Regional Interoperability Executive Committee
Grays Harbor, Lewis, Mason, Pacific and Thurston Counties
MINUTES
Wednesday, October 20, 2010
1:30 – 3:45 p.m.
Grays Harbor E-9-1-1
Aberdeen
Attendees:
Jill Evander, Peggy Fouts, Stephanie Fritts, Craig Larsen, Jim Quackenbush, and
Cindy Bricker
1. Approved Minutes from 6/29/10 meeting.
A motion was made by Stephanie Fritts to approve the June 29, 2010 minutes as
presented. Jill Evander seconded the motion and minutes were approved.
2. FFY11 Homeland Security Grant Program Project Suggestion
IP Feasibility Project Proposal
The Homeland Security Region 3 (HSR3) Committee earmarked $100,000 for the IP
Feasibility Project Proposal. The proposal is pending further project definition, a request
for proposal (RFP) process to determine the actual cost, and confirmation vote of the
HSR3 Committee after the RFP. Any funds not actually spent on the communications
feasibility study will be redistributed to the county-wide working groups per the
population-based allocation formula.
Stephanie Fritts, who attended the HSR3 meeting, discussed concerns Marty Best
shared regarding a Radio over Internet Protocol (ROIP) project in Mason County that
was not successful. The committee discussed how this is another reason why this
feasibility study would be beneficial to the region.
The committee members discussed areas of interoperability they would like covered in
this study. The members don’t want to limit the consultant specifically to Internet
Protocol technologies to accomplish this goal, but should research all technologies
including broadband, satellite, microwave, etc. Grays Harbor and Pacific County PSAPs
are working on a T-1 connection via microwave from Cosi to South Bend. Mason County
is also exploring microwave connections.
The common vision is that field units from Northeast Thurston County to Southwest
Pacific County would be able to communicate with each other and that Public Safety
Answering Points (PSAPs) would be able to communicate via radio to first responders of
another county and share Computer Aided Dispatch (CAD) data when one PSAP
provides back up to another. The radio portion of that vision is the number one priority.
CAD interoperability needs to be taken into consideration, but would be more of a long
term goal. Telephone interoperability between PSAPs will be in place when all phases of
Next Generation 9-1-1 are complete in the next couple of years. The expectation for the
feasibility study would be for the consultant to research the possible solutions to reach
those goals for our region and provide costs for each option to enable the committee to
develop a plan for moving forward.
3. Results of Tactical Interoperable Communications Plan (TICP) Presentations to Fire and
Law Enforcement Agency Leaders.
Cindy Bricker presented the TICP to 6 different Fire Chiefs Associations and Law
Enforcement Associations and 4 individual presentations throughout the region. She
informed agency leaders of the resources available and how the TICP could be a useful
tool in organizing communications for a large incident. She also received input
regarding the type of format that would be most useful.
TICP notebooks have been placed in each communications center in our region, and we
are in the process of distributing TICP notebooks to emergency management agencies.
The preferred format for first responder agencies is electronic access. They also
recommended a TICP notebook for each agency and each communications vehicle. A
condensed TICP Field Guide would be beneficial for command staff, but not needed by
every responder.
Other distribution requests were discussed and it was decided that the following
agencies could have access to the TICP: Washington State Emergency Management
Division (Radio Room), Washington State Patrol (WSP) Dispatch Centers serving our
region (Bremerton, Tacoma, Vancouver), WSP Field Operations Bureau (Shelton), and
Lewis County Incident Management Team. Olympic Ambulance had requested a copy,
but the committee determined that an ambulance company didn’t need access to the
TICP because they wouldn’t be coordinating communications.
The committee discussed the possibility of placing the TICP document on the HSR3
website with a password for first responder agencies to access, but it was decided that it
would be too difficult for agencies to remember the password. The committee directed
Cindy Bricker to send the TICP as an e-mail attachment to the fire and law enforcement
agency heads with a copy to the Communications Director that serves that agency.
They specified that a message needed to be included to remind the recipient the TICP
contains controlled information that must be treated as confidential, and if someone
else wants a copy, they need to contact the Communications Director. This will also
help to track distribution for future updates so recipients have the most current version
of the TICP.
