Virginia NENA - Secretary's Box

Secretary’s Box

Minutes

Virginia Chapter of NENA

Business Meeting

October 31, 2008

Virginia APCO/NENA Fall Conference, Roanoke Plaza Hotel, Roanoke, VA

The meeting was called to order at 10:45 AM by Chapter President Denise Johnson.

Denise noted that the first order of business was approval of the fall 2008 business meeting minutes.

A motion was made by Rodney Gentry to accept the minutes and seconded by Bernard Brown. The motion passed without discussion.

Presidents Report

It was noted that the chapter bylaws had been approved and that the chapter would move forward with incorporation. The bylaws will be put on the website. Anyone with recommendations for an attorney should contact Denise.

Treasurer’s Report

Chris Knights, Treasurer, noted that, as of May 1, 2008, the chapter checking account had a beginning balance of $45,187.93. The balance as of October 31, 2008 was $32,994. The current balance includes both the CD and interest earned through April 2008.

Chris noted that conference expenses in the amount of $17,000 were paid to the hotel for the spring conference after May 1, 2008 and are not reflected in the May 1, 2008 balance.

Chris noted that $10,000 could be put into a CD without any negative impact on the chapter checking account. Also the current CD will mature in April 2009 and can continue to roll over.

Chris noted that the deposit for the hotel will be approximately $500.

Chris also noted that the chapter is in good shape fiscally.

Rodney Gentry asked that the Treasurer provide another financial statement from the bank for the Spring conference.

A motion to accept the Treasurer’s Report was made by Rodney Gentry and seconded by George Thomas. The motion was passed

Committee Reports

Conference Committee

Bernard Brown noted that the call for presentations for the spring conference will go out next week. The deadline will be December 15, 2008. This deadline will allow us to identify presenters early in the conference planning stage.

Nominating Committee

Rodney Gentry noted that he would be working on officer nominations for the coming term and to determine whether the incumbents in chapter offices were interested in running for office.

New Business

VITA Baseline Survey

Denise noted that a copy of the survey would be shared with APCO and NENA and asked Linda Goodridge to share APCO’s views on the survey.

Linda noted that more information on the survey was required before it could be presented to the APCO Board and that neither NENA nor APCO had a representative that served on the Baseline Survey Committee. She noted that VITA wanted them to go to organizations for support however APCO will not support the survey the first time around until representatives have served on teams and understand the objective. She also noted that she thinks that it is important that both APCO and NENA have representation on the committee. Linda and Denise both agreed that it is a concern that representation is typically by Board members and that members need to be selected that will fairly represent everyone. Denise recommended that the VITA regional representatives reach out to everyone in their respective region regarding representation. Linda noted that small agencies were not represented and that most agencies were not aware of the plans to conduct a baseline survey.

Phil Heins noted that he had served on the committee and felt that there was diverse representation.

Rodney Gentry noted that he had served on the Strategic Plan Committee.

Phil noted that the survey information is needed and that everyone needs to be working together to improve public safety.

Denise noted that the process should be more diplomatic.

Membership Committee Status

Denise noted that Emmy Isbell, Chairman of the committee, is no longer in the state or region. She will reach out to her to determine whether she wishes to continue to serve as chairman of the committee.

Financial Statement

A motion was made by Rodney Gentry to allocate funds, not to exceed $1,000, to obtain a financial statement for the period December 1, 2007 to December 1, 2008. The motion was seconded by Bernard Brown. The motion passed.

Certificate of Deposit

A motion was made by Rodney Gentry to allocate an additional $10,000 to a certificate of deposit. The motion was seconded by Richard Herzing.

Phil Heins asked if there would be any cost associated with the incorporation and whether the chapter would still have sufficient funds if the additional $10,000 was allocated to CD. Chris noted that there would be a balance of approximately $13,000 remaining after the funds were allocated to CD and that the balance should be more than adequate. George Thomas noted that $13,000 would put the balance below the $17,000 paid to the hotel for the conference last year. Chris noted that this would not be an issue since the other CD will mature in April. Bernard Brown questioned the security of the funds considering the economy. Chris noted that all CD’s are secured by the FDIC for up to $250,000.

The motion passed.

Incorporation

A motion was made by George Thomas to pursue incorporation of the chapter with costs not to exceed $1,500. The motion was seconded by Rodney Gentry. The motion passed.

Old Business

Denise asked whether there was any old business to be discussed. There was no old business.

Announcements and NENA Updates

Denise noted that the NENA Legislative Agenda for the 111^th Congress was being developed and asked that comments be provided on any issues that members wish to raise as NENA begins to draft the agenda.

