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Home My WebLink About2006 E-911 Board Minutes Emergency Telephone System Board Thursday January 19, 2006 3:30 P.M. Elgin Police Department Chief's Conference Room Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA 1. Call Meeting to Order 2. Approval of Previous Month's Minutes 3. Authorize Payment of Invoices 4. Status Reports: a. Phase 2 wireless b. ICC authorization of revised emergency plan c. Appointment of new director d. Recommendation of the chairman to the Mayor's office 5. Old Business 6. New Business 7. Unscheduled Agenda Items 8. Adjournment c: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES January 19, 2006 Present: Donna Scott Pat Crawford Bob Duffy Joe Bush Absent: JoAnn Foley Tim Michaels CALL TO ORDER The meeting was called to order at 3:38PM.No quorum was present due to the absent members and with the retirement of Jim Burns. No voting occurred;however communication and information was presented. APPROVAL OF PREVIOUS MEETING MINUTES The minutes for the December 15, 2005 meeting were reviewed. AUTHORIZE PAYMENT OF INVOICES SBC Bills: Dec 5- Jan 4 = $69.92. "'• Dec 5 —Jan 4= $331.30 Pending approval. STATUS REPORTS: Phase 2 Wireless Phase 2 wireless is moving along. We are still gathering contact information for the wireless carriers so letters can be sent out. Once the letters are sent out, SBC will be contacted to have the ALI data format changed from Phase 1 to Phase 2. ICC Authorization of Revised Emergency Plan All necessary paper work has been sent to the ICC. Final approval is still pending. Appointment of a New Director Bob Duffy updated the board on the progress. The Elgin Police Department has narrowed down to two possibly candidates for the Director of Communications. Further updates will be announced at the next board meeting. OLD BUSINESS None NEW BUSINESS The next meeting of the E911 Board is scheduled for Thursday,February 16,2006 at 3:30 PM in the Law Enforcement Facility, Chief's Conference Room. UNSCHEDULED BUSINESS Bob Duffy and Joe Bush gave a brief overview of future enhancement projects that are being planned. When Fire Station 8 is constructed,a new fully redundant backup 911 center will be built. Budget and-planning for this will be discussed in more dept at a future date. The Elgin Police Department is planning to purchase a records management system, with plans to interface with CAD. This will decrease the duplication of work being done by the Records division, and lead towards a mobile reporting system. ADJOURNMENT Adjournment-4: 0 PM. Respecttfully s i e , Bob Duf yf", Secretary /(,, ZOO(4' These minutes were approved on by the Emergency Telephone System Board. Emergency Telephone System Board Thursday February 16, 2006 3:30 P.M. Elgin Police Department Chiefs Conference Room Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA 1. Call Meeting to Order 2. Approval of Previous Months Minutes 3. Authorize Payment of Invoices • SBC Invoices ($1,761.84) • Priority Dispatch(EMD) ($3,588.00) • Magik Technology—backup tapes 911 server($226.99) • Motorola Radio Service Invoice ($4,095.75) 4. Status Reports: a. New Communications Director—Mr. Henry Gralak b. New Communications System c. Re-Banding 5. Old Business 6. New Business • Certification training for EMD Coordinator($2,205.00) 7. Unscheduled Agenda Items 8. Adjournment c: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator t EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES February 16, 2006 Present: JoAnn Foley, Acting Chairman Pat Crawford Tim Michaels Bob Duffy Absent: Donna Scott CALL TO ORDER The meeting was called to order by Acting Chairman Foley at 3:34PM. APPROVAL OF PREVIOUS MEETING MINUTES The minutes for the December 12, 2005 meeting were reviewed. Motion to approve as written by Tim Michaels, 2"d Pat Crawford—Approved. AUTHORIZE PAYMENT OF INVOICES SBC Bills: Jan 5 —Feb 4 (630261-3235 471 6) $83.56 Jan 5 —Feb 4 (630 845-2405 773 1) $659.55 Dec 17—Jan 16 (773 R06-2523 850 2) $1,018.73 Motion to approve Tim Michaels, 2nd Pat Crawford- Approved Priority Dispatch Maintenance Agreements Annual (Aqua—ProQA—Cardset): 2006 Annual = $3,588.00 Motion to approve Tim Michaels, 2nd Pat Crawford- Approved Magik Technology Solutions Inc: Back up 911 server= $226.99 Motion to approve Tim Michaels, 2nd Pat Crawford—Approved Motorola Radio Service Invoice: = $4,095.75 Motion to tabled for further explanation by Tim Michaels, 2nd Pat Crawford - Approved STATUS REPORTS: a. New Communication Director was announced. Mr. Henry Gralak will start on 02/20/06 b. Status of new Communications systems and re-banding was discussed OLD BUSINESS Bob Duffy has not been appointed to the ETS Board at this time. Paperwork is working through the system. NEW BUSINESS The next meeting of the E911 Board is scheduled for Thursday, March 16, 2006 at 3:30 PM in the Law Enforcement Facility, Chief's Conference