WASHINGTON PARISH COMMUNICATIONS DISTRICT

Minutes for May 04, 2004

A regularly scheduled and properly and advertised Washington Parish Communications District Board meeting was held on at May 04, 2004 the E-911 Planning Office located at 1007 Cleveland Street.

Members present were:           Mr. James Coleman                       Chairman

                                              Mr. Gary Fenner                            Treasurer

                                               Mr. Jason Verret         

                                               Mr. Joshua Bridges           

Members absent were:            Mr. Mike Stogner                         Vice-Chairman

                                               Mrs. Cynthia August                      Secretary

                                             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 April 06, 2004, since they were mailed out to each member prior to this meeting. Mr. Bridges made the motion to dispense with the reading of both these sets of minutes. Mr. Fenner 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 April 06, 2004.  Hearing none, Mr. Coleman called for a motion to accept the minutes as written and mailed out.  Mr. Verret made the motion to accept and approve the minutes as written and mailed out. Mr. Fenner seconded the motion. Motion passed by a unanimous vote.

MANAGER’S REPORT

Mrs. Thomas stated that she has been active during the month of April with both the normal daily operational issues of the office plus supporting our special project.

Daily Operational Issues

All PSAP equipment is up and running at this time.  We replaced the DAT drive in the Bogalusa Police Departments 911 recorder. The DAT drive came in on April 7 and Ben from Hunt Brother’s took it to Bogalusa Police installed it and called Mrs. Thomas to let her know that it did not work.  She then called Quality Recording, the company that we had ordered it from, and told them about the problem and that she needed it fixed immediately.  Quality Recording said that could over night it, but that it would have to be on Good Friday when it came in. 

Mrs. Thomas told them to go ahead and over night it to her at the 911 office. She then called Hunt Brother’s to make sure they would be open on Good Friday so they could go and install it as soon as it came in, and they said they would be open. UPS delivered it here to the office on Friday and as soon as it was delivered Mrs. Thomas took it over to Hunt Brother’s.  They immediately went to the BPD to install it. She waited for them to call her and let her know everything was working and it was.

This continuing reliability problem will be solved when our new equipment is up and running.

Following the Board’s decision last month, ADT came and programmed the alarm system for the office we now have a security alarm on every door and window plus two portable panic buttons which, if pushed, will cause the ADT dispatcher to notify the Franklinton police department.

The accounting system is working well Mr. Fenner and Mrs. Thomas continues to input the monthly financial data.  There have been some year-end adjustments to the books that Mr. Fenner will review as part of his Treasurer’s report.  Mr. Fenner will also report on the results of our efforts to determine the lower than expected Cingular income for last year.

We’ve given out a total of 30 new addresses in the Parish and they are:

Franklinton       17                                           

Mt. Hermon      03                                                      

Pine                    0                                               

Bogalusa           08                                                             

Angie                02                                             

Total                 30

Special Projects

Mrs. Thomas has been in daily contact with Gage Telephone to coordinate 911 equipment deliveries and training schedules. 

All equipment needed for the start up of the system at the Washington Parish Sheriff’s Office on May 12 is now in.  Bell South has been installing our telephone and data circuits at all the PSAP’s, and should now be finished, except for the Franklinton Police Department, which is not ready yet. The training date for the WPSO trainer on our new 911 system will be held on Friday May 7.

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

CHAIRMAN’S REPORT

Chairman Coleman stated that he is happy to report that the progress of the Commission has been excellent over the past month and that the day-to-day issues of the Commission have been effectively handled in the office.

PSAP Equipment Modifications

All CML equipment has now been received and Bell installed their circuits yesterday and today.  Our new recorder will be installed on Thursday.  After that, equipment and circuit testing will begin.  Our switch over target for the Washington Parish Sheriff’s Office is 10 AM, Wednesday, May 12.

I have no updated information on our ongoing communication with the U.S. Attorney General’s Office.

Our web site continues to operate.  Since its start up we have had 350 page hits from 19 separate visitors.  Last week Google listed the web page in response to a search inquiry, and we should see additional activity from now on.

During my routine visit to the Bogalusa City Hall, the Mayor told me that the Bogalusa Police Department union president had discussed the union’s concern with liability issues as it relates to answering 911 calls.  Perhaps Kenny can follow up on this to help educate the Bogalusa Police Department on the extent of their legal liability.  The mayor expressed his hope that we would be liable for any dispatcher related issues and that our insurance would cover any lawsuits.

Mapping and Addresses

Based on the board’s approval at our last meeting I have begun the process to place the GeoComm project team led by Norm Forshee under contract to finalize our emergency mapping data for wireline and wireless call locating and to engineer, facilitate and manage the multi stage project by the multiple wireless service providers to give us their location data.

