County of Mendocino Tom Mitchell*

In 2006 the County of Mendocino's existing microwave system was determined to be obsolete with replacement parts difficult, if not impossible, to obtain. In some cases it became necessary to search e-Bay for parts. The existing number of towers did not adequately meet communication needs. (See Exhibit A). Sheriffs Response: I agree with findings.

Recognizing the public safety aspects of a failing communication system, the County Board of Supervisors authorized complete replacement of the microwave system on November 20, 2007. Sheriffs Response: I agree with findings. 707-463-4411 589-A Low Gap Road Fax 707-468-3404 Ukiah, California 95482-3734 Mendocino County Sheriff's Office Grand Jury Report of May 18, 2009 Out with the Old and In with the New / A Report on the New Mendocino County Microwave System On November 30, 2007, the County issued the initial purchase order authorizing the selected contractor to design, procure and install a new broadband microwave system. Sheriffs Response: I agree with findings.

the Board of Supervisors direct staff to develop a long-range plan for Board review and adoption to ensure maximum emergency communication coverage by expanding the rerouting (looping) concept to all microwave towers and communication links in the system. (Finding 10) Sheriffs Response: I agree with this recommendation.

The microwave project financing plan incorporated an innovative combination of funding sources including a Capital Lease/Purchase Contract through a private financial firm, City of Point Arena's Citizens Office for Public Service (COPS), a State Public Safety Interoperable Communications grant (PSIC), a Federal grant (HR-3093) obtained with the help of Congressman Thompson's office, the Gang of Five and asset forfeiture funds.1 Sheriffs Response: I agree with findings. According to the County General Services Agency, total project costs will be in excess of $4 million budgeted from the following sources: $2,600,000 Capital Lease/Purchase (Koch Financial) 178,327 Gang of Five Funding 29,703 Gang of Five Supplemental 410,000 DA and Sheriff Asset Forfeiture 200,000 Sheriff State Funding (PSIC Grant 215,000 City of Point Arena (State COPS Grant) 491,033 House Resolution (HR-3093) Public Safety Communication2 Sheriffs Response: I agree with findings. In order to maximize radio communication coverage in remote areas, the Sheriff has allocated additional asset forfeiture funds in the amount of $235,000 to update radio equipment. Sheriffs Response: I agree with findings.

the Board of Supervisors direct staff to begin a concerted effort to inform all public entities in the microwave system service area of the potential uses and benefits of the system. (Findings 8, 11, 12) Sheriffs Response: I agree with this recommendation. Sincerely, - Malana Thomas D.Allman Sheriff-Coroner 707-463-4411 589-A Low Gap Road Fax 707-468-3404 Ukiah, California 95482-3734 Combined Responses: Mendocino County Board of Supervisors (Mtg July 21, 2009) Mendocino County Executive Officer Mendocino County General Services Agency Director Mendocino County Sheriff OUT WITH THE OLD AND IN WITH THE NEW A Report on the New Mendocino County Microwave System May 18, 2009 Summary On December 15, 2008, Mendocino County accomplished an ambitious project to replace its 20-year-old, failing and outdated analog microwave communications system. The County's size, mountainous terrain and the wide distribution of its communities posed many challenges. In November 2007 the Board of Supervisors authorized staff to proceed with installation of a new, state-of-the-art microwave system. The primary user of microwave emergency communications has been the Sheriff's Department. The new system has sufficient capacity to serve all County agencies. One benefit is the opportunity for expanding the use of video conferencing. The system also is a potential source of revenue from contracts with private entities for use of the excess broadband capacity. The new system cost more than $4 million. The General Services Agency spearheaded efforts by several County departments to secure the necessary funding from a wide variety of sources. The microwave project was completed between November 2007 and December 2008 despite delays encountered in obtaining permits from the California Coastal Commission and State Department of Forestry. Still to come, is additional upgrading of Sheriff's Department radio equipment that is slated for completion in January 2009. This will eliminate most communication "dead" spots for the Sheriff's Department. Once operational, radio dispatchers will have the ability to track patrol units using Global Positioning (GPS) technology. This feature is important to the safety of Sheriff's Department personnel in the field especially during emergency situations. Methods The Grand Jury interviewed key personnel from County departments involved in the microwave project and reviewed relevant financial documents and maps. The amount of unfamiliar terminology encountered led to preparation of the Glossary provided at the end of this report. Background The need to upgrade or replace the County microwave communication system was the subject of discussion and recommendation by the 2006-07 Grand Jury. Although the project was authorized in November 2007, inordinate delays occurred while obtaining two important permits. These delays caused the completion date to be projected forward to mid- December 2008. In order to track the progress of the project, the matter was referred to the 2008-09 Grand Jury for oversight. This report is the culmination of that effort. Combined Responses: Mendocino County Board of Supervisors (Mtg July 21, 2009) Mendocino County Executive Officer Mendocino County General Services Agency Director Mendocino County Sheriff Findings In 2006 the County of Mendocino's existing microwave system was determined to be obsolete with replacement parts difficult, if not impossible, to obtain. In some cases it became necessary to search e-Bay for parts. The existing number of towers did not adequately meet communication needs. (See Exhibit A) Required Response: Mendocino County Chief Executive Officer The Chief Executive Officer agrees with this finding. Required Response: Mendocino County Board of Supervisors The Board of Supervisors agrees with this finding. Required Response: Mendocino County General Services Agency Director: The General Services Agency Director agrees with this finding. Required Response: Mendocino County Sheriff's Office I agree with findings. Recognizing the public safety aspects of a failing communication system, the County Board of Supervisors authorized complete replacement of the microwave system on November 20, 2007. Required Response: Mendocino County Chief Executive Officer The Chief Executive Officer agrees with this finding. Required Response: Mendocino County Board of Supervisors The Board of Supervisors agrees with this finding. Required Response: Mendocino County General Services Agency Director: The General Services Agency Director agrees with this finding. Required Response: Mendocino County Sheriff's Office I agree with findings.

