2020-12-15 City Council Meeting Agenda Item 11 - Grand Jury ResponsesOPT_1

Council Agenda Report From: Thomas Frutchey, City Manager Subject: Approval of Response to Grand Jury Report – “Joint Agency Dispatch: Better Together?” Date: December 15, 2020 Facts On November 3rd, 2020, the City of San Luis Obispo received a report from the San Luis Obispo Grand Jury, titled “Joint Agency Dispatch, Better Together?” (Attachment 2) The City was asked to provide a response to Recommendation #1: R1 The Cities of Atascadero, Grover Beach, Paso Robles, Pismo Beach and San Luis Obispo, should each request a proposal from the San Luis Obispo County Sheriff and Cal Fire to provide contract dispatch services and present it as an option in future budgets The City recently completed a joint dispatch consolidation study in May 2020 (Attachment 3), which researched the feasibility of a combined multi-agency dispatch approach or contracting the services to the San Luis Obispo Sheriff’s Office and CAL FIRE Based on the information gathered during this process, it was determined that consolidation was not an advantageous option in cost-savings, service levels, or decision-making authority The proposed response to the Grand Jury details these conclusions (Attachment 1) A response to the Grand Jury report is required by the Mayor, and the City Council per California Penal Code Sections 933, subdivision (c) and section 933.05: “No later than 90 days after the grand jury submits a final report on the operations of any public agency subject to its reviewing authority, the governing body of the public agency shall comment to the presiding judge of the superior court on the findings and recommendations pertaining to matters under the control of the governing body, and every elected county officer or agency head for which the grand jury has responsibility pursuant to Section 914.1 shall comment within 60 days to the presiding judge of the superior court, with an information copy sent to the board of supervisors, on the findings and recommendations pertaining to matters under the control of that county officer or agency head and any agency or agencies which that officer or agency head supervises or controls In any city and county, the mayor shall also comment on the findings and recommendations All of these comments and reports shall forthwith be submitted to the presiding judge of the superior court who impaneled the grand jury A copy of all responses to grand jury reports shall be placed on file with the clerk of the public agency and the office of the county clerk, or the mayor when applicable, and shall remain on file in those offices One copy shall be placed on file with the applicable grand jury final report by, and in the control of the currently impaneled grand jury, where it shall be maintained for a minimum of five years.” The letter from the Grand Jury to the City was dated November 6, 2020, but the Grand Jury has requested a response by January 5, 2021, which must be submitted to the Presiding Judge of the San Luis Obispo County Superior Court The attached letter consolidates the responses of the Mayor and Council in one document Options Take no action; Authorize the Mayor to send a response letter to the Presiding Judge on behalf of the Council; or Provide direction to staff on an alternative course of action Agenda Item 11 Page No 113 CC Agenda 12-15-2020 Page of 36 Analysis The Cities of Atascadero, Paso Robles, and San Luis Obispo, as well as Cal Poly, recently conducted an extensive analysis of our individual 911 communications operations, and the cost/benefit of a regionalized approach Citygate Associates was selected to conduct the study, which was completed in May 2020 As noted in the Grand Jury Report, the analysis found that such a consolidated dispatch center was not fiscally or operationally advantageous to Paso Robles Over recent years, there have also been discussions with the Sheriff and CalFire regarding consolidation A joint-party meeting among all affected agencies was part of the Citygate analysis In addition, the Cities of Atascadero and Paso Robles have had discussions over the years regarding the consolidation of dispatch operations for the two cities The City of Paso Robles remains committed to continuing all such discussions and implementing preferable approaches whenever appropriate To be successful, however, such discussions must meet two key requirements: There must, in fact, be an alternative to the current approach that is demonstrably beneficial to all involved parties; and All parties must be motivated to find mutually beneficial and agreeable solutions to the full spectrum of policy, operational, and fiscal issues that arise in such discussions Up to this point, neither key requirement appears to have been met with respect to either Fire and Police dispatch services The Grand Jury report does not examine the overall issue in enough depth to demonstrate that anything has changed Thus, implementing the Grand Jury’s recommendation—to request a proposal from the Sheriff’s Department—at this time, would not provide sufficient information upon which the City could base a sound decision or even consider it in future budgets Financial Impact None Recommendation Authorize the Mayor to send a response to the Grand Jury regarding consolidating emergency dispatch operations with other jurisdictions by contracting