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HomeMy WebLinkAbout1999 E-911 Board Minutes (*Corrected 2/16/99) EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES January 21, 1999 Present: Jim Burns, Chairman Bill Diamond Donna Scott JoAnn Foley Stanley Sphatt Communications Director Lori Moses CALL TO ORDER The meeting was called to order at 3:40 p.m. by Chairman Jim Burns. *APPROVAL OF NOVEMBER 19, 1998 MINUTES A motion was made by Stan Sphatt and seconded by Bill Diamond to approve the minutes of the ETSB meeting of November 19, 1998. Motion carried. AUTHORIZE PAYMENT OF INVOICES Two bills from Ameritech were presented in the amount of $526.12 and 524.52. A motion was made by Donna Scott and seconded by Stan Sphatt to pay the bills. Motion carried. STATUS REPORTS: CAD Project Chairman Burns 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. CAD Maintenance Contract Chairman Burns discussed the proposed CAD maintenance contract with PRC. There are two maintenance contracts for the CAD System; one is for hardware maintenance and the second is for software maintenance. Both contracts have been negotiated for a 5 year period to coincide with the 5 year planning budget developed for the E911 fund. The hardware maintenance agreement period would begin January 1, 1999 as the warranty period on the hardware has now expired. The software maintenance agreement period would begin on July 1, 1999 when the warranty on the software expires after the acceptance of Phase II of the CAD System. The cost for the hardware maintenance for the first year will be$18,054 with total costs over the 5 year period of $95,417. The cost for the software maintenance for the first year will be $25,000 with total costs over the 5 year period of $133,750. The CAD Committee recommends contracting with PRC for maintenance. Stan Sphatt made a motion to approve the expenditure 911 funds for the CAD maintenance contracts and ., recommended they be sent to City Council for their consideration. Motion seconded by Donna Scott. Motion carried. CAD Contract Change Order elk PRC provided the board with Change Order#2 to address the mutually agreed upon close out of Phase II of the project. The remaining unfinished part of the project includes laptop computers for the fire vehicles, automatic vehicle location for police & fire vehicles, in-vehicle mapping for fire vehicles, and full integration of these components via an interface through the ALERTS System. The original value of this part of the contract was $328,703. There are changes in the scope of the work that PRC must do to accommodate the changes the State is making to the ALERTS System. Because of this, PRC and the City will renegotiate the cost of that work later this year when the ALERTS specification information is available from the State. PRC has agreed to leave the associated funds of$328,703 within the current contract until later this year when we can proceed with the remainder of the work to complete the project. This will allow PRC and the City to close out the first 2 phases of the project, yet still allowing the contract balance of $328,703 to remain in the contract to complete the last part of the project. The contract balance of$328,703 is money that has not been paid to PRC yet and still remains in the E911 Fund. All of these funds and possibly some additional will be required to complete this project because of the changes the State is making on the ALERTS System to accommodate the latest technology. Stan Sphatt made a motion to approve the change order if the language is OK with the City legal department and recommended it be sent to City Council for their consideration. Motion seconded by Bill Diamond. Motion carried. Ameritech Surcharge/Access Line Report Ameritech has complied with the City's request to provide a detailed monthly report of access lines and surcharge assessments. e"' Wireless Legislation Wireless legislation was not addressed in the January Veto Session. Legislation was passed and sent on for the governor's signature extending the deadline for PS/ALI (Centrex/PBX private switch location information issue) compliance to June of 2000. OLD BUSINESS None. NEW BUSINESS Director Moses is working with several area directors and Elgin Community College to develop an Associate of Applied Science degree in Public Safety Communications. The purpose of the program is three fold; 1) develop and maintain a pool of qualified dispatcher applicants to draw from to fill dispatcher vacancies for area departments, 2)develop a program to enhance industry professionalism by allowing a path for higher education in public safety communications, 3) provide basic dispatcher training that meets recommended State standards. JoAnn Foley suggested that the board obtain a letter from Ameritech indicating that their equipment is Y2K compliant. The City has received a letter stating their equipment is Y2K compliant. Internally, staff are working to ensure all Communications Center equipment is Y2K compliant. