PRESENT: B. Blanchard, P. Penniman, T. Joseph, M. Lane

EXCUSED: C. Evans

STAFF: Jim Hanson, Planning Commissioner; B. Benjamin, Deputy County Administrator; J. Miller, L. Shurtleff, Fire, Disaster and EMS; J. Wood, Deputy County Attorney

GUESTS: R. Seely, Tompkins County Resident, L. Withiam, E911 Operations Committee Chair; D. Kiefer, Board of Representatives; B. Wilbur, Ithaca City Fire Chief; K. Harlin, Ithaca Journal

CALL TO ORDER

        The meeting opened at 2:04 p.m.

ADDITIONS AND DELETIONS TO AGENDA

        Additions:    State 911 Funding
                            Update about Satellite Technology

APPROVAL OF MINUTES

        This item was deferred to the April Committee meeting.

STATE 911 FUNDING

        Ms. Blanchard reported board members received an update from Senator Seward regarding the 70 cent surcharge placed on cellular calls. She stated that there is a bill in Albany that would return part of the surcharge to counties. Mr. Shurtleff reported that he has spoken with Deputy County Administrator Kathy West and this surcharge is growing at a considerable rate. The bill in Albany would return part of the surcharge to counties that, once the technology is developed, would allow counties to take information from cell calls. A cap would be placed on the amount of money the state would receive and the remainder would be distributed. In 2000 Nassau and Suffolk Counties will begin receiving these funds and in 2001 a formula will be designed to distribute the remaining portion to the rest of the counties. He stated it is thought that the states portion would be between 10 and 12.5 million per year.

UPDATE ON SATELLITE TECHNOLOGY

        Ms. Blanchard stated that the question has been raised about why the County is not going to use satellite technology that is available instead of towers. She stated a vast amount of information on satellite technology has been received from a number of sources and none of that information indicated satellite technology had any use for public safety at this time. She reported on a recent article in the Ithaca Journal that indicated the Iridium Project was bankrupt and that the company was directed to burn its 66 satellites in the Earth's atmosphere and disconnect its 55,000 customers.

TOWN BOARD MEETINGS – PROGRESS REPORT

        Ms. Blanchard that the visits to town boards have been completed. She stated these meeting were very informative and there was a lot of interest and support from the municipalities. She thanked Mr. Shurtleff, Mr. Miller, Chief Wilbur, Sheriff Meskill and Captain Vitale for taking the time to make their presentations at these meetings. She stated she has also sent thank-you notes to all of the municipalities.

        Mr. Lane stated that prior to the presentation that was given to the Village of Dryden in February, he received several questions and had advised those individuals that they should attend the local meeting being held in their municipality. Mr. Lane stated that he had also encouraged the interested individuals to attend today's meeting to ask their questions but he noted that none were in attendance. He stated that one concern was over lack of information about research on other alternatives that were not pursued and also an issue that the radios that will be used cannot be used to call departments outside the County.

        Ms. Blanchard stated that this was dealt with at the last E911 Operations Committee meeting and Chief Robertson was asked to work with the Village Board to convey the clarifying information and help them understand the project. She stated an invitation will be given to the Dryden Village Board to attend the meeting with Mr. King from Clinton County on April 27th. Mr. King is the coordinator of Clinton County's 911 system and has been working with an 800 mHz system for a number of years. He will be able to address many of the questions being asked. She stated the information on the radio issue will also be available at that time. Ms. Blanchard stated she would contact Mayor Taylor and extend the invitation personally. She stated she has also been in contact with Mr. Hattery from the Village Board, but he did not elaborate on the questions being asked.

        Mr. Benjamin stated that as a follow-up to the presentations, he has requested minutes from subsequent board meetings so any remaining questions can be responded to.

BUILDING COMMITTEE – E911

        Ms. Blanchard stated that meetings are being held with the building group, but no report is available at this time. She will make a report at the next meeting.

