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HomeMy WebLinkAbout1998 E-911 Board Minutes EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES JANUARY 15, 1998 Present: Jim Burns, Chairman �r� Bill Diamond (J JoAnn Foley Jim Nowicki, Finance Director Lori Moses, Communications Director Roy Henderson, Communications Supervisor Absent: Donna Scott Stanley Sphatt CALL TO ORDER The meeting was called to order at 3:40 p.m. by Chairman Burns. APPROVAL OF PREVIOUS MONTH'S MINUTES Ms.Foley made a motion to approve the minutes of the December 18, 1997 meeting. Mr. Diamond seconded and the motion carried. AUTHORIZE PAYMENT OF INVOICES No invoices. STATUS REPORTS: CAD Project Director Moses reported that CAD is up and running for over a month now. The system is working well and the system reliability test was completed 1/4/98 with zero downtime. There were some problems of a very minor nature. Chairman Burns advised that power to the building was lost during this time because the UPS was down. The CAD system functioned as it was intended to and did an orderly shut down and immediately rebooted when the power was restored in approx. 2 minutes. Chairman Burns reported he was working with Maintenance to assure there will be no reoccurrences and what caused the problem will be worked out. The communications operators are getting adjusted to CAD but it will take some time before they feel totally comfortable with it; it's a significant change in the way they are used to doing their job. Overall, they are positive about it. The CAD committee meets weekly and will continue to until at least the end of`98 as there is still work to be completed.. Finance Director Nowicki asked about the time frame for Phase II- mapping and AVL. He was advised that it is on schedule for July of`98. The GIS project still has not been completed but CAD-mapping is working fine. He reiterated that the goal is to support one map. A civil engineer has been hired by MIS to assist MIS with the GIS project. Mapping for the fire department laptops is still to be determined. Director Burns encouraged anyone who has not yet seen the CAD system in operation to please do so. C Emergency Medical Dispatch Joanne Foley reported that the dispatch rules seem confusing. Illinois Dept. Of Public Health has been asked for interpretation. The rules imply registration of all dispatch personnel with IDPH for EMD certified and non-EMD certified personnel dispatching ambulances. Non-EMD certified personnel will have to be Aoom evaluated every 6 months by the EMS Medical Director until certification is attained. Deadline for dispatcher registration is January 1,2000. As of June, 1999, dispatch agencies are expected to comply with registration within 18 months. Dr. Ellison at St.Joseph's Hospital has already received EMD training. NEW BUSINESS Wireless Legislation NENA,APCO, Illinois Chiefs of Police Association and Sheriff's Association(lobbyists) are working with the legislators. The first meeting was scheduled for 01/07/98. The wireless companies' position is still under negotiation. JoAnn Foley recommending working with the local legislators to get support for NENA'S wireless legislation so that we can get it passed. Director Moses advised that they don't have a bill number yet. She wants them to pass the NENA wireless legislation. Director Moses reported that PSAPS are supposed to receive a packet of information concerning this legislation, but she has not received the package as of yet. If we receive the packet before the February meeting it will be mailed to the Board. This is a very hot topic with ETSB's according to Director Moses. John Kelly will represent NENA, Greg Sullivan will represent the Illinois Chief's Association, and Dallas Ingemussen, a former State's Attorney for Kendall County, along with two other people will be involved in future meetings with the wireless companies and legislators. UNSCHEDULED AGENDA ITEMS Finance Director Nowicki asked if the City Manager received a copy of the ETSB minutes. Secretary Pampel advised what the current distribution was and related she would contact Loni Mecum, City Clerk, to elk determine whether or not the City Manager received copies of these minutes. There were no other unscheduled agenda items. ADJOURNMENT Mr. Diamond moved to adjourn the meeting. Properly seconded by Ms. Foley, the meeting was adjourned at 4:09 p.m. Respectfully submitted, Barbara Pampel Recording Secretary JoAnn C. Foley Secretary EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES FEBRUARY 19, 1998 Present: Jim Burns, Chairman Bill Diamond JoAnn Foley Donna Scott Stanley Sphatt Lori Moses, Communications Director Roy Henderson, Communications Supervisor CALL TO ORDER The meeting was called to order at 3:36 p.m. by Chairman Burns. APPROVAL OF PREVIOUS MONTH'S MINUTES Ms. Foley noted a correction in the minutes of January 15, 1998. It is Dr. Edelson of Sherman Hospital who has already received EMD training. Mr. Diamond made a motion to approve the minutes of the January 15 meeting as corrected. Ms. Scott seconded the motion and the motion carried. AUTHORIZE PAYMENT OF INVOICES The following bills were presented for payment: Bank One (bought lease from Motorola) invoice for final payment on radio system in the amount of $216,362.99. Bill Diamond made a motion to pay the Bank One invoice. The motion was seconded by Stanley Sphatt and motion carried. An invoice was received Lanier for maintenance on logging recorder in the amount of $7,725.56. Chairman Bums advised that maintenance on this equipment is extremely expensive if paid for on a time and material basis. This is a good expenditure and will save in the long run. This amount was budgeted from three years ago. Chairman Burns also advised he has requested a simplified budget statement which he hopes to have in hand for the March`98 ETSB meeting. