COMMUNICATIONS DEPARTMENT
MISSION STATEMENT: To operate and maintain a reliable and effective communications system which is responsive to the public needs and City operations.
The department operates the City's Public Safety Communications Center (PSCC) and is responsible for the installation and maintenance of all City-owned electronic communications equipment and telephone systems. The department's primary goals are to provide, operate, and maintain an efficient, reliable communications system that is customer oriented and operationally responsive to the community, the City, and staff needs during both routine and emergency conditions, and to ensure that all system components are installed, maintained, and operated in a cost-effective manner.
The majority of the department's resources are directed to citizen requests. As the City's 9-1-1 public safety answering point (PSAP), the center receives 9-1-1 emergency and non-emergency calls for public safety services and dispatches the appropriate police, fire, and emergency medical units. The center is staffed by 18 full-time employees and operates on a continuous 24-hour basis. The City's telephone system, and a majority of the radio equipment inventory, are maintained by private vendors on a contractual basis. All other radios, public address systems, closed circuit TV's, alarms, safety vehicle emergency lighting, sirens and other electromechanical systems are maintained by two full-time technicians.
COMMUNICATIONS DEPARTMENT ORGANIZATIONAL CHART
FY 2004-2005 ACCOMPLISHMENTS
- The center continued to answer all incoming 9-1-1 calls within the state's recommended guidelines. Periodic statistical usage reports provided by the State's 9-1-1 Program Office during this past year, indicate that the center answered 27.18% of its calls in less than five seconds and 96.45% of its calls in less than ten seconds, which exceeded the statewide average of answering 91.37% of the calls for centers this size. According to the same reports, the center answered 100% of the calls in less than 21 seconds, whereas the statewide average for answering 100% of all calls was greater than 36 seconds. According to the 9-1-1 Compliance Analysis and Review Report published monthly by the State of California the West Covina PSAP received 50% more 9-1-1 calls than other similar small size PSAP's. West Covina averages over 2,500 calls per month versus 1,000 in other PSAP's of similar size.
- This past year, through administration of the City's alarm ordinance, the department helped reduce the number of police responses to false alarms by 20% and generated approximately $39,922 in service fees. This is an increase of $8,112 in collections above calendar year 2004.
- The department continues to work to generate revenue by leasing City property to wireless carriers (cell) for communications facilities. Currently, we have completed a lease for one location, which began construction on March 22, 2005, and department staff is continuing to work with carriers at three additional locations.
- The department was successful in reducing the City's annual telephone billing cost from $463,200 for the current year to $375,830 for 2005-2006, a major savings of $87,370 per year. The department is currently negotiating with cellular carrier Nextel to lower cell phone costs.
- The department was successful in obtaining $145,000 from the State of California 9-1-1 Fund to upgrade the City's 9-1-1 system, purchase new ergonomic workstations, and carpeting for the 9-1-1 emergency communications center.
- Answered 100% of 9-1-1 emergency telephone calls-for-service in less than 21 seconds, whereas the statewide average was 36 seconds.
FY 2005-2006 GOALS AND OBJECTIVES
Replace existing public safety radio network with current technology.
- Obtain funding in CIP budget for consultant to design radio system using modern technology.
- Seek funding from state or federal grants by end of this fiscal year.
- Seek alternate financing methods such as lease purchase.
- Develop request for proposal using design specifications developed by consulting engineer.
- Bid project once funding source is obtained.
Relocate public safety and public works radio equipment from 100 North Citrus LLC location.
- Identify location on City-owned property to eliminate lease rental cost.
- Conduct radio spectrum coverage for northeast portion of dispatcher from new location to ensure proper coverage.
- Develop site specifications, facility design, and estimated cost.
- Obtain FCC approval for license frequency use at new location by February 2006.
- Obtain Council approval and funding for relocation project by March 2006.
- Bid project out and complete by July 1, 2006.
Generate revenue for General Fund.
- Market City-owned properties for lease to wireless carriers.
- Bring a minimum or two (2) additional wireless carriers on-line paying lease rental fees by January 2006.
- Explore partnerships with industry to generate revenue.
Reduce telephone cost for City departments.
- Renegotiate cellular carrier Nextel's contract to reduce their cost per unit.
- Continue to seek lower cost with wire telephone carriers for line and usage costs.
Upgrade the 9-1-1 Emergency Telephone System, replace workstations with ergonomically designed furniture, and replace carpeting with anti-static carpeting.
- Use funds approved by the State of California 9-1-1 office.
- Complete project by December 2005.
PERFORMANCE MEASURES
BUDGET COMMENTS
The department's fiscal year 2005-2006 budget is marginally sufficient to ensure all services will be maintained. The department continues to experience difficulty in recruiting qualified applicants for the public safety dispatcher positions because of minimum background requirements. Currently, the department has one vacancy. The overtime budget and vacant position funds are sufficient to allow the center to continue providing for 9-1-1 and other calls for service at the current level of service. The materials and services portion of the budget has been reduced significantly over the past couple of years and current funding continues to limit preventative maintenance being provided at a desired level.
BUDGET ISSUES
The most pressing, of the unfunded items in the department, are funds for replacement and/or upgrade of the Public Safety Radio Network. Some equipment in this network is in excess of eighteen (18) years old. It is obsolete and no longer supported by the manufacturer and factory replacement parts are no longer available. Estimated cost to replace the entire system is approximately $1.3 million. A project is currently identified in the CIP project timeline to be funded in fiscal year 2006-2007. It is recommended this project be given high priority for funding as currently scheduled in the CIP projected timeline.
AUTHORIZED POSITIONS
* The department continues to have one vacant full-time dispatch position due to staff's inability to recruit qualified candidates. The use of part-time and over-time dispatch hours to meet minimum staffing levels will continue to be necessary until recruitment is successful in obtaining qualified applicants.
ACTIVITY TREE
BUDGET SUMMARY
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