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HomeMy WebLinkAboutApril 12 E911 MinutesEAST CENTRAL REGIONAL COMMUNICATIONS COUNCIL E911 MEETING Thursday, April 12, 2018; 8:30 a.m. Brookings City & County Government Center, 520 3rd Street Room 241 Board members present: Lee Ann Pierce (County Commission), Patty Bacon (City Council) and Mike Bartley (County Commission) Others present: Dave Erickson (BPD), JoLynn Longville (Communications), Marty Stanwick (SO), Darrell Hartmann (Fire Dept.), Bob Hill (County Emergency Management/Zoning) and Stacy Steffensen (Commission Dept. Director) Members Absent: Jeff Weldon (City Manager) Call to order: Meeting was called to order by Pierce. Bartley / Bacon moved to approve the minutes of the October 2017 & January 2018 meetings. All present voted aye. Motion approved. Bills: Erickson reviewed non-recurring bills from October 2017 through December 2017. Bacon / Bartley moved to approve non-recurring bills. All present voted aye. Motion approved. Erickson reviewed non-recurring bills from January 2018 through April 2018. Bartley / Bacon moved to approve non-recurring bills. All present voted aye. Motion approved. Bartley made the suggestion to email out the non-recurring bills before the next meeting, and only review the items there are questions on. beforehand and if we have a question we can ask rather going through them item by item. Quarterly Numbers: Longville provided an overview on the quarterly numbers. Old Business: Review and discussion on Protocol for Pipeline Emergencies: A handout was provided in the packet on the protocol for dispatch on gas emergencies. Additional discussion on radio channel in support of Next Generation: Erickson discussed establishing first and second back-up PSAP sites in case of emergencies that would cause the Brookings PSAP to go down. He said Watertown is the first back-up and Huron is the second. Estelline and Toronto Fire Districts are in Brookings County and are currently getting dispatched through Watertown. When a call comes in to Brookings, the dispatcher has to call/transfer the call up to Watertown so they can be dispatch out. With Watertown being our back up, there needs to be radio communication we need to be able to communicate on the radio if the phones were to go down. The proposal is to purchase another radio and channel for the dispatch station for communication with Watertown. Erickson said the The quote received from Sioux Falls Two-Way is in the amount of $4,780.51. Erickson suggested using reserve funding for the purchase this year, as it was not budgeted for. Bartley/Bacon move to approve purchasing the new radio this year with reserve funds. All present voted aye. Motion approved. Review of the E911 Joint Powers Agreement: Pierce reviewed the Agreement and stated the Agreement needs some updating, and suggested putting the Joint Powers Agreement it on the agenda every January for an annual review. Pierce had a question on page 2 under the location and facilities and equipment. Are the radio towers located in the county owned by Brookings County of E911? Asked if all the radio towers out in the county are owned by the county or E911? Hill said the towers are privately owned. The repeaters are owned by both the city and county. Pierce asked if any belong to E911 because if they do we need to put an exception under Section V stating everything the E911 council owns is located in the City of Brookings. Section VI. The county has not followed #2. The vice-chair becomes the chair the following year. We have our vice chair be on this board so they can chair the board the following year. Pierce would recommend a change stating the member of the Brookings County board is the vice chair, as opposed to the designated liaison to the Brookings County Sheriff’s Office. There should be written notice to the designated alternates that there has to be written notice given. Steffensen stated the Assistant City Manager is the City Manager’s designated alternate. Steffensen will work on rewording the document and will bring changes to the next meeting. Section VIII. Operations under Section C. Steffensen stated the county has 4 items on their fixed asset list which fall under the E911 budget, but are held by the county. Both entities should have a fixed asset list. Hartman suggested having one list with all the E911 items with comments if they are in the city or county’s position. Pierce agreed. Steffensen will work with Erickson and Hill on putting an inventory list together and will update the committee at the next meeting. Pierce suggested putting the inventory list should also go on the January agenda for an annual review. Section XII. General Condition’s item C. Steffensen provided the city with insurance and collected the cities from HR. Steffensen will work on the language of the Joint Powers Agreement and will present to the board at the next meeting. New Business: Review and discussion on tow contract: Erickson discussed his concerns about handling tow calls. The general idea behind this if a vehicle is towed by law enforcement is to have everything constant. Longville mentioned a complaint she received was a citizen went to pick up their vehicle , which they couldn’t access their vehicles for a significant amount of time due to being blocked in.as so many vehicles were in the storage area blocking them in. She suggested this be somewhere in the contract. Bartley asked if there are more