Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING January 21, 2015 ITEM 1. Roll Call Todd Muncy was absent. Attorney A.D. Jones, Sgt. Antonino, and Virginia Smelser were present ITEM 2. Recognize Guests ITEM 3. Minutes of Previous Meeting – November 19, 2014 Dwayne Honaker made a motion to approve the minutes from the November 19, 2014 meeting. Second given by Tim Eads. All voted in favor. ITEM 4. Financials A. Receipts & Expenditures The receipts and expenditures were passed to each Board member for their review and for two signatures. Mrs. Smelser explained one of the bills was to the Business Card Services for $150 in airline fees for luggage and changing the return flight. She explained this was charged during the radio trip to Chicago, paid for the City. The City reimbursed the District for these fees and the check has been deposited in the 911 checking account. Blaine Wade asked to change this travel form to a regular requisition form. B. Treasurer’s Report Copies of the final audit report were provided to the Board members. Also, Mrs. Smelser stated a copy had been sent to the State Comptroller’s office and the TECB. She will deliver a copy to the city Finance Director this afternoon. Mrs. Smelser provided the Board a copy of the updated October balance sheet as requested. David Warren reviewed the monthly financial reports to the Board members. A copy of each report was provided to each member. Mrs. Smelser pointed out a refund that had been received for an overcharge of $72.54 at a hotel during recent travel. This has been received and deposited. Tim Eads made a motion, seconded by Jim Messimer, to approve the Treasurer’s Financial 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  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING January 21, 2015 The new law on the 911 funding came into effect on January 1, 2015. This month and next month we will still receive some direct surcharge revenue from the vendors for the months of November and December. Our first check from the State ECB should be received in February. The State ECB sent out some sample press releases concerning this matter that could be used by the local Districts. The new formula charges $1.16 per phone line whether cellular or any wireline. Our previous charges were sixty-five cents for residential wirelines and two dollars per line for business wirelines up to 100 lines. Since the State ECB has distributed information directly to the media, the Board did not want to pursue any additional press coverage at this time. We have had plaques made for Dr. Frank Blanton and for Michael Callahan. Dr. Blanton has had some significant health issues for several months. Mrs. Smelser has spoken to Dr. Blanton and Mr. Callahan and they are going to try and attend the February meeting for presentation of their plaques. The radio system is moving forward. The staging was completed in December in Schaumberg, Illinois. All the infrastructure equipment and the subscriber units have been received. The Radio Technical Committee is continuing work on designing the fleetmap and subscriber unit programming templates. The system could possibly go live in September 2015. Mrs. Smelser is working on the Inter-Local formula. Due to the problems with the Aurora next generation 911 statistical software, she has been unable to obtain the specific stats needed for the formula. The Board advised her to use the 2013 stats and once the 2014 stats become available, the numbers could be reviewed again. She plans to have the draft of the 2016 911 budget ready for review and first reading at the February meeting. b. Update on Upgrade to New Protocol/Total Response All personnel are working on and have almost completed the Powerphone EMD, Law Enforcement, and Fire training courses. Mrs. Smelser has been reviewing the Powerphone protocols and comparing them with existing policies and procedures. IT is working with Powerphone to install the software on the servers to enable updating and testing. Tri Tech is working on, but has not finished, the interface between Total Response and CAD. c. Personnel  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING January 21, 2015 We are at full staff currently. We still have the last two new hires in training. One should be released by the end of February and the other by the end of March. Sutton Anderson has advised that she has taken a position with an airline and will be leaving the middle of February. The City Human Resource Department is working with us to set up an annual test for dispatchers similar to the annual testing for police officers and firefighters. Our first test is scheduled for March 14th. At that time, we will do the Stanard test, a spelling test, and complete the orientation process. d. IPAWS Update All of our paperwork has been completed. We are waiting on response from the State of Tennessee IPAWS coordinator to complete the process. We started working with the State coordinator in July 2014 but have had little to no assistance from him. He has not been responding to Mrs. Smelser’s attempts to contact him. e. Update on Next Gen 911 Equipment There have been two outages on the 911 equipment since November. Both outages lasted less than a minute. All the 911 positions logged out and the dispatchers were able to immediately log back in. No 911 calls have been missed. Century Link advised this was due to a bad card in the switch and has been replaced. Century Link has billed us several times for maintenance and trouble shooting on the new equipment. These services are covered under our maintenance agreement. Mrs. Smelser has forwarded copies of the bills to our representative (Mark Hill) and he is working on crediting our accounts. The main outstanding issue is the Aurora statistical software. Century Link and Airbus are working on the issues but we are not seeing much progress. Mrs. Smelser notified the TECB Technical Director last week and is he trying to assist in the resolution of this issue. The data for the past year is corrupt and unusable. B. Statistics The problem with the Aurora statistical software is still being investigated. Mrs. Smelser presented the available statistics. ITEM 6. New Business In the current budget, the Board allocated funding to upgrade the Pictometry system and the Geocomm mapping software. The Geocomm is the 911 mapping software. The  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING January 21, 2015 TECB requires each District to have 911 mapping software that meets their requirements. Mrs. Smelser asked the Board if they wanted her to pursue these purchases. After discussion, the Board suggested she proceed with the pricing and investigation of the Geocomm upgrade but postpone the Pictometry upgrade until next year. ITEM 7. Discussion Items ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting February 18, 2015