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HomeMy WebLinkAbout2007 E-911 Board Minutes Emergency Telephone System Board Thursday January 18,2007 3:30 P.M. Elgin Police Department Chiefs Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the December 21, 2006 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252312, Acc't 773 R06-2523 850 2, Phase II Wireless; Nov 17—Dec 16, 2006 ($11,146.66) This is the initial Phase II Wireless. Included are the one-time equipment charge, and the prorated billing and credit for migrating from Phase Ito Phase II during the billing cycle. (Items 1-4, right column) • AT&T Invoice 630845240501, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Dec 5, 2006—Jan 4, 2007 ($327.44) STATUS REPORTS Bob Duffy to provide status of Fund 220, E911 Telephone System. 2/1/2008 OLD BUSINESS • VoIP Surcharge revenue from Vonage The agreement between Vonage America, Inc and the Illinois Chapter of the national Emergency Number Association to remit E9-1-1 line fees to E9-1-1 authorities has been reviewed by the City Corporation counsel and approved for signature/participation. Bob Duffy will sign on behalf of the Elgin ETSB. • Vacancy on the Elgin ETSB NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, unanimous approval. 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- 2/1/2008 Elgin Emergency Telephone System Board Minutes January 18, 2007, 3:30 PM 151 Douglas Avenue, 3rd floor Conference Room CALL MEETING TO ORDER The January, 2007 Meeting of the Elgin ETSB was called to order by Bob Duffy at 3:36 PM. Present: Not Present: Bob Duffy Tim Michaels Pat Crawford JoAnn Foley Henry Gralak APPROVAL OF PREVIOUS MONTH MINUTES The Board reviewed the minutes of the December 21, 2006 meeting, and a motion to approve the minutes as written was made by Pat Crawford, seconded by Tim Michaels, no discussion, unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252312, Acc't 773 R06-2523 850 2, Phase II Wireless; Nov 17—Dec 16, 2006 ($11,146.66) This is the initial Phase II Wireless. Included are the one-time equipment charge, and the prorated billing and credit for migrating from Phase I to Phase II during the billing cycle. o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. • AT&T Invoice 630845240501, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Dec 5, 2006—Jan 4, 2007 ($327.44) o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. r 4/26/2007 STATUS REPORTS Bob Duffy informed the Board that the cumulative status of Fund 220, E911 Telephone System for 2006 was not yet available. It should be available for the February meeting. OLD BUSINESS • VoIP Surcharge revenue from Vonage The agreement between Vonage America, Inc and the Illinois Chapter of the national Emergency Number Association to remit E9-1-1 line fees to E9-1-1 authorities has been reviewed by the City Corporation Counsel and approved for signature/participation. A motion to accept and execute this agreement was made by JoAnn Foley, seconded by Tim Michaels, no discussion approved unanimously. Bob Duffy signed on behalf of the Elgin ETSB. The signed agreement will be faxed to Vonage. The original will be forwarded to the City Clerk. • Vacancy on the Elgin ETSB To proceed on filling this vacancy, the Board agreed to prepare a letter to Provena St. Joseph Hospital, attention William Brown, asking for a recommendation to replace Donna Scott. This letter will be reviewed at the February Board meeting. NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at 3:50 PM on a motion by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. r -2- 4/26/2007 Respectfully submitted,/et rft Henry F. Gralak, Acting Secretary These minutes were approved on April 19,2007 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 r r -3- 4/26/2007 • Emergency Telephone System Board Thursday February 15,2007 3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the January 18, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323502, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Jan 5—Feb 4, 2006 ($18.83) • AT&T Invoice 630845240502, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Jan 5 —Feb 4, 2007 ($326.45) • AT&T Invoice 773R06252301, Acc't 773 R06-2523 850 2, Phase II Wireless; Dec 17, 2006 —Jan 16, 2007 ($685.78) STATUS REPORTS Bob Duffy to provide status of Fund 220, E911 Telephone System. OLD BUSINESS Vacancy on the Elgin ETSB: Lynn Polhemus, Emergency Director, Provena/St. Joseph Hospital, has expressed an interest in serving on the Elgin ETSB. Ms. Polhemus has been asked to submit a letter of interest and intent '" to the Board as soon as possible. 2/1/2008 NEW BUSINESS Mike Eckler, Elgin Emergency Dispatch Coordinator, asks consideration for funding his attendance at the 2007 National Academies of Emergency Dispatch(NAED) conference, April 22-26. The conference will be held in Las Vegas,NV. The 2007 Conference also affords an opportunity to save training costs. The conference will offer certification courses in both Emergency Medical Dispatch (EMD), and Emergency Medical Dispatch Quality Improvement (EMD-Q). Mike's participation in this conference will allow him to recertify while at the conference and not at some separate, future time and location. The total estimated cost for Mike Eckler attending this training/conference function is $1,950. The Board is also asked to consider funding for Rebecca Kiel, Telecommunicator II, to attend this same conference. TC Kiel is nominated for 2007 Dispatcher of the Year for her consistent excellence in emergency medical dispatch across her career with Elgin. The total estimated cost for Rebecca Kiel attending the conference is $1,560 (conference only). It should be noted that in the event TC Kiel is named Dispatcher of the Year, her attendance at the conference will be paid for by the NAED. UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, unanimous approval. 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 -2- 2/1/2008 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN Minutes February 15, 2007 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 JoAnn Foley Tim Michaels Henry Gralak No quorum. Meeting cancelled. All business deferred to next scheduled meeting,March 15,2007, 3:30 PM, Elgin PD. ADJOURNMENT ruk 3:45 PM Respectfully submitted,ll 941.Henry F. Gralak Acting Secretary These minutes were approved on April 19,2007 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 r 4/18/2007 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN Minutes March 15, 2007 3:30 P.M. 151 Douglas Avenue, 3rd floor Conference Room CALL MEETING TO ORDER 3:35 PM Present: Not Present: Robert Duffy JoAnn Foley Tim Michaels Pat Crawford Henry Gralak No quorum. Meeting cancelled. All business deferred to next scheduled meeting, April 19, 2007, 3:30 PM, Elgin PD. ADJOURNMENT 3:50 PM Respectfully submitted, Henry F. Gralak Acting Secretary These minutes were approved on April 19,2007 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 4/18/2007 Emergency Telephone System Board Thursday March 15,2007,3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the January 18, 2007 meeting; submit for approval. Review minutes of the February 15, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323502, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Jan 5 —Feb 4, 2006 ($18.83) • AT&T Invoice 