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2007-02-13 Joint Work SessionJOINT BOROUGH ASSEMBLY /CITY COUNCIL WORK SESSION February 13, 2006 — 7:30 p.m. Assembly Chambers AGENDA CITIZENS' COMMENTS (limited to three minutes per speaker) ITEMS FOR DISCUSSION 1. Proposed Improvements to Baranof Park 2. Discussion of Funding for a New Ambulance 3. Discussion of City Dispatch Services and Funding MEMORANDUM TO: Mayor and City Council Members Mayor and Borough Assembly Members FROM: Linda L. Freed, City Manag�r --{- DATE: February 5, 2007 S � RE: Proposed Improvements to Baranof Park In October of 2004, the City of Kodiak received a legislative grant for engineering and design of improvements for Baranof Park's track, field and bleachers. In May of 2005, the City Parks and Recreation Advisory Board made a presentation to the City Council describing the existing deficiencies of the Park and made recommendations for moving forward to renovate Park facilities. In September of 2005 the landscape architectural firm D.A. Hogan and Associates was hired to evaluate the Park's deficiencies and to develop conceptual improvement plans based on community input. Last October, the City Parks and Recreation Advisory Board met and reviewed the nine options developed by D. A. Hogan for future Park improvements. At the City Council's December 2006 work session, the City Parks and Recreation Advisory Board recommended that the City of Kodiak pursue the construction of Option 4 (estimated cost $3.1million). Just prior to the work session the Kodiak Island Borough School Board adopted a resolution supporting Option 9 (estimated cost $5.8 million). A copy of the school board's resolution is included in the packet, as is a reduced copy of Option 9. In addition, a memo from the City Parks and Recreation Director documenting the City Parks and Recreation Advisory Board's recommendation and a reduced copy of Option 4 is included in the packet. A notable characteristic of Baranof Park is that it serves as the recreation facility for Kodiak High School and Kodiak Middle School. The park is used for track programs as well as physical education classes. Estimates put school district use of Baranof Park's track, field and bleachers at over 60% of the current use. In addition, some of the proposed /requested improvements are facilities that will only be used by the school district (e.g. "D" zone for high jump and long jump and shot put venue). As a result of the extensive use made of the Park for school district programs and activities, the current track (which now past it's useful life) was funded jointly by the Kodiak Island Borough and the City of Kodiak. The City of Kodiak Parks and Recreation Department has done an outstanding job of maintaining Baranof Park's track, field and bleachers, but the time has come to replace and improve these facilities. Given the significant amount of use that the school district makes of the Park the City of Kodiak is asking the Kodiak Island Borough, as the capital- funding agency for the Kodiak Island Borough School District, to share 50% in the funding of the Baranof Park improvement project. The next step in this project is to complete the engineering and design of the improvements, including the development of bid specifications, so the project can be put out to bid in the spring of 2008, if construction funding is available. The estimated cost for final engineering and design of Option 4 is $250,000. O Do a C,, 0O C m E Ej • C O o 0n� = 0 _ N O Of �. T 'O = CU —I CD C1 i Tl N A 0 - C. U.) co < -� 7 . - 71 ° O C'i A cn O a m m = co C. 9. e g o CD - 0 (n m ?0 _ . c ■ o c m ° � ( 0 CD (n m O cn O 0 c N Q y (D d 0 C m 3 0 0 v O 69 �") 69 69 IV 69 {9 . 69 69 (69 CD s N W cs. O 69 69 - 69 69 -I N ........____..... „. 41 CT �I O (71 ND IV CD CO CO CT CO A. 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( D CO 7 ▪ co (D co m 7 N a O - cn N- O W . 9,, f 0 Cr) rn P �occ Ocn N co p fig Q) I 0 l co pp O 0 0) 0 © CD .A 3 co, O m -69 a TO: Linda Freed, City Manager FR: Ian Fulp, Parks and Recreation Director !/ DT: October 16, 2006 RE: Advisory Board Meeting, October 10, 2006 In October 2004 the city accepted a $100,000 grant from the state for design improvements to Baranof Park's track, football/soccer field and bleacher area. In May 2005 the advisory board made a presentation to the city council which showed the existing deficiencies. In September 2005 the landscape architectural firm of D.A. Hogan and Associates was hired to do conceptual design work. Last Tuesday evening, the parks and recreation advisory board met to evaluate the design options provided by D.A. Hogan and Associates and decide what should be included in Baranof Park's design improvements. D.A. Hogan provided nine options that varied from, at the low end (Option 1), an installed drainage system for the football/soccer field and replacement of the track surface and bleacher area to, at the high end (Option 9), also include a synthetic surfaced field, an expanded eight -lane track ,and improvements to the baseball field that featured a synthetic surface for the infield. Prices ranged from $900,000 to $5,800,000. The board considered all options and then made a recommendation for the consultant's Option Four. This option replaces the track and storm drain that runs under the track, expands and elevates the bleacher area, and includes a "D" zone inside the track and a synthetic surface on the football /soccer field. The estimated price for Option Four is $3,100,000. The board felt the track needed to be replaced because the normal lifespan of a rubberized track is 10 to 13 years and our track is 20 years old and on the verge of falling apart. They included the storm drain that runs under the track so that a new track and improved field wouldn't have to be torn up to replace an old storm drain. The bleacher area has been a problem since the park was renovated in 1999. Because of a site - survey error, the actual space for the bleachers turned out to be less than what was called for in the design. During construction, when the problem was realized, the decision was made to provide a short-term fix that consisted of a smaller- than - needed gravel pad. The present bleacher area is not up to code, not easy to access and doesn't provide enough elevation. The "D" zone is the area inside the curved end of the track that is shaped like a "D." This feature will allow the track team's high jumpers and coaches to practice with the rest of the team. (Presently the high jumpers practice inside the high school gym.) Moving the long jump pit to the "D" zone will cut down on the congestion near the track finish line and