HomeMy WebLinkAboutR-1996-037 Yakima County / Service ContractRESOLUTION NO. R-9637
A RESOLUTION authorizing and directing the City Manager and the City Clerk
of the City of Yakima to execute an Intergovernmental 911
Agreement with Yakima County.
WHEREAS, Chapter 39.34 of the Revised Code of Washington, the Interlocal
Cooperation Act, authorizes governmental units within Washington to agree to the
joint provision of 911 emergency communication services; and
WHEREAS, various locagovernrnental entities within Yakima County,
Washington, have previously entered into an interlocal agreement with the County
entitled "Yakima County Department of Communications Intergovernmental
Agreement for 911 Answering Services" for provision of 911 emergency
communication services on a county -wide basis to participating members; and
WHEREAS, the County, as required by the provisions of said interlocal
agreement, currently provide 911 emergency communication services to County
residents in various cities, towns, and fire districts within the County; and
WHEREAS, the SUNCOM Administrative Board desires that said interlocal
agreement be replaced and superseded with the attached "Yakima County
Intergovernmental 911 Agreement"; and
WHEREAS, the City Council deems it to be in the best interest of the City of
Yakima to join with other governmental entities within Yakima County and execute
the attached Yakima County Intergovernmental 911 Agreement, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
City Manager and City Clerk are hereby authorized and directed to execute
the attached and incorporated "Yakima County Intergovernmental 911 Agreement."
ADOPTED BY THE CITY COUNCIL this J°PTiay of 1i\ GA\- , 1996.
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City Clerk
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YAKIMA COUNTY
INTERGOVERNMENTAL 911 AGREEMENT
WHEREAS this Agreement made and first entered into by and among the undersigned
governmental jurisdictions; and
WHEREAS the members and the residents of Yakima County would benefit both in terms
of efficiency and economy from 911 Public Safety Answering Point (PSAP) services to Yakima
County and the cities, and fire protection\districts within Yakima County; and
WHEREAS the undersigned governmental jurisdictions have a goal of establishing and
maintaining a consolidated emergency services communication center, to be hereafter known as
the "SUNCOM CENTER"; and
WHEREAS this Agreement and the activities described herein below are sanctioned by
the provisions and terms of the "Interlocal Cooperation Act" pursuant to RCW 39.34 et seq.;
and
WHEREAS the establishment of such Center will provide improved police, fire and
medical aid service communications within the boundaries of the consolidated service area at a
minimum cost to the participating jurisdictions, together with such other jurisdictions as may
hereafter contract with the undersigned for communications services; and
WHEREAS it is the long term objective of said Center to provide consolidated telephone,
radio and alarm communications and dispatching services for participating local governmental
jurisdictions through implementation of the recommendations developed by the participating
jurisdictions; and
WHEREAS Yakima County is an existing governmental structure encompassing the entire
geographic, economic, and population region to be served; and
WHEREAS the establishment and maintenance of such Center will be of substantial
benefit to the citizens of the undersigned governmental jurisdictions and the public in general;
and
WHEREAS the participating jurisdictions desire to expressly state the powers held by the
Center pursuant to RCW 39.34.030(3)(b); and
SUNCOM Agreement
Page 1
WHEREAS the participating jurisdictions expressly state that the Center is authorized to
acquire, hold, and dispose of property pursuant to RCW 39.34.030(4)(b); and
WHEREAS the Center shall be funded by the telephone excise tax proceeds authorized
by RCW 82.14B.030;
NOW THEREFORE, it is hereby agreed and covenanted among the undersigned as
follows:
1.0 PURPOSE: It is the purpose of this Agreement to provide Enhanced 911 services for
the members at the earliest possible time thereby benefiting them in terms of efficiency
arid economy.
2.0 DEFINITIONS: As used in this Agreement for the following words and phrases
shall have the meanings indicated unless the context clearly requires otherwise:
2.1 "PSAP" (Public Safety Answer Point) shall mean the locations of the equipment
and personnel which provide PSAP services.
2.2 "Services" shall mean those services and equipment to answer 911 calls on a 24-
hour basis.
2.3 "County" shall mean Yakima County.
2.4 "911" shall mean the ability of a person to call for emergency services by using
the three digit number and the ability to electronically track and identify the
origin of emergency calls in addition to Basic 911.
2.6 "Members" shall mean the signatories to this Agreement and such other entities
as become signatories or otherwise become members in the future.
2.7 "SUNCOM" shall mean collectively the parties to this agreement in their capacity
as providers and/or receivers of 911 or services or, as the context may require,
the system of providing such services.
3.0 DURATION OF AGREEMENT - TERMINATION: The initial duration of this
Agreement shall be for a period of five (5) years from the date hereof, and thereafter
shall be automatically extended for consecutive two (2) year periods unless terminated
by one or more of the participating members. Any such termination shall be effective
when reduced to writing and served on the other members on or before July 1 in any one
year, and thereupon such termination shall then become effective on the last day of such
year. Any notice to be effective shall be in writing and time is of the essence in the
giving of such notice.
SUNCOM Ave.:meet
Page 2
4.0 ADMINISTRATION BOARD:
4.1 The affairs of the Center shall be governed by an Administration Board composed
of one member from each participating governmental jurisdiction. Such member
shall be the highest ranking elected member of the jurisdiction or a designee who
shall be an elected official. Each Board member shall have an equal vote and
voice in all Board decisions.