630845240502, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Jan 5 —Feb 4, 2007 ($326.45) • AT&T Invoice 773R06252301, Acc't 773 R06-2523 850 2, Phase II Wireless; Dec 17, 2006—Jan 16, 2007 ($685.78) • Motorola Invoice 78049663, Acc't 1000260737 0004, Radio Repair Service/Local Radio Support Service; 01-Jan-07 to 31-Dec-07 ($47,827.56) This pays for depot repairs of Motorola radios/equipment; also for Motorola staff doing on-site maintenance of portables, in-car equipment, etc. Previously billed monthly at$4,095.75, or$49,149 annually. Paying entire year upfront saves $1,321.44. rik 2/1/2008 AP" • AT&T Invoice 773R06252302,Acc't 773 R06-2523 850 2, Phase II Wireless; Jan 17, 2007—Feb 16, 2007 ($686.38) • AT&T Invoice 630845240503, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Feb 5 —Mar 4, 2007 ($354.84) STATUS REPORTS Bob Duffy to provide status of Fund 220, E911 Telephone System. OLD BUSINESS Vacancy on the Elgin ETSB: Lynn Polhemus, Emergency Director, Provena/St. Joseph Hospital, has expressed an interest in serving on the Elgin ETSB. Ms. Polhemus has been asked to submit a letter of interest and intent to the Board. Ms. Polhemus is invited to the March ETSB meeting. NEW BUSINESS Emergency Medical Dispatch Mike Eckler, Elgin Emergency Dispatch Coordinator, asks consideration for funding his attendance at the 2007 National Academies of Emergency Dispatch(NAED) conference, April 22-26. The conference will be held in Las Vegas,NV. The 2007 Conference also affords an opportunity to save training costs. The conference will offer certification courses in both Emergency Medical Dispatch(EMD), and Emergency Medical Dispatch Quality Improvement (EMD-Q). Mike's participation in this conference will allow him to recertify while at the conference and not at a separate, future time and location. The total estimated cost for Mike Eckler attending this training/conference function is $1,950. The Board is also asked to consider funding for Rebecca Kiel, Telecommunicator II, to attend this same conference. TC Kiel is nominated for 2007 NAED Dispatcher of the Year for her consistent excellence in emergency medical dispatch across her career with Elgin. The total estimated cost for Rebecca Kiel attending the conference is $1,560 (conference only). rft -2- 2/1/2008 r It should be noted that in the event TC Kiel is named Dispatcher of the Year, her attendance at the conference will be paid for by the NAED. VoIP E9-1-1 Remittance Received initial remittance from VoIP provider Vonage, $729.92. UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion,unanimous approval. 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- 2/1/2008 Emergency Telephone System Board Thursday April 19,2007,3:30 P.M. Elgin Police Department Chiefs Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the January 18, 2007 meeting; submit for approval. Review minutes of the February 15, 2007 meeting; submit for approval. Review minutes of the March 15, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323502, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Jan 5 —Feb 4, 2006 ($18.83) • AT&T Invoice 630845240502, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Jan 5 —Feb 4, 2007 ($326.65) • AT&T Invoice 773R06252301, Acc't 773 R06-2523 850 2, Phase II Wireless; Dec 17, 2006—Jan 16, 2007 ($685.78) • Motorola Invoice 78049663, Acc't 1000260737 0004, Radio Repair Service/Local Radio Support Service; 01-Jan-07 to 31-Dec-07 ($47,827.56) This pays for depot repairs of Motorola radios/equipment; also for Motorola staff doing on-site maintenance of portables, in-car equipment, etc. Previously billed monthly at$4,095.75, or$49,149 annually. Paying entire year upfront saves $1,321.44. 2/6/2008 r • AT&T Invoice 773R06252302, Acc't 773 R06-2523 850 2, Phase II Wireless; Jan 17, 2007—Feb 16, 2007 ($686.38) • AT&T Invoice 773R06252303, Acc't 773 R06-2523 850 2, Phase II Wireless; Feb 17, 2007—Mar 16, 2007 ($686.38) • AT&T Invoice 630845240503,Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Feb 5 —Mar 4, 2007 ($354.84) • AT&T Invoice 630845240504, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Mar 5 —Apr 4, 2007 ($1,366.76) • AT&T Invoice 630261323503, Acc't 630 261-3235 471 6, 9-1-1 Primary Trunks, $18,028.65. Agreement up for Renewal. The previous 5-year term expired in February, 2007. The current Agreement is based on 35,000 Access Lines at$162 per 1000 exchange access lines, or $5,670/month, for 60 months or $340,200.00. If Elgin elects to exercise the Single Payment Option (SPO) the cost is $296,720.00, a savings of $43.480.00. The difference in total estimated Access Lines from the previous Agreement is attributable to increases in cell phone lines, VoIP connections, etc. STATUS REPORTS Bob Duffy to provide status of Fund 220, E911 Telephone System. OLD BUSINESS Vacancy on the Elgin ETSB: Lynn Polhemus, Emergency Director, Provena/St. Joseph Hospital, has expressed an interest in serving on the Elgin ETSB. Ms. Polhemus has been asked to submit a letter of interest and intent to the Board. Ms. Polhemus is invited to the April ETSB meeting. -2- 2/6/2008 NEW BUSINESS Emergency Medical Dispatch Mike Eckler, Elgin Emergency Dispatch Coordinator, asks consideration for funding his attendance at the 2007 National Academies of Emergency Dispatch (NAED) conference, April 22-26. The conference will be held in Las Vegas,NV. The 2007 Conference also affords an opportunity to save training costs. The conference will offer certification courses in both Emergency Medical Dispatch (EMD), and Emergency Medical Dispatch Quality Improvement (EMD-Q). Mike's participation in this conference will allow him to recertify while at the conference and not at a separate, future time and location. The total estimated cost for Mike Eckler attending this training/conference function is $1,950. The Board is also asked to consider funding for Rebecca Kiel, Telecommunicator II, to attend this same conference. TC Kiel is nominated for 2007 NAED Dispatcher of the Year for her consistent excellence in emergency medical dispatch across her career with Elgin. The total estimated cost for Rebecca Kiel attending the conference is $1,560 (conference only). It should be noted that in the event TC Kiel is named Dispatcher of the Year, her attendance at the conference will be paid for by the NAED. VoIP E9-1-1 Remittance Received initial remittance from VoIP provider Vonage, $729.92. E9-1-1 Computer Aided Dispatch(CAD) Server Operating System Upgrade The CAD Servers currently run Microsoft Windows 2000 Server as the operating system, or OS. Microsoft no longer supports this platform. This leaves the Elgin CAD System at an increased level of risk. The CAD Servers need to be upgraded to the current, fully supported server OS platform, Windows 2003 Server. The requirements for this upgrade are: Unit Price Quantity Extended Price Windows 2003 Server $598.46 11 $6,583.06 Win 2003 Client Lic. $ 24.06 75 $1,804.50 Win 2003 Media(CDs) $ 23.53 1 $ 23.53 Total $8,411.09 The Board is asked to consider funding this important E9-1-1 upgrade. -3- 2/6/2008 • UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, unanimous approval. 