Virginia NENA - Secretary's Box

Secretary’s Box

Minutes

Virginia Chapter of NENA

Meeting Minutes

October 19, 2007

Virginia APCO/NENA Fall Conference, Doubletree Hotel, Charlottesville, VA

The meeting was called to order at 10:50 AM by Chapter President Rodney Gentry.

Rodney introduced the chapter’s current officers.

Rodney noted that copies of the minutes from the spring conference were available for review and asked for a motion to accept the minutes as written.

A motion was made by Sam Keys to accept the minutes and seconded by Phil Heins. The motion passed without discussion.

President’s Report

Rodney noted the chapter website (www.virginia-nena.org) designed and maintained by Scott Chandler and encouraged members to visit the site for access to information pertinent to the Virginia Chapter of NENA. He also encouraged members to join the chapter list serve at http://groups.yahoo.com/group/nena_virginia/ and noted that the list serve would be migrated to the web server in the next few months.

Rodney noted that efforts to incorporate the organization are currently on hold pending approval of the chapter bylaws. He noted that the bylaws must be up to date and submitted as a part of the incorporation approval process.

Rodney noted that the chapter currently has 218 members with 55 of those being new members who have joined the organization since January 1, 2007.

Treasurer’s Report

Chris Knights, Treasurer, noted that copies of the Treasurer’s report were available for review. He noted that, as of April 27, 2007, the chapter checking account had a balance of $15,509.23. Since that date a total of $4,652.68 has been deposited to the account and $10,820.05 in expenditures (including a transfer in the amount of $10,000 to a certificate of deposit) have been withdrawn from the account. The balance in the account as of October 19, 2007 was $9,341.86.

A motion was made by Allan Weese to accept the Treasurer’s report and seconded by Jim Davis. The motion was passed without discussion.

Committee Reports

VENA ENP Outreach Committee

Rodney noted plans to take the NENA ENP message to the Northern Neck and other such underrepresented areas within the state. Additionally, scholarships will be extended to individuals in these areas to encourage their participation.

Bylaws Committee

George Thomas distributed copies of the amended constitution and bylaws document for review. He noted that many of the proposed changes are required to align with the NENA bylaws. Additionally, he noted constitutional issues with the election last year that were related to delays in getting a full slate of officers which need to be addressed. George noted that he hoped that review and comment on the complete document could be accomplished during the coming months so that the complete document could be voted upon by the membership at the spring conference.

George noted the following changes to the document:

Constitution

Art. I, Sec. 2.C – Remove section related to publication requirements
Art. II, Sec. 1.1 – Change “Active Member” to “Public Sector Member” and “Commercial Member” to “Private Sector Member” (in accordance with NENA)
Art. II, Sec. 1.3 – Addition of voting privileges for dispatchers
Art. II, Sec. 1.5 – Retain “Life Member” rather than adopting NENA “Hall of Fame” designation

A comment was made by Craig Sheets to correct the section number to read 1.5.

Jim McDonnell questioned the classifications as they related to voting. It was noted that price of membership and access to training were two considerations related to the membership structure.

Wayne Campagna questioned the right of associate members to vote. George noted that he was comfortable striking that language and that he would check to determine the NENA policy.

Rodney noted that revisions to the document would be posted on the website.

Art. III, Sec. 2.1 – Change “chapter publication” to “known Chapter and industry communications methods”
Art. III, Sec. 2.5 – Allow the Executive Board to determine the election procedure if a full slate of officers is not presented 40 days prior to an election
Art. III, Sec. 2.6 – Addition of special election procedures

Bylaws

Art. I, Sec. 1.1 – Remove section, all applications are through NENA now
Art. III, Sec. 1.1C – Addition of electronic mail

Jim McDonnell questioned whether the $250 discretionary fund is ever used. It was noted that the fund was indeed used. A recommendation was made by the group to increase the amount of this fund to $500.

Art. III, Sec. 2.1 – Language for First Vice-President taken from NENA
Art. III, Sec. 3.2 and 3.3 – Language regarding authority and duties of the Executive Board revised to include language from NENA
Art. IV, Sec. 1.1 – Changes to appointment of nominating committee
Art. IV, Sec. 1.2 – Language regarding regional committees struck and moved to Sec. 2 regarding special committees
Art. IV, Sec. 1.3 – Changes to language regarding the Commercial Committee and private sector members since appointment is not necessary unless the Executive Board is made up of strictly public sector members
Art. V, Sec. 1 and 2 – Changes is annual dues rates and payment schedule in accordance with NENA
Art. VI – Remove section on official publication
Art. VII, Sec. 1.4 – Amending resolution process with requirements of Sec. 1.2 and 1.3 required to be published and distributed to members 30 days prior to conference

Spring Conference Committee

Rodney noted that the Spring Conference would be held in Virginia Beach April 30 – May 2, 2008 with pre-conference activities being held on April 30.

