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HomeMy WebLinkAboutDocumentation_Regular_Tab 5C_7/13/1989 5 ' A. V • y we.- VILLAGE OF TEQUESTA +• n Post Office Box 3273 • 357 Tequesta Drive • N ; 'i o Tequesta. Florida 33469-0273 • (407) 575-6200 = 5 FAX: (407) 575-6203 C. �. V I L LAGS OF TEQUESTA PUBLIC SAFETY MEETING MINUTES JUN E 3 O , 1 9 8 9 - 8 : 30 A _ M _ I . The Public Safety Committee of the Village Council held a Committee Meeting on Friday, June 30, 1989, in the Village Hall Council Chambers, 357 Tequesta Drive, Tequesta, Florida, for the purpose of interviewing consultants who submitted responses to the Request for Proposals to Conduct a Feasibility Study of the Public Safety Concept. The meeting was called to order by Public Safety Committee Chairman, Joseph N. Capretta at 8:35 A.M. Public Safety Committee Co-Chairman William E. Burckart was also present. Staff members present were: Thomas G. Bradford, Village Manager; Carl R. Roderick, Chief of Police; Steve Allison, Lieutenant, Police Department; and Marilou Kuper, Administrative Secretary. Also present were Messrs. Robert Sanders and Ray Howland, Orman & Company, Inc. , Dr. Stanley B. Jacobs and Mr. Joseph Yoder, Tequesta residents. II . APPROVAL OF AGENDA • • The Agenda was approved as submitted. III. INTERVIEW OF CONSULTING FIRMS RESPONDING TO REQUEST FOR PROPOSAL TO CONDUCT FEASIBILITY STUDY OF THE PUBLIC SAFETY CONCEPT WITH THE VILLAGE. Chairman Capretta informed the consultants that they would prefer to make each individual presentation privately. A 30-45 minute interview would be allocated to each of the consulting firms. Chairman Capretta suggested that each interviewee be allowed a 10 minute statement prior to asking questions and answers. R. G. Orman and Company, Robert R.Sanders, Palm Beach Gardens. Mr. Robert R. Sanders, President, R.G. Orman' and Company introduced himself and Mr. Ray Howland, a retired Village Manager of Village of North Palm Beach. Mr. Sanders informed the Committee that the Public Safety Committee Meeting June 30, 1989 Page 2 - R. G. Orman & Company was established in 1980 by, Dr. Richard Orman, -Ph. D in Urban Studies, and has over 60 years of local government administration experience. He is well known in the State of Florida for delivering a professional product, as well as, integrity and expertise. Mr. Sanders further stated that their company has the invaluable experience of a successful Public Safety Director who is knowledgeable in the pros and cons of the operations of the Greenacres City Department, this being John Treanor. He emphasized that the company is a local firm, and will be easily accessible to the Village Council, to the Public Safety Committee, the Village Manager and staff. More importantly, their fee is considerably less than the other two representatives. A copy of R.G. Orman and Company report is attached hereto and made an integral part of these Minutes. After Mr. Sanders' presentation, Chairman Capretta asked Co- Chairman Burckart to begin the questioning. Co-Chairman Burckart asked in regard to scheduling, as presented, where would Tequesta be realistically?" Mr. Sanders replied that the presentation will be given at the September 14th Village Council Meeting since there will be many interim reports that need to be discussed. Co-Chairman Burckart made reference to Mr. Sanders' study regarding the Task 3 schedule. He wanted to know how Mr. Sanders was able to determine existing potential sources. What exactly does it encompass? Mr. Sanders' reply was: o Public Safety Department would consolidate police and fire protection, while emergency rescue services would be separate. o Public Safety Officers (PSO) , fire and police officers become state certified; both have basic life saving skill, but don' t have in-depth training as EMS. Mr. Sanders further stated that it is assumed that the EMS service would not be included in this concept and would remain separate. Furthermore, Mr. Sanders referred to their Task 3 Proposal stating that the Village already has an on- going contract with the ambulance service, and would further review the type of services to be covered by Public Safety Committee Meeting June 30, 1989 Page 3 - emergency services after PSO was in place. Considering these facts, there is still a question of whether -or not the Village would go forward in having a separate Public Safety Department. In addition to Mr. Sanders ' statements; Mr. Howland assured the Committee that he would look into all aspects of EMS with other neighboring communities, and how it would fit in the Village, budget wise. Co-Chairman Burckart inquired, "To what extent do you look at the overall view of Tequesta and its incorporated/unincorporated areas, such as Palm Beach County, Jupiter, Jupiter . Inlet Colony, and Martin County areas?" At this point, Chairman Capretta raised a question relative to Tequesta's population of 5, 000 residents. He pointed out based on - Mr. Yoder's study that a consultant would have to determine if it was at all feasible. . On the other hand, to be able to make it economically justifiable and viable, the areas as mentioned by Co-Chairman Burckart must be included or absorbed in the Study. According to Chairman Capretta, the system may be economically better at 