MERA Governing Board Meeting Feb 24, 2016

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1 MERA Governing Board Meeting Feb 24, 2016 Report by San Anselmo Representative Doug Kelly The Board commended the work of Richard Shortall who has just retired from the Ross Valley Fire Board. The Executive Board is planning on putting out $30 million in bonds now as there are historically low interest rates and while that is great for MERA it s not necessarily great for buyers, however there are not a lot of new bonds on the market now and so it s a good time to do so. The total need for money is $40 Million; however the additional $10 million will come from the property taxes over the next ten years. Update on the oversight committee, there wasn t much at the last meeting as Federal Engineering (consultants) are in the final stages of writing the RFP. We renewed discussion of the proposed timeline, which hasn t changed since my last report. There was discussion over the difference between Design/Build and Design/Bid/Build. For the purpose of educating the Council I would like to review the two options. Design/Build ~ this is typically the best value method as one is not bound by price. Under this method the organization hires one entity to Design and then build a project. The Bid is for the entire project and therefore it often results in some lower costs because the organization does not have to spend time supervising the project, nor the time to bid out each portion or the construction work. Some parts of the project may be fulfilled by sub-contractors but those companies are hired and supervised by the winner of the bid. Design/Bid Build ~ this method is where a designer wins the bid to design the project, including all of the plans and the design documents are part of that contract. The actual work however is bid out individually as they come up. In this method the organization does have to solicit bids for each phase of construction, this does take up staff time and of course since each phase may be won by different companies it s up to the organization to oversee the entirety of the project. The can be money savings, however, because as each project is separate and each is bid out competition can result in lowered cost. This is, however, not as efficient in the long run. The fact is that most towns and cities are bound by state law to follow Design/Bid/Build. There have been exceptions. One example is that the City of San Diego was permitted to follow a Design/Build plan but that required a change in state law and that was time consuming. The time frame to do that for this MERA project would be too long for this project to come to completion in light of the need to replace our first responder communication devices. Therefore this project will move forward on the Design/Bid/Build method. By Government Code local and state organizations are not required to accept the low bid on Software/Hardware due to varying specifications / features/ and options. There is room to select the best vendor by the product. Page 1 of 19

2 MERA a short review of its history Report by San Anselmo Representative Doug Kelly MERA is A Joint Power Authority that was established in 2002 (the JPA agreement was originally written in 1998 and adopted in The purpose was to provide for the 25 local agencies a radio system that shares frequencies such that neighboring first responders can effectively communicate with each other, that the cost radios, replacement parts, and other required hardware can be shared and that towers and repeaters are placed in the best locations to serve the entire community. There was local cooperation prior to this but not a JPA. The 25 local agencies include local police and fire departments, paramedic and transit organizations and the College of Marin. Several other local agencies have access to our communication systems such as the Golden Gate Bridge, the Marin Humane Society, the California Highway Patrol and the Coast Guard. Why the need for new radios now? One reason is that our current radios are old and replacement parts are harder and harder to find. Secondly there are currently approximately 2897 radios, on a system designed for only 1580 with a planned expansion of up to 2500 units. There are other reasons; The Congressional Take Back of our current frequency. The US Congress passed a regulation in early 2012 taking back the current radio frequency that our local system is on (800MHz).The Federal Government will sell this auction off these frequencies to commercial businesses. The good news of this is that the new frequency (700 MHz) will be for first responders across the nation. The 700 MHz frequency is sometimes called the D Block and can better pass thru obstacles and there are new features such as GPS positioning that can pin-point a downed first responder so that they can be rescued as they risk their lives to rescue others. This take back will become effective in 2021 and at that time none of our current radios would function. The job of selecting the Next Generation (Next Gen) of radios takes years and so now it the correct time to be working on this project. Polly Klass kidnapping 1993 Polly Klass was a 12-year-old who was kidnapped in Petaluma in 1993 by career criminal Richard Allen Davis. Local Police issued an all points bulletin for her and her kidnapper was stopped by Santa Rosa Police while Polly was still alive and Allen s car was stuck in a ditch. The APB (all point bulletin) was aired over Sonoma County Sheriff s Channel One in Petaluma. The Santa Rosa police were on Channel 3 and thus were not aware of the APB. Since that incident it s been clear that we need to better co-ordinate our first responders first responders did not share radio transmission frequencies the officers on scene did not know of the description of the criminal and he was let go. He later murdered the child. This led to a demand for agencies to find ways to communicate more effectively. Mt. Vision Valley Fire 1995 In October 1995 a wildfire burned over 12,000 acres in the Point Reyes National Seashore and it destroyed 45 homes in Inverness Park. Local agencies were not able to share communication frequencies and the rough terrain also resulted in dead zones where no radio communication was possible. Page 2 of 19

