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Chad Poppell, Secretary
Florida 911 Coordinators Spring 2015 Meeting
E911 Board Update
Daytona Beach, FL May 6, 2015
E911 Board Membership
Laurie Anderson At-Large County Representative
Dave Konuch Competitive Local Exchange Carrier Member
Carolyn Dill-CollierMedium County Representative
Sgt Dale MitchellAt-Large County Representative
Chesley DillonWireless Telecommunications Industry Member
Stan GreerLocal Exchange Carrier Member(Greatest number of access lines)
VacantDepartment of Management Services
Chair
Appointed term March 8, 2012 - Nov. 23, 2014
Appointed term March 8, 2012 - Nov. 23, 2014
Appointed term Jan. 28, 2013 - Oct. 28, 2015
Appointed term Nov. 18, 2011 - Oct. 28, 2015
Appointed term Jan. 8, 2014 - July 1, 2016
Appointed term Jan. 28, 2013 - July 1, 2016Appointed term May 16, 2014 - Oct. 28, 2017
Appointed term July 11, 2014 - Oct. 28, 2017
Reappointed term July 11, 2014 - Oct. 28, 2017
Reappointed term May 16, 2014 - Nov. 22, 2017
Ira PylesLarge County Representative
Ben GuthrieRural County Representative
Sandy KhazareeLocal Exchange Carrier Member
Tomer Nadler Wireless Telecommunications Industry Member
E911 Board Support
State of Florida Department of Management Services
Division of Telecommunications, Public Safety 4030 Esplanade Way, Suite 135
Tallahassee, FL 32399-0950
Bureau of Public Safety – E911 Contacts Charles Hadley , Interim Public Safety Chief 850-922-7505 [email protected] Adrienne Jones, Administrative 850-921-4204 [email protected] Don Lamb, Technical 850-487-0547 [email protected] Kimberly Bickley, Administrative 850-922-7445 [email protected] Kent Raheb, Technical 850-922-7417 [email protected] Penney Taylor, Administrative 850-414-9636 [email protected]
Fax: 850-488-9837
State E911 Website: http://florida911.myflorida.com
E911 Fee Allocation Percentages WIRELESS E911 FEE REVENUES
NON-WIRELESS E911 FEE REVENUES
3%1% 1 percent of the fund is retained by the E911 Board for administrative and operational purposes.
76% 20%
76 percent distributed each month to counties for the purposes of providing E911 service (payments are based on the number of wireless subscribers in each county).
3 percent used to provide assistance to rural counties for providing 911 or E911 service.
20 percent available for distribution to wireless service providers in response to sworn invoices for the actual costs incurred in providing E911 service.
3%1%
96%
96 percent distributed each month to counties for the purposes of providing E911 service (payments are based on the number of nonwireless subscribers in each county).
3 percent used to provide assistance to rural counties for providing 911 or E911 service.
1 percent of the fund is retained by the E911 Board for administrative and operational purposes.
96%
E911 Fee Allocation Percentages
WIRELESS PREPAID E911 FEE REVENUES
3%
35%61%
35%
61 percent distributed each month to counties for the purposes of providing E911 service (payments are based on total number of sales in each county).
3 percent used to provide assistance to rural counties for providing 911 or E911 service.
1 percent of the fund is retained by the E911 Board for administrative and operational purposes.
35 percent available for distribution for the purpose of:
1. Upgrading and replacing E911 systems; 2. Developing and maintaining statewide 911 routing, geographic and management information systems; 3. Developing and maintaining next generation 911 services and equipment.
