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2016-04-19
CITY OF OKEECHOBEE APRIL 19, 2016, REGULAR CITY COUNCIL MEETING 55 SE 3RD AVENUE * COUNCIL CHAMBERS * OKEECHOBEE, FL 34974 SUMMARY OF COUNCIL ACTION PAGE 1 OF 7 II AGENDA U COUNCIL ACTION - DISCUSSION - VOTE II CALL TO ORDER — Mayor April 19, 2016, City Council Regular Meeting, 6:00 P.M. II. OPENING CEREMONIES Invocation to be given by Reverend Jim Shevlin, Church of Our Saviour; Pledge of Allegiance to be led by Mayor Kirk. III. MAYOR, COUNCIL AND STAFF ATTENDANCE - City Clerk Mayor James E. Kirk Council Member Noel A. Chandler Council Member Mike O'Connor Council Member Gary Ritter Council Member Dowling R. Watford, Jr. City Administrator Marcos MontesDeOca City Attorney John R. Cook City Clerk Lane Gamiotea Deputy City Clerk Bobbie Jenkins Police Chief Denny Davis Fire Chief Herb Smith Public Works Director David Allen IV. PROCLAMATIONS AND PRESENTATIONS — Mayor A. Present a Twenty -Year Longevity Service Award to Bettye Taylor, Police Department. B. Proclaim the month of April 2016 as "Florida Volunteer Month." Mayor Kirk called the April 19, 2016, Regular City Council Meeting to order at 6:00 P.M. The invocation was offered by Councilman Dowling Watford, as Reverend Shevlin was unable to attend; the Pledge of Allegiance was led by Mayor Kirk. City Clerk Gamiotea called the roll: Present Present Present Present Present Present Present Present Present Present Present Absent (Operations Supervisor Donnie Robertson in attendance) Mayor Kirk read and presented a framed Certificate of Longevity Service, which read: "In recognition of your 20-years of service, hard work, and dedication to the City, its citizens, and your fellow employees as a Police Officer, Detective and Sergeant from April 3, 1996 to April 3, 2016." The award included a check in the amount of two hundred fifty dollars ($250.00). Mayor Kirk presented the following proclamation to Ms. Sabrina Seme of AmeriCorps Reads which read: "Whereas, Volunteers serve every day in Florida, making our communities safer, stronger, and healthier; and, Whereas, Volunteers improve the lives of our most vulnerable citizens, including seniors, children, and those with unique abilities; and Whereas, Volunteers help Florida job -seekers by providing job coaching and professional development skills, creating a significant economic development impact; and Whereas, Volunteering can increase employment prospects by helping job -seekers learn new skills, expand their 527 APRIL 19, 2016 - REGULAR MEETING - PAGE 2 OF 7 528 L AGENDA II COUNCIL ACTION - DISCUSSION - VOTE IV. PROCLAMATIONS AND PRESENTATIONS CONTINUED B. Proclaim the month of April 2016 as "Florida Volunteer Month" continued. networks, and take on leadership roles; and Whereas, Volunteers in Florida serve as tutors and mentors at schools, helping students achieve academic success and preparing them for the workforce; and Whereas, Volunteers in Florida support Veterans by providing job training and engaging Veterans in community service; and Whereas, Volunteers in Florida are critical to our state's emergency management efforts, responding to floods, hurricanes, fires, tornadoes, and other disasters; and Whereas, Volunteers in Florida work to protect and restore our precious natural resources, from beaches to rivers, and forests to lakes; and Whereas, Volunteer Florida serves as the Governor's lead agency for service and volunteerism in Florida, administering millions of dollars in funding to grantees across the state, promoting volunteerism, and mobilizing Floridians to serve. Now, Therefore, 1, James E. Kirk, by virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim the month of April 2016 as "Florida Volunteer Month." V. AGENDA - Mayor A. Requests for the addition, deferral or withdrawal of items on today's agenda. VI. WARRANT REGISTER — City Administrator A. Motion to approve the March 2016 Warrant Register: General Fund .................................. Public Facilities Improvement Fund Capital Improvement Projects Fund Appropriations Grant Fund............. Law Enforcement Special Fund ..... $ 504,188.90 $ 90,066.52 $ 10,071.70 $ 163,966.64 $ 50.00 VII. MINUTES - City Clerk A. Motion to dispense with the reading and approve the Summary of Council Action for the April 5, 2016, Regular Meeting. VIII. NEW BUSINESS A. Authorize and approve the advertising and application packet for the Police Chief position — City Clerk (Exhibit 1). Mayor Kirk asked whether there were any additions, deferrals, or withdrawals on today's agenda. There were none. Motion and second by Council Members Watford and Ritter to approve the March 2016 Warrant Register in the amounts: General Fund, five hundred four thousand, one hundred eighty-eight dollars and ninety cents ($504,188.90); Public Facilities Improvement Fund, ninety thousand, sixty-six dollars and fifty-two cents ($90,066.52); Capital Improvement Projects Fund, ten thousand, seventy-one dollars and seventy cents ($10,071.70); Appropriations Grant Fund, one hundred sixty-three thousand, nine hundred sixty-six dollars and sixty-four cents ($163,966.64); Law Enforcement Special Fund, fifty dollars and zero cents ($50.00). There was no discussion on this item. VOTE: KIRK - YEA CHANDLER - YEA O'CONNOR - YEA RITTER - YEA WATFORD - YEA MOTION CARRIED. Motion and second by Council Members O'Connor and Chandler to dispense with the reading and approve the Summary of Council Action for the Regular Meeting of April 5, 2016. There was no discussion on this item. VOTE: KIRK - YEA CHANDLER -YEA O'CONNOR - YEA RITTER - YEA WATFORD - YEA MOTION CARRIED. Chief Davis entered the Police Officers Deferred Retirement Option Plan on September 1, 2011. He distributed, at the meeting, a copy of his official letter of retirement. APRIL 19, 2016 - REGULAR MEETING - PAGE 3 OF 7 629 AGENDA Vill. NEW BUSINESS CONTINUED A. Authorize and approve the advertising and application packet for the Police Chief position continued. B. Discuss Okeechobee Utility Authority's request for the current pension plan to be amended to add language that would allow the OUA to separate from the plan and allow for the transfer of assets and liabilities attributable to OUA employees to an OUA retirement program — City Administrator (Exhibit 2). COUNCIL ACTION - DISCUSSION — VOTE Council Member Watford moved to accept Police Chief Davis' letter of retirement effective August 26, 2016; seconded by Council Member O'Connor. VOTE: KIRK — YEA CHANDLER — YEA O'CONNOR — YEA RITTER — YEA WATFORD — YEA MOTION CARRIED. The information contained within Exhibit One was a summary of the history of hiring the Police Chief from January 7, 1975 to current, as well as items for the Mayor and Council to address in order for Clerk Gamiotea to have direction and sufficient time to advertise for this position. However, by request of Clerk Gamiotea and Chief Davis, Mayor Kirk announced these items are being deferred to a later date in order to provide time to research an issue that recently came to light. There were no objections or questions offered. Administrator MontesDeOca received a letter from Mr. John Hayford, Executive Director of Okeechobee Utility Authority (OUA), dated April 6, 2016. The letter stated the OUA's opinion that the combined City General Employees and OUA Employees Pension Plan is not being administered as initially intended. He requested the City Council, as the Plan sponsor, amend the existing ordinance and designate the Plan as an agent multiple -employer or amend the ordinance to allow for dissolution of the Plan by either the City Council or the OUA Board and the method to facilitate a separation. In order to provide documentation of this on -going issue, information contained within the Pension Board Minutes is being provided through summary and included within this discussion, although it was not included within Exhibit Two. However, it has been disseminated to the City Council from multiple sources. The issue first arose at the City General/OUA Pension Board of Trustees regular meeting held August 3, 2015. The Trustee's received a letter dated July 28, 2015, from Mr. Hayford explaining that due to the issuance of Governmental Accounting Standards Board (GASB) Statement No. 68, the Plan must separate each employer's financial information based on their employees. Additionally, the Board must identify which category the defined benefit plan intends to operate, The options are single -employer, agent multiple -employer, and cost sharing multiple -employer. Mr. Hayford provided a copy of Page 11 of 33, Section 5, Paragraph 2 City Contributions of City Ordinance No. 714 (creating the combined Plan). Based upon the language within this section of the Ordinance, "The total cost for any year shall be apportioned equitably and consistently between the City and OUA based on the costs associated with each entity's employees." He explained the OUA will need to disclose its own pension obligations, assert that their contributions into the Plan are for the benefit of only OUA employees, and for the independent auditor to test such disclosures assertions, separate accounts will need to be maintained for each employer. To do this, it is his opinion that the Trustees should formally classify the Plan as an agent multiple -employer. The official action of the Trustees was to instruct the Actuary to develop the contribution rates for the City and OUA based on the language in Ordinance No. 714 as quoted previously. APRIL 19, 2016 - REGULAR MEETING - PAGE 4 OF 7 53© AGENDA VIII. NEW BUSINESS CONTINUED B. Discuss Okeechobee Utility Authority's request for the current pension plan to be amended to add language that would allow the OUA to separate from the plan and allow for the transfer of assets and liabilities attributable to OUA employees to an OUA retirement program continued. COUNCIL ACTION - DISCUSSION — VOTE The Pension Board of Trustees discussed the matter at the November 2, 2015, regular meeting again regarding Mr. Hayford's request. Due to many questions, the Board scheduled a Special Meeting to be held December 7, 2015, with Pension Auditor McBee and Pension Attorney Christiansen attending for further clarifications and information. The City Council took action at the November 24, 2015, regular meeting by unanimously recommending the General Retirement Plan remain as a cost sharing multiple -employer plan. The action was taken with information provided by Finance Director Riedel and Administrator MontesDeOca. Based on financial statements compiled since the first year of the joint City/OUA Pension Plan, September 30, 1996, through the most recent Fiscal Year, September 30, 2014, the Plan has been identified as a "cost sharing multiple -employer retirement system." In a Special Session held December 7, 2015, the Pension Board of Trustees took action on three items. One, they unanimously voted to designate the Plan as a cost sharing multiple -employer plan as recommended by the City and Attorney Christiansen. Two, they voted 3 to 1 (Mr. Daryl Roehm was absent) that the OUA and City collaborate to pursue the consideration of changing the Plan to an agent multiple -employer plan. Three, voted unanimously to accept the annual contribution rates results for Fiscal Year 2015-2016 as developed by Pension Actuaries Gabriel, Roeder, Smith and Company; payroll percentage will be 5.39 ($44,690.00) for the City and 15.68 ($361,639.00) for the OUA. These minutes also reflect that Mr. McBee was in attendance and confirmed the Plan has always been deemed as a defined multiple -employer pension plan. It is a single pot, everything is combined, which would best be defined as cost sharing. In an agent multiple -employer plan, the assets and liabilities are segregated and allocated in pools based on the various employers. Attorney Christiansen conceded with the City's recommendation. He expressed that by the definitions set out by GASB 68, the Plan is deemed as a cost sharing multiple -employer plan since there is only one pool. The OUA Board has discussed this matter at their November, 10, 2015, December 8, 2015, and January 12, 2016, regular meetings, and conducted a workshop held on February 1, 2016, with Pension Attorney Christiansen. At the February 9, 2016, regular meeting the OUA unanimously voted to hire a separate Pension Attorney, Mr. Jim Lynn of Lewis, Longman, and Walker, P.A. Mr. Lynn made a presentation to the OUA Board at their April 12, 2016, regular meeting offering various options available, should they decide to have their own retirement plan or join the State Retirement System. A copy of the presentation was distributed to the City Council. A memorandum was provided to the City Council within Exhibit Two from Administrator MontesDeOca and Finance Director Riedel addressing the Pension Plan's sustainability and providing a breakdown of the City's and OUA's assets and liabilities as well as the required contribution percentage. These percentages were provided by the Pension Actuary firm on December 2, 2015. It also provided items to consider should the OUA pursue separation from the Plan. APRIL 19, 2016 - REGULAR MEETING- PAGE 5 OF 7 53 11 AGENDA 11 COUNCIL ACTION - DISCUSSION — VOTE 11 Vill. NEW BUSINESS CONTINUED B. Discuss Okeechobee Utility Authority's request for the current pension plan to be amended to add language that would allow the OUA to separate from the plan and allow for the transfer of assets and liabilities attributable to OUA employees to an OUA retirement program continued. Mr. Hayford was in attendance to respond to questions regarding his requests. He confirmed that switching the type of plan would not change the City from being the Sponsor, nor should it negatively impact any employees already retired. The make-up of the Board of Trustees would remain the same. The difference would be the assets and liabilities will be segregated for accounting purposes only and the pooling of the funds would still be the same for investment purposes. However, as pointed out by Council Member Watford, GASB 68 requires this type of account reporting without changing the identity of the Plan. Several of the Council Members noted their commitment to have the Plan remain identified as a cost sharing multiple -employer plan, Council Member Ritter added the Trustees have done a great job in handling the Plan over the years. He did not want to have the OUA separate out over this issue. Administrator MontesDeOca pointed out a matter of concern regarding the membership of the Trustees. The City is tasked with appointing a citizen. This position is currently held by Mr. Daryl Roehm. The OUA Board is tasked with appointing a citizen. This position is currently held by an OUA employee, Mr. Robert Ellerbee. The City and OUA employees are to each appoint a respective fund member; currently those members are Ms. Jackie Dunham and Mr. Jamie Mullis. Those four members are to appoint a fifth member. Throughout the history of the Trustees the fifth member has generally been a resident of the community with investment and/or banking experience. However, after multiple attempts to find an individual to volunteer for the position, an OUA employee, Mr. Jose Santiago, was appointed. The members are appointed for four year terms. Mr. Santiago's term sunsets December 31, 2017. The concern is that the OUA fund members have more votes to address issues. (Based on the Duties and Responsibilities of the Board of Trustees, "each has fiduciary standards and responsibilities as outlined in Florida Statutes 112.656(1), in that they shall discharge their duties with respect to a plan solely in the interests of the participants and beneficiaries for the exclusive purpose of providing benefits to participants and their beneficiaries and defraying reasonable expenses of administering the plan. Undivided loyalty is owed to all participants and beneficiaries collectively requiring all to be treated in a fair and equitable manner. No person or persons can be favored over others.") Mr. Hayford noted his confidence in the OUA employees sitting as Trustees to make the best decision for all Plan Members. Trustee Chairperson, Mr. Jamie Mullis, was present and addressed the City Council stating there is nothing wrong with the Plan as it is now. The Trustee's want the City Council and OUA to make a decision that is in the best interests of all Plan Members, for all to have the same benefits they have now, nothing less, and the same type of defined benefit plan that they have planned for their future as provided on each members estimated pension benefit. He would like to see this issue worked out and the two stay together in one Plan. After much discussion, the Council directed the Administrator to obtain answers from Pension Attorne Christiansen to the followinq questions: What is the definition of an agent multiple -employer plan? Is this in fact a better definition of the current plan moving forward with the OUA? What are the effects to the City to change it to an agent -multiple employer plan, financially or any effect, includinq the process to make the changes, and costs to implement them? The item will be on the next meeting agenda for further discussion and consideration. APRIL 19.2016 - REGULAR MEETING - PAGE 6 OF 7 552_ 11 AGENDA 11 COUNCIL ACTION - DISCUSSION — VOTE 11 VIII. NEW BUSINESS CONTINUED C. Discuss proposed PSAP (Public Safety Answering Points) emergency dispatch service options — City Administrator (Exhibit 3). This item relates to the City's Police and Fire emergency dispatch system and employees. Due to the rising costs and funding uncertainties along with the increased technical demands and operational challenges, the County employed The TGundlach Resource Agency (TGRA) to determine the feasibility of combining the County and City's Public Safety Answering Point's (PSAPs) in to one consolidated E911 Call -taking and Call Dispatching facility. The study provided that only one call -center is needed for 911 services. However, to meet the new "Next Generation E911" requirements, a backup call -center is needed. The City's facility does not meet the criteria, which are: must be at least 25 miles from the main facility, redundant fiber optic lines, the dedicated person (dispatcher) cannot be disturbed by other duties involving the public, and the area's walls/windows must be bullet proof. The County had to enter into a Memorandum of Understanding with Highlands County to serve as Okeechobee's backup. Fire Rescue Chief Ralph Franklin and Deputy Public Safety Director Karl Holtkamp of Okeechobee County provided the Council with a presentation that summarized the operational costs for each PSAP as well as the projected costs for a combined Call -taking and Call Dispatching facility. Both agencies handle approximately 22,700 calls annually. Out of those calls, approximately 5 percent are handled by the City PSAP. The County's PSAP handles the remaining 95 percent. Additionally the County receives all E911 wireless calls and then transfers the City's calls to the Police Department. The City has four options as provided by Administrator MontesDeOca and Chief Davis. Option 1 calls for co -location of City dispatch at the County facility for dispatching of all emergency personnel. Positives of this option are reduced level