PRESENT: B. Blanchard, P. Penniman, C. Evans, G. Totman, Mike Lane, Tim Joseph
GUESTS: D. Kiefer, Board of Representatives; L. Withiam, E911 Operations Committee; B. Wilbur, Ithaca City Fire Chief; K. Lansing, Cayuga Heights Police Department; David Cook, Director, NYS Office for Technology
STAFF: P. Meskill, Sheriff; M. Shakarjian, Planning Department;, L. Shurtleff, J. Miller, Fire, Disaster and EMS; J. Hanson, Planning Commissioner; Wendy Skinner, Public Information Coordinator
CALL TO ORDER
The meeting opened at 12:02 p.m.
ADDITIONS/DELETIONS TO AGENDA
REPORTS AND UPDATES
The July 25, 2000 minutes were deferred to the September Committee meeting.
REPORTS AND UPDATES
ACQUIRING OF OPTIONS
Mr. Wood stated that at a previous meeting the committee approved offering six property options. Three have been completed (Lansing, Dryden and Newfield) and three are getting closer to completion (Caroline, Enfield, and Danby). He stated a survey needs to be completed for one of the options, the attorney is on vacation for one, and the third has been placed in the mail.
CONSOLIDATED DISPATCH
Mr. Wilbur provided a brief update. He stated that at the last meeting a much larger explanation of the matrix was requested along with an explanation on how the information was used to define the South Hill site. The final operational plan and organizational structure for the center was also requested. He stated that the operational structure has been worked on and it has been defined. He stated he is very optimistic about this. He noted that the matrix is still being completed and he hopes to provide it at the September meeting.
Mr. Lane stated the Committee may wish to review the matrix again considering the action recently taken by the Dryden Town Board concerning the DOT relocation. He stated the Town Board adopted a resolution indicating the DOT site could be connected, as an out-of-district user, to the Town of Dryden's water and sewer system, but they also requested that alternative sites be considered. Ms. Blanchard will work with Mr. Wilbur to incorporate this information into the matrix.
E911 OPERATION COMMITTEE REPORT
Mr. Withiam stated that there was a special meeting held by the E911 Operations Committee and it was very productive. He stated the Operations Plan has been distributed to members with comments due by September 30, 2000. He stated the police department information was also distributed and this is due September 4th. This doesn’t involve COMCAP, and only relates to police procedures and will be combined with the policy and procedure manual. He stated work on the matrix continues. He noted that one problem that came out of E911 Operations Committee was a lack of communication between that group and COMCAP and this will be improved upon. To help with this, he stated a meeting will be held following every COMCAP meeting to discuss the following months activities between the two groups.
COMMUNICATIONS PROJECT WORKING GROUP
Mr. Joseph stated the Communications Working Group met and discussed the report from Joe Lawley of Cornell concerning testing of penetration into buildings using various existing radio systems. These include VHF radio, cellular phone options, and also the 800 MHz system. He stated all of the results are based on using Cornell's systems as they exist using existing antennas. Mr. Joseph stated that results from the 800 MHz system penetration does not mean it would be the same as the County's proposed system. He noted that it did identify that some areas are harder to get into, confirmed that the VHF system penetrated most places very well, and that cell phones did not do very well inside buildings. He stated that the 800 MHz didn’t do as well as VHF, but the location of antennae is a strong factor. He stated that it was suggested that the tests be completed using hand-held antennas and those tests will be conducted.
COMMUNICATIONS CONSULTANT REQUEST FOR QUALIFICATION
Mr. Benjamin stated that seven responses were received to the Request for Proposals (RFQ). Those submitted are: The Chazan Companies, Padcom, Inc., NYSTEC, SSI Services, Inc., RCC Consultants, Inc., Concepts to Operations, Inc., and Kimball & Associates. He stated that the review team met this morning and the Planning Department has put together an evaluation matrix for the team to utilize that draws from the RFQ. The review team consists of Mr. Benjamin, Mr. Miller, Mr. Shurtleff, Mr. Hanson, Mr. Kazda, and Mr. Wood. Each member will read each proposals and the group will meet next week to discuss them. He stated he anticipates three companies to be interviewed and this should be completed the week following Labor Day and a recommendation made at the September Committee meeting. Mr. Benjamin asked if a member of COMCAP would like to be on the review team. It was the consensus of the committee to have Mr. Evans represent the Committee on this issue. Mr. Benjamin was asked to distribute the interview schedule to all Committee members.