Denise Johnson noted that Buster Brown would be in charge of the programs committee and that Chris Knights would be assisting him. Recommendations for programs will be posted to the website.

Denise noted the Sheraton Hotel will begin taking room reservations for the conference now and no deposit is required. Rates will be $127 for oceanfront and $87 for city view. The group will begin to lose rooms from the block in mid March. The hotel has been encouraged not to schedule other conferences during the same time.

Registration rates for the conference have been set jointly with APCO at $75.00 for all conferences. It is planned that a plated lunch for the awards ceremony, two breakfast buffets and breaks will be provided. Thursday evening is scheduled for dinner on your own. Phil Heins noted that it was his understanding that all meals would be provided for participants at the conference. Jim Junkins noted that vendors have clearly indicated that they like to have a night available for them to take their customers out to dinner. Jim also noted that it is preferred that vendors take advantage of evenings scheduled for dinner on your own rather than choosing a night when dinner is provided to attendees. Wayne Campagna noted that dinner was primarily an issue at the Spring Conference since it was one night shorter than the fall conference.

Rodney noted that scheduling the awards presentation during lunch better meets the needs of those attending only the awards ceremony portion of the conference since it allows for travel during the business day. Rodney noted that plans for meals are still preliminary and that the plan would be revisited before being finalized.

Jim McDonnell noted that the rate increases have been questioned. He suggested that future rates increase in a trickling manner rather than maintaining the rate for a long period of time and then increasing it drastically.

Phil Heins noted that we need to publicize that the rate increase provides for inclusion of most meals.

Nominating Committee

Rodney noted that George Thomas is in charge of the nominating committee and that it was the intention of the committee to meet all deadlines so that the membership will have time for consideration. George noted that he expects to see a good increase in participation for both committees and elected positions.

New Business

Chapter Logo

Rodney noted that a new chapter logo had been designed by Denise Johnson. He noted that the logo had been approved by the Executive Board however he felt that the logo should be voted upon by the general membership.

Jim McDonnell noted that the chapter name should agree in the logo and the bylaws.

Wayne Campagna made a motion to have the organization officially be known as the “Virginia Chapter of NENA”. The motion was seconded by Allan Weese. The motion was passed.

Wayne Campagna asked whether NENA requires that “911” be included in the logo. Rodney noted that they did not, however they do require use of the ™ symbol. Denise noted that “911” could be added to the design.

Rodney noted that the chapter intends to have shirts with the logo available at the Spring Conference.

NENA ENP Outreach

Rodney noted that the NENA ENP outreach programs would require funding in excess of the discretionary funding available to the Chapter President. He estimated that an amount not to exceed $1,000 should be made available for the purpose of providing NENA ENP outreach and scholarship.

Jim McDonnell made a motion to approve for the Outreach Committee an amount not to exceed $1,500 for use during the coming year (365 days) in providing NENA ENP outreach and scholarship. The motion was seconded by Sam Keys and passed by the membership.

Financial Statement Needs

Chris Knights noted that the Executive Board would like to have an accountant or CPA review the chapter’s books as a means of verifying to the membership that the Board is being fiscally responsible. Quotes for the work to be completed have ranged from $900 to $1,500 for work that would include a review of the previous 18 months of financial activity and a financial statement regarding the findings.

Jim McDonnell commented that the chapter should check with APCO regarding services and pricing since they have recently had similar work done. Jim also noted that the review should be done annually or every two years.

Rodney noted that it has been the intent of the chapter to accomplish this in the past but it has not been completed to date.

Jim McDonnell made a motion to proceed with the financial review to be completed prior to the Spring Conference. The motion was seconded by Buster Brown and passed by the membership.

New Business

None

NENA Update

Rodney noted that there would be a conference call on October 25, 2007 at 3 PM that would highlight upcoming and pending national legislation related to 911. The call will be hosted by Patrick Halley, Government Affairs Officer for NENA.

