9-1-1 ADVISORY COMMITTEE AGENDA

Transcription

1 9-1-1 ADVISORY COMMITTEE AGENDA Thursday, December 18, 2014 at 3:00pm Conference Room A of the Human Services Building 5303 S. Cedar Street, Lansing, MI Call to Order Approval of the October 16, 2014 Minutes (Attachment 1) Additions to the Agenda Limited Public Comment 1. Ingham County Deputy Controller s Report John Neilsen a. Update on BOC Action b. Other Director s Report Lance Langdon a. Report on Ingham County Central Dispatch Operations b. Radio System Discussion (Attachments 2 & 3) c. CAD Update (Mobile Training February, Go Live April 2015) d. Staffing Update 3. Harris Presentation, Q&A 4. MPSCS Presentation, Q&A Limited Public Comment Adjournment

2 INGHAM COUNTY ADVISORY COMMITTEE MINUTES October 16, 2014 Members/Designees Present: Members Absent: Others Present: Greg Harless, Kerry Minshall, Jeff Murphy, Kelly Roudebush, John Stressman, Gerald Rodabaugh, Tavis Millerov, Juli Liebler, Mike Yankowski. Fred Cowper, David Hall, Randall Talifarro, Joseph Thomas. Dave Harper, Bruce Gaukel, Lance Langdon, John Neilsen, Shohn Johnson. Call to Order: The Advisory Committee was called to order by Kerry Minshall, Committee Vice Chair, at 3:05 p.m. in Conference Room D&E, Second Floor of the Human Services Building, 5303 South Cedar Street, Lansing. Approval of Previous Minutes: Moved by Murphy, supported by Rodabaugh, to approve the August 21, 2014 minutes with three corrections noted. Within item 1a, the spelling of Jim Curran s surname is to be corrected, State system will be changed to MPSCS system and the move will apply to all public safety response, not merely fire. Motion carried unanimously. Additions to the Agenda: Gaukel requested an overview of the changes in medical protocol be added to the agenda as Item 2e. Limited Public Comment: None. 1. Ingham County Deputy Controller s Report John Neilsen a. Update on BOC Action Neilsen announced Andrew Seltz, Ingham County s new Animal Control Director, commenced employment on Monday, October 13, He verbally shared contact information for Seltz and requested a written copy be distributed to the group following the meeting. Neilsen also mentioned Seltz plans to attend the next Chiefs meeting. Seltz background includes Kent County Animal Control, as well as employers in Shreveport, Louisiana and Tallahasee, Florida. He also has a background as Crew Chief in the Blackhawk Helicopter Battalion within the Army. Neilsen went on to update the group on the BOC s plans to approve the 2015 budget at the last scheduled meeting of October, Highlights of the budget include a continuation budget for 9-1-1, as well as a Command Sergeant and an additional Corrections Officer for the Sherriff s Department. Neilsen mentioned the County has begun its RFP process for a potential remodel or new build of its jail facility in Mason and District Court, which is adjacent to the existing jail facility. He noted the City of Lansing is considering relocating their District Court and would desire for the County to move at least some of its jail operations into the City of Lansing. The County has confirmed their willingness to discuss that suggestion, and Neilsen expects discussions to be ongoing over the next year prior to any final decisions being made. b. Other Neilson had no other updates at this time. 911 Advisory Committee Minutes 10/16/14 Page 1 of 4

