 Excuse He'll be here in a few minutes Here we're both here Kittleson excused Maddachek Not excused Reisler Samson here Ben Akron Excused bender wheelie here and versey excused nine present Let's all stand for the Pledge of Allegiance Pledge Allegiance to the flag of the United States of America and to the Republic for which it stands One nation under God Indivisible with liberty and justice for all Next we have the approval of the minutes from the December 14th 2011 meeting so move second We have a motion and a second any discussion all in favor Opposed chair votes aye Number five. We have a public forum on agenda items Anybody want to speak at the public forum? Anybody want to be heard at the public forum? And for the third time does anybody want to be heard at the public forum? chairman's comments Want to recognize the few people in the audience tonight first of all we have Shabuigan Coney Sheriff Todd prebe and we have inspector bill Brooke Bauer and We have Coney Supervisor Epping I believe from the Plymouth area welcome Then we go down to items for discussion only item a number seven a presentation of changes in communication With city with Shabuigan officials and navigating the city of Shabuigan website it'll be presented by Chad Pelle check the city of Shabuigan development manager and Dave Augustine the city of Shabuigan IT manager Gentlemen the floor is yours I'm gonna look up here, and I'm gonna navigate here, and you guys are gonna navigate there I'm gonna start out by just kind of running through the website changes just to help familiarize people with the new site what's on it what's available, and then we're gonna get into some specific Communication request information building code those types of things and how that whole new system works, so Let's just Looking on here This is the new home page as you see it, and basically what you see across the top is The very top is the the Shabuigan website the county chamber website a tourism website, and then the Shabuigan County tourism website That header is the same on all of those Those sites are all integrated into one they're being hosted by one provider So we save money across the board the chamber in the county tourism group They all kind of pitch in and it's a one hosting fee, and it's integrated throughout the website So you'll see that if you go to each one of these individual ones which we're not gonna go to for time But on the next line is the agendas and minutes that's if people haven't been there There's a number of places on the website to go and see committee agendas and minutes and committee members and those types of things That were on the previous website you know if you're going there it's There's a at the home page There's you know the listing of all the committees with the date that the last agenda was posted on the far right and then a copy of all of Listing of all of the city committees Most of them have a description of what the committee's purpose is Couple line sentence here the board license heating HVAC contractors and then if there was any agendas and minutes and then the members are underneath The next tab over is a calendar This is really you know if if there's events that this is we're treating this as a city calendar Not just a meeting calendar. So if there's Events that you know people think should be on there for the entire city to know of it's set up to be Different colors represent different things Currently it represents the agendas that are posted for the current meetings, but you know we can have Events and different deadlines and things on there the fire department uses it when they're doing Training in the early part of the year. You'll see on that calendar If they're out in the in the schools doing school training There's a lot of events on that so it's got a multiple facet use and and people you know There's there's these different categories for that So what I in the handout that I handed out is a quick guide for navigating the website and if you You know it says on there if you've got under the calendar if you've got you know Any kind of request for posting on the calendar to contact the clerk's office and they can help you with that Across the top news releases. That's if there's any news press releases that are issued usually if they're sent to the media They're posted here Voter information is really been key in the first election and in the future elections This is where how to find where you vote You know that voter public access website and then it lists all of the current district maps as part of the Redistricting so it has this overall map as well as zeroed into the specific districts, and then there's some other information available on the bottom and Then the request info will get into that shortly But that really is where we're looking for the residents and citizens and even older persons to communicate with departments This is I'll just run through this quick, but this is It really been set up for building code You'll see if they're building code violations request form tall grass snow removal abandoned vehicle graffiti garbage dog issues And then on the bottom of this is all other general information, and this is really the way if you're getting a Constituent calling in and you know has a concern about a particular property We're asking you to go to this system versus sending an email to that department head Or a person within the city and hoping that there's a response what we found is there's been a number of Communications that have come in and fallen through the cracks and worked either followed up on or didn't get to the proper people with this new system By going in here and you know going through and filling it out Dave will share how the whole tracking system How the whole tracking system works on the back end so as the complaint comes in We can see who it's been assigned to if there's an answer provided what that answer was and send the response back out to the citizen That's the new kind of back end part of this from the website So you know under it's pretty self-explanatory There's the fields are required if you know if you get a as an older person and you get somebody that calls in They don't have access to a computer and you want to do it for them But they don't have an email you can put your what we're recommending is you need an email address So you could put your email address in there and then you'll get a response back from the system as we're going through and answering the request and then in the you know How can we help if it's a specific question we get a lot of questions off of this thing today? For example, we got one of somebody looking for a property reassessment form and they couldn't find it And then there was a sign to the department the assessors department. They emailed that form to them So, you know, there's a lot of different requests that are coming in But it really allows, you know a wide variety of things and what we're really trying to do is streamline and get People using this system so we can track the requests You know if and and sue this sue is going to start has actually started using this System as well down at the bottom here. You can include a document or a photo So a lot of communication that comes currently into the council and and it's referred to a committee and a lot of that stuff Is stuff that can be done by the department and it doesn't necessarily need to be on the council agenda It in it, you know at that stage at the that the department head feels it needs to go to a council for Generating of an ordinance or whatever that, you know, then it can be forwarded But a lot of the communication safety issues. I want a stop sign. I want this I want that You know a lot of times it goes to a committee and the staff is recommending filing it because it's been handled already by the department This is really a system that allows Sue as she gets a communication in her department to upload that letter Send it through the system and then we can track it and the department can follow up on it And it really cuts down on you know waiting three weeks or whatever it takes for it to finally get back to council and either But be approved or denied, you know, there's some things that aren't going to be able to go through the system But you know most communications we're going to try sending it through here because Sue had said the reason a lot of the Communications had been sent to the council is there was really no way of tracking where the documents was so this was one way of doing it So we're kind of doing it on the you know on this side without sending everything to committee and council So as where we are today right now Is there any questions on this request form because I think this is you know This is these areas are really the you know the biggest areas and there's a lot of people in six months The abandoned vehicle graffiti garage garbage and dog issues had 78 online requests So as the request as the information gets out there to the residents And that's part of the reason for this meeting is to really show people what's here This is a way of communicating with officials and making sure that your requests are followed up on then We'll I'll we'll run through how that whole system works and Dave will share that with you shortly I'll just keep going Under the at any stage you can go back to the home page by clicking on the city logo And it brings you to the home page and really what I wanted to just show you is there's a rotating banner on here That we update with information that's happening at the time and then on the far right here is this is actually Twitter feeds Right now. I think the city has 70 or 80 some Twitter fans That receive this so what we do is we go to a Twitter account on the back end and type this information in and then it populates our website automatically and then it goes to all the people that are Twitter friends or are tweeting or you know that type of thing So it's really a way of communicating and that's where the social media policy came from is making sure that we're getting stuff out There that's you know legit and in having a little control over that And then the rest of the website it's really geared around economic development business creation You'll see our our partners and those types of things and then really there's a citizen info zone where it's a Repeat of a lot of stuff, but it's quick references to get to different areas and Then when we go back to The officials page if I don't know if you we've been keeping this up to date It'll change obviously with the redirt redistricting and we'll be working through that it gives residents Able to go in and see the district three wards three three and five and six as they currently stand You know the pictures that we took in the early part of the council year So you know and what the committees are it's the same contact information that was on the previous site Under the departments tab there's a lot of information here a lot of departments have come on board and are looking at if they've got Licenses applications and different permits and different things that the public needs to get those have all been put on here as PDF so that they can be downloaded so you don't have