10,000 population than 5, 000 population to justify the formation of a Public Safety Department. Chairman Capretta believes that 10, 000 is the correct figure, and if a decision is made, in effect, it will cost more money if other areas mentioned are not included. At this point, Mr. Howland informed the Committee that their consulting firm could absorb other areas as pointed out by the Committee and he further advised that he is familiar with the surrounding areas of the Village, both incorporated and unincorporated areas of Palm Beach County as well as its future annexations and made assurances that they will look at all possibilities of this concept. In this regard, Chairman Capretta asked the following questions: o Why would you consider a Public Safety Department? o Would you do it for improved response time? Chairman Capretta stressed the importance of response time, because he believes that the citizens of the community are interested in quick response and commended the Village Police Department for their immediate response of 1. 5 minutes. The response time of EMS to save lives is more critical if we could provide the response time provided by Palm Beach County, we would consider a Public Safety Public Safety Committee Meeting June 30, 1989 Page 4 - Department if it is economically viable. Chairman Capretta further noted that last year, Palm Beach County provided the Village the service for $375, 000, andq that was a "bargain, " but Chairman Capretta said he anticipates a substantial cost increase in the next year and the following years to come. He would like to know the following factors which is important before considering a Public Safety Department: o Start up cost o Debt Service o Operating cost o Verify data/facts On the other hand, Chairman Capretta stated, that there is no outcry of poor EMS response service from the Village. There are, however, two elements to be considered: o response time to be equal to and better than Palm Beach County o cost comparison is equal or better After Chairman Capretta's discussion, Mr. Sanders informed the Committee, relative to their Proposal under Task 6, (copy attached for informational purposes ) , which covers all the facts pertaining to economic aspects and response time. He further stressed the experience and expertise of Dr. Orman in the field of economics and budget. As to Chairman Capretta's concerns on response time and economics, Mr. Sanders pointed out an example of Mayor Ferrari, Greenacres City, who was not in favor of supporting Public Safety Department in 1985. However, because of the response time and cost effectiveness, the City of Greenacres decided to form a Public Safety Department and have experienced a tremendous savings. Chairman Capretta pointed out to Mr. Sanders that "fire protection" is not a big issue because the Village does not have a potential of fire hazards. The most vital importance is to save the lives of the people and by giving quick response time is our concern. Chairman Capretta stated his concerns as to their comments regarding a separate EMS service: o Unknown quantity of police protection o Unknown quantity of fire protection o Hire a North County Ambulance Service to provide paramedics service. Public Safety Committee Meeting June 30, 1989 Page 5 - At this point, Mr. Sanders referred to their proposal under Task 3 which includes EMS protection to be consolidated with Public Safety Department. Chairman Capretta reiterated some important issues to be concernec.: o response time o economics o paramedic support o major problems and risk factors Chairman Capretta voiced his concerns regarding police personnel and disrupting the good police service that Tequesta already has. o Police officers may be unhappy if they are part of Public Safety Department o Spending time in the fire station o Would they want to be trained in fire academy? He further asked how would we get response time numbers to provide paramedic support, and what else should the Village be aware of! Mr. Howland responded that in order to get the officers ' commitment they must be offered good pay incentives, good training programs for the fire department, as well as emergency medical service. This is the only way to provide good and better service and he feels that this definitely can be done. Co-Chairman Burckart inquired: "Assuming that the Village decides to hire R.G. Orman & Co. , and receive the final report, what help could the Village expect, is there any continued help? Mr. Sanders assured Co-Chairman Burckart that continued assistance would be available through their organization which has other subsidiaries who have vast experience is are nearby. Chairman Capretta asked when the implementation would start, considering the report would be finished by September, and assuming the Village Council adopted the Proposal in October to form a - Public Safety Department. Mr. Sanders informed Chairman Capretta that it would be approximately a year and a half or two to fully consolidate the Public Safety Department. Mr. Bradford informed the Committee that the cut-off date with Palm Beach County is April 1, 1990, if the Village decides to cut-off ties with Palm Beach County in October 1990. r Public Safety Committee Meeting June 30, 1989 Page 6 - Chairman