of cost for City equipment, co -located with other emergency personnel for ease of dispatch, ability for other dispatchers to "cover" during typical activities, and possibly lowering the City's Fire Insurance Service Office (ISO) rating. Negatives for this option are location of personnel outside of City facility, potential lack of control of facility, and loss of ability to greet or provide reception at City Police Department. Option 2 provides for the return to voice only transfers of phone calls to dispatch using the "bat phone" method. Positives of this option are cost of equipment is not involved and personnel do not move locations. Negatives being no relaying of information directly to officer of person(s) in emergencies, no supply of information for in -car system for officer or on scene personnel, negative impact to Fire ISO rating, and archaic method of communication for emergency dispatch systems. Option 3 discontinues all dispatch services and relies solely on County to dispatch emergency personnel. Positives are reduced cost to City, both personnel and equipment, and centralized dispatch for County. Negatives are loss of employees for dispatch of City and loss of all control of dispatch activities. APRIL 19, 2016 - REGULAR MEETING - PAGE 7 OF 7 503 II AGENDA I COUNCIL. ACTION - DISCUSSION —VOTE II Vill. NEW BUSINESS CONTINUED C. Discuss proposed PSAP emergency dispatch service options continued IX. ADJOURNMENT — Mayor Please take notice and be advised that when a person decides to appeal any decision made by the City Council with respect to any matter considered at this meeting, he/she may need to insure,11 ver tim record of the proceedin s made, which record includes the testimony and evidence upon which th appeal is to be ased. City Clerk dia ar or the sole purpose of backup for official records of the Clerk. . X111 ST: James Kirk, Mayor Lane Gamiotea, CP, C, City Clerk Option 4 purchases an updated PSAP computer system with required lines. Positives are the City will be stand-alone dispatch for its personnel and the location of staff will remain as is. Negatives are the cost of the system and maintenance; Two hundred, twenty thousand dollars ($220,000.00) initially with sixty-seven thousand, seven hundred dollars ($67,700.00) annually, 7-year replacement of system with a 10-year total cost of one million, two hundred thousand dollars ($1,200,000.00), and continued maintenance of the system for the City. The recommendation from City Staff is Option 1. The Council discussed the specifics to Options 1 and 3. Following a lengthy discussion, Council Member Chandler made a motion to move forward with Option 1, co -location of City dispatch at the County facility for dispatching of all emergencv personnel: seconded by Council Member O'Connor. The matter will be brought back for further consideration after Staff has sufficient time to research the costs involved with relocating the dispatch employees, equipment to be purchased, remodeling required at the police department to relocate the Records Clerk and Police Services Coordinators offices, as well as any expenses with CenturyLink related to phone lines and/or fiber optic lines that could be required at the County Emergency Operating Center, Mayor Kirk asked for questions or comments from the public. Ms. Tiffany Noel, current City Dispatcher, asked for clarification whether it is the City's intent to cut personnel, specifically Dispatchers, after relocating them to the County facility. Mayor Kirk and Council Members Ritter and Watford responded it was not the Council's intention to cut the positions, only to relocate them, and that an Inter -local Agreement will be forthcoming to address specific issues. VOTE: KIRK — YEA CHANDLER — YEA O'CONNOR — YEA RITTER — YEA WATFORD — YEA MOTION CARRIED. There being no further discussion, nor items on the agenda, Mayor Kirk adjourned the meeting at 8:06 P.M. 'q7WIM INDEPENDENT NEWSMEDIA INC. USA STATE OF FLORIDA COUNTY OF OKEECHOBEE Before the undersigned authority personally appeared Katrina Elsken, who on oath says she is the Publisher of the Okeechobee News, a three times a week Newspaper published at Okeechobee, in Okeechobee County, Florida, that the attached copy of .:dvertisement being a _OA��) in the matter of in the 19th Judicial District of the Circuit Court of Okeechobee County, Florida, was published in said newspaper in the issues of q/(_s-/�& Affiant further says that the said Okeechobee News is a newspaper published at Okeechobee, in said Okeechobee County, Florida, and that said newspaper has heretofore been published continuously in said Okeechobee County, Florida each week and has been entered as second class mail matter at the post office in Okeechobee, in said Okeechobee County, Florida, for a period of one year next preceding the first publication of the attached copy of advertisement, and affiant further says that she has neither paid nor promised any person, firm or corporation any discount, rebate, commission or refund for the purpose of securing this advertisement for publication in the said newspaper. '/Z-/� LL CJ7'�4� Katrina Elsken Sworn to and subscribed befo e me this J,M day of AD Notary Public, State of Florida at Large n. .--- _ :UB.�•.,' ANGIE BRIDGES -��lM:Y W COMMISSION# FF976149 io -` EXPIRES: APM 20, 2020 `'"; ;°c' Bor,* Thru Notary Public UWw,, t , Okeechobee News 107 SW 17th Street, S Okeechobee, Flor' �� 863-763-31i4" 77 77 _^{L 9;of PUBLIC NOTICE CITY COUNCIL MEETING NOTICE Is HEREBY GIVEN that the City �C,oAunpol for the Cityof Okeecho- or as soon thereafterdas pomlbie, a�bGt�y Ha11T55 S,E 3rd Ave Rm6f00, Okeecho- bee, I The public is united and enmura ed to attend. The agenda may be obtained from cltyofokeec hobee.com orbycalling the Office of the City Administrator, 863-763-3372 x212. ANY PERSON DECIDING TO APPEAL any derision made by the City Councll w�lh respect to any matter considered at this meetlrg will need to ensure a verbatm nemrd of the pro tnh ls made and the record includes the [estl pony and eNdenceuppoon which the appeal will be based. In aaor- dance with the Americans wilfi Disabi@les Ad ((ADO), arty person with a disability as defined by the ADA, that needs spedaIacoomnodatlonto par - III In this proceeding, contact the Ctty perKs Me no later than two business days prior to proceeding, 863-763-3372. BE ADVISED that should you Intend to stow any document, picture, video or items to the Counal in support or appositon to airryry item on the agenda, a mppyy of the.docvment, picture, video, or item MUST be provided to the City Oerk for the Gly's records. or James E. IOrk ON 4/15/2016 C'> IV. CALL TO ORDER - Mayor: OPENING CEREMONIES: CITY OF OKEECHOBEE 55 SE 3RD AVENUE ♦ COUNCIL CHAMBERS ♦ OKEECHOBEE, FL 34974 APRIL 19, 2016 REGULAR CITY COUNCIL MEETING OFFICIAL AGENDA April 19, 2016, City Council Regular Meeting, 6:00 p.m Invocation given by Reverend Jim Shevlin, Church of Our Saviour; Pledge of Allegiance led by Mayor. MAYOR, COUNCIL MEMBERS, AND STAFF ATTENDANCE - City Clerk Mayor James E. Kirk Council Member Noel Chandler Council Member Mike O'Connor Council Member Gary Ritter Council Member Dowling R. Watford, Jr. City Administrator Marcos Montes De Oca City Attorney John R. Cook City Clerk Lane Gamiotea Police Chief Denny Davis Fire Chief Herb Smith Public Works Director David Allen PROCLAMATIONS AND PRESENTATIONS - Mayor A. Present a Twenty -Year Longevity Service Award to Bettye Taylor, Police Department. B. Proclaim the month of April 2016 as "Florida Volunteer Month." PAGE 1 OF 2 April 19, 2016 PAGE 2 OF 2 V. AGENDA - Mayor A. Requests for the addition, deferral or withdrawal of items on today's agenda. VI. WARRANT REGISTER — City Administrator A. Motion to approve the March 2016 Warrant Register. General Fund $504,188.90 Public Facilities Improvement Fund $ 90,066.52 Capital Improvement Projects Fund $ 10,071.70 Appropriations Grant Fund $163,966.64 Law Enforcement Special Fund $ 50.00 VII. MINUTES — City Clerk A. Motion to dispense with the reading and approve the Summary of Council Action for the April 5, 2016 Regular Meeting. Vill. NEW BUSINESS A. Authorize and approve the advertising and application packet for the Police Chief position — City Clerk (Exhibit 1). B. Discuss Okeechobee Utility Authority's request for the current pension plan to be amended to add language that would allow the OUA to separate from the plan and allow for the transfer of assets and liabilities attributable to OUA employees to an OUA retirement program — City Administrator (Exhibit 2). C. Discuss proposed PSAP (Public Safety Answering Points) emergency dispatch service options — City Administrator (Exhibit 3). IX. ADJOURN PLEASE TAKE NOTICE AND BE ADVISED that if any person desires to appeal any decision made by the City Council with respect to any matter considered at this proceeding, such interested person will need a record of the proceeding, and for such purpose may need to ensure a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is to be based. City Clerk recordings are for the sole purpose of backup for official records of the Clerk. In accordance with the Americans with Disabilities Act (ADA), any person with a disability as defined by the ADA, that needs special accommodation to participate in this proceeding, contact the City Clerk's Office no later than two business days prior to proceeding, 863-763-3372. BE ADVISED that should you intend to show any document, picture, video or items to the Council in support or opposition to any item on the agenda; a copy of the document, picture, video, or item must be provided to the City Clerk for the City's records. City of Okeechobee, April 19, 2016 meeting Minutes taken during the meeting by B. Jenkins CALL TO ORDER: Mayor Kirk called the Regular City Council Meeting to order on April 19, 2016, at td(0 P.M. in the Council Chambers, Room 200 located at City Hall, 55 SE 3rd Avenue, Okeechobee, Florida 34974. ob W1 lye OPENING CEREMONIES: The invocation was given by Reverend Jim hevlin. Church of Our Saviour; the Pledge of Allegiance led by Mayor Kirk. MAYOR, COUNCIL MEMBERS AND STAFF ATTENDANCE - City Clerk Mayor James E. Kirk Present v' Council Member Noel Chandler Present ✓ Council Member Mike O'Connor Present ✓ Council Member Gary Ritter Present Council Member Dowling R. Watford, Jr. Present/ City Attorney John R. Cook Present City Administrator Marcos MontesDeOca Present✓ City Clerk Lane Gamiotea Present/ Deputy City Clerk Bobbie Jenkins Present Police Chief Denny Davis Present/ Fire Chief Herb Smith Present ,/ Public Works Director David Allen Absent Donnie Robertson PW Operations Supervisor in his place IV. PRESENTATIONS AND PROCLAMATIONS - Mayor A. Present a Twenty -Year Longevity Service Award to Bettye Taylor, Police Departmenek �PlOu�iIIt}triy�qq UJ �c sMivCs +o ach>wI lenW " Arnh,ngQS or q�nna b�at� SQma,) Ith�win Mayor Kirk read and presented a framed certificate of Longevity service, which read: "In recognition of your 20- tea years of service, hard work, and dedication to the City, its citizens, and your fellow employees as a Police Officer, Detective and Sergeant from April 3, 1996 to April 3, 2016." Presented $250. sr,LU (nenn� a�P (ese(fthb►)) I�l d_% k olts r -` t� � � t , B. proclaim t e month of April 2016 as "Florida Volunteer Mont ." Zlgq Db(OedO _ ICS rOp�1 4 ? ASP-�YIYIQ�S 1'z g c. ��a�reslsls �rt�ral'S m � 2r i� PC], �F. Mayor irk read and presented a certificate of proclamation to Margaret Clark with AmeriCorps Reads, which read: "Whereas, Volunteers serve every day in Florida, making our communities safer, stronger, and healthier, and, Whereas, Volunteers improve the lives of our most vulnerable citizens, including seniors, children, and those with unique abilities; and Whereas, Volunteers help Florida job -seekers by providing job coaching and professional development skills, creating a significant economic development impact; and Whereas, Volunteering can increase employment prospects by helping job -seekers learn new skills, expand their networks, and take on leadership roles; and Whereas, Volunteers in Florida serve as tutors and mentors at schools, helping students achieve academic success and preparing them for the workforce; and Whereas, Volunteers in Florida support Veterans by providing job training and engaging Veterans in community service; and Whereas, Volunteers in Florida are critical to our state's emergency management efforts, responding to floods, hurricanes, fires, tornadoes, and other disasters; and Whereas, Volunteers in Florida work to protect and restore our precious natural resources, from beaches to rivers, and forests to lakes; and Whereas, Volunteer Florida serves as the Governor's lead agency for service and volunteerism in Florida, administering millions of dollars in funding to grantees across the state, promoting volunteerism, and mobilizing Floridians to serve. Now, Therefore,l, James E. Kirk, by virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim the month of April 2016 as "Florida Volunteer Month." Page 1 of 6 V. AGENDA —Mayor A. Requests for the addition, deferral or withdrawal of items on today's agenda. Nofnef VI. WARRANT REGISTER — City Administrator A. Motion and Second by Council Members Wl d and Warrant Register. General Fund $504,188.90 Public Facilities Improvement Fund $ 90,066.52 Capital Improvement Projects Fund $ 10,071.70 Appropriations Grant Fund $163,966.64 Law Enforcement Special Fund $ 50.00 KIRK — YEA RITTER — YEA VOTE: to approve the March 2016 none d ISCUssion CHANDLER — YEA O'CONNOR — YEA WATFORD — YEA MOTION CARRIED. VII. MINUTES —City Clerk , A. Motion and second by Council Members and C+'K.0 t&{'' to dispense with the reading and approve the summary of Council Action for the April 5, 2016, Regular Meeting. VOTE: KIRK — YEA CHANDLER — YEA O'CONNOR — YEA RITTER — YEA WATFORD — YEA MOTION CARRIED. Page 2 of 6 VII. NEW BUSINESS A. Authorize and approve the advertising and application packet for the Police Chief position - City Clerk (Exhibit 1). Motion and second by M101WA — and O VY) IF to accept Police Chief Davis' letter of retirement effective August 26, 2016. Mawy - a.wp+ [ elf Domly-� VOTE: ?(1hIP, U o 1i I my+ KIRK — YEA CHANDLER — YEA O'CONNOR — YEA RITTER — YEA WATFORD — YEA MOTION CARRIED./ Authorization and direction needed for the City Clerk: 1. Does the Council wish to advertise for the position of the Police Chief? If yes, do you want to advertise locally, statewide, or nationally? 2. What should the deadline be to receive applications; and will we accept ones postmarked? 3. What should the annual salary be? Current Salary Plan Information: Step 1 $58,455.67 Chief Davis on Step 16 $73,083.16; on 8-24-2016 will go to Step 17 $74,179.40 Please advise if you would like me to complete any salary research information from other municipalities. 4. Unless changes are presented, the attached job description will be considered approved (if not attached, will be distributed by the meeting). 5. Other stipulations, items to add within the application packet? Page 3 of 6 B. Discuss Okeechobee Utility Authority's request for the current pension plan to be amended to add language that would allow the OUA to separate from the plan and allow for the transfer of assets and liabilities attributable to OUA employees to an OUA retirement program —City Administrator (Exhibit 2). G�c� phn "rd. 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" � �, .. �. a e ... .. .. .. } q '` .,. > v. x a ..�Y r " � � � m, _ ,' 7 i... � {' t� t '-.._'� .,,._..,, ^,,,„t .. �..a �.: '., .. �' n .., ,. ,v .. 4:. a� �'�„ � �;: `�'� �W ^M w:.. �:.. ri , r u w mG.. n k .y O City of Okeechobee, April 19, 2016 meeting Minutes taken during the meeting by L. Gamiotea CALL TO ORDER: Mayor Kirk called the Regular City Council Meeting to order on April 19, 2016, at 6:0 P.M. in the Council Chambers, Room 200 located at City Hall, 55 SE 3rd Avenue, Okeechobee, Florida 34974. II. OPENING CEREMONIES: The invocation was given by Reverend Jim Shevlin, Church of Our Saviour; the Pledge of Allegiance led by Mayor Kirk. III. MAYOR, COUNCIL MEMBERS AND STAFF Mayor James E. Kirk Council Member Noel Chandler Council Member Mike O'Connor Council Member Gary Ritter Council Member Dowling R. Watford, Jr. City Attorney John R. Cook City Administrator Marcos MontesDeOca City Clerk Lane Gamiotea Deputy City Clerk Bobbie Jenkins Police Chief Denny Davis Fire Chief Herb Smith Public Works Director David Allen ATTENDANCE - City Clerk Present Present Present Present Present Present Present Present Present Present Present Absent (Operations Supervisor Robertson Present) IV. PRESENTATIONS AND PROCLAMATIONS — Mayor A. Present a Twenty -Year Longevity Service Award to Bettye Taylor, Police Department Mayor Kirk read and presented a framed certificate of Longevity service, which read: "In recognition of your 20- years of service, hard work, and dedication to the City, its citizens, and your fellow employees as a Police Officer, Detective and Sergeant from April 3, 1996 to April 3, 2016." The award included a check in the amount of two hundred fifty dollars ($250.00). B. Proclaim the month of April 2016 as "Florida Volunteer Month." Mayor Kirk read and presented a certificate of proclamation to Sebrina Syme, in the absence of Ms. Clark, of AmeriCorps Reads. Serve Central and Seminole County Schools. More than 10,000 hours from volunteers throughout the three Counties which read: "Whereas, Volunteers serve every day in Florida, making our communities safer, stronger, and healthier; and, Whereas, Volunteers improve the lives of our most vulnerable citizens, including seniors, children, and those with unique abilities; and Whereas, Volunteers help Florida job -seekers by providing job coaching and professional development skills, creating a significant economic development impact, and Whereas, Volunteering can increase employment prospects by helping job -seekers learn new skills, expand their networks, and take on leadership roles; and Whereas, Volunteers in Florida serve as tutors and mentors at schools, helping students achieve academic success and preparing them for the workforce; and Whereas, Volunteers in Florida support Veterans by providing job training and engaging Veterans in community service; and Whereas, Volunteers in Florida are critical to ourstate's emergency management efforts, responding to floods, hurricanes, fires, tornadoes, and other disasters; and Whereas, Volunteers in Florida work to protect and restore our precious natural resources, from beaches to rivers, and forests to lakes; and Whereas, Volunteer Florida serves as the Governor's lead agency for service and volunteerism in Florida, administering millions of dollars in funding to grantees across the state, promoting volunteerism, and mobilizing Floridians to serve. Now, Therefore,1, James Page 1 of 15 E. Kirk, by virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim the month of April 2016 as "Florida Volunteer Month." V. AGENDA —Mayor A. Requests for the addition, deferral or withdrawal of items on today's agenda. There were none. VI. WARRANT REGISTER — City Administrator A. Motion and second by Council Members Watford and Ritter to approve the March 2016 Warrant Register. General Fund $504,188.90 Public Facilities Improvement Fund $ 90,066.52 