NORTHEAST REGIONAL ADVISORY COMMITTEE RAC / ECB Joint Meeting Oct 26, :00 am Pike Lake EOC

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1 1. ROLL CALL/INTRODUCTIONS Meeting of RAC and NEECB: NORTHEAST REGIONAL ADVISORY COMMITTEE RAC / ECB Joint Meeting Oct 26, :00 am Pike Lake EOC Adam Shadiow Arrowhead EMS Association U Mark Stansberry Crow Wing Co Brad Keseluk Gold Cross Ambulance E Marv Bodie Carlton Co Commissioner E Brian Smith Kanabec Co SO Mike Rosonke Motorola r Carey Johnson Lake Co SO Mikell Ruedebusch Virginia Fire Dept Christopher Wittwer St. Louis County 911 R Monte Fronk Mille Lacs Tribal Police Dept Dawn Sathers St Louis Co Financial Analyst R,e Nathan Myers International Falls e Denny Edwards Duluth Fire Department Neil Porter St. Louis Co. Sheriff s Office Duane Oothoudt Leech Lake Ambulance R Paul Widenstrom Pine County R Dylan Bridges Carlton Co SO E Perryn Hedlund Koochiching Co Sheriff Erik Humphrey DSC Communications E Pete Walsh Lake Co Commissioner E James West Mille Lacs Band of Ojibwe r Rowan Watkins Cook Co R Jeff Anderson Kanabec Co SO r Shawn Krizaj Duluth Fire Department r John Bowen Crow Wing Co EM O,e Steve Olson Lake Co SO R Jon Froemke Koochiching Co Undersheriff E Steve Hallan Pine County Commissioner e Ken Yurrick Itasca Co SO r Steve VanKekerix Lake Co SO r Lejana Wright Leech Lake Ambulance e Tim Norton Cass Co SO Marcus Bruning NE RIC/DPS r Tom Semmelroth St Louis Co 911 Com Tech R Mark Lallak Itasca Co SO Holly Olson St Louis Co SO R = RAC Member r = Alternate E = ECB Member e = Alternate OO = Owners/Operators Member oo = Alternate U = Users Member u = Alternate 2. APPROVAL OF MINUTES RAC MOTION to approve minutes from September 28 made by Monte Fronk Mille Lacs; second Steve VanKekerix Lake Co. Upon a vote, motion carried. ECB MOTION to approve Agenda made by Steve Olson Lake Co; second Steve VanKekerix Lake Co. Upon a vote, motion carried. ECB MOTION to approve minutes from June 22 made by Steve Hallan Pine Co; second Steve Olson Lake Co. Upon a vote, motion carried. 3. REPORT OF COMMITTEES: a. Training & Exercises Mark Lallak spoke on Dewey s behalf, stated they are looking forward to 2018 User Conference Also working with the other members for training for the COMU and COMT. UPCOMING TRAINING INFORMATION DATE LOCATION COURSE INFO DEC 5-6 PSB ICS-400 per Shawn Krizaj Duluth is hosting, registration through MN HSEM LMS site. DEC 15 n/a Grants Workgroup call (Marcus will send out invite) MAR 21-22, 2018 Grand Portage Pigeon River Conference (look for Save the Date to come from Mike) OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 1 of 11

2 Be sure to check out the website for statewide training opportunities: & The ECN Website: **TRAINING REMINDER: PREAUTHORIZATION IS REQUIRED FROM DAWN OR DEWEY** b. Operations and Technical Committee Report (Tom Semmelroth) Rowan stated they met, there was a few changes to the participation plan radio IDs, talk group added, changes to standards; specifically the language for Emergency button use and the difference between regroup and tactical push. If you are doing a tactical emergency button, it needs to be done on a talk group you own only. If it is not built into the console, there will be issues. Steve Olson also reminded everyone quick reservation on the status board is good for 3 hours. It was previously 2 hours, but was changed to 3 over a year. c. User Committee (Mark Stansberry) Steve Olson stated they met on Oct 15 and among agenda items, they discussed who is interested in being part of the COMU group representing the region. Steve will reach out to find out who is interested. - RAC will be conducting a COMX and COMT training. Dewey, Marlin from Itasca Co, Jason Mathias, and Steve went to a COMX Train the Trainer and they plan on holding a COMX for two COML s and two radio operators this winter. Watch for information to come. - The Regional Website is up and active, if you have any suggestions or comments bring forward to the Owners Committee. - Dewey and Steve are working on the ISSI gateway and regional standards, watch for information to come. - There was a system admin class at the EOC this week, it was very well attended. - John Hyde and Steve tested the STR in Lake Co in August, they had 16.5 miles coverage to the fire hall on the repeater. If you are interested in testing for a backup for the ARMER system let Steve know. Dylan asked to test in the Spring in the pipeline area. - There is pipeline work between Pine and Carlton Co, among other places. Depending on the outcome, they may need to do some offsite dispatching, MCC7100 Console in the mobile communication vehicle. It has a limitation to 30 resources on the laptop console itself. It would be tied to Pike Lake EOC, and would have access to resources in the region and the state, and be able to dispatch. d. Owners and Operators Committee (Steve Olson) e. Jurisdictional Updates Aitkin Co. Carlton Co. Cass Co. Cook Co. Crow Wing Co Duluth Fire / City of Duluth No one present Shawn stated John Hyde and Laura Regan completed Motorola admin training which is allowing them to make changes to subscriber IDs and talk groups at the state level. No updates on Holiday Inn BDA. The Hwy 23 project is moving forward, they received radios from the regional St. Louis Co cache, and MnDot. Security has been hired and in place, and they are now online. OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 2 of 11