Denise also noted the following important dates:

TDC/ODC February 18 – 20 Orlando, FL

NENA Conference June 6 – 11 Fort Worth, TX

APCO/NENA Winter Session January 15, 2009 Henrico, VA

APCO/NENA May 6 – 8 Virginia Beach, VA

Includes pre-conference course “Overcoming Negativity in the 911 Center”. Additional classes will be considered. VITA has agreed to support these courses.

Bernard Brown noted that a total of 34 VITA sponsored scholarships were used this year. NENA should note that better promotion of the availability of scholarships should be done for future conferences. Phil Heins noted that there was also some confusion as to whether scholarship recipients had to be members of APCO or NENA. George Thomas recommended that the chapter president draft a letter to each PSAP regarding the program.

A motion was made to adjourn the meeting by Rodney Gentry and seconded by George Thomas. The meeting was adjourned at 11:25 AM.

Download October 31, 2008 Minutes

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Virginia Chapter of NENA

Business Meeting Minutes

May 2, 2008

Virginia APCO/NENA Spring Conference, Sheraton Oceanfront Hotel, Virginia Beach, VA

The meeting was called to order at 10:00 AM by Chapter President Rodney Gentry.

Rodney noted that the first order of business was approval of the fall 2008 business meeting minutes.

A motion was made by Denise Johnson to accept the minutes and seconded by Hershel Kreis. The motion passed without discussion.

Treasurer’s Report

Chris Knights, Treasurer, noted that, as of the last meeting held on October 19, 2007, the chapter checking account had a beginning balance of $9,341.86. The balance as of May 1, 2008 was $45,187.93. The current balance includes funds from a $10,000 CD that were deposited into the checking account upon maturity.

Chris noted that conference expenses for the spring conference, estimated at approximately $20,000, remain to be paid from the balance.

Chris also noted that the financial report and statement was for the 18 month period prior to and including November 30, 2007.

Presidents’s Report

Rodney reminded everyone of the chapter website (www.virginia-nena.org) maintained by Scott Chandler and the chapter list serve (http://groups.yahoo.com/group/nena_virginia/).

Rodney noted that incorporation of the organization is currently pending approval of the chapter bylaws.

Rodney also noted that this was the first conference that had been held with the new fees in place and that attendance was very good. He noted that the chapter did not make a lot of money however there would be some profit.

Rodney also noted that Brian Fontes, PhD, had been named as the new CEO of NENA.

Committee Reports

Conference Committee

Denise Johnson has volunteered to organize the conference and Bernard Brown will be in charge of the program.

Bylaws Committee

A copy of the bylaws has been posted on the website showing all proposed changes.

Nominating Committee

Rodney noted that the ballots for the elections have been tabulated.

Rodney also noted that he would head the nominating committee for the coming year.

Old Business

Adoption of Proposed Bylaws

Terry Hall noted that the chapter would need to submit the NENA Constitution along with the Virginia Chapter Bylaws when having the bylaws reviewed.

Rodney noted that this had been completed.

A motion to accept the proposed bylaws was made by Alan Weese and seconded by Richard Hersing. The motioned was passed.

Legislation

Rodney noted that HB 546 (Multiline Telephone Systems) had passed in both the House and Senate although the language of the bill is still very loose.

Rodney also noted that S. 428 (IP Enable Voice Communications and Public Safety Act of 2007) and HR 3403 (New and Emerging Technologies 911 Improvement Act of 2008) have passed respectively through the Senate and House.

New Business

Rodney noted that the comment period is still open on FCC 08-95 (re: NSI Phones) is still open and urged members to comment. The comment period will end 45 days after April 11, 2008.

Rodney noted that the chapter CD had matured and that a motion was needed to investigate future options for its investment. A motion was made by Phil Heins stating that once the financial status of the organization is determined the executive board will determine what will be done with the CD funds. The motion was seconded by Wayne Campagna. The motion was passed.

The new chapter officers for the coming term were sworn in and are as follows:

President - Denise Johnson

Vice President - Hershel Kreis

2nd Vice President - Bernard Brown

Secretary - Susan Rorrer

Treasurer - Chris Knights

Past President - Rodney Gentry

Announcements

Denise Johnson noted that the month of April will be known as National 911 Month.

Denise Johnson thanked Rodney Gentry for his service as President of the Virginia Chapter of the Emergency Number Association and presented him with a plaque recognizing his contributions.

The meeting was adjourned.

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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.

Virginia Chapter

National Emergency Number Association