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the Lanier invoice. Motion carried. An invoice was received from Litton PRC in the amount of$154,849.00. This is also a budgeted figure which represents the 20%holdback fee reference hardware costs. A motion was made by Stanley Sphatt and second by Donna Scott to pay the Litton invoice. Motion carried. An invoice was received from Ameritech for $0.13. A motion was made by Bill Diamond and seconded by Donna Scott to ignore this invoice and let Ameritech rebill. Motion carried. STATUS REPORTS: CAD Project Director Moses reported that CAD is running well and there is nothing monumental to report. The CAD Committee continues to meet to prepare for Phase II to be implemented by end of July, `98. Director Moses ris more concerned that updates go through proper channels to keep our MAP up to date. EFD is checking to change their record keeping system. Ameritech problems - T-1 line(one) was down a month. Dawn Reese is the new rep for the Elgin Police Department. Emergency Medical Dispatch Chairman Burns, Director Moses, and Femi Folarin of the Human Resources Department made a field trip to Naperville and Aurora for a comparison of staffing. Director Moses will put together findings and present them to the City Manager. Director Moses will add Emergency Medical Dispatch to her findings. Chairman Burns remarked that the City Manager should be invited to attend an upcoming ETSB meeting. JoAnn Foley asked if there was a policy in place for giving medical instructions. There is no policy in effect. Even paramedics are not authorized to do so per Ms. Foley. The two areas of liability are(1)the law and (2) the nationally recognized course. NEW BUSINESS Wireless Legislation Bill Diamond called Dallas, who reported he had a meting with the Cell One people. Looks very positive and they may have an agreement on the language within 10 days. The bill number is not yet known. Director Moses spoke with Norm Forsche, Director of NENA and also Director of St. Claire County, who advised that their negotiating team met with the cell companies a couple weeks ago. Next week,there will be another meeting. They plan to scrap all old versions from the cell companies and resubmit NENA's original proposal. The primaries are a big factor in this. Legislators don't want to deal with it until after the primaries are over. This bill will not be introduced after the primaries.. Thirteen (13) metro counties will support NENA legislation. They will try to get all counties in the state to back NENA with a resolution of support. Greg Sullivan, a professional lobbyist, is spearheading the negotiating team. The rumor mill is that cell companies are a little worried. NENA is still to mail a package to ETSB's after agreement is reached. If there is no agreement, there will '' be a different action plan. The action plan will depend on the outcome. Regarding the Kendall County situation, Mike Hitzman of DuComm advised Director Moses that Kendall County feels there is good faith negotiating going on, so they have extended the deadline for non-acceptance of wireless 9-1-1 calls from 2/19 until 11/30. They want to make clear they are not backing off or changing positions. An emergency meeting will be held if negotiations break down. Jerry Bleck of Tri Comm advised that cell companies want legislation to get going and are afraid of repercussions if they don't. Director Moses will advise of the proposed legislation as soon as it is available. Chairman Burns spoke with Eric Stuckey who authorized Chairman Burns to talk directly once a bill was introduced. Outcome is still unknown reference the Sencom lawsuit. Director Moses advised that Communications Operator Carol Tucker was retiring after 31+years of service. Recording Secretary Barb Pampel reported that the City Manager should be included in the distribution list for the ETSB minutes. UNSCHEDULED AGENDA ITEMS There were no unscheduled agenda items. r ADJOURNMENT App.Mr. Diamond moved to adjourn the meeting. Properly seconded by Stanley Sphatt, the meeting was adjourned at 4:22 p.m. Respectfully submitted, i Burns hairman JoAnn C. Foley Secretary APPROVED: 3/19/98 F r EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES MARCH 19, 1998 Present: Jim Burns, Chairman Bill Diamond JoAnn Foley Donna Scott Stanley Sphatt Lori Moses, Communications Director Roy Henderson, Communications Supervisor CALL TO ORDER The meeting was called to order at 3:37 p.m. by Chairman Burns. APPROVAL OF PREVIOUS MONTH'S MINUTES Stanley Sphatt made a motion to accept the minutes meeting of February 19, 1998, seconded by Donna Scott. Motion carried. AUTHORIZE PAYMENT OF INVOICES The following