to call the department You know so there's we're looking at under the and this has kind of been I'll just go here the building inspection department Talks about all of the divisions. You can get all the building permit applications everything online The vacant building registry, which that's been a big talk lately Has the ordinance is posted here and then if people call you how do I register my property? You can do it online. There's a form here. There's a number of fields. They have to fill in But it allows them to do it here and it takes about five minutes, and it's really easy You just hit submit and you're done That information is being tracked on the backside of the website as a spreadsheet we downloaded every week and Provided in a shared directory to the departments that need that information So as they're out in the field and they have a particular property they can find whether that's if it is vacant who the contact information is The other some of them city attorney city clerks, there's a lot of information on their stuff Finance fire department human resources. We're working on an online employment application process So there's going to be more coming on that soon Information technology the mid library some of these just really connect into current Current sites that are already available And there's some of them that have been revamped. So, you know, it's a work in progress the police department. They have redone their website Recently to kind of mimic what the city's website is The format of the city's website with their information on it So, you know, it's open to departments to expand out and we can have it all under kind of one umbrella But it's and it's got the same format. So it's the same look and feel across the board Under the history and info page this has Information on city statistics museum tours library resources. This is a city map that actually look Goes into google and one of the interesting things about this is You know, just like any google map you can zero into a particular area and then you can Up on the top right here. It even has the satellite like google has so you can see the aerial of it Um and then zoom in so if there's anything that you want to see this as current and it's on It's just linking into google and the website And then there's a tab on here for people that are interested in landmarking their property through historical means Then the business tab this was set up to be Kind of a one-stop shop for all the business resources that a new business coming into town might need the available sites and buildings that Ties into the shabuigan county economic development corporations website and their listing of properties that are available Business incentives that talks about what we have available as a city for a new business A startup guide is you know, how to navigate through the city because it can be kind of overwhelming with a number of Departments a new business has to go to And then it really gets into specifics about permits and zoning and applications the business center South pier development. It's got What what's available? What sites are available the history of it down in the bottom? It talks about design guidelines and opportunities We're working on a Page for the willow creek business center. This is still a work in progress We're going to start marketing this property that there's development opportunities and kind of what our master plan is for that And then the zoning code And districts is available and there's been a huge request for people that want to know what the city's Zoning map where it's available so they can see how properties are zoned So we worked with the this is a huge document, but we worked with Engineering and was able to get the most current that's in the third floor conference room that map is now Available online as well so people don't have to always be calling and saying what's the zoning on this part So they can drill in and get that information And then The last tab is really about the residents it's got a number of Resources on it from assessment data to employment. We're working on a new housing opportunities We get a lot of requests from people that are moving into the area and they want to know how How do you know what kind of housing is available? How do I get in touch with somebody about renting an apartment? What are you know where our apartments located? So we're working through on that information and that really that Changing of this site to add that was really a Because we got an ongoing request for information off of the website of people were saying i'm moving to your area I'm relocating and I need to find housing. Can you help me? So, you know, we're kind of answering the question that we got with the information right there So we don't hopefully minimize our questions and then it just talks about municipal codes. You can find your neighborhood officer Poll information. This is again the same thing about that previous one about reporting violations, it's just another way of getting to the page and then there's another news category the sustainable shabuagan task force some voter information and parking rules and then the the other thing I just wanted to Mention is, you know, the the people that are trying to access you can access and I'm assuming this is how older persons access the email That's the employee login on the back side of it You know, so we can have remote access to the email and any city employee Can have that so that's still the same. So No, I'm broke. Okay. Now I need help Just take any address of the address bar again So the other thing I just wanted to mention before I would turn it over to Dave to just kind of run through the inquiry system that We've developed is we to try to streamline and make it's easier on what is the city's website We secured a new link and you'll see that on there city of shabuagan.info We'll direct you to the city's website as well as ci.shabuagan.wi.us Which is a little mundane. So we felt that you know in marketing efforts and moving forward Where all the departments are being asked as they update webs update Business cards and letterhead and all that to include the city of shabuagan.info As an easier way of trying to get to the city's website So if if there's any specific questions, I can You know run through them. There's a lot of information you can check it out on your own But I would like Dave to just kind of run through the new citizen inquiry system And how that works so that the people on the back end know what they're going to be seeing as we move forward Any questions? Citizen Montemarro, did you have a question? Yes. Yes, sir. Very good chat on the complaint side of the citizen calls in and And say to the state my neighbor is gratis too high Do they identify themselves as a complainant? Now is it an open record? Time situation now they do but if you were to call in on the phone, we're going to ask you what your name is anyway So, you know, whether you put it online or you put your name in here, you know, it's the same thing You know, I sometimes we get anonymous requests, but You know, we we're really striving to try to get contact information. So we know who to follow up with The reason I'm asking this because The way we normally would say that it A citizen would call it into his alderman. Your alderman then would take care of it Follow me And then the alderman would take care of it and the alderman can still take care of it The citizen can call the alderman but instead of the alderman emailing that department had directly We're asking them to go on the system and submit that request So they could be the alderman could be the person filling out this Request on behalf of their constituent and just say there's a problem at you know one two three martin avenue That needs to be looked at and it's the alderman then would be the person that would be getting the follow-up So it would be it would be the same thing if if somebody wanted to remain anonymous What we're trying to get away from is where there's individual emails going to individual departments And if the people don't follow up right away, then it's there, you know These things aren't followed up in a timely manner, you know, they kind of fall through the cracks So we're trying to it's the same thing here versus emailing the department head You're just submitting it on the city's website and it'll be assigned to that department head Yes Is the concern is the concern whether if you go directly as a citizen and put the complaint in If your information is going to be available for somebody to see is that the concern? Okay, so if if I as a citizen made the complaint My information is not going to be made available to the person I'm complaining about No, it'll be completely anonymous It'll be a it'll be a sign because you know most of the it'll be assigned to the appropriate department and they're going to follow up on the complaint And then the only reason we're asking for contact information is so that we can get back to you and let you know that we took care of the complaint But if somebody wants to really remain anonymous, then you know You can still go through your older person and they just submit the request on on their behalf like they're going to send an email to the Department head they're going to send the email through the city's website Thank you I think chief domigalski has yeah, just a reminder. We are on television tonight So the older persons you need to use your microphones chief domigalski I just want to touch on that a little bit. I think one of the things that then we have to try to push out and stress as department heads and as city officials is that if people have a concern and they want some action taken Many times us knowing who they are helps us to address that concern Such to me that are anonymous that have very little detail that makes it very difficult for us to go and address a concern Where if we have the information to follow up with somebody and say we went there We didn't see anything is it taking care of or could you provide more information? That is very important so Trying to stress that everybody can do everything anonymously To get things really not operating anonymously doesn't work very well Thank you chief Dave Thanks chat When we put this process together There was a group of us designing and just to give you a little history Email is a great tool But a lot of times with email assumptions are made. Well, if I carbon copy this person I'm assuming they're going to take care of it. Well, that may not happen Or there's no way to track it. So that's why we came up with this system and Right now chat and I are the gatekeepers or we watch, you know What's coming in to make sure and gets routed to the proper departments and we even had you know a meeting at our department heads Meeting this past money and we got the contacts for each department So we're training people and we are making them aware that when these messages come through this is what we need to do So we have a system down pat with that The other thing to Bring about with this is all this process that we did streamlining to get it all under one process instead of 10 different ways because 10 departments