Agenda. Public Safety Communications Users Committee Meeting

Transcription

1 Public Safety Communications Users Committee Meeting Date: Wednesday, March 18, 2015 Time: 1:00 p.m. Location: Mid-America Regional Council Board Room 1) Call to Order Agenda 2) Approval of November 20, 2014 Meeting Summary 3) Texting Update 4) Legislation Update 5) PSAP Upgrade Status Report 6) Backup Discussion 7) Vesta Network Connectivity 8) Five-Year Strategic Plan 9) Interoperability Update a. RAMBIS Update b. Regional Interoperability Communications Committee c. MARRS Update 10) System Report a. Database b Training Program Update c. Public Outreach Update d. Financial Update e. Legislative Update 11) Other Business 12) Adjournment

2 Public Safety Communications Users Meeting November 20, 2014 Meeting Summary Agencies Present: Robert Angell, Kansas City, Ks Police Department Marie Athearn, Johnson County Emergency Communications Jim Bagley, North Kansas City Police Department James Brafford, Raytown Police Department Kevin Cauley, Leawood Police Department Greg Damron, Leawood Police Department Steve Davidson, Johnson County Sheriff s Office Bryan Hall, City of Lee s Summit Rhonda Harper, Independence Police Department Jack Holzer, Johnson County Emergency Communications Stephen Hoskins, Kansas City, Mo Police Department Tim Kobe, Prairie Village Police Department Shawn Roetman, Platte County Sheriff s Office Darren Shafer, Johnson County Sheriff's Office Robin Tieman, Cass County Vince Walk, Shawnee Police Department Annette Walston, Overland Park Police Department Ellen Wernicke, Johnson County Emergency Communications Karen True, Kansas City, Mo Police Department MARC Staff: Keith Faddis, Hassan Al-Rubaie, Terry Bradshaw, Adam Geffert, Saralyn Hayes, Nikki Thomas, Chris Allen-Hunter 1. Call to order and Introductions Steve Davidson called the meeting to order. Introductions were made. 2. Approval of August 13, 2014 meeting summary

3 The meeting summary was approved with no opposition. 3. Consideration of 2015 Workplan and Budget Keith Faddis shared that the yearly workplan was part of a five-year strategic plan ( ) developed in The reports given highlight certain elements of the workplan, such as the progress made in 2014, work efforts in 2015 and the 2015 budget. Accuracy of the System: Saralyn Hayes explained that each year, an audit is completed on approximately 30% of the region s cell towers. In 2014, the audit was performed on Sprint and T-Mobile sectors. It was discovered that T-Mobile had decommissioned Excelsior Springs and testing was being done to reinstate them. Because of this, all T-Mobile sectors were audited, and approximately one hundred routing changes have been made so far. Sprint s information has been received and forwarded to GeoComm to compare to the region s map data. Small Cells: Hayes indicated small cells are essentially mini-cell towers that are used to extend coverage in certain areas and to increase capacity without the addition of large towers. Verizon will be testing them in 2015; these cells are also supposed to improve accuracy information for wireless phase II calls. One challenge is how to address these devices; for example, Johnson County made the decision to address each small cell individually. In other areas, agencies are using the parcel address, but there may be two or three cells on the same parcel. Hassan Al-Rubaie shared phase II information that AT&T had published last year, which showed a decrease in phase II delivery for all carriers in the MARC region. Faddis said that address verification remains significant, because dispatchers cannot rely too much on phase II locations. Telematics Services: Hayes noted that Chrysler has a new vehicle that features telematics service. Some testing was done already, but more is needed. Work was done to help Chrysler understand PSAP operations to better develop their product. Hayes reminded everyone that the contact information for carriers was on the intranet and that Sprint is the provider for Chrysler and Ford. Isolation Plan: Terry Bradshaw stated the isolation plan is an ongoing project for which work has been completed with several providers to ensure that they have the correct ten digit numbers in their isolation plans. Work will continue on this in Faddis provided information on the AT&T outages that occurred in May and August, and noted that this problem has been corrected and tested. Customer Satisfaction Surveys: Surveys received for work performed in 2013 were all favorable. It is hoped that there is better response participation for A survey was provided in the meeting packet, and one will be sent by and made available on the intranet. The survey is for public safety staff as well as vendors. Communication from Commenco to MARC maintenance staff regarding after hour events has improved markedly. Equipment and Maintenance: Al-Rubaie shared that there had been a 25% increase in service calls from 2013 to 2014, partly because of the transition to the Vesta platform from legacy equipment. Increased preventative maintenance is planned for 2015, due to continued aging of legacy equipment and installation of new systems. Faddis said the 2015 budget included a request for a third communication technician. This request is due to equipment aging and more time being spent on maintenance, in general. The