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Bill Diamond moved to adjourn the meeting and it was seconded by Donna Scott. Motion carried. The meeting was adjourned at 4:27 p.m. Respectfully submitted, • Burns Chairman These minutes were approved by on . /g/g/� by the Emergency Telephone PP Y Y g Y System Board. • EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES March 18, 1999 Present: Jim Burns, Chairman Donna Scott JoAnn Foley Stanley Sphatt Absent: Bill Diamond CALL TO ORDER The meeting was called to order at 3:47 p.m. by Chairman Jim Burns. APPROVAL OF JANUARY 21. 1999 MINUTES A motion was made by Stan Sphatt and seconded by JoAnn Foley to approve the minutes of the ETSB meeting of January 21, 1999. Motion carried. AUTHORIZE PAYMENT OF INVOICES A bill from Ameritech was presented in the amount of $524.91. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the bill. Motion carried. STATUS REPORTS: CAD Project Chairman Burns reported that Phase II implementation is set for June 1999 including AltarisView Mapping, FD Cross Manning &FD Move-Up. Wireless Legislation BB 1383 passed out of the Public Utilities Committee 3/2/99; no word yet on a vote. OLD BUSINESS Chairman Burns reported Y2K preparations are proceeding well. Two items will be sent to City Council for approval;upgrade of the 911 system and quote for Motorola to conduct a Y2K readiness study of the radio system. • NEW BUSINESS Donna Scott told the board her position at St. Joseph's has been eliminated and she has been laid off. She wishes to continue as a board member. Chairman Burns will research the issue to determine if there is any problem with this. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Donna Scott moved to adjourn the meeting and it was seconded by Stan Sphatt. Motion carried. The meeting was adjourned at 4:15 p.m. Respectfully submitted, ti im Burns Chairman These minutes were approved by on f,- 775 /999' by the Emergency Telephone System Board. e slow EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES April 15, 1999 Present: Jim Burns, Chairman Donna Scott JoAnn Foley Stanley Sphatt Absent: Bill Diamond CALL TO ORDER The meeting was called to order at 3:30 p.m. by Chairman Jim Burns. APPROVAL OF MARCH 18. 1999 MINUTES A motion was made by Donna Scott and seconded by Stan Sphatt to approve the minutes of the ETSB meeting of March 18, 1999. Motion carried. AUTHORIZE PAYMENT OF INVOICES A bill from Ameritech was presented in the amount of $524.49. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the bill. Motion carried. STATUS REPORTS: CAD Project Chairman Burns reported that Phase II implementation is on schedule and set for June 1999 including AltarisView Mapping, FD Cross Manning& FD Move-Up. Wireless Legislation BB 1383 passed out of the Public Utilities Committee 3/2/99. OLD BUSINESS None. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS �• None. ADJOURNMENT Donna Scott moved to adjourn the meeting and it was seconded by Stan Sphatt. Motion carried. The meeting was adjourned at 3:43 p.m. Respectfully submitted, im Burns Chairman These minutes were approved by on C/7 9f by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES June 17, 1999 Present: Jim Burns, Chairman Donna Scott JoAnn Foley Stanley Sphatt Absent: Bill Diamond CALL TO ORDER The meeting was called to order at 3:31 p.m. by Chairman Jim Burns. APPROVAL OF APRIL 15. 1999 MINUTES A motion was made by Stan Sphatt and seconded by JoAnn Foley to approve the minutes of the ETSB meeting of April 15, 1999. Motion carried. AUTHORIZE PAYMENT OF INVOICES Three bills from Ameritech were presented in the amounts of $524.13, $524.99, & $9550.78. The invoice for $9550.78 includes the one time charge of$8000 for our increased line count of 50,000 lines from 48,000 lines ($4,000 per each additional 1000 new lines). There are 45,000 lines under the 5 year contract. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the bill. Motion carried. STATUS REPORTS: CAD Project Chairman Burns reported that Phase II installation was on 5/10/99 which included AltarisView Mapping, FD Cross Manning& FD Move-Up, & the PIMS interface. The install went well. Cross- Manning, Move-Up & PIMS interface are still being worked on. Wireless Legislation HB 1383 passed the Senate 43-11; effective date is 7/1/99. Bill is awaiting Governor's signature. A Wireless Enhanced 911 Board consisting of 7 people will be appointed by the Governor to determine the surcharge amount up to a maximum of.75 per wireless phone; 1/3 of the money will go into the Wireless Carrier Reimbursement Fund and 2/3 will go into the Wireless Service Emergency Fund. Wireless carriers will begin collecting the surcharge on the bills within 90 days after the Wireless .•. Enhanced 911 Board sets the monthly surcharge. Wireless carriers must remit money to the State (Central Management Services)within 45 days of collecting it. CMS will make monthly proportional grants to the appropriate ETSB/governmental board based on zip code of the wireless subscriber's � e billing address. CMS will adopt rules to govern the grant process. Money in the Wireless Carrier Reimbursement Fund will be used to reimburse Wireless carriers for costs incurred in complying with ' the F.C.C.'s wireless 911 enhanced service mandates. The Illinois Commerce Commission will set rules governing technical and operational standards consistent with the F.C.C. for directing calls to PSAP's. Copies of the legislation provided to board members. OLD BUSINESS None. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Donna Scott moved to adjourn the meeting and it was seconded by Stan Sphatt. Motion carried. The meeting was adjourned at 3:55 p.m. Respectfully submitted, im Burns Chairman These minutes were approved by on August 19 , 1999 by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES August 19, 1999 Present: Jim Burns, Chairman JoAnn Foley Stanley Sphatt Absent: Bill Diamond Donna Scott CALL TO ORDER The meeting was called to order at 3:35 p.m. by Chairman Jim Burns. APPROVAL OF APRIL 15. 1999 MINUTES A motion was made by JoAnn Foley and seconded by Stan Sphatt to approve the minutes of the . ETSB meeting of June 17, 1999. Motion carried. AUTHORIZE PAYMENT OF INVOKES Two bills from Ameritech were presented in the amounts of $873.05 & $874.49. A motion was made by Stan Sphatt and seconded by JoAnn Foley to pay the bills. Motion carried. An invoice in the amount of$18,053.57 from PRC for the CAD hardware maintenance contract was presented. A motion was made by Stan Sphatt and seconded by JoAnn Foley to pay the bill. Motion carried. An invoice in the amount of$21,897 for the 911 system Y2K upgrade from Motorola was presented. A motion was made by Stan Sphatt and seconded by JoAnn Foley to pay the invoice. Motion carried. STATUS REPORT: CAD Project Phase II of the CAD project is nearing completion. Mapping is working well. Cross-Manning, Move- Up &PIMS interface are still being worked on. EMD Coordinator Director Moses provided the board with a copy of the job description for the position. The position will be a part-time position instead of a full time position. It's anticipated the position will only require 28 hours a week. Director Moses will work with HRD to get the position advertised and filled. 2000 Budget The 2000 budget was discussed by the board. The 2000 budget includes $328,703 to complete the remainder of the CAD project that was descoped earlier this year from the PRC contract. This amount is the amount that was descoped for the CAD to ALERTS interface, AVL interface, F.D. laptops&software. The completion of the project may require additional funds beyond the$328,703 but it is unknown at this time how much this may be. This will depend on the direction that ALERTS and the State proceed in, however they have not made any decisions yet. The budget also includes "14 • $58,120 for EMD software, EMD to CAD interface&training. Wireless Legislation HB 1383 passed the Senate 43-11; effective date is 7/1/99. Bill is still waiting to be acted on by the Governor. OLD BUSINESS JoAnn Foley reported there may be a loophole in the EMS act regarding EMD. The act requires anyone who has taken an EMD training course to register with I.D.P.H. The concern is whether or not an agency's dispatcher would have to register if they had not received EMD training, or subsequently, would that agency be required to do EMD if they don't have any EMD trained dispatchers. This may be a loophole Wan agency doesn't want to do EMD. JoAnn Foley stated that an