7/1/2014 2/28/2016
Aug-14 Sep-14 Oct-14 Nov-14Dec-14 Jan-15 Feb-15Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15Dec-15 Jan-16 Feb-16
Apr-15 - May-15
1st Disbursement at New Rate
Apr-15DOR
Remittance
1st Prepaid
Disbursement
Jun-15 - Jul-15
Mar-15 - Mar-151st Month Prepaid
collection
Jun-15Next
E911Board Meeting
Disbursement Approval
Jan-15 - Jan-15
1st Wireless & Nonwireless
Collections @New Fee Rate
Feb-15 - Mar-15
Service Provider
FeeRemittance
Jan-15 - Feb-15100% Prepaid
Provider CollectionSet-aside
Jul-14Legislation Effective Date
Apr-15
Next E911Board
Meeting Disbursement
Approval
Jan-15
Wireless Fee RateReduction to
40 cents, 20%
Today
Jan-15
Nonwireless Fee Rate Reduction
to 40 cents
Dec-14Prepaid Point of Sale
Collections Begin
May-15E911 Trust Fund
Transfer
7/1/2014 2/28/2016E911 Fee Revenue Board - Allocation and Disbursement Projections
July Aug Sept Oct Nov Dec Feb Mar Apr May June July Aug Sept Oct Dec Jan
Prepaid
Wireless & Nonwireless
Jan Nov Feb
Fee Rate Change Timeline
E911 Fee Rate Changes
• Effective Jan. 1, 2015, the fee is 40 cents per month for each service identifier.
• No sooner than June 1, 2015, the board may adjust the rate of the fee.
• Any adjustment in the rate must be approved by a two-thirds vote of the total number of E911 board members.
E911 Prepaid Fee Disbursement
• Prepaid Nonspecific Disbursement Accounting Development Provision • The moneys from prepaid wireless E911 fees identified as
nonspecific in accordance with subsection 365.172(9), Florida Statutes, shall be distributed as determined by the E911 Board.
• Awaiting prepaid revenue verification and collections
Section 365.173, Florida Statutes, amended effective March 1, 2015
2014 E911 Board Annual Report
NG-911 Map
$-
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
Reve
nue
Total Wireless Revenue November 2011 through January 2015
Wireless Net
Wireless E911 Fee Revenue
Rate Reduction
Prepaid Reduction
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$4,000,000
$4,500,000
$5,000,000
Reve
nue
Total Non-wireless, LEC and VoIP Revenues November 2011 through January 2015
LEC Net
VoIP Net
Total
Non-wireless E911 Fee Revenue
2014 Annual Report County Information (2013-2014)
• E911 Calls = 20,180,248 ⇑
• Rural Counties = 31
• Total County Expenditures = $207,232,557/yr. ⇑
• Total Subscribers Fee Revenue = $ 88,215,780 ⇑
• Percent 911 Fee and E911 Board Assistance (Interest and Grant Programs) of Total 911 Expenses = 49% ⇓
E911 Board 2014 Annual Report
*Cash Basis
E911 Board Financials (Cash)
Fiscal Year 2013-2014*
Beginning Balance ⇑ $ 27,071,567
Fee Revenues and Income ⇑ $ 109,013,424
County Disbursements ⇓ $ 87,023,409
Rural County Disbursements ⇑ $ 2,970,880
Provider Reimbursement ⇓ $ 7,405,008
Board Operations/Administration ⇓ $ 866,198
Current Year ⇑ $ 37,819,496
State Grant Cost Reimbursement ⇑ $ 2,118,725
*Compiled Provider Reimbursement
E911 Board Financials (Accrual)
Fiscal Year 2013-2014*
Beginning Balance ⇑ $ 15,093,893
Fee Revenues and Income ⇑ $ 109,465,246
County Disbursements ⇓ $ 87,760,245
Rural County Disbursements ⇑ $ 2,967,717
Provider Reimbursement ⇓ $ 7,083,976
Board Operations/Administration ⇓ $ 787,200
Current Year ⇑ $ 25,960,001
State Grant Cost Reimbursement ⇑ $ 2,118,725
E911 Trust Fund Projection
Historical - Wireless Cost Recovery
E911 Grant Funds or Interest Returns
Please do not send any funds or checks to the E911 Board Staff or the physical street address.
Please send any excess funds, grant reimbursement and interest checks to:
Florida E911 Board
P. O. Box 7117
Tallahassee, FL 32314
Requested County Assistance
The E911 Board requests county assistance in identifying wireless and nonwireless service providers doing business in Florida.