may do them 10 different ways It's one process and we are actually using tools Programs that we already have in house. So to add this was no cost It's all programs we have already we just developed it and made it run And what did it take us initial you chat a half hour to 45 minutes to get the initial Workflow up and then it's just a matter of Adding other things to it. So it was really quick to get it up. Which is where we want to go So we're with the whole website and with this these types of tools That's the direction we want to go to give people citizens employees all their persons information at their fingertips were possible so Turn me down a little bit Okay, where I wanted if you can if you'll indulge me first is there's the mouse Uh chat had mentioned the vacant listing Um registry. I just wanted to show you how we are Keeping track of that internally On our internet site what we put together is um All site contact tent The department's building inspection. That's where we put it. Sorry There we go. And then we have our lists I'm taking a long way to get to this. Here we go vacant building registry So this is where the current information is out on our internet site where people can look at You know, what's all out there in a can search and if they want to then see The whole information that from the website. This is where it all is at our fingertips so you don't have to worry about having the microsoft excel on your computer or You know, do I have access to the s drive any device they can get to it this way? So that's how we're organizing it So I'll just to give you a show for that. So we'll go back to the city website and when when anybody clicks on the request for information as chat Had shown earlier You can submit code violations tall grass abandoned But what I'm going to do for this example is just put in a general request and more everything where there's an asteroid That's a required field. So I will put in my name And then I'm going to put in my address With the city being shiboyan State of wisconsin five three zero eight three and then phone number which is area code required And then my email which I'm going to use my city email for this exercise And then how can we help? This is a Like a type This is a demo bang And this is where you'd ask a question if I had a file I could attach it, but I'm just going to submit it What's happening now is this is going to our back end system where chat and I will get an email notification That hey, there's a new there's a new inquiry out there that we need to address But I'm going to cheat and go right to the Site so it's there all site content This is a list and I'm taking just a different way. I've got other leaks for this as well. So Here we go inquiries from outside. So this is the list that's out here now And Ads are provided completed. I'm just waiting for it to come through And there it is. You'll see now. Here's the new request that came through So when chat and I get an email We'll come out to it and then the first option is we're going to take a look at it And then here's what the citizen Had all entered And one thing nice with here when it comes in With if once the address is entered we can do map it will bring up a google map too of it So that way we can see exactly where it is if we have to So then what chad and I'll do is take a look and Upper these there it comes and then what I'm going to do is I'm going to assign it to whoever this, you know Based on the content and what I'm going to do for this exercise is I'm going to sign it to myself To show you how it works And then I just mark the status to be Assigned At this point when this is done two things happen the person who this is assigned to will get an email saying there's an activity for you To address the amber provide an answer to and then with the email in the citizen We'll get confirmation back that we did receive your request And we assign it to somebody and we'll get back to you as soon as we can So two things happen. Our number one was communication to the public who sent it in and number two the person Who it's assigned to is getting notification to act on it. Okay And let me go to my email Do a refresh And here you can see two things that happen just to show you number one Is this is the notification that we got that was added Our initial thing and then here's the other one for me. I'm getting okay This has been assigned to me and here it even has the instructions on what to do For the person who it's assigned to you know, it just goes right through So they can go to the link right here and it'll open it up for them They can look at it. Okay All the same information. How can we help this as a demo? So I'm going to go in and do an edit And basically go Make some sharing And then as the assigned person I'm just going to go The answer is provided a copy of the email address into their Paste and then I'm going to do a save once I come back to it down here safe And then what's going to happen Is then once the answer has been provided chat and I will get A notification saying okay the answer is provided We need to review it and then send it out to the citizen So we'll go back in and even here you can see somebody just submitted a garbage junk dog complaint That just came in from the public. So it is live and people are using it So we do Edit item and you can see how it's all They're ready to go. So all's chat and I have to do is say, okay, this looks good Send them reply And then bang it goes out to the citizen with their answer in a nutshell And then here you can actually see what the status of Certain or what the items are We started with this, you know back in november. So we have a history Of what we're getting and this will pick up with more volume once you don't the word gets out That we do it but in a nutshell, that's how the process works And it's with complaints whatever You know for if anybody just has a general question they can come through and it'll get answered and then what this also tracks is When did it come in? It's completed. When did we complete it? So this also gives us some benchmarks that we are meeting our requirements within the 10 days to reply to something So we can run statistics that way too church This one here This one is an example of what what a person that got a complaint would do Tracy herman is the person that is the permit clerk in building inspection and she got She got a complaint from The neighbor across the street stopped in to report. So this is really a Anonymous complaint if you will Where they this reported it and somebody within the city sent went on the website and submitted the request So as an employee of building inspection she put the building inspection email in there her phone number The address of the violation from the person that came to the window where the specific location is and what the problem is So this is really a good example of of what you know, if somebody would call an older person or You know, somebody didn't want to you know went to the window or went to a department and made a complaint So like sue richards office and a lot of the departments that would get these things were asked have been asked to Submit these reports this way and if you don't have an email to just use You know like she here in this case. She's just using a generic building inspection email So, you know, this is a good example of kind of what lee was bringing up prior So that's pretty much how the process will work or how it does work. So Any questions? Thank you. Okay, close some of this out Okay Moving in the board docks that Yes, uh The next item on the agenda number eight I'm going to wait on that one and move up agenda item number nine, which is a presentation on board docks The online council document system and the electronic voting system presented by uh, Dave augustin city of Sheboygan it manager and susan richard city clerk I believe it's a year already since we first talked about this subject. It's paperless. Um Board docks, this is the solution we went with for hosting our council meeting minutes agendas notes online online instead of going with paper packets and We went with this service and what we'll be doing or allow people the public yourselves Employees whoever to look at agendas posted online through this tool that sue richards will be doing She has a draft out here of the upcoming agenda for Monday for monies council meeting So we'll be able to see that We'll be putting a link on our website probably on the front page Yes, start with and then Where we have the existing meetings and minutes will link there as well But we'll link right into the board docks meeting With it so that way it will be able to go to the same spots okay to Just like with the citizens inquiry the website or this if you have any type of a device like an ipad Smartphone or whatever you can get access to it so Okay, the process is Documents will come into sue as they did before with you know her timelines Now what she's going to do is make the agendas in this system instead of Typing up board documents and then printing them out making multiple copies and all that it can be all done right online Since we don't have anything live yet, we're going to go into this draft Meeting Which will be posted when? Friday sometime Friday sometime we'll put it live so it'll be out there So you can look sometime Friday we'll have the link out there and then when you click on it, it'll take it out there From there we can view the agenda And then here's how it starts to look by our opening meeting Pledge allegiance the approval of minutes resignations Mayor's appointments and so on through the agenda Confirmation of mayor's appointments public forum mayor's announcements We get in the hearings and then we get into our sub Categories We're then like I said here. We'll have the meeting February 6th regular common council meeting Or all the Information will be here online As well as then the hearing document will be right here so we can click on that And there's the actual PDF document that we'll get out online And then it just keeps going down You know the list here's the consent agenda With all the items on it if you can click on one Here's all the detail on it And likewise here's the supporting documentation on that That this one is scanned in as a PDF and then posted as you can see resolutions as follows just like the normal agenda Only everything is online That we can kind of go through The other thing that can be done Is the ability to print out the agenda From wherever you're at and there's different views. There's a simple agenda Which gives you the high level Then there is that's the current agenda. Excuse me the detail agenda, which gives you everything You know if you're into detail if you want to print this out or view it from home and follow along And then we have the simple agenda Which is you know your high level things to talk about In the hearings and then just the sub points That can we go through so if you wanted to bring you know an agenda along with you You can print it out at home or whatever supporting documents You know you wanted to do No, if you wanted to add some comments to yeah, I What I found is that It's a different format, but it's basically