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HomeMy WebLinkAboutFebruary 16 Minutes Town of Los Altos Hills EMERGENCY COMMUNICATIONS COMMITTEE February 16, 2010 @ 7:00 PM, Council Chambers Roll call: Member Call Sign Attended Absent Jim Abraham W6EB P Dru Anderson KG6LAD P Bob Anderson KC6ZWG P Ray Egan W6FQY P Charlie Ellinger KI6JPM E Rick Ellinger KJ6NU E Andy Fawcett KI6MAF E David Gilmour WQ1K Bob Hall KF6DHX P Edwin R Jones, EC, Chair W7WPO P Andrew Kirk WB6CLS P Duncan MacMillan KI6VMY P Lynn McLeod KG6YIT Scott Overstreet N6NXI P David Pratt K6LWT Bob Rowe AF6LD P Miles Seiver, Secretary KI6LDU P Terry Smith K7YNO P "Smitty" Smithwick W6CS E Maynard Stevenson W7MVT P Jerry Tomanek AF6HY E Gary Waldeck K6AIR P Al Whaley KV6U E Sam Wood K6MSR P Other Hams present Council Liaison Rich Larsen KI6VMW P Chairman Ed Jones called the meeting to order at 7:02 pm. Bob Anderson moved to approve the minutes of the January ECC meeting, Gary Waldeck seconded, and the motion passed. Scott Overstreet and Jim Abraham felt that the minutes were missing some points of the January ECC discussion. Secretary Miles Seiver offered to revise the minutes pending any committee recommendations. A second draft of January ECC minutes will be available by the March ECC meeting. Chairman Ed Jones announced a CERT dry run training exercise for ECC members scheduled for January 20, 2010 from 10am-12am in the Los Altos Hills Recreation Center. The exercise will cover the use of both packet and voice communications systems to assist CERT efforts. Councilperson Rich Larsen introduced two documents to be discussed by the ECC: “LAHECC Organization Management Structure And Concept of Operations” and “Memorandum of Understanding (MOU) between the Town of Los Altos Hills (Town) and the Los Altos Hills Emergency Group (LAHEG).” Both were prepared with guidance from Town staff in January and February 2010. The local repeater association (NARCC) and the Federal Communications Committee were also contacted to ensure the proposed agreements are legal. Rich Larsen felt these documents were necessary as a response to ECC questions during its January meeting as to how exactly the Committee can best serve the Town; he planned to present the “LAHECC Organization Management Structure And Concept of Operations” to the Town Council on February 18, 2010 (it would be available in the Council packet). The ECC then asked Rich Larsen questions regarding the new agreement. The new document would augment the ECC’s charter and, accordingly, the way the Town treats the Committee. The ECC Chairperson would be selected by the Town Council from a slate of nominations formed by the Committee. Sam Wood asked why the W6LAH Station Trustee is singled-out in the MOU. Rich Larsen stated that the FCC-mandated arms-length relationship between the LAHEG and the Town would be facilitated by allowing the LAHEG to elect its own Trustee. Nonetheless, this individual would need to be approved by the Town (this step is to ensure that the group will be available to the Town during an emergency). If the Town disapproves of a Trustee, the LAHEG can either elect another individual or terminate its relationship with the Town. Sam Wood would have preferred if the MOU described the LAHEG as a single entity. Rich Larsen felt that clearly defining the Town’s influence on the LAHEG was necessary to prevent a rift in the group from threatening its service to the Town; specifically, “the Town is asserting its right to protect itself and control its own repeater equipment.” He described the new arrangement as “what the Town wanted.” Jim Abraham asked how it was determined that the new Concept of Operations “was what the Town wanted.” Rich Larsen responded that he had made that determination from discussions with the Town Council but that documents were primarily his own work. When asked how many Council members he discussed it with he stated he had indirect input from two other Council members, but declined to identify the individuals. Scott Overstreet asked for the specific messages Rich Larsen had received from the Town regarding the ECC’s operation. Rich Larsen responded that the Town would like a “cohesive organization it can count on during an emergency.” Dru Anderson felt that Rich Larsen had fulfilled his roll as the ECC Council Liaison to make observations and communicate with the Council. Jim Abraham described past attempts to “dictate and swallow up” the LAHEG. Scott Overstreet added such attempts have occurred twice and been successful once. He attributed any current issues to Committee behavior. The LAHEG had been benevolent for nine years, managing the W6LAH license and repeater coordination while providing a high-reliability repeater. Jim Abraham asked why a takeover was now necessary. Rich Larsen responded that he would like other people to participate in the LAHEG and gain experience in repeater management. Scott Overstreet said when he founded the ECC in 2001, it was defined as a “Users Group” not as an engineering school; training individuals to maintain repeaters is against the Group’s original purpose. Rich Larsen replied that he is aware of certain ECC members interested in access to the repeater. He felt that allowing more people to manage the device will increase reliability. Sam Wood asked if it is the LAHEG’s responsibility to train people in repeater maintenance. Training would take an inordinate amount of time (more than he can offer). He also worried about inexperienced individuals damaging the repeater. Rich Larsen responded that training is not required by the new agreement and that it would be reasonable for the Town to appropriate funds for outside training of ECC members in repeater management. Andrew Kirk agreed with Sam Wood that inexperienced individuals can easily damage repeater equipment and suggested that the Town have funds available to purchase new equipment if inexperienced individuals are allowed access to the repeater. Scott Overstreet felt that reliability of the repeater would not be improved by allowing more individuals access to the equipment. Instead, reliability is a function of dependable equipment and functional reliability. ECC members only need to