CONSENT AGENDA Wednesday, 23 March Hours County Office Building 5 th Street, ACFR Meeting Room

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1 460 Stagecoach Road, Suite F Charlottesville, Virginia Voice: FAX: Wednesday, 23 March Hours County Office Building 5 th Street, ACFR Meeting Room II.A. FOR APPROVAL: 1. Action Letter and Minutes of 23 February 2005 Meeting Standing Committee Reports 2. Volunteer Recruitment & Retention Committee No Report 3. Training Committee Written Report Follows 4. Finance/Budget Committee No Report 5. Central Resource & Supply Committee No Report 6. Strategic Planning Committee No Report Special Committee Reports 7. Apparatus Sub-Committee No Consent Items 8. PPE Sub-Committee No Report II.B. FOR INFORMATION: Updates 9. City-County Contract Management Board No Report 10. Thomas Jefferson E.M.S. Council Update No Report 11. Emergency Communications Center Update Written Report Follows MHz System Update Written Report Follows 13. Update No Report 14. Volunteer Recruitment & Retention Programs Task Force No Report 15. Fitness & Wellness Written Report Follows We will provide the highest quality services to protect and preserve the lives, property, and environment of our community.

2 TRAINING COMMITTEE REPORT 7 March 2005 The meeting was called to order at 1830 hours. The following members were in attendance: Chuck Pugh, North Garden Mark Moore, East Rivanna Jessica Butler, East Rvianna Michael Walton, Crozet John Hurt, WARS Scott Lambert, ACFR The following members were absent: Earlysville Vol. Fire Company Seminole Trail Vol. Fire Department Monticello Fire Rescue City of Charlottesville Volunteers SVRS Scottsville Vol. Fire Company Stony Point Vol. Fire Company City of Charlottesville CARS Others in Attendance: Christina Davis, ACFR Updates Regional School A current list of Regional School attendees were handed out. Class registration is as follows: - Basic Pump Operations 16 - Farm Machinery 28 - Fire Officer II 16 - Instructor I Update 4 - Instructor II Update 3 - L.P. Gas Emergencies 4 - NFA Arson Detection - 8 Registration fee will be charged for everyone who is on the list after Wednesday, March 16. Instead of receiving an invoice for payment, you will receive a paid invoice after Monday, March 21. The fee will be transferred behind the scene. Classes Fire Academy This class is going well. There has been some difficulty with some students that are being handled with their training officer. Instructor There are 13 students in the class. CARS VEHEXT Class This class is next weekend. Registration goes through CARS. John Burruss is the contact. Regional School March 19 & 20 EVOC This class was full. Students will need to have road time before coming to EVOC. Aerial At this time, it has low registration. There is a potential that this class may be funded through the state. Driver Pump Operations At this time, it has low registration. Page 2 of 16

3 TRAINING COMMITTEE REPORT (continued) CPR Classes There is difficulty-getting students for this class. The last CPR class was held for three people. Classes are given quarterly. Unfinished Business Minimum Training Standards Scott would like the Training Officers to start thinking on minimum training standards. At the next meeting, he would like to get feedback on minimum standards. What should it be? He is looking at the new people coming into the system and the ones that have been in the system for a year or less. Scott will be sending out what he would like to see for minimum training and would like everyone to come back with feedback/review. Discussion was held. New Business Results from Turnout Inspections The PPE Committee has inspected all gear in the firehouse. Rescue 7 has been inspected and they are working on inspecting and scheduling times to inspection Rescue 1 and Rescue 5 gear. At this time, 35 sets are Priority I. Janesville won bid. Discussion was held. Other Business SunPro A partial list of training certificates printed out of SunPro was given out. This list is not a completed list, but a start on what we have. A list of file folders for all volunteers was given out. It was asked that everyone go through the list and let us know who is in your company. Washing Gear at Station 11 There is laundry detergent at the station. Gear can be washed there free of charge. If there is any issue that comes up, please let Scott know. Carry Bag for Gear It was suggested to purchase carrying bags for gear for those who carry their gear out of the station. Hay/Straw If anyone knows of anyone who would like to give some hay or straw to use at burns, please let Scott know. He will be glad to pick it up if anyone would like to give some. Old Grand Warehouse There is a potential to access the old Grand Warehouse to do some search and rescue type classes in it. If you have any interested, please let Scott know. White House Motel White House Motel can be used for structure training, before it is demolished. Next Meeting: Monday, April 4 in COB-5 Training Room (460 Stagecoach Road) at 1830 hours Adjournment The meeting was adjourned at 1950 Hours. Respectfully submitted: Christina M. Davis Page 3 of 16