3 Director s Report Lance Langdon a. Report on Ingham County Central Dispatch Operations/Staffing Update Langdon discussed recent dispatcher resignations, leaving the Center with eight open positions. He noted the next testing date is scheduled for October 27, The two most recent hires are currently in week six of their training and are performing well. Langdon also informed the group of today being Senior Dispatcher Jim Huff s 25 th anniversary and that it was celebrated at the center. b. Radio System Update Langdon plans to make a recommendation to the Board of Commissioners in November to upgrade the current 460 system because this option is most cost-effective and allows reuse of end user equipment, with minor reprogramming. Langdon went on to share the financial investment of a new radio system at $15-17 million, while upgrading the current system is $5-6 million dollars or less. He requested the Board develop a recommendation and submit it to the BOC as well. Neilsen reiterated Langdon s suggestion of the committee submitting a formal recommendation to the BOC and stated he agrees the upgrade would be advantageous over a new system. Liebler inquired about the cost to the agencies and their ability to utilize current radios. Langdon replied that an upgrade to the current system would place no costs on the agencies. The programming cost per radio was figured for phase one and most radios currently in place are P7100, capable of phase one. The backroom equipment to be installed will be both phase one and phase two capable. Langdon noted that several departments are looking to purchase new radios that will be long-lasting. He informed the group that any new radios purchased must be phase two capable, but existing radios will still function. Leibler went on to ask if the County would be financially responsible for the radio programming and Langdon responded yes, upon project approval from the BOC. Liebler then expressed her approval of upgrading the current system. Neilsen noted is funded primarily through property taxes with 2014 estimated to bring in approximately $5.5 million. The next largest source of revenue is the phone surcharge, which is slated to collect $1.3 million. Neilsen stated is projected to spend about $7.4 million in 2014, and is no longer building up a fund balance now spends approximately what it collects yearly. Its millage is approved through 2015, with a renewal projected to go before voters in August of Funding is simply not available to implement a new system without going before the BOC and requesting an increase to the millage. Neilsen added currently has an estimated surplus of just under $3 million, making the upgrade obtainable, but the new system is not currently possible without some form of grant funding. Neilsen urged the Board to settle upon a recommendation for the BOC by the November or December 2014 meeting. Langdon pointed out this project is not a big rush as equipment end of life is approaching in and an RFP must be sent out for backroom equipment replacement. He noted Harris must perform the radio reprogramming as it is their equipment, but the infrastructure changes could be performed by another vendor. Langdon stated the primary reason to come to an early decision on this project is to allow the agencies seeking out new radios, to purchase the correct equipment. Gaukel pointed out the reprogramming would allow agencies to purchase any brand of their choosing. Langdon added radio prices are currently dropping. Minshall expressed concern with failing equipment. He cited the cost to replace his radios is equal to the cost of repairing Harris radios, therefore he is interested in utilizing a new brand. Investing in failing equipment is not economical. 911 Advisory Committee Minutes 10/16/14 Page 2 of 4

4 Neilsen cautioned the Board in regards to timing of their recommendation. He pointed out the approaching holidays, as well as the impending election bringing in new Commissioners. The earliest decision from the BOC would be during the first quarter of Harless requested Langdon present information on the radio project at his Police Chiefs meeting Tuesday, October 21 st. Langdon replied he would attempt to attend. Minshall in turn requested Gaukel speak on the subject at tonight s Fire Chiefs meeting to which Gaukel agreed. c. CAD Update Langdon deferred to Gaukel for the CAD discussion. Gaukel proceeded to inform the group that the servers are built and one InformCAD workstation is presently set up in the Center. Tritech will be on site next week for three days to go through deliverables for licensing with the core team of Tritech has built much of the configuration, including users, officers, units and mapping. Gaukel mentioned he and Bard Davidson, Center Supervisor, attended a Tritech conference along with IT representatives and Sam Quon, GIS Administrator. Much was learned and timing was good in regards to beginning to work with new CAD hands-on. Tritech will be on-site at the Sherriff s office November 13-14, 2014 to perform training on the mobile system. Frank Chain of IT, Project Manager, is driving the mobile side. November 13 th will consist of a demo for law enforcement. Participants should include CAD/mobile trainers from each agency as well as an IT representative. November 14 th will consist of orientation for fire. Gaukel moved on to the subject of Lansing Fire being online with mobile data. They have laptops in all front-line rigs. East Lansing Fire currently has a few mobile users, but not in front-line rigs. Delhi, Meridian and East Lansing have committed to going live on mobile data next year. Gaukel stated a four hour course for mobile user trainers is scheduled for February and more information will be provided at a later date. Each class will be limited to eight participants. Initial counts for mobile user classes have indicated the need for three sessions for law enforcement with 24 trainees total. Fire will have one session with four agencies involved. Gaukel went on to note fire personnel smartphone messages have been delayed as of late. He has been working with IT at Active 911 and the tech services at NotePage, which is the tech company that creates the Center s interface for paging within the CAD system. John Barber of Tritech has also played a key role in resolving this issue. A software update was installed last week which should have been the final step in resolving the problems. Gaukel requested feedback from the agencies that experienced delays. Minshall noted during a structure fire yesterday, the time between receiving the call and fire dispatch was significantly decreased. d. Staffing Update See item 2a. e. EMD (Changes in Medical Protocol) Gaukel informed the group of two medical calls regarding suspicion of Ebola in the Tri-County area. Clinton County s Sparrow facility in St. Johns was on lock-down isolation due to this and Delta Fire ambulance responded to another call involving a possible Ebola patient. Neither were confirmed cases, 911 Advisory Committee Minutes 10/16/14 Page 3 of 4