Capital Improvement Projects Fund $ 10,071.70 Appropriations Grant Fund $163,966.64 Law Enforcement Special Fund $ 50.00 There was no discussion on this item. KIRK — YEA RITTER — YEA VOTE: CHANDLER — YEA O'CONNOR — YEA WATFORD — YEA MOTION CARRIED. VII. MINUTES —City Clerk A. Motion and second by Council Members O'Connor and Chandler to dispense with the reading and approve the summary of Council Action for the April 5, 2016, Regular Meeting. KIRK — YEA RITTER — YEA VOTE: CHANDLER — YEA O'CONNOR — YEA WATFORD — YEA MOTION CARRIED. VII. NEW BUSINESS A. Authorize and approve the advertising and application packet for the Police Chief position — City Clerk (Exhibit 1). Motion and second by Watford and O'Connor to accept Police Chief Davis' letter of retirement effective August 26, 2016. Appreciate his service. Table for a few more weeks. KIRK — YEA RITTER — YEA VOTE: CHANDLER — YEA O'CONNOR — YEA WATFORD — YEA MOTION CARRIED. Mayor Kirk explained that the matter of advertising the Chief of Police position will be deferred until answers to recent questions can be researched by Staff. B. Discuss Okeechobee Utility Authority's request for the current pension plan to be amended to add language that would allow the OUA to separate from the plan and allow for the transfer of assets and liabilities attributable to OUA employees to an OUA retirement program — City Administrator (Exhibit 2). OUA Executive Director Hayford submitted a letter to City (insert content of letter summarized) Administrator MontesDeOca and Finance Director Riedel presented a memorandum, through Exhibit Two a memorandum explaining the pension and its sustainability (insert memo content). Mayor ?? Page 2 of 15 Watford attended the OUA meeting last Tuesday, the OUA hired a pension expert and he made a presentation. Compared our plan to the FRS and we are far better funded than the FRS. Additionally at the last TCRLC met and discussed pension plans as well. Vero recently had to raise taxes to fund their plan. Indian River recently changed their plan to a ..... As I listened to the report Tuesday our plan is very sound and a good plan. I really think, and there are people interested here tonight, seems like the plan is working extremely well and you know what happens with things when you mess with them. Don't see why there are any changes that need to be made. Can't recall a time when we didn't' accept the recornmendation of the board of trustees. Something the consultant said, way it currently stands the city is responsible if anything major were to happen. Think it's clear, have a great relationship with the pension board and don't see any reason to change it. Ritter, as I understand it, there's an issue if we keep it the way it is whether its an agent multiple employer plan and if we did keep it that way, OUA is asking we amend the ordinance to reflect that. MDO — correct and asked recently and Council voted to leave it as it is. Chandler, also at the OUA meeting and heard the presentation. We have a good plan, leave it like it is. Watford, will they pull out if we deny the request? MDO — I read it as "either change it, or we're pulling out." Watford — and they can pull out without our permission. MDO — no they have to have our permission since were over the plan. Watford — up to the board of the OUA who would make that decision not the Pension Board of Trustees? MDO yes. City standpoint we don't want it to change. Ritter how would it impact us if we did change to an agent multiplier? India — (answer) Ritter but the money is stilled pooled. India yes in both plans. But under the way it is currently these numbers wouldn't' be split up and it would be less clear as to what we have and they have. India correct GASB 64 brought that to light since we have to audit the city's and the OUA's. The plan sponsorship liability would be what changes in the agent multiplier. MDO — if they pull out, we could then group the 3 funds for administrative purposes. Watford if OUA decides to back out of the plan, a big portion of his presentation was how to do that. They terminate out and freeze the current plan. They have to ..... so if we don't do anything and stay as is then the ball is in the OUAs court? Correct. Its either leave or as is. John Hayford, OUA Executive Director -I'm the messenger for our Board to this council and I can tell you that what I think our board is looking for is some direction from the city council as to whether or not the plan disclaimer whether it's a cost sharing plan or an agent plan how that is going to happen, whether or not that can change cause for that would be the first issue. If it's going to stay cost sharing, that's fine, but then what we would like is some direction from the city council that it's not changing and that the council is not opposed to splitting the plan. If that were to occur as Marcos had mentioned that we would be working towards the end of the fiscal year, September 30, to complete this plan year. During that time I would think that the OUA and whomever is going to represent the OUA in this splitting of the plans and creating another one would work closely with the current pension attorney to make those documents available on how it would happen and what would happen, whether its these 3 designations of freezing or termination, however that would work out so there may be several presentations back to the city council as we work towards this common goal of splitting the plan. And again in our review thru this whole process of looking at what the actuary is doing, the budget people, the attorney's, the ordinance, it just appeared to us under this GASB 68 ruling choosing a multi -employer cost sharing plan or multi -employer agent plan, looking at the definitions within the ordinance that formed this verses the GASB 68 that the cost sharing is not representative of what the ordinance wanted and that the ordinance was pretty clear and it's in my letter and it's all contained within Page 3 of 15 there but each entity should be responsible for the expenses of its employees. Nothing else is going to change. The pooling of the funds would still be there for investment purposes but for accounting purposes there would be a differentiation between OUA funds and city funds and the process would continue on, but if that can't be setup, then the OUA boards request was that we go thru with the split. Does that make sense? Watford, when I attended your board meeting Tuesday and maybe I'm wrong, I'm just going by what I saw at the board meeting, but I don't recall seeing your board motivated to make this change. Am I reading that incorrectly? Hayford -what I will say is that Mr. Lynn was there to provide information only as to when and if the decision as these decisions are being made that the information is applied so that they can better make a sound decision. So he was not necessarily tasked with providing direction to the OUA board and neither did the board have to show direction. I can only tell you that when this process was coming to head at the end of last calendar year and moving forward to this year that I was directed to draft this letter and send it over reiterating our points that the OUA perspective is that a multi -employer agent plan is more reflective of the ordinance. Clearly it makes us responsible for our employees and our retirees and we would just go on down the road. Under a cost sharing plan we see that and while that is not significantly different in that the monies are still pooled for investments purposes due to the GASB 68 they are differentiated in the assets that this OUA and city and more importantly on the liability side it is spelled out. It was still just that issue that ultimately yes, there is that responsibility for the OUA to be reflective of their employees and that's the only difference that we see. Yes, we agree that as the plan sponsor, ultimate responsibility does lie with this council and clearly this council approves this ordinance that provides the overall direction of this plan and then the plan administrator and the pension board is there for implementation. So, it was kicked around as to whether or not there could be something else set up where administratively the policies and procedures of the pension could be setup with a committee of some sort made up of OUA board members and city council but administratively I don't know how that would ever work so that might not be a self-starter. I think we are still back to that issue between cost sharing and agent plan and if that couldn't be worked out, then the next step would be to get direction that the city council is philosophically if you will agreeing to splitting the plans and then it would be the mechanism that we setup between our representative attorney's for the council and board whoever is setting up the OUA pension plan and Scott Christiansen could get together to create that vehicle to make it happen. Watford -And you think that is set in stone, that that is what's going to happen? Hayford -I wouldn't agree set in stone, but that was the direction that was given to me and so if, again I can be the messenger, and if the city council wants to come up with an alternative plan or something, I would be happy to take it back to the board to see if something can be worked out. And again, I'm kind of at a loss myself as to why we get caught up on cost sharing verses agent plan. I can provide to you the definitions as stated in the GASB 68 ruling. You have the ordinance. WE do believe the agent plan is very representative of what's in the ordinance and the only difference being as I see it in general is, that again those employers, city and OUA, are responsible for their employees expenses and retirees, whereas the cost sharing basically states that the pooled assets are available for any expense regardless of who put the assets there and who the receiver is and that's what we're down to trying to negotiate between the two. I were of the belief certainly that the OUA board is on record that they do want to be responsible for their employees and retirees and we think the city council would have that same position. That they want to be responsible for their employees and retirees. So that's kind of where we sit and I can answer any other questions that you might have. O'Connor -if we go to your plan, the way that you want to do it, will this hurt in any way, our former city employees that are there under the plan we built for them in 1995? Hayford -I don't see where designating as an agent plan is going to hurt anybody because the way the actuary does their work, the way I understand it is, they look at all of the employees, their age, their salary, and calculate forward what their liabilities are going to be, as well as the retirees, and then back it up. What we have done in the past is Page 4 of 15 they set one contribution plan for both employers, regardless of how it's calculated. I believe India could certainly back me up on this. What that led to was, overtime, the City overpaid and the OUA underpaid, so that when they done this split this past year, it turns out that the OUA's percentage of contribution is much greater because we are playing catchup and the city is much lower because they are utilizing some of their overages from years previous. IN the future, those numbers should come closer together. They will never be exact because we have different number of employees, different salaries, different ages, so the numbers will never be the same but they should get closer. SO rather than the 5.4% versus 15.7%, those contributions should come closer. In naming it an agent plan, we're not changing the vehicle, the ordinance. We're not changing the administration of the plan, the pension board stays the same, same attorney, same investment advisors. I really don't see how it's going to change for me as a participant in the plan or anybody else that's participating nor those retirees. I just don't see it. O'Connor -The only reason I'm asking is, I think that us as a City has an obligation to those former employees that went over there when we made this in 1995 when OUA was started. We as a City want to be sure that those retirees are getting a fair shake down the line because OUA's new plan might be different from our plan, which is better for them. Hayford- I will tell you that City staff, GRS, OUA staff, spent an inordinate amount of time going back and calculating what the contributions of all employees, those that were with the city and came over to the OUA, as well. It took probably 5 tries to get to that December letter before everything was right on key. So I think our starting point, again these numbers are for the year ending in 2014, are very good numbers. We're in 2015 in now and there finishing up that audit, I think, so we'll get 2015 numbers pretty soon, and we're in 2016. So, all those are going to change ever so slightly. I don't have anything concrete Mike. I can't tell you that it will not change. But I can tell you that I got one board member here and that would be an appropriate question to ask him. But, when that was brought up in general, in other discussions, the word was that the plan benefits earned by all are not going to be diminished. I do believe and I think you remember in the presentation by Mr. Lynn, that he made mention that it is a federal and state law that says that if you earned these benefits, they cannot be diminished. So I think in helping to answer your question, those city employees that went over to the OUA, as well as all the OUA employees since 1995, and certainly all the city employees that are there now, from the benefit of the OUA pulling out and changing, I don't see that their benefits that they have already earned are going to change or get worse. Marcos -Just to kind of double check Mike, we looked and its about 5 or 6 it seems like that have been retired since that date. Just to kind of follow up with the agent, the concerns from the City for City employees is, and not that we have any disagreement with the OUA pension board because obviously they have done a good job, but their urge is to push for this agent plan as well, agent plan, you know again, if we go back to the ultimate control with OUA still being part of this plan if it were to change to agent, we still have a 3 to 2 membership on that pension board, 3 to 2 vote with OUA, if there were a difference of opinion as it is now, if there were. The bigger concern that I have is if you go agent, you're already separating your fund, you've already split what the assets are. If they can be pooled, what the nice part about it is that OUA doesn't have that we do is we have a City PD and Fire that we can pool assets with for investment. So from that standpoint, we'll still be financially sound. From the pooling standpoint moving forward. With, and again with the board, if we were to change the board, if they changed to agent it's still a separation. It also lets OUA become antonymous. It lets them take that 2/3's and do what they want to do with their employees. You know this was in 95 and we looked at just a quick retirement dates. Since that point in time, they have new employees and what not but it allows them to be antonymous and it allows us to continue forward with all City or City appointees for our pension board and it allows OUA to setup their board however they would like. SO that's just a thought on the outside when it comes to pension because we are already going to split it anyway. O'Connor -Well the unique thing about this, I think is, there's 4 of us sitting on this City Council tonight that were here then when that took place and I remember the heartache's and the headache's we went thru getting there to Page 5 of 15 even make this happen, as I'm sure the rest of them do. But, my only concern was to be sure that our people that were still there get a fair shake all the way down the line. Hayford -I can only tell you that, again, it's a concern of the board, the OUA board, that it is something that we do have to look at, and if we were to split out, that the new plan would be similar in many ways to the current pension plan if that makes sense. I can't tell you that that is what they have made a motion and voted on but I can tell you that was topic of discussion several times in our regular meetings. And, I'm not trying to say, but maybe a part of the response from the city council to the OUA would be that you would be in favor of the split provided that the OUA did do that. If that makes any comfort to you. Watford -Did I understand you to say that if we go to that agent plan, that there would be 2 pension boards then? OUA will have their pension and we'll have ours? Marcos -No sir, No sir. It would be OUA; OUA would still have control of the pension board even if we did split, so our 2 out of the 3 would not have the control of the board even if it was agent. SO then it seems like that we'd be out voted even if we were separate, which again I look out for our employees not, and again there has not been disagreements, it's just future and that's the concern I have for city employees. Hayford -But the pension board may walk in there as OUA or City employees. My limited exposure to them, they voted what was right for the pension board. They checked their egos at the door, they checked their paychecks, whatever it is and they were 5 members of the board and they voted or provided direction based upon what was best for the pension. Marcos -which is why I caveated there hasn't been too much of an issue up to now actually I congratulate, I know Jamie's been on there for a long time doing good to get the plan to what it is so it's not that issue, it's the control issue. If you do have it basically set as an agent, then you still have 3 reps from OUA and 2 from the City currently. Watford-Ok, then who administers the plan if it's an agent plan? Marcos -It would still be us. John -The City Council would still have the overall policy and procedures guidelines. The pension board would remain the same with its composition of 5 employees, the only difference would be to satisfy this GASB 68 ruling that says it's a multi -employer whatever, Cost sharing multi -employer agent plan and the only difference is we're doing what both of them require, segregating out both the assets and liabilities so that we as employers, city and OUA, have our contributions set to meet our liabilities. That's it. Watford -Don't we have that though, now? Hayford -No, up until... Now, for this current year, they did do the separate calculations Watford -Right, and they will from here on? Hayford -That is my understanding, yes sir. Watford -Yes, that's my understanding also so I just want to say that I'm really struggling with this. Ritter -But because of that, what you're saying is now it reflects a multi -agent type plan and what we have in place is not reflective of what the ordinances are reading? Page 6 of 15 Hayford -Again what John Hayford's and other peoples interpretation, certainly from our side, looking at what GASB 68 says are these 2 definitions comparing that to the ordinance and the language in the ordinance, it says that the employers will base their contributions and payments on their employees, their expenses, and I'm paraphrasing there, it more closely matches