bills were presented for payment: An invoice was received from Ameritech for $1.54, which included the $0.13 carried over from last month. A motion was made by Stanley Sphatt and seconded by Donna Scott to again postpone payment of this invoice and let Ameritech rebill. Motion carried. STATUS REPORTS: CAD Project Director Moses reported that CAD is still running well. The GIS contract is still being discussed with the City MIS and PRC. The CAD Committee is working with PRC toward Phase II of the project. Chairman Burns reported that he feels that PRC wishes to close out the project and move on. The projected July date for Phase II will have to be pushed out due to interface issues. There is a meeting scheduled with PRC to discuss this next week. Director Moses reported that we have no control over the interface issues . PRC needs interface specifications from ALERTS and LEADS that are not yet available. The City will continue to try to push these agencies to get the interface specifications as soon as possible so that we can provide them to PRC. There needs to be give and take on both sides and the issues need to be worked through. The two interface issues holding up the project are: (1) The software for the Alerts network is not yet certified, subsequently the interface specification is not available to give to PRC. It must be able to work in a Windows 95 environment. (2)Leads interface - ISP is abandoning OS/2 as an operating system and is going with a Windows environment. There is no firm date for completion yet, and subsequently the specification is not available to give to PRC. The interface with the AS400 (city computer), will probably be deleted. The fire department needs better report writing software than what can be provided by the AS400 NHS department. Chairman Burns advised this would require additional funding from the City and not the ETSB Board, as it is rb* not Communications related. '1► Emergency Medical Dispatch The City Manager will be invited to an ETSB meeting. Director Moses is working on a report to go to the City Manager regarding EMD, increasing staging levels, positions, pay scales, and other issues for the Communications Center. Stanley Sphatt inquired how many EMD's were in the Chicago area. Director Moses advised that there are over 100 in metropolitan Chicago. JoAnn Foley added that seven of 11 area fire departments are using EMD. NEW BUSINESS Wireless Legislation With the primary elections just this past Tuesday, it is just too soon to report anything new. UNSCHEDULED AGENDA ITEMS Another Communications Operator trainee resigned recently. Three new full time operators were hired last week. Two have previous dispatch experience. As a note, dispatchers have logged 540 hours of overtime in the past 28 day schedule. One of the two part-time positions will be a designated non-emergency call-taker position on a trial basis to help reduce the number of calls being handled by the communications operators in the Communications Center. Stanley Sphatt inquired if classes could not be offered at the junior college level to train dispatchers. ��. Director Moses indicated this was being looked into with Elgin Community College. The basics may be able to be learned that way. Each agency will still have to train on department specific equipment and procedures. ADJOURNMENT Mr. Diamond moved to adjourn the meeting. Properly seconded by Donna Scott, the meeting was adjourned at 4:12 p.m. Respectfully submitted, Jim Burns Chairman JoAnn C. Foley Secretary These minutes were approved on /A�`/ by n , Chairman of the ETSB Board. EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES April 16, 1998 Present: Jim Burns, Chairman Bill Diamond •JoAnn Foley Stanley Sphatt Roy Henderson, Communications Supervisor CALL TO ORDER The meeting was called to order at 3:35 p.m. by Chairman Burns. APPROVAL OF PREVIOUS MONTH'S MINUTES Stanley Sphatt made a motion to accept the minutes meeting of March 19, 1998, seconded by Bill Diamond. Motion carried. AUTHORIZE PAYMENT OF INVOICES The following bills were presented for payment: An invoice was received from Ameritech for $2.67, which includes the $1.67 carried over from last month. A motion was made by Bill Diamond and seconded by Stanley Sphatt to again postpone payment of this invoice and let Ameritech rebill. Motion carried. STATUS REPORTS: CAD Project Chairman Burns reported this project is moving right along. Phase II should go live in July of`98. There are questions involving MDT and AVL mapping right now. What is available is not as integrated as we had hoped for. We may have to go to a different vendor for mapping. Another problem area is records management for the fire department, but this is clearly a city responsibility and not the responsibility of the 911 Board. Their records system has been in operation since 1978. As a side note, Chairman Burns advised that he was being transferred to the position of Deputy Chief for Patrol in May. If at all possible, he would like to continue his active role with the 911 Board. Emergency Medical Dispatch An invitation has been extended to Mrs. Joyce Parker, the City Manager, to attend our May 911 Board Meeting. This will be an opportunity to begin a full force campaign to gain support for the EMD program. NEW