E911 Authority - Regular Meeting

All right. So, I'll call this meeting of the Lake County E91 Authority to order at uh 10:19 on October 3rd, 2025. Um, does anyone have any changes to the agenda? Nope. I do. I'm going to slightly change uh item number two for new business and discussion for a is a decision item. So, we'll do discussion and consideration on the E91 one solution scope of work um contract. public. Did everybody see the updated um fact that I was requested? Believe so when we we have it here too so we can look it over. But look,

Jackie, one second. Well, we we're not ready for that yet. I was just Yeah, that I was a discussion we were trying to get to on that. So that's all we were doing. We'll we'll jump into that quickly here, but let me go through the the list here. So, uh All right. Uh any other changes to the agenda? No. Good to go. All right. I'll make a motion to approve today's agenda with those changes. So moved. Any further discussion? No. Hearing no further discussion. All in favor? I.

Agenda is approved. Uh move on to director reports. I'll start off with uh an update um on the Motorola project that we have currently going right now. We're getting the new access consoles, which is good. They're getting installed uh next week

and then the week after uh Mary and Danielle have been working with them on scheduling the training. Um so that training schedule's established. Looks good, right? No changes there. Um and then once once those two steps are done, then we'll do a followup with um testing and functional testing of of everything. Um and then we should be good to roll. I haven't re since we last talked we haven't received any updates from the state on the uh tower equipment being installed. So latest word on that is still as we talked about last time is the hope to have it installed by the end of the year. So the combination of having the radios installed and the uh tower equipment should equal some um improvements in our communications. Um that's all I had. Damn,

we met uh last month um dispatchwide and we had a really good meeting. I thought I think that we established some roles and responsibility uh within the agency and um a lot of them was you know Q&A training officer who's the um you know logistical person you know including uniforms and and other logistical things within the agency and um willingly a bunch of people um throughout the agency just took on those roles and uh they're excited about it and they want to be um you know like trying to head on that program whatever they chose. So uh we're really looking forward to some growth in those areas and there's a list of them that we went through. Um so that's a good thing. And then at the very end of the meeting and what I'd really love to be able to see even with Sarah when she comes on board is that um there were star cards. We know that we're going to always have to talk about our problems. You know, we talk about the problems to come up with the solutions, right? But at the very end, we wanted to be able to make sure that we were talking about good things as well. And we went around the board, went around the room and everybody had something great to say about somebody else. And I thought that was great and it was really important um

for Yeah, it was a wonderful way to it was just so wonderful. But that's that's all I have. Okay, great. Uh Jeremiah, I don't either. No. All right. Well, I'll use this opportunity to Everybody knows Candace and uh so Candace is wearing uh Are you up to 10 or 12,000 hats right now? So, yeah, 12,000.

Um and she took on another one. So, Candace is our county manager doing a lot right now. And with um you know with Claire's departure, uh we've had a vacancy on the board as everybody knows. So uh Candace has been taking over OEM responsibilities in the meantime until we get that person hired. Um and so we went through the steps according to the um IG to get her as a board member. So she's representing the Office of Emergency Management. Uh and she is now officially uh fifth board member. So thank you for doing that. Thank you.

Any uh report for us before we get rolling? are still interview process but hoping to go through our second interviews this month and try to um get that wrapped up within. Keep your fingers crossed. Good. Right. Okay. We'll move on to public comment. Uh anybody in the room has any comment? We'll take that now. Okay. We'll move on to new business and discussion. Um our first item, item one is uh just discussion on our E91 director. Just an update on that. So, and then we'll get to to your contract.

Um so, just wanted to open the floor on this one a little bit. I'll start off with um Sarah so everybody's on the same page. Sarah has accepted the job uh as requested with HR to start on the 27th, which is Monday.

Yep. And um yeah, so uh she was her both arms were getting pulled on. She was one of the top candidates, if not the top for OEM also. Um and so there's a a lot of she needed her time to decide on what was best for her in her life and and so we're ex ecstatic that she chose this path. Um and I know the the crew with dispatchers are excited for that also. So, um, so I just want to talk a little bit today, just make sure everybody was on the same page with that, but also talk on what like, you know, just the initial first week looks like, uh, for her. Um, she's not going to have the complete board at her disposal at all times just to to start in that leadership role. You know, obviously part of it the expectations is that she has the capacity to do so. But at least that first week, I think we should uh work on some scheduling on um what that first week looks like and then really let her take the reigns from there or slower handoff. So um HR onboarding is in the morning. I don't I I don't know times. Do you know times for that by chance?

I'm not sure. Okay. Top of my head. I think they normally get started at 8. Okay. Okay. So somewhere probably probably we'll just say Monday morning is going to be consumed by HR um with all their onboarding process. I I wrote her an email yesterday saying why don't you just plan stop two in my office and then I can start off that um you know what some initial expectations are. I would love it if everybody else can do that in that first week. Um so how do you guys feel about that? Go ahead. Um so that would be the week of the 27th. You guys around? Yep. Yeah.

Um, phone contact. What do you think would be the best I can share with her? Just phones and try to work on scheduling with you guys. Doing a little one-on-one. You want to meet individually? I guess those can't meet together. Yeah. Yeah. We can pair up if you wanted to save some time for her, but I think Yeah. Tuesday or Thursday that we Friday. And one of the things I'll tell her is, you know, she needs to kind of do the same thing for all the dispatchers, too. So, there's that one-on-one time. But I just wanted to discuss with you guys if you were cool with her reaching out to schedule time with that first week.