Room. UNSCHEDULED BUSINESS Certification Training for the EMD Coordinator (EMD-Q Certification course of instruction in Orlando, Florida, April 24 through 28, 2006. = $2,205.00 Motion to approve Pat Crawford, 2"d JoAnn Foley- Approved ADJOURNMENT Motion to Adjourn by Tim Michaels, 2"d Pat Crawford - Approved - Adjournment 4:05 PM. Rest- tfull ubmitted Bob l u Acting Secretary These minutes were approved on Atteal--1 Z a°b the Emergency cy Telephone System Board. r r EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES March 16, 2006 Present: Bob Duffy, Chairman Pat Crawford Tim Michaels Donna Scott Henry Gralak Absent: JoAnn C. Foley CALL TO ORDER The meeting was called to order by Chairman Duffy at 3:36 PM. The first order of business was the announcement that pursuant to a City Council measure, Bob Duffy is officially the Chairman of the Elgin ETSB. Mr. Duffy then introduced Henry Gralak, Director of Elgin Emergency Communications, as the interim Secretary/Member of the Elgin ETSB. APPROVAL OF PREVIOUS MEETING MINUTES The minutes for the February 16,2006 meeting were reviewed. No discussion. Tim Michaels made a motion to approve the minutes as written; second Pat Crawford—Approved. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice for Wireless 9-1-1 Service ($508.77) o No discussion; motion to authorize payment by Tim Michaels, second by Donna Scott. Unanimously agreed to. • AT&T Invoice for 9-1-1 Trunk Service ($377.23) o No discussion; motion to authorize payment by Donna Scott, second by Pat Crawford. Unanimously agreed to. • AT&T Invoice for Long Distance Business ($27.45) o No discussion; motion to authorize payment by Pat Crawford, second by Donna Scott. Unanimously agreed to. • Sprint Invoice for Connection Cards Remote Access 9-1-1 Service ($135.02) o No discussion; motion to authorize payment by Tim Michaels, second by Donna Scott. Unanimously agreed to. • Motorola Invoice for MDT Support($4,095.75) o No discussion; motion to authorize payment by Pat Crawford, second by Tim '' Michaels. Unanimously agreed to. ' STATUS REPORTS Mr.Duffy summarized a recent hardware failure of a computer at a dispatch position that prevented that position from receiving 9-1-1 calls. The Elgin technical staff asked Motorola for service on this computer only to find out that Elgin does not have four-hour response to service calls for 9-1-1 call taking/dispatch hardware as believed. The hardware provider,H-P,did send out a replacement board that arrived two days later and the position was restored to full service by Motorola support. Mr. Duffy is pursuing a strategic correction to this apparent technical support deficiency with Motorola. OLD BUSINESS Mr.Duffy reminded the Board that Mike Eckler,Elgin FD,has been approved for EMD Coordinator Certification Training in Orlando, Florida, April 24 through 28, 2006. NEW BUSINESS No new business. UNSCHEDULED BUSINESS None. ADJOURNMENT Motion to Adjourn by Tim Michaels; second by Donna Scott—Approved. Adjournment at 4:08 PM. Respectfully submitted, 948, Henry F. Gralak Acting Secretary These minutes were approved on April 20,2006 by the Emergency Telephone System Board. -2- Mar. 16, 2006 Emergency Telephone System Board Thursday April 20, 2006 3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA 1. Call Meeting to Order Mr. Duffy absent-vacation 2. Approval of Previous Month Minutes 3. Authorize Payment of Invoices • AT&T Invoice 773RO6252303, Acc't 773 RO6-2523 850 2, for Wireless 9-1-1 Service ($508.18) • AT&T Invoice 847Z99197703,Acc't 847 Z99-1977 923 0,for T1 connectivity from 151 Douglas to radios tower sites ($1,057.60) • AT&T Invoice 630845240504,Acc't 630 845-2405 773 1, for 9-1-1 Trunk Service ($324.17) • State of IL, CMS Telecommunications Revolving Fund, Invoice T0639326, Acc't T8889030 ($169.00) • Motorola Invoice 78017579, Acc't 1000260737 0004,radio maintenance&repair, 01 May 06 to 31 May 06 ($4,095.75) • National Academies of Emergency Dispatch, Invoice N6-1826, Universal ED-Q Recertification Course for Mike Eckler ($665.00) o Ref.: Bd. Meeting 16 Feb 06, approved funding of$2,205.00 for this. 4. Status Reports: 5. Old Business 6. New Business 7. Unscheduled Agenda Items 8. Adjournment EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES April 20, 2006 Present: JoAnn C. Foley Pat Crawford Tim Michaels Donna Scott Henry Gralak Not present: Bob Duffy, Chairman CALL TO ORDER JoAnn Foley assumed the role of Acting Chairman in the absence of Mr. Duffy. She called the meeting to order at 3:33 PM. APPROVAL OF PREVIOUS MEETING MINUTES The minutes for the March 16,2006 meeting were reviewed. No discussion. Tim Michaels made a motion to approve the minutes as written; second Donna Scott—Unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252303, Acc't 773 R06-2523 850 2, for Wireless 9-1-1 Service ($508.18) o Motion to Approve, Donna Scott; second by Pat Crawford; no discussion; unanimous