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

Board Members Absent: Clarence Babineaux and Van Anderson

Others Present: Martha Carter, Judy Rachal, Arthur Meacham, Howard Adkins, Beth Ann Carter, Wes Edge (9-1-1 Staff), Michael Wainwright (Legal Counsel) and Director Tonya Reeves, Caddo Sheriff’s Office

Reverend Thomas called the meeting to order and asked that attendance be noted. Reverend Thomas asked for a motion to accept the minutes of the Tuesday, April 15, 2008 Board Meeting. Mr. McClanahan moved and Mr. Williamson seconded the motion, which was unanimously approved by the board.

Reverend Thomas asked for a report on the April financial statements. Ms. Carter reminded the Board that the reports were still being considered draft copies until the final audit is presented during the June 17th meeting. Ms. Carter reported that for the month of April, the District had monthly revenues of $374,372.45 with total monthly expenditures of $227,373.13, which resulted in $146,999.32 in excess revenue over expenditures. She reported that cash on hand was $2,974,434.36 and total fixed assets equal $21,450,832.84. Ms. Carter further stated that the audit had been completed on May 12th and a draft of the audit report should be received by the end of May. Ms. Carter explained that once the draft had been received, it will be reviewed by the District along with Mr. Morehart. After review, a copy on the audit report will be included within the Board’s June agenda package. Ms. Carter reported that the auditors, along with the District’s CPA, will be attending the June meeting to answer any questions the Board might have concerning the results of the external audit.

Reverend Thomas asked for a report on the status of the parish-wide Mobile Data Computer System Project. Ms. Carter stated that during the week of April 21-25th, Intergraph conducted I/Mobile Workflow and Configuration Workshops so that the agencies could see examples of screen layouts for the different agency categories (fire, EMS, and law enforcement), ultimately allowing the agencies the ability to design how the computer screens would look. She reported that Intergraph will begin Train-the-Trainer classes on May 21-22nd. She explained that during these classes, the agencies’ trainers will learn about all of the system’s features and functionalities and will see the templates that were developed from the workshop, which have been incorporated into the Train-the Trainer classes.

Ms. Carter further stated that the District staff had been working with the agencies to get the client software loaded on the laptops that will be used for user training at the remote training sites. This should facilitate everyone being ready for the September 8th cut-over date.

Ms. Carter stated that a meeting was held with the command staff of each agency to clarify some of the features that could impact the agencies’ operation so that the system is designed to meet their needs. Some of the issues addressed were access to the Internet, turning off and statistical reporting on the Automatic Vehicle Location (AVL) feature. All agencies agreed to limited access to the Internet and only for those areas that specifically needed this access. The AVL feature was totally removed so that AVL is permanently “turned on” and the user has no control over it. The agencies also agreed that the “chat” feature would not be enabled, which works like an internet chat room, allowing for communications between units. The overall consensus was to start off small and restrictive and grow as the agencies become more familiar with the functionalities of the mobile data units.

Ms. Carter reported that the District received a notice to proceed with the KMSS antenna installation and that the installation of the mobile data computers is on schedule.

