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March 2011 Meeting Pierre 03/18/2011

March 2011 Meeting Pierre 03/18/2011. Agenda Call to order -- Matt Tooley. Roll Call of Members Police Chiefs -- Steve Christensen Sheriffs Organization -- Dave Ackerman Division of Criminal Investigation -- Open

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March 2011 Meeting Pierre 03/18/2011

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  1. March 2011 Meeting Pierre 03/18/2011

  2. AgendaCall to order -- Matt Tooley Roll Call of Members Police Chiefs -- Steve Christensen Sheriffs Organization -- Dave Ackerman Division of Criminal Investigation -- Open South Dakota Game, Fish, & Parks -- Andy Alban South Dakota Department of Transportation -- Greg Fuller South Dakota National Guards -- Dayton Myers South Dakota Emergency Managers Association -- Brad Steifvater South Dakota Fire Fighters Association -- Dennis Gorton South Dakota Association of Health Care Organizations -- Rebekah Cradduck South Dakota Department of Public Safety -- Ryan Mechaley South Dakota APCO/NENA Chapter -- Matt Tooley South Dakota Emergency Medical Technicians Association -- J.D. Geigle South Dakota Department of Agriculture/ Wildland Fire -- Ken Wesche South Dakota Association of County Commissioners -- Bob Wilcox South Dakota Department of Health -- Rick LaBrie Tribal Government -- Larry Jandreau Federal Government -- Bob Fischer Bureau of Information and Telecommunications -- Jeff Pierce Additional Agenda Items Approval of December 2010 meeting minutes --

  3. Old Business 1. 2011/12 Budget discussion -- Pierce a. Through March 1, 2011 (33.3% of FY left) 31% Personnel 37.21% Travel 39.61% Contractual expenses 22.01% Supplies/Materials 92.26% Capital Expenses Total YTD 38% of budget remaining 2. Grant Status. All Grants -- a. Any grants applied for - 3. Digital Radio Infrastructure Updates -- Pierce a. Updates on sites b. System Update Status SRC obtained permission from Commissioner Doll to proceed in examining a lease/buyback option. 4. SCIP update -- Pierce a. Grant funds 5. 700Mhz plan update -- Dravland 6. Rapid City State Radio move -- update 7. Narrowband progress in state -- Pierce 8. Other

  4. System Update • System Updates since Dec. 2010, BIT/SRC Engineering • Worked on Yankton County radio programs, made improvements to help with functionality and usability. • Set up 2 Yankton County vehicles with extenders to enhance coverage in the county from inside buildings. A Third vehicle ready to be installed with extender to be completed soon. • Supplied PD with Trunked Handhelds to test on our system in town and close in areas. • Worked with Lesterville FD on programming radios. • Changed Rx frequency for IR#4 at Yankton site to eliminate interference. Optimized and plotted coverage from Yankton site. • Worked with Jim Vlahakis of Yankton Co SO on radio coverage. • Placed gensets inside at Toronto and Brookings tower sites, reliability greatly improved for starting and running.. With help of SDBP. • -------------------------------- • Gensets placed inside at Hillhead and Herried with SDPB help. Reliability greatly increased for starting and running. • Bowdle genset installed, connected and functional, working well. • Designed new GFP codeplugs. • Installed 100+ radios for GFP and 30+ radios for DCI. • Optimized Faith, White River, Pierre, and Enning sites for maximum Quantar performance and coverage for subscriber units. • Redfield, SD installed new base antennas at Hospital, and worked on Ambulance mobiles.. Performance improved greatly, but yet need better coverage in Redfield, • Next step is to work at Crandall tower antennas to improve coverage. • Installed lights at Snake Butte for SDPB. • Receiving new Cache radios, 81 portables and 14 mobiles. To be programmed and stored at BIT/SRC Engineering sites. • Madison repeater expansion agreement being signed & sent from Motorola to get that project going.

  5. 700 MHZ Update I have reviewed our plan, and am making changes to it, adding committee member names and information, and making minor wording changes. I will next be adding in the frequency plan based on a per county basis. I have reviewed the Montana 700 Mhz plan and have approved it, and will be using it as an additional template to ours.

  6. Results 11-24-10 Results 3-09-11

  7. New Business • Legislative session impact -- Pierce • Funding for system upgrade -- Pierce • Using grant funds to purchase analog radios and pagers -- All • Radio matrix developed. • Motorola proposal • Communications components of 2011 exercises -- Pierce • Travel Reimbursement Forms • Other

  8. System Funding The State of South Dakota has entered into a purchase agreement with Motorola for the acquisition of equipment to upgrade the State Radio trunk system. The main components of the purchase are: • P25 Master Site Network & 52 SmartX Interfaces $3,957,846.00 • (6) New MCC7500 Consoles for future expansion $292,224.92 • (17) MCC7500 Consoles to replace existing consoles $827,970.61 • Upgrades for Minnehaha County $349,992.11 • CCGW's & DACS $590,797.23 • POP25/PDG (IV&D) for Master Site $110,154.38 • NICE Logging Recorder $260,096.75 • Total $6,389,082.00 The purchase will be funded as follows: • $1,000,000 down payment will be made by the Bureau of Information & Telecommunications (BIT) on July 15, 2011. • The NICE logging recorder ($260,096.75) will be purchased by the Department of Public Safety (DPS) with Homeland Security grant funds during fiscal year 2012. • The remainder of the purchase ($5,128,986) will be funded through a lease purchase agreement between the State of South/BIT and Motorola. • The term of the lease is 91 months. • Seven equal payments of $834,324.34 will be due beginning July 15, 2012 with final payment on July 15, 2018. • Interest rate is 2.934%.