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 -4- 2/6/2008 Elgin Emergency Telephone System Board en- Minutes April 19, 2007 3:30 P.M. 151 Douglas Avenue, 3rd floor Conference Room CALL MEETING TO ORDER Meeting called to order by Chairman Duffy at 3:50 P.M. Present: Not Present: Robert Duffy Pat Crawford JoAnn Foley Tim Michaels Henry Gralak APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the January 18, 2007 meeting; submit for approval. . • Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. Review minutes of the February 15, 2007 meeting; submit for approval. • Motion to approve payment by Pat Crawford, seconded by JoAnn Foley, no discussion, unanimous approval. Review minutes of the March 15, 2007 meeting; submit for approval. • Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323502, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Jan 5 —Feb 4, 2006 ($18.83) o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. • AT&T Invoice 630845240502, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Jan 5 —Feb 4, 2007 ($326.65) o Motion to approve payment by JoAnn Foley, seconded by Pat Crawford, no discussion,unanimous approval. 5/18/2007 • AT&T Invoice 773R06252301, Acc't 773 R06-2523 850 2, Phase II Wireless; Dec 17, 2006—Jan 16, 2007 ($685.78) o Motion to approve payment by Pat Crawford, seconded by Tim Michaels, no discussion, unanimous approval. • Motorola Invoice 78049663, Acc't 1000260737 0004, Radio Repair Service/Local Radio Support Service; 01-Jan-07 to 31-Dec-07 ($47,827.56) This pays for depot repairs of Motorola radios/equipment; also for Motorola staff doing on-site maintenance of portables, in-car equipment, etc. Previously billed monthly at $4,095.75, or$49,149 annually. Paying entire year upfront saves $1,321.44. o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. • AT&T Invoice 773R06252302, Acc't 773 R06-2523 850 2, Phase II Wireless; Jan 17, 2007—Feb 16, 2007 ($686.38) o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. • AT&T Invoice 773R06252303, Acc't 773 R06-2523 850 2, Phase II Wireless; Feb 17, 2007—Mar 16, 2007 ($686.38) o Motion to approve payment by JoAnn Foley, seconded by Pat Crawford, no discussion, unanimous approval. • AT&T Invoice 630845240503, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Feb 5 —Mar 4, 2007 ($354.84) o Motion to approve payment by Tim Michaels, seconded by JoAnn Foley, no discussion, unanimous approval. • AT&T Invoice 630845240504, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks, Mar 5 —Apr 4, 2007 ($1,366.76) The Board approved a payment of$357.83 for this invoice. This amount reflects deducting$354.84 (Invoice 630845240503), $326.65 (Invoice 630845240502), and$327.44 (invoice 630845240501), all previously approved payments for the same account, Cellular 9-1-1 Trunks. o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. • AT&T Invoice 630261323503, Acc't 630 261-3235 471 6, 9-1-1 Primary Trunks, $18,028.65. Agreement up for Renewal. The previous 5-year term expired in February, 2007. The current Agreement is based on 35,000 Access Lines at $162 per 1000 exchange access lines, or$5,670/month,for 60 months or$340,200.00. If Elgin -2- 5/18/2007 elects to exercise the Single Payment Option (SPO) the cost is $296,720.00, a savings of$43.480.00. The difference in total estimated Access Lines from the previous Agreement is attributable to increases in cell phone lines, VoIP connections, etc. The Board elected to pay in monthly installments to preserve capital. The Board also will demand AT&T conduct annual audit and reassessment of the number of access lines by. o Motion to approve payment by Pat Crawford, seconded by Tim Michaels, no discussion, unanimous approval. STATUS REPORTS Bob Duffy to provide status of Fund 220, E911 Telephone System. Deferred to next meeting. OLD BUSINESS Vacancy on the Elgin ETSB: Lynn Polhemus, Emergency Director, Provena/St. Joseph Hospital, has expressed an interest in r serving on the Elgin ETSB. Ms. Polhemus has been asked to submit a letter of interest and intent to the Board. Ms. Polhemus was invited to the April ETSB meeting. Ms. Polhemus' nomination to the ETSB goes before the Council May 9, 2007. NEW BUSINESS Emergency Medical Dispatch Mike Eckler, Elgin Emergency Dispatch Coordinator, asks consideration for funding his attendance at the 2007 National Academies of Emergency Dispatch(NAED) conference, April 22-26. The conference will be held in Las Vegas, NV. The 2007 Conference also affords an opportunity to save training costs. The conference will offer certification courses in both Emergency Medical Dispatch (EMD), and Emergency Medical Dispatch Quality Improvement (EMD-Q). Mike's participation in this conference will allow him to recertify while at the conference and not at a separate, future time and location. The total estimated cost for Mike Eckler attending this training/conference function is $1,950. The Board is also asked to consider funding for Rebecca Kiel, Telecommunicator II, to attend this same conference. TC Kiel is nominated for 2007 NAED Dispatcher of the Year for her ei"' consistent excellence in emergency medical dispatch across her career with Elgin. -3- 5/18/2007 rik The total estimated cost for Rebecca Kiel attending the conference is $1,560 (conference only). It should be noted that in the event TC Kiel is named Dispatcher of the Year, her attendance at the conference will be paid for by the NAED. The Board recognized Ms Kiel's accomplishments and unanimously expressed their congratulations and thanks. • Motion to approve payment by JoAnn Foley, seconded by Pat Crawford, no further discussion, unanimous approval. VoIP E9-1-1 Remittance Received initial remittance from VoIP provider Vonage, $729.92. So noted by the Board. E9-1-1 Computer Aided Dispatch (CAD) Server Operating System Upgrade The CAD Servers currently run Microsoft Windows 2000 Server as the operating system, or OS. Microsoft no longer supports this platform. This leaves the Elgin CAD System at an increased level of risk. The CAD Servers need to be upgraded to the current, fully supported server OS platform, Windows 2003 Server. The requirements for this upgrade are: Unit Price Quantity Extended Price Windows 2003 Server $598.46 11 $6,583.06 Win 2003 Client Lic. $ 24.06 75 $1,804.50 Win 2003 Media (CDs) $ 23.53 1 $ 23.53 Total $8,411.09 The Board is asked to consider funding this important E9-1-1 upgrade. • Motion to approve payment by Pat Crawford, seconded by JoAnn Foley, no discussion, unanimous approval. -4- 5/18/2007 UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Meeting adjourned at 4:19 P.M. on a motion by Bob Duffy, seconded by Pat Crawford, no discussion, unanimous approval. Respectfully submitted, OAdak Henry F. Gralak, Acting Secretary These minutes were approved on May 17, 2007 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -5- 5/18/2007 c r Emergency Telephone System Board Thursday May 17,2007,3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the April 19, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323505, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Apr 5 —May 4, 2007 ($6,533.93) • AT&T Invoice 630845240505, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Apr 5 —May 4, 2007 ($966.83) • AT&T Invoice 773R06252304, Acc't 773 R06-2523 850 2, Phase II Wireless; Mar 17—Apr 16, 2007 ($686.38) STATUS REPORTS Bob Duffy to provide status of Fund 220, E911 Telephone System. 