approval. • AT&T Invoice 847Z99197703,Acc't 847 Z99-1977 923 0,for T1 connectivity from 151 Douglas to radios tower sites ($1,057.60) o Question as to being 9-1-1 Fund eligible. Deferred pending further information. Owner, Henry Gralak. This is normally paid out of 010-2306.731-38.01, General Fund. • AT&T Invoice 630845240504, Acc't 630 845-2405 773 1, for 9-1-1 Trunk Service ($324.17) o Motion to Approve, Tim Michaels; second by Donna Scott; no discussion; unanimous approval. • State of IL, CMS Telecommunications Revolving Fund, Invoice T0639326, Acc't T8889030 ($169.00) o Board requires more detail for this expenditure. Deferred pending further information. Owner, Henry Gralak. This is for Illinois Wireless Information Network (IWIN) service' wireless access to LEADS, etc. The$169 in unapplied monies was applied to Invoices • T0635036 and T06393226. We are even at this point. Next invoice will be for$84.50, the regular monthly fee. This item is also usually paid out of 010-2306.731-38.01, General Fund. • Motorola Invoice 78017579, Acc't 1000260737 0004,radio maintenance&repair, 01 May 06 to 31 May 06 ($4,095.75) o Motion to Approve, Tim Michaels; second by Donna Scott; no discussion; unanimous approval. • National Academies of Emergency Dispatch, Invoice N6-1826, Universal ED-Q Recertification Course for Mike Eckler ($665.00) o Ref.: Bd. Meeting 16 Feb 06, approved funding of$2,205.00 for this. So noted. STATUS REPORTS The Board would like further discussion on the issues of 9-1-1 related contracts; how they are managed, reviewed, approved, lines of communications with the various City entities involved.. This discussion was deferred pending Mr. Duffy's return. OLD BUSINESS No old business. NEW BUSINESS No new business. UNSCHEDULED BUSINESS None. ADJOURNMENT Motion to Adjourn by Tim Michaels; second by Donna Scott—Approved. Adjournment at 4:10 PM. Respectfully submitted,OA-a/a91,1 Henry F. Gralak Acting Secretary -2- Apr. 20, 2006 e."‘ These minutes were approved on May 18,2006 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r -3- Apr. 20, 2006 • Emergency Telephone System Board Thursday May 18,2006 3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA Present: Not Present: Henry Gralak Robert Duffy Donna Scott CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the April 20, 2006 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323504,Acc't 630 261-3235 471 6,for 9-1-1 Primary Trunks Usage, Mar. 5 —Apr. 4, 2006 ($51.82 CR) • AT&T Invoice 773R06252304, Acc't 773 R06-2423 850 2, Phase 1 Wireless, Mar. 17—Apr. 16, 2006 ($508.18) • AT&T Invoice 630845240506, Acc't 630 845-2405 773 1, E9-1-1 Emergency Trunks, Apr 5 —May 4, 2006 (265.79) • Sprint, Acc't 0581061467-5, Remote Access for System Maintenance, Mar. 29—Apr. 29, 2006 ($102.82) • Motorola Invoice 78019579,Acc't 1000260737 0004,MDT Repair/Support Service, 01-Jun-06 to 30-Jun-06 (4,095.75) r STATUS REPORTS: The Board would like further discussion on the issues of 9-1-1 related contracts; how they are managed, reviewed, approved, lines of communications with the various City entities involved. OLD BUSINESS • AT&T Invoice 847Z99197703,Acc't 847 Z99-1977 923 0,for T1 connectivity from 151 Douglas to radios tower sites ($1,057.60) This is usually paid out of 010-2306.731-38.01, General Fund. • State of IL, CMS Telecommunications Revolving Fund, Invoice T0639326, Acc't T8889030 ($169.00) This is for Illinois Wireless Information Network(IWIN)service'wireless access to LEADS, etc. The$169 in unapplied monies was applied to Invoices T0635036 and T06393226. We are even at this point. Next invoice will be for$84.50, the regular monthly fee. This item is also usually paid out of 010-2306.731-38.01, General Fund. NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -2- 5/19/2006 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES May 18, 200623:30 PM 151 Douglas Ave., 3r floor Conf. Rm. Present: Bob Duffy Not present: Tim Michaels JoAnn C. Foley Donna Scott Pat Crawford Henry Gralak CALL TO ORDER Mr. Duffy called the meeting to order at 3:08 PM. APPROVAL OF PREVIOUS MEETING MINUTES The minutes for the April 20, 2006 meeting were reviewed. Bob Duffy made a motion to approve the minutes as written; second by Pat Crawford. No discussion. Unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323504,Acc't 630 261-3235 471 6,for 9-1-1 Primary Trunks Usage, Mar. 5 —Apr. 4, 2006 ($51.82 CR). o Motion to accept credit by Pat Crawford; second by JoAnn Foley. No discussion. Unanimous approval. • AT&T Invoice 773R06252304, Acc't 773 R06-2423 850 2, Phase 1 Wireless, Mar. 17—Apr. 16, 2006 ($508.18) o Motion to approve by JoAnn Foley;second by Pat Crawford. No discussion. Unanimous approval. • AT&T Invoice 630845240506, Acc't 630 845-2405 773 1, E9-1-1 Emergency Trunks, Apr 5 —May 4, 2006 (265.79) o Motion to accept credit by Pat Crawford; second by JoAnn Foley. No discussion. Unanimous