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HomeMy WebLinkAbout2000 E-911 Board MInutes EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES January 20, 2000 Present: Jim Burns, Chairman JoAnn Foley Stanley Sphatt Absent: Bill Diamond Donna Scott CALL TO ORDER The meeting was called to order at 3:55 p.m. by Jim Burns, Chairman. APPROVAL OF DECEMBER 16. 1999 MINUTES A motion was made by Stan Sphatt and seconded by JoAnn Foley to approve the minutes of the . ETSB meeting of December 16, 1999. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $874.34. A motion was made by Stan Sphatt and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from PRC for the CAD Hardware maintenance contract was presented in the amount of $18,559.56. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice. Motion carried. An invoice from Lanier for the Recording equipment maintenance contract was presented in the amount of $8517.43. A motion was made by Stan Sphatt and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from WalkAbout Computers for the laptop maintenance contract was presented in the amount of $12,750. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice.Motion carried. An invoice from Vegemast Engineering for final work on Phase II of CAD was presented in the amount of $993.25. This is the final payment on their contract and the contract with Vegemast Engineering is now closed. 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 CAD has now been completed; system acceptance testing went smooth. The City, Illinois Criminal Justice Authority, and PRC will continue to work on the PIMS interface. ICJIA is expected to contract with PRC soon to work on the PIMS Specification/programming issues. Discussions with PRC & CAD Committee have started to work on Phase III of CAD; CAD to ALERTS interface, AVL, software, & F.D. laptops. Board Request For Referendum To Increase 911 Surcharge Chairman Burns told the board he has not heard anything back yet from the City Manager reference the letter the Board sent to her 10/29/99. He will follow up on it. Emergency Medical Dispatch Director Moses introduced Mike Eckler, the Emergency Medical Dispatch Coordinator that was recently hired. He and Director Moses will be working on an implementation plan for EMD. OLD BUSINESS None. NEW BUSINESS None. 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 4:21 P.M. Respectfully submitted, l�nGh � Ann Foley These minutes were approved by on Z ( 20t), by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES February 17, 2000 Present: Jim Burns, Chairman JoAnn Foley Stanley Sphatt Donna Scott Absent: Bill Diamond CALL TO ORDER The meeting was called to order at 3:55 p.m. by Jim Burns, Chairman. APPROVAL OF JANUARY 20,2000 MINUTES A motion was made by JoAnn Foley and seconded by Stan Sphatt to approve the minutes of the . ETSB meeting of January 20,2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $874.54. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from PRC for the final payment on CAD Phase II was presented in the amount of $105,451. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. STATUS REPORT: CAD Project The CAD system went down for approximately 5 minutes today due to a problem when records were being purged from the primary server. This was the first unscheduled downtime since the system went live 12/97. The CAD system was switched to the back-up server and normal operations continued. No operational problems were experienced. The back-up server worked fine. Discussions with PRC & CAD Committee have started to work on Phase III of CAD; CAD to ALERTS interface, AVL, in-vehicle mapping, software, &F.D. laptops. The Committee&PRC are working on drafting the site specific Functional System Description document. A meeting will be held with the Illinois Criminal Justice Information Authority in the next few weeks to discuss how AVL&F.D. mobile laptops will work on the ALERTS network. If approved, Elgin will be the first department to do AVL on ALERTS and also the first department to run F.D. laptops on ALERTS. This is both an exciting opportunity and a challenge because Elgin will be using technology that has not been used on ALERTS before. Board Request For Referendum To Increase 911 Surcharge elk Chairman Burns attended a meeting with Joyce Parker, City Manager; Bill Miller, Police Chief; Jim Nowicki, Fiscal Services Manager;Eric Stuckey, Asst. City Manager and Bill Cogley, Corporation Counsel reference the letter Chairman Burns sent the City Manager 1/25/2000. The rook letter recommended increasing the 911 surcharge to a rate of$2.00. It also contained information on statewide and comparison city 911 surcharge rates. The City Manager directed Chairman Burns to prepare an agenda item for City Council consideration to go to referendum in 11/2000 to increase the 911 surcharge up to a maximum rate of$2.00. Emergency Medical Dispatch zi 2`i (2c-s Director Moses and Mike Eckler, Emergency Medical Dispatch Coordinator are working on an implementation plan for EMD. The EMD Steering Committee has been formed and will be meeting on 1/29/2000. The EMD Steering Committee members are: Mike Eckler, Emergency Medical Dispatch Coordinator, Lori Moses, Emergency Communications Director, Marianne Perez, Communications Training Supervisor, Deputy Chief Jim Saletta, Elgin Fire Department„ JoAnn Foley, EMS Coordinator, Sherman Hospital, and Wendy Seleen, EMS Coordinator, Provena St. Joseph Hospital. JoAnn Foley told the Board the City can request a waiver for the August 1, 2000 EMD registration deadline from the Illinois Department of Public Health if the City can show that a sincere and diligent effort is being made to implement EMD. This must include an implementation