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4B Sales Tax Corporation Minutes - 07/29/2004MINUTES OF THE 4B SALES TAX CORPORATION July 29, 2004 Present: Ray Gonzalez, Vice President § Benay Ayers, Secretary Treasurer § Arthur Bea Williams § Corporation Board Members Leon Mallonee § Warren Ayres § Bill Altman, Mayor § City Council Matt Benoit, Assistant City Manager § Ray Sanders, IS Administrator § Major Dennis Bachman, WFPD § Major Gerald Todd, WFPD § City Staff Captain Mike Davis, WFFD § Linda Merrill, Recording Secretary § Absent: Rick Boone, President § Corporation Board Members Tommy McCulloch § I. Call To Order Vice - President Ray Gonzalez called the meeting to order at 8:02 a.m. II. Approval Of Minutes (May 28, 2004) Benay Ayers' motion to approve the minutes of May 28, 2004, was seconded by Arthur Bea Williams. The motion carried. III. Consider a Presentation on the Computer Aided Dispatch /Records Management System Matt Benoit gave a presentation on the CAD /RMS. He acknowledged that representatives from Fire, Police, and Information Systems were present at today's meeting. He noted that CAD, or Computer Aided Dispatch, is the software system that records information from the time the 911 call or public safety request for service is received until the time (for example) the fire site is contained, or a case number is 4B Minutes — July 29, 2004 2 assigned. When a call comes in, the CAD makes a unit recommendation, noting who received the call, the nature of the call, who was dispatched and from what location. The Records Management System covers everything that happens after the time the fire site is contained, or the case number is assigned (e.g., was an arrest made, etc.). The map -based system reflects a blinking light identifying longitude and latitude. The fact that it records all activity allows for more ability to track criminal statistics and trend lines. Mr. Benoit continued, stating the City would shortly enter into a written contract with Intergraph Public Safety (IPS) for such CAD /RMS. He stated that IPS has been in business for 15 years, and had been in the business of GIS mapping long before becoming involved in the business of public safety. The CAD /RMS systems will be tied together very tightly, thus reducing duplication of effort. These two systems are currently completely disjointed. Mr. Benoit reaffirmed that crime statistics analysis will be easier and more effective. Major Gerald Todd added that the current system was state -of- the -art when purchased in 1985. There are certain statistical analysis reports, such as racial profiling, which are mandated. What currently takes about two weeks' time will be able to be completed in about 10 -15 minutes with the new system. The information will be in the officers' hands when it is needed. Warren Ayres questioned the conversion procedure. Mr. Benoit stated that City staff has not spent sufficient time with the vendor to understand how the fields of information will relate to the new system in the data conversion process. There will be a two -week training period for the conversion. After that, it will be determined whether staff is able to complete the conversion, or whether that job should be outsourced. Mr. Ayres then asked if this new system would allow for communication with other law enforcement agencies. Mr. Benoit replied affirmatively, stating the City already provides dispatching services for the county sheriff. The system will interface with TLETS and CIS, showing wants and warrants on the state and federal levels. Arthur Bea Williams stated it is important to come up with a feel for what personnel requirements would be for the data conversion. She noted that Wichita County converted from paper records. That process, thought to only take about two years, is still proceeding 20 years later. Ray Sanders replied that he has two personnel to assign to that process, which is estimated to take about six weeks. Ms. Williams queried what types of jobs those two persons would ordinarily do during the time they are completing the conversion. Mr. Sanders stated any jobs those individuals would ordinarily accomplish can either be set aside for a while, or can be addressed by other personnel. Major Todd added that the City's conversion will not be from paper -to- electronic, but electronic -to- electronic. 4B Minutes — July 29, 2004 3 Mr. Benoit stated project implementation is expected to take 18 months. He compared this system to the two -way radio system. It will require almost as much city staff time as vendor time. The schedule may fluctuate, depending upon the resources devoted to the project. There will be five years of maintenance, and nine months of warranty. He broke down the costs of this project as follows: Maintenance, $650,000; Software, $750,000; Installation, $660,000; and Training, $182,000. IPS is providing "please do business with us" deductions of about $330,000. The City will procure and install all hardware itself (desktops, server, network), at a cost of about $1 Million. Dispatch will move to the Public Safety Training Center; the Records Department will stay at the Police Department. Therefore, a fiber link is needed to connect the two departments. Most, if not all, of this link will be underground. The City's Engineering department has designed this link; the bid price is estimated at $125,000. The Fire department stations will also need to be connected through T1 lines, at a cost of $25,000 per year. It is proposed that the 4B Board pay for five years of this cost. The software vendor will install the first five licenses of the CAD