COMMISSIONERS' COURT AGENDA REQUEST *PLEASE FURNISH ONE ORIGINAL AND FIV OPIES OF THIS REQUEST AND DOCUMENTS TO BE R VI W D BY THE COURT MADE BY: KERB EMERGENCY 9-1-1 NETWORK OFFICE: MEETING DATE: 9-27-94 TIME PREFERRED: A.M. SUBJECT: (PLEASE BE SPECIFIC) FY 94-95 BUDGET EXECUTIVE SESSION REQUESTED: YES PLEASE STATE REASON FOR EXECUTIVE SESSION NO xxxxx ESTIMATED LENGTH OF PRESENTATION: is MINUTE PERSONNEL MATTER - NAME OF EMPLOYEE: NAME OF PERSON ADDRESSING THE COURT: FRANK FELTS & BOARD MEMBER Time for submitting this request for Court to assure that the matter is posted 1n accordance with Article 6252-17 is as follows: * Meetings held on Monday: 12:00 P.M. previous Wednesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earnest opportunity. See Agenda Request Guidelines. ,~ KERR EMERQEMCY 99 ~TWORK 879 WATER ST. #720 • P.O. BOX 1422 • KERRVILLE, TX 78029-1422.210-792-5911 • FAX 210-896-7070 September 22, 1994 Honorable W. G. Stacy, County Judge Kerr County CourthousE: 700 Main St Kerrvi.l].e Tx ~IIO2II DE:=.ar Judge Stacy: Regard.i.ng Commissioners court order 2?294 on September ].3, ].994, rejecting the FY 94-95 Budget of Kerr Emergency 9-1-1 Network. We. will address, individually, each of the reasons listed i. r; thE: order. 1) i t nc~.i f r'c errca~gh t ,v l z ne z trnr The attached addresses in more detail each line of the budget.. We hope this is sufficient to satisfy the coc.irt- 2) defrcif buu+'rret needs mere ex,clarrativn The goal fior Kerr Emergency 9-1-1 is to provide to the cit.i.zene of the District a fully enhanced 4-1-1 System (E911). In order t.o accomplish this complex goal an acc:umulati.on of funds was neces- sary. The original Board of Managers had the foresight to p~.ar- chaae equipment that could handle E9-1-7. along with the Basic 9- ].--I. operation. For this equipment to ba= utilized to its fullest. potential a graphics database map), informational. database (AEI), master street address guide (MSAG) and Emergency service zones (FZN) Hoed to be established and maintained on a daily basis. The most cost effective way to accomplish this goal i.s to do all of the~r~e projects on a local basis. This wi11 require a or7e tune and expensive expenditure to obtain the necessary er~uipmf=nt to handle these projects.. By establishing a fiscal. budget from tfre "zero ba=-;e° process it. shows a "deficit budgot"'- 3) ever t l n~,<~nc z eu; nc~ t s~;w;<~ l ~r l err; d full y Without an e:tions the court may have had on this matter. Approval of the Kerr Emergency 9-1'1 Network Dis- trict's 94-95 budget would certainly allow the District to move on fiorward toward its goal. Respectfully, Frank Felts. DirE+c to r' cc: Commissioner Ray Lehman Commissioner T H Lackey Commissioner Glenn Holekamp Commissioner Bruce Oehler W o. CC O ~- W Z mmmA a ~~dIV~~~ 9NImnIII~P ''II imna pp II Ipmldl Y 99apllAflq papnnxglIgI N6uWd~l A ~I~III~ i~~~~P~M amlmlaua ^~Ma~'BI ~~~i~ ~Rn~~~~~ ppmmulm I ITT I? F' X TZERR EMERGENCY 9-1-1 NE'T'WORK 34 - 95 F Y T3UDGFT I. REVEIVUE~ (PROJEC`T`ED) II. 1994 - 1995 F Y BUDGET III. ACCOUNT DESC:RIPTl:ONS IV. FUND BALANCE KERR EMERGENCY 9 -1-1 NETIJORK PROJECTED REVENUES 1994 - 1995 6UDGET ACCOUNT 93-94 94-95 6911 INTEREST 3,604 3,600 -0- 6989 MISCELLANEOUS -0- -0- -0- 6993 KERRVILLE TELCO 108,803 114,727 5,919 6994 HILL COUNTRY TELE COOP 30,465 36,104 5,639 PROJECTED TOTAL: 142,873 154.431 11,558 F2E'.V1=.IVLJB ACCOUNT DE3SCR I PT I oIV S 6911 INTEREST: Interest earned on funds, interest bearing checking account. 6989 MISCELLANEOUS: Income from miscellaneous sources. 6993 KERRVILLE TELCO: Income earned from basic 9-1-1 fees through Kerrville Telephone Company. 6994 HILL COUNTRY TELE COOP: Income earned from basic 9-I-1 fees through Hill Country Telephone Cooperative. I-1 9-C: ~: Y=:: f=~'. E= P"i EE:. F~: [=e E"-: P`wl C:~ 1' .~, _._.. _l.. -...M.. I'*~! E:_. _I.. l.Jl C:) E~.,~> I'.. [::::> ;N_ 5=:~ -.r.. F w _[: C::: 'T" -~_ c;} c~, ~ .___ ACCOUNT F Y 93-94 8001 Salary & Wages 30,000 8003 Temporary Help 1,000 8005 Social Security 2,300 8006 Retirement 2,400 8010 Professional Development 5,000 8011 Local Meeting Expense -0- 8101 Office Supplies 8,000 8102 Small Tools and Equipment -0- 8105 Food Supplies -0- 8106 Janitorial Supplies -0- 8108 Other Supplies -0- 8110 Postage & Freight -0- 8202 Buildings & Structures (Facility Rental) 8205 Office Equipment 8206 Instruments & Apparatus (Maintenance) 8301 Phone Service 8305 Legal Service 8306 Special Services 8307 Insurance 8311 KEMSA 8312 Audit Fees 8313 Hire of Equipment 8315 Payment to other Funds 8316 Advertising 2,000 500 8,000 15,300 8,000 28,500 3,400 100 -0- 1,200 36,600 2,000 r.