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HomeMy WebLinkAboutEmergency Management 07-14-09 i AMENDED NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY EMERGENCY MANAGEMENT AND COMMUNICATIONS COMMITTEE JULY 14, 2009 9:00 a.m. Cor1rrrrittee will rrreet at the St. Croix Corrqy Government Center, Corrnnunity Boom CALL TO ORDER ROLL CALL APPROVAL OF MINUTES OF PREVIOUS MEETINGS DATE OF NEXT MEETING OLD AND NEW BUSINESS 1. Emergency Service Agency Representative's Concerns and Issues A. Sheriffs Dept. B. Municipal Law Enforcement C. Fire Services D. EMS Services E. Public Health 2. Named Streets vs. Numbered Addressing in Townships 3. Radio Base RFP Selection Committee 4. Government Center Payphones 5. City Watch Activity Report 6. Emergency Communications 2010 Budget 7. Emergency Communications Capital Outlay 8. Emergency Management 2010 Budget 9. Emergency Management Capital Outlay 10. Director's Report - Emergency Management A. OJA Audit B. Parks Department Training for Summer Employees C. Disbursement of 2007 Storm Damage Reimbursements 11. Director's Report - Emergency Communications A. Hudson Radio Shack Update B. State Budget: Police and Fire Protection Fee 12. Committee Chairman's Comments ADJOURN (Items may be taken in different order) ** Additions /Changes /Corrections Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 7/9/2009 1:39 PM MINUTES — OFFICIAL Emergency Management and Communications Committee JULY 14, 2009 PRESENT: Roger Rebholz, John Borup, Julie Speer, Dave Ostness, John Mortensen - County Board; Jack Colvard — Emergency Management; Casey Swetlik, Steven Bahneman, Terry Andersen - Emergency Communications; J. Shilts, J. Klatt — Sheriff's Dept.; C. Nelson — EMS Representative; Doug Briggs — Municipal LE Representative; Ed Thurman — Public Health; Carlene Jensen — Salvation Army; J. VanderWyst — NR Fire; B. Budrow — Planning & Zoning; Art Feyereisen — Troy Township; Tim Foster — Town of Hudson; Greg Timmerman — County Corporation Counsel; Jeff Vogt — Roberts /Warren Fire & Rescue; Mike Moody — RF Fire; Jeff Rixmann — RF EMS; Jim Lund — EauGalle Township; Jeff Nelson — PSC Alliance. Chair Borup called the meeting to order at 9:00 a.m. The June 16, 2009 Minutes were approved on an Ostness /Mortensen MOTION. DATE OF NEXT MEETING: AUGUST 11, 2009 AT 9:00 a.m. LOCATION: TO BE DETERMINED EMERGENCY SERVICE AGENCY REPRESENTATIVE'S CONCERNS AND ISSUES A. Sheriffs Dept. — Nothing B. Municipal Law Enforcement — Nothing C. Fire Services — Nothing D. EMS Services — Nothing E. Public Health — Thurman stated they are still monitoring the H1N1 situation. There are 16 cases in St. Croix County. NAMED STREETS VS. NUMBERED ADDRESSING IN TOWNSHIPS Swetlik opened this discussion stating the need for uniformity in naming of roads for emergency services responses. He stated that the intent of the discussion was to look only at new roads looking to be approved after the ordinance was passed. It was not the intent to force Townships to rename existing roads. Timmerman stated that the County can adopt an Ordinance for rural roads when there are same named roads. The County Statute trumps the Town's authority if an Ordinance would aid in Emergency Service Agency services. Timmerman stated that possibly an Ordinance could be written pertaining to similar named roads. Swetlik explained his department complications: Common -Named Roads, Unique Spellings, and Common Spellings, along with a handout. Discussion was held. Shilts, Klatt, Briggs, and C. Nelson, the EMS Chiefs (via EMS Rep.), J. Rixmann support the Grid System along with VanderWyst, M. Moody, and J. Vogt. Rixmann informed that Townships in Pierce County have street signs with the number and old street name on them to help with emergency service response as well as respecting what homeowners have as their old road name. In conclusion, a Rebholz /Speer MOTION was made that from this point forward, the number system will prevail on all new roads and developments. No opposition. Swetlik was asked to work with Corporation Counsel as well as Planning and Zoning to draft an ordinance for consideration. RADIO BASE RFP SELECTION COMMITTEE Swetlik introduced Jeff Nelson, the Engineer for this project. Swetlik explained that three vendors submitted bids and all vendors were over the budgeted amount. Swetlik explained that the radio bases are 15 years old, are no longer supported by the manufacturer, and are not Narrowband as mandated by 2013 by FCC. Swetlik explained the different objectives of this project, along with a handout. Swetlik explained that the lowest bid which met the RFP specs was from a company called ANCOM. The ANCOM bid is approximately $150,000 over the $369,000 budgeted for this project. Swetlik telephoned M. Pietrick to join the Committee meeting and explain funding options. Pietrick explained that this should come out of the Capital Assets /Improvement Fund. Discussion regarding the Capital Assets/Improvement Fund. A Rebholz /Mortensen MOTION was made to ward this project to ANCOM for a total project cost not to exceed $519,000. Swetlik