4 PPE SUB-COMMITTEE PPE UPDATE 23 March 2005 The PPE inspection team has inspected 252 sets of PPE within our system. The recommendation is to immediately purchase 43 sets of PPE, to the tune of $65,000. This will leave $10,000 as contingency funds for peripheral items, and to purchase sets for the companies that have not reported the results of the inspection. Policy dictates the following replacement priorities: 1. PPE Not Issuable for Structurally Qualified Personnel 2. PPE Not Issuable for Non-Structurally Qualified Personnel 3. PPE Out of Service for Structurally Qualified Personnel 4. PPE Out of Service for Non-Structurally Qualified Personnel To date, the results are as follows: Station 2 Member Priority Robert Wyatt 3 Randel Jones 3 Jake Christopher 3 David Watson 3 Dale Bryant 3 Paul Bryant 3 Mark Moore 3 John Hood 3 Amanda Butler 3 Patrick Butler 3 Sarah Moyer 4 Pam Butler 4 Van Fitzgerald 4 James Rexter 4 Scott Goss 4 Jason Tetterton 4 Eric Graziano 4 Josh Green 4 Chad Bingler 4 Danny Vanderploeg 4 Andrew Goss 4 David Moody 4 Dustin Lang 4 Raymond James 4 Tony Santana Jr 4 Barry Powell 4 Tony Santana Sr 4 Johnny Ward 4 Paul Moody 4 Cynthia Turnage 4 Calvin Butler 4 Jessica Butler 4 Lanny Moore 4 Montie Bryant 4 Amanda Vanderploeg 4 Joel Well 4 Kevin Ralston 4 Page 4 of 16

5 PPE SUB-COMMITTEE PPE UPDATE (continued) Station 3 Member Priority Scott Morris 3 Wayne Woodson 3 John Dodd 3 James Whindleton 3 John Shifflett 3 Matt Darnell 3 Jason Thomas 4 George Stevens 4 Glenn Boykin 4 Ray Clements 4 Gene Burton 4 Steven McDaniel 4 Jason Davis 4 Cedric Whindleton 4 Mark Tyree 4 Terrel Perrish 4 Meghan Sacra 4 Seth McDaniel 4 Greg McDaniel 4 Warren Davis 4 William Johnson 4 Sanford Gardner 4 Robbie Campbell 4 Chuck Pugh 4 Timmy Tate 4 Larry Price 4 Angela Ledham 4 Bruce Johnson 4 Page 5 of 16

6 PPE SUB-COMMITTEE PPE UPDATE (continued) Station 4 Member Priority James Shifflett 3 Josh Smith 3 Sarah Sacre 4 Jenny Byers 4 Byers 4 Mike Cattley 4 Pete Sweeny Jr 4 Kenny Roebuck 4 Grayson Wood 4 Bill Ross 4 Yenokian 4 Jesse Sexton 4 Jeremy Reed 4 Todd Richardson 4 Bill Hopkinson 4 Mike Coolins 4 Fred Huckstep 4 Anders Green 4 Eric Strucko 4 Page 6 of 16

7 PPE SUB-COMMITTEE PPE UPDATE (continued) Station 5 Member Priority Warren Wood 3 VL James 3 Michele Tomlin 3 Doug Mcglothlin 3 Preston Gentry 3 Kevin Sandridge 3 Gerald Williamson 3 Matt Robb 3 Rodney Rich 3 Calence Morris 3 James Godfrey 3 Charlie Wilmer 4 Butch Snead 4 Jimmy Fink 4 Adam Shifflett 4 Bubba Baber 4 Ray Miller 4 Steve Hagedorn 4 Chase Sandrige 4 Nick Barrel 4 Rick Hagedorn 4 Greg Morris 4 Ashley Gentry 4 Rodney Rich II 4 Will Schmertzler 4 Lee James 4 Bill Thomas 4 Troy Hunt 4 Jesse Seale 4 Donnie Wyant 4 Greg Pugh 4 Bobby Shifflett 4 Josh Pugh 4 Tyler Trevillian 4 Glenn Fink 4 John Hurt 4 Roger Baldino 4 Celeste Smelser 4 Mike Walton 4 Mike L. Walton 4 Cassie Vankiver 4 Craig Williamson 4 Pete Oprandy 4 Page 7 of 16

8 PPE SUB-COMMITTEE PPE UPDATE (continued) Station 6 Member Priority Frazier 3 James Carter 3 Godshall 3 Langan 3 Burchell 3 RE Lundgren 3 William Lawrence 3 Sarah Gulden 3 Rachel Woloski 4 Shinaberry 4 Josh Wilburger 4 Robertson 4 B. Hoerman 4 Eric Lohman 4 Greg McFadyen 4 J. Wood 4 Mark Hefren 4 Mike Reid 4 Page 8 of 16