Cindy Bricker presented cost estimates for printing a notebook for each agency, which
would cost $1800-$3000. The committee decided if an agency wants a printed version
of the TICP, they can print it themselves. She also presented information regarding field
guides. The committee decided the 4 ¼ x 5 ½ pocket sized, waterproof, tear proof paper
would be the best option at an estimated cost of $9.00 each. Cindy Bricker will include a
message in the e-mail to the agencies to find out how many field guides they would
need for their command personnel. Once we have the numbers, we will look for
funding options.
Cindy Bricker reported on some other comments that came up during the presentations.
Some agency chiefs would like to become more involved with the Regional
Interoperability Executive Committee. The committee asked Cindy Bricker to send out
e-mails with agendas and minutes to those who have expressed interest in attending.
Another suggestion was to include amateur radio information in the TICP. Cindy Bricker
has already started to gather that information from the agencies in our region and will
develop an amateur radio section in the next TICP version. The other item that was
mentioned at one of the presentations was that the TICP seemed like more of a
“resource guide” rather than a “plan,” and they wondered if the title of the document
should be changed to reflect that. The committee decided to stay with the TICP title,
because that is how it is referenced on a national level, and if we needed federal
assistance and our TICP was requested, there wouldn’t be confusion surrounding the
name of the document.
4. Update on Status of Workgroups – Cindy Bricker
a. IT Tech Workgroup
 Last Mile Network Demonstration – The IT Tech Workgroup and some of the
Radio Techs participated in the demonstration. The system uses IP-based
technology to integrate satellite, radio, telephone, video and data
applications. Last Mile uses a Galaxy satellite system, which is reliable and
economical. They pay a set amount per month, then if there is a big event,
they pay for the extra usage. The Makah Indian Reservation is considering
Last Mile Network technology for their remote communications that can be
run on a generator. Cindy Bricker provided this information to the Quinault
Nation, as they have a similar situation. State EMD uses Last Mile technology
for routing telephone calls to/from their EMD headquarters. In the IT
meeting, David Taylor said the satellite deployment was well thought out,
but there are other gateways that are better. The system could be installed
in PSAP as a secondary dispatch. In order to connect a PSAP to another
PSAP, static VPN tunnels over internet, linking the five PSAPs together, was
discussed. Microwave connectivity already exists between Thurston and
Lewis. This is where the discussion turned to a need for a feasibility study
regarding internet protocol.
 ECC Mobile Software - The IT Tech Workgroup also discussed ECC mobile
software as a possible CAD solution for PSAP backup capabilities as a quick fix
while we wait for a better solution. This would be beneficial if the phone
lines were down, but internet was functioning. This approach would help
four of the counties, but not Thurston, since they are the main hub. This
solution would only work if Thurston had internet service operating at the
time. Each center would require a dedicated laptop and use CAPCOM’s
Tiburon software. The RIEC thought it would be better to develop an ACCESS
database or EXCEL spreadsheet and create forms that the dispatchers would
fill out on the computer, rather than handwritten on paper. This information
then could be exported to a spreadsheet or possibly uploaded into a CAD
system. The committee would like the Supervisors Workgroup to develop a
generic form/template that would be useful and then have the IT Workgroup
determine if it is feasible.
b. Mapping Workgroup – Regional Map
The Mapping Workgroup has found a no cost solution (other than their time) using
ARC GIS technology. Mason County has ARC GIS Publisher and is willing to transfer
data from each county and publish as a regional map. They are currently working on
address locators and demonstrated that ability at their meeting yesterday. Input
from Kelly Ditrich and Richard Garmin (Telecommunicator representatives) was
helpful in keeping the application simple, yet useful. The mapping tool will have the
ability to search for an address in entire region or a specific county in order to assist
PSAP staff in determining proper response agencies, when providing backup to
another PSAP. Estimated time for the map to be ready for PSAP use is Spring 2011.