the agent plan, whereas the cost sharing says regardless of where the assets come from, expenses can be paid for any employee, and we just think that's inherently different than what the ordinance says. Marcos -And again, not to go back to the previous discussion, but at the pension board meeting, Scott Christiansen felt the review of the ordinance is cost sharing, and I don't want to go thru the whole discussion, but from the pension's attorney, that's what they felt the ordinance was reflective of now. The item I would say it may be even more so is does the City Council even want to be in the utility business or still want to be responsible for the OUA employees and not just the City employees. Hayford -regardless of the plan change designation that remains the same. As the plan sponsor, ultimate responsibility lays with the City Council. Marcos -Unless you were to completely split, regardless of agent or cost sharing, I mean if there was a split with the plan to allow OUA to be stand alone. Hayford -That was preferenced under the "if it isn't broke, don't fix it" deal. If you keep it the same and change the plan name to an agent plan, it does not change that ultimate responsibility as plan sponsor. Marcos -Correct Ritter -I'm just going to lay my feelings out. I think that the boards have been extremely successful. I think that the agent multi -employer plan, to me, is a better reflection of what each of the entities have. I would like to see those boards stay together. If we keep it the same way, then ultimately you guys are going to leave, and I would prefer that you all stay and the boards stay together. So my recommendation would be to consider an agent multi - employer plan because to me it doesn't really change much of the financials, we still are the sponsor, we still have control, but it just better defines who's got what in their pension plans. Marcos -It also still leaves us on the hook as the sponsor, if they were to not fund it the way we would. Ritter -If we went the same route and if OUA wanted to go that other route, we're still the sponsor anyways. Marcos -Well no, if they were to split, we would no longer be the sponsor. Ritter -What I'm saying is as Councilman Watford says, I'd like to leave it the way it is, but if OUA said Ok, we're not going to split out, we're still the sponsors, regardless. So that doesn't change, one way or the other. Watford -Would we be better off making this change or would we be better off if OUA pulls their employees out? Or does it really make any difference to us as a City? Ritter -If OUA pulls their employees, I understand we're going to have a significantly higher administrative cost, I could be wrong on that. Marcos -But then again, the administrative costs will be able, the discussion is to combine with administratively with Fire and PD so overall, City employees, the overall costs among all is anticipated to go down. Page 7 of 15 Hayford -Just for the record, I did look at that recently, for the general fund not the other two, the administrative expenses run about $75,000 a year. That is based upon the combined plan, seventy something odd employees. If the plans were to split, if it was truly based upon assets and number of employees, you would think that your plan portion is going to be significantly less than $75,000. 1 don't know that number but inherently you would think it would go down. But the difference is, is like you're talking right now, there is a 50/50 split on some expenses and a 60/40 split now. SO out of that $75,000 you might be paying $30,000. So the real number you want to look at is if you pay $30,000 now and you split off, what would you be paying? Watford -Right, Yes, I understand, but that works for you also. Then you would have 100% of whatever those costs are rather than, yea, yea, so it's going to cost both of us more. Hayford -It will cost, I think it's safe to say, I can speak for us, and I think because we still have 50 something employees, our costs may go up some, our administrative costs. But then again, we have a couple of different things we're trying to get and clearly if we get past the naming of it then You've been the plan sponsor since 1995 and its gone on forever since then whether you knew or it not as far as the financial responsibility. If we split the plan as we're doing now and the actuary calculates the number based upon our employees and retirees, I think it's safe to say, whether it's to our participants or to my board, that if the actuary is doing their job, we should have money in there for every year in the fixture because we are meeting the liabilities of those employees though I don't see that changing so whether or not the City ever has to be implemented in paying those financial, I just don't know that it's that big of an issue. Chandler -John, when Mr. Lynn was talking about separating, talking about freezing the employees, I might of heard this wrong, he mentioned about the employees you had today stayed where they were and the new employees moved on to the benefits? Hayford -There were a couple of options. 1-the current employees might stay but then we still have the same issues on the table so that doesn't really change. You could freeze and then you could terminate the plan I think were the 3 choices. And which ones happens, again that is something that if we agree that splitting is the road we want to take, that would have to be worked out in future discussions amongst all the plan administrators and attorneys and whatever to create that vehicle. Chandler -Like I told you before, I could go either way, you know, me being me on this side, I'm going to be on this side, but I'm good with either way, I mean either way in the long run, we're going to win. Jamie Mullis, Chairman of the General Pension Board, City and OUA. There's nothing wrong with the plan now. I don't have an answer to what is the direction we should go but in whatever decision is made, I would like it to be in the best interest of the pension plan members. As a representative of the pension plan members, I just want the plan members to have the same benefits they have now, nothing less and the same type defined benefit plan that they have planned out for their future with their estimated pension benefit. At the last pension board meeting, prior to that one, under the direction of the pension attorney, he was going to label it a cost sharing plan. We as a pension board, under you all's direction, labeled it that for the past year. But we also made a motion at the last meeting, we instructed the city council to look at possibly changing it to an agent multiple employer because we thought that was what the plan was more modified as by the way everything was split up so I think that's an easy fix to change it to an agent multiple employer and we all stay together. O'Connor -Jamie, of the City Employees, it says here on the piece of paper I have that there are 25 of them left, did you all ever talk to them about this? About the question I asked Mr. Hayford earlier, about if this was going to hurt them any, our former employees, because you were one of them. Page 8 of 15 Jamie -Well the 25 are actually city hall and street department now, they're not OUA. The 51 is all OUA now, so the 25 are still current city employees. O'Connor -Well did you all ever ask them any of these questions? What do they think of it? Jamie -I haven't but there is one city employee that is on the pension board and I would have thought that they would have talked to them as well. O'Connor -John, to your knowledge, do you know if they were talked to about what they thought about, if it was going to hurt them or not hurt them? Hayford -I can say that we did not individually poll all of those employees but there were several that have been talked to over the course of the last 3 months. The 3 OUA reps on the board are really tasked with getting that information out because that's who they represent, the employees. So I think what I would say on that is that is kind of a separation that Jamie, Jose, and Robbie representing the employees, really did, I can't speak for them, but I'm assuming that they did speak to all of our employees, not just necessarily the transfers from the City to OUA. O'Connor -If they did, was there any of the city employees that were a little bit disgruntled about that? Hayford -Clearly what they are concerned about that I would like to, I think I can, convey to the City Council is they didn't want any changes that would hurt their retirement benefits. O'Connor -And that's the same way I feel about it. Hayford -So, if the plan is split, certainly that has been mentioned to the OUA board, and I can tell you that several board members did mention that they would not want to diminish the plan that we currently have when they bring it over to the OUA. So if its 30 and out, 1.8, all of that would apply in the new plan or at least that's where it would be started from. I can't tell you that we have a vehicle right here, here's the plan to show you, but that's something that over the course of the next 2 or 3 months that we would develop. O'Connor-Ok, you answered my question, what I wanted to hear. Hayford -Their biggest issue is they did not want to be hurt in any way shape or form. And Jamie mentioned that to our OUA Board at the last meeting in his closing statement, I believe was, that the intent for the employees is that we should do no harm in this whole process. Marcos -Just a quick question John. How is OUA going to address for 2014 the short falls in the contribution of total payroll for 2015 potentially? Are they going to make up the difference or how is that going to be addressed? Hayford -That's being made up now when you see we have a contribution rate of like 15.6%. That catch up is going on right now based upon the 2014 numbers. The actuary is doing the 2015 review and the budget process. Again, I would expect that those two numbers are going to start merging closer and closer together. Marcos -But I know the 15.6% was the required contribution. What is the current? I guess that is the easier question. India-12.75% according to the actuary before the split for both of us Page 9 of 15 Hayford -So what you would expect at the end of 2015, that they would take that 12.75% into account and adjust the 15.6% accordingly. But I believe the 12.75% is still above what they had earlier projected. Wasn't it around 10? The early projection was 10 so we were raised to 12.75%, it didn't make the 15.6%. Marcos -In all fairness, since we're going to have this discussion, I haven't looked at your budget. If they were to call on that deficiency, do you guys have sufficient reserve to call that would do your unfunded liability portion? Because it's something that I know in discussion that India and I had, that we do and that's the question that I will pose to you. Hayford -And I will defer that question to Basil Coule, he's not here, so I don't want to lead anybody astray. I don't know that answer, we can find that answer. I would assume, again, that the reserves are there and we could meet it. Jamie -Any other questions for me? Council -No, thank you Jamie Mayor -I got a couple of comments, I may have said them before but, I'm going to start out before I say anything by saying when we started this, this looking at the information, I was leaning in favor of it. Now I'm so confused, if we had to vote on it tonight, I'm not sure what I would do. I have a question that I think I've asked before and I have never fully understood it. If we do absolutely nothing at all, zero, what is their recourse? Marcos -Their letter only requested to change it or to allow them to split and that's how I read the letter. Mayor -You're saying allow, what does that mean? We'd have to ok it? Marcos -As the plan sponsors, we would have to change the ordinance to allow them to leave. Mayor -And if we did not do that? Marcos -That's a John Cook question I guess. I know we can't just take their money, I'll say that. Mayor -I need to know these facts before I throw all of this around in this head of mine. John Cook -The easiest answer is to stay just like it is. Mayor -I don't know, I'm sitting here. I feel like we're missing something. I don't know what it is. We've got a plan that is strong, that has no problems, probably one of the strongest plans in the state based on all the cities that I've talked to and been exposed to, cities and counties, and you know so I'm kind of confused. It's like the car salesman saying Dowling, don't buy this one, this one over here is a much better buy. I feel like something is there that we're missing, not missing, but going unsaid. And I'm just wondering in the back of this country boy's mind if it's not the word defined benefit that we're missing. You know, pension boards all across this state are doing everything they can to take that defined benefit away from employees. If I was an employee in this plan, I would be real nervous right now. Marcos -From the OUA side or the City side? Mayor -Yes (From the OUA side). Because this plan can go anywhere once we turn it loose. Right? We'll have no control over it. Maybe we don't need control over it. Page 10 of 15 Marcos -From being in the plan now, I don't want them to change it. Mayor -I can tell you one thing, defined benefit plans are going to disappear from the face of this earth. Watford -Yes they are. Mayor -People who's got them better hold on to them. This day of working 30 years for a company and getting a retirement check is going to be gone. I'm glad it wasn't like that when I retired. That's all I'd say. I don't know what the right answer is here, I really don't. That's my comments. If we vote on it tonight, it would be a tossup what I'd do. Do we have to vote on it tonight? Marcos -this was just to address the letter from OUA. It would give us sufficient time if we had to vote, I guess we could defer it to get additional information. I have not done a straw poll but I can tell you from the general consensus from a city employee discussion, we're going to side with this council, it's not broken. We feel the plan, again it's the top 10-15% plan in the state, it's a fantastic plan, we don't have issues with it. I can't speak for the utility authority. So I don't know if I can ask the letter or go back to their board if their open to leave it as it is. Say we leave it as it is as a response back to see what their request would be, I can present that back to their board to move forward if you want to defer it. Ritter -I mean I would really like to keep them all together. I mean if they agreed to leave it the way it is, that's fine with me but if somehow legally we can let them leave, my preference would be to do the amended agent multi - employer plan to keep us all whole. Mayor-1 don't know why but for some reason I did not like that when I looked at it. I don't remember what it said now. Too much going thru my head. Watford -When I first came in here, my first comment was I didn't want to change anything, if it ain't broke don't fix it. But, I don't think I know enough to make this decision. I'll just say that up front. I don't think I'm, at this point, I know enough to make this decision. I'm getting better. I'm learning more every time I listen to somebody, I'm learning more. I think I need to know in a real laymen's term, what an agent multi -employer plan is, no. 1. And No. 2, and nothing against John and John I hope you understand this, No. 21 would like, and I think Scott Christiansen would be the one to answer that, is that in fact a better definition of the plan, and I think that's what we're basing this on, this is a better definition of the plan we have. John, nothing against your opinion or anything like that. But I would like, and I think Scott Christiansen, in my opinion, is the one who would answer that. I think I need that but particularly I need to know from Scott, if that is in fact a better definition of the plan we have. After I've heard all of this discussion, it's amazing to me that we've discussing this for an hour or whatever we've been discussing it over to me, like I say I don't know enough, but it seems like I mighty, kind of like splitting hairs here, what do you call it, who does what and so I would like that, I would like an opinion from Scott Christiansen if that better defines the type plan. I think that would help me decide and the third thing I guess is what if any effect that would have on our plan. Ritter -If that's a motion, I'll second that. Mayor -Would you like for him to come and address the council? Watford -Scott Christiansen? Well he's expensive! I don't know if I want him to come all the way over here. Yeah, I'd hate to see what he charges just for a letter, I know he charges a bunch to come here. We may have to do that? Marcos -And it comes out of the pension plan too. Mayor -You do that or let him speak to Marcos and he can pass it on to us Page 11 of 15 Watford -is that an OUA expense or a city expense? I'm kidding I'm kidding Marcos- in addition to that, is there a follow up ....... it's funny that you bring that up Dowling, and not that I'm gonna go along with your items but with everything going thru the motions, the attorney fees, if we're in the feeling if it's not broke don't fix it, who would pay for the ordinance to be drafted? Who would pay for those items? It's just a question I want to pose to this board as well because if it's sought from OUA, it is from the pension board, but again it's from OUA as well, it's just another item to consider. Watford -Well, we're the plan sponsor, we would. Mayor -Is that the only part of it that we would consider is the agent? Watford -I think that's what the whole jest of the matter is. We either call it an agent multi -employer plan and make whatever, I think that's the other question we need to know, what are we going to have to do to get there? Is it going to be a big expense to do that? How do we get there? That's a lot of questions, I'm sorry, but I think that's the jest of it, we either call it that or OUA's going to request to be separate. And I think for everybody involved, that's a bad move personally, you know for everybody involved. But I don't want to bullied into saying tonight well you've gotta change it or we're pulling out and I don't think we are. Ritter -is it possible for one of us or all of us, can we be at a pension board meeting and where Scott's there and he's being paid anyways? Marcos -when is the next pension board meeting? Jamie -May 2nd in the council chambers Chandler -Our next meeting is May 3rd Mayor -I'd like to get direct answers from him just on the questions. I mean not go to another board meeting. Watford -Unless he's willing to address it there if we let him know ahead of time. I don't know, can we do that madam clerk? Or do we have to advertise it as a meeting? Ritter -Can we do that? Clerk -You'd have advertise about the joint meeting O'Connor -It's gotta be in the sunshine. Clerk -Thank you! Ritter -It gets you away from having Scott to come separately Watford -He probably charges separate anyway. O'Connor -He's going to charge anyway Hayford -Would it be appropriate to suggest maybe you can just have a workshop before the pension meeting or after the pension meeting where you hold the workshop