Interoperability Montana Technical Committee (IMTC) by eMEU65


									              Interoperability Montana Technical Committee (IMTC)
                          January 14, 2008 – Face-to-Face Meeting
                          9:00 am to 3:00 pm ● State Capitol, Helena

Board Members Present:
Don Brostrom                                   Chair, IMTC; NTIP Technical Committee
Kevin Bruski                                   MT Department of Transportation
Mark Denke                                     WICC
Ray Hetherington                               Big Sky 11 Consortium
Bob McWilliams                                 IMTC Vice Chair, I-15/90 Corridor Consortium
Roger Smith                                    Montana Highway Patrol (MHP)
Jason Shrauger                                 SCMIC
Cheri Kilby                                    CMICC

Via Web Casting:
Bruce Brown                                    FBI
Sherry Evans                                   NG
Mark McGiIl                                    Lincoln County Emergency Management
Mark Peck                                      Flathead County DES Coordinator
Butch Renders                                  ETIC
Jason Shrauger                                 SCMIC
Jack Spillman                                  Tri-County Consortium

Mark Adams                                     Northrop Grumman
Scott Bradford                                 Public Safety Services Bureau (PSSB)
Mark Canton                                    Motorola
Carrie Castle                                  PSSB
Dave Clouse                                    Northrop Grumman
Bill Fleiner                                   Dept. of Corrections; IMGC Chair
Roger Hays                                     Motorola
Keith Lavender                                 Northrop Grumman
Pete Mohan                                     PSSB
Josh Morick                                    Motorola
Kerry O’Connell                                SCMIC
Dale Osborne                                   Montana Highway Patrol (MHP)
Tom Smith                                      Northrop Grumman
Dan Sullivan                                   DES

Sean Gallagher                                 Montana DNRC
Dorothy Gremaux                                CMICC
John Pisk                                      ETIC

WELCOME AND INTRODUCTIONS: The meeting began at 9:10 am. Introductions were completed.

APPRVOAL OF DEC. MINUTES: Bob McWilliams moved to approve the minutes. Ray Hetherington
seconded and the motion carried.

imtc_2008_01_14_minutes_draft                                                            1

Frequency: Scott Bradford distributed copies of the frequency sub-committee minutes, and explained
a number of changes on frequencies licensed on the Northern Tier. Scott has been working with
Canada on Letters of Concurrence (LOCs). DNRC is also expected to be involved. Flying J
frequencies are in coordination. The goal is to start moving towards acquiring frequencies in the
Billings area; hence, the Big Sky 11 Consortium needs to make sure that sites are accurately
identified with proper coordinates. Dale Osborne and Roger Smith will be reviewing sites there soon
for preliminary data.

A suggestion was made to use VTAC pairs for Northern Tier frequencies. One disadvantage is that
they have to be narrow-banded, but an advantage is they can be used consistently by alternating the
receive and transmit frequencies. The sub-committee will attempt to do this.

Network Design: Roger Smith reported that January has been busy with the network. Bids were
solicited for three projects with the National Guard who is contributing an additional $800K for the
project. A bid was also received to go to the Air Force to finish hops in the Central Consortium. They
are waiting on a bid for the Bozeman and the Gallatin ring upgrade. Bid prices were received last
month and the ITPR should be finished so that contracting can begin on the Lewis & Clark ring.
Parallel paths are slated to be finished by April. The National Guard upgrade will be done at the same

Once this work is complete, work with Harris-Stratex will begin on the upgrade in Hill County. The
National Guard is working to move existing microwave from Lincoln County, and the Air Force work
will follow. The priorities are: 1) The Lewis & Clark ring; 2) National Guard’s first bid; 3) Bozeman and
upgrade to Hill County, and 4) Complete the South leg and then move onto Air Force work items.
Preliminary approval has been obtained on all the National Guard work items and the ITPR through
the State is in the works. Roger Smith reported that more will be known on the status of the PSIC
grant funds by the end of March. Work can start on the South leg, and site walks can begin. Testing is
in place for connectivity. They will be meeting on Wednesday with Northrop Grumman to discuss

Dispatch Connectivity: Ray Hetherington provided information regarding a new idea for 9-1-1 which
would replace the weather station that completes ticker tape updates in the Harlem area. Ray stated
that if we totaled the number of stations out in the area, they might be able to use this system at
different sites. It can also be used for multiple emergency tasks. Grants also are available to go after
this type of project. This is not a high bandwidth or high cost item and this system would be good to
gauge wind and weather, etc., when planning tower work.