9 PPE SUB-COMMITTEE PPE UPDATE (continued) Station 7 Member Priority Garland Glass 3 Joseph Plumb 3 Mike Grandstaff 3 Kevin Watson 3 Tim Kersley 3 Casey Woodzell 4 Jason Pugh 4 Kevin Foreman 4 Jeremy Allen 4 Brian Gropp 4 Sean Davis 4 Terrance Agee 4 Steven Morris 4 Brian Goode 4 Steve Wharam 4 Gene Johnson 4 Bill Dickie 4 Brian Spradlin 4 James Dudley 4 Duane Karr 4 Phillip Herndon 4 Brandon Clenatles 4 Julie Pierce 4 Erica Storey 4 Rangy Jamerson 4 Kristy Dudley 4 Alma Napier 4 Kevin Taylor 4 Kevin Spradlin 4 John Barton 4 Suzanne Herndon 4 BL Powell 4 Darren Short 4 James Williams Sr 4 Tim Karr 4 Sid Pugh Jr 4 William Napier 4 Christopher Alley 4 Randy Woodson 4 Frank Bishop 4 Scott Reuchling 4 Page 9 of 16

10 PPE SUB-COMMITTEE PPE UPDATE (continued) Station 8 Member Priority Olsen 3 Smythers 3 Davis 4 Bailey 4 Kim 4 Eccles 4 Winfield 4 Rinehart 4 Shakhsheer 4 Johnson 4 Murphy 4 McDowell 4 Tatton 4 Axley 4 Newsom 4 Reinhold 4 Mello 4 Jennette 4 Hurwitz 4 Szachowicz 4 Logsden 4 Gibson 4 Albrecht 4 Allen 4 Hayden 4 Barros 4 Mathews 4 Nicholson 4 Austin 4 D. Deane 4 Knoll 4 Deane 4 Bogden 4 Huang 4 Metzger 4 Marcum 4 Senser 4 Heck 4 Everett 4 Hayden 4 Ledford 4 O'Conner 4 Paradis 4 Allard 4 B. Shakhsheer 4 Cohen 4 Vaden 4 Bazzone 4 Cosgrove 4 Rowse 4 J. Schwab 4 Roloff 4 McFadyen 4 Tawney 4 Wiles 4 Riemenschneider 4 Page 10 of 16

11 PPE SUB-COMMITTEE PPE UPDATE (continued) Rescue 1 No Report at this Time Rescue 5 No Report at this Time Rescue 7 Member Priority James Napier 3 Sid Pugh Jr 3 Page 11 of 16

12 CHARLOTTESVILLE-UVA-ALBEMARLE COUNTY EMERGENCY COMMUNICATIONS CENTER MONTHLY STATUS REPORT 15 March 2005 CERT Update Three additional CERT citizen training classes have graduated bringing our total number of graduates to 120. Fifty two of these graduates have agreed to act as backup responders in the event of a disaster. We have been awarded a second $16,000 grant for the CERT Program. An in-service has been established that will meet monthly. We will be conducting CERT training at the Senior Citizen Center in April. Also, training classes will be held for the Albemarle Adult Education Program. Annual Training Exercise This year s annual training exercise will be held at the Airport on Saturday, September 10, at 6:00 p.m. The first planning team meeting was held on March 10, with representatives from the City of Charlottesville, County of Albemarle, UVA Police, County Fire, FBI, TSA, Airport, Health Department, TJEMS, CARS, Red Cross, and DSS. New Console Equipment Migration The ECC will start using the new 800 MHz Dispatch Consoles in conjunction with the current radio system on May 15th. This will allow staff to become accustomed to the new equipment prior to the August cutover. The old equipment will be removed from the center and the console furniture will be realigned within the center. Fire Communications The County Fire antennas at both Carters Mountain and Fan Mountain will be relocated to the new tower sites beginning on Thursday, March 16. This should provide better coverage to the field units. New Staff members The ECC welcomed 5 new staff members. They are: Joe Suszynski, Geoff Vaughan, Susan Buckley, Shawn Davis and Erin White. We presently have only one vacancy within the Communications Division. Below are other important items or projects within the Communications Center: 911 Phone System Upgrade: Sprint, our 911 phone system maintenance vendor, and CML, our 911 phone system software vendor, are in the process of upgrading our 911 phone system from version B:3 to version B:5. The new version adds features and improves maintenance support. The hardware portion of the upgrade was completed in February, and the software upgrade is in progress and expected to be completed in May. Computer Aided Dispatch (CAD) System Upgrade: Currently we are running CAD version 6.4. We were planning to upgrade to version 6.7; however, Printrak/Motorola, our CAD vendor, still has version 6.7 on hold. It was released last year, but upgrades were suspended when software bugs were discovered. Rather than continue to wait for 6.7 to be fixed, we have decided to upgrade to 6.6. This intermediate upgrade will let us take two steps forward putting us in a better position to wait for the next version to stabilize. The CAD upgrade to 6.6 has 3 phases. The first phase replaces our 17 CAD workstations (14 at the ECC and 3 at City Fire). The CAD server, which is starting to show its age, will not be replaced during this upgrade cycle. The second phase upgrades the software to version 6.6. The third phase upgrades the mapping system. Phases 1 and 2 are scheduled to be completed in April. Phase 3 is scheduled for May, 2005 Page 12 of 16