the same thing. Excuse me. I'm got a really Deep voice today. It's basically the same thing. We're going to have the division of The division of documents by Number one section is the opening the beginning part of the meeting number two would be the hearings Number three would be and so on and so on The wonderful part about this is That for instance for monday night's council meeting So far this is what you would get and we'd be copying right now and tomorrow and friday This is what you would get By doing this This is the entire agenda So you can tell the difference The entire agenda and all the documents minus the attachments Now you can look at the attachments online, which is terrific and especially for I think this is just a This is a boon for the public because they've never been able to see the documents themselves They can look at the agenda and they can look at the little Paragraph that I do a summary on but they really never see unless they come to our office And pay for a copy or they go or they call and we scan or whatever it is what we do Now they can literally go on to the site and they literally can go through they will see every single document For instance the one that's up there right now They will see that document is coming in and then all of the letters that came in with it any documents that Past documents whatever it is they can follow right through and it's like having the council pack that we've always done forever So the amount of paper obviously would drop and will drop drastically The the difference will be is that you as alderman will need to Obviously access this before the council meeting because you will Want to you know peruse this you probably want to look at the detailed agenda when you click that print could you click the Icon yes When you on any of the documents if you print that if you hit that print you go to the detailed agenda You can literally go through every single thing And look at it and then just make notes for yourself for that monday night's meeting Look, this is a controversial issue. I want to look at the attachments I want to bring up this But are you going to do that for all of them probably not because i'm not sure you've done that before you don't need to for most of them So you'd have to this is one thing that you would have to make a commitment to you know Look at the documents ahead of time because you're not going to have them in front of you when you come here on monday nights Um It it's so complete that we probably will be able to pull out of here the minutes We'll be able to pull what's in here To the minutes we will probably be able to pull what's in here to the Statute required synopsis that we do for the press So once we get this here It to me it's just a it's a godsend for us. It's a godsend for everybody I think the public is going to love it because anyone that's interested Is going to be able to sit there all weekend if they want to and read what we do And truly I mean that has been lacking for years and years and years And this this is total transparency. There's nothing more that we have. It's not in this document So, you know big contracts everything if we're having a contract for Entering into a contract for whatever the whole contract will be attached to the document so everyone can read it So I'm really really excited about and I think it's just training ourselves to get away from It's always been like this and I think if we just kind of go slowly and It's pretty easy. It really is. I I enjoy it thoroughly The other thing which will be nice for yourselves and the public is there's a search capability So if you want to search through the whole history and you're looking for a certain item All the meeting the minutes the documents attached are all indexed So if you want to search through it's going to give you all the hits to look up For history instead of going through every agenda item and going back and forth Yeah, how much would you say your time is Preparing an agenda now versus using this There's a lot of pre-time versus the copying time afterwards At this point I would say we're breaking even however we're not using any paper You know, we're breaking even time-wise, but we're not using all the supplies It's just causing me more time in the pre thing because I'm the one that's doing it So where I was usually just creating the documents now. I'm creating them getting them loaded You know organizing them and that type of thing. We'll know more as we go along But it's to me. It's just and this is the first agenda that we put together I mean it'll get better as a process because now the other thing this allows us to do is Save templates so we can save an agenda as a template. You copy it to a new one Take output in and then away you go And what we're going to do for this next meeting on the 6th is we are going to Run with paper copies and this for the first meeting So that you will have this available online and you will get a packet But then after that You won't need it. It's pretty easy Anyone any questions about it? Is the fast track document that you passed out on october is that still a useful document? That was when we had this presentation the first time back in october you passed out this fast track Signing first it starts in signing into board docs viewing upcoming meetings viewing archive meetings viewing policies search for single agendas Searching all agendas pretty much. Yes, that would still That would still be a valid document. Okay And we will also have We will probably until we figure out some technology that we can have signatures Via computer. I will always be printing one master copy because we have to have signed contracts So this would be my one copy that would be made until we come up with a plan to Because you all still have to sign your documents and that type of thing And that's just the workflow we'll have to work out because we're looking at something like that and building inspection already Permits so it's just a matter of work working out the workflow Thank you, mr. Chair. Um, just for everybody's uh refresher our The website address, um, are you guys going to post? I know you're saying you're going to put a link But is there a way we could email for the alderman to Get an email that website address if they didn't write it down or weren't here last year I can email that to all of you. That'd be great. Thanks Thank you. Any other questions? Anything else sewer dave? Well, we can go into the other part of this that will Help us document in because board docs will be our history and where our minutes will be as well as voting and I just wanted to go through the Voting technology that we have from turning point or what we call our clickers and Those are the white devices in front of you right now and Each device is assigned to Specific all their person So that's how we excuse me. That's how we keep track by the id. So your name is on a label on the back of it Okay You can leave them here after you're done and they will be there before the meetings Obviously, so you don't have to take them with you because this is the only place they're going to work So as far as that goes and what this will allow us to do is You know how you called roll call before Julie This is something we can do now is as an example Here we have councilmember roll call. I mean we're expecting 15 people So this is how we can take a roll call and you'll see right now We have polling is open. So if you pick up your clickers and press one To mark as you're present you can see the responses start to come in So and you can press one as many times as you want. It's only going to take one registration So you can't Like if you're voting on a resolution and you want to get through you can't hit i15 times. It just won't take it so Yeah, so once um, everybody's voted or clicked We can then go and say okay. We have 10 10 who are present and That means we have a quorum And now what we can do is after with all of our voting We can take notes and then incorporate that into our board docs minutes to run the reports out here to see who was always present Or if we want to see right here on the screen, we can see, you know, who is all here and I didn't put my participant list, but all the names will come up As far as who who is all present so we can get those reports right out of the system I'm going to cheat and go back and change my participant list to common counsel so we can do this again Turning point reset session No, I don't want to save the data. Okay. Let's do this again. Well, if we're not here, do we hit two? Be nice. Okay polling is open again for council members if you want to press one Somebody didn't look for because now we got 11 and it says let somebody's cheat and grabbed another one It was not So that way polling is closed roll call is entered Now we have 11 and now if we want to see who is present here are all the people who are For roll call and then we can take that and put it into the board docs for the roll call as far as part of our documentation So and that's why you have to keep your device because you are assigned a device ID Per each thing. So that's why the one that you have that's why we put your names on the back of it. Okay Then as we're going through You know this I can minimize then if we're going to board docs we're doing our agenda and talking now It's time to call for a vote We can then come back up Go to the next let's say we're on resolution number 6.1 And I just made that up in the current slide. So now we can see okay The poll is open for voting on resolution 6.1 pressing one will indicate. Yes, two is no three is abstain So if you want to vote now, okay, we have 11 votes everybody vote Okay, the polls are closing And here we can say seven nos Three upstains one up and then one so this gives us our counts right here of how we voted on this resolution And then can you pull up then with the yes nos and abstains what? How who voted what yes, yeah, I can use the same Thing I just got to get this so the responses come in because right now a Three is abstain two is no one is yes. So In this case all the person Carlson voted abstain All the person cats said no All the person Hammond said abstain and then we have all nos and then Who's the one? So You're agreeable to anything aren't you so it's not the number up there needle So this is a way to quick view how people voted if we want to do this Or like I said, we can run reports after the council meeting and get them into the bar dock So that with the public and everybody will be able to see How um how the votes were And then like I said, here's the last one, but I think we pretty much got the idea of it So That's pretty much the clicker Voting any questions and we'll be using that starting Monday night also um Who said that We will definitely try to get it in it. I may I may need to be there to Assistance because it's going to be a little overwhelming for one person who hasn't done this before running the board docks as well as running the clicker software, but We'll make it happen Anything else you wanted to cover under this day or so did we talk about that? We're going to hand them out the night of and collect them the night of yeah, okay Oh, that's right. If you lose