WASHINGTON PARISH COMMUNICATIONS DISTRICT

Minutes for August 3, 2004

A regularly scheduled and properly and advertised Washington Parish Communications District Board meeting was held on August 3, 2004, at the E-911 Planning Office located at 1007 Cleveland Street.

Members present were:            Mr. James Coleman                       Chairman

                                                Mr. Gary Fenner                            Treasurer

                                                Mrs. Cynthia August                       Secretary

                                                Mr. Mike Stogner                           Vice-Chairman

                                                Mr. Mike Miller

                                                Mr. Jason Verret         

                                                Mr. Joshua Bridges

Others present were:                Mr. Kenney Gatewood                    Attorney

                                               Mrs. Joanna Thomas                        Manager

                                               Chief Jerry Agnew                           Bogalusa Police Department

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

Mrs. August 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 July 06, 2004, since they were mailed out to each member prior to this meeting.  Mr. Stogner made the motion to dispense with the reading of the minutes. Mr. Verret 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 July 06, 2004.  Hearing none, Mr. Coleman called for a motion to accept the minutes as written and mailed out.  Mr. Bridges 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.

MANAGERíS REPORT

All PSAPís have been equipped with their new CML equipment and this equipment is working well.  It should be noted that the Franklinton Police Department was hit by lightning last week, and the WPCD recorder which they have been using to record their radio traffic was damaged beyond repair.  They are currently evaluating new recorders for their radio and administration lines.

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

Weíve given out a total of 25 new addresses in the Parish and they are:

Franklinton      12                              

Mt. Hermon     01                                                       

Pine                 05                                                       

Bogalusa          07                                                                  

Angie                 0                                                  

Total                 25

I have changed our rate plan with AT&T long distance due to the expense of the PSAPís connecting callers with other emergency agencies outside of our local calling area. We were being charged 99 cents per minute and our new rate is now approximately 7 cents per minute, nation wide.

Chad with Gage came on the 27th to help get our new data circuit up and running between our Cleveland Street office and our record keeping equipment at the sheriffís office.  The old circuit was just not fast enough to allow an adequate connection between the four record keeping computers on the network.  We were here until 9:30 PM due to BellSouth circuit problems, but we finally successful in getting all these computers connected.

The Bogalusa Police department and Bogalusa Fire Department have been successfully brought on line and their equipment is working fine.  As always, there was some ďfine tuningĒ after start up.

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 Managerís Report, and hearing none, asked for a motion to accept and approve the report as written. Mr. Verret made the motion to accept and approve the Managerís Report as written, and Mr. Miller seconded the motion.  Motion passed by a unanimous vote.

CHAIRMANíS REPORT

The progress of the Commission has been excellent over the past month and the day to day issues of the Commission have been effectively handled in the office. The CML ECS-1000 and Higher Ground recorder system is currently in operation at all PSAPís.

An increase in telephone ring time to 45 seconds before the call is automatically forwarded to the PSAPís back up agency has been instituted.  This time change was based on requests from all PSAP agency heads. There are approximately 4 calls per week that fall into this category.

We have received a revised proposed settlement agreement from the U.S. Attorney Generalís Office.  This agreement requires a $1,500 payment to the complainant and needs to be signed and returned to the U.S. Attorney Generalís Office.  Kenny Gatewood will review this revised agreement and its implications with us tonight. 

I met Saturday with Valerie Patterson, Manager of the Deaf Action Center of the Northshore to mutually put the finishing touches on the TDD training which will be provided to the PSAPís at no cost to them.  This training will be presented next week on Tuesday and Wednesday, and I have attached a copy of the letter sent to all affected agencies informing them of this training.

An implementation meeting of affected agencies, chaired by Sandy Bloom, Assistant to Mayor James "Mack" McGehee of Bogalusa, was held on Thursday, July 8.  Kenny Gatewood will comment on his thoughts concerning this meeting and his plan to place revised Interagency Agreements in place to bring us all together in our common goal of providing 911 services to the public.

Chief Agnew is here tonight to express to the Board his thoughts on the future of 911 in Washington Parish and his agencyís support of that vision.  In addition, he will be requesting additional dispatcher equipment to handle the volume of calls which his agency receives.

I have completed our first monthly PSAP performance report to all agencies, and have a copy for your review.

The following summarizes the current status of our modernization efforts:

Map Development

Map development continues forward and I have a sneak preview of our future map.  In addition, approximately 50 roads in our official MSAG data base are not listed on either our parish map, the Bogalusa or the Franklinton map.  We will have to locate these roads for inclusion in the new electronic map.  I have a list of these roads for your reference.

