Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 21, 2014 ITEM 1. Roll Call Wallace Elliott absent. Ricky Curtis absent. The Chair recognized Dr. Todd Muncy as a newly appointed Board member. ITEM 2. Recognize Guests Introduction of Sgt. Shaun Antonino the new Communications dayshift supervisor. ITEM 3. Minutes of Previous Meeting – April 16, 2014 Dwayne Honaker made a motion, seconded by Tim Eads, to approve the minutes from the April 16, 2014 meeting. Motion passed. ITEM 4. Financials A. Receipts & Expenditures Receipts were passed to each Board member for their review. Chief Wade asked about paying for meals at meetings. Mrs. Smelser and David Warren advised that we are not allowed to use 911 funding for vendor meetings, etc. but it was allowed for Board and operational meetings. Chief Wade asked about the shirt order from K&S. Mrs. Smelser explained these were 911 logo shirts for her to use as conferences, 911 meetings, etc. B. Treasurer’s Report David Warren presented the Treasurer’s Reports to the Board. Copies of the three financial reports were given to each Board member. Dwayne Honaker made a motion, seconded by Todd Muncy, to approve the Treasurer’s Report as presented. Roll call vote: Eads – yes, Elliott – absent, Honaker – yes, Messimer – yes, Muncy – yes, Wade – yes, Warren – yes. Motion passed. C. Verification of Public Funds at Each Bank David Warren visited each bank that is used by the 911 Board to verify that all accounts are listed as public funds. He received confirmation from each bank that our accounts are classified correctly. He spoke with Debbie Boggs at Citizens Bank, Phil Ballenger at First Tennessee, and Karen Love at Capital Bank on May 7th. Citizens and Capital Banks printed out a copy of the account and showed it to Mr. Warren for his review. First Tennessee allowed him to view the computer screen that showed the classification of our account. Citizens Bank requested a letter and a copy of the minutes to remove Shelton Hillman from the signature card. Mrs. Smelser stated that after July 1 and the annual Board appointments have been completed, she will bring new signature cards from each bank for the Board signatures to ensure the account security is updated.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 21, 2014 ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Daily Operations The terms of appointment for Jim Messimer, Blaine Wade and David Warren will expire on June 30, 2014. These members were encouraged to submit a new application to the City Manager’s office for reappointment. Rick Brown from Brown, Edwards and Associates has resigned his position and will take a comptroller’s job in Mountain City, Tn. Brown, Edwards, and Associates will appoint another individual as our auditor. Lori Pyatte has been in training now for about six weeks and doing extremely well. She has about six more weeks of training before being released to a shift. We had new applicant orientation and testing last week and are awaiting the test results. Once they are received, we will schedule interviews. We will have one open position as of Friday. Ms. Trivett has resigned effective May 23rd. Mike Callahan retired as of May 16 and Sgt. Antonino has taken that position. Dr. Blanton resigned from the board earlier this year and he was the last original board member. Mrs. Smelser requested that a plaque be ordered, on behalf of the Board, and presented by the Board to Dr. Blanton in honor of his years of service. She also asked if the Board would present a plaque to Mike Callahan in honor of his service. Chief Wade stated the Board would be happy to do so. Mrs. Smelser will order the plaques and arrange for presentation at a future meeting. b. Status Update on Web page Move to City Server The City hired a company to do the web pages. The presentation from them will be on the 29th of May. Staff will review this rough draft presentation and then begin training on the web page the second week of June. c. Update on GEO/GIS/TIPS Our files are in compliance with the State requirements. We are having a problem with the automatic download of data from Jon Hamic’s computer to the State’s TIPS computer. Currently, Mr.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 21, 2014 Hamic has to manually send the data to the State. Mrs. Smelser has contacted the State’s IT/GEO representative and the City’s IT Department and they are working to resolve this issue. The GEO Comm information is not working on the CAD positions due to the machines still using Windows XP. IT is aware of this situation and will be replacing these machines as a priority after July 1. d. Update on Upgrade to New Protocol/QA This has been an ongoing project for over a year. Mrs. Smelser and staff have done significant research into these products and any options available. Mrs. Smelser has been working on getting the pricing reduced and also, working with TriTech on the cost of the interface between CAD and protocol system. Powerphone has worked with TriTech on a compromise and they