911 Board Meeting Minutes September 20, 2012
Call to order by Secretary Sills at 2:00 pm
Members Present:
Secretary Sills, Lewis Briggs, Jamie Turner, Arthur Lewis, Michael Vincent
Staff Members present:
Terry Whitham, James Cole, and Matt Laick.
Motion to approve minutes from the June 21, 2012 meeting by Mr. Lewis and seconded by Mr. Briggs. Motion carried with no objections. Corrections to Minutes: none.
Terry Whitham reviewed the monthly status reports noting Rehoboth Beach is missing incidents dispatched due to an MIS issue. He noted that call volumes are up for the year, but nothing sticks out. He noted there is a copy of the Fiscal Report of what has gone through the account and up to date as of September 2012. Effective with the Fiscal Year that started July 1 the fund carried over $6,525,625.34 with a note that the collections reporting goes by calendar year, while the budget goes by State fiscal year. Mr. Briggs asked about the New World bill on the report, that is the funding approved at the last meeting.
Jim Cole provided an overview of the monthly phone bills and trouble reports. We have had 377 trouble reports through August with nothing outstanding other than the two major outages in Sussex that have been discussed previously. We have a maintenance quote for Seaford that needs to be discussed with Mr. Ellis before it is brought to the table. He noted that ReComm will be cut over next Monday morning into Tuesday morning.
Mr. Cole made additional comments that he feels we need to look at increase in our surcharge and that we should look at elimination of cost recovery through legislation. He has concerns that when NextGen starts to come to fruition in the State that vendors will start submitting billing for the costs of network upgrades that they will incur because of the wording of current legislation. Secretary Sills asked if this had been discussed at the Legislative Committee to gather information and start preliminary discussions before January. Mr. Sills tasked the Committee to gather some information for preliminary discussion to share with the Governor’s Office. We should put as a basic agenda item with the Governor’s Office in October.
Committee Reports
Legislative and Budget – Mr. Vincent presented a preliminary operating expense budget for the operations side for FY 2012-2013, they need additional information on the Capital Expense Side. Jim Cole was tasked to get more information to the Committee/Terry in the next two weeks. Jamie Turner noted that capital will need to include costs for the CAD RFP project if the Board elects to fund.
Training – Jamie Turner reported that they are still working on reviewing a final draft of standards documents that are available. He asked Joe Thomas for information on training objective standards for i3 applications and future needs. Jim Cole commented we have no time frames for i3 roll out in Delaware. Mr. Turner also made comments regarding the open meeting laws and its coverage of the sub-committees. He noted that the Board needs a uniform procedure for committee requirements. There was a discussion on the requirements. He would also like to make sure non-Board members can be appointed to serve on sub-committees.
Public Education – Mr. Briggs reported he expects to schedule meetings in the future.
Technology Committee – Secretary Sills they have had two meetings since the last Board meeting.
Ken Allen reported that he has been working on the hardware refresh for the New World Systems. He noted that Rehoboth had a hardware crash yesterday and is being moved up to the first install, they will be followed by State Police, Newark, and Seaford. . Hardware programming is done at New World and they are ready to be shipped. Ken Allen is having weekly conference calls with New World to work on open tickets and issues. The CAD group is working on core system considerations for the CAD Systems and has been “elected” as the “voice of CAD” for the CAD group.
Secretary Sills reported on the ongoing issues with the NCM System. Jim Cole was asked for an update. He reported that the NCM contract has expired. The consensus of the PSAPs is to have the “throw/pull” switches pulled out of all but the three County centers. The NCM would be left at the County Centers for the option to move out of County in the event of a long term fail over.
At the Board Meeting - Mr. Cole did report that he had since received an offer for Verizon for the NOC to transfer the lines (Verizon reported 4 years ago this was not an option for their company). A poll of the PSAP Managers in attendance again confirmed their consensus to return to the “pull switches”. Secretary Sills directed Jim Cole to work with Verizon on returning the Centers to the “pull switches” including resolution on issues with the Fire Board lines in New Castle County. Jim Cole will also work with Verizon on a new Contract with the NCM units at the County Centers. There is no need for a contract for the “throw switches”.
Secretary Sills reported that Terry gave a CAD update and this will be brought up under proper order of business.
Secretary Sills reported that there was discussion on the Verizon Wireless outage in early September and the Verizon failure in Virginia earlier in the year. The Committee has contacted Verizon and Verizon Wireless regarding other single point failures in Delaware. This information will not be publicly released for security concerns (Secretary Sills will work with Mr. Ellis on proper way to classify and release any information obtained).
CAD RFP Project – Terry reported that we received RFP responses from New World, TriTech, Spillman, Interact, Northrop Grumman, and Tiburon. After review by State Contracting Staff one Vendor has been notified to pick up their proposal and it will not be considered further due to not meeting State Contract Requirements. RCC has the other packages for initial comparisons of meeting the RFP requirements. We have 90 days from August 22nd to make a decision on awarding a contract. RCC will be meeting with the Core Group on October 2nd to review the ratings and exceptions to the RFP. Three vendors will then be selected for Vendor presentations. Time frame is to have the Vendor Presentations during the week of October 15th where the Vendors will be required to show from an operational standpoint how they meet the requirements of the RFP. The PSAP Managers and Technology Committee will then develop a recommendation for the Board. A special Board meeting may need to be held to meet the deadlines He also noted how the Core Group was selected and that the RCC contract does include contract negotiation.
Wireless Cost Recovery – Terry Whitham reported invoices received from AT&T in the amount of $24,281.64 and Sprint in the amount of $27,894.00. Motion to pay by Mr. Turner, second by Mr. Lewis. Motion carried without objection.
PSAP Managers – Joe Thomas reported that the Managers met this morning. There was discussion on fold down issues, Discussion on i3/NextGen and information we heard from the Federal DHS personnel at our recent workshop with discussion on the possible need for and RFP and not just a single bid from Verizon. Discussion on the information we received on the Fairfax Network failure. Discussion on the ongoing issues with the Exacomm Recorders.
Discussion on the FEMA-CMAS system that was used during the Camden Tornado. (Mr. Turner noted that DEMA is having proper personnel trained to operate the system when needed in Delaware). Presentation from a company called Smart 9-1-1 on their notification/assistive information system.
Secretary Sills reported that he hopes to have a presentation on the NextGen network at the December meeting. We are not currently in negotiations with Verizon but are looking have had some preliminary discussions.
Mark Grubb gave an update on the Exacomm issues. His agency thought that the issues were resolved and that everyone was happy. Bill Carrow will work with Joe Thomas and the other managers on the issues.
Next regular meeting will be held on December 20, 2012.
Motion by Lewis Briggs to adjourn. Second by Mr. Vincent. Motion carried.
Meeting adjourned at 2:15 pm.