plan with a timeline. JoAnn Foley recommended that the waiver request be filed soon in the event the request is denied. • Steps would then have to be taken to do the minimal EMD training and register with IDPH by the 8/1/2000 deadline. Both JoAnne Foley and Mike Eckler do not recommend this course of action, but only suggest this be used as a fallback position if the waiver request were denied. rik Mike Eckler,Lori Moses and JoAnn Foley are serving on the American Heart Association"Operation Heartbeat Committee." The mission of the Operation Heartbeat Committee this year in Elgin is to improve the chain of survival. The primary goals of the Committee are: 1) Enhancement of 911 services by implementing EMD, and 2) Deployment of Automated External Defibrilator (AED) devices in the Community. The American Heart Association endorses EMD and offered to assist the City with Public Education. Donna Scott mentioned that she read an article in the 2/15/2000 Courier Newspaper that reported an EMD success story in Carpentersville. EMD was utilized to give a caller instruction on how to perform the Heimlich maneuver which saved a woman's life. Mike Eckler stated that success stories like this occur everyday around the country when EMD programs are used. OLD BUSINESS None. NEW BUSINESS Chairman Burns provided Board members with a copy of a memo from the City Clerk which discusses board member attendance at meetings. Board & commission members are considered to have abandoned their office if they fail to attend two-thirds of the meetings, unless City Council votes to retain such members after consideration of relevant factors and circumstances. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Donna Scott moved to adjourn the meeting and it was seconded by Stanley Sphatt. Motion carried. The meeting was adjourned at 4:20 P.M. Respectfully submitted, I 1.1 C,- .w. These minutes were approved by on 'S ( (o\,2-0( by the Emergency Telephone System Board. • a EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES .•. March 16, 2000 Present: Jim Burns, Chairman JoAnn Foley Donna Scott Absent: Stanley.Sphatt Bill Diamond CALL TO ORDER The meeting was called to order at 4:06 p.m. by Jim Burns, Chairman. APPROVAL OF FEBRUARY 17, 2000 MINUTES The minutes of the February 17, 2000 meeting were corrected to indicate the EMD Steering Committee has been formed and will be meeting on 2/29/00 not 1/29/00. A motion was made by Donna Scott and seconded by JoAnn Foley to approve the minutes of the ETSB meeting of February 17, 2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $873.27. A motion was made by Donna rik Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. STATUS REPORT: CAD Project The CAD Committee will be meeting with the Illinois Criminal Justice Information Authority to discuss the upgrade they are making to the ALERTS Radio System infrastructure. Phase III of the CAD project cannot move forward until the upgrade to the infrastructure is made. Phase III of CAD; will include CAD to ALERTS interface, AVL, LEADS interface, in-vehicle mapping, software, & F.D. laptops. Board Request For Referendum To Increase 911 Surcharge Chairman Burns prepared an agenda item for City Council consideration to go to referendum in 11/2000 to increase the 911 surcharge up to a maximum rate of$2.00. He has not heard anything back from the City Manager yet. Emergency Medical Dispatch Director Moses and Mike Eckler, Emergency Medical Dispatch Coordinator will complete the proposed implementation plan for EMD 3/31/00. A memo and the proposed implementation plan will be forwarded to the City Manager requesting authorization to move forward with implementation of an EMD program. The EMD Steering Committee will be attending the Medical Priority EMD Provider Course to be held 4/12 - 4/14/2000 at the Kane Co. Sheriff's Department. The EMD Steering Committee members are:Mike Eckler,Emergency Medical Dispatch Coordinator, Deputy Chief Jim Saletta, Elgin Fire Department„ JoAnn Foley, EMS Coordinator, Sherman Hospital, Wendy Seleen, EMS Coordinator,Provena St. Joseph Hospital,Lori Moses, Emergency Communications Director, and Marianne Perez, Communications Training Supervisor. Arrangements were made with Medical Priority to host a Medical Priority EMD Leader Seminar at EPD on May 23, 2000, 8AM-4PM. The seminar is conducted by Dr. Jeff Clawson, founder of EMD, Salt Lake City, Utah. The seminar is designed for agencies implementing or considering implementation of an EMD program. The seminar provides management and public officials with an overview of EMD,how to implement EMD and reduce liability, how to increase EMS efficiency and improve the quality of the emergency medical response. Personnel from municipal, county, and EMS agencies around the United States and Chicago Metro area will be in attendance. The EMD Steering &Executive Committees will attend the seminar. The EMD Executive Committee members are: Dr. Neal Edelson, Associate Director, Sherman Hospital EMS, Mike Eckler, Emergency Medical Dispatch Coordinator, Curt Kramer,Deputy Chief Elgin Fire Department, Jim Burns, Deputy Chief, Elgin Police Department, JoAnn Foley, EMS Coordinator, Sherman Hospital, Lori Moses, Emergency Communications Director. Board members and City officials are encouraged to attend. OLD BUSINESS None. NEW BUSINESS Illinois SB-1400 passed the Senate. It's expected to go to the House for a second reading soon. The bill amends the Emergency Telephone System Act requiring PBX/Centrex systems to provide automatic number information(ANI)and automatic location information(ALI) to 911 centers on 911 calls. The bill changes the requirements based on square footage of the building. 