Parish of Ascension OFFICE OF HOMELAND SECURITY AND EMERGENCY PREPAREDNESS. Homeland Security Interoperability Grant Work Group January 22, 2010

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1 Parish of Ascension OFFICE OF HOMELAND SECURITY AND EMERGENCY PREPAREDNESS Tommy Martinez Parish President Richard A. Webre Director Homeland Security Interoperability Grant Work Group January 22, 2010 Meeting Minutes Call to Order I. Roll Call a. Subcommittee members present 1. Chuck Cassard, APSO: Chairman 2. Richard Webre, OHSEP: Co-Chair 3. Chuck Montero, FPD 2: Member 4. Gene Witek, FPD 1: Member 5. Mark Stewart, FPD 3: Member 6. Crystal Moran, Project Manager: Member 7. Rachael Wilkinson, OHSEP: Member 8. Gary Ferrari, GPD: Member 9. Preston Landry, GFD: Guest 10. Kris Johnson, GFD: Guest 11. Chris Anderson, LA SFM: Member b. Members absent (Tracey Normand, GFD) II. III. Approval of Previous Minutes i. Motion by Mark Stewart to accept previous minutes from November 20, 2009 meeting. (No changes) ii. Seconded by Rick Webre Review of Zone Maps i. Channel additions 1. GFD would like to add Acadian to their list above Event 1 channel. 2. GAMA will need all new radios (TBA at next GAMA meeting). 3. Add GAMA to each fire department zone list.

2 4. St. George FD and Baton Rouge Ops channel will also need to be added. a. Mark will set up a meeting with representatives from both agencies to discuss their Ops channel. 5. Sorrento FD will need St. James Ops channel. ii IECGP funds can be used for training and equipment 1. $14, is available from 2009 funding. 2. Any equipment purchased with 09 funds has a 25% match. 3. IECGP first round of funding will be used for training and the second round will be used for equipment. IV. Reprogramming a. Chuck informed the committee that he will begin building archives and meeting with other agencies. b. The proposed timeline for training and reprogramming is on schedule, as follows: 1. Jan (Design frequency zones - rough draft) 2. Feb (frequency zones - final draft) 3. March (Build talk groups) 4. April (Complete reprogramming) 5. June (Develop Training) 6. Aug (TTX) 7. Oct (Full-scale exercise - Implementation) 8. Nov (Evaluate Training) 9. Jan 2011 (Write complete SOP) V. Motorolla Update a. Chuck should have the proposal from Motorolla by February 5, VI. VII. Old Business (None) New Business a. FPD #1 is in need of 5 additional mobile radios. GPD needs additional portables. i. Unanimous vote by the committee to use the remaining PSIC balance to purchase the mobiles. b. Next meeting February 19, 2010 (location TBA) VIII. Meeting adjourned

3 Parish of Ascension OFFICE OF HOMELAND SECURITY AND EMERGENCY PREPAREDNESS Tommy Martinez Parish President Richard A. Webre Director Homeland Security Interoperability Grant Work Group March 12, 2010 Meeting Minutes Call to Order I. Roll Call a. Subcommittee members present 1. Chuck Cassard, APSO: Chairman 2. Richard Webre, OHSEP: Co-Chair 3. Chuck Montero, FPD 2: Member 4. Gene Witek, FPD 1: Member 5. Mark Stewart, FPD 3: USAR Chairman 6. Crystal Moran, Project Manager: Member 7. Rachael Wilkinson, OHSEP: Member 8. Tracey Normand, GFD: Member 9. Chris Anderson, LA SFM: CERT Chairman 10. Dan Crummey, GPD: Member b. Members absent: Gary Ferrari, GPD II. III. Approval of Previous Minutes i. Motion by Chuck Montero to accept previous minutes from January 22, 2010 meeting. (No changes) ii. Seconded by Mark Stewart Zone Map and Archive Confirmation i. Chuck informed the committee that he will begin building archives. ii. Crystal will send Chuck a copy of the zone list. iii. Channel additions 1. Acadian announced at the Fire Chief s meeting that they will give us access to their ops 1 channel. They will send Chuck their ID information. 2. Add GAMA to each fire department zone list.

