WASHINGTON PARISH COMMUNICATIONS DISTRICT

Minutes for December 7, 2004

A regularly scheduled and properly and advertised Washington Parish Communications District Board meeting was held on December 07, 2004, at the E-911 Planning Office located at 1007 Cleveland Street.

Members present were:            Mr. James Coleman                        Chairman

                                                Mr. Mike Stogner                            Vice-Chairman

                                                Mrs. Cynthia August                       Secretary

                                                Mr. Joshua Bridges

Members absent were:            Mr. Gary Fenner                               Treasurer

                                                Mr. Mike Miller

                                                Mr. Jason Verret

Others present were:               Mrs. Joanna Thomas                           Manager

                                                Mr. Kenny Gatewood                        Attorney

                                                Mr. Brett Cormier                              Gage Telephone

                                                Mr. Ron Bloom                                  GeoComm

Chairman Coleman called the meeting to order at the appointed time of 6:00 p.m.

Mrs. August opened with prayer and the pledge of allegiance to the flag of the United States.

ROLL CALL OF BOARD MEMBERS

Mrs. Thomas called the roll. The results of that roll call are recorded above.

READING OF THE MINUTES

Chairman Coleman called for a motion to dispense with the reading of the minutes of November 09, 2004, since they were mailed out to each member prior to this meeting.

Mr. Stogner made the motion to dispense with the reading of the minutes. Mr. Bridges seconded the motion. Motion passed by a unanimous vote.

Chairman Coleman asked if there were any deletions, corrections or additions to be made to the minutes of November 09, 2004.  Mrs. August made the motion to accept and approve the minutes as written and mailed out. Mr. Bridges seconded the motion. Motion passed by a unanimous vote.

MANAGER’S REPORT

I have been active during the month of November with both the normal daily operational issues of the office plus supporting our special projects. First, let me report on the daily operational issues:

All PSAP’s have been equipped with their new equipment and the new equipment is working well. We are doing the wireless tower testing for Cingular and Sprint this week.  Ron Bloom from GeoComm will report on the progress of this project a little later during the meeting.

I go over to the Sheriff’s Department on almost a daily basis to check on the performance of our system. There are presently no equipment performance issues. A malfunctioning FAX card has been repaired.  Mr. Coleman will give a report on how the system possibly saved a life this past weekend.

The personnel committee reviewed all applications for the filling of Ms. Culpepper’s vacated position and picked two finalists, whom they subsequently interviewed last week. The committee will give a report tonight on their recommendations. Mr. Fenner suggested that to simplify accounting, we ask the new person to start on Monday, December 13, which will be the beginning of a new pay period.

Ms. Culpepper’s last day will be on December 17^th . Ms. Culpepper came into 2004 with 12 sick days available, of which she has taken 14 days as of today. She came into 2004 with 10 earned vacation days, of which she has taken 5 days.  Therefore, as of today, she has 3 vacation days remaining after the excessive sick day adjustment.  In addition, since vacation days are earned in one year for use in the next, Ms. Culpepper is entitled to an additional 5 days of vacation, which have been earned this year,  after all adjustments.  In total, as of December 17^th, we should reimburse her for 8 days of vacation.

The accounting system is working well Mr. Fenner and I continue to input the monthly financial data.

This has been an interesting and productive month for our office. I would like to thank the board for their support and inputs.

Chairman Coleman asked for questions or comments on the Manager’s Report, and hearing none, asked for a motion to accept and approve the report as written. Mr. Stogner made the motion to accept and approve the Manager’s Report as written, and Mrs. August seconded the motion.  Motion passed by a unanimous vote.

CHAIRMAN’S REPORT

I’m happy to report that the progress of the Commission has been excellent over the past month and that the day to day issues of the Commission have been effectively handled in the office.

PSAP Equipment Modifications

The Franklinton Police Department’s new building has been placed into operation.   Our equipment is operating appropriately. The CML equipment which was in their old building has been placed in maintenance spares.

Other Issues:

We have completed our monthly PSAP report to all agencies, and I have a copy for your review.  This report is in abbreviated format, but will return to its normal format for the month of December.

Our report of accomplishments as related to the Settlement Agreement has been sent to the government for their review of the system’s first 90 days of operation under the agreement.  A response has not been received as of yet.

It is my understanding that our office building has been sold.  To facilitate this sale, I have signed a release from our old lease on 1005 Cleveland St., on the advice of counsel.  Kenny will be maintaining communication with the new owners to protect our interests as it relates to developing a new lease and may wish to comment on this tonight.

Mr. Fenner and I have reviewed the projected revenues and costs for next year and based on those figures, prepared the 2005 operating budget which I have attached for your review.  It is requested that the board consider this budget tonight.

The Personnel Committee has met with two of the candidates for our open, full time position and will be making a recommendation to the board for action tonight. 

In order to bring our Polices and Procedures up to date, and reflect changes that have occurred over the last two years, it is requested that the board consider these changes tonight.  If approved, an up-to-date document will be available for new employees. 

The recommended changes are as follows:

The following summarizes the progress of our various special projects:

Map Development

Map development continues forward.  As per the board’s approval at our last meeting, weekend temporary help has been started to help insure that progress continues during our new full time employee transition period.  Don Skinner of the Franklinton Fire Department is working with us on a contract basis for approximately three months.  Approximately 12 hours per week is being devoted to this work.

