SE MN Regional Radio BoardMeeting Agenda

April 8, 2012 @12:30

Type of Meeting: Meeting Every two monthsLocation: Rochester Public Utilities (RPU)

2.

3.

4.

5.

6.

Meeting Facilitator: SEMNRRB Cliair: Jake Gillen

1. Call to order by RRB ChairApproval of AgendaApproval of RRB Minutes -February 2013Acceptance of RAC Minutes - March 2013 unapproved (handout)Approval of Financials-January/February/March 2013 - Haarstad (handout)Open issues:

Debriefing of Exercise from March 22, 2013 (Shetek-HarryAlgyer)A133 Audit update (Haarstad)Grant Updates - Indrelie (handouts)Fully executed 2012 SHSP Grant contract w/cover letter andusage requirementsRIC update - BorchardtState Update - Tim LeeOTC Meeting - Freshwater/TimmStatewide Radio Board Meeting - Commissioner KaaseHSEM Update/Regional Exercise update - TorgersonRadio Users & O & O Group- M. Peterson

a.

b.

c.

d.

e.

fg-

h.

Requires Approval

J-

7. New Business

Policy Change to Policy #1 - DiscussionPolicy Change to Policy # 5-Fixed AssetsRAC Update/recommendations - (Yeiter):

i.Wabasha request for statewide site access for LE emerg and roamii.Assigning SE 8 for communication coordination for the

next 4 years on 190 bridge replacement.

a.

b.

c.

May Require ApprovalRequires ApprovalRequires ApprovalRequires Approval

Requires Approval

Other New Business

1)Next RRB Meeting- Monday, June 10, 2013@ 12:30 PM at RPU; Finance Committee-11:00 AM at BakersSquare North

2)Next scheduled RAC Meeting is May 16, 2013.

SEMNRRB Website: http://semnrrb.com/

SE MN Regional Radio Board (RRB)Meeting Minutes

Monday, February 11, 2013 @ 12:30 pmWork Release Center

Rochester, MN

In Attendance:

RRB Members:Mike Lee/Freeborn CountyCorky Ebeling/Steele CountyMarcia Ward/Winona CountyDavid Harms/Wabasha CountyJake Gilien/Rice CountyTeresa Walter/Houston CountyTom Kaase/Fillmore CountyJim Bryant/Goodhue CountyDave Erickson/Dodge County

Others in Attendance:Mark Darnell/Olmsted CountySteve Borciiardt/ECNNate Timm/Goodhue County S.O.Judy Indrelie/Olmsted CountyKari Haarstad/Oimsted CountyAndy Terry/SEHHarry Algyer/Shetek

1)Meeting was called to order by SEMNRRB Chair Jake Gillen at 12:45 pm.• Change of venue to the Work Release Center as RPU had a scheduling conflict.

2)Introduction of new RRB member, Teresa Walter representing Houston County.

3)Approval of Agenda: (handout)Motion by Corky Ebeling, Second Jim Bryant to approve today's agenda. Motion carried.

4)Approval of RRB Meeting Minutes (December 10.2012): (handout)Motion by Dave Erickson, Second Marcia Ward to approve RRB minutes, with one correction.Motion carried.

5)Acceptance of RAC Minutes (January 17. 2013): (handout)Motion by Dave Erickson, Second Dave Harms to accept RAC minutes. Motion carried.

6)Approval of Financials -November-December 2012 - Kari Haarstad: (handout)Motion by Jim Bryant, Second Dave Erickson to approve November 2012 financials aspresented. Motion carried.