Norm Forshee implemented the first successful Phase 1 and Phase 2 project in the United States as Director of the St Clair County, Illinois 911 system.  He is well respected in 911 in the United States, having served as NENA’s national president two years ago.  Our project is in good hands.

I expect this contract to be finalized and placed in Kenny Gatewood’s hands by week end for his legal review.  After Kenny’s approval, I will sign the contract to officially begin the project.  This portion of the project is funded by our budgeted funds of $ 100,000.

Also based on the board’s approval at the last meeting, I have written a Request for Proposal for the last remaining portion of the Phase 1 and Phase 2 project, which is the purchase, installation, and training of the dispatcher mapping software.  This portion of the project is funded by our $ 55,000 PSFA grant.

I have a copy of this RFP for your files.

Public 911 Education

For the board’s approval, I would like to suggest that we invite the Washington Parish Council, the Sheriff, and the Parish President over to our office following one of their regular meetings.  Following the feed, Sheriff Aubrey Jones has invited us all over to his agency for everyone to see his dispatcher operation with our new equipment. 

This would do much to further develop our relationship with parish government and the Sheriff’s Office.

Conclusions

By this time next month we will be up and running at the Washington Parish Sheriff’s Office and the beginning of improvements in the services that we will be providing the public, will have begun.  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 called for any questions or comments on the Chairman’s Report.   Hearing none, Chairman Coleman called for a motion to accept and approve the report as given.  Mr. Fenner made the motion to accept and approve the Chairman’s Report. Mr. Verret seconded the motion. Motion passed by unanimous vote.

TREASURER’S REPORT

Mr. Fenner reviewed the financial statements beginning with the current assets. In the accounts receivable we have a few special items listed.  These are adjustments by the CPA.  Once a year the CPA adjusts the accruals, and if you look down at the liabilities and capital under the current liabilities you’ll see accounts payable and accrued salaries.  These items represent the adjustments these in December to reflect what the current receivables and liability area.

Mr. Fenner then reviewed the balance sheet, both assets and liabilities. He then reviewed the income and budget statements.  Mr. Fenner stated that it is similar to our normal month, with the exception of income from Cingular from which we received a quarterly check for $35,316.07.  They charge us $0.01 for collection expenses and $0.11 for Phase I fees. It was suggested that maybe we get Kenny to write a letter to the state to find out the exact amount that they can legally charge us, and Kenny stated that he knows that the collection fee can not exceed 1%, unless we contracted for something different.  Next, Mr. Fenner reviewed the check registration, cash receipts, the account reconciliation statement and the 911 funds statement with cash disbursements.

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 (1) accept and approve the Treasurer’s report, the financial statements and the checklist, (2) accept, approve, and sign the Completion Report from Mr. Durden, (3) approve moving $ 75,000.00 from our $ 275,000 30 day CD into our Checking account on May 21, to help pay the second 25% of the CML contract, and (4) approve the abandonment of  non working 9-1-1 surplus equipment which has exceeded its book life and which has already been taken off the books.

Mr. Fenner commented that Mr. Bill Durden stated that the equipment could be discarded since none of it is operational and that such would be in compliance with state law.

Mr. Verret made the motion to (1) accept and approve the Treasurer’s report, the financial statements and the checklist, (2) accept, approve, and sign the Completion Report from Mr. Durden, (3) approve moving $ 75,000.00 from our $ 275,000 30 day CD into our Checking account on May 21, to help pay the second 25% of the CML contract, and (4) approve the abandonment of  non working 9-1-1 surplus equipment which has exceeded its book life and which has already been taken off the books.  Mr. Bridges seconded the motion. Motion passed by unanimous vote.

OLD / NEW BUSINESS

Kenny discussed the lease for the new office.  Everything is basically the same except there is a clause in it that states that if our funding ceases, that we can be released from the lease at that time.

The A/C in the old office was discussed. Mr. Bridges made the motion to make a proposal to Mrs. Johnson about exchanging the A/C in the old office of 1005 Cleveland for a portion of the rent for 1007 Cleveland, given a favorable legal opinion from Kenny and Mr. Bill Durden.  Mr. Fenner seconded the motion. Motion passed by a unanimous vote.

Mr. Fenner made the motion to change our monthly June Tuesday meeting to the second Monday in June the same night as the Police Jury’s meeting and invite the Parish Council over for food and take them to show our new 911 equipment at the WPSO. Mr. Bridges seconded the motion. Motion passed by a unanimous vote.

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. Fenner made the motion to adjourn. Mr. Bridges seconded the motion. Motion passed by a unanimous vote.  Meeting adjourned at 7:00 PM.

As recorded by: Mrs. Joanna Thomas.

Approved by:  ___________________________________

                               Mrs. Cynthia August, Secretary