HomeMy WebLinkAboutResolution - 2003-R0292 - Resolution To Approve Lubbock Emergency Communication District Budget - 07/24/2003k
RESOLUTION
Resolution No. 2003—RO292
July 24, 2003
Item No. 43
I BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock, a Resolution to approve the
Lubbock Emergency Communication District Budget for Fiscal Year 2003/2004. Said
budget is attached hereto and incorporated in this Resolution as if fully set forth herein
and shall be included in the minutes of the City Council.
Passed by the City Council this 24th day c
ATTEST:
Rebecca Garza, City Secretary
TO CONTENT:
Claude T. Jones, hi f of Police
Steve Hailey, Fire
APPROVED AS TO FORM:
ohm Knight, istanKity Attorney
gs/ccdocs/LECD Budget 2003-2004.res
June 30, 2003
Resolution No. 2003-80292
LUBBOCK
EMERGENCY
COMMUNICATION
DISTRICT
Celebrating 15 years of Enhanced 9-1-1 Service
January 27, 1989 - January 27, 2004
FISCAL YEAR 2003-2004
Proposed Budget
June 2003
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
Table Of Contents
FY 2003-2004 BUDGET
AgencyOverview........................................................................................1
Significant Activities FY 2003-2004...........................................................7
Budget Narrative
DistrictOperations...........................................................................9
Database.......................................................................................15
LECDQuarterly.............................................................................21
Information Systems......................................................................23
Public Education Program.............................................................25
PSAPSupport................................................................................27
FY 2003-2004 Revenue Forecast.............................................................38
Charts 1 & 2 — Revenue Comparison............................................39
Financial Charts
Chart 3 - Budget Breakdown..........................................................40
Chart 4 - Budget Breakdown/PSAP Support ..................................41
Chart 5 - Budget Breakdown/District Operations ...........................42
9-1-1 Calls
Chart6 - PSAP..............................................................................43
Chart 7 - 9-1-1 Calls for Service...................................................44
Proposed Budget 2003-2004
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
PROPOSED 2003-2004 BUDGET
TOTAL BUDGET
ITEM 2002-2003
TOTAL BUDGET
2003-2004
SALARY/EMPLOYEE EXPENSE
Salaries - Full Time
$283,742
$305,875
Salaries - Part Time
$20,100
$20,100
Retirement Expense
$16,500
$18,100
Insurance Benefit
$49,400
$56,000
Workers' Compensation
$750
$800
TEC - Unemployment
$1,300
$1,300
FICA - Benefit
$23,000
$24,300
Payroll Service
$850
$900
Pre -Employment Expense
$5,000
$3,000
Other Benefits
$5,000
$5,000
TOTAL SALARY/EMPLOYEE EXPENSE
$405,642
$435,375
SUPPLIES
Office/Operating Supplies
$2,700
$2,500
Other Supplies
$3,500
$3,500
Educational Supplies
$1,600
$1,000
Postage
$2,500
$1,800
Mapping Supplies
$4,000
$3,700
Printing
$2,600
$2,600
TOTAL SUPPLIES
$16,900
$15,100
MAINTENANCE
Office Equipment Maintenance
$1,700
$1,500
Computer Equipment Maintenance
$10,300
$21,150
Facility Maintenance
$1,000
$800
Small Tools & Equipment
$600
$600
Rent/Lease Machinery
$3,300
$2,800
TOTAL MAINTENANCE
$16,900
$26,850
OTHER SERVICESIEXPENSES
Rent/Lease Facilities
$46,000
$46,000
Lobbyist Services
$3,000
$3,000
Legal Services
$10,000
$9,000
Accounting Services
$5,000
$5,000
Public Education
$36,590
$37,100
Professional Services
$8,000
$4,500
Telephone
$11,000
$11,000
Professional Dues and Memberships
$1,900
$1,800
Travel
$21,300
$20,000
Training
$10,000
$9,500
Insurance
$8,000
$9,000
Vehicle Expense
$12,500
$12,200
TOTAL OTHER SERVICES/EXPENSES
$173,290
$168,100
CAPITAL
Office Furniture
$1,000
$1,000
Communication Equipment
$1,200
$1,000
Computer Equipment - Capital Improvements
$8,500
$1,300
Computer Equipment - Replacement
TOTAL CAPITAL
$5,000
$15,700
$6,600
$9,900
TOTAL DISTRICT OPERATIONS
$628,432
$655,325
EQUIPMENT REPLACEMENT FUND-LECD
13,106
14,059
2003-2004 Proposed Budget.xls
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
AGENCY OVERVIEW
Background
In 1986 by an overwhelming vote of the public, the creation of the Lubbock
Emergency Communication District was approved. Authority to create the District
is provided in Vernon's Texas Civil Statute 1432e (later codified in Texas Health
and Safety Code Section 772.301 through 772.329, the Emergency Telephone
Number Act for Cities over 20,000.)