4.2 A Chairperson, and such other officers as the majority of the Board may
determine, shall be elected by the members of the Administration Board. The
Chairperson shall serve a one year term of office. An Administrative Executive
Board shall be chosen from this group and the Chairperson of the Administration
Board shall also be the Chairperson of the Administrative Executive Board.
4.3 The Administrative Executive Board shall be composed of one County
Commissioner, the Mayor of Yakima, an Upper Valley Mayor, two Lower Valley
Mayors, and an Upper Valley and Lower Valley fire commissioner. A designee
may be appointed for the above, but the designee shall be an elected official of
the jurisdiction. A quorum will consist of those present at stated meetings.
4.4 Administration Board Authority and Responsibility - During the Chairperson's
term of office, he/she shall have the following authority and responsibility:
a. To appoint a member of the Administrative Executive Board to act as
Chairperson in his/her absence. This appointment may be made on an
incidental basis.
b. To preside at regular and special meetings of the Administration and
Administrative Executive Boards.
c. To call special meetings as appropriate.
d. To appoint committees as required.
4.5 Conduct of Business - Roberts Rules of Order shall govern all procedural matters
relating to the business of the Administration and Administrative Executive
Boards.
The Order of Business for all regular meetings shall be as follows:
a. Approval of the minutes of the previous meeting.
b. Reports from the Chairperson
c. Reports of any member
d. Reports from the Operations Board
e. Reports from the Director
f. Old Business
g. New Business
SUNCOM Agreement
Pago 3
4.6 All materials for regular meetings and minutes shall be prepared in packets and
distributed to all members 5 days prior to the date of the next meeting.
4.7 No action will be deemed to have been taken by the Administration Board or the
Administrative Executive Board unless the matter had been subject of a proper
motion which has been approved by a majority of those members present. The
authority to determine whether an action had been taken will be the approved
minutes of the meeting.
4.8 The Functions of the Administration Board shall be as follows:
a. Establish rules and policies for the Administration Board's operation and
regulation of its affairs.
b. Approval and recommendation of the annual SUNCOM budget to the
legislative bodies of the members.
c. Review and approve significant policy issues referred from the
Administrative Executive Board.
d. Recommend action to the legislative bodies of the members
e. The Administration Board shall meet, at a minimum, annually each
September.
4.9 The Functions of the Administrative Executive Board shall be as follows:
a. Adopt administrative policies for SUNCOM.
b. Review for approval and recommendation of the annual. STJNCOM budget
to the Administration. Board.
c. Establishment of policies for expenditures of budgeted items for
SUNCOM.
d. Approval or disapproval of unbudgeted expenditures in excess of
$10,000.00 upon recommendation of the Operations Board.
f. Resolve disputes that may arise between the members of the Operations
Board and any other issues not resolvable by the Operations Board.
g. Determine what services shall be offered and under what terms they shall
be offered.
h. Determine the significance and impact of policy issues for referral to the
Administration Board.
i. To meet monthly or as deemed necessary.
j. Recommend action to the governmental jurisdictions of the participating
members;
m. Recommend approval. of agreements with federal, state or local agencies;
n. Recommend purchase, lease, receipt by gift, or otherwise acquiring real
or personal property, or any interest therein;
q. Recommend contracts with future participating members and subscribers
to provide communications services.
SUNCOM AgexmenII
Page 4
r. Evaluate and determine the propriety of communications services for local
governments whenever so requested and shall determine the means of
providing such services together with related costs and effects.
4.10 Any decision of the Administrative Executive Board can be overturned by a
majority vote of the Administration Board.
5.0 OPERATIONS BOARD:
5.1 There is further established an Operations Board which may consist of the
following fourteen (14) members or their designees:
a. The Yakima County Sheriff
b. The Chief of Police for the City of Yakima
c. The Fire Chief for the City of Yakima
d. The Chief of Yakima County Fire District No. 5
e. The Chief of the Yakama Tribal Police
f. One representative chosen from the Upper Valley Fire Districts' Chiefs
g. One representative chosen from the Police Chiefs of the cities of Selah,
Moxee, Tieton, and Union Gap
h. Two representatives chosen from the Lower Valley Fire Departments'
Chiefs
i. Two representatives chosen from the Chiefs of the Lower Valley Law
Enforcement
j. The Yakima County Medical Program Director
k. Director of Emergency Management Services
1. Director of Emergency Medical Services (EMS)
5.2 The Operations Board is charged with the authority and responsibility to govern
the day-to-day operations and procedures of SUNCOM. Each Board member
shall have an equal vote in all Board decisions. Unless otherwise provided,
Robert's Revised Rules of Order shall govern all procedural matters relating to
the business of the Operations Board.
5.3 Any member may designate a representative to attend meetings in that member's
place. While so designated, the representative shall assume all rights and
responsibilities of a full member. The designee must be from the same
jurisdiction.
5.4 The Operations Board shall elect a Chairperson from its members by a majority
vote of the Operations Board. The Chairperson shall serve a one-year term of
office.
SUNCOM Agreement
Page 5
5.5 The Board shall determine the time and place of its meetings. At least one (1)
regular meeting shall be held each month. Special meetings may be called by the
Chairperson or any two (2) members upon not less than seven. (7) days' prior
written notice.