3 Grand Portage City of Hibbing Itasca Co. City of Intl. Falls Kanabec Co. Koochiching Co. Lake Co. Leech Lake Mille Lacs Pine Co. St. Louis Co. City of Virginia No one present No one present Duane introduced their new Chief dispatcher Mike Reyes. They hope to see more of him actively participating in the RAC. Christopher reported the simulcast 1 st phase with Aurora, Central Lakes, Buhl, Lookout was completed about 6 weeks ago. 2 nd phase was accomplished about two weeks ago adding Gheen, Side Lake, Ely. 3 rd phase adding Vermilion, Nett Lake, and Crane Lake was accomplished last week. Only existing site still needed is Kabetogama left to do. Once that is complete, pagers will be changed to the comma page frequency before they can be utilized. Wrapping up the project there are 3 new sites adding Hallow, Hibbing, and Sudan to help fill in coverage gaps. Regarding paging in Grand Lake along with the FCC and FAA licensing in progress, a base is being installed at the EOC so when approved by the FCC we can simply turned on. That will help with Twig, Grand Lake. No one present f. Interoperable Data Committee (Ken Yurrick) Ken stated they met via conference call on the 17 th, and the biggest topic was that the governor did choose to opt into FirstNet, and sent letters to ensure the tribes are involved and to see if they also want to opt into FirstNet. The other subject was the speed testing of the network, and there was a lengthy discussion on whether they need to retest, and come up with some SOP s for standardized results. Some entities were adamant that they will not go thru testing again, more info to come. g. Grant Funds Report (Dawn Sathers) Dawn stated quarterly updates to the state are due SHSP grant expires Dec 1 st : statuses are needed COML training AND User Conference reimbursements are due ASAP SECB status updates: Orr Ambulance and Itasca Grand Rapids are complete. Kanabec: GIS status? Jeff stated there is a kick off meeting in 2 hours, and he will have answer. Koochiching: Jon stated Jackie and Pete have been in meetings with the state and believes it has already started. Follow the Grant Reimbursement Documentation list shown on following page: OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 3 of 11

4 In order to get reimbursed for your expenses, please compile all required paperwork shown above and submit to: Dawn Sathers and cc: Dewey Johnson Reminder if you want to attend training, you need preauthorization from Dawn or Dewey. Reimbursements cannot be paid after the fact. h. Grant Audit Site Visits for Grant Recipients (Dewey) Dawn stated these are required by the Federal Government for anyone who received a Federal grant. Even if you are getting reimbursed for training exercises, a site visit is required to ensure everything was properly accounted for. Expect to see Dewey and Dawn making their rounds. 4. OLD BUSINESS a. ARMER/RIC Update (Marcus Bruning) FirstNet: Governor Dayton opted-in to FirstNet on October 10 th. This authorizes AT&T to begin to build-out the FirstNet Band Class 14 core and also initiates the state negotiating a state contract. Governor Dayton encouraged FirstNet to continue to negotiate with Minnesota s Tribes regarding coverage and subscriber agreements. Verizon continues to make efforts to meet the needs of public safety and is developing a proposal with similar benefits (priority and preemption). Competition is a positive outcome of this project. ECN will continue to support Minnesota Public Safety in meeting their carrier needs and will support agencies in meeting their needs as the public safety broadband network is developed. A new SLIGP Two grant has been announced but the details of what is an allowable expense continue to develop. The first SLIGP grant emphasized education and outreach. The next grant appears to shift away from education and outreach but specific details are unclear as of yet. Director Mines is planning to conduct a Strategic Planning Session in the Fall. The last planning session resulted in creating direction for all emergency communications projects including FirstNet, IPAWS, NG911, WERM, GIS and ARMER. As an example, the strategic planning committee work resulted in the increase to the E911 funds collected from each phone line in Minnesota and authorized restructuring the ARMER bonds that resulted in a multi-million dollar financing savings. This committee is extremely important and truly OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 4 of 11

