Emergency Management/911 Commission/Communications Commission Meeting Minutes
Wednesday November 15th, 2023, 6:00 PM
Washington County EOC – Emergency Communications Building
2183 Lexington Blvd., Washington IA 52353
In attendance: Richard Young, Cara Sorrells, Stan Stoops, Ryan Miller, Mark Robe, Allen Schneider via phone, Jack Seward, Jr., Kalen McCain, Marissa Reisen, Tara Polek (RACOM), Glen Reynolds (RACOM), Millie Youngquist, and Melvin Rich.
At 6:00 PM, Chairman Ryan Miller called the Emergency Management Commission meeting to order, a roll call was conducted, and a quorum was present. Present were representatives from Brighton, Kalona, Riverside (via phone), Washington, Wellman, and the Board of Supervisors. Absent were representatives from Ainsworth, Crawfordsville, the Sheriff’s Office, and West Chester. Approval of the agenda was requested. Mark Robe made a motion to approve the agenda as presented. Millie Youngquist seconded the motion, and the agenda was approved with no one opposed. Chairman Miller then requested a motion to approve the minutes from the last meeting, dated October 18th, 2023. Mark Robe made a motion to approve the minutes from the last meeting. Millie Youngquist seconded the motion and with no one opposed, the motion passed unanimously.
The first item on the agenda under old business was the siren system evaluation/final report. Marissa Reisen presented the report to the Commission. There was a brief discussion on the next steps moving forward. A phased approach was discussed as well as the benefits of bulk pricing and writing a countywide WCRF grant in the future. The cities will be working on budgets and will need to have this information to budget accordingly. A concern was voiced about Lake Darling and it being state property. A similar concern was mentioned about the school district property. Schools already have a lot of messaging via phone alerts and the question is if they would really need a siren. An example given was a sporting event outside where there are a lot of people on the premises from all over, not just local school parents and students. A motion was made by Mark Robe to authorize Marissa Reisen to work on an RFP for the siren replacement project. Robe’s motion was seconded by Millie Youngquist and passed unanimously. Reisen will write it and send the draft RFP out for approval.
Reisen also distributed a recent expenditure report and detailed recent purchases, including a 50-gallon drum of glycol for the emergency communications building from R. M. Boggs.
These items were discussed under new business in the coordinator report:
•National Qualification System (NQS) Requirements from FEMA
•High Path Avian Influenza
•Iowa Project AWARE – Skunk River
•Anything else I’ve forgotten
FEMA has instituted new requirements to be eligible for federal funding, where the Emergency Management Coordinator would have to demonstrate capabilities for knowledge of the elements of the EOC and other skill sets. These requirements would go before a qualification review board that the Commission would establish.
High Path Avian Influenza is back in the state of Iowa and six counties in Northwest Iowa currently have it. If it is diagnosed in a flock, they would have to help with depopulation and disposal. It is transmissible to humans and there are boxes to be checked involving being fit tested with N95 masks.
In 2024 the Iowa Project Aware (A Watershed Awareness River Expedition) is coming to Washington County to assist in cleaning up the Skunk River watershed. In twenty years, they have removed 979,480 pounds of trash and cleaned up 1,429 river miles.
Marissa also updated the Commission on the following activities:
There was an Active Shooter tabletop held in the EOC with the Healthcare Coalition.
There are drought conditions in Iowa and Clarke County has less than 200 days of drinkable water. Water levels across the state are very low.
Marissa and Cara will be doing some Text to 911 promotion.
A situational awareness and personal safety class was also held in the EOC on the 17th for Public Health and other agencies that go into homes as part of their job. It covered situational awareness and also recognizing drugs and other personal safety concerns. It was well attended and had 39 participants.
Is exploring a de-escalation and self-defense class, possibly with a local train the trainer.
In addition to two recent tabletops, an ARIDE (Advanced Roadside Impaired Driving Enforcement) class was also held in the EOC.
The Northern cities need a new representative on the EMS Advisory Council as their current representative was not reelected.
There was nothing for the Commission under public input. The next meeting was scheduled for January 10th, 2024, at 6:00 PM. Mark Robe made a motion to adjourn the meeting, and Robe’s motion was seconded by Millie Youngquist. The Emergency Management meeting was adjourned at 6:30 PM.
At 6:31 PM, Chairman Richard Young called the 911 Commission meeting to order. Present were representatives from Brighton, Kalona, Washington, Wellman, the Board of Supervisors, and Emergency Management. Absent was representation from Ainsworth, Crawfordsville, Riverside, and the Sheriff’s Office. A quorum was determined. Chairman Richard Young made a request for an approval of the agenda. Marissa Reisen made a motion to approve the agenda as presented. Millie Youngquist seconded the motion, and the agenda was approved with no one opposed. A request was then made for a motion to approve the minutes for the last meeting dated October 18th, 2023. Mark Robe made a motion to approve the minutes from the last meeting and the motion was seconded by Millie Youngquist. No one was opposed and the motion passed.
