Pecos Valley Regional Communications Center Board

AGENDA Pecos Valley Regional Communications Center Board of Directors Wednesday December 05, 2018 at 1:30 p.m. ; Chaves County Training room r40410 - SW ELF-o 0 c0111 CALL TO ORDER ROLL CALL APPROVAL OF THE AGENDA APPROVAL OF MINUTES 1. Request approval of minutes from the 11.07.2018 NON ACTION ITEMS 2. Staffing Report 3. Digital Radio Project Update ACTION ITEMS 4. Consider and approve, an Mou with NM DOIT to allow them to put their 700mhz system at the Mesa tower, no higher than 250 ft. 5. Election of new Chair. ANNOUNCEMENTS Next meeting 12-05-2018 at 1:30 p.m. ADJOURNMENT Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 18-55. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and posted: 11.30.2018 Pecos Valley Regional Communications Center Board of Directors Minutes Held in the CCSO Training Room Wednesday, November 07, 2018 at 1:30 p.m. The meeting convened at 1331 hrs. with Britt Snyder presiding, Eric Mann Proxy for Devin Graham, Phil Smith, Mike McClain proxy for Monte Baker and Mike Mathews Proxy for Joe Neeb, Dennis Kintigh and Bill Williams proxy for Stan Riggs being present. Others attending were: Karen Sanders, Alison Herring, Ashley Armijo, Paul Guerra, Jimmy Preston, Janine Best, Jerry Janow and Tracy Laney. A motion to approve the agenda was made by Mike Mathews and seconded by Bill Williams. A voice vote was unanimous and the motion passed. A motion to approve the minutes from 08.01.2018 was made by Mike Mathews and seconded by Bill Williams. A voice vote was unanimous and the motion passed. Non Action Items: Staffing Report- Tracy Laney stated that since our last meeting. We have been busy this month we finished taking applications and testing the Applicants. We interviewed them and selected three for backgrounds. However, our #2 applicant was disqualified. We were successful in promoting our NCIC person Joanna Albarez to a supervisor. Digital Radio Project- Ashley advised that the list she provided shows the current breakdown of the outstanding mobile radios left over and not assigned the NX5700's. The Hagerman project is supposed to break ground next week, they are painting it now. Bill Williams stated that the project has been approved through the county. The Licensing is supposed to be currently being re-done for Capitan and Mesa. Action Items: Consider and approve, MOU with NMDOIT- Item tabled until it can be reviewed and checked by legal. Consider and approve the allocation of Radios, A motion by Mike Mathews to allocate 6 to dispatch and 3 to the EOC, however let's check with the other agencies before we allocate the remaining 23 NX5700's, seconded by Mike McClain, the motion passed. Announcement Next Meeting 01-2-2019 at 1:30 pm. at the Sheriff's Department. Adjournment- At 1407 hrs. the meeting was adjourned by Brit Snyder.  MEMORANDUM OF UNDERSTANDING And COOPERATION AGREEMENT Between Chaves County, New Mexico And State of New Mexico Department of Information Technology This Memorandum of Understanding (MOU) is between Chaves County, New Mexico and the State of New Mexico Department of Information Technology ("DoIT"). I. PURPOSE This MOU is to detail a Cooperation Agreement between Chaves County and DoIT to cooperate and share telecommunications infrastructure namely, network transmission tower space. The New Mexico Department of Information Technology proposes to install a 700 MHz Public Safety Trunked Radio Site at the Chaves County, NM transmission tower called 'Rest Stop' near Roswell, NM. This will enable the State and its Public Safety Partners to realize radio system coverage along the US-285 Corridor in the area of the Rest Stop Site. In exchange for allowing DoIT to install this station, DoIT will provide compensation for the site and utilities (nature of agreement TBD). Under this MOU, each party is exclusively responsible for the content of its own network traffic. Therefore, neither the DoIT nor Chaves County shall define or control the content of traffic carried on the network by the other party. This project includes but is not limited to physical installation of equipment at the Chaves County Rest Stop Site site. 11. SCOPE OF AGREEMENT Chaves County Rest Stop Site 33°57'14.01"N, 104°38'21.78"W I. DoIT agrees to: a. Pay a fee to compensate Chaves County for use of the site or for electrical utilities at the site (exact arrangement to be determined) b. Install, ground and maintain all equipment per R56 standards and best practices. II. Chaves County, NM agrees to: a. Provide space inside the shelter at the Chaves County Rest Stop Site for one standard 19" equipment