5 determines what happens in Minnesota Emergency Communications for the next several years. We will be looking for few representatives from the region to attend this seminar. We should have representation from the technical side and the administrative or elected side. More information will be out next month. Great discussion at last Regional Leadership Meeting to determine direction and topics. The next Regional Leadership Meeting is scheduled for January 22nd from 9:00 to 3:00 P.M. Please contact me if you have topics of interest you would like to see on the agenda. Text-to-9-1-1: We are getting closer to deployment with Text-to for Minnesota. We have identified some glitches in routing, specifically with Verizon customers and there are several work orders that are being worked on. In more than one event, a texter was routed to a different state. It appears location services are less than reliable so it is extremely important for receiving centers to verify location. Transfers between receiving centers are operational and appear to be working well. Please do not announce text to 911 capability to the public or the media. An organized media campaign will be produced when the resource is ready statewide. Below is the upcoming text-to-911 testing schedule. Grants work group doing an excellent job of utilizing grant funding. History of turning back money. Dustin Leslie sent a message out to provide an update regarding the 2016 SHSP and 2017 SECB grants. He was able to finalize the total cost of the firewall devices which really gave him a good idea of how much money would be leftover. With the firewall costs added, the grants work group was able to fund a few additional projects: Southeast region s Wabasha Tower will be funded and split between the SHSP and SECB grants. Central region will also receive the two additional GIS projects for Big Stone and Grant County. That leaves $61.81 in SECB funds and $0 for SHSP funds. The Central region can keep their other two approved projects in the pipelines for the next SHSP round. Please keep the following in mind: 1) We still have 53 more firewalls to fund. This cost should amount to $172, ) We are getting less money this year. Our total SHSP funding will be $575, ) HSEM will not reimburse us for planning funds next year. Training and exercise funds will still be available. After the firewall costs, we will have $402, to distribute to the 7 MN regions. Training and exercises have always been a top priority for this grant. Attached is the finalized Investment Hierarchy for the 2017 SHSP grant. I appreciate all of your feedback during the call today. After going over each item, it was decided that the regions would continue to receive their $25,000 training allotments. Therefore, after the firewall costs, the training allotments, and Southeast region s already approved Wabasha project, there will be a total of $189, to divvy up among the regions. In addition, we have chosen December 1 st, 2017 as the hard deadline to turn in your project applications. If you fail to turn in an application for a project by this date, you will have to wait to submit it halfway through the grant period however, there is no guarantee that money will be available then. The next Grants Workgroup call will be December 15 th two weeks after the application deadline date. I will send out an invite for that meeting soon. OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 5 of 11

6 PSAP Firewalls: ECN and Dept of Admin have reached an agreement on all technical and financial aspects of the contract and installations to being Nov. 1. Installation schedule will be aggressive. Interop: Working with U.S. Park Police at Voyageurs National Park. They will be an interoperability partner with local, regional and statewide talk groups. St. Louis County is providing technical support, St. Louis and Kooch will be providing training. They should be on by December. I anticipate they will be monitoring St. Louis County s North Law Main and Kooch County Law 2. For now, they will be maintaining their legacy VHF system using dual band radios for their officers. More information to follow. Sub Committees: The intent is for each of these subcommittees to meet every other month, on the Interoperability Committee s off month. In other words, the Interoperability Committee meets on odd numbered months so the COMU subcommittee will meet on even number months and the STR Subcommittee will also meet during even-numbered months. The subcommittees will generally meet by conference call or WebEx. While it is possible that a reason could arise for an in-person meeting, it would be unusual. COMU Subcommittee This is a newly-created subcommittee. (Brian Z primary and Doug Krier as Alternate for NW) Steve Olson and John Hyde will be representing the NE Region. Functions: Review new and refreshing COMU personnel and make recommendations to Interoperability Committee Maintain COMU Standard Operating Guidelines Develop Minnesota-specific tasks to amend the DHS Position Task Books Other functions, as identified STR Subcommittee This is a restart on an existing subcommittee that has been long dormant. (Dave Olson primary, Chris Muller as alternate) John Hyde and Tom Semmelroth will be representing the NE Region Functions: Examine STR needs and make recommendations to Interoperability Committee Review and refresh STR-related standards Encourage uniformity, maintenance, and deployability of the STR Other functions, as identified Mark stated they received an from St. Cloud, and they looking for about 100 ARMER radios to use for the Super Bowl that have the DES encryption. St. Louis Co has 1 cache of 10 that have that encryption. Lake and Cook also stated their cache is not encrypted. Tom and Mark will work with St. Cloud on this request. b. Regional Busy Report (Tom Semmelroth) Tom reported no changes. OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 6 of 11

