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HomeMy WebLinkAbout2001 E-911 Board Minutes EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES January 18, 2001 Present: Jim Burns, Chairman William Diamond Stanley Sphatt JoAnn Foley CALL TO ORDER The meeting was called to order at 3:30 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by Stanley Sphatt and seconded by William Diamond to approve the minutes of the ETSB meeting ?1, 2000 with one correction. Minutes should reflect ,-1;^1 rnme it motion was seconded by Stanley Sphatt not William Diamond. Motion carried. AUTHORIZE PAYMENT OF INVOICES Invoices from Medical Priority totaling $2249.00 for EMD training were presented for payment. A motion was made by William Diamond and seconded by Stanley Sphatt to pay the invoices. eft. STATUS REPORT: CAD Project Phase III RFP is now being worked on by Vegemast Engineering and CAD Committee; will go out for bids in next few weeks. Emergency Medical Dispatch Planning is proceeding v',.11, almost all dispatchers are now trained. 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 to PSAP's. Projected implementation possible in late spring of 2001. OLD BUSINESS None. NEW BUSINESS • None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by William Diamond and seconded by JoAnn Foley to adjourn the meeting. Motion carried. The meeting was adjourned at 3:49 P.M. Respectfully submitted, S /James Burns Chairman i,use minutes were approved on 2- I 1 S I Q 1 by the Emergency Telephone System Board. rik EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES February 15, 2001 Present: Jim Burns, Chairman Stanley Sphatt JoAnn Foley Donna Scott 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 JoAnn Foley to approve the minutes of the ETSB meeting of January 18, 2001. Motion carried. AUTHORIZE PAYMENT OF INVOICES Invoices from Medical Priority totaling $944.75 for EMD training were presented for payment. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay the invoices. Motion carried. Invoices from Ameritech totaling $2094.84 were presented for payment. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay the invoices. Motion carried. An Ark invoice from Vegemast Engineering in the amount of 29,044.78 for CAD Phase III work was presented for payment. A motion was made by JoAnn Foley and seconded by Donna Scott to pay the invoice. Motion carried. An invoice from PRC in the amount of $18,722.15 for CAD hardware maintenance was presented for payment. A motion was made by Stanley Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. STATUS REPORT: CAD Project Phase III RFP has been delivered and will be sent out pending City Council approval of an extension to Vegemast Engineering's contract. The Vegemast contract is still pending legal review and council approval. Emergency Medical Dispatch Preparation is going well for implementation of the program in the summer. Wireless 911 Implementation Projecting implementation of wireless 911 in late spring of 2001. OLD BUSINESS ,I" 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 3:55 P.M. Respectfully submitted, ames Burns hairman These minutes were approved on /610/ by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN • MINUTES March 15, 2001 Present: Jim Burns, Chairman Stanley Sphatt JoAnn Foley Donna Scott CALL TO ORDER The meeting was called to order at 3:32 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 February 15, 2001. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Medical Priority in-the amount of $750 for EMD training was presented for payment. A motion was made by Stanley Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. An invoice from Ameritech for wireline 911 in the amount of $1046.77 was presented for payment. A motion was made by Stanley Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. Invoices from Ameritech for wireless 911 totaling $2506.96 were presented for payment. A motion was made by Donna Scott and seconded by Stanley Sphatt to pay the invoices. Motion carried. STATUS REPORT: CAD Project City Council approved an addendum to Vegemast Engineering's contract on 3/14/01 to provide additional services for the CAD Phase III project including; proposal preparation, proposal evaluation & recommendation, and contract negotiations. Phase III RFP was sent out and proposals are due back to the City 5/3/01. The Police & Fire Departments will begin Beta Test the Motorola AirMobile wireless network software in August, 2001. The system will be tested for possible integration into the CAD Phase III project. The AirMobile system would serve as a wireless network for download/upload of information from vehicles on the street to fixed location servers. Emergency Medical Dispatch All communications personnel have completed all