3 Council Member Coleman mentioned that this is a critical time at MERA as there are big events coming very soon. What is happening at this time is that the RFP (official Request for Proposal) is now in draft form and is being reviewed by the executive Board of MERA. When that board has completed some suggested changes the revised draft will be sent to and reviewed by the Governing Board on which this reporter is the delegate. (I have requested and received a copy of that RFP in advance and am reviewing it as well.) The direction of MERA at this time is to look at the best and most effective tower sites that are achievable and then to selected the best product vendor for the new radios. The rest of the year is the most critical time for MERA as the final decisions are being made. Page 3 of 19

4 A CHRONOLOGICAL HISTORY OF THE MARIN EMERGENCY RADIO AUTHORITY Updated June 15, 1995 February 12, 1996 April 23, 1996 May 8, 1996 May 15, 1996 County of Marin retained C.S.I. Telecommunications to conduct a countywide needs assessment. The County agreed to front the study fee of $34,500. The Draft County-wide Communication Feasibility Study was prepared and sent to all police and fire agencies, as well as other major non-safety operations. The Final County-wide Communication Feasibility Study was prepared and distributed. All City Managers/Police and Fire Chiefs were invited to a joint meeting to discuss public safety communications (35 people attended the meeting). Letters were sent to: a. Motorola b. E.F. John c. Ericson G.E. Letters asked them to clarify their company s intent to continue supplying low-band equipment. May 17, 1996 The first County-wide Communications Oversight Committee was formed, representing City Managers, Police and Fire Chiefs and Special Districts. The County-wide Communications Oversight Committee hosted a seminar. The panelists represented Sacramento County, the City of Sacramento, Alameda County, the City of Oakland and the California Highway Patrol. The purpose of the meeting was to see how others have recently tackled this problem. June 18, 1996 August and September 1998 The County-wide Communications Oversight Committee met and discussed the next phase work program for the consultant and how the cost should be distributed. Research was conducted to determine the best consultant(s) to continue studying the options. Page 4 of 19

5 Chronological History Page 2 October 10, 1996 October 22, 1996 November 13, 1996 November 25, 1996 December 1996 January 6, 1997 January 17, 1997 May 30, 1997 July 16, 1997 September 16, 1997 The County-wide Communications Oversight Committee met and selected The Warner Group to prepare the performance specifications and formation of the County-wide Operations Subcommittee. The Subcommittee was to involve line police officers, firefighters and dispatchers so they can provide input into the process and equipment selection. Marin County Board of Supervisors contracted with The Warner Group and agreed to advance $60,000 on behalf of the participating agencies. The County-wide Communications Oversight Committee met and discussed the FCC's freeze on frequencies and the new TV digital proposal and how it affects Marin County. The County-wide Communications Oversight Committee hosted a halfday seminar. About 40 Marin officials attended and discussed various options, technology and related issues. The Draft Performance Specifications were sent to all Marin agencies and comments were requested. The County-wide Communications Oversight Committee met and discussed the status of the Draft County-wide Performance Specifications document. The Committee also reviewed and approved the revised pre-system budget and the financing options for the Countywide system, including retention of a Communications Engineer to perform field tests for interference with our proposed system. County staff filed an application with the FCC requesting a Special Temporary Authority (STA) to test TV Channels 16 and 17 for public safety use. An executive report to Marin elected officials on a County-wide radio system was distributed. The Marin County Board of Supervisors authorized an application to the Federal Communications Commission for frequencies to build a state-ofthe-art emergency communications system. The Marin County Board of Supervisors applied for federal licenses for new radio frequencies. The agencies who were not participating at that time were Town of Fairfax, Town of San Anselmo and Ross Valley Fire Service. Page 5 of 19

