Inter Governmental Committee

Summary

Meeting Overview

The Inter-Governmental Committee met on March 9, 2010, at 1:00 p.m., with Madam Chair presiding. The committee addressed four agenda items during the session, hearing two informational presentations and taking action on one personnel matter. The committee approved the creation of one Administrative Officer position within the Division of Youth Services, while deferring consideration of E911 Call Center Management to a future meeting. Two motions were voted on during the meeting, and five members of the public provided comments.

Attendance

The following individuals were present at the meeting on March 9, 2010:

• James
• Myers
• Lawless
• Crosbie
• Blues
• Beard
• Henson
• Feigel
• Martin
• Lucas
• Helm
• Rumpke
• Lane

No absences or late arrivals were recorded.

Votes and Decisions

Motion to Place Administrative Officer Position Back on Council Docket

A motion was made by Myers and seconded by Henson to place the administrative officer position in the Division of Youth Services back on the council docket for approval. The motion passed unanimously 1:22:11. All nine council members voted in favor: James, Myers, Lawless, Crosbie, Blues, Beard, Henson, Feigel, and Martin.

Motion to Refer E911 Management Issues to Internal Audit Board

A motion was made by Lawless and seconded by Crosbie to refer E911 management issues to the Internal Audit Board for review. This motion was withdrawn 1:57:39 and did not proceed to a vote.

Public Comment

Several speakers addressed the body on topics related to community services and emergency dispatch operations.

211 Data and Asset Mapping

Myers presented data from 211 calls made in 2009, identifying the top service requests as tax assistance, housing payment, food pantries, electric bill assistance, and furniture. Myers also proposed a pilot project to create an asset mapping database using GIS technology and community youth groups. 1:05:04

211 System Integration and Referral Tracking

Henson raised questions about 211's role as a clearinghouse and emphasized the need for improved tracking of whether callers actually follow through on referrals made by the service. Henson suggested integrating 211 with the 311 system to enable better data capture. 1:38:15

211 Operational History and Financial Literacy

Feigl inquired about the operational history of 211 and whether the system tracks call types over time. Feigl noted that 211 serves as a vital resource for tax preparation and community services. 1:46:36

211 Media Coverage

Martin highlighted a recent interview with United Way President Bill Farmer that aired on GTV3, emphasizing 211's role in connecting people to over 1,000 agencies and its capacity to schedule tax preparation appointments. 1:50:27

E911 Staffing and Training Concerns

Crosby raised concerns about the use of non-certified firefighters to fill staffing gaps during staff meetings, questioning whether this practice complies with KSP requirements. Crosby requested documentation of the policies and procedures governing this practice. 1:44:33

Appointments

The following appointment was made during this meeting:

• Henson was appointed to the Department of Social Service Advisory Council.

Contested Items

E911 Management and Staffing

Council members engaged in a heated discussion regarding the management and operations of the E911 (emergency services) department. The primary concerns centered on multiple operational deficiencies within the department.

The main issues raised included:

• Understaffing: Council members expressed serious concerns about insufficient staffing levels within the E911 operation.
• Exit interview documentation: The lack of documented exit interviews for departing staff was identified as a significant gap in personnel management practices.
• Non-certified personnel: Council members raised concerns about the use of non-certified personnel being deployed during emergency situations.
• Management practices: Poor management practices were cited as contributing to the overall operational problems.

Council Member Lawless took a prominent role in the discussion, initially calling for an external audit to investigate these issues and assess the department's operations and management.

Outcome

Following the discussion, Council Member Lawless's proposal for an external audit was withdrawn. In its place, the council agreed to pursue an internal audit of the E911 department instead. This represented a shift from seeking outside independent review to conducting an evaluation through internal mechanisms.

Social Services Needs Assessment

Dr. Marlene Helm presented findings from a comprehensive 2008 community-wide social services needs assessment 5:15. The assessment involved participation from over 300 community members and representatives from 80 agencies.

Key Findings and Recommendations

The needs assessment identified several priority areas and corresponding recommendations:

• Youth Development: Creation of a Youth Development Director position
• Service Coordination: Establishment of a one-stop social services model to streamline access to services
• Rental Assistance: Centralization of rental assistance programs
• Provider Collaboration: Convening of an annual service provider summit to improve coordination among agencies
• Mental Health and Substance Abuse: Expansion of mental health and substance abuse services
• Navigation Support: Implementation of a Navigator system to help residents access available services
• Aging Services: Support for aging in place initiatives
• Housing: Affordable housing initiatives

Outcome

This agenda item was presented for informational purposes, providing the governing body with a comprehensive overview of community social services needs and evidence-based recommendations for addressing identified gaps and improving service delivery across the community.

Creating one (1) position of Administrative Officer, the Division of Youth Services

1:05:34

The committee discussed the establishment of a full-time Administrative Officer position within the Division of Youth Services. The position had been approved in the FY10 budget but had not yet been formally established.

Position Details

The proposed role would oversee day treatment operations and partner agencies, with 40% of the Administrative Officer's time allocated to each area of responsibility.

Key Speakers

The discussion involved committee members Helm, Myers, Feigl, and Rumpke.

Outcome

The committee voted to return the agenda item to the docket for approval. The motion was approved.

E911 Call Center Management

Director Lucas presented staffing and personnel data for the E911 Call Center, including turnover and hiring information. The presentation highlighted a 12.5% average annual turnover rate, which prompted discussion about staff retention challenges.

Council members raised several concerns during the discussion. Issues included questions about management practices, the absence of documented exit interviews, and the use of non-certified personnel in call center operations. These concerns reflected broader questions about operational standards and workforce qualifications.

In response to the issues raised, council members called for an audit to examine the call center's management and staffing practices more thoroughly. The committee determined that a formal review was necessary to address the identified gaps and concerns.

The matter was referred to the Internal Audit Board for further investigation and analysis.

Key speakers: Lucas, Lawless, Crosby, Henson, and Myers

Outcome: Deferred to the Internal Audit Board

Legal Bills Review Services

This agenda item was not addressed during the meeting. No substantive discussion or presentation occurred, and the committee did not take action on this matter.