You want to do that initial by yourself or you pair up? Um, we could pair up. Yeah, you want to do that. So, I don't know what time she'll be done with HR. I'm I'm thinking it's going to be probably 11:00 a.m. If you're free on the 27th, we just meet in my office. Okay, I'll shoot for that.

Okay. No. Uh big question is housing. I'm not sure where we're sitting with that right now. I know she's she's been looking. I just don't have that full update right now. So, It's always going to be a challenge up here. Um, what you guys have any questions for me or any thoughts on that first week process on just kind of left this one kind of broad. Easy enough.

All right. Move on. All right. Item number two, discussion and consideration on the E911 solutions um scope of work contract that we received from Jackie. So Jackie joined us today. Thanks again for being up here. And um I know it's a great time to travel right now. So um yeah, do you want to walk us through and I'm happy to give more of an introduction if you'd like or you can just start walking us through some of the details here.

Details as before are the same. We wanted to kind of um go through authority bylaws and kind of gather information and make sure you guys are functioning the way you would like to function. So by that I mean I get options and those kind of things so that you have options to look at say we like to function like this. So you'd like to function like that so that you guys can some examples and make some decisions that works best for your county. Um and so all that's in there. Um the uh continue to provide Ezet information and Tara amendments. I will encourage Sarah as she gets on boarded to start attending some of the user groups meetings. There's going to be some important there's already started some important conversations about the tariff process in Colorado and whether we're going to stay with it or not. Um and it's really important especially for counties who are struggling financial aid

because one of the suggestions was to ditch it go to RFP model which may double your fees. Okay, it has that possibility. So all the voices there possible and I I certainly will speak up for you guys. Okay, while attend those meetings. Um so I'll get you updates on all those. Um again the legislative the only thing right now in legislative is the um prepaid language. Um last year a one company asked do if they were really defined as a prepaid issued a letter saying they did not have prepaid

and so we're trying to update the prepaid language to make sure we catch prepaid even though they've changed their model because they changed from selling minutes to selling an unlimited and so this company is not exempt and as they're exempt others will be that's a huge shape. So, we're trying to get that changed in legislation this show. Um the last bullet on this first page, the PUC did um get the emergency telephone um charge increased, okay,

217 a month. Um and then of course the brief went up and the state search charge. But I, like I said, I provide all those reports to you guys for each of your meetings so that you can see what's going on with And then the last thing that we talked about um adding for me is the um notifications of that increase for one to get your search charge there. You guys are at 205, correct? Uh we should be current, which is 212, I believe. Yes, that's right. Okay. I looked at the other day and then just Okay. Yeah. Yeah, right.

I'm 212. So, um, what I need to do this, so we need to get that out by the end of November. Um, and what I would need is a couple things. I'd need um the data, the back data from telephone companies. So, they file what's called a res remittance statement with their check. I would love copy of those remittance statements so they can enter them and get all the contact information so that I have a really good contact information and then in November what do you guys need? You'll need if do you meet before the end of November? We will. So what you'll need is a resolution moving your search charge from 212 to 217.

Get that resolution and I'll shoot it out. Okay. Claire, I was told handled that. Yeah. Before. Right. In addition to that, I got almost asked to look at your budgets and talk about um increasing above the threshold. Correct. And so um what we need to do there is I need to gather your budgets. We need to sit down and figure out what you won't need and what you're going to spend

and put that forth with PU has an application. I did talk to Daryl at the PUC about this. And basically he said that we couldn't make it happen for the February 1 date, but we could certainly make it happen for the June 1st date, too. Um because when we get that application in, he will look at the application before it even gets filed to make sure we have all our ducks in a row for me. And then once he says, "Yeah, you're good. File it." We'll file it. And then there's a 30-day public comment. In that 30-day public comment, we have in the past had telephone companies actually file a letter of approach. So hopefully that won't happen and hopefully at least go under the radar and the PUC will approve it. Depending on what we ask for, we ask for something outrageous, they probably

um but anyway, then we can send resend letters out April to get the June first dates, but you have to send the letters out 60 days. In your opinion, what would be a reasonable rate above? a reasonable rate. You know, I've seen I've seen them complain about a $4 rate. However, there are several that are $3. And so, I think the reasonable rate, we really just need to dig into your budgets

and say, "This is what you're going to need going and put really good fiveyear plan together as far as finances are concerned. Um, I'd be happy to work with whomever I need to work with, sit down with them, kind of crunch the numbers so that we can come up with a reason Um because like I said, the PUC is trying to keep search charges more steady across the state and they're hoping to do that with a couple ways. They've got the state July search charge which pays you know for your um confirmed sessions to pay for any additions to that GIS routing will be added next year most likely. Um, it's in process right now with the November 1st, November 3rd start date of this year, which means they'd sell it next year. And so as you move into GIS routing, then you'd have an additional fee on your conference. But they did write a search charge to cover. So it's kind of that back and forth, right? So what we need to figure out is what's not being paid for with that. You're allowed to pay for some staff. You're allowed to pay for certain things. And I have a whole list and then I'll make sure that you guys get that whole list of is it what you're allowed in the state to pay for. This is what the FCC would prefer to see, you know, and I have a list of that and I'll get all that to you as well so that we can make some really good decisions about what number you would like to be at. And I think off the top of my head, I think $3 would probably fly all right because there are numerous right now at $3. Um, however, I do know they bought at $4. So,

yeah. Okay. So, does that like right now, you know, increase from 212 or 205 to 212 to 17, you bump to three. Do we still get that yearly increase or do we then change yearly increase? You no, if you drop to three and fill the threshold to three. Okay, that's and that was my question. So, we change until then we could go about that again, right? So, and I don't know. I know he's been doing it based on inflation, right? So, and it's been increasing quite steadily since we got approved. Okay. So, yeah. Yeah. So, that'll give us a few years at least. Right.

