Joint Operating Committee

Transcription

1 WASHOE COUNTY REGIONAL 800 MHz COMMUNICATION SYSTEM Joint Operating Committee DRAFT OF MINUTES Friday ~ ~ 10:00 a.m. Washoe County Administration Building A Second Floor Caucus Room 1001 East Ninth Street, Reno, Nevada 1. CALL TO ORDER, ROLL CALL AND INTRODUCTION OF NEW MEMBERS [Non-action item] Chair Kuzanek called the meeting to order at 10:04 a.m. A quorum was established. PRESENT: Ed Atwell University of Nevada, Reno; Steve Driscoll City of Sparks; Denise Inda Nevada Department of Transportation; Timothy Kuzanek Washoe County; Tim Leighton Sierra Fire Protection District; Charles Moore Truckee Meadows Fire Protection District; Tracy Moore Washoe County School District; Pat Nielson Truckee Meadows Water Authority; Laura Schmidt Washoe County; and Ryan Sommers North Lake Tahoe Fire Protection District. Jamie Edrose Reno Tahoe Airport Authority, joined the meeting at 10:14 a.m. ABSENT: Valerie Barr Reno Sparks Indian Colony; Michael P. Brown Nevada Air National Guard; Mike Brown North Lake Tahoe Fire Protection District; Robert Chisel City of Reno; Andrew Clinger City of Reno; Jeff Cronk City of Sparks; David Curtis Nevada Air National Guard; Todd Duncan Washoe County School District; Randy Flochinni Truckee Meadows Community College; Adam Garcia University of Nevada, Reno; Andy Gebhardt Truckee Meadows Water Authority; Mike Henry Pyramid Lake Paiute Tribe; Jon Kelley Washoe County School District; Patrick Kendrick Drug Enforcement Administration; Arlen Melendez Reno Sparks Indian Colony; Richard Nelson Nevada Department of Transportation; Phil Povey Truckee Meadows Community College; Jackie Quintone Reno Sparks Indian Colony; Mike Scott Reno Tahoe Airport Authority; and Jason Trevino. Legal counsel was not present. 2. PUBLIC COMMENTS [Non-action item] There were no public comments. 3. APPROVAL OF THE JANUARY 18 TH MOTION TO APPROVE MINUTES APRIL 26, 2013, MINUTES [For possible action] It was moved by Ed Atwell, seconded by Charles Moore, to approve the January 18 and April 26, 2013, meeting minutes, as submitted. MOTION CARRIED. 4. CORRESPONDENCE [Non-action item] There was no correspondence. 5. NEVADA COMMUNICATIONS STEERING COMMITTEE UPDATE (Non-action item) An informational update and possible direction to staff on recent activities of the NCSC (Nevada

2 Page 2 of 10 Communications Steering Committee). Minutes of previous NCSC meeting minutes can be found at: There was no report as the NCSC (Nevada Communications Steering Committee) meeting had been cancelled MHz USERS COMMITTEE UPDATE [For possible action] A review, discussion and possible direction on recent actions/recommendations of the 800 MHz Communications System Users Committee. Ryan Sommers Chair, 800 MHz Users Committee, noted that the July 18, 2013, meeting had been cancelled, due to lack of quorum MHz REGIONAL COMMUNICATIONS SYSTEM STATUS UPDATE [For possible action] An informational update on the status of the communications system. Shawn Tayler Regional Communications Coordinator, drew attention to the report and explained that at 5:57 p.m., Friday, June 28, 2013, the NOC communications tower had received five (5) direct lightning strikes. The first four (4) did little more than create a popping noise with the fifth and final strike being of a magnitude that physically shook the REOC (Regional Emergency Operations Center) and caused significant damage taking several days to repair. Mr. Tayler explained that the repairs used nearly all of the spare parts and was somewhat surprised that some parts were still available for a system that was installed in Other used parts were ordered with some taking up to twelve (12) weeks for delivery. Mr. Tayler noted that the system appears to be functioning normally without any malfunctions that can be attributed to the lightning damage. Mr. Tayler noted that the costs are being covered by insurance and that an agenda item will seek reimbursement for additional parts ordered to replace the spent cache for future repairs. Jamie Edrosa Reno Tahoe Airport Authority, joined the meeting at 10:14 a.m. Mr. Tayler commented that some components used in the repair of the system are on loan from NV Energy and that NDOT (Nevada Department of Transportation) had provided air transport of the components. Mr. Tayler expressed his appreciation to NV Energy and NDOT for the assistance provided. Mr. Tayler outlined the existing grounding for the communications tower and NOC. A contractor is being sought to review and analyze the grounding system in place and determine what if any damage may have occurred to the grounding system and make recommendations for system improvements. Charles Moore Chief, Truckee Meadows Fire Protection/Sierra Fire Protection District, complimented Mr. Tayler and team for their efforts in restoring the system as quickly as possible. 8. COMMUNICATIONS SYSTEM RADIO UPDATE [For possible action] A review, discussion and possible direction to staff to work with NDOT (Nevada Department of Transportation), NV DPS (Nevada Department of Public Safety) and NV Energy on testing and evaluating possible new radio system technologies.

