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HomeMy WebLinkAboutEmergency Management and Communications 04-24-03 X AGENDA ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Clarence Malick, Chairman St. Croix County Board FROM: Chuck Mehls, Chair of Emergency Mgt./Emergency Communications COMMITTEE TITLE: Emergency Management/Emergency Communications DATE OF MEETING: Thursday, April 24"', 2003 TIME: 9:00 a.m. LOCATION: St. Croix County Government Center Community Room CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING OPEN ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS 1. Government Center Telephone System NEW BUSINESS 2. Payment for Street Signs 3. Report of Commo /Command Post van operation 4. 2003 Domestic Preparedness Equipment Grant 5 Director's Report - Emergency Management 6. Emergency Management Bills - March/April 7. Director's Report - Emergency Communications 8. Emergency Communications Bills - March 9. Emergency Service Agency Representatives Concerns and Issues ANNOUNCEMENTS AND CORRESPONDENCE POSSIBLE AGENDA ITEMS FOR NEXT MEETING: ADJOURNMENT (This agenda not necessarily presented in this order) SUBMITTED BY: Jack Colvard, Emergency Management - Phone #386- 4719/386 -4718 Gary Kollman Emergency Communications - Phone #386 -4705 DATE: April 14, 2003 Copies to: County Board Office Committee Members County Clerk News Media/Notice Board Intranet Site MINUTES - UNOFFICIAL Emergency Management/Communications Committee Meeting April 24, 2003 PRESENT: Chuck Mehls, Clarence Malick, Charles Grant, Art Jacobson, Denise Gunderson, Lori Bernard, John Mortensen - County Board; Corey Gaffer — Visiting with Clarence Malick ; Jack Colvard, Vicki Linneman — Emergency Management; Gary Kollman — Emergency Communications; Ron Volkert — Sheriff's Dept.; Craig Nelson — Baldwin EMS; Mark Samelstad — New Richmond Police Dept.; John Coughlin — United Way. Chairman Mehls called the meeting to order at 9:03 a.m. The Agenda was adopted on a Mortensen/Bernard MOTION. After review, minutes from the March 10, 2003 Emergency Management/Emergency Communications Meeting were approved on a Malick/Grant MOTION. DATE OF NEXT MEETING: Thursday, May 22 °d , 2003 — 9:00 a.m. at the Baldwin Ag Center, Baldwin, WI UNFINISHED BUSINESS: 1. Government Center Telephone System Kollman stated that the Emergency Communications department has purchased four new analog phones for use in the government center when needed. Kollman reported that, by direction from the committee at the last meeting, the two pay phones have been disconnected, but will probably take another month before being able to tell if there has been a savings or not. Kollman explained that the County has been paying a consultant to find additional telephone savings. The Committee proposed that Emergency Communications continue to use this consulting service on a month to month basis with a monthly report and to revisit this issue again in six months to see what the savings are, if any. This proposal was passed on a Bernard/Malick MOTION. Kollman explained that the $12,000.00 upgrade has been made to the Government Center's telephone system but did not result in any changes in the problems with the telephone system. There is a Mitel Prime Card, which can be purchased for $3,250.50 to be put into the system to see if it will help correct the telephone system problems. Kollman is to ask Mitel if a demonstration test can be run to see if this will help correct the problems before actually purchasing this card. NEW BUSINESS: 2. Payment for Street Signs Kollman explained that Rush River Township and the Village of Baldwin have a problem with street names being the same and with ranges overlapping. The Township would like to do a three -way split with the costs involved in the changing of these street signs. The three -way split would involve the village, the township and the Emergency Communications Dispatch Center. The Committee decided that it is up to the Townships to pay for the changes and not up to the County. The County would like to take a part in deciding who assigns these street names so that this problem does not happen again in the future. Kollman is to mention to Fodroczi about the Committee's decision on the addressing. 3. Report of Commo /Command Post Van Operation Kollman reported that the usage of the mobile command center in River Falls on April 1, 2003 went very well and that the Emergency Communications Department received a letter of gratitude from the River Falls Police Department on providing the mobile command center for this operation. 4. 2003 Domestic Preparedness Equipment Grant Colvard reported that a pre - application has been submitted to the State for the 2003 Terrorism Equipment Grant. The projected monies that may be available is about $80,000.00. The more exact figure has yet to be determined. 5. Director's Report — Emergency Management Colvard reported that the purchasing of radios, under the $53,250 - 2002 Terrorism Equipment Grant is approximately 90% completed. Most of the radios are in the process of being programmed and then they will be released to the various emergency response agencies throughout the County. Colvard also reported that the first quarterly progress report required by the 2002 Terrorism Planning Supplement Grant has been completed and has been submitted to the State. The grant requires a team of personnel. The team assembled includes representatives from Fire, Law Enforcement, EMS, Public Health, County Board and Emergency Management. Colvard distributed a copy of the letter that he has to submit with the State's required plan of work. The letter summarized the activities that he is required to do and also those elements that he has undertaken as local initiatives. Colvard informed the Committee that the Emergency Management Planning Grant (EMPG) that funds part of his salary and benefits has been increased by approximately $ 8,000.00 this year. Colvard informed the Committee that Vickie Lineman, his secretary has accepted a full time position with the Christian Community Home, in Hudson and her last day will be May 2, 2003. 6. Emergency Management Bills — March/April The bills for March and April were approved, as presented, on a Jacobson/Grant MOTION. 7. Director's Report — Emergency Communications Kollman has applied for a Federal Grant through Senator Kohl's office in the amount of $911,000. The money would be used for the replacement of radio consoles, base station equipment and generators, which are currently in the Capital Outlay Plan. He advised that, at this point, it is uncertain if there will be any funds available and that it would be after the first of the year before anyone will know. Kollman has applied for a $193,000 grant through the Public Safety Foundation of America for the purchase of Phase I and II cellular 911 equipment. We have passed the initial screening process but competition for the money will be intense. Kollman advised that 4 companies attended the pre -bid conference for the microwave project. Bids are due by 4:00 p.m. on May 2, 2003. He expects bids from three different companies to be submitted. Kollman reported that, as previously directed, he sent a letter to the Finance Committee alerting them to the fact that we may have to ask for $12,000.00 in the future to cover the cost of the recent telephone upgrade, which was not budgeted for. 8. Emergency Communications Bills - March The bills for March were approved, as presented, on a Malick/Bernard MOTION. 9. Ememency Service Auncy Representatives Informational Concerns and /or Issues Mehls explained that the United Way Grant for the four defibrillators was resubmitted. Mehls will take this issue to the Finance Committee to get the matching monies for the purchasing of the four defibrillators. Mehls stated that at the May Emergency Management/Emergency Communications meeting he would like to set up an EOC trial version to test equipment at the facility. The Committee would also like to have Craig Edwards, from the National Weather Service, as a guest speaker at the May meeting to discuss community storm ready status. Also, Edwards is to explain how the dispatch center and Chanhassen would work together in a storm situation. Coughlin from United Way told the Committee of a future meeting with WITC regarding the school districts and the need to give the schools information that they can incorporate into their plans. There will be several planning meetings beforehand and Coughlin will keep the Committee informed of the progress and the future date of this meeting. Future Agenda Items Adiournment: The meeting was adjourned at 11:00 a.m. on a Jacobson/Mortensen MOTION. Respectfully submitted, Vicki Linneman, Recording Secretary