4 new Vesta software requires PCs to be reimaged to address many problems, which takes more time than in the past, when the technicians were able to swap out systems quickly. Also, there has been a demarcation between the front and back rooms historically (MARC handled equipment in the front, Commenco the back). Going forward, MARC will be responsible for the front room and some of the items in the back room as well. Data Accuracy: Hayes stated that each year, requests are sent to the different phone companies asking them to conduct an audit comparing their data to what is in the database. Thirty-five requests were received back in 2014, and thus far, twelve have been completed with approximately 1,600 corrections. Follow up is being done with those that have not completed their audits. Quarterly requests: Hayes noted that the database team continues to request quarterly reports from AT&T for the Very Large Query (VLQ), which is a snapshot of its ALI database. She outlined how the VLQ data is used and that the region was down about 1,000 records quarterly but up a little annually. Some of these changes may be due to the incentives that carriers offering. Other notes: A new landline carrier came onboard this year, Big River Telephone Company. MARC counties as a whole are at the required NENA standard of a 98% match rate, but work continues to be done with individual communities that are not yet at that level. Private Switch (PS 9-1-1): Hayes stated that annually, the ten school districts that subscribe to PS9-1-1 through AT&T are contacted before the school year starts and asked to review their records and make any needed updates or changes. This year, only two schools made updates. Therefore, PSAPs were being asked to contact schools in their area and share the importance of making these updates. AED Coordination: Hayes shared that there is a law requiring AEDs to be registered; 175 were added this year within the region. Coordination is done for over 2,500 records for Kansas and Missouri with the exception of the city of Kansas City, Missouri, which manages this information itself. A full review was done with Independence, Mo., and some Johnson County fire departments has chosen to add reviewing AEDs to their checklist to make sure they are registered properly when visiting businesses. Database: Hayes noted that the database team is beginning contract year five with MARC GIS to maintain all data layers with the exception of the cell tower layer, which is contracted with GeoComm. 16,300 updates were made to the regional map this year, and additional refining is being done through QC processes. An address subcommittee was also developed. Hayes also noted that NENA had been working on address points standards for several years but had not finished them. The Kansas project uses the national NENA draft as a starting point to develop an address point standard, and the regional address point subcommittee is using the Kansas standard as a starting point. The database team is reviewing the data that has been received, and it is hoped that this data will be available to all dispatchers in Additionally, 20 new trails and trail sign locations were added in Pipelines and mile markers were also updated. With the Kansas NG9-1-1 project the data remediation is in progress with a completion deadline of May for a full review. Faddis shared that the Kansas Coordinating Council had contracted to have aerial imagery completed every two years, and for the imagery to be provided to public safety agencies at a reduced price. Work will be done to see if the Missouri side can also get this done.

