WASHINGTON PARISH COMMUNICATIONS DISTRICT

Minutes for July 06, 2004

A regularly scheduled and properly and advertised Washington Parish Communications District Board meeting was held on at July 06, 2004 the E-911 Planning Office located at 1005 Cleveland Street.

Members present were:            Mr. James Coleman                        Chairman

                                                Mr. Gary Fenner                             Treasurer

                                                Mrs. Cynthia August                        Secretary

                                                Mr. Jason Verret         

                                                Mr. Joshua Bridges

Members absent were:             Mr. Mike Stogner                          Vice-Chairman

                                                Mr. Mike Miller

Others present were:                 Mr. Kenney Gatewood                 Attorney

                                                 Mrs. Joanna Thomas                     Manager

Chairman Coleman called the meeting to order at the appointed time of 6:00 p.m.

Mr. Fenner opened with prayer and the pledge of allegiance to the flag of the United States.

ROLL CALL OF BOARD MEMBERS

Mrs. Thomas called the roll. The results of that roll call are recorded above.

READING OF THE MINUTES

Chairman Coleman called for a motion to dispense with the reading of the minutes of June 14, 2004, since they were mailed out to each member prior to this meeting.  Mrs. August made the motion to dispense with the reading of both these sets of minutes. Mr. Brigdes seconded the motion. Motion passed by a unanimous vote.

Chairman Coleman asked if there were any deletions, corrections or additions to be made to the minutes of June 14, 2004.  Hearing none, Mr. Coleman called for a motion to accept the minutes as written and mailed out.  Mr. Fenner made the motion to accept and approve the minutes as written and mailed out. Mr. Verret seconded the motion. Motion passed by a unanimous vote.

MANAGER’S REPORT

Daily Operational Issues

All PSAP equipment which includes the new CML equipment at the Washington Parish Sheriff’s Office and the Franklinton Police Department is up and running.  Gage Telephone continues to give excellent response to fix all problems that have come up.

The accounting system is working well Mr. Fenner and I continue to input the monthly financial data.

We’ve given out a total of 20 new addresses in the Parish and they are:

Franklinton      09                              

Mt. Hermon     06                                                    

Pine                  03                                                     

Bogalusa          01                                                                   

Angie               01                                                 

Total                20

Special Projects

The Franklinton Police department has been successfully brought on line and it is working fine now.  During the start up there were some abnormal occurrences such as, (1) Bell made circuit test calls without our permission, which overwhelmed the Franklinton Dispatcher, and (2) Calls are being automatically forwarded to the back up PSAP after 20 seconds, which may be too quickly.  This has been addressed by adding 10 seconds to the ring time before forwarding, which is now 30 seconds.

Two days were spent with the mapping engineer to review all records and data.  All such records and data has been sent by FEDEX to the engineer and has been received.  As soon as I receive a list of missing roads from the engineer, I will send Jeannie out to find and drive them with our automatic mapping equipment.

This has been an interesting and productive month for our office. I would like to thank the board for their support and inputs.

Chairman Coleman asked for questions or comments on the Manager’s Report, and hearing none, asked for a motion to accept and approve the report as written. Mr. Bridges made the motion to accept and approve the Manager’s Report as written, and Mrs. August seconded the motion.  Motion passed by a unanimous vote.

CHAIRMAN’S REPORT

The CML ECS-1000 and Higher Ground recorder system is currently in operation at both the Washington Parish Sheriff’s Office and the Franklinton Police Department.  The new system is running well and is being tuned for maximum performance.  An example of system tuning is a recent 10 second increase in telephone ring time before the call is automatically forwarded to the PSAP’s back up agency.

The Bogalusa Police Department and the Bogalusa Fire Department is scheduled for new equipment start up on Thursday, July 8.  As is their custom, Gage telephone will be performing training for the dispatchers both prior to and after the cut over to the new equipment. The Franklinton Police Department’s new office will be brought on line as appropriate when they are ready.

The following summarizes the estimated final costs of this phase of our modernization efforts:

Telephone Control and Recording

CML Equipment                    $ 260,000

HigherGround Recorder         $   30,000

CML Addendum 1                $            0             (cancelled)

CML Addendum 2                $     6,500               (additional voice circuit card)

CML Addendum 2                $     5,500               (additional data circuit card)

Gage Telephone                    $     6,000               (circuit connection equipment to Bell system)

Total                                        $ 307,000

This total compares favorably to the $ 300,000 reserve which is noted in our 2003 Compilation Report.

As you know, we have received a proposed settlement agreement from the U.S. Attorney General’s Office.  This agreement has been signed and returned to the U.S. Attorney General’s Office.

