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2019-04-23 Meeting Minutes

Click here for a printable version of April 23, 2019 Commissioner's Meeting Minutes.

April 23, 2019
The Board of County Commissioners of Creek County (BOCC) met in Special Session on Tuesday, April 23, 2019 at 9:00 a.m., date and time duly posted.
Item #1: Meeting was called to order at 2:02 p.m. by Chairman, Leon Warner. Roll Call Warner present, Stephens present, and Whitehouse absent.
Item #2: Statement of compliance with open meeting act-Chairman.
Item #3: Commissioner Warner led the Pledge of Allegiance and Stephens Invocation.
Item #4: Introduction of 911 System Participating Attendees Rita Diehl and Joe McGill Creek County Ambulance, Brett Lunsford and Randall Fisher, Drumright Fire Department, Bob Evans, Mannford Fire Department, Bill Lyon and Brian Gooch, Drumright Police, Lucky Miller, Mannford Police, Fred Clark, Joe Thompson, and Bret Bowling Creek County Sheriff, Jason Dobson, Olive Fire Department, Max Cook and Andrew Goforth, Creek County District Attorney's Office, Pete Sellers and Mike Haefner, Sapulpa Police, Tim Quinton, Creek County, Covey Murray, Creek County Emergency Management, Rick Selor, Creek County, David Taylor and Brett Pennington, Sapulpa Fire Department, Joan Riley, Sapulpa City Manager, Gerald Haury, City of Mannford, Carolyn Smythe, Mannford Ambulance, Darita Huckabee, INCOG, and Lance Terry, State 911 Coordinator.
Item #5: DISCUSSION ONLY/NO ACTION regarding the county 911 systems, its current operational, financial, and technical posture, and future challenges to the system. Leon Warner welcomed everyone, let's get started we will be talking about a lot of changes coming down the pike. Where we are today in our 911 system is not where we want to be in the future. We have road maps from other counties, if we would like to follow their path. We have Lance Terry, State 911 Coordinator here today to do a presentation of the future of 911. Terry stated he travels all over the state, as 911 Coordinator discussing the future of 911. He spoke about the creation of 911 Management Authority, then in 2012-2013 the State of Oklahoma seen the need to have a state coordination position. We were a little behind other states that started in the early 90's. In 2016 a house bill was passed creating a 911 management authority, it changed how the funds from 911 were collected and disbursed. Rates changed per PSAP went from $0.50 with a net of $0.48 to $0.75 with a net of $0.67-68.5; you then received .002% of the total collections received from OTC. Then on November 1, 2016 the house bill went into place that changed how the money was disbursed, rather from the addressed location of the PSAP, it went to a population model and we had to hand delivered polygon boundary map and have each review and say this was pretty much their boundaries. Funds went from being locally distributed to state distributed funds in a time frame of two months. In Creek County a wireless 911 vote was passed, which stated the county was going to setup at $0.50 fee on wireless, the county took in the funds and created two accounts that are currently WR911 and 911. There had been many debates within the county to have some agreements as to what that was really intended to be fore. WR911 was for providing the technology. This is fees collected from wirelines, in which we all know are not a thing anymore. The revenue that had been collected from wirelines has gone away. AT&T has been switching customers over from wireless to VOIP system that fee went from $1.25 to $0.75. E911 account is being used by the Sheriff's Office for his dispatch staff. So, the question that keeps coming up with how things are being ran in Creek County of who should be getting the money. It's always been said that whoever is providing the service should get the money, if you have equipment and are receiving phone call then you should receive the money. The problem with that is there are no agreements in place with the new funds coming in. Historically we have always done business with no documentation. No one in here knows what the function is for the new money they are receiving and are probably spending it on things it is not to be used on. I would like to get into my presentation of the Next Generation 911 program and what could look like in Oklahoma. We all know that technology is costs are going up and will continue to go up. The question is what are we going to do with our 911 system in Creek County, continue to operate an analog system that was designed in 1968 or go to an IP base world with multiple uses. There was discussion of different programs that offer, geo safe, mobile cap, cellphones, texting, video capability of receiving that help with pinpointing accurately the location of the caller. This then makes for more efficiency and flows over to the first responders and beyond. The first thing we need you all to do is come up with a formal transition plan for Creek County. You need to be talking to your first responders, legislators, citizens and 911 dispatchers. We are heading to a technology driven world and we need to keep up with quality 911 service being offered to the citizens. There are vehicles now that can call 911, videos are going to be sent to 911, and we have to get out in the front of all this to be able to provide services. The biggest changes will affect the dispatchers, but will make them become more efficient at their jobs to save lives within minutes_ Terry stated that 85% of you in this room do not have a backup plan for your current system; there is no standard policy in place for 911. The analog system will eventually be turned off; there are currently five counties without an enhanced 911 system. GIS standards have been adopted, Oklahoma is working toward theirs. There has been $2.4 million collected for local software and will be approved for allocation in June. July the grants will start opening up that counties can apply for. There is $3.35 million from the State, $2.5 million from federal government totaling over $7.5 million available. You are going to have to join together with other agencies. Currently there are 132 answering points in Oklahoma that is an average of 1 PSAP for every 30 thousand people. The national average is 1 PSAP for every 85 thousand. Pottawatomie