• Sources • ALI Bid Information • Yellow Pages • Advertisements • Newspaper • Company Contacts
E911 Board Rules Florida Administrative Code
60FF1-5.001: Requirements for Sworn Invoices submitted by or on Behalf of Wireless Service Providers (Effective Dec. 3, 2010)
60FF1-5.002: Rural County Grants (Effective Dec. 21, 2014) (currently in Rule Development)
60FF1-5.003: E911 State Grant Program (Effective Aug. 31, 2014) (currently in Rule Development)
60FF1-5.004: Requirements for Fee Remittance Submitted by or on Behalf of Wireless and Non-wireless Service Providers (Effective Dec. 3, 2010)
60FF1-5.005: Emergency Grants (Effective Jan. 18, 2015)
60FF1-5.006: County Carry Forward and Excess Cost Recovery (Effective July 17, 2011) (currently in Rule Development)
60FF1-5.008: Public Comment (Effective Jan. 26, 2014)
60FF1-5.0015: Authorized Expenditures (Notice of Rule Development Workshop, May 13, 2015; 2:00 p.m. )
Item No.
1 County Fiscal Year
2 Wireless E911 Fee Revenue
3 Non-wireless E911 Fee Revenue (LEC, wireline, & VoIP)
4 Prepaid E911 Fee Revenue
5 E911 State Grant Revenue (Grant required unique accounting code)
6 Rural County Grant Revenue (Grant required unique accounting code)
7 Emergency Grant Revenue (Grant required unique accounting code)
8 Rural County Supplemental Disbursement
9 E911 Board Special Disbursement
10Total E911 Fee Revenue
Item No.
11 E911 Fee Revenue and Supplemental and Special Disbursement Expenditures
12 County Funded E911 Expenditures
13 Subtotal Expenditures Calculation (Item #11 + Item #12)
14 E911 State Grant Expenditures
15 Rural County Grant Expenditures
16 Emergency Grant Expenditures
17 Subtotal Grant Expenditures Calculation Item #14 + Item #15 + Item #16
18 Total E911 Expenditures Calculation Item #13 + Item #17
Item No.
19 Allowable County Carry Forward Amount
20Actual County Carry Forward Amount
Item No.
24 Name of person preparing response:
25 Title/Position of person preparing response:
26 Telephone number:
27 E-Mail address of person preparing response:
28 Date:
-$
-$
E911 Carry Forward & Excess Cost Recovery Calculation
-$
-$
-$
-$
-$
-$
Limited by paragraph 365.173(2)(d), Florida Statutes. Assure amount is equal to or less than Item #19
Maximum allowable calculation (30% of fee revenue Item #10) + (full amount of Item #8 + Item #9 disbursements). Grants are under unique accounting codes and are not included in calculations.
-$
-$
Calculation (Item #10 +Item #8 +Item #9 - Item #13 - Item #20) Positive amount equals excess cost recovery amount to be returned to the E911 Board.
In accordance with paragraph 365.173(2)(d) and 365.172(6)(a)3., Florida Statutes
22
Contact Information
-$ Excess Cost Recovery
-$
-$
E911 Fee Revenues
E911 Allowable Expenditures
-$
-$
-$
-$
-$
-$
-$
Carry Forward Fee Revenue calculation (Item #2 + Item #3 + Item #4)
A county may carry forward up to 30 percent of the total
funds disbursed to the county by the board during a county fiscal year for expenditures
for capital outlay, capital improvements, equipment
replacement, or implementation of a hosted system if such expenditures are made for the purposes specified in subparagraphs
(a)1. and 2, Florida Statutes.
Carry Forward (In Rule Development)
Paragraph 365.173(2)(c), Florida Statutes
Calculated Amount
DRAFT
Item No.
