911 Committee Considers New Member & Tables Action on Consulting Services

IRONWOOD, MI - Tuesday, August 25, 2009 - The Gogebic County Enhanced 911 Committee held their regular monthly meeting yesterday at the Ironwood Public Safety Department Conference Room on McLeod Avenue.

Committee members in attendance at yesterday's meeting were: Loeper, Sanders, Finco, Peterson, Erspamer, Erickson, Frederickson, Giackino, Horn (for Paul Wallenius), Grenfell, Bennets, Caudill, Hazen, Gerovac, and Kangas. The following members were absent: Jacobson, Morin, Forstrom, Mahler, and Wiemeri. Also present at the meeting were: Ironwood City Commissioner Tom Laabs; citizen Louise Demasi; IPSD Officer Brandon Snyder; and Negaunee Regional Dispatch Representative Brian McEarchen. Representing the press for yesterday's meeting was yours truly.

At 1:30 PM, Vice Chairman of the Gogebic County Enhanced 911 Committee, Jim Loeper, called the meeting to order. The first order of business for the Committee was to approve the Agenda. Loeper told the Committee that he would explain under "Office" on the Agenda why the Agendas weren't sent to Committee members as promised. He also added another item to the docket, "Request for Membership." The Committee voted unanimously to approve the Agenda, with the additions as presented.

Approval of the Agenda & Minutes

After approving the Agenda, the next order of business was supposed to be "Approval of the Minutes from the July 6th 2009 Meeting." Loeper overlooked the item and was later reminded that action needed to be taken. Towards the end of the meeting, the Minutes were unanimously approved as presented.

Citizen's Addresses

The next item on the Agenda was "Citizens wishing to address the committee." Loeper asked if there were any citizens wishing to speak. There were none.

Coodinator Report

Budget - The County's 911 budget at the end of July was $56,665.24. Loeper explained that the increase in revenues had to be placed somewhere within the budget. He said budget amendments were made to "travel" and "supplies," and there was still a considerable amount of money that needed to be placed. He said the remainder of the fund was placed under "contractural services." He explained that those funds can be rolled over at the end of the year, and that they didn't need to be expensed.

Scott Erickson explained that the City of Ironwood places excess funds in a fund balance. Loeper explained that, according to the County Treasurer income has to appear within the budget -- it can roll over -- but it needs to appear in the budget.

The Committee unanimously voted to accept the budget.

Prices for Consultants

At the previous 911 meeting Scott Erickson proposed that the Committee seek the advice of an independent consultant to determine which dispatch options were in the best interest of the County. The Committee voted to seek RFPs from consultants who were qualified to study the situation.

Loeper explained that RFPs (requests for proposals) to investigate, determine and evaluate the pros and cons for Gogebic County to have emergency services dispatched at one of three locations: (1) continue dispatch at Negaunee; (2) move dispatch to Iron County, Michigan ; or (3) move dispatch to Gogebic County, were made.

The requests asked that consultants develop cost estimates as well as operational, and technical considerations to contrast and compare the three options of dispatch location and service.

This task would require site visits to Bessemer, Crystal Falls, and Negaunee to conduct interviews, collect data/information and make visual observations. The RFP also required that the consultant prepare draft findings of pros and cons (not including any recommendation) in report form and review the information with the County staff.

Two bids were received to date. One was from PSC Alliance, Inc. of Minneapolis, Minnesota for $20,608.50. The other was from Paul M. Rogers of Charlotte, Michigan for between $4,120.00 (low range) and $5,520.00 (high range).

Loeper explained that J.R. Kimball was also presented with an RFP, but they are yet to respond. Loeper explained that Iron County would be in their new center by the first of September.

Loeper told the Committee that he also included in the member's packets a proposal from El-Com Services, Inc. of Marquette, for radio equipment and other expenses should the County move to Iron County dispatch. The total cost, according to that estimate would be $21,620.00. He told the Committee that these costs have not been put up for bids yet and that the estimate was informational only.

Also included in the member packets was an email message from Stephen K. Smith, E911 Operations Manager for AT&T Global Services, which was a cost estimate for moving 911 trunks to Iron County. According to the estimate, the cost to move one 911 trunk is $250.00 and the cost to move the NCM/Make Busy circuit is $450.00. Since Gogebic County has three 911 trunks and one NCM Circuit, the total cost would be $1,200.00. Loeper indicated that he hasn't gotten an actual cost estimate for the 911 lines, but he expects to get that shortly.

