BCARES BOARD MEETING----6 APRIL 2006

CALL TO ORDER

CALL TO ORDER
The meeting was called to order at 7:32 p.m. in a Ball meeting room by Dale Scott (KAØQPV).

Persons Present

REVIEW OF PREVIOUS BOARD MEETING AND ANNUAL MEETING MINUTES FOR APPROVAL

The minutes of the March 9, 2006 Board meeting were unanimously accepted and approved.

OLD BUSINESS

1. BCARES Hours Tally Update
   A sheet was circulated for Board members to indicate their hours for the past month.
2. BCARES Funding - Equipment Prioritization List and Discussion
   C.U. Equipment Recommendations
   Discussions with Joe Roy, C.U. Police Chief, were reviewed. He wants BCARES to provide higher signal quality video (i.e. more reliable reception) and feeds from a larger number of cameras (three or four). He also wants to be able to feed BCARES video to his Folsom Field Press Box digital video system. Jim Andrew's e-mail suggestion of supplying the BCARES NTSC analog signal and letting C.U. handle whatever interfacing they wish was mentioned. C.U. has indicated a willingness to assist in acquiring equipment.
   As part of this project, BCARES would like to permanently install video monitors and antennas in the Press Box and at Duane Physics to minimize set-up time, reduce equipment wear and tear and, possibly, reduce the number of BCARES volunteers needed for support and equipment hauling. Ideas regarding improved antenna and repeater locations were discussed.
   Action Item: Dale (KAØQPV) suggested that a site assessment be performed and that a site map and equipment block diagram graphics be prepared. He suggested a goal of submitting a preliminary equipment list to Joe Roy in about 30 days (as soon as possible after Jim Andrew's (WAØNHD), May 1st return).
   General Equipment Recommendations
   In response to an offer by Boulder County (Cmdr. Chuck Pringle) to assist BCARES with equipment acquisition, Dale (KAØQPV) distributed draft copies of a General Equipment Request (Proposal). It showed:
   
   Prioritized Listing
   

   1) 2 ea. Replacement Sony Video Cameras DCR TRV 280	$ 290 ea.
   with 2 ea/ VCL ST30 37mm (3x) Telephoto Lenses	$ 400 ea.
   2) 2 ea. Kenwood TM D700A Dual Band/Data Radios	$ 520 ea.
   3) 2 ea. Pentax PocketJet3 Thermal Printer Sets (w/Bracket and Acc. Cables)	$ 450 ea.
   4) 1 ea. ICOM-706 w/ FL103 SSB Filter, FL232 RTTY Filter, and	$ 950 ea.
   CR282 Stability Crystal)	$ 110 ea.
   	$ 90 ea.
   	$ 150 ea.
   5) 2 ea. SCS PTC-IIpro PACTOR Radio Modems (for experimentation and	$1150 ea.
   and use with WINLINK) with Optional Packet Module, Acc. Cables	$ 110 ea.
   	$ 120 ea.
   6) 2 ea. Diamond X50NA Dual Band Vertical Gain Antennas	$ 100 ea
   Total	$6850

   
   There was a brief discussion of portable printer options and paper types. It was suggested that camera model preferences be reviewed and coordinated with Jim Andrews (WAØNHD) and others to maximize tape format compatibility with current cameras -- both BCARES and personal (which are sometimes used at incidents). Providing a mix of tape formats to served agencies could create inconvenience.
   Action Item: Continue e-mail discussion of equipment recommendations. Dale suggested a mid-May time-frame for submitting an initial equipment list to Chuck Pringle.
3. Boulder County Health Department Update - Site Assessment Results
   Dale (KAØQPV) reported meeting with Heath Harmon at the Health Department building (a one story building on the N.E. corner of Broadway and Iris, set back from the street). Heath was very cooperative and BCARES was given unlimited access to perform tests. A simple Diamond vertical antenna allowed logging into three of four area packet clusters and contact with several voice repeaters. The Ø9 packet cluster was the only one that could not be contacted. Permanent on-site equipment will be recommended.
   Action Item: A visit summary and equipment recommendations will be provided to Heath Harmon in two to three weeks.
4. Hospital Update
   No report.
5. Membership Issues and Status
   George (KAØBSA) reminded the Board of New Member Training to be held Friday, April 7th, 7 p.m. at PSAP. Several Board members indicated a willingness to be present and assist.
   An e-mail was reviewed in which Jim (KGØHU) indicated that four BCARES applicants had been approved by the Sheriff's Department: Paul Fimreite (ABØIZ), Kevin McCall ((KCØJBU), Jeff Ryan (KØRM), and Michael Bartosewcz (N6TOL). The BCARES Board voted unanimously to approve these applicants as members.
   Action Item: George (KAØBSA) will inform the new applicants of their approval and ask them to contact either Jodi Biekert or Cindy Avina (303-441-3994) to arrange to have their photos taken and badges prepared.
6. BCARES Pagers - New Information
   Dale (KAØQPV) continued his report from last month that some BCARES pagers, including his own, have not received recent call-out pages. A visit with Scott Whitehead revealed that Dale's pager was programmed only for BCARES pages. Pagers may be programmed for BCARES, Fire Major, Flood Major and Law Major. Dale's pager was re-programmed to receive BCARES, Fire Major and Flood Major.
   Action Item: BCARES pager users should have their pagers checked if they believe they may be missing important pages.
7. BCARES Board E-mail Status
   New Board and general BCARES members are still not receiving BCARES e-mail sent through the C.U. server. However, last month's missing e-mail issues appear to have been resolved.
   Action Item: Dale (KAØQPV) will continue to work with Nima (NØYX) to add new BCARES Board and general members to the C.U. e-mail server.
8. WØIA Packet Cluster Status
   No report. However, Dale (KAØQPV) indicated that, as far as he was aware, the packet clusters were operating close to normal.
9. Equipment Status and Issues
   Dale (KAØQPV) indicated that he had received no feedback on the status or location of equipment on loan to Longmont. He has left messages for Don (KCØQZR), who may know the whereabouts of two BCARES laptop computers.
   Action Item: Dale will continue to try to reach Don (KCØQZR) in an attempt to retrieve the equipment.
10. BCARES Web Page
    George (KAØBSA) reported that Rick (KFØBK) has been very responsive to web page update requests.