6 Chronological History Page 3 February 28, 1998 March 2, 1998 The (MERA) was formed to "...plan, finance, implement, manage, own and operate a multi-jurisdictional County-wide public safety, public service and emergency radio system. The first meeting of MERA was held. The following local agencies adopted the agreement to form the Authority: City of San Rafael, City of Belvedere, City of Sausalito, Novato Fire Protection District, Marin Municipal Water District, County of Marin, Marin County Transit District, Town of Corte Madera, City of Larkspur, Town of Tiburon, Tiburon Fire Protection District, Kentfield Fire Protection District, Tamalpais Fire Protection District, Alto- Richardson Fire Protection District, Southern Marin Ambulance Authority, Bolinas Fire Protection District, Inverness Public Utility District and Stinson Beach Fire Protection District. The first agency to adopt was the Marinwood Community Services District in January. The Skywalker Ranch Fire District, which was organized as a private company, opted to enter into a contract rather than joining the JPA. March 24, 1998 October 27, 1998 September 14, 1998 September 17, 1998 October 5, 1998 December 17, 1998 The FCC approved the frequency for 18 channels. MERA Project Engineer Richard Chuck was retained. The MERA Board approved the agency cost allocation methodology. The MERA Board adopted a Resolution of Intent to begin the debt financing of the new system. The MERA Technical Advisory Committee had a public informational meeting on the Motorola proposal. The MERA Board approved an agreement with Motorola for the new system. The MERA Board approved the Project Operating Agreement and the issuance of revenue bonds to finance the project. January 14, 1999 February 11, 1999 February 25, 1999 Linda Christman was appointed as acting Executive Officer. The MERA Board adopted a resolution authorizing the sale of MERA revenue bonds. The MERA Board authorized the sale of bonds in the amount of $26,940,000 to finance the project. Motorola was issued the notice to proceed. Page 6 of 19

7 Chronological History Page 4 March 11, 1999 May 6, 1999 July 1, 1999 September 2, 1999 September 20, 1999 December 9, 1999 February 24, 2000 The MERA Board was given a project schedule showing project completion on November 8, John Roberto and Scott Davidson were hired as planning consultants. Tamalpais Valley and Alto-Richardson Bay Fire Protection Districts consolidated (newly named Southern Marin Fire Protection District) and MERA membership dropped to 25 agencies. Notice of Intent to issue a project EIR approved by MERA Board. Notice of Preparation for project EIR was adopted by MERA Board. Public hearing was held to accept comments on Draft Project EIR. MERA adopted a resolution certifying MERA Project EIR and a resolution approving MERA project plans and detailed design document. MERA Bylaws were adopted. May 25, 2000 June 5, 2000 June 14, 2000 June 19, 2000 July 27, 2000 August 2, 2000 August 16, 2000 August 24, 2000 September 13, 2000 October 27, 2000 MERA approved placement of the prime site in Marin County Civic Center. MERA Executive Officer reports that 14 MERA sites are behind schedule in receiving the necessary permits. Tiburon Planning Commission meeting was held on the Mt. Tiburon proposed site. Community meeting was held in Bolinas on proposed fire station site. Brock Arner was appointed as MERA Executive Officer. Lease agreements for San Pedro Ridge, Big Rock Ridge, Pt. Reyes and Mill Valley were approved. Tiburon Planning Commission denial of Mt. Tiburon permit was withdrawn from consideration by the Tiburon Town Council by MERA Executive Officer. Sonoma Mountain and Bay Hill lease agreements were approved. Lease agreement for Mt. Burdell was approved. Lease for Mill Valley site was approved. Page 7 of 19

8 Chronological History Page 5 February 5, 2001 March 5, 2001 March 17, 2001 May 17, 2001 August 28, 2001 December 19, 2001 February 6, 2002 March 7, 2002 April 11, 2002 Mountain Park Reservation lease with San Rafael was approved. Litigation on San Rafael Mountain Park Reservation site commenced. Forbes Reservoir MERA site became effective. MERA approved lease for Mt. Tamalpais and Mt. Burdell sites. Martin Nichols appointed MERA Executive Officer, effective November 1, MERA and Tiburon met with State Parks Director Areias on creating a site on Angel Island. Tiburon Town Council began consideration of alternate site on the Gilmartin open space and at the Sugarloaf MMWD water tank site. At Tiburon's request, MERA applied for a permit to build a site at Sugarloaf tank site. MERA Board adopted resolution to acquire property at Mt. Tiburon tank site by process of eminent domain. May 13, 2002 JPA Amendments 1 and 2 were approved modifying Article 10 Indemnification and Article 9 Funding. June 13, 2002 July 31, 2002 September 6, 2002 January 22, 2003 February 20, 2003 March 14, 2003 June 12, 2003 MERA approved lease for Bay Hill site. Tiburon Town Council approved permits for MERA site at Sugarloaf tank site. Judge Duffey invalidated Tiburon's approval of building permits for MERA site at Sugarloaf tank site. San Rafael Police radio system experienced a major failure. MERA authorized temporary operation of MERA system without the Mt. Tiburon site. MERA appealed Judge Duffey's denial of MERA suit against Tiburon for the stop-work order to build Mt. Tiburon without permit from the Town. MERA Board considered environmental impact of moving Bolinas site to Martinelli Ranch. Page 8 of 19