where he's here to answer your questions? Page 12 of 15 Marcos -What I was going to do, if after direction, if that's so be it, was to go thru these 3 items, maybe expand upon the 3 from Scott in the memo format and ask him for that so I can come back with actual answers to the council. And if there's anything in addition to it, to get those answers and come back. Mayor -?????everybody in front of us, but that's alright, I can live with that. I'm going to instruct you to get that information for us. Marcos -the items I have just to recap make sure I've got them all right: definition of the agent plan, follow up with Scott to answer those to see if that's a better definition of the plan moving forward with OUA, and any effect on our plan city wise and any affect and cost it will take to change it to agent, including ordinances and what not. Ritter -I think that there's one other thing and that is what would it take if we wanted to keep it the way it is for OUA to leave. Mayor & Marcos -We know that answer to that Marcos -It would be to draft an ordinance to allow them to leave and then we'd reappoint a board under that ordinance. That's a straight forward one. When I say any effect on our plan, I'm going to say any effect on the city financially, plan as well as what it would take to change. Ritter -alright Mayor -You'll get that information back to each one of us? Marcos -Yes sir! Watford -John, I know y'all came here prepared for everything, but I know you can't speak for your board, but do you think that will be acceptable that we kind of do our homework. Hayford -I'm fine to take it back, what time frame are we talking about? Marcos -Scott will probably get this tomorrow or the next day at the latest. Watford -So I assume you'll put this on the agenda for the next meeting again? Hayford -So a couple of weeks? Marcos -Yes Hayford -I just wanted to say this isn't a quick deal but just as long as something is transpiring, you know I'm good to convey that back to them, that there is going to be some further investigations, discussion and that it will be deferred to two weeks and then we'll see where we go from there. Thank you! Council -Thank you John Mayor -So we're not taking any action on that item for tonight. We'll just go on and address it again next time and hopefully we'll understand it a little better Page 13 of 15 C. Discuss proposed PSAP (Public Safety Answering Points) emergency dispatch service options — City Administrator (Exhibit 3). MDO — we have four options, want Karl to go first. Karl Holtkamp, Deputy EMS Okeechobee County, PowerPoint presentation explaining why the change. Start in 2014 State did an inspection of the equipment purchased by a state grant. E911 study done to see if it was right direction. State funding money is getting lower and smaller. When they were first purchased over the last five years, we are paying $13.10 per call. The state supported system combination system. A side here and B side in Highlands and same in Highlands with places to move people to. We only have one line going into the center, we are bringing in a redundant line to go in. Projected cost over the next five years. Cost of new system is $316,000.00, maintenance $174,000, circuits $540,000 for a total of $1,031,000.00, Collier was the first county to do this. Palm Beach and St Lucie are currently working on the change. Cost for the new system for the City to purchase it would be $198,168, maintenance $86,670, circuits $252,000, recorder for radios $52,500, total $589,338. Cost per calls is $90.67 (6,500 to the city only calls) over 5 years. Watford, Study we have shows there were 22,700 calls annually, 95% handled by SO, 5% of 22,700 is 1,135 for one year. Additional cost and considerations, separation of call take from public construction cost unknown. All cell phones calls to to county PSAP, still allows for potential delays in service. Cell Phone Issues: Phase I initial call received gives location of nearest tower. Phase II a rebid for x,y coordinates of location of phone. Generally three towers used to pinpoint location cell tower sectors assist in getting location. In future CPS data from phone and updated GIS will make phone location more accurate. Map to show how towers work with coordinates. Highlands SO has nine seats staff minimum of six. Take all 911 calls for county 58,000 for 2015 dispatch for 18 entities. SO and three other Leo. Two paid fire department and 11 volunteers. All EMS crew minimum seven ambulances. EOC for back up six seats for back up us. Grant approved by state for $145,000 for E911 revenue, annual average costs for equipment and maintenance $206,000.00 the county has a $61,000 deficit. MDO would be have any of the grant funds, city has to fund all the costs. Option 1 is co -location of city dispatch at county facility for dispatching of all emergency personnel. Pros reduced level of cost for city equipment. Co -located with other emergency personnel for each of dispatch. Ability for other dispatchers to cover during typical activities. $90/per call doesn't' include our labor. My recommendation is to move our dispatch over to the county, there would be equipment involved to purchase. Then remodeling in the department. Under $20,000.00 compared to purchase our own, still maintain our equipment. Recording at the county should have enough room. Option 2 seems a disservice to our citizens. Ritter do you have any issues with supervision? Denny we have some logistics to work through. There are still a lot of issues to address, may have more fiber lines that have to go in. Ritter administrative support at the department? Davis at budget will have to be considered and handled through budget, different operational. Need your direction on which direction to then go get the hard numbers. Page 14 of 15 Kirk — option 1 numbers? No. Will have to make minor building adjustments to our police department. Will be setting the dispatchers salary. May have to have fiber lines. Raph mat the County E, with moving the city dispatchers to the building, will make the call time better. There are logistics to be worked out to dispatch city fire calls. MDO would like a motion of direction. And bring the hard numbers back to you. Is the 911 system online working? Yes and will not after they go online. The day it wasn't working was a Century Link equipment failure. Noel, Lt Yates gave us a tour of the facility. Tiffany Noel, City Dispatcher, as far as job security for us are you going to say the county will handle the situation. Watford — very good question. It is not our intension to make personnel cuts. Noel Stephens - ? Ritter — good questions and why I asked the questions I did and we need to have a MOU to work through all of this. Watford this one is very tough decision to make, we have a responsibility to the citizens, our employees, we have glossed over option three. We need to at least have a discussion on option 3 at least to be able to say to our constituents that we did consider it. The county has the responsibility for E911 and the jail, the City does not have that responsibility. Option 3 would be the discontinued all dispatch services and rely solely on county to dispatch emergency personnel. 3.1 calls per day according to this study. If I could ask, the State requires that they do not have any other responsibilities. Required by the state to not have public access. E911 only but not to dispatch for a municipality. Should not have outside public interaction for dispatchers. Watford even if not provide E911 equipment have to provide dispatchers. Chandler moved to Option 1 to co locate City dispatcher to the County EMS facility for dispatching of all emergency personnel; seconded by Council Member Watford. VOTE: KIRK — YEA CHANDLER — YEA O'CONNOR — YEA RITTER — YEA WATFORD — YEA MOTION CARRIED. The matter will be brought back when the research and financial costs are complete. Vill. ADJOURN meeting @8:06 p.m. Page 15 of 15 \ «� � ••*+ �: �•+ �a. r►~w +++• y •••i`" �i:i , :f.`�r .,►++ - O .r/,o a '���►r'� ++ •�. r \� �r��i ,ems' r�iirj0ii�' �� `1 i�i it �10\seiu �! �` raj ♦.. Aa a. tlu�aa. r.�����,t1i..•�.:Q\ �'�♦�i� '..���1 �1ir�..a�\� VjlAN; L _.—A% 3ETTYE TAYLOF n Recognition of your Z® Years vice, Hard Work, and Dedicc- City, its citizens, and your fellow empIc Police Officer, Detective and Serge from Aoril 3. 1996 to Anril 3. 20 f 6 ` i�"f. ate':«'�i`�iiiurnius :; �i � '�- s~%:i riu�uii\ir`�i►`i� �� � `�'•`� �y �iii�ii\T►►�e�\:r�`'��r R �1 lr trlil�� ,;�I. f \� ;'i,��1h��a1 a \\IIa!►p`��I �',•�I t ►+. yin. rt`i nurl'�r ♦� Ii ► +moo r � �,,�: au uur�a/ ♦ .,I ♦..�4�� �,M�` � s' .I• .. j►a.p`.�� ��i�``di .. ,.. ++�,ii `'�n nt�r \�r 1�a+..� e CITY OF OKEECHOBEE flr xf\ TA%,I r-Im PAY TYPE DEPT HOURS RATE CURRENT YTD DED TYPE LVLVV CURRENT T-IV-IV YTD REG 0.0 25.0452 0.00 13,524.41 WTH 15.29 2,704.27 AN LV 0.0 25.0452 0.00 350.63 FICA A 15.50 951.67 SCK LV 0.0 25.0452 0.00 150.27 FICA B 3.63 222.58 CAR ED 0.0 25.0452 0.00 226.12 LB NA1 0.00 241.22 OFF/HP 0.0 0.0000 0.00 0.00 COF/FL 0.00 28.00 OFF/LS 0.0 25.0452 250.00 250.00 LEGAL 0.00 48.30 OFF/OT 0.0 37.5678 0.00 939.19 LB NA2 0.00 108.36 Cell PD 0.0 25.0452 0.00 150.00 FIREARMS 0.00 0.00 RET-P/F 12.50 779.54 DENT 1 0.00 115.57 VISION 0.00 16.94 DIR DP 0.00 10,171.09 COMMENTS CURRENT YTD TAXES CURRENT YTD ACCRUED LEAVE HOURS EARNINGS 250.00 15,590.62 FICA 19.13 1,174.25 VACATION FED W/H 1.0.00 DEDUCTIONS 12.50 1,337.93 NET PAY 203.08 10,374.17 PERSONAL /SICK -221.50 0...E City of Okeechobee "o 55 SE 3rd Avenue ^` c� m Okeechobee, FL 34974 ? _z �4OR%'D PAY Two Hundred Three and 08/100 Dollars *** TO THE ORDER OF: BETTYE TAYLOR SunTrust Bank 63-215 020286 Okeechobee Office 631 815 South Parrott Avenue 20286 Okeechobee, FL 34974 DATE AMOUNT APR 13,2016 $203.08 i 1110 20 28611' 1:06 3 10 2 b 5 21:089 30009 30 3 1811' A( OF ' pk�FC � So LL i m m l 1915, City of Okeechobee April 11, 2016 Ms. Bettye Lynn Taylor 2427 NW 53rd Terrace Okeechobee, FL 34972 Dear Ms. Taylor: WOW, what an accomplishment, 20 Years of Service! It is with great pleasure that the Mayor and Council take time during the April 19, 2016, meeting to recognize your contributions to the City. A presentation is being scheduled at the very start of the meeting, which begins at 6:00 p.m., to extend to you a longevity service certificate and a monetary award of $250.00. It is an honor for me to have the opportunity, along with the Mayor and Council, to extend to you, in most sincere good fellowship, "Congratulations, "YOU have made a difference in the community by YOUR dedication to the City all these years. Should a scheduling conflict arise, please call my office, 763-3372 ext. 215. We will be sure and give you a reminder call the day of the meeting. Feel free to invite family members and friends so that they, too, may share in this special occasion. Sincerely, Lane Gamiotea, CIVIC City Clerk/Personnel Administrator LG/bj Ecopy: Police Chief Davis 55 S.E. Third Avenue • Okeechobee, Florida 34974-2903 • (863) 763-3372 • Fax: (863) 763-1686 oUee, F[orba WHEREAS, Volunteers serve every day in Florida, making our communities safer, stronger, and healthier; and, WHEREAS, Volunteers improve the lives of our most vulnerable citizens, including seniors, children, and those with unique abilities; and WHEREAS, Volunteers help Florida job -seekers by providing job coaching and professional development skills, creating a significant economic development impact; and WHEREAS, Volunteering can increase employment prospects by helping job -seekers learn new skills, expand their networks, and take onleadership roles; and WHEREAS, Volunteers in Florida serve as tutors and mentors at schools, helping students achieve academic success and preparing them for the workforce, and WHEREAS, Volunteers in Florida support Veterans by providing job training and engaging Veterans in community service, and WHEREAS, Volunteers in Florida are critical to our state's emergency management efforts, responding to floods, hurricanes, fires, tornadoes, and other disasters; and WHEREAS, Volunteers in Florida work to protect and restore our precious natural resources, from beaches to rivers, and forests to lakes; and .EAS, Volunteer Florida serves as the Governor's lead agency for service and volunteerism in Florida, administering millions of dollars in funding to grantees across the state, promoting volunteerism, and mobilizing Floridians to serve. NOW, 'THEREFORE, I, James E. Kirk, by virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim the month of April 2016 as "Florida Volunteer Month." In witness whereof, on April 1.9, 2016, 1 have ?t my hand and caused thiss.seal to be affixed E. Kirk, Mayor CMC, City Exhibit 1 { April 19, 2016 MEMORANDUM TO: Mayor Kirk and Council DATE: April 13, 2016 FROM: City Clerk Gamiotea SUBJECT: Chief Davis Retirement and Directives for the Chief of Police Position Accept the Letter of Retirement from Chief of Police: Chief Davis entered the Deferred Retirement Option Plan effective September 1, 2011. His retirement date is August 26, 2016, and he will be providing a letter in order for the Council to officially accept his notice of retirement. Filling the Chief of Police position: In order to proceed with filling the Chief of Police vacancy, I am in need of direction since it is under the authority of the City Council. Each time a department head position has become vacant, the City Council has handled the situation on a case -by -case basis. History of process for hiring the Police Chief: 1-7-1975 City Council Meeting: Applications were received for Police Chief, nominations offered were Sgt Larry Mobley and Mr. Dewitt Staats. Mr. Staats was appointed for a two year term, by a 3- 1 margin. Oath of Office administered by Judge G.E. Bryant, Jr. at the meeting. 8-26-1975 City Council Meeting: Chief Staats submits resignation effective 8-29-1975. Applications for Chief were received prior to the meeting from: Lt. Larry Mobley, Mr. Edward Chisholm, Mr. David Alford and Mr. Ivan Beasley. Nominations offered were Lt. Mobley and Edward Chisholm, after a tie vote twice, Council President temporarily appointed Lt. Mobley Acting Police Chief until a full-time Chief be appointed. Two days later at the 8-28-1975 Recessed City Council Meeting, another application was added to the list, Mr. Robert Viers. Nominations were again offered for Lt. Mobley and Mr. Chisholm, with a unanimous vote to appoint Mr. Chisholm as Chief with a salary of $13,000/year. Additionally, Lt. Mobley was promoted to Captain, and instructed to remain Acting Chief until Chisholm took office. 12-21-1976 City Council Meeting: Chief Chisholm submitted his letter of resignation effective December 31, 1976 at midnight. Captain Larry Mobley was appointed Acting Police Chief with only merit increases applied to salary. Eight months later, at the 8-23-1977 meeting he was promoted to permanent position of Police Chief and increase his salary $500.00/year. 8-7-1997 City Council Meeting: Chief Mobley submitted his letter of retirement and requested the City Council consider his second in command for the last 12 years as his replacement. Following discussion by majority consensus, Council decided to "advertise the position in the local paper and one major paper; take applications for two weeks to be accepted by a certain date, not postmarked; salary set at Chiefs present salary and $5, 000 less as the range ($35, 000 to $40, 000); do not make it a national search; just applications, no questions; City Clerk to carry this out and setup a Committee to review the applications for a short list to be Chief Mobley, Administrator Bradshaw and Mayor Kirk." Page 1 of 2 9-2-1997 City Council Meeting: 11 applications received by the City Clerk, arranged for Police Chief Review Committee to meet on August 27, and offered a short list ranked in order based on "true leadership skills." 1. Farrenkopf of Okeechobee, 2. Kelley Ammons of Okeechobee, and 3. Kim Halburian of Loxahatchee. Council approved the motion to "appoint Captain Farrenkopf as Chief effective the day after Chief Mobley's last day (912611997) at the current Chiefs salary $40, 000/year. For a transition stage Captain Farrenkopf is to begin the duties of the Chief (91311997) with the guidance of Chief Mobley (each maintaining current salaries during transition)." Chief Farrenkopf's probationary period was for six months as provided within the Personnel Policies and Procedures. 7-18-2000 City Council Meeting: Chief Farrenkopf submitted letter of retirement effective 8/31/2000 and requested Council consider his second in command as his replacement. Approve motion to "accept Chiefs recommendation and appoint Captain Denny Davis as Chief, effective 91112000, at the current Chiefs salary, $42, 500. 00, and evaluation period being from 91112000 to 121112000," (3 months) as provided in the Personnel Policies and Procedures. Additional discussion: "Council Member Watford agreed with the motion, however was concerned whether the position should be advertised. Discussion ensued. Council decided that the position does not need to be advertised and that they would not be setting a precedent since they have handled these items on a case -by - case basis in the past." Authorization and direction needed for the City Clerk: 1. Does the Council wish to advertise for the position of the Police Chief? If yes, do you want to advertise locally, statewide, or nationally? 2. What should the deadline be to receive applications, and will we accept ones postmarked? 3. What should the annual salary be? Current Salary Plan Information: Step 1 $58,455.67 Chief Davis on Step 16 $73,083.16; on 8-24-2016 will go to Step 17 $74,179.40 Please advise if you would like me to complete any salary research information from other municipalities. 4. Unless changes are presented, the attached job description will be considered approved (if not attached, will be distributed by the meeting). 5. Other stipulations, items to add within the application packet? Page 2 of 2 -City of Okeechobee Ll i♦ � Ff °f..tbz 'yes Police Department 4/18/2016 To Mayor Kirk and City Council, It is with very mixed emotions that I am submitting this letter of Retirement. August 26th 2016 will end the 5-year period that I am allowed to be in the DROP program. It will also conclude 30 years of employment with the Police Department. I would like to take this opportunity to thank you for giving me the chance to serve you, our citizens and my department over the years. I thank each of you for allowing me to serve as the Chief of your Police Department for the last 16 years. It has truly been a pleasure to serve our City and I have no doubt that I am going to miss it. Thank You, Chief Denny Davis 50 S.E. Second Avenue • Okeechobee, Florida 34974 • 863/763-5521 • Fax: 863/763-7804 Exhibit 2 April 19, 2016 City of Okeechobee Memo TO: Mayor and City council Members From: Marcos Montes De Oca, City Administrator India Riedel, Finance Director Subject: Pension and its sustainability Based on GASB 67 the asset and liability calculations need to be performed. The plan does indicate that we each should be funding the benefits for our specific employees. Hence, Gabriel Roeder Smith & Company provided calculations based on each employer's employees, their respective contributions, investments, etc. to determine the required contribution for each employer and the separation of assets and liabilities. Excerpt from the GRS letter dated December 2"d, 2015: City Utility Authority Required Contribution City Utility Authority Accrued Liability $3, 462, 570 S7,018,472 S44,690 5. 