BUSINESS Wireless Legislation There is a conference to be held in Schaumburg sponsored by Motorola on May 9 that Director Moses and Communications Supervisor Jan Cox are scheduled to attend. . UNSCHEDULED AGENDA ITEMS. ruk There are three new employees in Communications. Two full-time employees are in training as dispatchers and one part-time employee has been hired as a call taker. This leave one full-time and one part-time position open. It was announced that Communications Supervisor Roy Henderson has been hired as the Public Safety Systems Specialist. Chairman Burns has not yet received a copy of the new budget. The expiration of board members Bill Diamond and Stanley Sphatt's terms is coming up. Both board members expressed interest in continuing with the 911 Board. ADJOURNMENT Mr.Diamond moved to adjourn the meeting. Properly seconded by Stanley Sphatt, the meeting was adjourned at 4:12 p.m. Respectfully submitted, Jim Burns Chairman JoAnn C. Foley Secretary These minutes were approved on 5/4 by �., � , Chairman of the ETSB Board. • EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES May 21, 1998 Present: Jim Burns, Chairman Bill Diamond Stanley Sphatt Donna Scott Joann Foley Deputy Chief Lamkin Communications Director Lori Moses Pubic Safety Systems Specialist Roy Henderson CALL TO ORDER The meeting was called to order at 3:32 p.m. by Chairman Burns. APPROVAL OF PREVIOUS MONTH'S MINUTES Director Moses noted a correction to the minutes of April 16, 1998. The topic of the May 9 conference sponsored by NENA at Motorola and attended by Director Moses was in reference to Wireless Phase I and II implementation as mandated by the FCC and not wireless Iegislation, as was ' reported in the minutes. Stanley Sphatt made a motion to accept the minutes meeting of April 16, 1998, as corrected. Motion was seconded by Bill Diamond. Motion carried. AUTHORIZE PAYMENT OF INVOICES The following bills were presented for payment: An invoice was received from Ameritech for$4.00, which includes the $2.67 carried over from last month. A motion was made by Stanley Sphatt and seconded by Joann Foley to table payment of this invoice until it reaches a total of$10.00 and let Ameritech rebill. Motion carried. Director Moses reported that we will soon be receiving an invoice from Ameritech for an increase of 3,000 access lines in the City. Per tariff, Ameritech charges a one time fee of$4,000 per new 1,000 access lines. Chairman Burns suggested that the board have an audit conducted to validate Ameritech's's annual review and subsequent increase in our number of access. A motion was made by Bill Diamond and seconded by Donna Scott to research the cost of an audit, hire an auditor, and compare the results. Motion carried. Chairman Burns will pursue conducting an audit. STATUS REPORTS: CAD Project Chairman Burns advised that the fire department is close to a decision on laptops and the communications software they will use on the ALERTS network(UCS, Wave Soft Link 100 or 300). The decision will made soon so that it isn't desccped from the project by PRC. Chairman Burns advised the board it appears that a significant number of dollars are being withheld by the city for contract work completed by PRC on the CAD project. The money is being withheld by Mr Nowicki because of issues related to the MIS Department contract with PRC for geoservices. • So far, this hasn't affected the CAD project but it probably will if the money is not released. A tow meeting will be scheduled with representatives of the police department, fire department, and finance department to seek a resolution to this problem. The 9-1-1 board had previously approved these invoices for payment to meet contractual obligations. Emergency Medical Dispatch A Communications Division Staff Study including Emergency Medical Dispatch was prepared by Communications Director Moses and sent to all 9-1-1 board members. A key factor to the success of an Emergency Medical Dispatch program is proper staffing of the Emergency Communications Center and management of the program. Since this study is quite extensive and it was just recently sent out to board members, it will be discussed at the next meeting. NEW BUSINESS Wireless Legislation Director Moses reported that wireless legislation looks very good. The president of NENA and several others are working with the wireless vendors and legislators on legislation. It is recommended there be a 75 cent surcharge across the board. Approximately 47 cents of the surcharge would go to the ETSB's;. 