The District's mission upon creation was to establish the Enhanced 9-1-1 system
as the primary emergency telephone communication system for Lubbock County.
All political subdivisions within Lubbock County assisted in this mission by
establishing Public Safety Answering Points to receive emergency 9-1-1 calls. Our
mission continues, but now in a different form.
"The mission of the Lubbock Emergency Communication District is to
provide the best possible, trouble free network for the citizens we
serve to access emergency services by dialing 9-1-1; to provide the
best tools (equipment and information) to each service provider
agency that will enhance their ability to provide public safety
services; and to educate the public on the effective and appropriate
use of the 9-1-1 network."
The City of Plainview joined the Lubbock Emergency Communication District
through an interlocal agreement in January 1989.
A six member Board of Managers oversees the Lubbock Emergency
Communication District. Two appointments to the Board are made by the City of
Lubbock, one by the County of Lubbock, one by the City of Slaton, one at -large
appointment (made by the other Board Members), and one ex -officio member
representing Southwestern Bell Telephone Company, the primary telephone
service provider in Lubbock County.
Enhanced 9-1-1 operations started within LECD boundaries on January 27, 1989.
Since that time more than 2.5 million 9-1-1 calls have been handled by the Public
Safety Answering Points (PSAPs) supported by LECD.
The 9-1-1 call taking equipment at each of the PSAPs supported by LECD was
replaced with Vesta 9-1-1 standard telephony/computer equipment in fiscal years
1999-2000 and 2000-2001. This project replaced the original 9-1-1 call taking
equipment that was installed in January of 1989. Since the installation of the
Vesta equipment several upgrades to the software have been completed to keep
on the leading edge of technology.
Proposed Budget 2003-2004 Page 1
Staff
In addition to the Board of Managers, the District employs a staff of seven (7) full
time employees and one (1) part time employee.
EXECUTIVE DIRECTOR — Has total oversight of the operation of the District. Is
responsible to the Board of Managers for carrying out the mission of the District.
OPERATIONS MANAGER — Is in charge of the day-to-day operations of the
District, including payroll, accounts payable/receivable, PSAP personnel training,
and other responsibilities. Becomes "Acting Executive Director' in the absence of
the Executive Director. Is responsible to the Executive Director.
DATABASE MANAGER — Is in charge of providing addresses in the
unincorporated areas of the County, verifying and correcting the MSAG (Master
Street Address Guide) and supervising the Database Technician and GIS
Coordinator. Database Manager assumes the role of "Acting Executive Director' in
the absence of both the Executive Director and the Operations Manager. Is
responsible to the Executive Director.
DATABASE TECHNICIAN — Works with the Database Manager in the assignment
of addresses in rural Lubbock County. Is responsible for maintaining an accurate
database of the road signs that are purchased by the District and maintained by
the Lubbock County Road Department. Works with the US Postal Service on
address conversions from rural routes to physical addresses. Is responsible to the
Database Manager.
IS TECHNICIAN — Administers the internal computer network, which includes all
hardware and software. Assists staff in the use of computer programs. Plans for
future impact on the computer hardware/software used internally by the District. Is
responsible to the Executive Director.
PUBLIC EDUCATION COORDINATOR — Administers the District's Public
Education Program. Responsible for creating and purchasing hand out material as
it relates to 9-1-1 use. Coordinates the Road Show Team in making public
presentations at schools, health fairs and other events to spread the word about
the proper use of 9-1-1. This position is a part time position and is responsible to
the Executive Director.
GIS COORDINATOR — Is charged with the creation and verification of a GPS
accurate street level map. Is assigned to maintain a centerline map file with
accurate address/block ranges, which will be used by various emergency
response agencies. This position is responsible to the Database Manager.
RECEPTIONIST/CLERICAL ASSISTANT — Answers the main business line and
greets visitors to LECD office. Assists Operations Manager with clerical duties.
Assists other staff members as necessary with projects. This position is
responsible to the Operations Manager.