5.6 During the Chairperson's term of office he/she shall have the following authority
and responsibility:
a. To appoint a member of the Operations Board to act as Chairperson in
his/her absence. This appointment may be made on an incident by
incident basis or for a designated period of time, not to exceed three (3)
consecutive meetings.
b. To preside at regular and special meetings of the Operations Board.
c. To call a special meeting as appropriate.
d. To appoint committees as required.
e. To meet with the Administrative Executive Board, to keep that Board
appraised of the actions of the Operations Board and SUNCOM.
5.7 The Order of Business for all regular meetings shall be as follows:
a. Approval of the minutes of the previous meeting.
b. Reports from the Chairperson.
c. Reports from any member.
d. Reports from the Director.
e. Old Business.
f. New Business.
5.8 All materials for regular meetings and minutes shall be prepared in packets and
distributed to all members 5 days prior to the date of the next meeting.
5.9 No action will be deemed to have been taken by the Operations Board unless the
matter had been subject of a proper motion which has been approved by a
majority of those members present. The authority to determine whether an action
had been taken will be the approved minutes of the meeting.
5.10 The functions of the Operations Board shall be as follows:
a. Establish rules and policies for the Operations Board's operation.
b. Development of operational priorities, policies and procedures for systems
development, programming, operations and work rules.
c. Overall supervision of the Director.
d. Review and recommend for approval the Directors's proposed budget to
the Administrative Executive Board.
SUNCOM Agreement
Page 6
e. Resolve disputes over SUNCOM operations between user and SUNCOM
subject to review by the Administrative Executive Board.
f. Set standards for the delivery of 911 services for Yakima County.
g. Recommend to the Administrative Executive Board unbudgeted
expenditures.
5.11 At the July meeting of the Operations Board, the Board shall take action on the
following year's budget for recommendation to the Administrative Executive
Board.
6.0 PROVISION OF 911 SERVICES: Yakima County, either directly or indirectly, shall
be responsible for providing 911 services to all members.
7.0 BUDGET
7.1 The Director shall present a proposed budget to the Operations Board at the July
meeting each year. The Operations Board shall recommend a budget, which
budget shall be presented by the Director to the Administrative Executive Board
not later than the August meeting each year. Thereafter the participating local
entities, shall be advised by the Director of the programs and objectives as
contained in said proposed budget, and of the required financial participation, if
any, for the ensuing year. No funds shall be expended until funds have been
appropriated by each participating entity in its annual budget, and as otherwise
provided by law.
7.2 Funds from the telephone excise tax authorized by RCW 82.14B.030 shall be
used only for 911 services as permitted by state law.
8.0 PERSONNEL.
8.1 There shall be a Director of SUNCOM. In the event Yakima county provides
911 services directly, the Director shall be appointed by the Administrative
Executive Board from a list of three names recommended by the Operations
Board. In the event Yakima County contracts with another entity to provide 911
services, the Director shall be selected by the entity providing the services. The
Director shall be selected upon the basis of administrative, financial, and technical
competence.
8.2 The Director.
a. The Director shall be responsible for administration, budget, personnel,
call receiving and transfer, records, communications, security, and other
SUNCOM Agreement
Page 7
911 functions in conformance with the policies of the Administration and
Operations Boards.
b. The Director shall be responsible to the Operations Board and shall advise
the Operations Board from time to time on all matters necessary to fully
implement the purposes of this Agreement. The Director shall administer
the program in its day-to-day operations consistent with the policies
adopted by the Administrative board and the Operations Board.
c. The Director shall act as the Finance Officer of the Center and all
disbursements shall have the prior written approval of the Operations
Board. Such Director shall have experience in technical, financial and
administrative fields and such appointment shall be on the basis of merit
only.
d. The Director shall be responsible for reviewing, renewing and updating
required licenses for the operations of SUNCOM.
e. The Director shall offer technical assistance to member and contract
agencies and other entities as authorized by the Administrative Executive
Board. The Director in conjunction with the Operations Board shall
prepare and present a proposed budget to the Administrative Executive
Board in accordance with the member entities budget timetables.
f. The Director shall have authority to hire and fire all personnel subject to
applicable administrative procedures, personnel policies, and collective
bargaining agreements.
g.
The Director shall actively and continuously consider and evaluate all
means and opportunities toward the enhancement of operational
effectiveness of emergency services so as to provide maximum and
ultimate benefits to the members of the general public. Such
recommendation shall be presented by the Director of the Operations
Board. Any change or deviation from established policy shall have the
prior written approval of the Administrative Executive Board.
8.3 The director and employees who provide 911 services shall be employees of
Yakima County or the entity providing such services in the event Yakima County
contracts with another entity to provide 911 services. The director and employees
shall be subject to all employee and personnel policies of the entity providing
such services and applicable collective bargaining agreements.
9.0 CONSOLIDATED DISPATCHING SERVICES.
SUNCOM Agreement
Page 8
9.1 The undersigned agree that the long term goal of consolidated E911 and
dispatching services will improve police, fire and medical aid communications
within the service area boundaries at a reasonable cost to the participants.