Yeah. So, those are that's what pretty much immediately after you contract with me, if that's what you choose to do, don't make any assumptions here, but that's what you choose to do. I would need to come and get that information, gather that information, start working on that as soon as possible. so we can get it and get get you guys set and done, but I can get the 217 immediately without also important to me was the oversight over that 217. Jackie mentioned bringing up the her abilities to keep an eye on that which we haven't been able to. Right. And I keep a database. I actually do other several other boards, line counts I call them.

And I do it by line count versus money. Because what happens when you raise your search charge in the first couple months, a lot of companies just change their line count. They don't really increase. It takes them it takes them a little while to kind of catch up and go, "Oh, this is how many months actually." Totally. Yeah. When we first increase, it took quite a while for that. Right. So, so just keeping an eye on it and that kind of thing. It's really helpful. And what I need, like I said, is the copies of those remittance statements. I'm assuming your Lake County Trials those and they usually email those out to us, so it should be pretty easy to get over to you. Perfect. Yeah. Would you want the whole calendar year?

Two or three years just to see what happens to see what companies have come and gone. Okay, great. We should be able to get that to you. Awesome. Um, before we jump into the the cost associated with this, there any other questions or comments on just the scope of work aspect? No, sounds like Okay. Yeah, I can go over this or would you like to, Jackie? The cost portion. Okay.

Sure. Yep. So, just going off of what was given to us, um, Jackie's estimating about 201 hours and, uh, based off the hourly rate of $110, we had a total of 27, $390 over about a 10-month period. Um, she mentioned doing a, um, you know, doing a monthly bill based off of the hourly work and with, uh, you know, just easy math, that would be about $2,739 a month for approximately 10 months. um from from our budget standpoint, our professional services can handle the next two months this year for for her work. And then I included that into our 26 budget uh for the remaining eight months and we can we'll dive into that next. Um it's it does increase our professional services from what was projected in years past in our budget, but not by a huge amount. Um, off the top of my head, I want to say it was maybe an additional um 10 grand just roughly. I don't know that exact bill for actual hours per month

or you want the bill. Um, yeah. Do you do you think the hours will be front-loaded or uh the hours they start entering the data are going to be frontloaded? Front loaded. So, there'll be a heavy lift at the beginning if we do it hourly. Okay. Um um versus if we do the monthly spreads it out. Okay. But that's up to you. Totally up to you guys. I'm willing to do anyway. I do hourly for other contracts. I do monthly for some contracts. So yeah, whatever works for your board. Okay. I'd say monthly. Yeah, I think that would be a little easier for us to plan for.

Yeah, I prefer that. Yep. That's um Any other questions? It's almost like we already made a motion. Yeah. Well, well, the official motion will be to approve the uh the well or the 911 solutions scope of work contract as it's listed, what was provided to us. Second. Any further discussion? Let's do it. All right. All in favor? I feel it. Yeah. Does the county have a standard contract?

Um Yeah. Yes. I think we'll we'll take your information and um Yeah, we'll get that plugged in and get things signed. I think we're I know I believe we talked a little bit about uh start date was uh November. Is that correct? Whatever works for you guys. As soon as we get a contract, basically. I think I mean it'll take a little while to do that anyways. I think that lines up with when Sarah starts to Yeah. And that was kind of my concern. You already mentioned it, but just working on Sarah now that we have her. Right. Yes. I think we'll do that. Yes. And I'm more than happy to sit down and plug her around. Make sure she's on all these she needs to be. Yeah. I think that'll be awesome for her to start with. Right.

So, yeah. Thank you. Yeah. I think it's great combinations. Yeah. Thanks, Jackie. somewhere which is great. Yeah, it's really I mean it seems so perfect to me. No. Mhm. Yeah. Yep. Be familiar with Colorado. No, I'm happy to help. She works in spring. She works in Park County for something several places around. Yeah. She she hasn't just experience much at the upper levels. She's a supervisor sort of. So I think she speaks the language for sure, but like yeah staff she has experience with that.

Yeah, I think the Yeah, that's why this works out so perfect. A lot of this like the IGA bylaws uh some of the some of these other items here uh will be new to her. So having you to help through that process is going to be huge. Yep. Awesome. Yeah. All right. Congratulations on your mutual and we're all pretty excited for it. Uh you're more than welcome to stick around. We have one more item. We're going to uh start diving into the budgets. I know you're going to eventually do that too. So, yeah. Yep. So, you can see what we have and there'll be some change in how it looks too. So, u but yeah, we'll move on to item number three, our budget discussion. You out of here? Yes. See you, Mary. Thank you.

So, uh we have a work session planned uh next is it next Friday? The 10th. Yeah. and and Candace, you can't make that one, right? The 10th. I can now. Okay. Okay. Awesome. Awesome.

