Agenda - 11-18-2014 - 6a - Laserfiche WebLink

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16 1 Jim Groves said phone conference and web conference are the basic options. He said 2 the top tier would be to have a dedicated video conference, and this could be fully controllable. 3 He said this would require a dedicated line to each of the Commissioners, the attorney, and the 4 clerk. He said he did an estimate of 10 dedicated lines. He said these systems, called 5 polycoms or Cisco, range from $2,000 to $16,000. He priced a middle of the line $6,500 6 polycom for 10 lines, which came out to $65,000. He said the internet pipeway required for 7 each line would be and the lines would be $700 a month, which comes out to $89,000 per year. 8 He said this brings the total startup cost of $149,000 and then an annual cost of $84,000. 9 Commissioner McKee said he does not feel good about spending that type of money on 10 video conferencing that would only be used for rare occurrences. 11 Commissioner Price asked for clarification on the conference line. She asked what 12 would be discussed in a conference call. She wondered if the general public needs to listen in 13 if there is an emergency situation and the Board is trying to determine a course of action. She 14 questioned whether the Board can meet in closed session by telephone. She is concerned that 15 there may be mayhem. 16 Chair Jacobs said there is no need to have public comment in this case. He said these 17 calls may be updates from the Emergency Service Director, or the Health Director, and the line 18 would just allow the public access. He said once four or more of the Commissioners get on a 19 phone call, it is a public meeting, and the public would need to have access even if they do not 20 participate. He gave examples of situations where information may need to be shared to make 21 decisions about how the County should operate. 22 John Roberts said it is okay to have a conference call meeting, and the Board would 23 need to amend their procedures to address this. 24 Chair Jacobs said the call could also be recorded and made available to members of the 25 public who were not able to be on. 26 Donna Baker said she would work with the County Attorney's office to update the Board 27 of County Commissioners' procedures manual to reflect polices on meeting by conference call. 28 Commissioner Rich said she received this information in the strategic communications 29 meeting. She said the opinion was that the video call was overkill, but the communications 30 team did like the idea of the Commissioners being able to have a meeting in the event of an 31 emergency. 32 Commissioner Gordon asked how emergency communications fit into the overall 33 strategic plan. She said it would be good to contemplate the rules and situations for when 34 these conference calls need to occur. 35 Jim Groves handed out an elected officials guide to emergencies and disasters. He 36 said when there is a significant disaster the 911 folks will call him in addition to dispatching 37 responders. He said if it the situation is significant enough that the Commissioners might 38 receive inquiries, he will give the County Manager a phone call briefing. He said Bonnie 39 Hammersley will then reach out to interface with the Board. 40 Jim Groves said other than outreach activities, emergency communications does not do 41 day to day County communication business. He said Carla Banks does a great job of this with 42 the Public Affairs office. 43 Jim Groves said anytime the Emergency Coordination Center (ECC) is activated, 44 different aspects are activated to collect and disperse information. He said with the system is 45 an Emergency Support Function 15 (ESF -15) that is basically public affairs and public 46 information. He said his staff would use Carla Banks and David Hunt to interface with different 47 public information officers around the County. 48 He said a new system call Everbridge has just been implemented, and this is similar to 49 Code Red, but it is much more robust. He said this system can push information out and can 50 reach every phone number, including unlisted numbers to deliver messages. He said there is