Upgrade needed

Jay County public safety agencies need new radios.

County officials heard more about how to go about that process during an informational meeting Tuesday.

Ritter Strategic Services conducted a study for the county regarding radio needs for local emergency responders. Jay County Commissioners and Jay County Council approved a $76,400 contract with the company in December for the service, which was recently completed. Commissioners and council heard about the study’s results from Barry Ritter and Dylan Griffith of Ritter Strategic Services on Monday.

Ritter Strategic Services evaluated the Ultra High Frequency (UHF) 900 megahertz system used by Jay County Sheriff’s Office, the standalone Very High Frequency (VHF) system used by Portland Police Department and the VHF system used by Jay Emergency Medical Service, Jay County Emergency Management Agency and fire departments throughout Jay County. It also considered the Integrated Public Safety Commission’s 800 megahertz statewide system, which has been around for more than two decades for Indiana communities.

Dylan Griffith of Ritter Strategic Services explained the company approached the assessment in two stages, first speaking with radio users about their experiences with the radio systems. Next, its team created high-fidelity maps with propagation software to demonstrate coverage across the county.

For all three systems, the majority of their coverage is available only if users take their radios outdoors to use them.

“If a firefighter has to go inside of a building to fight a fire, especially in a basement, it is unlikely that they will be able to communicate, outside of the talk-around frequency,” noted Griffith, explaining that frequency is not always available while responders are communicating with dispatch.

The VHF system used by JEMS, Jay County EMA and local fire departments isn’t likely to be reachable via portable radio in portions of southern Jay County and northeastern Jay County. Areas near Pennville, Bryant, Salamonia, Portland and Dunkirk are capable of radio transmissions inside light or heavy buildings, depending on proximity to nearby towers.

The UHF 900 megahertz system used by Jay County Sheriff’s Office has a larger radius of radio coverage inside light or heavy buildings, but its overall reach stops short, leaving a ring of uncovered areas around most of the perimeter of the county. Because it’s on a higher frequency and produces a smaller wavelength, explained Griffith, it travels less distance but penetrates through structures easier.

The VHF system used by Portland Police Department should be able to send radio transmissions inside light or heavy buildings throughout most of city limits. However, Griffith noted because it’s a separate system from Jay Emergency Medical Service, Jay County EMA and local fire departments, it can create “tremendous interference” when using radios in its coverage area.

Moving forward, Griffith shared a few potential paths the county could take. 

The county could reassess its systems configurations, such as replacing antennas, reorienting antennas or other specifics. He said doing so wouldn’t mitigate interference or allow for a sole system for public safety agencies to operate.

Jay County could add towers to its current VHF systems to improve coverage. He pointed out that wouldn’t solve the larger issue of getting a clear signal within buildings throughout a majority of the county, and it may be costly to procure land and build the towers.

The county could do a simulcast upgrade, meaning the county could take existing systems and replace them within the same frequency band. Although it would make more use of existing towers, said Griffith, it would likely be one of the more expensive options. He later estimated it could cost around $8.5 million for a standalone system.

Griffith recommended Jay County migrate to the Indiana Public Safety Commission’s statewide 800 megahertz system, which would make use of the existing coverage within the county. He said it would minimize tower maintenance costs — he suggested bringing towers in Salamonia and Bryant onto the statewide system — solve coverage problems and put agencies on a similar frequency band, increasing interoperability within the county and state. However, it would require replacing all radios to be compatible. Later in the meeting, answering a question from officials, he estimated the switch could cost up to $3 million total.

Portland Fire Chief Mike Weitzel noted some departments operate on limited budgets and it may not be feasible for them to purchase the equipment they would need. Commissioner Rex Journay added it would likely require grant funding or financial aid from the county.

“The news of the day is, you have to do something,” said Ritter. “To continue operating with the systems that you have today is not sufficient for the first responders. Putting sheriff’s deputies on the perimeter of the county with no radios is not safe. Sending firemen into buildings that have (no access to) communications is not safe.”

He noted a decision will need to be made individually as a county as well as collaboratively with the City of Portland moving forward. Ritter also advised commissioners and council to have an independent consultant oversee the process to navigate vendors’ offers.

Sheriff Ray Newton pointed out the county’s Motorola radios are about 16 years old, and replacement parts for broken equipment aren’t available anymore. 

Officials have been looking into purchasing new radio equipment since 2021, he added, and they didn’t accept a previous offer because it “wouldn’t fix the problem.”

“As far as the sheriff’s standpoint, I need the equipment as soon as possible,” he said.

Aker suggested county commissioners and council meet with officials from local municipalities and townships to come to an agreement on how to move forward. He discussed setting up a meeting within the next few weeks.

“I think it’s blatantly obvious we’ve got to do something, we can’t kick the can down the road any longer,” he said.