TOWERS WORKING GROUP REPORT

RESOLUTION NO. - AUTHORIZING THE COUNTY ADMINISTRATOR TO ACQUIRE OPTIONS IN REAL ESTATE AND TO PREPARE A REQUEST FOR PROPOSALS FOR AN 800 MHZ DIGITAL TRUNKED RADIO SYSTEM

        It was Moved by Mr. Joseph, seconded by Mr. Lane. Mr. Joseph explained that this resolution would allow the County to obtain purchase options on particular parcels of land so they can be reviewed to see which sites will be the best both environmentally and technologically. Once a decision is made on which sites are the best, an RFP will be sent out that includes these sites along with the option of suggesting additional sites. He stated by doing this it will provide comparability between bidders. He stated if other sites are proposed the sites will need to be obtainable by the County. He stated the resolution authorizes purchase options, but does not commit the County to proceed with the project at this time. Mr. Lane asked if money would be paid for the sites. Ms. Blanchard stated the funds are available in the capital project. Mr. Miller asked if leasing of sites is allowed. Mr. Wood stated that it is. Mr. Penniman asked what the process will be if different sites are proposed. Mr. Joseph stated that the County would need to decide on how the sites will be compared. He stated he does not anticipate a completely different set of sites being proposed, but possibly the substitution of one or two. Mr. Wood stated that if a completely different set of sites was proposed, the chances of all the sites being available and useable is very slim. He stated that if a site is bid and deemed unacceptable the bid could be disqualified. He indicated that companies would be best served if they use the sites already chosen by the County.

        Mr. Penniman stated the goal of the County is to provide 95 percent coverage with the new system. He stated that if one or two towers were eliminated, this would bring the cost of the project down significantly. He suggested developing the RFP for different levels of coverage. Ms. Blanchard stated the goal is 100 percent coverage, but this cannot be guaranteed so 95 percent was agreed on and also because it is the national standard. She stated that if the County is going to move forward with this project, it should be done right and with the best possible level of coverage in mind. Mr. Lane asked what type of decision making went into the current level of 65 percent coverage. Mr. Miller stated that an engineering study was never done and additional towers were added as needed over time. The current system grew from one tower in 1950. He stated that 95 percent is an industry standard and by removing one tower you reduce the level to the approximately 75 percent coverage. Mr. Penniman stated he would like to know what percentage of residences are covered under the current proposal of 95 percent and stated that there are areas in the County that are not inhabited. He stated in theory the system could cover 85 percent of the land and 98 percent of the people. Ms. Blanchard stated that this is true, but the system is also needed in areas that do not have dwellings such as the gorges and lakefront. She stated that it would be possible to superimpose the population map of the County onto a map of the County geography. Mr. Penniman stated he is not advocating for less coverage, but noted the importance of seeing what the County receives if 10 to 20 percent is taken off the cost. A voice vote resulted as follows: Ayes - 4 (Representatives Blanchard, Lane, Joseph, Penniman), Noes - 0, Excused - 1 (Representative Evans). CARRIED.

        WHEREAS, in order to enhance public safety in the County, the Board of Representatives is interested in receiving proposals from firms capable of providing towers and equipment for an 800 MHz digital trunked radio system, and
        WHEREAS, such proposals would not be meaningful unless the County secures potential sites on which towers and other communications equipment can be placed, and
        WHEREAS, neither acquiring options in properties or seeking proposals will in any way commit the County to any future actions or decisions, and
        WHEREAS, no options will be exercised unless and until the Board of Representatives decides to proceed with the project and authorizes the County Administrator to exercise the options, and
        WHEREAS, the Board of Representatives does not intend to make a decision as to whether to proceed with the construction of an 800 MHz digital trunked radio system until after it receives proposals, and
        WHEREAS, the County will follow all requirements of the State Environmental Quality Review Act before making any commitment to construct an 800 MHz digital trunked radio system, now therefore be it
        RESOLVED, That the County Administrator, working in conjunction with the County Planning Department, the Environmental Management Council and retained consultants, shall identify parcels that are suitable for the placement of towers and other radio equipment while minimizing environmental impacts,
        RESOLVED, further, That the County Administrator is hereby authorized to enter into options to purchase or lease such parcels at rates approved by the Communications Capitol Project Committee; and be it further
        RESOLVED, further, That the County Administrator is hereby directed to prepare a request for proposals for the provision of towers and equipment for an 800 MHz digital trunked radio system upon approval of the Communications Capital Project Committee.
SEQR ACTION: Not a "SEQR Action" because it does not commit the County to undertake the project.