In order to maximize radio communication coverage in remote areas, the Sheriff has allocated additional asset forfeiture funds in the amount of $235,000 to update radio equipment. Required Response: Mendocino County Board of Supervisors The Board of Supervisors agrees with this finding. Required Response: Mendocino County General Services Agency Director: The General Services Agency Director agrees with this finding. Required Response: Mendocino County Sheriff's Office I agree with findings.

The original microwave project completion date was to be October 1, 2008. Due to delays in obtaining required California Coastal Commission and Department of Forestry permits, this date needed to be extended. The system became operational on December 15, 2008 Sheriffs Response: I agree with findings. Descriptions of the funding agencies are provided in the Glossary. HR-3093 funding is committed but had not been received as of January 2009. 707-463-4411 589-A Low Gap Road Ukiah, California 95482-3734 Fax 707-468-3404 Mendocino County Sheriff's Office Grand Jury Report of May 18, 2009 Out with the Old and In with the New / A Report on the New Mendocino County Microwave System 8. The new microwave system can be upgraded easily to accommodate new or expanded uses. Sheriffs Response: I agree with findings.

The new microwave system can be upgraded easily to accommodate new or expanded uses. Required Response: Mendocino County Chief Executive Officer The Chief Executive Officer disagrees partially with this finding. The system can accommodate new expanded uses as long as funding is available for that expansion. Required Response: Mendocino County Board of Supervisors The Board of Supervisors disagree partially with this finding The system can accommodate new expanded uses as long as funding is available for that expansion. Required Response: Mendocino County General Services Agency Director: Combined Responses: Mendocino County Board of Supervisors (Mtg July 21, 2009) Mendocino County Executive Officer Mendocino County General Services Agency Director Mendocino County Sheriff The General Services Agency Director agrees with this finding in part. The system can accommodate new expanded uses as long as funding is available for that expansion. Required Response: Mendocino County Sheriff's Office I agree with findings.

All microwave towers have backup power supplies. Sheriffs Response: I agree with findings.

Exhibit B illustrates tower placement in the new system. Information can be re-routed (looped) along selected pathways in the event of damage to a tower. Sheriffs Response: I agree with findings.

Although the Sheriff's Department is the primary user of the new system, there is substantial unused broadband capacity that can be made available to other public entities such as fire and utility districts. Remaining surplus capacity might be available for lease to private communication companies. Sheriffs Response: I agree with findings in part. Upgrades will be necessary to increase broadband capacity.

The system has additional communication potential for uses such as video conferencing between coastal and inland public agencies. Sheriffs Response: I agree with findings.

The new system will be maintained by the Information Services Division of the General Services Agency. Personnel have received in-depth training by the supplier and installation contractor. The Capital Lease/Purchase Contract provides funding for training and five (5) years of maintenance costs. Sheriffs Response: I agree with findings.