The approval of claims was next, and Cara Sorrells detailed the claims. The total of the claims was $3,429.03 and there was nothing out of the ordinary to note. The total revenue since last month’s meeting was $51,666.42 and it included the quarterly wireless surcharge payment from the State of Iowa for $42,051.99. Millie Youngquist made a motion to approve the claims as presented. Youngquist’s motion was seconded by Ryan Miller. The motion to approve the claims was passed unanimously.
Under new business the only item Sorrells had to report was that APCO and NENA have scheduled the Lobby Day at the Capitol for February 27th, 2024. It will be important to have good attendance by 911 and PSAP representatives and telecommunicators. It is also important to create a consistent message concerning the elimination of the State 911 Council and the importance of the 911 surcharge. If those in attendance can garner some attention from legislators and explain how the surcharge fund is used, and the difference between the funds designated for large projects, it will be beneficial. Tara Polek with RACOM asked that Sorrells include her in future information concerning Lobby Day.
There was no update under old business on the Pro QA/EMD implementation. The update to the storm damage at the Wellman tower will be in conjunction with the Communications meeting.
The next 911 meeting date was also set for January 10th, 2024, at 6:00 PM.
At 6:35 PM, Chairman Ryan Miller called the Communications Commission to order. Present were representatives Stan Stoops, Ryan Miller, Mark Robe, Millie Youngquist, Jack Seward, and alternates Melvin Rich, and Richard Young. A quorum was determined. Chairman Miller then made a request for an approval of the agenda as published. Mark Robe made a motion to approve the agenda as presented. Millie Youngquist seconded the motion, and the agenda was approved with no one opposed. A request was then made for a motion to approve the minutes for the last meeting dated October 18th, 2023. Millie Youngquist made a motion to approve the minutes from the last meeting and the motion was seconded by Mark Robe. No one was opposed and the motion passed.
The approval of the claims was next. Cara Sorrells detailed the claims. The total of the claims was $2,213.56 with revenue reported totaling $282,806.50. The revenue was the 2nd quarter funding from the EMA levy. A motion was made by Millie Youngquist to approve the claims as presented. Youngquist’s motion was seconded by Mark Robe, and the claims were approved with no one opposed.
There was nothing for the Communications Commission under committee reports. A personnel and operations committee meeting will be needed before the next meeting in January to discuss the budget pertaining to raises or changes to the Communications salary step plan.
There was nothing for the Commission under new business. Under old business the proposed handbook language update concerning holiday pay for Communications was passed by the Board of Supervisors. They held a special meeting to discuss it in order for it to be in place for the Veteran’s Day holiday and it was appreciated. There were no updates or changes under the staffing update/new hire.
The next Communications meeting date was also set for January 10th, 2024, at 6:00 PM.
Under old business there was an update on the storm damage to the Wellman site. Glen Reynolds with RACOM gave an update on the equipment. When preparing the list of equipment needed, he discovered that some NEC transmit and receive equipment in the shelters was end of life and needed to be replaced. This would include 2 pieces of equipment at the Brighton site and 1 piece of equipment at the Kalona site that talks to the Wellman tower. There would be no need to change equipment at any of the other sites. It is not backwards compatible and anything within the next year is considered end of life. He also discovered that they cannot invoice the insurance company directly. He has also investigated the 9 x 16 shelter needed at the Wellman tower with Cellsite Solutions. It is the same size as the one that was damaged, and he took some pictures.
Jack Seward gave an update on the progress with replacing the Wellman tower. He shared an email that he received from Pete McNally with The Grinnell Group and a draft of a proposed personal property purchase agreement. They are requesting the specifications we would need in writing in order to properly provide a final purchase agreement for budgetary purposes. In previous discussions 240-244 feet was the height we would want if we considered owning it. They would also need confirmation of the tower loading and design which Arlen Ostreng with Edge Consulting has provided. A motion was made by Stan Stoops for Jack or Cara to draft a response to The Grinnell Group with what we consider to be the parameters of the new tower. Stoops’ motion was seconded by Mark Robe and the motion was passed unanimously. It is understood that the county is the purchaser, and this is all subject to the price and conditions presented. Time is of the essence and hopefully this can proceed quickly, but this is an item to be considered by the Board of Supervisors during their budget process. It is unsure if they will want a lump sum up front, or a short- or long-term lease agreement.
Glen Reynolds with RACOM gave an update on the frequencies with the FCC and timeline to order equipment. Wellman Telephone will rebuild at that same site with insurance money, but we will still have some site work to be negotiated. There will be concrete and dirt work and the shelter concrete pad actually goes down about 42 inches.
Mark Robe made a motion to adjourn the Communications Commission meeting. Millie Youngquist seconded the motion. The meeting was adjourned at 6:53 PM.
A motion was made to adjourn the 911 Commission meeting by Marissa Reisen and seconded by Ryan Miller. The meeting was adjourned at 6:53 PM.
Respectfully submitted by,
Cara Sorrells
Signature: Emergency Management
Signature: 911 Commission
Signature: Communication Commission
Official Publication, minutes to be approved at the January 10th, 2024, meeting. Any amendment to the minutes will be reflected in the following meeting minutes
Published in The News, Thursday, December 28, 2023 L-345
