January 31, 2025 PSAP GOVERNANCE BOARD MEETING MINUTES Meeting Room – 1st Floor Police Dept. 725 N. Park Ave, Fremont 9:00 a.m. A meeting of the Fremont/Dodge County PSAP Governing Board was held on January 31, 2025, on the first floor meeting room of the Fremont Police Department at 725 N. Park Avenue, Fremont, Nebraska. The meeting was called to order by Chairman Joey Spellerberg. The meeting was preceded by a publicized notice in the Fremont Tribune and the agenda displayed in the Fremont Police/PSAP lobby and is open to the public. A copy of the open meeting law is available for public inspection. Roll call showed Board Members Joey Spellerberg, Greg Beam, Doug Backens, and Blair Horner present in the room. James Vaughan, Bob Missel and Mark Jensen were not in attendance. 4 present, 3 absent. Shelly Holzerland, ex-offico present. Guests were City Administrator Jody Sanders, Lead Dispatcher Jamie Carlson, and Radio Administrator Tom Christensen. The draft minutes of the September 17, 2024 meeting were distributed prior to the meeting and available in hard copy at the meeting. Mr. Horner moved to accept the minutes of the September 17, 2024 meeting and Mr. Backens seconded the motion. Vote: Aye: Spellerberg, Backens, Beam, Horner No: None Motion passed Request and possible action for funding of the replacement of the Uninterruptible Power Supply for radio equipment at Power Plant In 2015, when the Fremont responders joined the ORION radio system, the tower equipment was placed on the top of the power plant. At that time, an uninterruptible Power Supply (UPS)was installed as well. This piece of equipment has reached end-of-life and has failed a couple of times. It needs to be replaced to ensure the countywide radio system continues to function correctly and reliably. Quotes were obtained from two vendors, and a third vendor for a quote could not be located. The bids received were from PTI Solutions for $10,427.5 and Power Protection Products for $14,696.90. The low bid is PTI Solutions, a company that is currently providing the UPS systems and support for the PSAP and the Fremont IT Department. This will save ongoing maintenance costs, to have the same vendor supporting all of the UPS units This is not a budgeted item. In this current budget, in Other Capital Outlay, there is $10,000 budgeted for replacement HVAC in the electrical area for the PSAP and $6000 that was budgeted for railroad crossing cameras. The HVAC in the electrical closet is functioning fine. Since both parts of the split unit are inside the building, it has less wear and tear than an outside unit. With the new building and impending move, it would not be prudent to replace it at this time. The railroad crossing cameras are a project that was proposed but are not needed at this time. Shelly requests that these funds be used to purchase and install a new UPS at the power plant for the radio equipment. Mr. Horner moved to approve the requests for the funding of the replacement of the uninterruptible power supply for the radio equipment at the power plant. $10,427.00. Mr Backens seconded the motion Vote: Aye: Spellerberg, Backens, Beam, Horner No: None Motion passed Discuss and possible action regarding the continuation of phone services in PSAP EOC Before the county built and equipped an emergency operations center (EOC) in the basement of the courthouse, the PSAP training room was equipped to act as an EOC. It was equipped with 6 landline phone circuits and the telephones and licenses to work on the administrative phone system. The room has not been used for this purpose since the EOC was built at the courthouse. Shelly would like to discontinue paying for the telephone lines and to reuse the licenses for additional police and sheriffs’ office telephones. The lines are currently costing $90 per month. The board is asked if this room would still be used for an emergency gathering place for officials and if so, would landline phones be necessary. During the flood of 2019, this room was used as the EOC. Most people using it had cell phones; however a few people did use the landline phones. In a future emergency , they would be at the courthouse. Mr. Backens suggested keeping two lines, just in case. Mr. Horner moved to disconnect all six lines and free up the licenses for other uses. Mr. Beam made the second. Vote: Aye: Spellerberg, Beam, Horner No: Backens Motion passed Discuss and possible action on contract changes with PS Rad Com Tom Christensen, DBA as PS Rad Com, is the county radio administrator. He is available 24/7/365 to monitor and support the radio system that serves the county’s first responders. Tom is part of a highly technical specialized team that supports the ORION regional radio network. His original contract provided a yearly sum of $79,000 for 600 hours of business hours support. He is entitled to additional fees for afterhours work and phone calls. PS Rad Com is asking for a 4% increase in his yearly sum, bringing it to $84,160.00. He is not asking for any change in the afterhours or phone call fees. Tom has dedicated a lot of time and effort to supporting the radio system and is invaluable to the emergency responders in Dodge Couty. Mr Backens moved to approve the 4% increase for PS Rad Com. Mr Beam seconded the motion. Vote: Aye: Spellerberg, Backens, Beam, Horner No: None Motion passed Review draft budgets for 2025/2026 and 2026/2027 The 2025/2026 and 2026/2027 draft budgets were distributed. According to the Interlocal Agreement, the board must present budget recommendations to the city council and board of supervisors by May 15th. The draft today does not include any personal services. In April, a meeting will be scheduled for a final budget review, including estimated personal service. Because of the construction and move to a new building, there are no equipment replacements or large projects proposed. The budget for the new equipment is separate from these budgets. These next two years will be in support of the equipment we are using now and maintaining the systems to keep the 911 center functioning. Shelly is currently working with various vendors to get budgetary quotes for the new 911 Center. Each vendor is being asked to look at ways to save costs and to reuse what they can. A request will be made to increase the dispatch staff by 1 dispatcher in the second-year budget. This will help free up some of Jamie’s time when the new building workload will be quite heavy. With no further business, Mr. Backens moved to adjourn. Mr. Horner seconded Vote: Aye: Spellerberg, Backens, Beam, Horner No: None Motion passed Respectfully Shelly Holzerland FDCC Communications Director