it at 75 We can administer them here we'll have them out there on your desk and then Thank you Next we'll go back to agenda item number eight a presentation of the combined dispatching services technology analysis of january 14th 2012 presented by Dave augustine city of shabuigan it manager this is a document that I put together for the shared services committee when we were talking about the combined dispatch talk about the technology parts of it for the technology Needs direction we should go so I painted a little picture as far as what our current environment is And then where we want to go and to go from the top Our current environment as we have the city dispatching for city shabuigan at the city police department And then the technology connections is as we have a wireless microwave link to city hall So we have a single link to city hall and then what we do Is we have a fiber connection over to the county at the courthouse where then county dispatching goes on And then each of us have our own internet connections to the internet Where at the city obviously we have our network City servers as well as running city applications And then the same thing over at the county where they have their network their applications and the spillman server which hosts the crime Software that police and fire use right now. Okay And with this Like I said, they're both pretty much separate environments Also, just to show with our internet connection coming in the city hall The colder police department Plymouth the police department shabuigan falls our city shabuigan police squads as well as our city fire department rigs All get their connection to spillman through the internet connection the city hall and then go across The county to get it and going back Likewise, the county has their internet connection where their primaries their county squads el cart lake and then their other affiliations Go to there and then they have a redundant link Their data radio that they use for if the if the cellular service goes out so What I did is I As the team was talking we had some recommended minimum changes where we could upgrade our communication links between the two of us in the city and courthouse Two gigabit fiber Which is which would be obviously 10 times the speed of what we have now to handle additional traffic Dispatching PCs would be placed on either network the city or the county. So We're working uniform with that that function. So it's one email system one Network so there's no going back and forth to make communication easier Allow the traffic to pass through Have our windows networks talk to each other So like what you saw with our share point site or internet site that they could the county folks could access it without having to give Another id and likewise vice versa, you know for whatever applications We would need to access at the county and that can be all done and kept through security and then obviously What this would do is build a closer relationship between county and city it relationships Now where this was going is again talking about The combined dispatch of the technologies, you know that we could Leverage with that so to paint the picture with that What I did in is presented a longer term picture of how it would look Yes What happens right now is if this connection here goes down The internet connection Or if Verizon would go down which we've had for whatever purpose These squad cars these these Fire trucks, they've lost all communication the spillman If this link goes down, they've lost all communication the spillman So there is no backup there is no backup right now As far as that goes we could do a backup and then bring in another internet connection Let's say at the pd from a different provider and we could do something that way You know to do that, but then in the whole chain we'd have three internet connections So that's what goes on that would happen right now good question chief. Thank you likewise for the spillman server We're the main application is I mean for a backup server right now There's one located at the courthouse or at the county Eventually it's the plan to put in a backup server where would be the place to house that Obviously you'd want to do it somewhere off-site and if we have the pipeline You know set up At the pd we could have the backup server or the primary server in the backup server and switch back and forth You know along that line So that would all come in with the combined dispatch which would give us disaster recovery if You know something were to happen over here or a connection what are going to be done for a period of time We can switch over and service and that's where The bottom scenario comes in the play is You're going to hear in the other presentation, you know running fiber between city hall And the police department to connect them because right now that's on A wireless microwave link So what we would do is we could run The gigabit fiber from here from here to the police department and use the microwave link as a backup So we'd have a redundant link through there Additionally, what we could do is have our internet connection And the county's internet connection You know service all of these units So if one would fail down they could fail over and still get to the spillman server or if this one in the fail They they could they could come in to the city connection And go over and still get to the server which would give us redundancy as a as a as a county services to be provided for our, you know police and fire That we could all take care of Again this was all brought up in the spirit and discussion of dispatching Now one thing which I brought up as we talked about fibers With the fiber one thing to consider with the fiber is this is a big picture item Long term. I mean fiber can last in the ground 10 to 20 years you can get life out of it isn't like a three-year thing and we're going to get rid of it The other thing with the fiber is the benefits we'd get is you know, if we do it right we can connect the msp The msp facility the transit facility all the ones where we're going to read route the path So that way when the mesh, you know for cold weather or whatever would happen those those buildings are not out of Action for getting at you know our computer systems The other thing it would do is provide that Sharing of technologies like we could go on a single phone system The pd has a great ip phone system and here we have an old centric system We can start leveraging and consolidating those technologies You know down to single things which makes them easier to manage As well as then, you know Between a county and a city get them on the same communication system the same phone system as well. So the fiber, you know, isn't just for Dispatching it's a part of it, you know, it's a whole it's a whole bigger picture that we can utilize it for as a highway For our data Like I said allow combining of communication systems allows for disaster recovery with spillman and then we can keep our response times And we can increase performance to the other agency. So there's no bottlenecks running over the measure Slow links and again, it's the the big part of it is it's an investment to leverage other applications between our sites It's kind of like having you know plumbing in your house with Quarter inch pipe and trying to take a shower. You're not going to get any pressure or any water You've got to have that pipeline The other thing, you know to consider like I said disaster recovery And this is kind of leading into the next This is leading into the next Presentation is dispatch, you know, it should be at it should be at the same site. You know where your server is We have data replication in between common network, so Less variance to manage And it's going to set the stage for other shared services activities if we want to take You know advantage of it Dave could you give some examples of maybe some other Shared service opportunities in the future Well a big one be the technology excuse me the big one to be I could where I see is you know technology And it is you know, we have all these servers here all the servers there or at the county, you know be a leverage of Disaster recovery or a single email system where we can just all talk to each other You know singly with within contactless Eventually, you know if we want to look at sharing applications, you know instead of instead of Downloading information back and forth between your financial system or ours are the whole you know the tax thing that we just went through with Another software Use the same system and that way it's all there. It's easy to balance or quicker to balance quicker to reconcile you know, so The technology piece would be the first groundwork to lay forward in other services to look at What it basically comes down to Thanks Any questions? Hope I didn't confuse you too much on this one Do you have anything else on this agenda item then Dave? No, okay. Thank you Next we'll move into items for discussion and possible recommendation of the common council agenda item number 10 A presentation on the combined 9 11 dispatch proposal Between shabuigan county and the city of shabuigan as presented to the city county shared services committee on january 12th 2012 This will be presented by the city of shabuigan chief of police christopher damagalski and dave augustin city of shabuigan it manager And that also like Sheriff preby and inspector brook bar maybe to come a little closer to the front in case we have to Some questions for you Chief and dave the floor is yours Good evening So the first slide that we're going to look at talks about the cost of maintaining separate centers First column there where it says county talks about the current costs off of the 2012 budgets So you can see the cost for the running the current county dispatch center 875,000 And the cost to the next column would be for the city dispatch center Over here in this column 1.1 million and then when you add those together that the cost is 1.9 million As we move down What we're trying to show here is In these columns is the Is the cost of of adding management and supervision to both the separate centers If we would continue to maintain separate centers and run them independently So what what's proposed is adding one manager and four supervisors At each place if we are going to maintain separate centers and then those costs are added in To the costs above and then the totals down below And then over here is adding those two costs together To get the final cost I think We'll stop here and move on to the other scenarios and then we come up with a recommendation It's probably the easiest way to explain why we think it's advantageous to do this and then you can ask questions from there So this next slide is the cost of combined dispatch Keeping it a shared center at the city pd So on this side over here, we have operational costs So You have the 24 dispatchers Other non-salary costs, which are just office supplies things like that You get 1.7 and we move down to the next series of things and these are costs That we wanted to be transparent and show that these costs exist these are Things that are currently done within the independent centers that