system; Information Systems will perform the remaining 180 -200 installations. The City staff is used to doing that, but it will take some flexibility in getting that done. Mr. Benoit stated that data conversion is anticipated to take 45 working days. There is room for the City to do some of the work. However, if it proves to be a "messy" project, in that the fields of data do not match up with the new software, Mr. Benoit stated it would be appropriate to hire a third -party vendor to accomplish the conversion. Benay Ayers asked if all data would be converted. Mr. Benoit stated the conversion would go back further on the records side. Ten years will most likely be sufficient for CAD information. Mr. Benoit stated that in November 2003, the City Council approved a Project Agreement, designating the 4B Board as the entity responsible for payment of $1 Million out of debt service funds for the CAD /RMS project. The total project cost is $3.5 Million, including contingencies, less the $1 Million issued for debt service, leaving a balance of $2.5 Million being requested of the Board today. Mr. Benoit stated that City staff is uncomfortable with the high costs of system installation. It was helpful in this instance to have a consultant, who made the vendor go through a verification process on its costs. 4B Minutes — July 29, 2004 4 He added that he believes the termination language in the contract is fair to both parties. IPS cannot walk away unless the City fails to pay an invoice or breaches some other term of the contract. If they do, their damages are capped at two times the value of the contract. There is a performance bond, as well. There is a reliability period, which is very common, used to check the system operation for 90 days straight. If anything goes wrong, the vendor has to fix the system, and the "clock" starts over and final payment to the vendor is delayed. Ms. Ayers questioned whether IPS is a company that other cities have used. Mr. Benoit replied the City made phone surveys; in addition, the City's consultant said that no company does installation better than this company. There may be more robust software packages available, but this is probably the best off - the -shelf solution. Other packages may be more customizable, but those customizations need to be put back in every time the software is upgraded. Ms. Ayers asked if this software would last 10 -15 years. Mr. Benoit stated that is a safe investment; however, the hardware won't last that long. Mr. Sanders added the software could last anywhere from 10 -17 years, as long as the company stays in business. Mr. Benoit stated the request before the Board is a cash obligation of $2,518,705, less the debt service previously issued. Mr. Ayres questioned the spending timeline. Mr. Benoit stated that debt can be issued, and those proceeds can collect interest. At a certain point in time, however,' the IRS requires that those funds be expended. The debt service will be expended as soon as possible; the purchase of the hardware will need to be accomplished relatively quickly after the contract has been signed. IV. Consider an Amendment to the Board's Fiscal Year 2003 -2004 Budget for a Computer Aided Dispatch /Records Management System Mr. Ayres moved, seconded by Leon Mallonee, that the 4B Board's FY 2003 -04 budget be amended to include the cash obligation in the amount of $2,518,705 for purchase of the software for the CAD /RMS from Intergraph Public Safety. V. Election of Officers Mr. Benoit reported that absent members Rick Boone, currently serving as President, and Tommy McCullough, do not wish to be considered for positions in this election of officers for the 4B Board. Mr. Mallonee questioned whether Mr. Gonzalez, since he is now a member of the City Council, should hold the position of Vice - President. Mr. Gonzalez stated he would prefer not to hold office on the Board since his 1 Two years under the statute, per Mayor Altman. 4B Minutes — July 29, 2004 5 Council seat victory. Mayor Altman stated under the statute, the entire City Council could serve as the 4B Board. Ms. Williams concurred. Mr. Mallonee stated it is important the public not perceive the 4B Board as being run by the Council. Ms. Ayers stated that at least until the major projects contemplated by the Board have been completed, she feels it is important to have continuity with city councilors holding some positions on the Board. Ms. Ayers moved, seconded by Ms. Williams, that the following slate of officers be presented for approval: Warren Ayres, President; Leon Mallonee, Vice - President, and Benay Ayers, Secretary- Treasurer. The motion unanimously carried. Mayor Altman noted that, considering the six -year term limitation, it is good to rotate the officers every couple of years. Vi. Consider Approval of FY 2004 -2005 Budget Mr. Benoit noted a projected increase of 4.5 %. He has taken an average of $5,000 - $6,000 per month to project interest collections. Mr. Ayres asked whether the library project has been paid off, and Mr. Benoit replied affirmatively. Ms. Ayers asked if the $4.5 Million unreserved fund balance included the CAD /RMS. Mr. Benoit stated that it did not. He noted the unreserved fund balance drops to an available balance of $2.3 Million at its lowest point. Mr. Mallonee moved for approval of the FY 2004 -2005 budget. The motion, seconded by Ms. Williams, carried unanimously. VII. Other Business There was no other business to come before the 4B Corporation Board of Directors. VIII. Adjourn. The meeting adjourned at 8:55 a.m. Linda Merrill Recording Secretary Benay Ayers Secretary Treasurer