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2018-397-Minutes for Meeting August 02,2018 Recorded 9/24/2018L�OT E S ,CSG ?� ! BOARD OF COMMISSIONERS 1300 NW Wall Street, Bend, Oregon (541) 3 88-6 570 F? de d in Deschl ,tes Ccn_inty CJ2018-397 h�I<ancy Blankenship, County Clerk C:orr�rissioners' Journal 09/24/2018 8:59:25 AM �! 2018-397 Present were Commissioners Tammy Baney, Phil Henderson and Anthony DeBone. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and Sharon Keith, Board Executive Assistant. Several citizens and representatives of the media were in attendance, CALL TO ORDER: Chair DeBone called the meeting to order at 9:01 a.m. ACTION ITEMS 1. 911 Radio Update Present for the discussion were Sara Crosswhite, 911 Interim Director, James Ramsay and Jennine Weber of Harris Corporation, and Joe Blaschka of ADCOMM Engineering. Present via conference call were Project Manager Rick Allen and Brian Beatty with Harris Corporation. Commissioner Henderson made comment about the public media coverage of this issue and his disappointment with method and inaccuracy of reporting in the editorial in the Bulletin. Missed Transmissions: Mr. Blaschka spoke on the missed transmissions and data analysis. Commissioner Baney inquired how the previous system would have performed. Mr. Ramsay is a field engineer with Harris Corporation and reported on the amount of missed transmissions. Efforts of investigations of BOCC WORK SESSION AUGUST 2, 2018 PAGE 1 OF 4 call logging are being focused on the Cline Butte area. Data collected yesterday was shipped to development team at Harris Corporation for analysis. Commissioner Henderson inquired on the reliability issues and Mr. Ramsay will report back because he has not seen this type of dropped call issue in other systems. Commissioner Baney inquired on what type of enhancements or improvements we need and Mr. Ramsay noted he couldn't speculate at this time. Commissioner DeBone asked to define the missed transmission scenario. Mr. Blaschka described a scenario. Equipment Test and Audio Quality: In the Bend Police Department, Ms. Crosswhite noted last week all of the equipment and cars were pulled from one command team for programming under the direction of the Bend Police Chief. Commissioner DeBone noted there was a volume issue with their equipment. Mr. Blaschka reported there was also a known software bug with the Bend PD equipment. The software issue was a Motorola product issue. The improvements that had been recommended to Bend Police Department was presented by Harris Corporation, ADCOMM Engineering, and Day Wireless. Ms. Weber explained Harris has worked with other models of radios and provided reference accounts to the Bend Police Department regarding the interface. County Administrator Anderson commented on the weekly diagnosis done on transmission tickets. Ms. Crosswhite has created the weekly transmission reports since April and has shared the information with the Sheriffs Office and Police Departments as well. Mr. Blaschka spoke on coverage areas. Coverage: Mr. Blaschka reported on the permanent site work for Overturf. The soil report was received and the next step is to work with the City and utility company about the options for construction. The temporary site is mounted on the edges of a water tank and the ground elevation is lower than the top of the hill which causes a block by the top of the butte as well. The permanent location of the tower will project over the top of the butte. Commissioner Henderson inquired on the removal of the Jackpine site option and the history of the tower locations. Mr. Blaschka reported on the design of the system and site locations. Overturf was one of the first choice sites. In the design process the Jackpine site seemed to be promising for coverage but the existing tower would not support additional antennas. Overturf became a natural site and now in the process of working with the City of Bend for development. Mr. Blaschka explained he wasn't told that development was stopped on Jackpine until January of this year. Commissioner Baney noted there was some staff changes in the 911 department and notes the Board is available to assist with any needs to move BOCC WORK SESSION AUGUST 2, 2018 PAGE 2 OF 4 the process forward. Commissioner Baney inquired if there is a lack of tower coverage to meet our needs and Mr. Ramsay will pose the question to Harris Corporation. County Administrator Anderson spoke on the rezoning and permitting process through the City of Bend. The Bend Police Department have expressed their support in assisting with community outreach. Commissioner DeBone spoke on the vision of the design of an omni -directional tower. Mr. Blaschka commented on system expectations and definitions of coverage. Ms. Weber noted the budget of Deschutes County for the system that was put in place and it may not have been