Alabama Administrative Code Chapter 585-X-2 — Board Operations and Meetings

585 Alabama Statewide Nine One One Board

Ala. Admin. Code r. 585-X-2-.01 General

The Alabama 9-1-1 Board is comprised of 13 members that reflect the racial, gender, geographic, urban/rural, and economic diversity of the State of Alabama.

History

• Author: James T. Sasser
• Authority: Code of Ala. 1975, §11-98-4.1, as amended.
• New Rule: Filed November 26, 2013; effective December 31, 2013.

Ala. Admin. Code r. 585-X-2-.02 Meetings

(1) All meetings of the 9-1-1 Board shall be conducted in accordance with the Alabama Open Meetings Act.

(2) Notice of all meeetings shall be posted to the Secretary of State’s Internet website as soon as the time, date, and place are known. Notice of all meetings shall also be posted on the Board’s website as soon as the time, date, and place are known.

(3) All meetings are open to the public, except for executive sessions.

(4) All meetings shall be conducted using Roberts’ Rules of Order.

(5) Minutes shall be recorded of all official actions of the Board using the procedures set forth by the Alabama Department of Archives and History.

History

• Author: James T. Sasser
• Authority: Code of Ala. 1975, §11-98-4.1, as amended.
• New Rule: Filed November 26, 2013; effective December 31, 2013.

Ala. Admin. Code r. 585-X-2-.03 Voting

(1) In order for the Board to conduct business at a meeting a quorum must be established. A quorum shall consist of a majority of those members appointed to the board.

(2) All voting of the 9-1-1 Board shall be conducted in accordance with the Alabama Open Meetings Act.

(3) All voting shall be taken in open session. Secret ballots are not allowed. There shall be no deliberations done in executive sessions.

(4) Voting to change actions previously acted upon by the Board may be subjected to a majority vote of the Board members present at a meeting.

History

• Author: Leah Missildine
• Authority: Code of Ala. 1975, §11-98-4.1, as amended.
• New Rule: Filed November 26, 2013; effective December 31, 2013. Amended: Published May 29, 2020; effective July 13, 2020. Amended: Published November 27, 2024; effective January 11, 2025.

Ala. Admin. Code r. 585-X-2-.04 Officers

(1) Officers for the Board shall be Chair, Vice-Chair and Secretary/Treasurer.

(2) Officers shall be elected on a yearly basis and shall be selected by majority vote of the Board on the date of election.

(3) The Chair’s duties shall consist of, but shall not be necessarily limited to the following: to conduct the meetings of the Board, to appoint committees to carry out the functions of the board, to execute documents and contracts on behalf of the Board.

(4) The Vice-Chair’s duties shall consist of, but shall not be necessarily limited to the following: to conduct the meetings of the Board in the absence of the Chair, in the event of illness or incapacity of the Chair to perform the functions of Chair, and to assist the Chair in carrying out administrative functions of the Board.

(5) The Secretary/Treasurer’s duties shall consist of, but shall not be necessarily limited to the following: to act as custodian of all official records of the Board and to review invoices submitted to the board.

History

• Author: James T. Sasser
• Authority: Code of Ala. 1975, §11-98-4.1, as amended.
• New Rule: Filed November 26, 2013; effective December 31, 2013. Amended: Published May 29, 2020; effective July 13, 2020.

Ala. Admin. Code r. 585-X-2-.05 Committees

(1) There shall be the following standing committees: Education and Outreach Committee, Governance Committee, Finance Committee, and Technical Committee.

(2) All committee members shall be appointed by the Chair.

(3) The Chair may establish other committees from time to time for particular purposes as deemed necessary by the Board.

History

• Author: James T. Sasser
• Authority: Code of Ala. 1975, §11-98-4.1, as amended.
• New Rule: Filed November 26, 2013; effective December 31, 2013. Amended: Published May 29, 2020; effective July 13, 2020.

Ala. Admin. Code r. 585-X-2-.06 Conflicts Of Interest

Board members shall comply with the provisions of the Alabama Ethics Law prohibiting conflicts of interest. In addition, if any member, is interested either directly or indirectly, or is an officer or employee of or has an ownership interest in any firm or corporation, not including units of local government, interested directly or indirectly, in any funding or action of the Board, the member, officer or employee must disclose the interest to the Board, which must set forth the disclosure in the minutes of the Board. The member, officer or employee having an interest may not participate on behalf of the Board in the authorization of any funding or contracts in which they have an interest.

History

• Author: James T. Sasser
• Authority: Code of Ala. 1975, §11-98-4.1, as amended.
• New Rule: Filed November 26, 2013; effective December 31, 2013.