--.:~ ~_~ r-5 c:::~ n.:: _ -I- F Y 94-95 68,520 8,000 5,244 -0- 4,350 220 38,520 7,000 2944 {2400} {650} 220 13,860 5,860 250 250 20 20 50 50 50 50 4,710 4,710 4,740 2,740 770 270 5,340 {2660} 33,500 2,000 36,200 3,300 -0- 5,000 3,880 36,600 700 18200 {6,000} 7700 { 100} { 100; 5,000 2,680 -0- {1300} 8401 Certificates, Awards, 1,000 200 { 800} 8402 Dues & Subscriptions 200 226 26 8405 Other charges 5,000 -0- {5000} 8410 Reserves (Equipment -0- 2356 2,356 Replacement) 8505 Office Equipment(Purchas e) 500 5,700 5,200 8506 Instruments ~ Apparatus 18,000 35,300 17,300 (Purchase) 8514 Misc. Capital Outlay 1,000 -0- {1,000} TOTAL EXPENDITURES 180,0@0 281,086 101,086 II-1 1 KERR EMERGENCY 9-1-1 NETWORK DISTRICT ACCOUNT DESCRIPTIONS 8000 SERIES: PERSONNEL SERVICES Compensation to individuals in the form of salaries, wages and benefits. 8001 SALARIES AND WAGES ...........................68,520.00 Compensation to all full time permanent and probationary employees; funds appropriated for pay increases. 8001 DIRECTORS SALARY ....................26,400.00 Reports to the Board members on matters relating to operation of the District. Responsible for statutory mandate and policy directives oT' the District and related rules, regulation, and guidelines regarding operation of the District. Oversees day-to-day operations of the District and staff and provides general leadership and direction. Develops or reviews annual budget and exercises fiscal control. Oversees coordination with governmental agencies in maintaining standards to ensure uniformity of budgetary and fiscal policies and procedures. Responsible for the adminis- tration of minimum performance standards for equipment, operations, and training for the District's 9-1-1 service. Oversees the District's personnel program in accordance with Districts policies, procedures, and regulations. Prepares and reviews materials for regular Board of Managers meet- ings. Represents the District before various agencies and makes presentations on emergency communications programs and performs such other duties as may be required. With approval of the Board employs any experts, employees, and consultants the Director considers necessary to carry out his duties and the District's purposes or goals. Upgrade from a part-time position to a full-time position. III-1 8001 DATA BASE MANAGERS SALARY...........12,480.00 (Temporary employee (maximum two years) Hire March 95. Primarily responsible for the overall operation of all 9-1-1 data base activities, including but not limited to: Development of Emergency Service Zone Boundary Maps(ESZ). Development of official list of Emergency Service Numbers (ESN). Defining detailed jurisdictional boundaries. Coordinating between the participating jurisdictions and agencies on verifying street names, spellings, number ranges, and general accuracy during Master Street Address Guide (MSAG) development. Working with Emergency Service Agencies, jurisdictions and related entities to resolve data discrepancies. Obtaining sign-off on the final MSAG which confirms that each agency and jurisdiction has veri- fied the final MSAG and agrees to its accuracy. Coordinating with city and county planners assuring their records and 9-1-1 records match. 8001 MAP MANAGER SALARY ..................18,720.00 Hire October 94:Primarily responsible for the overall con- struction, updating and maintaining the "graphics" data base and street index (ndx} of the base map of the district. Including but not limited to: installing new streets, vali- dating street names, installing & identifying available hydrology sources. Working with Data Base Manager and Field Worker in maintaining ESZ and jurisdiction boundaries. Keeping any needed identifiers on the map to assist emergen- cy responders, such as landmarks up to date. 8001 FIELD ADDRESS VERIFICATION & NOTIFICATION COORDINATOR.......... .10,920.00 Temporary employee (maximum two years) Hire April 95:Primarily responsible for coordination between 9-1-1 and entities that are effected by address changes, including but not limited to; emergency responders, cities, US Postal authorities. Will work with Map manager and dBase manager in verifying in the field items such as addresses anal boundaries. Will coordinate with USPS the notification process. III-2 8003 TEMPORARY HELP ...............................8,000.00 Includes part-time, temporary help and part-time permanent help. Due to the potential workload in the addressing as signment/notification procedure, there will be times when one employee cannot handle the volume. Part-time employees and volunteers should be utilized, to keep the mapping program moving forward at a steady and rapid pace. 8005 SOCIAL SECURITY (FICA) ........................5244.00 Projected increase due to increase in potential salary increase. 