A l l e g a n C o u n t y 911 Policy & Procedural Board

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1 A l l e g a n C o u n t y 911 Policy & Procedural Board 911 Central Dispatch Center nd Avenue Allegan, MI Main Office 269- Main Fax Jim Hull, Chairman Jon Campbell, Vice Chairman James Hull Undersheriff Co. Sheriff s Jon C. Campbell County Commissioner Robert J. Sarro County Administrator Marsha Fisher Citizen Jim Pitsch Co. Twp. Association Monterey Township Richard Brooks Elected Gov t Plainwell Mayor F/Lt. Tom Draves MSP Wayland State Police Post Vicki Maguire EMS American Medical Response Rob Griffith Medical Control Life EMS Rick Rabenort Gun Lake Director Chief Bill Bomar City Police Chief Plainwell DPS Chief Cal Haverdink West Side Fire Services Graafschap Fire Dept. 911 POLICY & PROCEDURE BOARD MEETING - AGENDA Tuesday, December 17, AM EOC Conference Room ACCD CALL TO ORDER: ROLL CALL: APPROVAL OF MINUTES: November 19, 2013 (Attached) COMMUNICATIONS: PRESENTATIONS: Central Dispatch Budget, David Vanderoovaart DIRECTOR REPORT: Attached ACTION ITEMS: 1. Wayland EMS Replacement of Radios Jan Goswick 2. Missing Persons Letter Robert Sarro DISCUSSION ITEMS: 1. State 800 System Update Rob Sarro & Jan Goswick 2. Preparation for organizational meeting Robert Sarro PUBLIC PARTICIPATION: FUTURE AGENDA ITEMS: ROUND TABLE: ADJOURNMENT: Next Meeting January 21, 2014, EOC CONFERENCE ROOM, ACCD Harold Schumaker East Side Fire Services Dorr Fire Dept.

2 Allegan County 911 Policy & Procedural Board 911 Central Dispatch Center nd Avenue Allegan, MI Main Office 269- Main Fax Jim Hull, Chairman Jon Campbell, Vice Chairman James Hull Undersheriff Co. Sheriff s Jon C. Campbell County Commissioner Robert J. Sarro County Administrator Marsha Fisher Citizen Jim Pitsch Co. Twp. Association Monterey Township Richard Brooks Elected Gov t Plainwell Mayor F/Lt. Tom Draves MSP Wayland State Police Post Vicki Maguire EMS American Medical Response Rob Griffith Medical Control Life EMS Rick Rabenort Gun Lake Director Chief Bill Bomar City Police Chief Plainwell DPS Chief Cal Haverdink West Side Fire Services Graafschap Fire Dept. Harold Schumaker East Side Fire Services Dorr Fire Dept. 911 POLICY & PROCEDURE BOARD MEETING - MINUTES Tuesday, November 19, AM EOC Conference Room ACCD CALL TO ORDER: Jon Campbell at 10:05 MEMBERS PRESENT: Jon Campbell, Robert Sarro, Marsha Fisher, Jim Pitsch, Richard Brooks, Tom Draves, Vicki Maguire, Rob Griffith, Rick Rabenort, Bill Bomar and Cal Haverdink. OTHERS IN ATTENDANCE: Scott Matice, Terri Coffindaffer, Jan Goswick, Cindy Porter, Megan Kuhn, Linda Harmon, Jim Adams, La Vonne Thornton and Scott Corbin. MEMBERS NOT PRESENT: James Hull and Harold Schumaker APPROVAL OF MINUTES: Approval of October 15, 2013 minutes motioned by Tom Draves, seconded by Marsha Fisher. COMMUNICATIONS: Letter from Chief David Haverdink PRESENTATIONS: None DIRECTOR REPORT: Attached ACTION ITEMS: Wayland EMS replacement of radios: Wayland EMS brought three mobile radios in to have Harris repair. These radios are all owned by Central Dispatch and were provided to Wayland EMS when the County moved to the Harris radio system. Harris found that they could not repair the radios due to the fact that Wayland EMS had modified the wiring themselves to have them operate differently within their EMS rigs. This damaged two of the radios and they will need to be replaced and this also voids these radios from being maintained under our current radio maintenance contract with Harris. Wayland EMS has requested that Central Dispatch replace the radios at Central Dispatches cost. Each public safety agency utilizing Central Dispatch communications equipment was required to sign a Users Agreement when assigned their equipment. (See attached) The agreement states that it is the County s responsibility to maintain the radios. Furthermore, it is the responsibility of the user pay for repair and/or replacement of radio equipment due to theft, vandalism, abuse/misuse, or accidents resulting in damage to radio equipment.