7) Open Issuesa) Update of upcoming Exercise - Harry Algyer from Shetek: (handouts)

Exercise scheduled for March 22, 2013 starting at 8:00 am. Objectives of the exercise are toexercise our communications capabilities for the region. Test the ARMER system,emergency response services, MOU's, PSAP's, and identify any gaps. Video conference willbe used, and tested. This is a multi-entity exercise including thus far; Olmsted County,

Olmsted County Emergency Management Division, Houston County, Winona County, City ofRochester, Goodhue County, Wabasha County and the MN State Patrol. Entities canparticipate from either their EOC and/or their PSAP. There will be two exercises in on. The

first, starting at 8:00 am running roughly two hours, will be individual counties being askedto go step-by-step through the process. The second exercise, starting at 10:30 am, willinclude three or four border counties to make it a multi-county exercise.

b)Insurance Update - Judy Indrelie: The amount paid to LMCIT was $2,663.00. There will bean adjustment made in 2014 to the high rate.

c)A133 Audit Update- Kari Haarstad: Audit should be completed in March of 2013.d)Membership List Update- Kari Haarstad: Handout given, please review and contact Kari

Haarstad with any corrections.e)RIC Support Letter Completed - Judy Indrelie: Handout in Board packet. Letter has been

sent to the State.f)Grant Updates - Judy Indrelie: (handouts)•2010 HSEM (Turquoise) - Extended to 2/28/2013

o Goodhue County donated $2.84 to the City of Rochestero The City of Rochester has not yet spent the money.

•2010 lECGP Grant (Salmon) - Extended to 4/30/2013o Used for some to attend training in Schaumburgo Used for the Harry Algyer exercise scheduled for March of 2013o M & A dollars have been used for the Audito There will be dollars leftover that will be going back to the State. The State is aware

of this.o April 30, 2013 is the latest they would allow for this extension. They will not extend

out any further.

•Local Enhancement Dollars (white sheet with colored boxes)- extended to 6/30/2013o There are unallocated dollars available for counties to use if they need as they

complete their projectso This grant ends of June 30, 2013 for all Counties EXCEPT for Mower County, they

have been allowed to use their dollars through September 30, 2013o Must be spent on infrastructureo There is a 50/50 match with this grant

•2011 HSEM (pink) - ends 6/30/2013o Still waiting on a few to spend these dollars.o Let Judy Indrelie or the Board know by April 2013 if you will spend the dollars. If not

spent, the Board has the ability to reallocate.

•2012 SHSP Grant - Ends 11/30/2013o State received $950,000.00 for interoperabilityo NW area will get a majority of the money as they are not up and running yeto $12,000.00 was allotted here, for your region, to be used for planning, exercise or

trainingo The RAC members would like to bring a recommendation to the Board to utilize

these dollars for training. Can be used for the Inter-operability conference in May of2013

o This Board will have to determine how the dollars are to be allocatedo Mower County has the ability to apply for additional dollars because they didn't

migrate in time to utilize any of the other grant dollars as they didn't have a

participation plan in placeMotion by Dave Erickson, Second Mike Lee to approve each entity to receive $1,000 of the$12,000 this Region will receive, to be used for training. Motion carried.

Motion by Tom Kaase, Second Corky Edeling to approve the resolution to authorize the BoardChair and Administrator to sign. Motion carried.g)Approval of 2010 lECGP Grant Extension:Motion by Jim Bryant, Second Marcia Ward, to extend the lECGP contract to 4/30/2013, and aresolution to authorize the Board Chair and Administrator to sign. Motion carried.h)Motions completed. See Grant Update, letter, f- 2012 SHSP Granti)RIC Update - Steve Borchardt: Two candidates to become COMT's - Rick Freshwater and

Nate TImm. Paperwork completed, ready to go to the State Radio Board.Motion by Jim Bryant, Second Tom Kaase, to approve Rick Freshwater and Nate Timm asCOMT's. Motion carried.

The inter-operability conference in is May 2013. A lot of the conference will pertain tobroadband, may want to send a representative from the RRB. RIC position update - has tobe turned into a job, not a contract position. In the process of writing a job description. Willlikely be late March before a decision is made. An update will be given at the April meeting,

j) State Update- Tim Lee: No Report.k) OTC Meeting Update- Nate Timm: At the December 2012 meeting, Steele County

presented a proposal to add a tower in Blooming Prairie. They have coverage issues. Thingsare moving along on this process. At the December 2012 meeting, the OTC approvedWabasha County to add microwave connections over the State network for VHF paging forFire. At the January 2013 meeting, the OTC recommended that some of the State talkgroups be renamed to general pool State talk groups.

