Agenda. Public Safety Communications Board Meeting. Date: Wednesday, June 28 th, 2017 Time: 10:00 a.m. Location: Board Room

Transcription

1 Public Safety Communications Board Meeting Date: Wednesday, June 28 th, 2017 Time: 10:00 a.m. Location: Board Room Agenda 1) Call to Order and Introductions 2) Approval of April 4, 2017 Meeting Summary 3) Regional Dispatch Update 4) Capital Projects Update 5) Backup Subcommittee Update 6) Legislation Update 7) PSAP Upgrade Status Report 8) Interoperability Update a) Network Update b) Regional Interoperability Communications Committee c) MARRS Update 9) System Report a. Database b Training Program Update c. Public Outreach Update d. Financial Update 10) Other Business 11) Adjournment

2 Public Safety Communications Board Meeting April 4, 2017 Meeting Summary Agencies Present: Darrel Bergquist, Kansas City Missouri Police Department Scott Boden, Johnson County Sheriff s Office James Brafford, Raytown Police Department Brian Bush, Ray County Sheriff s Office Kevin Cauley, Leawood Police Department Steve Davidson, Johnson County Wendy Dedeke, Leavenworth County Sheriff s Office Nathan Dougan, Kansas City Fire Department Jeane Fracassa, Kansas City Missouri Police Department Tyrone Garner, Kansas City Kansas Police Department Daniel Gates, Kansas City Missouri Police Department Simon Happer, Overland Park Police Department Mike Hasty, Gladstone Public Safety Patty Higgins, Kansas City Missouri Police Department Steve Hoskins, Kansas City Missouri Police Department Andy Huckaba, Lenexa City Council Greg Lawson, Kansas City Kansas Police Department Matt May, Wyandotte County Emergency Management Mark Owen, Platte County Sheriff s Office Jody Prothe, Johnson County Sheriff s Office Rance Quinn, Kansas City Kansas Police Department Robin Tieman, Cass County ESB Maury Thompson, Johnson County Kris Turnbow, City of Raymore Walt Way, Johnson County Ellen Wernicke, Johnson County Emergency Management and Communications Sonta Wilburn, Overland Park Police Department GeoComm Staff: Stacen Gross and Christy Hayes MARC Staff: Eric Winebrenner, Marlene Nagel, Chris Allen-Hunter, Hassan Al-Rubaie, Terry Bradshaw, Ben Chlapek, Adam Geffert, Saralyn Hayes, Nikki Thomas

3 1. Call to order and Introductions Mark Owen called the meeting to order. Introductions were made. 2. Approval of December 7 th Meeting Summary A motion was made by Jody Prothe to approve the summary and seconded by Steve Davidson. The meeting summary was approved with no opposition. 3. Proposed Communications Board Bylaw Changes Eric Winebrenner explained that the present bylaws state that some members of the Public Safety Communications (PS) Board also had to be members of the MARC Board, including at least one of the PS Board co-chairs. The proposed changes allow members to appoint their own designees, and eliminates the requirement that one co-chair must be a MARC Board member. Steve Davidson made a motion to change the bylaws to state that PS Board members are allowed to assign someone as their representative. The motion was seconded by Patty Higgins. It passed with no opposition. Members who wish to assign a representative will need to send a letter to Eric Winebrenner stating this, and provide the name and contact information for their representative. 4. GeoComm Presentation and GeoLynx Server Purchase Approval Eric Winebrenner shared that GeoLynx Server was one of the capital projects that was approved in December. He introduced Stacen Gross, Regional Sales Consultant for GeoComm. Gross went through GeoComm s proposal, which was included in the meeting packets, stating that the project goal was to provide a modern, fast, fluid and uniform dispatch mapping program. The new software version will also provide easier management of system configurations and will prepare the region for future technologies, including NG Gross added that the new system is server-based. The primary need for this upgrade is the drastic improvements in GIS technology over the past decade, as well as to prepare for future technologies. The plan is to install the system in Gross shared that MARC staff had been testing the software, and one reason for not moving forward earlier was due to bandwidth limitations. Now, the region s microwave network has enough bandwidth to support the system. Gross shared the system s capabilities, cost, the accessibility of maps on the workstation and GIS updates are made without having to restart the system. There was some discussion on redundancy, map updates and additional system options. Daniel Gates asked for a list of the CAD vendors that GeoComm had previously worked with and Gross agreed to provide this information. Ellen Wernicke asked about purchasing additional options, and Winebrenner shared that the Public Safety Communications Board had given approval to get the basic system now and will look at additional options later. Wernicke asked if agencies could purchase the options themselves, which would require a case-by-case review since the system is server-based. The Public Safety Communications Users Committee previously made a recommendation to approve the purchase and installation of the GeoLynx Server software. Steve Davidson made a motion to approve the purchase and installation of the GeoLynx Server software for the amount presented. The motion was seconded by Walt Way, and was approved with no opposition.