Members of the Policies and Procedure committee met with Parish President M.E. “Toye” Taylor to discuss the Settlement Agreement and other issues being addressed by the Board.  President Taylor was briefed on the Settlement Implementation Plan, the CML system implementation, and other issues.  Subsequent to the briefing, he expressed his appreciation and support for the Communications District and their efforts. 

I met last week with Valarie Patterson, Manager of the Deaf Action Center of the Northshore to mutually develop an implementation plan on certain items contained within the agreement.  While the present TDD’s are deemed appropriate by her, a spare is in the process of being ordered.  In addition, TDD training materials are also in the process of being ordered.  Ms. Patterson will perform the training at no cost to the District.

An implementation meeting of affected agencies, chaired by Sandy Bloom, Assistant to Mayor James "Mack" McGehee of Bogalusa, is scheduled for Thursday, July 8. I have had multiple meetings during the last two weeks with Dan Foil of the Sheriff’s Office, Chief  Lynn M Armand of Franklinton, and Chief Jerry Agnew of Bogalusa. These meeting were to discuss CML system implementation and the implementation of the Settlement Agreement.  All these meetings were proactive and positive, and I am encouraged by them.

I especially would like to note the continuing support of Chief Agnew of Bogalusa.  Chief Agnew has expressed his personal support of our centralized call taking concept, and asked me to relay to the board that had his health been better last year, he would have been able to better support our proposal to the voters.  In my conversations with him, he has requested assistance by the board to help him with general dispatcher training, to improve their ability to handle 911 calls.  I will investigate the cost to implement this request, and will report such at our next meeting.

I have completed our Settlement Agreement implementation plan and supporting polices.  These are attached for your review.  I propose that the information packet be made available to the Washington Parish law enforcement agencies to assist them in their implementation efforts.  I see no issues that can not be resolved in this implementation.

Our automobile, equipment, liability, and umbrella policy from VFIS as handled by Moore and Jenkins is now up for renewal.  The yearly cost has increased by approximately $ 2,150.  The automobile coverage has increased by $ 217, equipment coverage has increased by $1,626, and umbrella cost has increased by $ 306.  The equipment coverage increase is due to a $ 275,000 increase in replacement value.

Our web site continues to operate.  Since its start up we have had 1,226 page hits from 91 separate visitors.  I have placed a page on this web site for our most recent approved minutes and a page for our yearly Balance Sheet and Income Statement for public information.  Please let me know if you wish for me to continue these two pages on our web site.

Map Development

A two day meeting in Franklinton with GeoComm’s mapping manager has been accomplished to further develop the digital map implementation plan and to turn over to them our map data and records.  They were well pleased with the amount of information given to them.  Approximately 150 pounds of address records were shipped to them last week.  We are on track and on schedule with the final development of our map.

The following summarizes the estimated final costs of this phase of our modernization efforts :

GeoComm Map Development Services            $    59,000

Addendum 1                                                    $     4,000   (misc map improvements)

Total                                                                $    63,000

The small cost increase is based on the two day project review which identified needed improvements to the map not included in the original project scope.

Phase 2 Wireless Implementation

The wireless Phase 2 implementation team continues to work with the carriers to manage their implementation efforts.  We are beginning to develop solutions to current wireless 911 call routing problems and will implement the solutions as soon as possible.  Phase 2 circuits by Bell to the CML ECS-1000 are scheduled to be installed on July 15.  This is the first step in receiving the additional wireless ANI/ALI information that we currently need but are not receiving from some of the carriers.

The following summarizes the estimated final costs of this phase of our modernization efforts :

GeoComm Phase 2 Services                             $   59,000

Addendums                                                      $            0          (none identified)

Total                                                                $   59,000

The total of these two projects compare favorably to our starting estimate of $118,000 for this project.

Dispatcher Mapping

I am currently negotiating a Sales Agreement with GeoComm to furnish their dispatch mapping system to the PSAP’s as per their proposal to our recent RFP, “911 Dispatch Map Display System”.  This Sales Agreement contains the equipment and services for $ 55,000 which were approved in our APCO grant.  As soon as the agreement is finalized, I will submit it to Kenny Gatewood for legal approval and subsequent signing.

The following summarizes the estimated final costs of this phase of our modernization efforts :

Dispatch Mapping Software                         $   57,000

Addendums                                                 $     7,000       (dispatch info failure tracking)

Gage Telephone                                           $     6,000       (additional monitors and install)

Total                                                            $   70,000

Less, Grant Re-imbursement                        ($   55,000)

Net Cost to WPCD                                     $   15,000

The out of pocket expenditure of $ 15,000 to complete this phase of the project is entirely reasonable.