I) Statewide Radio Board Meeting-Commissioner Kaase: Tax bill proposed, and sent to thetax committee, to allow tax exemption for purchases here on out. Does not includeretroactivity. AMC proposed another bill that includes retroactivity and tax exemption forequipment purchases that help with narrowband, not necessarily ARMER. Our Region is taxexempt already.

m) HSEM Update - Kevin Torgerson: No Report. Kevin Torgerson attending the HSEMConference. Harry Algyer addressed in Open Issues, letter, a.

n) Radio Users and O & 0 Group - NateTImm: Rick Freshwater motioned, which wasapproved, to look at a funding source regionally for a patching device, the ACIOOO. OlmstedCounty has an ACIOOO, located in the Emergency Response Vehicle and secured in thevehicle. A portable unit is needed. Motion was made to approve the policy on the STRtower.

New Business:a)RAC Update/Recommendations-Addressed earlier.b)Mower Countv Participation Plan - Andy Terry from SEH for Mower County:

With full participation on shared regional system, there's a need to have plans in place toidentify the technology elements, the operational elements and the training elements asnew entities come on the system. Migrating a bit slower than others due to the lack ofpotential funding. They will bring on 300 mobiles in total over the next three years.

Motion by Dave Erickson, Second David Harms to accept the participation plan for MowerCounty. Motion carried.

Motion by Corky Ebeling, Second Marcia Ward to approve the MNDOT cooperative agreement.Motion carried.

Other New Business:

1)Next RRB Meeting - April 8, 2013 at 12:30 pm at RPU; Finance Committee -11:00 am BakersSquare. ** NOTE: The RRB will be held the second Monday of even months for the 2013 year.

2)Next scheduled RAC Meeting is March 21, 2013.

Adjournment:Motion to adjourn Jim Bryant, Second Mike Lee at 2:03 pm. Motion carried.

Minutes respectfully submitted by Michelle Ridd.

SEMNRRB website: http:/semnrrb.com

Southeast Minnesota Regional Radio Board

Counties of: Dodge - Fillmore - Freeborn - Goodhue - Houston - Mower

Olmsted - Rice - Steele - Wabasha - Winona - City of Rochester

Organized in 2008

SEMNRRB Chair: Dave Erickson, Dodge County Vice Chair; Jake GiNen, Rice County

RAC Chair: Mark Darnell, Olmsted County

Administrator: Judy Indrelie Olmsted County 328-6764

03/21/2013

SEMNRAC and SEMNRRB Members:

Attached is the 2012 SHSP Grant 00008 contract between the SEMNRRB and theState of Minnesota.

•The total award amount is $12,000.

•The Grant is effective from 02/20/2013 through 11/30/2013.

•These are Federal Dollars being passed through from the State and SEMNRRBto your jurisdiction.

•The GFDA# is 97.067.

•The funds will be split to 1/12^"^ to each member as was approved by the RRB.Each member will receive $1.000 to be spent by each for planning/trainingpurposes as is determined by each member. There are zero dollars allotted for M&A.

•There is NO MATCH.

•Usage: Planning dollars for the Interop Conference; Training dollars forradio training.

Sincerely,

Ju(|y Indrene, Olmsted CountyGrants Administrator, 507-328-6764lndrelie.iudv@co.olmsted.mn.us

2012 State Homeland Security Program (SHSP)2012 SHSP 0008

02/15/2013 -11/30/2013

Each County will follow the requirements outline in the Grant Agreement between the State of MN and the

South East Minnesota Regional Radio Board.

Provide the following with request for reimbursement:

Proof of payment of total costs as they relate to request for reimbursement including copies of receipts

over $75, per diem reimbursement, copies of check or EFT payment.