9.2 Should it be the decision of the Administration Board that SUNCOM directly
develop and establish a consolidated dispatch center, the following policies and
conditions shall apply:
a. In order to provide necessary services for itself and for subscribers,
SUNCOM shall maintain a stand alone dispatch facility.
b. The Administration Board shall authorize, and the Chairperson of the
Administration Board shall execute, contracts for the development of the
SUNCOM Center.
c. Initial costs of implementation of SUNCOM will be paid by the County
and shall be reimbursed from 911 telephone excise tax proceeds.
d. Annually, the Director and the Operations Board shall develop a budget
which will meet the anticipated maintenance, operating, and insurance
expenses of the SUNCOM facilities and accessories for the coming
calendar year. They shall submit the proposed budget to the
Administrative Executive Board who will present to the Administration
Board for approval. After the Administration Board has approved the
final budget, it shall be forwarded to the Board of County Commissioners
for adoption.
10.0 INVENTORY AND PROPERTY.
10.1 Equipment and furnishings for SUNCOM's operation shall, to the extent that the
Operations Board determines it to be practical and efficient, be composed of those
items necessary for operations.
10.2 The Director shall, at the time of preparing the proposed budget for the ensuing
year, submit to the Operations Board a complete inventory together with current
valuations of all equipment and furnishings owned by, leased or temporarily
assigned to SUNCOM.
10.3 Title to real property purchased or otherwise acquired shall be held in the name
of the Yakima County; provided however, that for valuable consideration
received, Yakima County may convey ownership of any such real property as
may be directed by a majority of the Administration Board.
SUNCOM Agrccmcnt
Page 9
10.4 Each jurisdiction shall be responsible for purchasing, maintaining, and repairing
the equipment necessary to receive calls forwarded from 911 and retains all rights
to such equipment. If equipment has been purchase using 911 excise tax funds
or Federal or State grants obtained for 911 services, the equipment will be
included in the annual inventory and will be subject to all applicable laws and
conditions as set forth in said grant or RCW 82.14B.030.
11.0 ADMISSION OF NEW MEMBERS
11.1 Additional public entities in Yakima County may become members once their
legislative authority is certified. Should SUNCOM be in a position of having
debt services or on-going assessments, the new member may be subject to pro-
rated costs to equalize their membership with that of existing entities. The
admission of such additional members shall be by written addendum to this
Agreement.
11.2 Additional public agencies or entities outside of Yakima County may become
subscribing members upon such terms and conditions as agreed to by the
Administrative Executive Board. The admission of such additional subscribing
members shall be by written addendum to this Agreement, with the approval of
the Administration Board.
12.0 DISSOLUTION:
12.1 SUNCOM can only be dissolved by a majority, written vote of the entire
Adnninistrative Board. In the last meeting prior to dissolution the Administration
Executive Board shall 'present to the entire Administration Board a
recommendation for disposal of the assets of SUNCOM to include all tangible
assets.
12.2 Upon dissolution of SUNCOM, equipment purchased by SUNCOM may be
purchased by a member at a value to be determined by action of the
Administrative Executive Board. Property not sold in the foregoing manner shall
be disposed of as provided by RCW 36.34, provided, that equipment purchased
with any Federal or State grant shall be disposed of in accordance with the terms
of the grant and/or applicable law. If no grant or legal provisions govern
disposition of the proceeds, then such proceeds shall be divided among the
members in proportion to the funds paid into SUNCOM during the term of this
Agreement.
13.0 LEGAL ASSISTANCE: The participating jurisdictions agree to furnish legal
assistance. The Administrative Executive Board may contract with the City Attorney of
a participating city or Yakima County legal staff.
SUNCOM Agreement
Page 10
14.0 INTERGOVERNMENTAL COOPERATION: The Center shall cooperate with local,
State and Federal governmental agencies according to guidelines of the Police
Dispatching Study in order to maximize the utilization of grant funds for equipment and
operations.
15.0 FILING OF AGREEMENT: Upon execution hereof, this Agreement shall be filed, prior
to its effective date, with the City Clerks of the respective participating municipal
entities, the Office of Director of Records and Elections of Yakima County, the Secretary
of State, and such other governmental agencies as may be provided by law.
16.0 AMENDMENTS: Amendments to this Agreement shall only be made by written
agreement of participating jurisdictions.
17.0 TECHNICAL EXPERTISE: SUNCOM may provide to any member technical expertise
as may be required for proper operation of member's communications systems and for
procurement of their communications equipment.
18.0 ARBITRATION: Any controversy between the members in regard to the application or
interpretation of this Agreement shall be submitted to the Operations Board for
resolution. If the Operations Board's action does not resolve the controversy, it shall be
appealed to the Administrative Executive Board. If the Administrative Executive Board's
action does not resolve the controversy, it may be submitted to the Administration Board,
then to arbitration in accordance with RCW 7.04.
19.0 INDEMNIFICATION: Each member agrees to be responsible and assume the risk of
liability for its own wrongful and/or negligent acts or omissions, or those of its officers,
agents, or employees to the extent that liability exists, and agrees to save, indemnify,
defend and hold the other members harmless from any such liability.
20.0 SEVERABILITY: If any part, paragraph, section or provision of this Agreement is
adjudged to be invalid by any court of competent jurisdiction, such adjudication shall not
effect the validity of any remaining section, part or provision of this Agreement.