would have to be pulled out when the centers are combined so Here you have three secretaries at the pd We have a front desk at the pd That does some clerical duties and deals with Interfacing with customers as they come into the pd That is currently done within our dispatch center if we're going to combine the centers It's important that we pull those out because it's not it would be otherwise would be a cost shift us shifting that over To the county and we don't want to do that. We want if we're creating a dispatch center We want to pull out the things that the dispatch center isn't going to do and show those costs So we're going to have to staff people to deal with customers that walk in and do some clerical functions Below that is a line for cost for secretaries at the sheriff's department Um, some of the things that they currently do in in their center is warrant validation That would be something that would get pulled out and there would be a cost to that Um, then if you move down then then here we show again the cost of the supervision And then you add it together and that's the grand total of what it would cost the savings here Whether you see it as savings or not is that now you have a layer of supervision present in the dispatch center That's combined. That's not currently in place in either dispatch center as separate centers Over on this side, you see the one-time capital costs For creating the combined center at at the city pd these costs up here consist of costs of adding another council or a dispatch position within the pd And then you see the fiber connection down there adding Updating and adding 9-1-1 lines Repeaters Some small construction costs. And so the total one-time capital is Is there 356,000? The next slide shows the cost of creating a combined center at the county On this side here, we're talking about all the same costs that we talked about on the last slide And then on this side here is one-time capital costs for Creating the center at the sheriff's department and then on this slide There's a financial comparison in summary. So it shows costs off of the first slide on the top line here Separate center status quo with no dedicated supervision at either one And then on this line with added management if we both were to add That level of management at the separate centers and keep them separate And then the cost 2.5 if we were to combine the centers and add the management So then it shows a change in annual annual cost is a decrease of 272,000 I'll point out that that management again that management layer is not present at either one So it's assuming that that is added And then on below Below is the again the capital investment for the two scenarios The benefits of the combined dispatch is it does create some call processing efficiency And that it creates a single answering point. So all the calls would go into one place rather than Going into two separate possibilities Faster dispatching with no phone transfers 911 calls that come in wirelessly wirelessly for the city Still come into the county and then get transferred over to the city So that's where we're talking about saving some time and not having to transfer Um the the recent study that we did at the end of 2011 showed that there's at this point about 368 Is the average calls monthly wireless 911s that get transferred? I think one thing that keep in mind there is that as technology keeps Changing more and more of those calls are going to come in wirelessly rather than through a landline I mean it's estimated that it takes or would save about one to 1.5 minutes per call on average and and where that comes in is that When the call comes in the dispatcher at the county doesn't pick it up and just automatically transfer it They ask questions enter information into the computer so that if something does Happen where that call is dropped or if if on a transfer the call is lost We have that basic information so that somebody can try to recontact that party and has that information before that call is is transferred So it would result in fewer dropped calls essentially, I explained part of that in the 2011 study that count equates to about six calls per month that are dropped and i'll point out that the calls are Even even with a combined center those calls might be dropped Because many of these calls that are dropped are dropped because of the way technology is they get too far from a cell tower Or something like that and so that's likely where a lot of the drop calls come from The big benefit in in my eyes is the next point supervision right now there's No dedicated supervision For this call center at the police department. It's done on an oversight basis by A shift commander that that's sitting in the pd But the thing that to point out here is that person has many many duties reviewing reports monitoring calls that that the squads are out on Reviewing arrests talking about assignments that officers are on with them coaching them into making the right decisions Reviewing decisions that they're making doing all of those things So we're talking about they're they're really only a fraction of their time monitoring what's going on in the call center And that is a big negative in my view Sheriff's department Has the same situation although they recently pulled A position from a different part of the department That to place it in there because they have such a need the same need that we do that that there's dedicated supervision there What the dedicated supervision provides is improved and consistent standardized training Better employee support and engagement. And so we're talking about simple things here We're not talking about Employees that aren't competent that aren't talented and don't know what they're doing But we're talking about multiple employees 14 employees at the police department 12 employees at the sheriff's department And if there's nobody Overseeing what they're doing and coaching them what happens is they start to go in in different directions So we have a process in place about how things should be if there's not somebody monitoring and coaching yet People go in different directions when what we need is consistent processes with everybody doing things the same way Employee support Employee has a problem something they don't understand or they're doing something wrong or they're not sure how they're doing it There needs to be somebody there that they can say hey Can you give me a hand with this? I don't quite understand what i'm doing How should I handle this those kinds of things when there's not supervision in place to immediately deal with those things They faster and grow and then blow up and now we're we're dealing with a situation that's bigger than it has to be Employees get frustrated and burnt out from things like that So I think it's important it delivers a better service to the public If there's somebody that's making sure that that things are consistent and standardized Um emergency medical dispatching comes in um more of on a Economy of scales Thing is is where I would say that comes in the easier you have more people Now that you have a bigger management system to be able to support that and make sure again that things are standardized That there's quality control and things like that in place Um standard operating procedures More consistent procedures because there's people there to monitor them and make sure that people understand what they're doing Do the coaching that's needed? Identify problems and provide training to address those problems when they're noted Improved coordination comes in in greater situational awareness If all the dispatchers are in the same place all the time taking the calls when when something happens in in Cheboygan falls That is connected to something that happens in Cheboygan or Something that happens in Cheboygan that's connected to Kohler or to Plymouth or vice, you know anywhere in the county All these people are together saying oh, you know what? I took something similar or last week last week or yesterday or earlier today and that information gets shared quicker and faster Better between all the departments Um by going to the combined dispatch it'll allow us to have a legitimate backup center um Right now we serve as backup centers to each other But the problem is there's not consistent processes Things aren't handled the same So if something happens at the cheboygan police department where it goes down and we need to transfer the calls To the county we do things differently by combining them our processes are the same and then there's really no loss It's shifting people from one center to the other and things operate the same way Same thing vice versa If there's a if something would go down at the county and they had to transfer their calls to the city different processes People would notice that there is a difference that there is a change If it's a combined center and we're just shifting the calls to the different center There's there's really it's a not a bump in the road Nobody's going to know that the one center went down and we shifted it to the other place It's the same people dealing with the thing so you have more built-in redundancy and better redundancy Um eoc can be housed in the backup center right now the eoc is at the fire department So we have two centers And then the eoc at the fire department It'll allow us to take the backup center and create that as the eoc So then we only have two locations rather than three Built-in redundancy. I talked about this Before but it builds in redundancy in a bunch of ways one is that we have All employees that all operate off the same standard procedures and same processes We already have the same records management system, but that that's all A redundancy the radio system is a redundancy Dave talked about the advantages of Adding the fiber and building in their redundancy for the mobile broadband and the internet So if something goes down there's a built-in redundancy that's not there today that will be there It allows for technology standardization big part of this is as things Technology changes and we update things we have to update the radio system It gives us a chance to do it all at once rather than doing it twice or doing it at one place rather than at two or three places In the last presentation he talked about the fiber connection Eliminates some duplication of effort. It allows forces in in some ways departments to get Closer together and do more collective planning and operations instead of being separate and doing their things separately And then as things are updated There's an annual cost avoidance when adding the management function in the shared dispatch scenario Rather than doing it separately at the two. That's where the economy of scales again come in and we're able to to save Any questions about anything that I talked about so far Any questions from the element Chief I have one. Could you just kind of go over what your Daily operation is now how many dispatchers do you have? How many councils do you use how many do you have and that type of thing? At the city there's there's four councils we have Three people working on first and second shift two people working on third shift The reason that