Ms. Carter reported in an effort to insure that the Shreveport Police Department’s mobile data units are migrated onto the new system without interruption of mobile data computing capabilities, a plan had been developed using the Shreveport Fire Department’s (SFD) existing mobile data frequency. Ms. Carter explained that currently, the Shreveport Police Department (SPD) uses one of the District’s 800 MHz data channels to operate their existing mobile data system. When the Police Dept. purchased their system, they could not get an 800 MHz frequency license. Ms. Carter stated that she agreed to allow them the temporary use of one of the District’s frequencies until such time that the District was able to implement a parish-wide system. Ms. Carter stated, however, to implement a parish-wide system, the District will need to use that existing frequency. Ms. Carter explained that the frequency used by SPD is currently slated to be used at Ellerbe and Vivian in the Dataradio system design. She stated that the Shreveport Fire Department agreed to allow the District to submit a license modification request to the FCC to add the Fire Department’s existing mobile data 800 MHz frequency on an interim basis at the District’s Fire Station #17 site until SPD is completely cutover in October. Under this arrangement, the reprogramming of the base stations will allow the gradual migration of SPD onto the live system without interruption of mobile data capabilities. Ms. Carter explained that the District is planning to migrate one police unit at a time beginning the week of September 8th. One car at a time will be sent to Shreveport communications, where they will change out the antenna system, modem and the new Intergraph software loaded onto SPD’s existing laptops. When the officer logs onto their unit, they will then be operating on the new system. Under this configuration, the District will be running dual mobile data systems until the end of October. Ms. Carter stated that the dual system should be seamless to the officer in the field and there will be no downtime to their existing system. She stated that we hope to have four to five units per day migrated off of the old SPD system onto the new.

Reverend Thomas called for a report on the 800 MHz rebanding initiative. Ms. Carter stated that the Board could see by the email streams that this has been a very problematic process. As a result of the May 2nd email, regarding the unprofessional attitude of the TA mediator, the District has a new TA mediator that has been assigned to the District. The problems that the District has experienced with the negotiations have been over disputes, which require mediation, but are due to the lack of technical knowledge by the Sprint Nextel negotiator on the mutual aid configuration. She stated that the District has attempted to facilitate the exchange of technical information between Motorola and Sprint so that the Sprint negotiator could fully appreciate the technical design, which then impacts the overall costs associated with the infrastructure to maintain access to the national mutual aid channels after the Districts rebands. As a result of this time delay in Sprint achieving their understanding, on the May 5th call with the new TA mediator, it was agreed that the District should file for an extension to continue the negotiation period. The extension was filed with the FCC on May 9th with full concurrence of Sprint, Motorola, RCC, and TA and the District.

Ms. Carter further stated that since this time, almost all issues have been resolved except Sprint has a problem with the scope of work for the drive test. Ms. Carter explained that process. Motorola and Sprint have a responsibility to make sure the radio system works as well after the radios and base stations have been reprogrammed, as they did before rebanding. She stated that Sprint has a problem with the number of grids used for testing voice quality and output of the radio. Sprint said the standard is for the testing of 600 grids. Ms. Carter stated that she requested a copy of those standards and they were unable to provide.

Reverend Thomas asked for any old business. Ms. Carter stated she and Mr. Wainwright had attending the Legislative Session in Baton Rouge and met with seven of the wireless carriers. The carriers said if the communications districts did not agree to delay the bill for accessing surcharges on pre-paid wireless carriers, they would kill the bills. The carriers stated they would have a solution in the next few months to accurately accessing pre-paid wireless customers. They agreed to a consensus bill for the 2009 session. A compromise was met proposing a study resolution work group which would be legislatively mandated. It was agreed upon to work with the carriers to come up with a compromise bill.

Reverend Thomas asked for any new business. Ms. Carter reported that bids for replacement of the facility’s security system had gone out. The radio technician’s position had been re-advertised, using the Barksdale Warrior, MRT Magazine, APCO and Radio Resource Magazines. The interview process will begin after the job advertisement closes on May 31st.

Reverend Thomas stated that on behalf of the Board he wanted to congratulate the staff for a job well done during the recent storm and area flooding. Mr. McClanahan told the Board that he had monitored the radio system traffic during the severe weather and he highly praised the performance of the communications officers who worked the event. Ms. Carter expressed her thanks to the board for recognizing the efforts. Ms. Carter further stated that she recognized that the Board had wanted a formal resolution adopted expressing thanks and recognizing all the public safety agencies for a job well done, but was unable to have it ready for the May meeting. She stated it would be ready for the board’s consideration and adoption during the June board meeting.

With no further business brought before the Board, Reverend Thomas adjourned the meeting.