21.0 EXECUTION: This Agreement, or amendments hereto, shall be executed on behalf of
each participating city by its duly authorized representative and pursuant to an
appropriate motion, resolution or ordinance of each participating city. The Agreement,
or any amendment, shall be deemed adopted upon the date of execution by the last so
authorized representative.
22.0 HOLD HARMLESS: The parties to the Agreement shall defend, indemnify and
save one another harmless from any and all claims arising out of the performance of this
Agreement, except to the extent that the harm complained of arises from the sole
negligence of one of the participating members. Any loss or liability resulting from the
negligent acts errors or omissions of the Administration Board, Administrative Executive
SUNCOM Agreement
Page 11
Board, Operations Board, Center Director and or staff, while acting within the scope of
their authority under this Agreement shall be borne by the SUNCOM Center exclusively.
23.0 SIGNATURES: Each party to this Agreement shall sign the signature page in a form
required by law to constitute valid execution. Each signature page shall be tilled
"YAKIMA. COUNTY INTERGOVERNMENTAL 911 AGREEMENT SIGNATURE
PAGE FOR (NAME OF ENTITY)".
24.0 ENTIRE AGREEMENT: This document encompasses the entire Agreement of the
members. No understanding or amendment, addendum, or addition to this agreement
shall be effective unless made in writing and signed by all members.
SUNCOM Agreement
Page 12
,-!!!oRATs,
OFFICE OF THE CITY MANAGER
129 NORTH SECOND STREET
CITY HALL, YAKIMA, WASHINGTON 98901
PHONE: (509) 575-6040
YAKIMA COUNTY INTERGOVERNMENTAL 911 AGREEMENT SIGNATURE PAGE
FOR CITY OF YAKIMA
CITY OF YAKIMA
BY:
(
Dick Zais, ity Manager
ATTEST:
City Clerk
City Contract No.
Resolution No. 1(7
Yakima
SIGNATURES OF PARTICIPATING JURISDICTIONS & DATE SIGNED:
Yakima County
City of Yakima
City of Union Gap
City of Selah
Town of Naches
City of Moxee
City of Wapato
Town of Harrah
City of Topp;rish
City of Zillah
Town of Granger
City of Sunnyside
City of Grandview
City of Mabton
SIGNATURES OF PARTICIPATING YAKIMA COUNTY FIRE PROTECTION DISTRICTS
& DATE SIGNED:
Fire District No. 1, Cowiche
Fire District No. 2, Selah
Fire District No. 3, Naches
Fire District No. 4, Terrace Heights/Moxee
Fire District No. 5
Fire District No. 6, Gleed
Fire District No. 7, Glade
Fire District No. 9, Naches Heights
Fire District No. 10, Fruitvale
Fire District No. 11, Broadway
Fire District No. 12, West Valley/Ahtanum/Tampico
Fire District No. 14, NilelCliffdell
****************************************************
SIGNATURE OF YAKAMA INDIAN NATION & DATE SIGNED:
Yakima Indian Nation Tribal Council
SUNCOM Agreca at
Page 13
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting Of
3 //9 / 4,
ITEM TITLE: Resolutions authorizing the City Manager and the City Clerk to
execute Yakima County Intergovernmental 911 Agreement and 911 Support Services
Agreement.
SUBMITTED BY:
Yakima City Council Public Safety Committee
Al Chronister, Fire Chief
Don Blesio, Police Chief
CONTACT PERSON/TELEPHONE: Al Chronister, Fire Chief (575-6060)
Don Blesio, Police Chief (575-6211)
SUMMARY EXPLANATION: As a result of many planning sessions and input from
various operational, administrative, and legal personnel from various local
governmental entities, the following attached items have been assembled and
approved by the SUNCOM Administrative Board for Consolidated Dispatch Operations:
1. Organizational Chart for Consolidated 911, Police, and Fire
Dispatch Operations, including long and short term goals.
2. Consolidated 911, Police, and Fire Dispatch Operations Budget that
is inclusive of --
a. 911 Expenses and Revenues,
b. City Dispatch Expenses and Revenues, and
c. An Administrative Services Detail.
(Continued on page 2)
Resolution X Ordinance Contract X Other(Specify)
Funding Source
APPROVED FOR SUBMI 11 AL:
City Manager
STAFF RECOMMENDATION: Adopt resolutions authorizing execution of the 911
Support Services Agreement and the Yakima County Intergovernmental 911
Agreement.
BOARD/COMMISSION RECOMMENDATION: The City Council Public Safety Committee
recommends approval of the attached legislation.
COUNCIL ACTION: 22A--911 Support Services- Substitute Resolution
Adopted. Resoltuion No. R-96-36. 22B --Yakima Co. Intergovernmental
911 Agreement. Resolution adopted. Resolution No. R-96-37.
(em)agenda stmt/911 Interlocal
AGENDA STATEMENT (Page 2)
Item No.
For Meeting Of
SUMMARY EXPLANATION: (Continued)
3. 5 -year 911 Support Services Agreement between the City and the
County.
4. A revised Yakima County Intergovernmental 911 Agreement that
incorporates additions and changes proposed by the SUNCOM
Administrative Board Executive Committee..
The above documents have been drafted due to the collaborative effort of both City
and County personnel. These documents should provide the basis for establishing
Consolidated Dispatch Operations in a timely and professional manner. Attached
hereto for the City Council's consideration and approval are two resolutions
authorizing execution of the 911 Support Services Agreement and the Yakima County
Intergovernmental 911 Agreement.
