El Paso – Teller County E9-1-1 Authority

August 27, 2008

Meeting Minutes

 

 

Authority Members Present:                       Bill Beahan, Pete Carey, Ron Gibson,

                                                                        Michael Gower, Jim Grayson, Bud

                                                                        Silloway, Robert Weller and Paul Zani

 

Authority Members Absent:                        Marcus Woodward

 

Vacancies:                                                      None

 

Other Personnel Present:                             James Anderson, System Manager, Bob

                                                                        Cole, Legal Counsel and Christy Davis,

                                                                        Administrative Assistant.                                                                  

 

1)         Call to Order:

            The August 27, 2008 regular session meeting of the El Paso – Teller E9-1-1

            Authority was called to order at 2:00 PM by Chairman, Robert Weller.  The

            meeting was held in the E9-1-1 boardroom, located at 2350 Airport Road,

            Colorado Springs, Colorado.

 

2)         Act on requests of Authority Members who have asked to be excused:

            Motion was made by Pete Carey to excuse Marcus Woodward; second by Paul

            Zani.

           

            Motion passed unanimously on voice vote by the 8 Authority Members

            present.

 

3)         Introductions:

            Authority Members and the audience exchanged introductions.

 

4)         Public to be Heard:

 

            Linda Simmons of EPSO requested a $600.00 donation to buy candy for “Boo at

            The Zoo” in October.  She stated that the Authority normally donates $200.00 but

            that with over 21,000 children passing through the zoo more funds are needed.

            She also said that the Authority will benefit from being a named sponsor of the

            event.

 

            Motion was made by Jim Grayson to sponsor the event and donate $600.00 for

            candy, payable to El Paso County Sheriff’s Office; second by Paul Zani.

 

            Motion passed on voice vote with 5 ayes and 3 nays.

 

5)         Consent Calendar:

            A -       Approve the minutes of the July 23, 2008 Authority Meeting.

            B -       Approve the August financial statement and authorize payment of the

                        monthly bills.

 

                        Motion was made by Paul Zani to approve the consent calendar;

                        second by Pete Carey.

                       

                        Motion passed unanimously on voice vote by the 8 Authority Members

                        present.

                       

6)         Report by the System Manager:

            Mr. Anderson had one additional item, he has been contacted by a law firm out

            of Denver representing the Vail Police Department.  The Department is being

            sued by 3 plaintiffs for the alleged“inappropriate actions” of 9-1-1 dispatchers. 

            They would like him to be an expert witness on the case.  Mr. Anderson would

            like feedback from the Authority regarding whether they would be comfortable

            with that.  The consensus was that if no resources are used from the 9-1-1 office

            there would not be a conflict of interest for Mr. Anderson testifying as an expert

            witness.

 

7)         Approve Authority Resolutions:

            A -       Resolution 08-12,  A RESOLUTION RECOGNIZING THE PAST

                        SERVICE OF CELESTA RILLING TO THE EL PASO – TELLER 9-1-1

                        AUTHORITY.

 

                        Motion was made by Bill Beahan to approve the resolution; second

                        by Bud Silloway.

 

                        Motion passed on voice vote with 8 ayes and 1 not present.

 

                       

Since Celesta has already left the area, a copy of the resolution will be

                        prepared and sent to her.

 

                        Linda Simmons was presented with the Telecommunicator of the second

                        quarter award.  Linda was identified to receive this award during the July

                        23 meeting (Resolution 08-10), but was unable to attend the meeting for a

                        formal presentation.

 

 

8)         Reports by Standing Committees:

 

            A -       CAD Users Group

 

                        It was decided that this item be removed from future agendas.  Any further

                        CAD issues will be discussed with the PSAP Managers Committee.

 

            B -       PSAP Manager’s Group

 

                        Liz reported that CAD2CAD had been the topic of discussion and that

                        the go-live date for agencies with TriTech CAD was September 1st and

                        the go-live date for Hitech/TriTech CAD2CAD is October 1st.

 

9)         Old Business:

 

            There were no items for discussion.

 

10)       New Business:

            A -       Interpretation and comments from the attorney regarding new 9-1-1

statute.

 

                        Mr. Cole’s conclusions were in the memo distributed to

                        Authority Members.  He felt that the statute was open for interpretation

                        and that the Authority should work with the auditor to fulfill the

                        conditions of the statute.   Beginning with the 2008 financials, the

                        audit must be complete by July 1st and the audit must be posted on the

                        website.  It was also discussed that an accounting change or two would

                        also be made to further clean up the process.

                       

            B -       Discussion regarding the RFP for purchase of Next Generation 9-1-1

                        Equipment.

 

                        Mr. Anderson said that due to the cost associated with the upgrade to

                        NG9-1-1 an RFP or an RFI may need to be put out for responses.   It was

                        discussed that if a vendor other than Nine, One, One Inc. were selected,

                        it would mean replacing the existing system rather than just an upgrade

                        to the current system and that would most likely be much more costly. 

 

                        Mr. Cole reviewed the Purchasing Manual and in regards to this issue

                        he determined that at least two applicable exemptions applied. The first is

                        the “Professional Service” exemption and the second is the “Sole Source

                        Procurement” exemption.  It was discussed that it might be wise to at

                        least put out an RFI to see if other vendors are out there and what their

                        costs would be in comparison to Nine, One, One, Inc., even though it

                        would be an entire system replacement as opposed to an upgrade of the

                        current system.  An RFP would require a technical consultant to be hired

                        to write the RFP and to help evaluate responses, which could be quite

                        expensive.  Regardless of the process, the PSAP Managers will be given

                        an opportunity to voice their opinions and concerns.  Another point of

                        discussion was that the RFI process would be two phased, the first would

                        entail the vendors describing what they have to offer and the process, and

                        the second would be the costs associated with the services and equipment.

                        Also, an AVAYA switch will be written in as a requirement for any

                        proposal.

 

                        After further discussion it was decided that Mr. Anderson would write an

                        “RFI” for the Authority to review.

 

            C -       2009 Budget Packets

 

                        2009 budget packets were given to Authority members to look over.  The

                        PSAP Managers will be present at the October meeting to answer any

                        questions regarding their expenditure requests.

 

            D -       Audit Report

 

                        Mr. Anderson stated that a policy needs to be put in place regarding

                        the credit risk policy, as per the notes in the recent audit report.

                       

12)       Adjournment:

 

            A motion was made by Paul Zani to adjourn the meeting; seconded by Bud

            Silloway.

 

            Motion passed unanimously on voice vote.

 

            Meeting was adjourned at 3:31 PM.

 

            Submitted for Approval By:

 

 

            Michael Gower, Authority Secretary