4 3. St. George FD and Baton Rouge Ops channel will also be added. Mark will get the name and ID of the St. George talk group. 4. Sorrento FD will need St. James Ops channel. 5. Chuck will also include Assumption channel for FPD#2. IV. Reprogramming Timeline a. The proposed timeline for training and reprogramming is on schedule, as follows: 1. Jan (Design frequency zones - rough draft) 2. Feb (frequency zones - final draft) 3. March (Build talk groups) 4. April (Complete reprogramming) 5. June (Develop Training) 6. Aug (TTX) 7. Oct (Full-scale exercise - Implementation) 8. Nov (Evaluate Training) 9. Jan 2011 (Write complete SOP) b. By the end of April the reprogramming of all 1200 subscriber units should be completed. c. GAMA members will need to purchase a new radio by December 2010 if they do not have the new XTS 2500 radio. V. IC Budget Overview a. We ve combined 08 and 09 SHSP funds, along with 08 and 09 UASI for a total balance of $507, 353. b. All funds will be expended on the upgrade of the two sites and install the master switch. VI. VII. Motorolla Update a. Chuck received the proposal from Motorola. The proposal was made on the old version of the system (7.8). The new system (7.9) will be ready at the end of the year. They will allow one free upgrade with the purchase of this system. Chuck asked Motorola to do another proposal on the (7.9) system so that our free upgrade will move us to (7.11) version. Chuck should have the (7.9) proposal in 2 weeks. b. Once the (7.9) proposal has been received, we can begin the bid process. Old Business (None) VIII. New Business a. A meeting is scheduled with, OEP, APSB, Gulf South Pipeline Company and Prairieville Fire on March 24, 2010 to discuss the EOP for the new school on Bluff Road.

5 i. Mark will address the communications problem and suggest that APSB purchase a BDA. b. Chuck reported that in 30 days, the City of Baton Rouge will be coming on the state system with an additional 3000 radios. The state is trying to postpone this due to capacity shortage on the system. c. CERT/HAM radios Chris Anderson and Dean Smith will have access to talk on fire channels and OEP channel. A keypad lock will be installed, if necessary. IX. Meeting adjourned

6 Parish of Ascension OFFICE OF HOMELAND SECURITY AND EMERGENCY PREPAREDNESS Tommy Martinez Parish President Richard A. Webre Director Homeland Security Interoperability Grant Work Group April 30, 2010 Meeting Minutes Call to Order I. Roll Call a. Subcommittee members present 1. Chuck Cassard, APSO: Chairman 2. Richard Webre, OHSEP: Co-Chair 3. Chuck Montero, FPD 2: Member 4. Gene Witek, FPD 1: Member 5. Mark Stewart, FPD 3: USAR Chairman 6. Crystal Moran, Project Manager: Member 7. Rachael Wilkinson, OHSEP: Member 8. Tracey Normand, GFD: Member 9. Chris Anderson, LA SFM: CERT Chairman 10. Preston Landry, GFD: Guest b. Members absent: Gary Ferrari, GPD II. III. Approval of Previous Minutes i. Motion by Mark Stewart to accept previous minutes from March 12, 2010 meeting. (No changes) ii. Seconded by Rick Webre Open Discussion a. Rick Webre - Initially, when the grant work group subcommittees were formed, Chuck was asked to Chair the interoperability grant work group because he is the subject matter expert, however he also privately owns a company called Diamond J. Since the grant work group approves funding for work completed by Diamond J, we now have a conflict of interest. The committee will need to ask Chuck to step down as chairman.

7 i. Mark Stewart suggested that the committee make a motion to remove Chuck as chairman and choose another chair and then ask for a bid or 3 quotes for reprogramming. 1. Motion by Mark Stewart to remove Chuck Cassard from the committee and appoint a substitute representative from the Sheriff s Department to serve on this committee. 2. Seconded by Gene Witek 3. Committee Roll Call: All in favor (no opposition/motion passed) ii. Gene entertained a motion for Rick to speak with the Sheriff about a cooperative endeavor agreement to allow Chuck Cassard to work on fire service radios during normal business hours. 1. Motion by Gene Witek 2. Seconded by Mark Stewart (Motion passed) iii. Tracey suggested that the committee vote on a new chairman. 1. Motion by Mark Stewart to appoint Chuck Montero as chairman. 2. Seconded by Gene Witek (Motion passed) IV. Reprogramming Timeline a. The proposed timeline for training and reprogramming is on schedule, as follows: 1. Jan (Design frequency zones - rough draft) 2. Feb (frequency zones - final draft) 3. March (Build talk groups) 4. April (Complete reprogramming) 5. June (Develop Training) 6. Aug (TTX) 7. Oct (Full-scale exercise - Implementation) 8. Nov (Evaluate Training) 9. Jan 2011 (Write complete SOP) b. By the end of May the reprogramming of all 1200 subscriber units should be completed. c. GAMA members will need to purchase a new radio by December 2010 if they do not have the new XTS 2500 radio. V. IC Budget Overview a. We ve combined 08 and 09 SHSP funds, along with 08 and 09 UASI for a total balance of $424,287. b. All funds will be expended on the upgrade of the two sites and install the master switch. c. All grant documentation and for the upgrades and the install of the master switch needs to be completed by December 31, VI. Old Business (None)

