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12 20 2007 Board Meeting NEW HANOVER COUNTY PUBLIC SAFETY COMMUNICATIONS CENTER 230 Government Center Dr, Suite 185 Wilmington, NC 28403 Phone: (910) 798-6921 Fax: (910) 798-6925 E-mail: stsmith@nhcgov.com Steve Smith Director Memorandum To: Public Safety Communications Center Policy Board Members From: Steve Smith, Director Subject: December 20, 2007 Board Summary Date: December 31, 2007 A Public Safety Communications Center Policy Board meeting was held on Thursday, December 20, 2007 at 10:00 AM in the Emergency Operating Center, 220 Government Center Drive, Wilmington, North Carolina. MEMBERS PRESENT: MEMBERS ABSENT: Sterling Powell Robert Matheson, Excused Andre’ Mallette Jan Kavanaugh, Excused Donnie Hall Brian Roberts, Excused William Younginer Leslie Stanfield, Excused Tom Eason Cynthia Deacon Scott Goodyear Steve Smith Brenda Hewlett Michael Core Duane Ward Genia Boswell Lawrence Bergman Wayne Pearce GUESTS: Debora Cottle, NHC Public Safety Communications Center Brett Ham, NHC Fire Services Jerry Brewer, NHC Sheriff’s Dept. Dept. Charles Gore, NHC Sheriff’s Dept. Bob Hamlin, Federal Engineering Jason Adams, Wireless Communications Chairman Powell called the meeting to order at 10:10 A.M. Chairman Powell asked if everyone had reviewed the October 25, 2007 minutes and if anyone had any questions, comments or changes. Chairman Powell asked if there was a motion to approve the minutes. Cynthia Deacon made a motion and Michael Core seconded the motion. Motion approved. NEW BUSINESS: Wrightsville Beach Fire: Chairman Powell stated that Wrightsville Beach Fire switched its EMS unit to fire dispatching and it seems to be working well. They are working out a few bugs but the glitches are being worked out. Steve Smith commented that Debora was working on the adjustments for the PSCC. Meetings Scheduled for 2008: Chairman Powell stated meeting the fourth Thursday each month except for November and December, skipping November and the 2nd Thursday in December (December 11, 2008). Chairman Powell reiterated the importance to have a member or alternate present at each meeting in the event there is a motion for a vote. Email notification to Lynn with alternates is acceptable. Carolina Beach is updated on the member list. (Please review the list attached and inform Lynn of any changes that need to be changed or added). Sunny Point Fire Dept: Wayne Pearce informed everyone that Sunny Point was going to receive a Crash/Hazmat Rescue Truck in March of 2008 and would like to put an 800MHz in there and will be getting some of the agencies an authorization requesting for the New Hanover County Talk Groups so that they can do mutual aid. Chairman Powell stated that as long as they get authorization, there should not be a problem. Rebanding: Bob Hamlin with Federal Engineering went over the schedule for the Rebanding Project and the reimbursements. 􀁸 The length of time to complete the Rebanding is probably going to be complete mid year 2009. 􀁸 The inventory is complete and is in the database. 􀁸 The assessment on the system is complete and the new frequencies have been assigned by Sprint/Nextel. 􀁸 The assessments on the equipment and the interoperability plan are complete. 􀁸 Engineering and implementation cut over are 90% complete. 􀁸 FRA – Frequency Reconfiguration Application Proposal is 75% complete. This has to be finished and turned in to Sprint/Nextel and the FCC by January 8, 2008. 􀁸 Reconfiguration will start approximately August 2008. 􀁸 All of the templates will be complied with the agencies involved. 􀁸 All of the replacement radios that are unable to be reprogrammed will be replaced. There are about 260 radios unprogrammable. There is the ability to upgrade the radios to make it operate on the new P25 and Motorola and Warren Lee has the prices on that portion. 􀁸 The system will be reconfigured in phases. o There are 6 trunk channels, four which are on the new system and two on the old system. o Once the reconfiguration is complete, the subscribers will automatically go to the new frequencies. o There will be a functional acceptance test plan similar to the plan of the new system installation to ensure good or better coverage. o Each radio will have to delete the channels that have been reconfigured. o Public Safety radios will have both sets of MSPEC frequencies programmed until the State does the new reconfiguration. 􀁸 If you are going to request reimbursement from Sprint/Nextel, you will have to track and report all costs and they must be auditable. The time and travel/mileage must be recorded to be paid by Sprint/Nextel and must be turned in to Warren Lee so he can forward to Sprint/Nextel. EX: If you charge time it must be shown on the officer’s timesheet along with mileage. 