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HomeMy WebLinkAboutMinutes - August 2, 2011 SSLODI CITY COUNCIL SHIRTSLEEVE SESSION CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, AUGUST 2, 2011 A. Roll Call by City Clerk An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held Tuesday, August 3, 2011, commencing at 7:00 a.m. Present: Council Member Hansen, Council Member Katzakian, Council Member Nakanishi, Mayor Pro Tempore Mounce, and Mayor Johnson Absent: None Also Present: City Manager Bartlam, City Attorney Schwabauer, and City Clerk Johl B. Topic(s) B-1 Update of City of Lodi Radio Master Plan (FD) City Manager Bartlam provided a brief introduction to the subject matter of the Radio Master Plan. Battalion Chief Jeff Larson and Engineer Jack Casey provided a PowerPoint presentation regarding the Radio Master Plan (RMP). Specific topics of discussion included the Federal Communications Commission (FCC) mandate, RMP goals, background efforts since 2008, current assets in Police, Fire, Public Works, Electric Utility, and Parks and Recreation, update on the status of the plan including infrastructure improvements, implementation of narrow -banding, current radio inventory and needs, RMP time line, regional progress on the plan, County efforts, costs associated with implementation, equipment needs, potential cost savings, and staff recommendation regarding the RMP. In response to Council Member Hansen, Mr. Larson stated the federal mandate associated with the RMP was unfunded. In response to Council Member Hansen, Mr. Larson stated there has been a reduction in radio interference from other agencies with modern technology but some interference still exists. In response to Mayor Johnson, Mr. Larson stated licenses and fees for usage are provided through the FCC and it has the ability to shut down frequencies. In response to Council Member Hansen, Mr. Larson stated individuals do have the ability currently with technology to listen and monitor radio calls although that will become more difficult with the new RMP. In response to Myrna Wetzel, Mr. Larson stated the City will be using analog instead of digital. In response to Council Member Hansen, Mr. Larson stated the Police Department has two channels and four frequencies. In response to Mayor Johnson, Mr. Larson stated the newly purchased radios are useless until the RMP is implemented. He stated public safety has done a good job at utilizing the full lifespan of radio equipment and in many cases exceeding the suggested lifespan. In response to Council Member Hansen, Mr. Larson stated the mandate is to go to narrow -band and not necessarily to go to UHF. He stated for the City it is better to go to UHF because there is Continued August 2, 2011 better communication with all departments and other agencies within the County. In response to Council Member Hansen, Mr. Larson stated the bandwith will be narrowed on both UHF frequencies. In response to Mayor Johnson, Mr. Larson stated the City will need to become compliant and change over relatively soon because the City will need to communicate with the County, which has set a go live date. In response to Council Member Nakanishi, Mr. Casey stated CalFire and American Medical Response are likely using VHF instead of UHF due to costs and the ability to have more coverage in rural areas versus urban settings. In response to Mayor Johnson, Mr. Casey stated Fire will have to maintain both UHF and VHF to adequately communicate with other agencies, including the County. In response to Council Member Hansen, Mr. Larson stated Fire currently does not have UHF capabilities but will have the ability after the switch and the new Police portable radios will be compatible with UHF. In response to Council Member Johnson, Mr. Larson stated that, with respect to contingencies, the radios will be placed in strategic locations versus with individuals to keep the costs down. In response to Mayor Pro Tempore Mounce, Mr. Larson stated the recommendation to eliminate the radios from Hutchins Street Square, but not Public Works and Electric Utility, is based on the smaller area for usage with the Community Center versus throughout the City for Public Works and Electric Utility. In response to Council Member Hansen, Mr. Bartlam stated the County is within six to eight months of going live and therefore it is important for the City to have this discussion with implementation for Police and Fire occurring as a priority while the assessment for Public Works and Electric Utility is completed. In response to Mayor Pro Tempore Johnson, Mr. Larson stated the County received an unknown amount of federal homeland security funding for the project as did the City. He stated part of the challenge for the City is knowing its needs and the related costs in order to obtain funding. In response to Mayor Johnson, Mr. Casey