increase the width of the football /soccer field. Since a "D" zone almost exclusively benefits the school track programs, the board realizes that the school and borough will need to provide financing for this feature. The surface of the football /soccer field is almost always wet and at times is inaccessible. The basic problem is that this field, inside a highly used city park, within walking distance of much of the city's population and within close proximity to three schools, occupies a prime location and is strategically placed for optimum use. The fact that it is often inaccessible or unusable is a frustration for many people. Installing a drainage system will increase the field's use, but not by very much. Although changing the field's grade from a cross slope to a crown and installing a drainage system will increase use a little more, the board felt that to provide optimum, unlimited use, the field's surface needs to be changed from natural to synthetic turf. A grass field can withstand about 12 hours of use a week. A grass field with installed drainage can withstand about 50% more or 18 hours of use a week. Since a synthetic field can handle unlimited use, rain or shine, a field with synthetic turf provides the equivalent use of six natural turf fields. Like the "D" Ian Fulp Page 2 10/17/2006 zone, since a synthetic surfaced field will be of much benefit to the school district, the board realizes that its financing will require heavy borough participation. In selecting Option Four, the board passed up the expense of adding extra lanes to the track, which would make the track eligible for region and state meets and would make quad meets more manageable. They also passed up improvements to the baseball field that included features such as a new backstop, scoreboard, warning track and drainage improvements. They felt that these baseball field improvements could be done in -house without adding to the cost of the track and field design and perhaps jeopardizing its fruition. This summer, on June 29, advisory board member and middle school P.E. teacher and high school track coach Marcus Dunbar discussed this project with the school board. He explained to the school board that our school district is unusual in that it doesn't have any of its own outdoor facilities. The school board was very supportive of the project but said that to receive state funding it needed to be on both city and borough capital projects lists. The school board members present felt that the entire project, with nothing deleted, should be on the list. Once on the list they said that they would write a resolution stating their support and benefit to the school and community. The advisory board is hoping that the council will discuss the Baranof Park track replacement and field improvement project with the borough assembly and both will place it on their C.I.P. lists. In the meantime the parks and recreation department will continue working in- house to improve the use of Baranof Park and all other city park facilities. cc: Advisory Board Bob Harding, D.A. Hogan and Associates City of Kodiak • Parks and Recreation Department • Advisory Board Meeting Minutes Baranof Park Office, 7:00 p.m., Tuesday, October 10, 2006 I. Roll Call Advisory board members present were Patricia Grilling, Derrick Magnuson, Dana Reid, Nick Sandin, Tim Gail and Dave Owens. Absent were Marcus Dunbar and Susan Killary. II. Approval of Minutes No minutes were submitted for approval. III. Discussion: to make a recommendation to the city council for the renovation of Baranof Park track and fields. The board reviewed and discussed nine different options for the renovation of the Baranof Park track and adjacent fields. These options were provided by D.A. Hogan and Associates and are as follows: • OPTION ONE This option would replace the rubber surface of the track and the storm drain beneath it, renovate the bleacher area and install drainage in the track's infield for a price of $900,000. • OPTION TWO This option is the same as One but would also put a crown down the length of the middle of the field. The price is $1,300,000. • OPTION THREE is the same as Two but also includes a "D" zone for the long jump, triple jump, high jump and discus pad. The price for Option Three is estimated at $1,600,000. • OPTION FOUR has all the features of Three and also includes a synthetic infilled surface for the football /soccer field. The price is $3,100,000. • OPTION FIVE is the same as Four but includes two extra sprint lanes along the track's straightaway. Price is $3,300,000. • OPTION SIX is the same as Four (it does not include Option Five's extra sprint lanes) and also includes a new baseball backstop, relocation of the outfield fence and home plate, and baseball field drainage. Price is estimated at $3,500,000. • OPTION SEVEN is the same as Six but also includes a baseball scoreboard, warning track along the outfield fence and some pathway improvements. Price is $3,700,000. • OPTION EIGHT is the same as Seven but adds a synthetic surface to the baseball infield. Price is $4,100,000. • OPTION NINE is the same as Eight but changes the six -lane track to an eight -lane track. Price is $5,800,000. During discussion it was decided that the most important parts of the project were the track surface, the bleacher area and the increased useability of the football /soccer field. The director recommended that Option Four be chosen and that it be separated into two phases. He said that improvements to the baseball field could be done over time, in -house and through the normal budgetary process. The board did not like the idea of phased construction. They felt that the facility was too important to be closed for more than one season. The board also discussed that since Baranof Park was heavily used as a school facility and since some of the improvements were of most benefit to school programs, the borough should be expected to participate in construction costs. IV. Decided Tim Gail moved and Dana Reid seconded that Option Four be recommended to the city council. There was discussion about including in the motion the need to meet with the council, but it was decided that a meeting would be the council's prerogative. The motion passed unanimously. V. Adjournment The meeting adjourned at 8:38 p.m. Attachment: Board Packet — • Drawings and cost estimates of all nine options • Note from high school track coach Marcus Dunbar • Letter from high school baseball coach Rick Langfitt • Page with cost estimate tables and director's recommendation 0 - X y Cr O. p ' 0 d 0 ao ° • . �' O 0 co c � ° cp ao 5' �' 0 0 A t O (1C4 CD w C w aka;; y ° 0 .» O w o a. w w c Uoo 0 ° 1 y 0 0 CD 0 'al • 00 y _ to "' a c� 0". CA 0 0 = • CD p , c < u ` d O w 0 w>e 0 N C 0 0 C D CD 0 t „ , -." -- p. o " o' - s a . o ?; bo w o a 0 7C r. X co = � ww CD C 0,.. w 'M w yc 0° CD & 0 0 ! R -i 0 w - .. (-D • ti y 0 w ■ C w 0 2 ao o 5. a ra a -n . Y 0E-oa w p, i 0 0 0 0 a, a CD 0 in CD .; r ' g 2- 0 'IC? o 0 Cr CD dcD -a • O O o 7 7 7 Z Z 0 00 00 m 1 m _ 0-a ( o N O 2 G ccp cD al O [) o N Z N 7 ° O a o- Z n° D Y, v i�W oa2 omgc v_�°Q 0 c co C) O. O 0 O cn °CT D49 ? 