WASHINGTON PARISH COMMUNICATIONS DISTRICT

Minutes for September 07, 2004

  A regularly scheduled and properly and advertised Washington Parish Communications District Board meeting was held on September 07, 2004, at the E-911 Planning Office located at 1007 Cleveland Street.

Members present were:            Mr. James Coleman                       Chairman

                                                Mr. Gary Fenner                            Treasurer

                                                Mr. Mike Stogner                          Vice-Chairman

                                                Mr. Joshua Bridges

Members Absent were:           Mrs. Cynthia August                       Secretary

                                                Mr. Mike Miller

                                                Mr. Jason Verret

Others present were:               Mrs. Joanna Thomas                        Manager

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

Mr. Gary 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 August 03, 2004, since they were mailed out to each member prior to this meeting.

Mr. Fenner made the motion to dispense with the reading of the minutes. Mr. Bridges 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 August 03, 2004.  Hearing none, Mr. Coleman called for a motion to accept the minutes as written and mailed out.  Mr. Stogner 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.

MANAGERíS REPORT

I have been active during the month of August with both the normal daily operational issues of the office plus supporting our special projects. First, let me report on the daily operational issues:

Daily Operational Issues

All PSAPís have been equipped with their new equipment and the new equipment is working well.  Gage telephone continues to perform system maintenance as needed.

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

Weíve given out a total of 21 new addresses in the Parish and they are:

Franklinton                10                                               

Mt. Hermon              03                                                     

Pine                           06                                                     

Bogalusa                    02                                                                

Angie                         00                                                   

Total                          21  

I am working with Don from EBS, Baton Rouge, to make some adjustments on the trunk side recorder performance.  The dispatcher side recordings are fine.  The recorder, however, is breaking the trunk side recordings into two or more parts in the data base.  We are adjusting the system for better ďVOXĒ control on the trunks.  The trunk side recording is a back up to the dispatcher side recording.

I go over to the Sheriffís Department central equipment room on almost a daily basis to check on things. There have been no equipment performance issues.

Special Projects

We hosted two TDD training sessions last month for the police dispatchers, and will host an additional two sessions next week.  These training sessions will assist the dispatchers in understanding the information required by the Settlement Agreement

The mapping project is proceeding as scheduled.  I have trained Ms. Culpepper on the mapping computer system, and she is ďstreamingĒ the Parish roads as planned.   Mr. Coleman will discuss more details on the mapping project as part of the Chairmanís Report.

The Franklinton Police Dept is planning to move into their new building in the next few weeks, and we will be testing our circuits into their building later this week.  I expect no problems in bringing them on line .

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. Bridges made the motion to accept and approve the Managerís Report as written, and Mr. Stogner seconded the motion.  Motion passed by a unanimous vote.

CHAIRMANíS REPORT

Iím 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

As Ms. Thomas mentioned, the Franklinton Police Departmentís new building should be placed in operation later this month.  I see no problems in transitioning our 911 service from their old building to their new building.  Once their new building is up and running, the CML equipment being utilized in their old building will be placed in maintenance spares

Other Issues

The revised settlement agreement from the U.S. Attorney Generalís Office has been signed and returned with a check payable to the complainant.   A letter of receipt has been received.  It should be noted that this letter from the U.S. Attorney Generalís Office was complimentary toward the District on our compliance efforts to date.

Valarie Patterson, Manager of the Deaf Action Center of the Northshore presented two training sessions last month here at our office for the law enforcement dispatchers.  Prior to her training I presented a 30 minute review of the Districtís responsibilities under the Settlement Agreement, as well as general updates on the CML equipment operations.  As Mrs. Thomas mentioned, this training will be repeated next week.

After our board meeting of last month, Jason Verret and I reviewed the 911 system with Ronnie Manning, Acting Bogalusa Fire Chief, and gained his concurrence in moving his 911 terminal to the Police Department.  This has been accomplished.  The Bogalusa Police Department now has two 911 terminals.  Bogalusa Fire Department 911 calls are being forwarded to them via their 10 digit emergency fire phone, with a FAX of the appropriate data.  This new configuration is working well.

