1 E-911 Services Board Meeting General Business Meeting May 08,

2 Agenda 1.Call to Order 2.Approval of Minutes from Mar 13 th 3.Approval of the FY 2016 PSAP Grant Guidelines 4.Old Business 5.New Business 6.Public Comment 7.Adjourn

3 FY 2016 PSAP Grant Guidelines 3

4 Shared Services Projects The Shared Services grant type was added with a definition and a reference section A Shared Services project is one in which the provisioning and use of equipment and/or services occur between two or more PSAPs in order to “share” the funding and resourcing of the equipment and/or services used to process calls.

5 Shared Services Projects Shared Services projects are limited to projects from the Continuity and Consolidation Program (Priorities 1 through 6). The purchase of hardware and software is included.

6 Shared Services Projects Grant awards amounts were established for Shared Services as follows: –$350,000 for a shared services project involving two PSAPs –$500,000 for a shared services project involving three or more PSAPs

7 Regional Initiatives The Regional Initiative definition and reference section was updated by limiting the priorities that can be considered by multiple primary PSAPs for a Regional Initiative to Continuity and Consolidation Priorities 7 – 17 and the Enhancement program priorities.

8 Regional Initiatives Regional Initiative grant award amounts were decreased as follows: –$200,000 for a regional initiative involving two primary PSAPs –$225,000 for a regional initiative involving three primary PSAPs –$250,000 for a regional initiative involving four primary PSAPs –$275,000 for a regional initiative involving five or more primary PSAPs

9 Regional Initiatives & Shared Services A primary PSAP may not participate in a shared services and a regional initiative in the same application cycle. However, a primary PSAP may participate in an individual and a shared services OR a regional initiative.

10 Consolidations The definition of a Consolidation was updated to clearly identify that a consolidations means the physical combining of two or more primary PSAP into a single primary PSAP

11 Consolidations Once a physical consolidation award has been approved, the PSAPs named in the grant award are ineligible to receive another physical consolidation grant award Once a physical consolidation grant has been awarded, the PSAPs can only apply for grant funds as an individual PSAP

12 Secondary Consolidations The funding level for a secondary consolidation is contingent upon when additional PSAPs join the initial physical consolidation: –If the PSAPs join before the initial physical consolidation is complete, the maximum award possible is $150,000 –If the PSAPs join after the initial physical consolidation is complete, funding will be commensurate with a shared services project

13 Secondary Consolidations Grant award amounts for secondary physical consolidation is as follows: –$350,000 for a secondary physical consolidation of an already consolidated PSAP and an additional PSAP –$500,000 for a secondary physical consolidation of an already consolidated PSAP and two or more additional PSAPs

14 Grant Award Amendment Section A grant award amendment section was added. Once a grant award has been approved by the Board, no changes can be made to that award, unless approved by the Board.

15 Grant Award Amendment Section A PSAP may submit a written request to the Board for an award amendment to include additional cost if: –Unforeseen allowable cost item was not included in the original application –All reasonable efforts were taken into account in determining the total allowable costs

16 Financial Contingency When considering the total allowable cost of a project, it is permissible to include a financial contingency (up to 10%) to help offset unanticipated expenses or price increases. Ten percent is typically a reasonable contingency amount for project costs.

17 WEP Updates Vendor training no longer requires a waiver with the application Required training course material is eligible for cost recovery

18 Old Business 18

19 Update on NG9-1-1 Feasibility Study Recommendations received from Board members have been included in the updated SoR document: –Focus on a single statewide IP-based network –Include PSAPs that are currently transitioning to an IP-based solution –Better define capacity and role of secondary PSAPs in study –Need to develop metrics to support limitations

20 Update on NG9-1-1 Feasibility Study Recent Activities: –Discussed study at recent regional PSAP managers meetings –Continue to work with firm that oversees VITA’s IT Contingent Labor Program to ensure that the SoR will generate quality responses to achieve desired outcomes –Outreach to VA APCO & VA NENA for feedback and input

21 Update on NG9-1-1 Feasibility Study Remaining steps –Meetings with VA NENA and VA APCO Boards –Conference call with No VA stakeholders to discuss Metro Washington Council of Government's (MWCOG) NG9-1-1 Feasibility Study –Attend MWCOG 911 Directors’ meeting scheduled for June 13 th –Issue final draft of SoR Release date for SoR is June 16 th

22 New Business 22

23 Review of Baseline Survey Data Staff will be using compiled data to derive value for NG9-1-1 planning: –Concentration of vendors for CPE, CAD and Mapping Systems may help with the development of statewide contracts to help offset costs –Frequency of mapping updates by localities will need to increase with NG9-1-1 –Insight into PSAPs’ level of IT support –Recommendation to include who provides CPE maintenance in future surveys

24 Grant Award Amendment Request The ESVA Center is requesting that their FY 13 grant award be amended Original award was for a tablet GIS project and there is a balance of $19,686 The new project is channel back equipment to allow for radio connectivity with Chincoteague and the Northampton County Sheriff’s Office

25 And In Conclusion Public Comment Adjourn Next meeting date is July 10 th