(pm)agenda stmt/911 Eaterlocnl
City of Yakima
Consolidated Public Safety uispatching
With Countywide E9-1-1
r
911
Administrative
Board
J
911
Ops Board
®J
Police Chief
Fire Chief
1
C&E Supervisor
r
Dispatch Supervisor
Electronics
Division
I
l 1
911 Calltakers
10 Positions
rFormer SUNCOM
operators become
City employees.
PDA 11 Positions
1 Dispatchers and
Calltakers provide
coverage for all
vacation, meals,
-
sickleave, etc. in this
stand-alone configu-
ration.
/`
Communications Line
I
1
Public Safety
Dispatchers
11 Positions
1
r 1
All existing Police
and Fire Dispatch-
ers become Public
Safety Dispatchers
and immediately
begin cross -
training.
J
(1) E911 calls will still be transfered to those county and municipal agencies which
continue to maintain their own dispatch
Revised 2-20-96
Police Chief and Fire Chief
manage the Public Safety
Dispatch center under Man-
agement Agreement signed by
Chief of Police. (See at-
tached).
AD personnel are under police
& fire administration. Supervi-
sory control will remain with
the Fire Department. A
separate special revenue fund
budget will be created to
account for dispatchers
(formerly Police & Fire) and for
911 call takers.
Dispatch service users (i.e.
Union Gap P.D., Fire Districts,
etc.) establish dispatch proto-
cols for their agencies by
Interlocal Agreement.
SUNCOM Administrative
Board contracts with City of
Yakima to provide E911
calltaking services county-
wide.
SUNCOM Operations Board
establishes E911 call answer-
ing/transfer protocols by
Interlocal Agreement (1)
Primary duties of Dispatchers
include but are not limited to:
emergency dispatching for
Police & Fire, alarm monitoring
geofiling, data entry, records &
warrants requests, EMD, other
assigned duties as determined
by administrators.
Primary dutes of Calltakers
include but are not limited to:
providing 911 calttaking
responsibilities, providing
priority calltaking, EMD,
MSAG, data entry, records &
warrants requests, other duties
as determined by administra-
tors.
CITY OF YAKIMA
CONSOLI )A'I'ED DISPATCH & 9-1-1 VISION
During the course of the last several months, a plan for consolidation of City Dispatch
Services and 9-1-1 Calltaking Services has been developed and presented. The goal of
combining the City's Police and Fire Dispatching is to bring the two entities into a state-
of-the-art facility that would facilitate efficiencies in dispatching. Present Police and Fire
Dispatchers would be cross -trained to assist each other, while at the same time
maintaining primary responsibilities of their respective positions. Time frames for cross -
training are anticipated as follows:
• 4/1/96 - Move Fire Dispatch into the new facility
• 6/1/96 - Transition training completed
• 8/1/96 - Basic Trainer training completed
• 8/1/96 - 1/1/97 - Cross -training proficiency period
• 1/1/97 - Total cross -training completed
On January 1, 1997, the goal is to have an efficient, streamlined Dispatch Center that
would have a team approach to dispatching that would prepare Police and Fire
Dispatchers as qualified professionals that can assist each other as the need dictates. In
addition, it is recognized that this team concept will also benefit those agencies that
presently contract with Yakima for dispatching services. Long term goals for Police and
Fire Dispatching are to develop a consolidated environment that would encourage,
through professionalism and efficiency, other agencies to consider consolidating when
the time is appropriate for that agency.
In regard to 9-1-1 Calltaking operations the immediate goal is to offer a contract for
services to the Suncom Operations Board and Administration Board that would allow for
the City of Yakima to provide 9-1-1 Calltaking Services to all secondary P.S.A.P.s in
Yakima County within existing resources. In other words, no users fees for participating
agencies for the next five years. The location of 9-1-1 is intended to be relocated as soon
as possible to the new Law & Justice Center in the City Police and Fire Dispatch facility.
Personnel presently in the Calltaker positions would have the first opportunity to assume
similar calltaking positions as City employees. The goal throughout this process is for all
personnel to remain "whole" during this transition. A career track has been established
for these positions that would give employees career choices and upward mobility within
the system.
Shortly after relocation of 9-1-1 and the approval of the revised state plan, the
implementation of Enhanced 9-1-1 will be provided to all secondary P.S.A.P.s in the
County. It is anticipated that this will be accomplished by the end of 1996. In addition,
work will be initiated on a new CAD (Computer Aided Dispatch) program that would
provide multiple uses and greater efficiency for agencies who participate in the program.
The long range goal of providing 9-1-1 Calltaking Services to Yakima County lies in the
ability of the City to efficiently manage operations and costs as well as providing the
professional service that our constituents depend upon. The five year contract will
provide an opportunity to move toward a consolidated 911 calltaking/dispatch center for
Yakima County. Suncom Operations Board and Administrative Board to assess and
evaluate a long term commitment.