Proposed Budget 2003-2004 Page 3
STREET SIGNS — LECD pays for the manufacture of street signs in Lubbock
County for placement at the intersection of roads. The signs provide the street
name and the block range at that location. These signs provide direction not only
for emergency responders, but also for mail and other delivery service.
PREPARATION AND HOSTING OF MEETINGS — Many hours are spent each
month preparing information for a variety of meetings that are hosted by LECD.
The monthly Board of Managers and User Group meetings take several hours to
plan, prepare and transmit information for.
QUARTERLY NEWSLETTER — The Database Manager serves as the Editor for
this publication that goes out every quarter. The publication takes many hours of
the staff's time to prepare. More than 200 newsletters are mailed to PSAPs,
Districts, people, and businesses in Texas and across the United States.
RESEARCH AND PLANNING — District staff are continually researching the most
advanced technology on the market, determining if it fits the needs of the District
and planning for its implementation.
These are the major items that LECD provides to the participating agencies and
the citizens of Lubbock County and the City of Plainview.
Proposed Budget 2003-2004 Page 5
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
SIGNIFICANT ACTIVITIES FOR FY 2003-2004
In addition to the routine duties of the District, which involve day-to-day
addressing, assuring the 9-1-1 network is functional and CPE is operating
properly, etc.; LECD plans to continue working on and, in most cases, achieve the
following significant activities in this fiscal year.
PUBLIC EDUCATION
LECD is continuing the revision of our Public Education Program to make it more
effective and versatile. In FY 2003-2004 we plan to continue to build the LECD
Road Show Team that consists of members of the Public Safety Dispatching
Community. Additionally, we will investigate the use of Texas Tech Graduate
Teaching Assistants from the Communication Studies Department who teach the
undergraduate public speaking course and incorporate their expertise into the
Road Show Team.
TELECOMMUNICATOR TRAINING
Continue to provide local training for telecommunicators. Classes will be held on an
as needed basis to educate telecommunicators and supervisors on the use of Vesta
equipment and "Basic 9-1-1. -LECD will provide a funding source so that local
training for telecommunicators can be provided. This will help ease the financial
burden on the PSAPs that LECD supports.
USER GROUP MEETINGS
During the next fiscal year LECD will continue to host User Group Meetings on a
monthly basis. Participation has been very good at these meetings, and we hope
to see this continue. The User Group provides beneficial input which helps LECD
accomplish its mission.
WIRELESS
Completion of Wireless Phase I occurred in March of 2001. We continue to work
with the PSAPs in the installation and configuration of integrated mapping
solutions, whether through their CAD (Computer Aided Dispatch) Systems or
through stand-alone applications. Wireless Phase II Enhanced 9-1-1 Service
Orders were placed with three (3) Wireless Service Providers (WSPs) in January
of 2003, with implementation to be completed in August of 2003. Phase II Service
Orders were placed with the remaining three (3) WSPs in June of 2003, with
implementation expected to be completed by December of 2003.
Proposed Budget 2003-2004 Page 7
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
BUDGET NARRATIVE
DISTRICT OPERATIONS
This section of the budget describes the District Operation expenses of the
budget. It pertains more to the day-to-day operations than to specific programs
and projects.
EMPLOYEE SALARIES AND BENEFITS
Salaries — Full Time $305,875
This is for salaries for the full time District employees. This figure includes
applicable merit raises for all the full time employees. In the budget narrative, a
percentage of salaries have been allocated to the primary job function of each
employee. The unallocated percentage falls into general operations.
Salaries — Part Time
$20,100
This is for the salaries of the part time District employee and payment to a
temporary employment agency for the services of the Road Show Team members.
Retirement Expense
$18,100
This is the amount paid to the Texas Retirement System by the District as the
employer. The contribution rate is 5.58% for the calendar year 2003. The rate will
increase in the year 2004 to 6.01 %. The employee also contributes 5% to this
fund.
Insurance Benefits
$56,000
This is for medical, vision, dental, disability and life insurance for the District
employees. Employees pay for spouses and family members that are on the plan.
This increase is based on a projected 20% increase in premiums.
Workers' Compensation $800
This is the District's contribution for State Workers' Compensation insurance
coverage. This covers the employee should they be injured on the job.
Proposed Budget 2003-2004 Page 9
Postage
$1,800
This is for mailing that the District does. This is divided among several projects
including address notifications, distribution of the LECD Quarterly newsletter and
invitations to events.