39% of payroll S361, 639 15.68% of'payroll Valuation Assets S3,854,813 (40.35 %) S5,698,626 (59.65%) Expenses $ 6,726 (40%) S10, 090 (60%) If the Utility Authority separates from the plan the City will be provided and will provide the employer contribution based solely on its employees and retirees going forward. Other items for consideration when determining the effects of a separation Positive. - True employees of the City going forward City employees and board members govern only our employees, our investments and our benefits Possible consolidation of plans for cost savings of administrative &/or investment fees Neutrals: • Funding percentages and liability exposure should be minimal as the GASB67 requirement has identified each employer funding percentage, assets, and liabilities and will continue same. Negatives: • 100% of Administrative/investment cost will be paid by the City. KEEL DOEVE im UT11 � 100 SW 5th Avenue a Okeechobee, Florida 34914-4221 (863) 763-9460 FA:C: (863) 467-4335 April 6, 2016 City of Okeechobee Attn: Mr. Marcos Mantes De Oca City Administrator 55 SE 3rd Avenue Okeechobee, Florida 34974 Dear Mr. Montes De Oca- In the past year, OUA staff has had several meetings and/or discussions with City staff, pension plan attorney, pension Board, pension auditors and actuary. Although the initial purpose for the discussions was related to the implementation of certain financial disclosure provisions required by GASB 68, as we reviewed the underlying pension plan document, another issue arose which suggested, in our opinion, that the pension plan was not being administered as initially intended. On each occasion, we expressed our belief that language contained in the City Ordinances establishing and/or amending the pension plan intended that the plan be administered in the manner consistent with an agent multiple-emplover type plan to wit: ... a pension plan in which plan assets are pooled for investment purposes but separate accounts are maintained for each individual employer so that each employer's share of the pooled assets is legally available to paV the benefits of only its employees. However, since the OUA joined the plan, the required annual plan contribution rate that was implemented has been the same for each employer rather than a separate rate for each employer as would be expected in order to follow the intent of the following language in the plan; ...the Total cost for any year shall be apportioned equitably and consistently between the City of Okeechobee and the Okeechobee Utility Authority based upon the cost associated with each entity's employees " (City Ordinance No. 714, dated June 9, 1998, section 5, paragraph 2) OUA Pension Letter April 6, 2016 Page 2 of 2 As a result of this departure, the plan is structured as a cost sharing multiple -employer type plan, which the QUA believes is in error with respect to the City Ordinances, A definition of a cost sharing plan is as follows: A cost sharing multiple -employer pension plan is a plan in which the pension contributions of the employees of more than one employer are pooled and these pooled plan assets can then be used to pay the retirement benefits of any employee of any employer that participates in the pension Additionally it was discovered, that under current state law, the City, as plan sponsor, could ultimately be responsible for ensuring proper funding of the City/OUA retirement plan — including the benefits earned by OUA employees. During the City/OUA meetings, an action plan was created in which specific employer annual contributions to the pension plan were to be implemented in order to cover the expenses of their employees. The first step in the action plan was to distribute the pooled assets in to separate City and OUA accounts based upon contributions made to the pension plan. While the assets were being analyzed, the plan liabilities related to employee retirement benefits were calculated. Once the process of employer assets and liabilities were calculated, an employer specific annual contribution rate per each employer was calculated by the pension plan actuary. What the OUA requests be done next by the City is to amend the City Ordinance designate the pension plan as an agent multi -employer type plan. If the City, as the plan sponsor, did not want the plan financial responsibility or exposure related to pension plan liabilities for all participants, in lieu of amending the City Ordinance with language as an agent multi -employer type plan, the ordinance should be amended to allow for dissolution of the plan by either party and the method to facilitate this separation. I hope this letters conveys all aspects of the joint City/OUA staff meetings held previously. If so, then please schedule an agenda item at the first available City Council meeting to discuss these options and direction. Sincerely, John F. Hayford, Executive Director Okeechobee Utility Authority Xh�bif 2 Apn 1 Aj 2UIlo Additional Pension background information: Comparable information regarding the funding ratios and unfunded liabilities of the three pension plans pension plans, General, Police, and Fire. One of the major factors in determining how stable a pension plan is, is obtaining and analyzing current and past trends of any unfunded actuarial liability. A plan target and the funding level of each plan is 100%. If all assumptions come to fruition each year, and all employees stayed the same in the plan then the funding of the plan would be consistently funded at 100%. Since there are always variables, the ratio of assets and liabilities will fluctuate, and the contribution rate of the employer is required to make up the difference. Hence the change in Employer contribution amounts. The current ratio of Assets versus Liabilities of each of three plans is better than FRS and more than 70% of local pension plans within the State of Florida. Per the 2014 State captured data, the Funded Ratio - Current Valuation for each plan is as follows: General 95.85% Police 106.58% Fire 108.2% State Average 79.21 % Excluding FRS FRS 86.57% The attached chart is data of the three plans from 2006 through 2014 based on the more conservative ratios of assets, liabilities and unfunded liability. w . .OW k When the FRS is less A funding ratio is an actuarial comparison of a pension's assets to its liabilities. Most than 100 percent experts recommend that a public pension operate at or above an 80%funding ratio, and funded; the legislature suggest those below 80% are in danger of experiencing near -term liquidity issues. may reduce future benefits to lessen plan The FRS Pension Plan Trust Fund is not immune to short-term market volatility, but over liabilities, or may raise the long-term, the fund has produced steady positive results. The chart below shows the employee contributions funding_ ratio of the Florida Retirement System Trust Fund. to increase funding. The legislature may make The FRS Pension Plan funding valuation takes place annually and was 85.9 percent changes to FRS at any funded, as of July 1, 2013. time. 140.0% o W ^ N 120.0% o O p t� ri n 0 100.0% ei l!7� c pp o o c m 00 00 N W 00 c 80.0% n 0 o U fA to o 'a"o \ o M `n a m t^ um) 60.(sc ui t0 tp n Ln u) 40.0% 20.0% 0.0% t() LD 1- 00 Q) O vi N M t In LD 1- 00 Q) 0 -1 N m V to LD I� 00 M 0 .4 N M 00 00 00 00 W M M M M M Ol G) O) O) Q) O O O O O O O O O O Ti r-i ,-1 -i rn rn M M M M M M M M M M M M M 0 0 0 0 0 0 0 0 0 0 0 0 0 0 e-I " 1-I r-I a q e-I e-i 1-4 r-i e-I e-i a-i 1-1 N N N N N N N N N N N N N N January 2014 October 2006-2014 Actuarial Accrued Liability Covered by Assets 101.70% 101.80% 102.10% 98.50% 90.50% 91.10% 012 2013 2014 4/15/2016 G:\INDIA\Pension\Research Changes\Funding Progress 2006-2014.xlsxFunding Progress 2006-2014.xlsx Okeechobee Utility Authority Retirement Plan Overview & Options April 12, 2016 by James W. Linn Lewis Longman & Walker, P.A. City Retirement Plan Membership a City Employees: 25 OUA Employees: 51 Total Active Members: 76 Employer Contributions for 2015-2016 Fiscal year City: $44,690 (5.39% of payroll) OUA: $3611639 (15-68% of payroll) [FRS - 7.52%- Assets and Liabilities as of 10/1/14 Assets City: $3.854M (40.35%) OUA: $5.699M (59.65%) Tota I $9.553M Funded Ratio = 91.1% Accrued Liability $3.463M $7.018M $10.481M [FRS - 86.5%] Benefit Comparison Multiplier 2.1% 1.6% Average Final Comp. Highest 5 yrs of last 10 years Pensionable Base Pay (excluding OT and Earnings other payments) Normal Retirement Age 65 with 5 years of Age service, or 30 years of service at any age Highest 8 years Total earnings including OT; leave payouts limited Age 65 with 8 years of service, or 33 years of service at any age Employee Contribution 6% 3% Employee who retires at age 65 with 30 years of service and average final comp. of $50,000: City Plan $311500 FRS $24,000 Pension Funding Law • State law requires that defined benefit pension plans be funded on a "sound actuarial basis" This .means the cost of current benefits cannot be shifted to future taxpayers. • The plan sponsor is responsible for paying current pension costs ("normal cost") plus amortizing unfunded liabilities over period of not more than 30 years. • The plan sponsor bears the risk of pension fund investment losses. 7 Key Concepts • "Close" —existing plan closed to new members; current members stay in existing plan until they retire or leave OUA; future employees join new plan. • "Freeze" - accrued benefits of current employees in existing plan "frozen" and paid out at retirement; all current and future employees join new plan. • "Terminate" — existing plan liquidated; accrued benefits paid out to plan members; all current and future employees join new plan. Retirement Plan Options OUA can: • Continue participating in City plan or • Discontinue participation in City plan and establish a separate OUA retirement plan: ➢ Defined benefit plan —like City plan but with benefits set by OUA F ➢ Defined contribution ("DC") plan —like 401K ➢ Hybrid DB + DC Plan ➢ FRS If OUA Continues to Participate in City Retirement Plan • City plan could be amended to provide a different benefit structure for OUA employees (like different membership classes in FRS) • This would require action by the City Council If OUA Establishes a Retirement Plan • City plan could be amended to transfer assets and liabilities of OUA employees to OUA plan; or Current employees would have their benefits in City plan frozen, and begin as new members of OUA plan • New employees would participate in OUA plan M,41� oil 111,liiq Advantages • OUA controls benefits and cost • Benefits can be tailored to specific needs of OUA employees Disadvantages • OUA will be responsible for funding plan on "sound actuarial basis" • OUA bears risk of investment losses • May not result in cost savings • Puts OUA in pension business i Establish CIUA Defined Contribution Plan Advantages Predictable employer costs OUA does not bear investment risk Appeals to younger, mobile employees Portability — DC account balance may be "rolled over" to an IRA or other retirement plan Lower admin. Costs No actuarial liabilities Disadvantages • Employees bear investment risk • Possible that DC benefits will run out while employee is still alive • No inflation protection (COLA) • Portability— employees can easily move to another employer and take their DC balance with them Establish OUA Hybrid Plan • Shares cost and risk with employees • Can be a DC plan on top of DB plan (Palm Beach example) • Ocala adopted a hybrid plan for general employees in 2013 — benefit adjusted based on investment performance of plan 4" Florida Retirement System Facts As of July 1, 2015, FRS had: } • $148.5 billion in assets • $171.6 billion in liabilities • Funded Ratio= 86.5% • 626,578 active members • 377,671 retirees and beneficiaries • More than 1,000 participating agencies, including more than 100 cities Options for Joining FRS • City plan closed to new OUA employees: ➢ current OUA employees may individually elect to continue in City plan or join FRS ➢ new hires must join FRS ➢ existing City plan continues to operate, and OUA employees who elect to stay in City plan would continue to earn benefits under City plan ➢ requires action by the City Council • City plan benefits frozen for OUA employees: ➢ all current and future OUA employees join FRS ➢ accrued benefits of current OUA employees in City plan "frozen" and paid out at retirement Close City Plan - Join FRS (Current Employees Can Stay in City Plan or Join FRS) Advantages Disadvantages • Reduced cost over time No immediate savings -- may • Competitive FRS benefits take years to achieve cost savings; • 3% employee contribution • Portability — OUA employees • Portability —easier for OUA can move to another FRS to attract employees from employer and take their other FRS agencies g pension with them • Keeps OUA out of pension • State legislature sets benefits business and contributions 0 Joining FRS is irrevocable I Freeze City Plan -Join FRS (All Current and Future Employees Join FRS) Advantages Disadvantages • Reduced cost Accrued benefits of current • Competitive m etitive FRS benefits employees are frozen • 3%employee contribution • Portability — OUAemployees can move to another FRS • Portability —easier for OUA employer and take their to attract employees from pension with them other g h r FRS agencies • State legislature sets benefits • Keeps OUA out of pension and contributions business • Joining FRS is irrevocable I I Questions? Exhibit 3 April 19, 2016 PSAP Proposed Options ..12-11`.1M] Co -location of City dispatch at County facility for dispatching of all emergency personnel - Pros o Reduced level of cost for city equipment o Co -located with other emergency personnel for ease of dispatch o Ability for other dispatchers to "cover" during typical activities - Cons o Location of personnel outside city facility o Potential lack of control of facility o Loss of ability to greet or provide reception at City Police Department OPTION 2 Return to voice only transfers of phone calls to dispatch "bat -phone" method - Pros o Cost of equipment not involved o Personnel does not move locations - Cons o No relaying of information directly to officer or person(s) in emergencies o No supply of information for in -car system for officer or on scene personnel o Negative impact to ISO rating for the Fire Department o Archaic method of communication for emergency dispatch systems OPTION `f Discontinue all dispatch services and rely solely on County to dispatch emergency personnel - Pros o Reduced cost to City, both personnel and equipment o Centralized dispatch for County - Cons o Loss of employees for dispatch of City o Loss of all control of dispatch activities OPTION 4 Purchase updated PSAP computer system with required lines - Pros o City will be stand-alone dispatch for its personnel o Location of staff to remain as in place now - Cons o Cost of system and maintenance ($220k initially with $67.7k annually, with 7 year replacement of system 10 year cost of $1.21M) o Continued maintenance of system for City E-911 OKEECHO EE COUNTY CHANGES NEEDED E-911 PSAP report 04/14 E-911 study State funding Consolidations throughout the state OKEECHOBEE COUNTY PRESENT DAY Okeechobee PSC I PRESENT SYSTEM COST AVER 5 YEARS PSAP costs for county and city Maintenance for both PSAP's Circuits Total $850yOOO $278yOOO $300yOOO $19428,000 � Cost perca 0 7000 11,-.10/caiE � � PROPOSED STATE S UPPORTED SYS-, TEM Highlands SO 9seats }KEE Highlands EOC OkeechubeePSC 8seats OKEE HCSO PSAP P5AP A � B PROJECTED COST OVER 5 YEARS Cost of new System Maintenance 5 years Circuits Total Cost per call 120,000 $316yOOO $175yOOO $5407000 $1,0319000 $8.59/call BENEFITS OF SYSTEM First half of system already approved by State � E-911 board Allows for true back up of system by more than 25 mile diversely located back up Supported by E-911 study TGundlach Resource Agency, L LC Will be able to move forward with text to 911 solution OPTIONAL HOSTED SYSTEM Highlands SO 9 seats HCSO OKEE PSAP PSAP A B Highlands EOC 0 Okeechobee PSC 8 seats OKE PSAI A PROJECTED COSTS TO CITY OVER 5 YRS Cost of new System Maintenance Circuits Recorder for radios Includes maintenance Total Cost per call 6500 $198,168 $ 86,670 $252,000 $ 52,500 $589,338 9 ADDITIONAL COSTS & CONSIDERATIONS Separation of Call taker from public Construction cost unknown All cell phone calls go to County PSAP Still allows for potential delays in service CELL PHONE ISSUES Phase I - initial call received and gives location of nearest tower Phase II - a rebid for x,y coordinates of location of phone Generally three towers used to pinpoint location Cell tower sectors assist in getting location In future GPS data from phone and updated GIS will make phone location more accurate L HIGHLANDS COUNTY SO has 9 seats staff minimum of 6 Take all 911 calls for county 58,000 for 2015 Dispatch for 18 entities SO and 3 other LEO 2 paid fire department and 11 volunteer All EMS crew minimum 7 ambulances ' EOC for back up 6 seats for back up use NEED FOR GRANT Presently receive $145,000 in E-911 revenue Annual Avg. cost for equipment and maintenance $206,000 Deficit of $61,000 0 11 Irduded in +he, 41►q .