NYS OFFICE FOR TECHNOLOGY PRESENTATION AND DISCUSSION
Mr. Benjamin introduced Mr. David Cook from the New York State Office for Technology (NYSOT). He stated last month he and Ms. Sharkarjian met with Mr. Cook and noted the State's operations are dovetailing the County's work with the 800 MHz system. Mr. Cook is here today to discuss the State's work and answer questions from the Committee.
Mr. Cook stated that prior to his work with the New York State Office of Technology he was the Director of Public Safety in Rennsealear County and through his 911 affiliation he became the Chairman of the NYS 911 Coordinators. He stated he had a lot of local personal interest in 911 and because of his State knowledge, he was approached by the State to help them create a statewide wireless network. He stated the state is looking to create partnerships with counties to further develop their system. Mr. Cook provided a slide presentation of what the State is doing in wireless technology at this time. This presentation is on file in the Board office.
Mr. Cook said that the project stemmed from concerns by the State Police. He stated several agencies went to the Budget Department about radio concerns and the State decided to build one system. He stated that the existing systems are agency specific and there was no interoperability between agencies. The existing system is old and deteriorating and the technology used has become obsolete. The State decided that maintenance of the existing system is fiscally irresponsible, so a new system was proposed. The new system will allow interoperability and will also allow counties to use the system for their needs. The system will include a shared infrastructure with enhanced features and will provide operational autonomy. He stated County participation is strictly voluntary.
Mr. Cook stated that the project schedule will need to be phased in due to its size. The first phase will be operational within two years and the remainder of the project will be completed in three to four years. He stated there are some issues to be resolved such as acquiring radio frequencies and noted at this time the United States has an agreement with the Canadian FCC that the United States will vacate 700 MHz frequencies and not interfere with the Canadian frequencies. Several governors have written to the FCC about reviewing this decision. He stated that other frequencies are currently being reviewed by New York State, but the system will be designed to work with 700 MHz frequencies when they become available.
Mr. Cook said the next steps in the project include:
Ms. Blanchard asked what would be included in the first phase. Mr. Cook said the system will be turned on for state agencies and several counties, and presently the Capital District and several other counties are being considered. He stated interfaces are being worked on for the existing systems at this time and once complete the rest of the state should take less time.
Mr. Miller asked what frequencies will be used. Mr. Cook stated that high band, 800 MHz and 400 band are being considered. There is presently an individual working to identify the frequencies that can be used. He stated 700 MHz is not an option at this time because of the Canadian issue, but may be considered in the future.
Mr. Joseph asked how many channels would be needed. Mr. Cook stated that this is still being explored.
Mr. Lane asked when the frequency decision will be made and who will make the decision. Mr. Cook stated the FCC decides what frequencies are available and then the State applies for them.
Ms. Blanchard asked about the possibility of losing frequencies. She stated that it was the understanding that the 800 MHz frequencies were protected for public safety, but if others are to be used, is there the possibility that they will be taken away later on. Mr. Cook explained that if the frequencies are not used, they would be taken away and reassigned. He stated that there is a high demand for 800 MHz frequencies and explained that not all 800 MHz frequencies are used for public safety. He stated it is the bands that drive the technology, not the actual frequencies assigned. He stated the system would need to be able to interconnect to existing systems because there are a wide range of frequencies being used throughout New York State.
Mr. Wilbur said it sounds like Tompkins County is ahead of the State and asked if the State would buy into the County's system. Mr. Cook stated the State would talk to the County about the best ways to partner, such as sharing sites, and noted there is a lot of room for discussion on how to work together and share resources.