The Committee unanimously voted to table the issue until the next meeting. This will allow enough time for the other bid to come in, and it will give the members a chance to fully examine both bids received thus far.

Office

Loeper apologized to Scott Erickson for not getting the agendas out like he promised. He explained that his computer got a virus and it was taken in for repairs. The shop said he would get the computer back on Thursday night... it was still not done, and at 4:00 in the morning he received a phone call notifying him that his office was flooded.

According to Loeper, everything in his office was water damaged, including laptop computers.

Request for Membership

Loeper told the Committee that IPSD Director Bob Erspamer called him to let him know that he received an email from IPSD Officer Brandon Snyder. The email said:

"I am wondering what it takes to become a member of the 911 committee. I am very interested in being a part of this ongoing battle. I see politicians, brass, dispatchers (worried about their own jobs), firefighters, etc. on this board, but I do not see any ROAD officers. I would like to try and be a voice of road officers that deal consistently with dispatch and whose lives lie in the balance. Please send this to whomever you need to , or reply with your opinion."

Loeper explained that he enclosed the email in the member's packet so that the Committee could discuss the issue and consider Snyder's request.

Snyder introduced himself, "My name is Brandon Snyder. I've been a public safety officer here in Ironwood for almost seven years. I guess my request is just to have the road officers have a voice. I see politicians. I see brass. I see community leaders, but I don't see road officers. I thought that I could be a partial voice for some of those people."

Loeper asked Snyder if he would be representing road officers from throughout the entire county or if he would be representing only Ironwood Public Safety road officers. Snyder indicated that he'd be happy to represent both.

Mike Peterson suggested that road officers should already be represented by the chief or director of their department. Bob Erspamer pointed out that the County already has a dispatcher on the committee and she represents the County personnel.

Loeper explained that Sue Cestkowski was added to the Committee because Gogebic County is the secondary PSAP and the Committee felt that someone from the secondary PSAP operations should be part of the Committee.

Erspamer pointed out that the Sheriff should be Sue's voice if the Committee is going to be consistent. Scott Erickson pointed out that Snyder's request was not solicited by the City or by anybody else. Brandon simply had a desire to be a part of the Committee to let the Committee know the concerns of officers who routinely work with the 911 system.

Snyder explained that he toured both the Iron County and Negaunee facilities.  Sheriff Sanders said he knows Snyder and he respects him. But he suggested if Ironwood was going to have a road officer on the Committee, then each of the jurisdictions should likewise have personnel representatives.

St. Horn of the Michigan State Police, said he would have no problem with Officer Snyder being on the board. He explained that he was once a trooper and being on the road, often road officer's concerns were not heard.

Loeper pointed out that the Committee's by-laws gave the Committee members the right to accept or reject virtually anybody for membership. He explained that the liberal policy was deliberately incorporated into the by-laws in case any single department or individual person might be able to bring a special perspective to the Committee.

Don Bennets expressed concern that the City of Ironwood may be getting an unfair amount of representation on the Committee.

Mike Peterson attempted to read the by-laws of the Committee. Louise Demasi interrupted asking how many people were on the original Committee. Loeper explained that he did not know because if was an advisory Committee at that time. It was pointed out that the original Committee had 13 members. Then Demasi asked how many people were on the current Committee. "If you'd let me read it, I'd tell you!" Peterson stated.

911 Secretary Giackino told Demasi there were 20 members on the Committee at this time.

Peterson then began reading the by-laws to the Committee. The by-laws basically state that representatives of all 9 jurisdictions throughout the County should have one representative. According to the by-laws, however, anybody can be added to the Committee by a majority vote of the Committee members.

Loeper suggested that Snyder be allowed to join as a road officer representative. He asked Snyder if he would be willing to hold meetings with other road officers throughout the County so that he could adequately represent all road officers. Snyder said he would be happy to be the voice of road officers and he would certainly hold meetings to hear their concerns.

Mike Peterson asked Snyder what issues the road officers have considering the only real issue before the Committee at this time is who will be dispatching County calls. Snyder explained that choice of dispatchers is an issue that is very important to those people who deal with the dispatchers day-to-day. Road officers are very dependent on the quality of service provided through dispatching. The quality of dispatching services could mean the difference between life and death for road officers.

