Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING April 16, 2014 ITEM 1. Roll Call Tim Eads and David Warren were absent. ITEM 2. Recognize Guests Sgt. Grant Hale. ITEM 3. Minutes of Previous Meeting – March 19, 2014 Dwayne Honaker made a motion, seconded by Jim Messimer, to approve the minutes from the March 19, 2014 meeting. All voted in favor. Motion passed. ITEM 4. Financials A. Receipts & Expenditures The receipts were passed around to be viewed and signed by the Board members. There was a question concerning two requisitions and one check for Century Link. Mrs. Smelser explained they are two separate charges but paid to the same place. One is the charge for the 911 equipment lease and the other is for the phone lines used for backup at the garage on Exide Drive. B. Treasurer’s Report Mrs. Smelser presented the Treasurer’s Reports in the absence of the Treasurer. Copies of the reports were provided to each Board member. Dwayne Honaker made a motion, seconded by Wallace Elliott, to approve the Treasurer’s Reports as presented. Roll call vote: Eads – absent, Elliott – yes, Honaker – yes, Messimer – yes, Wade – yes, Warren – absent. Motion passed. C. Budget Proposal for 2014-2015 Mrs. Smelser presented the 2014-2015 proposed budget. Per TCA requirements, Chief Wade provided a copy of the proposed budget to the City after the last meeting. Jim Messimer made a motion, seconded by Dwayne Honaker, to approve the proposed 2014- 2015 budget on the second and final reading. Roll Call vote: Eads – absent, Elliott – 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. Daily Operations Lori Pyatte started last week and has been assigned to night shift for the first phase of her training. Mike Callahan has been on FMLA and will be coming back to work on half days starting Monday. Sgt. Hale is getting ready to move to nightshift in the next few weeks and assume his duties. The insurance claim file from the electrical problem in October has been temporarily closed. The insurance company has advised that they have  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING April 16, 2014 not been able to get any cooperation from Century Link as to the cost of a buyout for this equipment or whether they would accept a buyout offer. The insurance company has recommended this matter be placed on hold until we have changed out the equipment and then they will reopen the claim. b. Status Update on Web page Move to City Server This is moving forward. The city has sent all the information to their vendor and they will be coming back with a proposal. c. Update on GEO/GIS/TIPS We had a problem with our GEOcomm 911 mapping software over the last month. The dispatchers could not log into the software on console 4. In tracking down this problem, we found that we are several versions behind on updates for the software. In order to do the update, we have to have computers that are on a newer version of Windows. We currently still use Windows XP. IT built a new server for the software; however, the workstations are still Windows XP. IT is going to replace these machines after July 1. We will do the updates at that time. d. Update on Upgrade to New Protocol/QA Powerphone has been working with Tri Tech and they are going to pay the total cost of the interface for CAD on the Total Response software system. However, the users that have Tri Tech CAD will have to pay an annual maintenance fee to Tri Tech for the interface. I have not received the estimated cost of that maintenance fee. B. Statistics Mrs. Smelser reviewed the monthly statistical report. C. Update on Regional 911 Solution There has not been a next gen 911 outage in forty days. This is a record for the past year. The State is working on a couple more issues and then they will be ready for us to go live on the new equipment. Mrs. Smelser said she expected to set a cutover date within the next thirty days. D. TENA’s Legislation Proposal This bill has passed the House and Senate in Tennessee and is being sent for the Governor’s signature. The legislation addresses funding for the 911 Districts. Under the new legislation, all surcharge revenue for landlines and wireless will go directly to the State and then they will disperse the funding to the Districts. The legislation guarantees the Districts will receive annual funding equal or greater to the amount of revenue they received in 2012. They have included the entire previous grant funding into the disbursements. The first year will include six months of the new funding formula. At the last minute, one of the legislators tried to add an amendment to dissolve the existing State Board and reappoint a new Board. This amendment failed.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING April 16, 2014 E. Replacement of UPS Unit in Comm Center Mrs. Smelser is finishing the RFP and expects to have it out by next week. ITEM 6. New Business Attorney Ricky Curtis presented the Inter-local Cooperation Agreement for the City of Bristol Tennessee and the Bristol Tennessee Emergency Communications District. Mr. Curtis pointed out an error on the date on page one that he advised would be corrected and a new original sent to Mrs. Smelser today. Mr. Curtis stated this was essentially the same document that has been presented every year with the exception of the contract amount and the dates. Wallace Elliott made a motion, seconded by Dwayne Honaker, to approve the Inter-Local Cooperation Agreement with the appropriate date change on page 1. Roll call vote: Eads – absent, Elliott – yes, Honaker – yes, Messimer – yes, Wade – yes, Warren – absent. Motion passed. Chief Wade will forward this agreement to the City Manager. ITEM 7. Discussion Items ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting May 21, 2014