13 CHARLOTTESVILLE-UVA-ALBEMARLE COUNTY EMERGENCY COMMUNICATIONS CENTER MONTHLY STATUS REPORT (continued) Regional Police Records System and Jail System Upgrade (RCIN): OSSI our police records and jail management system software vendor was recently purchased by Sungard. We are not sure yet what impact this will have on the good support we have enjoyed from OSSI, but apparently it has improved version control because OSSI is now offering what they describe as a comprehensive new version 8.0. We have decided to upgrade to this new version and have schedule its installation for June. The timing of this upgrade is good because it will allow us to interface our new MDC system with the latest version of our records system. Mobile Data Computer (MDC) System Installation: The MDC system is on schedule. The first milestone payment (5%) was made on December 9, 2005; and the second milestone payment (5%) was made on January 4, To date, we have paid the primary MDC vendor $131,846. The next milestone payment will be $197,770 (15%) for Hardware Staging. That payment is scheduled to be made in June. In addition to payments to the primary vendor, we have encumbered $100,594 for other MDC purchases. By June 30, 2005, we will have spent $430,210. In order to take advantage of grant funding, I am looking at other MDC purchases to see if they can be accelerated. A notable feature of this system is the Hot Zone option. As you may recall, the proposed MDC system uses Hot Zones in addition to 800 MHz to communicate with vehicles. This month the vendor will start installing the hardware at the first three Hot Zones - City Police Department, County Office Building on 5th Street, and the ECC. The 800MHz portion of the MDC system is dependent on the voice radio system s progress. Wayne Campagna and I are working together to explore ways the two systems can continue to move forward in parallel without (literally) interfering with each other. We have identified opportunities in the voice radio system schedule that can be exploited by the MDC project and are checking with Motorola to make sure they agree that MDC work performed during these times will not slow down or interfere with their work. Respectfully submitted, Thomas A. Hanson, Executive Director Charlottesville-UVA-Albemarle County Emergency Communications Center Page 13 of 16

14 REGIONAL 800 MHZ PUBLIC SAFETY RADIO SYSTEM PROJECT A brief status of related issues referenced the above project is as follows: Schedule: Final System Acceptance of the radio project is still on schedule for completion September 26, A copy of the updated project schedule dated 02/28/05 reflecting the latest updates of schedule tasks is attached for your review and information as part of Motorola s project status report. Those updates have been reflected in the below list of project tasks and schedule dates that are considered to be of significant importance as the project continues forward toward completion. Several relatively important tasks not identified below that were completed in February were the acceptance testing for the dispatch consoles at the ECC and CFD as well as the radio system fleet mapping prototyping for the radios. Task # Task Name Start Date Finish Date 66 Receipt of Subscriber Units 3/23/05 3/23/ Site Civil Work Completed/Accepted 3/15/05 3/15/ Site Construction Work Completed/Accepted 4/14/05 4/14/05 267* ECC Console System Installation Complete 12/21/04 12/21/04 332* Fixed Network Equipment Installation Complete 12/21/04 12/21/ Coverage Acceptance Test Process 5/16/05 6/27/ Console Dispatch Training ECC/CFD 4/20/05 4/22/ Subscriber User Train the Trainer Training 3/22/05 3/24/ Public Safety Subscriber User Training 4/01/05 7/14/ New Subscriber Unit Installation 4/12/05 7/28/ Perform Cutover to 800 MHz Radio System 7/29/05 8/10/ Perform 30 Day Reliability Test 8/11/05 9/09/ Final System Acceptance 9/26/05 9/26/05 * Task completed Implementation and Construction Phase: Installation of all tower antennas is nearing completion. We experienced a minor setback when one of the microwave antennas delivered to Fan Mountain was discovered to be damaged and a replacement had to be ordered. The establishment of electrical power service for the Peters Mountain site is still pending final approval of the utility easements between AT&T and CVEC and the County and CVEC. With the active participation of County, ECC, AT&T and CVEC staff significant progress has been made toward reaching agreement on these easements. However, at the present time there appears one item to resolve in each agreement to obtain approval by all parties. Even though resolution is probable and close at hand it has become necessary for the project to take steps to provide alternative electric power for the Peters Mountain tower site by use of a commercial generator. This action will be an additional cost to the project that was not originally planned for but needed to maintain the current schedule. Steve Barber with Dunbar, Milby, Williams, Pittman and Vaughan (DMWPV) completed the independent structural analysis of the damaged equipment shelter on Carter s Mountain and provided a report to the ECC dated February 10, As a result of their report a letter (attached) dated February 15, 2005 was sent to Motorola identifying the conclusions reached by DMWPV based on their assessment of the shelter as well as the ECC s conditions (see letter for details) for acceptance of the shelter. Motorola has not officially responded to the letter at this time. Information for the procurement and installation of a new generator and transfer switch at Klockner Stadium to insure all back-up power needs are met for both the stadium and the new radio system equipment is under review. Evaluation indicates a new larger capacity generator will be required to replace the generator currently installed at the stadium because it does not have the necessary capacity to carry the additional load required for the new 800 MHZ radio equipment as had been originally thought. Page 14 of 16