will pay for the original cost of the interface and the users will only have to pay an annual maintenance fee to TriTech for the interface. There is only one company that does a completely integrated combined Police, Fire and Medical protocol and quality assurance system. The company is Powerphone and the product is called Total Response. Powerphone has obtained a patent on this system. Jim Messimer and David Warren have attended two conferences with Mrs. Smelser and sat in on the presentation of this product. The training is done online and in-house so there is no additional cost for travel or overtime to obtain the necessary certifications. It is available 24/7 which makes it easy for new and existing personnel to complete all the requirements. The State ECB has advised there are 16 county and city Communications Center using this product. There are five additional Centers in the installation process. The Total Response system is considered a sole source by the State and does not require an RFP or bid. Mrs. Smelser provided a copy of the sole source justification letter. The Board packet includes a copy of the agreement which will be forwarded to our attorney, Ricky Curtis, for his review. The sales quote from Priority Dispatch was included in the packet. We currently use their EMS protocol and EMS QA product now. The current line of EMS protocol is being discontinued and we will have to pay an additional fee for this new version as it is not covered under the current maintenance agreement. If the EMS protocol and QA is replaced with Priority Dispatch, the estimated cost is $4495. If we implement the new EMS protocol and QA and  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 21, 2014 add the Police and Fire protocols and QA, the estimated cost is $124, 490 from Priority Dispatch. The Total Response System which includes EMS, Fire, Police protocols and QA, the installation, training, software, and the maintenance agreement for the first year is estimated at $55,352.30. The annual maintenance fee is $5302.00. We will also pay the interface maintenance cost to Tri Tech. Mrs. Smelser recommended the Board consider the purchase of the Total Response System. The money was budgeted for this project in the current budget year. Chief Wade asked what agencies in our area are currently using this Total Response System. Mrs. Smelser provided a list of 16 agencies in Tennessee that utilize this system and the names of five additional agencies that are in the purchasing process. David Warren stated he had looked at this system at the conference in Kingsport and said it was very easy to use and follow with everything on one screen. He had questioned Mrs. Smelser as to how our current system worked and compared the two. He also stated that these protocols meet the National Standards. They are somewhat customizable as long as the changes still comply with the National Standard. The support is 24/7 emergency support and normal support 8 to 5 Monday through Friday. Tim Eads stated the agreement provides 8:30 to 5 on normal business days, and emergency support is available 24 hours via pager service for priority one errors. Jim Messimer made a motion, seconded by Todd Muncy, to purchase the Total Response System provided our attorney approves the purchase agreement from Powerphone. Roll call vote: Eads – yes, Elliott – absent, Honaker – yes, Messimer – yes, Muncy – yes, Wade – yes, Warren – yes. Motion passed. B. Statistics Mrs. Smelser reviewed the monthly statistics. C. Update on Regional 911 Solution There was a fix done on the regional solution just prior to our April Board meeting in the hopes that it would stabilize the system. The fix appears to be working.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 21, 2014 However, there was an outage yesterday of all 911 wireless calls in upper east Tennessee. This problem was not related to the next gen equipment. We are scheduled for a cut over to the new system on July 8th. The State and Mrs. Smelser, however, have agreed that if there are any more outages prior to that date, we will cancel and reschedule. This will require us to move the capital expense money from this year to next year after July 1. D. Replacement of UPS Unit in Comm Center The RFP has been finished and the ad ran in the newspaper this past Sunday. There have been two requests for the specifications. One company has since advised they will not be submitting a proposal. ITEM 6. New Business TENA Conference will be held September 28 thru October 1 at the Embassy Suites in Murfreesboro. Mrs. Smelser asked the Board members to advise her as soon as possible if they wish to attend this conference so that she can make hotel, registration, and travel arrangements. If there are Board members who would like to have a Bristol Tennessee logo polo shirt, please send Mrs. Smelser the size. Mrs. Smelser will be attending the National NENA Conference June 15 thru June 19. ITEM 7. Discussion Items ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting June 18, 2014