Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 17, 2017 ITEM 1. Roll Call Absent: Wallace Elliott, Dwayne Honaker, Todd Muncy ITEM 2. Recognize Guests ITEM 3. Minutes of Previous Meeting – March 15, 2017 Tim Eads made a motion, seconded by Jim Messimer, to approve the minutes from March 15, 2017. All voted in favor, motion passed. ITEM 4. Financials A. Receipts & Expenditures All receipts for expenditures were passed to each Board Member for their review and the appropriate signatures. B. Treasurer’s Report Treasurer David Warren reviewed the balance sheet, monthly budget report and the monthly financial report. The only item of note was the final payment to CenturyLink for the 911 equipment. The amount was $148,134.15. We did receive a credit for the Aurora software. Jim Messimer made a motion, seconded by Tim Eads, to approve the financial reports as presented. Roll call vote: Eads – yes, Elliott - absent, Honaker – absent, 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 The backup PSAP is now updated and fully operational again. Tomorrow we will be doing an evacuation drill of the main PSAP to test the procedures and equipment. We will have two dispatchers stationed at the backup location to receive and process calls during this time. Overall, operations are going well. There have been some ongoing logging recorder issues but these will be discussed during the presentation of the recorder bids. b. Personnel The newest applicant for dispatch did not pass the background check. We are in the process of posting the position and preparing  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 17, 2017 to retest. We currently have one opening. Ms. Blackson began her training on 05/01/2017. 2. TECB Updates a. Approved thirty-two million dollar hosted 911 controller project. This will be a state-wide, voluntary project. The state will provide 911 controllers at no cost to be shared with the Districts. b. Installing real time statistic monitoring for statewide 911 statistics. The state is in the process of purchasing and installing statistical software that will be available to all Districts on the NETN network. We hope to be on the network by end of the year. c. $5,000,000 in surplus being divided among the Districts. Each District will receive $50,000 within the next two months as a one- time disbursement. B. Statistics Mrs. Smelser reviewed the monthly statistics. ITEM 6. New Business A. Review Bids for New Logging Recorder Four bids were received that include 5 years of maintenance. Replay Systems – Higher Ground $100,675 DSS Corporation – Equature $96,503 Sound Communications – Verint $75,739 Blue Ridge Voice & Data – Revcord $55,830 Mrs. Smelser reviewed a summary of each of the four bids with the Board. There was discussion on the problems we have had with our current Verint recorder that was purchased through Blue Ridge Voice & Data five years ago. Mrs. Smelser presented a letter from Greg Cross with City IT, who has worked on this project with Mrs. Smelser. In the letter, Mr. Cross provides his reasoning and recommends the Equature product. After discussion, Tim Eads made a motion, seconded by Jim Messimer, to award the bid to DSS Corporation for the Equature recorder and additional option for a total cost of $96,503. Roll call vote: Eads – yes, Elliott - absent, Honaker – absent, Messimer – yes, Muncy – absent, Wade – yes, Warren – yes. Motion passed. B. Make Budget Amendment for 1308 – Equipment Capital 1. Budgeted $61,000. ($11,000 Pictometry, $50,000 recorder)  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING May 17, 2017 a. $ 10,209.66 Pictometry (second payment) b. $ 2,088.00 Two computers for back up PSAP c. $ 2,576.50 Split air unit for 911 equipment room d. $148,134.15 Final payment to Century Link e. $96,503 Bid Award for logging recorder Jim Messimer made a motion, seconded by Tim Eads, to adjust the 1308 capital line item. The line item will be raised from $61,000 to$259,513, which is a $198,513 increase. . Roll call vote: Eads – yes, Elliott - absent, Honaker – absent, Messimer – yes, Muncy – absent, Wade – yes, Warren – yes. Motion passed. ITEM 7. Discussion Items ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting June 21, 2017