Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 20, 2015 ITEM 1. Roll Call Absent – David Warren, Todd Muncy, Jim Messimer ITEM 2. Recognize Guests No guests present. ITEM 3. Minutes of Previous Meeting – April 15, 2015 Tim Eads made a motion, seconded by Dwayne Honaker, to approve the minutes from the April 15, 2015 meeting. Motion passed. ITEM 4. Financials A. Receipts & Expenditures The monthly receipts and expenditures were given to each member for review. B. Treasurer’s Report In the absence of the Treasurer, Mrs. Smelser presented the Treasurer’s Report. Copies are attached. Dwayne Honaker made a motion, seconded by Tim Eads, to approve the Treasurer’s Report as presented. Roll call vote: Eads – yes, Elliott – yes, Honaker – yes, Messimer – absent, Muncy – absent, Wade – yes, Warren – absent. Motion passed. ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Daily Operations Mrs. Smelser stated staff had set up and manned the multi-agency command center during the weekend of the NASCAR race. She met with Geocomm and has obtained the pricing and paperwork to begin the upgrade on the required 911 mapping software. Mr. Jones has reviewed and approved the paperwork as the Board attorney. Mrs. Smelser will meet with the representative this week to finalize the implementation schedule. She also met with the auditor to review the requirements for the end of the year auditor. Since the Geocomm project will not be completed by year end, an adjusting entry will be made after July 1 to show the final payment. We are still having issues with the Aurora statistical software that is part of the NG 911 system. As of last week, the vendor is going to write reports to provide us with the statistics we require. They will be onsite tomorrow to present and review those reports with Mrs. Smelser. If the reports are accurate and everything appears to  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 20, 2015 be working, Mrs. Smelser will process the final payment to Century Link for the equipment. The installation was done in July 2014 and we have been waiting to make payment until these problems were fixed. b. Update on Upgrade to New Protocol/Total Response TriTech has notified Mrs. Smelser that the interface should be completed and ready for testing by the end of this month. We hope to be live on the new protocol system by the end of June. c. Personnel The applicants have been tested, interviewed by the panel, and interviewed by Chief Wade. We are doing backgrounds and hope to have the new employees in place by the end of June. d. IPAWS Update Mrs. Smelser had to adjust the paperwork requesting access to the EAS (Emergency Broadcast System) upon recommendation of the Tennessee Coordinator. The final paperwork should be received shortly. e. Update on Next Gen 911 Equipment and Report on Two Outages There have been three outages since the last meeting. The last one occurred last night. The first outage was on April 17th, which was race weekend, and lasted from approximately 10:30 p.m. until 8:30 a.m. The report from the telephone company (Century Link) stated it was a network card that caused the outage. Our backup phone system was able to receive all our calls and no calls went unanswered. On May 11, 2015, at approximately 05:42 a.m., all our 911 consoles shut down. The dispatchers were able to immediately restart and login to the system and no calls were lost. On May 19th, around 3:30 p.m. we received a call that should have routed to Sullivan County. We believed this to be a one-time occurrence but everyone was placed on notice to watch the calls and report any additional issues. At approximately 4:35 p.m., we received two calls that were transferred to us from Sullivan County that should have come to us directly. At that point, Mrs. Smelser had test calls placed and our calls were routing to Sullivan County. It was determined that Kingsport 911 calls were also going to Sullivan County. The State Network Operations Center, Century Link Network Operations, our 911 technician from the telephone company, and the other 911 Districts in our eight District group were notified. Our backup phone system was not able to answer these calls; however, all calls routed to Sullivan County and were successfully transferred to our center. The repair was completed  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 20, 2015 about 10:15 p.m. We are waiting a report on the details of what happened. B. Statistics Mrs. Smelser stated the statistics are not complete but she hopes to have this problem fixed and be able to provide the 2014 stats as well as the 2015 to date stats at the next meeting. ITEM 6. New Business Wallace Elliott stated he attended the Sullivan County Pre-Hospital Committee a couple weeks ago and one of the topics the committee discussed was the possibility of consolidating the three 911 centers (Bristol, Kingsport, and Sullivan County). Mrs. Smelser stated she was aware of the movement to consolidate the centers; however, the consolidation would have no benefit to the City of Bristol at this time. We answer and dispatch all calls for the City and do not dispatch for other agencies. There was a lengthy discussion of the Board on this issue. Chief Wade stated the consolidation would be a disservice to the citizens of Bristol at this time. ITEM 7. Discussion Items ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting June 17, 2015