E911BOARD MEETING MINUTES

Transcription

1 E911BOARD MEETING MINUTES Meeting Dates: E911 Board Meetings December 11-12, 2013 Wyndham Hotel Jacksonville Wednesday, December 11, 2013 and Thursday, December 12, 2013 beginning time 9:00 a.m. until conclusion of business Board Members in meeting attendance: John Ford, Chairman Bureau Chief, DMS - Division of Carolyn Dill-Collier, 911 Coordinator, St. Lucie County Charles Chuck Freeman, 911 Coordinator, Pinellas County Stan Greer, Area Manager External Affairs, AT&T Benjamin Ben Guthrie, 911 Coordinator, Gulf County Marilyn Haroutunian, Industry Consultant, TracFone Wireless Sandra Sandy Khazraee, Regulatory Affairs Director, Southern Region, Century Link David Dave Konuch, Attorney, Florida Cable Association Tom Nadler, Manager, Sprint Ira Pyles, 911 Coordinator, Hillsborough County Staff in meeting attendance: Wink Infinger, Statewide 911 Coordinator, DMS-Division of Clark Jennings, Legal Counsel, Office of the Attorney General Donald Lamb, Technical Support, DMS-Division of Penney Taylor, Administrative Support, DMS-Division of Public in meeting attendance: Derek Alvarez, Frequentis Melanie Becker, CenturyLink Thomas Brazil, Columbia County Doug Cunningham, CenturyLink David Gleason, TCS (formerly microdata) Ford Frey, CenturyLink Ed Gonzalez, Intrado

2 E911 Board Meeting Page Two Public in meeting attendance (continued): Tim Gundlach, TGRA Ernie McFarland, Manatee County Jim Garten, Frequentis Todd Jones, CenturyLink Darren Light Don Nagle, NexGen Public Safety, LLC Stacy Needham, Manatee County Susan Nelson, Cassidian Christie Pontis, CenturyLink James Robinson, AK Associates Chuck Spalding, Palm Beach County Thane Taylor, self Patricia Welte, Duval County Alan Woods, Intrado Staff and Public Members participating via telephone conference: Jeff Barbacci, Thomas Howell Ferguson, P.A. Diane Barton, Charlotte County Kimberly Bickley, Administrative Support, DMS-Division of Tricia Davis, Volusia County Belinda Farmer, Walton County Adrienne Jones, Administrative Support, DMS-Division of Rachel Love, Wakulla County Jennifer Payne, Suwannee County Chris Polischuck, Thomas Howell Ferguson, P.A. Kent Raheb, Technical Support, DMS-Division of Tim Roberts, Carousel Industries Annette Rodgers, Orange County Jennifer Wilson, Martin County (Some telephone conference participants may not be listed as no was received acknowledging their participation.)

3 E911 Board Meeting Page Three Wednesday, December 11, 2013 beginning at 9:00 a.m. until conclusion of business 1. Call to Order Meeting called to order at approximately 9:00 a.m. The meeting started with staff conducting roll call. All current Board members were in attendance for this meeting. Roll call for staff members was conducted. Public members attending this meeting and participating in the telephone conference were requested to acknowledge their participation by signing the sign in sheet or by sending an to staff to assure that they would be properly noted in the meeting minutes. Public members with issue(s) to be presented to the Board for consideration were requested to either list it on the issue(s) list provided or to send the issue(s) via electronic mail to staff. Board Member Term Mr. Ford informed the Board that this meeting would be Ms. Haroutunian s last Board meeting and thanked Ms. Haroutunian for all her efforts in support of the Board over the past five years. Mr. Ford informed Ms. Haroutunian that her appreciation plaque was ordered but not yet received therefore her appreciation plaque would be mailed. Duval County Public Safety Center Tour Mr. Ford informed the Board that a tour of the Duval County Public Safety Center was scheduled today at 3:00 p.m. 2. Approve Meeting Minutes for the November 13-14, 2013 E911 Board Meetings Meeting minutes from the November 13-14, 2013 E911 Board meetings were reviewed by the Board. There were no significant changes or updates received from the Board members or staff after the initial draft was circulated. All updates were incorporated in the draft meeting minutes as presented. Ms. Haroutunian made a motion to adopt the November 13-14, 2013 meeting minutes as presented. Ms. Dill-Collier seconded the motion that carried unanimously (10-0).