Mr. Joseph explained that the County has been talking to the towns and villages about the County's proposed system; that the County will build the backbone (towers, computers etc.,) and asked if this is the same as what the State is proposing. Mr. Cook stated the State is going to build and maintain the system and is offering county’s the opportunity to participate. Mr. Joseph asked if agencies would need only to buy the radios to work with the system because the infrastructure would be in place. Mr. Cook stated he could not say whether or not the County would have to buy the radios, that decision hasn't been made.
Mr. Evans stated that public safety is the primary purpose for the County's system, but not the only one. He asked if County government would be able to do work over the system as well and if libraries and justice courts would also be tied in. Mr. Cook stated that municipal governments would have access to the system in whatever way they need.
Mr. Meskill asked how interoperability between frequencies would be accomplished. Mr. Cook stated that an interface would need to be built. He stated the sound would not be as good as it would be if everyone was on the same frequency, but the technology is there to allow the different systems to communicate. Mr. Meskill asked if 95 percent mobile coverage would be guaranteed. Mr. Cook stated the goal is 95 percent coverage 95 percent of the time for mobile coverage, but he does not know what the goal is for portable radios.
Mr. Meskill stated counties used to get state reimbursement for jails and over time it became a local issue. He asked if this would happen with the radio system as well. Mr. Cook explained the discussions have only been positive and they have been from the aspect that if the system doesn’t work the only one who loses is the victims, so the State is very concerned about including communication to the victims. He stated as far as funding is concerned, the money has been allocated from the $.70 surcharge that has been going to the State Police for cellular 911 calls. That revenue stream is great enough to pay for the radio system and it is anticipated after several years there should be sufficient funds to maintain the system as well as provide a portion of those funds to localities for enhancements to 911 systems. Mr. Meskill expressed concern about this idea and noted that there is currently a bill on the Governor's desk that will distribute a portion of the surcharge to localities for 911 enhancements. Mr. Cook said that this is true, but that the bill only talks about routing of the money, not about how the money will be spent.
Mr. Penniman asked if there are other sources of funds that will be used. Mr. Cook stated that the State has said that there are other potential funding streams, but he does not know what they are at this time.
Mr. Wood stated that the County has put together a map of current and future tower sites along with maps of all state lands and these have been sent to the State's consultants. He stated that he hopes that there are common sites that can be used.
Mr. Lane asked if the County's system would become a priority if they agreed to partner with the State for the system, and if so when would it be built. Mr. Cook said he believed the County's system would be well into discussions about engineering within two years. He does not know when the actual system would be built based on those discussions.
Mr. Lane said that the County is trying to decide whether or not to move forward with the County's project. He stated there are some real problems with the current system and a decision needs to be made on whether to move forward or to partner with the State. Mr. Cook said the State does not want to slow down the County's progress and if the County is moving forward they should continue.
Ms. Kiefer asked when the project began and asked where the State is in the process of choosing sites. She asked if the statewide design would be complete in six months. Mr. Cook said the project began in March and engineers are working on designing functionality requirements of the network at this time, not the technology of the network. Mr. Cook said more will be known in six month on how to engineer the project, but the site locations won't be known until probably a year from now.
Mr. Benjamin said at the meeting in Albany the project timeline was discussed and the importance of not slowing each other down, etc. He stated if the County moves forward with its process based on its immediate needs, the County would like to know if the State is willing or interested in paying for or sharing the cost of tower structures. He stated propagation materials have been sent to the State as part of the mechanism to help NYSOT determine the appropriate sites for Tompkins County and to gain leverage for the County when the State system is operational. He stated the County timeline is ahead of the State's, but the County would still have the ability to draw upon the tower construction aspects of the State system. Mr. Benjamin requested an official request from the County be made to the State's project team to facilitate working together.
It was Moved by Mr. Evans, seconded by Mr. Totman and unanimously adopted by voice vote directing the County Administrator to send an official letter of interest to the State concerning this project.
ADJOURNMENT
The meeting adjourned at 2:01 p.m. The next meeting will be held September 26, 2000, at Noon in the Scott Heyman Conference Room.
Respectfully submitted by Jennifer Luu, Administrative Assistant, Board of Representative's office.