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MEETING MINUTES NOVEMBER 24, 2003 - 2:00 P.M. SCOTT HEYMAN CONFERENCE ROOM Present: B. Blanchard, Chair, M. Robertson, G. Totman, P. Penniman Excused: D. Booth Staff: J. Wood, County Attorney;
S. Whicher, County Administrator; L. Shurtleff, Emergency
Called to Order The meeting was called to order at 2:35 p.m. Changes to Agenda There were no changes to the Agenda Chair's Report Ms. Blanchard indicated she did not have any formal report. She thanked individuals for their assistance during her recent absence. Approval of Minutes of August 27, September 16, and October 7, 2003 MOVED by Mr. Totman, seconded by Ms. Robertson, and unanimously approved by voice vote of members present to accept the minutes of August 27, September 16, and October 7, 2003, as amended. Emergency Response Center (ERC) Building Project Mr. LeMaro reported substantial completion should be within thirty days. At this time the exterior appears complete and the interior work all finishes are in except flooring, with the hallways and dispatch rooms being completed. At this time they are awaiting a generator for the uninterrupted power supply and it is expected to be in place in December. He then provided a Change Order Report for this project, noting a remaining contingency of approximately $660. The change orders reflected electrical and general work modifications made to accommodate the Motorola equipment. A brief discussion occurred regarding the wiring of telephone services for the building. Mr. Potter informed the Committee he will be providing the connecting services for telephones and computers in the Administration offices at the ERC. Public Safety Communication System (PSCS) - Phase I Mr. Shurtleff provided information regarding the proposed integrated telephone system to be installed. This system is state-of-the-art and will provide 8 incoming wire line trunks, 8 incoming wireless trunks, 4 of the old 273-8000 lines, the police department, as well as outgoing lines. This system allows a one-button transfer of the calls to forward the call to the appropriate agency. All telephone calls would be recorded and would be able to be located by number/time of day/trunk number. This features touch-screen connection, integration to the CAD system including latitude/longitude/tower location for wireless calls. He indicated that the system will provide historical data for previous calls and include such information as medical, civil, or fire histories. Mr. Shurtleff explained that the proposed system cost should be offset by a reduction in duplicated computer equipment and provide a more useful system that may have some or all of the cost reimbursed through a state grant for 911 services. He said it is his understanding that the 911 grant requires the ability to accept wireless calls within six months of receipt of the funding and with the switch it is purchasing the County would be able to do so. Questions were asked regarding the cost of the equipment and whether a bid would be involved. The Committee was informed this is still being negotiated, however, this resolution is providing the transfer of funds from one account to a more appropriate one. RESOLUTION NO. AUTHORIZING THE COUNTY ADMINISTRATOR TO ENTER INTO AN AGREEMENT FOR A 911 PHONE INTEGRATION SYSTEM AT THE NEW PUBLIC SAFETY COMMUNICATIONS CENTER. MOVED by Mr. Totman, seconded by Mr. Penniman, and unanimously approved by voice vote of members present, to submit the following resolution to the full Legislature for approval: WHEREAS, the County is proceeding to construct a new Public Safety
Communications Center, and
Explanation: It has become apparent that the phone system, which the County originally intended to procure as part of the building project should be obtained from Motorola in order to save money and ensure compatibility with the Motorola consoles and the CAD system. Thus, we are asking that the money allocated for the phone switch be taken out of the building account and be used to support an amendment to the Motorola contract. The Committee was informed that the present communication system would be retained to provide emergency backup for the new center if need be. Financial Update/Implementation Outline Ms. Shakarjian reviewed financial information and the most current timeline for the project to the Committee. The Committee was informed that although initial financial contracts were signed they are continually renegotiated as the system is developing, and it is believed that these modifications being made will be offset by further reductions in other costs. The timeline was explained, noting the building permit for the tower is anticipated to be received shortly. Once received the tower may be erected, however, it must be done when the wind speed is less than fifteen miles per hour. During this process the traffic pattern surrounding the area will be temporarily modified to accommodate the construction of the tower. It is anticipated that the furnishings for the administrative offices will arrive in December with occupancy of this area occurring in January 2004. In January the modifications for the Legacy system at the existing site will be modified and testing will occur. Motorola will perform their testing procedures followed by the County's testing of the system. It is anticipated that the integrated phone system should be operational in February. The Committee then heard information related to the transitioning of employees presently with the City of Ithaca to County facilities. This transition will take place later in the year following a period of training of County employees with the new system. Public Safety Communications Service - Phase II Mr. Whicher announced that the State has requested and received approval to extend the Request for Proposal bids for the State-Wide Network to January 7, 2004. It is thought that an announcement awarding bid or providing information relative to this will be made by December 25. He stressed the importance of the County proceeding regardless of any decision made by the State, indicating that if the choice was Motorola it may involve more negotiations and possibly hiring a separate general contractor. If Macom is awarded the bid we may experience the deployment of a different system and need to make choices regarding the different system. Mr. Whicher stated that if no announcement is made by January 7, 2004, the County will proceed with the present plan. He then reported that he attended a recent meeting with NYSTEC and received information about strategies utilized in various industries that may be of assistance to the County. Ms. Shakarjian reported a letter went to the Federal Communications Commission (FCC) for an extension request on the County's 800 mHz licensing. She also reported on work presently occurring to assist in planning modifications of the Ithaca College tower site. Ms. Shakarjian then shared information related to co-locating on County-owned towers, indicating she has had numerous contacts by interested parties. She spoke of the need to determine a fair method for providing space on towers for co-locating; previous methods developed in other communities such as Oneonta are now being reviewed. The Committee briefly discussed the possibility of co-locating creating a situation where the tower would be considered private and was told it would be the responsibility of the co-locater to coordinate with the local municipal officials. Field Reporting Component Mr. Potter, Information Technology Director, discussed the field reporting component that will take place at the end of Phase II of the project. He has had discussions with appropriate municipal officials and the Tompkins County Sheriff regarding this component. There is a need to migrate data from the present system to the new system and at the same time, preserve five years of historic data. In order to complete this process he has sought estimates which have varied in cost between $7,500 and $11,000. Mr. Potter plans to have this change-over process started in early 2004. Subscriber Equipment Funding The Committee discussed subscriber equipment required to be compatible with the new emergency response system. In the past, the County has paid for mobile units (in cars), while the fire companies usually buy their own pagers. Fire companies have also been paying for portable units. It was noted that the fire companies will have to have firm cost information for their budget planning by the fall of 2004. Following the discussion it was determined that Administration will work together with other parties involved to develop a suggested plan for the purchase of subscriber equipment. DOT Relocation Project Status Report Ms. Borgella reported that a second petition was submitted on October 28 regarding annexation of the property in Dryden as there were some questions regarding tax map numbering on the initial petition. It is hoped that this will be acted upon by mid December. Ms. Blanchard indicated Senator Seward's support regarding the relocation. Change of Meeting Date The next meeting of the Committee will take place on Monday, December 22, 2003 at 2:30 p.m. Adjournment The meeting adjourned at 3:55 p.m.
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