Transcript Town of Freeport Dispatch Analysis

Town of Freeport
Dispatch Cost Analysis
Prepared by:
Greg L’Heureux, CPA, Former Town of Freeport Finance Director
Ken Knight, CSI Communications Solutions Inc
Detailed Workshop Agenda
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Town Manager’s Introduction-Dale Olmstead, Jr.
Discussion of Capital Costs Associated with Joining
Cumberland County Dispatch-Ken Knight
Financial Analysis of Joining vs Remaining at Public SafetyGreg L’Heureux
Discussion of Staffing Coverage of the Dispatch Window for
Customer Service-Abbe Yacoben
Discussion of County Dispatch Operations by Cumberland
County Representatives-Bill Whitten, Donny Durrah and Bill
Holmes
Example of Consolidation by Representative from Gorham
(First Agency to Consolidate)-Fire Chief Bob Lefebrve
Questions from Councilors
Staff Recommendation from May 21st, 2008
Council Meeting
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Due to the anticipated capital costs of connecting Freeport Dispatch
with Cumberland County Dispatch, staff recommends that the Freeport
Town Council not consider consolidation with the County until it has
installed a microwave communication ring which is anticipated to be
completed in June, 2009.
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In the interim, the Town staff will analyze the impact on service levels
that could result from consolidation. This analysis will be done with and
without the retention of existing personnel. Staff will update the Town
Council not later than January 1, 2009.
Dispatch Consolidation
Capital Cost Analysis
County Proposal--Option A: (Do Not Maintain Alarms)
Start-Up Costs (Microwave Ring, Radio Equip., Installation)
Alarm Monitoring Equipment CCRCC
80,500
0
CAD Software License
52,000
Video & Call box at Public Safety Entryway
14,000
Other
10,000
Federal Grant Award
(34,000)
Total
122,500
Note: Capital costs prior to microwave ring were $184,500
Note: Avoided capital costs per five-year plan are $50,000
Dispatch Consolidation
Capital Cost Analysis
County Proposal--Option B: (Maintain Current Alarm Monitoring)
Start-Up Costs (Microwave Ring, Radio Equip., Installation)
Alarm Monitoring Equipment CCRCC
80,500
110,000
CAD Software License
52,000
Video & Call box at Public Safety Entryway
14,000
Other
10,000
Federal Grant Award
(34,000)
Total
232,500
Note: Capital costs prior to microwave ring were $404,000
Note: Avoided capital costs per five-year plan are $50,000
Cost Analysis –Operations Only
(No Capital)
Town of Freeport Current Costs
Dispatch Budget
FY10
$
Estimated Benefits
Less equipment costs still required to still be paid by Town
Total estimated direct Dispatch cost
Less revenue -Pownal only
Net Current Cost of Dispatch Freeport
216,707
54,782
$
(19,600)
$
251,889
(8,700)
243,189
Cost Analysis –Operations Only
(No Capital)
County Proposal--Option 1 (No Staff Retention):
Estimate
Population
8,111
Unit Cost Fiscal year
16.95
Total County Annual Operating Cost
Annual Estimated Additional Connection/Maintenance Cost
Total
Savings from Consolidating vs Retaining No Staff in Freeport
137,481
10,000
147,481
95,707
Cost Analysis –Operations Only
(No Capital)
County Proposal--Option 2 (Staff Retention):
Population
8,111
Unit Cost Fiscal year
16.95
Total County Annual Operating Cost
137,481
Annual Estimated Staffing Retained (Window -- 7 Days)
21,000
Annual Estimated Additional Connection/Maintenance Cost
10,000
Total
Savings from Consolidating vs Retaining Staff for Weekend Coverage
168,481
74,707
Cost Analysis –Operations Only (No Capital)
Proposed
Town of Freeport Current Costs
Dispatch Budget
Estimated Benefits
Less expenses required to still be paid by Town
Total estimated direct Dispatch cost
Less revenue -Pownal only
Net Current Cost of Dispatch Freeport
Estimated
3%
3%
3%
3%
FY10
FY11
FY12
FY13
FY14
216,707
223,208
229,904
273,802
282,016
54,782
58,371
62,262
81,066
86,685
(19,600)
(20,188)
(20,794)
(21,417)
(22,060)
251,889
261,391
271,373
333,451
346,640
(8,700)
(8,961)
(9,230)
(9,507)
(9,792)
243,189
252,430
262,143
323,944
336,848
Note: An additional dispatcher is assumed in FY 2013 due to current increases in call volume.
