Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING February 19, 2014 ITEM 1. Roll Call Frank Blanton absent, David Warren absent. ITEM 2. Recognize Guests Sgt. Grant Hale ITEM 3. Minutes of Previous Meeting – January 15, 2013 Tim Eads made a motion, seconded by Dwayne Honaker, to approve the minutes from the January 15, 2014 board meeting. All voted in favor. Motion passed. ITEM 4. Financials A. Receipts & Expenditures All receipts were reviewed by the Board. B. Treasurer’s Report Mrs. Smelser presented the monthly budget report, monthly financial report, and the balance sheet report, in the absence of the Treasurer. Wallace Elliott made a motion to approve the Treasurer’s Report. Motion seconded by Jim Messimer. Roll call vote: Eads – yes, Elliott - yes, Honaker – yes, Messimer – yes, Wade – yes, Warren – absent. Motion passed. C. Budget Proposal Delayed Until March Meeting Mrs. Smelser explained that due to some upcoming changes in the account codes, funding mechanisms, and other things that have a direct impact on the budget, the proposed budget presentation will be delayed until the March board meeting. ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Daily Operations Sgt. Hale started in the Communications Division on Monday. He will be the night shift supervisor. Mike Callahan is out on FMLA. We still have a vacancy on the dispatch floor but the background is finished and we awaiting the results of the applicant’s physical, drug screen, and psychological exam. Courtney Trivett has joined the Air Force and will be completing her entry level testing within a month. We were told she would have to report sometime within the next few months. Human Resources are aware of this and are helping us to start the advertising, orientation, and testing process. We hope to put together a list of candidate for any future openings.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING February 19, 2014 The insurance company is negotiating with the leasing company on a buyout of the 911 equipment lease rather than replace the outdated, damaged equipment. Mrs. Smelser and staff are working with several vendors to finish installing the necessary equipment to create a backup PSAP location at the Police garage on Exide Dr. In the event we had to evacuate our current center; we need a temporary alternate location. b. Status Update on Web page Move to City Server The city is moving forward on their new web page. The Public Information Group is working on this project. c. Update on GEO/GIS/TIPS There has been no change on this subject. Mr. Metzger has finished his review of the last error report we received from the State. We will be meeting in the next week to clear the identified errors. Officer Eury was on light duty and he compared our CAD GEO to the City MSAG and to the telco database. We are still working on the changes this comparison generated. d. Update on Upgrade to New Protocol/QA We are still in a holding pattern due to the cost of the interface from Tri-Tech Corporation. Powerphone and Tri-Tech are working on a compromise or more cost effective interface solution. B. Statistics Mrs. Smelser reviewed the monthly statistics. C. Update on Regional 911 Solution There have been two more outages on the regional 911 system since our last meeting. We have not set a new cutover date. Mrs. Questell, State 911 Director, has sent all the regional 911 Districts emails this week concerning a conference call that will be held weekly until the system stabilizes and all the Districts are live on the new system. The purpose of the conference call is to bring the Districts and vendors together to work out any outstanding issues and to make sure everyone is fully aware of the status. Since we have not cutover live and have not set a date yet, we may need to move the money budgeted on the next gen project to next year’s budget. We can do this as an amendment to each of the affected budget’s when we know for sure when we will be going live. D. TENA’s Legislation Proposal  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING February 19, 2014 It is expected to pass during the session this year. If it does, it will become effective January 1, 2015. This will have a direct impact on our budget for next year. The State has recommended we wait a couple of weeks before we present a budget proposal for next year. This extra time will give the State time to work out some of the details for the budgeting process. E. Replacement of UPS Unit in Comm Center We deferred this from the last meeting. We have not been able to locate a current bid or contract for a UPS system of the size we need within the State. It looks like we will have to write the RFP or bid for advertising. The installation will have to be a separate pricing project. If the installation is under $10,000, we will have to get three estimates but it does not have to be placed out for bid. The rough estimate we have received for the purchase of a new unit is about $40,000. The State 911 Board mandates we have a minimum of one hour operation time on the UPS. Once the system is purchased and installed, we will have to budget for battery rotation and the annual maintenance. The batteries are recommended to be replaced every five years. ITEM 6. New Business Frank Blanton sent an email to the Board tendering his resignation due to health reasons. Chief Wade will contact the City Manager’s office concerning a new appointment to complete Dr. Blanton’s term. We received notice that the CD at First Bank will mature today. Treasurer David Warren checked the rates at several of the banks and found the rate at Citizens to be the highest. The CD rate at Bank of America is 0.08%, First Tennessee is .10%, New Peoples Bank is .3%, and Citizens Bank is .55% for a 12 month term and .75% for a 24 month term. Mr. Elliott asked if there would be any problem putting this money on a 24 month term. Mrs. Smelser stated that we have enough money in our current checking account to cover the upcoming next gen project. In fact, the cost of the upcoming next gen project is the reason the checking account balance has been allowed to grow past the $300,000 mark. Tim Eads made a motion, seconded by Jim Messimer, to move the CD from First Bank to Citizens Bank and place it on a 24 month term. Roll call vote: Eads – yes, Elliott – yes, Honaker – yes, Messimer – yes, Wade – yes, Warren – absent. Motion passed. In the coming year we need to look at updating our current mapping system. The company is going away from an in-house server to a web based system. We do still have some time before the system we have sunsets. The new system is more user friendly and updates almost instantly with the City arcview system. The preliminary pricing is about $50,000 to switch to the new system. Our pictometry system is now five years old. We paid $10,000 per year to pay off the cost of the system. It is time to do another fly over and update our system. We have received two proposals from the company. The system is all web based now and we can share it with as many people and other departments as we choose with no additional costs. There is no limit on the licenses and they are free. The imagery has improved in  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING February 19, 2014 quality over the last five years. Our original was on a 9" basis and now they offer pricing in 3” and 4” quality. They will break any payments out over a three year period. The 4” product is $29,879 which includes the fly over, new maps, training and installation. The 3” product is $39,976.50. Mrs. Smelser asked if the Board is interested in budgeting for this in the coming year. The company will only do the fly overs in the fall when there is no foliage. Chief Wade recommended the money be budgeted in the coming year and they could decide whether or not to pursue the purchase at a later date. Mrs. Smelser stated that the 4” mapping would meet the dispatch needs. Mr. Elliott asked if there was any thought of having a fee charged to other users. Mrs. Smelser stated that she would not want to pursue charging the other departments since they assist us in many ways without ever charging us. For example, the City Planning Department spends a great deal of time on our mapping and MSAG every year. The Board suggested we budget for the 4” project over a three year period. The Board member terms of office end June 30th of each year. The terms of office for Dr. Messimer, Chief Wade, and David Warren will expire on June 30, 2014. The appointment to complete Dr. Blanton’s term of office would serve until June 30, 2016. ITEM 7. Discussion Items ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting March 19, 2014