PRESENT: B. Blanchard, P. Penniman, G. Totman, C. Evans, T. Joseph
EXCUSED: M. Lane
STAFF: B. Benjmain, Deputy County Administrator; J. Hanson, Planning Commissioner; W. Skinner, Public Information Coordinator; J. Miller, L. Shurtleff, Fire, Disaster and EMS; P. Meskill, Sheriff
GUESTS: D. Kiefer, Board of Representatives, K. Lansing, D. Robertson, Village of Cayuga Heights Police Department; C. Easton, Varna Fire Department; L. Withiam, E911 Operations Committee Chair; B. Wilbur, City of Ithaca Fire Chief
CALL TO ORDER
The meeting opened at 12:05 p.m.
ADDITIONS/DELETIONS TO AGENDA
APPROVAL OF MINUTES
It was Moved by Mr. Evans, seconded by Mr. Penniman and unanimously adopted by voice vote of members present to approve the June 13, 2000, minutes with the suggested change by Mr. Wood.
CONSOLIDATED DISPATCH
Ms. Blanchard spoke of a resolution adopted by the E911 Operations Committee recommending locating the Consolidated Dispatch Center at the South Hill Fire Station following review of several locations within the County. She stated she would like the Committee to accept the endorsement and refer it to the program manager to incorporate it into the continuing work of the Committee. Mr. Penniman asked what type of discussions have been held with the Town of Ithaca, City of Ithaca, and Ithaca College and if discussion was around operation or zoning issues. Mr. Withiam stated the discussion was strictly about exploring the South Hill option. Ms. Blanchard stated the word preliminary in the 5th Whereas should be changed to informal because nothing has been placed in writing by the either the City or Town of Ithaca or Ithaca College. Mr. Miller stated the reason Ithaca College is involved is because they own the land, the Town of Ithaca built the existing building, and the City maintains the site.
Mr. Hanson stated the Hanshaw Road site was discussed as an alternative site and wanted to know why this site may not be suitable. Mr. Miller stated there is a limit on the tower height with flight approach at the airport and the tower could not exceed 60 feet therefore the Hanshaw Road location has limitations. Ms. Blanchard stated that the Building Committee evaluated several and each site was measured against certain criteria. The Hanshaw Road site did not score very high.
Mr. Joseph stated he is comfortable accepting the recommendation, but stated he would like to review the full explanation of why this site was chosen and others were not. He also asked if operational issues have been resolved and if a decision has been made about whether the Fire and Disaster Offices would be moved to the South Hill location as well. Ms. Blanchard stated these decisions have not been made yet. She stated the Committee can asked these questions of Mr. Wilbur when he arrives. It was Moved by Mr. Penniman, seconded by Mr. Evans and unanimously adopted by voice vote of members present to accept the recommendation of the E911 Operations Committee with the understanding that more discussion will be held before a final decision is made on the location of the Consolidated Dispatch Center.
UPDATE ON TRIPS TO ALBANY AND FEDERAL COMMUNICATIONS OFFICES
Mr. Benjamin stated that he and Undersheriff Haus traveled to Gettysburg to the Federal Communications Commission (FCC) to get a better idea of the parameters the County will have to work with during construction of the 800 MHz system. He stated he spoke with the Senior Engineer in the Wireless Division and he indicated they would help the County as the project progresses. Mr. Benjamin stated a discussion was held about the current frequencies used and the FCC assured they are not taking away frequencies, but will reassign those frequencies not being used by the County to others. He stated this applies to the current frequencies and also to those that will be used with the 800 MHz system. He stated effort needs to be shown that the County is moving along with the project so there won't be unnecessary delays.
Mr. Benjamin stated that himself, Jonathon Wood and Mikel Sharkarjian visited the New York State Office for Technology and met with staff to discuss the statewide wireless project that is underway. Their project mirrors the County's in many ways and they are seeking participation from counties in the creation of the wireless project. He stated one benefit to the County is co-location and the State may create towers that are mutual and locate those towers on state land and there are several kinds of state land that can be used. The state's timeline is very close to the County's and if the County would like to pursue an arrangement with them to use mutual sites, they are not opposed to moving forward with tower construction. He stated this will involve a lot of negotiation with the worst case scenario being a 50/50 split between the County and State, and the best would be the state paying 100 percent. The State's coverage and propagation needs are the same as the county and they want to use a consultant to look into this. The State requested the County's current map along with sites so they can run their own propagation studies. The County asked the State for documentation from their consultants on alternative technologies and this was received last Friday. Mr. Benjamin stated they want to move forward as soon as possible and it is purely voluntary for counties to participate.
Ms. Blanchard asked if separate installation would be needed with co-location. Mr. Benjamin stated that it was his understanding that if the County had its own system, the only shared item would be the tower and everything else would require separate work. Mr. Joseph asked why it would be necessary to have two 800 MHz systems in the County and stated Sheriff Meskill distributed a memo from the Sheriff's Conference about the State's system being available to counties, not co-locating. Mr. Benjamin stated that it the County decided to do something that was compatible with the State, two systems would not be necessary. Mr. Evans asked if generator back up would also be shared and if so, he stated this would be additional savings for the County.
Ms. Blanchard asked that Mr. Benjamin extend an invitation to the State to appoint a person to attend future committee meetings.