4 5. Backup Center Discussion Winebrenner noted that during the Public Safety Communications Users Committee meeting, there was discussion about several agencies having backup agreements. An will be sent out requesting information on each agency s backup plan, and asking for copies of any existing agreements so that MARC has a complete file for all backup facilities. This will also help in ensuring that funds being invested in backup centers are worthwhile investments, and will assist in usage planning. The strategy is to get this information in a centralized location where everyone can access it. 6. Capital Projects Update Winebrenner reported that the GeoLynx Server project, which was just approved, is being managed by Hassan Al-Rubaie. Work is being done on finalizing the contract information and it is hoped that installation will begin sometime this summer. The second project is the installation of a microwave overlay on the RAMBIS system, to increase network bandwidth. The process for bids is expected to go out in the third or fourth quarter of this year, with installation starting in The selective router replacement project is both the largest and most expensive. The bids for this should begin around the second quarter of 2018, if not before. Work for this may start in late 2018 or the first quarter of A plan has been developed to make this a pay as you go project that will not require additional funding. Walt Way asked about PSAP equipment replacement continuing throughout the duration of the projects, and Winebrenner noted that work will continue. 7. Approval of MOU for United Way Saralyn Hayes stated that she is a member of the United Way Council, and was approached about drafting an MOU between the agency and MARC. A copy was provided in meeting packets. Hayes noted that the agreement also included a training component. Anyone with questions was asked to contact her at or shayes@marc.org. Robin Tieman made a motion to approve the MOU with United Way 2-1-1, at no cost to the region. The motion was seconded by Scott Boden. The motion passed without opposition Legislation Update Winebrenner stated that this year s bill is on the House floor, and volunteers along with APCO representatives were in Jefferson City last week meeting with House representatives. The bill appears likely to pass through the House, and is currently on the Senate s calendar. It has been shared that it may be harder to get the bill through the Senate this year. There is also legislation on the Missouri side to establish a state Coordinator position which would make the state of Missouri eligible for federal funding. This is on a consent agenda and should pass.

5 Mark Owen shared that there were some concerns with a Clay County amendment and a Kansas City amendment, and provided some background on both. Winebrenner noted that these two governments had met and come to an agreement. Letters are being prepared by MARC staff to go to all regional Representatives and Senators as well as local officials requesting their support. Owen asked that the individual departments also send letters, especially to their Senators. Owen will be in Jefferson City next week pushing to get the bill approved. Saralyn Hayes shared that elected officials in Jefferson City used to say that they never hear from professionals, and now that they are, they are stating that they never hear from voters or constituents. She noted that if a family in Buchanan County would be willing to call or write their Senator, MARC would be happy to provide them language. Per Winebrenner, work is being done on a press release that will go out state-wide. Kris Turnbow shared Cass County s perspective and what they would like to see happen. Turnbow noted that this may cause Rep. Emery to oppose the bill. Owen asked if Rep. Emery would be willing to write an amendment that would allow their county to support the bill. Per Turnbow, he believes he would, but there are several issues that would need to be worked through. 9. PSAP Upgrade Status Report There are eight PSAPs remaining to be upgraded. Hassan Al-Rubaie listed them and the issues that have held up each upgrade. Upgrades will start again in June. He noted that Overland Park would not be upgraded until its remodel was completed. 10. Interoperability Update a) Network Update Hassan Al-Rubaie Five backup positions have been ordered for Johnson County which may be installed in May. b) Regional Interoperability Communication Committee Nikki Thomas The Regional Interoperable Communications (RIC) Committee met on February 22 nd. The COMU subcommittee had received some COML applications for review. Thomas explained that in the review process, an applicant would typically be assigned to work an actual live event to verify his or her knowledge before final approval was provided. Work is being done on a regional small scale COMMEX exercise for regional COMUs. Thomas sent an to the group in an effort to create some local branding options for the program. Those that had not voted were asked to forward their choice to Thomas. The group is working with the 7 th and 73 rd civil support teams as well as regional agencies to host an interoperability capability assets meeting this summer. It may be held at the Overland Park Fire Center. Approval has been received from the DHS Office of General Council for the application release of the electronic field operating guide mobile app. This will be hosted through MARC. More testing on this application will be done before it is made available. Thomas reminded everyone to utilize the regional COMCs if they had a communications event. Their contact information can be found on the MARC website. c) MARRS Update Eric Winebrenner The MARRS sustainability study that Tusa has been working on is complete. Winebrenner and Dean Hart will meet with David Warm and Marlene Nagel on Friday to bring them up to date on the study. Once Warm has given his approval, a group will go out to the system