Um, so a couple things I'd like to go through today is just this is just a discussion. We're not looking to approve our budget quite yet. Getting a little bit of a head start on our work session. Um, reason why I wanted to bring this up too, so we're a little more prepared for the work session so you guys can bring questions to me that I can look at look for answers on so we can really have a fruitful discussion next Friday. Um and then also talk about the schedule to approve our budget uh here sooner than later. So the county has all the numbers they need. The city, all our partners have all the numbers that they need. Um so I have the uh I emailed the Excel document that it's kind of been my working document we can bring up and kind of go through right now and we'll continue the discussion into next Friday. So uh Candace, can you pull that up on the BOCC email? You emailed it in or

I emailed it.

I was thinking earlier too, maybe just try to start a like a joint more sort of cloud something. Oh yeah. So we can all access it. Yeah. Like the Microsoft thing is this morning. Are you guys using Microsoft Clary? Yeah, like the county does and the hospital does, but they don't really talk to each other and the permissions both ways don't really work. Um, and so trying to start like something easier like a Google Drive, a Google Drive versus a SharePoint.

Right. Exactly. Something like that. Or if the SharePoint permissions would work, I'll have to find out. But just just something because we're from several different agencies, right? All the permissions don't talk to each other. So trying to figure out something that does um and just putting all the stuff there far easier than Okay. That's a good idea. You got that? Okay.

Oh, that needs to be me, huh? I could pull that first. Oh yeah, we know. This is part of the recording. I I suppose it's

I'll try real quick. I'm not going to waste too much time with Okay, I think I'm all right. Um, so you guys are uh seen this document a few different times. Um, so we're we're looking down 2026. Uh so we have some historic numbers here from 24 25 26 and then some some numbers um for lookout

zoom.

Yeah. Okay, cool. Um so if you guys want to dive into any other years, we can do that. We'll just kind of go down the line here for 2026. Um, and we can we can start playing around with numbers now if you guys would like and just don't make fun of my second grade formulas here. Um, but starting starting from the top, we have our ETC charge. Um, you know, this is based off of some um some projections that I think Claire worked on this one, so I might not be able to explain uh her projections too well. Um, it seems like it's connected to another page. So, um, but there's we we studied some of our historic numbers. I'm sure nowhere to the level that Jackie will be able to provide for us. Um, I mean, it's been a learning lesson for us. And so, we try just try to use some historic numbers and project some growth based off of our uh increases. So, this would be uh the the 212 amount and I imagine we guessed around 217 or did some sort of a percentage increase for for 26. So, it is a rough number at this point. Um, there's going to be a lot more details. I think I think before we can talk about this later when we talk about scheduling our approval and uh Jackie's start date. Um but I would like to get into that number a little further. Um I think it's it's a good estimate at this point. It's not going to be extremely accurate though. It's going to give us in the ball in the ballpark. Um and then next the rest of dispatch is covered by the IG and the payment split. Um, so this is another thing that's on my to-do list is to finalize our our rolling average. And so this is what I was kind of playing around with um

earlier. Um, so this would be the amount if we did a split based off of a balanced budget um would would be that that amount listed there. And then we did a rough split based off of our historic numbers uh for each agency. So going down the list is uh us first, the sheriff's office, PD, fire, and EMS. Are you doing that based off call volume or size vacancy?

Call volume. And we're doing it off a rolling three-year average. And the one thing that was uh that's a slightly different is it's based off of jurisdiction for law enforcement. So based off of where the call originated from and and the requirement for, you know, either the city police department or the county sheriff's office to respond. What we've noticed is it's it's fairly well split as you can see in these numbers here between the police department and the sheriff's office. And then the number for the um uh the hospital and fire hovers around 8 to 10%. And so that's why those numbers are pretty similar. So it changes uh each year, but you know with some of the historic numbers that we have, it's it gives us a good idea of what that'll look like. Um

do we have those numbers? No, not not not the current ones yet. So, that's that's on my uh to-do list is to to gather those to make sure and then I'm ready to present to you guys of what those look like with the rolling three-year average system. The dispatchers understand how to pull those and everything. That's why there's a little delay is is trying to understand those numbers. Yep. Okay.

So, any questions on on that split? And then what I was playing around with here is you saw a lower number when I first started is if we decide to um roll over some of our fund balance into lowering that payment. And initially what it what it's looking like here is and I and I was just using year-to- date numbers to the end of August. That's all I have right now. I don't have the closure of third quarter yet. And so what I was hoping to do is get the closure of third quarter to give us a better uh accurate projection of what our fund balance will be like at the end of the year. So that's on my to-do list. Also, but there will be a fund balance.

There will be a fund balance. I think there I think it early numbers are telling me that this could be enough to match last year numbers. Um, so each agency is paying into what they paid last year. And if we can cut down on that even more, um, I'm going to present that we do. So, and and that'll be part of our overall goal. And I'm sure nobody's going to argue that. So, um, but that's that's the goal. But if we don't roll any fund balance over, these are the numbers on the screen right now. Um, and so yeah, Jackie, that's why we're trying to push for an increase because this is a heavy burden for our community what you can and can't buy with 911, right? And then what what you can't really buy on the agencies,

what you can buy. Yes. Yep. Any questions on the revenue side? We think we're going to have quarter numbers by the 10th. I'm hoping so. Yeah. I I I don't think it'll be a problem um to to have those ready. We're It's just a work session, so we still have time to adjust if we're still a little behind, but we'll have an update at least by the 10th. For sure. Yeah. Because I'm just thinking if we, you know, by the 10th or by the seventh or eth, we don't think that's going to happen. There's really no point having a word session because we don't want the numbers. So, correct. Push that back. But wait. Yeah. And what I'll do is um yeah, we'll do that by let's say the uh the eth will communicate and say, are we ready for the 10th or not? Right. That work? Yeah. Does that make any of the posts or res? Yep.

