ORDER N0. ~61~1 AP'P'ROVE N.ERR EMERGENCY 9-1-1 NETWORK FY-2Q~0Q~ BUDGET On this the 13th day of December 1999, upon motion made by Commissioner Griffin, seconded by Commissioner Williams, the Cour-t unanimously approved by a vote of 4-0-Q, the Kerr Emergency 9-1-1 Network FY-E0m0 Budget. COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Fred Henneke OFFICE: County Judge MEETING DATE: December 13, 1999 TIME PREFERRED: SUBJECT: (PLEASE BE SPECIFIC) Consider and discuss approval of the Kerr Emergency 9-1-1 Network FY-2000 Budget. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MA"fTER -NAME OF EMPLOYEE: County Judge Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: 5:00 P.M. previous Tuesday. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepazed for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towazds you request being addressed at the eazliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. Kerr Emergency 9-1-1 Network 87 Coronado Drive, Suite 100 Kerrville, Texas 78028 Phone: 830.792.5911 Fax: 830.792.5923 Email kerr9l l@ktc.com December 2, 1999 Hon. Fred Henneke Kerr County Judge 700 Main Street Kerrville, TX 78028 Your Honor, Thank you for timely response to the proposed FY-2000 budget. I appreciate your comments and questions. For item #1 in your response, please see the attached spreadsheet entitled "Kerr 911 FY- 1999 Expenses ofFY-1999 Budget compared to FY-2000 Budget". I also provided comments for certain current line item expenses in the operations part of the budget. For item #2, I have provided the requested information. It was an oversight on my par[ that this was not included in the proposed budget packet. Item #3 regazding salaries. The District is making an earnest effort to bring the salaries of non-exempt employees up to, at least, a locally competitive level. District salaries for technically skilled employees have lagged behind local "compazative" jobs. In particular, with the proposed budget, my Information Systems manager position salary is raised to the cap of $25,000 per annum (up from 23,000, a 8.7% increase). Locally, compazative jobs (database management, telecommunications systems analyst, network administration, GIS management, systems planning, etc., all of which my IS Manager performs in addition to basic in-house administration) aze in the $30,000 + per year. My GIS Technician position requires advanced computer skills, knowledge of land systems, basic caztography and GPS systems. compazative local salaries for such a position (GPS technician, advanced electronic drafting, computer graphics technician, etc.) start in the $25,000 per annum range. With the proposed budget, my GIS technician wIll increase from an annual salary of $19,500 to $21,000, which is still below job market The District has in the past, as I know other entities and local companies have, found it difficult to find and employee qualified personnel for technical positions. I was fortunate this yeaz to fill both these positions with personnel who have roots in Kerr County and are locally career oriented. It is imperative the District retain such qualified people for the 9-1-1 mission. These two positions account for the bulk of the salary increases. The secretary/book-keeper position received a modest increase of 3.5% and the Boazd awazded me a 2.8% increase. In short, the District is not yet to the point of considering COLA increases; we're trying to catch up to local markets while living within the fiscal means of the District. And finally, Item #4, Professional Fees line item. I anticipate about 25 more billable hours by our Boazd attorney this year, mainly due to expected contract review and consultation with regards to wire line and wireless competitive local exchange carriers who plan to, or are, setting up