1 County Fiscal Year
2 Wireless E911 Fee Revenue
3 Non-wireless E911 Fee Revenue (LEC, wireline, & VoIP)
4 Prepaid E911 Fee Revenue
5 E911 State Grant Revenue (Grant required unique accounting code)
6 Rural County Grant Revenue (Grant required unique accounting code)
7 Emergency Grant Revenue (Grant required unique accounting code)
8 Rural County Supplemental Disbursement
9 E911 Board Special Disbursement
10Total E911 Fee Revenue
Item No.
11 E911 Fee Revenue and Supplemental and Special Disbursement Expenditures
12 County Funded E911 Expenditures
13 Subtotal Expenditures Calculation (Item #11 + Item #12)
14 E911 State Grant Expenditures
15 Rural County Grant Expenditures
16 Emergency Grant Expenditures
17 Subtotal Grant Expenditures Calculation Item #14 + Item #15 + Item #16
18 Total E911 Expenditures Calculation Item #13 + Item #17
Item No.
19 Allowable County Carry Forward Amount
20Actual County Carry Forward Amount
Item No.
24 Name of person preparing response:
25 Title/Position of person preparing response:
26 Telephone number:
27 E-Mail address of person preparing response:
28 Date:
-$
-$
E911 Carry Forward & Excess Cost Recovery Calculation
-$
-$
-$
-$
-$
-$
Limited by paragraph 365.173(2)(d), Florida Statutes. Assure amount is equal to or less than Item #19
Maximum allowable calculation (30% of fee revenue Item #10) + (full amount of Item #8 + Item #9 disbursements). Grants are under unique accounting codes and are not included in calculations.
-$
-$
Calculation (Item #10 +Item #8 +Item #9 - Item #13 - Item #20) Positive amount equals excess cost recovery amount to be returned to the E911 Board.
In accordance with paragraph 365.173(2)(d) and 365.172(6)(a)3., Florida Statutes
22
Contact Information
-$ Excess Cost Recovery
-$
-$
E911 Fee Revenues
E911 Allowable Expenditures
-$
-$
-$
-$
-$
-$
-$
Carry Forward Fee Revenue calculation (Item #2 + Item #3 + Item #4)
In order to prevent an excess recovery of costs incurred in
providing E911 service, a county that receives funds
greater than the permissible E911 costs described in subsection 365.172(10),
Florida Statutes, including the 30-percent carry forward
allowance, must return the excess funds to the E911
board to be allocated under Paragraph 365.172(6)(a),
Florida Statutes.
Excess Cost Recovery (In Rule Development)
Paragraph 365.173(2)(c), Florida Statutes
Calculated Amount
DRAFT
Proposed Rule 60FF1-5.0015, Florida
Administrative Code; Authorized Expenditures
• Definitions • E911 expenditures (questioned)
• Hardware, software, connectivity and peripherals
• Limited Personnel costs • Limited Vehicle expenses • Certifications costs • Public Education • Consultant Services • Limited Facility expenses
• Not authorized
Authorized E911 expenditures are the directly attributable to the
acquisition, implementation and maintenance PSAP equipment and
E911 services as provided in subsection 365.172(10), Florida
Statutes
Authorized Expenditures (In Rule Development)
E911 Board Issues
• E911 Board Legislative Implementation • Wireless Prepaid Fee Disbursement • Board Allocation Percentages and Spending Authority • Statewide NG-911
• Statewide Management Information Systems • Statewide Geographic Information Systems
• County Funding Programs • Coordinator Training Special Disbursement • Text-to-911 Special Disbursement • Hardware and Software Equipment Upgrades and Replacements
Issues • State Grant Program Application Changes • Rural County Grant Application Changes
State of Florida E911 Board
Grant Program
and Special Disbursements
E911 Board Information http://florida911.myflorida.com
911 Coordinator Meeting Special Disbursement Program
• Please Sign-in
• The 911 Coordinator Meeting special disbursement is limited to the county 911 coordinator or their designee based on sign in at the meeting or training.
• Designee contact information needs to be provided by
the county 911 coordinator to the statewide 911 coordinator prior to the meeting and training.