4 E911 Board Meeting Page Four 3. Discuss 2013 State Grant Program The following State Grant Applications were reviewed and prioritized. Some county representatives and vendors were available to provide justification to some grants: COUNTY AMOUNT AMOUNT PURPOSE PRIORITY REQUESTED RECOMMENED Citrus $237, $237, Primary E911 System Upgrade 2a Columbia $14, $14, Backup E911 System Upgrade 7 Hardee $136, $136, Backup E911 System Upgrade 7 Jackson $85, $85, Backup E911 System 7 Lake $490, $353, Primary E911 System Replace 2a Manatee $823, $573, Primary E911 System Replace 2a $61, Recording System Replacement 2d Mia-Dade $304, $304, Primary E911 System Upgrade 2a Nassau $402, $402, Primary E911 System Replace 1 Wakulla $55, $55, E911 System Upgrade 2a Walton $143, $143, Portable E911 System Positions tabled Special Note: Lake and Manatee County Primary E911 System Replacement grant application was reduced based on grant application conditions limiting allowable funding to one PSAP. Total Number Grant Request Received: 10 Total Counties Requested: 10 Total Grant Dollars Requested: $2,693, Total Grant Dollars Recommended: $2,555, Grant issues for Walton County were tabled pending additional clarification until the Thursday Board meeting. Meeting Recessed

5 Page Five Thursday, December 12, 2013 beginning time 9:00 a.m. until conclusion of business Meeting reconvened with staff acknowledging that all Board members were in attendance for this meeting. Public members attending this meeting and participating in the telephone conference that did not participate on Wednesday were requested to acknowledge their participation by signing the sign in sheet or by sending an to staff to assure that they would be properly noted in the meeting minutes. 4. Old Business Board Member Appointments Mr. Ford informed the Board that the Governor s Appointment Office had contacted him and has requested a list of candidates to replace Ms. Haroutunian (wireless position). Therefore, the Board has solicited the wireless industry once again for nominees. Mr. Ford also informed the Board that Mr. Greer s position also expired; however, the Governor s Appointment Office does recognize that Mr. Greer is eligible for re-appointment and there should be no issues with the reappointment. The Governor s Appointment Office desires a variety of names to present to the Governor for consideration when making appointments. Mr. Ford informed the Board that for the County position that the Governor s Appointment Office is working with the Florida Association of Counties for Mr. Freeman s seat as he has completed two terms and has also requested a list that should include Ms. Dill-Collier as she has completed her first term. Mr. Ford stated that he was informed that a press release was pending for the vacant county seat which was previously held by Joe Laviano. However no press release has been published yet. Mr. Ford questioned if any candidate for this position had received notice from the Governor s Appointment Office and there was no response. Update to 2013 Evaluation RCG Fall Post Mr. Infinger provided to the Board for informational purposes an update to the 2013 Fall Rural County Grant Program that included the approved Union County grant award for CPE Audio Hardware in the amount of $9, The total grant award for the 2013 Fall Rural County grant program is $825, Duval County Tour Mr. Ford thanked Ms. Welte for the Duval County facility tour provided on Wednesday.

6 Page Six 5. Discuss Board Rules, Rule Development and Status Report Mr. Infinger informed the Board that for the Rules there has been a change in the application to change the effective date to January 1 st and will no longer utilize an effective date of when the Board voted. Mr. Infinger also informed the Board that the Public Comments Rule was noticed on December 6, 2013 and the Rural County Grant Rule noticed on December 11, Mr. Ford informed the Board that some counties were getting a little delinquent in their grant quarterly reporting, but did not think that any of these counties had a request in this State Grant Program. Mr. Infinger confirmed his understanding to be corrected and stated that there was a staff issue with Jackson County but staff and the county were working through the issue. 6. Discuss confidential data related to provider revenues by county, discrepancies, disbursements and provider invoices. All confidential information discussed in a manner as not to disclose any confidential information and/or trade secrets. Wireless Service Provider Cost Recovery Consent Agenda The following wireless service provider cost reimbursement invoices were reviewed for payment authorization: Mr. Freeman made a motion that payment authorization for Item 1, as listed on the Wireless Service Provider Cost Recovery Consent Agenda in the total amount of $233, be approved. Mr. Guthrie seconded the motion which carried unanimously (10-0). Mr. Freeman made a motion that payment authorization for Item 2, as listed on the Wireless Service Provider Cost Recovery Consent Agenda in the total amount of $23, be approved. Ms. Dill-Collier seconded the motion which carried unanimously (10-0). Mr. Freeman made a motion that payment authorization for Item 3, as listed on the Wireless Service Provider Cost Recovery Consent Agenda in the total amount of $290, be approved. Mr. Guthrie seconded the motion which carried unanimously (10-0). Mr. Greer and Mr. Nadler filed Form 8A.