shop in Kerr County. Currently, there aze more than a dozen CLECs requesting contracts with Ken 9-1-1 for local service, with still a dozen more having given notice to us they intend to seek contracts for 9-1-1 service in 2000. And, there are several issues looming for 2000 (FCC "cost recovery mechanisms", etc.) that I think will require additional legal services. I hope you find this a sufficient response. If you have any other questions, please contact my office. For the period of 12/2/99 through the week of December 6~', we aze scheduled for final Y2K hardwaze and software upgrades at the PSAP, which will require my full attention. However, my secretary will have tabs on me and be able to readily contact me by phone or pager. Sincerely, 4/ ~~~G:~GG~~ W. T. Sandlin, Jr. Executive Director Kerr Emergency 9-1-1 Network. Note: My personal email is tsandlin@kto.com , which I check daily. Kerr 911 FY-1999 Expenses of FY-199 Budget compared to FY-2000 Budget FY-1999 FY-1999 FY-1999 1999 FY-2000 Expenditun;s Budget Remaining °h Budget to 410 Office Supplies 6,641 7,000 359 5% 2,500 412 Office Equipment & Repairs WA N/A N/A .4,800 413 Plotter Extended Warranty N/A N/A N/A 93$ 420 Liability Insurance 540 3,1 85 2,645 83% 3,185 425 Texas Workforce Commission __ ~ 1,116 _ 2,000 884 44% 1,750 _ 430 Professional Development 0 _ 2,500 2,500 100% 2,000 440 Rent _ 7,402 __ 9,600 2,198 23% 7,236 445 Utilities * N/A N/A _ N/A 1,920 450 Professional Fees 7,358 7,000 (358) -5% 9,000 460 Postage & Delivery 165 _ 1,000 835 84% 1,000 470 Vehicle Expense 5,232 8,000 2, 768 35% 7,200 475 Vehicle Lease WA N/A _ N/A $,976 476 Vehicle Insurance N/A N/A N/A 1,20() 480 Office Maintenance & Repairs _ 2,02 8 _ 4,200 2,172 52% 2,100 Miscellaneous _ _ 510 Awards & Honorariums 0 _ 100 100 100% 100 520 Dues & Subscriptions 634 900 266 30% 550 530 Public Education 8 Advertising 222 600 378 63% 600 OPERATIONS EXPENSES CAPITAL EXPENSES TOTAL FY-2000 BUDGET -New line item for FY-2000 565 1,000 435 44% 1,2010 7,362 7,400 38 1% 7,900 _ 1,224 2,000 776 39% 2,000 _ 230,071 279,529 49,458 18% 314,971 35,758 57,800 22,042 38% 43,000 265,829 337,329 71,500 21% 857;971 Kerr 911 FY-1999 Expenses of FY-199 Budget compared to FY-2000 Budget FY-1999 Capital Expenditures 611 ~ GPS Unit Y2K Upgrade 295 621 ~ Copier/Printer 720 622 ~ Color Laser Printer 4,470 630 ~ Office Furniture 1,015 665 •PSAP Upgrade of Dispatch Chairs 400 674 ~ Software Extension for ArcVew 2,238 675 • NewAdministrative Computer 1,061 676 ~ Y2K Network Upgrade 618 677 ~ Microsoft Office Upgrade 429 678 ~ Maplnfo Upgrade 607 690 Office Move 408 695 ~ Vehicle Lease 8,976 696 ~ Delivery of Ford Vehicles 374 699 -PSAP Extended Warranty 14,148 General comments on FY-99 operational expenditures Personnel: The GIS technician position was not filled until the 2"d quarter of FY99. The IS manager position was not filled until the 3rd quarter of FY99. No overtime wages were encountered, but as a rule of thumb, 5% ofnon-exempt employee salazies aze budgeted in 211 -Overtime. No contract labor was used in 1999, but a small reserve is itemized in case temporary help is needed during an FMLA or similar situation. Operations: Explained in accounts section of budget pack. Historically, local service provider changes have increased 7% annually (FY2000 increase). There is an anticipated increase in VFD pager costs of $400 due to tariff changes affecting paging service providers. Direct: (Line 420) Our liability insurance (TML,) costs are estimated by TML annually and remains unchanged for FY2000. The budget underage was due to TML rebate due to our lack of liability claims. (Line 425) TWC provides us with cost estimates for the fiscal yeaz. This yeaz we were rated at 3.84%. (Line 430) is for training and seminars. Due to workload this