• E911 Board authorized the $1,000 special disbursement
for the fall meeting and training
• E911 Board authorized the $1,200 special disbursement for the spring meeting and training
Text-to-911 Special Disbursement Program
Text-to-911 County:Special Disbursement Submission Form Date:
Item Quantity Connectivity Cost/Mth. Cost/yr. Sub-total cost per year for all PSAPs
Circuit - Local Loop Access - (Max. 2 MB Metro E)
Varies Primary PSAP(s) $ 612.09 $ 7,345.08
Local Loop Access Primary PSAP(s) $ 612.09 $ 7,345.08 $ -
Actual Local Loop Access Primary PSAP(s) $ -
$ -
Circuit - Local Loop Access - (Max. 2 MB Metro E)
Varies Secondary PSAP(s) $ 612.09 $ 7,345.08
Local Loop Access Secondary PSAP(s) $ 612.09 $ 7,345.08 $ -
Actual Local Loop Access Secondary PSAP(s) $ -
$ -
Non recurring initial construction
TBD by SUNCOM
$ -
Actual Non recurring initial construction
$ -
$ -
Item Quantity Connectivity Cost/Mth. Cost/Yr. Cost
Maximum Text Aggregation PSAPs Call-Taking Positions
$ 45.00 $ 540.00 $ -
Actual Text Aggregation PSAPs Call-Taking Positions
$ -
$ -
Non recurring initial construction
PSAPs $ 1,500.00 $ -
Actual initial non recurring construction
PSAPs $ -
$ -
$ -
$ -
Lesser of the two amounts
Lesser of the two amounts
ESInet Circuit Funding (Maximum funded costs based on DMS State Contract Pricing)
Text Aggregation Funding (Maximum funded costs based on Initiative estimate)
Circuit non-recurring initial construction allowables
Subtotal
Total (Lesser amounts of each fundable item)
Lesser of the two amounts
Lesser of the two amounts
Text Aggregation Funding per PSAP
Lesser of the two amounts
Text Aggregation Funding per connected call taking position
Subtotal
Statewide Text Routing E911 Board Circuit Funding Alternatives
E911 Board Grant Programs
All counties in need of funding for their E911 systems, equipment upgrades and/or replacements are encouraged to submit an application for the grant programs.
• E911 State Grant Program
• Rural County Grant Program
E911 State Grant Program Status Report
2008 Program $ 50,000,000
2010 Fall Program $ 3,408,912
2011 Summer Program $ 9,720,472
2012 Fall Program $ 1,356,102
2013 Fall Program (8 grants) $ 2,118,725
2014 Fall Program (7 grants) $ 1,170,051
Total Program Award $ 67,774,262
E911 State Grant Program Fall 2014
• The E911 Board received eight applications from
eight counties for total grant requests of $1,242,210. The E911 Board approved seven grants for seven counties for a total $1,170,051 at the December 2014 meeting.
• Priorities 1 through 2d were awarded for cost recovery disbursements.
E911 State Grant Program Status Report
• The E911 State Grant Program has twelve active grants for a total $2,900,515 of which $ 327,173 has been spent.
• $2,573,342 remaining to be spent
• All previous grants have been reviewed; final documentation and/or interest return and verification issues are complete.
Rural County Grant Program Spring 2015
• The E911 Board received 30 applications from 26
counties for total grant requests of $1,202,937. The E911 Board approved 29 grants for counties for a total $1,151,911, at the April 2015 meeting.
• Priorities 1 through 6 were awarded for disbursement.
Rural County Grant Program Status Report
• The Rural County Grant Program has 50 active grants for a total $1,989,231 of which $271,843 has been spent.
• $1,717,388 remaining to be spent including the Spring 2015 program awards.
• Six grants totaling $179,319 are awaiting final documentation and/or interest return and verification.
Florida Single Audit Act
• Florida Single Audit Act - state audit and accountability requirements for state financial assistance provided to counties • Rural County Grants – Single Audit Act - CSFA – 72.001 • E911 State Grants – Single Audit Act - CSFA – 72.002 • E911 Emergency Grants – (Development)
• https://apps.fldfs.com/fsaa/searchCompliance.aspx
• Provide the E911 Board staff a copy of the County annual audit
• Review the financial reporting package, including the management letter and corrective action plan, to identify audit findings and recommendations that affect state financial funding.