8 a. A meeting was scheduled with, OEP, APSB, Gulf South Pipeline Company and Prairieville Fire on March 24, 2010 to discuss the EOP for the new school on Bluff Road. i. During this meeting, Mark will address the communications problem and suggest that APSB purchase a BDA. ii. Rick will contact Chad Lynch with APSB to check the status of the BDA purchase. VII. Meeting adjourned

9 Parish of Ascension OFFICE OF HOMELAND SECURITY AND EMERGENCY PREPAREDNESS Tommy Martinez Parish President Richard A. Webre Director Homeland Security Interoperability Grant Work Group June 18, 2010 Meeting Minutes Call to Order I. Roll Call a. Subcommittee members present 1. Chuck Montero, FPD 2: Chairman 2. Richard Webre, OHSEP: Co-Chair 3. Gene Witek, FPD 1: Member 4. Mark Stewart, FPD 3: Member 5. Crystal Moran, OHSEP: Project Manager 6. Rachael Wilkinson, OHSEP: Member 7. Tracey Normand, GFD: Member 8. Preston Landry, GFD: Guest b. Members absent 1. Gary Ferrari, GPD 2. Chuck Cassard, APSO: Advisor 3. Chris Anderson, LA SFM: Member II. Approval of Previous Minutes i. Motion by Mark Stewart to accept previous minutes from April 30, 2010 meeting. (No changes) ii. Seconded by Rick Webre (motion passed) III. Zone Map &Archive Confirmation a. Chuck Cassard (absent) Rick Webre reported that the zone map and archives have been confirmed. i. System key has been installed for Assumption Parish. b. Chuck Cassard is having some issues with Nextel (frequencies are too close) and reprogramming has been put on hold. i. Chuck has filed a complaint with FCC to try and resolve this issue.

10 IV. Reprogramming Timeline a. The proposed timeline for training and reprogramming is behind schedule: 1. Jan (Design frequency zones - rough draft) 2. Feb (frequency zones - final draft) 3. March (Build talk groups) 4. April (Complete reprogramming) 5. June (Develop Training) 6. Aug (TTX) 7. Oct (Full-scale exercise - Implementation) 8. Nov (Evaluate Training) 9. Jan 2011 (Write complete SOP) b. By December 31, 2010 the reprogramming of all 1200 subscriber units has to be completed or $453,000 will need to be de-obligated. i. Motion by Rick: He will schedule a meeting with the Sheriff, Tony Bacala and Chuck Cassard By the next grant work group meeting in August and if he doesn t have a resolution to this issue or a guarantee that the money will be spent by the deadline, the committee will spend the funds on an alternate project to avoid losing funding. ii. Seconded by Mark Stewart iii. Mobile data for each fire district is one option for an alternate project. iv. The committee will defer voting for another 60 days before a final decision is made to move forward with funding another project. v. GAMA members will need to purchase a new radio by December of 2010 if they do not have the new XTS 2500 radio. V. IC Budget Overview a. Both 08 SHSP funds, along with 08 UASI funds totaling approximately $214,000 will need to be spent by December, VI. Old Business a. Contact Chad Lynch with APSB to check the status of the BDA purchase. OEP is waiting on a quote from EMCO. VII. New Business a. Rick informed the committee that BP has signed a lease agreement with the Parish of Ascension for use of Lamar Dixon. BP will be moving most of their operations from the McDermott Shipyard in Amelia, LA to Lamar Dixon. VIII. Action Item: Rick will schedule an appointment with Sheriff Wiley to discuss the direction of future interoperability initiatives and grant funding. IX. Meeting adjourned

11 Parish of Ascension OFFICE OF HOMELAND SECURITY AND EMERGENCY PREPAREDNESS Tommy Martinez Parish President Richard A. Webre Director Homeland Security Interoperability Grant Work Group August 20, 2010 Meeting Minutes Call to Order I. Roll Call a. Subcommittee members present 1. Chuck Montero, FPD 2: Chairman 2. Richard Webre, OHSEP: Co-Chair 3. Gene Witek, FPD 1: Member 4. Crystal Moran, OHSEP: Project Manager 5. Rachael Wilkinson, OHSEP: Member 6. Tracey Normand, GFD: Member 7. Preston Landry, GFD: Guest 8. Chris Anderson, LA SFM: Member 9. Laura Gremillion, APSO: member 10. Ray Poche, FPD 3: Member b. Members absent 1. Gary Ferrari, GPD 2. Mark Stewart, FPD 3: Member II. III. IV. Approval of Previous Minutes i. Motion by Rick Webre to accept previous minutes from June 18, 2010 meeting. (No changes) ii. Seconded by Tracey Normand (motion passed) Zone Map & Archive Confirmation a. A few modifications are being made to align with the state system. Reprogramming Timeline a. Chuck Cassard was having some issues with Nextel (frequencies are too close) and reprogramming was put on hold. i. Chuck filed a complaint with FCC to try and resolve this issue.

