SNOHOMISH COUNTY EMERGENCY RADIO SYSTEM BOARD REGULAR MEETING. October 12, :30 AM 11:30 AM Edmonds City Hall

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1 SNOHOMISH COUNTY EMERGENCY RADIO SYSTEM BOARD REGULAR MEETING October 12, :30 AM 11:30 AM Edmonds City Hall CHAIR: Jon Nehring Call to Order/Roll Call Meeting called to order at 9:30 A.M. by Jon Nehring Attendees: Jon Nehring (Marysville), Murray Gordon (Everett), Jim Lawless (Edmonds), Bob Crannell (Mill Creek), Don Lane (Brier), Jerry Smith (Mountlake Terrace), Dr. Kent Saltonstall (Woodway), Joe Marine (Mukilteo), Gary Haakenson (Snohomish County), Steve Jensen (Lynnwood), Greg Lineberry (Everett), Brian Haseleu (Snohomish County), Kevin Prentiss (Snohomish County), Pete Caw (Mountlake Terrace), Marisa Snoey (Snohomish County), Gage Andrews (Snohomish County), Mike Bard (Edmonds), Brad Reading (FD1), Brad Cattle (Anderson Hunter), Kurt Mills (SNOPAC), Karen McKay (SNOCOM), Sky Fulton (SNOPAC/SNOCOM), Jon (Wiz) Wiswell (Seattle/KCRCB), Brad Steiner (Motorola), Mark McDermott (SERS), Ron Solemsaas (SERS), and Larry Kieling (SERS) Members not represented: Introductions and Announcements: Round Table introductions were made. Public Comment: Consent Items: 1. Acceptance of Minutes from the September 14, 2012 SERS Board Meeting. 2. Approval of SERS payroll, invoice and expense summaries for September in the amount of $170, Warrant Numbers: ,58,60,62-68, , ,85, ,94,95,96, 98,99, ,06,07,10, , , ,67,69,70,71 Steve Jensen moved and Jerry Smith seconded a motion to approve the consent calendar including the Payroll and Expense Summaries and the Board minutes for September. The vote was unanimously in favor. Reports: SERS Manager s Report: PSRIEC Ron reported that the Puget Sound Regional Interoperability Executive Committee is the group that recommends technical projects to receive UASI funding. Staff continues working with the microwave vendor to create a parts list of items to

2 purchase using the first cycle of funding for the Phase Two microwave replacement. Once completed, the list will be provided to DEM. The second cycle of funding for the project was also approved and should be available after the first of next year. The 3 rd cycle of funding will be discussed at the meeting today in Renton. The PSRIEC also formed a steering committee to oversee the regional switch project. The official transfer of switch related equipment to SERS occurred in September. As reported last month, the Budget Subcommittee recommended that a resolution be created in order capture the received value of the switch. The draft should be available in time for consideration at the November Board meeting. REPC After the first of the year, the Radio Executive Policy Committee will be renamed the RERC (Regional Emergency Radio Council) with an ILA to be presented to the 3 county councils for consideration. Once signed, Peter Camp plans to provide an update to the Board. Currently Ron is participating with a small group of individuals in defining a draft project charter for a strategic planning process for the King, Pierce, and Snohomish County region. The first draft was presented to the REPC on September 18 th with a second draft in the works. The charter will identify stakeholders, who should participate in the planning process, and the outcomes used to define the success of the effort. The end result being a Strategic Plan for a single unified public safety radio platform by MAG (Managers and Administrators Group) Ron was asked by the MAG to give a SERS update at their October 16 th meeting. Unfortunately Ron has a scheduling conflict that day and so he left a message with the Chair advising that he could send someone in his place or speak at a future meeting. He has yet to receive a response. Marysville Tank Several weeks ago two teenagers broke into the Marysville Tank Radio Site compound and climbed the tower. The SNOPAC dispatcher for Marysville PD witnessed the intrusion via the live video feed and dispatched Police. Upon arrival, the intruders attempted to escape with one falling out of a tree, breaking an ankle. Included in the Board packet is the WCIA incident report. Staff is considering installing additional cameras at other sites. In an effort to locate funding for dispatch console replacements, Ron has been in contact with Congressman Larsen s office with nothing to report to date. Mayor Nehring, Ron, and Larry recently met with Marysville s lobbyist as well. She plans to have information on possible grants or other opportunities upon her return from Washington D.C. next week. Both Chairs and Directors of the communication centers were invited to the November Funding Subcommittee meeting to discuss console replacement costs and ownership. Generators As approved by the Board last month, two replacement generators are now on order, with one going to Gold Hill and the other to be installed at Deer Creek. The plan is to use Replacement Reserve dollars for the purchase and installation of the units with the hope that approximately $72,000 in Federal Forest dollars becomes available, to reimburse a major portion of this cost. Unfortunately within the last week the second source generator or what was considered the good generator, at Gold Hill has failed. The bottom end of the unit blew out with an estimated repair cost of $30,000. A portable generator was placed on site for the interim. As a result, two generators are now needed at Gold Hill. As this recently occurred, the situation was communicated to the Budget Subcommittee via on Thursday. Due to the circumstances the Budget