25 cents would go to the vendors for equipment; and 3 cents for collection and processing costs. The language still has to be worked out. There would be no recurring fees to the PSAP from the wireless vendors (this would be covered by the 25 cents the wireless vendors collect). NENA & APCO have been trying to get legislation for the past five years, perhaps it will finally happen. An engineering analysis will need to be done to accommodate wireless 911, with the possible addition of two to three trunks to handle the wireless calls. Ameritech recommends keeping wireless and wireline trunks separated to avoid over loading wireline trunks. This would be a one time expense. UNSCHEDULED AGENDA ITEMS Chairman Burns advised that due to a scheduling conflict, City Manager Joyce Parker was unable to attend today's meeting. Chairman Burns reported the terms of board members Bill Diamond and Stanley Sphatt are up for renewal and were not automatically renewed. He believes there may be opposition based on an inquiry from the fire department. Chairman Burns also advised that our city ordinance reference the 9-1-1 Board must be amended to reflect a change in the state law which was passed after the City's ordinance was passed in 1989. A motion was made by Bill Diamond and properly seconded by Stanley Sphatt that the city ordinance should be brought into compliance with current state law. Motion carried. Chairman Burns will initiate action on this item. Chairman Burns reported that the surge protection has been installed in the law enforcement building ti ADJOURNMENT • Mr. Diamond moved to adjourn the meeting. Properly seconded by Donna Scott, the meeting was adjourned at 4:03 p.m. Respectfully submitted, Jim Burns Chairman These minutes were approved by on Og/9 by the Emergency Telephone System Board. Si ature, Pr airman, Emergency Telephone System Board EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES June 18, 1998 Present: Jim Burns, Chairman Bill Diamond Stanley Sphatt Donna Scott Communications Director Lori Moses Public Safety Systems Specialist Roy Henderson CALL TO ORDER The meeting was called to order at 3:43 p.m. by Chairman Burns. APPROVAL OF PREVIOUS MONTH'S MINUTES A motion was made by Bill Diamond and seconded by Donna Scott to approve the minutes of the May 21, 1998 ETSB meeting. Motion carried. AUTHORIZE PAYMENT OF INVOICES The following bills were presented for payment: A bill from Ameritech in the amount of$13,998.17 was presented for payment. This amount includes the amount for the 3,000 new access lines to the City at $4,000 per 1000 lines, as well as the small amount that has been allowed to accrue for the past several months as noted in previous minutes. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay this bill. Motion carried. STATUS REPORTS: CAD Project Chairman Burns advised that the controversy over CAD/Geo services has continued. The CAD system was "bumped" last Tuesday and Wednesday. This was intentional down time to install upgrades. It went very well, and we have had no appreciable downtime in seven months. Emergency Medical Dispatch There was a meeting with Chief Henrici of the Elgin Fire Department, Chief Gruber of the Elgin Police Department, Deputy Chief Lamkin, and ETSB Chairman Burns regarding the Emergency Medical Dispatch program. This package is very expensive, but all were in favor of the program. Now we need a reaction for the new City Manager. The City may look to us to find a source of funding. Based on the staff study completed by Communications Director Moses, recurring costs (mostly personnel costs) are projected to run $822,000 over a five year period. This will be a decision City Council will have to handle. Our current fund can't begin to support this program. Chairman Burns advised that he has learned that there may be other opportunities to procure funding other than increasing the surcharge that already exists for the enhanced 911 program. For example, Skokie placed a 2%tax on the residents' total phone bill (inclusive of local and long distance calls). + r � As another example, Schaumburg pays for their Emergency Medical Dispatch program out of their sales tax. Communications Director Moses will continue to work with the department and city to find a funding mechanism. NEW BUSINESS Wireless Legislation Director Moses reported that there is no good news regarding wireless legislation. A week and a half ago, it did pass in the Senate but it did not make it through the House although it was very close. It was HB646. It will be tried again in the Veto session in the fall. It appears that the people with RAAC money voted the way the cell people wanted. Nothing official has been released by APCO or NENA regarding their official stand. UNSCHEDULED AGENDA ITEMS Chairman Burns reported that he has not been advised of any changes in board membership to date. Chairman Burns advised he has sent a Request for Legal Opinion to the Legal Department to bring the city ordinance into compliance with current state law reference the 911 Board. He has not heard back on this yet. Chairman Burns advised that it appears that an audit of the nature approved by the board at its May 21 meeting has never been conducted before. It seems that the whole system has been based on trust. He believes this type of audit will require a lot more work than planned simply because it has never been done before. It's significantly better than projected in the seven year plan. There has been a 10% increase in a year. He further added that McLeod, another service provider, should also be audited based on information provided by Public Safety Systems Specialist Henderson. Public Safety Systems Specialist Henderson reported that he attended a meeting of the Motorola Trunked Users Group(MTUG)regarding year 2000 compliance. Our newly purchased system should already be 2000 compliant and we should incur no extra charges. Owners of older systems and equipment will be charged to bring their systems into compliance. ADJOURNMENT