The RIEC would like a demonstration of the map prior to installation in the PSAPs.
c. Radio Tech Workgroup - VTAC Grant Project Manager
Cindy Bricker met with Sandy Johnson, HSR3, who recently went through the
process for RFQ for a project manager on a regional project. Sandy shared her
documents and described the process, which took about 3 months. Cindy Bricker
will develop a rough draft of the RFQ for Radio Tech Workgroup to review and will
meet to drill down on what needs to happen from their perspective, then RIEC will
review it before it goes out for bid in January. The reason for waiting until January is
Thurston Communications, the lead agency for the project, is going through a
transition from a county agency to an independent government agency, which could
cause some issues with the contracting process. The change will take place in
January 2011.
d. Supervisors Workgroup
 Status of recommended actions from PSAP exercise.
Most of the recommendations had been completed by the end of June. One
of the outstanding recommendations was to contact Qwest to research how
a transfer of 9-1-1 calls would work and what Qwest would require in order
for an agency to request a transfer of behalf of another agency. Cindy Bricker
received an e-mail from Markus Volke with Qwest stating that each PSAP
needed to update their profiles to denote which PSAP would be the
preferred backup PSAP. The committee determined the following order of
backup preference:
Order of Grays
Lewis
Mason
Pacific
Thurston
Preference Harbor
Thurston
Thurston
Thurston
Thurston
Lewis
1
Lewis
Grays Harbor Grays Harbor
Grays Harbor
Mason
2
Mason
Mason
Lewis
Mason
Grays Harbor
3
Pacific
Pacific
Pacific
Lewis
Pacific
4




Cindy Bricker will send the table to Qwest to be added to the agency profiles.
Another recommendation from the exercise Improvement Plan was to find
out if Qwest has other forms of communication (besides telephone) to
request these transfers. The committee determined that this is not
necessary, because the operating PSAP would be able to make the necessary
phone call to Qwest. It was also suggested that a direct dial phone number
be added to the standard operating procedure in case the 800 number was
unreachable.
Emergency Resource Personnel, Government and Non-governmental
agencies contact list.
The Supervisors Workgroup will continue to work on this project.
Continuity of Operations Planning
Cindy Bricker stated that rather than start by meeting with the Supervisors
Workgroup to begin the COOP planning process, that she should meet with
each director because each facility has different needs and abilities, then
come together to determine backup capabilities that would be shared as a
region. She reported that she has gathered information and COOPs from
other agencies over the past several months, but needed to review the
information to glean what would be of assistance. The committee suggested
a COOP workshop, where they can learn more about the process and have
the opportunity to discuss mutual aid agreements and define goals for
working together through this process. Then they would like to bring
together the workgroups to gain the big picture idea and understand their
role in the planning process. They also asked Cindy Bricker to research what
documents would need to be in place prior to (and during) an emergency in
order to obtain FEMA reimbursement.
Monthly PSAP Communications Testing
Overall, the monthly testing is going well. As issues come up, we are able to
work through the technical difficulties. The practice has been great and staff
is getting used to different forms of communication. Directors would like to
know if their staff is not reporting and would like the final report that
includes all PSAP responses each month.
Scheduling concerns
Scheduling the Supervisors Workgroup meetings have become more difficult
lately. Due to varied shift schedules, it’s hard to find a date where more than
two or three can meet. Some Supervisors have expressed issues with
coverage and backfill. The Directors said they support their staff attending
the meetings and if there are scheduling issues, staff should make them
aware of it and they will make necessary adjustments. It was also suggested
that meetings be scheduled one month in advance.
5. Strategic Plan Update Process
Cindy Bricker will be meeting with workgroups to get their input to discuss at the next
RIEC meeting, then a draft will be sent round-robin style for comment, with official
approval at a future meeting—probably first of next year.
6. Final Report on Projects Completed with Homeland Security Region 3 funding for
Regional Interoperability Coordinator July 1-September 30, 2010.
Due to time constraints the committee members were asked to read the report on their
own.
7. Disaster Information Reporting System (DIRS)
Cindy Bricker introduced information from the FCC website regarding the Disaster
Information Reporting System, which can be used to report communications
infrastructure status and situational awareness information during times of crisis. The
Directors stated they report all 9-1-1 outages to the State 9-1-1 Office, but were not
sure if the state was participating in this federal reporting system. Jim Quackenbush will
be contacting Bob Oenning with State 9-1-1 to find out.