7 5. NEW BUSINESS a Annual Budget Approval (Marv Bodie) Marv reported the budget was sent out via this morning and is proposing to keep the budget base amount the same as last year of $8,460, and split the same way it was split last year. Mille Lacs has just been added according to their radio count. Discussion was had on how the radio counts are provided as it is not reflecting accurate counts. Rowan stated John Anderson sends out System Administrator reports that show how many radio ID s you actually have, how many are approved for, and how many are active in the last year. Marv asked if Rowan could get the report from him to adjust the numbers accordingly. MOTION to approve the $8,460 budget as presented and split per jurisdiction as for 2018 and adjust the radio counts going forward made by Steve Olson Lake Co, second Steve Hallan Pine Co. Upon a vote, motion carried. Dawn stated invoices will now be ed from Mitchell Humphrey. b. Mille Lacs Indoor BDA (Marcus Bruning) Marv confirmed the BDA location is Mille Lacs Casino in Onamia. Eric from Motorola has stated it is up and running and has drastically improved coverage. (See RAC minutes from Sept 28). c. Replacement Batteries for Radio Cache (Dewey Johnson) Steve Olson stated the tactical dispatch four-day class held at the EOC utilized the regional cache and as they were charging batteries, 19 units were deemed bad. New batteries need to be purchased to replace. The funds were already set aside for maintaining the cache; Mark Lallak is getting the fund balance from the State and will provide that figure to the group. Tom stated batteries are charged, tested, and cycled quarterly. Eric from Motorola stated the retail price per battery is $132, state bid is $ Mark stressed not to use aftermarket batteries as they are not deemed safe. MOTION to authorize Tom Semmelroth to purchase replacement batteries for the radio cache made by Steve Olson Lake Co; second Pete Walsh Lake Co. d. Allina Health Dispatching for Essentia, Pine County (Marcus Bruning) Marcus stated he was contacted by Allina Healthcare stating that they are amending their participation plan and will be dispatching for Essentia in Pine County. They are looking for talk group authorization from the ECB. Marcus informed them that they would need to contact Paul Widenstrom to get this item back on the agenda. Commissioner Hallan stated they have not been approached by Allina. They currently have a contract with Essentia for ambulance services for the county, and they are presenting to the county board for Nov 21 st and recommend tabling this item until after that meeting. e. ARMER Participation Plan Addendum (Tom Semmelroth) Tom presented two letters from two agencies who are requesting to be added to the ARMER participation plan : Lake Co is requesting to add Co-op Light and Power as an interop user to the Lake Co Participation Plan (see letter on page 10). RAC MOTION to approve adding Co-op Light and Power to Participation made by Dylan Bridges Carlton Co; second Rowan Watkins Cook Co. Upon a vote, motion carried. OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 7 of 11

8 ECB MOTION to approve adding Co-op Light and Power to Participation made by made by Pete Walsh Lake Co; second Denny Edwards Duluth Fire. Upon a vote, motion carried. St. Louis Co requests to add both Douglas Co Emergency Management, and Superior Fire Department to the ARMER Participation Plan. Shawn stated Duluth Fire would support this request 100% as they are currently communicating via cell phone and two radios when communicating with Superior Fire (see letter on page 11). RAC MOTION to add both Douglas Co Emergency Management, and Superior Fire Department to the ARMER Participation Plan made by Shawn Krizaj Duluth Fire, second Steve VanKekerix Lake Co. ECB MOTION to add both Douglas Co Emergency Management, and Superior Fire Department to the ARMER Participation Plan made by Denny Edwards Duluth Fire, second Steve Olson Lake Co. f. Bylaws Update (Dewey & Marv) Marv reported ECB needs to update their bylaws to reflect their correct name since they are no longer called the Radio Board. Marv stated the RAC, O&O, and USER boards will also need to amend their bylaws as well. Once the changes are made, the bylaws need to go through every county board, city council, and tribal councils to get the changes approved. Dewey, Marcus, and Marv will come up with a draft for board approval. g. COML Task Book Approval (Dylan Bridges) Dylan is presenting this item for informational and recognition purposes only. Dylan completed his COML Task Book, which includes COMEX, and ICS 205 MSOP and needs to go for approval to Jim Stromberg and Cathy Anderson. Steve stated the task book first goes to the RIC, and is then forwarded to the SWIC (Statewide Interop Communication Board) for approval. h. New Hire Emergency Management Director (Dylan Bridges) Dylan introduced Steve VanKekerix as the New Emergency Manager Director for Lake Co, and he will also be the alternate for the RAC for Carlton Co. Clarification to the Board on member changes: The appointing authority is required to send a letter to Dewey with the change. Steve will send a letter for Lake Co indicating their new RAC member as Nate Stadler, and Carey Johnson as the alternate. i. Motorola 7100 Console Purchase for Region (Dewey) Steve received an estimate from Motorola, and would like it added as an action item for the Board hoping to tap into grant monies. The price for two 7100 consoles is $97,766. This includes set up, hardware, and software. Dylan recommended one of these consoles to be installed in St. Louis County s 600 mobile communication vehicle and used as a regional asset. Marcus stated in order to apply the match component on equipment is 50%, which is due December 1 st. This would fit into the investment hierarchy, and since this is a regional project, you would need commitment and a letter from the ECB Board stating they will match 50% of the $97,766. Steve explained the way they are setting up the MC7100 for the Super Bowl is they have a regional profile set up in the background, so if it were hacked it wouldn t take down a local console site. Each OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 8 of 11