5 but have prompted the Center to take proactive measures. The Center contacted its EMD company and Gaukel announced that an update which adds surveillance tools to EMD cards and software is being loaded and tested today. The Center had a meeting with Dr. Orr, Medical Control Physician for Tri-County who oversees its EMD. Dr. Orr urged implementation of the update as soon as possible, so the Center is testing it in a training environment today and tonight and plans to go live tomorrow. There will be a standard dispatch protocol associated with it. Michelle Harper will send out a memo to all EMS providers detailing the protocol. When using this surveillance protocol, a likely case of Ebola will be dispatched with a specific priority callout. Dr. Orr will be asking that medical first responders not respond to such calls as a way to limit exposure. Incubation for Ebola exposure is 21 days, potentially causing many medical first responders to be placed in isolation for that length of time. Law enforcement viewing these cases on mobile devices will have access to comments which they should review. Yankowski inquired as to when suggestions would be distributed. Gaukel replied that an will go out tomorrow to Police and Fire Chiefs, as well as EMS Directors. He will discuss at Fire Chief meeting tonight as well. Minshall questioned whose responsibility it is to notify the Health Department regarding quarantining properties, etc. Gaukel responded that it would be up to the EMS and hospitals as dispatch cannot confirm cases over the phone. Harper stated the Ingham County Health Department will likely track and report such occurances, as they recently sent out a message through Medical Control regarding a two-step process regarding fever and West Africa travel. Neilsen noted the Ingham County Health Department is spending and increasing amount of time on this matter due to false alarms reaching the public. Neilsen inquired as to whether first responders possess the necessary protective gear. Gaukel replied yes and noted that two components are considered when dealing with a possible Ebola patient: limiting exposure to first responders and isolating family who may have been exposed. Neither of those components involves dispatch, but rather hospitals and/or EMS. Yankowski asked whether the possibility exists of using ten codes rather than trigger words for law enforcement. Gaukel expressed the desire to use the designated priority callout for standardization purposes. He reiterated that the memo would be distributed tomorrow and that EMS comments will provide all pertinent information regarding the patient and appropriate EMD response. Gaukel offered to distribute a copy of the card set the dispatchers will utilize in questioning callers. Liebler asked if this priority callout and protocol would apply only to Ebola. Gaukel replied it will be applicable to any infectious disease and that the cards list several such illnesses. Langdon mentioned the protocol will stay in place regardless of the turnout of Ebola. Limited Public Comment: None. The next meeting is scheduled for Thursday, November 20 st at 3pm. The meeting location will remain the same. Meeting adjourned at 3:49pm. Respectfully Submitted, Shohn Johnson 911 Advisory Committee Minutes 10/16/14 Page 4 of 4

