The Advocate, NOTICE - - - EBRP Communications District Board of Commissioners Special Meeting February 26, 2015 2:00 pm EBRSO Administration Building Minutes Welcome/Call to Order by Chairman Sheriff Sid Gautreaux Roll Call of Board Members Agency - Member City of Zachary Mayor David Amrhein - Present City of Baker Mayor Harold Rideau - Present BRFD Chief Ed Smith - Present BRPD Chief Carl Dabadie - Present EMS Chad Guillot - Present EBRSO Sheriff Sid Gautreaux - Present LSP Col Adam White - Present Others in attendance: Mark Richards, LSP; Joe Thompson, Communications District; Randall Dunaway, Baker Police Dept; Darryl Lawrence, Zachary Police Dept; Matt Hobson, Communications District; Andrew Murphy, Baker Police Dept; Lawrence Mcleary, EBRSO; Mary G. Erlingson, EBRSO Atty; Tammy Armand, Communications District; William Daniel, Baton Rouge Mayors Office; Kevin Jones, New World Systems Approval of Previous Meeting Minutes (02/10/2015) Motion made by Mayor Rideau to approve minutes, seconded by Chief Dabadie Seeing no opposition, motion passed. Old business CAD RFP Process status update Matt Hobson had nothing new to report. Review options for moving forward Hiring an expertThe Chairman spoke about his meeting with Mayor Holden and William Daniel. Said they advised him they wanted to hire outside experts to tell the District what they needed. Also, they had been told that the district did not follow correct procedures. Chairman stated his response was that he felt the board had the experts and a consultant was not needed. The Chairman said Mr. Daniel did not think the board had the experts needed. Problems- Chairman asked if any board member has had any problem with the process of how this has developed up to now. Chad Guillot stated there were not any problems with the boards actions, but some of the processes were unclear. Were told some things by purchasing of how we should proceed and then we found out it was not true. It was never clear what the true process should have been. Chief Ed Smith agreed. Said the board was acting on the information they had. Stated there was some misrepresentation and he was unsure of what the process was. Mayor Rideau said the evaluation was done fairly. He trusts his representative. Stated the board got the information from Baton Rouge Purchasing to tell the board how to do things. They should have been involved and they didnt do what they were supposed to do. Mayor Amrhein saw no problem with the process. Chairman stated Finance and Purchasing have said that things have been done wrong. A meeting was requested with Finance, Purchasing and the Mayors office. The meeting has never taken place.Chairman stated Mr. Daniel said a meeting could take place but that purchasing and finance would not participate. Public Comment - Discussion Mr. William Daniel Stated he never said he wanted to hire an expert to tell the board what they need. Purpose of the expert is to meet with all of the board members to find out the requirements of each individual law enforcement agency. Someone that knows what is available and what other cities have purchased and what other law enforcement agencies have purchased. Hiring an expert is an essential part of the process. Stated if we can agree to hire an expert and move forward then all the problems are resolved and we can go down the road. The Mayor President believes that there are problems with purchasing. Purchasing and Finance have gone to the Mayor and stated this is not going to work and there are irregularities and they will go to the council and report them. Time line for an expert Have an expert hired in 40-45 days. Have the process of interviewing, get an RFP out. Protest has been filed by one of the vendors to the Purchasing department. Hiring an expert is best practice. Mr. Daniel said ultimately, the contract has to come to the council and to the Mayor and the Mayor believes there are irregularities and he will not sign the contract. Mr. Daniel said he would meet with Purchasing and Finance with the Board. If we hire an expert then in 45 days we can start writing an RFP and have this purchased by the middle of the year, but if we dont do that it will be protested at the council and the Mayor will not sign the contract. Stated a consultant could be hired for $60000. Mr. Daniel said Purchasing stated there were some things that were not done in accordance to laws or ordinance and she recommended to the Mayor that the bid not go forward. Spending 1 % of the whole purchase price seems like a small concession to make sure we get the very best technology for the tax payers. Chief Randall Dunaway In his opinion nothing was done by the subcommittee that was done without the direction of purchasing. There was further discussion on previous conversations. The Chairman asked Mr. Daniel what would happen if the board decides to go with an expert and we go back through the process, and the subcommittee recommends a vendor to the board. Mr. Daniel stated there would not be a problem. Mayor Amrhein questioned what type of expert the consultant would be. Mr. Daniel said it would be a Communications expert. Motion made to hire an expert by Chad Guillot, seconded by Chief Ed Smith. No further discussion. Seeing no opposition, motion passed. Mayor Harold Rideau Recommended have purchasing detail in writing what their expectations are with the project. Mr. Daniel said he will have it in writing and orally. Chad Guillot Recommended have purchasing at any meeting that is CAD driven. Chief Dabadie and Sheriff Gautreaux expressed that the current system is not in good shape. Motion made by Mayor Amrhein we disregard what we have and start over with the expert and purchasing will be at every meeting that CAD is discussed. 2nd by Chief Dabadie. No opposition, motion passed. New Business Update on tower remediation paperwork has been submitted and is with purchasing. Text to 911 testing Tammy Armand updated on the testing that had been completed. Testing was haulted due to some failed test because of a Service pack on the software. When these issues have been fixed testing will resume. Public Comment Kevin Jones with New World Systems spoke about getting a consultant. Next Meeting March 10, 2015. Adjourn Motion made to adjourn by Chief Chad Guillot, seconded by Chief Smith. 5152765-jul 14-1t - PUBLIC NOTICES/MEETINGS/HEAR/MIN
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