Metro Management Executive Board

Metro Management Executive Board Tuesday, March 26, 2024 1:00 PM Commission Room 1st Floor – City Hall - Sioux Falls, SD 57104 MEETING ASSISTANCE: UPON REQUEST, ACCOMMODATIONS FOR MEETINGS WILL BE PROVIDED FOR PERSONS WITH DISABILITIES. PLEASE CONTACT THE HUMAN RELATIONS OFFICE, FIRST FLOOR, CITY HALL, 224 WEST 9TH STREET, SIOUX FALLS, SD AT 367-8745 (VOICE) OR 367-7039 (TTY) 48 HOURS IN ADVANCE OF THE MEETING. Call To Order Committee Members Present: Gerald Beninga, Dean Karsky, Matt McAreavey, Mike Milstead, Curt Soehl, Jon Thum Committee Members Absent: Sarah Cole The meeting was called to order at 1:00 p.m. New Business A. Nominations and Election of Chair and Vice Chair for 2024 A motion was made by Committee Member Soehl and seconded by Committee Member Karsky to nominate Gerald Beninga as Chair. A voice vote was taken, all members voted yes. A motion was made by Committee Member McAreavey and seconded by Committee Member Karsky to nominate Mike Milstead as Vice Chair. A voice vote was taken, all members voted yes. B. Metro Communications Transition Update Gramlick provided an update regarding how the Metro Communications staff transitioned to become city employees on January 1, 2024. Updates were provided regarding the benefit and rule changes. Staff and management moved into the new facility on January 24, 2024. The transition to the new facility was successful. The new facility is well received by the team and there are consistent rotating tours through the  facility. Gramlick noted there was a brief delay with the Central Square server moving data to the new system, but this was brief and corrected. Gramlick noted the improvement in the working atmosphere. He stated the older location could be hectic while the new facility is quieter as the work pods are spread out. The improvement in space was needed and necessary and the employees are enjoying their new space. Overall, the transition has been great for the staff. C. Metro Logo Discussion Gramlick revealed the new Metro Logo. It was designed by local vendor Fresh Produce. Fresh Produce received input from several entities and provided several options to choose from. This new logo will be trademarked and registered with the state. It will be incorporated into the overall image regarding uniforms, and all business-related forms, etc. referencing Metro. The long-term goal is to provide immediate recognition and acknowledgement when the logo is viewed and recognized. D. Financial Discussion Sam Stanforth, Business Analyst in Finance, provided the following financial updates: Stanforth noted that there are no year-end financials available at this time as the numbers are being finalized. There are also no audited numbers available at this time for this presentation. Stanforth noted that the Joint Cooperative Agreement states that the Metro Manager is to provide notice to the City and County by May 5th if there is a 3% or larger budget increase. This will be done. Information also shared that the Sioux Falls City Council and the Minnehaha County Commissioners approve the budget at the Joint Meeting on August 27, 2024. Discussion was held regarding House Bill 1092 which will increase the 911 surcharge from $1.25 to $2.00. This will be effective on July 1, 2024 and sunsets on July 1, 2026. Payments run about three months behind so the increase will not be noted in the financials until October, 2024. The ending cash balance chart was reviewed and discussed. Discussion was held regarding how the surcharge increase will help but moving forward future growth (requiring additional staffing and additional consoles) will impact those funds. If the surcharge ends, the budget numbers will change significantly for future needs. An 8% growth may be needed to stay in line with the budget. Requests were made by commission members to see updated charts reflecting the outcome if the surcharge goes away and how that will impact growth. Discussion was held regarding the amount of work and communication that will need to occur in order for the Legislature to maintain or keep the surcharge in place. Consolidation of Public Safety Answering Points (PSAP) was discussed. It was noted that the most recent consolidation reduced PSAPs from 42 centers to 28 centers. Local control is a priority for small communities so local jobs and responsibilities can be maintained. Discussion was held regarding how smaller communities receive and handle their 911 telephone calls and if they should be approached for additional consolidations.  Committee members requested copies of financial reports including actuals, beginning cash reserves, etc. and the end of the year audit. That information will be provided to the committee members. Tom Huber, Assistant Director of Finance, added this data is part of a monthly financial report to the City Council and can be provided to this group as well. Discussion was held regarding the costs of consoles and additional FTE. With benefits, new staff can be $100k/year and one console can cost between $25-30K. As demand increases in the future, the contribution levels between the City and the County may need to be reviewed. The County needs will not change much, the City may depend on future needs for increases in police and fire staffing and additional fire stations. Call volume/calls for service and demographics will have an impact on the existing financial contribution agreement. Things are fine as they are, for now. The budget by category chart was reviewed. The breakdown is as follows: 85% for personnel; 7% for maintenance (radios, software maintenance); and 8% for all other (utilities, training, travel, supplies). Personnel expenses will increase once the COLA is implemented. Maintenance may be increased based on technological replacements due to the aging out of existing equipment. Discussion was held regarding negotiations with the union regarding wages, and it was noted if items were brought forward, they would be reviewed. E. Manager's Report Discussion was held regarding staffing transition over the last year. A breakdown of the differences between voluntary separations, involuntary separations, and probationary separations was reviewed and discussed. Aimee Chase, Deputy Director for Metro, provided updates on the training methods used, the modifications made to previous training methods, and how the intake process has been revamped. These changes have provided efficiencies in hiring and retaining personnel. They have also provided backup staffing/hiring if an unexpected vacancy occurs. Gramlick noted that applications will be available for Metro positions on April 8, 2024 with planning classes to start in August and October. Turnover continues to be tracked with a focus on learning why employees are leaving. Chase shared that the facility continues to be nationally accredited with emergency medical dispatch. They are among 2% accredited in the nation; the first one in the state of South Dakota; and were 45 in the world (now the world has several 100). They will be reaccredited again this fall for the 9th time. At this time, Gramlick showed photographs of Nena, who is the comfort dog for Metro Communications. Nena is an acronym for National Emergency Numbers Association. Nena is a standard poodle who came to Metro in 2023 and lives at the Public Safety Campus. There were 7 volunteers who trained to be handlers and she has one on each shift. She serves as a team member who provides comfort to the staff and management in their high stress environment. Milstead provided a summary of the number of transitions that have occurred with Metro. He stated this transition was the longest and most complicated. Milstead focused on how staff and management have done an incredible job ensuring a successful transition. Gramlick received high praises from members of the committee for his professionalism and ongoing dedication to his position. Discussion was held regarding the reporting structures, the past attempts to use national recruiting (with not  much success), and the importance of promotion from within the ranks. Gramlick agreed to continue with his current position and responsibilities. F. 2024 Meeting Schedule Due to time constraints, the 2024 meeting scheduled will be arranged via Doodle software. Suggestions were made that the next meeting occur prior to May 5th as the audited financials should be available at that point. The request was made to give as much time as possible for entities, such as the Minnehaha County Commissioners, time to review the financial information. The next meeting may be held onsite at the Public Safety Campus facilities. Public Input There was none. Adjournment A motion was made by Committee Member McAreavey and seconded by Committee Member Milstead to adjourn the meeting at 2:15 p.m. A voice vote was taken, all members voted yes. Tamara Jorgensen, Assistant City Clerk