Okay. So, um jumping into So, could do you guys have any need to look at old or newer numbers? I can make this a little bigger if that's helpful. I can just bring it back up. Yeah, especially for increases going way far out is beneficial because we get those changing, right? Yeah. And we can dive into that maybe in the work session projecting out in future years.

Is there is there ways to get in finance? I'm sure there is to be able to get the actuals. Yes. Yeah. Yeah. So that's what I still need to gather for the first three quarters of 2020. Oh, no. Um, okay. So top line, and I know we talked about this last time, and Candace, just so you're aware, we'll um we're we're going to work on transferring our worksheet over into the county worksheet. So we're speaking the same language as the county. Um, but we're still comfortable here. So, we'll we'll talk through this worksheet and then um and then Jackie, we can talk about what the counties looks like and how we're so we can just get all into that system.

Ours is just formatted so it uploads directly into our software. So, there's no transposing. No. Yes. And that's what we want. Numbers so that Right. Yes. Exactly. Hurt my brain. And

um but yeah, we're trying to get away from like human air. So that's like a big big driver for them. So not not there yet today, but um the these would these would be our numbers. So starting from the top, salaries and wages. Um and so this you can tell like overtime like Medicare, everything's included below. So this is purely just the the salaries. Um you can see we've had some year-over-year increases. Um I put a little note in here because we had a just a generic 5% increase year-over-year in this category. And and what I did was um I just used the number in our in a salary chart here and I will these are 25.

Um this is where we're sitting now.

Uh this is with an increase for dispatchers at a 5% uh increase. The supervisor range increased uh 4% and then the director went up at 2.5%. Um so slightly different ranges there because the percentage speaks to a greater number the greater the number is. So if 5% at these higher ranges uh it would grow it would outgrow the dispatchers pretty sign pretty fast. So um and then I would you know th those sitting at that desk I would love to continue to really focus on increasing their salary as much as possible year after year. here and I'm hearing from some of the local counties that we're actually starting to outpace some of our competitors. Um we're in a hard location to still bring people. However, if our salaries continue to increase their ability to live here, I think would grow significantly. So that's why there's that plugged in. Um so I took that number that 5 or 651,000 and plugged it plugged it there. Um I did make some adjustments in our overtime from what was originally uh placed in there. Um this is so I took some averages again from our first eight months and and with which came to like 64,000 if we continue on the path this year. So I lowered that a little bit with the hopes of increasing some staff. Um I I think we can continue to look at that number year after year if we get to this full staff level and drop that. But that was my projection for 26. Um the rest of these numbers I have autoc calculated uh based off of what's kind of normal. Um this would be something else we transition to more the county model where they're using some more hard numbers than projections but you can um maybe you can't see but yeah so just you using some some different percentages that um been used in the past to estimate what these different benefits would would equate to. So the

FICO, the Medicare and state unemployment, were those your calculations or the specifics that changed? They they they change with um so these are calculations that I've worked with the county last year on on saying what is the the range or what is the actual amount and percentage and then it just pulls the percentage from that 561,000 and then that gives us what the total at the end of the year if we if we spend all 561,000. So, but this year they changed is is the point

they they changed I think um and maybe Candace you can speak to this. I think the health insurance what we're what Will was talking about doing was just using actuals for health insurance for what each employee is choosing for their health insurance and their actuals for retirement and versus you do that for you guys every department. Okay. I see. I see. Okay. All right. So, it is percentage based. Well, also just open enrollment people change their mind. So we can model off of what they did choose this year, right? But they may change what we are able to do for you, but not knowing what they

will choose. So it could change in terms of what people choose for open enrollment because we're changing.

Okay. Yeah. based off of looking at some of our um our statements from from a year to date August um it looks like these percentages are on the conservative side. So I think we're we're okay with continuing that process on how it sits now. Um so just I basically carried that that thought process over into 2026 and these are the numbers. Um, but I will I I like to stay in touch with with finance and the county on on that system because I apply it also to the sheriff's office budgeting. So, it's important for me to make make sure that we're solid on that and I apply that to the to our numbers that we're looking at today. Um, continuing on with the uh uh retention and incentive bonus and uh Jackie, so what you're uh looking at here is um we we pay more if somebody brings in qualifications and and skill sets that are beyond the job description. Uh Spanish speaking is a big one for us in our community and especially in the dispatcher role. So, we pay extra for it. They pass a test, we give them extra for it. We pull it from this pool. um higher education. If somebody rolls in with a bachelor's or master's degree, we pay extra for that even though it's not a requirement. Um so we're encouraging those extra extra skill sets. And um and then

I think so. Yeah. And then what we do is at the end of the year is whatever's left is we issue that out to each employee as an end of the year bonus. And that, you know, equates to it varies obviously. So if everybody has a master's degree and can speak Spanish, that amount's going to be on the lower side. And that's just how it's set up now. Always up open for discussion, but that's just how it's set up now. So, currently it ranges between uh maybe 1,500 to 2,000 or a little more. And we try to get that out in early December. It's like almost like a Christmas time frame. So, that's what we use that for. And that amount works pretty well with our staffing levels. And it's perfect baked in your salads. So, we're okay.