3 Page 3 of 10 Shawn Tayler Regional Communications Coordinator, noted that he had been in discussions with NDOT (Nevada Department of Transportation), DPS (Department of Public Safety) and NV Energy to discuss future direction in system upgrade/replacement. Mr. Tayler explained that PSIC (Public Safety Interoperability Communications) grants had been used to purchase IP Switches to integrate NDIP (Nevada Dispatch Interoperable Project) Project into the existing communications system. The intent is to maintain the existing system while migrating to a different system such as P25 or Open Sky. The integration of the existing and newer technology will allow the systems to interoperate seamlessly so that alias information can be identified by dispatch operators in the event an emergency is being declared. Mr. Tayler noted that NDOT is planning a test in the Carson City area, which while it does encompass a portion of Washoe County (e.g. Washoe Valley), the test does not extend to the more urbanized areas. Therefore, Mr. Tayler is suggesting that he work with NDOT to expand the testing area to include the Truckee Meadows in a parallel or expanded test area. The lightning incident at the end of June (2013) highlights the need to move forward with the identification and acquisition of a more advanced technology. Mr. Tayler noted that there has not been any discussion with Dailey Wells or any other vendor as to what will be entailed in a tie-in of newer technology with the existing EDACS (Enhanced Digital Access Communications System) system. Denise Inda NDOT, explained that the intent is not to replace the current communications system but to establish a pilot test to determine the type of system in the future. Ms. Inda emphasized that a fair and open process will be used when the system is replaced. Mr. Tayler noted that the region is closer now that it has been in the past three (3) years and that currently there is no specific funding source identified to replace the system. Gwen Brandenburg The Galena Group, Inc., asked if the two (2) systems being considered (Open Sky and P25) will have the ability to seamlessly tie either system into the existing system. Mr. Tayler then noted that the intent is to determine whether the system being tested will integrate seamlessly for law enforcement, fire and others using the system in real time. Mr. Tayler explained that the pilot test will be a group effort with Washoe County providing technical assistance and NDOT providing the logistics. Additionally, NV Energy will provide input in the testing process. The request is for direction to staff to explore what is needed to expand the test area that includes users of the Washoe County system in conjunction with or at the same time as the NDOT test. Mr. Tayler pointed out that Open Sky is currently being used on the system at the Slide Mountain and MacCellan Peak sites along with P25 conventions. Mr. Tayler noted that additional features may be needed for P25 as the second phase is implemented. It was moved by Tracy Moore, seconded by Steve Driscoll, to direct that Shawn Tayler Regional Communications Coordinator, work with various agencies to expand the test of the regional communications system. Ed Atwell commented that he did not believe a motion was needed for the process to continue. Ryan Sommers questioned whether the test would require the acquisition of additional equipment that the JOC may need to approve.

