Lincoln County Sheriff s Office February 27, Troy District Dispatch Services Feasibility Assessment. Informed Decisions

Transcription

1 Lincoln County Sheriff s Office February 27, 2014 Troy District Dispatch Services Feasibility Assessment Informed Decisions Recent Troy district taxation issues have brought the cost of Troy dispatch services to the forefront for many people. It has resulted in many questions being asked about the sheriff s capability to assume dispatching services for the Troy district. Our goal is to present the facts and answer your questions. If we don t have the answer tonight, we ll get the answer for you. After providing this information, we hope that you will be able to give the commissioners a better sense of how to move forward. 1

2 Informed Decisions Troy Dispatch has been providing great service to the area for almost 50 years. Folks are understandably very passionate about both sides of the dispatch issue. Please, be respectful of others feelings, and keep things civil tonight. Informed Decisions The intent of this presentation is to: Provide factual information to interested residents and taxpayers of the Troy Area Dispatch District Provide factual information to the Board of Commissioners Assist in ensuring that any decision about the future of dispatch services provided in the Troy District is based on accurate information. 2

3 Informed Decisions This is not a sheriff s office power grab The feasibility study, and this presentation, were prepared because we have been asked repeatedly by Troy district citizens if the sheriff s office could handle the dispatch services in the Troy district service area If the Troy district taxpayers decide that things should remain just as they are, and say that they want to continue to pay the special Troy dispatch levy we are perfectly fine with that provided that the decision is thoroughly considered based on accurate information. Troy Area Dispatch Troy Dispatch started in about 1965 Originally located at the Chapel s house Moved to basement of the Methodist Church in 1971 Was an all volunteer organization at that time Provided 24 hour service 3

4 Troy Area Dispatch The very first services included: a direct telephone number to dispatch for emergencies (before the days of dial ) a notification service for EMS and Fire Troy Area Dispatch District The Troy Area Dispatch District was established in 1996 Initial estimated annual cost of services was $40,950 Funding for this new county district was provided by a 7 mill levy in the Troy Area District It created a joint city/county board of five members In 2000, the mill levy was raised to 20 mills ($97,060) 4

5 Troy Area Dispatch District Services Current primary services include: Enhanced 911 Public Service Answering Point (PSAP) Criminal Justice Information Network (CJIN) access Dispatch services for Police, Fire, and EMS Monitoring services for Kootenai National Forest Troy Area Dispatch District Services Current secondary monitoring services include: Troy area school buses Troy City Public Works Lake Creek Dam Many other services that we ll talk about later 5

6 Troy Area Dispatch District Services Enhanced 911 Public Service Answering Point (PSAP) Criminal Justice Information Network (CJIN) access Dispatch services for Police, Fire and EMS Monitoring services for Kootenai National Forest All of these primary services are also provided by the Sheriff s Dispatch Center DISPATCH CENTER CALL VOLUME (Actual Case Numbers Generated) 2013 Sheriff s Dispatch Center 10,757 Troy Area Dispatch Center 2,527 6

7 Advanced technology allows Sheriff s Dispatch Center to dispatch calls for all Troy District area services: Troy Police Department Troy Volunteer Ambulance Bull Lake Volunteer Ambulance Troy Volunteer Fire Department Upper Yaak Volunteer Fire Service McCormick Volunteer Fire Bull Lake Volunteer Fire Fish, Wildlife and Parks Warden Forest Service Law Enforcement The Sheriff s Dispatch Center in Libby has been dispatching Sheriff s deputies in the Troy District area for several years utilizing the sheriff s frequency on repeaters 7

8 The following is an example of the modern Enhanced 911 Call Sequence 911 CALL SEQUENCE Sheriff s Dispatchers monitor 911 calls for South Lincoln County Sheriff s Dispatchers also currently monitor Troy Dispatch 911 overflow calls 8

9 911 CALL SEQUENCE 911 MONITOR Six 911 Phone Lines Transfer functions to other agencies A 911 call rings in Screen lights up, audible alert sounds 911 CALL SEQUENCE When a dispatcher answers the call, the callers information is Displayed on the screen. Dispatcher maps the call. 9