2/6/2008 OLD BUSINESS Vacancy on the Elgin ETSB: Lynn Polhemus, Emergency Director, Provena/St. Joseph Hospital, has been appointed by the Mayor of Elgin, with the advice and consent of the City Council, to serve on the Elgin Emergency Telephone Systems Board effective May 1, 2007. Ms. Polhemus' term expires May 1, 2009. NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, unanimous approval. "'` cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r -2- 2/6/2008 • r Elgin Emergency Telephone System Board Minutes May 17, 2007 3:30 P.M. 151 Douglas Avenue, 3rd floor Conference Room CALL MEETING TO ORDER Meeting called to order by Chairman Duffy at 3:35 P.M. Present: Not Present: Robert Duffy Tim Michaels Pat Crawford JoAnn Foley Lynn Polhemus Henry Gralak APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the April 19, 2007 meeting; submit for approval. • Motion to approve payment by JoAnn Foley, seconded by Pat Crawford, no discussion, unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323505, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Apr 5 —May 4, 2007 ($6,533.93) o Motion to approve payment by JoAnn Foley, seconded by Lynn Polhemus, no discussion, unanimous approval. • AT&T Invoice 630845240505, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Apr 5 —May 4, 2007 ($966.83) o Motion to approve payment of$360.00 by Pat Crawford, seconded by JoAnn Foley, no discussion, unanimous approval. • AT&T Invoice 773R06252304, Acc't 773 R06-2523 850 2, Phase II Wireless; Mar 17—Apr 16, 2007 ($686.38) o Motion to approve payment by JoAnn Foley, seconded by Lynn Polhemus, no discussion, unanimous approval. 6/21/2007 STATUS REPORTS Bob Duffy to provided status of Fund 220, E911 Telephone System. Mr. Duffy also informed the Board of a budgetary proposal to hire a third Public Safety Systems Specialist to support the 9-1-1 Center infrastructure and systems. This proposal is based on the fact that the E9-1-1 System equipment is aging, and in many cases past end-of-life. The increased demands of supporting this system require additional staff. This position would be funded by an annual transfer of E9-1-1 funds. OLD BUSINESS Vacancy on the Elgin ETSB: Lynn Polhemus, Emergency Director, Provena/St. Joseph Hospital, has been appointed by the Mayor of Elgin, with the advice and consent of the City Council, to serve on the Elgin Emergency Telephone Systems Board effective May 1, 2007. Ms. Polhemus' term expires May 1, 2009. NEW BUSINESS The contract for continuation of E9-1-1 Primary Trunk Services from AT&T is up for renewal. This contract has been submitted to the Elgin Corporation Counsel for review. Similarly, the contract for continuation of E9-1-1 Cellular Trunk Services from AT&T is also up for renewal. As of this date we have not received the terms and conditions for this renewal. UNSCHEDULED AGENDA ITEMS Mr. Duffy informed the Board of a attempt by Kane County to force the consolidation of various ETSBs within the County. This action is meeting with opposition and legal action to prevent this from happening. -2- 6/21/2007 • ADJOURNMENT Meeting adjourned at 4:08 PM on a motion by Pat Crawford, seconded by JoAnn Foley, no discussion, unanimous approval. Respect Ily submitted, Henry . Gralak, Acting Secretary These minutes were approved on June 21, 2007 by the Elgin Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -3- 6/21/2007 Emergency Telephone System Board Thursday June 21,2007,3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the May 17, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323506, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; May 5 —Jun 4, 2007 ($6,541.36) • AT&T Invoice 630845240506, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; May 5 —Jun 4, 2007 ($957.99) • AT&T Invoice 773R06252305, Acc't 773 R06-2523 850 2, Phase II Wireless; Apr 17—May 16, 2007 ($686.38) STATUS REPORTS Bob Duffy to provide status of Fund 220, E911 Telephone System. r 2/1/2008 • /�► OLD BUSINESS Elgin ETSB Agreement with AT&T for E9-1-1 Trunk Service. The Corporation Counsel's Office asked for two changes to the language of the "Enhanced 9-1-1 Network Service, Customer Acceptance Agreement, (Non-County Systems)." This Agreement will continue E9-1-1 Trunk service for five (5)years, from February 2007, through February 2012. AT&T made the requested changes and the amended Agreement was presented to the Elgin City Council for consideration/approval. NEW BUSINESS Illinois Public Safety Agency Network(IPSAN) Bob Duffy will go over the current situation with respect of the State of Illinois records systems accessed by Elgin Public Safety such as ALERTS, ALECS, PIMS. UNSCHEDULED AGENDA ITEMS ADJOURNMENT, Meeting adjourned at PM on a motion by_ , seconded by , no discussion, unanimous approval. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -2- 2/1/2008 • Elgin Emergency Telephone System Board Minutes June 21, 2007 3:30 P.M. 151 Douglas Avenue, 3rd floor Conference Room CALL MEETING TO ORDER The meeting was called to order at 3:35 PM by Tim Michaels, acting on behalf of Bob Duffy. Present: Not Present: Tim Michaels Bob Duffy Pat Crawford Lynn Polhemus JoAnn Foley Henry Gralak APPROVAL OF PREVIOUS MONTH MINUTES Reviewed minutes of the May 17, 2007 meeting; submitted for approval. A motion to accept the minutes as written was made by Pat Crawford, seconded by Lynn Polhemus, no discussion, passed unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630261323506, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; May 5 —Jun 4, 2007 ($6,541.36) o Motion to approve payment by JoAnn Foley, seconded by Lynn Polhemus, no discussion,unanimous approval. • AT&T Invoice 630845240506, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; May 5 —Jun 4, 2007 ($957.99) o Motion to approve payment by JoAnn Foley, seconded by Pat Crawford. The Board asked that we look into the unpaid, past due balance. Report back to Board at next meeting. Unanimous approval to pay above amount only at this time. • AT&T Invoice 773R06252305, Acc't 773 R06-2523 850 2, Phase II Wireless; Apr 17—May 16, 2007 ($686.38) o Motion to approve payment by Pat Crawford, seconded by Lynn Polhemus, no rh discussion, unanimous approval. 7/26/2007 STATUS REPORTS Bob Duffy to provide status of Fund 220, E911 Telephone System. Deferred to July Meeting. OLD BUSINESS Elgin ETSB Agreement with AT&T for E9-1-1 Trunk Service. The Corporation Counsel's Office asked for two changes to the language of the "Enhanced 9-1-1 Network Service, Customer Acceptance Agreement, (Non-County Systems)." This Agreement will continue E9-1-1 Trunk service for five (5) years, from February 2007, through February 2012. AT&T made the requested changes and the amended Agreement was presented to the Elgin City Council for consideration/approval. AT&T returned a two signed copies of the agreement amended as requested by Elgin. The agreement is pending City approval/signature. NEW BUSINESS f Illinois Public Safety Agency Network (IPSAN) Bob Duffy will go over the current situation with respect of the State of Illinois records systems accessed by Elgin Public Safety such as ALERTS, ALECS, PIMS. Joe Bush provided background information on the current status of the State systems Elgin Public Safety uses. Joe also informed the Board of the cost competitive offerings from wireless network providers such as Verizon Networks. UNSCHEDULED AGENDA ITEMS None. -2- 7/26/2007 ADJOURNMENT rik Meeting adjourned at 4:07 PM on a motion by Pat Crawford, seconded by JoAnn Foley, no discussion,unanimous approval. Respectfully submitted, 0Azdadi Henry F. Gralak, Acting Secretary These minutes were approved on July 19, 2007 by the Elgin Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -3- 7/26/2007 Emergency.7elephone System Board Thursday July 19,2007,3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the June 21, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240507, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Jun 5 —Jul 4, 2007 ($962.85) • AT&T Invoice 773R06252306, Acc't 773 R06-2523 850 2, Phase II Wireless; May 17—Jun 16, 2007 ($686.38) • AT&T Invoice 630261323507, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Jun 5 —Jul 4, 2007 ($6,537.56) STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy. OLD BUSINESS Elgin ETSB Agreement with AT&T for E9-1-1 Trunk Service. Status. 