5 Equipment Upgrades: Terry Bradshaw stated that all of the Vesta host sites have been updated to version 4.2. So far, seventeen PSAPs have been upgraded to the Vesta platform. Work is being done on microwave paths to replace T-1 circuits. PSAPs will be contacted before installations takes place. Faddis said a proposal had been received from Alcatel to expand the microwave and that this may be considered at a later date as more agencies begin using the system. Faddis added that next week the authorization to purchase the equipment for the Clay county PSAPs would go before the MARC Board. SMS Texting: Nikki Thomas said that MARC submitted the request for texting service in June on behalf of the thirty-three primary regional PSAPs. Testing has been done with AT&T, Sprint, T-Mobile and Verizon. A texting subcommittee was created and has met several times. At their last meeting, representatives from the four larger regional PSAPs attended. In this meeting, to delivery and appearance of text calls was shared, as well as a draft procedural document. The TTY option will be used for text delivery, so it should be familiar for dispatchers. Thomas noted that work had begun on outreach materials and a draft brochure was shared in the meeting packets. Thomas asked those with suggestions and/or updates to the brochure and SOP to contact her. Two texting orientations are scheduled for December 5 th from 9:30 10:30 a.m. and 11:00 am 12:00 p.m. PSAP personnel are asked to attend if at all possible; for those who can t attend, Al-Rubaie will create training videos. Once the texting orientation meetings have been completed, Thomas will contact PSAPs to start live testing with the carriers. Once live testing is started, the system will essentially be live and will not be turned off. Outreach will not be done with the media until all PSAPs have gone through orientation and testing. Faddis added that there are some companies stating that they can provide a better method instead of texting by using a PSAP s ten-digit number. PSAPs are asked to refer those companies to MARC. Interoperability: Faddis stated that public safety supports the interoperability committee, and that the main focus of interoperability now is the Metropolitan Area Regional Radio System (MARRS). There are currently 24,000 radios on this system. Air ambulances are coming on and a recent request to join was received from a railroad police group. Walt Way, chair of the MARRS Management Council, has been asked about commissioning another coverage study/population map to show the exact regional MARRS coverage. This year, both hosts were updated to connect with the Missouri state system (MOSWIN). RAMBIS: Terry Bradshaw noted that VHF repeaters are being programmed to handle MERS use, which should be completed by the end of the year. MARC has also contracted with a vendor to upgrade the UPS batteries at RAMBIS tower sites. Lastly, an investigation is being done to determine the best ways to increase the bandwidth capacity of the RAMBIS system. TIC Plan: Keith Faddis indicated that the TIC plan was upgraded in 2014, and the TICFOG, a pocket version of the field operations guide for our region, was developed and is now available. Faddis also introduced Ben Chlapek, the new Public Safety Training Coordinator. Chlapek will work on training standards, participate on the Kansas Coordination Council and be involved in making presentations at national and state meetings. Equipment Replacement Fund: Keith Faddis noted that most of the one-time upgrade costs (primarily network backbone related) have been addressed but there may be a few more if an upgraded PSAP needs microwave connections. Furthermore, entering into short term

6 contracts has increased T-1 expenses. Staff is continuing to seek additional funding, which is one reason why lobbying in the Missouri legislature will take place again this year. Training: Faddis indicated that Chlapek had been asked to visit PSAPs to find out what MARC can do to make training more accessible and determine what is needed in Hassan Al-Rubaie created training videos that are on the intranet and research is being done on other ways to deliver training. Those with training suggestions were asked to contact Chlapek. Faddis noted that a COML working group was formed this year and progress is being made with getting command staff to take advantage of COMLs. Public Outreach: Adam Geffert stated that nearly 7,000 school children had been reach at over 60 schools in presentations made during Volunteer orientation is offered to anyone from area agencies that is interested in doing school presentations; those interested should contact Geffert or Sally McGraw. Also, a lesson plan and DVD for school presentations can be provided or given directly to the school for teachers to present themselves. One Hero presentation was held in 2014 and another one was scheduled. Materials were provided for six community events. Staff volunteered at the Missouri State Fair to help educate the public on issues. The brochure was updated this year and will be updated again in 2015 or 2016 with texting information. The Text to brochure will be distributed regionally in Legislative Update: Keith Faddis reported that the Missouri House and Senate provide a freshmen tour after every election, and that the MARC region will participate again this year. This tour explains how things work to new representatives. MARC will also participate in the Day at the Capital. Financial Update: Adam Geffert shared the 2015 coordination and allocation budgets, summaries of which were included in the meeting packets. The coordination budget is a portion of the overall allocation budget. In 2015, this portion will increase by $279,197, due primarily to the addition of a third communications technician position, and the additional costs associated with it, such as salary, vehicle, training, etc. Furthermore, a contingency for staff pay increases, the cost of GIS QC software requested for the database specialists and additional printing have led to a larger budget. The allocation budget, which describes the entire regional budget paid by the counties, was discussed next. A summary copy of this budget was also included in the packet, and Geffert went over each column and provided a detailed outline of the figures. The total regional expenses for 2015 are $5,717,420. James Brafford made a motion to accept the 2015 Work Plan and Budget. This was seconded by Robin Tieman. The motion passed with no objection. The 2015 Work Plan and Budget will be presented to the Public Safety Communications Board with the support of the Users Committee. 4. Approval of Maintenance and RAMBIS Maintenance Contract Amendments with Commenco Adam Geffert shared a handout included in the packets that outlined Commenco s estimate for maintenance and when items are anticipated to go on and off warranty. Also, the monthly estimated totals were shown. The RAMBIS maintenance agreement listed all equipment at the RAMBIS tower sites and the cost associated with each item.