yeaz, neither seminars nor training was attended. But for 2000, I have planned advanced GIS software training for two employees in San Antonio; I need to attend the state TENA (TX Emergency Number Ass'n.) conferences this spring. (Line 460) kept at $1000 mainly for address notifications. Other line item expenses are self-explanatory. -~-,e t y zoov » Capital Expenses anticipated 8 under consideration: Wireless Caller Locating Service 35,000 Upgrade PSAP Workstations 3,OOp Computer Hardware/Upgrades 1,800 Computer Software/Upgrades 2,200 Network Server/Data Server f,000 43,000 ' Caller Location Phase I & II remain to be implemented. Costs estimates still fluctuate, and recent and impending FCC rule changes further confuse cost estimating. $35,000 remains the target estimate for the District. z Due to new and evolving technologies, the PSAP workstations (originally purchased in 1996), will need to be upgraded. Probably 3rd or 4th quarter. ' Upgrades to transition mapping and admin computers to Win2000 system later in year. Necessary upgrades to keep abreast of new technologies. ° Cost to migrate to Win2000 operating system and necessary major updates to existing software. e Costs to upgrade storage capacity and provide data sotrage redundacy. Rapid and reliable access to that data is crucial to daily operations and must be maintained in an efficient and secure manner. Kerr ~y a1-1 Network 87 Coronado Drive, Suite 100 Kemille, Texas 78028 Phone: (830) 792-5911 E/fIB/~Ef1Ly~:01r111'NJ1A~ISQ'S8'~ Fax: (830) 792 5923 Email: ken911@ktc.com November 22, 1999 Kerr County Commissioners Court Kemille City Council Ingram City Council Your Honors H. B. 1984 of the 76"' State Legislature modified the budget process for Emergency Communications Districts. Today, meeting in regular session, after a careful line Rem review, the Board of Managers unanimously adopted the "proposed" budget for District Fiscal Year 2000 (1/1/2000 to 12/31/2000). The FY-2000 "proposed" budget is presented for your review and comment to the Board. Our budgeting process was delayed waging for data and fgures for some new federal and state mandated cost recovery mechanisms that impact PSAP operations. The District may have increased operational costs (and additional revenues) beginning some time in 2000 due to Texas subscribing to a statewide 9-1-1 database, certain cellular 9-1-1 call location technologies due to be deployed in our area within the next 12-24 months, and several competitive wireline and wireless carriers starting up in Kerr County. As of November 17, 1999, the cost fgures for these mechanisms were not available to the District and probably will not be available until the first or second quarter of 2000. On November 18, 1999, the FCC issued a press release amending its cost recovery rule for E911 and "clarifying" other issues regarding cost recovery mechanisms. E911 interested parties are deciphering the recent FCC action. The budget time frame already constrained, the Board took action today with the caveat that a budget amendment(s) might be necessary in 2000 due to the mandated cost recovery mechanisms. The Board felt R imprudent to expose additional funds under General Operations until such time accurate cost estimates are available. The District asks for your collective indulgence and cooperatbn in our first time dealing with this new budget process. The Board of Managers intends the presented "proposed budget" as "the budget" for 2000. The District requests the entities review the budget and f~ rd individual and !or group comments,rf anv. to the BOa~v December 6. 