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HomeMy WebLinkAboutCCMin_04Jun21 CITY OF FALCON HEIGHTS COUNCIL MINUTES June 21, 2004 Mayor Sue Gehrz called the special Council meeting to order. PRESENT: Mayor Gehrz, Council members Laura Kuettel, Robert Lamb and Peter Lindstrom Also present: City Administrator Heather Worthington and Deputy Clerk Mary Shea Kodluboy ABSENT: Council member Richard Talbot Recommendation for County Board regarding 800 MHz dispatch system Mayor Gehrz explained to the viewing audience that on Tuesday, June 22, the Ramsey County Board will decide how many Dispatch/Communication Centers (PSAP’s) will be included in the new 800 MHz system in Ramsey County. They have requested input from all cities and townships to assist them in making this decision. Since the next regularly scheduled City Council meeting will occur after the June 22 County Board meeting, this special City Council meeting is being held to enable the Council to take formal action on a recommendation formulated by Mayor Gehrz and City Administrator Worthington. Basis for Recommendations: Since September, 2003, Mayor Gehrz said that she has been representing 14 suburban cities and townships on the 800 MHz Public Safety Communications System Policy Planning Committee. This committee, composed of elected officials from the county, cities, and school districts, makes recommendations to the County Board on the organization, governance, and financing of a public safety system in Ramsey County. Work groups composed of first responders and dispatchers have been working with technical consultants to plan the system, operating protocols, and training. To assist in gathering information about service options, financing, and governance, Administrator Worthington has convened several meetings with suburban City Administrators and City Managers. They have developed recommendations around governance principles and dispatching service needs. Current status of dispatching centers: There are currently four separate PSAP sites operating in Ramsey County: Saint Paul Ramsey County Sheriff Maplewood White Bear Lake Falcon Heights paid $12,552 last year to the Ramsey County Sheriff’s dispatch as a part of our contract with St. Anthony Police. An additional $10,825 was paid by our taxpayers on their County taxes to be used toward the cost of maintaining a county dispatch system. FALCON HEIGHTS CITY COUNCIL MINUTES -2- June 21, 2004 Recommendation for County Board regarding 800 MHz dispatch system (continued) Mayor Gehrz said that all taxpayers in Ramsey County help support the cost of a County-wide dispatch system. Cities have the choice of operating their own dispatch centers but must cover the costs for doing so out of their City funds. The dispatch functions in White Bear Lake and Maplewood have been intertwined into a public safety service model that includes non-dispatch related activities. Current positions: As of June 17, Maplewood and White Bear Lake have taken official positions of support for continuing the operation of their independent PSAP’s. This is similar to Hennepin County in which everyone pays toward the cost of maintaining a county-wide dispatch capability but some cities, including Minneapolis, maintain and fund their own dispatch centers. The City of Saint Paul and Ramsey County administrative staff have expressed preferences for a single site PSAP to handle all dispatching for Ramsey County. The suburban cities have directly or indirectly opposed the merger of Saint Paul and suburban dispatch. There have been three major concerns: Backup capability in the event of disruption of service Potential reduction in services in the suburban cities due to increase in call volume in Saint Paul and differences in response protocols Increased cost for suburban cities to add dispatchers to handle the call volume for Saint Paul Mayor Gehrz said that one of the major decisions to be made is the organizational structure of the Dispatch/Communication Centers (PSAPs). The Project Management Team identified the following criteria that it would like each jurisdiction to consider when discussing both its short-term and long-term policy decisions around PSAPs. CRITERIA FOR MAKING THE BEST POLICY DECISION All federal requirements are met Appropriate protection for the life and property of our citizens Appropriate support for the safety of first responders Cost justifiable/best service for the dollar Appropriate long-term approach to managing system/resources Increased homeland security by offering appropriate integration and interoperability Results in no reduction of service level Facilitates continuous cross training/skills development of dispatch staff Maintains culture of responder organizations FALCON HEIGHTS CITY COUNCIL MINUTES -3- June 21, 2004 Recommendation for County Board regarding 800 MHz dispatch system (continued) Mayor Gehrz reviewed the PSCS/800 MHz Project PSAP option feedback form that is to be submitted to the Ramsey County Board on Tuesday, June 22, and the recommendation that she and Administrator Worthington were proposing to the full Council. She said they are recommending an interim step: Two dispatch/communication centers (PSAP’S)—one urban and one suburban. Factors that led to this recommendation: Concern about the potential reduction in suburban service levels due to the discrepancy between Saint Paul and the suburbs in the ratio of dispatchers to calls; and concern about the potential cost increase to suburban cities for the additional personnel required to handle the call volume for Saint Paul. Council member Kuettel asked what Hennepin County does. Administrator Worthington said that Hennepin County has a dispatching center and all County taxpayers pay for it. Minneapolis and Hopkins have their own dispatch centers. Over time there are incentives for communities to move toward centralization. Anoka County has created a joint powers entity that is under the control