7 Page Seven 7. Discuss Fee Allocation Percentages and the Emergency Communications Number E911 System Fund (E911 Trust Fund) Mr. Ford informed the Board that at this time no action should be required related to allocation percentages pending 2014 legislation; however would open for discussion. Mr. Ford informed the Board that from the State Grant Program reviewed for potential awards; additional funding could be utilized for special disbursements. Mr. Ford requested the Board s thoughts for a potential special disbursement. Mr. Freeman expressed from a county standpoint that he would like to review this option. Ms. Khazraee expressed interest for a potential special disbursement after the beginning of the year due to the pending State Grant Program awards. Other issues discussed: Potential effective date of 911 Legislation (January 2015) Ability to utilize funds for special initiatives Revenue decreases 8. Discuss Strategic Initiatives E911 Board Logo This issue was tabled to be discussed at a future meeting.

8 Page Eight 9. Discuss and Award 2013 State Grant Program Mr. Infinger started these discussion by addressing concerns related to the Jackson County and Manatee County grants. The following action was made on the 2013 State Grant Program award(s): COUNTY AMOUNT AMOUNT PURPOSE REQUESTED AWARDED Nassau $402, $402, Primary E911 System Replace Ms. Dill-Collier made a motion to award the Nassau County grant request in the total amount of $402, as a Priority 1. Mr. Freeman seconded the motion which carried 9-0. Mr. Guthrie was not present for this vote. COUNTY AMOUNT AMOUNT PURPOSE REQUESTED AWARDED Citrus $237, $237, Primary E911 System Upgrade Lake $490, $353, Primary E911 System Replace Manatee $823, $573, Primary E911 System Replace Mia-Dade $304, $304, Primary E911 System Upgrade Wakulla $55, $55, E911 System Upgrade Ms. Khazraee made a motion to award Priority 2a grant requests in the total amount of $1,523, Ms. Dill- Collier seconded the motion which carried 9-0. Mr. Guthrie was not present for this vote. COUNTY AMOUNT AMOUNT PURPOSE REQUESTED AWARDED Columbia $14, $14, Backup E911 System Upgrade Hardee $136, $136, Backup E911 System Upgrade Mr. Pyles made a motion to award Priority 7 grant requests for Columbia and Hardee County in the total amount of $150, Mr. Freeman seconded the motion which carried 9-0. Mr. Nadler was not present for this vote. Total Grants Awarded: $2,076, The Board is of the consensus that the Manatee County- Priority 2d, Jackson County- Priority 7 and Walton County not yet Prioritized grants should be tabled until the January Board meeting pending grant clarification concerns. COUNTY AMOUNT AMOUNT PURPOSE REQUESTED AWARDED Jackson $85, $85, Backup E911 System Manatee $823, $61, Primary Recorder Walton $143, $143, Portable E911 System Positions Total Grants Tabled: $290,287.47