City Police and Fire dispatching services to the County Sheriff and CAL FIRE Attachments Response to Grand Jury Report a Exhibit A Draft Response Letter to the Grand Jury Report Grand Jury Report CityGate Joint Dispatch Study Agenda Item 11 Page No 114 CC Agenda 12-15-2020 Page of 36 Attachment RESPONSE TO GRAND JURY REPORT Report Title: Joint Agency Dispatch: Better Together? Report Date: November 6, 2020 Response by: Steve Martin Title: Mayor, City of Paso Robles FINDINGS I (we) agree with the findings numbered: n/a I (we) disagree wholly or partially with the findings numbered: n/a (Attach a statement specifying any portions of the findings that are disputed; include an explanation of the reasons.) RECOMMENDATIONS have been implemented Recommendations numbered n/a (Attach a summary describing the implementation actions.) Recommendations numbered n/a will be implemented in the future (Attach a timeframe for the implementation.) have not yet been implemented, but Recommendations numbered n/a require further analysis (Attach an explanation and the scope and parameters of an analysis or study, and a timeframe for the matter to be prepared for discussion by the officer or director of the agency or department being investigated or reviewed, including the governing body of the public agency when applicable This timeframe shall not exceed six months from the date of the publication of the Grand Jury report.) Recommendations numbered R1` they are not warranted or are not reasonable (Explanatory letter attached.) Date: 12/15/20 will not be implemented because Signed: Number of pages attached: Agenda Item 11 Page No 115 CC Agenda 12-15-2020 Page of 36 CITY OF EL PASO DE ROBLES Exhibit A “The Pass of the Oaks” December 16, 2020 Presiding Judge Jacquelyn H Duffy Superior Court of California 1035 Palm Street Room 355 San Luis Obispo, CA 93408-1000 RE: 2020 San Luis Obispo County Grand Jury Report re: Joint 911 Dispatch Honorable Judge Duffy, We are in receipt of the 2020 San Luis Obispo County Grand Jury reported titled “Joint Agency Dispatch – Better Together?” We were requested to provide comments on Recommendation R1: Recommendation R1: The Cities of Atascadero, Grover Beach, Paso Robles, Pismo Beach and San Luis Obispo, should each request a proposal from the San Luis Obispo County Sheriff and Cal Fire to provide contract dispatch services and present it as an option in future budgets As required by California Penal Code Section 933, the City of Paso Robles is responding directly to you, with a copy to the Foreperson and the Board of Supervisors Please accept this letter as the response of both the Council and the Mayor The Council authorized me, by minute action at its meeting of December 15, to forward this response to you The Cities of Atascadero, Paso Robles, and San Luis Obispo, as well as Cal Poly, recently conducted an extensive analysis of our individual 911 communications operations, and the cost/benefit of a regionalized approach Citygate Associates was selected to conduct the study, which was completed in May 2020 As noted in the Grand Jury Report, the analysis found that such a consolidated dispatch center was not fiscally or operationally advantageous to Paso Robles Over recent years, there have also been discussions with the Sheriff and CAL FIRE regarding consolidation A joint-party meeting among all affected agencies was part of the Citygate analysis In addition, the Cities of Atascadero and Paso Robles have had discussions over the years regarding the consolidation of dispatch operations for the two cities The City of Paso Robles remains committed to continuing all such discussions whenever appropriate To be successful, however, such discussions have two key requirements: There must, in fact, be an alternative to the current approach that is demonstrably beneficial to all parties; and All parties must be motivated to find mutually beneficial and agreeable solutions to the full spectrum of policy, operational, and fiscal issues that arise in such discussions Up to this point, neither key requirement has been met with respect to either Fire or Police dispatch services 1000 Spring Street • Paso Robles, California 93446 • www.prcity.com Agenda Item 11 Page No 116 CC Agenda 12-15-2020 Page of 36 Presiding Judge Jacquelyn H Duffy Re: Grand Jury Report re Joint Dispatch Services Page Exhibit A I will turn first to a discussion of joint dispatch for fire personnel and equipment, and then for Police personnel and equipment Fire The City of Paso Robles has received a cost estimate from the CAL FIRE SLU/SLO County Fire Department to provide Fire dispatching services As noted in the Citygate report, for the City to contract with CAL FIRE would cost more than the City is currently incurring by having Emergency Services Department (ESD) operations be dispatched by our City Police Department In addition, all of ESD’s mobile data equipment (MDTs) and supporting hardware would need to be replaced and would be required to move to the State platform at an unspecified cost and a lack of control by connecting to a Statewide system Future increases in costs associated with hardware and dispatch services would be at the discretion of the SLU Fire Chief with no board oversight or option for specific services such as quickest route or pulse point After reviewing the costs cited in the Grand Jury report, several local fire Chiefs