there's three on on first and second shift is because one of those three works at the front desk So there's really two people in the dispatch center at all times. There's a third at the front desk one of the Positive things that we have is that person that works the front desk is is a trained dispatcher So if things get busy or something's going on they can flop back into the center and sit down and help with the dispatch And your department there's two dispatchers working all the time So Like I said at the city, there's there's four dispatch councils So what we would do is take the two dispatchers from each place and put them in there That would use up all the councils. We're recommending that there's a fifth council added and that's for a bunch of reasons one reason is Is if there's training that has to go on you need that extra council so that you can provide the training there Again redundancy if one of the councils goes down and it needs to be repaired We can shift that over onto that fifth council and what so there's no disruption And then the other reason is so that the supervisor Can monitor what's going on from that council Here what's going on on the calls see how people are dispatching And then again if there's a spike in calls or or there's a major incident going on Then they can step in and get involved and and help assist with that. So that builds in that redundancy Thank you Other questions Okay, our recommendation is that we combine the dispatch centers into a single center Managed by the sheriff's department And that we locate the center at the shabuigan police department initially The staff to center with the appropriate management and staff That we start out there and one of the big things starting out there The important thing is to develop and implement the appropriate processes and workflows standard operating rating procedures measurements for establishing combined peak operating efficiency Once that's in place so really what we're talking about is taking two separate centers putting them in one place Operating them separately as we train cross train the people So that we get to this point that I talked about where everybody is on the same page Does everything the same way? Learns the streets or areas that they don't know now. So that allows for all of that to occur once once my The number that I threw out is I think it's probably about Somewhere between a 12 and 18 month process for that to go on to develop all those processes Get everybody up to speed and and trained on it integrated. So they're operating together as as one Center rather than two separate centers Then the second part of our recommendation is is longer term And that's that at that point as part of the radio upgrade or in conjunction with the radio upgrade that needs to go on Is to relocate the shared dispatch center at a county facility in conjunction with that So start out here get everything all those processes and things built up so that when it shifts over to the county Your the disruption isn't isn't big So it's just then moving the operation where everybody understands what the processes are and how things are done over into a new center That's added on to the sheriff's department If I could just ask a question of the sheriff or the inspector If you could kind of just go over what your dispatch center is doing right now How many councils you have and how you how you Staff those during the course of a day that type of thing just for a kind of a comparison of what we're doing with the PD now sure We have two dispatchers All the time during all three shifts And we have 12 so when we can we have a third and the purpose of the third dispatchers for validation warrant entry And that is their responsibility for that For that shift We have three councils It's questionable if we have room for any more which justifies the the having to build on We do not have a dispatcher a backup dispatcher today was a prime example where we had A deputy that was serving some papers and we had a an armed individual or an individual that Uh What should I say, uh, we had a standoff let me put it that way We ended up with a SWAT team and at the same time During that call. We actually had another incident involving a gun We were fortunate enough to have a third dispatcher that was actually in in service that was able to give a hand Typically what would happen those two dispatchers would be on their own With the on duty shift commander helping out wherever possible However, it's not as as fluent as three trained dispatchers working together Dealing with everything that is that's coming in because those phone calls For non-emergencies and other emergencies calls still keep coming in during this SWAT incident that we had going on today. So We were fortunate enough to have that there, but we always don't have that. Thank you all of them. Hammond Thank you, mr. Chair. I'd like to uh first off thank Uh the chief the inspector and the sheriff and Um brahels that was involved in this kind of the smaller group dave and jim modio and um adam pain Put in a quite a bit of time and effort When we put all this together But I wanted to make a couple comments as as we look at this because some will look at this from the outside and say You know things are running fine now You know, why do we need this extra layers of management? and You know, I may have been one of those people at one time, but after listening to Inspector brock bower the chief and the sheriff It's pretty evident to me that we've been living on borrowed time I know chief you made a comment in the shared services committee meeting about the broad days accident where the car Came through during the broad days parade and The handoff between the county and the city and some of those types of things that would have been avoided with a common dispatch Center Could you wonder both maybe just elaborate on on that? I know you kind of it's in the slides and we kind of talked about it, but how important that really is Right now we have sworn officers that are supervising correct in both dispatch centers Yeah, I guess I guess you can say that even though we have one Supervisor in the dispatch center. She's not there all the time. So yes, it would be the Shift commander who's ever in the shift commander's office at the time to actually Assist in in supervising the dispatchers Yeah, I you know, I could there's a whole bunch of different areas I could go into I don't want to Send out the message that that the dispatchers that that work for either one of our departments Aren't competent. They aren't talented and they don't do a great job. That's that's not the point The point is is that we are not properly Supporting them and by not having dedicated supervision to oversee them and to really assist them That's where I see the risk coming in. There's problems that can be dealt with very easily in a day-to-day basis To to assist them in delivering better service That that isn't happening because there is no supervision there. So what happens is a problem Starts and it festers and it builds and then all of a sudden myself or somebody else in my staff Has to drop everything that they're doing put it aside And go deal with the problem and now because the problem is a bigger thing. It's it's not our 10 10 or 15 minute Situation that that's dealt with it's a longer term thing So we're wasting a lot of our time that we could be spending more productively in other areas Because we have to keep pulling people off supervisors off to deal with with things that really we should have Proper supervision to deal with Is the one thing and then the other thing that the alderman touched on is and I touched on On a little bit here is really that situational awareness And it's you know, it's something that we're dealing with in other areas of our department too and When I talk to the community and I think when I talk to you one of the really important things is is I got 80 officers besides myself that are out on the street that have all kinds of information The problem is most of that information is contained right up here And so what we struggle with is getting that information out of those officers heads and getting them to share it with each other So if we have whatever it is criminal damages happening over in a certain part of the city That one officer who works that area might know about it But unless we're talking about it as a department everybody doesn't know about it So it might be another officer that gets sent to deal with it And there's that disconnect where we have the information that we need to to stop what is occurring and deal with it properly But if we're not communicating properly that information isn't being shared and so we're solving things 10 days later than we really should this is the same thing that i'm talking about in the in the dispatch center Is that there's things that occur throughout the county that aren't necessarily noticed right away Because all of those people are in different places. So they're not talking and saying You know me overhearing bb taking a call and saying oh Yep, I had something like that last week over in this community So that now those two departments know and are talking and working together to solve the issue I think a couple other things with this too is is the backup and redundancy and dave touched on that a little bit In his presentation, but right now It's kind of scary to me if that link goes down We have no communication with our patrol officers You know so having as part of this that fiber optic line going in in the microwave is the backup Helps build that redundancy having a server at the county that server at the city for the spillman system I mean all of these types of things that you know many people kind of assume are just in place You know aren't there right now and this process would build a lot of that infrastructure to be able to do that. So You know again, I think there's a couple you know non financial reasons to take a look at this You know more seriously because again to be easy to step back and say We don't need to add management. It's working fine again from the outside looking in But I think and I agree the dispatchers are doing a great job That it's not a slight on them, but Anything where you don't have consistent management ends up kind of as you mentioned Everybody starts going in their own different directions putting in their own processes in the lack of a standardized process procedure. So So I just wanted to touch about when we talk about that link going down We're talking about data. So so they're not losing communication. They could still talk to each other on the radio Apologize. Yeah, but they're not getting the data link is down So all the data that we spent all of this this money on and all this time training them on trying to get them the information That's just what's going down. So and that includes things like Our paperless ticket systems that we went to the same thing to try to speed up the processes take out A lot of the data input that goes in that's what's going down So then we got to go back to handwriting tickets and entering those tickets and all of those kinds of things Oliver and samson did you have a question? Yeah, thank