CENTRAL MINNESOTA EMERGENCY SERVICES BOARD (ESB) Wednesday, June 14, :00 p.m. St. Cloud City Hall Conference Room #1, St.

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1 CENTRAL MINNESOTA EMERGENCY SERVICES BOARD (ESB) Wednesday, June 14, :00 p.m. St. Cloud City Hall Conference Room #1, St. Cloud, MN Members/Alternates Present: 1. Jeff Johnson City of St. Cloud 2. Jim McMahon, Chair Benton County 3. Charlie Meyer Douglas County 4. Bill LaValley Grant County 5. Mike Huberty Meeker County 6. David Oslin Mille Lacs County 7. Jeff Jelinski, Vice Chair Morrison County 8. Larry Kittelson Pope County 9. Felix Schmiesing Sherburne County 10. Leigh Lenzmeier Stearns County 11. Robert Kopitzke Stevens County 12. Gary Kneisl Todd County 13. Kevin Leininger Traverse County 14. Dave Hillukka Wadena County 15. Neal Folstad Wilkin County 16. Charles Borrell Wright County Members/Alternates Absent: 17. Big Stone County 18. Kandiyohi County 19. Otter Tail County 20. Swift County Other Members/Alternates Present: 1. Micah Myers, Chair Regional Advisory Committee (RAC) 2. Kristen Lahr, Chair Owners & Operators Committee (O&O) 3. Paul McIntyre, Chair Users Committee 4. Erin Hausauer, Chair Emergency Management Advisory Committee (EMAC) 5. Judy Diehl, Chair Next Generation 911 Committee (NG911) (via phone) Guests Present: Rick Juth CALL TO ORDER: Meeting called to order by Chair Jim McMahon at 1:03 p.m. followed by the Pledge of Allegiance. Quorum reached with 16 of the 20 members present for the whole meeting. INTRODUCTIONS: Introductions were conducted. APPROVAL OF AGENDA: Chair McMahon stated the EMAC Report would be moved up under SECB #6. Stevens County moved to approve the amended agenda. Grant County seconded, motion carried

2 APPROVAL OF MINUTES: Meeker County moved to approve the minutes from March 29, Douglas County seconded, motion carried. Communications: None. REPORTS: SECB: 1. MnDOT/ARMER/RIC: (Rick Juth) ARMER Project status report as of June 1 st 99% of the ARMER system is on the air. MnDOT is having land acquisition challenges with three sites. 332 of 335 state-owned sites that are on the air for the ARMER system does not include local enhancement that cities or counties have added. Region is good at monitoring coverage demands. Major things are coming up related to system upgrades upgrade which will start in November Really a dispatch center upgrade ahead of system upgrade. All this is covered within SUA2 subscriber agreements. Should not be any added costs upgrade moves to IP-based system. Central Region subsystem here. Involves Metro area. Continues to do micro improvements inverters and UPS s at the sites. Another thing MnDOT will have to do is many sites are on old sites and a lot will have to be replaced. A lot of sites have to be redone because of lead issues in the paint. FirstNet report is the Public Safety wireless broadband network is being considered by the State of MN. A FirstNet and Public Officials one-page document for people in your role of elected officials is available. Waiting for the draft state plan. Plan delivered by AT&T which will outline a lot of things: How the system will work, how you will procure, what the coverage is, there is a 5-year plan for developing the system. Scheduled to be delivered on June 19 th. Review by project team for weeks, 3 workgroups initially developed the state criteria. In order to adopt FirstNet this criteria must be present. Workgroups were represented by all 7 regions of the state. Many representatives from regions were on all three groups. Workgroups will reconvene to review draft state plan to look for gaps of what we asked for. One is coverage, State of MN says we need 95% coverage by county in the state. We have 45 days to review and respond to it, August 2 nd have to respond back. There will be a negotiation period. Final plan will be received. Opting out is considered to be expensive. Opting in is probably the right thing to do. Opting in says you can build a network in MN. They have to build a network that Public Safety wants to come to. They will have a marketing challenge. Your decision makers in your county will have a decision to make. A county asked what is the cost? This is just another wireless option. Today they have a laptop in their car and probably have a Verizon aircard. FirstNet is a national wireless. There will be priority and preemption on the system. Just like ARMER, it is a 5-year buildout. Micah noted you will find with FirstNet the devices have to be capable of broadband class 14 and if you choose to go on FirstNet you will have to upgrade some of your equipment. This is built to give you more coverage. Micah explained the 35 bridge collapse. Grant County asked does AT&T bid every year? The response was they have a 25-year coverage. You may not have coverage today, but it is a 5-year plan. Verizon is already gearing up for it, Verizon will not want to give up the customers. AT&T and FirstNet will be marketing after the decision for the Governor to opt in. There will be unique applications that will run on this network. There will be a lot of application development not able to be used on a commercial network. How valuable is it to you to be operating on a specific Public Safety network? Is that important enough to move to FirstNet and what is the price point? Prioritization on the network during disasters was discussed. Chair McMahon pointed out in the future if you can attend the Interop conference in St. Cloud you will get more information. Vice Chair Jelinski asked is that of the sites on the air, are we including BDA s? Including outdoor BDAs. Stearns County added the Verso fire told us a lot