Proof of attendance at training/planning event, (certificate/agenda)

A request for reimbursement on your county letterhead, with a statement that verifies usage of

expenditures for reimbursement. "\ understand the grant rules of supplanting and declare under

penalties of law that this account, claim or demand is just and correct and that no part of it has been

reimbursed or funded through another source."

*Note: You can reimburse staff at your county/city per deim rate but you will only be reimbursed from

the grant at the SEMNRRB policy

By submitting invoices for reimbursement, you are agreeing to the terms and requirements listed on

contract grant agreement 2012 SHSP-00008 between the Southeast Minnesota Regional Radio Board

and the State of Minnesota and the requirements listed above.

Grant AgreementPage 1 of 3

Minnesota Department of Public Safety ("State")Division of Emergency Communication Networks445 Minnesota Street, Suite 137Saint Paul, MN 55101

Grant Program: 2012 State Homeland SecurityProgram (SHSP)

Grant Agreement No.:A-DECN-SHSP-2012-SEMN-RRB-00008

Grantee:Southeast Minnesota Regional Radio Board151 SE 4^ StreetRochester, MN 55904-3710

Grant Agreement Term:Effective Date: February 15, 2013Expiration Date: November 30, 2013

Grantee's Authorized Representative:Judy hidrelie. Special Projects Coordinator/Grants Mgr101 SE 4^ StreetRochester, MN 55904-3710Phone: 507-328-6764Email: hidrelie.iudy@co.olmsted.mn.us

Grant Agreement Amount:Original Agreement $ 12,000.00Matching Requirement $ 0

State's Authorized Representative:Jackie Mines, DirectorDivision of Emergency Communications445 Minnesota Street, Suite 137Saint Paul, MN 55101-5137Phone: 651-201-7550Email: jackie.mines@state.mn.us

Federal Funding: CFDA 97.067State Funding: NoneSpecial Conditions: Attached and incorporated intothis Grant Agreement, see page 3.

Under Minn. Stat. § 299A.01. Subd2 (4) the State is empowered to enter into this grant agreement.

Term: Effective date is the date shown above or the date the State obtains all required signatures under Minn.Stat. § 16C.05, subd. 2, whichever is later. Once this grant agreement is fully executed, the Grantee may claimreimbursement for expenditures incurred pursuant to the Payment clause of this grant agreement.Reimbursements will only be made for those expenditures made according to the terms of this grant agreement.Expiration date is the date shown above or until all obligations have been satisfactorily fulfilled, whichever occursfirst.

The Grantee, who is not a state employee, will:Perform and accomplish such purposes and activities as specified herein and in the Grantee's approved 2012 StateHomeland Security Program (SHSP) Application ("Application") which is incorporated by reference into thisgrant agreement and on file with the State at 445 Minnesota Street, Suite 137, Saint Paul, MN 55101. TheGrantee shall also comply with all requirements referenced in the 2012 State Homeland Security Program (SHSP)Guidelines and Application which includes the Terms and Conditions and Grant Program Guidelines(https://app.dps.mil. gov/EGrants) which are incorporated by reference into this grant agreement.

Budget Revisions: The breakdown of costs of the Grantee's Budget is contained in Exhibit A, which is attachedand incorporated into this grant agreement. As stated in the Grantee's Application and Grant Program Guidelines,the Grantee will submit a written change request for any substitution of budget items or any deviation and inaccordance with the Grant Program Guidelines. Requests must be approved prior to any expenditure by theGrantee.

Matching Requirements: None.

DPS Grant Agreement non-state (09/08)

Grant Agreement Page 2 of 3

Payment As stated in the Grantee's Application and Grant Program Guidance, the State will promptly pay theGrantee after the Grantee presents an invoice for the services actually performed and the State's AuthorizedRepresentative accepts the invoiced services and in accordance with the Grant Program Guidelines. Payment willnot be made if the Grantee has not satisfied reporting requirements.