County has received a quote for the Next Generation system with a cost of $15,000.00 per month for connectivity for just the core services; they were paying only $4,000.00 for their existing system. That is quite an impact on the budget. There was discussion of the systems being tested in Texas currently and what Kansas is currently using. Terry provided a breakdown to the group of several local counties and how many PSAP's are in place and how they are broken down by population of people per PSAP. There was discussion of how many channels do we need, the standard is 5-8 per single dispatcher. Terry stated we all need to be thinking where we want our 911 system to go in the future and all agree on that goal. Warner thanked Terry for his presentation. This all comes down to what if we do nothing with our current system that would not be a good option. So, I want us all to have input in where we are going to go and how we are going to get there. I want to introduce Darita Huckabee from INCOG. Huckabee stated that she is over 13 jurisdictions that plug into one network, with 1 black box and has a backup. This sends information out to all jurisdictions. There are a lot of folks doing regional sharing. So, with that what happens if we do nothing for the future and continue to provide services that are from the 1990's. Nothing, the world will continue to shift in public safety and the quality that you will offer will not be as good. We want you to get better in that quality of service that you provide. Huckabee discussed some of the current issues that Creek County is having with cellphone calls coming in and pinging off of three different towers, it takes a little long to locate where the caller may be. Tim Quinton is as good of mapper as you can get, but with the new technology that is out there in the next five years you will be able to pin point exactly where they are. In the next 18 months text to 911 will be deployed, the State Board is setting on $4-7 million dollars for folks willing to move where technology is going. We want the right and fastest help to the right person this is our goal. Warner spoke to the group about why now, we are doing okay is probably what most of you are thinking. If we can get out in from of this and come to a common vision to create a 911 Board that would be a goal of mine. I would think the board needs to consist of members from each PSAP, we have road maps from other counties that we can use as a guide, and there is no need to recreate the wheel. There is funding available if we can all come to some agreement as how is our 911 system going to be run. I have provided maps of boundary lines for police, fire and ambulance, along with call data to review. There are a lot of overlaying districts within our area. The County is sitting on $400,000.00 in WR911 funds and the Sheriff has $153,000.00 in E911 funds, we have money coming in for communications and being paid out for communications. The benefit to this is to start thinking of who you might want to represent your PSAP for a board; if that is the way we all want to go. Brett Lunsford, Drumright Fire stated that we have a 911 Board about 10 years ago and things never happened. Stephens stated that the Authority was 15 years ago, there was talk of forming one, but it never came full circle. Lunsford, the issue I see is that we commit to something and the county doesn't come through. Just like the new radios, they are capable of doing so many other things, but we are only going to open a small portion to use. Stephens stated that about 8 years ago the new 800 radios went out and that provided us all to be on system so that we can communicate. We are definitely ahead of where we were 7 years ago. Now, it's time that we get setup for the future of 911. Don Engle, Treasurer asked if a 911 Board is put together, what funding is available to help from the government. Huckabee stated that the funding available is to hire someone to help with getting a plan together with cell share and equipment sharing. David Taylor, Sapulpa Fire spoke briefly about the study that the Tulsa Metro area is doing and the dispatch services being offered in Phoenix. I have been pushing for something like this for a long time. Mike Haefner, Sapulpa Police spoke about the cab system they are spending $3.25 million on this new system, that is top notch and capable of allowing others to hub off the server if need be. Our budget has gone up over the years, and the City continues to give more for dispatchers so that we can operate. There were concerns raised by Brett Lunsford, Drumright Fire and Bob Evans, Mannford Fire with current paging system and other equipment not being able to commutate with anything new. Warner stated we need to lead the charge on the administrative part, if you want to be a part of a board. Warner asked each entity Mannford-yes, Drumright-yes, Ambulance-yes, Sapulpa-yes, I will contact Bristow and find out if they are on board. There was discussion of if a 911 Board was created would the money go to the trust. It was stated that the trust would administer the funds. Haefner stated are we looking at a standalone 911 center, Lunsford, Drumright Fire stated is against that. Huckabee, INCOG stated there are many ways we can create a board and all the details can be talked about and sorted. There was different possibilities discussed and how we may be able to consolidate some PSAP's. Huckabee and Terry both stated we all need to keep an open mind to what this could become, if we start making reasons why it will not work, then we will not be open to possible changes. If you take a step back and see the possibilities of how the new system could help in response time and having better educated dispatcher then you will find a way to make it work. Stephens stated he knows it sounds scary to change things, but we need to take a step back and see how many entities each PSAP is dispatching to already. We need to work together to come up with the best plan for the future of Creek County. Warner stated he agrees if you are all willing to move forward, I will contact you when the next meeting will be scheduled and we can continue discussions on moving forward.
Adjournment: Motion was made by Warner and seconded by Stephens at 3:17 p.m. to adjourn. Vote as follows: Warner - Aye, Stephens - Aye.