􀁸 The information Warren Lee forwarded to each agency gives the order in which the replacements will begin and estimates on cost. 􀁸 Reconfiguration of P25 trunking system 1 through 4 which will be changed then start on the analog system such as Flemington 1 and 2 and confirm proper operation of the reconfigured system. 􀁸 Status of the project as of now, cost estimate on reconfiguration is due to Sprint/Nextel on February 7, 2008. 􀁸 Expected start of the reconfiguration to begin spring of 2008. This will take about five months. 􀁸 The infrastructure of the system itself will the fall of 2008. The second touch of the subscribers will be when the State reconfigures its system. If anyone has any questions or would like to talk with Bob Hamlin, he can be reached at 910-575-0839. Wayne Pearce asked if there was anything else needed from each of the agencies and Bob informed him that they had everything they needed at this time. Chief Younginer asked if Motorola was going to be able to upgrade the MCS2000 to digital and Bob Hamlin said yes if they were on the list. Jason Adams stated that they could not be made into digital. The radios that can be rebanded will be; the ones that can’t be rebanded will be replaced. Duane Ward asked if the reimbursement was covered for both reconfigurations and Bob Hamlin stated that yes, both times were if there were auditable records kept. Donnie Hall asked if the radios had to be in service to be rebanded and Bob Hamlin said no, as long they were in inventory on the database. Spares will qualify for rebanding. There will be stations set up soon where the work is to be done, probably several locations. Genia Boswell asked how long each unit would be down for reprogramming. Bob stated that reprogramming time will be approximately 30 to 45 minutes and after the first unit, it should reduce the time to reprogram the successive radios as long as they have the same configuration. Public Safety Communications Center: Steve Smith distributed the monthly agency reports to Committee members via email and asked if there were any questions or if the agencies had not received them to let Lynn know. Steve also gave an update on the happenings in the Center. 􀁸 We have 7 new trainees in class with Debora and Susan 􀁸 We have a new Starz Training System which is a simulator of 9-1-1 calls, this is to ensure more front end training before new Telecommunicators take the first call 􀁸 On November 15, the archive server stopped working in the recorder. The configuration was not creating a mirror on the archive server so January 1 through November 15, the recordings were lost. As soon as possible, Steve got the first and the third recorders archived to another hard drive so there would be backup. On December 19, the recording company added a hard drive so all four recorders are back. There is access to calls on one recorder starting on November 12th and November 15th on the others. 􀁸 Steve is looking at replacing the recorder compatible with the P25 and Nice Recording is partner with Motorola and they have a recorder that is part of the network and takes calls directly off the network and automatically recognizes radios and IDs. There will be a quote coming shortly and the recorder should be replaced the recording system which has been in use since 2003. 􀁸 They were unable to replace the archive server that was originally in it since it was Dictaphone which was absorbed by Nice and the device was unavailable. There is a 500 gig external hard drive. Hopefully this will be replaced before too long. 􀁸 Recordings are to be kept for 30 days and we are now in compliance. 􀁸 If there are concerns or complaints that occur during a call, it is okay to call the supervisor to let them know something happened but for any investigation, please give Steve or Brenda a call for requests or re-creations. 􀁸 The phone system is going into the third year of the contract on Positron and this is when we can go to Viper and we will probably look at moving to that. 􀁸 On AVL, Jan asked that Steve see if there were any changes. Does EMS have anything and Scott replied they need more information. Tom Eason also said the same. They are changing out the camera system in the cars, will it interface with GPS? Please pass this question on to Jan. 􀁸 The recording systems with Nice will allow you to integrate video with the calls with real time on the video. 􀁸 There was an upgrade on the telephone software two weeks ago and there have not been any problems so far. A few glitches came up but have been fixed. Steve Smith wanted to express his appreciation of each agency and the cooperation extended. Cynthia Deacon extended her thanks this past week for everyone’s participation in their drill and all the support they received. Chairman Powell wished all a Merry Christmas. Chairman Powell adjourned at 10:49 A.M.