cabinet.. b. Permit the DoIT to install two communications antennas (Decibal Products DS7C06P36U-D) on the tower (antenna CL HAGL to be determined). C. Permit the Dorf to install a Tower Top Amplifier box on the tower (HAGL to be determined) 1  d. Permit the Dorf to install (2) 7/8" hardline coax runs from shelter to antenna and (1) 1/2" hardline coax run from shelter to Tower Top Amplifier e. Permit the DoIT to install a 3' microwave dish on the tower (HAGL to be determined) f. Provide DoIT access to the site to perform routine and reactive maintenance, 24 x 7 site access. g. Permit the DoIT to install or connect to 4 vacant 120v 15 Amp electrical circuits. III. OWNERSHIP The DoIT shall maintain ownership of all equipment which they provide for this agreement. This includes but is not limited to: Antenna and microwave system equipment, 700 MHz trunked radio site equipment, any required power system or backup power equipment. IV. TERM This MOU shall become effective on [Month, day, year] and shall remain in effect until the [Month, day, year], a period of five (5) years, at which point it shall automatically renew in one year increments. After the initial five years, termination requires a 180 day written notice from either party. V. AMENDMENT Any amendment to this MOU must be in writing and signed by all parties. Each party must provide at least fifteen (15) business days (excluding holidays) notice of any amendments requested to the MOU. VI. SUBCONTRACTING The parties may subcontract any portion of the services to be performed under this MOU with prior approval of all parties. Each Party will notify the other of any subcontract, outline the scope of work and identify the subcontractor by name. VII. PROJECT COSTS UNDER THIS AGREEMENT 1. The DoIT will assume costs of all construction activities required at the Chaves County Rest Stop Site as they relate to the installation of the DoIT equipment. 2. DoIT will assume any costs related to connecting the existing DoIT network to the Chaves County Rest Stop site. 2 VIII. CONTACTS. State of New Mexico Department of Information Technology: Mike Rohrbacher Deputy Director, Public Safety Communications 505-476-3158 Michael.rohrbachera,state.nm.us IX. APPROPRIATIONS This MOU is neither a fiscal nor a funds obligation document. Nothing in this MOU shall obligate either of the Parties to expend funds or to enter into any future contract, supplemental agreement or obligation with the other, or with any other person. The terms of this MOU are contingent on sufficient appropriations and authorization being made by the New Mexico Legislature for any performance under this MOU. If sufficient appropriations and authorization are not made by the Legislature, this MOU shall terminate upon 180 day written notice provided by the either party to the other party. Each party's decision as to whether sufficient appropriations are available shall be accepted by the other and shall be final. X. FORCE AND EFFECT The Parties intend to conduct the aforementioned activities in this MOD in accordance with existing law. If any provisions of this MOD are determined to be inconsistent with existing laws, regulations or directives governing the signatories, then only those provisions of this MOD not affected by a finding of inconsistency shall remain in full force and effect. XI. ENTIRE AGREEMENT This MOU supersedes all prior understandings and agreements, whether oral or written, between the Parties regarding the subject matter of this MOD. To be effective, an amendment, waiver or termination of this MOU must be in a document signed by an authorized representative of a party. XIII. LIABILITY The Parties are governmental entities subject to the provisions of the Tort Claims Act. Neither party shall be responsible for liability incurred as a result of the other party's acts or omissions in connection with this Agreement. Each party shall be solely responsible for fiscal or other sanctions, penalties or fines occasioned as a result of its own violation or alleged violation of requirements applicable to performance of this Agreement. Each party shall be liable for its acts or failure to act in accordance with this Agreement, subject to the immunities of the Tort Claims Act. XIV. APPLICABLE LAW. The laws of the State of New Mexico shall govern this MOU. WHEREFORE, the parties hereby execute this MOU through their duly authorized officials, effective as of the date of last signature. 3 Chaves County, NM: DEPARTMENT OF INFORMATION TECHNOLOGY County Manager Estevan Lujan, Acting Cabinet Secretary DATE: DATE: ATTEST: [INSERT CONTACT] APPROVED AS TO FORM: [INSERT CONTACT] 4