10 911 CALL SEQUENCE Caller information is displayed Nearest cross street Assigned Responders Dispatcher can map the responders route if needed to help them get to the scene 911 CALL SEQUENCE The mapping system is accurate there are exceptions county wide. Dispatchers need not be from the area to follow the mapping directions to a scene (though it can be advantageous on occasion). 10

11 911 CALL SEQUENCE The recent equipment upgrades have modernized Troy Dispatch the call sequence is the same as the sheriff s If the Sheriff s Office is asked to dispatch for the Troy District area, services would include the following: Enhanced 911 Dispatch for Law, Fire and EMS Toll free non emergency calls to the Sheriff s Dispatch Center (would keep the existing phone number) Direct dial telephone to Sheriff s Dispatch, located outside of Troy City Hall that would be available 24/7, 365 days per year, for walk in service Video monitoring of the new direct dial phone at Troy City Hall 11

12 An equipment investment would be needed Technically, Sheriff s Dispatch could assume service to the Troy District right now, but it would require placing Troy Police on the Sheriff frequency and all other emergency services would need to share the Local Government frequency This would not be optimal or acceptable An equipment investment would be needed With a one time initial investment in equipment (which we ll further explain later in this presentation) the Sheriff s Dispatch Center would be able to provide: The same primary dispatching service for the Troy District area Monitoring of secondary services for emergencies using the Local Government frequency A merging of the Troy Dispatch SWIFT database system with Sheriff s SWIFT system so that current data is not lost, which would result in the capability of sharing law enforcement information between Troy PD and the Sheriff s Office. 12

13 Taxpayer Funding County Sheriff law enforcement activities are largely funded by the county wide Public Safety levy. The Sheriff s Dispatch Center is primarily funded by that same Public Safety levy. Troy District taxpayers are currently paying both: the county wide Public Safety levy the Troy Area Dispatch District levy Examples Around Montana Lincoln County is the only county in Montana with three distinct dispatch centers. There are only four counties with two dispatch centers, one of which is a special arrangement for Yellowstone Park. One dispatch center on the east side dispatches for four counties. Flathead 911 Emergency Communications Center in Kalispell is an example of a major dispatch center. They dispatch for: Flathead County Sheriff s Office, Kalispell PD, Columbia Falls PD, Whitefish PD, 19 Fire Departments, 17 Emergency Medical Services, EMA, Alert Helicopter, 2 SAR agencies, Nordic Ski Patrol, along with support service for MHP, USFS, FWP, and Glacier. 13

14 Troy Area Dispatch District Budget Fiscal Year Operating Expense Budget Total (excluding Capital Improvements) $250,350 This is equivalent to ~28.79 $8,694 per mill Other Sources of Troy Dispatch Revenue Annual State Entitlement Funds: ~$10,685* Annual State Allocation: ~$21,000* Annual KNF Dispatch Services: $1,200* *This revenue is best set aside for dispatch technology capital improvements Troy Area Dispatch District Mill Levy Comparisons Using 2013 Taxable Values (TV) for 2013 Tax Dollars HOME VALUE 20 mills mills mills mills Voted in 2000 FY13/14 Budget FY13/14 Allowed 2013 Tax Bill $100,000 (TV 1299) $25.98 $37.40 $41.45 $73.86 $200,000 (TV 2597) $51.94 $74.77 $82.87 $ $300,000 (TV 3896) $77.92 $ $ $

15 Budget Comparison FY 13/14 Operational Budget TADD LCSO $250,350 existing (~28.79 mills) budget Voted in 2000: 20 mills generates $173,880 in tax revenue FY13/14 Budget: mills generates $250,350 in tax revenue FY13/14 Allowed: mills generates $304,290 in tax revenue 2013 Tax Bill: mills generated $494,341 in tax revenue Financial Details There would be no initial budget increase for Sheriff s Dispatch to absorb the Troy area dispatch services. City of Troy ~$10,000 service fee would provide funds for any additional costs associated with Troy PD. The final Troy PD service fee determination would be based on a more in depth call volume study and the number of SWIFT stations desired for the PD LCSO would assume payment of the SWIFT license costs for Troy PD Sheriff s dispatch would assume receipt of approximately $21,000 per year in State funds that are currently received by TADD State funds may only be used for Dispatch related expenses Sheriff s dispatch would assume receipt of $1,200 annual revenue from the KNF for Troy District dispatch services 15

