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Agenda for the Emergency Communications District Meeting
Monday, April 27, 2020 - 6:45 pm
Brentwood City Hall

In the interest of the public health, safety, and welfare of the public, this meeting will be held electronically pursuant to Governor's Executive Order No. 16. Physical presence of the public will be limited, but the meeting may be viewed online at www.brentwoodtn.gov/livestream.

Call to Order by Mayor
Roll Call

Approval of Minutes

January 27, 2020

Approved

Reports

ECD Quarterly Revenue and Expense Report

Status Report from ECD Supervisor

New Business

Resolution ECD-2020-01 - A RESOLUTION AUTHORIZING A MEMORANDUM OF UNDERSTANDING WITH THE TENNESSEE DEPARTMENT OF COMMERCE AND INSURANCE – TENNESSEE EMERGENCY COMMUNICATIONS BOARD FOR COVID-19 DATA, for adoption

Approved

Resolution ECD 2020-02 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH CROSSLIN & ASSOCIATES, PLLC FOR THE ANNUAL AUDIT FOR THE FISCAL YEAR ENDING JUNE 30, 2020, for adoption

Approved

Other new business

Kirk Bednar
City Manager

Anyone requesting accommodations due to disabilities should contact Mike Worsham, A.D.A. Coordinator, at 371-0060, before the meeting.

Brentwood ECD Agenda

Meeting Date:

04/118/2020

Submitted by:

Holly Earls, Administration

Department:

Administration

Information

Subject

Approval or correction of minutes from the January 27, 2020 meeting

Background

Staff Recommendation

Fiscal Impact

Attachments

Draft Minutes

Brentwood ECD Agenda

Meeting Date:

04/118/2020

Submitted by:

Karen Harper, Finance

Department:

Finance

Information

Subject

ECD Quarterly Revenue and Expense Report

Background

Please find attached the third quarter of fiscal year 2020 revenue and expense report for the Emergency Communications District (ECD) Fund. This report shows budget to actual comparisons for the nine months of the 2019-2020 fiscal year.

Year to date revenues collected as of March 31, 2020 are $1,175,563 or 82% of budget. Note that this amount reflects 100% of the annual General Fund subsidy to the ECD. Year to date expenses are $1,116,441 or 78% of budget. For comparison purposes, for the same nine month period in fiscal year 2019, revenues were $1,272,957 or 78% of budget, and expenses were $1,076,741 or 76% of budget. The difference between FY 2019 and FY 2020 year-to-date revenues is due to ECD having received excess operational funding equal to $173,384 in FY 2019, monies not received as of March 31, 2020 for FY 2020.

Other Items of Interest

In April 2020, the Tennessee Emergency Communications Board approved the 911 surcharge fee increase from $1.16 to $1.50 effective January 2021.

Please advise if you have any questions concerning the Emergency Communications District (ECD) revenue and expense quarterly report as of March 31, 2020.

Staff recommendation

N/A

Fiscal Impact

Attachments

ECD March 31, 2020 Quarterly Report

Brentwood ECD Agenda

Meeting Date:

04/118/2020

Submitted by:

Holly Earls, Administration

Department:

Administration

Information

Subject

Status Report from ECD Supervisor

Background

See Attached

Staff recommendation

N/A

Fiscal Impact

Attachments

Status Report

Brentwood ECD Agenda

Meeting Date:

04/118/2020

Department:

Administration

Information

Subject

Background

Earlier this month, the City was notified that the Tennessee Emergency Communications Board (TECB) and the Tennessee Department of Health (TDH) entered into a Memorandum of Understanding (MOU) to enhance protections for first responders during the state of emergency for COVID-19. The MOU makes it possible for local districts to alert first responders if they have been called to a location where an individual has tested positive or is receiving treatment for COVID19.

TDH has a list of names and addresses of people who have tested positive or are receiving treatment for COVID-19, and will send TECB an updated version of the list each day. TECB will then release the list, by jurisdiction, to each Emergency Communication District (ECD), provided that the ECD has entered into a separate Memorandum of Understanding (sub-MOU) with TECB. By entering into the sub-MOU with TECB, the District will be able to access the list of names and addresses of people who have tested positive or are receiving treatment for COVID-19 within its jurisdiction. Dispatchers can use the list to alert first responders who are being called to an address on the list. First responders may then take additional precautionary measures to protect themselves and the general public from the spread of COVID-19.

The information provided on each daily list is highly confidential protected health information subject to HIPAA. Districts may use this information only for the limited purpose described in the sub-MOU. Districts may not distribute the entire list to a first responder or to any other person including elected officials, media, open records requests, etc.

Because of the time sensitive nature of this information and a desire to have it available for first responders as soon as possible, the City Manager executed the sub-MOU on behalf of the Brentwood Emergency Communications District. The data is currently being received daily and is coded into the City's computer aided dispatch (CAD) system. All other appropriate mechanisms to safeguard the confidentiality of this data are also in place.

The ECD Board is being asked to formally authorize the sub-MOU for recordkeeping and auditing purposes.

Staff recommendation

Staff recommends approval of the attached resolution.

Fiscal Impact

Amount:

N/A

Source of Funds:

Account Number:

Fiscal Impact:

There is no fiscal impact on the District.

Attachments

Resolution ECD 2020-01

MOU

TECB MOU Letter

Signed Resolution

Brentwood ECD Agenda

Meeting Date:

04/118/2020

Submitted by:

Karen Harper, Finance

Department:

Finance

Information

Subject

Resolution ECD 2020-02 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH CROSSLIN & ASSOCIATES, PLLC FOR THE ANNUAL AUDIT FOR THE FISCAL YEAR ENDING JUNE 30, 2020, for adoption

Background

Please find attached the proposed annual audit contract with Crosslin & Associates, PLLC for Fiscal Year 2019-2020 for independent auditing services for the Brentwood Emergency Communications District (ECD). The proposed contract fee for the ECD audit is $9,000, which represents a $300 increase from the previous fiscal year but is consistent with the original five-year fee proposal.

The ECD fund is legally established under Tennessee law and is subject to a separate audit from the City's primary audit. Crosslin will be required to perform additional auditing services and issue a separate set of financial statements. Since the ECD operations are fully integrated into regular City operations, improved coordination and economies of scale are gained by using the same accounting firm for regular audit and ECD audit.

Sufficient funds are included in the proposed FY 2021 ECD Budget to cover the cost of the audit. If approved by the Board of Commissioners, the Mayor will electronically sign the agreement with a copy going to the TN Comptroller's Office also.

Should you have any questions or need additional information, please contact the Finance Director.

Staff recommendation

Staff recommends approval of the accompanying Resolution.

Fiscal Impact

Amount:

$9,000

Source of Funds:

ECD

Account Number:

450-91100-82530

Fiscal Impact:

Attachments

Resolution ECD 2020-02

FY 2019-2020 Letter of Engagement

Signed Resolution