OPERATING BUDGET COMPARISON OF YAKIMA PROPOSAL
1995
1996
Variance
OP
1995
1996
Variance
year-end
Yakima
95-96
n/
year-end
Yakima
95-96
(1)
---
Dispatch
SUNCQK«/911
215.983
8.420
(4)C&ESup*n�mor
54,443
54,443
CmUtokam(1O)
207.557
Benefits
13.899
13.699
Benefits
61.843
75.594
13.651
Dispatch Supervisor
47.763
47.703Overtime
20.474
12.000
Benefits
11.539
11.539
4,
Hourly Employees
--011111111•1111111111111111111111111111111--
548
3.000
Salaries & Benefits
290.522
800.577
10.054
^
Fire Dispatchers (5)
170.661
170.061
Benefits
59.731
59.731
Travel
3,598
3.000
Police Dispatchers (6)
178,872
204.793
25,921
()
Training
1,500
Benefits
62.608
71,678
9.872
Misc Expenses
26,373
15.000
---,
(10.000)
(»)
Operating Expense Subtotal
28.971
19.500
(10.471)
Operating Expenses FD
40'000
30.800
Opmn�inUExpenoexPD
40,000
30,000
(10,000)
011 - Telephone Gysb�m
215,632
215,000
SecondaryPGAP
3036,000(5)
City Est. Annual Expense
678.315
894.307
14.993
251.000
35.368
Dispatch Revenues
Professional Services
4,356
Dispatch Contracts
118.530
118.530
City Adminstrative Services
48.000
56,256
..__8,256
(6)_
Alarm Monitoring
30.000
30.000
| .����°���__�
General Fund
Total Disp. Revenues
530.785
679,315
545,777
694,307
911 Est. Annual Expenses
588,481
(7)
633'833 44,852
911 Revenues
.........
1996 costs are not adjusted for any contractua, CPI, or step increases.
����
Q11local $.5OTax
605.348
(8)(1)
052.410
(2) The increase inPolice Dispatchers iatoprovide pay equivalency
�
011SemioaContract
-----------'-----=�°�����^----------------
Dtfference (to Reserves)
10,887
633,333
dispatcherw�hFire |
[
1
|
|
�
10.077
(3) OpermtingExpenseumm
am
reduced as
_-----'___
and the resulting sharing
consolidating
'
'_-_-
the three separate centers
of costs
Comblned Operating Balance
1995
199$
(4) Increases reflect change ofCounty CuUtakersalaries (include 1QQ8
Expenses
1,267,795
1.327.640 59.846
step increases) to equivalent in City PD DA 11
Revenues
1,284,663
1.846.717 62.055
(5) On-going expenses for added data lines in enhanced E-91 1 system.
Balance (911 Reserves)
16,867
19.077
CITY ADMINSTRATIVE SERVICES DETAIL
City Administrative Services:
(.77% of the following Services)
City Manager
Auditing
Records
Financial Services
Human Resources
Legal
Purchasing
City Hall
Information Systems.
Liability Insurance
CAD Maintenance**
2,740
570
2,328
6,211
2,537
5,489
1,268
1,185
13,928
36,256
5,000
15,000
Calltakers Salaries Based On:
Pay Range 6.5
(6) positions at Step E
(1) positions at Step D
(3) positions at Step C
Cost Each
per month
1939.56
1854.63
1774.9
56,256
City Administrative Services are computed by totaling
the budgets of all the participating funds, determining
the specific funds percentage of that total and then
applying that percentage to the administrative services
listed on the left.
Liability Insurance is the Fund's contribution to the
Cit 's Risk Mana•ement Fund
** CAD Maintenance is the costs specifically identified for maint. on the CAD equip. and system
provided to the Calltakers & The Secondary PSAPs. Because the final design of the Cad system
is not determined this amount is included for budgetary reasons only and will be adjusted as
needed once the CAD system development is completed.
3/13/96, 14:53
YAKIMA PROPOSAL - FIVE YEAR ESTIMATE
1996 1997 1998 1999 2000
Permanent Salaries
Telecommunicators 215,983 226,782 238,121 250,027 262,529
Benefits
Telecommunicators
Permanent Subtotal
75,594 79,374 83,342 87,510 91,885
291,577 306,156 321,464 337,537 354,414
Overtime 12,000 12,600 13,230 13,892 14,586
Hourly Employees 3,000 3,150 3,308 3,473 3,647
Salaries & Benefits 306,577 321,906 338,001 354,901 372,646
Other Costs
Travel 3,000 3,090 3,183 3,278 3,377
Training 1,500 1,545 1,591 1,639 1,688
Misc Expense 15,000 15,450 15,914 16,391 16,883
Subtotal 19,500 20,085 20,688 21,308 21,947
Telephone Charges
911 Network 215,000 221,450 228,094 234,936 241,984
Secondary PSAP 36,000 37,080 38,192 39,338 40,518
Subtotal 251,000 258,530 266,286 274,274 282,503
911 Grand Totals
577,077 600,521 624,975 650,484 677,096
City Administrative Services 56,256 59,068 62,022 65,123 68,379
TOTAL E911 COSTS
E911 Reserve Fund
EST. 911 REVENUES
633,333 659,589 686,996 715,607 745,476
19,078 15,655 11,882 7,732 3,180
652,410 675,245 698,878 723,339 748,656
Costs are adjusted annually by: 5% for personnel costs (including salaries, medical, dental,
step increases and other benefits) & 3% for operating costs
Revenues are adjusted annually by 3.5% and $25,000 in 1996 for new cellular taxes
City Administrative Services: Calltakers Salaries Based On: Cost Each
(.77% of the following Services) Pay Range 6.5 per month
City Manager 2,740 (6) positions at Step E 1939.56
Auditing 570 (1) positions at Step D 1854.63
Records 2,328 (3) positions at Step C 1774.9
Financial Services 6,211
Human Resources
Legal
Purchasing
City Hall
Information Systems.