interpretation of this language has been requested. NEW BUSINESS Sherman Hospital JoAnn Foley reported that Sherman Hospital is a P.O.D. hospital and will be getting a radio from I.D.P.H. for Y2K emergency use. e" UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Stan Sphatt moved to adjourn the meeting and it was seconded by JoAnn Foley. Motion carried. The meeting was adjourned at 4:45 p.m. Respectfully submitted, Aim Burns Chairman These minutes were approved by on 9 /6- 99 _ by the Emergency Telephone System Board. Ap EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES June 17, 1999 Present: Jim Burns, Chairman Donna Scott JoAnn Foley Stanley Sphatt Absent: Bill Diamond CALL TO ORDER The meeting was called to order at 3:31 p.m. by Chairman Jim Burns. APPROVAL OF APRIL 15, 1999 MINUTES A motion was made by Stan Sphatt and seconded by JoAnn Foley to approve the minutes of the ETSB meeting of April 15, 1999. Motion carried. AUTHORIZE PAYMENT OF INVOICES O"" Three bills from Ameritech were presented in the amounts of $524.13, $524.99, & $9550.78. The invoice for $9550.78 includes the one time charge of$8000 for our increased line count of 50,000 lines from 48,000 lines ($4,000 per each additional 1000 new lines). There are 45,000 lines under the 5 year contract. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the bill. Motion carried. STATUS REPORTS: CAD Project Chairman Burns reported that Phase II installation was on 5/10/99 which included AltarisView Mapping,FD Cross Manning&FD Move-Up, & the PIMS interface. The install went well. Cross- Manning, Move-Up &PIMS interface are still being worked on. Wireless Legislation HB 1383 passed the Senate 43-11;effective date is 7/1/99. Bill is awaiting Governor's signature. A Wireless Enhanced 911 Board consisting of 7 people will be appointed by the Governor to determine the surcharge amount up to a maximum of.75 per wireless phone; 1/3 of the money will go into the Wireless Carrier Reimbursement Fund and 2/3 will go into the Wireless Service Emergency Fund. Wireless carriers will begin collecting the surcharge on the bills within 90 days after the Wireless Enhanced 911 Board sets the monthly surcharge. Wireless carriers must remit money to the State (Central Management Services)within 45 days of collecting it. CMS will make monthly proportional grants to the appropriate ETSB/governmental board based on zip code of the wireless subscriber's e 1 billing address. CMS will adopt rules to govern the grant process. Money in the Wireless Carrier Reimbursement Fund will be used to reimburse Wireless carriers for costs incurred in complying with the F.C.C.'s wireless 911 enhanced service mandates. The Illinois Commerce Commission will set rules governing technical and operational standards consistent with the F.C.C. for directing calls to PSAP's. Copies of the legislation provided to board members. OLD BUSINESS None. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Donna Scott moved to adjourn the meeting and it was seconded by Stan Sphatt. Motion carried. The meeting was adjourned at 3:55 p.m. Respectfully submitted, im Burns Chairman These minutes were approved by on August 19 , 1999 by the Emergency Telephone System Board. ' r f • • rbk EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES October 21, 1999 Present: Jim Burns, Chairman JoAnn Foley Stanley Sphatt Donna Scott Lori Moses, Comm. Director Jim Nowicki, Fiscal Services Manager Absent: Bill Diamond CALL TO ORDER The meeting was called to order at 3:37 p.m. by Chairman Jim Burns. APPROVAL OF SEPTEMBER 16. 1999 MINUTES A motion was made by Stan Sphatt and seconded by Donna Scott to approve the minutes of the e. ETSB meeting of September 16, 1999. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $873.95. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. STATUS REPORT: CAD Project Phase II of the CAD project is nearing completion. Cross-Manning, GUI issues& PIMS interface are being worked on. A letter was sent to PRC by the CAD Committee outlining the outstanding issues they want resolved prior to staring acceptance testing for Phase II. Discussions have begun with PRC for Phase III; CAD to ALERTS interface, AVL, software, & F.D. laptops:Additional money will be needed to complete the project. 