3 P. Oho y V m �� v X 0 49 2 rn� pO 0 0 < co G' ° © N O N 2 0 ° 5' E3 0 7 co tn w w a) O 0 43 Kodiak Island Borough School District Resolution #067 -001 Baranof Park Improvements WHEREAS, the Kodiak Island Borough School District does not have a complex of athletic fields of its own which is unique in the State of Alaska; and WHEREAS, the Kodiak Island Borough School District is grateful for the use of Baranof Park for physical education classes and for athletic practice and competitions that lead to state - qualifying events that make our island community proud of our youth and coaches; and WHEREAS, the Kodiak Island Borough School District is appreciative of the maintenance and upkeep of the Baranof Park complex; and WHEREAS, the Kodiak Island Borough School District would be in favor of improvements to Baranof Park that would include an eight -lane track, an artificial turf multi- purpose field, an artificial turf baseball field, and additional parking which could be utilized all year during mild winters and could be used during and after long periods of rain; and WHEREAS, the Kodiak Island Borough School District has implemented a Wellness Policy which is mandated by federal law and addresses more physical activity for students and improvements to Baranof Park would help the District meet those goals and also be a huge benefit to the community at large for more recreational space; and WHEREAS, the Kodiak Island Borough School District would urge the City of Kodiak to place these improvements on their Capital Improvement Plan so as to receive state funding, NOW, THEREFORE BE IT RESOLVED, that the Kodiak Island Borough School District Board of Education supports the City of Kodiak in their efforts to secure funding for the improvements to Baranof Park. ADOPTED this 11 day of December, 2006 & t 6 Eli al e Odell, President Kodiak Island Borough School District Board of Education MEMORANDUM TO: Mayor and City Council Members Mayor and Borough Assembly Members FROM: Linda L. Freed, City Manage DATE: February 5, 2007 RE: Discussion of Funding for a New Ambulance The City of Kodiak currently owns and operates three (3) ambulances. The draft FY 07 budget presented to the City Council included a capital budget item of $200,000 for a new ambulance. Based on the replacement schedule that the City has consistently tried to adhere to, the oldest in- service ambulance should have been replaced in calendar year 2006. At the time the City Council requested that the City Manager draft a letter to the Kodiak Island Borough requesting that the Borough fund the replacement ambulance. Prior to writing the letter, I thought it a good idea to get a better understanding of the history behind community ambulance purchases and to consider options for the future. The purpose of this memo is to share my thoughts and to recommend a direction for the future. I also hope that the memo serves as a discussion paper for the topic at the joint work session. A new ambulance is estimated to cost between $150,000 to $200,000 fully equipped, including costly, but increasingly necessary, heavy -duty gurneys. • Medic II purchased by the Kodiak Island Borough in 1991 (F350 Ford four wheel drive made by Collins and purchased through McPherson Supply for $74,438). This is the ambulance that now needs to be replaced. • Medic III purchased by the City of Kodiak in 1996 (International 4900 chassis two wheel drive made by McCoy Miller and purchased through McPherson Supply for $114,598.00). This ambulance is scheduled to be replaced in 2011. • Medic I purchased by the City of Kodiak in 2003 (2003 F450 Ford four wheel drive made by MEDTEC and purchased through McPherson Supply for $120,467.00). Many thought that the Kodiak Island Borough should have purchased this ambulance because of the historical purchasing pattern for ambulances This vehicle should have been purchased in 2001, if the replacement schedule had been adhered to. The City used State capital matching grant program funds to offset much of the cost of this ambulance. Starting in February of 1999 a series of letters were exchanged between the City of Kodiak and the Kodiak Island Borough regarding the need to purchase a new ambulance and who's responsibility it was to fund the purchase. Ultimately, the City and Borough involved the State of Alaska in the disagreement about the purchase of the ambulance. In a letter dated July 14, 2000 from the State of Alaska to the City of Kodiak and copied to the Kodiak Island Borough, the State concluded that, "The Kodiak Island Borough lacks the authority to provide financial support to the City of Kodiak for emergency medical services." And further that, "It appears that both the City and Borough agree that the Borough does not presently have, and never has had, the power to exercise emergency medical services on any jurisdictional level (i.e. areawide, non - areawide or through service areas). If the Borough has no authority to exercise the power of emergency medical services, it cannot legally expend money for that purpose." The several letters received from the State on this topic contain a great deal more information and direction; however, they don't waver from the conclusion that the Kodiak Island Borough does not have the authority to provide funds for the City's ambulance /EMS program. The regional ambulance /EMS program is a City program. It is operated and maintained by the City of Kodiak. The City of Kodiak sets the fees and establishes the program's operating policies and procedures. I believe it is the responsibility of the City of Kodiak to fund the assets needed to support the program. As a matter of equity, the City of Kodiak has historically charged a per mile transportation fee for ambulance transport. This means that those transported from greater distances pay more for their transport. As a result, non -city transports typically cost more than transports that occur inside City limits. As a result of my review of the conclusions of the State when they were asked to comment on this issue and my understanding of the City's operating parameters, I am recommending that the City Council budget funds in the upcoming supplemental budget