stated there was an unsuccessful effort at the federal level to move to 700 MgHz, which is the military band. In response to Council Member Hansen, Mr. Larson stated that, while there was some discussions about satellite usage, the talks were limited because the project would be cost prohibitive. In response to Myrna Wetzel, Mr. Larson stated he is not familiar with the specific security near towers but there is likely standard barbed-wire security fencing around the towers. In response to Council Member Hansen, Mr. Larson stated the maintenance of the equipment in the future would be similar to the current practice of maintenance through a service contract on the equipment. In response to Council Member Hansen, Lieutenant Steve Carillo stated the newer equipment will be under warranty and require less maintenance than the current equipment resulting in a cost savings for the first year or so. N Continued August 2, 2011 In response to Mayor Pro Tempore Mounce, Mr. Carillo stated the new portable equipment is under a six-month warranty. In response to Council Member Hansen, Mr. Sandelin stated fleet services can help with the installation of the new equipment. In response to Mayor Johnson, Mr. Bartlam stated there are grant writing specialists on the market with expertise although it is unlikely that they are aware of any additional existing grants that are unknown to the individuals doing grants in each department. In response to Mayor Johnson, Mr. Larson stated a RMP committee still exists at the County level and staff could continue working with that committee while resurrecting the City's own committee to assess the needs of the City and its departments. In response to Council Member Hansen, Mr. Larson and Mr. Bartlam confirmed that Public Works is on the same 2013 mandate although purchasing and implementation is priority for public safety. In response to Council Member Katzakian, Mr. Bartlam stated other communities in the County are having the same challenges with the County going live. In response to Council Member Nakanishi and Mayor Pro Tempore Mounce, Mr. Larson and Mr. Bartlam confirmed that there is some money budgeted in the current year in capital improvement and the departmental budgets for the project although additional funds will be needed through other funding sources such as grants for the back -fill. Ed Miller suggested a slide be used to track how much the project will cost, what funding is currently available, and the additional funds that are needed to complete the project. C. Comments by Public on Non-Aaenda Items None. D. Adjournment No action was taken by the City Council. The meeting was adjourned at 7:57 a.m. ATTEST: Randi Johl City Clerk AGENDA ITEM CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Update of City of Lodi Radio Master Plan MEETING DATE: August 2, 2011 PREPARED BY: Interim Fire Chief RECOMMENDED ACTION: Receive update of the City of Lodi Radio Master Plan. BACKGROUND INFORMATION: In February 2008, the City adopted a Radio Master Plan (RMP) that was designed to address a federal mandate that various public safety agencies create the means to communicate over a common radio frequency. The RMP incorporated recommendations by the San Joaquin County Operational Committee, a group composed of representatives from various public safety agencies in the county. In response, the City has upgraded its infrastructure and has purchased and replaced some portable and mobile radios in an ongoing process to meet the federal government's January 1; 2013, deadline. Meanwhile, the San Joaquin County Operational Committee has revised the recommendations included in the City's 2008 RMP, which will require a change to the plan in the future. This meeting will provide an update to the City Council on the City's progress toward meeting the federal deadline, including funding, technical and administrative challenges. DMH/1h Attachment Dan M. ave y, D.P.A. Interim Fir Chief APPROVED: t ,-A A �"-- tlKonradt Bartlam, City Manager City of Lodi Radio Master Plan (RMP) Shirtsleeve Session August 2nd,, 2011 Shirtsleeve Session Overview . Background of the Radio Master Plan .Implementation of Radio Master Plan .Timeline of the Radio Master Plan . Current status of Lodi RMP . Interoperability status . Completion costs to be compliant . Expected compliance/go live date . Recommendation Federal Communications Commission Mandate . On January 1, 2013, all public safety and business industrial land mobile radio systems operating in the 150-512 MHz radio bands must cease operating using 25 kHz efficiency technology, and begin operating using at least 12.5 kHz efficiency technology. This deadline is the result of an FCC effort that began almost two decades ago to ensure more efficient use of the spectrum and greater spectrum access for public safety and non-public safety users. RMP Goals . Address the Federal Communications Commission (FCC) mandated migration to narrowband communications platform by January 1, 2013 . Provide interoperable communications between public safety and general government agencies for emergency communications in daily activities and disaster situations Background . 