Mapping Supplies $3,700
Supplies necessary for production of reference maps and map books for
requesting agencies and PSAPs.
Printing $2,600
This pays for printing letterhead, envelopes, LECD Quarterly newsletter, business
cards, addressing brochures, etc.
MAINTENANCE
Office Equipment Maintenance
$1,500
This covers the cost of any repair to the equipment other than computers. This
might include video equipment, fax machine, typewriter, printers, telephone
system, etc.
Computer Equipment Maintenance
$21,150
A detailed explanation of this item is included in the Information Systems narrative.
Facility Maintenance
iUK1
This covers cost of maintenance of the District offices not covered under the lease
agreement. This also includes furniture cleaning/upkeep.
Small Tools & Equipment
$600
This is used for the replacement or purchase of small equipment with a value of
less than $500, such as calculators, excluding computers and monitors. It also
includes tools required for maintenance of IS equipment.
Rent/Lease Machinery
$2,800
This covers the cost of leases on equipment such as the copy machine and
postage meter.
Proposed Budget 2003-2004
Page 11
Travel $20,000
This is for the travel expenses of staff and Board Members to attend meetings,
training, seminars, etc. Staff will attend both state and national NENA/APCO
conferences, District Director meetings, Public Education Group Meetings,
Technical Development Conference, Critical Issues Forum, etc. This covers travel
cost of sending telecommunicators to recognition events. It also includes the cost
of flights, hotel accommodations, meals, rental cars, cab/shuttle, parking, etc.
Training
$9,500
This covers the cost of tuition/registration for training classes, seminars and
conferences for the LECD staff and Board members.
Insurance
$9,000
This covers insurance on all District -owned or leased equipment, liability insurance
and errors and omission coverage on staff and Board Members.
Vehicle Expense
$12,200
This covers the vehicle expense of eligible full time staff. Staff is expected to be
able to travel to PSAPs and offsite locations for meetings, maintenance, etc. This
also covers the mileage paid to non-exempt full time and part time employees for
travel on District business.
Office Furniture $1,000
This covers the cost of replacing furniture.
Communication Equipment $1,000
This covers the cost of replacing telephones.
Computer Equipment $7,900
A detailed explanation of this item is included in the Information Systems narrative.
This includes both capital improvements and replacement equipment.
Equipment Replacement Fund $14,059
We have developed a schedule of equipment that needs to be replaced. This
schedule gives an estimated life expectancy for each piece of equipment and
provides adequate money to replace the piece of equipment at the end of its life
span. This is for equipment used by the District and not equipment located in the
PSAP. Expenditures from this account will occur to replace existing equipment.
Proposed Budget 2003-2004 Page 13
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
DATABASE
Addressing
Rural Route Conversions
This section describes the costs attributed to the ongoing rural postal route
conversion notification project for the residents of Lubbock County. It is estimated
that the project is 85% complete at the beginning of FY 2003/04, and we hope to
be 95% complete by the end of FY 2003/04. This will encompass address
changes to approximately 4 to 5 routes.
Salaries: 15% of Gross Income of Database Manager
40% of Gross Income of Database Technician
These are the costs associated with the research, assignment, mail out production
and database maintenance of all converted rural addresses. The costs are broken
between hours dedicated by Database Manager and Database Technician.
Printing Supplies:
$100
These charges are associated with the assorted supplies required to produce
notification letters to do mass mail -out to all converted rural route residents.
Primarily it will be the cost of paper to produce two letters per resident. The US
Postal Service provides all envelopes and postage. A printed brochure obtained
from the CSEC regarding posting of addresses will be inserted into notification
letters.
Postage for Notification of Third Parties:
$30
These are the postage costs to keep all affected parties apprised of the status of
conversions and the updated address data. These third parties include the City of
Lubbock, the Lubbock Central Appraisal District, any utility companies requesting
the information, especially Telephone Companies. Also, we receive requests for
address data from developers, builders and different mortgage lenders.
Total For Rural Route Conversions: $130
Customer Service/Notification & Update of Databases
This section represents time spent helping customers obtain addresses and the
follow up involved in distributing assigned addresses to all the necessary parties.
Over the past year we have found that a significant portion of our time is being
devoted to this process.