County Proposal--Option 1 (No Staff Retention):
Population
8,111
8,111
8,111
8,111
8,111
Unit Cost Fiscal year
16.95
17.46
17.99
18.52
19.08
137,481
141,618
145,876
150,246
154,754
10,000
10,500
11,025
11,576
12,155
147,481
152,118
156,901
161,822
166,909
95,707
100,312
105,242
162,121
169,940
Total County Annual Operating Cost
Annual Estimated Additional Connection/Maintenance Cost
Total
Difference
County Proposal--Option 2 (Staff Retention):
Population
8,111
8,111
8,111
8,111
8,111
Unit Cost Fiscal year
16.95
17.46
17.99
18.52
19.08
Total County Annual Operating Cost
137,481
141,618
145,876
150,246
154,754
Annual Estimated Staffing Retained
21,000
21,630
22,279
22,947
23,636
Annual Estimated Additional Connection/Maintenance Cost
10,000
10,500
11,025
11,576
12,155
Total
Difference
168,481
173,748
179,180
184,770
190,544
74,707
78,682
82,963
139,174
146,304
Potential New Alarm Revenue
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Currently 101 Business Alarms
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Initial Installation Fee Currently $450 Proposed $500
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Annual Renewal $35
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Mechanical Alarms (61 Total) Increase to $225
DET Boxes (40 Total) Increase to $475
Potential New Revenue $25,000
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(A more precise number is not given because some
businesses may choose private alarm monitoring companies
instead of the Town’s alarm monitoring)
Impact of Discontinuing Alarm Service
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Current General Fund Revenue
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New General Fund Expenditure
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$13,000 annually
Outsourcing Town building alarm monitoring
$1500 per year
Total General Fund Impact
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Approximately $14,500
Service Impact-Staff
Recommendation
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Current staff will be moved to cover the dispatch “reception” window (M-S 8:00-4:30/S 104:30)
Weekends and holidays will be staffed per-diem. Approx cost $21,000
Telephone Calls: County will begin to answer
Reassurance Program: to be handled by fire department staff or reception personnel
Radio Communications: County will handle except internal Town department traffic
Teletype (data entry of incidents): County
In-House Computer System: County will handle basic incident entry; police department staff
will enter routine changes not caused by an incident
Parking Tickets: Will be handled by police staff
Towing Calls: County
General Questions (directions, events, etc.): During normal business hours only
Permits: During business hours, except burn permits can be done on-line for $7
Concealed Weapons Permits: During business hours
Bad-Check Packets: During business hours
Service Impact Continued
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Council Packets: During business hours or mailed to councilors’ homes
Other Meeting Packets: During business hours, or if a customer needs
to drop off paperwork, the Town could install a secure drop-box
Key Sign-Out: During business hours or handled by school personnel
Copies of Police and Fire Reports: During normal business hours
Detail and Property Check Forms: During normal business hours
Parking Ticket Collection: During normal business hours, drop box, or
via mail
Animal Fees: Call box to County, and an officer is called in from patrol
Alarm Payments: Via US Mail or drop box
Shellfish Hotline: During normal business hours or work with Warden to
change message remotely
Monitor and Maintain Alarm Infrastructure: Fire personnel
Public Safety Configuration
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Building will be secured after-hours
Telephone with video will be available outside front door
County Dispatch Center will be able to speak with, monitor, and
remotely let people into lobby in an emergency situation until
police arrive
Exterior alarm will alert both the police and fire departments that
someone needs entry (fire department is staffed 24/7)
Cumberland County Highlights
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Surge Capacity-Multi-Town Emergencies
Costs
Assurance-Hiring Employees
The Gorham Experience