required training courses. Practical use of the EMD Cardsets will begin at console positions 3/19/01. EMD Coordinator Eckler will begin quality assurance on EMD calls for training/coaching/counseling. Preparation is going well for implementation of the program in the summer. The EMD software will be ordered as soon as it is approved by City Council, probably in June 2001. r Wireless 911 Implementation Projecting implementation of wireless 911 in late spring of 2001. OLD BUSINESS Chairman Burns reported the Illinois Criminal Justice Information Authority's ALERTS system will stay up and running for at least the next 7 years. It had been rumored the infrastructure was no longer going to be supported and ALERTS users would have to migrate to the Illinois Wireless Information Network; a CDPD network. Chairman Burns advised the board it would now be appropriate to authorize the expenditure to purchase a base station for use on the ALERTS network. Stanley Sphatt made a motion recommending City Council authorize the purchase of a radio base station from Motorola at a cost of $55,000 for use on the ALERTS network. The motion was seconded by Donna Scott. Motion carried. Chairman Burns and staff met with the Illinois Criminal Justice Information Authority to negotiate the contract for using the ALERTS infrastructure in the CAD Phase III project. The City will get discounted user fees in exchange for purchasing the base station. ICJIA will also maintain the base station after it's up and operating. The contract will be brought to the board for consideration when it's received. NEW BUSINESS The old radio tower at City Hall was successfully removed & new back-up equipment installed and operating. Motorola is assisting the City in reviewing possible tower sites for the new 4th radio site. Chairman Burns will be sending an ordinance recommendation to the City Council on behalf of the police & fire departments. The recommendation is to require new "heavy radio coverage" buildings in the City to install in-building radio antenna amplification equipment to allow radio coverage for public safety personnel responding to emergencies in those buildings. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by Stanley Sphatt and seconded by Donna Scott to adjourn the meeting. Motion carried. The meeting was adjourned at 4:12 P.M. Respectfully submitted, a.67' mes Burns Chairman These minutes were approved on, �� /7 / by the Emergency Telephone System Board. • t � EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES May 17, 2001 Present: Jim Burns, Chairman Stan Sphatt JoAnn Foley CALL TO ORDER The meeting was called to order at 3:32 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by JoAnn Foley and seconded by Stan Sphatt to approve the minutes of the ETSB meeting of March 15, 2001. Motion carried. AUTHORIZE PAYMENT OF INVOICES Invoices from Medical Priority totaling $1750 for EMD training were presented for payment. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoices. Motion carried. An invoice from Medical Priority in the amount of $1665 for EMD protocol guides & cardset stands was presented for payment. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice. Motion carried. An invoice from Ameritech for wireline 911 in the amount of $1046.70 was presented for.payment. A motion was made by Stan Sphatt and seconded by JoAnn Foley to pay the invoice. Motion carried. Invoices from Ameritech for [ wireless 911 totaling $822.25 were presented for payment. A motion was made by Stan Sphatt and seconded by JoAnn Foley to pay the invoices. Motion carried. STATUS REPORT: CAD Project Phase III RFP deadline was extended to 6/1/01. The Police & Fire Departments are moving forward with Beta Testing of the Motorola AirMobile wireless network software in August, 2001. The system will be tested for possible integration into the CAD Phase III project. The AirMobile system would serve as a wireless network for download/upload of information from vehicles on the street to fixed location servers. A motion was made by Stan Sphatt and seconded by JoAnn Foley to authorize the expenditure of an amount not to exceed $29,000 for the AirMobile Beta Project. Motion carried. ALERTS Contract Still waiting for the contract from ICJIA. Emergency Medical Dispatch The EMD software will be ordered as soon as it is approved by City Council, probably in June 2001. JoAnn Foley expressed a concern about the delay in getting the EMD software ordered. The 911 board approved the expenditure for the software last fall and the telecommunicators need the software to be able to appropriately handle EMD calls. The telecommunicators are working short-handed as it is. We've asked them to take on the additional workload of EMD, and they need the "tools" (EMD software) to