Northern Tier Request: Mark McGill explained that Lincoln County’s Pinkham Mountain was
designated Northern Tier site, but it was somehow deleted from the IMTC’s priority list of sites. The
Northern Tier is requesting to move forward with this site as originally planned and prioritized. Mark
stated that without the Northern Tier sites in the original design, coverage is compromised and the
goal of a trunked system would not be achieved. If Pinkham is not trunked, law enforcement in Eureka
will not function correctly, which creates a safety issue. Lincoln County is now equipped to go on the
system. Local monies were also appropriated in ‘07 and ‘08 specifically for improving communications
in the county. The county began its commitment in 2002 and it is committed to moving it forward in
line with the Northern Tier. Pinkham covers the NE corner of the county and goes into Flathead to

imtc_2008_01_14_minutes_draft                                                                      2
serve all emergency responders in the area. Without Pinkham, a huge gap exists for coverage during
local or national incidents.

According to Mark, four sites missing from the priority list are: Big Mountain, Centennial, Opheim and
Pinkham. Funding was then discussed. Roger Smith would like to see these four sites put back on the
list. No frequencies are in place for these sites except for Centennial, so they will need to be located.
The IMTC will develop a list of trunking sites which will be given to the finance and frequency

Trunking Site Prioritization: The list was reviewed, discussed and reprioritized. Frequencies were in
question for four Northern Tier sites and Scott Bradford was asked where they can be found. Three of
these four sites have frequency work started. COPS ’07 funding for seven sites is available right now
and includes Fleecer, Lost Creek, Miller Peak, Pierce Lake, Cooney, Judith Peak and S. Moccasin.
Four sites to be funded with ‘07 monies include Butte Silver Bow, Beaverhead, Big Mountain and
Sullivan. Pacific Steel is licensed with four frequency pairs. Scott reported that it is not guaranteed all
four will work because of the possibility of engineering problems with Motorola. There are only enough
funds available to build out 7-10 sites from the list of 12 slated.

The list was reprioritized and a criteria section was added to include Infrastructure, Frequencies,
Subscriber Units in Area; Network Connectivity; Completed Paperwork; ILA’s, and System Impact.
Completion projections also were added for these 12 new sites: Sullivan (COPS 07), Pinkham (COPS
07), Big Mountain (COPS 07), Beaverhead EOC (COPS 07), Butte SB (COPS 07); Fleecer (COPS 07),
Moccasin (COPS 07), Opheim (08), Lost Creek (08), Judith Peak (08), Miller Peak (08), Cooney (08)
and Pierce Lake (to be funded). This will be the new prioritized list to follow to implement trunking.

MOTION: Roger Smith motioned to approve the new Trunking Site Priority list. Kevin Bruski seconded
the motion, and it motion carried.

A question as to whether PSSB or Northrop Grumman will maintain the list was discussed.

MOTION: Roger Smith motioned to have Northrop Grumman maintain one complete trunking
implementation list through item #28 (Myers Flat), with reorganization of the first 13 items. Cheri Kilby
seconded. The motion carried.

Recommendations for Evaluation of the Second Master Control: PSSB has funding available to pay for
this required evaluation, but it needs to move forward because funding will run out soon. Scott Bradford
has an SOW submitted requesting bids to do the work, but he needs to know from the IMTC what are
the four locations that are to be evaluated. Eastern Tier picked Glendive and Miles City while Big Sky 11
selected the courthouse. The state is also looking at building a communications center in either Billings
or Forsyth. Cheri Kilby would like to see Lewistown included. Scott needs this information soon so this
process can be completed within two weeks. Bill Fleiner suggested sending out an e-mail to the IMPD
with a website link to include a date for input to be returned. No action was taken at this time.

Harris-Stratex/Sabre Infrastructure Quotes: Mark Adams reported. Quotes as of December 18 have
come in and nine of eleven were reviewed. There are paperwork issues that need to be done before
DES will issue procurement, and these are being pursued. When complete, Northrop Grumman can
start scheduling work crews.


Review of IM New Radio Acceptance Criteria: Scott Bradford provided a handout and explanation of
the draft document. Several months ago, he and Jack Spillman were tasked to come up with

imtc_2008_01_14_minutes_draft                                                                       3
subscriber unit acceptance criteria. A number of vendors are eager to participate in the IM system and
methodology is needed to check functionality of their units on the system. The document is derived
from testing work Jack Spillman has completed. Much of the information in the document came from
research on Alaska’s system. Scott reported that several local jurisdictions are using matching monies
for the purchase of subscriber units. However, acceptance criteria need to be in place. IMTC
members are requested to review the document.