Salaries 15% of Gross Income of Database Manager
50% of Gross Income of Database Technician
Proposed Budget 2003-2004 Page 15
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
DATABASE
Training
Training: $1,500
Training for Database and GIS staff to bring more proficiency in actual use of
various applications, including upgrades to ArcView 8, GeoMedia 5 and newest
version of Map Manager. Some training will probably be on-line training. These
costs cover both tuition and materials.
Conferences/Seminars: $800
Another helpful resource in addressing and GIS is the annual Street Smart and
Address Savvy conference hosted by URISA. Funds are included for Database
Manager and one other staff person to attend. The 2004 conference will be held
in mid-August 2004. These costs cover both registration and materials.
Travel:
$4,000
These will be travel costs associated with the above training, conferences and
seminars. Travel expenses will include airline flight fares, hotel accommodations
and meals.
Total For Database Training: $6,300
Proposed Budget 2003-2004 Page 17
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
DATABASE
GIS
Data Exchange and Update: 25% of Gross Income of GIS Coordinator
Completion of Base map and Centerline file development resulted in a shift from
digitizing to data maintenance. LCAD has taken over the responsibilities for the
parcel mapping, so data exchange and integration replace data digitizing. The
establishment of Integrated Mapping in the PSAPs requires the review, update,
and conversion of our GIS. Data is physically taken to each PSAP and the
updates are performed onsite for each workstation with integrated mapping. The
development and maintenance of Integrated Mapping at each PSAP requires the
GIS Coordinator to interact with the dispatchers and administrators in order to
identify, evaluate, and eliminate any shortcomings or problems with the dataset.
Digitizing may continue to be done in an update capacity, as new layers of data
are requested, providing that the data be provided to LECD in a format that is
easily drawn, scanned, or otherwise entered into the GIS.
Data Validation, Cleanup and Addressing:
40% of Gross Income of GIS Coordinator
40% of Gross Income of Database Manager
Resolving discrepancies between our addressing database and map data will be a
main focus during this fiscal year. Missing records, invalid data links, duplication,
and missing objects on the map, are all examples of problems that are being
identified and corrected by the GIS Coordinator, Database Manager, and
Database Technician. Each problem record must be identified, located, evaluated,
and corrected. This process involves individual and group effort, since each
person is involved with a different part of data creation, and uses the data
differently, resolving potential problems can be time consuming for multiple
people. Assigning missing addresses will also be a part of this workflow.
Validation, verification, and cleanup of data that is being used for integrated
mapping in the PSAPs are in addition to this process. Problems between the
Telco database and LECD created map need to be identified and corrected. A
workflow for this task has not been developed, but it will involve personnel at each
PSAP using integrated mapping, the GIS Coordinator and other LECD staff, and
Telephone Company database management personnel.
Proposed Budget 2003-2004 Page 19
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
LECD QUARTERLY NEWSLETTER
Salaries: 15% of Gross Income of Database Manager
Salary costs are based on hours attributed to research, production, printing,
folding, printing mailing labels and postage attachment for the LECD Quarterly
newsletters.
Printing Costs:
$2,000
These printing costs are based on printing costs of the newsletters produced last
year. The printing costs are attributed to the printing and folding of the newsletters
by a local copy vendor. Funds are budgeted to allow occasional color printing in
some issues.
Postage Costs:
$370
The postage costs also are based on the postage costs of last year's mailed
newsletters and are adjusted to accommodate the new postal rate. The
newsletters are posted on office postal equipment and mailed from the LECD
offices.
Total LECD Quarterly Newsletter: $2,370
Proposed Budget 2003-2004
Page 21
Lubbock Emergency Communication District
FY 2003-2004 BUDGET
INFORMATION SYSTEMS
Salaries 100% of Gross Income of IS Technician
This section addresses the staffing costs of the Information Systems program.
This is the percentage of the annual salary of the Information Systems Technician
attributed to his support role of District staff.
Small Tools/Equipment/Supplies
$700
Replacement or purchase of tools necessary to maintain IS equipment or to
enhance/improve operations as they relate to IS (testing equipment or tools for
repair) as well as disposables such as backup tapes & CDR/RW media.
Replacement Equipment
$6,600
This amount covers the replacement of two old -technology workstations and two
19" monitors, an old -technology server and an old -technology inkjet printer, all
currently in-service. These purchases will be made out of the replacement
account.
Capital Improvements
$1,300
This section includes expenditures for capital items for use in the everyday
operations of District Staff. This amount covers a security firewall appliance and
an air cleaner for the server closet.
Maintenance
$21,150
The following describes both hardware and software related maintenance items.
