Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING July 16, 2014 ITEM 1. Roll Call Todd Muncy and Ricky Curtis absent. ITEM 2. Recognize Guests Sgt. Antonino ITEM 3. Minutes of Previous Meeting – June 18, 2014 Tim Eads made a motion to accept the minutes from the June 18, 2014 Board meeting. Motion was seconded by Jim Messimer. All voted in favor. ITEM 4. Financials A. Receipts & Expenditures All receipts and requisitions were passed to each Board member for signature and review. B. Treasurer’s Report David Warren reviewed the monthly financial reports, including the balance sheet, monthly financial and the monthly budget reports. Dwayne Honaker made a motion, seconded by Tim Eads, to approve the Treasurer’s Reports as presented. Roll call vote: Eads – yes, Elliott – yes, Honaker – yes, Messimer – yes, Muncy – absent, Wade – yes, Warren – yes. Motion passed. ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Daily Operations David Anderson has transferred from Records to Police Administration leaving an opening for the TIBRS clerk. Lori Pyatte has been released from dispatcher training. We have another opening for a dispatcher. The interviews have been completed and Chief Wade has sent information on an applicant for a background check. There are a lot of changes with the new fiscal year. On July 23rd, we will do the cutover to next generation 911. There has not been an outage of the system in the region for almost two months. Sgt. Antonino and Sgt. Hale have both attended the next generation equipment training and administration in the past month. We had two dispatchers that attended the train the trainer training for the equipment. They will train the other dispatchers.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING July 16, 2014 b. Status Update on Web page Move to City Server The web page has been moved and updated. The links are on the Bristoltn.org website. c. Update on GEO/GIS/TIPS Kevin Williams is the new East Tennessee Region GIS representative for the TECB. He was here this morning and met with Mrs. Smelser, Sgt. Antoninio, and Jon Hamic. He worked with our IT Department to implement the automatic download of data to the State. The State says we are over the 98% required compliance and we are in a maintenance mode now. d. Update on Upgrade to New Protocol/QA Ricky Curtis was given the contract from Powerphone for his review. It has come back but not in time to complete the process in last year’s budget. We will discuss this further under new business due to the required budget changes from 2014 to 2015. Mrs. Smelser read the email from Mr. Curtis stating that both contracts were reviewed and are acceptable. He reviewed the Powerphone contract and the IPAWS contracts. B. Statistics Mrs. Smelser reviewed the monthly statistics. C. Update on Regional 911 Solution The TECB has finalized the funding formula that will be implemented with the change of the law in January 2015. Mrs. Smelser received a copy of the formula this past week. Our base funding for the year is $473, 664. We will begin receiving ½ of this in January 2015. They will send a payment every other month of $78,944. D. Replacement of UPS Unit in Comm Center We put out for RFP and there were a couple of companies interested on the front end. However, only one company responded with a formal proposal. The other company did not want to do any installation so they declined. Hutton Electric from Bristol, Tennessee responded with an RFP by the due date. Mrs. Smelser has reviewed the RFP as well as Terry Napier. The base bid, turnkey, is $60,200. Mrs. Smelser asked for the Board’s recommendation as to how to proceed. During this process, we identified some electrical issues that the City has fixed. When we do the cutover, our center will have to be without any electricity for a couple of hours. We are working closely with Parks & Recreation to get our backup PSAP office up and running as soon as possible. Once it is operable, then we can schedule the UPS install and operate temporarily from the back up location.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING July 16, 2014 Our existing UPS is obsolete and was sunset many years ago. Parts for repair for this unit are no longer available. We are mandated by the state to provide one hour uninterrupted power by a UPS for the 911 center. This unit is fully reimbursable by the State provided that we have it replaced and the paperwork completed prior to January 1, 2015 due to a law change. David Warren made a motion, seconded by Jim Messimer, to proceed with the purchase and installation of the UPS from Hutton Electric with verification of the manufacturer’s warranty and approval of the 911 attorney. This purchase will also include the installation of an emergency bypass switch that would allow us to bypass the UPS and go straight to the generator for emergency power should the UPS fail. Roll call: Eads – yes, Elliott – yes, Honaker – yes, Messimer – yes, Muncy – absent, Wade – yes, Warren – yes. Motion passed. ITEM 6. New Business A. Request to approve 2014-15 Budget adjustments. 1. Add $298,300 to 1308 Capital Communications Equipment. The UPS, Total Response Protocol System, IPAWS, and next generation equipment could not be purchased in the 2013-2104 budget year and the funding from the previous year must be moved to the current year. IPAWS $ 2,600 Total Response Protocol $ 55,500 UPS $ 65,200 (estimated) Next Gen 911 $175,000 The next generation 911 and UPS portions are refundable through the Tennessee Emergency Communications Board. Wallace Elliott made a motion, seconded by Tim Eads, to approve the above changes to the 2015 budget with the exception of changing the amount to $293,300 to reflect the actual cost of the UPS purchase. Roll call vote: Eads – yes, Elliott – yes, Honaker – yes, Messimer – yes, Muncy – absent, Wade – yes, Warren – yes. Motion passed. ITEM 7. Discussion Items The State 911 Director resigned and has been replaced with the Assistant Director Curtis Director. The Technical Director and Governmental Liaison will start visiting each District with the goal of attending one Board meeting for each 911 entity. Mrs. Smelser has sent them a copy of our Board meeting schedule.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING July 16, 2014 TENA Conference is September 28 through October 1. Mrs. Smelser and Jim Messimer are registered. If there is any other Board members that wish to attend they are asked to notify Mrs. Smelser ASAP. Mrs. Smelser has to provide each bank with a copy of each board member’s driver’s license and their social security number. Once this is completed, the banks will provide new signature cards to be signed by the Board members. Each Board member was asked to provide Mrs. Smelser their social security number and a copy of their driver’s license. ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting August 20, 2014 (This is race week with a race that night) The Board opted to cancel the August meeting. The next meeting will be September 17, 2014.