Kitsap 911 Executive Committee Meeting November 13, 2019 ~ 1:00 PM to 3:00 PM

Kitsap 911

A G E N D A

1. Call to Order (Chair) 2. Additions to Agenda (Chair) 3. Approval of Minutes (10/09/19 and 10/28/19) (Chair) 4. Public Comment (limited to 2 minutes per speaker) (Chair) 5. Approval of Payment of Claims- Fund 89822 (Operating Fund) (Chair)

a. A/P Warrant Numbers 3046 through 3150 Total $344,271.07

b. Payroll Dated 10/18/2019 and 11/01/2019 Total: $611,308.89

c. Electronic Payments: None

6. Ratification of Executed Contracts (Kirton) None

7. Action Items (Kirton) a. Review Service Agreement Templates b. Resolution 2019-003 Declaring Certain Personal Property/Capital Equipment as Surplus

to the needs of Kitsap 911 and Removal said Property Inventory

8. Discussion Items & Reports a. Finance Report (Rogers) b. Staffing Report (Jameson-Owens) c. Goals and Tech Project Updates (Kirton/Wecker) d. December Meetings (Kirton)

9. Closed Session to discuss Contract Negotiations

10. Additional Agenda Items (If any) a. _______________________________ ________ b. _________________________________________________ c. _________________________________________________

11. Good of the Order 12. Adjourn

Special Kitsap 911 Board of Directors Meeting and

Executive Committee Meeting of October 9, 2019

The Special Kitsap 911 Board of Directors Meeting and Executive Committee met in the Conference Room at Kitsap 911 in Bremerton. Present were: Director David Ellingson, Director Dusty Wiley (Chair), Director Gary Simpson, Ken Bagwell Legal Counsel for Kitsap 911, Executive Director Richard Kirton (via conference phone), Finance Manager Steve Rogers, Technical Services Manager Brandon Wecker, Strategic Advisory Board Chair Chief Steve Wright and Administrative Specialist Stephanie Browning Absent: Director Greg Wheeler, Director Rob Putaansuu Strategic Advisory Committee Vice Chair Jim Burchett, and Deputy Director Maria Jameson-Owens Call to Order. Kitsap 911 Board of Director Chair David Ellingson called the meeting to order at 1300 2018 Audit Results by the State Auditors: Tim Trail Jr the Audit Lead and Carol Ehlinger the Audit Manager presented the 2018 Audit Results with the Accountability Audit and focused on areas on highest risk. An area looked at was procurement and everything was in compliance with state law and policy. The next area was the flexible spending accounts, here they evaluated the entity’s controls and monitoring of the account and there were no issues. Finally, the state audited payroll and evaluated the authority’s updated controls to ensure previous action taken was appropriate to resolve the issue reported. In conclusion the Accountability Audit had no issues. There were no material weakness in the Internal Controls Audit. If the Authority has expenditures of federal awards exceeding 750K the auditor’s office must be notified so they can schedule a single audit. Public Comment: None Adjourn Kitsap 911 Board of Directors Meeting

Kitsap 911 Executive Committee Minutes of October 9, 2019 Page 2

Call to Order. Kitsap 911 Executive Committee Chair Dusty Wiley called the meeting to order Additions to Agenda: None Approval of Minutes: Director David Ellingson moved to approve the minutes from September 25, 2019. Motion was seconded by Director Dusty Wiley. One Abstention Director Simpson. Motion Passed Approval of Payment of Claims-Fund 89822: Director David Ellingson moved approval of A/P 3046 through 3072 Total $145,949.18, Payroll dated 09/20/2019 and 10/04/2019 Total $636,636.69 Electronic Payments dates 08/01/2019-08/31/2019 Total $324.94. Motion was seconded by Director Gary Simpson. Motion Passed.

Ratification of Executed Contract: K911-031 Radio Communications Facility Lease with AT&T- Administrative Specialist Stephanie Browning reported this contract is a facility lease agreement with AT&T at the Simon Point location. The contract is 10 years in the amount of $24,000 with a 3% increases every year. This includes a pass through of DNR fees.

