Board Members Present: Clarence Babineaux, Archer Frierson, Van Anderson, David McCullough, Reverend Roy Thomas, Sam Williamson, and Fred McClanahan

Board Members Absent: None

Others Present: Martha Carter, Judy Rachal, Richard Stewart, Arthur Meacham, Beth Ann Carter, Howard Adkins, Wes Edge (9-1-1 Staff) and Michael Wainwright (Legal Counsel)

Mr. Babineaux called the meeting to order and asked that attendance be noted. Mr. Babineaux asked the Board to consider a motion to approve the minutes of the Tuesday, December 11, 2007 meeting. Reverend Thomas moved and Mr. Williamson seconded the motion that the minutes be approved as submitted. The motion was unanimously approved.

Mr. Babineaux asked for a motion to move item 5, consideration of a Resolution approving the Louisiana Systems Survey and Compliance Questionnaire as required by the State of Louisiana Legislative Auditor up on the agenda. Mr. McClanahan moved and Mr. Williamson seconded the motion, which was then unanimously approved.

Mr. Babineaux asked for a report on the Louisiana Systems Survey and Compliance Questionnaire. Ms. Carter stated in preparation of the District’s annual 2007 external financial audit, the State of Louisiana requires that a Systems Survey and Compliance Questionnaire be completed, and presented and adopted by the Board of Commissioners, by formal resolution, during an open meeting. Upon approval, the completed questionnaire and signed resolution will be submitted to Heard, McElroy & Vestal, who will then test the accuracy of the answers on the questionnaires for compliance during the course of the financial audit of the District. Once the audit has been completed, a formal written report will be presented to the Board and then submitted to the Legislative Auditor. Mr. Babineaux asked for any questions. There being none, Mr. Babineaux called for a motion to approve the Louisiana Systems Survey and Compliance Questionnaire as required by the State of Louisiana Legislative Auditor. Mr. McClanahan moved and Reverend Thomas seconded the motion. The motion was unanimously approved.

Mr. Babineaux asked for a report on the 2007 annual call volume statistics. Ms. Carter stated included in the agenda package were copies of the call volume statistics for the period of January 1, 2007 to December 31, 2007, as well as information regarding the number of CAD events generated for each agency. Also included are call volume statistics that reflect activity from the automated attendant system for the Police and Fire Departments’ seven-digit telephone numbers as well as new information for the Caddo Parish Sheriff’s office. Ms. Carter explained that with the implementation of the new Positron 9-1-1 system in April of 2007, the District had been working to generate new reports, which provide additional statistics for the agencies’ use. The automated attendant for police and fire departments’ main non-emergency seven digit numbers captures those statistics separately from the 9-1-1 system. Ms Carter stated that the system also captured agency ringdowns and each console’s other phone numbers. Ms. Carter stated that the system also captures abandoned calls. Abandoned calls are calls that are terminated before the communications officer can answer. The system’s call set up time is less than three seconds and within that three second period for whatever reason, the caller hangs up. Ms. Carter reported that 2% of the total calls to the system are abandoned.

Ms. Carter further stated the Fire Department acts as the primary answering point for 9-1-1 calls. Of the 358,136 calls that were received by the system, only 1.0% of the calls were over-flow calls, or calls that were automatically routed to the Police Department for processing due to a busy condition within the Fire Department. Out of the calls for service system-wide, 2.0% resulted in Caddo Parish Fire Districts’ dispatch activity.

Ms. Carter stated that in addition to call volume information, CAD dispatch information is also included. These include all activity, such as field-generated events, events from the agencies’ seven-digit telephone numbers and 9-1-1 calls. Total number of CAD dispatches/events registered for all agencies in the parish was 397,551. Of these, 78% of the incidents were Shreveport Police; 9% - Shreveport Fire, 11% - Caddo Parish Sheriff; 2% - all Caddo Parish Fire Districts/North Caddo Ambulance. Ms. Carter reported that 2007 was the first year the number of CAD incidents/events created decreased by 12% from 2006. Ms. Carter stated that the decrease was in police field generated events, and that she was unsure as to why the decrease but would inquire with the Police Department.