under contract with CAL FIRE SLU Emergency Command Center reported that their costs exceeded the reported figures in the Grand Jury report, as other associated costs such as required computer hardware and software upgrades were not included Five Cities Fire Authority stated their most recent invoice was more than $155k In order to achieve many of the benefits of contracting with CAL FIRE without also incurring the additional costs, the City of Paso Robles and CAL FIRE have now reached an agreement: any time a multi-agency vegetation fire response is required for an incident within the City’s primary response area, our Police Department’s 911 staff will transfer communications control of the incident to CAL FIRE Thus, when the primary responders are the City’s Police and Fire Departments, communications control will remain in the City When, however, the primary responders are fire agencies from multiple agencies for vegetation fires, communications control will be assumed by CAL FIRE We believe this approach achieves the primary goals for joint dispatch of fire operations, without incurring additional costs Police In a discussion with the Sheriff’s Office, there were three major considerations that present challenges to a consolidated approach The first was the high volume of calls that are generated within the City of Paso Robles Monetary savings achieved by some of the smaller dispatch centers in the County would not scale the same way when applied to the Paso Robles call volume and the additional personnel the Sheriff would need to hire in order to absorb the call load Second, there are outstanding questions regarding policy and operational matters with consolidation as considered The Paso Robles dispatch center provides a high level of service to the community in dispatching Police services; they are part of the Police Department team, well-known by the officers and the community In addition, the dispatchers have a full range of ancillary duties when they are not engaged in active dispatch Some of these are purely administrative; others, however, provide them with additional information that can be of value in their dispatch functions Moving dispatch operations to the Sheriff’s Department would lose these advantages (and also require the hiring of additional personnel to cover ancillary duties currently performed by dispatch personnel.) Thus, there Agenda Item 11 Page No 117 CC Agenda 12-15-2020 Page of 36 Presiding Judge Jacquelyn H Duffy Re: Grand Jury Report re Joint Dispatch Services Page Exhibit A are monetary and non-monetary factors that need to be considered when making decisions that could affect the quality of operations in handling both emergency and non-emergency calls And third, the Sheriff’s 911 dispatch center does not dispatch fire calls Thus, consolidating with other jurisdictions would mean de-consolidating dispatching operations for the City Cooperation between our Police and Fire responders might be negatively impacted, as there would be a decrease in structured coordination and communication Summary As a result, requesting proposals from the Sheriff and CAL FIRE is not likely to achieve the benefits suggested in the Grand Jury report Instead, a commitment by the involved agencies, an updated analysis by Citygate or other experts, and a series of discussions would be the only way to determine if a consolidation of the City’s Police dispatch into the Sheriff’s Department’s dispatch operation and the required simultaneous consolidation of the City’s Fire Dispatch with CAL FIRE would in fact be advantageous for the City of Paso Robles and its constituents For the reasons detailed above, it appears preferable for the City of Paso Robles to maintain its existing emergency communications center for now, to continue to provide superior Police and Fire dispatching services to our City as cost effectively as possible As we have done consistently in the past, we will continue to examine joint dispatch and other options for being even more cost effective in the future Please feel free to contact me at (805) 237-3888 or smartin@prcity.com if you have any additional questions or need additional information Sincerely, Steven Martin, Mayor City of Paso Robles Cc Lynlee Blackburn, Foreperson, 2019-20 San Luis Obispo County Grand Jury San Luis Obispo Board of Supervisors Agenda Item 11 Page No 118 CC Agenda 12-15-2020 Page of 36 Attachment JOINT AGENCY DISPATCH: BETTER TOGETHER? SUMMARY Improvements in technology, budget constraints and discussions about a co-located dispatch center have led several agencies to consider combining dispatch operations for public safety agencies in San Luis Obispo County There are several examples of successful joint dispatch operations in our county Cal Fire provides dispatch service to all the local agencies in the unincorporated areas of the county and the cities of Arroyo Grande, Grover Beach, Morro Bay and Pismo Beach The County Sheriff provides 911 service and Law Enforcement Dispatch service to the Cities of Arroyo Grande and Morro Bay through contracts The contract expense formula for sheriff dispatch service provided significantly lower cost for both cities Our interviews revealed that contracting agencies are satisfied with the service they receive They note that separate fire and police dispatch services are superior Additional dispatch capacity relieves stress in