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 4:40 P.M. Respectfully submitted, n 7 mes Burns Chairman These minutes were approved by on /%" rI / 2 by the Emergency Telephone System Board. ruk National Emergency Number Association C g�1=1 PO Box 360960 • Columbus,Ohio 43236 • (800)332-3911 • Fax(614)933-0911 POLICE•MEDICAL•EIRE EMERGENCY www.nena.org NEITA Norman H.Forshee (618)277-7316 First Vice President • Fax(618)277-7668 nforshee911@norcom200D.com ILLINOIS WIRELESS 9-1-1 CHECK LIST PROVIDED BY INENA GENERAL INFORMATION: This checklist is compiled from information provided by our review of applicable legislation and rules now in effect. This information may and probably will change as the process moves forward. We will attempt to keep this list current. The information provided should be taken and used as suggestions for moving forward in the Phase I wireless process in our State. It is merely one piece of information that should be considered by each 9-1-1 system or PSAP manager as he or she moves forward. STEP 1 (Initial Decision) Determine if your 9-1-1 system wants to accept Phase 1 wireless 9-1-1 calls. In making this decision consider at least the following: • For this step you should not be attempting to make a final decision. You should be looking at the operational side of the house such as equipment, staffing, the idiosyncrasies of wireless calls. This initial decision is more politically based than it is on facts and figures. If you are fairly sure that your system or PSAP will opt to take the calls then proceed to the next step. STEP 2 (Notifications) • Determine who the wireless providers in your coverage area are and: Send the wireless carriers letters (certified) indicating that you want to begin negotiations to accept wireless Phase I 9-1-1 calls. Note that no where is the term contract used. eiNk One Nation One Number • Page3 • Note: If your 9-1-1 provider will meet with you before the letters are sent requesting Phase I service then you might include this meeting as part of the first step. Remember that there is nothing in any. legislation that requires you to accept the service in the manner they wish to provide it. You do have choices and there are provisions for settling disputes, which we hope are not needed. It would appear at this time that if you are able to use the solution selected by your LEC without unreasonable costs or changes to your operations it might be the most expeditious course of action to follow. STEP 5 (The Planning Meeting) • Schedule a get to know one another meeting with all of the participants that will be included in your implementation process. Have them all come to one meeting and indicate to them that you will not discuss proprietary issues. Include at least all of the wireless carriers, your 9-1-1-service provider, your CPE vendor or technician, your mapping vendor or technician, and 9-1-1 wireless database providers. Attempt to resolve the following issues at this meeting: 1. The method of 9-1-1 call delivery to be employed in your system agreed to by all participants. It will probably be CAS,NCAS,or a Hybrid CAS solution. 2. Determine if your system will establish a separate set of wireless 9-1-1 trunks from the router to your PSAP(s). Note the cost for these would probably be to the PSAP. Separate wireless trunk groups are not necessary but they do provide a guard against the blocking of wireline 9-1-1 calls in the event of a major incident in public view. This does not necessarily mean a total duplication of the wireline trunking system. You need to discuss this thoroughly with your 9-1-1-service provider. 3. Talk about the use of Wireless Data Controller the rough equivalent of an ALI database called an SCP for wireless calls. You need to understand its impact and ask about things like diversity. 4. Talk about PANT, ESRDs, and ESRDs so that you understand what they are. You will be involved in making a choice concerning which of these methods of identifying cell sites and or cell faces will be employed in your system. Ask about the effects each one will have on your ALI information, the ability to C91-1 • Illinois Chapter of iellCE+MEOIC4L CY The National Emergency Number Association EMERGENCY /i► NENA P.O. Box 911 • St.Charles,Illinois 60174-0911 www.ne n a9-1-t.o rgti n e nat • David C.Whipple President (618)692-7040 x5911 . FAX(618)692-7480 dwhip®ezl.com Date: April 3, 2000 Richard Jones Vice President (815)654-5011 FROM: Doug Edmonds (815 g FAX(815)633-0555 • Illinois NENA Vice President rockford9 @aol.com Vickie Leibach Secretary RE: Effective Date of Illinois Wireless 9-1-1 Legislation (309)697-8524 FAX(309)697-6503 pcetsb @midwest.net Michael A.Midiri,Jr. HB 1383--the Illinois Wireless 9-1-1 bill --was passed by both Treasurer houses of the Illinois General Assembly in the spring of 1999. It (217)789-2302 carried an effective date of July 1, 1999. FAX(217)789-2304 mmidiri @cwlp.com REGIONAL Governor Ryan issued an amendatory veto which provided that if VICE PRESIDENTS: the legislature agreed to changes in the language of the bill Region 1 suggested by the Governor, he would sign it and it would become Douglas Edmonds (847)398-1130 law as amended. FAX(847)398-2498 dedmonds@nwcds.org The Governor's amendatory language changed some specific dates Region 2 Jerry Bieck in the text of the bill to July 1, 2000 which gave the appearance that (630)232-0911 this would be the effective date of the legislation. The bill, as FAX(630)262-1911 amended, was passed during the 1999 fall veto session and was jbleck @chicago.avenew.com p Region 3 signed into law by Governor Ryan on December 22, 1999. Sandy Beitel (815)732-6666 Unknown to most people until just recently, the effective date of July FAX(815)732-7115 bitel@essex1.com 1, 1999 was never changed. Region 