DATE: December 9, 2003
TO: Board of Supervisors
SUBJECT: Clear Communications During A Disaster

SUMMARY:
During the Viejas Fire in 2001, the Regional Communications System (RCS) experienced significant busy signals as public safety officials attempted to relay vital information to one another. Radio communication was difficult during the Pines Fire in 2002, as once again the Eastern portion of the RCS was unable to handle the increased volume of calls during a short period of time. This was due to the significant number of radio users on the system during the fire. Not surprisingly, public safety officials were hampered like never before as they attempted to communicate during the Cedar, Paradise and Otay fires, only to repeatedly get busy signals on their radio in the Northern, Southern and Eastern portion of the RCS.

The safety of the public, firefighters and law enforcement officers is severely jeopardized when critical information cannot immediately be exchanged on a communication system. The County and other members of the Regional Communications System should not wait until the next disaster before action is taken to enhance the capacity of our system.

Recommendations
VICE CHAIRWOMAN DIANNE JACOB AND SUPERVISOR PAM SLATER

1. Direct the Chief Administrative Officer to evaluate the performance of the Regional Communications System during the Cedar, Paradise and Otay fires, and report back to the Board of Supervisors within 45 days with recommendations to address gaps in coverage, duration of busy signals during the fires and interaction with other communication systems.
2. Direct the Chief Administrative Officer to report back to the Board of Supervisors within 45 days with immediate funding options for necessary enhancements to the Regional Communications System.

Fiscal Impact
There is no fiscal impact resulting from these actions.

Background
The Regional Communications System (RCS) contains three loops (coverage areas) - North, South and East. At the time of planning the system, it was determined that the North and South loop would be on a simulcast system and the East loop would be on an intellireapter system. During the Viejas Fire in 2001, the Regional Communications System experienced significant busy signals as public safety officials attempted to talk to one another. In an effort to secure funding for needed enhancements to the system, the Board of Supervisors took action on February 6, 2001 to submit a grant application to the United States Department of Justice (DOJ) for over $6 million to offset the costs for enhancing the East loop. Unfortunately, the DOJ did not award grant funding to the County for this project.

Radio communication was difficult during the Pines Fire in 2002, as once again the East loop of the RCS was unable to handle the increased volume of calls during a short period of time. This was due to the significant number of radio users on the system during the fire. Not surprisingly, public safety officials were hampered like never before as they attempted to communicate during the Cedar, Paradise and Otay fires, only to repeatedly get busy signals on their radios in the Northern, Southern and Eastern portion of the RCS.

Given the astonishing speed of the Cedar Fire during the first 24 hours, every second was critical for firefighters and law enforcement officers. Lives were at risk because the location and direction of the fire couldn't be communicated. If their actions are decided in an instant, then their radio system must maintain that same pace. During the wildland fires in October, there were 34,798 busy signals on the South loop. Even worse, the East loop experienced a staggering 64,520 busy signals. The RCS currently supports over 16,000 radios, despite the fact that it was designed to accommodate 12,000 radios.

The safety of the public, firefighters and law enforcement officers is severely jeopardized when critical information can't immediately be exchanged on a communication system. The County and other members of the Regional Communications System can't wait until the next disaster before action is taken to enhance the capacity of the system. Improvements are needed to the East, North and South loops. All three areas are in need of enhancements to handle the additional number of users on the system in times of an emergency.

Today's action will initiate a review of the Regional Communications System so that the Board of Supervisors has a better understanding of the deficiencies of the current system. The Chief Administrative Officer will also be reporting back to the Board with immediate funding options for necessary enhancements or expansion of the Regional Communication System. We urge your support.

Respectfully Submitted,

DIANNE JACOB
Vice Chairwoman

PAM SLATER
Supervisor, Third District