4 Page 4 of 10 Mr. Tayler explained that equipment would most likely be added in the future and that a list of the equipment and associated costs would come back to both the 800 MHz Users Committee and the 800 MHz JOC Committee. Mr. Tayler emphasized that this is a great opportunity to again partner with NDOT and continue to build on that strength and support as the region and state transition to the next generation over the next 7-to-10 years. MOTION CARRIED. 9. CHANGE TO FX AGREEMENT TO ADD SUPPORT FOR OUR VIDA SYSTEM TO OUR EXISTING FX SOFTWARE AGREEMENT WITH HARRIS COMMUNICATIONS [For possible action] A review, discussion and possible direction to staff to authorize the use of Infrastructure funds, not to exceed the amount of $55,000.00, to add VIDA Technology to our existing FX Agreement for Fiscal Year 2013/2014. Shawn Tayler Regional Communications Coordinator, provided an overview of the request recalling the purchase of IP Switches in 2009 using Homeland Security grant funds. Two (2) of the four (4) IP Switches are located in Washoe County with the other two (2) being located in Las Vegas, Nevada, to provide geographic diversity. Additionally, the NDIP (Nevada Dispatch Interoperable Project) Project also uses the IP Switches as do P25 and Open Sky technologies. The addition of VIDA to the FX Contract will provide for the same updates that are currently received for the EDACS (Enhanced Digital Access Communications System) system. Mr. Tayler noted that the four (4) IP Switches belong to Washoe County and that coverage of the switches is an appropriate expenditure in his opinion. Mr. Tayler noted that NDOT (Nevada Department of Transportation) currently pays 27-percent of the costs. Mr. Tayler emphasized that any additional cost for the VIDA coverage will be part of the FX contract negotiations that will be brought back to the 800 MHz JOC (Joint Operating Committee) in the MHz Operations and Maintenance budget. Gary Kimmerle Dailey Wells, commented that he believes the funds may be recovered when the upgrade testing is complete. Mr. Kimmerle noted that Harris Communications is in the process of updating software subscription rates, which has in the past reduced subscription costs for Washoe Count due to a reduction in R&D (Research and Development) costs. Additionally, subscription rates are representative of support needed. Mr. Tayler noted that recurring costs have not yet been determined and are subject to negotiation. It is thought that as with previous negotiations there will be additional cost saving in the next fiscal year. It was moved by Ed Atwell, seconded by Charles Moore, to approve the use of Infrastructure funds, not to exceed the amount of $55,000.00, to add VIDA Technology to our existing FX Agreement for Fiscal Year 2013/2014. MOTION CARRIED. 10. SPRINT/NEXTEL CDMA (Code Domain Multiple Access) SERVICE IN THE 800 MHz SPECTRUM (For possible action) A review, discussion and possible action approve, deny or otherwise modify a recommendation from the 800 MHz Users Committee to make a

