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Home My WebLink About2012 E-911 Board Emergency Telephone System Board Thursday, January 19, 2012 3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the December 15, 2011 Meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240501, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; January 4 thru February 3, 2012 ($2,644.91). • AT&T Invoice 630261323501, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; January 4 thru February 3, 2012 ($5,086.55). • State of IL, Central Management Services, Invoice T1219059, Account# T8880539, ICN/IP Network, Hardware, Tl; 11/30/11 ($877.39). • State of IL, Central Management Services, Invoice T1219196, Account# T8889030, IWIN Client Maintenance /Mobile Service; 11/30/11 ($46.52). STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS r es- NEW BUSINESS Modification of previously approved bill — From Group 1 to Progressive Intelligence Technologies, LLC. UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police John Fahy, Fire Chief Kim Dewis, City Clerk -2- 01/19/2012 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES January 19, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Robert Beeter at 3:37 PM. Present Others Present Robert Beeter Mike Eckler Pat Crawford Dennis Hood JoAnn Foley David Hudik Lynn Polhemus APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the December 15, 2011 meeting, submit for approval. • Motion to accept the December 15, 2011 minutes as written by David Hudik, seconded by Lynn Polhemus, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240501, Account # 630 845-2405 773 1, Land Line 911 Trunk Lines; January 4 thru February 3, 2012 ($2,644.91). • Motion to approve payment by Pat Crawford, seconded by JoAnn Foley, no discussion, motion carried unanimously. • AT&T Invoice 630261323501, Account # 630 261-3235 471 6, Cellular 911 Trunk Lines; January 4 thru February 3, 2012 ($5,086.55). • Motion to approve payment by Lynn Polhemus, seconded by David Hudik, no discussion, motion carried unanimously. • State of IL, Central Management Services, Invoice T1219059, Account #T8880539, ICN/IP Network, Hardware, T1; 11/30/11 ($877.39). • Motion to approve payment by David Hudik, seconded by Lynn Polhemus, no discussion, motion carried unanimously. • State of IL, Central Management Services, Invoice T1219196, Account #T8889030, IWIN Client Maintenance/Mobile Service; 11/30/11 ($46.52). • Motion to approve payment by Lynn Polhemus, seconded by Pat Crawford, no discussion, motion carried unanimously. ETSB Meeting Minutes January 19, 2012 Page 2 STATUS REPORTS • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS • None. NEW BUSINESS • Modification of previously approved bill - board members approved payment to Group 1 in the amount of $2,000 at the November, 2011 meeting for the interface with CAD and New World. Since the November meeting, the company name has changed to Progressive Intelligence Technologies, LLC. • A motion was made to rescind the original approval of funds to Group 1 by JoAnn Foley, seconded by Pat Crawford, no discussion, motion carried unanimously. • A motion was made to approve payment to Progressive Intelligence Technologies, LLC in the amount of $2,000 by Pat Crawford, seconded by Lynn Polhemus, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS • EMD Users Conference - a request was submitted for EMD Coordinator Mike Eckler and Telecommunications Operator Rebecca Kiel to attend the EMD Users Conference in Baltimore, Maryland in April. Total expenses would not exceed $5,000 for both Mike and Rebecca. • A motion was made by Pat Crawford to approve the conference request, with the cost not to exceed $5,000, seconded by Lynn Polhemus, no discussion, motion carried unanimously. ADJOURNMENT Meeting adjourned at 4:05 PM on a motion by Pat Crawford, seconded by JoAnn Foley, no discussion, motion carried. Respectfully submitted, Alfxsz_ Sharon Pepke Recording Secretary Approved: -4.2N6c,icuc, 1G 1 ETSB Meeting Minutes January 19, 2012 Page 3 cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief r r EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES February 16, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Pat Crawford at 3:34 PM. Present Others Present Pat Crawford Jamie Fleisner JoAnn Foley Bill Wolf David Hudik Lynn Polhemus APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the January 19, 2012 meeting, submit for approval. • Motion to accept the January 19, 2012 minutes as written by David Hudik, seconded by JoAnn Foley, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240502, Account #630 845-2405 773 1, Land Line 911 Trunk Lines; February 4 thru March 3, 2012 ($2,669.23) • Motion to approve payment by David Hudik, seconded by JoAnn Foley, no discussion, motion carried unanimously. • AT&T Invoice 630261323502, Account # 630 261-3235 471 6, Cellular 911 Trunk Lines; February 4 thru March 3, 2012 ($5,086.65) • Motion to approve payment by JoAnn Foley, seconded by David Hudik, no discussion, motion carried unanimously. • State of IL, Central Management Services, Invoice T1222791, Account # T8880539, ICN/IP Network, Hardware, T1; 12/31/11 ($877.39) • Motion to approve payment by David Hudik, seconded by JoAnn Foley, no discussion, motion carried