2/1/2008 NEW BUSINESS Changes in Emergency Medical Dispatch (EMD) Certification Process The Illinois Department of Public Health(IDPH) is modifying the requirements for EMD Certification. Current requirements call for recertification every two years and twelve hours of continuing education each year for emergency medical dispatchers. The continuing education requirement stipulates that half, six hours, must be EMD related; the remaining hours can be from other communications-related subjects. IDPH is now mandating a four year certification, with twelve hours of continuing education each year, all which must be EMD based. EMD continuing education must be approved by a sanctioning authority such as the National Academies of Emergency Dispatch(NAED) or through approved on-site instruction by a State of Illinois EMS Lead Instructor. The former would typically involve training somewhere other than Elgin; the latter requires a State EMS Lead Instructor. Non-compliance with the modified requirements can result in the IDPH decertifying an EMD function. Mike Eckler, Elgin EMD Coordinator, is more than well-suited to take on the responsibility of a State EMS Lead Instructor. With Instructor's certification Mike would be able to implement and manage an in-house EMD continuing education program. It would allow our Telecommunicators to meet the twelve hour per year locally, without the added expense or burden of travel. The instruction would come from a familiar,proven professional. The instruction would be both universal to meet certification requirements, and also tailored to the unique environment of our community and dispatch function. Loyola University Medical Center is conducting a State EMS Lead Instructor course this August in Maywood, IL. It is recommended that Elgin, through its ETSB, participate in funding Mike Eckler's attendance in this course. Mike's full time employer will also provide funding for this initiative. UNSCHEDULED AGENDA ITEMS r -2- 2/1/2008 a ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, unanimous approval. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r r -3- 2/1/2008 • '' Elgin Emergency Telephone System Board Minutes July 19, 2007 3:30 P.M. 151 Douglas Avenue, 3r1 floor Conference Room AGENDA CALL MEETING TO ORDER The meeting was called to order at 3:36 PM by Bob Duffy. Present: Not Present: Lynn Polhemus JoAnn Foley Tim Michaels Pat Crawford Bob Duffy Henry Gralak r APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the June 21, 2007 meeting; submit for approval. A motion to accept the minutes as written was made by Pat Crawford, seconded by Lynn Polhemus, no discussion, passed unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240507, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Jun 5 —Jul 4, 2007 ($962.85) o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. • AT&T Invoice 773R06252306, Acc't 773 R06-2523 850 2, Phase II Wireless; May 17—Jun 16, 2007 ($686.38) o Motion to approve payment by Pat Crawford, seconded by Lynn Polhemus, no discussion, unanimous approval. 9/26/2007 • AT&T Invoice 630261323507, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Jun 5 —Jul 4, 2007 ($6,537.56) o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy. The City is in the midst of mid-term Budget analysis, and it is anticipated that there will be adjustments made. Bob will advise the Board of status at the next meeting. OLD BUSINESS Elgin ETSB Agreement with AT&T for E9-1-1 Trunk Service. Agreement signed by both AT&T and the City Manager; one copy to AT&T (Attention: John Honan, Account Rep.), one copy to City Clerk. NEW BUSINESS Changes in Emergency Medical Dispatch (EMD) Certification Process The Illinois Department of Public Health (IDPH) is modifying the requirements for EMD Certification. Current requirements call for recertification every two years and twelve hours of continuing education each year for emergency medical dispatchers. The continuing education requirement stipulates that half, six hours, must be EMD related; the remaining hours can be from other communications-related subjects. IDPH is now mandating a four year certification, with twelve hours of continuing education each year, all which must be EMD based. EMD continuing education must be approved by a sanctioning authority such as the National Academies of Emergency Dispatch (NAED) or through approved on-site instruction by a State of Illinois EMS Lead Instructor. The former would typically involve training somewhere other than Elgin; the latter requires a State EMS Lead Instructor. Non-compliance with the modified requirements can result in the IDPH decertifying an EMD function. Mike Eckler, Elgin EMD Coordinator, is more than well-suited to take on the responsibility of a State EMS Lead Instructor. With Instructor's certification Mike would be able to implement and manage an in-house EMD continuing education program. It would allow our Telecommunicators to meet the twelve hour per year locally, without the added expense or burden of travel. The instruction would come from a familiar, proven -2- 9/26/2007 • professional. The instruction would be both universal to meet certification requirements, and also tailored to the unique environment of our community and dispatch function. Loyola University Medical Center is conducting a State EMS Lead Instructor course this August in Maywood, IL. It is recommended that Elgin, through its ETSB, participate in funding Mike Eckler's attendance in this course. Mike's full time employer will also provide funding for this initiative. The ETSB agreed to participate in funding this training for Mike Eckler. Motion to approve by Tim Michaels, seconded by Lynn Polhemus; no discussion, unanimous approval. UNSCHEDULED AGENDA ITEMS Brief discussion for informational purposes: o Status of 800 MHz Rebanding Project o Using new water towers in Elgin for backup radio communications ADJOURNMENT Meeting adjourned at 3:58 PM on a motion by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. Respectfully submitted, Henry F. Gralak, Acting Secretary These minutes were approved September 20,2007 by the Elgin Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief fir•• Mike Eckler, EMD Coordinator -3- 9/26/2007 Y A Emergency Telephone System Board Thursday August 16,2007,3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the July 19, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240508, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Jul 5 —Aug 4, 2007 ($968.23) • AT&T Invoice 773R06252307, Acc't 773 R06-2523 850 2, Phase II Wireless; Jun 17 —Jul 16, 2007 ($686.38) • AT&T Invoice 630261323508, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Jul 5 —Aug 4, 2007 ($7241.54) STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy. OLD BUSINESS AT&T Account Number, 847 Z99-1977 923 0, T1 circuits from the Police Department to the radio tower sites, approved by Legal, Council. Two (2) complete sets of contracts sent to AT&T, Katia Fik, for signature. Upon receipt of AT&T signed sets, City will sign, retain one set,return a set to AT&T. 2/1/2008 Mike Eckler successfully completed the State EMS Lead Instructor course at Loyola University Medical Center, Maywood, IL. NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion,unanimous approval. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator ("Pk -2- 2/1/2008 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN Minutes August 16, 2007 3:30 P.M. 151 Douglas Avenue,3rd floor Conference Room CALL MEETING TO ORDER 3:30 PM Present: Not Present: Robert Duffy Pat Crawford Tim Michaels JoAnn Foley Henry Gralak (non voting) Lynn Polhemus No quorum. Meeting cancelled. All business deferred to next scheduled meeting, September 20, 2007, 3:30 PM, Elgin PD. ADJOURNMENT 3:45 PM Respectfully submitted, Henry F. Gralak Acting Secretary These minutes were approved on September 20, 2007 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson, City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r 9/26/2007 Emergency Telephone System Board Thursday, September 20,2007,3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the July 19, 2007 meeting; submit for approval. Review minutes of the August 16, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240508, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Jul 5 —Aug 4, 2007 ($968.23) • AT&T Invoice 630845240509, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Aug 5 —Sep 4, 2007 ($965.33) • AT&T Invoice 773R06252307, Acc't 773 R06-2523 850 2, Phase II Wireless; Jun 17—Jul 16, 2007 ($686.38) • AT&T Invoice 630261323508, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Jul 5 —Aug 4, 2007 ($7241.54) • AT&T Invoice 630261323509, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Aug 5 —Sep 4, 2007 ($7015.62) • AT&T Invoice 773R06252308,Acc't 773 R06-2523 850 2, Phase II Wireless; Aug 16 thru Sep 15, 2007 ($686.38) 2/1/2008 STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy. OLD BUSINESS AT&T Account Number, 847 Z99-1977 923 0, T1 circuits from the Police Department to the radio tower sites, approved by Legal, Council. Two (2) complete sets of contracts sent to AT&T, Katia Fik, for signature. Upon receipt of AT&T signed sets, City will sign, retain one set, return a set to AT&T. Mike Eckler successfully completed the State EMS Lead Instructor course at Loyola University Medical Center, Maywood, IL. NEW BUSINESS Recommendation to move from ALERTS/IPSAN mobile data transfer platform to Verizon service. (Cf., Memo/Exec. Summary) UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, unanimous approval. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Mike Falese, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r -2- 2/1/2008 o ' Elgin Emergency Telephone System Board Minutes September 20, 2007 3:30 P.M. 151 Douglas Avenue, 3rd floor Conference Room AGENDA CALL MEETING TO ORDER Meeting called to order by Chairman Duffy at 3:33 PM. Present: Not Present: Robert Duffy Tim Michaels Lynn Polhemus Pat Crawford JoAnn Foley Henry Gralak r APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the July 19, 2007 meeting; submit for approval. A motion to accept the minutes as written was made by Tim Michaels, seconded by Lynn Polhemus, no discussion, passed unanimously. Review minutes of the August 16, 2007 meeting; submit for approval. A motion to accept the minutes as written was made by Tim Michaels, seconded by Lynn Polhemus, no discussion, passed unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240508, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Jul 5 —Aug 4, 2007 ($968.23) o Motion to approve payment by JoAnn Foley, seconded by Lynn Polhemus, no discussion, unanimous approval. • AT&T Invoice 630845240509, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Aug 5 — Sep 4, 2007 ($965.33) o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. 10/19/2007 . . • AT&T Invoice 773R06252307, Acc't 773 R06-2523 850 2, Phase II Wireless; Jun 17 —Jul 16, 2007 ($686.38) o Motion to approve payment by Lynn Polhemus, seconded by, JoAnn Foley no discussion, unanimous approval. • AT&T Invoice 630261323508, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Jul 5 —Aug 4, 2007 ($7241.54) o Motion to approve payment by Pat Crawford, seconded by Tim Michaels, no discussion, unanimous approval. • AT&T Invoice 630261323509, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Aug 5 — Sep 4, 2007 ($7015.62) o Motion to approve payment by Tim Michaels, seconded by JoAnn Foley no discussion, unanimous approval. • AT&T Invoice 773R06252308, Acc't 773 R06-2523 850 2, Phase II Wireless; Aug 16 thru Sep 15, 2007 ($686.38) o Motion to approve payment by Tim Michaels, seconded by Pat Crawford, no discussion, unanimous approval. STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy. OLD BUSINESS AT&T Account Number, 847 Z99-1977 923 0, T1 circuits from the Police Department to the radio tower sites, approved by Legal, Council. Two (2) signed, complete sets of contracts sent to AT&T, Katia Fik, for signature. Upon return receipt of AT&T signed sets, City will retain one set, return a set to AT&T. Mike Eckler successfully completed the State EMS Lead Instructor course at Loyola University Medical Center, Maywood, IL. r -2- 10/19/2007 NEW BUSINESS Recommendation to move from ALERTS/IPSAN mobile data transfer platform to Verizon service. (Cf., Memo/Exec. Summary) o Mike Bayard presented this matter in detail to the Board. The Board agreed that this migration was in the best strategic interest of the Elgin Police Department. This move will increase the yearly cost for mobile data access by approximately $8,300. Motion to approve this platform migration by JoAnn Foley, seconded by Tim Michaels, no discussion, unanimous approval. UNSCHEDULED AGENDA ITEMS The Board briefly discussed adjusting the 9-1-1 surcharge to meet present and near future telecommunications needs, and to ensure that Elgin Public Safety can maintain acceptable levels to the public. The matter was tabled pending collection of historical 9-1-1 Surcharge financial data and any other such data as may affect this discussion. Henry Gralak has the responsibility for assembling this information for the Board. ADJOURNMENT Meeting adjourned at 4:15 PM on a motion by Pat Crawford, seconded by Lyn Polhemus, no discussion, unanimous approval. Respectfully submitted, 4,16 ;?.Atiala- Henry F. Gralak Acting Secretary These minutes were approved October 18,2007 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Jack Henrici, Interim Director, Fire and EMS Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -3- 10/19/2007 s a Emergency Telephone System Board Thursday, October 18,2007,3:30 P.M. Elgin Police Department Chiefs Conference Room,Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the September 20, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240510, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Oct 4 thru Nov 3, 2007 ($990.48) • AT&T Invoice 773R06252309, Acc't 773 R06-2523 850 2, Phase II Wireless; Sep 16 thru Oct 15, 2007 ($686.38) • AT&T Invoice 630261323510, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Oct 4 thru Nov 3, 2007 ($7021.87) STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy. OLD BUSINESS AT&T Account Number, 847 Z99-1977 923 0, Ti circuits from the Police Department to the radio tower sites, approved by Legal, Council. Two (2) complete sets of contracts sent to AT&T, Katia Fik, for signature. AT&T returned a signed set to the City this date. This set will be submitted to the City Clerk for filing. 