911 Board Meeting Minutes December 16, 2010

Call to order by Secretary Schiliro at 12:15 pm

Members present:

Secretary Schiliro, Secretary Sills, Tucker Kokjohn, Michael Vincent, Michael Metcalf, and Jamie Turner, Art Lewis.

Motion to approve minutes from the October 6, 2010 meeting made by Mr. Metcalf and seconded by Mr. Lewis. Motion carried. Corrections to Minutes: none.

Terry Whitham reported on the Status Reports. He is finalizing the restricting of the reports for next year to gather more data on the types of calls we are receiving. The new report will include a breakdown on other types of phone service and data on the number of dispatches. Surcharge process will change next year. We will no longer have a “pass through” account. All funds will be deposited in the discretionary fund account and the Counties will receive 1/12th of the legislated amount each month. This will simplify the process, do away with the annual “leveling up”, and remove the counties from the OMB delay in depositing funds to the accounts.

Jim Cole reviewed his reports. The bills and trouble reports are the routine items that we see. No major issues have been reported to him or his office. Kent Center and Dover PD were successfully cut over to the Viper System. His report included two quotes that will be brought up by the Technology Committee.

Presentation on DENS and the Special Needs Registry connection to the 9-1-1 System. The current system has a form that is mailed to Terry who then attached the information to the Landline Record. He is not able to attach information to any other record type. The new system works with the DENS First Call System that is used by DEMA. As information is entered into the system, it will be periodically downloaded, conflated, and attached to the 9-1-1 database. We hope in the future that we can also conflate and download the data to the CAD Systems. The system is online and the information gathered includes the number of people at the residence, the address, locations of bedridden residents, and types of disabilities for up to 5 people in a residence. Public Health has been included in the development of the system and will be working with their clients to ensure the entry of information such as “SNAP” alerts. There is an audit process that requests an update by email and purges any updated record after 13 months. System has been tested for ease of use for persons with different abilities. The goal is to use the Special Needs Council and Public Health for outreach to the Special Needs Community and have links from various State Agency Web Sites. Question from Mr. Lewis on liability waivers - Mr. Ellis has worked to develop the appropriate waivers for the system. Secretary Sills recommended the development of a brochure to get the appropriate information out to the public. Question from Mr. Turner on whether the information will follow the person by phone number – the system is addressed based so it will not follow the cellular caller who is not at home. Question from Joe Thomas on validation of the data – at this time there is no staffing/manpower for validation of the data. System is also designed to allow for 3rd party entry (such as Division of Aging). DTI has made recommendations for change to the vendor for security issues as it contains private and medical information. Discussion on whether the Board is the best sponsoring agency for the system and whether State of Vendor hosted is in the best interest of the State. Motion by Art Lewis, second by Michael Metcalf that the 9-1-1 Board sponsor the system and its annual maintenance costs. Motion carried. Mr. Turner recused himself as DEMA was involved in the initial development of the system.

Wireless Cost Recovery – Terry reported we have one bill from AT&T in the amount of $21,933.36. Motion by Mr. Turner, second by Mr. Kokjohn to pay the bill. Motion carried.

Committee Appointments – Per the recommendations of the Strategic Plan Consultant we will be reimplementing our Committees. Training will be chaired by Jamie Turner and Art Lewis. Public Education will be chaired by Tucker Kokjohn. Legislative and Budget will be chaired by Mike Metcalf and Michael Vincent. Terry will be sending out an email soliciting for committee members.

Users and Technology –

The Technology Committee recommends installation of diversity for Kent Center, this will provide diversity for the last of the large center, at a cost of $194,709.00. Discussion on MRC option and monthly billing. Motion by Jamie Turner and second by Tucker Kokjohn to accept the recommendation of the Technology Committee and install Diversity at Kent Center. Motion carried.

The Technology Committee recommends providing UPS Maintenance Service for Sussex and New Castle County. Cost for Sussex is $10,950 and New Castle is $11,500. It was noted there may be some peripheral equipment on the UPS units but 90% is for 9-1-1 purposes. Motion by Tucker Kokjohn and second by Art Lewis to accept the recommendation of the Technology Committee. Motion carried.

Mr. Cole reported that the University of Delaware has requested funding for a UPS. Mr. Cole provided two quoted options. First would be to fund one year of maintenance at a cost of $3,700 and place all centers on a single maintenance agreement. The second is to install a new unit at a cost of $53,000 which would include a 3 year warranty. Discussion on the urgency of replacement need for their unit and the appropriateness of covering non-911 equipment. Motion by Art Lewis and second by Michael Vincent to approve on year of maintenance for the University of DE UPS unit. Motion carried.

Discussion on the Network Control Modems and the problems that have been experienced by the Centers. Verizon has been contacted to set up a “test” system to allow people to practice working though the voice prompts and system activation process without actually “folding”. Procedures are going to be updated and clarified for the Centers and testing will continue.

Presentation by Michael Metcalf on the latest FCC rules on Wireless Accuracy. Key points included:

  • Rules are different for handset vs. network based solutions
  • Rules only apply to outdoors testing
  • Additional rule making will be coming out for in building requirements
  • Carriers can chose to PSAP or County based accuracy
  • There are still questions on applicability to pre-paid disposal phones that are non-compliant with most of the legislation regarding cellular services

PSAP Managers – Joe Thomas reported having two conference calls were held regarding the NCM issues. We are trying to work through issues as they are found.

Next Meeting – TBA

Meeting adjourned at