2008 RMP Goals • Update assets • Narrow -band frequencies • Interoperability • Secure new frequencies Current Assets . Police Department current status • Two UHF Channels Four 25 MHz frequencies • Need to narrowband existing channels to four 12.5 MHz compliant frequencies • Replaced 1 transmitter thru grant • Council allocation $75,,452 worth of portable radios (subscriber units) purchased Current Assets . Fire Department current status • Two VHF Channels Three 25 MHz VHF frequencies Need to be narrow -banded at 12.5 MHz • FD has two UHF 12.5 MHz Compliant channels • LFD has purchased 14 portable radios for $15.,775 from Departmental budget • Received 21 portables from a federal grant valued at $22,371 • Replaced 2 transmitters and built a 4t" repeater site thru Homeland Security Grant Current Assets .Public Works and EUD operates on two wideband UHF frequencies PW inclusive of Fleet Services, Water/Wastewater, Streets • Frequencies need to be narrow -banded and equipment assessed and replaced as needed Current Assets . Parks and Recreation • P & R has abandoned their radios Redistributed to Hutchins Street Square • Recommendation for Hutchins Street Square to abandon and utilize more cost effective means of communication Update on the Status of the Plan . Infrastructure Improvements .Implementation of Narrow -banding . Departmental Equipment Procurement and Status Infrastructure Improvements . Received Federal Grant for infrastructure . New tower near Lowes . New equipment infrastructure • PD Channel • Fire UHF Channel 1 • Fire UHF Channel 2 Update on the Status of the Plan . Radio Towers .Implementation of Narrow -banding . Departmental Equipment Procurement and Status Implementation of Narrow -banding . Licensing updates • Information Systems is in process of updating licensing and narrow -banding Update on the status of the Plan . Radio Towers .Implementation of Narrow -banding . Departmental Eaui ment Procurement and Status Current Radio Inventory Department Mobiles Portables Base . Police 53 67 2 . Fire UHF 0 29 2 . Fire VHF 19 54 1 . PW 56 6 3 • EUD unk. Current Radio Needs Department Mobiles Portables Base . Police 53 0 0 .Fire UHF . Fire VHF . PW ♦ EUD . Water *Un -assessed K E3 15 U U E3 RMP Timeline 2002 03 04 05 06 07 08 09 10 11 12 13 Regional Progress on the Radio Master Plan .County Narrow -banding Update • SJ Sheriffs Office main player • SJ county depts. Law and fire agencies • San Joaquin County Rural Fire Districts • City of Lodi, Stockton,, Ripon, Tracy Manteca, Tracy,, Lathrop, Escalon What county has done . Future tower sites at North County and Port of Stockton are in progress. . Agreements for use of two locations in the Corral Hollow area. . Upgraded two microwave links . Nearly all Public Safety radio systems are narrowband P25 capable. . Procured new narrow -banded frequencies . SJ County is going live March 2012 �Aa 0 PQ Clements Fire ora Oak Grove."a ac> °v° Court Housgoa a0> o°a N> French Camp a�a>0a o°a Tracy o0a nA Mt. Oso °V �Aa Farmington oda o0a PQ Manteca Aa � 0V 4>11 aOV � �v4 Bear Mtn. County Microwave Sites for 2000 Ilt North Cnty. Tower .4 ooa ooa oda Clements Fire Oak Grove oVa Farmington oda Port of Stockton :�: Ag. Building French Camp a�a�,. ooa oOa ooa Manteca �Aa Tracy ooa R i p o n Site 300 •,•A,% Citadel Mt. Oso 0 Bear Mtn. :j: A,% Escalon PD County Microwave Sites for 2011 Remaining Costs . List costs of items left to purchase RMP Equipment Needs PD Motors Cost/Unit Total .4 Units $4,113 $ Vehicles and MOC .49Units $3,108 16,452 $ 152,279 Total w/tax approximately $ 183,495 RMP Equipment Needs FD UHF Units Cost/Unit . Portables (15) . Mobiles (14) . Mobiles (2 dual) VHF Units Cos . Portables (8) . Mobiles . Install all units . *Ancillary equip . Total w/ tax $1,464 $ 2,366 $ 2,937 Unit 1464 851 ment $21,961 $33,120 $ 5,873 $ 11,712 $ 6,811 $ 13, 200 12,500 $115, 328 *Chargers, Mobile Radio Interface units, lapel microphones RMP Equipment Needs . Information Systems • Unknown needs to be assessed . Other departments • Unknown needs to be assessed Possible cost savings . Interdepartmental equipment transfers . Fleet services installation of select equipment . Intra -city radio software support Radio Master Plan Recommendation . Resumption of RMP Committee • Assigned Chairperson • Members with technical expertise from each affected department . Committee will • Set Equipment levels • Funding allocation planning • Present to City Manager for Council Action • Set benchmark and migration dates Lodi Radio Master Plan Summary . Summary .Questions?