Wide Area Network

The final phase of our system will require the establishment of a WAN (wide area network) to connect the all the computers in our system to each other, much like the connection of  Joanna’s computer to the CML and Higher Ground computers.  This WAN will allow data updates and software maintenance to be accomplished without dispatcher involvement.  Not only is the network needed to finish the present project, it is also a necessary component for all future upgrades to the system which share data such as CAD and radio system integration.

The following summarizes the estimated costs of this phase of our modernization efforts :

Computer Server                                      $    7,000

WAN Modems                                        $    3,000

WAN Software                                        $  10,000

Total                                                         $  20,000  

Portions of this expenditure will require the request for bids and such will be accomplished in a timely manner.

Entire Project

A summary of the expected expenditures for the entire project is as follows :

Telephone Control and Recording                 $ 307,000

Map Development                                        $   63,000

Phase 2 Wireless Implementation                  $   59,000

Dispatcher Mapping                                      $   70,000

Wide Area Network                                     $   20,000

Total System Cost                                         $ 519,000

Less, APCO Grant                                        $   55,000

Net Cost                                                        $ 464,000

It is expected that the WPCD Cash, Cash Equivalents, and Investments will approach the following by year end, 2004 :

2003 Year End                                                 $ 499,195

2004 Retained Earnings                                     $   75,000

Total                                                                $ 574,195

Therefore, subsequent to project completion, WPCD will have approximately $ 110,000 of Cash and Investments for the future.  It is suggested that at the beginning of 2005 we begin ten year straight line depreciation on our new equipment of $ 46,000 per year to begin the replenishment of our funds for the future replacement of our equipment.    Beginning in 2005, it is expected that discretionary spending in excess of expected costs will be approximately $ 25,000 per year.                    

Public 911 Education

As the Manager reported in her report, public education on 911 for the community of deaf, hard of hearing and speech impaired people has begun with the publication of our ADA services statement in the ERA Leader.

Conclusions

Our agency is making much progress to improve 911 communication services in Washington Parish.  Additional challenges related to the community of deaf, hard of hearing and speech impaired people have been added.  I am confident that all challenges will be met.  I would like to thank both the board and the staff for their hard work on the many complex challenges currently facing us.

Chairman Coleman asked for questions or comments on the Chairman’s Report. It was discussed about leaving the financial statements on the website. Kenny suggested that he thought it was a good idea.

A motion was made by Mr.Verret to leave the financial statements on the website for 3 months and to then re-evaluate if necessary. Mrs. August seconded the motion. Motion passed by a unanimous vote.

Chairman Coleman called for any more questions or comments, hearing none chairman Coleman called for a motion to accept and approve the report as written. Mr. Verret made the motion to accept and approve the Chairman’s Report.  Mr. Bridges seconded the motion.  Motion passed by a unanimous vote.

Mr. Fenner made the motion to renew the insurance policy with Moore and Jenkins.

Mr. Bridges seconded the motion. Motion passed by a unanimous vote.

TREASURER’S REPORT

Mr. Fenner reviewed the financial statements beginning with the current assets.  He then reviewed the balance sheet, both assets and liabilities, followed by the income and budget statements.  Mr. Fenner pointed out that we have capitalized $200,000 of new equipment and have begun monthly depreciation on a ten year, straight line basis.

We took $200,000, divided that by 10, which equals annual amount, then divided that by 12 to get our monthly amount.  Mr. Fenner reviewed the check registration, cash receipts, the account reconciliation statement and the 911 funds statement with cash disbursements.

Mr. Fenner discussed the 30 day CD at Hibernia that will mature on July 21st in the amount of $52,000.00, Mr. Fenner called for a motion to close it out and deposit that money into the checking account. Mr. Fenner asked if there were any questions or comments regarding any of the financial statements

Chairman Coleman called for questions or comments on the Treasurer’s Report. Hearing none, Chairman Coleman called for a motion to accept and approve the Treasurer’s report, all the financial statements, the checklist, and the close out of the CD to put it into checking. Mr. Bridges made the motion to accept and approve the Treasurer’s report, all the financial statements, the checklist, and the close out of the CD to put it into checking.  Mrs. August seconded the motion. Motion passed by unanimous vote.

Chairman Coleman said that he would like to compliment the board again for all their hard work and all their support that they give.

COMMITTEE REPORTS

There were no committee reports given.

PUBLIC COMMENTS

There were no public comments

Chairman Coleman called for any additional comments or questions from the members of the board.  Hearing none, he called for a motion to adjourn the meeting.

Mr. Bridges made the motion to adjourn. Mrs. August seconded the motion. Motion passed by a unanimous vote.  Meeting adjourned at 7:05 PM.

As recorded by: Mrs. Joanna Thomas.

Approved by:  ___________________________________

                               Mrs. Cynthia August, Secretary