Software Contracts: $7,850
Geomedia GIS — $3,300
ESRI GIS - $1,000
MS Great Plains accounting — $1,300
Symantec Anti-virus - $150
Lotus E -Mail - $500
Department Calendar - $1,000
IMail - $600
Repair Parts: $1,500
Hardware - Parts necessary to restore operation of, or upgrades to, District
computers and other IS equipment. Examples are items such as memory,
hard drives, CD-ROM drives, mice, keyboards, etc.
Proposed Budget 2003-2004 Page 23
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
PUBLIC EDUCATION PROGRAM
Salary 100% of Gross Income of Public Education Coordinator
This is the salary for the Public Education Coordinator. The Public Education
Coordinator's position is part time and may work up to 60 hours per pay period in
this fiscal year.
Public Awareness Evaluations Marketing Survey
$3,800
Contract with The Institute of Communications Research, Texas Tech University
School of Mass Communications, for a yearly Telephone Survey of residents of
Lubbock County regarding their knowledge of the proper use of 9-1-1. The survey
will be used for yearly comparisons to determine the target groups that need
further education. Total also includes any in-house evaluations such as a PSAP
survey and school age children survey.
Texas Tech $3,600
In-house $ 200
Recognition and Appreciation Events $3,100
Tokens of appreciation and activities related to National Telecommunicators'
Week, 9-1-1 Day and Kid Hero awards. This year marks the 15 -year anniversary
of the introduction of Enhanced 9-1-1 in the District. A portion of the budget has
been set aside to commemorate this special event and to honor the
telecommunicators that have been serving Lubbock County faithfully for all 15
years.
TC Week
$1,475
Awards
$
375
911 Day
$
600
Kid Hero
$
50
15 -yr Anniversary
$
600
Advertising
$17,800
Production of Public Service Announcements and publication through print,
television, radio, and billboards. Clothing and accessories worn by LECD staff.
Production and publication of brochures and flyers. Total also includes corporate
advertising, which includes items such as coffee mugs, t -shirts, and other items
bearing the LECD logo.
General $ 3,300
Brochures $ 3,000
Media Advertising $10,500
Corporate Advertising $ 1,000
Proposed Budget 2003-2004 Page 25
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
PSAP SUPPORT
This section of the budget covers expenditures to support the PSAPs within the
District.
Recurring Costs
Wireline Network Charges
9-1-1 Database Charges
Wireless Network Costs
Language Line Services
WAN Recurring Costs
9-1-1 Central Office Isolation Network
Maintenance
CPE Equipment —Workstations
Logging Recorders
UPS Equipment
Headsets
Other Maintenance/Repair
WAN Maintenance
Upgrades
Equipment Upgrades — PSAPs
Monitor Replacement
Workstations/Servers
Logging Recorder Upgrades
Other Upgrades
Telecommunicator Training
Salary
Tuition
Instructors
Travel Expenses
Education Materials
Catastrophic Contingency
Street Signs
Proiects
Wireless Implementation
Technology Funding
9-1-1 Central Office Isolation Network
Proposed Budget 2003-2004 Page 27
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
PSAP Support
Recurring Costs
This section describes the charges from both wire -line and wireless telephone
companies for the provision of 9-1-1 network, database services and ancillary
services necessary for a 9-1-1 system. We have also included funds for the
recurring wireless costs that are anticipated in this fiscal year.
Wireline Network Charges:
$30,000
These are the costs associated with providing the wireline service and 9-1-1
trunking in the Lubbock Emergency Communication District. These charges are
paid to Southwestern Bell, Valor and South Plains Telephone Cooperative. The
9-1-1 network includes the 9-1-1 trunks from the various central offices to the
selective router. Included in this amount is the cost to maintain a special 9-1-1
trunk group and three telephone lines to the training center. This also includes the
telephone lines installed at the PSAPs for remote maintenance, and the ALI Fax
capability.
9-1-1 Database Charges:
$230,000
These charges are associated with the database records that are maintained by
the telephone companies to provide accurate records for the ALI (Automatic
Location Identification) system. The average charge for this service is about
$0.105 per record. We pay this fee to SBC, Valor and South Plains Telephone
Cooperative based on the number of subscriber line records that they maintain.
Currently there are approximately 154K subscriber records for LECD in the SBC
ALISA database.
Wireless Network Costs:
$100,000
These are the costs to keep the wireless telephone network in operation for the
three Wireless Service Providers that are not charging any additional fees for
Wireless Phase II Service.