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

Mapping and Addresses

The following summarizes the progress of our modernization efforts :

Map Development

Map development continues forward as Mrs. Thomas mentioned in her report.  The first issue of the map will be placed in operation with the dispatchers during the first week of October.  Subsequent revisions will occur monthly for the next four months.  Our target to start the plotting of landline 911 telephone calls is February, 2005.

Phase 2 Wireless Implementation

The wireless Phase 2 implementation team continues to work with the carriers to manage their implementation efforts.  Phase 1 and Phase 2 cellular telephone locating will begin concurrently with the map installation during the first week of October.  It is expected that at least one of the cellular providers will be ready at that time to begin sending us location data.

Dispatcher Mapping  

The required documentation for cost re-imbursement has been filed with APCO, and I expect to receive their $ 50,000 payment within the next four weeks.  This payment is as per our grant approval for the Phase 2 cellular location system to be placed in operation during the first week in October.

Wide Area Network

Design of the PSAP WAN data backbone to be installed in conjunction with Dispatch Mapping in October to all PSAPís is complete.  Telephone data lines and other equipment have been ordered, and installation is scheduled for the third week of September.

Public 911 Education

Our 911 web site continues to be updated with technical and additional data of public interest.  Audited financial data from 1990 to 2003 has now been posted.  I am encouraged by supportive remarks about the information on the web site.  For example, a parish firefighter told me last week that, after reading the information on the web site, he was better able to understand the upcoming map deployment to the dispatchers.  It is allowing the public to be better informed concerning the operations of 911 in Washington Parish, and I recommend that we continue to utilize it.

Conclusions

Our agency is making much progress to improve 911 communication services in Washington Parish.  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, 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 Managerís Report as written, and Mr. Stogner seconded the motion.  Motion passed by a unanimous vote.  

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 reviewed the check registration, cash receipts, the account reconciliation statement and the 911 funds statement with cash disbursements. He also recommended to the board that we close out the CD at Citizens Bank in the amount of $75,000 and deposit it into checking. He also asked the board to approve the closing of the CD in the amount of $21,000 at Parish National Bank and to also deposit it into the checking. These deposits will allow the payment of an expected $ 65,000 invoice for progress payment from CML.  He asked the board to approve and accept the revised budget for the year 2004.

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 (1) the Treasurerís report, (2) all the financial statements, (3) the checklist, (4) the close out of the specified CDís to put it into checking, (5) approval of the expected $65,000 invoice from CML, and (6) to accept and approve the revised budget for the year 2004.

Mr. Bridges made the motion to accept and approve (1) the Treasurerís report, (2) all the financial statements, (3) the checklist, (4) the close out of the specified CDís to put it into checking, (5) approval of the expected $65,000 invoice from CML, and (6) to accept and approve the revised budget for the year 2004.  Mr. Stogner seconded the motion. Motion passed by unanimous vote.

OLD/NEW BUSINESS

Due to the absence of Mr. Gatewood, Chairman Coleman read a letter from Mr. Gatewood and it stated that he had spoken with Ms. Johnson about the heating and A/C in the building and she said that she will approve of us getting it fixed and reducing the cost from our rent.  The board members concurred in this approach, and Mrs. Thomas will secure repair quotations from local vendors.

Mr. Coleman then reviewed the board on the current status of items being found at the Louisiana State Surplus warehouse in Baton Rouge.  It was noted that local fire departments and law enforcement agencies have recently obtained some very nice computer equipment at extremely low prices.  For the District to take advantage of this potential source of future equipment, the board would need to authorize specific individuals to make purchases at the warehouse on behalf of the District.  Mr. Fenner made the motion to authorize Mr. Coleman to make such purchases up to a maximum amount of $ 1,000.  Mr. Stogner seconded the motion.  Motion passed by 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.

Mrs. August made the motion to adjourn. Mr. Bridges seconded the motion. Motion passed by a unanimous vote.  Meeting adjourned at 7:20 PM.

 

As recorded by: Mrs. Joanna Thomas.

Approved by:  ___________________________________

                               Mrs. Cynthia August, Secretary