5 Page 5 of 10 formal comment to the FCC (Federal Communications Commission) through legal counsel for the 800 MHz Rebanding process on Nextel s intended operation of a CDMA format service in the 800 MHz Spectrum and what if any effect such service may have on the Washoe County Regional 800 MHz Communications system. Shawn Tayler Regional Communications Coordinator, commented that staff had not observed any change since the April 26, 2013, meeting and that he believes the item can be removed from future agenda. Should an issue arise Mr. Tayler will schedule a discussion as needed. No specific action taken. 11. NCORE (Nevada Communication Interoperability Network) BYLAWS [For possible action] A review, discussion and possible action to accept the 800 MHz Users Committee recommendation on the NCORE (Nevada Communication Interoperability Network) bylaws, Interlocal Agreement and Charter. Craig Harrison noted that there was no support material provided and outlined the process that developed the bylaws, Interlocal Agreement and Charter. Mr. Harrison noted that there is no financial involvement only an agreement on how the entities operate so as not to affect another agency s system. It was moved by Steve Driscoll, seconded by Charles Moore, to continue NCORE (Nevada Communication Interoperability Network) bylaws, Interlocal Agreement and Charter at the next quarterly meeting. MOTION CARRIED. 12. BI-DIRECTION AMPLIFIER (BDA) FUNDING REQUEST [For possible action] An ongoing review, discussion and possible action to recommend approve, deny or otherwise modify a recommendation by the 800 MHz Users Committee on a request for a bidirectional amplifier at John Ascuagua s Nugget (Sparks, Nevada) and authorize the issuance of an RFP (Request for Proposal) for a quote on the BDA(s) (Bi-Direction Amplifier)equipment needed to enhance first responder and multi-agency response safety as recommended in an engineering study commissioned by the City of Sparks. The development and management of the RFP process by the Galena Group, Inc. is a not-to-exceed amount of $4, The anticipated cost of the equipment and installation is estimated from $78, to $133, The proposed enhancement will provide radio coverage within the facility where there is little or no radio capability today and where special events create the need for interoperable communications. [Continued from April 26, 2013] Brian Allen Chief, Sparks Police Department, recalled the continuance from the April 26, 2013, meeting. The request stems from the shooting incident at John Ascuagua s Nugget during Street Vibrations in the main casino area. During the incident it was found that there is little to no ability to communications in the main casino area, located under the I-80 freeway. Chief Allen explained that multiple agencies had provided mutual aid and were unable to communicate. Chief Allen explained that the Sparks Police Department and City of Sparks had engaged The Galena Group, Inc., to provide recommendations on how best to provide communications. Chief Allen noted that radios and software upgrades had been purchased and training provided to their first responders.

6 Page 6 of 10 This particular request is to fund an RFP (Request for Proposal) in an amount not to exceed $4, and perhaps authorize additional funding of up to $133, to complete the purchase once the RFP determine the type and configuration of a bi-direction amplifier system. Chief Allen explained that the newer section of the Nugget complex required the installation of a bi-direction amplifier as part of the updated city building code. Chief Allen pointed out that the Nugget does use a different communications system other than 800 MHz for staff communications. Shawn Tayler Regional Communications Coordinator, noted that there are several other facilities in the region that experience similar communication issues. Mr. Tayler noted that both the Washoe County Sheriff s Office and the Washoe County School District have installed similar equipment. Although the 800 MHz Communications System was designed to provide 95-percent coverage many larger concrete and steel structures require the use of bi-direction amplifiers or other enhancement to provide communication. Tim Leighton Sierra Fire, noted that the issue is not isolated to buildings. In April two separate incidents along Red Rock Road, in which evacuations were underway, were located in areas where communications was non-existent. Therefore, the region should also look at those areas in which communications are hampered or non-existent for public safety and first responders as well as interior building coverage. Member Atwell commented that he believes the Nugget, as a private enterprise, should address the issue due to inherent liability issues. Another concern is that any action to fund this type of project may set precedent for other corporations to see similar funding. Chief Allen noted that the Nugget would not receive any benefit from the equipment only first responders and those providing mutual aid to incidents that endanger the public safety. Chief Allen noted that the Nugget is in partnership with the communications system by providing space for rooftop repeaters without charge long before the current communications system was built. During the discussion there as concern expressed about what position the region would take should other come forward seeking funding for similar endeavors (e.g. Harrah s). Other discussion noted that the radio shadow is caused by a federal highway (I-80) over the main casino area thus causing a public problem for a private business. It is not thought that this request would set precedent. Other discussion pointed out that the Nugget leases the land under the I-80 freeway from NDOT (Nevada Department of Transportation). As the discussion continued, it was noted that perhaps the entity should provide all or most of the funding for this type of equipment rather than the use of taxpayer money. It was also noted that the request is from a member agency (City of Sparks) rather than John Ascuagua s Nugget. As the discussion continued, it was emphasized that a number of large special events are held in the facility and that perhaps the project should be funded. Discussion then noted that the radio equipment located atop the Nugget tower is not covered under any known lease agreement. It was pointed out that the City of Sparks had equipment located at the City of Sparks and that maintenance assistance is provided for that equipment.