Mr. Diamond moved to adjourn the meeting. Properly seconded by Stanley Sphatt, the meeting was adjourned at 4:20 p.m. Respectfully submitted, /ekr2 t,'Burns Chairman These minutes were approved IV on July 16, 1998 by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES rik August 19, 1998 Present: Bill Diamond, Chairman Pro Tern Donna Scott Joann Foley Stanley Sphatt Communications Supervisor Jan Cox Deputy Chief Jim Lamkin Communications Director Lori Moses CALL TO ORDER The meeting was called to order at 3:30 p.m. by Chairman Pro Tern Diamond. APPROVAL OF PREVIOUS MONTH'S MINUTES A motion was made by Joann Foley and seconded by Stanley Sphatt to approve the minutes of the July 16, 1998, ETSB meeting. Motion carried. AUTHORIZE PAYMENT OF INVOICES The following bills were presented for payment: A bill from Ameritech in the amount of$524.97. A motion was made by Stanley Sphatt and seconded by Joann Foley to pay this bill. Motion carried. A bill from ALERTS for $6,621.99. This bill reflects monthly service for the police department laptops for the months of July through December, 1998. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay this bill. Motion carried. STATUS REPORTS: CAD Project Communications Director Moses advised that CAD is running well with no major problems. They are working toward Phase II, implementation in the Spring `99 (mapping, AVL, PIMS interface). The specifications have been approved for EFD. The CAD Committee is looking at a different mapping product as was proposed in `94. It is called the Altaris View Mapping Product and it looks very good. Introductions were then made to Mrs. Joyce Parker, Elgin's City Manager, who attended the ETSB meeting for a short duration. Emergency Medical Dispatch The Staff Study is completed with the incorporation of the six recommendations resulting from the meeting with Police Chief Gruber, the Deputy Chiefs, Communications Director Moses, and Fire Chief Henrici as reported in the minutes of July 16, 1998. This was then developed into several Decision Packages for the 1999 and 5 Year Budget. • Sherman Hospital's EMS Coordinator, Joann Foley, spoke on the need of having an informed public. Dispatching is more than sending ambulances. We need the legally backed medical intervention for provided by an Emergency Medical Dispatch Program. Pre-arrival instructions are extremely important. We must have adequate staffing to provide these services to the public. Mrs.Parker responded that there is a sensitivity for the need to have the Emergency Medical Dispatch program - which will have to be staffed and funded. She added that the information provided was very thorough and the point was well taken. Donna Scott, who works at St. Joseph Hospital, strongly supported the letter included in the informational packet written by the mother of a two year old who called 911 but could not get pre- arrival instructions from our dispatch center. She also added that Emergency Medical Dispatch is a teaching mechanism to keep people alive - even children can perform the pre-arrival instructions. Mrs. Parker apologized for her required departure and said that the meeting was most worthwhile. Hopefully, she will be able to attend more future meetings. Deputy Chief Lamkin reported that some of the preliminary work has been done for a surcharge increase. He said it may be wise to increase the surcharge to $2.00. ` A discussion was held among board members regarding possible funding mechanisms and required personnel to staff the Emergency Medical Dispatch program. Deputy Chief Lamkin remarked that the current surcharge isn't sufficient to fund EMD.We need to work through the budget process and see what direction to take. A question was raised by Joann Foley regarding the process for Decision Packages. Deputy Chief Lamkin advised that packages have to be submitted by the end of August. The Emergency Medical Dispatch program will be prioritized. The EMD program is supported by both the fire department and police department. There is a Budget Team Committee comprised of Police Chief Gruber, Fire Chief Henrici, the City Manager, and the Assistant City Manager. In a recent City Council meeting, John McKevitt provided support for the Emergency Medical Dispatch program. OLD BUSINESS Wireless Legislation No current activity on wireless legislation. Draft Ordinance authorizing payment of personnel salaries out of the 911 Fund was tabled. NEW BUSINESS A financial document was distributed by Communications Director Moses of estimated budgetary expenses/revenue - 1997-1998. This will be provided every month for board members. Director Moses will work with Eric Bahe in Finance to do this. Communications Director Moses reported that City Finance Director Jim Nowicki said the board could adopt a resolution/pass a motion for the City Treasurer to reserve 911 monies for future equipment replacement and upgrades, as deemed appropriate by the 911 Board. Joann Foley made a motion to have staff draft language to have the City Treasurer reserve funds for hardware and software replacement over 8 years, as deemed appropriate by the Emergency Systems Telephone Board of Elgin. This motion was seconded by Donna Scott. Motion carried. A maintenance contract for the vehicle laptops and AVL_is more