Brian McEarchen pointed out that 80% of dispatched calls are related to law enforcement, 15% are emergency medical service calls, and 5% are fire related, so he felt that it was not unreasonable to have law enforcement officers well represented on the 911 Committee.

Loeper suggested that the issue be tabled until the next meeting. This would allow Brandon Snyder an opportunity to organize the road officers and hold a meeting to discuss their concerns. Sanders officially made a motion to that effect, it was seconded, and the Committee unanimously agreed to table the issue until the next meeting.

Negaunee Regional

Loeper indicated that he had received a hard copy of the newest agreement with Negaunee Regional Dispatch, however, due to the flooding in his office, the document "was all wet." Loeper said he called to request a duplicate copy or have the document emailed to him, but he hasn't received a return phone call as of Monday's meeting.

Loeper told the Commission that the agreement was basically the same as last year's agreement. He said the only item of concern he had with the document is the $5,000 Equipment Fund charge. Every County that participates with Negaunee Regional contributes $5,000 to an Equipment Fund that helps to finance repairs and improvements to the various911 systems, as needed. A fiduciary, Ontonagon County, will be created to hold the funds so that they can be made easily available in the time of need.

Loeper questioned what would happen to the County's contributions if Gogebic County left the Negaunee Dispatch system. He said he has addressed the Corporate Counsel with the issue and he is waiting to hear what they advise.

Tom Gerovac asked Loeper how long the Gogebic County Enhanced 911 Committee has been paying the $5,000 fee. Loeper explained that it was initiated in 2006, and that each participating county more than likely has a $10,000 fund balance. (The first year's contribution went toward the purchase of a new CAD system.)

Brian McEarchen pointed out the reason why the fund is non-fundable. He used the CAD system as an example. If six counties collectively pitched in $200,000 for a new CAD system, and one county suddenly decided to pull out of the Negaunee Dispatch service, how do you give that county 1/6th of the CAD system?

Erspamer said it's one thing talking about expended funds, but he wondered by Negaunee would be able to claim unused funds without refunding them to any county that left the system. McEarchen explained that it was important for the Negaunee Regional 911 Board to know what money was available at any given time should a necessary repair or improvement be required.

Loeper promised he would get the hard copy of the latest contract out to the members as soon as he received it, and no action would be taken until the next meeting.

At the end of June, Loeper requested that Negaunee break down Gogebic County calls by ESN (Emergency Service Number) to determine what areas (jurisdictions) generated the calls. McEarchen told Loeper that AT&T can only provide information for various "zones" in Gogebic County, not individual ESNs.

State 911 Committee

Every county is required to update their Final Plan. Loeper included in the Committee member's packet a preliminary draft of a Final Plan that was drafted and made available to the counties. Loeper asked that the Committee members please review the plan and be ready to address it at the next meeting.

800 MHz Radio's

According to Loeper, because of the flood in his office, the battery conditioner; the bank charger; and five 800 MHz radios were destroyed. Loeper explained that the water damage was a result of ongoing construction to the building. A new air exchanger was being installed on the roof, and the temporary cover on the vent was swept away by the wind and rain infiltrated the building. Most of the damage was to Loeper's office, but there was some damage to the juvenile and drug rooms. Loeper indicated that the ceiling in his office collapsed and that over an inch of water was on the floor when he arrived. Insurance should cover the damages, Loeper said.

Other Matters

Mike Peterson asked why the AT&T surcharges didn't appear on AT&T bills this month. Loeper said he contacted AT&T and that will be corrected soon.

Peterson also reminded Loeper that the minutes for the last meeting were not approved. Loeper took a vote and the Committee unanimously approved the minutes.

Peterson asked about the MPSC litigation. Loeper indicated that nothing has changed in that litigation, and the current wait is for the Court of Appeals to establish a court date.

Scott Erickson asked Loeper if he had a chance to discuss with Iron County the difference between the number of actual calls and the number of incidents. Loeper said he talked with Iron County and they were well aware of the difference and they said it wouldn't be a problem for them to handle the increase call volume.

The date, time and place of the next meeting will be announced. After just over an hour, the meeting was adjourned.