busy periods as well as the ability to stage or send interagency help when necessary This action provides faster response for major incidents Several cities were considering a joint dispatch operation as well, with the city of San Luis Obispo providing the service This effort was abandoned after the initial findings indicated it was fiscally unfeasible Despite a net savings of over $500,000 in personnel costs it was not advantageous to all four agencies Primarily, this was a result of the 16%-32% difference in pay scales between the agencies Paso Robles and Atascadero would incur higher costs while the city of San Luis Obispo and California Polytechnic State University (Cal Poly) would receive considerable savings The Grand Jury found that Cal Fire and County Sheriff have provided equal or superior dispatch service for less cost to several agencies in our county The real benefit for taxpayers and residents countywide is the financial and operational efficiencies of a joint agency dispatch service We recommended the Sheriff provide long term pricing for dispatch service to the remaining cities in the county, one with and one without the new co-dispatch center Each of the cities should present this as a future budget option Submitted November 5, 2020 Agenda Item 11 Page No 119 CC Agenda 12-15-2020 Page of 36 Attachment INTRODUCTION/PURPOSE Improvements in technology, budget constraints and discussions about a co-located dispatch center have led several agencies to consider combined dispatch operations for the public safety agencies in San Luis Obispo County In this report the San Luis Obispo Grand Jury (SLOGJ) reviewed dispatch operations throughout the county for potential financial, operational, and service efficiencies that may be achieved by combining dispatch operations Although discussion about the co-located dispatch center was part of the original purpose for this report, the relocation and redesign during the investigation made accurate information unavailable at this time METHOD/PROCEDURE To obtain information for this report the SLOGJ requested and received budgets for dispatch operations, personnel requirements, and call volumes for all seven cities, County Sheriff and Cal Fire We interviewed several public safety chiefs and toured both the County Sheriff and Cal Fire dispatch centers The 2018-19 fiscal year was our primary time frame for comparison Due to differences in budget detail and definitions for “call for service,” exact comparisons were not possible Some cities included administration and tech service costs while others did not We included 911 calls and total calls for service in our report, but used total calls for service as the best proxy for call volume comparisons We also studied how dispatch operations work when two or more services might be required (i.e fire and ambulance for a medical emergency) We were unable to find extensive cost information for the current Co-Dispatch Center plan BACKGROUND/HISTORY In 2013, the SLOGJ issued a report entitled “Consolidation of Public Safety Dispatch Systems.” It focused on the Arroyo Grande and Grover Beach attempt to consolidate their police departments and, when that failed, on the potential for consolidation of their public safety dispatch operations They recommended “The City Councils of Arroyo Grande and Grover Beach should consider consolidating the public safety dispatch systems of their respective cities.” Submitted November 5, 2020 Agenda Item 11 Page No 120 CC Agenda 12-15-2020 Page of 36 Attachment In 2014, Arroyo Grande and Morro Bay moved forward on contracting with the County Sheriff for Public Safety Answering Point (PSAP aka 911) and Law Enforcement dispatch Grover Beach retained its PSAP and dispatch operation, and took over full dispatch of the Five Cities Fire Authority (FCFA) including Arroyo Grande and Oceano In 2018, the FCFA began contracting for dispatch service with Cal Fire Recently, there has been discussion of a new co-dispatch center that would house both Cal Fire and the County Sheriff, with the capacity to provide service to all the cities and agencies in SLO County In addition, there has been discussion and a feasibility study about the potential for a smaller consolidation of just Paso Robles, Atascadero, Cal Poly University and the city of San Luis Obispo Based on these changes and renewed interest, the SLOGJ is once again, reviewing the potential for consolidation of public safety dispatch throughout the county NARRATIVE Dispatchers are the starting point for most public safety events and nearly all emergencies Computer Aided Dispatch (CAD) combines a number of technologies that greatly enhance a dispatcher’s ability to handle higher volumes of calls and provide real-time information about incidents and the assets that are available to respond Not long ago a dispatcher would require detailed knowledge about the area into which they are dispatching Today, thanks to Global Positioning System (GPS) technology, a dispatcher is instantly provided with information about the location of the caller and the nearest police or fire personnel available to respond Through mapping and traffic analysis CAD provides the fastest route for emergency responders CAD allows one dispatcher to take a 911 call and collect the information concerning the call In the case of cross service type calls, this information is transferred through