do EMD efficiently. Chairman Burns will follow up on this issue. Wireless 911 Implementation PSAP's in both Kane & Cook Counties are working together to do a gradual implementation of the wireless carriers one at a time as they are ready to implement. AT&T Wireless requires a contract for implementation. A motion was made by Stan Sphatt and seconded by JoAnn Foley to recommend the City enter into a contract with AT&T Wireless for wireless 911 service. Motion carried. The City received the first wireless 911 surcharge check in the amount of $13,108.89. OLD BUSINESS Chairman Burns and board members discussed the status of the 911 Fund and a possible referendum. A referendum may not be the solution if the wireline 911 lines continue to decrease as is anticipated. The 911 fund could remain solvent if it was not used to pay for personnel. This issue will be discussed with the City Manager and Budget Team in June. NEW BUSINESS Bill Diamond and Stan Sphatt's board term's expired 5/1/01. Bill Diamond is not able to serve another term. He served on the board from it's inception in 1989. Chairman Burns and the board members thank him for his many years of dedicated service to the City. Chairman Burns will order a plaque and make arrangements for presentation to Bill Diamond. Chairman Burns r'' will also submit a recommendation for Bill Diamond for a Police Chief's Appreciation Award at the Annual Police & Fire Awards Banquet in November. Chairman Burns made a recommendation of Deputy Chief Curt Kramer to the Mayor as a replacement board member. Stan Sphatt indicated he would be able to serve another term on the board. UNSCHEDULED AGENDA ITEMS JoAnn Foley informed the board that HB279 changes the EMS Act requiring 12 hours of continuing education each year. ADJOURNMENT A motion was made by Stanley Sphatt and seconded by JoAnn Foley to adjourn the meeting. Motion carried. The meeting was adjourned at 4:31 P.M. Respectfully submitted, mes Burns Chairman These minutes were approved on C (2 1 I O \ by the Emergency Telephone System Board. s ' EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES June 21,2001 Present: Jim Burns, Chairman Stan Sphatt Donna Scott CALL TO ORDER The meeting was called to order at 3:35 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by Stan Sphatt and seconded by Donna Scott to approve the minutes of the ETSB meeting of May 17, 2001. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech for wireline 911 (4/5/01-5/4/01) in the amount of $1046.43 was presented for payment. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. An invoice from Ameritech for wireline 911 (5/5/01-6/4/01) in the amount of $1046.46 was presented for payment. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. An invoice from Ameritech for wireless 911 (4/5/01-5/4/01) in the amount of $308.58 was presented for payment. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. An invoice from Ameritech for wireless 911 (5/5/01-6/4/01) in the amount of $308.58 was presented for payment. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. An invoice from State of Illinois, Criminal Justice Information Authority for ALERTS fees (7/1/01-12/31/01) in the amount of $9306 was presented for payment. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. STATUS REPORT: CAD Project Phase III proposals have been received and are being reviewed by staff and Vegemast Engineering. The costs are very high and will require staff to look at all options before making a recommendation to the board and City Council. ALERTS Contract A five year contract was received from ICJIA which includes reduced fees to cover the $55,000 expense for the base station we will purchase from Motorola to use on the ALERTS network. Emergency Medical Dispatch The Communications Center had it's first "save". A telecommunicator gave CPR instructions over the phone to a man who's wife had an apparent heart attack. The telecommunicator did an excellent job in performing as an Emergency Medical Dispatcher. Work is proceeding forward to purchase the computerized EMD software. Wireless 911 Implementation Wireless testing with carriers is being done. We're receiving wireless 911 surcharge monies slowly, for the end of last year from CMS. The Communications Center is getting Phase 0 wireless 911 calls now which do not have location information. Phase I implementation will provide the tower location and the cellular handset telephone number (working to implement now). Phase II implementation will provide the specific location of the cellular handset, such as an X-Y coordinate of where the call is actually at(implementation possibly 2002). OLD BUSINESS The 5 year budget was distributed and discussed. The City will be making a decision on whether a referendum will be sought in the next few months. Current 911 Budget projections show the fund going into the negative by the end of 2002. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS r The Mayor is forwarding a recommendation to Council to appoint Deputy Chief Curt Kramer to fill the open position on the board. ADJOURNMENT A motion was made by Donna Scott and seconded by Stan Sphatt to adjourn the meeting. Motion carried. The meeting was adjourned at 4:05 P.M. Respectfully submitted, /ames Burns hairman These minutes were approved on 7/ 2/ by the Emergency Telephone System Board. i EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES July 19, 2001 Present: Jim Burns, Chairman Stan Sphatt Donna Scott JoAnn Foley CALL TO ORDER The meeting was called to order at 3:38 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by Stan Sphatt and seconded by Jim Burns to approve the minutes of the ETSB meeting of June 21, 2001. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech for wireline 911 in the amount of $1047.15 was presented for payment. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice. Motion carried. An invoice from Ameritech for wireless 911 in the amount of $308.58 was presented for payment. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice. Motion carried. STATUS REPORT: CAD Project The CAD Committee is waiting for an alternate proposal from Motorola for a new CAD system because the cost to upgrade the existing system was very high. The CAD Committee felt it was in the best interest of the City to look at possibly replacing the system as opposed to spending almost as much money to upgrade the current system which is six years old. The contract with Motorola for beta testing the AirMobile software will go to council at their next meeting. ALERTS Contract A five year contract was received from ICJIA which includes reduced fees to cover the $55,000 expense for the base station we will purchase from Motorola to use on the ALERTS network. The contract is under review by the Legal Dept. Emergency Medical Dispatch The City Manager gave approval to send the agenda item to Council for the purchase of the EMD software after legal completes their review of the license agreement. 1 � Wireless 911 Implementation em. Wireless Phase I testing with carriers is being done. We're receiving wireless 911 surcharge monies slowly, for the end of last year from CMS. The Communications Center is getting Phase 0 wireless 911 calls now which do not have location information. Phase I implementation will provide the tower location and the cellular handset telephone number (working to implement now). Phase II implementation will provide the specific location of the cellular handset, such as an X-Y coordinate of where the call is actually at (implementation possibly 2002). OLD BUSINESS No decision has been made yet on whether a referendum will be sought in the next few months. Current 911 Budget projections show the fund going into the negative by the end of 2002. A tower on Nestler Rd. is being recommended by Motorola for the new 4th radio site. Chairman Burns is involved in preliminary negotiations with Spectrasite, the tower owner. NEW BUSINESS Deputy Chief Curt Kramer was appointed to the board to fill the position vacated by Bill Diamond. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by Stan Sphatt and seconded by Donna Scott to adjourn the meeting. Motion carried. The meeting was adjourned at 4:07 P.M. Respectfully submitted, mes Burns Chairman These minutes were approved on /‘ � by the Emergency Telephone System Board. risk EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES rk September 20, 2001 Present: Jim Burns, Chairman Stan Sphatt JoAnn Foley Curt Kramer Donna Scott CALL TO ORDER The meeting was called to order at 3:40 p.m. by Jim Burns, Chairman. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by Stan Sphatt and seconded by Curt Kramer to approve the minutes of the ETSB meeting of August 16, 2001. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech for wireline 911 in the amount of $1047.45 was presented for payment. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from Ameritech for wireless 911 in the amount of $308.58 was presented for payment. A motion was made by Stan Sphatt and seconded by Curt Kramer to pay the invoice. Motion carried. A statement of travel expenses for the EMD/Navigator training conference for EMD Coordinator Mike Eckler in the amount of $245.00 was presented for payment. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from Motorola in the amount of$600 for the installation of a 9-1-1 trunk card for wireless 9-1-1 was presented for payment. A motion was made by Stan Sphatt and seconded by Curt Kramer to pay the invoice. Motion carried. An invoice from Medical Priority for updated EMD cards in the amount of$724.99 was presented for payment. A motion was made by Donna Scott and seconded by Curt Kramer to pay the invoice. Motion carried. An invoice from Nelson Systems for the maintenance contract on the Lanier logging recorder in the amount of $9,390.47 was presented for payment. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. STATUS REPORT: CAD Project The CAD Committee has had 2 meetings with Motorola and Printrak and are awaiting a final meeting to discuss the total cost. The CAD committee looked at several other CAD systems. New Worlds was not appropriate for the needs of the communications center and HTE never responded back to phone calls from committee members. PRC contacted the CAD committee in reference to the possibility of negotiating the price, but were advised that as long as we are in the RFP stage, we can not negotiate the price. The CAD committee hopes to be able to make a recommendation to the 9-1-1 Board very soon. ALERTS Contract D.C. Burns and System Specialist Trob attended a meeting September 19, 2001 with CMS and Criminal Justice Authority personnel. Based on this meeting, they feel comfortable with going forward with the contract. They were assured Alerts would be ready when we will be. Emergency Medical Dispatch The City Manager gave approval to send the agenda item to Council for the purchase of the EMD software after legal completes their review of the license agreement. The review was completed and it has been placed on the October 10, 2001 agenda. On November 13, 2001, there is an EMD bill which will be going to a veto session, but we will be ok because the bill is drafted very similar to the Medical Priority guidelines which are used by the emergency communications center. Wireless 911 Implementation The city has gone live with Phase 1 wireless with only 2 carriers out of 7 (Cingular and Verizon), and is receiving Phase 0 from 3 others with Nextel and AT & T wireless still using Connor Communications. The original deadline was September 11, 2001 but was extended by the ICC. The new ruling does not have a"drop dead" date in it. There was some discussion as to if the 9-1-1 Board needed to go to the ICC and all board members expressed a willingness to do so if needed. OLD BUSINESS CMS has been collecting the surcharge from AT & T wireless and the city received it's first check which reflected that. The check was approximately $4,000 more then the previous checks. D.C. Burns advised there would be no referendum to increase the surcharge, but the city is looking into a Telecommunications tax and the 9-1-1 Board could look to use some of that money, or perhaps take the personnel out from the 9-1-1 budget and put them in the general fund. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by Stan Sphatt and seconded by Donna Scott to adjourn the meeting. Motion carried. The meeting was adjourned at 4:25 P.M. Respectfully submitted, ames Burns Chairman These minutes were approved on /C /8. 0/ by the Emergency Telephone System Board. r EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES October 18, 2001 Present: Jim Burns, Chairman Stan Sphatt JoAnn Foley Curt Kramer Donna Scott 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 Donna Scott and seconded by Stan Sphatt to approve the minutes of the ETSB meeting of September 20, 2001. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech for wireline 911 in the amount of $1016.15 was presented for payment. A motion was made by Donna Scott and seconded by Curt Kramer to pay the invoice. Motion carried. An invoice from Ameritech for wireless 911 in the amount of $308.58 was presented for payment. A motion was made by Donna Scott and seconded tw Cgirt Kramer to pay the invoice. Motion carried. A statement of the registration expenses for the EMD/Navigator rob. training conference for EMD Coordinator Mike Eckler in the amount of$915.00 was presented for payment. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. STATUS REPORT: CAD Project The CAD Committee is recommending the city proceed with purchasing Motorola's Printrak CAD system to replace the existing PRC Alterisview. Printrak currently offers many of the features and interfaces which PRC has been unable to deliver. There is also concern because PRC has not implemented a new Alterisview system in the past year where as Motorola is solvent and is going to be in the business in the coming years. Several members of the CAD committee have a meeting scheduled with the City Manager to discuss how this purchase will ultimately save the city money over updating PRC's Alterisview. ALERTS Contract D.C. Burns advised the Alerts contract is ready and will be taken to the City Council soon. Emergency Medical Dispatch The contract to purchase