Capretta questioned, "Should or must the Village form a Public Safety Department" with 5, 000 residents or wait two or three years and absorb additional residents outside Tequesta a/ea? Chairman Capretta asked if there are any other questions to be conducted and Village Manager Bradford informed Chairman Capretta that most of his questions were answered, but would like the consultant to elaborate on the uniqueness of the consultant's study approach. Mr. Sanders informed Village Manager Bradford that he was impressed with the outline, time frame, planning and organization, community needs and their support, the present personnel support, financial aspects, education of public employees and the implementation and training programs. Mr. Sanders asked Chief Roderick and Lieutenant Allison what the attitude the policemen felt about the study, and Chief Roderick said 50% say it is all right; 30% have doubts and 20% do not like it at all. Prior to conclusion of the interview, Chairman Capretta thanked the consultant, R. G. Orman & Company for their presentation. There, being no further matters to be discussed, the interview with R. G. Orman & Company concluded at 9:20 A.M. A brief intermission before the second interview commenced. B) The Center for Public Safety Options; Fort Lauderdale. Leonard A. Matarese. The interview with The Center for Public Safety Options commenced at 9:25 A.M. with Mr. Leonard Matarese. Mr. Matarese introduced himself advised that and Dr. Ken Chelst was a principal. He informed the Committee that he has been involved in the field of Public Safety for the past 10 years and Dr. Ken Chelst for the past 7 years, involved research of Fire Department functions. They specialize exclusively in Public Safety work and are the only company in the country that does this type of work. Their company . is recognized by most major associations as experts in the field and he has address the National League of Cities, Public Safety Committee Meeting June 30, 1989 Page 7 - International Association of International City Manager' s Association ( ICMA) , International Association of Fire Chiefs and Police Chiefs on the Public Safety concept. The ICMA will sponsor he and Dr. Ken Chelst in Chicago in November to present the Public Safety concept, and was requested by ICMA to prepare a management information service report on public safety, which the Village Manager probably is familiar with. In addition, he further stated that he was asked to serve in the Advisory Committee for the International City Manager' s Association in their 50th Anniversary of Police Management. Mr. Matarese informed the Committee that six years ago, under a grant from the National Science Foundation and National Institute of Justice, they developed computer models predicting the impaction a community by creating the Public Safety Department. These models predict the different scenarios of: o response time o financial costs o personnel deployment o adjust the models to include variables Most importantly, their research shows that Public Safety Departments have the capacity to cause trade-offs. There are important factors to be benefited in the trade-offs: o more patrolman on the streets, respond to police issues, o more patrol force that ultimately response to fire issues; o faster initial response to fire issues o slower response in terms of full companies Village Manager Bradford asked Mr. Matarese to explain his statement pertaining to "predict what will happen?" Mr. Matarese referred to Page 8 of Executive Summary Report Chart he prepared for the City of Canton, Ohio, ( attached as part of these Minutes for informational purposes) , pointing out that the Police/Fire Department has different manpower schedules. In his report, he further explains the response time of the first unit police call and on-the-air police call shows the quick response of police officers in the scene. The second police unit will also respond, in additional time, whereas in a fire call, the first back up unit response time is in a minute, the Public Safety Officer will arrive at the scene of a fire. There is always a Public Safety Officer in a mobile patrol car. A full engine company is needed to fight the fire. Public Safety Committee Meeting June 30, 1989 Page 8 - Mr. Matarese further pointed out some _ factors to be considered under the Scenario No. 1 Model, -response time for fire calls: o 3. 6 second, first unit o 4. 8 minutes, full fire department o 11 .28 minutes, second full engine company He further explained that this "Model" would be able to predict fire and police back up units needed. He stated that he could provide analytical response time for presentation to the Committee for the Committee and/or Management decision. Aside from this Model, he stated that they have a financial Model, which explains the cost of each scenario. He also explained that 'this is an example of an Executive Report, not a full report itself. Co-Chairman Burckart inquired if Phase I of their Report would offer a 3-month time frame? Mr. Matarese said yes, it will offer a 3-month time frame. Co-Chairman Burckart asked if "how long would it take to proceed on Phase 2 and 3?" Mr. Matarese replied depending on Village Council ' s decision in terms of alternatives; a 