you, mr. Chairman I'd also like to thank everybody involved in the whole entire process This is certainly One of those topics that can raise the temperature of a room fairly quickly and it seems to have been a pretty hot topic lately So everybody's willing us to work together and keep the channels of communication openness Actually very appreciated for something I think is pretty important with this as well because communication I can't think of a better area for Very high level of communication than the communication center for emergency dispatch and and things like that that actually Serve the the cities and the county. I guess my question would be just so I understand How it would work the physical dispatch center would be initially housed then at the police department the new building And because there are some specific job Duties that would the sheriff's department needs to keep they would still maintain some folks over the current dispatch center right now for for county Correct. Okay. So I so most of the operation is going to be over at the city Why would you have to if you're gonna if the idea would be to add on another? Call center, I guess for to make five Why would why would the long-term plan if that's going to work out if that seems to be Adequate why would why would the long-term plan then? To get rid of that and then move it to a completely separate facility where now you would have That new dispatch center that we Added on to in addition to the dispatch center that we would be using For specific jobs over at the county. Why would we have to consider moving to another location? Because I think in the in the long run, you're going to outgrow it even here That the the space that would be suitable for now adding in another council So but looking down I guess the way I'm looking at it as a visionary looking down the road We may be facing this again 15 20 years and we're going to go While we're out of space now, what are we going to do? This way here. We're projecting ahead. We're thinking ahead. We're preparing for the future and giving adequate space Now versus waiting for a time where we're having to look for additional space The the pd and I I'll let the chief speak for himself, but the pd Is going to be limited in growth too. So It may be good to start here, but not necessarily 15 20 years as the city grows as the county continues to grow And there's a greater need for more and more councils I I think that I'll let the chief speak but I I think you're you're limited on what you're going to be able to do versus An expansion at the at the county where we'll be prepared for continued expansion The for years to come the other thing with that too Kevin was that A obviously the cost is less now, but at some of this might be where you're going with this this inspector But we have to do a significant radio upgrade and these all of these councils are going to have to be replaced right around that time And from a command and control standpoint, they'd rather have their employees and their building with them So when all of that upgrading has to happen, it just makes sense to make that the point to move it over there That's correct having it at the city and having us run it does create some logistical issues for us It's we can deal with it, especially in the short term. It's not any type of a deal killer Excuse me Long term it is much more efficient for us to have it housed on our campus The other issue as far as is having it right away at the city is that is the most Economical way to get it up and running and the fastest way to get up and running Now Because we have to add on a significant addition to our building by 600 square feet that the construction is going to take time So it's just much faster to start it up here. You still are going to need a backup center So whether you start at the city and now turn it into your backup center Or we have to do remodeling and do a backup center at the county It really it almost seems initially like maybe you're thinking we're going to put this money and we're just going to leave it You need the backup center So whether it starts initially as a primary at the city and moves the primary to the county and so it becomes backup or You leave it at the city You're going to still have to remodel and create a bigger area because we don't have an adequate backup at the county as we operate right now Thank you any other questions One thing I just wanted to go over again when you were talking about the benefits. We talked about it very briefly Is that faster dispatching with no phone transfers between the city and the county the estimated time saved Is a minute to one A minute to a minute and a half per call And I guess the importance of that would be For let's say for example a cardiac arrest case To get that ambulance there and our ambulance service has excellent response times now But to have to be able to save an extra minute to a minute and a half Would be critical for that patient's quality of life To get that ambulance there that much sooner. So if we can if we can save a minute to a minute and a half That's a huge Huge benefit in my mind huge Was there any other questions and then And I think the last thing we wanted to cover then was the proposed timeline for this project Chief did you want to handle that sure It was suggested that we put together a timeline I think it's important so that everybody gets an idea of what we're looking at and doing it So The timeline is there it speaks for itself pretty much the the first part was getting the shared services committee to Approve or not approve The next is really getting The council and and the county board to decide to go forward with it. I think one of the important things is It's this has been a long-term topic We need to make a decision of which way we're going to go and we don't need to drag it out anymore We just really need to make a decision one way or another um So what we're hoping is is that by april 30th we have That worked out there's still other work that needs to be done as far as the city and county working out um The agreement and how to pay for it and in those things, but really we need to to get something going And then we have about 13 or 14 months to really stand it up and get it operational is what we're looking at. I know the inspector Probably wanted a little bit more than it than a year more like 18 months, but we've kind of We've kind of Adjusted that as much as we can but I think one of the important things to put the timeline together like this Is to create that sense of urgency that to say hey, we can't keep pushing this down a road We need to make some decisions so we can get on with the planning and implementation if that's where we're going And then long-term plan. I think that date is is subject to change again as as the radial Upgrade goes in that's all going to be wound together then so Thanks chief Alderman hamlin. Thank you. I think it's important and and the chief hit it right in the head, you know to finally You know take a vote. This has been kind of Kicked around in this area for From what I can understand the better part of 40 years and many of us in this room have been involved with it in various different levels um I think the group um and then the recommendation from the shared services committee is a good one Um, is it perfect? Absolutely not. I don't think anybody over there standing there would say it's absolutely perfect But it does accomplish what we're trying to accomplish. It gets the management into this year into the dispatch center, which is solely needed It gets us the redundancy we need An operational emergency or an operational EOC Um, and then again a good backup system. So I hope everybody Will will um vote yes for this So we can stick along so we can stick on our timeline Any other questions? Thank you chief With no further discussion I would entertain a motion from one of the alderman and what we want to do with the With the presentation Thank you, mr. Chair. Um, I would move the that we recommended the full council To accept the proposal for the shared services Combined dispatch second We have a motion and a second under discussion I have alderman decker's light flashing here. Um Did you have something else? No We have a motion and a discussion. Uh, is there any further discussion? Alderman cop, would you call the roll please? Actually You have something Um The other part of it and again the chief kind of alluded to it was if we go back into slides It's taken a look at the infrastructure cost the one-time capital cost of having the facility shared At the city pd the big part of that obviously is a 225 for the fiber connection um In our capital improvements budget of the 2 million we've only allocated about 1.1 million so I would like to amend my motion To since this will be housed at the city's facility to um also Cover the one-time capital costs through the capital improvements Budget of the 356,855 it was already proposed to the capital improvements. It was just uh Table, especially the fiber as part of this conversation. So I would I'd make an amendment 356 855 And alderman hamlin that would be the listing here starting out with an update on 9 11 lines with the 64 45 Reading down for the grand total of the 356. Let's start up at the council a council Council package positron. Oh, it's start. I'm sorry. It starts way up on top there. Okay in that way the the county would have the ongoing costs obviously and and The portion of the levy our levy Would be allocated to them for that Going forward they wouldn't be saddled with that one-time expenditure of cost and we would take care of that The entire 356 is in capital improvements. Not the entire But there's room in there for that for the fight. There was uh, I believe there was money in the Capital improvements for the fiber correction. Yes. So then your subcommittee or Are you or I guess Mr. Amodio and the county would be working but we would be working out Where we're going to come up with the rest of this money for the other items then I would propose that we take that out of capital improvements as well. Capital improvements are correct. All right So I would admit my amendment would be that we accept this and also Pay the three pay for the 356,855 to get that facility up and running And then again the county would assume the ongoing costs of of the shared dispatch center Is that okay with the second Yes We have a motion and a second Any further discussion Alderman cots you want to you want to call well, why don't you just read back with the motion so we all understand Alderman Hammond to recommend a full council to accept the proposal from the shared services We amended amended his motion and a second To cover a one-time startup cost of 356,855 thousand dollars um out of the capital improvements and Real fiber connections so fill that in there too Fiber connection at all Okay, boring. Uh, hi Carlson. All right Decker. Hi. Hammond. Hi. Hammond. Hi. Heidemann. Hi Hi Samson All eyes motion carries Next thing on the agenda is the meet next meeting date. That'll be determined and I will entertain a motion to adjourn All in favor. All right. Opposed chair votes. Aye. We are adjourned. Thank you everyone