Rodney also noted the following upcoming events:

TDC/ODC Conference – January 20 – 23, 2008, Nashville, TN

National NENA Conference – June 7 – 12, 2008, Tampa, FL

APCO/NENA Winter Session – January 24, 2008, Henrico Training Center

APCO/NENA Spring Conference – April 30 – May 2, 2008, Virginia Beach, VA

Announcements

Rodney noted that the Virginia Tech Dispatch Center had been recognized at the 2007 National NENA Conference for their service during the Virginia Tech tragedy.

Tim Addington noted an interest in national courses and that he would be pursuing the subject. Rodney noted that he would check on the possibility of holding joint sessions.

The meeting was adjourned at 11:55 AM.

Details: Date: April 27, 2007

Time: 11:00 am to 12:00 pm

Place: Sheraton Oceanfront

2007 Virginia APCO/NENA Spring Conference

Topics Discussed:

• At 11:11 am George Thomas, Chapter President, called the meeting to order.

• Old Business: George began the meeting by commenting on the success of the VA NENA’s Southwest Outreach Event held at the Southwest Virginia Higher Education Center in Abingdon, VA on August 23, 2006. Don Scott, Lee County 911, was recognized as the recipient of the scholarship to the 2007 Virginia APCO/NENA Spring Conference.

• George commented that NENA was very instrumental in funding and changes in the wireless grants and that over 5 million dollars in grant money had been awarded to the PSAPs.

• Emmy Isbell, Treasurer, reported that the balance was $15,509.23 and that all large expenditures pertaining to the spring conference had been paid. George asked for a motion that $10,000.00 of the balance be placed back into a CD. Phil Heins made the motion and Denise Johnson seconded. The motion passed without any objection.

• Sam Keyes, Nominating Committee Chairman stated that Hershel Kreis was running unopposed for Second Vice-President, Susan Rorrer was running unopposed for Secretary and Chris Knights was running unopposed for Treasurer.

• George Thomas thanked Phil Heins for his support during his tenure as the Virginia Chapter NENA President for his support and all other members of the Executive Board that served during his term as President. George asked John Craybill, Northeastern Regional Vice President of National NENA to proceed with the swearing in of the new officers.

Rodney Gentry – President

Denise Johnson – Vice President

Hershel Kreis – 2nd Vice President (absent)

Susan Rorrer – Secretary (absent)

Chris Knights – Treasurer

George Thomas – Past President

• John Crabill complimented the chapter on the Southwest Virginia Outreach event and the TERT program that is being established in Virginia.

• John Crabill encouraged everyone to attend and support the 26th NENA Annual Conference that will be held in Charlotte, NC which will be held June 9 through June 14, 2007.

• Rodney Gentry advised the chapter that the minutes from the last meeting in the fall are posted on the new Virginia NENA website at: www.virginia-nena.org

• Paul Fleshood provided a report on behalf of Angie Reynolds of the VoIP sub-Committee:

VoIP Technical Committee Status Report from TDC 2007

The VoIP Technical Committee currently has three active Working Groups

1) VoIP Location Working Group

• Completed NENA 08-752, NENA Technical Requirements Document for Location Information to Support IP-Based Emergency Services, Issue 1, December 2006

• Completed NENA 08-505, NENA Recommended Method(s) for Location Determination to Support IP-Based Emergency Services Technical Information Document (TID), Issue 1, December 2006

• Focus on Residential IP scenarios

2) Long Term Definition Working Group (i3)

• i3 TRD document (08-751) published

• The i3 spec (Functional and Interface Standards for NG 9-1-1) has been sent out to outside orgs for comments - should have a document ready by 2Q2007

• All documents create the foundation for NG 9-1-1

3) Migratory Definition Working Group (i2)

• No update was provided for this working group

The Committee is primarily working on the technical standards for NG9-1-1

Definition of Next Generation 9-1-1 (NG9-1-1)

NG9-1-1 is the next evolutionary step in the development of the 9-1-1 emergency communications system known as E9-1-1 since the 1970s

NG9-1-1 is a system comprised of managed IP-based networks and associated control and database elements that augment present-day E9-1-1 features and functions and add new capabilities.

The NENA Operations and Technical Committees have formed the Next Generation Transition Planning Committee (NGTPC). This Committee has formed two working groups.

Legacy Baseline Working Group Charter

This working group will enumerate and document starting points to be used in defining transition plans to NG9-1-1 networks. The starting points discussed in the “Areas of Consideration/To Do List for the NG9-1-1 Transition Planning Committee” document may be used as a resource to begin activity. Also NENA issue number 541891 may be used as a source. The working group will consider originating networks (e.g. wireless), emergency services network and PSAP configurations. It should define technical, operational and data management aspects of each network. Since it is expected that the working group will define numerous starting points for each type of network, the working group should prioritize those it feels are the most representative of current deployments.