ordinance to purchase a replacement ambulance. MEMORANDUM TO: Mayor and City Council Members Mayor and Borough Assembly Members FROM: Linda L. Freed, City Mana DATE: February 6, 2007 RE: Discussion of City Dispatch Services and Funding The purpose of this memo is to provide an overview of the City of Kodiak's Dispatch Program or Public Safety Answering Point (PSAP) and to make recommendations for future improvement to the system. History The City of Kodiak has operated a dispatch center for City functions for many years. In approximately the mid- 1980's, Fire Service District #1 (Bayside) and the Woman's Bay Fire Service District started to provide fire protection services to their districts. At the same time, the City of Kodiak started to provide dispatch services for the service districts, with no direct financial support or written agreements. It may have been believed that the fire department mutual -aid agreements satisfied the need for written agreements. In the mid- 1990's, the City of Kodiak and the Kodiak Island Borough worked cooperatively to implement a "regional" (road system) E -911 system. The Borough established the phone surcharge levy and developed and maintains the street addressing system. The City of Kodiak purchased, installed and maintains the E -911 equipment and integrated it into the City's existing dispatch system. During FY 03 and 04, the City of Kodiak and the Kodiak Island Borough revised and improved upon the original E -911 agreement. In late summer of 2006, the City installed new communications equipment and software, essentially all new hardware for the dispatch portion of the system and the purchase of new radios to support the City's use of the system. The City made a commitment to dispatch all agencies the same after the equipment was installed, as we did before the equipment was installed. However, as a result of federal mandates and growing operational issues, including accountability and overall management of radio frequencies that were licensed to the City, the frequencies on which some City functions operate (notably Police and Fire) are now digitally encrypted channels. This eliminates the ability of others to listen to City radio communication on these frequencies. However, the City did commit the time and expense needed to create interoperable radio channels for police and fire and has made these channels users non -city to -csers so that interoperability is maintained. available Y.. lV 1V 11 V � UJ J Issues Since transitioning to the new system, it has become clear that over time and with the installation of the new equipment, the City of Kodiak does not have the resources to adequately operate the PSAP as is being requested by non -City users. In fact, current staff is straining to provide the services needed and requested by City users of the system. The City currently operates the PSAP with eight (8) full -time employees. As of this week, one of these positions is vacant due to a resignation and employees who have worked for the City for a year or less fill four other positions. Two of the remaining "senior" staff members are off on medical leave. The City of Kodiak PSAP does not have the resources to adequately meet the demands that are being placed on it. Please see the attached memo from Chief of Police Kamai for additional information. In addition to new dispatching requests being made by Fire Service District #1, the United States Coast Guard has also asked the City to provide additional dispatching services. And only two years ago, the City was finally successful in securing additional contract funds from the State of Alaska Department of Public Safety when they request additional dispatch services. The City of Kodiak can only provide the requested services if additional staff are brought in to the PSAP. The current staff, hard as they try, does not have the experience and training necessary to do what they are being asked to do. In FY 07, the City of Kodiak budgeted $731,530 for the functions performed by the PSAP. This amount is offset by contract revenue from the Alaska State Troopers ($78,750) and the E -911 levy transferred by the Borough ($58,000). This means that the City of Kodiak general fund cost for the PSAP is estimated at $594,780 this year. The cost of implementing the necessary staffing increases, three positions, in FY 08 is $173,615. I have tried to come up with an equitable method to allocate these "new" costs between all the major system users. I suggest the following methodology, based on population as determined by the State of Alaska in 2005, as one option. City of Kodiak 6,088 (51 %) $88,545 Fire SD #1 3,159 (26 %) $45,140 USCG ISC 1,975 (17 %) $29,515 Woman's Bay SD 703 ( 6 %) $10,415 Total 11,935 $173,615 In addition, it is important that written agreements be put into place; so agency expectations can be clarified. This should reduce misunderstandings about the responsibility of both the PSAP and the agencies we serve. A draft contract that can serve as a starting point for discussion is attached to this memo. The draft is based on a set of agreements that were recently put into place in the Fairbanks area to address very similar concerns and operating constraints. An article about the Fairbanks experience is also included in the joint work session packet. Working together, we can make improvements to public safety response in the larger Kodiak community. Kodiak Police Department Office of the Chief of Police 217 Lower Mill Bay Road Kodiak, Alaska 99615 907 - 486 -8000 (Voice) 907 - 486 -8026 (Fax) Memorandum To: Linda L. Freed, City Manager From: T.C. Kamai, COP Date: January 3, 2007 Re: Communication Officer Training and PSAP Staffing. In anticipation of upcoming discussions concerning the Kodiak PSAP you asked me to provide you with detailed information on the training curricula for our Communications Officers (CO), as well as a recommendation and justification for increasing PSAP staffing. In this memorandum I've summarized the information you've requested. More detailed information which was produced by staff is attached for your review. I am available to discuss this information with you in greater detail at your convenience. Communication Officer Training Curricula Communications Officers (CO) fulfill a vital role in the public safety first responder mechanism. CO's are typically the first representative of this system that a crime victim or person in distress has contact with. PSAP staff support municipal, State and Federal law enforcement, fire and EMS first responders in Kodiak. In simple terms CO's receive emergency and non - emergency requests for service and then assign or dispatch the