East Central Region Governance Meeting
December 5, 2008
9:00 am to 11:00 am
DRAFT Minutes
Location: Map Room – Platte Co. Courthouse (basement), 2610 14th Street, Columbus, NE
Chair: Bob Carey, Boone County,
Co-Chair: Terry Miller, Saunders County
Secretary/Treasurer: Tim Hofbauer, Platte County
The Open Meeting law was reviewed at the opening of the meeting.
Roll Call of Counties Present
Present: Boone, Platte, Merrick, Howard, Saunders, Colfax, Dodge Polk/Butler.
Not Present: Nance
Introductions and Review of the Minutes of 11/12/08 Meeting
There were no corrections to the minutes of the 11/12/08 Meeting Minutes; there were no additions or changes to the Agenda.
Meeting Minutes Approval was made by a unanimous vote.
Vote on the East Central Region By Laws
MOTION: To Adopt the By Laws as recorded last meeting – Merrick, Seconded by Colfax. Motion Carried.
Memorandum of Agreement with NEMA
Discussion of the 2008 & 09 Funds:
Tim discusses the adoption of a regional approach that addresses the
2008 planning funds which are approximately $98,000. NEMA suggests that regions develop their own templates so they can operate with multiple counties making this a regional approach. There would be significant funding to address mass casualty planning and other events, which is something that most counties would be unable to address on their own. This gives the opportunity to have a local plan as well as a regional plan.
Everyone would be operating off of the same templates somewhat similar to the LEOP plans but in addition. Admittedly, there are positives and challenges in the LEOP, but this would give an overall process to the planning activities, and the direct benefit is that there is a plan in place so the funding can be used. A direct benefit of the MOU is that it demonstrates that the counties have a plan in place for the funds in order to access the remaining funding. This involves about 50% of the planning funding ($155,260) so if we give it all to them we can spend it all.
This will probably have the same requirement for the 2009 funding – 25% to go for planning, and there is a list that needs to be followed for earmarking the funding. More funding will likely go to higher populated areas and not as much to the regions. Currently there are 3 Category 1 facilities in Nebraska - Kingsley Dam and 2 Nuclear power plants – plants have an overall safety plan and may be less vulnerable than others such as schools, and public access that may have a higher level of threat due to not being prepared. Plants do have national significance – low probability of this happening making this a local rather than a national impact.
MOTION - Merrick Co motions that East Central MOU to the State of Nebraska for the 2008 Planning funds to NEMA ($86,380). Seconded by Dodge: Motion carries.
MOTION - Dodge Co motions that the IEGPC Funding ($23,439.22) plus the be MOU’ed to the state for the Planning Academy. Seconded by Butler: Motion carries.
The use of the 2008 IED Protection & Detection funds was discussed at the Kearney meeting on November 21st. The funds available from East Central are $86,380. The State Patrol made a presentation at the Kearney meeting to discuss the fact that they need suits and robots wireless technology, and they are way behind the curve and at risk not to be recertified. Scottsbluff will not be able to survive if they do not get the funds to upgrade their equipment. The best bet for this to be resolved is additional funds. Many of East Central counties rely on State Patrol resources.
Platte County would like to have an exercise in their county and there may be a need to keep some of these funds to accomplish that. This is a part of the planning function of the governance board, and there are decisions to be made. Following discussion, the group talked that there is a need to have a guarantee that the State Patrol will provide training. Merrick County states that providing training is part of this plan and in fact these trainings are occurring in other areas for law enforcement and fire departments at no cost to the agency. Platte County says there is a need to pay Platte County –Columbus law enforcement cops to be involved in training which adds to the costs of any training. Platte County pays for their training as does Colfax county. Platte County suggests that attendance at the upcoming Planning Academy will assist in getting the 5 year plan completed for the region. Merrick County suggests that the Governance Board should plan for
the PET region and that calendar needs attention. Dodge County suggests that there be an exercise design team with representation from all 10 counties to include Law Enforcement, Fire & Rescue, Health Departments, Red Cross, and Hospital personnel.
ROMERS had an exercise earlier but stopped at the “river”. Discussion –related to this as a regional event, however perhaps not. The point was made that large events are very difficult to manage and that if there is a solid local plan in place then it can radiate out from there. Platte County discusses the need to have a planning component that is solid and comprehensive – we need to bring IED Protection and Detection discussion to the table. It was decided that this discussion be tabled until after the Planning Academy. Platte County suggests a local initiative including a Shooter Exercise with state as a partner. – Bob- need this to be a regional meeting. Dodge County has discussed this issue with Fremont and as they have a good relationship Omaha & Offutt AFB they have no desire to use their funds
MOTION: Howard County motions that this discussion if the IED funds be tabled until after the Planning Academy. Seconded by Colfax. Motion carries
Approval of County Proposed Projects Submitted
Use of Investment Justification Forms
Tim will be calling Hal Basset for a discussion of needs at 9:30AM:
Projecting the number of Black Boxes East Central PET Region: The project is currently being rolled out in Region 1, and the other areas will follow.
Areas for projected Black Boxes are: Platte, Boone, Saunders, Dodge and Butler counties. This board can actually modify this projected plan. After the Region 1 area is complete, there will be other projections.