cost efficient than paying $125/hr per unit for repair. UNSCHEDULED AGENDA ITEMS There were no unscheduled agenda items. ADJOURNMENT Stanley Sphatt moved to adjourn the meeting. Properly seconded by Donna Scott, the meeting was adjourned at 4:41 p.m. Respectfully submitted, Bill Diamond Chairman, Pro Tern - These minutes were approved by on _ by the Emergency Telephone System Board. r k • y• EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES October 15, 1998 Present: Tim Burns, Chairman Bill Diamond Donna Scott JoAnn Foley Stanley Sphatt Deputy Chief Tim Lamkin Communications Director Lori Moses CALL TO ORDER The meeting was called to order at 3:34 p.m. by Chairman Tim Burns. APPROVAL OF AUGUST 19, 1998 MINUTES A motion was made by JoAnn Foley and seconded by Donna Scott to approve the minutes of the ETSB meeting of August 19, 1998. Motion carried. • AUTHORIZE PAYMENT OF INVOICES The following bills were presented for payment: Two bills from Ameritech in the amounts of $525.00 and $524.35. A motion was made by Bill Diamond and seconded by Stanley Sphatt to pay these bills. Motion carried. A bill from Lanier for the third year of a five year maintenance ageement covering all equipment in the amount of$8,111.84. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay this bill. Motion carried. A bill from Litton PRC in the amount of$8,850.00. This bill reflects part of the milestone payment for upgrade of memory in the computers. A motion was made by JoAnn Foley and seconded by Donna Scott to pay this bill. Motion carried. DRAFT ORDINANCE REVISION TO ALLOW 911 FUND TO PAY FOR PERSONNEL A copy of the draft ordinance amendment which amends the current ordinance to provide for the expenditure of funds in a manner consistent with the state statute was presented and discussed. Bi$ Diamond made a motion, seconded by Stanley Sphatt,to instruct Chairman Burns to go forward to the City Council with the draft ordinance as an agenda item for the City Council meeting Of 10/28/98. Motion Carried. EMD COORDINATOR Chairman Burns and Communications Director Moses met with the City Manager on Tuesday, October 12. The City Manager did not forward the letter to the City Council as it was thought she would. Due to a miscommunication, Mrs. Parker thought this was part of the decision package and it was included with the information for the budget process. She will, however, forward the letter to the City Council at this time. The intent of the letter was to get direction from the City Council as to whether or not they wanted to go forward with a referendum in April, 1999 to increase the 911 surcharge to a total of$1.50 from .65 to pay for an Emergency Medical Dispatch If the surcharge increase goes to referendum, there are two times this can occur prior to August of 2000 when EMD is mandated; - April >99 and November 2000. JoAnn Foley reiterated that the minimum EMD training must be accomplished by August of 2000. Chairman Burns reminded board members that they have an opportunity to speak at City Council meetings under ACommunications from the Floor@ or can send individual letters. October 28 is the next City Council meeting. The City Manager was concerned about needing time to educate the public about this issue. Bill Diamond questioned if there were any public interest groups that could assist in supporting the EMD program. Board members can contact Helga Stafford for information on public interest groups in the area. A short general discussion was held regarding what to look for in hiring the EMD Coordinator. After lengthy discussion,this item will be held over for the next meeting. MAINTENANCE CONTRACTS FOR LAPTOPS Maintenance contracts for the laptops is of paramount importance due to the high hourly rate of repairs. A radio technician is needed provide on-site repairs and the computer company contract is needed for those units that require more extensive maintenance. The Motorola contract is $1,377 a month, or$16,524 per year for P.D. units. The WalkAbout Computer contract is $12,750 per year for . P.D. units for a two year contract. Currently there are 48 laptops in the police squads and there will be 23 additional laptops added for the fire department vehicles when they select them. A maintenance contract for the F.D. laptops will be brought to the board when appropriate as these have not been ordered yet. Two repair bills from Motorola for the P.D. Laptops were $2,200 for the month of August and $2,800 for the month of September. JoAnn Foley questioned how are we going to replace these computers. Chairman Burns advised that they have a life expectancy of approximately five years, and that factor is included in the replacement budget. A motion to approve the Motorola contract and the WalkAbout Computer maintenance contracts was made by JoAnn Foley and seconded by Donna Scott. Motion carried. HARDWARE/SOFTWARE UPGRADE &REPLACEMENT RESERVE ACCOUNT Bill Diamond made a motion, seconded by Donna Scott, to direct the City Treasurer to place on reserve $300,000 of 911 funds per year for six years beginning in 1998 for future equipment upgrades and/or replacement as deemed appropriate by the Emergency Telephone System Board. The Emergency Telephone System Board may authorize the payment of expenses out of this fund for equipment upgrades and/or replacements during this six year period or anytime thereafter, as the board deems appropriate. Motion carried. STATUS REPORTS: CAD Project Chairman Burns reported the completion date for Phase H of the CAD project is going to be moved out from 12/98 and the project may need additional monies to satisfactorily complete it due to a change with the ALERTS/CAD/LAPTOP interface that will be in the City=s best interest. Emergency Medical Dispatch Refer to discussion handled under the heading EMD Coordinator in these minutes. 