DATE: March 1, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Deborah Faulkner, Police Chief
Rocky Garzarek, Fire Chief
SUBJECT:
title
Consideration Of An Interlocal Agreement With Williamson County And The Williamson County Emergency Communication District For Creation Of A Consolidated Emergency Communications Center. (COF No. 2016-0046) (03-09-16 WS, 4-12-16 WS)
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Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) to consider entering into an interlocal agreement with Williamson County and the Williamson County Emergency Communications District for the establishment of a consolidated Emergency Communications Center.
Background
Over the past several years, the City of Franklin, City of Brentwood, and Williamson County have worked to coordinate, collaborate, and identify opportunities together to enhance the level of public safety services provided to the community. In recent years, this work has been spearheaded by a public safety work group comprised of Police and Fire Chiefs from Franklin and Brentwood, Williamson County Sheriff Jeff Long (and executive staff), Williamson County Public Safety Director, Williamson County Emergency Management Agency Director, Williamson County Emergency Medical Service Director, Brentwood City Manager, and Franklin City Administrator. While there have been a wide range of training and collaborative efforts driven by this group, the most notable action has been the formation the Williamson County Joint Communications Network Authority which is leading the ongoing implementation of a county-wide public safety radio system. The county-wide radio system will build off of Franklin’s existing 800 MHz digital-trunked radio system infrastructure and is expected to begin “build-out” later this year.
The opportunity to better serve the community through the consolidation of the emergency communication/dispatch services has also been identified through the efforts of the public safety work group. Currently, the City of Franklin and Williamson County operate separate emergency communication/dispatch operations. Franklin’s emergency communication operation is comprised of 17 budgeted positions and is operated as a part of the Police Department. Williamson County’s emergency communications division is similar in size to Franklin’s. Williamson County handles public safety dispatch for the Sheriff’s Office, Williamson County Emergency Medical Services, Fairview and Nolensville. Williamson County also provides medical dispatch and emergency medical dispatch (EMD) services for the entire county (including medical calls in Franklin and Brentwood).
After careful consideration, Chief Garzarek, Chief Faulkner and City Administrator Stuckey are recommending to the Board of Mayor and Aldermen the consolidation of the City’s emergency communications/dispatch function with Williamson County. The consolidated emergency communications function will be managed by Williamson County and be housed at Williamson County’s new Public Safety facility located off of Beasley Drive in Franklin which will open later this year.
Once approved by the respective governing boards, it is expected that the consolidation will take place on or around July 1, 2016 (the start of the new fiscal year). Franklin Communications Officers will continue to serve the community in the new center under Williamson County management and will become County employees. All Franklin employees (Communications Officers) will maintain their positions, their pay, and their seniority. By operating from a larger, consolidated emergency communications center, services will enhanced to the community. A consolidated center will have a larger staffing base, enhanced training and development opportunities, and better connect to all the community’s public safety resources through one central communication/dispatch point. No longer will it be necessary to “hand-off” critical emergency medical cases from one communications center to another. The new center will also provide greater career advancement opportunities. In fact, transferring City staff and other qualified individuals will be able to explore five promotional opportunities which will become available immediately upon the formation of the consolidated center.
In order to accomplish the consolidation of emergency communications services, the City of Franklin, Williamson County, and the Williamson County Emergency Communications District will need to enter into an interlocal agreement. The final draft of the agreement is being completed by attorneys for the three entities. The agreement is expected to be considered by the Williamson County Commission on March 14th. It is anticipated that the draft agreement will be presented to BOMA at the March 22nd work session. The agreement contains the following components:
• An initial term of five years.
• The transfer of 14 positions from the City of Franklin to Williamson County.
• The City will contribute the equivalent of the salary of the 14 positions to the ECD for the operation of the consolidated emergency communications center. The City will contribute the salary amount at the current rate for all filled positions with vacant positions paid at $16.24 per hour. The City’s contribution is based on salary only. The cost of benefits and overtimes are not included in the calculation. The total amount of this contribution is estimated at approximately $512,000.
• The City will provide health, dental, and life insurance coverage during the transition to the County benefits program. County benefits should become effective around August 1, 2016
• Transferring City employees will maintain their service credit for their time with city for the purposes of scheduling and vacation accrual.
• Transferring City employees will be placed into the County’s TCRS (State retirement system). Employees that are not vested in the City retirement system will receive both their and the City’s contributions previously made into the City retirement system. Employees vested in the City retirement system will maintain their pension rights similar to other vested employee who separate from the City’s employment.
• Transferring City employees will be compensated by the City for their current vacation balances and their existing sick leave will be established with the County through a one-time payment by the City to the County.
• The City will work with the County to establish a user group that will provide feedback regarding the service provided by the consolidated emergency communications center.
• The consolidated communications center will also provide appropriate data and system access to the City and ensure that service and accreditation standards are met.
Financial Impact
For the first two years of the agreement, the City of Franklin will provide an annual contribution (transfer) to the Emergency Communication District in the amount equivalent to the salary-only of 14 Communication Officer positions. For the remaining three years of the agreement, the City shall contribute to the center based on a funding formula to be developed by the County in consultation with the City. The agreement will provide that the contribution in years three through five is consistent with the City’s year two contribution.
Overall, the City projects a net savings as a result of the consolidation of dispatch services. A projected savings in terms of staffing costs (benefits and overtime) is approximately $250,000 per year. There are additional savings in terms of software maintenance costs as well. The exact amount of these savings is still being determined. The City will incur one-time costs associated with the pay-out of accrued vacation time and for the establishment of the sick leave balanced of transferring employees with the County. Both of these amounts will be based on the sick and vacation leave balances of the transferring employees at the time the transition to the consolidated emergency communications center. The City will also realize project savings of $300,000 to $400,000 for the City’s portion of the development of the County-wide radio system. This is primarily due to the elimination of communication console upgrades.
Recommendation
This memorandum is intended to provide the Board with information regarding the structure of an interlocal agreement between the City of Franklin, Williamson County and the Emergency Communications District to provide for a consolidated emergency communications center.