3-5 months period for the second phase and an additional 3 month period for the third phase. Mr. Matarese explained further their company prefers to work on phases because of the amount of managerial effort required in creating a Public Safety Department. He feels it is not fair to go into any municipality and ask them to commit and not implement it. He believes it is fair to ask the municipality to undertake the initial analysis and from there the Village or City can make decisions whether or not the Village or City will proceed or not. Chairman Capretta asked if we would be able to get an estimate of initial implementation cost and operating cost in the first phase? Mr. Matarese replied the first phase includes all the financial analysis needed by the Village. Co-Chairman Burckart asked to describe Phase II and Mr. Matarese explained that it is essentially designed into two segments: o One segment to maximize control of resources and service delivery levels; o Another segment maximizes cost savings. Public Safety Committee Meeting June 30, 1989 Page 9 - Co-Chairman Burckart asked Mr. Materese "if the Village decides to proceed on the Study, but does not want to spend a year, would you be able to do the study? Mr. Matarese ' s response it would fail . Co-Chairman Burckart inquired what is involved in Phase 3? Mr. Matarese stated that in creating a Public Safety Department, Phase 3 involves the full implementation including time frame and job training specifications, and promotional specifications. Mr. Matarese advised that attempting to prepare less than a year is not enough because it would fail, which has been verified in some of the cities in the United States that attempted to perform the task in short term basis. He cited two primary reasons: 1 ) union activity, and 2) poor planning implementation procedures for trying to expedite the process, which is a very complex system; it is also different than just having a police and fire department working together, wherein it clearly explains in the original research of the Model. One piece of advise from Mr. Matarese, whoever is hired to do this project, do not rush because it will ultimately fail and some of the personnel would have the tendency to get injured. Co-Chairman Burckart inquired, "If we go ahead after we have passed Phase 3, do you provide further assistance?" Mr. Matarese assured Co-Chairman Burckart that he could provide his services as well as provide assistance to the Village. Chairman Capretta inquired whether or not he has known any city similar to Tequesta that ever developed and implemented a Public City Department? Mr. Matarese informed that one of the cities in Michigan has formed a Public Safety Department. The initial concept was for small communities like Tequesta to implement Public Safety Department, Mr. Matarese added. Chairman Capretta brought up his concerns on a critical mass issue as discussed by Mr. Matarese which has the following factors: o complexity o quality of doing o quality of training o training update o latest technology o equipment Public Safety Committee Meeting June 30, 1989 Page 10 - Chairman Capretta feels the Study has to be performed effectively but cost would be prohibitive. Mr. Matarese don't have an answer to this but he feels that the person has the capacity to learn the skills, and it has to be presented in such a way that they are receptive and easy to comprehend. In addition, he feels the management has to devote time to give people training as well as scheduling and providing enough patrolmen. Chairman Capretta indicated on Mr. Yoder' s report that he was encouraged to do the study because of the response time delivered by Tequesta Police Department, as compared to Palm Beach County's service. Chairman Capretta emphasized the importance of response time considering the population of 5, 000 residents in Tequesta area. Anticipating another cost increase from Palm Beach County, and not getting better response time, Chairman Capretta is interested in knowing if Tequesta can hold down the cost by absorbing more areas? Mr. Matarese thinks no, but could study further on this issue. Village Manager Bradford asked Mr. Matarese to explain the kind of data that is being processed in their Phase I computer system. Mr. Matarese pointed out the following information which deals with: o Financial - Analysis of retirement o Cost Data - Operation cost per person, including equipment and uniforms, etc. o Service Information - analyze not only fire calls received but types of fire calls that would normally be handled in the Public Safety Department. o Police Activities - percentage of time Police Officers are committed on performed tasks, i.e. , responding to calls, writing up citations, attending courts, etc. o EMS Response - percentage of cost involved. Upon completion of the discussion, Mr. Matarese suggested to the Committee members that perhaps the Village could get an assistance of a hospital that could provide EMS service; or to undertake department study of an officer to provide this kind of service, which is another alternative. Public Safety Committee Meeting June 30, 1989 Page 11 - Mr. Matarese recommended to the Committee members that Palm Springs and Coconut Creek were excellent Models to look upon