approval. • Sprint, Acc't 0581061467-5,Remote Access for System Maintenance, Mar. 29—Apr. 29, 2006 ($102.82) o Motion to approve by JoAnn Foley;second by Pat Crawford. No discussion. Unanimous approval. • Motorola Invoice 78019579,Acc't 1000260737 0004,MDT Repair/Support Service, 01-Jun-06 to 30-Jun-06 (4,095.75) o Motion to accept credit by Pat Crawford; second by JoAnn Foley. No discussion. Unanimous approval STATUS REPORTS The Board would like further discussion on the issues of 9-1-1 related contracts; how they are managed, reviewed, approved, lines of communications with the various City entities involved. Deferred for further preparation for presentation. OLD BUSINESS • AT&T Invoice 847Z99197703,Acc't 847 Z99-1977 923 0,for T1 connectivity from 151 Douglas to radios tower sites ($1,057.60) This is usually paid out of 010-2306.731-38.01, General Fund. • State of IL, CMS Telecommunications Revolving Fund, Invoice T0639326, Acc't T8889030 ($169.00) This is for Illinois Wireless Information Network(TWIN)service'wireless access to LEADS, etc. The$169 in unapplied monies was applied to Invoices T0635036 and T06393226. We are even at this point. Next invoice will be for$84.50, the regular monthly fee. This item is also usually paid out of 010-2306.731-38.01, General Fund. NEW BUSINESS No new business. UNSCHEDULED BUSINESS None. ADJOURNMENT Motion to Adjourn by Pat Crawford; second by JoAnn Foley. Unanimous approval. Adjourned at 4:16 PM. Respectfully submitted, 0Azzhe Henry F. Gralak Acting Secretary These minutes were approved on June 15,2006 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -2- May 19, 2006 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES June 15,2006 3:30 PM 151 Douglas Ave., 3r floor Conf. Rm. Present: Bob Duffy Not present: Tim Michaels JoAnn C. Foley Pat Crawford Donna Scott Henry Gralak CALL TO ORDER Mr. Duffy called the meeting to order at 3:10 PM. APPROVAL OF PREVIOUS MEETING MINUTES, The minutes for the May 18,2006 meeting were reviewed. JoAnn Foley made a motion to approve the minutes as written; second by Donna Scott. No discussion. Unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252304, Acc't 773 R06-2423 850 2, Phase 1 Wireless; Apr. 17 — May 16, 2006 ($1,016.95 [includes $508.18 past due from last month, approved]) o Motion to approve by JoAnn Foley;seconded by Donna Scott;no discussion; unanimous approval. • AT&T Invoice 630845240506, Acc't 630 845-2405 773 1, E9-1-1 Emergency Trunks; May 5 —Jun 4, 2006 ($268.69) o Motion to approve by Donna Scott;seconded by JoAnn Foley;no discussion; unanimous approval. • State of IL, Central Management Services (CMS), Inv. DHZA893503LB, Acc't 8880539L01, ICN/IP Data Network Charges; 05/01/06, ($997.39) o Motion to approve by Donna Scott;seconded by JoAnn Foley;no discussion; unanimous approval. • Motorola Invoice 78021976,Acc't 1000260737 0004,MDT Repair/Support Service, 01-Jul-06 to 31-Jul-06 ($4,095.75) o Motion to approve by JoAnn Foley; seconded by Donna Scott; no discussion; unanimous approval. rik • Sprint,Acc't 0581061467-5, Remote Access for System Maintenance, Apr. 29—May 28, 2006 ($102.74) o Motion to approve by Donna Scott;seconded by JoAnn Foley;no discussion; unanimous approval. • AT&T 052 444 0938 001, Ref#630 261 7160; cancelled AT&T Business Service line,never installed/used; passed due to close ($28.38) o Motion to approve by Donna Scott; seconded by JoAnn Foley; no discussion; unanimous approval. STATUS REPORTS The Board would like further discussion on the issues of 9-1-1 related contracts; how they are managed, reviewed, approved, lines of communications with the various City entities involved. Deferred for further preparation for presentation. Mr.Duffy provided the Board with an overview of the process by which budgetary items relative to 9-1-1 activity,both Police and Fire,are presented to and acted upon by the City Council. The Board will always be kept abreast of 9-1-1 matters in this process. OLD BUSINESS The Board was advised that Elgin has applied for migration from Phase Ito Phase II Wireless 9-1-1 access from AT&T. The Phase II level of service will provide enhanced accuracy in locating where a wireless 9-1-1- call is coming from. Migrating to Phase II Wireless will affect the monthly costs for Wireless 9-1-1 access. Pursuant to approved Illinois Commerce Commission tariff,Elgin currently pays$4.80/mo per Service Business Unit for Phase I Wireless. (A Service Business Unit represents 1,000 in population for the area served by the PSAP. For the City of Elgin,AT&T uses the number of 106 BUs). The monthly cost per BU for Phase II Wireless is $5.63/mo. In addition there will be a one-time system upgrade charge of$85.22 per BU. It is important to note that the Phase II monthly cost will be added to the current Phase I monthly cost. In effect,this will nearly double the ETSB monthly cost for Wireless 9-1-1. To ensure that we understood this correctly, we