Critical section? No

Security level: Unclassified

Version: 1.0

Version history: 6/27/08 moved from html-based to sql-based.

Purpose:
Meeting minutes.

Scope:
This meeting only.

Guideline:
Time: 9am-10am

Location: CMH Community Room #3

Agenda:
Introductions
Overview of communication capabilities by all agencies
Day-to-day communication procedures
No impairments
Cell phones non-functional
Land-line telephones non-functional
etc.
Communication types:
Confidential information (i.e. patient information)
Voice
Data
Fax
Emergency communication procedures

Attendees:
Gary Harrison, Polk County Amateur Radio Operator
Jaci McReynolds, Public Information Officer, Springfield-Greene County Health Center
Kermit Hargis, Director, Polk County/Bolivar Emergency Managment Agency
Nancy Hodges, School Nurse, Southwest Baptist University
Theron Becker, Emergency Planner, Polk County Health Center

Minutes:
(not actually part of the meeting, but background info to define some terms)
Public safety radio is low-band VHF in Polk County usually in the 144-160 MHz range. It is voice-only and the frequencies are owned by the agency using them. It includes four fire repeaters, two law enforcement repeaters, and many frequencies for law, fire, and ems.
2-meter amateur radio is low-band VHF in the 140-144 MHz range. It can be voice, data, etc. and the frequencies are public but for daily (non-disaster) traffic, the radio operator must have an amateur radio license.
Packet radio is analogous to an internet chat room but using radio instead of the internet. Users sit at a computer and type text that will be transmitted to all other users on that frequency using packet radio. It is not encrypted but the potential audience is amateur radio operators that happen to be on that frequency.
Slow scan TV (sstv) is the ability to transmit an image (such as a photo or scanned document) over radio. It is analogous to a fax machine that uses radio instead of telephone lines.
Overview of communication capabilities of critical agencies:
CMH = (As far as anyone knew attending this meeting) public safety radio & 2-meter amateur radio with packet and sstv.
Polk County Emergency Management = public safety radio, 2-meter amateur radio, & 6-meter amateur radio.
Bolivar Emergency Management = public safety radio, 2-meter amateur radio at fire station, & HF amateur radio at fire station.
Joint Information Center (CMH Admin building) = 2-meter amateur radio in the future.
Volunteer Management Center (Intervention Ministries) = 2-meter amateur radio.
Health Department = public safety radio & 2-meter amateur radio.
Southwest Baptist University = public safety radio & amateur radio operator employee (Coleen Rose).
Public Schools = Bolivar uses 400 MHz, we think. Humansville uses VHF-low band, we think. Other schools are unknown.
Municipalities = All should have public safety radio.
To our knowledge there is no agency with satellite phone or satellite internet capability in Polk County.
A brief discussion was had concerning hosting a class to prepare more members to get amateur radio licenses. It is possible to host a class in Bolivar if the need and desire is there.
Action items identified to increase inter-agency communications within the county:
Bolivar Emergency Operations Center has 2-meter radio with packet capability, but it is not yet installed. It should be installed and a dedicated computer found to utilize packet communications.
Health Department should purchase a 2-meter radio with the ability for packet (approx $750) and install it.
Some agency in Polk County should aquire a satellite phone. Jaci will approach the regional homeland oversight committee to see if they have something in mind for all 18 counties. Kermit visited with Robin Bobbinmeyer after the meeting about Robin talking with the Hospital Tier-1 group about the hospital aquiring one.
Radio frequencies and protocols should be created for voice, packet, and sstv. Old protocols exist in the county emergency operations plan and Jim McManigle was working on updating them. A call sign list should also be developed. The existing volunteer database maintained by the health department documents radio call sign for all responders and volunteers.

Exceptions:
None

References:
None