Lanquage Line Services:
$1,200
These are the costs involved with the provision of Language Line Services to all
the PSAPs in the District. Language Line is an interpreter service that is used by
the telecommunicators to converse with foreign callers to 9-1-1. This service is
used about 13 times per month. The cost is based on number of minutes used.
Proposed Budget 2003-2004
Page 29
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
PSAP SUPPORT
Maintenance
The following describes the items included in maintenance expenses. A
breakdown of the CPE maintenance expenses per answering position is $3,969.
To calculate a per PSAP amount you would multiply this figure by the number of
answering positions at each agency.
Customer Premise Equipment — Workstations:
$127,000
This pays for the yearly 24x7 maintenance on the telephone customer premises
equipment and the workstations used by the telecommunicators. Included in this
amount is the extended software maintenance support that provides for software
updates (media/license) from Plant, Inc. This is the fourth year of a five-year
contract that continues until July 2005.
Logging Recorders:
$ 15,000
This pays the annual maintenance on the logging recorders. This is the fourth year
of a five-year contract that ends in 2005.
UPS Equipment: $5,000
This section pays for the annual maintenance contract on the UPS (Uninterruptible
Power Supplies) located in each PSAP. These units were all purchased/replaced
in FY 1999-2000.
Headsets: $1,000
As part of the new CPE installation in FY 1999-2000, LECD provided headsets to
all of the telecommunicators in the District. This fund is for repair/replacement of
headsets during the year.
Other Maintenance/Repair: $12,000
This will take care of maintenance/repairs that are not covered by a maintenance
contract. This includes an electrician checking a UPS prior to the dispatch of a
UPS repair technician, moving, adding or deleting lines from the 9-1-1 telephone
equipment and the purchase of new backup tapes for each PSAP.
WAN Maintenance: $5,000
This is for maintenance of the WAN (Wide Area Network). This is based on a per
hour service agreement and not on a contract.
Proposed Budget 2003-2004 Page 31
by Plant Equipment are being "ported" or built specifically for the newest Microsoft
Operating System. By waiting until August of 2004 to start this portion of the
upgrade, Plant will have all their programs ported to the newest Microsoft Server
Operating System, and all of the newest patches, service packs, etc. will be
available and tested with the workstation Operating System, Microsoft Windows
XP Professional. Also in starting the major portion of the upgrade late in the fiscal
year, the cost of the upgrade can be spread across two fiscal years. This will
require a commitment by the Board to allocate the additional funds in the next
fiscal year.
Upgrade Logging Recorders: $25,000
This will cover the replacement of hard drives and DVD drives in the existing
Logging Recorders. This upgrade will give the PSAP more recorded data "live" on
the hard drive and increase the amount of information that they will be able to
store on a single DVD. New technology has allowed for these enhancements that
were not available at the time the equipment was purchased. This also replaces all
of the "moving" parts inside the recorder.
Other Upgrades:
$10,000
This covers software upgrades at the District Office of programs that are used to
DIRECTLY support the PSAPs, such as MapManager. It also covers other
upgrade costs at the PSAPs that were unplanned.
Proposed Budget 2003-2004
Page 33
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
PSAP SUPPORT
Catastrophic Contingency: $100,000
In the event of a catastrophic loss, the insurance companies do not pay
immediately so some funds need to be available for use in these circumstances.
Street Signs:
$10,500
This is for manufacture and maintenance of street signs in rural areas of Lubbock
County. (See database narrative for details)
Proposed Budget 2003-2004
Page 35
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
CHARTS
FY 2003-2004 Revenue Forecast
Financial Charts
9-1-1 Calls
j Proposed Budget 2003-2004 Page 37
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
1,400,000.00
1,200,000.00.-
1,000,000.00.
800,000.00
600,000.00-
00,000.00400,000.00200,000.00
400,000.00-
200,000.00.
0.00
v
ILEC
2,500,000.00
2,000,000.00
1,500,000.00
1,000,000.00
500,000.00
0.00
Revenue Comparison
REVENUE BY CATEGORY
CLEC Wireless Other Interest
CHART 1
TOTAL REVENUE
98-99 99-00 00-01 01-02 02-03 03-04
Proposed Budget 2003-2004
CHART 2
98-99
■ 99-00
000-01
El 01-02
■ 02-03 Proj.
03-04 Proj.