Yeah. Yeah. 911. We're okay. Correct. Bake it in. Yep. And um along those lines, uh I the the uh the dispatchers were are are using the county's um evaluation process and that's tied to a merit increase with the county. And so I um I talked to our HR person about it because that that that turned the the water a little muddy by taking money from the county, not what we budgeted. So just so everybody's aware, I I did talk to HR. I got that corrected.

Mhm. So, we're that money's coming back out from us, not from the county. They're actually going to pull that back out. So, there was all the mud's been removed. And so, we got that cleaned up. Um, I I did, let's see, basically line by line, I I went through these, kind of compared some averages. We'll do this again in more detail once we have third quarter numbers in. Um, but this gives us a rough estimate. And some of these we we projected pretty accurately uh last year. Some with with my little mark here, I made an adjustment. And you can see this is where I included Jackie's amount.

Um so we were set to originally was around 24,000. That's that rough little 10,000 increase I was talking about. Bless me. So that was a change there. Um and then in 27 I reduced it back, but to talk about that today. um this this made a huge jump up to 17,000 and I think our initial thought was the EMD um certification which they already went through um part of it. So I don't know what everybody's all right. What's that? Not everybody went through it. I'm not sure where we're at with that. Yeah, I know quite I quite a few people went through it. Yeah. So I did lower that amount from 17 to 10,000. It kind of matches our stage growth here with training. Anyways, I'm not sure

if I remember that right though. Chief County that Oh, okay. Yeah, Chippy County did the course for free. I mean, we were probably having to pay overtime, right? Course. Oh, that's okay. That's what Okay, great. Um, so that that one is um we're we're way under budget this year on that amount. I still want to keep that up because when we had our interview with Sarah, it was training training was hugely important for her and I know that's underutilized because of staffing levels and supervision levels. So I I didn't use our projections for 25 into 26. I want to give Sarah some freedom

and it was a reduction of 7,000 from what we originally planned in 26. Um, dues and subscriptions. I made a personal note to look into this one a little more um because there was quite a few on there I was questioning on why we do that if there's better options. So, I just left that as is, but I was going to take a a little uh deep dive into. And uh Candace is going to put you in the spotlight on this one. Um this is one This this transfer to the general fund is something that we've talked about quite a few times with Candace and this was something that uh you know the the history on it was we talked to the prior county manager and there was some negotiation because the county provides us you know our HR needs our finance needs to do our payroll uh they handle it they're county employees and so how do we pay the county to provide those services and an amount was given there was some negotiation without a lot of details on facts and hours what it would take. And then and then Candace came in. Candace, if you guys didn't know this, has a background in finance. She was our finance director. And um yeah, numbers are always just flowing out of her ears and mouth and eyes and everything. And so she she this doesn't make sense to her, which is going to be something in the future we want to address in the IG.

Definitely want to address that and we want to change the title of it. Okay. Just a suggestion. Perfect. Well, it actually is a transfer. Well, is but you could say something like transfer for fees and services. Yeah. What's going to catch us with the FCC? Yeah. Unfortunately, all of your money sits in our general fund. Uh so we're writing a check from ourselves to ourselves, right? Um which it makes no sense whatsoever and is an exciting thing to get arranged on the treasurer side. So, we can call it whatever, but it we probably need to have a bigger discussion about what makes the most sense

in terms of how the agreement's written. I don't know why the decision was to close the separate E911 bank account, but it was closed and all of the money from the E911 bank account was deposited into the general fund and then given its own accounting codes. I was not aware of that either. And yeah, that should not be the case. That should definitely not be the case. Yeah, it has its own accounting code. It's got its own fund. It's got its own balance which is fine. But it is just sitting in the the one bank account that we have. So that we are writing uh a check from ourselves to ourselves to ourselves which is ourselves right little weird.

Um it's not the end of the world. It's we can do it. But I I do think maybe at some point in the future we ask ourselves, could we change that language or do it, you know, differently to account for it? Because it is a little I think it made sense when E911 had its own separate bank account. Yes. Not sitting in the same bank account that the general fund sits in. Um but it does have its own separate accounting code. So it's not like it's general fund funds, right? It's just weird to write to make that transfer on the book. So, yeah,

just a question. Wouldn't you transfer it from that line item to a HR line item and you know, whatever services it really gets transferred to the general plan because HR and finance and everyone that we're serving is in the general plan. Okay. So, it gets transferred from this line item into general fund. Yeah. Which is it it's fine. It's just a little odd. I think when we first set it up, it really was in a separate Yeah. No, and like I said, my only concern is the use of the word jungle. The word worked. Yeah. Versus calling it in your line item here, just calling it um fees for county services.

And I think it's in our like that worked also, which is going to be problematic. So, going to be a problem. I mean, that's just Yeah. Okay. You actually see the right transactions.

I mean, from a so from a budgeting standpoint, I know we're not talking about the amount listed, but I would like to budget for something for that. I don't know what your thoughts are on that initially. I know we're talking more how to, but it I mean I know you're wearing multiple hats, Candace, but I don't know what your initial thoughts are. Um, I probably need to sit down with HR finance and understand the full amount of work that's being done. I mean, I know we're running payroll every month, which and then clearing out the liab liabilities, making these transfers, putting the budget in, and then managing, you know, the benefits.