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 ANI /ALI circuits have been installed by Bell to the CML ECS-1000 and are working properly.  We now are ready to handle Phase 2 calls after the cellular companies finish their work.

Dispatcher Mapping

A Sales Agreement with GeoComm to furnish their dispatch mapping system to the PSAPís as per their proposal to our recent RFP, ď911 Dispatch Map Display SystemĒ has been signed.  I expect to receive and pay in August an invoice for $ 50,000 for those items covered by our grant and then submit the documentation to APCO for re-imbursement.  I have attached our latest report to APCO on the progress of this project for your review.

Wide Area Network

Design of the PSAP data system backbone to be installed in conjunction with Dispatch Mapping in October to all PSAPís is almost complete.  This system will allow updated map data to be distributed to all PSAP computers without dispatcher involvement, and without having to take the PSAP down.  This network is essential for the dispatcher map system to effectively work, and will serve both the present and future needs of our system.

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 Chairmanís Report. A motion was made by Mr. Bridges to accept and approve the Chairmanís Report. Mr. Stogner seconded the motion.  Motion passed by a unanimous vote.      

Kenny suggested that we go ahead a pay the $1,500 specified in the proposed settlement agreement from the U.S. Attorney Generalís Office, in order to minimize legal costs.  

Mr. Stogner made the motion to sign the revised agreement and to pay the $1,500 to the complainant. Mr. Bridges seconded the motion. Motion passed with one opposition by Mr. Miller.               

TREASURERíS 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 stated that within the next month or so he will have a revise 2004 budget for consideration by the board. Mr. Fenner also called for a motion to move $50,000 from the CD in Citizens Bank into the checking account and move one of the CDís for approximately $21,000 from Parish National Bank into the checking. This movement of funds is to provide liquidity for project progress payments.  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 Treasurerís Report. Hearing none, Chairman Coleman called for a motion to accept and approve the Treasurerís report, all the financial statements, the checklist, and the close out of the specified CDís to put it into checking. Mr. Bridges made the motion to accept and approve the Treasurerís report, all the financial statements, the checklist, and the close out of the CD to put it into checking.  Mr. Stogner seconded the motion. Motion passed by unanimous vote.

COMMITTEE REPORTS

There were no committee reports presented.

OLD AND NEW BUSINESS

At this time Chairman Coleman called for a motion to go into executive session to discuss personnel matters. Mr. Verret made a motion to go into executive session. Mrs. August seconded the motion. Motion passed by a unanimous vote.  

Returning from executive session, Chairman Coleman stated that the board had taken no action while in executive session.

A motion was made by Mrs. August to give all employees of the District a 2 % cost of living raise and that an additional 5 %  merit increase be given to Mrs. Thomas, with the increases being paid beginning on the next pay day which will be on August 13, 2004.  Mr. Verret seconded the motion. Motion passed by a 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 given to the staff.

PUBLIC COMMENTS

Chairman Coleman called for comments from the public, and recognized Bogalusa Police Chief Jerry Agnew for his comments. 

Chief Agnew stated that he supports the concept of a centralized 911 system for Washington Parish.

Chief Agnew then stated that he is requesting another answering position be put into the Bogalusa Police Station.  This additional answering position would reduce the call load on the one full time dispatcher that they currently have, by allowing another officer to answer the incoming 911 call if the dispatcher is busy.

Chairman Coleman stated that the additional answering position would cost approximate $15,000 and the additional data and voice circuits from Bell would cost approximately $4,000 per year. Chairman Coleman called for a motion on this request. Mr. Miller made the motion to provide them with another answering position. Mrs. August seconded the motion. During the discussion of the motion,  Mr. Fenner asked about the option of moving the answering position at the Bogalusa Fire Department over to the BPD to minimize costs.  It was also suggested that a representative of Gage telephone be contacted to provide their technical input to this suggestion.

After the discussion, Mr. Miller withdrew his original motion and made the motion to move the Bogalusa Fire Departmentís equipment over to the Police Department if there were no objections by the Bogalusa Fire Department or technical problems from Gage. Mr. Stogner seconded the motion. Motion passed by a unanimous vote.

Bogalusa Police Chief Jerry Agnew then made the comment that he has made the TDD training mandatory for his employees.

Chairman Coleman thanked Chief Agnew for his support and for his input to the Board.

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.

Mrs. August made the motion to adjourn. Mr. Bridges 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