3 Subcommittee is recommending the use of Replacement Reserve dollars to purchase a second generator for Gold Hill. Staff is also asking permission to steer the first two generators to Gold Hill due to the emergency situation and for cost savings since the installation team will already be mobilized at the site for the first generator. This should not be an issue as all three generators should arrive around the same time frame. Mark is working on a statement of work for the delivery and installation of the generators. Greg Lineberry suggested that the purchase contract with Cummins for the first two generators be modified, if possible, to include this additional generator on the order. Greg Lineberry moved and Jerry Smith seconded a motion to make a purchase using up to $30,000 in Replacement Reserves by either modifying the current purchasing contract with Cummins Northwest and if not available, make an emergency purchase of a replacement generator for Gold Hill. The Board recognized the declaration of an emergency. The vote was unanimously in favor. New vehicle purchase Last month the Board approved the purchase of a new vehicle. Unfortunately the state purchasing contract for the particular vehicle had expired prior to placement of the order. As a result, staff plans to place the order in November as a new State purchasing contract is expected to be available by that time. Rebanding Report: Ron said that Sparling continues work on a change order to incorporate Snohomish County s radio shop labor rate increase. Once approved by Sprint Nextel, the agreement between the County and SERS can be finalized. Reprogramming for the City of Everett is underway and is expected to be completed in the next 2 weeks. Staff continues building radio templates with about 50% completed for the entire rebanding project. SERS recently received reimbursement of approximately $3,700 for work involving the planning phase of the project. Staff can now begin billing for the next phase of rebanding which includes reimbursement for the purchase of equipment needed for the project. Ron and Sparling provided a rebanding update to the Police Chiefs and Sheriff s group in late September. Technical Committee Report: Mark McDermott reported that Island County would like to co-locate some equipment at the Fire Trail site. Mark found no technical issues with their request, which will be brought to the Budget Subcommittee for consideration. Valley Com have experienced issues with their paging system and had mistakenly assumed that the SERS paging system was the source of these problems. Mark has provided technical assistance to Valley Com and stated that their paging system is old, outdated and has coverage problems due to the lack of paging sites. The Valley Com Engineer and Ops Manager are planning to meet to discuss the situation and report their findings back to SERS. SERS has offered to manage their paging system. The Board asked that staff write a letter to Valley Com to both elevate this issue and as an invitation to join with the SERS paging system in order to alleviate interference issues between both systems. Wiz said that Valley Com would have equal or better service if they were to tie to the SERS paging system. It was noted that King County would continue to service their paging sites under this scenario. Mark said the SERS paging system is closely monitored with a heartbeat being sent every two minutes. Both SERS and SNOPAC receive pages and alerts if the heartbeat is delayed allowing for an immediate response to the issue. Ron said that an MOU is in place between regional partners and the letter could be used to energize the committee to discuss regional paging issues.

4 Communications Center Reports: SNOPAC Kurt reported that the diverse fiber project is underway and is expected to be completed by the end of the year. Although the SERS paging system continues to be very reliable and has been for years, SNOPAC staff is working on a backup to the paging system, which will be IP based and will tie to the Night Hawk equipment. Staff has tested the system in-house and is in the process of rolling it out to a few stations to see how it works. SNOCOM No Report PSTC Report: No Report CAD/RMS Report: Sky Fulton reported the software delivery plan has been received. New World is working with NORCOM on testing Service Pack 1 before its general release. Budget Subcommittee Report: Brian reported that the Budget Subcommittee met on October 1st where a number of items were discussed including Resolution to formally adopt NIMS, Budget Resolution 12-07, the Sprint lease termination agreement for Fire Trail, the SNOPAC/SERS payment agreement for the Black Rock project, and the SHSP10 Subgrant Amendment for the County s Downtown Everett Fiber Project. These items will be discussed later in the agenda. Personnel Subcommittee Report: Gary Haakenson said that he will be sending Ron s annual review for completion by Board Members, within the next few weeks. Governance Subcommittee Report: No Report Funding Subcommittee Report: No Report Community Transit Report: No Report Old Business: Funding Opportunities Discussion Short Term for Current System and Long Term for System Replacement: This is an ongoing agenda item. The short term funding for the current system has been addressed with the Budget. Long term funding will be discussed at future Funding Subcommittee meetings. New Business: Resolution 12-06: Ron directed attention Resolution included in the Board packet. DEM strongly recommends that SERS formally adopt NIMS (National Incident Management Systems) principles and methodologies in the event that coordination efforts are needed and if staff participates with Snohomish County Government, Snohomish County DEM, and other incident response organizations. Although SERS is not a first responder agency, it continues to support first responders and as a result, supports NIMS. This resolution formalizes support of NIMS and continued compliance with grant requirements. Larry has passed the NIMS introduction course, which Ron also plans to take. The SERS attorney and the Budget Subcommittee have reviewed Resolution with a recommendation that it be brought to the Board for