Mr. Babineaux asked for a report on November financials. Ms. Carter stated that for the month of November 2007, the District had monthly revenues of $410,202.94 with total monthly expenditures of $1,975,891.64, which resulted in $1,565,688.70 in expenditures over revenue received. Ms. Carter explained that on November 20, 2007, the District issued $1,155,651.25 in debt service payments that were due on December 1, 2007. She reminded the board that on January 20, 2007, the District invested $1,235,405 into a Federal Home Loan Bank Discount Note, which matured on November 15, 2007 at $1,285,999, and these funds were transferred into the District’s checking account for payment. Additionally, the District released payment to AT&T for the new AT&T Positron 9-1-1 system for $655,580, $597,000 of that was received from the settlement between the District and TDS. As a result of these large one-time expenditures, the District spent in excess of the monthly revenues. Cash on hand is $2,270,974.43 with total fixed assets at $21,450,832.84.

Mr. Babineaux asked for a report on the parish-wide mobile data computer system project. Ms. Carter stated that on December 27th an agreement was delivered to the Shreveport Police Department between the City of Shreveport and Intergraph for the mobile data client software portion of the project. She stated that the contract was being processed through the City’s contract approval process, which requires 13 signatures. She explained that once the contract had been executed, a project kickoff meeting with Intergraph would be held to begin the implementation process.

Ms. Carter further stated that contract negotiations with Motorola began on November 15, 2007 for the 50 ruggedized laptops for the Shreveport Fire Department and that the District was currently awaiting a response from Motorola on the proposed contract amendments.

Ms. Carter stated that the District was preparing for the Pilot Test that would take place in February. She stated that Dataradio would be on premise to begin the optimization on the 9-1-1 and Greenwood tower sites and integration into the microwave system, which will be used to connect all of the tower sites.

Ms. Carter reported that Pate Engineering will begin the structural analysis of the remaining four tower sites and should be completed and their analysis report due back by January 14th.

Ms. Carter stated that radio modems and base stations were beginning to be shipped and that 203 non-ruggedized laptops were purchased off of the State of Louisiana Contract and delivered/inventoried/tagged on December 5th.

Ms. Carter stated depending on when the City executed the contract with Intergraph, that she was hoping to schedule a kickoff meeting around the week of February 6th. Ms. Carter explained that the system implementation for mobile data client software would be 160 days total, 90 of those days would be for reliability testing.

Mr. Babineaux asked for any old business. Ms. Carter asked if the Board had received a copy of the letter from the FCC. She stated that the FCC had granted the District an extension to submit a frequency reconfiguration plan for Sprint-Nextel for February 1 instead of February 15th. She stated that the FCC arbitrarily reduced the requested time by two weeks. Ms. Carter stated that Motorola had been contacted and stated that they would have their proposal to the District by January 18th, which would only allow the District and RCC two weeks for review and to submit a proposed agreement to Sprint-Nextel. Ms. Carter informed Motorola that if they could not meet that date, the District needed to know when could it be expected and Motorola would have to help explain to the FCC why an additional delay was needed. Motorola is confident they will have it by January 18th. Ms. Carter stated that staff and RCC are currently working on internal costs that could be recouped from Sprint-Nextel. Ms. Carter reported that the last piece of the FRA will be the terms and conditions section. The Terms and Condition will allow protection to the District that the District’s radio system was working properly before re-banding and should continue to operate properly after re-banding.

Reverend Thomas questioned where the District was on the VOIP revenue collection issue. Ms. Carter reported that she would be attending a legislative committee meeting with the other state’s 9-1-1 directors next week in Lafayette and would report back to the Board in February. She stated that they are working on a draft bill that would address the collection of surcharge fees all types of communications devices that can access 9-1-1 services.

Mr. Babineaux asked if other Board members had received the contract disclosure letter from the City. He said it clearly stated if you have nothing to disclose, do not return the letter.

Mr. Babineaux asked if there was any additional business to be brought before the Board. With no further business to be brought before the Board, Mr. Babineaux adjourned the meeting.