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June 23, 2011 Board Meeting DEPARTMENT OF EMERGENCY MANAGEMENT AND 911 COMMUNICATIONS 230 Government Center Drive, Suite 115 Wilmington, North Carolina 28403 Telephone (910) 798-6920 Fax (910) 798-6925 wlee@nhcgov.com Warren Lee Director Memorandum To: Public Safety Communications Center Policy Board Members From: Warren Lee, Director Subject: June 23, 2011 Board Summary Date: July 5, 2011 A Public Safety Communications Center Policy Board meeting was held on Thursday, June 23, 2011 at 10:00 AM in the Emergency Operation Center, 220 Government Center Drive, Wilmington, North Carolina. MEMBERS PRESENT: MEMBERS ABSENT: Mike Core Frank Blackley Sterling Powell Harold Heglar Warren Lee Kurt Bartley Donnie Hall Dennis Cooper Andre’ Mallette Jerry Brewer Donny Williams Cynthia Deacon Sharon Braxton Rick O’Donnell Leslie Stanfield Jon Rorie William Younginer Genie Boswell Guests Debora Cottle, Emerg. Management/9-1-1 Mike Arkinson, NHC IT Matt Davis, NHC Fire Jason Adams, Wireless Andrew Curd, Motorola Carrie LaBasco, Motorola Chairman Blackley was in Greensboro; Vice Chairman Michael Core presided. Vice Chairman Core called the meeting to order at 10:05 a.m. Vice Chairman Core asked if everyone had signed in. Vice Chairman Core asked if everyone had a chance to review the minutes from April 29, 2011 and if there were any questions, comments, changes or corrections. There were none. Vice Chairman Core asked if there was a motion to approve. Warren Lee made a motion and Sterling Powell seconded. All in favor; none opposed. Motion passed. OLD BUSINESS: School Coverage Vice Chairman Core asked Jason Adams to update everyone on the school coverage issue as Jerry Brewer was not in attendance. Jason stated that the plans have been submitted and are waiting on quotes. City and County Fire AVL Vice Chairman Core asked if anyone had updates on the AVL. Sharon Braxton stated that the City AVL had been reviewed by OSSI and there were some changes made in the settings. They seem to be doing really well. If anyone is having issues with the AVL, Sharon has a one page instruction sheet for the items they had to implement and if you need them she will be glad to share them. Mike Arkinson asked if Sharon could send him a copy. Sharon stated she would. Donnie Hall stated that County Fire is not making any progress at this point. NEW BUSINESS Management Review Committee Vice Chairman Core stated that Chairman Blackley sent out requests for this committee as far as proposals for membership. Leslie stated the purpose of this committee is to allow multiple eyes to review any requests for changes since even simple changes can sometimes affect several agencies. This is not to hold up any changes, but to make sure it was understood what the changes would do and who they would affect. There also needs to be a cleanup of the database. Mike Arkinson stated he has been working with OSSI tracing the system to ensure that any extraneous items and null records are removed and the entire system is working properly and effectively. Vice Chairman Core stated that Chairman Blackley understood that the small items like apparatus numbers would be handled by staff, but the bigger items would be sent to the committee before being changed. Leslie stated the items requiring multi-jurisdictional changes are what the committee will be reviewing if it changes a process or procedure. Any change will go through testing before it is changed on live CAD to ensure that we get the results expected and everyone will be informed of the changes. Donnie Hall asked if the group will develop their own guidelines. Jonathan Rorie stated it was in the email from Chairman Blackley that there would be a policy process. Leslie stated there were several tools available for meetings; conference calls, WebEx or even holding meetings. Vice Chairman Core asked if everyone agreed with the proposal and if so to please email Chairman Blackley the name of their department’s representative. Leslie stated they have contracted with OSSI for retraining for IT and 9-1-1 Center staff to keep the system clean and have it set up properly. Vice Chairman Core asked Leslie if there was going to be a dedicated IT person and she stated there is a new IT person starting July 12, 2011. Helen Nelson will be secondary so that there are two people for support. Andre’ Mallette stated it was required in the By-Laws to have a vote to create the Management Review Committee and to have approval by the voting members. Vice Chairman Core asked if there was a motion to form the Management Review Committee. Donnie Hall made a motion. Sterling Powell seconded. All in favor; none opposed. Motion passed. Donnie Hall stated that County Fire is making some changes in dispatching protocols. He said they will be hosting the North Carolina Department of Insurance in October to rate the entire county and he expects there will be some changes that will require assistance from IT and the 9-1-1 Center senior staff. OTHER ITEMS AND REPORTS Communications Policy As of now, there is nothing new to report. 9-1-1 Center Vice Chairman Core asked Warren Lee to update everyone on the 911 Center. Warren stated they have just hired 16 new people who are in training right now; several have been moved to the floor already. Warren stated the 911 Center hasn’t been fully staffed since the two departments merged, but hopefully they would be soon. Acceptance testing is being conducted today for the 20 new Motorola MCC 7500 consoles. The four existing MCC 7500 consoles received software updates. Five new Positron/AT&T VIPER consoles were recently added in the 911 Center and software updated to version 3.0 on the 16 existing consoles. Work is currently underway to resolve an echo on the VIPER phone system. The 911 Center is being reconfigured to take advantage of the five new console positions and to accommodate present and future growth. This will allow us to add call takers in each “pod” and to better train new employees. CAD seems to be working well. No major problems so far. Warren asked if anyone had any questions. No one had any at this time. IT Vice Chairman Core asked Leslie if she could update everyone on IT issues. Leslie said there were going to be new CGIS requirements for Law Enforcement personnel who access DCI. By January 2013, all laptops that access CGIS data must include advanced authentication and disc encryption. The county is working on this from their end; there are still some questions they need answered. There are also security requirements for those who touch machines that have DCI access. All IT staff have been fingerprinted, as well as a background check and a confidentiality agreement signed for every agency for whom they work on laptops or MDTs. All vendors who service equipment in the 911 Center are required to meet the new CGIS security policy. Sharon Braxton stated that they had asked the SBI about how the CGIS policy pertains to vendors and staff. She said she requested and received an email stating they are required to go through Part 1 of the DCI training, which is a 15 minute video. Warren and Leslie asked for a copy of the email if possible because they were told something different when they asked Joanna Cumbo at the SBI about working on equipment that belongs to Carolina Beach Police Department. Sharon said she would forward them the information. There are 16 new CAD PC’s coming to replace the existing units that were installed in 2006. The Sheriff’s Department is getting ready to conduct training and implement mobile field reporting. They do not have a “go live” date scheduled as of yet. Vice Chairman Core asked if anyone had anything else to discuss. Vice Chairman Core adjourned at 10:32am.