conducive to the landscaping here. Two different versions were presented originally for the system but the lower system was decided based on budget. Commissioner Baney noted only one option was presented to the Board and asked for the add -back list and costs involved to get the system to meet our needs. Commissioner Baney asked for the solution or policy of in -building issues. Mr. Blaschka spoke on the in -building coverage which is the responsibility of the tenant of building owner. There is a fire code that requires a new building above a certain square footage are required to have adequate system coverage in -building. Commissioner DeBone spoke on the strategic plan and service level agreements with user agencies and the transition period with the new system. Commissioner Baney suggested inviting all governing bodies to get input on options to provide better service. Commissioner Henderson spoke on the strategic plan and the recruitment of a new technical manager. Discussion held on radio equipment and in -building coverage. Commissioner Henderson asked if County Counsel had any thoughts to share. County Counsel Doyle noted he was in attendance at most of the User Board meetings in 2015 and 2016 and the agencies recognized the need for a new radio system, but at the same time were very aware of the need to demonstrate to the public that they were fiscally responsible and not attempting to replace a Chevy with a Cadillac. This was especially relevant since the district reformation/new permanent rate process was ongoing. Mr. Doyle recalls when Mr. Blaschka presented the concept of the two systems to the User Board. • County Administrator Anderson noted the new draft of the RFQ of the technical process that was shared with the user agencies and asked for Board direction. The Board expressed support of moving forward. BOCC WORK SESSION AUGUST 2, 2018 PAGE 3 OF 4 County Administrator Anderson noted a review of internal structures and has been prepared and asks how to accomplish that work. The Board expressed support of moving forward. County Administrator Anderson reported on the status of the Technical Manager and finalizing the list of candidates and setting interviews. Mr. Blaschka spoke on an issues and status log with corrections and conclusions for historical records. This log will be kept up to date. County Administrator Anderson inquired on the Board's direction for the next meeting for discussion. Commissioner Baney feels the reconciliation with the User Board needs to be done to understand what the system is and what it is not. Commissioner Baney stated the weekly updates are beneficial. Commissioner DeBone commented the Work Session format works well. Commissioner Henderson would like to see maps originally done by Harris. Being no further items to come before the Board, the meeting was adjourned at 11:12 a.m. DATED this Day of 2018 for the Deschutes County Board of Commissioners. ATTEST: �Fx �I i li REC06ING SECRETARY BOCC WORK SESSION AUGUST 2, 2018 PAGE 4 OF 4 Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 — www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 9:00 AM, THURSDAY, AUGUST 2, 2018 Barnes Sawyer Rooms - Deschutes Services Center - 1300 NW Wall Street - Bend Work Session, which are open to the public, allow the Board to gather information and give direction to staff. Public comment is not normally accepted. Written minutes are taken for the record Pursuant to ORS 192.640, this agenda includes a list of the main topics that are anticipated to be considered or discussed. This notice does not limit the Board's ability to address other topics. Meetings are subject to cancellation without notice. CALL TO ORDER ACTION ITEMS 1. 911 Radio System Update COMMISSIONER'S UPDATES EXECUTIVE SESSION At any time during the meeting an executive session could be called to address issues relating to ORS 192.5660(2)(e); real property negotiations; ORS 192.660(2)(h) litigation; ORS 192.660(2)(d), labor negotiations; ORS 192.660(2)(b); personnel issues; or other executive session categories. Executive sessions are closed to the public; however ,with few exceptions and under specific guidelines, are open to the public. OTHER ITEMS These can be any items not included on the agenda that the Commissioners with to discuss as part of the meeting pursuant to ORS 192.640. Board of Commissioners Work Session Agenda Thursday, August 2, 2018 Page 1 of 2 ADJOURN Deschutes County encourages persons with disabilities to participate in all programs and activities. To request this information in an alternate format please call (541) 617-4747. FUTURE MEETINGS: Additional meeting dates available at www.deschutes.org/meetingcalendar Meeting dates and times are subject to change. If you have question, please call (541) 388-6572. Board of Commissioners Work Session Agenda Thursday, August 2, 2018 Page 2 of 2