6 YR. BUDGET REVIEW-OPTIONS FOR FUNDING NEW COMMUNICATIONS POSITIONS Staff provided the board with budget projections for the next 5 years using 2 scenarios; 1)funding the positions with the current budget and surcharge, and 2) funding the positions with a projected budget with surcharge rates of $1.25, $1.50, $1.75, and $2.00. Chairman Burns discussed the scenario projections with the board. The 911 fund would go into the negative in 2002 even without funding the new positions. Since the surcharge was established in 1989 the 911 fund has over the years, been used increasingly more to fund emergency communications equipment. Now is an appropriate time to increase the surcharge rate even if the board were not considering funding the new personnel. Chairman Burns told the board he thought it was appropriate to use the 911 fund to fund the proposed new personnel if the surcharge rate were increased to $2.00. The 911 fund then could remain solvent while paying for these positions and continuing to fund planned equipment replacements and maintenance. JoAnn Foley asked what would happen if the board were to start funding the new positions 1/2000 and the referendum failed. Tim Nowicki assured the board the City would step in if necessary to keep the 911 fund solvent and/or ensure that measures were taken to continue emergency dispatch service to the Community. He stated that the City funded emergency dispatch service prior to the 911 board's establishment, and would continue to do so if a'referendum failed. Jim Nowicki told the board the City is budgeting$1.2 million dollars in 2004 for communications equipment. Stan Sphatt asked if the 911 fund needed to borrow money from the City, would the City charge the board interest. Jim Nowicki said the City would not charge interest. Stan Sphatt expressed a concern over rising personnel costs and the fact that the 911 fund would be paying salaries for positions that the board has no ability to bargain with; City bargains with personnel. He asked if the 911 fund would be expected to pay for any overtime costs. Chairman Burns indicated the 911 fund would not pay for any overtime, there is a separate overtime account in the Communications Division budget for overtime pay. Board members agreed the new positions are necessary and want to work with the City to accomplish this important common goal. Their main concern is that they want to ensure the 911 fund has enough money in it to replace 911 equipment in the future which they feel is their primary mission. Stan Sphatt made a motion to direct Chairman Burns to prepare an appropriate resolution for the '" board to send to City Council to recommend increasing the 911 surcharge rate for the purpose of funding the new positions and continue with the fund's current commitments. Motion seconded by JoAnn Foley. Motion carried. A special meeting will be held next Wed., October 27, 1999 at 5PM to review and consider the resolution. Motorola Maintenance Contract For Laptops - Renewal A motion was made by JoAnn Foley and seconded by Donna Scott to recommend renewal of the laptop maintenance contract with Motorola for a 14 month period; 11/1/99-12/31/2000. Motion carried. Contract will be forwarded to City Council for consideration. Wireless Legislation Same status as last meeting. HB 1383 passed the Senate 43-11; effective date was 7/1/99 if it had been signed by Governor. Governor put an amendatory veto on bill and bill will now have to go back to legislators in November veto session. Both House and Senate must pass original bill by 2/3 majority to override Governor's amendatory veto. Or House and Senate must pass Governor's amended bill by simple majority. If neither of aforementioned occur; bill will die and must be reintroduced in spring session. OLD BUSINESS l None. I • NEW BUSINESS . JoAnn Foley wanted to let the board know that legislative bills are now available on the State of Illinois web site. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Donna Scott moved to adjourn the meeting and it was seconded by Stan Sphatt. Motion carried. The meeting was adjourned at 4:37 P.M. Respectfully submitted, im Burns Chairman These minutes were approved by o 12A ///7g/�1 f by the Emergency Telephone System Board. .(, 3Z,‘GGC,1,(4/ 4, adtvhce' -, elw oer 0(edeefnc EMERGENCY TELEPHONE SYSTEMS BOARD OF ELGIN MINUTES September 16, 1999 Present: Jim Burns, Chairman JoAnn Foley Stanley Sphatt Donna Scott Absent: Bill Diamond • CALL TO ORDER The meeting was called to order at 3:34 p.m. by Chairman Jim Burns. APPROVAL OF AUGUST 19. 1999 MINUTES A motion was made by Stan Sphatt and seconded by JoAnn Foley to approve the minutes of the ETSB meeting of August 19, 1999. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $874.50. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. STATUS REPORT: CAD Project Phase II of the CAD project is nearing completion. Cross-Manning, Move-Up & PIMS interface are still being worked on. A reminder that the $328,703 that was descoped from the PRC contract 4/99 will be used next year to complete to Phase III of the project (CAD to ALERTS interface, AVL, software, & F.D. laptops). Additional money will also be needed to complete the project. FUNDING FOR NEW COMMUNICATIONS POSITIONS Chief Miller & Henrici discussed this issue with the board. The chiefs recommended that the 911 board authorize funding for 5 new communications division positions Jan. 2000: 2 communications operator positions, 2 "over-hire" communications operator positions, and 1 training supervisor position. The chiefs told the board they have discussed the new positions and funding options with City administration at length over the past several weeks. City administration supports the need for the positions and feels the 911 fund is an appropriate funding source for 911 personnel. The City administration will support a referendum in Nov. 2000 to increase the 911 surcharge to keep the 911 fund solvent. They want the board to go ahead and authorize funding for the new positions starting 1/2000. JoAnn Foley and Stan Sphatt expressed their concern about the board funding any new positions. They did not feel the 911 fund could pay for these personnel costs and still accomplish it's primary mission which is to see that adequate funding is available when the 911 equipment needs to be replaced in the future. JoAnn Foley also questioned whether this would be a short or long term commitment. All board members unanimously agreed that the fund could not pay for any more additional personnel without increasing the surcharge. JoAnn Foley wanted to know what Mr. Nowicki's plan was to fund the positions. Stan Sphatt discussed that possibly the 911 fund could loan the City money to fund the positions like what the city did when they loaned the 911 fund money for the Ameritech 5 year contract. Stan Sphatt also mentioned that the 911 fund loaned the city money, interest free, for the radio system purchase when the city did not have it. Chief Miller&Henrici emphasized the critical need for the additional positions and said we all need to work together for this common goal. They assured the board that the City would support increasing the 911 surcharge via referendum in Nov. 2000 to keep the 911 fund solvent. They also assured the board that the City would fund the cost to replace the 911 equipment when it needs to be replaced in the future if the referendum did not pass. All board members were very reluctant to make a decision on the issue today. Board members discussed that they wanted to go to referendum last year to increase the surcharge but City administration said the timing was not right. The board is concerned that the City administration will take this position again for the Nov. 2000 referendum and then the board would be funding the new positions without a means to keep the 911 fund solvent to replace equipment in the future. Chief Henrici & Miller assured the board again that the City would support increasing the 911 surcharge via referendum in Nov. 2000. They also assured the board that the City would fund the cost to replace the 911 equipment when it needs to be replaced in the future if the referendum did not pass. The board asked staff to prepare budget projections for the next 5 years using 2 scenarios; 1) funding the positions with the current budget and surcharge, and 2) funding the positions with a projected budget with a surcharge increase. Additionally, the board asked Chairman Burns and Director Moses to meet with Finance Director Nowicki to express the boards concerns and to find out what Mr. Nowicki's plan is to fund the new positions. Board members agreed the new positions are necessary and want to work with the City to accomplish this important common goal. Their main concern is that they want to ensure the 911 fund has enough money in it to replace 911 equipment in the future which they feel is their primary mission. The Chiefs asked the board to act on the issue as quickly as possible because the city budget process is nearing completion. The Chief's thanked the board for their consideration of the issue and continued support. 