Director Gary Simpson made a motion to approve contract K911-031 with AT&T. Motion was seconded by Director David Ellingson. Motion Passed.

Actions: Approval of Contract K911-033 with Holaday Parks- Mrs. Browning stated this contract is for a redundant HVAC system at Kitsap 911 facility. The project cost is approx. 400K and Kitsap 911 has 300K budgeted. This is over budgeted by $106,000. There are some unexpended project money to use within Kitsap 911 budget without having to do a budget amendment. However, if a forth quarter budget amendment is needed, we will incorporate this into it. Director Simpson asked if this was estimated originally in our budget at 300K and where did we come up with that? Technical Systems Manager Brandon Wecker stated this was an unplanned early replacement for the HVAC system in the equipment room. There were informal estimates done originally that came out to the 300K, this was done with a full RFP process. Other agencies will have a certain percentage of these costs based on the amount of space they are using in the equipment room. Director Gary Simpson made a motion to approve contract K911-033 with Holaday Parks. Motion

was seconded by Director Dusty Wiley. Motion Passed. Discussions and Reports: Finance Report- Finance Manager Steve Rogers reported that revenues and expenditures continue to trend as we expect then to. A more formal report will take place at the next meeting. Audit Clarification- The report Kitsap 911 filed was not fraud but a suspect of loss with a clerical error that went uncorrected with TPSC. There was no loss of public funds.

Kitsap 911 Executive Committee Minutes of October 9, 2019 Page 3

Staffing Report- Mr. Rogers reported the new hires have started to dispatch work on the operations floor and are doing well and some are doing call taking. One person has resigned since the last update and the currently vacancy account is eight. Director Simpson asked if the extra help Firefighter affected any of the retirement systems? Executive Director Kirton stated there are requirements about when they are retired and when they can go back to work and what kind of work you can do without impacting your retirement. Most of the impacts are to the retiree not to the agency. Kitsap 911 reports everything to DRS. 2019 Work Plan & Goals and Tech Projects Update

Technical Systems Manager Brandon Wecker updated on the following projects:

2019-05 Multi Factor Authentication- This is the CJIS requirement to change the process for log on requirements for all law enforcement users to authenticate using multiple forms. There is a demo currently in place that supports both hardware and software tokens and working with Port Orchard and Bremerton Police starting in November. Once the trial is done a recommendation will be made on to move forward or not. 2019-09 Replace DC Plants at all Sites- This project replaced the UPS systems at all sites except for gold mountain and Kitsap 911. All sites except for three that we opted to do conversion on will be completed by the deadline. The remaining three will be completed by the end of the year.

2019-14 Backup Center- Currently waiting for the County to approve the permits. 2019-31 CAD Software Update-This project is on track for completion. Continuing to work on the MCT imaging and having the user agencies test and sort through any issues. 2019-32 Alerting- The quote has been signed for the CAD interface work and scheduling as soon as the vender is available.

Closed Session to Discuss Contract Negotiations No closed session but things are progressing well. Good of the Order: None.

Adjournment 13:34

The next regular meeting of the Kitsap 911 Executive Committee is scheduled on October 9, 2019 from 13:00-15:00 at the Kitsap 911 facility.

Special Kitsap 911 Executive Committee Meeting of

October 28, 2019

The Special Kitsap 911 Board of Directors Meeting and Executive Committee met in the Conference Room at Kitsap 911 in Bremerton. Present were: Director David Ellingson, Director Dusty Wiley (Chair), Director Gary Simpson, Director Greg Wheeler (via conference call), Director Rob Putaansuu Ken Bagwell Legal Counsel for Kitsap 911, Executive Director Richard Kirton, Deputy Director Maria Jameson-Owens, Finance Manager Steve Rogers, HR Manager Rachael Taylor, Technical Services Manager Brandon Wecker, Strategic Advisory Board Chair Chief Steve Wright and Administrative Specialist Stephanie Browning Absent: Strategic Advisory Committee Vice Chair Jim Burchett

Call to Order. Chair Dusty Wiley called the meeting to order at 1401

Additions to Agenda: None

Public Comment: None

Closed Session to Discuss Contract Negotiations Start 14:01 Stop 14:48

Adjournment 1448

The next regular meeting of the Kitsap 911 Executive Committee is scheduled on November 13, 2019 from 13:00-15:00 at the Kitsap 911 facility.