the software was passed by the committee of the whole, and will be approved by the city council at their next meeting. Wireless 911 Implementation There was some discussion in reference to the fact that there is currently no way to verify the wireless 9-1-1 usage and that basically we are trusting the wireless vendors to be providing accurate counts and surcharge monies. The board expressed it's extreme displeasure with JCAR extending the deadline where wireless carriers would not be allowed to use Connor Communications for their 9-1-1 calls, but would have to deliver them to a PSAP. The board members were disappointed that the legislature gave that extension as the expectation was the wireless vendors would be held to the deadline. There was discussion as to the importance of wireless 9-1-1 accessibility and the public's perception that it is available, especially in the wake of the September 11 incident. Several of the wireless carriers have stepped up and are currently in the process of implementing at least Phase 0 wireless 9-1-1 (no call back phone number) with the exception of AT&T wireless which has continued using Connor Communications and is making little, if no, effort to implement wireless 9-1-1. OLD BUSINESS The 4th antenna site will cost approximately $799 a month and, because of design and location, should improve several of the areas of the city which now have marginal radio coverage. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by Donna Scott and seconded by Stan Sphatt to adjourn the meeting. Motion carried. The meeting was adjourned at 4:10 P.M. Respectfully submitted, James Burns Chairman These minutes were approved on ((/-/%/ by the Emergency Telephone System Board. y <+h EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES November 15, 2001 Present: Jim Burns, Chairman Stan Sphatt JoAnn Foley CALL TO ORDER The meeting was called to order at 3:30 p.m. with the present board members being escorted to City Hall to get picture IDs. APPROVAL OF PREVIOUS MEETING MINUTES A motion was made by Stan Sphatt and seconded by JoAnn Foley to approve the minutes of the ETSB meeting of October 18, 2001. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech for wireline 911 in the amount of $1046.91 was presented for payment. A motion was made by JoAnn Floey and seconded by Scott Sphatt to pay the invoice. Motion carried. An invoice from Ameritech for wireless 911 in the amount of $308.58 was presented for payment. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice. Motion carried. An invoice from Motorola for upgrading the 9-1-1 switch to accept 10 digit ANI for wireless 9-1-1 for $575.00 was presented for payment. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice. Motion carried. An invoice for $11,475 for the 2nd year of warrant for the WalkAbout laptop computers was presented for payment. There was some discussion that the service on the WalkAbout computers had been very good. Several are due to be replaced in 2002 and there was some discussion as to what type of replacement laptops would be purchased. The CAD committee has looked at several and is recommending the Panasonic laptops. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice. An invoice for $1,100.00 for EMD class registration for 3 telecommunicators was presented for payment. A motion was made by JoAnn Foley and seconded by Stan Sphatt to pay the invoice. STATUS REPORT: CAD Project Gail Cohen of the city's purchasing department has recommended rejecting all the proposals to the city council. The actual "Phase III" part of the project has been terminated as the need to replace the CAD system has become apparent. This will involve putting out an RFP which both Motorola and PRC have expressed an interest in responding to. The board expressed it's dissatisfaction with the decision by the finance department to not use the $700,000 saved in the 4'' radio tower site project to fund the replacement of the CAD system and instead, the board will have to look at other ways of financing the project. There was discussion on having the city pay the board some of the money which is due the board at a later date and using that money to fund the project. There also was discussion that this is a capital project and it may be appropriate to use riverboat money to fund it. It was expressed that the CAD committee hoped to have the RFP completed by the end of the year. ALERTS Contract D.C. Burns advised the Alerts contract was passed by the city council on November 14, 2001. Emergency Medical Dispatch The software has been purchased and training should begin in the next month. It was noted that of the 3 telecommunicators the invoice presented for payment covered, only one was still employed by the city. It was decided that new