Catalog of State Financial Assistance (CSFA)
Grant Reporting Issues
• The next Quarterly Reports will be due for the April – June 2015 reporting period. All reports need to be submitted on time. On-time submission prevents the need for a letter to the Board of County Commission and State Auditor General audit criticism.
• Time Extensions and Change Requests are reviewed by the E911 Board on a quarterly basis unless there is an emergency need. Change requests are needed for scope changes, time extensions and utilization of interest. E911 Board approval should be obtained prior to implementation or use of funding. Next scheduled review is July 2015.
• Final Documentation (copy of invoices and payments [checks]) need to be submitted on time to prevent State Auditor General audit criticism.
• Delinquent grant documentation and report supplemental can affect the awarding of future grant application.
• The E911 Board requests that counties with pending grant applications or change requests attend the board meeting either in person or on the conference call to review any concerns or issues.
Grant Report Submissions
• Reports are due 30 days after the end of the quarter. To assure processing of Reports and Change Requests, have the information submitted prior to the Board Meetings. Board staff sends out notifications of final processing date.
• The email address established for submitting your Grant Quarterly Reports, Change Requests and the Final Reports and Documentation is: [email protected]
• This should be used for all of the grant reporting paperwork being submitted to the E911 Board. Not for grant submissions or other responses to information requests.
E911 Board Grant Programs
E911 Board does not dictate the manufacturer or vendor for the county system.
The E911 Board does determine the funding level or grant award for the E911 system requested. In the grant justification, the E911 Board reviews what is needed for E911 system and what is nice to have.
Grants awarded have a maximum two year period for expenditures.
E911 Board encourages all counties in need of funding for E911 system and equipment upgrades and replacement to submit an application.
E911 Board Grant applications and rules include the terms and conditions for the grants.
Grant Application Associated Quotes
• All grant applications shall be accompanied by at least one quote for equipment or services. Grant applications totaling $35,000.00 or more must be accompanied by at least three written substantiated competitive quotes from different vendors, unless a sole source request is approved in compliance with General Conditions.
• Complete quote submittals shall include a detailed scope of work, all pages included in the vendor proposal, breakdown of all costs including equipment, service tasks and deliverables.
• If the grant application does not exceed the threshold amount of $195,000, the county can initiate a request for approval for sole source funding.
E911 Board Grant Additional Reminders
Applications for equipment that is “End of Life” should included the manufacturer’s documentation.
Include an electronic file on CD with the application.
Multiple projects with different priorities are difficult to split in awarding categories. Comply with the grant conditions on grant submittals.
Recommend that you submit early so that they can be reviewed for completeness.
Use grant submission checklist to verify submitting the complete grant applications.
Grant Carry Forward Limitation
Grant Application General Condition 5.11 The amount of grant funding award is limited
based on the total amount of carry forward funding in the county E911 fund in excess of an amount calculated based on the allowable 30 percent carry forward amount for a two year basis. The county shall include the amount of their county carry forward funding being utilized for this grant in the Applied County Carry Forward or other Funding (if applicable) line in the Application Form item #12. Budget/Expenditure Report.
Grant Carry Forward Limitation Provision
County E911 Revenue Carry Forward Funds
County E911 Carry Forward Funding
Trust Fund Distributions
Last Two Year Calculated County
E911 Revenue Carry Forward Fund
Amount
30 % Carry Forward
County Funds
E911 State Grant Funding Requests
Subparagraph 365.172(6)(a)3.c., Florida Statutes
E911 Board Grant Award
RetainedAllowable
Grant Usage Grant Funds
County E911 Grant Project
Grant Project Goal(s) and Objectives
• Include the tasks to be performed • Provide scope of work
• in quantifiable deliverable units • specify the minimum level of service • criteria for evaluating the successful completion
• Need vendor quote information for details and backup
• Need to verify receipt and acceptance