NG9-1-1 Baseline Working Group Charter

This working group will enumerate and document ending points to be used in defining transition plans to NG9-1-1 networks. “Ending point” is used here to mean the goal to be attained when the transition to NG9-1-1 is reached. I.e. there should be consistency with the NENA i3 architecture. NENA issue number 541891 may be used as a resource for planning. The working group will consider originating networks (e.g. wireless), emergency services network(s) and PSAP configurations. It should define technical, operational and data management aspects of each network. Since it is expected that the working group will define numerous ending points for each type of network, the working group should prioritize those it feels are the most representative of the emergency no supservices evolution.

These groups are newly formed and have their first session scheduled for Friday May 4^th.

This report was prepared for the 2007 Annual Business Meeting of the Virginia Chapter of the National Emergency Number Association by

Angie Reynolds

Verizon Business

540 265-5006

April 27, 2007

(Information contained in this document represents the views of the National Emergency Number Association and does not necessarily represent the views of Verizon Business.)

• New Business: Rodney Gentry gave an overview of goals and initiatives for the VA NENA Chapter during 2007 – 2008. He stated that he would like for the VA NENA and APCO chapters to continue with a very close and positive relationship.

• Rodney stated that he would like for the chapter to move forward with other outreach and scholarship events in other regions throughout the state.

• Rodney encouraged the membership on moving forward with becoming ENP certified with NENA. He would like to see this program enhanced and promoted in the Virginia membership.

• Rodney recognized George Thomas as being the committee chairman of the NENA By-Laws Review Committee.

• Rodney recognized Emmy Isbell as being the committee chairman of the Membership Committee.

• Rodney opened the floor for other new business.

• Phil Heins made the motion that authority be given to the Conference Committee to move forward with working on getting new conference rates established. There had been discussion between APCO and NENA Executive Boards of raising the existing conference rates and including additional meals in the registration fee. Wayne Campagna seconded. Discussion followed: George Thomas stated that an MOU would need to be changed. Bill Agee questioned whether a joint meeting would need to be held with APCO. Bill would like to hold a meeting and move forward with the rate changes so they could be enforced at the 2007 Fall Conference. The motion passed to move forward jointly with APCO on rate changes.

• Paul Fleshood presented Haxall Ward an award that recognized her commitment, hard work, steadfast devotion and uplifting spirit in the activities, mission and vision of the Virginia Chapter of the National Emergency Number Association and made the motion that she be awarded a life membership. Emmy Isbell seconded. The motion passed without any discussion:

Mr. President, I have some new business for the Chapter.

I have a resolution I want to submit for adoption by the membership. I will read it now.

WHEREAS the VA Chapter of NENA, better known as VENA is a highly respected state chapter and

WHEREAS there are longtime VENA members who have made outstanding contributions to the VENA Chapter and

WHEREAS there is one such member here today who is retiring from Verizon after a distinguished 33 year career and

WHEREAS she has served VENA and the public safety community faithfully for many years, be it

THEREFORE be it resolved that Haxall Ward, ENP be honored as a lifetime member of VENA with all the rights and privileges as provided thereto.

Mr. President, I move that this resolution be adopted by the membership.

• Phil Heins brought up for discussion the need of getting the word out to the chapter about the duties and responsibilities of the officers in NENA. He stated that there is a need for some sort of program perhaps incorporated within our conference of supplying this information to the membership as there are many talented members in the chapter that would make good candidates in future elections.

• Rodney Gentry stated that he would be working towards getting the chapter incorporated.

• Rodney Gentry presented Emmy Isbell with a gift certificate for her service as the Virginia NENA Chapter’s Treasurer 2005–2006, 2006-2007.

• Rodney Gentry recognized Anna Shreves for her past work as Secretary of VENA for 2006, a gift certificate will be sent to her as well. Rodney Gentry also asked that the membership continue to keep her in thoughts and prayers during her medical battle.

• Rodney Gentry presented Phil Heins, Past President, with a plaque commemorating his leadership, devotion and commitment during his tenure as Chapter Past President from 2004 – 2007.

• Rodney asked if there was any other new business and then asked for a motion that the meeting be adjourned. Denise Johnson made the motion to adjourn the meeting and George Thomas seconded.