SNOHOMISH COUNTY EMERGENCY RADIO SYSTEM BOARD Regular Meeting December 4, 2014 SERS Governing Board in Attendance Bob Colinas Brier Jerry Smith Mountlake Terrace Strom Peterson Edmonds Jennifer Gregerson Mukilteo Ray Stephanson Everett Gary Haakenson Snohomish County Steven Jensen Lynnwood Richard Schrock SCFD #1 Jon Nehring Marysville Dr. Kent Saltonstall Woodway Bob Crannell Mill Creek Al Compaan Edmonds Brian Haseleu Snohomish County James Lawless Edmonds Laura Caster Snohomish County Murray Gordon Everett Ed Widdis SCFD #1 Jim Lever Everett Brad Reading SCFD #1 Debra Bryant Everett Mark Correira SCFD #1 Ian Cotton Lynnwood Tom Whitson Woodway Richard Smith Marysville Mark McDermott SERS Ken Neaville Mill Creek Craig Boyd SERS Josh Roundy Mill Creek Larry Kieling SERS Greg Wilson Mountlake Terrace Eva Ammons SERS Rex Caldwell Mukilteo Guests in Attendance AGENDA Brad Cattle (Anderson Hunter) Marjean Penny (CT) Kurt Mills (SNOPAC) Joe Mann (Motorola Solutions) Debbie Grady (SNOCOM) Joe Piksa (Motorola Solutions) Pat Lowe (Mountlake Terrace) Ray Barton (Everett) Jim Wallace (Edmonds) Call to Order / Roll Call Introductions / Announcements Meeting called to order at 9:30 a.m. by Jon Nehring. Round Table introductions were made. Public Comments Consent Items 1. Acceptance of Minutes from the November 6, 2014 SERS Board Meeting. 2. Approval of SERS payroll, invoice and expense summary for November in the amount of $338,775.89 Warrant Numbers: 1827864,65,1829789,94,95,97,1829800-07,09-15,1831825-39,1831842-55,57,1834856,1837511,12,13,16,38,44,45, 5004389,4417,4479,4494,4512,4519,4682 1
Reports Steve Jensen moved and Bob Colinas seconded a motion to approve the consent calendar including the Payroll and Expense Summary for November and the Board minutes for October. The vote was unanimously in favor. SERS Director s Report: Mark reported the system continues to operate with no issues. Rebanding Report: Mark reported that rebanding work is on hold until the City of Seattle and King County move off 3 SERS assigned frequencies. The transition has been delayed due to programing issues that Seattle has encountered with some of their subscriber equipment. It was found that 600 radios previously thought to have been programmed have yet to be flashed. Communications Center Reports: SNOCOM Debbie Grady reported that the Washington State Utilities Commissions & Transportation Commission published a report regarding the multi-state 911 outage that occurred in April. In regards to Washington State, the report recommends that the Commissioners levy a $2.9 Million penalty against Century Link, the contractor responsible for 911 services, along with a recommendation that the vendor make the necessary improvements to ensure system reliability. Various elements comprise the penalty amount including the company s failure to route calls, failure of 911 calls, and failure to notify PSAPs of the outage in a timely fashion. The FCC could also potentially fine Century Link for the outage. SNOPAC Kurt Mills reported that that a test of regional TRIS system is set for December 8th at 6:15 a.m. As a result of the recent event at Marysville, law enforcement is considering revisions to their radio templates to improve interoperability between agencies during major events. PSTC Report: Kurt reported that the PSTC Committee is turning their focus on the New World post go-live governance model to determine if there are any opportunities for refinement of the current structure. CAD/RMS Report: Kurt reported that service pack 2, the latest version of software, has been received. A team made a trip NW headquarters prior to release of the software to ensure the 37 open items were being adequately addressed. As a result, all but 6 items were resolved to the team s satisfaction. The software is now being tested in the local environment to ensure the same results as factory testing. Two additional hot fixes are set to arrive on December 5 th. Several status meetings are scheduled throughout the month including a visit from New World. There is a fair amount of optimism from those involved with the project so that a go live date can now be considered. Steve asked Kurt what the process would be for evaluating and vetting the governance Consent Calendar and Board Minutes. 2
proposal. Kurt stated the process started at PSTC but the COC group has also made a request to evaluate the governance model and JPAC, a multi discipline/ multi agency group, is also providing feedback. Kurt felt that it s appropriate for these parties to be allowed to provide feedback and coming to the COC with their recommendations. Murray said the question is how the governance should move forward after 'go live'. He stated that a strong comprehensive group must be in place to provide input to the COC and to each com center related to updates, and other downloads that are received, to determine when to install the updates. This particular governance model is one that is being used by other agencies that were visited at the beginning of the project. Budget Subcommittee Report; Brian reported that the Budget Subcommittee met briefly this morning. The Board agenda will include a SERS maintenance facility update. Also, the Chair instructed the Director to create a white paper regarding the potential facility move. The document is to include both financial and operational