Yeah. A and then I do know that Nikki, our accounts payable, has done a lot of work on this front to make sure we're covering all those things. So, it does seem like that might be a little bit low. Um, I would want to sit down and understand from them just maybe the sheer number of hours they're spending like in a month so we can talk about what would that look like for and yeah, and the audit too. Yeah, there it is. kind of all the checks positive. So I need to understand from them just like in a month what do we think they're doing and maybe end of year how many hours of work is that to ask?

Does this make sense? Yeah. So, I we can carry that into our conversation uh for the work session to see if we have any more details or if we don't if we don't have time to develop all those facts on what this amount should look like more accurately, then we're we're going to have to u make an educated guess on that one. Again,

I'm fine delivering where it's at for this year because we are right up on budget time. But I do think maybe for the following year, I could actually have some time to sit down and really look at what is it and bring that back even if I'm not in the seat can bring it back to you guys for finance and say, "Hey, here's what we're actually doing." So you could see that breakout of like hours of work that are being

Okay. Um, I did reduce this one uh for because we're getting all new equipment. You know, last year we had a lot of uh new hardware that was purchased and we're getting the new radios and this was a higher amount in the past because of the older radio factor and we're constantly replacing parts and having maintenance come up here. So, I just dropped that one. Um, same with uh legal legal fees. I think what we're sitting at this year is uh might might land us at maybe $3,000, but I think we need to consider some sort of safety blanket with legal fees. So, internet, this one thing that wasn't budgeted very accurately based off of what I saw as an average for first eight months. So, I increased that to match match what we're seeing this year. equipment uh maintenance item here is related to the Motorola um equipment that is uh has been pre-established.

So those are accurate numbers. That's a service contract though. Uh yeah, I think that does need to we need to think about where we're going to put that money. Yeah. Yeah. Yeah. It's more of a service equipment maintenance is going to be different service. Yep. Yeah. I was I don't know why we put that in that line item initially. I think maintenance is spelled wrong, but um that's we can move that grammatical on that 32 m spelled. Yeah, just I'm seeing that now. I just I was just waiting till we uh recorded this publicly to find out the misspelling misspelled words.

Right. Something problem typing in all caps, right? period. Um, so we do need uh I need to get some more information on what what our fund balance is from from working on that right now. So that one I think we'll be good with um by next Friday

and that's going to really be uh the important factor to consider if we're taking u or utilizing funds if we go into a deficit. We're utilizing funds from our fund balance to pay for some of the expenses projected and then that's where we're going to see that amount. I think ultra-conservatively thinking we can we can lower our um intergovernmental agreement down to the amount that we did last year. Um and then my hope is even more. Nice.

But I don't have those hard numbers quite yet. Well, that's the down and dirty 2026. Happy to dive into any specific line items, salaries. We can go into other budget considerations with pay or whatnot if anybody wants to uh do that right now or we can revisit something we talked about today. That's the only thing I can think of was you talked about printers work on level command that everything but we need to work that in somewhere.

Okay.

Yeah. end up that's even a priority right now when obviously staffing and training and stuff like that comes first but right I think it's something we talked about before did you dive into ownership that was a question we had as well like who really owns it to us whatever it is or do we even want to do we want to keep it a sheriff's office asset or county asset and just use it for generalized uh incident command or dispatch is just a piece of that puzzle I think Okay, I'll look into that one. Is there anything else? That's pretty thorough.

Well, thank you. Yeah, absolutely. If you guys have specific questions, um, so as I was going through these numbers, I was of course coming up with questions on for myself to to find answers. If anything pops up like mobile command post I'm not thinking about. Let me know and I'm going to try to be more prepared for the uh work session next Friday. Um yeah, just just hit me up if you don't have them today for the statewide and prepaid numbers and the total emergency telephone.

Yes. Yeah, that that's a grand total. Jackie, what I'll do is I'll try to get that contract addressed immediately. So So Okay. Okay. We'll do it. I don't mind. Sorry. All right. We'll we'll we'll we'll still try to get that to you. So, right. Right. That would be huge. Yeah. We're It was very confusing for us and we did our best. We had some bottom line numbers that that gave us some comfort in in estimating, but it is pretty confusing. It is. It is. That's why I like to check back of the line amount. Yeah. that makesense easier calculate.

Yeah, when you started saying that, I was starting to wrap my head around, oh, okay, that makes sense. All right. Um, the only other thing I had that I'd like to talk about on this agenda item is our schedule. So, 10:10, we're doing a work session on this. Um, and then after that, and Candace, I was hoping to get some input from you on how our schedule of approving our budget would be perfect for the county to have our final numbers by um I think you got prelimin. Yep.

Um, we uh present this next week. Earnestly, our our deadline deadline is December 15th for the final submitting. We don't really want to be scrambling or square that together which is what happened last year out where we didn't get an updated right spreadsheet and then we're going to throw our numbers in there. It was helpful. Um I would like to ask for the last week of all possible. Okay, sounds good. Enough question. Perfect. Yeah,

we we can make changes up until I think we're presenting the second December for it's officially be adopted maybe the 10th, but we really don't want to wait for every into the final budget the last bank is great. Okay, if it's doable. I feel like it is. Um, that's kind of what we planned on to do session so that we can approve it all, right? November ready for that. I think we crazy it all works out.