3 It is the Director s recommendation that the Board pass a resolution (See attached) requiring Wayland EMS to replace the equipment at their cost. Motion: Table discussion until December s meeting. Send letter to Bob Hess explaining the situation and invite him to December 17 th meeting. Vote: 11 Yes 0 No Motion Passed Communication from Dave Haverdink: Graafschap Chief Cal Haverdink brought forth a few concerns he received via . It was noted that it is helpful that Chief s are communicating through the fire representatives but that is most effective when it deals with policy issues. On operational matters individuals should contact the department directly. If they are not getting a response they should contact the County Administrator. The items will be addressed through an upcoming written update. Missing Persons Policy: During the September 17, 2013 meeting, dispatching and response to missing person complaints was discussed. It was indicated that the Allegan County Fire Chiefs Association had some recommended changes. The Board requested that fire and law enforcement representatives meet and document what changes may be necessary. Captain Frank Baker, Captain Scott Matice, Hamilton Fire Chief Dave Haverdink and Graafschapp Fire Chief Cal Haverdink met to review the matter and prepare a recommendation: If, there is a search for a reported missing person the lead Law Enforcement Officer shall have Central Dispatch do a Fire Officer Only page. The Fire Officer shall either meet or TX the Law Enforcement Officer to develop a plan. The plan could be for information only, support roll or to begin a search. The Board discussed how this may impact dispatching policy and what changes were appropriate for dispatch policy and what may need to be addressed by responding agencies. Further discussion will take place at the December meeting. Rob Sarro offered to draft a communication summarizing the matter. PUBLIC PARTICIPATION: 1) James Pitsch asked for clarification regarding Jan Goswick s move to Assistant Director of ACCD. FUTURE AGENDA ITEMS: 1) Searches for Missing People Update a. Collaboration between PD and FD using 800 system/lt. Draves. 2) Communication with Bob Hess 3) James Pitsch wanted clarification on how the operational budget is broken out. A special educational meeting was set for 9:00 a.m. on December 17. ROUND TABLE: Jan Goswick: Expressed appreciation to the dispatchers for their outstanding performance during the recent storms; 7 dispatchers were brought in. Informed board

4 that 4 towers and 5 antennas were damaged during the storm but an adjuster from Harris has been scheduled to view damage and submit to insurance. Jan also asked if any members of the board would be interested in assisting in giving 911 Presentations to the various townships and city halls. Vickie Maguire: Commended F/Lt Tom Draves on his delivery of the 911 Presentations he has been giving throughout Allegan County. Scott Corbin: Distributed and reviewed letter regarding Allegan County Hazard Mitigation Plan. Asked elected officials and municipal staff charged with emergency preparedness in Allegan County to provide their views on which hazards are most important at the County level and locally, and which mitigation strategies should be employed to protect life and property. Rob Sarro: Provided the names of the members on the interview committee for the 911 Director s position and reviewed the steps in the hiring process. Also expressed appreciation regarding Chief Haverdink s letter of input and for allowing us to work together in communication. ADJOURNMENT: Meeting adjourned at 11:45am by Marsha Fisher, seconded by Jim Pitsch. Next Meeting January 21, 2014 at EOC CONFERENCE ROOM, ACCD

5 Director s Update December 13, 2013 Lakeshore VHF Enhancement Project: We received FCC approval for our license at the Felt Mansion on December 12. C-Comm is waiting for one piece of equipment to arrive (they believe it will be in by Thursday of next week) and they have scheduled the installation for December 30th. After the solution has been installed C-Comm will contact each department working in that area to schedule reprogramming of their radios, to include the new frequency. Once this solution is in place we will test the coverage to determine how far south the coverage enhances to determine if there is need to install an additional solution in the Saugatuck area. The Saugatuck fire chief is currently researching ownership of the Mount Baldy tower in the event we need to utilize that site for an additional repeater. Dispatch Staffing: The Director position has been posted and the hiring team has been formed. The estimate for filling this position is early April. I have committed to stay on as Director until this position is filled. We had one telecommunicator vacancy until this week. Suzi Kintzelle has taken a position with Lansing dispatch, closer to her home, and will be leaving in the first of January. Suzi has been a great asset to our team and will be greatly missed, but we wish her the best. We are currently in the hiring process for the telecommunicator positions. We will be conducting interviews next week and hope to have both positions filled by the first of January. With that said, Megan will be tied up training for a minimum of the next 8 months. Hamilton VHF Enhancement: C-Comm is checking the status of the equipment because they still have not received it from the vendor. They will follow up with me on Monday with an update. E-paging: Information Services is working with New World to get a firm install date for E-paging. The project was delayed by New World due to the Thanksgiving holiday. We will update you with this information as soon as possible. As always, please contact me if you have any questions. I would like to wish you all a safe and happy holiday. Jan Goswick, Director

