Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING June 19, 2013 ITEM 1. Roll Call Tim Eads and David Warren absent. Ricky Curtis absent. ITEM 2. Recognize Guests Mike Callahan ITEM 3. Minutes of Previous Meeting – May 15, 2013 Jim Messimer made a motion, seconded by Dwayne Honaker to approve the minutes as presented. Motion passed. ITEM 4. Financials A. Receipts & Expenditures All receipts and expenditures were passed to each Board member for their review and signatures. B. Treasurer’s Report In the absence of the Treasurer, Mrs. Smelser presented the monthly financial reports. Mrs. Smelser reviewed the balance sheet, monthly financial report on the checking, savings and CD accounts, and the monthly budget report. Mrs. Smelser explained that she had put some of the June entries into the report in preparation of the end of the fiscal year. Later in the agenda she will discuss some line item adjustments to be made for this fiscal year. There is a new line on the budget report for prepaid expenses. This is added for completing the end of the year adjustments. Chief Wade asked what language we needed for the language interpretation service bill this month. Mrs. Smelser advised the bill is for Spanish interpretation during one call. The charges are calculated by the minute. Each year the State rebids the language interpretation services and we find out in July the name of the new service for the coming year. Chief Wade asked about the minus sign on some of the line items. Mrs. Smelser explained that these were the line items that she will be asking to adjust before the close of the fiscal year. The 911 Districts operate on a line item budget which means each line item must end the year with a positive number. There was an expense adjustment of $6,300 that was made to correct the account posting. Under the lease account, an adjustment was made to move part of the expense to the prepaid account for the advance payment of the space leasing for the 911 controllers. Shelton Hillman asked about the depreciation expense on the balance sheet. Mrs. Smelser stated that we average about $48,000 a year in depreciation expense, however, next year, that number will rise significantly.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING June 19, 2013 Shelton Hillman made a motion, seconded by Frank Blanton, to approve the Treasurer’s Reports as presented. Roll call vote: Blanton – yes, Eads – absent, Hillman – yes, Honaker – yes, Messimer – yes, Wade – yes, Warren – absent. Motion passed. ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Radio Low Volume We have had only a couple of items in the past month, however, we are continuing to monitor this issue. b. Internet connection The City IT Department is still working on this issue. The goal is to have two diverse routes for the internet in and out of the Communications Center to ensure vital equipment will continue to operate during a vendor outage. c. Status Update on Web page Move to City Server The City is working on creating the new site and until that is done; we will remain in a holding pattern. d. Update on GEO/GIS/TIPS John Murner from the State recently evaluated our system and found about 48 errors, which is well below the 2% margin. We are well prepared for meeting the July 15 State deadline. e. Update on Upgrade to New Protocol/QA This is still on hold. Mrs. Smelser stated she met with the vendors at the recent NENA conference and went through the demonstrations of their product. She will begin work on this project again after July. B. Statistics The statistic report was delayed until the next meeting. C. Update on Regional 911 Solution During the recent NENA Conference, Mrs. Smelser became aware that Sullivan County, Washington County and Johnson County had experienced another 911 system outage. The outage lasted about 15 minutes. The phone company advised that this was due to a technician error. A meeting was held in Washington County a couple of weeks ago with the vendors, the State and the affected counties. Mrs. Smelser advised that she is continuing to delay the cutover to the new equipment  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING June 19, 2013 until the outages have been addressed and a problem that is occurring with an echo on 911 calls is corrected. D. Charter Surcharge Remittance Update We received zero funding from Charter this month. Since they have started remitting their surcharge fees as wireless funds to the State, we will experience an estimated $27,000 reduction in annual funding. The TECB is looking at this issue and is working on replacing the Charter funding back to the affected Districts through the wireless revenue received by the State. Mrs. Smelser stated that if BTES follows Charter’s lead in this matter, we stand to lose an additional $57,600 annually in funding. ITEM 6. New Business A. Request to make adjusting entries to line item budget 2012-2013. 1. Reduce 2012-13; Account 5006 Projected TECB Grant Income by $135,000. 911 received $59,566 for the recorder that was not in the projected income. 2. Reduce $280,000 projected purchase in Account 1308 Communications Equipment to $ -0- 3. Increase Account 4227 Lease/Rental Communications Equipment by $9,000 and reduce Account 4218 by $9,000. 4. Increase Account 4228 Lease Facility to $800.00 and reduce Account 4234 Office Equipment Maintenance by $800.00 5. Increase Account 4235 Vehicle Maintenance by $300 and reduce Account 4236 Gas/Fuel by $300. 6. Increase Account 4401 Bank Charges by $50 and reduce Account 4402 Meeting Expenses by $50. 7. Increase Account 4420 Internet by $300 and reduce Account 4417 Service Awards by $300. Shelton Hillman made a motion to approve items 1 – 7 of the budget line item adjustments. Motion was seconded by Jim Messimer. Roll call vote: Blanton – yes, Eads – absent, Hillman – yes, Honaker – yes, Messimer – yes, Wade – yes, Warren – absent. Motion passed. 8. Amend fiscal year budget 2013-14 Account 5006 TECB Grant Income by adding $200,000 and increasing Account 1308 by 200,000 for the purchase/payment of the next generation 911 equipment.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING June 19, 2013 Frank Blanton made a motion to approve this amendment to the 2013-14 budget. Motion seconded by Shelton Hillman. Roll call vote: Blanton – yes, Eads – absent, Hillman – yes, Honaker – yes, Messimer – yes, Wade – yes, Warren – absent. Motion passed. ITEM 7. Discussion Items Mrs. Smelser asked the Board to consider cancelling or rescheduling the August meeting. Currently, the meeting is scheduled for Wednesday of race week with a small race occurring that same evening. ITEM 8. Other Matters Mrs. Smelser received an award at the NENA Conference for the Partnership between the Bristol Police Department, Bristol 911 and the National Center for Missing and Exploited Children. The award was presented to Chief Wade by Mrs. Smelser for incorporation into the City display case. ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting July 17, 2013.