It is not stated in the draft, but standards will be set for both trunking and conventional. The draft was
further reviewed with questions answered and some changes made. Scott indicated that action does
not have to be taken on this item until the next IMTC meeting. It was decided to have comments back
to Scott by next Tuesday. He will then work with Don Brostrom on procedures. According to Bill
Fleiner, it may have to be adopted as a policy. He would like to have this done by the February
meeting so he can and put into the policy format. It will then go to the IMPD for a formal vote and

Frequency Acquisition Plan: Scott Bradford reported. This plan came out of discussion from the
recent frequency sub-committee meeting. They discussed licensing of trunking frequencies within IM.
Scott is tracking this and getting it moving. Northern Tier went through an MOU process where all
frequencies were licensed to a single FRN, which was believed to be a good idea for the counties
involved. From a management perspective, doing this on an individual county basis could lead to
disorganization. The group agreed that the frequencies would be better tracked with a single FRN#.
Licenses for remaining spectrum in other jurisdictions were also discussed. The holder of these
licenses does not solely have to be PSSB. An advantage to this method is that Scott would not be the
only person with access to the FRN’s. Bill Fleiner suggested that once the EIN number for the IM
Project is issued, the license keeper could be PSSB. Kevin Bruski suggested having two sources
listed as contacts in case there are FCC issues. It was decided that PSSB would be the main holder
and Ray Hetherington would be secondary contact.

MOTION: Roger Smith motioned to have an MOU drafted that will create a central FRN for the IM
Project using its EIN # and Tax ID#. The PSSB will remain with the main holder of the FRN with a
county designee, Ray Hetherington, as the secondary holder. The motion was seconded by Kevin
Bruski. One vote was opposed. The motion carried.

DIR Discussion and Approvals - *Action Item: Mark Adams reported that four DIRs need to be
discussed and recommended for finance sub-committee approval. They are:

      DIR033 Radio Placement: The total remaining cost is $3,450 to remove equipment in High Flat
       and Nixon Ridge.

      DIR037 Gallatin County Fencing: Authorizes Harris-Stratex H59 a payment of $3,700 to
       complete fencing work.

      DIR041 NTIC Eastern Frequencies: Need to validate that budget monies for frequencies
       covers this work. The cost is $3,852.

      DIR042 NTIC West Frequencies: Need to validate that budget monies for frequencies covers
       this work. Cost remaining $23,200.00.

MOTION: Roger Smith motioned to accept DIR033 and DIR037 as change orders to be completed.
The motion was seconded by Ray Hetherington. The motion carried.

imtc_2008_01_14_minutes_draft                                                                       4
Building Permits and Funding Sources: Back in September, the Building Codes Bureau submitted a
bill to pay for a building permit application for Big Mountain. PSSB used to have funds to pay for these
on the Northern Tier, but it no longer does. Mark Adams and Tom Olson were asked to bring this
issue to the tech team to figure out how to pay for these in the future. Costs for building permits are
variable. Scott Bradford will check with Pete Mohan on the status. If there are problems in the future,
the finance committee will take this up.

Roger Smith reported on several issues. At Flying J, Cascade County has a request to place a VHF
antenna on the tower. Since there might be up to seven microwave shots coming from the Flying J
tower, with the possibility of nine dishes on the tower, there doesn’t appear to be available space for the
VHF antenna. Roger is requesting the IMTC to consider placing a combiner at Flying J. A combiner was
requested for public safety radios at the Cominco site. This expenditure also was not in the budget, so it
needs to be approved as well. The Flying J site manager has requested a complete a list of Cascade
County users on the site.

2008 IMTC Meeting Schedule: It was decided that the face-to-face meetings will occur every fourth
Monday of the month and conference calls will be scheduled on an as needed basis.


Public Comment: Josh Morick, Motorola, reported on the service package for the system
administrator. Motorola developed a list of tasks that the person would perform and provided a
handout. Josh asked for input for the list to be prioritized. Don Brostrom stated they will take a few
days and discuss it over a conference call.

Bill Fleiner stated that with the budget process now in place, emergency meetings will eventually be
eliminated. They will also need to become more institutionalized so that web casting can be
scheduled. Bill also reported on the retreat that is being put together. It will be held in conjunction with
the Governor’s Emergency Preparedness Summit on April 21-24 in Billings. The number one
objective for the retreat is to show people what has been accomplished to date with the IM Project. Bill
stated that they would like to have all designated consortia representatives or county commissioners
attend if possible.

Next Face-to-Face Meeting: Friday, February 22, 2008

ADJOURNMENT: Bob McWilliams motioned to adjourn. Ray Hetherington seconded. The meeting
adjourned at 3:21 pm.

imtc_2008_01_14_minutes_draft                                                                        5

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