3 REPORTS: (Continued) SECB: (Continued) 2. SECB: (Micah Myers) SECB is meeting next week. 3. Finance Committee (Micah Myers) Micah Myers reported on Finance, Interoperability and Legislative Committees: Presentation from Cass/Clay counties. Looking at upgrading on North Dakota side the VHF system to an 800. They are asking to leverage the state s backbone to make this work, in zone 6. They are willing to pay the State of MN. Each committee was supposed to weigh in, it will come back to the Steering Committee. Interop is in favor of it. Finance Committee Grant s Workgroup reviewed the re-application and in principle it has been approved. More monies are coming to the region. 4. Interoperability Committee: (Micah Myers) See Finance Committee. 5. Interoperable FirstNet Data Committee: (Kristen Lahr) No Meeting. 6. Legislative Committee: (Micah Myers) See Finance Committee. 7. OTC: (Kristen Lahr) Standard technical request for radio IDs. St. Louis County request. Statewide National Weather Service standard did go back to a workgroup, Central Region did have input. Regionally Mille Lacs County request for repeated ARMER enhancement. Cass County/Clay County presented and received favorable. 8. Regional Coordinator Report Reports go out on the 15 th of the month. One addition the City of St. Cloud is doing a Pilot Project, received approval from Steering Committee. One other thing is you will start seeing statistics from the website. EMS/Hospital Sub-Committee: (Paul McIntyre) No report. Regional Leadership Group (Next Meeting July 24, 2017): Meeting is at the MnDOT site. Coffee starts at 9. If you would like to see anything discussed forward it on to the RICs. It is a way to see what the rest of the folks in the state are doing. EMAC Report & Items (Erin Hausauer) SHSP Grant IPAWS At the last meeting we asked to amend the IPAWS grant. Final amount went from ~$11 to $9, SHSP Grant Applications For 2016 grant applications, EMAC Committee put together 3 different grant proposals: (1) Similar to the Planner we have with On Target, grant is for $90,000; (2) One for family assistance shelter kits $17, 325; and (3) EOC response kits for disaster times when we need to stand up operation and we do not always have a user operation center. Having mobile kit was the third for $17,414. We ranked the Planner as the most important. The other two are certainly of value. It is for just one Planner, we are required to go out for bid every year. We should hear in the next couple of months for sure when we meet in September

4 GENERAL DISCUSSION AND NEW BUSINESS: EMAC Report & Items (Continued) 3. Planner 1st Quarter 2017 Report First quarter report for Planner that we submit to the State of MN each quarter was ~$8, Planner Monthly Reports and Invoices Included is the EMAC Planner monthly invoice. We are asked to provide a work plan identifying all goals and objective. Last couple of pages spell out specific projects the Planner was working on. Executive Committee Reports and Items: 1. Regional Website MOU s Micah Myers explained we executed MOU s from 4-5 of the regions to partner on the regional website. We expect the 5 th MOU to come in. We are asking to approve 4 MOU s that are in the packet, and contingent on the 5th MOU coming in with no changes as presented having Chair McMahon sign. Wright County motioned, Wilkin County seconded. Motion carried. 2. Website (Update) Micah provided the group an overview of the live site. If you want to post documents we will be able to give you that. Sign in, sticky navigation, Standards, window shade menu approach, Grant process, About Us, Calendar, NewsFlash, etc. Website will go live on the 26 th of June with the new link MN-ECB.org. We will take cmnradio down after a year. 3. GENESIS Reporting License Requires action in your packet. Cover memo explains this is a reporting tool utilization on the system. Did this as a collaboration statewide. Covers software license cost. MOU with Anoka County, Washington County sent out the bill. We have funds in reserve to cover the invoice. Douglas County motioned to approve. Grant County seconded. This is just an update we have only paid twice. Last paid in This is an upgrade. This is in reserves. They have been talking about this upgrade for a couple of years. Motion passes. RAC Report and Items: (Micah Myers) CMNESB Budget Budget coming from the RAC. Draft budget memo explains how we come up with the budget. Page #25 you will see actual costs. There are some equal shares, coordinator shares, population base, radio count. Page #26 every year we request agencies to update their radio totals. Focus on contacts, a couple are outdated. Radios approved by OTC, shows MnDOT s records for what you have asked for. Shows radio IDs out of your range. Last column if numbers exceed what you have in the system, you are over by radios. Kandiyohi and Sherburne County have brought planned requests for more radio IDs, but do not think that has gotten to MnDOT. Will send a letter to OTC and MnDOT to make sure records match. Stearns County Commissioner said Stearns County radio counts are off. Regional Logger distribution, 12 agencies out of 20 operate on the Logger. It records radio traffic and any analog and phone. Stevens County asked if 2018 column we can take back. Training will we have enough in grant funds to cover? Micah just got reporting from some agencies this morning. If you have concerns bring them back in July. When the board approves the budget in July you have until August 15 th for objections. Having the Planner for EMAC is contingent upon receiving the grant. We understand the value of training, regardless of grant funding or not we will include it in budget Grant Application Funds turned back from 2016 SHSP and SECB. SECB grant expires June 30, SHSP expires December of this year. Grant County and Big Stone County GIS. Originally included was Stearns County firewall, also redundant links to their sites, $3,500 for fiber splicing. Wilkin County a little was left on their project