9 Chronological History Page 6 September 30, 2003 October 7, 2003 November 20, 2003 January 24, 2004 February 12, 2004 April 14, 2004 August 17, 2004 August 26, 2004 September 30, 2004 November 4,, 2004 February 10, 2005 August 18, 2005 December 31, 2005 January 17, 2006 May 11, 2006 MERA appealed Judge Duffey's ruling against MERA's lawsuit against Tiburon. MERA Board received the report of Southern Marin Site Committee. MERA lease of warehouse for radio installations approved. Installation of San Rafael Police radios began (first agency). Greg Stepanicich became MERA's General Counsel. Appeals Court overturned Superior Court decision on Tiburon stop-work order and allowed MERA to proceed to build at the Mt. Tiburon site without permits. Supreme Court refused to hear appeal of Appellate Court decision in favor of MERA. MERA directed Motorola to begin construction of the Mt. Tiburon site. MERA again authorized Motorola to begin construction of Mt. Tiburon site. MERA approved cooperation agreement with Tiburon concerning feasibility analysis of Wolfback Ridge site. MERA received Wolfback Ridge feasibility study, which concluded that the site cannot provide coverage as well as the Mt. Tiburon site. Executive Officer was authorized to begin negotiations for a site at the Martinelli Ranch in Bolinas. MERA experienced a system-wide failure during a flood event. MERA approved a revised project description for the Martinelli Ranch site in Bolinas. Zoning permit application for Martinelli Ranch site was submitted to County Community Development Agency. Page 9 of 19

10 Chronological History Page 7 May 17, 2006 Application for Martinelli Ranch site building permit was submitted to County Community Development Agency. MERA approved CHP Interoperability Equipment and Operating Agreement, and authorized Executive Officer and Project Engineer to represent MERA on Bay Area Regional Tactical Emergency Communications System. May 31, 2006 MERA approved increase in New Project Financing to $2.3M to cover increase in Bolinas site costs. MERA approved $25,000 for independent study to increase system capacity. Replacement of Mt. Tiburon site antenna was authorized. Lease with Martinelli family was approved. June 29, 2006 August 31, 2006 Motorola Change Order for Bolinas Site was approved. MERA authorized New Project Financing Bank Loan. Formation of the Operations Advisory Committee was approved contingent on Fire and Police Chiefs Associations review. November 16, 2006 January 18, 2007 Plan was adopted for Interim Executive Officer Services with Michael Garvey. Michael Garvey was introduced to Board as Interim Executive Officer. Transfer of day-to-day MERA Operations to Marin County was approved including retention of training personnel and authorization of Motorola technical work audit. Maher Accountancy was authorized to audit Motorola performance and billing. Project Loan Note for 2007 was authorized. March 20, 2007 May 21, 2007 May 24, 2007 MERA approved County/MERA contract for technical and training services on completion of system construction. Garvey issued White Paper on Future of MERA including transition plan for permanent Executive Officer. MERA approved implementation of White Paper Transition plan. Page 10 of 19