in creating a Public Safety Department. During a lengthy discussion and deliberation concerning issues of EMS Service, Mr. Matarese assured the Committee members that he would look into the Study to provide a Public Safety Department to the Village. There being no other matters to be discussed, the interview with The Center for Public Safety Options ended at 10:15 A.M. Chairman Capretta and Village Manager Bradford thanked Mr. Matarese for his presentation. There was a brief intermission prior to the third interview. C) Public Administration Service. George E. Hubler, Assistant Director, McLean, Virginia. The interview with Public Administration Service commenced at 10:22 A.M. , with Mr. George E. Hubler, _. Assistant Director. Chairman Capretta opened the meeting and asked Mr. Hubler to introduce himself. Mr. Hubler submitted to the Committee Members "Summary of a Proposal to Perform a Feasibility Study of the Public Safety Concept for the Village of Tequesta" which covers in detail his presentation on the following areas: (copy of PAS Proposal is attached for reference and made a part of these Minutes ) . I . Qualifications of Public Administration Service in Public Safety II. Scope of Services and Approach to the Study III. Qualifications of PAS Team Members After Mr. Hubler' s presentation of the Proposal, Mr. Burckart asked the following questions: o "As far as EMS is concerned, how would you handle EMS and your feelings towards the same"? Mr. Hubler replied that the number of responses of volunteers in a public safety area, has worked well. Public Safety Committee Meeting June 30, 1989 Page 12 - o "Some parts of the Village are unincorporated areas of . Palm Beach County, Martin County and some boundaries are connected with the river, would you include these areas as part of your Study? Mr. Hubler replied that their compa.ly would look at all possible relationships as based on their study with Town of Jupiter. o What is the most successful Public Safety Operation in the South Florida area? According to Mr. Hubler Greenacres area has the most successful Public Safety operation. o What time frame can you provide the Village to implement the Study? Mr. Hubler replied that their company can provide 13 weeks to implement the Study. o Co-Chairman Burckart asked if their company would provide assistance to the Village after the implementation process? Mr. Hubler replied - yes and- sufficient funds will be budgeted for the study in order to start the implementation. Chairman Capretta asked Mr. Hubler how long did it take for Public Safety to become operational and other communities,. based on his experience? Mr. Hubler stated that if an interlocal arrangement and/or mutual agreement is reached, he believes that the Study will be done within a year. Village Manager Bradford asked Mr. Hubler if he could provide the Committee the pros and cons on Public Safety issues. Mr. Hubler replied that the costs is one of the pros before consolidating Public Safety Department. Mr. Hubler further informed the Committee members there are other factors to be considered: 1 ) community control 2) cost 3) Exercise an agency with the knowledge of the community and public safety concept. Village Manager Bradford asked the effect of downside trend. Mr. Hubler's reply are as follows: Public Safety Committee Meeting June 30, 1989 - Page 13 - o Opposition with National Fire Fighters Union o Current Police Agency staffs, and its effectiveness is not hindered in Public Safety concept. Chairman Capretta asked what solutions to be undertaken to avoid opposition of the Public Safety, and how would this be minimized in this area? Mr. Hubler stated that there are measures to undertake such as: o Scheduling meetings and or sessions with the Police Department in order they are aware. of any developments inside their department. o Number of models to be initiated for shift schedules o Consulting firm to provide experienced Public Safety Officer Chairman Capretta asked whether or not their Study will include recommendations for EMS support? Mr. Hubler has a positive reply to Chairman Capretta' s question. Mr. Hubler inquired the Committee how their opinion towards the Public Safety Concept? In this regard, Chairman Capretta stated the following reasons: o accelerating cost increase provided by Palm Beach County o citizen survey o faster response time Chairman Capretta' s concerns in forming a Public Safety Study is whether it is feasible for the Village, and how much the start up cost, and management. But the most important aspect is EMS support. There being no further questions and discussions, the interview with Mr. Hubler was adjourned at 10: 54 A.M. The Committee reviewed each of the consultants ' reports and thereby reached a decision to hire Mr. Matarese, The Center for Public Safety Options to perform Phase I Plan. It was. discussed by the Committee that Mr. Matarese' s cost study is $11, 500 for Phase I, which is lower compared with the other two consulting firms. Mr. Matarese was a former City Manager, Public Safety Officer and a Certified Police Officer. Public Safety Committee Meeting June 30, 1989 Page 14 - The meeting was adjourned at 11 : 45 A.M. Respectfully submitted, / % Marilou Kuper Administrative Secretary Attachments