7 Page 7 of 10 Chief Allen explained that the request is two-fold one for the RPF and a separate action to provide funding based on the outcome and recommendations of the RFP. Chief Allen suggested that perhaps the RFP be funded initially with recommendations coming back to the 800 MHz Users and JOC Committees in the future. Responding to an inquiry about whether or not the design for the Nugget location could be applied to other facilities, Stu Cronan - The Galena Group, Inc., explained that the City of Reno had similar issues at the former MGM Grand (Sierra Resort) and Circus Circus in basement areas. However, the City of Reno developed procedures for emergency response to those areas. Mr. Cronan noted that the design would be specific to a specific building design and construction and would therefore vary among the various facilities in the region. Gwen Brandenburg The Galena Group, Inc., noted that while the RFP is specific to the Nugget site, it will provide current equipment pricing that could provide a cost basis for other building that will have somewhat different specifications. Chief Allen then reiterated that the shooting incident had occurred in the main casino area, which is located directly under I-80 in front of the Trader Dick s restaurant. Ms. Brandenburg noted that the Nugget has a similar issue in the basement area that house employee lockers, security and other functions and is not part of this proposal. It was moved by Charles Moore, seconded by Jaime Edrosa to approve the development and management of the RFP (Request for Proposal) process by the Galena Group, Inc. in an amount not-to-exceed $4, Steve Driscoll concurred with Laura Schmidt s request that the City of Sparks involve WCRCS (Washoe County Regional Communications System) in the RFP process to assure that the result benefits all the City of Sparks regional partners. MOTION CARRIED. 13. APPROVAL OF REIMBURSEMENT OF EMERGENCY EXPENDITURE FOR REPLACEMENT PARTS [For possible action] A review, discussion and possible action to approve, deny or otherwise modify a recommendation by the 800 MHz Users Committee on the retroactive approval of emergency communication related part purchases in the amount of $45, for refurbished parts in order to have timely backup parts needed for the Washoe County Radio Communication System that was severely damaged during the June 28th storm. Washoe County insurance Claim No Tower Damage. Shawn Tayler Regional Communications Coordinator, outlined the reimbursement request that was incurred as part of the restoration of the damaged communications system. Mr. Tayler noted that the insurance claim was processed by Washoe County Risk Management and that this particular request is for spare parts from another vendor that was not covered under the insurance claim as it provides an inventory of spare part for future use.

8 Page 8 of 10 Hearing no public comment Chair Kuzanek asked for board discussion or a motion. It was moved by Ed Atwell, seconded by Steve Driscoll, to approve retroactive approval of emergency communication related part purchases in the amount of $45, for refurbished parts in order to have timely backup parts needed for the Washoe County Radio Communication System that was severely damaged during the June 28, 2013, storm. MOTION CARRIED 14. COMMUNICATIONS PLAN AND USE OF MUTUAL AID FREQUENCY DURING A SYSTEM FAILURE (For possible action) A review, discussion and possible action to approve, deny or otherwise modify a recommendation by the 800 MHz Users Committee to approve an update to the SOG (Standard Operating Guidelines), including update on work done to date as well as goals and publication of the guide, that includes the Interlocal Agreement and rules for usage of the system as well as an inventory of command vehicles, other mobile equipment and protocols for deployment during critical emergency incidents for current and future users of the regional communications system. Gwen Brandenburg The Galena Group, Inc., noted that several meetings had been held and that she had been unable to convene another meeting with the July 4, 2013, holiday. Ms. Brandenburg hopes to have recommendations for the 800 MHz Users Committee to review at their September 19, 2013, meeting. It was moved by Steve Driscoll, seconded by Ed Atwell, to continue Communications Plan and User of Mutual Aid Frequency During a System Failure until the next quarterly meeting of the Joint Operating Committee. MOTION CARRIED. 15. REBANDING UPDATE (For possible action) A review, discussion and possible direction to approve, deny or otherwise modify a recommendation as it pertains to the Rebanding process. Shawn Tayler Regional Communications Coordinator, recalled the ongoing discussion about a requested reimbursement of a change order that has not yet been resolved. No specific action taken. 16. CO-LOCATION SERVICES AT THE FOX MOUNTAIN SITE [For possible action] An ongoing review, discussion and possible action approve, deny or otherwise modify the 800 MHz Users Committee recommendation on the Allied Nevada Gold Corporation s request for use of WCRCS (Washoe County Regional Communications System) generated power for the Fox Mountain Repeater site building and antenna tower. Shawn Tayler Regional Communications Coordinator, commented that Allied Nevada Gold Corporation is currently using just under 18 amps of power and that technicians will investigate the higher usage and monitoring to assure that the equipment is functioning normally. Once that analysis is complete a full report will be brought forward.