7 Robin Tieman made a motion to accept the maintenance and RAMBIS maintenance contract amendments with Commenco. This was seconded by James Brafford. The motion passed with no objection. The maintenance and RAMBIS maintenance contract amendments will be presented to the Public Safety Communication Board with the support of the Users Committee. 5. Approval of GIS Agreements Saralyn Hayes provided an outline of GIS modification agreement No. 12 between MARC and GeoComm for E9-1-1 mapping services, as well as the service agreement between MARC public safety and MARC GIS. The contract with GeoComm for 2015 is in the amount of $89,160; there is a slight increase in the MARC GIS agreement, which now totals $115,900. Shawn Roetman made a motion to accept the GIS agreements. This was seconded by Robin Tieman. The motion passed with no objection. The GIS agreements will be presented to the Public Safety Communication Board with the support of the Users Committee. 6. Approval of COMC Designations Nikki Thomas stated that the Regional Interoperable Communications Committee (RIC) met recently and reviewed the application submitted by Jamie Taylor of the Lee s Summit Fire Department. Taylor meets the requirements, has agreed to volunteer his time towards regional communication efforts and has approval from his own agency. Therefore, the RIC Committee is recommending the appointment of Taylor as a COMC. With this addition, the region will have a total of five COMCs (3 from the Missouri side and two from Kansas). Ellen Wernicke made a motion to accept the recommendation that Jamie Taylor be approved as a COMC. This was seconded by Robin Tieman. The motion passed with no objection. The recommendation for James Taylor to be approved as a COMC will be presented to the Public Safety Communication Board with the support of the Users Committee. 7. New Regional Interoperable Communications Committee Co-Chair Nikki Thomas indicated that the departure of Kevin Whittaker left a Kansas-side co-chair vacancy on the RIC Committee. After having discussions with other committee co-chairs and with recommendations received, Captain Kevin Cauley with the Leawood Police Department was contacted and asked to fill the position. He has confirmed his willingness to do so. Robin Tieman made a motion to accept the recommendation of Kevin Cauley as the Kansas side RIC Committee Co-chair. This was seconded by Ellen Wernicke. The motion passed with no objection. The recommendation for Kevin Cauley to become the Kansas-side RIC Committee co-chair will be presented to the Public Safety Communication Board with the support of the Users Committee. 8. Equipment Transfer to State of Kansas Keith Faddis stated that MARC is in the process of replacing a significant amount of regional equipment, and that the ECS-1000 controller platform will no longer be supported by Airbus beginning in The region has a large supply of this equipment on hand to use for repairs and as replacements. The state of Kansas is working on getting one single vendor or a state