9 entity would be able to build their profile and load it on USB drive, then download it to the laptop. Ideally this would be installed and kept at this location. The other console should be set up between Carlton and Pine Co with the pipeline work going on. There is an existing 7100 in the region that was purchased with Crow Wing Co. funds, and it is tied into the Aitkin Co console site. Marcus stated that was a regional project but Crow Wing provided the entire match and agreed that it would be a regional asset as long as it wasn t needed in Crow Wing Co at that time. Discussion was had on several different options. Marv stated because the application is due Dec 1 st, and the board needs more information in order to make a decision to table the item until the end of the meeting in hopes Motorola has more information. Motorola has confirmed the price for one console is $69,325, and includes a fully functional 1NC When the board decides to purchase the second console, it will be less as the expense of the proxy servers, etc. is included in the first console. The match would be $34, split among 10 counties would be approximately $3,466. The boards support is for two consoles since the price difference is not substantial. Marcus stated the board could equip our regional representative to the grants committee to go for two consoles with the alternate of one. Since we have support for two with a match from the board it would be up to the NE rep to negotiate. Marv asked what happens if we get the grant, but don t get the match. Marcus stated the way the grants committee works is by July 1 st the board would need to provide a report on substantial completion - if it was going to happen or not, and if not the money would go back to the grants committee to be divided back to grants that were not funded. ECB MOTION to proceed with application and letter of support from the RAC Board for two consoles capped at $97,766 made by Commissioner Hallan Pine Co; second Steve Olson Lake Co. Ken asked if everyone could see the proposal prior to submission, and if there a reason we cannot use the network interface that is already in place for Crow Wing Co? Steve said he would find out the answer, as well as getting the proposal out to everyone for review. j. Meeting date change discussion Marv stated the ECB has 12 people present today, 11 people are needed out of 21 for a quorum. Marv asked for ideas on how to ensure a quorum is present. Is there a better date that works for Aitkin, Hibbing, and the City of Virginia as they have not participated in quite some time? Marcus stated the Central region adopted bylaws that required 70% attendance at all meetings and committee levels in order to be eligible for grant funding the following year. They did a 1 year pilot to see the results and it goes into effect January 1, It is noted that it had a significant impact on attendance. Marv will look further into the verbiage in the Central bylaws. Commissioner Hallan stated the people who don t attend may not realize there is money attached and the significance of attending and having a quorum affects their counties financial outcome. Steve Olson suggested splitting the funds at 15 instead of 11 so there absence is actually counting against the ratio. OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 9 of 11

10 6. ADJOURN a. Next RAC scheduled meeting: Dec 28, 2017 at 10:00 a.m. RAC MOTION to adjourn made by Monte Fronk Mille Lacs; Second Dylan Bridges Carlton Co. Upon a vote, motion carried. ECB MOTION to adjourn made by Pete Walsh Lake Co; second Steve Olson Lake Co. Upon a vote, motion carried. b. Next ECB scheduled meeting: Jan 25, 2018 at 10:00 a.m. (continued) ARMER Participation Plan Addendum (Tom Semmelroth) a. Lake Co Co-op Light and Power OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 10 of 11

11 e. (continued) ARMER Participation Plan Addendum (Tom Semmelroth) b. Douglas Co Emergency Management c. Superior Fire Department OCTOBER 26, 2017 RAC / ECB JOINT MEETING Page 11 of 11