15 REGIONAL 800 MHZ PUBLIC SAFETY RADIO SYSTEM PROJECT (continued) A determination is expected soon and the procurement of a new generator will be initiated. As indicated previously we expect to procure and install the generator through our existing contract with Motorola since the pricing has already been established in the agreement. This will also allow us to standardize the brand and type of generator used at all tower sites for service and maintenance. Subscriber Units: With the execution of change order number thirteen (13) the total number of radio subscriber units for the new radio system has increased from 1331 to Receipt and inventory of these units are scheduled for completion by the end of March. Delivery and receipt of subscriber units will trigger a payment milestone. Payment for most of this milestone will utilize remaining Interoperability Grant money that was allocated for the radio system project thereby expending all grant moneys that pertain to the radio system project. Contract Payment Schedule: No payment milestones were initiated, authorized or paid during this reporting period. Contract Change Orders: Three change orders (C/O s No.11, 12 & 13) were executed during February. The cumulative change to the contract value as a result of executing these change orders was an increase of $720, C/O No.11 was a no cost change order, C/O No.12 had a value of $1,743 and C/O No. 13 was for the modification of subscriber quantities with a value of $719, The additional cost of C/O No. 13 will come from Regional Participant Funds and not Contingency Funds. This is reflected in the attached Motorola Change Order Status form. Motorola s Monthly Project Status Report: A copy of their report dated 3/07/05 has been attached for information and review. The report contains information reference project accomplishments, variances from the baseline plan or schedule, any project issues, required corrective action, key milestones nearing completion, project schedule summary information and a financial spreadsheet summary. Respectfully submitted, Thomas A. Hanson, Executive Director Charlottesville-UVA-Albemarle County Emergency Communications Center Page 15 of 16

16 FITNESS & WELLNESS PROGRAM UPDATE 23 March 2005 Background: In December 2003, the Department put together a team of career & volunteer personnel to work on a wellness & fitness program & a 2004 Assistance to Firefighters Grant proposal. The Department was awarded the grant in November The total program cost is $430,484 ($301,339 federal, $129,145 local). The grant will allow the implementation of a continuing proactive wellness and fitness program for the department's volunteer and career personnel. In November 2004, the Department asked stakeholders to contribute to help with the matching funds. Volunteer stations were asked to contribute $1,000 each to help meet the matching funds requirement. CARS, Crozet, Seminole Trail, Scottsville Rescue, and Scottsville Fire appropriated $1,000 toward the matching funds requirement. The Police Department, Human Resources Department, CIP also contributed funds. Update: Our fitness equipment consultant has met with and assessed most stations. In the next week, they will meet with East Rivanna, North Garden, Scottsville Fire, and Stony Point. Within the next several weeks, staff will review proposed equipment and layout with individual station representatives before the equipment goes to RFP. Staff is still working on finalizing matching funds requirements. Staff is also beginning work on the RFP for the wellness portion of the program which includes: Physical Exams (for those participating in the committed fitness program) Fitness Assessments & Counseling Peer Fitness Trainer Course Nutrition, Diet, & Wellness Education Respectfully submitted: Jason C. Nauman Page 16 of 16