appropriate public safety first responder to the service call. They also provide communications and clerical support to dispatched entities. In our experience each fire department and law enforcement agency wants the same level of service from us, albeit tailored to their specific needs. This has resulted in significant training and operational challenge for us. Because the PSAP serves so many customers and has minimum staffing we have worked diligently to develop universal standards that meet user expectations that are also sustainable by the PSAP staff. Achieving this has not been without some difficulty. A historically high turn over rate, difficulty in recruiting qualified people and frequent request for procedural changes, coupled with considerable technological advancements in radio and fire /EMS signaling equipment have compounded the challenges we face. The Developmental Time Line (Attachment 1) for a CO is best viewed in its relevant portions. The first portion involves recruitment and selection. This process can last as much as 60 days. The next phase would be Orientation and Training. When a recruit finally reports for their first day of work they begin a comprehensive 360 hour (45 training days) Orientation and Training Program. If the recruit fails to successfully complete training the recruit may be continued in remedial training for an additional 80 hours (10 training days) or separated from employment with the PSAP. "Striving for exceOEence - Serving the community" 1 Kodiak Police Department Office of the Chief of Police 217 Lower Mill Bay Road Kodiak, Alaska 99615 907 - 486 -8000 (Voice) 907 -486 -8026 (Fax) This 134 day training period only represents basic training. Anecdotal evidence suggests that a CO may take as much as 18 months to develop confidence and the ability to be truly skilled at their job. What follows is a summary of the tasks and skill sets that are discussed in Orientation and Training: • Agency Orientation • Police Ride -a -Long • CPR /AED training and certification • Information Systems Orientation • Corrections Overview • Emergency Operations Center (EOC) Overview • Processing Complaints (Service Calls) • Centracom Gold Elite Dispatch Console operations • Voice radio operational procedures • Overview of radio assets • Radio log procedures • Telephone procedures • Enhanced 911 procedures • Jail Operational procedures • Alaska Public Safety Information Network & National Crime Information Center (APSIN /NCIC) overview and procedures • Overview of Station Log procedures • Processing Complaints (Service Calls) for the Alaska State Troopers • Court procedures • Administrative procedures for arrest and detention of subjects admitted to Kodiak Jail • Administrative processing procedures, e.g. bail, citations, animal & impound fees, etc. • Animal Control procedures • Overview of advocacy programs and procedures, e.g. KWRCC, etc. • Overview Kodiak Crime Stoppers, Inc. program • Emergency Operations & Systems, e.g. tsunami sirens, evacuation procedures, etc. • Overview City and Borough Fire & EMS operations • Overview of Police report writing system • Overview of Police office equipment Dispatch Operations Observation These tasks and skill sets are presented to the recruit in three progressive phases of training: Phase 1 Introductory, Phase 2 Intermediate, and Phase 3 Final. In Phase 1 the recruit orientated to the Department and PSAP operations. This can be an overwhelming experience for the unprepared and inexperienced. In this phase the recruit hears many lectures about PSAP operations and observes the training officer performing daily operational duties. What they hear about and observe in this phase is greatly expanded on in subsequent phases. "Striving for e�ce1Cence — Serving the community" 2 Kodiak Police Department Office of the Chief of Police 217 Lower Mill Bay Road Kodiak, Alaska 99615 907 - 486 -8000 (Voice) 907- 486 -8026 (Fax) In Phase 2, the recruit begins to take on responsibilities such as answering the radio, dispatching fire and EMS assets, answering the telephone, speaking with reporting parties, utilizing computer systems and assets, and processing records and reports. In Phase 3, the recruit assumes even more responsibilities and is expected to have the ability to perform all of the essential job duties and responsibilities of a CO. At this phase the expectation is that the recruit should require less supervision and be semi - independent. This phased training model requires the recruit to demonstrate knowledge of and the ability to successfully perform the tasks and skill sets that have been discussed and demonstrated for them, before they can advance to the next phase of training. Recruits that can do this are considered to have successfully completed training and are released from the training program. By contrast a CO that has difficulty performing any of the essential tasks or skill sets at any phase of training may be placed in remedial training. A recruit that cannot demonstrate knowledge of, or properly perform the tasks and skill sets required of a CO at the completion of remedial training is separated from employment. In July 2006 we cut over to a new and completely different radio dispatch and fire signaling system. This new system required our CO's to undergo new training so that they had the knowledge to operate this system. It also necessitated changes in many of our operational procedures. This new system and the subsequent operational changes have prompted us to review all of our operational procedures and our training curricula. One of our long standing goals has been to have our PSAP accredited by The Association of Public- Safety Communications Officials International (APCO). Accreditation is the promulgation of standards containing a clear statement of professional objectives and represents a progressive way to evaluate and improve performance. APCO has developed standards for PSAP operations and we believe that Kodiak PSAP can benefit from the adoption of these standards. We are in the process of reviewing these training and operational standards with the hope of adopting them for Kodiak PSAP. When this happens, the training curricula and developmental time line discussed previously in this memorandum will change. How much and to what extent it will change we cannot predict at this point. Staffing Needs Assessment Kodiak PSAP employs an Eight Officer Scheduling Model (Attachment 2). Given the expansion of both the scope and quantity of services provided by PSAP staff, this model has proven to be inefficient and problematic for us to continue to maintain. The principal criticism of this model is that it