4 David Tuttle In cases where a bill carries an effective date prior to the date of FAX(309)4 4 signing by the Governor, the effective date becomes the date of FAX(309)494-8034 g g y dtuttle @cipeoria.il.us signing--in this case, December 22, 1999. Region 5 Kelly Gieker (217)357-2559 The bill provides that local jurisdictions must make known their FAX(217)357-6945 intent to accept wireless 9-1-1 calls to the Illinois Commerce Region 6 Commission and the Illinois State Police no later than six months Kathy L.Monken after the effective date of the legislation, which would be June 21, (618)277-7316 x107 2000. FAX(618)277-7668 kmonken911 @ norcom2000.com Region 7 The Commerce Commission has this matter under review, but Scott Sylvester (618)457-5911 they issue advice ry' y y,unless the idvice to the contra any system that is FAX(618)529-5501 considering accepting wireless 9-1-1 calls should submit the rik sylvester@cecc.net required notifications prior to the June deadline. Region 8 Jeff Rodrigues (312)746-9112 FAX(312)746-9333 irodrigues @ cecc.ci.chhil.0 s EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES April 20,2000 Present: Jim Burns, Chairman JoAnn Foley Bill Diamond Stanley Sphatt Absent: Donna Scott CALL TO ORDER The meeting was called to order at 3:34 p.m. by Jim Burns, Chairman. APPROVAL OF MARCH,16,2000 MINUTES A motion was made by Donna Scott and seconded by JoAnn Foley to approve the minutes of the ETSB meeting of February 17, 2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $873.27. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. STATUS REPORT: CAD Project The CAD Committee will be meeting with the Illinois Criminal Justice Information Authority to discuss the upgrade they are making to the ALERTS Radio System infrastructure. Phase III of the CAD project cannot move forward until the upgrade to the infrastructure is made. Phase III of CAD; will include CAD to ALERTS interface, AVL, LEADS interface, in-vehicle mapping, software, & F.D. laptops. Board Request For Referendum To Increase 911 Surcharge Chairman Burns prepared an agenda item for City Council consideration to go to referendum in 11/2000 to increase the 911 surcharge up to a maximum rate of$2.00. He has not heard anything back from the City Manager yet. Emergency Medical Dispatch Director Moses and Mike Eckler, Emergency Medical Dispatch Coordinator will complete the proposed implementation plan for EMD 3/31/00. A memo and the proposed implementation plan will be forwarded to the City Manager requesting authorization to move forward with implementation of an EMD program. The EMD Steering Committee will be attending the Medical Priority EMD Provider Course to be held 4/12 - 4/14/2000 at the Kane Co.'Sheriff's Department. The EMD Steering Committee members are: Mike Eckler, Emergency Medical Dispatch Coordinator, Deputy Chief Jim Saletta, Elgin Fire Department„ JoAnn Foley, EMS Coordinator, Sherman •.1 Hospital, Wendy Seleen, EMS Coordinator, Provena St. Joseph Hospital, Lori Moses, Emergency Communications Director, and Marianne Perez, Communications Training Supervisor. Arrangements were made with Medical Priority to host a Medical Priority EMD Leader Seminar at EPD on May 23,2000, 8AM-4PM. The seminar is conducted by Dr. Jeff Clawson, founder of EMD, Salt Lake City, Utah. The seminar is designed for agencies implementing or considering implementation of an EMD program. The seminar provides management and public officials with an overview of EMD, how to implement EMD and reduce liability, how to increase EMS efficiency and improve the quality of the emergency medical response. Personnel from municipal, county, and EMS agencies around the United States and Chicago Metro area will be in attendance. The EMD Steering &Executive Committees will attend the seminar. The EMD Executive Committee members are: Dr. Neal Edelson, Associate Director, Sherman Hospital EMS, Mike Eckler, Emergency Medical Dispatch Coordinator, Curt Kramer,Deputy Chief,Elgin Fire Department, Jim Burns, Deputy Chief, Elgin Police Department, JoAnn Foley, EMS Coordinator, Sherman Hospital, Lori Moses, Emergency Communications Director. Board members and City officials are encouraged to attend. OLD BUSINESS None. NEW BUSINESS Illinois SB-1400 passed the Senate. It's expected to go to the House for a second reading soon. The bill amends the Emergency Telephone System Act requiring PBX/Centrex systems to provide automatic number information(ANI)and automatic location information(ALI)to 911 centers on 911 calls. The bill changes the requirements based on square footage of the building. 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 4:40 P.M. Respectfully submitted, 7 es Burns Chairman These minutes were approved by on I Sl ZOO° by the Emergency Telephone System Board. eiw EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES June 15, 2000 Present: Jim Burns, Chairman JoAnn Foley Donna Scott Stanley Sphatt Absent: Bill Diamond CALL TO ORDER The meeting was called to order at 3:40 p.m. by Jim Burns, Chairman. APPROVAL OF APRIL 20, 2000 MINUTES A motion was made by Stanley Sphatt and seconded by Donna Scott to approve the minutes of the ETSB meeting of April 20, 2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $872.75. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay the invoice. Motion carried. An invoice from Ameritech was presented in the amount of$5494.35. A motion was made by Stanley Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. An invoice was received from the State of Illinois (ALERTS) for the service fees for period of 7/1-12/31/00 in the amount of $7590. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from Medical Priority for the EMD Executive Seminar was presented in the amount of $1750. A motion was made by Stanley Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. STATUS REPORT: CAD Project The Phase III Stage 1 System Design quote was received from PRC. The CAD Committee will be meeting with the Purchasing Director to discuss how to move forward with the project. The CAD Committee met with SCA to discuss CAD Phase III mobile data; SCA has the State contract. Board Request for Referendum To Increase 911 Surcharge Request is at City Manager's Office. Asst. City Manager Eric Stuckey will be preparing an agenda item with alternatives to go to City Council. es- Emergency Medical Dispatch A request for waiver of the August 1, 2000 deadline was sent to IDPH. Planning is proceeding well; projected implementation 1' quarter 2001. The American Heart Association Operation Heartbeat Committee wants to help the City do a public education program for EMD. A question arose as to how long the EMD Coordinator's position was funded. Director Moses will review the minutes from the meeting when the board authorized paying the EMD Coordinator's salary and report back to the Board. Wireless 911 Implementation Communications staff are working with Kane & Cook Co. area PSAP's as a group to implement wireless 911. Central Management Services (State of Illinois) rule making has not taken place yet. CMS rule making will set policy for collection & disbursement of wireless 911 surcharge money. OLD BUSINESS None. NEW BUSINESS The by-pass switch on the UPS in the Police Department was repaired 6/21/00. The Emergency Communications Center was without power during this time. Back up arrangements were made in advance for the scheduled down-time; operations ran smoothly. The radio tower at 150 Dexter Ct. needs to be removed due to construction plans for the new parking area for the Recreation Center. Staff are working with Motorola to determine the operational impact and alternative sites. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Donna Scott moved to adjourn the meeting and it was seconded by Stanley Sphatt. Motion carried. The meeting was adjourned at 4:30 P.M. Respectfully submitted, ✓James Burns Chairman .. These minutes were approved by on 1 I ZOi ZOO() by the Emergency Telephone System Board. • EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES July 20,2000 Present: Jim Burns, Chairman Bill Diamond Stanley Sphatt Absent: Donna Scott JoAnn Foley CALL TO ORDER The meeting was called to order at 3:33 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by Stanley Sphatt and seconded by Bill Diamond to approve the minutes of the ETSB meeting of June 15, 2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $1046.42. A motion was made by Bill Diamond and seconded by Stanley Sphatt to pay the invoice. Motion carried. STATUS REPORT: CAD Project Chairman Burns reported the CAD Committee recommended contracting with PRC for professional services for the Phase III Stage 1 System Design. Chairman Burns and Director Moses met with Gail Cohen, Purchasing Director to review the proposal. Director Cohen made some changes to the document and will forward it on to the Legal Department for review. Bill Diamond made a motion that the Board authorize the expense of $47,325 for the PRC contract and recommend contracting with PRC for the services. Stanley Sphatt seconded the motion. Motion carried. The contract will be forwarded to City Council for their consideration after legal review. Board Request for Referendum To Increase 911 Surcharge Chairman Burns met with Asst. City Manager Eric Stuckey to discuss the board recommendation for a referendum to increase the 911 surcharge. Mr. Stuckey advised Chairman Burns the referendum recommendation would not be going forward to City Council for their consideration. Mr. Stuckey indicated that after discussions with City staff they felt the projected 911 Fund shortfall could be offset by other monies available to the City. They felt the 911 Fund shortfall could be covered in future City budgets. They didn't feel it would be prudent at this time to go forward with a referendum to increase the 911 surcharge. Emergency Medical Dispatch Planning is proceeding well; projected implementation ls` quarter 2001. Staff will be working with the American Heart Association to do a public education program for EMD. The EMD Coordinator's position is funded for a minimum of a 2 year period. The EMD Coordinator was hired 1/11/2000. Wireless 911 Implementation Communications staff are working with Kane & Cook Co. area PSAP's as a group to implement wireless 911. Central Management Services (State of Illinois) rule making has not taken place yet. CMS rule making will set policy for collection & disbursement of wireless 911 surcharge money. Based on statute, surcharge money will be disbursed by 5 digit zip code to ETSB's. Arrangements will need to be made with the County agencies and likely other agencies who have jurisdictions that share the same zip codes. This is a statewide issue that has to be worked out with agreements between agencies. 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. Motion carried. The meeting was adjourned at 4:04 P.M. Respectfully submitted, ames Burns Chairman These minutes were approved by on � by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES August 17, 2000 Present: Jim Burns, Chairman Donna Scott JoAnn Foley Stanley Sphatt Absent: Bill Diamond CALL TO ORDER The meeting was called to order at 3:36 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by Stanley Sphatt and seconded by Donna Scott to approve the minutes of the ETSB meeting of July 20, 2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $1047.74. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay the invoice. Motion carried. An invoice from eliRk Motorola for wireless 911 equipment (trunk card) was presented in the amount of $1550. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay the invoice. Motion carried. An invoice from Motorola for wireless 911 equipment (cable & block) was presented in the amount of$9.00. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay the invoice. Motion carried. An invoice from the National Academy of Emergency Medical Dispatch for training for EMD Coordinator Eckler & Dir. Moses was presented in the amount of $1140. A motion was made by Stanley Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. An invoice from Elgin Travel for air fares for EMD Coordinator Eckler was presented in the amount of$319. A motion was made by Stanley Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. STATUS REPORT: CAD Project Chairman Burns reported the Purchasing and Legal departments have reviewed the PRC Contract. It will be sent back to PRC after staff have made the changes recommended by the departments. The contract will be forwarded to City Council for their consideration after we get it back from PRC. The CAD Committee met with Motorola, SCA and ALERTS to discuss the CAD Phase III project. The meeting went well. It appears technology has now caught up to what is needed in CAD Phase III. Board Request for Referendum To Increase 911 Surcharge Chairman Burns met with Asst. City Manager Eric Stuckey and Fiscal Services Manager Jim Nowicki to discuss the board recommendation for a referendum to increase the 911 surcharge. Chairman Burns was advised to send a 2001 Budget Decision Package forward to council for their consideration. They will make a decision as to how to keep the 911 fund solvent beyond 2002 if a referendum is not used. Emergency Medical Dispatch Planning is proceeding well; projected implementation 1st quarter 2001. JoAnn Foley reported the waiver was granted and site approved by IDPH. Wireless 911 Implementation Based on statute State of Illinois Central Management Services (CMS), will disburse surcharge money by 5 digit zip code to ETSB's. CMS rules are still not final yet. Arrangements will need to be made with the County agencies and likely other agencies who have jurisdictions that share the same zip codes. This is a statewide issue that is still being discussed so agreements between agencies can be made. 2001 BUDGET The 2001 budget was presented and discussed. The major new expenses in the 2001 budget include $625,000 for CAD Phase III and $110,000 for wireless 911 equipment. Personnel salaries and benefits for 2001 are estimated at approximately $400,000. Revenues now include estimates of wireless 911 surcharge money. The board reviewed and approved the budget. A maintenance contract renewal with Motorola for the police laptops was reviewed. The proposed contract would provide the same coverage on the laptop computers as last years contract. This contract will provide maintenance on external components of the laptop including radio components, mounts, interface box, cabling, keyboards, and first line diagnostics. The hourly rate to provide maintenance on the units is $125 if the City does not enter into a maintenance contract. The recent experience indicates there is approximately 30 hours of maintenance work per month that is performed on the units. The cost of a maintenance contract is significantly less expensive than maintaining the units on an hourly time and materials basis ($1377 per month with maintenance contract vs. $3750 per month without maintenance contract). The laptop radio equipment maintained under this contract is Motorola equipment and they are subsequently a sole source provider for service on the equipment. The new contract covers the period 1/1/01 - 12-31-01. A motion was made by Jim Burns and seconded by Donna Scott to authorize the expense of $17,754 for this contract and recommended it be sent to Council for their consideration. Motion carried.. A 2 -year warranty extension agreement with WalkAbout Computers was reviewed. The current warranty with WalkAbout Computers expires 9/30/00. The recommended agreement will extend the warranty again for another two year period from10/1/00 - 9/30/02. Under this extended warranty, WalkAbout Computers will provide all labor and materials to maintain the internal/proprietary components of their "Hammerhead" laptop computer. The proposed agreement will provide the same coverage on the laptop computers as our current two year extended warranty agreement with WalkAbout Computers. This agreement also includes battery replacement for each laptop each year. The cost of this 2 year extended warranty on an annual basis is $11,475; total for 2 years is $22,950. WalkAbout Computer's hourly rate to provide maintenance on the internal components of the laptops is $55 per hour plus parts if the City does not renew the extended warranty. The recent experience indicates there is approximately 19 hours of maintenance work per month that is performed by WalkAbout Computers on the units. The cost of the 2 year extended warranty is significantly less expensive than maintaining the units on an hourly time and materials basis ( $956 per month with warranty vs. $1100 per month without warranty not including battery replacement). The "Hammerhead" laptop computers under this extended warranty are WalkAbout Computer equipment and they are subsequently a sole source provider for service on the equipment. A motion was made by Stan Sphatt and seconded by JoAnn Foley to authorize the expense of$22,950 for this contract and recommended it be sent to Council for their consideration. Motion carried. OLD BUSINESS Motorola will be providing a quote to the City to take down the existing radio tower at 150 Dexter Ct. and relocate the equipment to either ISP District 2 Headquarters, 777 S. State St., or 120 S. State St., Elgin Housing Authority. Chairman Burns and City staff recently met to discuss this. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Donna Scott moved to adjourn the meeting and it was seconded by JoAnn Foley. Motion carried. The meeting was adjourned at 4:31 P.M. Respectfully submitted, mes Burn s hairman These minutes were approved by on ?///r/ by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES September 21, 2000 Present: Jim Burns, Chairman Donna Scott JoAnn Foley Stanley Sphatt Absent: Bill Diamond CALL TO ORDER The meeting was called to order at 3:36 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by JoAnn Foley and seconded by Donna Scott to approve the minutes of the ETSB meeting of August 17, 2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $1046.90. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay the invoice. Motion carried. An invoice from Nelson Systems Inc. for a 1 yr. maintenance contract on the recording equipment was presented in the amount of$8943.31. This is the 4th year of the 5 year agreement. A motion was made by Stanley Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. Three invoices from the National Academy of Emergency Medical Dispatch for training for EMD Training ($1000), EMD card sets ($2020), and continuing education materials ($560) were presented totaling $3580. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from Elgin Travel for air fare for Dir. Moses travel to the EMD Training Conference was presented in the amount of $319. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay the invoice. STATUS REPORT: CAD Project Chairman Burns reported the PRC Contract was sent back to them after staff have made the changes recommended by the purchasing and legal departments. Board Request for Referendum To Increase 911 Surcharge Chairman Burns reported the 2001 Budget Decision Package will go to council for their consideration 9/22/00. They will make a decision as to how to keep the 911 fund solvent beyond 2002 if a referendum is not used. Emergency Medical Dispatch rh. Comm. personnel are attending Medical Priority EMD Certification training as scheduling allows. We are hosting as many classes as possible to save on travel and overtime costs. Planning is proceeding well; projected implementation 1" quarter 2001. JoAnn Foley, Chairman of the American Heart Association Operation Heartbeat Committee, presented Chairman Burns with a plaque for the City to recognize the City's efforts to improve the Chain of Survival by e"' implementing EMD and AED devices. t Wireless 911 Implementation Director Moses reported that both the Cook and Kane County wireless groups are working on a solution for surcharge distribution. It's a complex issue that the groups are looking to try to work on a common solution/formula most everyone can use. Based on statute State of Illinois Central Management Services (CMS), will disburse surcharge money by 5 digit zip code to ETSB's. Arrangements need to be made between agencies who have jurisdictions that share the same zip codes. This is a statewide issue that is still being discussed so agreements between agencies can be made. OLD BUSINESS Chairman Burns reported that a decision package for a 4th radio site to cover the far west expansion area was submitted to City Council. The Fire Dept. submitted a decision package for modification to fire station paging. An agenda item was submitted to City Council for removal of the radio tower at 150 Dexter Ct. and purchase of replacement equipment to be located at ISP District 2 Headquarters, 777 S. State St., and 120 S. State St., Elgin Housing Authority. . NEW BUSINESS Board members discussed that most of them have a scheduling conflict with the next meeting r date of October 17, 2000. A motion was made by Chairman Burns and seconded by JoAnn Foley to schedule the next meeting on October 26, 2000 instead of 10/17/00. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Stanley Sphatt moved to adjourn the meeting and it was seconded by Donna Scott. Motion carried. The meeting was adjourned at 4:30 P.M. Respectfully submitted, aL sL•t-yi ames Burns Chairman These minutes were approved by on Cc.-7 2(<, ,�OC) by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES October 26, 2000 Present: Jim Burns, Chairman Bill Diamond JoAnn Foley Absent: Donna Scott Stanley Sphatt CALL TO ORDER The meeting was called to order at 3:31 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by Bill Diamond and seconded by JoAnn Foley to approve the minutes of the ETSB meeting of September 21, 2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $1046.04. A motion was made by by Bill Diamond and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from the National Academy of Emergency Medical Dispatch for EMD training was presented in the amount of $1250. A motion was made by JoAnn Foley and seconded by Bill Diamond to pay the invoice. Motion carried. An invoice from MBNA America was presented in the amount of$1124.68 for EMD Training Conference expenses for EMD Coord. Eckler and Dir. Moses. A motion was made by by Bill Diamond and seconded by JoAnn Foley to pay the invoice. Motion carried. STATUS REPORT: CAD Project Chairman Burns discussed the CAD Committee's recommendation to contract with Ronald Vegemast Engineering, Inc. to write the CAD Phase III RFB. The negotiated contract price is $30,000. A motion was made by Bill Diamond and seconded by JoAnn Foley authorizing expenditure of 911 funds and to recommend City Council consider contracting with Ronald Vegemast Engineering for the work. Motion carried. Board Request for Referendum