the CAD system to the correct agency dispatcher The transfer is based on geographic data related to the address of the incident In the case of medical calls, the call is routed to the ambulance dispatcher and to fire dispatch who sends the nearest available fire crew This ensures the fastest possible response with adequate personnel for the situation Submitted November 5, 2020 Agenda Item 11 Page No 121 CC Agenda 12-15-2020 Page of 36 Attachment The public has come to expect timely response to emergency calls The public expects their 911 calls to be answered instantly, handled professionally, and with service personnel arriving with all the key information necessary to assist them Although dispatchers excel at multi-tasking and prioritizing, a single dispatcher can easily be over-taxed, handling multiple calls while also assisting officers and firefighters in the field The combination of new technology and varying intensity of demand for service, make public safety dispatch a natural area for combining the dispatch service of multiple law enforcement and fire service agencies San Luis Obispo County already has several examples of successful integration of dispatch for multiple agencies Cal Fire provides dispatch service to all the unincorporated areas of the county including areas like Templeton and San Miguel Through contracts, they provide dispatch services to the cities of Pismo Beach, Arroyo Grande, and Grover Beach In total, Cal Fire dispatches 34 fire stations and crews in SLO County SLOGJ toured their dispatch center located at their county headquarters on Highway They normally have two or three dispatchers plus a Battalion Commander (BC) on duty and can add more when conditions demand it They not provide PSAP (911) service directly, but did dispatch response to 12,863 calls for service (medical and fire) in 2018 The BC is empowered to send additional personnel when the situation warrants it Cal Fire is due to start a long-planned remodel of their headquarters in 2020 They did not include a new dispatch center in that plan in expectation that the co-dispatch center would be available In the interim they will be moving their dispatch operation into a temporary location until either the co-located dispatch center is available or a new Cal Fire dispatch center is planned and funded by the state The staff indicated that this could be “a long process.” SLO County Sheriff provides PSAP (911) services to all the unincorporated areas of the County and by contract to the cities of Arroyo Grande and Morro Bay In addition to dispatching sheriff deputies, they dispatch law enforcement officers from those two cities In 2018 they received 134,000 calls for service in total, and dispatched nearly 24,000 emergency ambulance calls SLOGJ toured the Sheriff Dispatch center located in the Emergency Operations Center (EOC), and made several follow-up inquiries They have four dispatchers, a supervisor and a watch Submitted November 5, 2020 Agenda Item 11 Page No 122 CC Agenda 12-15-2020 Page 10 of 36 Attachment 4.2 Cal Poly The Cal Poly Police Department Dispatch Center is the PSAP for the university campus and provides 24-hour dispatch and radio communications support for campus police officers Fire services are contractually provided by the San Luis Obispo County Fire Department, which is administered and dispatched by the CAL FIRE San Luis Obispo Unit The communications center has five full-time and two part-time/on-call Dispatchers under the supervision of a dispatch/records Supervisor, with one Dispatcher on duty at all times, except from 2:00 pm to 10:00 pm on Friday and Saturday when two Dispatchers are on duty Campus Dispatchers have numerous collateral responsibilities unique to the campus environment and small department size 4.3 Paso Robles Like Atascadero, the Paso Robles Police Department Communications Center is the primary PSAP for the City In addition to answering 9-1-1 and business line telephone calls, the communications center provides 24-hour dispatch and radio communications support for the City Police and Fire Departments with a staff of nine personnel, including one Supervisor and eight full-time Dispatchers Daily staffing includes two Dispatchers from 9:30 pm to 2:30 pm, and one Dispatcher from 2:30 pm to 9:30 pm Paso Robles Dispatchers also have numerous collateral nondispatch-related duties and responsibilities similar to Atascadero and San Luis Obispo 4.4 San Luis Obispo Like the other three communications centers, the San Luis Obispo Police Department Communications Center is the primary PSAP for the City and provides 24-hour dispatch and radio communications support for the City Police and Fire Departments with a staff of 14 personnel, including one dedicated Manager, two Supervisors, and 11 full-time Dispatchers Minimum staffing includes two Dispatchers; however, Supervisors can also perform as Dispatchers as needed when on duty San Luis Obispo Dispatchers also have collateral non-dispatch-related duties but fewer than the other three centers due to the higher telephone and radio workload Finding #1: In a merger, agency-specific non-dispatch-related duties would need to be reallocated to other personnel in Atascadero, Cal Poly, and Paso Robles The Administrative Assistant to the Chief of Police serves as the communications center Supervisor and is also responsible for supervising the Records Unit; the