6 INGHAM COUNTY CENTRAL DISPATCH 710 East Jolly Rd. Lansing, MI (517) Lance A. Langdon, Director - Bruce Gaukel, Deputy Director DATE: November 6, 2014 TO: FROM: RE: Ingham County Municipal Governments/Participating Entities Lance Langdon, Ingham County Director Ingham County Public Safety Radio System FY 2014/15 Eighth Year Infrastructure Maintenance Bills Dear Elected Official/Participating Entity: Attached you will find the calculation of the bill for the eighth year of your agency s participation in the Ingham County Public Safety Radio System. The bills are determined annually and will continue to be billed quarterly, or annually if you elect so. The costs are computed by dividing the total number of radios within the system by the total amount of the Maintenance Contract to get a cost per radio. The number of radios for each organization is then billed at (65%) of this cost per radio with 911 Funds paying the other (35%) of this cost for 911 provider agencies in Ingham County. Agencies not considered 911 providers will be billed 100% of the cost for their radios. This Policy was adopted through Resolution #07-338, Resolution of the Ingham County Board of Commissioners to Adopt the Ingham County Public Safety Radio System Cost Participation Policy and amended by Resolution # , Resolution of the Ingham County Board of Commissioners to Amend the Ingham County Public Safety Radio System Cost. One of the Policy s stipulations is: 4. The participating entities shall pay their fee on a quarterly basis pursuant to the Infrastructure cost sharing arrangement based on an annual fee prorated by the number of mobile and portable radios each agency has on the system. This fee shall be established by resolution of the Ingham County Board of Commissioners and may be changed from time to time by the County by resolution. The eighth year of the Infrastructure cost sharing arrangement based on the System Infrastructure Maintenance contract is for a total of $304, for the time period of October 1, 2014 through September 30, With 1,958 radios on the system, the cost per radio is $

7 INGHAM COUNTY CENTRAL DISPATCH 710 East Jolly Rd. Lansing, MI (517) Lance A. Langdon, Director - Bruce Gaukel, Deputy Director $ Local Share* ( 65%) $ Share* ( 35%) $ (100%) Billed Quarterly: $25.24 per radio for three quarters and $25.22 for one quarter, to reach the annual total local share of $100.94, [($25.24x3)+$25.22= $100.94]. If the amount of radios listed for your agency is incorrect, you want the bills sent to a different department or contact person in the future, or you d like to receive an annual invoice instead of a quarterly invoice, please advise us and we will try to accommodate you. You may contact my assistant Shohn Johnson at: sjohnson2@ingham.org, phone (517) , or by mail at Ingham County 9-1-1, 710 E. Jolly Road, Lansing, MI Thank you for your anticipated cooperation. cc: 911 Advisory Board John Neilsen, Ingham County Chief Deputy Controller Ingham County Police Chiefs Ingham County Fire Chiefs *For 911 provider agencies in Ingham County. Other agencies pay 100% of their radio costs.