11 Chronological History Page 8 December 5, 2007 MERA approved contract with Regional Government Services for MERA Executive Officer Maureen Cassingham. Approved $50,000 for new Logging Recorder System. Efforts began to relocate MERA office from County IST facility. January 4, 2008 February 13, 2008 May 27, 2008 June 5, 2008 MERA experienced a four-hour system overload due to storm-related events. MERA s training manual is completed with 2,000+ users trained. MERA responds to Grand Jury Findings and Recommendations re: Emergency Communications at Marin Schools. JPA Amendment No. 3 approved allowing annual budget adoption in a single meeting. MERA Logging Recorder System approved with decentralization of recording network. October 2, 2008 December 17, 2008 Radio Frequency Use Agreement with GGNRA License Agreement with KWMR for Use of MERA Bolinas Facility was approved. Forbes Reservoir County Facilities Abatement and Site Cleanup Project were approved to be administered by Executive Officer. Moratorium was approved on programming new radios along with direction to develop MERA policy to review future requests. February 11, 2009 March 11, 2009 Exceptions to the new radio moratorium will be approved by the Executive Committee. Amendment No. 4 to the JPA was approved to expand and increase expenditure authority of the Executive Committee and Executive Officer. Jim Karpiak was appointed as MERA General Counsel. Ross Valley and Las Gallinas Sanitary Districts subleases of the Forbes Site were approved. Purchase of five new frequencies to enhance system capacity was authorized. Page 11 of 19

12 Chronological History Page 9 May 20, 2009 New three-year County DPW Technical Services Agreement with County of Marin was approved. Office and Staff Services Agreement with Novato Fire Protection District was approved. MERA Finance Committee was appointed. July 15, 2009 Allocation of $1.6M for system capacity project was approved. Allocation of $600,000 for Tomales coverage analysis was approved including $75,000 for environmental and permitting consultant costs. Ad Hoc Strategic Planning Committee was approved to be appointed by Executive Committee. September 9, 2009 September 30, 2009 Ad Hoc Strategic Planning Committee was appointed and CBG Communications, Inc., was selected to facilitate the SP process. DPW Technical Services Proposal was approved for strategic planning process. Motorola Contract to install new frequencies and finalize current Motorola Trunk System Contract was approved. November 12, 2009 December 9, 2009 January 14, 2010 May 19, 2010 MERA Subcommittee was appointed to meet with County re: possible MERA prime site relocation to new County EOF. Refunding of MERA 1999 Revenue Bonds was approved. Issuance of 2010 Refunding Revenue Bonds was approved for interest savings and curatives. New five-year DPW System Maintenance Agreement was approved. New three-year Agreement with County for Communications Engineer Services was approved. Change Order No. 1 for MERA Frequencies Installation Project was approved. September 22, 2010 November 10, 2010 MERA 2010 Strategic Plan was accepted without commitment to financial estimates or projections in it. MERA conducted an Educational Workshop on the Strategic Plan for all members and interested parties with 21 agencies represented. Page 12 of 19

13 Chronological History Page 10 December 8, 2010 MERA 2010 Strategic Plan was approved by the Board along with implementation actions. Additional five frequencies installation project was completed. January 12, 2011 MERA Executive Committee approved the Amended and Restated Shared Use Agreement between MERA and the County of Marin for Radio Frequencies. MERA confirmed appointments to the Strategic Plan Sustainability Subcommittee, Governance Work Group and Outreach Subcommittee and engaged CBG Communicatons, Inc. to facilitate Governance meetings. March 9, 2011 May 18, 2011 September 14, 2011 MERA supported the County of Marin s $1.2M UASI grant application for 700MHz conventional interoperable system equipment and services. Reports #1 and #2 are presented to the MERA Board on the status of Strategic Plan Implementation by the Governance Work Group, Finance/Sustainability Committee and Outreach Subcommittee. The MCCMC Joint Powers Authority Oversight Committee 2010/11 Report on MERA is taken under advisement by the Executive Committee noting its recommendations are consistent with MERA s direction and actions with next generation planning. Replacement of MERA s critical amplifier at the County Jail is approved by the Executive Committee as part of the Frequencies Expansion Project. MERA Operations Officer Farhad Mansourian announced his resignation as County DPW Director and the assignment of Craig Tackabery, Assistant County Public Works Director by the County to the role of MERA Operations Officer. Tomales Coverage Project permitting and environmental review is authorized by the Executive Committee. The Executive Committee received a presentation from County DPW on the proposed grant funded BayWEB public safety subsystem which will operate on 700 MHz frequencies to provide mobile broadband service to first responders. Page 13 of 19