16 Recurring Technology Expense Upcoming CenturyLink 911 technology upgrade and replacement of 911 equipment Mandatory upgrade will occur within 1 2 years Old software will no longer be supported Up to $100,000 cost per dispatch center With 3 dispatch centers in Lincoln County the total cost could be up to $300,000 If Sheriff s Dispatch assumed the Troy area dispatching, the $100,000 upgrade for Troy Dispatch would not be needed. CenturyLink upgrades are a recurring expense. These type of upgrade and replacement costs will return again and again. Troy Area Dispatch District There are disadvantages of Sheriff s Dispatch assuming dispatch services for the Troy Area District: Loss of 6 dispatcher jobs Loss of the local connection Repurposing of equipment Redirection of non standard dispatching services 16

17 Troy Area Dispatch District Other non standard services that Troy Area Dispatch provides that would have to be redirected: Troy school bus check in Troy Refuse check in Road crew call outs After hours court payments & paperwork After hours utility payments Food Pantry keys Troy City Yurt keys Indigent services vouchers Drop off point for local services Walk in informational services Situational Awareness When the FCC mandated that all frequencies be narrow banded, radio reception worsened substantially in Lincoln County. Portable Radio coverage has been exceptionally troublesome all over the county. The Sheriff s Office and the Emergency Management Agency are working hard to improve communication coverage within the county for all emergency services providers. 17

18 A Way Forward The Sheriff s Office and Montana Electronics have conducted a site analysis to determine feasibility and cost of upgrading the existing communications system in the Troy area. The Troy Landfill is the proposed location for a new low elevation communication site. The Troy Landfill Communication Site would provide enhanced radio coverage between Troy and Libby. One can best envision the Troy Landfill Communication Site as an unstaffed extension of Sheriff s Dispatch. The Site would be easily accessible year round for timely maintenance. A Way Forward Establishing a communication site at Troy Landfill would provide for a direct link from west Lincoln County to Sheriff s Dispatch. This new communication site would assure quality portable radio coverage throughout the Troy Area for all responding agencies. This site would also allow the Sheriff s Office to establish West Law radio coverage for all law enforcement on the west end of the county, to include Troy PD. It would mirror what is now being done in North Lincoln County, and would cut down the radio traffic on just one law enforcement frequency. 18

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21 KING MTN. COMMUNICATIONS SITE COVERAGE AREA COMMUNICATIONS SITE AT TROY LANDFILL Coverage Spectrum Analysis 21

22 The Troy Area communications upgrade would be accomplished in Two Phases Phase 1 Troy Landfill Communications Site The Phase 1 upgrade at the Troy Landfill would consist of: a small Conex container to house the communications equipment a 40 antenna tower AC power connection battery backup power an optional generator for backup power 22

23 Phase 1 Troy Landfill Communications Site The Phase 1 upgrade would also include installation of three base/repeater radios: West Law (Troy PD) Radio Troy Fire Radio Troy Ambulance Radio Completion of Phase 1 would make the Lincoln County Dispatch Center fully Operations Capable in the Troy District Phase 2 Microwave Link System Installation of a Microwave Link System: Would link Troy directly to Libby Would provide an optimal system Is the most reliable and direct shot between sites Uses existing frequencies Is easy to add additional frequencies for Troy district Can utilize encryption for Law and EMS Can incorporate the Trunked radio system Provides a solid link to other radio communications sites throughout the county Completion of Phase 2 would be the final build out and makes the system robust, properly up to date, and future ready. 23