telecommunicators will not be sent to EMD certification classes until they have almost completed the training program. Wireless 911 Implementation AT&T still has shown no progress and is still projecting out a "go live" date in February or March 2002. Nextel has been testing and, while running into some "problems" at least is showing progress. OLD BUSINESS The city council on November 14 had again discussed the budget and a possible 9-1-1 referendum. The consensus of the council members is that the citizens will vote for it and it would pass. A $2.00 9-1-1 surcharge seems to be acceptable where a $2.50 telecommunications tax is not deemed acceptable. The feeling was that the 9-1-1 surcharge, which is not based on percentage but on the number of lines, would be proposed. NEW BUSINESS The 4`h radio site tower has been approved and will go forward. There was discussion ref the city's having a disaster plan and the police department is currently working on an evacuation policy. The city does have an emergency preparedness plan and there was some discussion as to the need for redundancy in the radio system, perhaps there is no need for redundant Ti's to the various radio sites. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by JoAnn Foley and seconded by Stan Sphatt to adjourn the meeting. Motion carried. The meeting was adjourned at 4:32 P.M. Respect submitted, .mes Burns Chairman These minutes were approved on /2—2c'a by the Emergency Telephone System Board. EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES December 20, 2001 Present: Jim Burns, Chairman Stan Sphatt JoAnn Foley Curt Kramer Donna Scott 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 Stan Sphatt and seconded by Donna Scott to approve the minutes of the ETSB meeting of November 15, 2001. Motion carried. AUTHORIZE PAYMENT OF INVOICES An invoice from Ameritech for wireline 911 in the amount of $1047.25 was presented for payment. A motion was made by Donna Scott and seconded by JoAnn Foley to pay the invoice. Motion carried. An invoice from Ameritech for wireless 911 in the amount of $308.58 was presented for payment. A motion was made by Stan Sphatt and seconded by Donna Scott to pay the invoice. Motion carried. An invoice froth Medical Priority in the amount of$550.00 for the training of two new telecommunicators was presented for payment. A motion was made by Donna Scott and seconded by Joanne Foley to pay the invoice. Motion carried. An invoice from Medical Priority for $138.00 for annual maintenance of the EMD cardsets was presented for payment. A motion was made by Curt Kramer and seconded by Donna Scott to pay the invoice. Motion carried. An invoice from Medical Priority for the purchase of the ProQA and AQUA software in the amount of $29,714.00 was presented for payment. A motion was made by Donna Scott and seconded by Stan Sphatt to pay the invoice. Motion carried. STATUS REPORT: CAD Project The draft RFP has been received from Motorola and is being reviewed by CAD Committee members. The Committee will meet shortly after the first of the year to discuss the proposal, suggest changes, etc. A finalized document should be ready before the end of January. ALERTS Contract Equipment is being received for the project. The Motorola project manager projects a completion date sometime at the end of February or the beginning of March. Emergency Medical Dispatch The software has been received. A question regarding were it will be installed has arisen. When the decision to purchase the software was made the police server resided in the police facility. Since that time the City purchased a single large server, located it in City Hall, and consolidated all of the individual departmental servers onto it. Jeff Massey, the MIS Director, feels that it would be better to have the EMD software running locally on a device at the Police Department. �,.. He suggests using one of the servers that the Fire Department uses for its records management system. The fire department is checking with the RMS vendor to see if this would cause any problems. Wireless 911 Implementation Nextel has implemented Phase I wireless service. AT&T has begun testing but has run into difficulties. OLD BUSINESS Curt Kramer discussed his feelings regarding funding for the new CAD project. He felt relatively confident that monies would be made available. Equipment for the 4th radio site is being delivered. The Motorola project manager expects completion before the end of April. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT A motion was made by Joanne Foley and seconded by Curt Kramer to adjourn the meeting. Motion carried. The meeting was adjourned at 4:05 P.M. Respectfully submitted, James Burns Chairman These minutes were approved on by the Emergency Telephone System Board.