Certification Regarding Lobbying: (If applicable.) Grantees receiving federal funds over $100,000.00 mustcomplete and return the Certification Regarding Lobbying form provided by the State to the Grantee.

1. ENCUMBRANCE VERIFICATIONIndividual certifies that funds have been encumbered asrequired by Minn.

TitleClirector'¦FEB 2 J 2013Divi^j^ (^tmergency Communication Networks

Date:Date: /// ^GALE ROHDE/

Grant Agreement No. A-DECN-SHSP-2Q12-SEMN-RRB-00008/3-17250

2. GRANTEE

The Grantee certifies that the appropriate person(s)have executed the grant agreement on behalf of the Grantee asrequired by applicable statute or delegation.

By:i£J

Title:CmifZ.

Date:(I j) j)

Distribution. DPS/FASGranteeState's Authorized Representative

DPS Grant Agreement non-state (09/08)

Grant AgreementPage 3 of 3

SPECIAL CONDITIONS

Southeast Minnesota Regional Radio Board is the fiscal agent for the following counties and cities:

Dodge County Fillmore County Freeborn CountyGoodhue County Houston County Mower CountyOlmsted County Rice County Steele CountyWabasha County Winona County City of Rochester

DPS Grant Agreement non-state (09/08)

Exhibit A2012 SHSP Grant Budget

Southeast Regional Radio BoardA-DECN-SHSP-2012-SEMN-RRB-00008PO # : 3-17250

Budget Line Item Amount

Planning $ 3,000.00Training $ 3,000.00Exercises $ 3,000.00Equipment $ 3,000.00Total $ 12,000.00

South East Minnesota Regional Radio BoardExpense Reimbursement Rates and Policy

June 8, 2009

It shall be the policy of the South East Minnesota Regional Radio Board that certain expenses shall be reimbursablefor travel, meal and lodging expenses incurred as a result of authorized travel and meetings representing theinterests of the South East Minnesota Regional Radio Board, its committees, subcommittees and work groups andrepresentatives.

For an expense to be considered eligible for reimbursement, the meeting, event or committee appointmentrequiring travel must be pre-approved for reimbursement by the South East Minnesota Regional Radio Board.Examples include, but are not limited to:

1.Meetings of the Statewide Radio Board, its committees, subcommittees or work groups;

2.Meetings of the committees of the South East Minnesota Regional Radio Board;

3.Liaison and coordination with other regions, their Boards and committees to ensure consistentplanning and interoperability;

4.Other meetings as determined and approved by the South East Regional Minnesota RegionalRadio Board.

An application of this policy could include reimbursement of all appropriate expenses for representatives serving onthe Statewide Radio Board Operations and Technical Committee, Grant or Interoperability Work Groups or theSouth East Minnesota Regional Radio Board User Committee without specific authorization for each and/oroccurrence.

All requests for reimbursement of expenses shall be on a form approved by the South East Regional Radio Board(attached hereto) and submitted to the appropriate representative of the administrative agent. All requests forreimbursement shall be processed in accordance with the standard policies of the administrative agent.

Approved 06/08/2009; Revisions approved 08/09, 02/2010, 02/2011,02/2012

VrProjects/Regional RB/Forms/ Reimb.policy and form

Reimbursement of expenses for travel, meals and lodging will be based upon the Commissioner's Plan, as providedin Minn. Stat. Section 15.0575 which only allows a Commissioner who receives a salary from the County for work asan elected official is barred under the statute from collecting a per diem from the Regional Radio Board if he or sheis paid by the County for the same period of time. The reimbursement rates and policies that are authorized byand/or included in the most recent version of the Plan are summarized below:

Mileage Rate: .50/mile, effective January 1, 2009(Rate established by the Federal Government)

Meals:Breakfast$7.00Lunch$9.00Dinner$15.00

Lodging:Actual Expense

1.Reimbursement of lodging expenses requires a receipt and any other expenses over $75.