Yeah. And Candace, we do um right now we're um hopefully we don't have to do this forever, but right now we're meeting monthly and uh it's the first Friday of every month is what what we've said as a routine. So that's what Jeremiah was saying is we we were hoping to be ready to approve it by then, which would be ahead of schedule. My one hesitation on that is that how fast we can get Jackie under contract and her work rolling so we can get an accurate estimate of our etc. I think that would be pretty important and it seems doable. So even if we potentially have to push that out another week in in no into November, we'd still be ahead of schedule. Give everybody a little more time, right? That works because there's another special meeting just to approve that. Yeah. And that's it. That works too just before.

Yeah. So if it's not ready for that between that first week of November schedule special meeting between then they want yeah session special meeting. Yeah I know that was a very county focused question but how about you guys at the hospital and the city? Um does that schedule work for you guys? Yes. Yeah that's all fine lines up with us. Yeah I think I the hospital biggest concern is trying to lower that that network as possible. Okay. Working hard towards that I think from multiple angles now.

Forgive my ignorance. Service 7 is kind of word. Do we have to vote on preliminary to have public comment or have the option to have public comment like the other government agencies that I'm aware of? We don't like period as far as I'm aware. As long as people as long as we post budget and the agenda like we have, they can have a comment on it. out the specific cont we don't have those regulations as a body Candace does the board have to vote on the preliminary budget the BCC okay

well they have to they have to they have to acknowledge it so they have to vote to acknowledge it and they submit it to so I that's I think Dan's question is us as as a child government in a very similar f doing business similar fashion as the BOCC and we have a preliminary budget we've given to Will. Yeah, it's in the they just approve it. They're not. But do we need to approve ours or acknowledge it for E91? No idea. I just What is So I'm not familiar with I would imagine as long as it's under the VOCC does it fine.

It's consumed in that. I think it's maybe it's Yeah. No, I think that's I think we would be in line with what the county does and we would have to acknowledge our pre preliminary uh budget which is being presented next week which is being which is what we just talked about today as a preliminary budget. That's not one we're we're in line with what the county does but we're not under the count. So it's not yeah your funds are and like when I submit to DOA you're under me they also have had me submit the audit all as one I tried to submit two separate ones for you guys for us and okay

did not let me do that submit posted one slide so we don't we don't separately have to submit to the do that our change That's maybe why that word child is in there because we fall underneath that Lake County umbrella for certain things. Submit it for both of us. Under the PC. What's that? Does your IGA have your board under the We are a separate authority. Separate authority. So, so there are certain things with the county members, right? They do.

So, we we contract with the county for certain things, right? They're they're more of a fiscal agent at this point than that we're under that, right? And this is my point is that we're getting way too entic and it's becoming confusing. But we are a separate authority. We we contract with them for HR. We contract with them for to hold funds. We contract them for certain things, but we're not underneath the company, right? We are government. Correct. If you want to acknowledge it, I think that's kind of up to this group if they want to do that. But DOA doesn't have you submit a separate freedom and budget. They wouldn't let me when I tried to submit the All right. They don't care the budget and the audit. Yeah, that's good.

I think okay, that's standard. That's pretty standard. I just want to make sure that we're doing proper distance, you know, making sure that we're dotting our eyes across here. I don't think this is and I and I sorry I don't know what the acknowledgement process is. Is that something official that ours what we're doing today acknowledging it?

So for for the BOCC the acknowledgement process is in a decision making meeting. So I I think you probably have to publicly notice that that's going to happen. And then um I have to check with Liz, but I think we we have to publish. I know the final one we have to publish, but I think maybe the prelim I can check with her and ask and what our process is. I cannot remember but we publish the prelim and then we come to a meeting and actually they vote on whether that three limb is fine and that's acknowledge again we

okay we have it in the past but it no it's a good question but we have it in the past but okay Yes. Yeah. Right. I guess as a board we don't have the authority to tax. So we've got to go through somebody else to be a taxing authority. So I assume that's why we don't we don't need public. You do have the authority to pass. Yes. Right. That's the only one and that's what basically make it

the ability to say we're going to charge you a fee for tele. I will write that down. 21 29 2911 starting at 1015.

All right. All right. Any other questions or discussion on the budget for today? I love numbers. Uh Jeremiah, do we have a minutes to approve? No. No. Okay. All right. We're gonna hopefully November. Okay. Sounds good. Yeah. We'll get uh approval of minutes next. That was that was part of the like I was going through everything. I'm like, "Okay, like how do I get it here?" Like, no worries.

No worries. Uh so, as it sits now, our next meeting is uh October 10th, 10 a.m. Still, I think it's on the schedule already. Yes, sir. And um it's still the first Friday in November for our next regular meeting. And there's obviously a lot of talk around a special meeting for multiple reasons. So we got to keep kind of flexible on that. Uh but yeah, so November 7th looks like the first f in November kind of being a late Friday, first Friday. We might have that might give us more time to get everything in order. So still shoot for that. Yes. Okay. Okay. Sounds good.

Yeah. Oh, no. There you go. It's a big one. The first one.

All right, we'll shut it down. We'll adjourn this meeting. Uh, it's 11:24 a.m. Thank you everyone. Thank you guys. I appreciate it. Yeah, look forward to it. delving into all of Thank you for joining. Appreciate it.