1999. then consider the DistricPs ~Y-~ tT~ approval prior to the Christmas holidays The District apologizes for the inconvenience and confusion brought about by this new legislation and hopes you will forgive the delays brought about by recent federal rulings regarding E911 cost recovery issues. Sincerely,/f ~p4 ~iCt~G~Gy~ W.T. Sandlin, Jr. Executive DirectorlEx-Officio Secretary of the Board. KERR EMERGENCY 9-1-1 NETWORK FY-2000 BUDGET GENERAL OPERATIONS Personnel 210 Salaries 112,120 211 212 Overtime Payroll Taxes 3,396 9,105 213 Medicallnsurance 14,616 214 TCDRS Retirement 12,333 220 Contract Labor 3,500 Subtotal 155,070 Operations 310 PSAP Operations 36,000 320 PSAP Equipment Extended Warranty 14,148 350 Service Provider Charges 32,000 355 360 Language Line VFD Pager Service 600 4,200 365 Radio Repeater Service 6,000 370 PSAP Repairs & Maintenance 800 Subtotal 93,748 Direct 410 Office Supplies 2,500 412 Office Equipment & Repairs 4,800 413 Plotter Extended Warranty 936 420 Liability Insurance 3,185 425 Texas Workforce Commission 1,750 430 Professional Development 2,000 440 Rent 7,236 445 Utilities 1,920 450 460 Professional Fees Postage & Delivery 9,000 1,000 470 Vehicle Expense 7,200 475 Vehicle Lease 8,976 480 Vehicle Insurance 1,200 490 Office Maintenance 8 Repairs Subtotal 2,100 53,803 Miscellaneous ~ 'r9 510 Awards & Honorariums 100 ~l t-Q 520 Dues & Subscriptions 550 J 530 540 Public Education & Advertising Local Meetings 600 1,200 550 Telecommunications 7,900 560 Sundry 2,000 Subtotal 12,350 TOTAL, GENERAL OPERATIONS 314,971 CAPITAL EXPENDITURES TOTAL FY-2000 BUDGET Unanimously Approved by the Board of Manager, 11!22/1999 43,000 357,971 W. T. Sandlin, Jr. Ex-Officio Secretary of the Board PERSONNEL SERVICES 210 Salaries 211 Overtime Wages 212 SS/Medicare, Employer Portion 213 Medical Insurance, Employer Portion 214 Retirement, Employer Portion 220 Contract/Temporary Help OPERATIONS (PSAP) Salaries for regular District employees 5% overtime allotment for non-exempt employees Social Secudty, Medicare Tax (7.65% of salaries) BC/BS thru TAC, 2335 per non-exempt, 6463 per exempt Went into effect 7/1198, 11 % of regular salaries Short term help 310 Communications Operations Costs paid to City of Kerrville for 9-1-1 call taking operations 320 PSAP Equipment Extended Warcanty Extended Warcanty for PSAP components and software 350 Service Provider Charges Costs paid to service providers for interconnect of 911 trunks and ALI dBase updates 355 Language Line ATBT multi-lingual emergency operator service for PSAP 360 VFD Pager Service Annual service fee for volunteer fire departments alpha paging system 365 Radio Repeater Service Lease of fixed base VHF repeater system for VFDs and 370 PSAP Repairs & Maintenance DIRECT SERVICES 410 Office Supplies 412 Office Equipment & Repairs 413 Plotter Extended Warcanty 420 Liability Insurance 425 Texas Workforce Commission 430 Professional Development 440 Rent 445 Utilities 450 Professional Fees 460 Postage 8 Delivery 470 Vehicle Expense 475 Vehicle Lease 476 Vehicle Insurance 480 Repairs & Maintenance MISCELLANEOUS 510 Awards 6 Honorariums 520 Dues & Subscriptions 530 Public Education 8 Advertising 540 Local Meetings 550 Telecommunications 560 Sundry CAPITAL EXPENSES ACCOUNT other emergency services Repairs and maintenance not covered by Warcanty Normal office and computer supplies Small office/computer equipment and repair Annual extension of warranty on HP plotter Liability and Worker's Compensation insurance through TML Risk Pool Unemployment tax, a % of first $9000 per quarter per employee (TWC provided estimate) Staff training, professional seminars and conference, etc. Office Rent Electricity, gas & water costs for office Legal, professional consultants' and audit fees Normal postage and carrier fees, address notifications Fuel/oilltires/vehicle allowance Lease of two vehicles for non-exempt employees local travel Physical and liability insurance for leased vehicles Minor repairs to