Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING October 15, 2014 ITEM 1. Roll Call Wallace Elliott absent. ITEM 2. Recognize Guests Daniel Graham present. ITEM 3. Minutes of Previous Meeting – September 17, 2014 Todd Muncy made a motion, seconded by Tim Eads, to approve the minutes from the September 17, 2014 meeting. All voted in favor. ITEM 4. Financials A. Receipts & Expenditures All receipts for expenditures were given to each Board member for their review. B. Treasurer’s Report David Warren presented the financial reports. Tim Eads made a motion, seconded by Todd Muncy, to approve the Treasurer’s Report. Roll call vote: Eads – yes, Elliott – absent, Honaker – yes, Messimer – yes, Muncy – yes, Wade – yes, Warren – yes. Motion passed. Mr. Warren reviewed end of the year adjusting entries that were done for the audit. He stated these are standard entries to adjust accounts receivable, accounts payable, depreciation expense, and correcting interest income. Approval of these entries is not required but Mrs. Smelser stated it is good record keeping and ensures the Board is aware of all financial transactions. David Warren made a motion to approve the adjusting entries as presented. Motion seconded by Jim Messimer. Roll call vote: Eads – yes, Elliott – absent, Honaker – yes, Messimer – yes, Muncy – yes, Wade – yes, Warren – yes. Motion passed. The final audit report will be presented at the November Board meeting. ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Daily Operations Overall the 911 equipment seems to be functioning well. The four new TV’s have been purchased and installed in the Comm Center. One of the TVs will replace the old time lapse recorder and camera monitor. The second TV is for the news channels. The third is for the CAD monitor and the fourth is for the weather radar display. This creates one wall with four TVs of the same type and size.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING October 15, 2014 The backup PSAP is progressing steadily. IT is working this week to finish the wiring. The furniture and equipment has been installed. The telephone company is finishing the programming of the portable 911 consoles. b. Update on Upgrade to New Protocol/Total Response We will begin building the new protocols and installing the system in the next month. c. Personnel We are down two dispatchers. The Police Department is finishing the background on one and she should start in the next few weeks. The other applicant’s background is still in the process. d. IPAWS Update We are waiting on the EMA Director in Sullivan County to send approval to the State IPAWS liaison naming us as the point of contact. e. Update on UPS Replacement The equipment will be delivered on Friday and stored in the upstairs hallway until installation. The last Sunday in October at 6 a.m. Hutton Electric will install the cutover switch. We are expecting to be down at the main PSAP for a couple hours during which time we will operate at the backup PSAP. Then on November 2 starting at 3 a.m., the old unit will be disassembled and moved out of the center and the new unit will be installed. The backup PSAP will be functional during the install. f. Update on Next Gen 911 Equipment Unicoi County has delayed their cutover by a couple of weeks and this resulted in a delay of our Aurora Statistics Training Course. We are now scheduled for this training on November 4th. There have been a few volume issues on the equipment but those have been resolved. B. Statistics The full statistics are not available until the Aurora training is completed. Virginia Smelser reviewed the available statistics. C. Search for New Board Attorney Chief Wade and Mrs. Smelser have spoken to A.D. Jones about the possibility of his taking on this position. Mrs. Smelser provided him a copy of our Inter-Local Agreement with the City of Bristol, our by-laws, state regulations, and the  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING October 15, 2014 minutes from the last several meetings. He will review the information and will provide us a quote. Chief Wade stated that once he provides a quote, we will consult with Jack Hyder and get his opinion on the cost. At that time, we will bring it to the Board for consideration. Under the State regulations, the Board is not required to bid this service. ITEM 6. New Business The City Board Reception is scheduled for October 28th at 5:30 in the Foundation Center upstairs of 620 State Street. ITEM 7. Discussion Items During the week prior to the TENA Conference, Washington County 911 was interviewed by the press regarding dispatch delays. There was a medical call and a fire call wherein the dispatch time was over two minutes. The press was very negative. When Mrs. Smelser returned from the Conference, the City had received a request from Nate Morabito at WJHL wanting our dispatch times. He asked for it to be broken down by EMS, Fire and Police. Our statistics are not broken down in that manner. We report our statistics based on emergency response or non-emergency response. This information was provided. Our times for emergencies, with the exception of one month, all average less than one minute. One month we had a received to dispatch time of one minute and fifteen seconds. Last week Sullivan County provided their statistics to Mr. Morabito and their average dispatch time is one minute and forty eight seconds. Our center is consistently meeting the National Standard of less than one minute from receipt to dispatch on emergency calls. Mrs. Smelser reminded the Board that they are welcome at any time to tour the Center or come and observe operations. ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting November 19, 2014