NEW BUSINESS

1. Upcoming Events and Activities
   • April 18th Flood Exercise - (See item 4.b., below)
   • April 20th C.U. at Request of C.U Police - More information will be obtained before BCARES volunteers are recruited. Last year, only swat-trained BCARES members participated.
     Action Item: Dale (KAØQPV) and Jim (KGØHU) will coordinate with Michelle Irving to determine level of BCARES involvement and recruit volunteers.
   • May 12th LUH Exercise - Originally reported by Doshia (KBØNAS) at the January Board meeting. Mark (KBØLRS) indicated the exercise would be a simulated hostage situation and evacuation. Mark's opinion was that BCARES support may turn out not be needed for this exercise.
   • June 9, 10 and 11th Hamcon 2006 - Volunteers needed to man a BCARES table on Friday, June 9th & Saturday, June 10th (all day), and Sunday, June 11th (to noon).
2. April 18th Flood Exercise Detailed Planning and Status
   Dale (KAØQPV) discussed the exercise timeline and indicated that equipment could probably be picked up from PSAP around 9:30 a.m., when full activation takes place. The importance of determining BCARES assignments, as early as possible in the exercise, was discussed. Possible exercise scenarios include BCARES providing Search & Rescue communications and partial or total reliance on BCARES if other forms of communications fail.
   There was a brief discussion centering on the need to plan for the possibility that BCARES crews may be cut-off from each other by flood waters. If PSAP is evacuated, EOC will move to Longmont PD. At the March Board meeting, it was mentioned that it may be useful to have access to the Longmont BCARES equipment cache, as backup for possible PSAP evacuation.
3. Zero Tone Alert Discussion
   There was a discussion of wireless methods to improve BCARES call-outs. Dave (KIØHG) showed an example of a two-tone pager. The history of the old BCARES zero tone alert system was reviewed. Zero tone (or long tone zero) alerts were detected by a special (often home-built) circuit, which opened a radio's squelch to allow call-out messages to be heard. It was pointed out that zero tone alert required maintaining a radio dedicated to monitoring the 146.760 MHz repeater. It was decided to continue discussing methods of improving call-outs at the next Board meeting.
   George (KAØBSA) reported on a call-out procedure discussion with Wes Wilson of ARES District 14 (Teller/El Paso County). Wes indicated that District 14 call-outs are by:
   1. E-mail
   2. Group cell phone text messaging
   3. A distinct tone (not necessarily a zero tone) at the beginning of each net
   4. A calling tree (which, however, usually only includes key people).
   Action Item: It was decided to ask BCARES members by e-mail and/or a net question to suggest the most effective way for them to be called out for incidents, and to ask their opinions on possible wireless call-out methods.
4. ARESCO Topics
   1. VHF net NCS - D11 April 30th - Ken (W7TS)
      Ken (W7TS) is scheduled.
   2. Statewide NDMS Tabletop Event -- June
      No report. [Note: In May it was announced that this exercise had been cancelled.]
   3. VHF USB Net - Monday Evenings - 7 p.m. - 144.2 MHz
      BCARES members are encouraged to listen and check-in. However, George (KAØBSA) reported that, so far, it has been his experience that it may be necessary to be on the net list to successfully check-in and be recognized.
   4. State EOC - Report on Open House
      George (KAØBSA) reported on his attendance at the State EOC Communications Center Open House. He reported that State EOC leaders plan to require special State EOC training in addition to NIMS and RACES. State EOC highly recommended that volunteers obtain RACES cards for use as credentials in case all other ham communications are curtailed, during an emergency. It was stated that only RACES members are specifically recognized in published U.S. Government emergency plans. State EOC indicated that they plan to use hams for agency inter-operability and will train them on State equipment.

TEMPORARILY TABLED FOR FOLLOW-UP AT FUTURE MEETINGS

1. ARESCO Web Page (BCARES Reflector Information)
2. Digital Communications: Winlink and Packet Cluster Support
3. Continued Discussion: BCARES - RACES Compliance (Policies, Planning, Equipment, Documentation, Training, etc.). IS 700 Compliance for RACES.
   Reference: NIMS info @ http://www.fema.gov/nims
4. Ecom Testing
5. BCARES County-wide Site Survey Results
6. BCARES Job Descriptions
7. Status of Reimbursements or Expenses
8. Emergency Response Protocol (Quick Review)
   • BCARES Red Book Procedure / MACS Plan Procedure
   • Best Practices
   • Do's and Don'ts List
9. MOU Status
10. BCARES Tentative Training Plan for 2006
    • Dates, Times, Training Types, Locations, etc.
    • Training Top
11. BCARES Web Page Update Status
12. Examples of Other ARES Groups' Web Pages & Content (Ideas & Suggestions)

ADJOURNMENT