8010 PROFESSIONAL DEVELOPMENT .......................4350.00 Expenses incurred by employees attending approved schools or training programs, such as meals, lodging, registration fees, transportation, etc., also training pamphlets, safety manuals and rental of films for in-house programs; and work related travel expenses. 8011 LOCAL MEETING EXPENSE ........................ 220.00 Includes cost associated with committee meetings. Meeting with advisors, consultants, vendors, Board of Managers, Advisory Commission on State Emergency Communications meetings, volunteers,and activity related operation of District. The District should become more involved in the ACSEC activities in order enhance our access to funds that become available. H'hen addressing phrase gets under way there will be numerous meetings with postmasters and volun teers. III-3 8100 Series SUPPLIES AND MATERIALS Expendable materials and operating supplies which are subject to rapid consumption and which are normally of small value. (No capital outlay items are included in this classification) 8101 OFFICE SUPPLIES ..........................13,860.00 Supplies necessary for operation of an office such as postage stamps and operation manuals, copying, binding and other printing costs. Printing of map books for respon- ders and supplies for this portion of project create the in crease.( This phase of the project could very easily go into the 95-96 FY.) 8102 SMALL TOOLS and EQUIPMENT ...................... 250.00 Items under $250.00 in value which are subject to loss or rapid deterioration, such as brooms, light bulbs, wrenches, calculators, tape recorders, label printers and misc. office equipment. 810.5 FOOD SUPPLIES .................................. 20.00 All purchases of articles for human consumption. When the addressing phase of the project gets under way there will be numerous meetings with US Postal Authori ties, volunteers and other entities effected by address changes. 8106 JANITORIAL SUPPLIES ............................ 50.00 Cleaning preparations, deodorants, disinfectants, floor cleaning supplies, wax, soap, and sanitary supplies. 8108 OTHER SUPPLIES ................................. 50.00 Purchase of office type supplies for specialized equipment not covered under 8101. 8110 POSTAGE & FREIGHT ...............................4710.00 Postage increase basically for the address/notification process. III-4 8200 Series MAINTENANCE and REPAIRS Expenditures for materials and parts used in renewal, compo- nent replacement, or repair of any equipment. 8202 BUILDINGS and STRUCTURES FACILITY RENTAL ............................. .4740.00 Administrative office lease and off premises storage lease. H205 OFFICE EQUIPMENT ................................. 770.00 Maintenance contracts and repairs of office equipment such as typewriters, calculators, copy machines, desk, chairs etc. Basically administrative office equipment. 8206 INSTRUMENTS and APPARATUS.(Maintenance)..........5340.00 Maintenance on all computers, controller, and telephone equipment associated with PSAP and ALI dBase operation. Historical data indicates the PSAP equipment will increase in the need of repairs, with no service contracts in place and out of warranty creates an increase. III-5 8300 Series MISCELLANEOUS SERVICES Contractual services other than repairs, improvements or replacements. 8301 PHONE SERVICE ............................... .33.500.00 Local service, long distance, modem and .trunk charges. Majority of the increase is reflected because of a book- keeping change in accounting for a more detailed accounting of expenditures. 8305 LEGAL SERVICE ....................................2000.00 Cost associated with legal services. It is anticipated that the number of contracts involved in operation will be much less this year. 8306 SPECIAL SERVICE ..............................36,200.00 Engineering and consultant fees; also fees for unclassified services received, such as mapping, addressing and data base construction. 8307 INSURANCE ......................... ............ .3300.00 Premiums for comprehensive liability, auto liability, errors and omissions, real personal property, boiler and machine- ery, auto physical damage, blanket fidelity, public offi- cials bonds, wox•kers compensation and payment to Insurance Reserve fund. Due to history of no claims as of date this figure is slightly lower FY 94-95. 8312 AUDIT FEES ........................................ 5,000.00 Costs associated with performance of annual audit. This is a new catagory for bookkeeping and to comply with section 772.309 (d) of the Health and Safety Code. 8313 HIRE OF EQUIPMENT .................................3,880.00 Rental of equipment and vehicles with or without operator; also allowance to employees for use of private vehicle on District business. With initiation of the address/notifica tion/verification process, field work will increase causing more employee vehicular mileage. 8315 PAYMENT TO OTHER FUNDS ......................36.600.00 For services contracted for via inter-governmental agreement such as operation of PSAP and financial services to the District. 8316 ADVERTISING ...................................... 700.00 Cost associated with legal notices, special programs and public relations. With initiation of the address/notifica- tion procedures some public information advertisment will make for a smoother operation. III-6 8400 SERIES SUNDRY CHARGES Expenses legally or morally obligatory upon the District as a public entity. 8401 CERTIFICATES, AWARDS, ETC .........................200.00 Includes floral offerings, plaques, certificates, etc. With the utilization of volunteers in the projects scheduled for this year a Thank You of some type would be in order. 8402 DUES and SUBSCRIPTIONS ............................226.00 Dues to professional organizations and subscriptions to professional magazines. Most professional publications are now addressing the present day problems of 9-1-1 which are very helpful and provide, through advertisment, vendors. 8410 RESERVES FOR EQUIPMENT ..........................2356.00 Funds reserved for replacement of capital outlay type equipment. III-~7 8500 SERIES CAPITAL OUTLAY Includes purchase of all real property, such as land, buildings, and other improvements, and the purchase of items of personal property which meet the following requirements: (Does not include component replacement.) 1)Must have an estimated life of more than one year. 2)Must be capable of being permanently identified as an individual unit of property. 3)Must belong to one of the general classes of property which are considered as fixed asset in accordance with generally accepted accounting practice. Fixed assets are defined as items of property that has a life expectancy of more than one year. As a general rule, an item which meets the first two requirements and has a unit cost of $250.00 or more, should be classified as capital outlay, while items costing less than $250.00 should be classified as supplies and materials. 8505 OFFICE EQUIPMENT.(Purchase) ..................5700.00 New or used additions to office equipment such as typewrit- ers, copiers, desk, chairs, filing cabinets, bookcases, carpets, draperies and PC type computer systems. Our present copy machine was used when purchased 7/9/92. It currently has 82357 copies on meter. We have spent $338.00 for repairs in past few months. History indicates a drum life of 100,000 copies. The machine is in line for a major breakdown, at which time it may be more cost effective to purchase/lease instead of repair. 8506 INSTRUMENTS and APPARATUS.(Purchase)..........35,300.00 Purchase of items such as radio equipment, surveying instur- ments, projection equipment, Geographical Information System and map maintenance related equipment. With the prospects of purchase of a total Geographical Information System (GIS) this makes this item expensive and a one time expense. History indicates the purchase of remoe ALI printers may also be in line this FY. 94-95 TOTAL BUDGET ................................281,086.00 III-8 K E R R E M E R G E N C Y 9- 1- 1 N E T W O R K 1 9 9 4 - 1 9 9 5 F Y B U D G E T FUN D B A L A N C E 1993 - 1994 SUMMARY (PROJECTED) BALANCE AS OF 8/30/94 160,486.00 9/1/94 - 9/30/94 REVENUES (PROJECTED) (Telcos.) 12,570.00 INTEREST (Projected) 474.00 EXPENDITURES (PROJECTED) {11,000.00} ENDING FUND BALANCE 162,530.00 1994 - 1995 SUMMARY (PROJECTED) BALANCE AS OF 10/1/94 162,530.00 REVENUES (projected) 154,431.00 EXPENDITURES (Budgeted) {281,086.00} ENDING FUND BALANCE 9/30/95 35,875.00 ADDRESSING POOL FUNDS ACCT. AS OF 7/31/94 22,486.81 TOTAL FUND 58,362.00 IV-1