towing companies which want to participate and have the necessary equipment and storage. Are they eligible to be on the rotation or is it limited to three? are we going to limit to only the 3. The wording on the agreement states The Center reserves the right, at its own discretion, to limit the number of Removal Agencies on the rotation call list. Steffensen stated if a company comes in and wants to be added to the rotation the Center can decide. Bacon/Bartley made a motion to move forward to negotiate with the tow companies. Bartley asked if the fee schedule was brought up to the different tow companies. Erickson said he was going to have a meeting with all three tow companies about a reasonable fee schedule. Pierce is concerned with sitting down with three different entities and telling them what they should charge she believes its price fixing. Erickson will call the 3 different tow companies to find out what they are each currently charging then can discuss setting a fee. Pierce suggested talking with the City Attorney. Discussion on the increase with the State Teletype Service: Erickson stated each computer has to have an ORI number to access NCIC. There are currently 25 numbers combining the city and the county; of which added 2 additional tablets in 2018. The current cost is $515/month for 25 ORI numbers. The cost will be increasing to $900/month with unlimited ORI numbers. Bartley/Bacon made a motion to approve the increase. All present voted aye. Motion approved. Discussion on the Senate Bills 98 and 99: Longville reviewed the Senate bills SB98 ending result which fixed errors in last years’ bill, and maintains the surcharge and the distribution of the funds exactly the same as it is today. $1.25 will stay into the future. SB99 purpose was to give the Dept. of Revenue the ability to share line count data by teleco with the PSAPs and or counties to better monitor their surcharge revenue. Today you can only see the total line count for Brookings County. This change allows one to ask DOR for the line count, But with this change, you can now ask DOR for that same line count, but it would and to break it down and show the lines by each teleco serving your county. This allows easier access to compare data from month to month and see if it appears there was an error in the teleco payment of the surcharge. Discussion on additional Bullberry Mapping & Powerphone: Erickson stated they budgeted for 2 stations for powerphone. However, this has gone from a desk top flip chart to being online. There are 3 stations and are requesting an amendment to add the 3rd station. The additional cost would be $800. Bartley/Bacon made a motion to approve the increase. All present voted aye. Motion approved Longville stated she would like to have currently she does not have the Bullberry Mapping on her office computer she would like it so she can audit calls. This would also allow her desk to serve as correctly and will also be used for a back-up station when there is maintenance being done on the other stations. The additional cost would be $3,700. Pierce suggested looking it in the 2019 budget. Pictometry: Jim Sampson reviewed went over the 2 proposals for Pictometry. There are currently 4 entities sharing in the cost; BMU, Brookings City, Brookings County, and E911. The contract is up and has to be renewed for renewal. The cost per entities for the first proposal would be $7,148 and $9,517 for the second proposal. All 4 entities have to sign on for those prices or they could change. The differences are because of the imagery and higher resolution. The contract is good for 3 years with 2 flyovers. Bacon is recommending the higher resolution in the amount of $9,517 subject to the other 3 entities. 5 Year Capital Items: Erickson reviewed the items listed on the 5 year capital plan. There was a question about purchasing all 7 digital radios at one time or spreading them out over the years. The advantage about waiting until 2022 is they would all then be the up-to-date models. Bartley agreed. Erickson suggested planning ahead setting aside $10,000 each year into the reserve fund, starting in 2019, for the purchase of the radios. Pierce stated we need to replace some of the money we spent today. Steffensen mentioned the current there was a policy in place stating we have to maintain a $30,000 balance in the reserve. Erickson stated the money is there in case a big piece of equipment that goes down that needs to be replaced.  Pictometry will be subject to the other 3 entities.  Bullberry Mappping will be put on the 2019 Budget in the amount of $3,700.  Furniture is $0 for this year and $3,000 in 2020 and 2022.  Digital Radios: 2022 $32,900. Today we spent $5,165 is what we approved to spend out of the reserve fund. The radio is a capital item $4789 $385 $800 comes out of the reserve fund Pierce would like to see the reserve fund policy. Steffensen will find the policy on the reserve fund. 2019 Budget: To be discussed Will talk about at the May meeting Member reports:  Hartman stated radios are still being had in White. Longville conducted some tests and is wondering if it’s their base radio has a problem. Hartman stated their chief admits most of his people don’t carry their radios.  Next meeting: Thursday, May 17, 2018 at 8:30 AM.  Regular quarterly meetings are held in January, April, July, and October on the third Thursday of the month. Budget discussion is held in May. Adjourn Submitted by Chris Larson