To Increase 911 Surcharge Chairman Burns reported the 2001 Budget Decision Package went to council for their consideration. They will make a decision as to how to keep the 911 fund solvent beyond 2002 if a referendum is not used. Emergency Medical Dispatch Comm. personnel are attending Medical Priority EMD Certification training as scheduling allows. Planning is proceeding well; projected implementation 13' quarter 2001. Chairman a 7 Burns presented the board with a price quote of$29,684 for the Medical Priority EMD software. This is the software for call-taking and to perform quality assurance. A motion was made by Bill Diamond and seconded by JoAnn Foley authorizing expenditure of 911 funds and to recommend City Council consider contracting with Medical Priority for the software. Motion carried. Wireless 911 Implementation Director Moses, Systems Specialist Trob and Supv. Cox have been meeting with area PSAP's throughout Cook and Kane Counties for planning. Process is moving along well with income and implementation possible in first quarter of 2001. OLD BUSINESS None. NEW BUSINESS Chairman Burns discussed the purchase of a 19.2 data radio base station for use on the ALERTS network for CAD Phase M. Equipment costs are approximately $55,000 with the 911 fund fronting the costs. The 911 fund will recover the costs through rebate of user fees from ALERTS . (Illinois Criminal Justice Information Authority). Contract negotiations are still in process and Chairman Burns will return to board for approval when complete. The purchase of this data radio base station would allow the transition to enhanced communications planned in CAD Phase III. It would also allow data transmission at speeds two times faster than currently being done on the ALERTS network now. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by Bill Diamond and seconded by JoAnn Foley to adjourn the meeting. Motion carried. The meeting was adjourned at 4:15 P.M. Respectfully submitted, mes Burns Chairman These minutes were approved on \ \ \ \c- OC1 by the Emergency Telephone System Board. • e EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES November 16, 2000 Present: Jim Burns, Chairman Donna Scott Bill Diamond Stanley Sphatt JoAnn Foley CALL TO ORDER The meeting was called to order at 3:37 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by JoAnn Foley and seconded by Donna Scott to approve the minutes of the ETSB meeting of October 26, 2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $1046.29. A motion was made by by JoAnn Foley and seconded by Stanley Sphatt to pay the invoice. Motion carried. STATUS REPORT: CAD Project City Council approved contracting with Ronald Vegemast Engineering for the CAD Phase III RFP work. Phase III RFP is now being worked on by Vegemast Engineering and CAD Committee; anticipated completion 12/31/00. Board Request for Referendum To Increase 911 Surcharge Information given to City Council for consideration but no direction from Council received yet. Emergency Medical Dispatch Planning is proceeding well; projected implementation 1" quarter 2001. Comm. personnel are attending Medical Priority EMD Certification training as scheduling allows. Wireless 911 Implementation Both Kane and Cook County PSAP's are working on determining PSAP surcharge percentages for single zip code areas handled by multiple PSAP's. They're also working on cell site routing �r► to PSAP's. Projected implementation possible in first quarter of 2001. 4 OLD BUSINESS None. NEW BUSINESS JoAnn Foley reported that AED devices are being considered for key locations in Elgin. The American Heart Association recommends them. The AHA Operation Heartbeat Committee is working on this. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by JoAnn Foley and seconded by Bill Diamond to adjourn the meeting. Motion carried. The meeting was adjourned at 3:59 P.M. Respectfully submitted, Øames Burns Chairman r These minutes were approved by on 4,1-J/LO by the Emergency Telephone System Board. W •y EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES December 21,2000 Present: Jim Burns, Chairman Donna Scott Stanley Sphatt JoAnn Foley CALL TO ORDER The meeting was called to order at 3:31 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by Donna Scott and seconded by Stanley Sphatt to approve the minutes of the ETSB meeting of November 16, 2000. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech was presented in the amount of $1047.04. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from the State of Illinois, Illinois Criminal Justice Information Authority was presented in the amount •. of $9702.00 for ALERTS infrastructure use fees for 58 police department laptop computers. A motion was made by by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. STATUS REPORT: CAD Project Phase III RFP is now being worked on by Vegemast Engineering and CAD Committee; final review is in progress. Board Request for Referendum To Increase 911 Surcharge City Council approved 2001 budget but made no comment on 911 Fund anticipated shortfall in 2002. Emergency Medical Dispatch Planning is proceeding well. Wireless 911 Implementation Both Kane and Cook County PSAP's are working on determining PSAP surcharge percentages for single zip code areas handled by multiple PSAP's. They're also working on cell site routing rik to PSAP's. Projected implementation possible in spring of 2001. ��,.. OLD BUSINESS None. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by JoAnn Foley and seconded by Stanley Sphatt to adjourn the meeting. Motion carried. The meeting was adjourned at 4:05 P.M. Respectfully submitted, ames Burns Chairman r These minutes were approved on I ! \ l by the Emergency Telephone System Board. rik