of the County Manager. Mayor Gehrz said the resolution the County Board will vote on authorizes the County Manager to negotiate with Saint Paul for a merged dispatch. Saint Paul is only 44% of the County tax base but generates 75% of all dispatch calls. There is concern about a fairness issue. Council member Lamb recommended consideration of a single site. He thinks the problems can be worked out if everyone is forced to. He said that in his career, he created and managed two call centers. He outlined several considerations: Architecture -- technology point of view. Can you route the calls to where you want them to be? The costs of multiple locations are incredibly greater than one location. Multiple centers require multiple supervisors. One central call center requires fewer supervisors. If you have a small call center with 5 dispatchers and one calls in sick, you are down 20%. If you have a position open that hasn’t been filled, you are down 40%. The larger the center, the better your management practices are. You can professionally train your crew, have more experienced supervision, and have overflow capability. A central center is more efficient, more professional, more highly trained, and more flexible. Architecture – management perspective. People don’t want to do it because there is distrust of the government units involved that the costs may not be fairly allocated. This is a legitimate topic that can be addressed in a shared powers agreement. Costs can be allocated according to usage. If you don’t get the service you believe you should get, you can back out of the agreement and join the Maplewood PSAP or Hennepin County. You can go to India with this. Citizens deserve to have their government officials working together. FALCON HEIGHTS CITY COUNCIL MINUTES -4- June 21, 2004 Recommendation for County Board regarding 800 MHz dispatch system (continued) Council member Lamb said that the reason he doesn’t like the interim step is that he has enough organizational experience to know that once you have two or more PSAPS set up, it would take a big bomb or a big opportunity to bring about creation of a single site PSAP. One center, from a cost point of view, would save taxpayers a lot of money and be a super deal all the way around. Ramsey County is an urban county. Take advantage of the urban ness. The technologies are available to do this. Council member Kuettel spoke briefly about the 9/11 study and its discussion about all of the different layers. Her initial reaction was to do a single site, regardless of what White Bear Lake and Maplewood do. Mayor Gehrz said that she appreciated what Council member Lamb said about call volume. She could see a single site with cost allocated on a back one year call volume basis. Administrator Worthington said that Ramsey County is using some type of calculation to determine cost. The only fair way to base this would be on call volume. Council member Lamb said that if the City was to support the two center thing, which is really four, what would be the cost allocation assumptions in the PSAP Falcon Heights would be in? How would costs be calculated? Council member Lindstrom said he has heard some convincing arguments. If the issues can be worked out through a joint powers agreement, he would be satisfied with a single call center. Mayor Gehrz said that she sees everyone so far from that. The County Board members aren’t even close. Council member Lamb said that you need to force people to be on the right path. If we support two centers now, those two centers will become entrenched. Mayor Gehrz said that cost should be based on a call volume formula rather than a tax base formula. Council member Lamb said that Falcon Heights will be providing leadership. If we can turn one head tomorrow and more in the future, we will be moving toward something that is more efficient and professional. If we believe a single site is the right thing, that is what we should advocate. Mayor Gehrz said that she will have to wear two hats, one for Falcon Heights and one representing the eleven other communities. FALCON HEIGHTS CITY COUNCIL MINUTES -5- June 21, 2004 Recommendation for County Board regarding 800 MHz dispatch system (continued) Administrator Worthington said that the primary issue that has come up has centered on cost. Council member Lamb said that capital costs for a single center are a lot less than for multiple centers. The only issue here is whether people have the will to solve the problems. If you have the will, the problems can be solved. Citizens have a right to expect consistent service and we should be driving toward a standard. Council member Lindstrom said where do we go from here? The County Board will make a decision tomorrow. He would feel comfortable voting for a single location with a caveat about cost on a call basis. Council member Lamb made the following recommendations: 1. The City would want to see a cost allocation model based upon call volume. 2. Single site comparison of initial capital outlays. One center versus multiple centers. 3. Standard quality of service development. How many taxpayers, time from call to dispatch. Creation of a single set of standards in the County. Council member Lindstrom said the City could opt out if it was dissatisfied and go with Hennepin County. Administrator Worthington said that she asked the Saint Anthony Police Department about that and evidently there is some statutory issue about Hennepin County dispatching for Ramsey County. The general consensus of the Council was that their recommendation to the Ramsey County Board of Commissioners is for one single dispatch/communication center site (PSAP) in Ramsey County. The cost allocation model would be based upon call volume, and issues of funding and governance would be addressed through a shared powers agreement. The special City Council meeting was adjourned at 9:00 PM. Respectfully submitted, Mary Shea Kodluboy Deputy Clerk