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9 November 22, 2013 Dear Director Hess, It was brought to my attention that the mobile radios your agency brought in for repair are no longer under warranty; due to alleged repair work to the radios conducted by someone other then Harris. With that said, the radio repairs will not be able to repaired under our existing radio maintenance contract with Harris, and there will be a cost to have this completed. According to the 800 MHz/VHF Radio Operational Guidelines and Rules of Conduct System Agreement (see attached) it is the responsibility of the County to maintain the radios and the responsibility of the user to notify the Central Dispatch prior to changing radios from one location or vehicle to another. Based on discussions with Rich Winters, Harris technician, he has been confirmed with your agency that the control heads have been switched; as such we see this as a violation of this agreement. We understand the agreement has been in place for several years, and since this is a unique situation we had discussion at this month s 911 Policy and Procedure Board (911 Board) meeting in regards to who is responsible to pay these costs. I apologize for not contacting you sooner on the matter. However, the 911 Board has tabled the discussion until the December 17 th meeting to allow your attendance, to provide input or address any concerns you may have. The meeting is at 10:00 a.m. at the Central Dispatch conference room. Please feel free to contact me prior to the meeting if you have any questions. Thank you, Jan Goswick, Director

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19 Allegan County 911 Policy & Procedural Board 911 Central Dispatch Center nd Avenue Allegan, MI Main Office 269- Main Fax Jim Hull, Chairman Jon Campbell, Vice Chairman James Hull Undersheriff Co. Sheriff s Jon C. Campbell County Commissioner Robert J. Sarro County Administrator Marsha Fisher Citizen Jim Pitsch Co. Twp. Association Monterey Township Richard Brooks Elected Gov t Plainwell Mayor F/Lt. Tom Draves MSP Wayland State Police Post Vicki Maguire EMS American Medical Response Rob Griffith Medical Control Life EMS Rick Rabenort Gun Lake Director Chief Bill Bomar City Police Chief Plainwell DPS Chief Cal Haverdink West Side Fire Services Graafschap Fire Dept. Harold Schumaker East Side Fire Services Dorr Fire Dept. December 13, 2013 Dear Public Safety Officials, During the September 17, 2013 meeting of the ACCD Policy and Procedures Board (Board) dispatching and response to missing person complaints was discussed. It was indicated that the Allegan County Fire Chiefs Association had some recommended changes. The Board requested that fire and law enforcement representatives meet and document what changes may be necessary. Subsequently, Captain Frank Baker, Captain Scott Matice, Hamilton Fire Chief Dave Haverdink and Graafschapp Fire Chief Cal Haverdink met to review the matter and prepare a recommendation. As a result, during the November 19, 2013 Board meeting the attached document was presented for further discussion. The document outlines a recommended search policy as follows: If, there is a search for a reported missing person the lead Law Enforcement Officer shall have Central Dispatch do a Fire Officer Only page. The Fire Officer shall either meet or TX the Law Enforcement Officer to develop a plan. The plan could be for information only, support roll or to begin a search. The Board commends and supports any efforts made by response agencies and personnel to continuously improve communication and processes. It is also important that Central Dispatch maintain its focus specifically on dispatch protocols. As such, we have reviewed current Central Dispatch policy relative to this matter and have made the following changes during our December 17, 2013 meeting. Current Law Enforcement Policy #1: Missing persons are considered a criminal case and law enforcement shall be dispatched for initial investigation. Fire will only be dispatched upon the request of law enforcement. REVISED Law Enforcement Policy #1: Missing persons are considered a criminal case and law enforcement shall be dispatched for initial investigation. When directed by the lead Law Enforcement Officer, Central Dispatch shall issue a Fire Officer Only page. Current Fire Dispatch Policy and Procedures Attachment I: Already references Lost Persons as a general assist and directs the following steps: 1. Dispatch appropriate fire department 2. Give location and type of call for service 3. If determined, give the number of fire fighters needed for the assist

20 REVISED Fire Dispatch Policy and Procedures Attachment I: Lost Persons has been changed to Missing Persons. Dispatch steps have been revised as follows: 1. Dispatch appropriate fire department. In the event of a Missing Person assist and solely at the direction of the lead Law Enforcement Officer, a Fire Officer s page for the appropriate fire department shall be initiated (Reference Law Enforcement Policy #1, item 3.2.3) 2. Give location and type of call for service 3. If determined, give the number of fire fighters and/or resources needed for the assist The portions of the recommendation regarding communication between Law Enforcement and Fire under certain conditions to develop an action plan is a great idea for responders to consider and more applicable to be referenced within response agency policy and/or procedures rather than Central Dispatch Policy. In addition, if it does not already exist, response agencies in conjunction with Emergency Management may want to develop/maintain a list of available resources (i.e. equipment, volunteers, etc.) within the County and/or surrounding area that may be utilized when necessary. Sincerely, Jim Hull, Chairperson Allegan County 911 Policy and Procedures Board

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