requires us to schedule existing staff in a particular way to ensure that we maintain our minimum shift coverage of 1 officer per 8 hour shift. The principal focus of this model is daily PSAP operations, such as telephone answering, E911 and radio dispatch. "Striving for e.ve1tence - Serving the community" 3 Kodiak Police Department Office of the Chief of Police 217 Lower Mill Bay Road Kodiak, Alaska 99615 907- 486 -8000 (Voice) 907 - 486 -8026 (Fax) Other duties such as clerical support involving processing of records and reports, bail, chauffeur's licenses and management of the Department Evidence Room, have overwhelmed existing staff. Accordingly, many of these functions are either partially completed or not completed at all. Under this model the PSAP supervisor is required to spend 2 days a week working in the PSAP instead of focusing on the critical duties and tasks they have responsibility for. In the past 12 months the inattention to these duties and responsibilities has begun to manifest itself in the form of quality control and training issues, incomplete work and a general lack of oversight and monitoring of PSAP operations. The combination of these issues has resulted in frequent complaints from users and a heightened level of expressed frustration from current staff. All have had a detrimental affect on staff morale and on PSAP operations, not to mention placing us at increased risk for potential litigation due to operational missteps that are beyond the control of PSAP staff. Until and unless significant changes are made in the PSAP I am convinced that the situation will continue to deteriorate. If this continues I am also convinced that we will not be able to retain existing staff and we will definitely face increased difficulty with recruiting new staff. After considerable reflection and review we are recommending the addition of 3 full time personnel to the PSAP staff and the adoption of an Eleven Officer Scheduling Model. Two positions are Communication Officers, while the third position is a Department Assistant (DA). By adding 2 Communication Officers to the staff we can shift staffing from 2 CO's per shift to 3 per shift; thereby increasing our minimum shift staffing from 1 to 2 CO's per shift on a constant basis (Attachment 3). This model is similar to what is used in the Patrol Unit of the Police Department. The DA would fulfill the role of Department Evidence and Records Custodian and have the day to day responsibility for processing reports and records, and management of the Evidence Room. By adding these positions the PSPA Supervisor would be relieved from the burden of working in the PSAP, thus freeing them to do the things that she is supposed to do, such as focusing on quality control issues, supervision and on -going training for PSAP staff. The additional staff recommended here places us in a much better position to address the ever expanding scope and quantity of services being required of the Kodiak PSAP. Your consideration of this request would be greatly appreciated. "Striving for eNce1Cence — Serving the community" 4 > Cn Dcn CD =. "0 C) S CD Qv m Q v v O v 5 (D o. Cs� m v • CD cn n <' -0 C CD • 5 - 3 = Cu v Q CD CV _ � 5. .2 0 o 0 �' C 0 0 c D (D a_ 0 Cu `< O O CU c O m 3. - a 0 I c v .- D0 0 '0 ' c 3 v v o v D CP 00c -o (D 0' co v = v v o o- 5 .7 Q o '0 O 0 p 3 4 , v o v P 0 0 Q 3 0 CD _) w � 0) N CAD _v p c7 5 3 O O =,.; co - _, CD 3 E Fi; N 3 (D cD v o 5. . -0 5 3 o 6 0 . c ° v 3 v v 5 v 0 co cD v D c. CD v B CD L. : CO - 1 n. m 0 a c 5 . - D `� 3 v - v m 5' c n O z �. 3 ° 3 O O N CD c) c FA CD H, O Q o - �, _ m `G = CD CD CD 3 _a v a c Q s CD v -I 3 CD _ v D ..< 2 FA .� 5 O cc Attachment 1 i/ A o s o cn O >. 4/o G <s `o si 9 I '92\ X09. it, � S h /09 e 0 9i 7 O Cn O rn O Ci 0 S 3 CD Q 0) 0 1 0 )© m m 5 5. a' < o n m CD ■ �, sv M N v. a 5 .v c) co Q = 0 o CD 5 � 1 0) ct, m 3 c mho =o_ Cn =s--a O CD • m sv -«, - - �.m ° a, = _ °. cn c 0 CD v a) O as �. aw o cD - 0 z • o cn 0 - • ? a C!) in . (O a_- ' ✓ -� '" CD C1 0 O D O • O 0 O O g CD - o w Q) ca 0 • O o CD • 0) CD . z � c �a) — cn V) V) K . D 0 4 • � fv o 3 m co O CD O n Q� cn a co 7 0 CD 0 CD c • 0 C O _ ▪ Do 0 CD CD `< Cv a 0 < O CD -I O M O CD 1 W o' 0 CD n N . CD CD 0 7 cn 3 CD 21 cn 0) O C -0 w Pik m o m CD 0 c7). p -0 -I o F.) a • o ° o Q a) m v O o CD ' N 0 KODIAK POLICE DEPARTMENT DISPATCH DUTY SCHEDULE ATTACHMENT 2 Department Assistant 1 RECORDS /EVIDENCE Sqt. Hatfield SUPERVISOR PSD 9 PSD8 PSD 7 SWINGS 16:00 -00:00 PSD 6 PSD 5 PSD 4 DAYS 08:00 -16:00 PSD 3 PSD 2 PSD 1 MIDS 00:00 -08:00 Month /Year x x x x X X cn X x x X X x X X g X X X x x x x X -1 x x X X X x X X x x X X X X X X X X X -1 X X X X X X X x m X X X X X X en X X X X X X co X X X X X X X X 3 X X X X X X X X X X X -1 X X X X X X X X X X X X X X X X -1 X X X X X X X X 'r X X X X X X cn X X X X X X cn X X x x x X X x 3 X X X X X X X X X X X —1 X X X X X X X X X X X X X X x X X X X —I X X X X X X X X m X X X X X X cn X X X X x X cn X X X X x X X x x x X x x x x x —1 x x X x x x x x X X x x x X X X X X x —1 X X X X X X X X 1 X X X X X X Cn X X x x X x cn )© m m 5 5. a' < o n m CD ■ �, sv M N v. a 5 .v c) co Q = 0 o CD 5 � 1 0) ct, m 3 c mho =o_ Cn =s--a O CD • m sv -«, - - �.m ° a, = _ °. cn c 0 CD v a) O as �. aw o cD - 0 z • o cn 0 - • ? a C!) in . (O a_- ' ✓ -� '" CD C1 0 O D O • O 0 O O g CD - o w Q) ca 0 • O o CD • 0) CD . z � c �a) — cn V) V) K . D 0 4 • � fv o 3 m co O CD O n Q� cn a co 7 0 CD 0 CD c • 0 C O _ ▪ Do 0 CD CD `< Cv a 0 < O CD -I O M O CD 1 W o' 0 CD n N . CD CD 0 7 cn 3 CD 21 cn 0) O C -0 w Pik m o m CD 0 c7). p -0 -I o F.) a • o ° o Q a) m v O o CD ' N 0 KODIAK POLICE DEPARTMENT DISPATCH DUTY SCHEDULE ATTACHMENT 2 Mayors agree on dispatch deal By CHRIS ESHLEMAN Staff Writer Fairbanks Daily News -Miner Page 1 of 2 Saturday, June 24, 2006 - The cities of Fairbanks and North Pole and the Fairbanks North Star Borough have agreed on financial terms for use of a central emergency dispatch center at the Fairbanks Police Department. Mayors for the three governments signed the agreement Thursday at the office of Fairbanks North Star Borough Mayor Jim Whitaker. Local officials have said it makes sense to operate one well - equipped dispatch center rather than for multiple fire, police and emergency - service agencies to run their own. Public officials included the modern dispatch facility in its police headquarters when they were built in 2001. The cities of North Pole and Fairbanks had become frustrated at the cost of running separate emergency facilities, said North Pole Mayor Jeff Jacobson. In many cases, costs were being duplicated, he said. "It was eating our budgets alive," Jacobson said. The new center