8 supplied vendor for the upgrade of PSAPs. A request was received from the state s Coordinating Council asking if MARC would be willing to donate some of the equipment being taken out of service for use in out-of-region PSAPs. This donation would be at no cost to MARC, and Commenco has agreed to deliver and install the equipment. The state has indicated it is also interested in retired PCs from the region. This equipment would be used temporarily until a state-wide upgrade solution is developed. The Public Safety Communications Board s policy allows MARC to donate equipment to other agencies, but requires board approval to donate outside of the region. Bob Angell made a motion to accept the recommendation to donate this equipment to the state of Kansas for interim use. This was seconded. The motion passed with no objection. The recommendation to donate this equipment to the state of Kansas for interim use will be presented to the Public Safety Communication Board with the support of the Users Committee Meeting Dates Keith Faddis shared a handout listing the 2015 meeting dates. 10. Other Business Steve Davidson noted that there were only twelve PSAPs represented at the meeting. He asked for individuals to contact their neighbors and ask them to support this committee. Saralyn Hayes said that she had recently sent out an regarding the continued issue of copper thefts from towers and phone lines. She asked for everyone to communicate when they have an incident. Terry Bradshaw asked that those communicating to Hayes include the police report number. Steve Hoskins shared that KC Scout had a number of its boxes on the highway hit and have asked everyone to report suspicious activity. Hoskins noted that any vehicle working on Scout equipment should have a state decal on the side and/or if it has state plates. If it does not, call and have it checked out. MARRS Committees Keith Faddis reported that the MARRS SOP committee has been folded into the MARRS Users committee. Now, instead of having the technical, SOP and users committee, only the technical and users committees remain. Kevin Cauley and Chris Skinrood co-chair the users committee, while Ed Brundage and Ellen Wernicke (who replaced Kevin Whittaker) co-chair the technical committee. 11. Adjournment With no further discussion, Steve Davidson adjourned the meeting.

9 Agenda Item 3 ISSUE Texting Update BACKGROUND An update will be given on the status of delivering text messages to PSAPs. FINANCIAL IMPLICATIONS POLICY IMPLICATIONS RECOMMENDATION: Informational purposes only; no formal action required.

10 Agenda Item 4 ISSUE Legislation Update BACKGROUND An update will be given on the current status of legislation affecting the region. FINANCIAL IMPLICATIONS POLICY IMPLICATIONS RECOMMENDATION Informational purposes only; no formal action required.

11 Agenda Item 5 ISSUE PSAP Upgrade Status Report BACKGROUND An update will be given on the status of the PSAP upgrade project. FINANCIAL IMPLICATIONS POLICY IMPLICATIONS RECOMMENDATION: Informational purposes only; no formal action required.

12 Agenda Item 6 ISSUE Backup Discussion BACKGROUND An update will be provided regarding the ongoing regional backup plan. FINANCIAL IMPLICATIONS POLICY IMPLICATIONS RECOMMENDATION: Informational purposes only; no formal action required.

13 Agenda Item 7 ISSUE Vesta Network Connectivity BACKGROUND Information describing how PSAPs upgraded to the Vesta system connect to the network will be shared, and potential connectivity issues will be discussed. POLICY IMPLICATIONS FINANCIAL IMPACT RECOMMENDATION Informational purposes only; no formal action required.

14 Agenda Item 8 ISSUE Five-Year Strategic Plan BACKGROUND The current Regional Public Safety Communications Program s Five-Year Strategic Plan expires at the end of the year. A new plan will need to be developed for years Volunteers will be asked to participate in meetings to help determine what the plan should look like for this period. POLICY IMPLICATIONS FINANCIAL IMPACT RECOMMENDATION Informational purposes only; no formal action required.

15 Agenda Item 9 ISSUE Interoperability Update BACKGROUND Updates will be provided by MARC Public Safety staff at the meeting. POLICY IMPLICATIONS FINANCIAL IMPACT RECOMMENDATION Informational purposes only; no formal action required.

16 Agenda Item 10 ISSUE System Report BACKGROUND Updates will be provided by MARC Public Safety staff at the meeting. POLICY IMPLICATIONS FINANCIAL IMPACT RECOMMENDATION Informational purposes only; no formal action required.