2.Meal reimbursements require a receipt (If a meal is not offered via a conference or hotel or any other circumstance):

a.Breakfast expense is reimbursable if claimant is away from home overnight.

b.Lunch expense is reimbursable if claimant is away from home overnight or the business purpose isdocumented.

c.Dinner expense is reimbursable if claimant is away from home overnight or if business purpose is

documented.

3.Mileage will only be reimbursed to those who do not use County/City owned vehicles.

4.Mileage will not be paid to County/City officials who are already receiving a salary or per diem.

The rates contained in this policy will be modified as changes are posted by the State of Minnesota and approved bythe South East Minnesota Regional Radio Board. It shall be the general policy of the Board to adopt reimbursementrate modifications consistent with effective dates of the Commissioner's Plan adopted by the State of Minnesota;however, the Board retains the authority to set the effective date for all changes and modifications to this policy in amanner consistent with the best interests of the South East Minnesota Regional Radio Board.

Reimbursement of expenses under this policy is limited by the availability of funds for this purpose specificallybudgeted by the South East Regional Radio Board or obtained from grant resources dedicated to payment ofexpenses consistent with the policy and grant reimbursements.

Approved 06/08/2009; Revisions approved 08/09, 02/2010, 02/2011,02/2012

V:Projects/Regional RB/Forms/ Reimb.policy and form

SEMN Regional Radio BoardExpense Reimbursement Request Form

Reimbursement request from:Name:

Address:

City/State/Zip:Telephone #:

Purpose of Expense;

Mileage for 2011: $.50/mile Standard Federal RateMeals Per Diem: Breakfast $7.00

Lunch$9.00Dinner$15.00

Receipts are required for all reimbursements.

ATTACH ALL PERTINENT RECEIPTS

DateMeeting Description andRequestor Dept/Position Lodging

#ofMiles

MilesX's

MileageRate -

.50.mile

Meals

Brkfst/Lunch/Dinner Parking

Over¬

night?Yor N

SubTotal

Gax# INTLDate 1 hereby declare and certify under the penalty of the law

that this account, claim or demand for reimbursement ofexpenses incurred is just and correct and that no part of ithas been paid to me before.

X

Ordered Goods Received

Verified Math for AccuracyApproved for Payment DateTotal Vendor#

Fund Dept Unit Activity ObjtSignature of Requestor and Recipient

Approved 06/08/2009; Revisions approved 08/09, 02/2010, 02/2011,02/2012

V:Projects/Regional RB/Forms/ Reimb.policy and form

Page 1 of 1

SOUTHEAST MN REGIONAL RADIO BOARD (SEMNRRB)

POLICY #5REQUIRED BY: AUDITORSSUBJECT: FIXED ASSET THRESHOLD FOR INVENTORY & CAPITALIZATION POLICYDATE: DECEMBER 2011; Revised 2013INDEX WORDS/PHRASES

Fixed Asset - A long-term tangible piece of property that a firm owns and uses in theproduction of its income and is not expected to be consumed or converted into cash any soonerthan at least one year's time. Buildings, real estate, equipment and furniture are examples offixed assets.

Tangible Asset - Asset that has a physical form. Tangible assets include both fixed assets, suchas machinery, buildings and land, and current assets, such as inventory.

POLICYTo provide guidelines when recognizing and accounting for equipment as fixed assets.

All assets valued at $5,000/item or more must be created, managed and accounted for by thefiscal agent of the Southeast Minnesota Regional Radio Board.

Assets that are valued at $5,000 or more should be capitalized.

Assets that are valued at $5,000 or more will be depreciated using the straight line depreciationmethod:

Assets Years

Office EquipmentRadio Repeater/Tower Equipment

5-15

10-20

Assets that are not capitalized (exceptions):• Anything that does not fit the above criteria.

SEMN RRBoard Approved 02/06/2012 retro to 2011 Fiscal Year. Page 1