is expensive to run, said Ron Woolf, the finance director for the city of Fairbanks. It has taken the cities and the borough a long time to reach a financial agreement, but the payoff is that each will save money by teaming up, Woolf said. Even with three communities sharing the center's space, other emergency services are welcome to join, Fairbanks Mayor Steve Thompson said. "There's room for expansion," he said. Whitaker credited Thompson and Jacobson with coming to an agreement on the dispatch center. "Thanks to them for taking the lead in this worthwhile endeavor," Whitaker said. The idea of creating one center to handle emergency calls for multiple agencies has been around since before he became involved in local government 11 years ago, Whitaker said. "It made sense then, and it makes sense now," he said. Under the agreement, the borough and North Pole with pay the city of Fairbanks an annual base rate every year. The borough will also pay a monthly surcharge based on the number of cell phones in the area. The surcharge will compensate for the rising volume of emergency calls due to the increasing use of cell phone calls for things like traffic accidents. http: / /www. news - miner.com /cda/article /print /0,1674,113 %257E7244 %257E333 713 8,00.ht... 6/25/2006 The combined payment will be approximately $442,000 for the fiscal year starting in July and will grow over the following two years. Groups currently using or interested in using the central dispatch center also include the Chena Goldstream, North Star, and Steese volunteer fire departments, the Ester Fire Department, Salcha Rescue, and the University Fire Service Area. Chris Eshleman can be reached at 459 -7582 or ceshleman(a newsminer.com . Page 2 of 2 http: / /www. news - miner. com /cda/article/ print /0,1674,113 %257E7244 %257E33 3 713 8,00.ht... 6/25/2006 City of Kodiak Public Safety Answering Point Agreement This agreement is entered into by the City of Kodiak, hereinafter known as the City, and xxxxx. The parties agree as follows: 1. Recitals The City operates a twenty -four hour Public Safety Answering Point (PSAP) which provides emergency and non - emergency dispatching services and communications support to a variety of public safety first responders. Current non -City PSAP users are: A. Alaska State Parks B. Department of Public Safety Division of Alaska State Troopers (AST) C. Department of Public Safety Alaska Bureau of Wildlife Enforcement (ABWE) D. Kodiak Island Borough Fire Service District #1 (Bayside Fire Department) E. Kodiak Island Borough Woman's Bay Fire Service District F. National Marine Fisheries Service G. State of Alaska Department of Corrections Probation and Parole H. U.S. Coast Guard Integrated Support Command Military Police I. U.S. Coast Guard Integrated Support Command Fire Department 2. Scope of Work The Kodiak PSAP will provide emergency and non- emergency dispatching services and communications support to xxxxx. Services include the following: A. Upon receiving notice of a service request, the Public Safety Dispatcher (PSD) shall attempt to solicit the following information from the caller: 1. Type of emergency that exists 2. Address or location of the incident 3. Complainant information including contact and identification. 4. Extent of the emergency B. Based on the known and reported information utilize the radio paging/encoding system to notify xxxxx response personnel of the service call. C. Provide pre - arrival instructions (PAI's) to the complainant and /or victims whenever possible. These will be limited to the standard guidelines and resources available to PSAP personnel, and based on prescribed level of training. 1. A minimum standard of training is required for all PSAP personnel. PAI's will be utilized to attempt to assist victims of an incident prior to the arrival of the responders. 2. The ability to provide this service will be time, workload and triage dependent. D. Relay and dispatch requests to xxxxx that have been received via radio, phone, or other authorized agencies (police, fire, or ems agency or its personnel). Such information shall be relayed and /or requested based on known information provided by the requestor. E. When possible, provide additional location information with regard to an incident. This will be provided based strictly on the availability of PSAP personnel time and resources. F. Provide radio base station communication contact on a designated radio frequency during an incident to support xxxxx responders and incident commander's requests for additional resources. Such requests may include, but are not limited to, the following: 1. Fire /Rescue Assistance 2. Medical Assistance 3. Additional User /Agency Resources 4. Mutual Aid Assistance 5. Law Enforcement Assistance 6. Kodiak Emergency Management 7. State Forestry or Fire Marshal 8. American Red Cross 9. HazMat Assistance G. These requests will be, processed based on PSAP guidelines for incident triage and on the availability of PSAP personnel time and resources. H. Maintain incident, information and record of communications pertinent to an incident through the PSAP incident documentation system. Information recorded will consist of the following, as provided to the PSAP: 1. Time of initial complaint 2. Location and nature of the incident 3. Time of initial dispatch, pertinent users initial response unit, dispatch, unit arrival on scene and /or staging 4. Requests from the Incident Commander (IC) 5. Major IC reported incident benchmarks such as fire scene control time, patient contact time etc. I. Provide a daily system check of the paging /encoding system based on agreed -upon guidelines and pre -set times. These checks will be performed by the PSAP based on the availability of personnel time and resources. Additionally, emergency and non - emergency incidents shall take priority and precedence over system checks, which may be delayed or cancelled as a result. The PSAP will not utilize the pager /encoding system to deliver non - emergency messages to xxxxx response personnel Kodiak PSAP Agreement Page 2 of 6 J. Record and retain all radio communications between xxxxx and the PSAP. K. Assure prompt notification to xxxxx of any and all maintenance or repair needs of the E911 system. L. Assure prompt notification to xxxxx of any and all maintenance or repair needs of PSAP radio and paging /encoding system. M. Assure maintenance of dispatch resources such as street location resources based on information provided by the Kodiak Island Borough. N. Maintain in force during the terms of this Contract comprehensive general liability insurance, which covers the operations of the PSAP and staff. O. Maintain staff and equipment to provide an adequate level of emergency dispatch service to xxxxx, with no reduction in staffing level without written notice to the PSAP Users Group. P. Assure that all PSD's are Emergency Medical Dispatcher (EMD) certified, except in training situations where a trainee is working under the direct supervision of a certified EMD PSD. Q. Operate a PSAP that strives to meet the following standard: APCO Project 33: Standards for Public Safety Telecommunicators. This standard identifies the minimum for public safety telecommunications officers, telecommunicators, call takers and /or dispatchers, R. Strive to obtain the highest possible ISO (Insurance Services Office) rating. S. At the request of xxxxx provide an Annual Report of PSPA call load, statistics and activities. 