2000 Budget The 2000 budget was discussed by the board in conjunction with funding for new communications positions. Wireless Legislation HB 1383 passed the Senate 43-11; effective date was 7/1/99 if it had been signed by Governor. .. Governor put an amendatory veto on bill and bill will now have to go back to legislators in November veto session. Both House and Senate must pass original bill by 3/5 majority to override Governor's amendatory veto. Or House and Senate must pass Governor's amended bill by simple majority. If neither of aforementioned occur; bill will die and must be reintroduced in spring session. OLD BUSINESS None. NEW BUSINESS Sherman Hospital JoAnn Foley reported that the American Heart Association will be assessing community use and awareness of CPR/defibrillators. They will also be looking at whether or not dispatch centers are using Emergency Medical Dispatch(EMD)Programs. A recommendation could come forward from them that our dispatch center use an EMD Program. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT JoAnn Foley moved to adjourn the meeting and it was seconded by Donna Scott. Motion carried. The meeting was adjourned at 4:58 P.M. Respectfully submitted, im Burns Chairman These minutes were approved by on 0 CT , \ )\°\\ by the Emergency Telephone System Board. ribk EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES November 18, 1999 Present: Bill Diamond, Vice Chairman JoAnn Foley Stanley Sphatt Lori Moses, Comm. Director Absent: Jim Burns Donna Scott CALL TO ORDER The meeting was called to order at 3:35 p.m. by Vice Chairman Bill Diamond. APPROVAL OF OCTOBER 21, 1999 MINUTES A motion was made by JoAnn Foley and seconded by Stan Sphatt to approve the minutes of the ETSB meeting of October 21, 1999. Motion carried. rbk APPROVAL OF SPECIAL MEETING MINUTES - OCTOBER 27, 1999 A motion was made by Stan Sphatt and seconded by JoAnn Foley to approve the minutes of the ETSB meeting of October 27, 1999. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $873.49. A motion was made by Stan Sphatt and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from the Illinois Criminal Justice Information Authority was presented in the amount of $7,458 for ALERTS laptop user fees for the period of 1/1/2000-6/30/2000. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice. Motion carried. STATUS REPORT: CAD Project PRC will be installing the final CAD software on 11/22/99. The 30 Day Acceptance Test Period will begin the week of 11/22/99 after installation is complete. If no downtime is experience during the test period the system will be accepted. Discussions have begun with City staff and PRC for Phase III; CAD to ALERTS interface, AVL, software, & F.D. laptops. FUNDING FOR NEW COMMUNICATIONS POSITIONS The City budgeted $2.1 million dollars in 2004 for communications equipment in the event the referendum doesn't go forward. It's unknown as to whether or not the City Council has discussed the board's resolution recommending a referendum. Chairman Burns had to attend a City negotiation meeting and was not able attend today's meeting to report to the board on this. Wireless Legislation HB 1383 was introduced in the House Veto Session and passed the House 110-5. It must now be introduced and passed in the Senate. The Senate will be in session Nov. 29-Dec. 1, 1999. It's critical to get the legislation introduced or it will die. NENA has put out a call for action among public safety officials to call their Senators to request them to get the bill introduced and passed. Board members were asked to call Senators and anyone else they may be able to influence. OLD BUSINESS EMD Coordinator position; 5 applications received. Position will be hired in January, 2000. NEW BUSINESS. None. UNSCHEDULED AGENDA ITEMS JoAnn Foley reported she has been attending meetings with the American Heart Association. The American Heart Association's 3 primary goals for the City of Elgin are being developed. They are 1)deployment of Automated External Defibrilator(AED)devices in the Community, 2) CPR training in the Community, 3)Enhancement of 911 services such as EMD. Discussions will be taking place in the next couple of months to determine their number one priority for the City of Elgin. It may be public education about Emergency Medical Dispatch. JoAnnFoley is a Co-Chair on the committee. She has made a recommendation that Director Moses be invited to serve on the committee. ADJOURNMENT Stan Sphatt moved to adjourn the meeting and it was seconded by JoAnn Foley. Motion carried. The meeting was adjourned at 4:08 P.M. Respectfully submitted, J JoAnn Foley Secretary These minutes were approved X on / //6' / ' by the Emergency Telephone System Board. 