9 Page Nine Discuss and Award 2013 State Grant Program (continued) Mr. Konuch made a motion that as a condition to the grant awards that no funds be disbursed until the county has provided information as defined in question 6 (Describe the scope of work for the proposed project including any goal(s) and objectives. Include the tasks to be performed as part of the project. Provide scope of work in quantifiable units of deliverables that shall be received and accepted. For each deliverable specify the required minimum level of service to be performed and the criteria for evaluating the successful completion of each deliverable.) and question 10 (Describe the required steps with an anticipated time schedule with procurement and payment milestones for a total project completion date.) of the grant application. Mr. Greer seconded the motion that carried 9-0. Mr. Nadler was not present for this vote. Discuss confidential data related to provider revenues by county, discrepancies, disbursements and provider invoices. All confidential information discussed in a manner as not to disclose any confidential information and/or trade secrets. (continued) Mr. Polischuck reviewed confidential data related to the wireless and non-wireless September 30, 2013 monthly disbursements to counties and financial statements. The Board was informed that issues continue to be encountered with remittance reports from some companies and with fluctuations of subscribers from some companies. 10. Discuss the recommendation(s) and vote on items from confidential data Wireless Wireless financial reports for the period ending September 30, 2013 were reviewed and discussed by the Board. Mr. Freeman made a motion to authorize distribution of wireless revenues in the amount of $3,957, Ms. Dill-Collier seconded the motion which carried unanimously (10-0). Nonwireless Nonwireless financial reports for the period ending September 30, 2013 were reviewed and discussed by the Board. Mr. Freeman made a motion to authorize distribution of nonwireless revenues in the amount of $3,329, Mr. Guthrie seconded the motion which carried unanimously (10-0).

10 Page Ten Discuss the recommendation(s) and vote on items from confidential data (continued) Financial Statement Mr. Barbacci started the review of the Financial Statement by stating that the nature of a compilation report is to compile all the remittance reports received. Mr. Barbacci also stated that these reports are not audited or reviewed and often not independent as stated in the financial statement. Mr. Barbacci gave an overview of the financial statement for the period ending September 30, 2013 which included a summary of liabilities, trust fund balance, revenues, expenditures and subsequent events. Other issue(s) discussed in Financial Statement: Interest Earned Reporting and Disbursement Wireless Service Provider Reimbursements Wireless Distribution to Counties Amount as Recorded in Blue Book Letters to Service Providers with remittance issues Provider Reimbursement Mr. Ford gave an overview of the Provider Reimbursement. This statement included a report of year-to-date reimbursements to wireless service providers for actual costs incurred to provide 911 or E911 service. 11. Discuss Rural County and State Grant Program Quarterly Reports and Change Requests There was no Quarterly or Change Requests to be reviewed for this meeting.

11 Page Eleven 12. Discuss 2013 E911 Board Draft Annual Report Mr. Infinger reviewed attachments that were included in the meeting package for review and potentially to be included in 2013 E911 Board Annual Report. Mr. Infinger informed the Board that as requested by the Board all information as requested was stripped thereby making the current 2013 Draft Annual Report condensed. Issue(s) discussed related to the 2013 E911 Board Draft Annual Report: Cover Report Section Assignment (reviewed with members with all in agreement) With the understanding that this meeting will be Ms. Haroutunian s last meeting that she will attend; Ms. Haroutunian agreed to continue to support the Board in completion of the 2013 Annual Report. 13. Other Business FL NENA Training Reimbursement Request Bill Stevens on behalf of Florida National Emergency Number Association (NENA) submitted a request for reimbursement of the Change Management in course held at the 2013 Florida NENA/APCO Conference and 911 Coordinators meeting held Sunday, October 27, The total cost for the course is $4,000. Ms. Khazraee made a motion to authorize payment for the Change Management in course for the total amount of $4,000. Mr. Freeman seconded the motion that carried 8-0. Mr. Konuch and Mr. Pyles were not present for this vote. Public Comments Laurie Anderson, Charlotte County, 911 Coordinator provided an project status update for the EIN install and informed the Board that the anticipated completion date is December 31, Chuck Spalding, Palm Beach County, 911 Coordinator was scheduled to provide a presentation to the Board; however at the request of the Board agreed to make the presentation at the January 2014 Board meeting. Mr. Spalding also updated the 911 Board on issues encountered with a particular provider due to numerous calls complaints of non-initialized calls being received at the PSAP that were creating routing problems. 14. County and/or Service Provider Presentations (beginning 9:00 a.m. on Thursday) Mr. Infinger informed the Board that the County and Service Provider Presentations would be provided at the January 2014 Board meeting.

12 Page Twelve 15. Adjourn Next scheduled meeting: January 15-16, 2014 Broward County Governmental Center 115 South Andrews Boulevard Ft. Lauderdale Hotel Information: Hilton the Ft. Lauderdale Airport 1870 Griffin Road Dania Beach (954) PWT/pwt