Mr. Penniman asked if the scope of the State system would be limited to emergency communications. Mr. Benjamin stated different users were discussed such as school systems, highway departments, etc.
Ms. Kiefer asked if since the State originally was going to go to a 700 MHz system if there is a sense currently that they might switch back to that and if the County should be reserving 700 MHz frequencies. Mr. Benjamin stated this question was asked and this is a technical issue. Mr. Miller stated that there are currently no 700 MHz frequencies available and if they become available they will be compatible with the County's 800 MHz system only if the County has the gateway infrastructure (radios with dual frequencies, etc.).
Mr. Joseph asked if the federal government has indicated that there may be financial assistance available to make the transition. Mr. Benjamin stated he believes this is competitive process and that when the federal government began encouraging municipalities to move to other frequencies they recognized that some municipalities didn't have the funding to do this so grant opportunities were put in place by a variety of state and federal agencies. He stated this issue will be pursued by the consultant being hired.
Mr. Hanson stated the consultant being hired will have granting expertise and this part can move forward before the development of the system. Ms. Blanchard stated that the proposed options have been mailed and the survey work has been contracted for, the project is moving forward.
CONSOLIDATED DISPATCH - CONTINUED
Ms. Blanchard request that Mr. Wilbur provide the Committee with like to have an expansion of the back-up material that demonstrates why the E911 Operations Committee felt the South Hill location was the best choice for the Consolidated Dispatch Center. Mr. Joseph stated he would like to know whether the Fire and Disaster offices are to be co-located with the E911 center and the costs associated with the move and also the reasons why other locations were not recommended. He stated that he had heard that by moving to the South Hill location would require one less tower. Ms. Blanchard asked that the report from the Building Committee be distributed to the Committee along with the matrix used in the decision and also a description on how the center will be operated.
Mr. Shurtleff offered that one of the main reasons for having a consolidated dispatch center was to put administration with the dispatchers, and to provide supervision and back-up help. Mr. Joseph stated this is another question; whether the Fire Coordinator will supervise the operation of the E911 center or if it will be supervised by a separate entity.
Mr. Benjamin stated there have been some concerns raised by police agencies because the discussion has been having EMS run the center and others need to get onboard with this thinking. Sheriff Meskill stated that from his perspective he will need employees to backfill his current dispatcher positions and stated this system can work as long as there is an operational plan on how people are going to interact. Ms. Blanchard stated clarification is needed on how agencies will be affected as well as finding out how the City will contribute.
Mr. Benjamin stated an operational manual is needed that everyone can work with. He stated there are technical aspects, operational management and policies and procedures that need to be in place.
Mr. Benjamin will work with Mr. Withiam and Mr. Wilbur to bring forth a clear explanation on how the center will be run.
TOWERS WORKING GROUP REPORT
Mr. Joseph reported that approval was given to the County Attorney's office to seek options on properties for the towers, but not for surveys or construction. Approval was also given to do an RFQ for a consultant to look at alternative technologies and granting opportunities which will be incorporated into the Environmental Impact Statement (EIS). He noted this is may be out of sequence, but will provide the justification of why the County may need the 800 MHz system.
Mr. Hanson stated the RFQ is due back August 11, 2000 and a team will look at the proposals and interview the consultants. He stated it is hoped a lot of questions will be answered through this process and stated this is a critical part of the EIS process. Once a consultant is chosen the alternative technology issue will be resolved and the County can move forward with the full EIS.
Mr. Joseph stated the next Towers Working Group meeting is scheduled for July 31st to discuss Cornell University concerns.
PROJECT STATUS REPORTS
DOT
Mr. Hanson stated the Dryden Town Board has asked for a matrix of the sites reviewed for the Department of Transportation relocation and he is working on compiling this information. Ms. Blanchard asked if there has been any progress with the utility issues in the Town. Mr. Hanson stated a concept was proposed that would have allowed an out-of-district use for the DOT facility and the town board has agreed to work with the County to explore sites. Mr. Evans asked if it would be helpful for the DOT to talk to the Town about why they chose the site and noted it was not the County who chose the Hanshaw Road site. Mr. Hanson stated the DOT has looked at alternative sites that the County has shown them, but they chose Hanshaw Road. He stated the DOT wants to work with the County and noted the importance of keeping the project moving forward.
CISNET
Mr. Benjamin stated that implementation is underway and focus is being given to the courts, Assigned Counsel, the District Attorney and the Sheriff's office. He stated that operation should be complete for the Sheriff's Office by the end of September. The server room, security system, network structure, and passwording thumbreaders are in place. There is still some work to be done with the fingerprint identification and this needs to be coordinated by DCJS.
EXECUTIVE SESSION
It was Moved by Mr. Evans, seconded by Mr. Joseph and unanimously adopted by voice vote of members present to enter into executive session at 1:30 p.m. to discuss contract negotiations. It was Moved by Mr. Evans, seconded by Mr. Penniman and unanimously adopted by voice vote of members present to return to open session at 1:38 p.m.
ADJOURNMENT
The meeting adjourned at 1:39 p.m. The next meeting will be held August 22, 2000, at Noon in the Scott Heyman Conference Room.
Respectfully submitted by Jennifer Luu, Administrative Assistant, Board of Representative's office.