Governance in public safety communications

1. Governanceinpublic safety communications Creating Regional Advisory Committees And Regional Radio Boards August 2007

2. Statewide Radio Board • Equal representation • One third State Agencies • One third local government/public safety /ems metro area • One third local government/public safety/ems greater Minnesota • Charged with completing ARMER build-out • An evolving governance platform • Structure provides for Regional Radio Boards/Advisory Committees • SRB defines regions

3. Regional Advisory Committee • RAC may create a Regional Radio Board • RAC may be staff level appointments representing local government units within a region of development • RAC may act cooperatively with SRB to complete basic communication and interoperability infrastructure • RAC has limited power and authority

4. Regional Radio Board • Regional Radio Board is a Joint Powers entity within the meaning of MS 471.59 • RRB has all the powers of a Joint Powers entity allowed in MS 471.59 plus additional powers provided in MS 403.39 • RRB JPA may provide for additional members defined in agreement • Local Government units and other public agencies must coordinate through RRB • RRB may establish policies and adopt rules

5. Organizing a RAC • Two or more counties or a city and one or more counties provide SRB notice of intent to create RAC within a defined region. • Define intended region • Define membership requirements • Develop operational procedures • Representative guidelines, who sits on RAC, voting, etc. • Meeting frequency, schedule, location, minutes, notices • Outreach and member communications • Develop RAC policies, goals and objectives • Adopt by-laws and procedures

6. Requirements for RRB Required elements of a RRB JPA (471.59): • Identify participating units of government • Define purpose of agreement • Identify power to disburse funds • Identify for policies disbursement of funds, contracts, etc. (identify party) • Provide for accountability of funds • Define termination and/or withdrawal process • Provide for distribution of property • Identify and define qualifications for additional board members (403.39)

7. Additional elements for RRB • Define Board officers • Define Board committees • Define quorum and voting requirements • Identify administrative party • Provide for joint purchasing • Provide for budget adoption • Define JPA approvals process • Define JPA amendment process • Other elements common or unique to the parties

8. Lessons already learned • Keep process open • Develop outreach and encourage broad-based participation from all levels of government • Encourage vendor and NGO participation • Maintain solid lines of communication to affected governing bodies • Develop broad based committees • Only adopt policies on an “interim” basis and then only those you must (RAC) • Work with partners to develop standards based approach to planning and development issues • Begin planning efforts immediately

9. Resources • ARMER/911 Scott.Wiggins@state.mn.us • Central Minnesota RAC and RRB www.cmnradio.org • SE Minnesota RAC www.semnradio.org • Tom Hannon thannon@charter.net