2/1/2008 The collection of historical 9-1-1 Surcharge financial data and related information is not complete as of this date. Henry Gralak has the responsibility for assembling this information for the Board. NEW BUSINESS To help ensure scheduling efficiency, it is asked that Elgin ETSB members give advanced notice when they are unable to attend Board meetings. Such notice should be given to the Board Secretary or the Chairman. UNSCHEDULED AGENDA ITEMS Henry Gralak spoke with Christopher Ternet, Vonage VoIP 9-1-1, and learned that, in fact, Vonage has been sending monthly 9-1-1 Tax Surcharge remittance to the Elgin ETSB monthly since February, 2007. Budget Analyst Lacey Roberts confirmed that approximately$5,700 has been received from Vonage and deposited in the E9-1-1 Account. Henry Gralak will work with Vonage to ensure that future surcharge remittance comes to the Elgin ETSB first, and then be directed for deposit as required by statute/tariff. ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, unanimous approval. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Jack Henrici, Interim Director, Fire and EMS Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r -2- 2/1/2008 • Elgin Emergency Telephone System Board Minutes October 18, 2007 3:30 P.M. 151 Douglas Avenue, 3rd floor Conference Room CALL MEETING TO ORDER Meeting called to order by Bob Duffy at 3:35 PM. Present: Not Present: Robert Duffy Tim Michaels Pat Crawford Lynn Polhemus JoAnn Foley Henry Gralak APPROVAL OF PREVIOUS MONTH MINUTES The minutes of the September 20, 2007 meeting were reviewed and submitted for approval. Motion to approve minutes by Tim Michaels, seconded by Pat Crawford, no discussion, motion carried. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240510, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Oct 4 thru Nov 3, 2007 ($990.48) • Motion to approve payment by Pat Crawford, seconded by Lynn Polhemus, brief discussion about number of cellular trunks serving Elgin, motion carried. • AT&T Invoice 773R06252309, Acc't 773 R06-2523 850 2, Phase II Wireless; Sep 16 thru Oct 15, 2007 ($686.38) • Motion to approve payment by Tim Michaels, seconded by Lynn Polhemus, no discussion, motion carried. • AT&T Invoice 630261323510, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Oct 4 thru Nov 3, 2007 ($7021.87) • Motion to approve payment by Tim Michaels, seconded by Lynn Polhemus, no discussion, motion carried. 11/19/2007 r STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy. Motion by JoAnn Foley to request that the City provide the ETSB with monthly balance information concerning E9-1-1 funds. Motion seconded by Pat Crawford. Bob Duffy will draft letter to City making this request. Motion tabled pending creation/approval of draft by the ETSB. OLD BUSINESS AT&T Account Number, 847 Z99-1977 923 0, T1 circuits from the Police Department to the radio tower sites, approved by Legal, Council, signed by City and AT&T. AT&T retained a signed set; City copy submitted to the City Clerk for filing. Acknowledged by ETSB. The collection of historical 9-1-1 Surcharge financial data and related information is not complete as of this date. Henry Gralak has the responsibility for assembling this information for the Board. "' Acknowledged by ETSB. NEW BUSINESS To help ensure scheduling efficiency, it is asked that Elgin ETSB members give advanced notice when they are unable to attend Board meetings. Such notice should be given to the Board Secretary or the Chairman. Agreed to by ETSB. UNSCHEDULED AGENDA ITEMS Henry Gralak spoke with Christopher Ternet, Vonage VoIP 9-1-1, and learned that, in fact, Vonage has been sending monthly 9-1-1 Tax Surcharge remittance to the Elgin ETSB monthly since February, 2007. Budget Analyst Lacey Roberts confirmed that approximately $5,700 has been received from Vonage and deposited in the E9-1-1 Account. Henry Gralak will work with Vonage to ensure that future surcharge remittance comes to the Elgin ETSB first, and then be directed for deposit as required by statute/tariff. rik Acknowledged by ETSB. -2- 11/19/2007 . . ADJOURNMENT Meeting adjourned at 4:03 PM on a motion by Tim Michaels, seconded by Lynn Polhemus, no discussion, motion carried. Respectfully submitted, Henry F. Gralak Acting Secretary These minutes were approved November 15,2007 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Jack Henrici, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator ernik r -3- 11/19/2007 r . Emergency Telephone System Board Thursday, November 15,2007,3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the October 18, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240511, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Nov 4 thru Dec 3, 2007 ($981.95) • AT&T Invoice 847Z99197710, Acc't 847 Z99-1977 923 0, Ti Connectivity between Radio Transmission sites; Oct 16 thru Nov 15, 2007 ($521.25 CR) • AT&T Invoice 630261323511,Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Nov 4 thru Dec 3, 2007 ($7020.28) It should be noted that this account billing shows an unpaid balance of $41,216.77. AT&T 9-1-1 Accounts, Sue Trick and Joe Cyze, did a check of this account info and discovered that on November 9, 2007 there were three (3) checks from Elgin in the amounts of$7,015.62, $7,021.87, and$7,241.54 posted to this account. AT&T acknowledges that they continue to have account billing problems. They were asked to do a detailed audit of all Elgin E9-1-1 related accounts. STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy. 2/1/2008 1 .. OLD BUSINESS Preliminary historical data for E9-1-1 Surcharge financial data and related information. NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion,unanimous approval. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Jack Henrici, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -2- 2/1/2008 • t Elgin Emergency Telephone System Board Minutes November 15, 2007 3:30 P.M. 151 Douglas Avenue, 31d floor Conference Room CALL MEETING TO ORDER Meeting called to order by Tim Michaels at 3:34 PM. Present: Not Present: Tim Michaels Bob Duffy Pat Crawford JoAnn Foley Lynn Polhemus Henry Gralak APPROVAL OF PREVIOUS MONTH MINUTES Reviewed minutes of the October 18, 2007 meeting; submitted for approval. Motion to accept minutes as written by Lynn Polhemus, seconded by Pat Crawford, no discussion, motion carried. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240511, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Nov 4 thru Dec 3, 2007 ($981.95) • Motion to approve payment by Lynn Polhemus, seconded by Pat Crawford, no discussion, motion carried. • AT&T Invoice 847Z99197710, Acc't 847 Z99-1977 923 0, T1 Connectivity between Radio Transmission sites; Oct 16 thru Nov 15, 2007 ($521.25 CR) • Credit acknowledged by Board. • AT&T Invoice 630261323511, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Nov 4 thru Dec 3, 2007 ($7020.28) It should be noted that this account billing shows an unpaid balance of $41,216.77. AT&T 9-1-1 Accounts, Sue Irick and Joe Cyze, did a check of this account info and discovered that on November 9, 2007 there were three (3) checks from Elgin in the amounts of$7,015.62, $7,021.87, and$7,241.54 posted to this account. AT&T acknowledges that they continue to have account billing problems. They were asked to do a detailed audit of all Elgin E9-1-1 related accounts. • Motion to approve payment by Lynn Polhemus, seconded by Pat Crawford, no discussion, motion carried. STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy. • Tabled pending Bob Duffy's return. OLD BUSINESS Preliminary historical data for E9-1-1 Surcharge financial data and related information. • Next step, assemble current annual E9-1-1 Surcharge revenue and expenditures for E9-1-1 services for further discussion. NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Meeting adjourned at 4:03 PM on a motion by Pat Crawford, seconded by Lynn Polhemus, no discussion, motion carried. r -2- 1/4/2008 Respectfully submitted, A/44,6 D`' Henry F. Gralak Acting Secretary These minutes were approved December 20,2007 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson, City Clerk Jack Henrici, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r r -3- 1/4/20087 • Emergency Telephone System Board Thursday,December 20,2007,3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER Present: Not Present: APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the November 15, 2007 meeting; submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252310, Acc't 773 R06-2523 850 2, Phase II Wireless; Oct 16 thru Nov 15, 2007 ($686.50) • AT&T Invoice 773R06252311, Acc't 773 R06-2523 850 2, Phase II Wireless; Nov 16 thru Dec 15, 2007 ($686.50) • AT&T Acc't Number 051 561 6769 001, Ref. 630 845 2405, Cellular 9-1-1 Trunk Transfers to other agencies, Closing date 11/09/07 ($6.27) • AT&T Invoice 630261323512, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Dec 4, 2007 thru Jan 3, 2008 ($7020.28) Elgin will be meeting with AT&T to discuss this account in detail. • AT&T Invoice 630845240512,Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Dec 4, 2007 thru Jan 3, 2008 ($985.24) • State of IL, Central Management Services, Invoice T0810332, Acc't T8889030, IWIN Client Maint./Mobile Service, Sept. 2007, ($63.75 Credit Memo 117350) rak 2/1/2008 • - • State of IL, Central Management Services, Invoice T0813703, Acc't T8889030, IWIN Client Maint./Mobile Service, Oct. 2007, ($63.75 Credit Memo 117350) STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System: Bob Duffy and Jim Nowicki. OLD BUSINESS Preliminary historical data for E9-1-1 Surcharge financial data and related information. NEW BUSINESS Robert Duffy resigning from the Board effective 01/20/08. UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion passed. cc: Olufemi Folarin, City Manager James Nowicki, Finance Director Diane Robertson , City Clerk Jack Henrici, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator -2- 2/1/2008 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES December 20, 2007,3:30 PM 151 Douglas Ave., 3rd floor Conf. Rm. Present: JoAnn C. Foley Not present: Bob Duffy Tim Michaels Henry Gralak Pat Crawford Lynn Polhemus Jim Nowicki Joe Bush (as Acting Secretary) CALL TO ORDER JoAnn Foley called the meeting to order at 3:36 PM. APPROVAL OF PREVIOUS MEETING MINUTES The minutes for the November 15, 2007 meeting were reviewed. Tim Michaels made a motion to approve the minutes as written; second by Pat Crawford. No discussion. Unanimous approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 773R06252310, Acc't 773 R06-2523 850 2, Phase II Wireless; Oct 16 thru Nov 15, 2007 ($686.50) • Motion to approve payment by Pat Crawford; seconded by Tim Michaels; no discussion; unanimous approval. • AT&T Invoice 773R06252311, Acc't 773 R06-2523 850 2, Phase II Wireless; Nov 16 thru Dec 15, 2007 ($686.50) • Motion to approve payment by Pat Crawford; seconded by Tim Michaels; no discussion; unanimous approval. • AT&T Acc't Number 051 561 6769 001, Ref. 630 845 2405, Cellular 9-1-1 Trunk Transfers to other agencies, Closing date 11/09/07 ($6.27) • Motion to approve payment by Lynn Polhemus; seconded by Tim Michaels; no discussion; unanimous approval. r • AT&T Invoice 630261323512, Acc't 630 261-3235 471 6, Primary 9-1-1 Trunks; Dec 4, 2007 thru Jan 3, 2008 ($7020.28) Elgin will be meeting with AT&T to discuss this account in detail. • Motion to approve payment by Tim Michaels; seconded by Lynn Polhemus; no discussion; unanimous approval. • Discussion on AT&T account activity tabled until next meeting. • AT&T Invoice 630845240512, Acc't 630 845-2405 773 1, Cellular 9-1-1 Trunks; Dec 4, 2007 thru Jan 3, 2008 ($985.24) • Motion to approve payment by Pat Crawford; seconded by Tim Michaels; no discussion; unanimous approval. • State of IL, Central Management Services, Invoice T0810332, Acc't T8889030, IWIN Client Maint./Mobile Service, Sept. 2007, ($63.75 Credit Memo 117350) • Item tabled until next meeting. Unclear if payment is required. • State of IL, Central Management Services, Invoice T0813703, Acc't T8889030, IWIN Client Maint./Mobile Service, Oct. 2007, ($63.75 Credit Memo 117350) • Item tabled until next meeting. Unclear if payment is required. STATUS REPORTS Jim Nowicki explained that all income/revenues are received and accounted for at City Hall and then dispersed to the related department/division. All the income/revenues are tracked by. Bob Duffy receives a spreadsheet each month with the updated total income by vendor. Pat Crawford indicated that the committee is looking to increase the current surcharges to help offset the increasing costs of replacement equipment and outside services (i.e.; 9-1-1 lines, wireless service to mobile units, etc). Jim Nowicki stated that the next election will be on or around April 2009, and a referendum would need to be approved by that election to increase the surcharge. To gain a better understand of the financial needs and project the necessary increase to the current surcharge, the board is requesting the following: • Report showing monthly expenses, and an estimation of future expense. • What equipment will need to be replaced in the foreseeable future, and a cost estimate for such replacement. • 9-1-1 Funds projection (i.e., similar to the projection provided by Jim Burns) • What amount are other municipalities collecting for 9-1-1 surcharges? OLD BUSINESS None. -2- December 21, 2007 r NEW BUSINESS None. UNSCHEDULED BUSINESS Tim Michaels asked who will be replacing Bob Duffy after 1/20/2008. Joe Bush informed him that Jeff Swoboda will be in charge of Police Department Support. ADJOURNMENT Motion to Adjourn by Lynn Polhemus; second by Pat Crawford; unanimous approval. Adjourned at 4:18 PM. Respectfully submitted, Henry F. Gralak Acting Secretary These minutes were approved on January 17, 2008 by the Emergency Telephone System Board. cc: Olufemi Folarin, City Manager Diane Robertson, City Clerk James Nowicki, Finance Director Jack Henrici, Fire Chief Lisa Womack, Police Chief Mike Eckler, EMD Coordinator r -3- December 21, 2007