spoke with Ms. Nancy Hoffman of the DuPage County ETSB. Ms. Hoffman is also an attorney conversant with ICC regulations and tariffs. Ms Hoffman said that this "additive"billing for Phase II Wireless is correct. DuPage County ETSB has been paying this tariff for a few years. An examination of Elgin E9-1-1 Trunk utilization shows that 58%of the 9-1-1 calls in 2005 came from cell phones. For the 1St Quarter of 2006 cell phones account for about the same percentage. r -2- June 16, 2006 NEW BUSINESS rek The Board was advised of two recent instances where emergency radio communications was interrupted. Monday, May 29 Police and Fire communications was disrupted for about 2 hours during a brief,but violent micro-burst. Similarly,Friday,June 2,Police radio communications was momentarily disrupted during a microburst. The preliminary consensus is that violent storm activity affected the stability of T 1 circuitry between the Elgin radio transmission towers. At no time was 9-1-1 call taking interrupted or adversely affected. UNSCHEDULED BUSINESS Mr. Duffy informed the Board that quarterly 9-1-1 financial reports will be made available to the Board members. Ms. Foley inquired if there were `reverse 9-1-1' capability in the Elgin system. The City of Elgin utilizes the product"Code Red"to perform similar features to accomplish the same process. Most recently, Code Red was used to advise residents in the immediate vicinity of the water plant that there would be a large scale Fire Department response exercise at the plant. Code Red is administered by the City PIO, Susan Olafson. Ms. Olafson is at 847 931 5601. ADJOURNMENT r4 Motion to Adjourn by Donna Scott; second by JoAnn Foley; unanimous approval. Adjourned at 4:20 PM. Respectfully submitted, 941 d Henry F. Gralak Acting Secretary These minutes were approved on July 20,2006 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r -3- June 16, 2006 Emergency Telephone System Board Thursday July 20, 2006 3:30 P.M. Elgin Police Department Chiefs Conference Room, Third Floor 151 Douglas Avenue Elgin, Illinois MINUTES CALL MEETING TO ORDER This Meeting of the Elgin ETSB was called to order by Bob Duffy at 3:40 PM. Present: Pat Crawford Not Present: Robert Duffy JoAnn Foley Henry Gralak t Tim Michaels Donna Scott APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the June 15, 2006 meeting; submit for approval. o Motion to accept the minutes as written by Donna Scott, second by JoAnn Foley. No discussion; unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252306, Acc't 773 R06-2423 850 2, Phase 1 Wireless; May 17—Jun 16, 2006 ($509.36) o Motion to approve payment by Pat Crawford, second by Donna Scott. No discussion; unanimous approval. • Motorola Invoice 78025255, Acc't 1000260737 0004, Infrastructure Repair with Advanced Replacement, 01-Aug-06 to 31-Aug-06 ($14,969.29) o Motion to approve payment by Donna Scott, second by Pat Crawford. • Discussion: The Board should ensure that large costs such as this are adequately projected for in the current and future budgets. Unanimous approval. • Sprint,Acc't 0581061467-5, Remote Access for System Maintenance, May 29—Jun 28, 2006 ($205.48—includes $102.74 past due from last month) 8/23/2006 1 o Motion to approve payment by Tim Michaels, second by Donna Scott. • Discussion: Approve payment for current charges only, $102.74. Unanimous approval. • State of IL, Central Management Services (CMS), Inv. T0649711, Acc'tT8880539, ICN/IP Data Network Charges; 06/01/06 ($997.39) o Motion to approve payment by Donna Scott, second by JoAnn Foley. No discussion; unanimous approval. • AT&T Invoice 630845240507,Acc't 630 845-2405 773 1,E9-1-1 Wireless Trunks, Jun 5 —Jul 4, 2006 ($335.13) o Motion to approve payment by Tim Michaels, second by Donna Scott. No discussion; unanimous approval. STATUS REPORTS The Board would like further discussion on the issues of 9-1-1 related contracts; how they • are managed, reviewed, approved, lines of communications with the various City entities involved. OLD BUSINESS rik NEW BUSINESS UNSCHEDULED AGENDA ITEMS Bob Duffy will provide the Board with a status of the "220" Account at the next ETSB meeting. This will help in understanding where the Board is at from a budget perspective and assist in planning for future budget considerations. • -2- 8/23/2006 a ADJOURNMENT Motion to adjourn by Bob Duffy, second by Pat Crawford. Meeting adjourned at 4:00 PM. Respectfully submitted, 914ga G` Henry F. Gralak Acting Secretary These minutes were approved on August 17,2006 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r r -3- 8/23/2006 , EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES August 17, 2006,3:30 PM 151 Douglas Ave., 3rd floor Conf. Rm. Present: Bob Duffy Not present: Tim Michaels Pat Crawford Henry Gralak Donna Scott JoAnn C. Foley CALL TO ORDER Mr. Duffy called the meeting to order at 3:37 PM. APPROVAL OF PREVIOUS MEETING MINUTES