Platte Center Tower will likely be a hub area, as Hal came out to do a site survey of Platte and Boone Counties and still needs to complete the assessment of Butler County. The Black Boxes will cost approximately $60,000 to install and will be maintained for 5 years. Following that the county will need to do the repair and maintenance. Regional PSAP interconnectivity will assist with some of these costs ($207,000) is available in East Central region. The ongoing costs can be done in a couple of ways. Sometimes the other counties may need to make up some of the costs. Initially the originating county may be responsible for it – but the Governing Board needs to make some decisions on this issue. Each county who has a black box installed will have to use their insurance to repair it in the event of damage to the equipment.
Mill Levy Discussion -each county has the possibility of taxing, and there are a number of other ways to pay for this through other sources.
The plan is supposed to be able to patch the whole system for seamless access.
9:30 Hal Bassett on Speaker Phone:
Merrick County: We have been getting information on state communications system – but not heating what is happening to the PSAPs who are not getting the boxes. Merrick County does not have in his state mutual aid to his consoles. Hal states that the plan should somehow cover this and that he is aware that there are more PSAPS than boxes, so an agreement with another county and with Paraclete should work, but it may be that Mike Jefferies would be able to shed some light on this.
Randy – Question: What is the plan for jurisdictions that may be out of range of the box – falls under the same as before - so someone may be out of range and since that can not be fixed, so if they have the simplex connection talking radio to radio. Randy: Scenario: Local utility departments on single channel simplex VHF radios and they may need to talk with the regional public power district - how will that be handled especially with the distance being up to 70 miles away? Answer may be another box…. but $45,000 may fix it through radios, and other cable and patches. The plan is to lay down the system, and to not buy more than we need. What we can do and then go from there. We may need to extend into another’s box and only use your radios in their box (server).
Platte County: What is required of the dispatch center who do get the black boxes? Equipment is a computer – may need to add the software (Sleuth and Paraclete cannot exist on the same computers).
Every PSAP will get access to the system whether they get a black box or not.
Merrick County: Will you still evaluate the ongoing needs? Yes, but have not gotten everywhere we need to – going out in stages and concentrating on areas 3 months ahead of the Jefferies plan. Antennas will be up in panhandle, sandhills, and then we will solidify sites in central as well as sites in the east in January.
Saunders County: Is the price quote still the same? It may vary by up to $2000 some equipment has higher price – up to 3% higher in some cases. Dispatch will move into the new building in Wahoo. Prefer to do the job whenever the dispatch is not in an uproar with so much going on. Time frame for east central week of March 20th 2009, and there will be new quotes. Hal will send Terry a new price quote. Price is 60,000 this will be a little over this amount.
Platte County: UHF/VHF radio system – there is not such a need to put dual band radios in vehicles since we can accomplish the same thing with the system. – Merrick County: There are situation where the dual bands are necessary cost vs. usage. Dual band radios are ¼ the cost of black box, and this is a more reliable option than the black boxes, especially for those who are in cars a majority of the time.
We are currently waiting for state patrol MOU to be in place – Troop Commander needs to make a request for this, as it remains a stumbling block.
Hal’s # to call – 480 203 7805
What is proposed is 5 boxes in East Central - $300,000 - allocated need $206,550 needs to be pulled out of 07 grant leaving $123,000 for local projects which can be anything from local systems, exercises and training etc. $50,000 for planning
For the 2008 funds $ 155, 260 to allocate to exercise & training expenses and equipment adding up to $278,393 is left over for Regional planning minus $7,000 for Planning Academy, leaving about $271,000.
Projects that are currently being looked at:
Dodge – project just under $40,000
Saunders - Paraclete System – this is placed under another funding stream so will not be taken out of these funds.
$240,096 was the final figure that the group worked off of to address their needs.
PLANS:
Saunders -$1,380 –then leaves ($238,716.00)
Boone – 30 handheld radios, UHF stations and accessories $26,080
Platte – Generator at Platte County sites - $20,000; 9 VHF hand held radios for Law Enforcement, Emergency Management and hand held radio 800MH 225 mobile radio and telescoping mask, and backup antenna $42, 196
Saunders – $1,360.00
Merrick – 3 areas Dual Band (DB) radios and UHF Base into console for direct communications & from special services fund to program state mutual aid frequencies. $25,940.00
Howard – 5 DB radios for Law enforcement , 2 UHF mobiles for the Police Department for $9231.00
Dodge – radio comm. Fragmented moterola conselettes with VHF $39,000
Polk – repeaters for 10 mobile radios; 22 mobile radios for Fire Department, radios for patrol cars, portables for $44,400
Butler – repeaters for Fire Department 2 for LE east & west reprogramming $30,250
Colfax- Schyler 2 mobiles; two VHF radios; a repeater, 6 handhelds, need 1 control station and $23, 049.75.
MOTION – Howard motions that the GB approve projects as presented. Merrick seconds. Motion carries.
Tim will enter the projects into single region wide plan template and he will submit to NEMA with the understanding that no one will incur expenditures until approval is confirmed.
Planning Academy
Finalize PA Representatives – all are complete for registration
State Updates:
No Public Comment was made.
Reports
a. No funding has been expended.
Other
b. EPW Meeting– 2 per county will be asked to attend –Tim is setting up a direct bill account to Platte county.
c. Next day training is on their own
d. Need to find out if $$ can be used for a non DHS. It does not have to be taken either the day before or day after.
e. Jan 3 is deadline; Bill suggests that all notify Tim of the folks who are attending.
Roll Call of Counties Present: Boone, Platte, Merrick, Howard, Saunders, Colfax, Dodge Polk/Butler.
Not Present: Nance
Upcoming meetings
January 16, 2009
9:00 – 11:00