8 Current Ingham Co. Radio System Harris Upgrade Harris or Other Stand alone system MPSCS / Motorola State System Estimated Cost N/A $5-6,000, $15-17,000, $15-17,000, Can this system adequately meet the needs of Yes it does currently Ingham County Public Safety? Yes Yes Yes Type of System Analog/Digital Digital Digital Digital Frequency Used UHF 450MHz UHF 450MHz 700MHz 700MHZ sub system of the State 800MHz System Radio Frequencies Available Currently a 9 channel system, with a control channel and 8 talk paths Would remain the same as current system There are supposed to be MHz frequencies available to Ingham County that could be used for this system There are supposed to be MHz frequencies available to Ingham County that could be used for this system Bandwidth used per channel 12.5MHz 12.5MHz 6.25MHz 12.5MHz Protocol Used EDACS P25 Phase 1 and Phase 2 capable P25 Phase 2 P25 Phase 1 System infrastructure owned by Ingham County Ingham County Ingham County Ingham & State of Michigan Tower Sites Used Current 5 Transmit/Receive-8 Receive sites Current 5 Transmit/Receive-8 Receive sites Unknown # sites/locations End User Equipment Department owned radios radios need programing $ per unit 1900 new radios would be needed about $418, Most radios are only Phase 1 $ per unit $6,650, capable Unknown # sites/locations if use current sites $500, new site $1,000, new radios would be needed about $ per unit $6,650, Radio Backbone Master 3 Switches Need to change to Master 5 Switches P25 Need new P25 switches Need new P25 switches Mic Fees Maintenance divided by # of radios, Currently $ Maintenance divided by # of radios Interoperability with State System Currently done with patch radios Would also use Patch Radios Interoperability with other Counties Interoperability with Schools Vendor that would be supplying end user equipment Back up system Concerns with systems Use Star Gate with Clinton, Eaton has our radios they work conventional, Livingston on State system, they have on of our radios at their center Working on UHF Conventional, direct communications from end user radios with a change of systems. Harris Radio Conventional Back up coverage in place currently, 7 channels Current system end of life 2017, currently approx. 97% in building coverage with a portable radio. 20db urban, 10 db. rural Similar connections to what we currently have would be used. Can work as it does currently Harris Radios upgraded, may also use any other vendor with a P25 radio Same back up channels would remain Currently equipment is 7-8 years old, some parts that would be reused might need repair. (ie. Microwaves, feed lines) Change to Phase 1 is supposed to maintain current coverage. Maintenance divided by # of radios With proper end user radios, could be seamless with state system programed into 700 MHz-800 MHz capable radios Patch radios would be needed to talk with Eaton, talk groups could be added to talk with Livingston on State System, and Clinton if they move forward with 800 P25 system Would need to purchase more expensive multi band radios to have communications with the schools. Any vendor's P25 phase 2 compatible radio Some of the 700 MHz channels would be needed for Back up New system would require more tower sites to maintain our coverage requirements which was 95% in building portable 20db urban, 10 db. rural State has set Mic Fee. $ *offset by portion of backbone equipment With proper end user radios, could be seamless with state system programed into 700 MHz-800 MHz capable radios Similar to 700 system can be direct with 800 or 700 P25 systems, otherwise patch radios would be needed Would need to purchase more expensive multi band radios to have communications with the schools. Any vendor's P25 phase 1compatable radio None provided with State System, they would have to be added from the Counties 700 MHz channels From the MPSCS web site: "MPSCS has a 97 percent all-weather, mobile radio coverage guarantee. Portable radio coverage is not guaranteed." System would need to be designed to meet higher coverage, more tower sites would be needed.

9

10 Distributed at Meeting INGHAM COUNTY CENTRAL DISPATCH 710 East Jolly Rd. Lansing, MI (517) Lance A. Langdon, Director Bruce Gaukel, Deputy Director INGHAM COUNTY 911 ADVISORY COMMITTEE 2015 MEETING SCHEDULE The 911 Advisory Board Committee 2015 Meetings have been scheduled at the Ingham County Human Services Building, 5303 S. Cedar, Lansing, Michigan, from 3:000 p.m. 5: 00 p.m. on the following dates, the third Thursday of the month: January 15, 2015 Conference Room D&E February 19, 2015 Conference Room D&E March 19, 2015 Conference Room D&E April 16, 2015 Conference Room D&E May 21, 2015 Conference Room D&E June 18, 2015 Conference Room D&E July 16, 2015 Conference Room D&E August 20, 2015 Conference Room D&E September 17, 2015 Conference Room D&E October 15, 2015 Conference Room D&E November 19, 2015 Conference Room D&E December 17, 2015 Conference Room D&E

11

12

13

14

15