unanimously. • State of IL, Central Management Services, Invoice T1222928, Account # T8889030, IWIN Client Maintenance/Moblie Service; 12/31/11 ($46.52) • Motion to approve payment by David Hudik, seconded by JoAnn Foley, no discussion, motion carried unanimously. ETSB Meeting Minutes February 16, 2012 Page 2 • New World Systems, Invoice 015413B 12/15/11, Annual Maintenance Agreement 01/01/12 thru 12/31/12 ($45,438.00) • Motion to approve payment by Lynn Polhemus, seconded by JoAnn Foley, no discussion, motion carried unanimously. STATUS REPORTS • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet Information was not available. No update was given. OLD BUSINESS • None. NEW BUSINESS • Next generation 911 — Kane County received grant money to start this project. There could be a possible cost savings if Elgin decides to join the venture. Staff will attend the kick off meeting to gain a better understanding, and see if Elgin is ready to take on such a task. • Future equipment replacement — In 2013, the maintenance agreement for the toughbooks will be up for renewal. Instead of 1 large payment to renew the contract, staff is proposing 3 smaller payments over a period of time. This covers roughly 100 toughbooks for police and fire. • Status of New World CAD project — Lieutenant Wolf provided an update on the project to the board members. The anticipated go-live date has been scheduled for March 20, 2012. UNSCHEDULED AGENDA ITEMS • JoAnn foley asked for an update on equipment — anticipated lifespan and cost. Lieutenant Wolf will provide the information requested at the next meeting. ADJOURNMENT Meeting adjourned at 4:13 PM on a motion by David Hudik, seconded by Lynn Polhemus, no discussion, motion carried. r ETSB Meeting Minutes February 16, 2012 Page 3 Respectfully submitted, Sharon Pepke Recording Secretary Approved: •T(\c c_Nr\ VE } ac,11 cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief r r • Emergency Telephone System Board March 15,2012 3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the February 16, 2012 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240503, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; March 4 thru April 3, 2012 ($2,628.43). • AT&T Invoice 630261323503, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; March 4 thru April 3, 2012 ($7,473.64). • State of IL, Central Management Services, Invoice T1226820, Account# T8880539, ICN/IP Network, Hardware, T 1; 01/31/12 ($877.39). • State of IL, Central Management Services, Invoice T1226957, Account# T8889030, TWIN Client Maintenance/Mobile Service; 01/31/12 ($46.52). STATUS REPORTS Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS Equipment lifespan/costs NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police John Fahy, Fire Chief Kim Dewis, City Clerk r r -2- EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES March 15, 2012, 3:30 p.m. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Pat Crawford at 3:45 p.m. Present Absent Others Present Pat Crawford Dave Hudik Mike Bayard JoAnn Foley Joe Bush Lynn Polhemus Dennis Hood Bill Wolf Lacey Roberts APPROVAL OF PREVIOUS MONTH MINUTES • Review minutes from the February 16, 2012 meeting, submit for approval. Motion to accept the February 16, 2012 minutes as written by Lynn Polhemus, seconded by JoAnn Foley, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240503, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; March 4 thru April 3, 2012 ($2,628.43). Motion to approve payment by JoAnn Foley, seconded by Lynn Polhemus, no discussion, motion carried unanimously. • AT&T Invoice 630261323503, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; March 4 thru April 3, 2012 ($7,473.64). AT&T Invoice 630261323503 was $2,386.97 higher than expected. Mike Bayard researched the discrepancy. The board was informed that AT&T incorporated charges incurred pertaining to South Elgin Fire and the Nessler PD and FD backup. Consequently, the board was improperly charged and is not responsible for the overage. The board is responsible for the adjusted amount of $5,086.67. Motion to approve adjusted payment by Bill Wolf, seconded by Lynn ""' Polhemus, motion carried unanimously. ETSB Meeting Minutes March 15, 2012 Page 2 • State of IL, Central Management Services, Invoice T1226820, Account# T8880539, ICN/IP Network, Hardware, Ti; 01/31/12 ($877.39). Motion to approve payment by JoAnn Foley, seconded by Lynn Polhemus, no discussion, motion carried unanimously. • State of IL, Central Management Services, Invoice T1226957, Account#T8889030, IWIN Client Maintenance / Mobile Service; 01/31/12 ($46.52). Motion to approve payment by Lynn Polhemus, seconded by JoAnn Foley, no discussion, motion carried unanimously. STATUS REPORTS • Status of Fund 220, E9-1-1 Telephone System. The monthly account activity report was distributed. No expenses have been charged to the fund. OLD BUSINESS • Equipment lifespan/costs Bill Wolf distributed an Emergency Telephone System Board expense worksheet depicting equipment replacement that is in process and projected to occur through 2014. Said worksheet projects equipment lifespan, estimated replacement time frame and cost. NEW BUSINESS • Due to the retirement of former Chairperson Robert Beeter, the board motioned to nominate Bill Wolf to serve as the chairperson. Motion