Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING July 15, 2015 ITEM 1. Roll Call Todd Muncy absent. All others present. Also, A.D. Jones, Shaun Antonino, Daniel Graham, and Virginia Smelser were present. ITEM 2. Recognize Guests There were no guests present. ITEM 3. Minutes of Previous Meeting – June 17, 2015 Wallace Elliott made a motion, seconded by Tim Eads, to approve the minutes from the June 17, 2015 meeting. All voted in favor. ITEM 4. Financials A. Receipts & Expenditures All receipts and expenditure requisition were given to each Board member for their review. B. Treasurer’s Report David Warren reviewed the balance sheet, monthly financial, and monthly budget reports. Tim Eads made a motion, seconded by Jim Messimer, to approve the Treasurer’s report 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 1. New Chart of Accounts required by the Comptroller are being put into place. The new chart of accounts has been distributed to all the Tennessee 911 Districts. The new chart must be in operation for the 2015-2016 fiscal year. Mrs. Smelser is working on transitioning our accounts. She will be working with David Warren on this project. There were also some new criteria as to how the Comptroller wants the audit reports formatted. This information has been forwarded to Brown, Edwards and Company.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING July 15, 2015 2. The audit contract has been completed and approved by the State. Brown, Edwards and Company are set to start the audit at the end of July or first of August. 3. The Geocomm project is moving forward. The new servers are here and being configured by City IT. There is a conference call on Friday between City IT and Geocomm to begin installation of the software. 4. The radio system is on target for an October cutover. The Holston Mountain site is scheduled to be completed by the end of July. Engineers are on site today working on the microwave path. Sgt. Antonino and Mrs. Smelser will be attending Motorola console training next week in Kingsport. b. Update on Upgrade to New Protocol/Total Response Mrs. Smelser was notified yesterday that the interface between Powerphone and Tri Tech has been completed and forwarded to Powerphone. Powerphone is going to install the interface on our system next week and begin testing. The last portion of this project is dependent on City IT. They are going to be installing the last three new computers in the Comm Center. We cannot move forward with the Powerphone project until that is completed. c. Personnel We have hired one. Jonna Sutherland started last week. Jessica Donihe starts July 20th. There will be one additional opening to be filled. If Phil Kiersnowski transfers to Police in October, we will have another opening. New applicant orientation is scheduled for July 28th. d. IPAWS Update Finally, all the certification is done. The digital certificates are in place. The software is configured and installed. We will receive training on the software within the next two weeks. The system should be fully functional by the August NASCAR event. e. Update on Next Gen 911 Equipment 1. Vesta upgrade Originally, we were told that once we went live on the Patriot system we would be upgraded to Vesta when it became available at about $500-600 per District. They have now determined they can’t do the Vesta upgrade for  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING July 15, 2015 that cost and will provide an estimate of the costs at a future date. The Vesta upgrade will require all Districts to update or no one can update. The State is heavily involved in these discussions as this is part of the State project to bring all Tennessee Districts online with next gen 911 and the State network. 2. Redundancy study After our Board met in June, the regional 911 centers met in Washington County with Century Link and Airbus to discuss the equipment and the issues encountered. Century Link advised that when the system was originally installed, there was no redundancy in the ring that connected all the PSAPs. The ring only went one direction and if one of the links failed, the system would go down. They now want to add some new technology to increase our redundancy. Century Link is working with Airbus on a study to determine what is needed and the cost associated with any changes. 3. Aurora update Nothing has changed since the last meeting. Airbus advises they have their engineers working on the problems. B. Statistics Mrs. Smelser reviewed the monthly statistics for June. ITEM 6. New Business A. Election of 2015-2016 Officers Current Officers: Chair Blaine Wade Vice Chair Tim Eads Secretary Dwayne Honaker Treasurer David Warren Jim Messimer made a motion to reelect the current officers by acclamation. Motion was seconded by Wallace Elliott. Roll call: Eads – yes, Elliott – yes, Honaker – yes, Messimer – yes, Muncy – absent, Wade – yes, Warren – yes. Motion passed. ITEM 7. Discussion Items The Treasurer stated he had checked with each of our banks to ensure the funds were listed as public funds. He spoke with Sandra Curley at Citizens Bank, Marjorie Tester at First Tennessee, and Pat Campbell at Capital Bank.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING July 15, 2015 Mrs. Smelser discussed the interest deposits on the accounts. First Tennessee Bank is only paying $4.29 interest on over $100,000. The Citizens checking account is paying about $60 a month on the estimated $400,000 in the account. We currently have three savings account. Savings accounts are more liquid than CD’s. Mrs. Smelser recommended we retain the Citizens Savings account as it draws the highest amount of interest. This would give us a backup funding source without having to draw from a CD and face a penalty. David Warren and A.D. Jones volunteered to check with the banks as to available interest rates with the possibility of moving the funds at First Tennessee and Capital Banks. At the next meeting, the Board will discuss the possibility of moving some funds to bank accounts with higher interest rates. Mrs. Smelser will add the expiration dates of the CDs to the monthly financial report. Wallace Elliott suggested we stagger the CD expiration dates so they renew in different months. ITEM 8. Other Matters Several Board members are not receiving emails. Mrs. Smelser will work with City IT to resolve the issue. ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting September 16, 2015 The Board will not meet in August due to the NASCAR events.