Administrative Assistant is not physically located in the communications center Agenda Item 11 Page No 134 CC Agenda 12-15-2020 Page 22 of 36 Attachment TECHNICAL RADIO COMMUNICATIONS ISSUES One of the early issues addressed in this study involved radio communications between the proposed merged dispatch center and Atascadero and Paso Robles Each partner jurisdiction is currently licensed by the Federal Communications Commission (FCC) to utilize specific radio frequency(s) for communications between its communications center and field resources Due to the limited radio frequency spectrum available for public safety use, the FCC must allocate available frequencies to agencies throughout the country to avoid interference The FCC accomplishes this in general by limiting radio transmission power and separating frequency users by distance and natural topographic barriers In this case, the 1,500-foot Cuesta Ridge in the Los Padres National Forest prevents use of current radio frequencies between San Luis Obispo and Atascadero/Paso Robles Alternative solutions identified include: Radio repeater transmitter on Cuesta Ridge  FCC license required, if available  New repeater infrastructure required, with related initial and recurring costs New radio frequency(s) licensed for the broader proposed operational area  FCC license required  Frequency availability a potential issue  Radio repeater transmitter on Cuesta Ridge still required Alternative connectivity of existing radio frequencies  Agenda Item 11 Use of existing Atascadero and Paso Robles radio frequencies connected to San Luis Obispo Communications Center by one of the following: o Microwave relay o Fiber-optic cable • Capacity available in existing Nacimiento Pipeline Project; cable managed by San Luis Obispo County Public Works (San Luis Obispo and Paso Robles are current project partners) • AT&T commercial fiber-optic cable • Redundant cable connectivity available • Connectivity solution from communications centers to existing cable locations required • Cost not evaluated at this phase Page No 135 CC Agenda 12-15-2020 Page 23 of 36 Attachment Given the alternatives identified, Citygate concludes that multiple solutions are available to provide reliable radio communications between the proposed merged dispatch center in San Luis Obispo and Atascadero and Paso Robles Finding #2: Multiple solutions are available to provide reliable radio communications between Atascadero and Paso Robles and the proposed merged dispatch center in San Luis Obispo FIRE AGENCY ISSUES Citygate’s interviews of the three partner agencies’ Fire Chiefs yielded the following comments and concerns relative to a single merged fire/police dispatch center in San Luis Obispo:  9-1-1 call processing/dispatch performance that meets National Fire Protection Association best-practice guidelines   Dispatch of closest available resource regardless of jurisdiction utilizing automatic vehicle location technology  CAD-to-CAD interface with CAL FIRE San Luis Obispo Unit Emergency Command Center  Integration of Emergency Medical Dispatching into the merged dispatch center  Surge capacity to support major/extended emergency incidents  Unanswered radio communications  Accuracy of CAD time stamps for performance monitoring  Having a voice in Dispatcher training and dispatch center operational issues Finding #3: 1:30 minutes or less at 90 percent or better reliability The partner agencies’ Fire Chiefs have concerns regarding coordination of multiple fire agency dispatching to be considered in any proposed consolidation model ISSUES SPECIFIC TO CAL POLY As a unique university campus jurisdiction, Cal Poly provides the following services that it desires to maintain in the proposed merged dispatch center model:  Agenda Item 11 Campus-wide, blue-light emergency telephone answering Page No 136 CC Agenda 12-15-2020 Page 24 of 36 Attachment  Lockouts  Staff/student escort service  Campus alarm system monitoring  Live Scan fingerprinting Finding #4: Cal Poly provides unique, non-dispatch-related services to the campus to be considered in any proposed consolidation model WORKLOAD ANALYSIS 8.1 Current Workload Citygate utilized the following available metrics to evaluate current communications center workload:  9-1-1 call volume as reported by the State of California Emergency Call Tracking System (ECaTS)  Administrative/other telephone call volume as reported by each agency  Fire and police emergency incident volume as reported by each agency Using this criteria, Table summarizes 2019 workload in each of the four existing communications centers Table 2—2019 Workload Summary 2019 Agency Telephone Calls Total Percentage Workload of Total Incidents Population Atascadero 30,330 9-1-1 Other Total Police1 Fire Total 8,925 49,095 58,020 25,454 3,323 28,777 86,797 20.38% 19,779 46,862 11.00% Cal Poly 24,955 2,345 24,738 27,083 19,779 n/a Paso Robles 32,212 14,669 80,398 95,067 43,279 4,051 47,330 142,397 33.43% San Luis Obispo 47,446 24,410 87,323 111,733 31,411 6,722 38,133 149,866 35.19% Total 134,943 50,349 241,554 291,903 119,923 14,096 134,019 425,922 100.00% Includes officer-initiated activity Included in Police incident total Agenda Item 11 Page No 137 CC Agenda 12-15-2020 Page 25 of 36 Attachment 8.2 Projected Near-Term Future Workload Citygate utilized projected population / service area growth data as available from