12 b. Once we ve received 3 quotes and a PO is issued, we will be ready to start reprogramming. Currently, we have two quotes submitted and we re waiting on the third. We should receive the final quote by Monday, August 23, c. Rick is in the process of verifying the approval of grant funding for reprogramming. i. Motion to move forward with the lowest quote/bid contingent on grant approval. 1. Motion by Tracey Normand 2. Seconded by Gene Witek (Motion passed) ii. In the event reprogramming is not an authorized expenditure under the UASI or IECGP grant, the committee will make a formal request to the 911 communications district to cover the expenditure. V. IC Budget Overview a. We currently have a balance of $453, dedicated to interoperable communications. i. $420, is dedicated to the Donaldsonville IC project. ii. Remaining balance is $33, iii. Motion by Tracey Normand to use the remaining balance to upgrade the computer systems in the OEP office. iv. Seconded by Chuck Montero (Motion passed) b. The total project cost is 1.6 million dollars. Future SHSP, UASI funds will be dedicated to the total project expense VI. VII. Old Business a. Chad Lynch with APSB has been contacted for a floor plan of the Spanish Lake School. He will send the plans to Vaughn at EMCO. OEP is waiting on the quote from EMCO. b. Rick had a meeting with the Sheriff and Chief Bacala. During this meeting, Rick proposed the possibility of purchasing mobile data with IC funds. At the present time, they would like to table that initiative until the IC project has been completed under a lease to purchase option from Motorola. This option will allow the parish to obtain all communications infrastructure immediately. New Business a. We will need $240,000 a year in grant funds over a five year period to complete the IC project. VIII. Meeting adjourned

13 Parish of Ascension OFFICE OF HOMELAND SECURITY AND EMERGENCY PREPAREDNESS Tommy Martinez Parish President Richard A. Webre Director Homeland Security Interoperability Grant Work Group September 24, 2010 Meeting Minutes Call to Order I. Roll Call a. Subcommittee members present 1. Chuck Montero, FPD 2: Chairman 2. Richard Webre, OHSEP: Co-Chair 3. Gene Witek, FPD 1: Member 4. Crystal Moran, OHSEP: Project Manager 5. Mark Stewart FPD 3: Member 6. Steve Nethken GPD: Member 7. Dan Crummey GPD: Member 8. Rachael Wilkinson, OHSEP: Member 9. Preston Landry, GFD: Guest 10. Chris Anderson, LA SFM: Member 11. Chuck Cassard, APSO: Technical Advisor b. Members absent: 1. Laura Gremillion, APSO: member 2. Tracey Normand, GFD: Member II. Approval of Previous Minutes i. Motion by Mark Stewart to accept previous minutes from August 20, 2010 meeting. (No changes) ii. Seconded by Rick Webre (motion passed) III. Zone Map & Archive Confirmation a. The zone map and archives are complete. b. Chuck is running into some software issues when the archive is loaded into the radios. c. We are also having a problem with the LCD lighting and a defective switch with the zone button on several portables. Motorola is currently working with Chuck to resolve all issues.

14 IV. Reprogramming Status a. Rick is in the process of verifying the approval of using 2010 IECGP grant funds for reprogramming. The deadline on expending the 09 IECGP grant funds is December 31, i. The total award amount that must be expended by December 2010 is $14, b. Rachael announced that we were just awarded the IECGP 2010 grant funding. The total award amount is: $16, c. The third quote for reprogramming was received from TOMBA. i. Motion to accept the third quote from TOMBA 1. Motion by Mark Stewart 2. Seconded by Rick Webre (Motion passed) d. The lowest quote was from Diamond J for $28, (see attached). i. Motion to accept the low quote from Diamond J and move forward with the reprogramming. 1. Motion by Mark Stewart 2. Seconded by Rick Webre (Motion passed) V. IC Budget Commitment to Motorola Lease/Purchase a. We currently have a balance of $414, dedicated to the interoperable communications project. b. The Communications District will need to enter into the lease agreement with Motorola and allow OEP to render payment through the grant funding. i. Motion by Mark Stewart to commit to the lease purchase and expend the remaining balance of $414, on the entire comprehensive IC project. ii. Seconded by Rick Webre (Motion passed) c. Rick entertained a second motion for the grant work group to make a recommendation to Sheriff Wiley and the 911 Communications District to enter into the lease purchase agreement and assume the liability for the lease instead of the parish. OEP will obtain authorization from GOHSEP to allow Parish Government to pay for the down payment of the lease. i. Motion by Chuck Montero ii. Seconded by Mark Stewart (Motion passed) VI. Old Business a. Vaughn with EMCO is working on the quote for the BDA. He will send us two separate quotes, one for just radio coverage and one for radio and cell phone coverage. VII. Meeting adjourned