Total Revenue
Service Fee
Page 39
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
District/PSAP Breakdown
■ District
18%
PSAP
82%
This chart shows 82% of the District's FY 2003-2004 BUDGET goes toward
the direct support of the Public Safety Answering Points (PSAPs).
Proposed Budget 2003-2004
CHART 3
Page 40
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
Mail
26°i
Training
1%
Recurr
13%
Projects
56%
This chart shows how the 82% breaks down for the PSAP Support. The
mission of LECD is to provide "end to end" support for the 9-1-1 call. To do
this effectively the District expends the bulk of its resources on this task.
Proposed Budget 2003-2004
CHART 4
Page 41
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
District Operations
Capital
Maintenance 2% Replace
4% 2%
Supplies
2%
As shown in this chart, personnel services make up the bulk of the District
portion of the budget.
CHART 5
Proposed Budget 2003-2004
Page 42
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
9-1-1 Calls by PSAP
Wireline
Jun-
Jul-
Aug-
Sep-
Oct-
Nov-
Dec-
Jan-
Feb-
Mar-
Apr-
May-
Total
Wireless
02
02
02
02
02
02
02
1 03
03
03
03
03
2,141
Lubbock
Police
mom
Wireline
7735
8005
7664
6754
8560
6113
6132
5820
5286
6775
7039
7628
83,511
Wireless
5163
5493
5589
15201
4997
4834
5045
4246
14591
5021 1
5439
5632 1
61,251
Wireless
6
22
8
6
4
7
7
7
16
10
6
20
119
Lubbock
SO
15,637
Secondary
Wireline
1426
1474
1525
1214
1232
1163
1051
1044
948
1108
1125
1336
14,646
Wireless
751
1 769
1 772
1 669
1 575
552
1 602
566
527
583
704
780
7,850
93
67
3+
74
1,202
Wireless*
12
8
2
x�
13
4
6
1
Plainview
3
10
5
1 80
Police
Total
Wireline
586
558
614
1 489
476
1 464
507—F4-52
113
402
577
645
696
6,466
Wireless
179
224
220
168
163
157
151
96
167
229
197
190
2,141
MRa
Slaton
mom
Police
3
2
4
3
1
1
3
3
16
1
3
3
43
Wireline
111
166
92
107
89
99
108
115
97
112
206
1 311
1,613
Wireless
6
22
8
6
4
7
7
7
16
10
6
20
119
Total
Texas
15,637
Secondary
3,277
Tech PD
Wireline
125
116
108
107
131
105
86
71
93
67
119
74
1,202
Wireless*
12
8
2
4
13
4
6
1
12
3
10
5
1 80
Total
0 MR -1
107,438
Prima
71,361
Lubbock
EMS
Wireline 1052 1121 1 1178 1 1061 1 1076 1 1072 1 900 1 1287 1 1180 1 1178 1 1157 1 1528 113,790
Wireless* 175 172 197 1 176_1 202 1 171 1 154 1 150 1 171 1 211 1 221 1 211 1 2.211
Fire
Wireline
188
200
134 1
90
86
1 101
320#
113
115
144
193
120
1,804
Wireless*
112
117
96
65
72
52
102
66
82
70
93
115
1,042
INIEF
Slaton Fire
mom
Wireline
3
2
4
3
1
1
3
3
16
1
3
3
43
Wireless*
1
2
1
3
0
2
4
2
1
4
2
2
24
Total
15,637
Secondary
3,277
• %�aIJ J V%,V1VVu Uy LUUUVUN rv, LuuUocK w or aiaion voi ice ana transterred to this
PSAP.
# Lubbock EMS was answering calls at Lubbock Fire during this month.
This chart represents the 9-1-1 calls handled by the PSAPs supported by the
District. These numbers are based on the SBC ASK reporting system. During
this time period 39.9% of all 9-1-1 calls were from wireless phones.
CHART 6
Proposed Budget 2003-2004 Page 43
LUBBOCK EMERGENCY COMMUNICATION DISTRICT
FY 2003-2004 BUDGET
9-1-1 Calls for Service
Wireless
■ Jun 00 - May 01 0 Jun 01 - May 02 El Jun 02 - May03
This chart shows the number of 9-1-1 Calls For Service, both Wireline and
Wireless, for the last three years, handled by the PSAPs (Public Safety Answering
Points) in the Lubbock Emergency Communication District.
CHART 7
Proposed Budget 2003-2004 Page 44