each study partner jurisdiction to estimate near-term future service demand and related communications center workload, as summarized in Table Table 3—Projected Near-Term Future Workload Summary Telephone Calls Agency Incidents Population 9-1-1 Other Total Police Fire Total Projected Total Percentage Workload Growth Atascadero 31,000 11,000 53,000 64,000 27,500 3,500 31,000 95,000 9.45% Cal Poly 26,000 3,500 30,500 21,000 n/a1 21,000 51,500 9.90% Paso Robles 32,500 17,000 83,000 100,000 45,000 4,200 49,200 149,200 4.78% San Luis Obispo 47,500 27,000 90,000 117,000 35,000 6,900 41,900 158,900 6.03% 137,000 58,500 253,000 311,500 128,500 14,600 143,100 454,600 5.26% Total 27,000 Included in Police incident total MERGED DISPATCH CENTER STAFFING NEEDS ANALYSIS 9.1 Telephone Call Workload by Hour of Day Citygate utilized 2019 ECaTS data through September 30 to analyze telephone call workload by hour of day as shown in Figure through Figure Telephone workload includes incoming 9-1-1 calls as well as incoming and outgoing non-9-1-1 telephone calls Through December 2022 Agenda Item 11 Page No 138 CC Agenda 12-15-2020 Page 26 of 36 Attachment Figure 1—Telephone Workload by Hour of Day – Atascadero Figure 2—Telephone Workload by Hour of Day – Cal Poly Agenda Item 11 Page No 139 CC Agenda 12-15-2020 Page 27 of 36 Attachment Figure 3—Telephone Workload by Hour of Day – Paso Robles Agenda Item 11 Page No 140 CC Agenda 12-15-2020 Page 28 of 36 Attachment Figure 4—Telephone Workload by Hour of Day – San Luis Obispo Finding #5: 9.2 By hour of day, telephone call workload is consistent across the four study partner agencies Staffing Needs Analysis Citygate utilized the projected workload data from Table and telephone workload data from Figure through Figure to project merged dispatch center staffing needed as compared to current aggregate study partner communications centers staffing, as shown in Table 3 Assumes 12-hour staggered work shifts Agenda Item 11 Page No 141 CC Agenda 12-15-2020 Page 29 of 36 Attachment Table 4—Projected Staffing Needs Comparison Summary Communications Center Manager Supervisor Dispatcher Total Minimum Shift Staffing Merged Dispatch Center 21 27 Current Aggregate 321 37 Merged Dispatch Center Difference +1 -11 -10 Includes two part-time/on-call Dispatchers at Cal Poly This analysis also identified non-dispatch-related duties that would need to be reallocated to other personnel in Atascadero, Cal Poly, and Paso Robles 10 Finding #6: Staffing needed for a merged dispatch center is 10 fewer personnel than currently utilized in the four study partners’ communications centers Finding #7: Leave-behind, non-dispatch-related duties would require an estimated additional 1.0 to 2.0 full-time equivalent personnel each for Atascadero, Cal Poly, and Paso Robles, effectively using many of the saved positions and reducing merger cost savings MERGED DISPATCH CENTER SPACE NEEDS ANALYSIS Based on the merged dispatch center staffing identified in Table 4, Citygate evaluated the space and layout of the San Luis Obispo Police Department Communications Center for its ability to adequately accommodate the space and utilization needs of the proposed merged dispatch center staff This evaluation concluded that the San Luis Obispo Communications Center could adequately accommodate the proposed additional staffing, with modification to provide an additional Supervisors office space, a gender-neutral restroom, and additional staff locker space, as summarized in Table Agenda Item 11 Page No 142 CC Agenda 12-15-2020 Page 30 of 36 Attachment Table 5—Merged Dispatch Center Space Needs Assessment Functional Need Finding #8: 11 Current Number Number or Needed Available Space Dispatch Console 6 Manager Office 1 Supervisor Office Restroom – Male 1 Restroom – Female 1 Restroom – Gender Neutral Employee Breakroom 1 Employee Locker Space 27 15 Mail / File / Storage 1 IT Equipment Room 1 The San Luis Obispo Police Department Communications Center would adequately accommodate the additional staffing needed for a merged dispatch center, with some modest interior remodeling to meet additional space utilization needs for all the needed support/supervision spaces COMPARATIVE COMPENSATION ANALYSIS Table 6, also included in Appendix A in a larger size, summarizes total compensation by agency and position, including the percentage difference from current San Luis Obispo total compensation Agenda Item 11 Page No 143 CC Agenda 12-15-2020 Page 31 of 36 Attachment Table 6—Total Compensation Analysis Summary Finding #9: 12 Total current average communications center compensation in Atascadero, Cal Poly, and Paso Robles ranges from 16 percent to 32 percent less than current average San Luis Obispo compensation by comparable position MERGED DISPATCH CENTER COST ANALYSIS Table summarizes projected merged dispatch center personnel costs based on San Luis Obispo total compensation by position from Table and merged dispatch center staffing needs from Table Table 7—Projected Merged Dispatch Center Personnel Costs Position Classification Total Annual Number Total Annual Compensation Needed Cost Communications Center Manager1 $187,741 $187,741 Communications Supervisor2 $141,470 $707,350 $118,761 21 $2,493,971 27 $3,389,061 Communications Technician Total Assumes top-step San Luis Obispo total compensation without Unfunded Actuarial Liability (UAL) Assumes average San