The minutes for the July 20, 2006 meeting were reviewed. Donna Scott made a motion to approve the minutes as written; second by Pat Crawford. No discussion. Unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252307, Acc't 773 R06-2423 850 2,Phase 1 Wireless; Jun 17—Jul 16, 2006 ($513.55) o Motion to approve by Pat Crawford;seconded by Donna Scott;no discussion; unanimous approval. • Motorola Invoice 78025314, Acc't 1000260737 0004, Radio Repair Service/Local Radio Support Service, 01-Aug-06 to 31-Aug-06 ($4,095.75) o Motion to approve by Donna Scott; seconded by Pat Crawford; o Pat Crawford requested discussion. Question regarding the bill paid to Motorola last month (invoice 78025255, Acc't 1000260737 0004) in the amount of$14,969.29 for Infrastructure Repair with Advanced Replacement. Pat Crawford requests further information on these two bills, as the descriptions are very similar. Bob Duffy stated that we will contact Patty Blocker at Motorola and get more information on this for the next meeting. o Unanimous approval. • Motorola Invoice 78028075, Acc't 1000260737 0004, Radio Repair Service/Local Radio Support Service, 01-Sep-06 to 30-Sep-06 ($4,095.75) o Motion to approve by Donna Scott;seconded by Pat Crawford;no discussion; unanimous approval. • Sprint, Acc't 0581061467-5, Remote Access for System Maintenance, r'' Jun 29—Jul 29, 2006 ($102.74) o Motion to approve by Pat Crawford;seconded by Donna Scott;no discussion; unanimous approval. • State of IL,CMS Telecommunications Revolving Fund,IWIN Service/Maintenance, Invoice T0653376, Acc't T8889030 ($84.50) o Motion to approve by Donna Scott;seconded by Pat Crawford;no discussion; unanimous approval. • National Academies of Emergency Dispatch (NAoED), Invoice # 117045, EMD Recertification for Marianne Perez and Michael Eckler ($5.00) o Motion to approve by Pat Crawford;seconded by Donna Scott;no discussion; unanimous approval. • National Academies of Emergency Dispatch (NAoED), Invoice # N6-1826, Navigator Conference cancellation fee, Michael Eckler ($50.00) o Motion to approve by Pat Crawford;seconded by Donna Scott;no discussion; unanimous approval. STATUS REPORTS Pat Crawford requested a break out sheet explaining some of the acronyms used to better understand the systems in use by the 911 center; i.e.: "CMS", "ALERTS", "TWIN". OLD BUSINESS elk Mr. Duffy provided that status of the"220"account. He explained the six major sub accounts that comprise the "220" account, and what the money in each sub account is used for. The Board requested that the future agenda and minutes show the appropriate sub account that will be used to pay for each bill that is approved by the Board. This sub account number should accompany the existing vendor invoice number and account number currently outlined on agendas' and minutes'. Mr. Duffy will also provide an up-to-date status report for the"220"account at each board meeting forward. NEW BUSINESS UNSCHEDULED BUSINESS Mr. Duffy discussed some concerns shared by the Board regarding the current fire suppression system, and the inherent potential for disaster, as well as concerns regarding the current building UPS system, in regards to the recent failure, and age of the system. -2- August 17, 2006 ADJOURNMENT elk Motion to Adjourn by Donna Scott; second by Pat Crawford; unanimous approval. Adjourned at 4:07 PM. Respectfully submitted, 9.4a 0 Henry F. Gralak Acting Secretary These minutes were approved on September 21, 2006 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -3- August 17, 2006 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES September 21, 2006 3:30 P.M. 151 Douglas Avenue,3rd floor Conference Room CALL MEETING TO ORDER In Mr. Duffy's absence,Ms. Foley called the meeting to order at 3:35 PM,and chaired this session. Present: Not Present: Pat Crawford Robert Duffy JoAnn Foley Tim Michaels Donna Scott Henry Gralak Joe Bush APPROVAL OF PREVIOUS MONTH MINUTES Reviewed minutes of the August 17,2006 meeting;motion to approve the minutes as written by Tim Michaels, second by Donna Scott, no discussion. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252308, Acc't 773 R06-2523 850 2, Phase 1 Wireless; Jul 17 —Aug 16, 2006 ($513.55) o Motion to approve payment by Tim Michaels, second by Pat Crawford, no discussion. • Motorola Invoice 78030312, Acc't 1000260737 0004, Radio Repair Service/Local Radio Support Service; 01-Oct-06 to 31-Oct-06 ($4,095.75) This monthly charge is for depot repairs of Motorola radios/equipment; also for Motorola staff doing on-site maintenance of portables, in-car equipment, etc. Account 1000260737 0004,Infrastructure Repair with Advanced Replacement, in the amount of$14,969.29/mo., is for radio infrastructure use beyond the Police Dept. 's portables and car radios. This bill is shared by all Elgin Departments using the Motorola radio system. The Police Department is assessed 51%of this billing each month. A copy of the most recent billing assessment is attached o Motion to approve payment by Tim Michaels, second by Donna Scott, no discussion. 