9 Page 9 of 10 No specific action taken. 17. REGIONAL COMMUNICATIONS, OPERATIONS AND COORDINATION TEAM [Nonaction item] An informational update on the development of a Regional Communications, Operations and Coordination Team. Chris Magenheimer North Lake Tahoe Fire Protection District, noted that several NDIP (Nevada Dispatch Interoperable Project) projects are underway, including the connection at Pershing County and installation scheduled at Carson City, which will complete the Quad County areas. Mr. Magenheimer also noted that discussion is underway for fiber access in Eureka and Ely and that FirstNet had hired a General Manager. Mr. Magenheimer believes that the State of Nevada is in a position to work well with FirstNet as they build the system out. 18. COMMUNICATIONS TEAM UPDATE [For possible action] A review, discussion and possible direction to 800 MHz Users Committee to develop teams of Communication Unit Leaders (COML), Communication Technicians (COMT), Radio Operators (RADO) and Emergency Dispatchers to assist in communication needs during planned and unplanned events that require the use of a Communications Unit. There was no report. 19. EMERGENCY ITEMS [For possible action] Tim Leighton Sierra Fire Protection District, outlined an issue identified when trying to copy the audio of a recent incident that involved a structure and brush fire. Mr. Leighton noted his liability concerns in the event the audio of the incoming call to the 911 center could not be found. It was his impression that Exacom is being unresponsive to calls for assistance. Shawn Tayler Regional Communications Coordinator, concurred with Mr. Leighton s comments noting that the Exacom recording issue has been and is an ongoing concern that predates the lightning of June 28, Mr. Tayler noted that Exacom has been made aware of the issues and that the Exacom technician indicated he was working on the problem. Mr. Tayler noted that Exacom has only one person who handles the Exacom system west of the Mississippi River. Unfortunately the system does to notify users of an issue, which will only be found when someone goes to pull an audio. Mr. Tayler then noted that the City of Sparks uses a somewhat different recorder system so is not experiencing the same issue. Mr. Tayler noted that the 911 Emergency Response Advisory Committee handles the Exacom contract, which he believes is in its second year of the 5-year contract. 20. ESTABLISH NEXT QUARTERLY MEETING DATE FOR 2013 [For possible action] A review, discussion and possible action to set the next quarter s meeting on Friday, October 18 or 25, A consensus was reached to meet at 10:00 a.m., Friday, October 18, 2013.

10 Page 10 of MHz JOINT OPERATING COMMITTEE MEMBERS AND/OR STAFF ANNOUNCEMENTS, REQUESTS FOR INFORMATION AND SELECTION OF TOPICS FOR FUTURE AGENDAS [Non-action item] The October 18, 2013, meeting agenda may include but is not limited to: 1) Update on the Exacom recording issues at the Reno/Washoe County PSAP (Public Safety Answering Point); 2) Continued discussion on areas of little to no communications coverage in the region; and 3) Update on the Bidirectional amplifier RFP (Request for Proposal) for the City of Sparks. 22. PUBLIC COMMENTS [Non-action item] There were no public comments. 23. ADJOURNMENT [Non-action item] Chair Kuzanek adjourned the meeting at 11:51 p.m.