was instructed to appear before the Finance Committee for their consideration and possible support for the additional funding. Swetlik commended Jeff Nelson's coordination with S. Bahneman and T. Anderson for their work on this project as well as for representing the County's best interests. GOVERNMENT CENTER PAYPHONES Swetlik explained, along with a handout, that the Government Center has two pay telephones for public use. Pacific Telephone has taken over the maintenance of these telephones; Pacific Telephone has informed that the revenue does not match the maintenance costs. Swetlik advised that the County currently pays nothing for the payphones and he has nothing budgeted. Pacific Telephone advised they would now have to charge $60 /month per pay phone. Swetlik suggests taking out these pay telephones and replacing them with wall - mounted telephones for a one -time cost below $100. These phones could then be tied into the Government Center PBX System for no monthly charge. These in -house telephones would actually add services for the public's use. They would have restrictions to prevent long distance calling; however, citizens could call "in- house" as well as local calls with a fee. An Ostness /Speer MOTION was made to move forward on this with a cost not to exceed $100. CITY WATCH ACTIVITY REPORT Swetlik, along with a handout, gave an update. He informed of the departments trained in using of the System, departments using the System, outside agencies trained in use of the System, and outside organizations interested in "Sharing" the System. Swetlik suggested that outside organizations should still be asked to wait until the County can better determine the demand it places on the system. Currently, over 150 calls per day are being scheduled and launched on the system. This eliminates the requirement of having a County employee spend time making all these calls. If this system were extended to outside agencies, Swetlik suggests that the County look at a fee structure that includes training costs. EC 2010 BUDGET Swetlik explained his budget, along with a handout. Swetlik explained that the majority of his costs are personnel; operating costs are lesser. The impact this would have on the 911 center would result in the loss of personnel. Swetlik's impact statement is "the level of service would go down ". Swetlik explained that the "backbone" (number of personnel) working each shift would decrease. This item will be brought before the Committee next month because the staff portion is not included with whole budget yet. EC CAPITAL OUTLAY Swetlik, along with a handout, explained his Capital Outlay items starting in the year 2011 through 2014. EM 2010 BUDGET Colvard presented his budget to the Committee identifying potential 5% and 10% cuts. He reminded the Committee that 50% of the EM budget is grant- funded through the EMPG grant and that this grant has increased $2,000 for 2010. Also, the EPRCA portion of the Emergency Management budget is funded through a grant of approximately $17,000. At this time, approximately 60% of his total budget from the two grants is reimbursed to the County. If he reduces his expenditures, he will lose some revenue. Colvard provided the Committee with a handout showing the revenue amounts for grants that he has administered. Since 2002, $1.2 million dollars has been brought into the County through various grants. EM CAPITAL OUTLAY Colvard explained that in his Capital Outlay for 2010 it includes computers for two years that he can purchase for the Emergency Communications Center through his Computer Grant. The grant is an 80 -20 grant. He will budget $7,500 in 2010 and $2,500 for 2011. Thus the grant will reimburse the County $6,000 of the $7,500 for 2010 and $2,000 of the $2,500 for 2011. DIRECTOR'S REPORT — EM Colvard informed the Committee that OJA just audited two of his grants with no complaints. The Parks Department has requested a HazCom/Awareness Training Class for their employees and Colvard will be presenting the class; it will be held at the Glenwood City Fire Department on July 16th. $196,899.00 will be distributed to municipalities that incurred damages in the August, 2007 Storm from the State Disaster Fund. EM is in the process of distributing the reimbursement checks at this time. DIRECTOR'S REPORT — EC Swetlik, along with a handout, gave an update on the Hudson Water Tower Shack. The remodeling of the shack has been completed. This work will suffice for the next three — five years. The replacement of this structure, because of its current deteriorating condition, will be placed on Building Service's Capital Outlay project list. Swetlik advised that the cell and landline phone tax increase has been diverted to the State's General Fund and relabeled "Police and Fie Protection Fee ". Swetlik stated that the final lobbying efforts to re- direct this money to 9 -1 -1 Centers after two years had failed with a Governor Veto. COMMITTEE CHAIRMAN'S COMMENTS None at this time. The meeting adjourned at 12:00 p.m. Respectfully Submitted, Emergency Mgmt. Administrative Secretary