Ala. Admin. Code r. 585-X-2-.07 Advisory Services And Training For Districts

(1) To the extent funds are available, the Alabama 9-1-1 Board (the Board), at its discretion, may fund and offer advisory services and training for emergency communication districts.

(2) Advisory services and training provided by the Board shall include, but not be limited to, the following:

(a) Training of public safety telecommunicators, employees and directors

(b) Training and/or advice regarding quality assurance

(c) Training and/or advice regarding procurement policies and procedures

(d) Advice regarding permissible uses of 911 funds received by emergency communication districts

(e) Training of EMD personnel

(f) Training and/or advice regarding connectivity to and implementation of a statewide 9-1-1 voice and data system

(g) Training of employees via courses provided or sponsored by National Emergency Number Association (NENA), International Academies of Emergency Dispatch (IAED), Association of Public-safety Communications Officials (APCO), or other professionally recognized entities regarding the delivery of 9-1-1 services.

(h) Any other training and/or advice which enhances or improves the delivery of 9-1-1 services within the State of Alabama.

(3) Unless otherwise specified, expenses paid by the Board for a participant of any training or course sponsored or offered by the Board shall be limited to the following:

(a) The course registration fee and course materials

(b) The course certificate upon successful conclusion by participant

(c) Those personnel that utilize the methods of response to emergency calls as stated in Sec. 11-98-11, Code of Ala. 1975, as amended.

(4) Any additional travel costs and other expenditures incurred by a participant of any training event or course sponsored or offered by the Board shall be in compliance with the participant’s employing agency’s travel policies at no additional cost to the Board. In the event of detrimental behavior by a participant of a training event or course offered by the Board, then the Board shall request reimbursement from the participant or his/her employing agency for all costs associated with the attendee’s participation in the course, including but not limited to registration, course materials and advertising, and venue and equipment rental. Said participant may be barred from participating in future courses sponsored or hosted by the Board.

(5) Methods of instruction, evaluation, and attendance policy of any course or training offered or sponsored by the Board are at the discretion of the Board, but shall be in compliance with the academic integrity requirements established by the organization that developed the course.

(6) Personnel from agencies outside of Alabama may be allowed to participate in any course or training offered or sponsored by the Board at the discretion of the Board, once a class has been confirmed, but has unfilled seats available.

(7) The Board shall formulate and publish all forms necessary to administer the Advisory Services and Training Programs.

History

• Author: Leah Missildine, James T. Sasser
• Authority: Code of Ala. 1975, §11-98-4.1, as amended.
• New Rule: Published October 31, 2019; effective December 15, 2019. Amended: Published May 29, 2020; effective July 13, 2020.

Ala. Admin. Code r. 585-X-2-.08 Alabama 9-1-1 Board Grant Program

(1) Goal, Purpose and Funding.

(a) The Grant Program is established by the Alabama 9-1-1 Board (the Board) to provide financial assistance to Emergency Communication Districts (ECDs) based on needs in compliance with Sec. 11-98-1 et seq. Code of Ala. 1975, as amended. The purpose is to fund non-recurring costs or capital expenditures to achieve or maintain continuity and enhancement of 9-1-1 services assuring that every location in the State of Alabama has access to 9-1-1 service.

(b) At the discretion of the Board, additional operational grants may be awarded to districts outside of the regular distribution upon a showing of hardship in compliance with Sec. 11-98-5.2 Code of Ala. 1975, as amended.

(c) The grant program is funded to the extent that funds are available to the Board.

(2) Eligibility.

(a) Eligible Applicants:

1. The applicant must be a validly formed and operating Alabama ECD at the time of submission of grant application.

2. The ECD must be in compliance with Sec. 11-98-1 et seq. Code of Ala. 1975, as amended.

3. The ECD must be willing and available to provide reasonable ECD and/or PSAP data at the request of the Alabama 9-1-1 Board or its designee.

4. The ECD must have submitted an ECD certification for the grant cycle during which it is applying.

5. The ECD must have submitted any reporting requirement of the Alabama Department of Examiners of Public Accounts for the grant cycle during which it is applying.

(3) Definitions.

(a) All definitions stated in Sec. 11-98-1 Code of Ala. 1975, as amended and Chapter 585-X-3 Administrative Code of Alabama are applicable, in addition to the following:

1. “Grant Cycle” - the timeframe assigned to a specific period when grant applications are received, reviewed, and potentially awarded.

2. “Deliverable” - good or service to be provided as a product of the grant project process.

(4) Calendar.

(a) The Board will establish and advertise the application period for each grant cycle. Review of applications will take place for thirty (30) days after the application period ends, and grants, if any, will be awarded at the next regularly scheduled Board meeting after the review is completed. An application not funded in a grant cycle must be resubmitted in order to compete again in a subsequent grant cycle.