1'- EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN SPECIAL MEETING MINUTES October 27, 1999 Present: Jim Burns, Chairman Jo AIM Foley Stanley Sphatt Donna Scott Bill Diamond Absent: None CALL TO ORDER The meeting was called to order at 5:02 p.m. by Chairman Jim Burns. FUNDING FOR NEW COMMUNICATIONS POSITIONS The meeting was convened for the sole purpose of considering a resolution to support the use of .Emergency Telephone System fund for the hiring of 2 communications operators and 1 supervisor as soon as possible and the hiring of 2 additional communications operators in 2000. The resolution e„k was introduced by Chairman Burns and discussion followed. Concern was expressed that the passage of an increase in the E911 surcharge was critical for the success of this project. In order to continue to support this project and current commitments, the surcharge must be increase to $2.00 per line from the current $.65. This is the 1'` increase since the board was formed in 1989 and also represents a significant change in the philosophy of the fund. This is the l'time the fund will be used to fund Communications Operators and this type of funding was not possible nor considered in 1989, resulting in insufficient funding to support this program without a significant increase in the surcharge. A motion was made to support the resolution by Donna Scott and seconded by Joanne Foley. Additional discussion followed. The hope is that these additional people could be used to begin Emergency Medical Dispatch. Further that the fund would run out of money in 2002 should the referendum fail, requiring the General Fund to pick up items previously funded by the E911 fund. The fiduciary obligations of the board were discussed at length with the desire that the City be fully aware of impending shortfalls should the proposed referendum fail. After discussion a vote was taken and the resolution was passed 5 for and 0 against. The referendum will be forwarded to the City Manger's office for approval and scheduling of the referendum for the November 2000 election. r ADJOURNMENT William Diamond moved to adjourn the meeting and it was seconded by Stan Spatt. Motion carried. The meeting was adjourned at 5:18 P.M. Respectfully submitted, avm.,34-0 am Burns Chairman These minutes were approved by on / /S1/- by the Emergency Telephone System Board. /' 1 g ,/ Emergency Telephone System Board December 16, 1999 Chief's Conference Room Third Floor 151 Douglas Avenue Elgin, Illinois Present: Stan Sphatt JoAnn Foley Jim Burns, Chairman Donna Scott Absent: Bill Diamond 1. Call Meeting to Order by Chairman Burns @ 3:36PM. 2. Approval of Previous Month's Minutes,motion by Donna Scott, 2nd by Stan Sphatt minutes approved. 3. Authorize Payment of Invoices: Ameritech invoice for$873.26- motion Donna Scott, 2"d Sphatt, approved for payment 4. Status Reports: CAD Project Phase II acceptance testing underway. All is going well. Acceptance will take place at the end of December if all continues to go well. 5. Wireless legislation HB1383-Passed in the House and Senate and will become law in 2000. The 1'step is a committee report due in July of 2000, recommending surcharge 6. Old Business Y2K preparations proceeding well. System and department prepared and will be fully staffed for the new year in the event of problems. 7. New Business Joanne Foley informed the Board that the American Heart Association has chosen Elgin as a target area for 2000. This targeting will involve getting the Citizens of Elgin and the government leading the way in modern prevention programs. This will include more CPR training and a push for pre-arrival instructions from our communications division. This has been a long time goal of the Board and the assistance of the American Heart Association is welcome. rm. Joanne Foley reminded the Board that Illinois Law requires our dispatchers to have some EmergencyMedical Dispatch training and be certified before August 1, 2000. Joanne Foley will work with Lori Moses to ensure our compliance. The desire is to have full Emergency Medical Dispatch in place this year,but budget constraints and personnel limitations may impact that goal. 8. Unscheduled Agenda Items • none 9. Adjournment • Motion Scott, 2"d Sphatt- meeting adjourned 4:15PM Respectfully Submitted Jim Burns Chairman %tea These minutes were approved by i' e- , Chairman,Emergency Systems Board, on 112('OCR c: Joyce Parker, City Manager James Nowicki,Finance Director Dolonna Mecum, City Clerk