Minutes Archive

Emergency Telephone District Board Meeting Minutes

April 17,2007

Present:	Chairman Allen L. Byam, Vice Chairman Michael Olson, Eric Miller, Larry Hausman, Jim Demarest, Greg Purcell, Dale Peet, Bill Hankinson and Jase Bolger

Guest:	Mike Garland, Michigan State Police EMSHD

Also Present:	Jill Fish, Rob Coles, Jim Zoss, Tom Hardy, Frank Post, Larry Utterback, Gordon Webb, Don Cathcart

Call To Order/Recognition of Quorum:
The April 17,2007 Meeting of the Emergency Telephone District Board Meeting was called to order by Chairman Allen L. Byam, the time being 8:30 a.m., noting a quorum was in attendance.

Approval of Minutes:
The Minutes of the April 20,2007 Meeting were approved on a Motion by Chief Miller supported by Mr. Purcell - Voice Vote - Motion Carried.

800 Implementation Update:
Jim Zoss indicated the City of Battle Creek is in good shape, the tower sites are up and running. Jill Fish indicated that the City will be holding one last training for Dispatchers and officers if they are interested. This will be held on Friday, April 20,2007 in the BCPD Line-Up Room. Ms. Fish indicated that there have been some intermittent problems with dropped traffic. Motorola and MPSCS have both been notified. Gordon Webb commented hls folks ( Motorola) will be tweaking the repeaters for the Marshall Fire Department. Both Chiefs Miller and Olson reported things for the most part going well in their respective areas.

Battle Creek Dispatch Relocation Update:
Jill Fish reported they have met with the vendor who will be providing the telephones for the Dispatch Center as well as a meeting held recently with the Architect. The question to Ms. Fish was posed as to what the target date for the move would be with her response being, Mr. Tsuchiyama's anticipated date is around November of this year.

Fifth District Emergency Management Homeland Security Planning Board Interoperability Project TIC-P and CASM:

Sgt. Mike Garland of the Michigan State Police (MSP EMSHD) outlined the 2006 Homeland Security Grant Process noting the state has specified some 18 areas to focus on. The number one item being Interoperability. Every County must develop a Strategic Plan.

Tactical Interoperable Communications Plan (TIC-P) All regions are required to develop a regional tactical interoperable communications (TIC) plan consistent with state guidance that integrates available technology used by public and private response organizations.

The Tactical Interoperable Communications Plan (TIC-P) provides direction and technical data for the use of regional interoperable communications systems and resources.

The Plan should include information about the regional area, governance structure, interoperable equipment, policies and procedures for interoperatable equipment, an incident plan for tactical communications, a schedule for testing/evaluating the regional plan and Communications Unit Leader Training.

Phases and Proposed Tasks
Tasks undertaken in this project are grouped into three phases.

Phase I Identify Regional Capability

Define the Governance Structure

Identify Interoperable Equipment

Identify Policies and Procedures for Interoperable Equipment

Phase II Tactical Interoperable Communications Plan

Develop TIC Plan

Conduct Training

Phase III Evaluation

Training and exercising are key to ensuring proper implementation and operation in any situation. Exercises provide responders with realistic situations that give them a chance to encounter, react to and resolve problems that may arise with the use of interoperable equipment.

Schedule Evaluation of Plan

Each Region should create a schedule for regular testing and Evaluation of the TIC Plan.

Sgt.Garland explained to the members that another component of the Homeland Security Planning venture is known as CASM (Computer Assets Survey and Mapping.) This tool was developed at the Navy's Space and Naval Warfare Systems Center for San Diego and is being used to tackle the problem that has dogged first responders at all levels of government, that being the lack of interoperable communications.

That being said, the Navy's SPAWAR Systems Center of the San Diego Homeland Security Department has developed a system to tackle the problem - not by spending a lot of money on new equipment and trying to figure out who gets priority, allocation of scarce resources, but by tracking the equipment already out there and identifying how it all fits together. CASM maintains a master database of communication assets - information - elements such as agencies, radio systems, towers, dispatches and other components. This is a web based tool used to enter data from each PSAP and that in turn will be input into the system. Sgt. Garland indicated that this CASM will provide "one stop shopping for Emergency Management."

There was conversation regarding the information and how it would be entered int o the system from the PSAPs. Jill Fish suggested using Dispatcher Bill Troskey for this assignment. Mr. Troskey has a tremendous amount of knowledge regarding the PSAPs and Jill has indicated Battle Creek will gather and input all of the data from the PSAPs, that will include Police, Fire, EMS, etc, and "foot the bill." Chiefs Olson and Miller expressed their appreciation to Ms. Fish for the offer of using Dispatcher Troskey for this task. Ms. Fish further commented Mr. Troskey would be gathering and entering data and will be providing a briefing to this membership at a later date.

Sgt.Garland indicated that the FCC has mandated that all "wide band" radios (UHF two way radios, hand held portables, vehicle-mounted mobiles, base/control stations must be "narrow band"ready by the year 2013. Chairman Byam thanked Sgt. Garland for taking the time to come to the meeting this morning and everyone indicated they too were appreciative of his presentation.

Chairman Byam noted that Regional Planning is very near. Due to Program content, paper mandates and the mere fact that there are not enough people to do the job required for the task of Grant preparation and seeing the project through from start to finish as well as the huge amount of time required for grant reporting and the like, it is becoming evident that counties must partner together in Grantsmanship efforts.

Larry Utterback commented that Mr. Zoss is very involved with the 5" District Regional Planning Board.. Chairman Byam suggested a Regional Planning Overview for the next ETDB Meeting. Mr Peet commented that Regional Dispatch Centers will be coming within the next few years.

Albion/Marshall Consolidated Dispatch Discussion:
Chief Miller indicated that he and Chief Olson have been talking about combining their respective 91 1 Dispatching Services. With continuing concerns about State Revenue Sharing, Both Marshall and Albion are exploring possibilities that will allow them to stretch their dollars as far as possible. Mr. Olson stated "we think a combined dispatch is worth exploring to maximize the efficiency of the 911 services while maintaining financial responsibility in these difficult times." As a result of the Plante and Moran Study done earlier this year for the City of Marshall, exploration of consolidating was one of their findings. Mr. Miller commented "with the economy and revenue sharing the way they are, each jurisdiction will have to look at ways to continue providing services to their respective communities and are looking at creative ways to provide the same, if not better service at a lower cost."

Both Chiefs Olson and Miller indicated their current telephone systems are outdated and need to be replaced. A new system will cost approximately $143,000 but with each department covering half the cost, it would amount to an approximate savings of $70,000.

Mr. Olson indicated there will be a joint meeting of the Albion and Marshall City Councils on Monday, 30,2007 at the Utilities and Services Building in Marshall, beginning at 7:00 p.m.

Member Comments: Tom Hardy commented there are ongoing problems with incorrect information given to first responders. Dispatchers know the crossroads, but they do not know the addresses. Ms. Fish commented addressing is a challenge and the numbering system appears to be out of sync. Commissioner Bolger inquired about the tower issue south of town, regarding the calls that have ben going to Battle Creek rather than to Marshall Dispatch. and Jill Fish indicated that Nextel has "supposedldv" reprogrammed the tower. Since Nextel and Sprint have merged, the matter of misdirected calls has become a "tower issue".

Public Comments: None.

Next Meeting: May 15,2007

There being no further business to conduct at this time, the meeting was adjourned on a Motion by Mr. Peet and supported by Mr. Miller. Voice Vote - Motion Carried - the time being 9:55 a.m.

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