11/28/2006 • Sprint, Acc't 0581061467-5, Remote Access for System Maintenance; Jul 29—Aug 29, 2006 ($102.74) o Motion to approve payment by Donna Scott, second by Pat Crawford, no discussion. • Motorola Invoice 76013305, Account 10002607737 0001, Service Ticket Ref. P80393886-1-1, Time and Materials, installation of South Elgin Control Stations, antennas, line, polyphaser; 8 MaxTrac microphones; ($1,608.00) We are the backup for S.E. Police and Fire, and vice-versa. MaxTrac microphones are for portables not covered by warranty. o Motion to approve payment by Pat Crawford, second by Donna Scott, no discussion. • AT&T Invoice 630261323509, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Aug 5 —Sep 4, 2006 ($6.95) This account is prepaid for five years, 23 Jul 2002 to 23 Jul 2007. Any variances are slight due to station-to-station transfer volumes. There also was a credit of$2.93 from the previous billing. o Motion to approve payment by Tim Michaels, second Donna Scott, no discussion. �* • AT&T Invoice 630845240509, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Aug 5 —Sep 4, 2006 ($213.07) For this same account, Invoice 630845240508,Jul 5—Aug 4, 2006, there is a credit of$115.51. o Motion to approve payment by Tim Michaels, second by Donna Scott, no discussion. STATUS REPORTS Bob Duffy to provide status of"220"Account. This was deferred to the October meeting. OLD BUSINESS AT&T Account Number 052 444-0938 001: This account was closed Aug. 7, 2006. A credit of $28.38 remained. Applied for credit Sept. 8, 2006. NEW BUSINESS No new business. -2- 11/28/2006 UNSCHEDULED AGENDA ITEMS None ADJOURNMENT Motion to adjourn at 4:00 PM by Donna Scott, second by Tim Michaels. Respectfully submitted, 9t43 67A-ed-ta Henry F. Gralak Acting Secretary These minutes were approved on 11/16/06 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -3- 11/28/2006 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN I'g'' Minutes October 19, 2006 3:30 P.M. 151 Douglas Avenue, 3rd floor Conference Room CALL MEETING TO ORDER 3:35 PM Present: Not Present: Pat Crawford Robert Duffy Tim Michaels JoAnn Foley Henry Gralak Donna Scott No quorum. Meeting cancelled. All business deferred to next scheduled meeting, November 16, 2006, 3:30 PM, Elgin PD. ADJOURNMENT 3:40 PM Respectfully submitted, 9h1. 0A-zzhoe Henry F. Gralak Acting Secretary These minutes were approved on 11/16/06 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator 11/28/2006 Elgin Emergency Telephone System Board rbk Minutes November 16, 2006 3:30 P.M. 151 Douglas Avenue,3rd floor Conference Room CALL MEETING TO ORDER Meeting called to order by Bob Duffy at 3:34 PM. Present: Not Present: Bob Duffy Donna Scott JoAnn Foley Tim Michaels Pat Crawford Henry Gralak APPROVAL OF PREVIOUS MONTH MINUTES Review Summary of Proceedings from Oct. 19, 2006 (No meeting held). Motion to approve the summary of proceedings by Pat Crawford, seconded by JoAnn Foley; no discussion; unanimous approval. Review minutes of the September 21, 2006 meeting; submit for approval. Motion to approve the September 21 minutes by Pat Crawford, seconded by JoAnn Foley; no discussion; unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252309, Acc't 773 R06-2523 850 2, Phase 1 Wireless; Aug 17—Sep 16, 2006 ($513.55) o Motion to authorize payment by JoAnn Foley,seconded by Pat Crawford;no discussion; unanimous approval. • AT&T Invoice 630261323510, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Sep 5 —Oct 4, 2006 ($8.49) This account is prepaid for five years, 23 Jul 2002 to 23 Jul 2007. Any variances are slight due to station-to-station transfer volumes. There also was a credit of$2.93 from the previous billing. o Motion to authorize payment by Pat Crawford,seconded by JoAnn Foley;no discussion; unanimous approval. 4/3/2007 • AT&T Invoice 630845240510, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Sep 5 —Oct 4, 2006 ($199.38) For this account there is also a credit of$119.16 o Motion to authorize payment by JoAnn Foley,seconded by Pat Crawford;no discussion; unanimous approval. STATUS REPORTS Bob Duffy provided copies of the Statement of Revenues report and Detail Budget Report relative to Fund 220,E911 Telephone System. Mr. Duffy explained these reports for the benefit of the Board and indicated that these reports will be provided monthly at each ETSB meting. OLD BUSINESS AT&T Account Number 052 444-0938 001: This account was closed Aug. 7, 2006. A credit of $28.38 remained. Applied for credit Sept. 8, 2006. Phantom user charged a long distance call to Philadelphia that same day. Charge of$3.86 removed Oct. 11. NEW BUSINESS Bob Duffy informed the Board of a suggestion within the Kane County Board to consolidate PSAPs throughout the County into a single entity. Elgin,South