4 OLD BUSINESS Wireless Legislation Communications Director Moses reported a meeting in late September, >98, between the core group representing the PSAPS and the wireless companies. Minor issues were worked out, and they have reached a mutual agreement on how to move forward for introduction in the fall legislative veto session. Ameritech Audit Chairman Burns advised that per Jim Nowicki,there is a court order in progress to audit Ameritech. NEW BUSINESS There was no new business. UNSCHEDULED AGENDA ITEMS Donna Scott advised that a 911 call was recently placed from a new phone located at 1700 Larkin Avenue, and the party was connected with Streamwood 911 and not Elgin. Ms. Scott also advised the • board that this error was corrected with Ameritech. ADJOURNMENT Bill Diamond moved to adjourn the meeting. Properly seconded by Stanley Sphatt, the meeting was adjourned at 4:54 p.m. Respectfully submitted, Jim Burns Chairman These minutes were approved by on 1\ -\C -C\% by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES p.► November 19, 1998 Present: Jim Burns, Chairman Bill Diamond Donna Scott JoAnn Foley Stanley Sphatt Deputy Chief Jim Lamkin Communications Director Lori Moses CALL TO ORDER The meeting was called to order at 3:37 p.m. by Chairman Jim Burns. APPROVAL OF AUGUST 19. 1998 MINUTES A motion was made by Bill Diamond and seconded by Donna Scott to approve the minutes of the ETSB meeting of October 15, 1998. Motion carried. AUTHORIZE PAYMENT OF INVOICES A bill from Ameritech was presented in the amount of $524.95. A motion was made by Bill Diamond and seconded by JoAnn Foley to pay the bill. Motion carried. 911 Database Maintenance Software (911 Net) Director presented information on a new software package and service provided by Ameritech called 911 Net. The software package called 911 Net allows on-line computerized 911 database maintenance. A motion was made by Stanley Sphatt and seconded by Donna Scott to authorized the purchase of the silver version of the software at a one time fee of $400 plus a $200 monthly maintenance recurring fee. Motion carried. EMD COORDINATOR Chief Gruber addressed the board to express his support for the Emergency Medical Dispatch(EMD) program and asked the board to support funding the position. Chief Gruber stated that EMD is a very important service for the community and that he will continue to support the implementation of the program even after he retires. The EMD Coordinator's position is necessary to do preliminary planning and research work for the program. The public education work needs to begin in 1999. Chief Gruber asked the board to take the lead on continuing to move the program forward and speak out on the need for EMD to the community and City Council. The EMD Program was the City's number one budget priority in 1996, however it could not be funded at that time. Police & Fire Department management staff will continue to speak out on the need for EMD to the community and City staff. A motion was made by Bill Diamond and seconded by JoAnne Foley to authorize payment out of the 911 Fund for the EMD Coordinator's's position for a period of two years, with the total expense not to exceed $150,000 for the two year period. Motion carried. The motion was passed with the understanding that if the City does not implement an EMD program, the board can choose not to fund the position beyond the two year period. Director Moses is to proceed with developing a job description and work with HRD to fill the position. , STATUS REPORTS: CAD Project Communications Director Moses reported that Phase II implementation is moving forward with an implementation schedule of Summer `99. Phase II will include the PIMS interface, Mapping, Fire Department Cross Manning, and Fire Department Move-Up functionality. The remaining Phase II items will be scheduled when the SCA/ALERTS CAD interface specification can be provided to PRC. At earliest, PRC may received this information from SCA/ALERTS in March, `99. Emergency Medical Dispatch Refer to discussion handled under the heading EMD Coordinator in these minutes. Wireless Legislation A copy of House Bill 646, wireless legislation, was provided to board members. Chairman Burns sent letters to area legislators requesting their support for the bill. Chairman Burns & Director Moses asked board members to also send letter to area legislators requesting their support for the bill. OLD BUSINESS None. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Bill Diamond moved to adjourn the meeting and it was seconded by Stanley Sphatt. The meeting was adjourned at 4:34 p.m. Respectfully submitted, ri Jim Burns Chairman These minutes were approved by on by the Emergency Telephone System Board.