Phase 2 Wireless Implementation

The wireless Phase 2 implementation team continues to work with the carriers to manage their implementation efforts.  Verizon and Nextel have been brought on line with exceptional accuracy of data.  Today we are testing Cingular and Sprint. AT&T has been tested, but they have some more work to accomplish before we can approve their system startup.  I have asked Ron Bloom from GeoComm to give us a brief review of this process a little later tonight.

Dispatcher Mapping

The dispatcher mapping system, working in conjunction with our Phase 2 wireless implementation, recorded its first documented location of a person who needed medical attention, but was unable to inform the dispatcher of his address.  This occurrence has been documented in the attached Press Release of December 6, 2004.

Public 911 Education

Our 911 web site continues to be updated with technical and additional data of public interest.  I am encouraged by supportive remarks about the information on the web site.  Since inception it has been visited by 543 users and has had 3,300 page hits.

Conclusions

Our agency is making much progress to improve 911 communication services in Washington Parish. 

I would like to thank both the board and the staff for their hard work on the many complex challenges currently facing us.

Chairman Coleman asked for questions or comments on the Chairman’s Report, and hearing none, asked for a motion to accept and approve the report as written. Mr. Stogner made the motion to accept and approve the Chairman’s Report as written, and Mrs. August seconded the motion.  Motion passed by a unanimous vote.

COMMITTEE REPORTS

Personnel Committee

Mrs. August reported on the review of the applicants for our open position. There were a total of 13 applications taken by the Louisiana Job Works office in Washington Parish.  Testing in Mathematics, Reading Comprehension, Mapping, Typing Proficiency, and Computer Spread Sheet Proficiency were then administered.  Two applicants made it to the final board interviewing process, based on their scores, initial interviewing by the Manager, and a review by the Personnel Committee,.  Mrs. August stated that it was the recommendation of the Personnel committee to hire Ms. Rachel Marco at the starting rate of $18,000 a year, to take the position of  Mapping / Administrative Assistant.

Mr. Stogner made the motion to hire Mrs. Marco at the starting rate of $18,000 a year, in the position so recommended. Mr. Bridges seconded the motion. Motion passed by a unanimous vote.

TREASURER’S REPORT

Due to the absent of Mr. Fenner, Mrs. Thomas reviewed the financial statements beginning with the current assets.  She then reviewed the balance sheet, both assets and liabilities, followed by the income and budget statements. She then reviewed the check registration, cash receipts, the account reconciliation statement and the 911 funds statement with cash disbursements, and the proposed 2005 Budget.  Mrs. Thomas asked if there were any questions or comments regarding any of the financial statements and Budget.

Chairman Coleman called for questions or comments on the Treasurer’s Report and 2005 Budget.  Hearing none, Chairman Coleman called for a motion to accept and approve the Treasurer’s report, all the financial statements, the checklist, and the 2005 Budget.

Mrs. August made the motion to accept and approve the Treasurer’s report, all the financial statements, the checklist, and the 2005 Budget.  Mr. Bridges seconded the motion. Motion passed by unanimous vote.

OLD / NEW BUSINESS

Mr. Gatewood stated that he had spoken with the new building owner, and that the owner requests that we continue on a month to month basis at this time. Mr. Gatewood also requested that the board consider the ratification of an agreement to let Mrs. Johnson out of her part of the previous lease agreement and the purchase of the office furniture with the exception of the desk in Mrs. Thomas’ office.  Mr. Bridges made the motion to ratify the cancellation of our lease agreement and to offer Mrs. Johnson $ 500 but not to exceed $ 1000 for all the furniture in the office (Mrs. Thomas’s desk excepted), to be negotiated by Mr. Gatewood.  Mr. Stogner seconded the motion.  Motion passed by unanimous vote.

Mr. Gatewood also commented that he received a very complimentary letter from the US Attorney General’s office on our organization and it’s accomplishments as they relate to the Settlement Agreement.

Mrs. August made the motion to make the recommended changes to the Policy and Procedure manual.  Mr. Stogner seconded the motion.  Motion passed by a unanimous vote.

A motion was made and passed to sign the letter of engagement with Mr. Durden for the year end compilation report. Mrs. August seconded the motion. Motion passed by a unanimous vote.

Mr. Ron Bloom of GeoComm reported on the cell phone Phase I and II testing. He stated that the testing was coming along good with Cingular’s accuracy being as close as 20 meters. Out of the four towers for Cingular that were tested, two towers passed for Phase I and II calls.

There were some issues with the Sprint testing so Sprint will be tested at a later date.  Testing is expected to continue in January.

Chairman Coleman complimented GeoComm and Gage on a job well done. Gage is the single point of contact if problems arise with either landline or wireless telephone systems.

Chairman Coleman called for any additional comments or questions from the members of the board.  Hearing none, he called for a motion to adjourn the meeting.

Mr. Bridges made the motion to adjourn. Mrs. August seconded the motion. Motion passed by a unanimous vote.  Meeting adjourned at 7:30 PM.

As recorded by: Mrs. Joanna Thomas.

Approved by:  ___________________________________

                               Mrs. Cynthia August, Secretary