Rev. 2019-0530

2019- 1 Finance CIP: Implement Job Code budget/expense tracking 4/30/19 Complete+2019- 2 Mobile Device Management (MDM) 4/30/2019 Delayed2019- 3 Netmotion Client Software Updates (x2) 6/30/2019 Delayed2019- 4 ACOM Replacement 6/30/2019 Complete2019- 5 Multi-Factor Auth (Hardware/software solution) 2Q19 Delayed2019- 6 Text Discovery 2Q19 Delayed2019- 7 Technical Planning (Develop Initiatives for BOD Adoption) 7/31/2019 Delayed2019- 8 Rapid SOS (integration with CAD) 3Q19 On Track2019- 9 Replace DC Plant at all sites except Gold and Carver 11/21/2019 On Track2019- 10 Informer for Mobile Responder 3Q19 Delayed2019- 11 Microwave System Improvements (Hansville to Lincoln Path) 3Q19 Complete+2019- 12 Fire Radio Scanner Interface N/A N/A2019- 13 Equipment Room Cooling 11/30/2019 On Track2019- 14 Backup Center Phase 1 (Bldg&Current Capabilities) & 2 (begin enhancing capabilities) 12/31/2019 On Track2019- 15 ASAP to PSAP (Implementation) 4Q19 At Risk2019- 16 Support Address Correction Efforts 4Q19 On Track2019- 17 SharePoint migration Pending Pending2019- 18 Eventide back-up system 12/30/19 Complete+2019- 19 Training - CIP: 2019 Goal - Update CTO Training Program 12/31/2019 On Track2019- 22 Hiring Process- CIP: 2019 Goal - Incorporate NG911 profile into hiring process 12/31/2019 On Track2019- 23 Hiring Process- CIP: 2019 Goal - Increase Lateral Recriuitment 12/31/2019 On Track2019- 24 Tower Site Upgrades- Regraveling, Landscaping, and Security 12/31/2019 On Track2019- 25 Radio Interoperability (Mason County) N/A N/A2019- 26 Finance CIP: Improve Budgeting/Tracking processes for multi-year projects 12/31/19 Complete+2019- 27 Operation CIP: Implement Automatic Call Distribution (ACD) 12/31/19 On Track2019- 28 Operations CIP: Implement Secondary/Screened Queue 12/31/19 On Track2019- 29 Replace UPS Pending Pending2019- 30 ESChat 4Q19 On Track2019- 31 CAD Software Upgrade (CAD & Mobile MR6, windows 10 all CAD and MCT workstations) 2/28/2020 On Track2019- 32 Alerting 2Q20 On Track2019- 33 Training - CIP: 2019/2020 Goal - update Resiliency Training 2Q20 On Track2019- 34 CALEA reaccreditation 7/31/2020 On Track2019- 35 Training - CIP: 2020 Goal - Training Program Certification 8/31/2020 On Track2019- 36 Closest Fire Unit Dispatch 3Q20 On Track2019- 37 Data Interoperability, Phase 1 (CAD-to-Cad Interface with one other entity) 4Q20 Pending2019- 38 Secure Funding For Bainbridge Island Tower (Winslow Area) Ongoing Ongoing2019- 39 Secure Additional Frequency Licenses Ongoing Ongoing2019- 40 Virtual Desktops for Dispatch Floor Pending Pending2019- 41 Technology Monitoring System Pending Pending2019- 42 Facility AV System Pending Pending2019- 43 SUPPORT - RMS/JMS Replacement (Supprt KCIS) Pending Pending2019- 44 Operations CIP: Reduce LE Channel Radio Congestion 12/31/19 On Track

Proj/Task#

Kitsap 911 2019 Key Initiatives

Project/Initiative Due Status