office, janitorial service 8 supplies Plaques, certificates, floral offerings (legal or morally obligatory) Professional association/affiliate fees, professional journals & periodicals 911 education material, education presentations, official advertisements Costs associated with Board & committee meetings, volunteer organizations meetings, executive meetings, etc. Administrative phone, fax, modem, pager and Internet costs Any other expenses not otherwise accounted for 6XX Major and capitalized equipment purchases exceeding $500 per occurrence, major repairslimprovements exceeding $500 per occurrence, major emergency repairs KERR EMERGENCY 9-1-1 NETWORK PROPOSED FY 2000 BUDGET compared to FY-1999 Budget FY-2000 FY 1999 Difference Personnel ° 210 Salaries 112,120 5,920 ~`s G 211 Overtime 3,396 $ 236 $•Ja/o 212 Payroll Taxes 9,105 471 213 Medical Insurance 14,616 ` ` e 1,148 214 TCDRS Retirement 12,333 651 220 Contract Labor 3,500 n er _ 0 -" Operations 310 PSAP Operations 36,000 0 320 PSAP Equipment Extended Warranty ' 14,148 14,148 350 Service Provider Charges 32,000 2,000 355 Language Line 600 Pt 0 360 VFD Pager Service 4,200 400 365 Radio Repeater Service 6,000 0 370 PSAP Repairs 8 Maintenance 800 t ~ '" 800 Dirsct m ' 410 Office Supplies 2,500 ' -4,500 412 Office Equipment 8 Repairs ` 4,800 4,800 413 Plotter Extended Warranty 936 936 420 Liability Insurance 3,185 0 425 Texas Workforce Commission 1,750 -250 430 Professional Development 0 R 2,000 -500 44 ent 7,236 ,z -2,364 445 Utilities ' 1,920 ` 1,920 450 Professional Fees 9,000 "~°~ 2,000 ? 460 Postage & Delivery 1,000 „ 0 470 Vehicle Expense 7,200 ~ ~ -800 475 Vehicle Lease 8,976 8,976 476 Vehicle Insurance 1,200 1,200 480 Office Maintenance & Repairs 2,100 -2,100 Miscellaneous 510 Awards 8 Honorariums 100 ~',# 0 520 Dues & Subscriptions 550 ~ -350 530 Public Education & Advertising 600 > 0 540 Local Meetings 1,200 ,, 200 550 Telecommunications 7,900 ~ ~ 500 560 Sundry 2,000 ' TOTAL OPERATIONS COSTS 314,971 35,442 i CAPITAL EXPENSES 43,000 ~ _ _ ,_ -14,800 TOTAL FY-2000 BUDGET ' -New line item for FY-2000 ~~ a 331 ? ~ 2 z ~gO ~041~° ~ 20 Dd ~ ~a ~ Director's Notes on new line items: 310 -PSAP Equipment Extended Warranty. This is an annual lump sum cost that was moved from "Capital Expenses" into "General Operations" at the direction of the Board. 2000 is the last year the extended warranty from SWB is available to us under the original PSAP equipment contract with SWB. 370 -PSAP Repaicc & Maintenance. For better accountability and cost tracking, this line item was created. Previously, these minor costs were accounted for under 480- Repairs & Maintenance. 412 - Oj~ce Equipment di Repairs. Previously, Tine item 410 was titled "Equipment & Supplies", which encompassed all small purchases for office supplies, computer supplies, janitorial supplies, etc. For easier cost tracking and to expedite annual audit procedures, 410 is re-titled "Office Supplies" (paper, toner, etc.) and 412 is created to separate small office equipment and repairs from office supply items. 413 -Plotter Extended Warranty. Cost for one year of extended factory warranty service on the HP Plotter. 445 -Utilities. Normal utilities cost. This had not appeared in previous budgets because utility costs were included in office rental costs prior to us relocating to our present offices. 475 -Vehicle Lease. The district has leased two utility grade 1999 Ford Ranger trucks for non-exempt employee use. Prior to obtaining the vehicles, employees used their personal vehicles with magnetic 9-1-1 signs attached. These new (white) trucks have been distinctly emblazoned as Kerr 9-I-1 vehicles. This has improved employee recognition in the field. 476 -Vehicle Insurance. Liability and physical insurance for the new trucks through TML