know how to change frequencies to a backup repeater if a primary one is not functioning. In an emergency, the repeater system will likely be unable to be fixed. Instead, the Town and Committee must rely on redundant systems so if one fails, others are available. Dru Anderson felt that the Town is responsible for its purchased equipment and for the safety of its citizens. Thus, it needs to have ultimate control over its own ability to respond to an emergency: a chain of command including repeater control is necessary. Terry Smith disagreed with this model, noting that other amateur radio groups in the nation do not operate under such a system. Duncan MacMillan said he had no interest in repeaters and wondered how many ECC members actually desired to be a part of the LAHEG. Gary Waldeck and Miles Seiver expressed interest. Jim Abraham described the importance of a small repeater group, such as the LAHEG. He noted that if the Town is not comfortable with its invitation- only membership, it should seek another group. Gary Waldeck echoed the necessity of a small repeater group. Sam Wood noted that the MOU presented at the meeting is “less onerous” than the draft sent to ECC members through email. Jim Abraham felt that the major issue is that the Town is trying to dictate to a private club. Terry Smith added that the Town is trying to gain this influence by inserting new members into the LAHEG. Rich Larsen responded that he was in favor of vetting procedures for new membership and that he understood that small repeater groups are most successful. Bob Rowe asked about the size of other local repeater groups. Scott Overstreet stated that some of the best have one person per repeater. No other group is forced to train new members in repeater management. Jim Abraham remarked that, since the Town desires more control over a radio network, it should purchase a commercial radio system. He referred to FCC Part 97.113 regarding the questionable legality of a Town using amateur radio for backup communications. Rich Larsen responded that the Town has consulted Laura Smith (FCC employee in charge of enforcement). Scott Overstreet stated that the LAHEG had also spoken to Laura Smith, who agreed that the LAHEG is independent from the Town. He said that as soon as the LAHEG agrees to absorb new members, it becomes vulnerable to hostile takeover (through a loss of voting majority). That threat is why the SPECS system is split into a Users Group and a Repeater Association (consisting of three people managing three repeaters). He noted that the LAHEG has survived two attacks to its control and will not allow a takeover to occur for it will “pick up and leave.” Rich Larsen replied that he understood this “unfortunate situation.” Scott Overstreet felt that matters should have been instead been handled by the Town through “face to face” communication with the LAHEG. Rich Larsen continued to stand by the Town’s actions. Terry Smith recalled a conversation he had with Al Whaley in December 2009 in which Whaley stated that he was dissatisfied with not being trained to use the W6LAH repeater operation codes. Terry Smith felt that Whaley’s resentment had evolved into a much larger Town initiative to take control of the LAHEG. Terry Smith thought the ECC was trying to solve the wrong problem and that the MOU did not increase Town safety. Dru Anderson responded that there needs to be “people behind you during emergency communications; someone needs to call shots.” She felt that the Town wants to know that people will agree to its commands if they are given. As an Incident Commander, she has been trained in the importance of a solid command structure. Terry Smith said that when the repeater fails, there is a protocol for the ECC to follow: move communications to a backup repeater. Fixing the machine is not what you want to do during an emergency. Rich Larsen felt citizens have the right to work on Town equipment and, in turn, gain the experience necessary to fix it if it malfunctions during an emergency. Terry Smith disagreed: interest in repeaters does not qualify for a right to access such equipment. He noted individuals interested in Town leadership are not automatically allowed a spot on the Town council. Gary Waldeck asked Rich Larsen if he would be interested in taking to the Town what he had learned tonight. Duncan MacMillan suggested removing item eight from the “Los Altos Hills Emergency Communications Committee Organization Management Structure and Concept of Operations.” Scott Overstreet felt that such a change would be a “step in the right direction” but he would like to see further adjustments. Jim Abraham remarked that the MOU is “full of conflicts with FCC Part 97.113.” Rich Larsen still wanted an established procedure for qualified individuals to join the LAHEG. Scott Overstreet responded that the Town has no control over the LAHEG. Jim Abraham asked if the ECC had an alternate repeater coordination. Gary Waldeck responded that if Jim Abraham and Scott Overstreet stop managing the Town repeater, he would be willing to take control of the Town repeater. Sam Wood suggested that if such a change were to occur, Gary Waldeck would quickly run into the issues as currently faced by the LAHEG. Terry Smith felt that people are trying to take control of the repeater and that it was “politics” at play. Simply, Towns do not take control of private radio group repeaters in the USA. Rich Larsen replied that he has the “right to control the Town’s emergency response.” Dru Anderson stated that she thought it was time for the ECC to return to preparing for emergencies. Duncan MacMillan made a motion that the ECC not support the changes proposed by the “LAHECC Organization Management Structure And Concept of Operations” and “Memorandum of Understanding (MOU) between the Town of Los Altos Hills (Town) and the Los Altos Hills Emergency Group (LAHEG).” Scott Oversteet and Terry Smith seconded the motion. The motion passed with 12 votes in favor, 2 abstentions (Chairman Ed Jones and Gary Waldeck), and 0 against. At 8:59 pm Bob Anderson moved to adjourn the meeting, Gary Waldeck seconded, and the motion passed. Respectfully submitted, Miles Seiver LAHECC Secretary