14 Chronological History Page 11 December 14, 2011 MERA Additional Radios Policy and Procedures are approved. Reports #3, #4 and #5 on Strategic Plan Implementation are presented to the MERA Board. MERA s Vision Statement and Core Values are approved. A new Governance Structure of a 9-member Executive Board with revised Principles of Governance, while continuing the full 25-member MERA Board with final authority, is given approval in concept. A process for Strategic Plan Revision on an annual basis is approved. Revisions to the Outreach Sections of MERA s Strategic Plan are approved. A MERA System User Policy Statement for System Mutual-Aid and Automatic Back-Up Aid Agencies and Zero Fee Schedule is approved. May 16, 2012 Reports #6, #7 and #8 on Strategic Plan Implementaion are presented to the MERA Board. New one-year Technical Services Agreement with County of Marin is approved to provide training, technical services and general administrative oversight. New three-year System Analysis Agreement with County of Marin is approved to provide capital projects administration. DPW administrative support for Tomales Coverage Project, Martha Company Development Proposal, Next Generation Feasibility Study and County EOF Project is authorized through June 30, FY12-13 administrative support for these projects will be provided under the System Analysis Agreement. June 20, 2012 Amendment No. 5 to the MERA JPA Agreement is approved creating an Executive Board. Amended and Restated Bylaws are approved relating to creation of the Executive Board. November 14, 2012 Draft MERA Outreach Plan and Next Generation System Workshop previewed by Executive Board. Page 14 of 19

15 Chronological History Page 12 Appointment of Next Generation Project Oversight Committee approved by Executive Board pending Governing Board approval of Outreach Plan. December 12, 2012 Reports #9 and #10 on Strategic Plan Implementation are presented to MERA Governing Board. MERA s Governing Board and Alternates and Executive Board Member Recognition Policy is approved. January 16, 2013 March, 2013 March 13, 2013 May, 2013 May 15, 2013 MERA Governing Board conceptually approved the Next Generation Project and adopted a Reimbursement Resolution from Proceeds of Tax Exempt Securities. FM3 conducted MERA s first public opinion survey on the Next Gen System Project and proposed ballot measure per the MERA Outreach Plan. The Executive Board approved the NBS Parcel Tax Study. Next Gen System Special Project Manager Jeffries and Special Project Administrative Assistant Anderson were appointed. The Governing Board received Strategic Plan Implementation Reports #11 and #12. Trisha Ortiz was appointed as MERA General Counsel. FY13-14 Annual Operating, New Project Financing and Bond Debt Service Budgets are approved, including one-year Technical Services, Communications Engineer and System Analysis Capital Projects Agreements. July December, 2013 July 24, 2013 Next Gen System Round One Presentations were made to MERA Member Agencies and Managers, Police/Fire Chiefs and Public Works Associations. The Executive Board approved the NBS Parcel Tax Study pending legal review. The Operations Officer presented Coverage Options for Next Gen System and Related Recommendations. August 6, 2013 MERA Next Gen System Project Workshop was conducted with County Board of Supervisors. Page 15 of 19

16 Chronological History Page 13 November 13, 2013 December 11, 2013 The MERA Executive Board approved Surplus Property Policy and Procedures. Reports #13, #14, #15 and #16 on Strategic Plan Implementation were presented to MERA Governing Board. Memorandum of Understanding between MERA and Marin County in Support of the Next Generation Radio System was approved by the MERA Governing Board. The MERA Governing Board approved the revised Project Financing Plan which utilizes parcel tax revenues as presented in the NBS Parcel Tax Study to pay for police/fire services portion of the Next Gen System and MERA Reserves for non-police/fire Next Gen System costs. The MERA Governing Board accepted the proposed MERA Next Generation Feasibility Study and determined that a 700 MHz Phase 2 System, per the estimated Project Budget, be the basis for the Next Gen System proposed in the November 2014 ballot measure. The MERA Governing Board approved a Citizens Oversight Committee and Income Qualified Senior Homeowner Parcel Tax Exemption for inclusion in the proposed parcel tax ballot measure. Page 16 of 19