Luis Obispo total compensation without UAL Agenda Item 11 Page No 144 CC Agenda 12-15-2020 Page 32 of 36 Attachment Table summarizes current communications center personnel costs by agency Table 8—Current Personnel Costs by Agency Agency / Position Total Annual Number of Total Annual Compensation Personnel Cost San Luis Obispo $1,720,123 Communications Center Manager $155,967 $155,967 Communications Supervisor1 $128,895 $257,790 Communications Technician1 $97,347 11 $1,306,366 Atascadero2 $643,852 Support Services Lead Technician $96,694 $96,694 Support Services Technician $91,193 $547,158 Cal Poly2 $598,835 Communications and Records Coordinator $129,124 $129,124 Dispatcher II $111,647 $223,293 Dispatcher I $98,567 $197,134 Dispatcher I (part-time)3 $49,284 $49,284 Paso Robles $859,416 Dispatch Supervisor $118,564 $118,564 Dispatcher $92,607 $740,852 Aggregate Total Cost $3,822,226 Average of actual cost for position classification Assumes average total annual compensation Assumes 0.5 FTE Agenda Item 11 Page No 145 CC Agenda 12-15-2020 Page 33 of 36 Attachment Table summarizes current versus projected merged dispatch center personnel costs by agency Table 9—Current Versus Merged Dispatch Center Personnel Costs by Agency Current Personnel Costs Cost Share Percentage1 Projected Merged Dispatch Center Personnel Costs Difference $1,720,123 35.19% $1,192,611 ($527,512) Atascadero $643,852 20.38% $690,691 $46,839 Cal Poly $598,835 11.00% $372,797 ($226,038) Paso Robles $859,416 33.43% $1,132,963 $273,547 $3,822,226 100.00% $3,389,061 ($433,165) Agency San Luis Obispo Total Based on 2019 total workload percentage Finding #10: Projected merged dispatch center personnel costs compared to current personnel costs by agency range from $527,000 less for San Luis Obispo to $273,000 more for Paso Robles Table 10 summarizes total estimated merged dispatch center costs by agency based on total 2019 workload percentage Table 10—Estimated Total Merged Dispatch Center Costs by Agency Agency 2019 Percentage Total of Total Workload Prorated Merged Dispatch Center Costs1 Personnel O & M2 Total Current Personnel Costs Estimated Percentage Change Change from from Current Current Costs Cost San Luis Obispo 149,866 35.19% $1,192,611 $62,500 Atascadero 86,797 20.38% $690,691 $62,500 $753,191 $643,852 $109,292 14.51% Cal Poly 46,862 11.00% $372,797 $62,500 $435,297 $598,835 ($163,454) -37.54% Paso Robles 142,397 33.43% $1,132,963 $62,500 $1,195,463 $859,416 $336,137 28.12% 425,922 100.00% $3,389,061 $250,000 $3,639,061 $3,822,226 ($183,164) Total $1,255,111 $1,720,123 ($465,139) -37.06% -5.03% Based on 2019 workload percentage Estimated As Table 10 shows, total merged dispatch center costs over current personnel costs by agency range from $465,000 less for San Luis Obispo to $336,000 more for Paso Robles, with a net aggregate savings over current personnel costs of $183,000 Agenda Item 11 Page No 146 CC Agenda 12-15-2020 Page 34 of 36 Attachment Finding #11: Total merged dispatch center costs range from $465,000 less than current personnel costs for San Luis Obispo to $336,000 more than current personnel costs for Paso Robles, with a net aggregate savings over current personnel costs of $183,000 Agenda Item 11 Page No 147 CC Agenda 12-15-2020 Page 35 of 36 Attachment APPENDIX A Table 6—Total Compensation Analysis Summary Annual Benefits (Without UAL) Annual Salary Agency / Position Total Annual Compensation (Without UAL) Low High Average Low High Average Low Dispatcher $64,104 $97,988 $81,046 $14,207 $28,109 $21,158 $94,868 Supervisor $79,924 $112,093 $96,009 $18,255 $33,222 Manager $92,591 $128,500 $110,546 $20,916 High Percent Difference from SLO (Without UAL) Average Low High Average $142,653 $118,761 n/a n/a n/a $25,738 $117,902 $165,038 $141,470 n/a n/a n/a $36,668 $28,792 $136,081 $187,741 $161,911 n/a n/a n/a San Luis Obispo Atascadero Support Services Technician $53,925 $78,546 $66,236 $15,299 $34,616 $24,957 $69,225 $113,161 $91,193 -27.03% -20.67% -23.21% Support Services Lead Technician $57,855 $84,168 $71,011 $15,824 $35,540 $25,682 $73,679 $119,708 $96,694 -37.51% -27.47% -31.65% Dispatcher I $54,410 $61,574 $57,992 $35,693 $45,457 $40,575 $90,103 $107,031 $98,567 -5.02% -24.97% -17.00% Dispatcher II $66,096 $69,701 $67,898 $39,437 $48,059 $43,748 $105,533 $117,760 $111,647 -10.49% -28.65% -21.08% Communications/Records Coordinator $80,114 $82,157 $81,136 $43,929 $52,048 $47,988 $124,043 $134,205 $129,124 -8.85% -28.52% -20.25% Dispatcher $57,040 $76,662 $66,851 $17,338 $34,174 $25,756 $74,378 $110,835 $92,607 -21.60% -22.30% -22.02% Dispatch Supervisor $74,364 $99,295 $86,830 $21,964 $41,504 $31,734 $96,328 $140,799 $118,564 -18.30% -14.69% -16.19% Cal Poly Paso Robles Agenda Item 11 Page No 148 CC Agenda 12-15-2020 Page 36 of 36 ... Cal Poly Agenda Item 11 Page No 139 CC Agenda 1 2-1 5-2 020 Page 27 of 36 Attachment Figure 3—Telephone Workload by Hour of Day – Paso Robles Agenda Item 11 Page No 140 CC Agenda 1 2-1 5-2 020 Page... • Paso Robles, California 93446 • www.prcity.com Agenda Item 11 Page No 116 CC Agenda 1 2-1 5-2 020 Page of 36 Presiding Judge Jacquelyn H Duffy Re: Grand Jury Report re Joint Dispatch Services Page... Thus, there Agenda Item 11 Page No 117 CC Agenda 1 2-1 5-2 020 Page of 36 Presiding Judge Jacquelyn H Duffy Re: Grand Jury Report re Joint Dispatch Services Page Exhibit A are monetary and non-monetary