considerations as compared to the current facilities and explain what impact if any to stakeholders if staff were to move from one or both of their current locations. Typically a monthly BVA is provided in November, if the budget is tight nearing the end of the year, however, this is not the case and so a BVA was not produced. Three DNR site leases will also be presented under new business. Larry reported that the State audit was completed this month with the results currently under review in Olympia. He anticipates the audit exit conference to take place in the next 4-6 weeks. Personnel Subcommittee Report: Steve Jensen thanked those that provided input on the Director s evaluation and encouraged others planning to provide comments to please do so as soon as possible. Steve will be meeting with the Chair to discuss the results. Governance Subcommittee Report: Jim reported that he plans to meet with Mark in January to discuss the plan going forward. Funding Subcommittee: No Report Community Transit Report: Marjean reported that CT suffered three outages over the weekend related to snow and was thanked SERS staff for their support in regards to Apple Cove. 3
Old Business SERS Maintenance Facility Update: As was discussed last month, Mark reported that talked with the Budget Subcommittee about the opportunity to provide additional services to SERS users as well as public safety users in Skagit and Island Counties. He plans to send out a doodle calendar for those interested in looking at what could potentially be the new facility for SERS staff. Kurt stated that the SERS lease with SNOPAC runs through October 2016, but could be broken. Steve stated that one of the aspects to consider is what would the impact to if any to both SNOPAC and SNOCOM if staff were to move farther north. Kurt said that is has been beneficial and he is very appreciative of having SERS staff on site, so that when events are occurring staff is available. Alderwood Mall Antenna System Update: Mark reported that last month a Distributed Antenna System (DAS) was installed, unfortunately it did not meet public safety grade specifications. Staff has spent about 30 hours assisting the vendor and contract engineer. As of yesterday it appears the system is now ready be turned on, once final tests are completed. He noted that there have been issues with some of the anchor stores wanting to install their own individual DAS systems. This will not be allowed due to potential interference on the SERS system as there should be only one head-end within a mall, campus or similar facility. SERS has a legal right to prevent this as a result of FCC rules which places a monetary fine of $100,000 for violators. Mark has communicated this information to the stores. The solution is that the anchor stores must connect to the Alderwood DAS system. New Business DNR Lease Agreements: Mark reported that the packet includes 3 DNR site lease renewals which have been reviewed by the SERS attorney. Mark requested motions to approve the Frailey Mountain, Three Lakes and Deer Creek site lease agreements. Frailey Mountain Site Lease Agreement: Bob Colinas moved and Jerry Smith seconded a motion to approve the DNR Frailey Mountain Site Lease agreement. The vote was unanimously in favor. Upper Deer Creek Site Lease Agreement: Bob Colinas moved and Jerry Smith seconded a motion to approve the DNR Upper Deer Creek Site Lease agreement. The vote was unanimously in favor. Three Lakes Site Lease Agreement: Bob Colinas moved and Jerry Smith seconded a motion to approve the DNR Three Lakes Site Lease agreement. The vote was unanimously in favor. Year to Date BVA: Not Required 4
January 1, 2015 Board Meeting: Jon stated that the January meeting falls on New Year s Day. He asked if anyone would be opposed to cancelling the January Board meeting due as there are no critical issues to discuss and any normal business could be included at the February meeting. Mark stated that the Annual Board meeting will take place in February 5 th which will include election of officers including President, Vice-President and Treasurer. Mark asked that those interested in serving to contact him via email. Also, Members were asked to mail their appointed delegate letters for 2015 to Mark. The SERS website will be updated to show the cancellation of the January 2015 Board meeting. Bob Colinas moved to cancel the January 1, 2015 SERS Board Meeting and Jerry Smith seconded a meeting to cancel the January 1 st SERS Board meeting. A notification of cancellation will be posted on the SERS Website. Executive Session Miscellaneous Brad Reading reported that the OSO commission will be making a recommendation that the SIEC committee work more on interoperability between the Counties s and the State. Mark stated that this came out of the meeting in October as many felt there needs to be more input coming from cities and counties rather than just State agencies. Upcoming Issues Public Records/Electronic Media Policy Update to the Maintenance and Operations Standards Replacement Reserve and Available Cash Policy Motorola SUA II 2nd Quarter Replacement Reserves Purchases to Extend Life of System Rebanding Agreement with the Snohomish County Radio Shop Aviat Contract for Microwave Purchase Star Touch Inquiry for Gold Hill Private Ambulance Services Discussion Adjourn The meeting adjourned at 10:20 a.m. 5