�,. Mayor � Councd A* OKEECHOBEE COUNTY 9-1-1 idy for Public Safety Answering Point Consolidation November 9, 2015 TGundlach Resource Agency, LLC Supporting the Florida Public Safety Community TABLE OF CONTENTS INTRODUCTION PAGE 2 - 3 BACKGROUND NATIONWIDE TREND FOR PSAP CONSOLIDATION FUNDING CONSIDERATIONS PSAP AGENCY DETAILS PAGE 4 - 5 • OKEECHOBEE COUNTY SHERIFF'S OFFICE PSAP • CITY OF OKEECHOBEE POLICE DEPARTMENT PSAP MANAGERIAL INTERVIEWS PAGE 6 - 8 • TARGET OBJECTIVES • PSAP SPECIFIC INFORMATION FACILITY CONSIDERATIONS PAGE 9 • CITY OF OKEECHOBEE POLICE DEPARTMENT FACILITY • COUNTY PUBLIC SAFETY / EOC FACILITY PSAP MODEL RECCOMENDATIONS PAGE 10 - 15 REPORT SUMMARY PAGE 16 1 Introduction The TGundlach Resource Agency (TGRA) has been retained by Okeechobee County to determine the feasibility of combining the County Public Safety Answering Points (PSAPs) in to one consolidated 9-1-1 Calltaking and Call Dispatching facility. Due to increasing costs and funding uncertainties, increase technical demands and operational challenges, it is an appropriate time to examine the current PSAP environment. Decisions will be made in the very near future regarding technology and equipment upgrades, regional disaster planning strategies, and developing a path towards the "Next Generation" of public safety services. For these reasons the County must make informed choices going forward to further protect and provide emergency service to the community. Background Okeechobee County is located centrally in South Florida covering approximately 892 square miles of combined land and water territory. The County is ranked as a rural County with approximately 40,000 full time residents. The county also serves as home for many part time Florida residents during the winter and vacation seasons. Due to rising costs and the growing complexity of public safety systems, there is an interest in combining the services of the Okeechobee Sheriff's Office and Okeechobee Police Department PSAPs within one facility to enhance system interoperability, improve service and operations, and reduce costs. Okeechobee County has recognized the need to evaluate each primary PSAP agency that provides 9-1-1 and dispatch service throughout all unincorporated and incorporated areas of the County. Therefore they have enlisted the support of the TGundlach Resource Agency (TGRA), a Florida based public safety consulting firm, to assist in the evaluation. Nationwide Trend for PSAP Consolidation For the last 25 years a state and national trend has formed in the consolidation of 9-1-1 and emergency dispatch services. Florida Counties such as Alachua, Broward, Highlands, Marion, Palm Beach, Pinellas, and Sarasota have all successfully consolidated their PSAP operations in some way. Several states have adopted a consolidation policy and recently the state of Ohio approved a plan to consolidate PSAP facilities statewide by up to 70 percent. Many agencies have realized the advantages of consolidation early on and have taken the necessary steps to provide a more effective and affordable public safety service to citizens and visitors of their communities. Florida state and local government officials and public safety agency stakeholders realize that there is a need to keep up with the latest technology while managing a strict 2 budget. If conditions are correct, a consolidated PSAP approach can greatly reduce costs while allowing for necessary system and services upgrades. The elimination of redundant systems and facilities provides attractive potential long-term cost savings as well. Funding Considerations Today the County receives approximately $145,000 annually from 9-1-1 fees collected from service providers and distributed by the State of Florida. All other funding to support costs of relating to keep the 9-1-1 system operational comes from special disbursements (maintenance), rural or state 9-1-1 grants and the County general fund. For fiscal 2015-2016 the Florida 9-1-1 fee has been reduced by 20% in order to pass legislation which allows for the collection of pre -paid wireless device fees. Initial indications show a 12% reduction in revenue due to this recent legislation. The State is already aiming to increase the fee by an additional .05 cents (approximately 12%) however that process will take six to nine months to complete. The State 9-1-1 Board has agreed to compensate the County from a special disbursement fund until the increased fee becomes available. When this happens it will likely bring the County back to a revenue neutral status which for many counties is not effective in helping to solve the issue of managing the continuing increase in cost for technology and services. 3 PSAP Agency Details Okeechobee County and the City of Okeechobee handle and process approximately 22,700 emergency 9-1-1 calls annually. Approximately 95% of all calls are handled by the Sheriff's Office PSAP while 5% are handled by the City Police Department PSAP. It should be noted that At the Sheriff's Office answers 100% of all wireless calls to 9-1-1. The following provides an .o l twa-l',"A-h overview for each PSAP agency and the manner in which they operate currently. Okeechobee County Sheriff's Office PSAPlY` Today the Sheriff's Office PSAP (SO PSAP) answers all County 9-1-1 calls generated from Wireline, Wireless and VoIP devices with the exception of wireline and VoIP calls within the incorporated areas of the City of Okeechobee. It should be noted that all 9-1-1 calls from wireless devices are routed to the SO PSAP as a primary answering point and are then transferred to the City PD PSAP for call handling and dispatch. The SO PSAP also dispatches all non -city Law, Fire and EMS (Emergency Medical Services) agencies utilizing four full time combined 9-1-1 calltaking and dispatch positions. (The SO PSAP is equipped for eight full time positions should an increase in staff be required for major incident response). A full time staff of seventeen certified calltaking and dispatch trained employees are employed working twelve hour shifts 7/24/365 to support the requirement to provide 9-1-1 and emergency dispatch service to the citizens and visitors of the County. The SO PSAP relies on various equipment brands and vendors to support 9-1-1 Customer Provided Equipment (CPE)), Logging Recorder, Computer Aided Dispatch (CAD), Two-way radio and UPS systems. All of these systems have active maintenance agreements and/or are under consideration for replacement or upgrades. a] lU City of Okeechobee Police Deportment PSAP The City of Okeechobee Police Department PSAP (OPD PSAP) answers all incorporated City based wireline 9-1-1 calls and provides dispatching for the OPD Law and City Fire Agency. EMS services however are dispatched by the SO PSAP. The OPD PSAP is equipped with two fully functional 9-1-1 and dispatch positions as well as two non -activated positions. The OPD PSAP is normally staffed 24/7 with one full time certified calltaking and dispatch staff member with a total of four full time trained staff members to cover all shifts. In the event of increased traffic load the PSAP has the ability to deploy a second calltaker / dispatch staff to assist. In the event of a major incident or if there is a failure at the SO PSAP, the OPD PSAP has the ability to utilize all four equipped 9-1-1 and dispatch positions however two of the positions cannot be utilized without first coordinating with the local service provider to install. It should be noted that the 9-1-1 Calltaker and dispatcher on duty is also responsible to perform multiple administrative type duties such as general telephone answering, records requests, visitor sign in, security support, etc. Managerial Interviews In order to prepare the recommendations report section of this study TGRA gathered input from City and County PSAP management and technical staff. This includes Major Robert Peterson of the Okeechobee Police Department, Deputy Public Safety Director Karl Holtkamp of Okeechobee County, and IT Systems Administrator Jason Knapp of the County Sheriff's Office. The following target objectives and discussion points were collected through the interview process and are focus considerations as plans to move forward with a new technical and operational system design are underway. Target Objectives • Move towards one centralized standard 9-1-1 CPE system, Logging Recorder, CAD and Two Way Radio communications system. • Deploy "state of the art" 9-1-1 systems that are sustainable through efficient management of 9-1-1 fee allowances. • Support standards for call handling, dispatching protocols, and training. This should lead to a decrease in opportunities for error and enhance safety of responders and the public. • Centralized CPE systems should have the ability to provide for remote calltaking positions if needed. • Simplify training so that learning and retention can be accomplished through a common 9- 1-1 call handling system. • Streamlined support for action across any local government jurisdictional boundaries. • Allow for centralized management effort to address technology and operational issues and policy. • Streamline vendor and service provider service efficiencies, equity, and accountability. • Reduce costs associated with duplicate systems and services. • Promote an economy of scale in procurement, maintenance, upgrades and replacement of systems and facilities. • Provide a possible career ladder for PSAP employees which can reduce employee turnover and lower costs associated with hiring and training new employees. • Focus on utilizing existing hardened and hurricane rated facility to its full potential. • Plan for back-up support through additional County affiliated hardened facilities or hardened neighboring County facilities. • Eliminate distractions to calltakers and dispatchers — items that may take away from on the job performance. • Allow for process modifications that may include multiple job responsibilities without taking away from busy hour 9-1-1 calltaker / dispatcher job responsibilities. • Maintain a distinct operation suitable for both the County and City PSAP operation without degrading the service to the public. C1 The objectives referenced above can for the most part be accomplished through the use of technology with the potential for some adjustment to policy and procedure. The reality is that today's PSAPs must be flexible to adapt and survive the growing need for increased technology challenges while managing costs with a higher degree of efficiency. Systems must be deployed to be as efficient as possible in order to allow operational and management staff the best use of their time in handling emergency calls. 7 PSAP Specific Information The following table outlines the current system and vendor configuration; Okeechobee County, Florida - PSAP AGENCY SURVEY Item: Okeechobee Sheriffs Office PSAP Okeechobee Police Department PSAP CPE Brand: Intrado Viper Intrado Viper Number of Equipped and Functioning 9-1-1 Calltaker Positions: 8 2 Number of Equipped and Functioning Dispatch Positions: 8 2 Number of Staffed Calltaker/Dispatch Positions: 4/3 minimum 1 What Agencies are Dispatched (Fire, EMT, Etc.): Sheriffs office,County Fire/EMS City PD, City Fire Number of Full Time Calltaker- Dispatch Employees / Shifts: 17/4 4/4 Number of CAMA 9-1-1 Trunks: 3 2 Number of Admin Lines (answered by calitakers): 3 after 5 pm to 8 am and on weekends 7 Annual Wireline Call Volume: 4,056 930 Annual Wireless / VolP Call Volume: 16,805/736 Answered by 50/67 How are 9-1-1 Call Routed if facility has to be vacated: to city PD to 50 How are 9-1-1 Calls Routed if ring threshold is exceeded: to city PD, then admin lines to SO, then admin lines CPE Maintenance Provider: Centuryl-ink Centuryl-ink Current Maintenance Contract Period: 06/15-06/16 06/15-06/16 Current Annual Maintenance Fee: $27,600.00 $15,799.45 Upgrade Plans/ Projected Costs: yes/$300,000.00 not yet determined/ $250,000.00 CAD Brand: Spillman Spillman CAD Maintenance Provider: Spillman Spillman Current Maintenance Contract Period: 10/14-09/15 n/a Current Annual Maintenance Fee: $65,000- Includes RMC, Jail, etc. $9,443.00 Upgrade Plans / Projected Costs: n/a n/a Logging Recorder Brand: Verint Replay Recorder Maintenance Provider: KOVA Replay Current Maintenance Contract Period: 10/15-10/16 month to month Current Annual Maintenance Fee: $6499.00 includes Q/A program $2,086.00 Upgrade Plans / Projected Costs: upgraded 2014 due for upgrade / $25,000.00 Map Brand: Intrado - Viper Intrado - Viper Mapping Service, County and/or Service Provider: county county Map Platform shared between agencies: yes yes Upgrade Plans / Projected Costs: 2016/ na unsure based upon survey Radio Brand: Hams Harris Radio System/Technology in Place: Qty (4) State SLERS 700 MHZ Qty (2) State SLERS 700 MHZ Are there any differences in Radio capabilities in each PSAP: no no Radio System Maintenance Provider: CII CII Current Maintenance Contract Period: Per State Agreement Per State Agreement Upgrade Plans / Projected Casts: n/a n/a Master Time Clock Brand: Spectracom Spectracom Master Time Clock Maintenance Provider: Centuryl-ink Centuryl-ink Current Maintenance Contract Period: 6-15/6.16 6-15/5-16 Current Annual Maintenance Fee: included in CPE included in CPE Upgrade Plans / Projected Costs: n/a n/a Facility: County9-1-1 / EOC City Police Dept. Address: 707 NW 6th St 50 SE 2nd Ave Approximate Age: 3 years 25+ Hurricane Rating: 170 MPH Unknown Hardened Treatment: yes Unknown Use other than PSAP: Emergency Management, County Fire Admin City PD Redundent UPS & Generator Systems for Building: Yes Generator only/plug in battery back up Redundent UPS & Generator Systems for Calltaker Positions: yes plug in battery back up Diverse Local Exchange Carrier Cable Entrance: Installation in Progress No Ergonomic PSAP Design (Lighting, Sound, etc>): Yes No Isolated From Public Access: Yes No Multi ple Functions for Staff: Calltaker, Dispatch lCalltaker, Dispatch, PD Telephone Answer, Security Annual 9-1-1 Revenue as distributed by the State of Florida $145,000.00 lincluded in SO fee * Facility Considerations TGRA has participated in tours of both PSAP facilities that are being considered in this study and offers the following observations; The City of Okeechobee Police Department Facility The City of Okeechobee Police Department is located centrally within the city, it offers convenient access to Law Enforcement personnel as well as the general public. It is also conveniently located to the nearby City of Okeechobee Fire department. Built in 1968 and remodeled in the mid 1990's, the facility appears sound yet does not appear to be constructed in a manner accordance with today's public safety facility standards for hardening, security and extreme weather. Along with Management and administrative offices, it also contains the City's primary 9-1-1 PSAP system operation. The facility is located approximately 1.1 miles from the County Public Safety / EOC facility therefore is not considered to be truly diverse in the event of local disaster. Although suitable from an administrative standpoint, it is not recommended as location to house critical 9-1-1 system components or support staff. The Okeechobee County Public Safety / EOC Facility The Okeechobee County Public Safety /EOC facility was built in 2011. It is located within the outskirts of the City on a sizable remote property adjacent to the County Fire / Rescue and Sheriff's Office complex. The County is fortunate to have a facility designed to today's public safety facility standards for security and extreme weather. It is fully designed to support up to eight calltaker/dispatcher positions as is and requires virtually no re -design of the floor plan with minimal adjustments to technology to complete a consolidated 9-1-1 and dispatch system. The only outstanding negative to the facility location is the proximity to the nearby train rail system which could potentially be considered hazardous under certain conditions. It is a state of the art facility with particular attention being paid to.the following attributes; • Diverse and redundant HVAC, UPS, AC Generator systems • Diverse last mile outside plant infrastructure feeds for communications • Advanced security systems • PSAP Communications Center designed for calltaker/dispatcher comfort and ergonomics • Hardening for Hurricane preparedness for 145MPH sustained and 175MPH wind gusts • Security of surrounding environment • Suitable Backup facility or support from partnering county agency(s) • Room for growth The Okeechobee County Public Safety / EOC facility is highly recommended as a location capable of housing a combined County and Citywide PSAP communications center. PSAP Model Recommendations An effort to consolidate the Okeechobee PSAP agencies in to one overarching facility makes sense from a systems, security, operations and economic standpoint. It is also possible due to staffing and job assignments, a compromise allowing for technology to extend PSAP services between the two existing facilities without expensive CPE 9-1-1 system upgrades is possible. Based upon interviews, specific PSAP data and statistical fact finding, TGRA has prepared an overview of the following recommendations for consideration by County and City public safety stakeholders. The preferred solution is outlined in recommendation 1 while an alternative solution is outlined in recommendation 2. 1. County and City Co-located/Consolidated Sheriffs Office PSAP — Recommended Basis for Recommendation TGRA found no significant technological constraint that would present a major problem or roadblock in developing a plan to consolidate and or co -locate the two primary Okeechobee County PSAP agencies. Being that the County is currently utilizing similar systems and practices at both locations, the process of bringing the operation under one roof with minimal adjustments to policy or procedure is simplified. Since the SO PSAP currently dispatches all County Fire, County Law and County EMS, it is feasible that the City Law and City Fire could be dispatched from the same facility as well. This could be accomplished utilizing a combined operation where all call takers and dispatchers share in the call load. This methodology would allow for more depth and efficiency in processing emergency calls and provide for better service overall to the public. Technical Notables Specific to the SO PSAP configuration today there are four fully equipped 9-1-1 call taking, CAD and two -way -radio positions. There is an additional four 9-1-1 call taking and CAD semi -equipped positions. By relocating the two existing two-way radio positions from the OPD PSAP to the SO PSAP, a total of six fully equipped and functioning 9-1-1 call taking, CAD and two-way radio positions will be available for a full staff deployment on all shifts. This migration of systems in to one facility greatly simplifies the need for common technology as well as reducing costs by requiring multiple redundant systems and maintenance contracts. 10 "w . 1�1' In addition to utilizing existing system components to this extent, the County is also reviewing options for the purchase of new 9-1-1 CPE hardware and software, a requirement due to aging or obsolete systems in place today. Rather than purchase essentially two new 9-1-1 systems, a single system purchase would save substantial capital funds and allow the County to purchase more advanced technology that supports the consolidated PSAP model for diversity, redundancy and back up. Operations Notables Operationally the most significant challenge is filling the administration gap that is created by relocating OPD staff to the SO facility as today they perform several job duties outside of 9-1-1 call taking and dispatching. It may be possible to address this issue by locating an existing administrative staff person to be in view to assist anyone entering the police department facility on an 8:OOam to 5:OOpm basis Monday through Friday during normal business hours. After hours the facility could be equipped with a "ring down" instrument located just inside the entry way for assistance. This instrument could be set to ring internal to the PD facility or programmed to ring to the SO PSAP where call takers could assist remotely. This is currently how the Sheriff's office / EOC operates as well as many other agencies and governmental offices throughout the state. When weighing the operational challenges and the fact that less than 5% of all 9-1-1 calls are taken and dispatched per year from the OPD PSAP, it remains justifiable from a financial standpoint to strongly consider consolidation. Substantial cost savings will be gained by streamlining equipment and services needs by no longer requiring expensive replacement and/or annual maintenance contracts to support independent 9-1-1, CPE, CAD and Radio systems. Staffing Notables The salary and benefit package for the calltaker / dispatcher position varies slightly between the County and City employee(s). This may or may not present a human resources issue within the PSAP if employees decide to pursue action. Being that the compensation packages are close to one another in value, it is unlikely that a grievance issue will result however it is something to keep mindful of when considering the consolidation. It should also be noted that by combining staff, scheduling, operating policies and training duties should be more manageable by supervisory staff. 