Elgin,Montgomery,QuadComm,TriComm, and Aurora will not be participating in this proposition. UNSCHEDULED AGENDA ITEMS Bob Duffy brought the Board up to date on the status of the intergovernmental agreement (IGA) between Elgin and the Northeast Illinois Communications Consortium (NICCC), which is still pending City approval. Similarly, an IGA approving Elgin to act as a communications backup for Division II Mutual Aid and Box Alarm System or MABAS, is pending City action. Bob also briefly discussed the strategic plan to have the proposed Fire Station 8 also serve as a backup emergency communications center for the City of Elgin. elk -2- 4/3/2007 ADJOURNMENT 3:40 PM Respectfully submitted,ll 91011,Henry F. Gralak Acting Secretary These minutes were approved on Dec. 21,2006 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r -3- 4/3/2007 , Elgin Emergency Telephone System Board Minutes December 21, 2006 3:30 P.M. 151 Douglas Avenue, 3rd floor Conference Room CALL MEETING TO ORDER Present: Not Present: Bob Duffy Tim Michaels Pat Crawford JoAnn Foley Henry Gralak APPROVAL OF PREVIOUS MONTH MINUTES Minutes of the November 16, 2006 meeting were reviewed and submitted for approval. Motion to approve the minutes as written by Pat Crawford, seconded by JoAnn Foley, no discussion unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252311,Acc't 773 R06-2523 850 2, Phase 1 Wireless; Oct 17—Nov 16, 2006 ($518.51) o Motion to approve payment by JoAnn Foley, seconded by Pat Crawford, no discussion, unanimous approval. • AT&T Invoice 630261323511,Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Oct 5 —Nov 4,2006 ($9.75) AT&T Invoice 630261323512, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Nov 5 —Dec 4, 2006 ($8.86) This account is prepaid for five years, 23 Jul 2002 to 23 Jul 2007. Any variances are slight, due to station-to-station transfer volumes. o Motion to approve payments by Pat Crawford, seconded by JoAnn Foley,no discussion, unanimous approval. 4/3/2007 • AT&T Invoice 630845240511,Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Oct 5 —Nov 4, 2006 ($322.38) AT&T Invoice 630845240512, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Nov 5 —Dec 4, 2006 ($321.65) o Motion to approve payments by Pat Crawford, seconded by JoAnn Foley, no discussion, unanimous approval. • Motorola Invoice 78039496,Acc't 1000271536 0001, PMDC Maintenance and Support, 01 Dec 06 to 30 Nov 07, ($13,243.92) This covers maintenance and support for the mobile data terminal component of the computer aided dispatch (CAD) system for both Police and Fire. Budget line 220-0000-791.40-08. o Motion to approve payment by Pat Crawford, seconded by JoAnn Foley, no discussion, unanimous approval. • Motorola Invoice 78039897, Acc't 1036168062 0002, Printrak CAD Maintenance and Support, 01 Dec 06 to 30 Nov 07, ($92,766.96) This covers maintenance and support for the Printrak computer aided dispatch (CAD) system for both Police and Fire. Budget line 220-0000-791.40-08. o Motion to approve payment by JoAnn Foley, seconded by Pat Crawford, no �* discussion, unanimous approval. STATUS REPORTS Bob Duffy provided status of Fund 220, E911 Telephone System, and distributed copies of the detail budget .report, 100%of year lapsed. Budget is healthy. OLD BUSINESS MABAS IGA with QuadComm and Division II tentatively approved, will be on the City Council agenda January 7, 2007. NICC IGA has been approved. Multiple, signed copies are being prepared by the City Clerk for distribution. -2- 4/3/2007 NEW BUSINESS r • Vacancy in the Elgin ETSB due to the recent passing of Board Member Donna Scott. o It was generally agreed by the Board to maintain a representative mix from all aspects of public safety in the composition of the Board. The Board hopes to identify a candidate from emergency hospital services to replace Ms. Scott. The Board will confer with the Mayor's Office and the City Clerk. • 2007 Elgin ETSB Meeting Schedule. o Distributed to Board; emailed to City Clerk. • VoIP Surcharge revenue from Vonage. o Opportunity to begin collecting E9-1-1 surcharge revenues from Voice over Internet Protocol (VoIP)providers pursuant to an agreement between Illinois National Emergency Number Association(INENA) and Vonage. Documents are being reviewed by Corporation Counsel. UNSCHEDULED AGENDA ITEMS Motorola Invoice for Annual E9-1-1 Center Dispatch Equipment Upgrade. Reference: r Municipal Equipment Lease-Purchase Agreement#22620. The funds for this agreement are in place and will be disbursed with no impact to ETSB. -3- 4/3/2007 ADJOURNMENT Meeting adjourned at 3:55 PM on a motion by JoAnn Foley, seconded by Pat Crawford, no discussion, unanimous approval. Respectfully submitted, 948, 0A-he Henry F. Gralak, Acting Secretary These minutes were approved on January 18, 2007 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Dolonna Mecum, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator row r -4- 4/3/2007