        Mr. Joseph reported the working group met yesterday to discuss who should be responsible for the purchase of radios. He stated the proposal from the group stemmed from the premise that the County is building a communications system for public safety agencies and that funding for these agencies comes from County taxpayers. He stated in the past there has been a fairly complex set of arrangements for funding of radios and the working group thinks the County should take primary responsibility for providing the equipment for the communications network. He stated this would involve the County's share increasing, but other municipal costs going down. The proposal from the working group is as follows:

The County pays 75 percent of costs for portable radios and the user agency pays 25 percent;

The County purchases mobile radios for each fire truck;

The County purchases a mobile data terminal for each police vehicle.

        Mr. Lane asked how the initial number of portable radios ordered is determined. He also asked if information obtained from police agencies was the basis for the decision about the radios in police cars. Mr. Joseph stated an agency could have as many portable radios as they want as long as they contribute the 25 percent cost sharing. Mr. Miller stated the system upgrade is going to dramatically change how departments currently function. He stated the by placing a portable radio on each officer, they will have it anywhere they go and should it malfunction, they can communicate with dispatchers through their mobile data terminal. He stated this change will require education within departments.

        Mr. Wilbur stated he has been working on the radio inventory to see what each department currently has and what will be needed with the new system. He stated once this is complete it will be easier to create an accurate cost estimate. He stated it will also be easier to do different scenarios for the equipment.

        Mr. Lane asked if this has been discussed with Chief Basille. Mr. Wilbur stated that it was and he supports this. Mr. Wilbur indicated that the proposal recognizes differences in operational needs between agencies.

        Mr. Joseph stated agencies can still have radios in their vehicles if they choose to purchase them. Mr. Lane asked what happens if a portable radio fails. Mr. Miller stated that there is a button that can be pushed on the mobile data terminal in the event of an emergency and officers can also communicate with the dispatchers through this system. He stated that fire companies can also have portable radios if the department is willing to pay 25 percent of the cost.

        Mr. Lane suggested having the user agency pay 75 percent and the County 25 percent for the purchase of mobile radios. He stated he would also like to receive feedback from police agencies on the proposal. Mr. Withiam stated as a former police officer that he would support portable radios for officer safety. Mr. Wilbur stated agencies can also use their current radios if they choose to maintain them.

        Mr. Penniman suggested scaling back the level of support once everyone is on the system. He stated this will provide incentive to maintain the equipment.

        Mr. Joseph stated the first issue is to either accept or not agree with the philosophy of the County taking over paying for the communications system, if it is accepted, the amount of financial responsibility can be discussed. Mr. Penniman stated he would support having a 50/50 split after a year or after the agency is completely online. Mr. Benjamin stated that there was concern expressed about a 50/50 split and how the equipment is controlled and programmed. Mr. Lane stated the County should ask each agency how many portable radios they would need if it were a 75/25 split. Mr. Miller stated a critical element is the software programming control. He stated if the County is going to control the system, cost sharing is a way to achieve this. He stated it is important to have standard radios and that the County control the software used. He stated the proposal will be put in better perspective once a dollar amount is placed on it. Mr. Wilbur will develop a spreadsheet using the existing inventory data he has and provide different scenarios for consideration.