(b) Any ECD seeking grant funding for hardships or consolidation may petition the Board at any time, regardless of the aforementioned calendar.

(5) General Conditions.

(a) The applicant must provide one electronic version of the application package with any accompanying documentation to be emailed or placed on a storage media device to be mailed or hand delivered to the office of the Alabama 9-1-1 Board or other designated location on or before the advertised application period end date.

(b) Procurement shall be based on the ECD’s governing authority’s purchasing requirements and any purchasing requirements of the State of Alabama.

(c) All grant applications shall be accompanied by at least two (2) written competitive complete quotes from different vendors for grants requesting new goods or services. If the applicant is unable to provide at least two (2) quotes or the quote provided is for the continuation of an existing good or service, then an explanation as to why must be included.

(d) If two or more ECDs choose to apply jointly for a grant, each ECD will be required to submit individual components of the application detailing the funds requested by that ECD and the project components as it pertains to that ECD. Additionally, a combined grant project summary will be required detailing the entire project as well as a memorandum of understanding of all ECDs involved in the project. If an ECD applies jointly for a grant, that ECD may still apply individually for other unrelated projects.

(e) Applications must include all necessary costs (including that of any third party) required for the full implementation of the project. If the grant application award is less than the total cost of the project or the grant requires an agency match, the applying ECD will be required to provide verification of its ability to fund the difference.

(6) Eligible Use of Funds.

(a) Grant funds must be used pursuant to Sec. 11-98-6 Code of Ala. 1975, as amended, which states how funds must be used by an ECD.

(b) Any property acquired with grant funds must be used for the direct benefit of the ECD throughout the useful life of the property.

(7) Review of Applications by the Board.

(a) The decision to award or not award grants funds is entirely at the discretion of the Board.

(b) A Committee or working group of the Board will evaluate all complete and eligible applications submitted to the Board or its designee based on the substance of the request and make recommendations to the full Board.

(c) The Board or its designee will notify applicants within thirty (30) days after the application period ends if the application does not meet the guidelines and will identify items that need to be provided before the application will be considered by the Board or its designee.

(d) An applicant should demonstrate that it has developed an attainable plan to achieve or maintain continuity and enhancement of 9-1-1 services and priority will be given to those projects that:

1. Require immediate funds to continue operation, including but not limited to, replacement, repair, or upgrade of a system critical to the provision of modern 9-1-1 service;

2. Implement measures that maximize efficiencies in the provision of modern 9-1-1 service in the State of Alabama, including but not limited to, regionalization or consolidation of facilities, services, systems, etc.

3. Enhance existing services or fill the technology needs of the ECD that will facilitate significant progress toward achieving readiness for and compatibility with next generation 9-1-1 technology systems, including but not limited to, hardware, software, and services, as well as protective, enhancing, and backup systems to 9-1-1.

(e) Since applicants must compete for available grant funds, the Board or its designee will award funds after considering the following factors:

1. Soundness of project plan;

2. Feasibility of project;

3. Readiness to proceed;

4. Sustainability of the project without additional funding from the Board; and,

5. Degree to which grant funds will assist in achieving or maintaining, compliance with any Board adopted standards, policies, projects, missions, plans, objectives or rules.

(8) Approval and Award.

(a) Within sixty (60) days after the application deadline, the Board or its designee will make a decision to either approve or disapprove each application. The Board or its designee may choose to modify the amount of any grant awarded by either increasing or decreasing the amount requested in the application or designating a match requirement. The Board or its designee may also choose to offer an alternative to the project as submitted in the application.

(b) The Board or its designee will notify each applicant in writing of the Board’s or its designee’s decision regarding the application.

(9) Administrative/Reporting Requirements.

(a) Successful applicants must enter into a Grant Project Agreement with the Board or its designee. The Grant Project Agreement will establish the terms and conditions of the grant award.

(b) Successful applicants will be required to submit a Request for Change Form for approval prior to any changes being made to the project.

(c) Successful applicants will be required to submit regular Status Reports during the project based on the terms and conditions set forth within the Grant Project Agreement.

(10) Forms.

(a) The Board shall formulate and publish, all forms necessary to administer the Grant Program, including but not limited to, Grant Application, Grant Project Agreement, Request for Change, Status Report, and Deliberation Forms.

History

• Author: Leah Missildine
• Authority: Code of Ala. 1975, §11-98-4.1, as amended.
• New Rule: Published October 31, 2019; effective December 15, 2019. Amended: Published May 29, 2020; effective July 13, 2020. Amended: Published May 28, 2021; effective July 12, 2021. Amended: Published November 27, 2024; effective January 11, 2025.