5 GENERAL DISCUSSION AND NEW BUSINESS: (Continued) RAC Report and Items: (Continued) Grant Application (Continued) The only thing that did not get approved was Stevens County SOA-R. Grants workgroup denied that request. Everything with exception of Stevens County was approved. Should have in hand by the budget meeting. O&O Report & Items: (Kristen Lahr) 1. Owners & Operators ByLaw Amendment Asking for board action on Bylaws. Article III Membership called out an appointment, but not an alternate. Each member of the ESB has one vote per meeting. Looking for approval. Meeker County motioned. Wadena County seconded. Motion passes Training Roadmap & OTTC Training Proposal The current roadmap is included in the packet as a reference. Two All Hazard Incident Dispatcher courses in September. Sent out reminder that agencies can send out additional staff. Discussed the 2018 Training Roadmap at the last meeting joint with Users for the types of training we are looking for in Annual trainings were listed. On technical side looking at console configuration training for people who build a console. Communication planning based on IES principles. Original System Admin training. Looking toward Next Gen 911 GIS training. Asked for a proposal from On Target. As Micah mentioned, hoping to utilize grant funding for training budget. Proposal from On Target is $23,000. If we are unable to use grant money we have $25,000 in budget. User Report & Items: (Paul McIntyre) Meet jointly with O&O. Continue to do educational presentations. Some users went to breakout sessions at the conference. We are looking at a potential users conference. Putting out information to do a oneday conference. Continuing to do regional lessons learned each meeting. Working on regional training. NG-911 Report & Items: Last meeting was on June 8 th. We had 4 people from ECN call in. Dan Craigie reported the RFP for firewalls is still in negotiation. Text to 911 timelines are getting set for testing. Dusting Leslie asked for a location or two that we want to test for Text to 911. Working on MOU between 19 counties and the City of St. Cloud with Mille Lacs County, with a subcommittee. For Best Practices we worked on a letter from McMahon and Jelinski encouraging agencies to enforce them. Hopefully we will be able to Text to 911 by the end of the year. Sherburne County asked when they would be on. Mille Lacs and Stearns County will be on first. Sherburne will be coming. Stearns County did testing so we know we can receive texts. ECN wants firewalls in place first. Stearns County will be doing the back-up. It is not that you cannot receive texts. Vice Chair Jelinski stated Mille Lacs County will take texts. Next three will be Stearns, Morrison, and Benton counties. There will be 7 PSAPs within the state first, and secondary after. Logger Committee Report & Items: Approved ByLaws will be put up on website for 30 days. Added modification to the plan, incident participating members needed to grab licenses. Policy created for talkgroups, contact Randy or Al, or for technical Andrew and they will make the request to Northland. Four operational standards were voted on for approval. Additional Agenda Items None

6 OLD BUSINESS: None. Vice Chair Jelinski asked do we all have to be present for the Budget meeting? It requires a vote. Meeting will be held open until we got their vote on it. There has to be consensus across the board. If you did not approve the budget by July s date there is a 15-day window. At 3:00 p.m. Micah is meeting with the Auditors. They want to look at the format on how they present it. UPCOMING MEETINGS: The next meeting will be held on July 26, 2017 in the City of St. Cloud Council Chambers. ADJOURNMENT: Meeker County made a motion to conclude the meeting. Mille Lacs County seconded and the motion was carried unanimously at 2:18 p.m. Minutes recorded by Shari Gieseke