        Ms. Kiefer stated that she understood that the existing VHF radios allow intercounty operability and this will not be possible with the new system. Mr. Wilbur stated a crosspatch through the dispatch system will allow for intercounty communication. Mr. Miller stated Mr. King will be addressing this issue at the meeting on April 27th. Ms. Kiefer asked how programming control will be obtained. Ms. Blanchard stated there will be agreements between the County and each agency to insure control.

        Mr. Joseph asked that a report be given to the full board at the next Board meeting about cost sharing so discussions can begin.

        Mr. Penniman asked that a question and answer piece be compiled. He distributed his questions and those he has received in the community.

PROJECT STATUS REPORTS

        DOT

        Mr. Hanson stated work is being done with the Town of Dryden Supervisor and Engineer to develop engineering data for the Hanshaw Road site. He stated Mr. Varvyanis has indicated that he would contract with T.G. Millers and the County will reimburse the costs. Ms. Blanchard explained that this data will be used to determine services to the site versus a utility district.

        E911

        Mr. Shurtleff stated one reason the County wants to have centralized dispatch is to have more people available to take calls and also to provide a higher level of service. He highlighted a call March 27, 2000, where a dispatcher took a call from a Trumansburg teenager whose mother was having a baby. The dispatcher took the cell call, sent emergency personnel and stayed on the line and talked the girl through the delivery of the baby. Mr. Shurtleff stated the dispatcher did a terrific job and this is a credit to the system. Mr. Joseph stated he would like to hear this tape and Mr. Shurtleff stated he would provide it.

        TOWERS PROJECT

        Mr. Miller had no report

        CISNET

        Mr. Benjamin stated that the project is moving forward. Mr. Lane stated that there have been discussions by the Cable Commission about expanding the INET System and they will be contacting Mr. Benjamin at some point to discuss this. He stated the Commission is very interested in having fiber to connect areas in the County.

NEW BUSINESS

        Mr. Wood distributed the environmental review schedule for the Towers Project. This is on file with the original minutes. Mr. Hanson stated the lead agency needs to be designated and asked whose office will coordinate this. Mr. Wood stated the County is the lead agency and the County Planning Department will prepare the Environmental Impact Statement. He stated that the County is not aware of any other agencies being involved so the County will designate itself. He noted if there were other involved agencies that a letter would have to be circulated to allow for input.

        Ms. Blanchard stated that the impact statement will be done once the proposals are received and decided on. She stated prior to the statement being completed, a lot of information needs to be gathered and this work can begin now. She stated the EMC has completed a lot of valuable information but some information, particularly with respect to visual impact, will probably need to be developed by outside consultants.

        Mr. Lane stated that he was approached about the County Planning Department being the coordinator of the project. Mr. Hanson has indicated that his office can do the work, but additional funds may be needed.

        Ms. Blanchard asked what procedure should be used to announce that the County is the lead agency in order to legitimize staff activity. Mr. Wood stated the project formally begins when the County adopts a positive declaration. Mr. Hanson stated he would prefer circulating a letter indicating the County will be lead agency allowing other agencies to provide input.

        Ms. Blanchard stated she will indicate in her report to the full board that because this project is of such interest to the community, the County's planning staff will be completing a full environment impact statement.

        Mr. Penniman asked when the vendor will be selected. Mr. Joseph stated that once the proposals are received and reviewed one will be selected and the EIS will be completed. He noted the County will not commit to the project until the EIS is completed.

OTHER AND OLD COMMITTEE BUSINESS

        None

FUTURE MEETING TIMES

        It was the consensus of members present to meet at Noon on the fourth Tuesday of each month in the Scott Heyman Conference Room.

ADJOURNMENT

        It was Moved by Mr. Penniman, seconded by Mr. Joseph to adjourn at 3:42 p.m. The next meeting will be held April 25, 2000, at Noon in the Scott Heyman Conference Room.

Return to Tompkins County

Respectfully submitted by Jennifer Luu, Administrative Assistant, Board of Representative's office.