24 MICROWAVE LINK provides direct communications KING MTN COMMUNICATIONS SITE TROY LANDFILL SITE SHERIFF S DISPATCH PHASE #1 One Time Communications Upgrade Cost Troy Landfill Communications Site Project INSTALL CONNEX, 8 X 16 $ 1,000 INSTALL A 40 TOWER FOR ANTENNAS $40,000 INSTALL AC POWER PEDISTOOL AT BUILDING $ 5,200 WIRE CONNEX EQUIPMENT $ 8,000 INSTALL BATTERY BACKUP SYSTEM FOR RADIOS $ 3,040 MISC. LABOR AND EQUIPMENT FOR PROJECT $23,800 OPTION INSTALL BACKUP GENERATOR $ 1,900 LANDFILL PROJECT TOTAL $82,940 24

25 One Time Communications Upgrade Cost PHASE #1 West Law (Troy PD) Radio Project PURCHASE GTR8000 BASE/REPEATER (ANALOG/DIGITAL) $16,868 INSTALL AT TROY LANDFILL $ 1,600 ONE ANTENNA $ 1,695 APX7500 CONSOLETTE $ 8,245 WEST LAW/TROY PD PROJECT TOTAL $28,408 One Time Communications Upgrade Cost PHASE #1 Troy Fire / Troy Ambulance Radio Project TROY FIRE DEPT. PURCHASE MTR3000 BASE/REPEATER $8,311 INSTALL AT TROY LANDFILL $1,600 ONE ANTENNA $1,695 TROY AMBULANCE PURCHASE GTR8000 BASE/REPEATER $8,311 INSTALL AT TROY LANDFILL $1,600 ONE ANTENNA $1,695 TROY FIRE AND AMBULANCE PROJECT TOTAL $23,212 25

26 One Time Communications Upgrade Cost PHASE #1 Troy Landfill Communications Site Project $82,940 West Law (Troy PD) Radio Project $28,408 Troy Fire / Troy Ambulance Radio Project $23,212 TOTAL PHASE #1 PROJECT COST $134,560* *Currently exploring possible cost savings that bring this number to under 100k Important: Completion of Phase 1 would make the Lincoln County Dispatch Center fully Operations Capable in the Troy Area District. PHASE #2 One Time Communications Upgrade Cost MICROWAVE SYSTEM LINK MICROWAVE EQUIPMENT LANDFILL TO KING LINK $18,500 MICROWAVE EQUIPMENT KING TO CPMC LINK $18,500 MICROWAVE EQUIPMENT CPMC TO LCSO LINK $18,500 SPARE MICROWAVES, LICENSES, PARTS $25,000 VOTERS FOR FIRE AND EMS $21,800 MUX SHELF X 2 $12,000 ADDITIONAL EQUIPMENT AND LABOR $ 5,000 TOTAL MICROWAVE SYSTEM LINK COST $119,300 Important: Completion of Phase 2 would be the final build out, and make the system very robust, properly up to date, and future ready. 26

27 One Time Communications Upgrade Cost PHASE #1 LANDFILL/RADIO PROJECT COST $134,560 PHASE #2 MICROWAVE SYSTEM LINK $119,300 ONE TIME UPGRADE COST TOTAL $253,860* *EMA would be assisting with grants to reduce the cost burden *approximately $45,000 State revenue may be available Mountain Top Repeater Sites The county made an excellent decision to purchase the privately owned mountain top communication sites to get us out from underneath expensive leases (Blue, King, Pinkham) As a result, the county will save many hundreds of thousands of dollars over the years to come, and will eventually develop revenue for the county. 27

28 Final Thoughts Communications systems are very dynamic and complex. With various Federal mandates and technology changes, upgrades are a continuous process and, unfortunately, a very costly proposition. The mountainous terrain in our county greatly increases the cost and complexity of communications technology. All communications improvements are designed to ensure excellent public service and to keep our emergency responders safe. Final Thoughts This is not a sheriff s office power grab The feasibility study, and this presentation, were prepared because we have been asked repeatedly by Troy district citizens if the sheriff s office could handle dispatch services in the Troy district service area the short answer is yes. If the Troy district taxpayers decide that things should remain just as they are, and say that they want to continue to pay the special Troy dispatch levy we are perfectly fine with that provided that the decision is thoroughly considered based on accurate information. 28

29 Thank You Questions or Comments? 29