11 Cost Notables There are substantial cost savings advantages by going through the consolidation process. Typically many consolidation projects lose feasibility because of costs associated with facility improvements and procurements. In Okeechobee County's case a state of the art facility is in place and equipped for the proper number of calltaker / dispatch positions currently. The transition to either consolidation or co -location is a matter of proper planning. Cost efficiencies include eliminating the need for multiple systems and their supportive maintenance contracts as well as recurring circuit and network fees. The following table outlines the estimated costs and savings for each major component of the consolidated solution at a high level. PSAP Reccomended Solution COSTS / SAVINGS Annual Maintenance SO PSAP Costs PD PSAP Costs Savings CPE $27,600.00 $0.00 $15,799.00 CAD $65,000.00 $0.00 $9,443.00 Logging Recorder $6,500.00 $0.00 $2,086.00 Two -Way Radio (SLERS) $0.00 $0.00 $0.00 Misc. $0.00 $0.00 $0.00 Total Annual Maintenance Costs $99,100.00 $0.00 $27,328.00 Capital Purchase CPE System $300,000.00 $0.00 $250,000.00 CAD $0.00 $0.00 $0.00 Logging Recorder $0.00 $0.00 $25,000.00 Two -Way Radio (SLERS) $0.00 $0.00 $0.00 Misc. $0.00 $1,000.00 $0.00 Total Capital Costs $300,000.00 $1,000.00 $275,000.00 Annual Recurring Additional 9-1-1 Trunks $65,000.00 $0.00 $0.00 Total Annual Recurring $65,000.00 $0.00 $0.00 Staff Additional 9-1-1/ Dispatch $0.00 $0.00 $0.00 Total Annual Staff Costs $0.00 $0.00 $0.00 Combined Totals $464,100 00, .. $1000.00 , .. $302,328.00. . 12 PROS • Consolidated systems in one location to provide 9-1-1, Recording, Dispatch, Radio, etc. • Wireline, Wireless and VolP 9-1-1 call taking all in one central location • Dispatch for Police, SO, Fire, and EMS in one central location. • Shared calltaking and dispatch resources at heavy traffic periods. • Focus on 9-1-1 and dispatch without distractions of other job duties. • Reduced cost of new system purchases, upgrades and maintenance contracts. • Reduced cost of recurring network and service costs. • Standards for training and employee advancement. • Supportive of State 9-1-1 directives and planning. CONs • PSAP jurisdictional management challenges because of co -location within one facility. • Loss of OPD 24/7 staff to perform other tasks not traditionally considered to be true emergency communications functions, such as serving as a receptionist for incoming calls and facility security duties. • Adjustments and reconfiguration of active systems and potential associated costs. 2. County and City Technology sharing while maintaining two PSAPs — Alternate recommendation Basis for Alternate Recommendation TGRA found no significant technological constraint in developing a plan to utilize a host CPE / remote 9-1-1 call taking application in order to retain OPD 9-1-1 and dispatch duties at the City Police Department facility. However; In order to deploy such a scenario it would require the purchase (or lease) of 9-1-1 positon equipment as well as redundant network connectivity between facilities to enable the calltaker equipment. The costs to implement the remote position are significantly less than the purchase or upgrade of the existing OPD CPE system however there would still be a requirement to maintain separate recorder, CAD and Two-way radio systems. Technical Notables Utilizing technology which allows for the host CPE 9-1-1 system to extend service via circuitry, a remote 9-1-1 calltaking position can be positioned at the OPD PSAP in order to function as it does today. Consideration to add a second 9-1-1 calltaker / dispatcher position can be given however monthly recurring and equipment charges may not be 13 sustainable unless funded by the OPD outside of 9-1-1 allowances. The cost considerations utilized for this example takes in to account one fully equipped 9-1-1 calltaking position with redundant links to enhance reliability. Operations Notables This solution maintains existing staff and allows them to continue to perform the duties of 9-1-1 calltaking and dispatch as well as maintaining other administrative duties that are part of that job description. This solution does limit the OPD PSAP to one calltaker / dispatch position meaning that if an event triggers multiple calls to an incident, a policy and practice to off load extra call traffic to the SO PSAP. There is a concern over the process for dispatching EMS agencies. Today all EMS dispatch is coordinated through the SO PSAP. There is the potential for lost time (which exists today) in the event an OPD incident requires medical dispatch. The procedure for communication between the two PSAPs to engage is cumbersome and is cause for lost time in some instances. Cost Notables There are cost savings advantages by going to a hosted Calltaker position solution however those advantages are not as prevalent as a fully consolidated model. While it is not a requirement to upgrade or replace the on -site 9-1-1 CPE switching system, the recording, CAD and two-way radio systems will need to remain in operation to support dispatching functions. Circuit costs to maintain the remote Calltaker position will increase the monthly recurring service costs. The following table (page 15) outlines the estimated costs and savings for each major component of the technology sharing solution at a high level. 14 PSAP Alternate Recommendation COSTS Annual Maintenance SO PSAP Costs PD PSAP Costs Savings CPE $27,600.00 $0.00 $15,799.00 CAD $65,000.00 $9,433.00 $0.00 Logging Recorder $6,500.00 $2,086.00 $0.00 Two -Way Radio (SLERS) $0.00 $0.00 $0.00 Misc. $0.00 $0.00 $0.00 Total Annual Maintenance Costs $99,100.00 $11,519.00 $15,799.00 Capital Purchase CPE System $300,000.00 $24,000.00 $225,000.00 CAD $0.00 $0.00 $0.00 Logging Recorder $0.00 $25,000.00 $0.00 Two -Way Radio (SLERS) $0.00 $0.00 $0.00 Misc. $0.00 $0.00 $0.00 Total Capital Costs $300,000.00 $49,000.00 $225,000.00 Annual Recurring Additional 9-1-1 Trunks $65,000.00 $0.00 $1,000.00 Additional Network $0.00 $24,000.00 $0.00 Total Annual Recurring $65,000.00 $24,000.00 $1,000.00 Staff Additional 9-1-1/ Dispatch $0.00 $0.00 $0.00 Total Annual Staff Costs $0.00 $0.00 $0.00 Combined Totals $4b4,100.00 $84,519.00`., $241,799 00 t. h' PROS • Maintains a presence at the OPD PSAP and allows for continued multi -task role. • Remains a primary PSAP for City of Okeechobee wireline residents and visitors. • OPD could provide overflow calltaking and dispatch resources during heavy call volume periods (dependent on 9-1-1 system brand and capabilities). • Eliminates the need for an independent 9-1-1 system upgrade and associated maintenance. • Reduced cost of new system purchases, upgrades and maintenance contracts. CONS • CAD, Recorder, Radio systems must be retained and the associated cost of maintaining them. • EMS dispatch will remain at the SO PSAP thus creating a potential for delays to the community. • Still a fairly large investment required for one position that answers less than 5 % of 9-1-1 call volume. • Capitol cost of $49,000. More than the consolidated/collocated system. • Annual recurring cost of $35,519 more than a consolidated/collocated system 15 Report Summary It is the opinion of TGRA that the current PSAP model that supports Okeechobee County for 9-1-1 and dispatch services is in need of reconfiguration towards a newer more sustainable model to move forward. Many agencies throughout the State as well as the nation are gaining ground through consolidation of resources by utilizing a creative deployment and funding approach for technology and operations. The data collected through this specific report effort is indicative of the need to follow this national trend in order to provide the best service possible to citizens and visitors of the County while creating a sustainable 9-1-1 and dispatch solution in to the future. Furthermore it is important to recognize and understand the dynamics of change that are upon the 9-1-1 service industry in general. With "Next Generation 9-1-1" evolving, public safety officials and professionals must take logical steps in order to keep up with technology while managing increasing costs. While Florida takes an organized approach from a State level to assist Counties with funding and managing 9-1-1 services, it is also known that Florida is one of the least funded States to do so. Therefore concise strategy to manage available funds is a high priority in today's PSAP culture. The recommendations provided in this report take these considerations in mind. While it is ideal from a financial and operations standpoint to house all PSAP operations in to one common call center at the Sheriff's Office PSAP facility, it does create a gap in administrative support at the Okeechobee Police Department. County and City officials will have to weigh the differences in either approach to determine what the best fit is ultimately for the community, both from a financial and operational standpoint. Either solution is capable of surpassing the current model of operation which is dated and expensive by comparison. It should be noted that regardless of which model is chosen to move forward, a governance agreement will need to be established to identify the roles and responsibilities of each agency. Lastly, thank you for trusting TGRA to provide this reporting service to the Okeechobee County Sheriff's Office and the City of Okeechobee Police Department. Our services remain available throughout the review and decision process on this important project. Timothy B. Gundlach Owner / President TGundlach Resource Agency, LLC tgundlachra@gmail.com 321-704-3153 www.tgral.com 16 CenturXiink Customer Legal Name: E911 Florida Okeechobee County CerlturyLink- Customer Billing Name: E911 Florida Okeechobee County 312 NW 3RD ST STE 165 OKEECHOBEE Valid Until April 5, 2016 FL , 34972.4113 Quote -Build p: 13-041700-NIBS Description of Work Adding a 2 Position Remote PSAP off of Okeechobee County EOC 911 Viper Host for Okeechobee PD to be Performed: Equipment pricing shown is based upon direct sale accompanied by new Centurion Maintenance contract on same. See Yendor.support7ab for Addltlonat Pricing Part Number (Description Quantity Unit Price Extended Price Okeechobee PD Remote- 2 Positions 1 2 A Rack Sei :t Server - irt Express ECaTS aTS servic ig - each 0-1— - 41 )6 S 15,742.1 )6 S 3,142. 50 S 945.0 5 75 S 78.7 36 S 317.3 31 S 667.0 • S 1_.. — 950104 Professional Services - Per Day 41 S 1,875.00 S 7, 500.00 960575 I Installation - Living Expense Per Day 1 61 S 186.00 15 1,11 i 960580 Installation - Travel Fee 1 I S 1.562.50 1 S 1.562.50 4qj r4 rro/etc management Mlsc Material t S 1875.00 S _ 5 1,875.00 $ P201M MONITOR LED 41 S 166.28 S 665.12 FT 6EXT CBL VGA-HDOBI5M HODBI5F 41 S 4.39 $ 17.56 M451NW COL LASERJETPR PRO 20PPM A4/ 21 PP 1 5 526.93 S 526.93 2901 W/2 GE 4 EHWIC 2 DSP 256MB CF 512MB 4 $ 1,38q.03 S 5,536.12 2PT 3GEN MULTIFLEX TRUNK VOICE/WAN INT C q $ 1 608.75 S 6,435.00 1,101) PLG Ill'8C R145 NK 24/26/28 q $ 0.39 S 1.56 1 CBL ASS, MOD D/E.-,IPR - Blue CRI ASSY MOD n/F 74.4PR - Gre 21 , S 7.30 1 I S 14.60 c •e cn Parts............................................................_......_............................................................................................................................ S 125.925.49 Miscellaneous_......................................................................................................................:............................................................. S - Shipping.............................................................. .... ......................................................................................... ................................... . S 1,512.69 PartsSubtotal....................................................................................................................................................................... $ 127,438.18 Labor................................................................................................................................................................................................... $ 6,952.32 Vendor Support (See Vsupport Tab for Details)........................................................................................................................... $ 4,777.50 TOTALPRICE............................................................................................................. ...................... .................................... $ 139,168.00 Prices do not include charges for taxes, duties, tariffs, telecommunication services, or professional services such as Centurion Maintenance or Managed Network Services. Page 1 of 2 sVQ �/st vd�o CenturyUnk~ Stronger Connected JCW Pricing Tool 6.01 Quote Number# 13-041700 Account Manager: Ford Frey Customer Legal Name: E911 Florida Okeechobee County Centurion Maintenance Customer Billing Name: E911 Florida Okeechobee County Customer Address: 312 NW 3RD ST STE 165, OKEECHOBEE, FL 34972-4113 Coverage: Extended Date Prepared: February 5, 2016 Contract Term: 12 Quote Expires: April 5, 2016 Quote Number: 13-041700 Total Non -Recurring QTY Item Price Annual Price -Year 1 Annual Price - Year 2+ Total Annual Price - Y1 Total Annual Price - Y2+ Total Term Price CPE - Includes Shipping and Misc costs s 127.438.18 :: _:. , ;. S 17,334.45 S S 17,334.45 Labor S 6,952.32 $ 17,334.45 $ -$ 17,334.45 On -Site Tech S s Vendor Support S 4.777.50 S S Total Prices $ 139,168.00 $ - $ - Prices shown on this page represent recurring and nonrecurring charges for items as described. These prices do not include recurring or nonrecurring charges for taxes, duties, tariffs, or telecommunication services. �e �4 CenturyLink- Valid Until CenturVLink October 18, 2015 Customer Legal Name: E911 Rorida Okeechobee County Customer Billing Name: E911 Florida Okeechobee County 312 NW 3RD ST STE 165 OKEECHOBEE FL , 34972-4113 Quote -Build k: ICB-2014-50-9RNL53-NIBS Description of Work Fiber build to diversify 911 Circuits for Okeechobee PD and Network Cost to support Remote PSAP to be Performed: Equipment pricing shown is based upon direct safe accompanied by new Centurion Maintenance contract on same. Part Number Description Quantity Unit Price I Extended Price DIV FIB Budgetary Cost DIVERSE FIBER BUILD 1 S 59 000.00 S 59,000.00 S $ Network 2x 3Mbps Links for diverse connection to Host 2 S 2,100.00 1 S 4.200.00 S 1 $ $ I S S IS S $ S S $ $ $ S $ I$ $ S $ I$ One Time Charges .................................... Monthly .................................... Annually MRC.................................... Subtotal................................................................................................................................................................................ Labor......................................................................... ................................................................................ ..... .................................... Vendor Support (See Vsupport Tab for Details)........................................................................................................................... TOTALPRICE One Time.................................................................................................................................................... TOTALPRICE Annual Cost............................................................................................................................................................... all Products IMM an Oft QL t are gorerned by llre S.Ward Terre and C idfm Ca katlam S—ico and the CgWpment Salo Product M , E ffi pored to Attp://atwlcmluryllnkcomllegal/rato_ewNitbru.Atml $ $ $ $ $ $ $ $ 59,000.00 4,200.00 50,400.00 109,400.00 59,000.00 50,400.00 Prices do not include charges for taxes, duties, tariffs, telecommunication services, or professional services such as Centurion Maintenance or Managed Network Services. Page 1 of 1 I NRR I $ $ $ I r� ell Price Sheet CenturyLink- Vendor Support Pricing is Valid Until: April 5, 2016 Description of Work Adding a 2 Position Remote PSAP off of Okeechobee County EOC 911 Viper to be Performed: Equipment pricing shown is based upon direct sale accomnnnied by new cenrririnn AAn;nrennnre rnnrrn,-r Customer: E911 Florida Okeechobee County 312 NW 3RD ST STE 165 OKEECHOBEE FL 34972-4113 Quote -Build#: 13-041700-NIBS (Only if MRR) Sale Price Part Number Description Quantity Type Term Years MRR Unit Price Extended Price P10124 Tier 3 One year Power ECaTS service contract per PSAP 1 NRR $ . $ 3,262.50 $ 3 262.50 P10136 One year Power ECaTS access contract per PSAP 1 NRR $ $ 1,200.00 $ 1,200.00 914143 Symantec End Point Protection Manager (EPM) - 1 year 4 NRR $ $ 78.75 $ 315.00 NRR $ $ $ NRR $ $ $ NRR $ $ $ NRR $ $ $ NRR $ $ $ NRR $ $ $ NRR $ $ $ NRR $ $ $ TOTALAnnual MRR............................................................................................................................................................................... $ TOTALTerm MRR.................................................................................................................................................................................. $ TOTALPRICE NRR............................................................................................................................................................................................................................................ $ 4,777.50 All Services listed on this Quote are governed by the Standard Terms and Conditions for Communications Services and the CenturyLink® Centurion Maintenance Service Annex, both posted to http://about.centurytink.com/legal/rates_conditiom.htmt. CONFIDENTIAL PRICING Page 1 of 1 0 0 I1_s s Is_ s_ Centurion Type I E:lended months Hide show best value TRUE Min ocw FALSE ►�ri CENTURYLINK CenturyLink- CenturYLink Centurion Maintenance Valid Until April 5, 2016 Contract Tom: 12 Months All Services listed on this quote are governed by the Standard Terms and Conditions for Communications Services and the Centuryllnk" Centurion Maintenance Service An—, both posted to http!//abouLcenturyllnk.comAegal/rates_conditlons.html. Part Number Customer Legal Name: E911 Ftorida Okeechobee County customer Billing Name. _E911 Florida Okeechobee County 312 NW 3RD ST STE 165 OKEEC_HOB EE FL , 34972.4113 Quote -Build Y: 13-041700-NIBS :ngineer Selected al Extended Rate Unit Total SUBTOTAL: ANNUAL RECURRING EQUIPMENT COVERAGE................................................................................... $ SUBTOTAL: ANNUAL ON SITE TECHNICIAN COVERAGE......................................................................................... 5 TOTAL ANNUAL RECURRING COVERAGE CHARGES...................................................................................... C TOTAL CONTRACT TERM RECURRING COVERAGE CHARGES..................................................................... r e 17,334.45 17 See Vendor Support Tab for additional Support Costs Page 1 of 2