  9. Budgetary items: • The $1 million down payment will be made with general funds backfilled by Motor Vehicle funds in the annual general bill amendment to fund state radio operations. • The $1,000,000 represents part of the local share of the state radio system upgrade. • BIT will make the annual lease payments with general funds. The general funds will be backfilled with other funds through the annual general bill amendment to fund state radio operations. • The cost of the annual lease payment will be allocated equally to the Highway fund, Game Fish & Parks fund, and Motor Vehicle fund ($278,108 each). • BIT general funds budget will be increased on July 1, 2011 by $1,000,000 to provide general funds for the down payment. • BIT general funds budget will be decreased in FY2013 to the annual lease amount of $834,324

  10. P25 Project Decision on future of system: • With the network upgraded, theoretically we can support the system ongoing for an extended period. • Do we commit to full migration? a. Potential of competition for subscriber units, how important? b. Do we need to add sites? Can not add any more SmartZone sites. • Future costs/tasks ahead: a. Upgrade or replace recommendation. Many of these radios are 10 years old now. b. P25 software for all radios (Pricing?) Challenge is getting a good inventory & distribution method. c. Development of a standard interim programming template & figuring out how to touch 18,000 radios. d. Development of a realistic timeline to get a, b, c completed. e. Development and programming of a final template for all radios. f. Do we initiate a training program of some sort with the project?

  11. 1: In local government radios Zone 1 should always be the normal working zone for their area. It should contain the channels either digital or analog that are most often used by the agency. More than one zone can be used for local channels if necessary. 2: Following the local zones will be the state wide Interagency Channels. If this is a law enforcement agency it will be the state wide SRC channels and then the Interagency channels. All SRC and Interagency channels need to be entered with the standard abbreviations for uniformity. Note: Some state agencies such as HP and GFP put their SRC, INT and private talkgroups in their radios by areas and HP districts or GFP regions. This provides easy operation and enhances officer safety. They will not need separate zones with only SRC/INT channels. 3: Following the SRC/ INT zones will be the SP OP’s zone. 4: Following the SP OP’s zone will be the VTAC national interoperation channels. 5: In the last zone there needs to always be the TEST TG followed by an analog channel on (155.475) that its channel name designates the date the radio was programmed. This should be V******. Where * is the six digit date in MMDDYY format. Other things that could be done to help standardize radio programming: If we could standardize the naming of talkgroups for each type of entity for each county it would simplify things. For example some counties such as Minnehaha Co have three county fire talk groups while other counties will have a talk group for each small town fire department. If we could say that every county will have a CO Fire 1, 2, & 3 and the only thing that changes is the County name that would simplify things. We could carry that idea over to each type of agency. We also see a lot of variation in what statewide analog channels are called. What most people have called MAID 1 and MAID 2 in most fire radios but are called STATE FIRE 1 & 2 in other radios. This seems like it could be confused with the STATE FIRE 1,2&3 digital talkgroups. So it seems that we should stay with the old MAID 1 & 2 concepts for those analog channels. Also it would be a good time to narrowband these. We see some variations with the EMS analog channels. What is called EMS 2 in most radios is called Brookings Hospital in other radios. A point on this too is that it seems like most of the EMS people would be better served to use our system to talk to hospitals for greater range while transporting patients. Another way that we could standardize things is keep the button and menu selection layouts the same on every ones radios.

  12. Organizational Reports Police Chief’s Assn. -- Steve Christensen Sheriffs Assn. -- Dave Ackerman DCI -- Attorney General -- GFP -- Andy Alban DOT -- Greg Fuller National Guard -- Dayton Myers Emergency Managers -- Brad Steifvater Firefighters -- Dennis Gorton Healthcare -- Rebekah Cradduck Dept of Public Safety -- Ryan Mechaley APCO/NENA -- Matt Tooley EMT’s -- J.D. Geigle Wildland Fire/DOA -- Ken Wesche County Commissioners -- Bob Wilcox Health Dept -- Rick LaBrie Tribal Governments -- Larry Jandreau Federal Government -- Bob Fischer BIT Engineering -- Jeff Pierce Closing Comments Vice-chair -- Brad Steifvater Member at Large -- Steve Christensen Chair -- Gorton Next Meeting: date, time, location.

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