On Aug. 7, the Archuleta County Combined Dispatch Emergency Communications Executive Management Board continued its discussion in regard to a transition plan for terminating the current intergovernmental agreement (IGA) between the Town of Pagosa Springs, Archuleta County, Pagosa Springs Medical Center (PSMC) and Pagosa Fire Protection District (PFPD).
Board chair and PSMC Director of Emergency Medical Services Jason Webb explained that the board previously voted that it was “dissatisfied” with the current IGA and that members of the dispatch board were to take that point back to their respective executive boards.
He also noted that the dispatch board began discussing a transition plan for if and when the board decides to move forward with terminating the IGA and having the Archuleta County Sheriff’s Office (ACSO) take over operational control of the dispatch center.
Sheriff Mike Le Roux explained that the “big-ticket items” in the transition plan deal with managing the dispatch center’s existing capital assets and what future agreements between the county and other user agencies would look like.
“Each one will have an individual IGA,” Le Roux said.
He went on to explain that some of the dispatch center’s equipment is approaching the end of its life cycle and will no longer be usable by 2029.
Le Roux mentioned that the equipment the dispatch center is currently using was new equipment that was nearing the end of its life cycle, and after four years it is now even closer to being obsolete.
He mentioned that he received a quote on the cost to replace all of the equipment that is approaching the end of its life cycle, which totaled at more than $700,000.
He noted the original cost of the equipment purchased was approximately $180,000.
“So, there’s a significant price difference in that,” he added.
Le Roux explained that he is not looking to replace things like computer screens or phone cables and that the dispatch center currently has four consoles but is satisfied with using three, noting the fourth is never used.
He went on to mention that he received a revised quote that would replace only the equipment needing to be replaced by 2029, which came down to $524,821.
“And that is for us to be totally operational again,” Le Roux said.
He mentioned that the state is looking to have dispatch centers upgrade necessary equipment by the end of 2028, noting again the equipment the dispatch center currently has will be at its end of life by 2029.
He explained that however the dispatch board decides to move forward, “we have to do this equipment upgrade soon.”
Le Roux also explained that if the board decides to go through with the transition, there is the potential opportunity to spend down the fund balance, which would “cover a large part of that.”
He noted there is a seven-year, five-year or four-year payment plan with that, and that the dispatch center recently made its final payment of a four-year plan on the current equipment, which totaled more than $200,000 with interest.
“Ultimately, what we own is equipment that we can use only for three years before it becomes end of life and no longer repairable or usable,” Le Roux said, noting there may be “potential” for trading in the equipment to recoup some of those funds.
Le Roux commented that in the event the board does decide to move forward with terminating the current IGA and the county having separate agreements with each entity, “it would be nice, I think, to start that process with brand new equipment.”
Interim Communications Director Elizabeth Blizzard explained that the Federal Communications Commission is implementing a nationwide requirement and that 2028 will be the final notice that the dispatch center’s current equipment is obsolete, noting the equipment “we currently have will no longer be usable.”
She explained that what is going to be replaced is the conventional site controller and the conventional channel gateway.
“Those are the two big components of our radios,” she said, explaining those systems allow radios to communicate across the entire county.
Le Roux commented that a seven-year plan for the new equipment would end up costing more than $800,000 and that a four-year plan would add an additional $65,000 to the revised quote price of approximately $524,000.
Webb explained that the assets have to be sorted out and a plan for the remaining fund balance needs to be established for the transition plan.
Board member Jack Harper, then the county manager, explained that he had met with the county’s finance director, Chad Eaton, and that they agreed that each of the four entities would be allowed to spend down the fund balance.
He noted that each entity would have to state in the resolution to terminate the IGA that it is OK with the remaining fund balances being spent.
Le Roux noted that Eaton indicated to him there is approximately $460,000 that could be spent, or potentially more.
Harper commented that he needed to check on the possible requirement of maintaining operating revenue for a given number of months.
Le Roux commented that he did not see the need of having to maintain a minimal balance to cover operating expenses if the current IGA is terminated.
He encouraged the option of finding a way to purchase the new equipment outright, saving at least $65,000 by avoiding interest payments.
Webb summarized the conversation by explaining that the ACSO is looking to operate the dispatch center with the proposal of using current fund balances to replace “almost out-of-date” radio systems, noting there aren’t many other assets other than furniture as the dispatch center currently leases its building and does not own any property.
Le Roux explained that the individual agreements would be standard dispatch contracts stating that the ACSO would provide around-the-clock service and that each of the four agencies would pay for the percentage of calls that its respective agency receives.
He noted those percentages could change year to year based on the amount of calls received.
PFPD chief and board member Robert Bertram expressed that he liked the idea of the capital assets plan, noting his biggest concern would be making sure each agency receives final numbers in time to be able to incorporate that into its budget process each year.
Le Roux explained the board could not make a decision on what to do for upgrading the dispatch centers radio systems during the meeting.
Board member and PSMC CEO Rhonda Webb suggested the dispatch board could possibly hold a special meeting in September to vote on what to do with the capital assets and fund balance after each user agency is able to update its respective executive board on the matter.
Town manager and board member David Harris commented, “ I like the direction we’re heading,” while also noting concerns about being able to properly budget in time every year.
Harris commented that ideally he would like to have a number to plug into the annual budget.
The board decided to schedule a special meeting on Sept. 18 to decide on what to do about upgrading the dispatch center’s radio systems.
clayton@pagosasun.com
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