BayRICS Policy Group

Meeting Minutes
July 7, 2010
10:00AM – Noon (meeting Adjourned at 11:10)

MEETING LOCATION
Alameda County Sheriff’s Office – OES, 4985 Broder Blvd. Rm. 1013, Dublin, CA 94568

I Welcome
Sheriff Greg Ahern, Alameda County
Laura Phillips, Bay Area UASI Executive Director

II Introductions – Appointees
Morris Tabak, Assistant Chief, San Francisco Police Department
Tom Laye, (proxy for) Steve Lodge, Chief, Santa Clara Police Department
Ken Gordon, Interim Director, Oakland Information & Technology Division
Jim Granucci, Director, San Mateo County Sheriff’s Office
Mike Sena, Deputy Director, NCRIC
Steve Dupre, (proxy for) Chris Flatmoe, Exec. Director, San Mateo County IT Dept.
Bert Hildebrand, (proxy for) Michael Milas, Santa Clara County
Bill McCammon, Executive Director, EBRCSA
Mike Casten, Commander, Contra Costa Sheriff’s Office
Lindley Zink, Commander, Santa Clara County Sheriff’s Office
Rick Navarro, Captain, Marin County Sheriff’s Department

Support & Technical Attendees:

Ed Woo, Contra Costa Co
Michelle Geddes, Manager, San Francico Dept. of Emergency Management
Ahsan Baig, Program Manager, Oakland Information & Technology Division
Shelly Nelson, Communications Srvcs. Manager, Marin County
Jeff Blau, Interoperability Program Manager, Bay Area UASI Program
Clement Ng, Interoperability Program Manger, Bay Area UASI Program
Terry Betts, Interoperability Program Director, Bay Area UASI Program
Jada Jackson, Administrative Manager, Bay Area UASI Program
Heather Tannehill-Plamondon, Director of Contracts and Program Management
Derek Phipps, Motorola
Travis Boetcher, Motorola

Michelle and Ahsan announced their appointments to the ERIC /FCC Group
III Mission / Purpose of Formation of the Policy Group

Past year discussions about how to govern or manage the shared assets, two now are
BayLOOP and upcoming BayWEB. Bayloop, the Digital OC3 Microwave Loop to be used
as primary backhaul for Broadband. It is currently being rolled out within the region,
completed on Westside, working thru connection issues in the South and the Norht and
East portions of the loop scheduled to be completed by year end. Also, is in process of
being developed to go up thru I80 and I5 corridor thru IECGP funds in partnership with the
Sacramento, Alpine, etc

Decisions need to be made about the use/of the shared systems, needed an executive
sponsor, logical choice was AC Sheriff, as the Region 2 Law Enforcement Mutual Aid
Coordinator. We see this as ground breaking territory pulling representatives from various
jurisdictions to make policy decision around critical shared assets.

Today we would like some thoughts on a charter and a mission…to bring back at the next
meeting.

Steve Dupre (San Mateo Co): SMCO would like to express the desire for clear definition as
to the goal and mission of the group and that it be representative of the members, new
ground…mechanism or structure where everyone has some representation.

Bill McCammon: lots of elements that go into this, operational issues ,

maintenance/sustainment and also revenue/fee management for operational costs

Bert Hildebrand:
Documents must clearly define local and regional responsibilities

Jim Granucci: important for the people represented at the local level and keep the group
small enough (governance group) so it can be managed and stuff can be accomplished.

IV Mutual Aid Shared Assets

A. BayLoop – Update & Status of Regional Microwave Project
Bayloop 65% built out, should be operational in October 2010…Phase O
backhaul will be ready by July 2010
B. BayWEB – Overview

Broadband Overview/Update:
Early 2006 Cyrin-call made a presentation on use of Broadband…poor business
model…also we had Katrina…which showed us that in a true disaster we would not be
able to share the systems…in past year we have been working through a business plan
and now believet hat the PSST/FCC should turn the spectrum over to us we believe we
can build it for a lower cost by leveraging the existing PS assets. We can bring the cost of
the system down…Bay Area files for a waiver in mid 2009, idea caught on and 20 other
waivers were filed

Today:
Wavier has been provisionally granted, we are in process of meeting many “requirements”
have had 2 meetings with FCC…by second meeting we felt the FCC sees us as the early
build out…matching the vision of the FCC of building a system that can connect and
interoperate with any other system in the nation…our plan is to build it in the 10 counties
and move it out from there…Northern CA that will connect up to Oregon, and the Southern
CA will build out from LARICS…we are discussing the ability to collaborate with the
LARICS for a redundant system.

Two funding sources: Phase O/Pilot $6 mill in initial funds with 09 UASI monies…
( included a $1 mill match for each of the three core cities originally for a $9mill total, but
the cities indicated they did not have the match)

Out Pilot, Project Cornerstone, we will test as many applications on the Broadband
network.
C. Broadband Technology Opportunities Program (BTOP) Grant Update

• After the RFI process we selected a BTOP partner based on a second phase of
competitive selection Motorola was selected…
• Entered into a Teaming Agreement between Motorola and the Alameda County
Sheriff’s Office on behalf of the Region (Executive Sponsor)
• Motorola agreed to assume the technical risk associated with the BTOP as well as
the 30% match…
• Currently there is a $52 Mill ask in at NTIA (70Mill project total),
• Finishing Due diligence phase with NTIA…review is done and recommendations
are now moving thru the approval phases.

D. Phase 0

Refer to one pager-FCC requested this. Attached to minutes.

Cornerstone consists of
• 4 sites in SF…interesting topography
• Contra coast 3 sites lots of applications to run
• South Bay, SC City and Sunnyvale, leader in the south bay establishing the
footprint down south
• East bay, core in the Dublin EOC, and a site in the city of Oakland, Glen Dyer jail
site

Looking for support of recommendation…to move forward with the Pilot:

Mike Casten, Contra Costa made a motion to move forward as recommended; Lindley
Zink, Santa Clara Co, second

Bert Hildebrand expressed concern over choke points due to the capacity concerns
because they have not had time to talk about that with Motorola…

Jim Granucci expressed this is a pilot…intended to test what we can do…and understands
that we can work thru the issues as they come up…

None opposed; motion passed unanimously.

V Approvals – Action Item
A. BayLoop Channel Plan (Document attached)

Bill McCammon, EBRCSA made a motion to approve; Lindley Zink, Santa Clara Co SO
seconded the motion. The motion passed unanimously.

B. BayLoop Network Administrator SOW (Document Attached)

Mike Casten, Contra Costa, made a motion to accept the SOW; Bill McCammon, EBRCSA,
seconded the motion. The motion passed unanimously.

C. Phase 0 – UASI Recommendations

See Above.

VI Next Meeting Date – Wednesday, August 25, 2010 @ 10 a.m.

Closing Remarks by Laura Phillips:

How do we ensure that all of the players with Shared Assets have representative at the
table…please send feedback to Laura about who should be at the table, remember that there is a
need to keep the group small enough to manage but also take into consideration that they will be
impacted on the sustainment and maintenance costs.

The UASI will not need to weigh in on the discussion/policy that does not specifically have UASI
dollars involved.

VII Adjournment