17 MERA Marin Emergency Radio Authority WE RE CONNECTED FOR YOUR SAFETY: All Marin County public safety agencies can communicate through MERA, including police departments, fire departments, public works departments, animal control, transportation agencies and parks departments MERA MEMBERS: County of Marin City of Belvedere Town of Corte Madera Town of Fairfax City of Larkspur City of Mill Valley City of Novato Town of Ross Town of San Anselmo City of San Rafael City of Sausalito Town of Tiburon Bolinas Fire Protection District Central Marin Police Authority Inverness Public Utility Dist. Kentfield Fire Protection District Marin Community College Dist. Marin Municipal Water District Marin Transit Marinwood Community Services District Novato Fire Protection District Ross Valley Fire Department Southern Marin Fire Prot. Dist. Stinson Beach Fire Prot. Dist. Tiburon Fire Protection Dist. PARTNER AGENCIES: CHP Dispatch Channels Golden Gate National Recreation Area Dispatch Golden Gate Transit Dispatch National Mutual Aid Petaluma Police Dispatch Sonoma Sheriff Dispatch State Emergency Management State Mutual Aid US Coast Guard IMPORTANT FACTS ABOUT MERA SERVICES MISSION: MERA is a collection of public agencies formed in 1998 to plan, implement and manage a countywide public safety and emergency radio system for the use of all member agencies. MERA provides crucial communications to 25 member agencies, both day-to-day and after a major emergency or natural disaster. ABOUT: MERA radio communications is the backbone of the 911 emergency response system. MERA provides the communication link between 911 public safety dispatch centers and public safety units in the field that respond to emergencies. The MERA radio system gives the dispatch centers the ability to assign single or multiple responders (depending on the emergency) within just seconds of receiving a 911 call. BUDGET: Annual Operating Budget is $1,651,432 in FY2013/14. CHALLENGE: The system was designed to accommodate 1,580 mobile and portable radios with expansion capacity to 2,500 radios. Today it serves 2,897 radios, which is significantly above the projected total originally anticipated over the 20-year life of the system. The current system is not only more extensively used than expected, it is getting older and we must plan for a replacement system to ensure we can maintain our reliable emergency communications. SOLUTION: MERA is planning for a Next Generation communications system that will: 4 Sustain reliability during 911 emergencies and major disasters 4 Enhance coverage due to more tower sites and other improvements 4 Provide new radios with updated technology for first responders 4 Improve response times due to hardware and software upgrades 4 Comply with new regulations in force in the next few years 4 Allow for expanded users and number of channels 4 Offer regional interoperability in 10 Bay Area counties FUTURE COST: Approximately $40 million, which would be financed with a parcel tax bond issuance, requiring a two-thirds vote for passage. Based on our current estimates, we anticipate the cost for a single-family residence to be approximately $2.50 per month. We are also including a low-income exemption for seniors and a Citizen s Oversight Committee. Rev. 3/5/14 For more information, please visit MERA s website at meraonline.org Page 17 of 19

18 MERA Marin Emergency Radio Authority FREQUENTLY ASKED QUESTIONS ABOUT MERA 1. What is MERA? The (MERA) is a Joint Powers Authority in Marin County formed in 1998 to plan, implement and manage a countywide public safety and emergency radio system for the use of all member agencies. Twenty-five member agencies use MERA routinely, encompassing every agency dealing with public safety in Marin County. Several other public safety partners also have access to the MERA communication system, including California Highway Patrol, Golden Gate Bridge District, Marin Humane Society, Golden Gate National Recreation Area and the Coast Guard. 2. Can I use it in an emergency? Yes, you use it every time you call 911. MERA radio communications is the backbone of the 911 emergency response system. However, it is strictly for use by authorized public safety agencies and providers and cannot be used by private citizens. This is meant to ensure enough bandwidth is available during emergencies so lives can be saved in the most severe of disasters, including earthquake, flood or wildfire. MERA provides the communication link between 911 public safety dispatch centers and public safety units in the field that respond to emergencies. The MERA radio system gives the dispatch centers the ability to assign single or multiple responders (depending on the emergency) within just seconds of receiving a 911 call. 3. What challenges does MERA face? The system was designed in 1998 to accommodate 1,580 mobile and portable radios with expansion capacity to 2,500 radios. Today it serves 2,897 radios, which is significantly above the total that was originally anticipated over the 20-year life of the system. The current system is not only used more extensively than expected, it is getting older and we must plan for a replacement system to ensure reliable emergency communications, both day-to-day and after a major emergency or natural disaster. 4. What would we gain with a Next Generation System? 4 Sustained reliability during 911 emergencies and major disasters 4 Better coverage due to more tower sites and other improvements 4 New radios with updated technology for first responders 4 Improved response times due to hardware and software upgrades 4 Compliance with new regulations in force in the next few years 4 Ability to expand users and number of channels 4 Regional interoperability 5. How will the Next Gen Radio System reduce 911 Response Times? 4 The Next Gen system will provide upgraded radio network and dispatch console systems with the latest software, with streamlined user interfaces for maximum efficiency 4 The Next Gen system will reduce MERA radio user wait times, by adding more capacity and reducing busy signals during major events 4 The Next Gen system will reduce emergency response times for some areas of the county with poor coverage, by improving coverage and response 4 The Next Gen system simulcast configuration will reduce MERA radio user wait times, by adding more capacity and reducing busy signals during major events 6. Do my tax dollars pay for this service? With the current system, MERA services are paid by member agencies, which are funded by tax dollars. The funding was designed so that each agency, and by extension each taxpayer, pays their fair share for the services they receive. For the Next Generation system, we are exploring a parcel tax paid directly by taxpayers to fund capital improvements. This would reduce the immediate impacts a capital plan would have on individual agencies, but member agencies would still have to pay for operating and replacement costs. Rev. 3/5/14 For more information, please visit MERA s website at meraonline.org Page 18 of 19