6 owners and do a presentation on Tusa s recommendations. After that, it will be brought to the MARRS Users group and then, before the MARC Board for their review and recommendations System Report a) Database Saralyn Hayes VLQ Reports Quarterly, a request is sent to AT&T for a VLQ (very large query) report. These records help MARC staff monitor the different carriers in the region, determine where different cities and counties are with their landline records and monitor what revenue is coming in since this is generated by the number of regional customers. The records showed that the region is up 4,600 records for the quarter but down annually about 1,500. These reports continue to show ups and downs because of new customers and new businesses, but the residential side seems to be holding strong. Hayes shared that for five years the region was up 58,000 records, but from the start nine years ago, down approximately 200,000 records. These numbers also reflect Time Warner and Comcast switching to true VoIP systems, which removed both companies records from the database. Hayes noted that 91% of regional cities and counties meet or exceed the national goal. Work continues to get those not at the national percentage to it or above it. As part of the Kansas NextGen project, the database team is meeting deadlines by providing data to the state for analysis. Mapping Hayes recently helped with the mapping of a number of trails in the Smithville Lake area. Smithville Lake has finished the installation of some trail marker signs. MARC staff helped with equestrian trails, and will assist with bike trails next. Pipeline - Every year, a request is sent to the National Pipeline Association for updated information. This request has already been sent for In the next month or so, dispatchers will receive a fresh copy of pipeline data in GeoLynx. Hayes noted that this would also include railroad data, and that this information is also on the Intranet Technology Training This course, taught by Hayes, is scheduled for April 25 th and is appropriate for new PSAP supervisors and managers as well as dispatchers. b) Training Program update Ben Chlapek Spanish I training will be April 21 st. April 11 th is Active Shooter training. Chlapek attended the Missouri Spring Conference last week and was able to meet with some educational companies that already have a robust online telecommunicator training education. He is reviewing this information. c) Public Outreach Update Adam Geffert Telecommunicator Appreciation Celebration (TAC) Geffert shared that the annual TAC event would take place on Friday at The Gallery in the Power and Light District located in downtown Kansas City, Mo. In February, with the help of the Johnson County ECC, a Leawood sixth-grader was honored as a Hero for getting help for her father during a medical emergency at their home. If you have any Heroes, please remember to contact MARC staff so they can be honored. So far in 2017, volunteers have presented the Cell Phone Sally program to over 2,000 area students. Geffert thanked all those that had helped with these presentations and reminded everyone that Cell Phone Sally is available along with handouts for community events at which she would be appropriate. d) Financial Update Adam Geffert Capital Project Fund The current balance of the fund is approximately $827,000. Roughly $120,000 per month is added to the fund from the monthly allocation bills. Allocation Bills - For the first three months of the year, the program has expended approximately $1,587,000 which is around 25.06% of the expected yearly budget. This figure

7 is around $3,900 higher than the expected amount, which is primarily the result of payments made to Tusa Consulting for the MARRS Next Generation project, which was approved by the PS Communications Board and MARRS Management Council last year. Once this project has been completed, the funding should balance out. Also, coordination expenses, which are a part of the allocation bill and are composed of MARC internal expenses, can fluctuate throughout the year. Overall, we are in good shape financially. 12. Other Business Winebrenner noted that Kansas has signed an agreement with AT&T to join the nationwide ESINet. This will happen in There will be some upcoming discussions regarding how this will affect Kansas counties in the region, and where/how we may want to work with the state of Kansas. The central office isolation plan for Johnson County is nearly completed, pending a few backup agreements. Work will begin soon with the other counties. Kansas APCO is April at the Doubletree Hotel, Overland Park, Kansas. 13. Adjournment With no further discussion, Mark Owen adjourned the meeting.

8 Agenda Item 3 ISSUE Regional Dispatch Update BACKGROUND An update on the status of the regional dispatch concept will be provided. FINANCIAL IMPLICATIONS POLICY IMPLICATIONS RECOMMENDATION: Informational purposes only; no formal action required.

9 Agenda Item 4 ISSUE Capital Projects Update BACKGROUND An update will be provided regarding progress on capital projects. FINANCIAL IMPLICATIONS POLICY IMPLICATIONS RECOMMENDATION Informational purposes only; no formal action required.

10 Agenda Item 5 ISSUE Backup Subcommittee Update BACKGROUND An update will be given on the region s on-going backup strategy. FINANCIAL IMPLICATIONS POLICY IMPLICATIONS RECOMMENDATION Informational purposes only; no formal action required.

11 Agenda Item 6 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.

12 Agenda Item 7 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.

13 Agenda Item 8 ISSUE Interoperability Update BACKGROUND Updates will be provided by MARC Public Safety staff at the meeting. FINANCIAL IMPACT POLICY IMPLICATIONS RECOMMENDATION Informational purposes only; no formal action required.

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