1111216156
2,537 City Administrative Services are computed by totaling
5,489 a budgets of all the participating funds, determining
1,268 the specific fund's percentage of that total and then
1,185 applying that percentage to the administrative services
13,928 listed on the left.
36,256
Liability Insurance is the Fund's contribution to the
Liability Insurance 5,000 City's Risk Management Fund
CAD Maintenance** 15,000
56,256
** CAD Maintenance is the costs specifically identified for maint. on the CAD equip. and system
provided to the Calltakers & The Secondary PSAPs. Because the final design of the Cad system
is not determined this amount is included for budgetary reasons only and will be adjusted as
needed once the CAD system development is completed.
3/13/96, 14:52
911 FIVE YR PROP
DESCRIPTION
AT&T ALI CONTROLLER
AT&T ANI DISPLAY UNITS
POWER SUPPLY
TAPE LOGGER
(50% SHARED W/CITY)
1LATERAL FILE CABINET,
1 CREDENZA, 1 DESK,
MOHOGANY FINISH
911 EQUIPMENT INVENTORY
SERIAL NUMBERS
W15274
58468-4120, 58480-4120, 58461-4120,
58460-4120, 65671-5108
58475-4120, 58465-4120, 58463-4120,
62017-4334, 58461-4120
UNITERRUPTABLE POWER
SUPPLY FD4.3K08541
ITT TELEPHONE SYS &
PANASONIC DIALERS
TDD-SUPERPRINT UNIT
414HBN10022, 4144HBR10739,
COMPAQ 386/25 COMPUTERS 4143HBR10703, 4143HBR20803
T1 MICOR LASER PRINTER 3539710038
COMPAQ DESKPRO COMPUTER
COMPAQ 486 DX2/50 COMPUTER
MOTOROLA PT500 CELLULAR TELE
JET486 PROCESSOR BOARD
CALLTAKER WORK STATIONS
PANASONIC COPIER (USED)
PURCHASE QUAN PURCHASE CURRENT
DATE COST VALUE
12/2/92 1
12/2/92 5
12/2/96 5
0.00 0.00
0.00 0.00
0.00 0.00
12/30/94 1 7,795.77 5,000.00
11/11/91 1 1,162.10 750.00
12/3/91 1 5,700.00 4,500.00
12/16/91 1 4,028.39 2,500.00
12/19/91 1
583.20 250.00
4
12/31/91 1 25, 824.69 2,000.00
2/26/92 1 3,583.91 4 50.0 0
2/19/92 1 2,775.55 500.00
4/22/93 1 1,015.34 50.00
3/1/94 1 1,433.65 100.00
1/15/96 1
450.00 0.00
911 FUND ASSETS TOTAL 54,352.60 16,100.00
3/15/96, 09:25
YAKIMA COUNTY 911
401 North Front Street, Yakima, WA 98901
April 26, 1996
TO: SUNCOM 911 Administration Board
FROM: Don Hughes, Chairman
SUBJECT: Revised Intergovernmental Agreement
At the August, 1995 meeting those SUNCOM Administration Board members
present approved a motion to form an Administrative Executive Board with the
authority to conduct the business of the SUNCOM Administration Board. That
board consists of; a County Commissioner, the Mayor of Yakima, a Fire
Commissioner representative, A Mayor representing the Lower Valley cities and
a mayor representing the Upper Valley cities
In the first meeting of the Administrative Executive Board it was determined that
the first order of business was to review, evaluate and revise as needed the
existing Intergovernmental Agreement. Since that time we have been working
on this process.
Enclosed is that revised Yakima County Department of Communications
Intergovernmental SUNCOM Agreement.
The significant changes that you will see in the Intergovernmental Agreement
are:
1. Formation of the Administrative Executive Board
2. More detailed description of the functions and responsibilities of each
of the boards.
3. A clearer delineation between the primary function of SUNCOM as to
providing 911 services and the ancillary possibility of consolidated
dispatching services.
Administration: (509) 575-6048 • Operations (509) 575-6058 • FAX: (509) 576-6361
What Is required of all members of the Administration Board is to review this
document and, if in agreement, obtain approval of your respective administrative
bodies.
A signature page should be prepare on your letterhead in accordance with
section 23.0 of the intergovernmental Agreement. Only an original of this
signature page should be returned to the SUNCOM address, attention
Wayne Wantland.
The signature page should be returned no later than May 16, 1996. For
those cities that will be attending the Mayor's meeting on that date you
may return It to me at that time.
1 and other members of the Administrative Executive Board are available to
attend a meeting of your administrative body if needed to address any issues
relating to SUNCOM and the Agreement.
Administrative Executive Board members:
Don Hughes
Norm Johnson
Lynn Buchanan
Bob Jones
Don Adams
Dale Ritchie
Bill Flower
Sincerely,
t&el
Don Hughes
Chairman
- Mayor, Sunnyside
- Mayor, Toppenish
- Mayor, Yakima
- Mayor, Selah
- Fire Commissioner, District 1
- Fire Commissioner, District 5
- County Commissioner