19 7. Can we use parts of the current system with the Next Generation system? Yes. We intend to re-use as much as we can, but the primary re-use will be structures and tower sites which is a large capital investment we retain from the last generation of MERA. Much of the technological equipment, however, will be at the end of its life cycle by the time the Next Gen system is up and running. In addition, we need to maintain the current MERA system during construction of the Next Gen system and until all MERA users have completed their transition to the new system. 8. These systems seem expensive. What are the costs based on? The system is comprised of different parts that work together seamlessly to support our entire public safety communications network. This system supports not a single agency, but 25 member agencies providing cost efficiencies that none of the 25 individual agencies would see if they developed their own systems. The costs emerge from a variety of component pieces, each of which is complex in its own right. One early portion of the project is site development and upgrades, environmental compliance, licensing and leases. The next component is the backbone of the 9. Why was this particular system chosen as the replacement system? 10.How much will this cost? 11.Am I already paying a tax for MERA now, and will this be a new tax? parcel tax to fund the bond for the Next Gen system. This will be a new tax, requiring a two-thirds vote for passage. In the current budget-tightening environment, it was not practical to ask MERA members (cities and towns) to somehow find more money they didn t have to pay for the replacement system. Members will continue to fund MERA system operations. 12.What if I m a senior on a fixed income and I can t afford another expense? Based on our current estimates, we anticipate the cost for a single-family residence to be approximately $2.50 per month. We are also inculding a low-income exemption for seniors. 13.Will the bond be used to pay for public pension costs? No. The funds generated by this measure can only be spent for capital purposes, such as construction, communication equipment and towers. Funds cannot be spent for operating purposes such as administration, salaries and pensions. 14.Who will place the tax initiative on the ballot? How and when? We will be asking the Marin County Board of system that includes the radio communication Supervisors to place this measure on the ballot system, site equipment and dispatch consoles. The for the November 2014 election. That request to microwave radio system that connects all of the sites the Supervisors would likely occur in July or is another portion of the system. Finally, we connect August an estimated 3,000 mobile and portable radios that support the police officers, fire fighters and other employees that function on the system and provide the services we can all recognize. After years of study and input from every major public safety agency in the county, the consensus was an overwhelming Yes to the current proposal. We also had an outside firm review a variety of options (AECOM Report, April 2010) and they identified this Next Gen plan as the best option. Their recommendations were further reviewed by MERA members. Those efforts resulted in the current proposal. MERA has developed a replacement project estimated at $40 million. Funding would come from a countywide parcel tax that if passed by voters would secure the necessary bond funds. Currently, there is no special MERA tax. The present system is funded by payments from member agencies, with different members paying different amounts according to their population and usage. MERA plans to ask voters to pay a $29 per year 15.If this is a problem for 2018, why are we talking about this in 2014? The process to develop a replacement system is a lengthy one. The current effort to create a funding source will run throughout If passed, funds from the parcel tax will begin providing revenues in Once the funding has been secured, a detailed RFP will be developed that specifies the system and capabilities we require within our available resources. After providing potential vendors time to prepare and deliver their proposals, it will take additional time to vet their proposals and select a final vendor(s) leading to contract negotiations. After that, it will take additional time to develop the new tower sites and infrastructure before the system can be used. The timeline is actually fairly quick for a project of this size and complexity. 16. How can I find out more about MERA? To find out more information about MERA, please visit MERA s website at meraonline.org Page 19 of 19 MERA Marin Emergency Radio Authority