5 consideration. Gary Haakenson moved and Jerry Smith seconded a motion to approve Resolution The vote was unanimously in favor. Resolution 12-07: Ron directed attention to Resolution and Exhibit A included in the Board packet. Last month, the Board approved the SHSP 10 Subgrant contract to receive $7,035 for SNOMARS equipment. This resolution reflects the action taken last month by allowing modification of the Budget Modification for the same amount. Legal and the Budget Subcommittee have reviewed the resolution with a recommendation that it be brought to the Board for consideration. Steve Jensen moved and Jerry Smith seconded a motion to approve Resolution and Exhibit A. The vote was unanimously in favor. Sprint Lease Termination at Fire Trail: Ron directed attention to the Sprint Termination Agreement at Fire Trail, included in the Board packet. As discussed at the Budget Subcommitte meeting, Sprint Nextel is leaving the Fire Trail radio site. The company asked that SERS sign a termination agreement which was reviewed by Brad with Sprint Nextel accepting his edits. Brad recommended that formal action be taken by the Board to approve the agreement due to the fact that the agreement includes indemnification language. Brad stated that Sprint Nextel wants SERS to prospectively indemnify any claims as SERS will be in control of the material left behind by the company. Brad feels this is a manageable risk. Jerry Smith moved and Steve Jensen seconded a motion to approve the Sprint Lease Termination agreement at Fire Trail. The vote was unanimously in favor. Black Rock Fiber Agreement between SERS and SNOPAC: Ron directed attention to the agreement included in the Board packet entitled Agreement to Provide Funds for First Addendum to Indefeasible Right of Use Agreement. Last month, the Board agreed to enter into the Black Rock Fiber Agreement Addendum to develop diverse fiber routes for entry at both County and SNOPAC facilities, provided both parties agree to reimburse SERS the cost for their specific projects. This agreement captures the relationship between SERS and SNOPAC s responsibility to provide reimbursement for their diverse fiber project. Both legal and the Budget Subcommittee have reviewed the addendum with a recommendation that it be presented to the Board for consideration. Jerry Smith moved and Steve Jensen seconded a motion to approve the Agreement to Provide Funds for First Addendum to Indefeasible Right of Use Agreement. The vote was unanimously in favor. SHSP10 Subgrant Amendment for Downtown Everett Fiber Project: Ron directed attention to the SHSP10 Subgrant Amendment for the Downtown Everett Fiber Project included in the Board packet. This agreement shows that the County is responsible for any costs related to the installation of the diverse fiber entrance at their downtown Everett facility. The County felt that amendment of the SHSP10 Subgrant for SNOMARS was the best way to capture this arrangement and in doing so increases the amount of the original agreement of $7,035, by $41,900 for a grand total of $48,935. The amendment was reviewed by legal and the Budget Subcommittee whose recommendation was to present it to the Board for consideration.

6 Steve Jensen moved and Jerry Smith seconded a motion to approve the SHSP10 Subgrant Amendment for Downtown Everett Fiber Project. The vote was unanimously in favor. The vote was unanimously in favor. Executive Session (if required): At 10:05 Brad Cattle requested that the Board meet in Executive Session to discuss the potential threat of litigation. There are no other items on the agenda and so the Board will recess at the conclusion of Executive Session. Executive Session began at 10:07 and concluded at 10:15 at which time the Board adjourned. Miscellaneous: Upcoming Issues: Rebanding Agreement with the Snohomish County Radio Shop Public Records/Electronic Media Policy Update to the Maintenance and Operations Standards Replacement Reserve and Available Cash Policy Resolution for Switch Payment Federal Forest Title 3 Agreement Budget Modification for the SHSP10 Subgrant Amendement for the Downtown Everett Fiber Project Budget Modification for the Agreement to Provide Funds for the First Addendum to Indefeasible Right of Use Agreement 2013 Salary Scale Adjourn: The meeting adjourned at 10:15 A.M.