3. Responsibilities of the City The City shall be responsible for the following: Provide updates and verification of PSAP resources regarding xxxxx response area. These resources shall be reviewed annually for completeness and accuracy by xxxxx. The PSAP shall determine dispatch response based on these resources. 4. Responsibilities of xxxxx xxxxx shall be responsible for the following: A. Providing xxxxx staff with radio system/pagers compatible with the PSPA's standard procedures and equipment, including conversion to digital pagers not later than July 1, 2007. Kodiak PSAP Agreement Page 3 of 6 B. All costs associated with maintaining xxxxx radio equipment, pagers, antennas, etc. C. Using clear text and the NIMS incident management system. D. Establishing ICS on all incidents and having the IC coordinate all of xxxxx responder's communications to the PSPA through a single point of contact. E. Maintaining all FCC licenses required for xxxxx radio, base station, and frequencies used. F. Obtaining and maintaining in force during the terms of this contract comprehensive general liability insurance covering the operations and the activities of xxxxx responders. 5. Services not included in this scope of work The following are deemed NOT to be the responsibility of the PSAP or its personnel: A. Non - emergency personnel dispatch or message delivery for xxxxx responders. B. Customer negotiations or mediation on behalf of xxxxx. C. Investigative work and materials. D. Receiving, recording or investigating complaints made against or about xxxxx. 6. PSAP Users Group A. The City will convene a PSAP User Group consisting of a representative from each PSAP user. The purpose of the Group shall be to provide input to PSPA guidelines and operating procedures. B. The Chief of Police shall convene the User Group at least quarterly, but more often if needed. C. The City, after due consideration of User Group recommendations, retains the right to make all decisions regarding PSAP policies and operations. 7. Special work requests and problem resolution A. xxxxx shall make all inquires and /or special requests (such as a copy of a tape) to the PSAP supervisor or their designee on a form provided by the City. All requests must be submitted within 72 hours of the incident occurrence. B. The City will respond to such requests within 72 hours of receipt of the request. C. All complaints or problems with PSPA performance or customer service shall be directed to the Chief of Police on a form provided by the City. D. A response to all written complaints /problems will be made within ten business days. 8. Ownership All equipment, notes, logs, recordings, photographs, printouts, and other documentation developed or made by the PSAP in the performance of this contract are the sole property of the PSAP. Notwithstanding the language in this paragraph, xxxxx shall have the right to copy, reproduce, and otherwise utilize materials and documentation developed during the operation of the PSAP without compensation to the City. Kodiak PSAP Agreement Page 4 of 6 9. Assignment No benefit under this contract may be assigned, nor may any duty of this contract be delegated, without prior written consent of each party. 10.Contract Representatives Any notices required of or concerning this contract shall be in writing, unless otherwise specified elsewhere in this contract to: A. For the City Linda L. Freed, City Manager City of Kodiak 710 Mill Bay Road Kodiak, Alaska 99615 B. XXXXXX xxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxxx xxxxxxxxxxxx Kodiak PSAP Agreement Page 5 of 6 Changes of address for the contract representative for either party are to be initiated in writing. 11. Interpretation and Modifications This contract constitutes the entire agreement between the parties, superseding all previous representations and agreements between the parties. This agreement shall be binding upon and shall inure to the benefit of the successor, heirs, and /or personal representatives of either party, subject to the provisions relating to assignment. This contract may be modified only by a written document/amendment signed by both parties. This contract shall be interpreted in accordance with the law of the State of Alaska, venue in the Third Judicial District at Kodiak, Alaska. 12. Relationship of the Parties This agreement is an intergovernmental agreement pursuant to Alaska Statues 29.35.130 — 131. The relationship between the City and xxxxx is not that of grantor — grantee. 13. Effective Dates This agreement is effective for 24 months beginning on July 1, 2007. 14. Termination This contract may be terminated: Yearly Payments FY 08 — 09 _ FY 09 - 10 Base payment' 6% Total Annually City of Kodiak A. By the mutual consent of the parties, expressed in writing; B. By either party immediately upon a material breach of this agreement; or C. By either party upon 60 days written notice to the other party; or D. By any government party if there is insufficient or other lack of funds lawfully appropriated for its performance. If the contract is terminated and compensation is prepaid, the City will refund payments on a prorated basis. 15. Compensation xxxxx will compensate the City as follows for PSPA service as follows: 16. Resolution of Disputes The parties agree to negotiate resolution of any disputes regarding the terms of this agreement. 17. No Waiver The failure of a party to insist upon the performance of any of the terms and conditions of this agreement, or the waiver of any breach of any of the terms and conditions of the agreement, shall not be construed as thereafter waiving any such terms and conditions. Linda L. Freed XXXXXXX City Manager xxxxxxxxxx Kodiak PSAP Agreement Page 6 of 6 KODIAK ISLAND BOROUGH ASSEMBLY KODIAK CITY COUNCIL - 6 0 JOINT WORK SESSION OF Please print your name Please print your name M Ct■Cu_s