to approve nomination by Joann Foley, seconded by Lynn Polhemus, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS • None ADJOURNMENT Meeting adjourned at 4:50 p.m. on a motion by Lynn Polhemus, seconded by Joann Foley, no discussion, motion carried. ETSB Meeting Minutes March 15, 2012 Page 3 Respectfully submitted, 4iyckilAcap Katie Johnston Acting Recording Secretary Approved:aim,L 19 an/a cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief r EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES April 19, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:37 PM. Present Others Present Pat Crawford Dennis Hood JoAnn Foley Lacey Roberts David Hudik Lynn Polhemus Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the March 15, 2012 meeting, submit for approval. • Motion to accept the March 15, 2012 minutes as written by Pat Crawford, seconded by Lynn Polhemus, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240504, Account # 630 845-2405 773 1, Land Line 911 Trunk Lines; April 4 thru May 3, 2012 ($2,717.55). • Motion to approve payment by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. • AT&T Invoice 630261323504, Account # 630 261-3235 471 6, Cellular 911 Trunk Lines; April 4 thru May 3, 2012 ($4,694.50). • Motion to approve payment by JoAnn Foley, seconded by Lynn Polhemus, no discussion, motion carried unanimously. • State of IL, Central Management Services, Invoice T1230751, Account # T8880539, ICN/IP Network, Hardware, T1; 02/29/12 ($877.39). • Motion to approve payment by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. • State of IL, Central Management Services, Invoice T1230888, Account # T8889030, IWIN Client Maintenance / Mobile Service; 02/29/12 ($46.52). • Motion to approve payment by David Hudik, seconded by Lynn Polhemus, no discussion, motion carried unanimously. ETSB Meeting Minutes April 19, 2012 Page 2 STATUS REPORTS • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS • None. NEW BUSINESS • Authorize Bid for 35 new panasonic toughbooks — Bill Wolf brought forward a quote from CDS Office Technologies for the purchase of 35 toughbooks for $160,675.00, which includes warranty coverage. • Motion to approve expenditure by JoAnn Foley, seconded by Lynn Polhemus, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS • Purchase of Motorola Apex Radios — board members authorized Bill Wolf to submit a request to the City's Legal Department to confirm if this purchase is eligibile under Section 8 of the Emergency Telephone System Act. Information will be discussed at a future meeting. ADJOURNMENT Meeting adjourned at 4:41 PM on a motion by David Hudik, seconded by Pat Crawford, no discussion, motion carried. Respectfully submitted, ,:jkakc,) Sharon Pepke Recording Secretary Approved: \-1 a c t a, cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief C Emergency Telephone System Board May 17,2012 3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the April 19, 2012 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240505, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; May 4 thru June 3, 2012 ($2,783.39). • AT&T Invoice 630261323505, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; May 4 thru June 3, 2012 ($5,086.85). • State of IL, Central Management Services, Invoice T1234703, Account# T8880539, ICN/IP Network, Hardware, Tl; 03/31/12 ($877.39). • State of IL, Central Management Services, Invoice T1234840, Account# T8889030, IWIN Client Maintenance/Mobile Service; 03/31/12 ($46.52). MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS Portable Radio Purchase NEW BUSINESS Open Meetings Act (OMA) training UNSCHEDULED AGENDA ITEMS r ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police John Fahy, Fire Chief Kim Dewis, City Clerk r -2- J EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN r MINUTES May 17, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:35 PM. Present Absent Others Present Pat Crawford JoAnn Foley Mike Eckler David Hudik Dennis Hood Lynn Polhemus Lacey Roberts Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the April 19, 2012 meeting, submit for approval. • Motion to accept the April 19, 2012 minutes as written by Pat Crawford, seconded by Lynn Polhemus, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240505, Account # 630 845-2405 773 1, Land Line 911 Trunk Lines; May 4 thru June 3, 2012 ($2,783.39) • Motion to approve payment by David Hudik, seconded by Pat Crawford, no discussion, motion carried unanimously. • AT&T Invoice 630261323505, Account # 630 261-3235 471 6, Cellular 911 Trunk Lines; May 4 thru June 3, 2012 ($5,086.85) • Motion to approve payment by Pat Crawford, seconded by Lynn Polhemus, no discussion, motion carried unanimously. • State of IL, Central Management Services, Invoice T1234703, Account # T8880539, ICN/IP Network, Hardware, Ti; 03/31/12 ($877.39) • Motion to approve payment by Lynn Polhemus, seconded by David Hudik, no discussion, motion carried unanimously. • State of IL, Central Management Services, Invoice T1234840, Account # T8889030, IWIN Client Maintenance/Mobile Service; 03/31/12 ($46.52) • Motion to approve payment by David Hudik, seconded by Lynn Polhemus, no discussion, motion carried unanimously. ETSB Meeting Minutes May 17, 2012 Page 2 MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS • Portable Radio Purchase — a memo was submitted to the City's Legal Department requesting an opinion as to whether the ETSB can approve funds to purchase portable radios for the police department, primarily used for 911 purposes. It was the opinion of the legal department that the radios could be funded by the ETSB if used for this purpose. A motion was made by Pat Crawford and seconded by Lynn Polhemus to approve funding in the amount of $135,132.75 to purchase the radios. Staff will submit the information to the City Council for consideration. NEW BUSINESS • Open Meetings Act training — reminder to all board members to take the training. Bill Wolf will e-mail the information to members. risk UNSCHEDULED AGENDA ITEMS • Purchase request from Mike Eckler — request submitted to purchase EMD Advancement Series CE training program in the amount of $1,235.00. A motion was made by Lynn Polhemus and seconded by David Hudik to approve funding for this purchase. • Training Class Expense — request submitted for Telecommunications Operator Rebecca Kiel to attend the Emergency Medical Technician Basic Program at Provena Saint Joseph Hospital in the fall. Total expenses would not exceed $700.00. A motion was made by Lynn Polhemus and seconded by Pat Crawford to approve funding for this expense. • Server Purchase — joint process with the City and the police department for backup servers for CAD, RMS, Mobile. Estimated cost - $75,000. The final proposal and information will be discussed at next month's meeting. ADJOURNMENT Meeting adjourned at 4:26 PM on a motion by David Hudik, seconded by Lynn Polhemus, no discussion, motion carried. Respectfully submitted, k_c ..0 r1 0-0-10V5,— Sharon Pepke Recording Secretary Approved: AA Jue_ a 00- ETSB Meeting Minutes • May 17, 2012 Page 3 cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief r r Emergency Telephone System Board June 21, 2012 3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the May 17, 2012 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240506, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; June 4 thru July 3, 2012 ($2,756.82). • AT&T Invoice 630261323506, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; June 4 thru July 3, 2012 ($5,091.10). • State of IL, Central Management Services, Invoice T1238729, Account# T8880539, ICN/IP Network, Hardware, Ti; 04/30/12 ($877.39). • State of IL, Central Management Services, Invoice T1238866, Account# T8889030, IWIN Client Maintenance/Mobile Service; 04/30/12 ($46.52). MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Account Activity Report OLD BUSINESS Server Purchase Proposal. NEW BUSINESS EMD User Conference Expense. elk Consideration of a contract with New World Systems for an interface to Progressive Intelligence. UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by_ , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police John Fahy, Fire Chief Kim Dewis, City Clerk r r -2- EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES June 21, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:32 PM. Present Absent Others Present Pat Crawford Lynn Polhemus Dennis Hood JoAnn Foley Lacey Roberts David Hudik Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the May 17, 2012 meeting, submit for approval. • Motion to accept the May 17, 2012 minutes as written by David Hudik, seconded by Pat Crawford, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240506, Account # 630 845-2405 773 1, Land Line 911 Trunk Lines; June 4 thru July 3, 2012 ($2,756.82) • AT&T Invoice 630261323506, Account # 630 261-3235 471 6, Cellular 911 Trunk Lines; June 4 thru July 3, 2012 ($5,091.10) • State of IL, Central Management Services, Invoice T1238729, Account # T8880539, ICN/IP Network, Hardware, T1; 04/30/12 ($877.39) • State of IL, Central Management Services, Invoice T1238866, Account # T8889030, IWIN Client Maintenance/Mobile Service; 04/30/12 ($46.52) • A motion was made to approve all payments by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet ETSB Meeting Minutes . June 21, 2012 Page 2 OLD BUSINESS • Server Purchase Proposal — this joint project with the City will be implemented within the next few months. NEW BUSINESS • EMD User Conference Expense — the $5,000 training expense that was approved in January, 2012 by the ETSB was incorrectly paid out of the police department's Communications training budget, not ETSB. In lieu of this error, staff has submitted a funding request to ETSB in the amount not to exceed $3,000 for on-line telecommunicator training through Police Legal Sciences. A motion was made by Pat Crawford and seconded by JoAnn Foley to approve funding from ETSB funds for this training expense. No discussion, motion carried unaimously. • Consideration of a contract with New World Systems for an interface to Progressive Intelligence — a request was made by staff for ETSB to provide funding in the amount of $11,440 for software enhancement/interface to the New World mobile product. This would be a one-time charge. A motion was made by Pat Crawford and seconded by JoAnn Foley to approve funding for this purpose. No discussion, motion carried unaimously. UNSCHEDULED AGENDA ITEMS • EMS rules require EMD cards that are new or revised to be approved by the ETSB. This issue will be listed on a future meeting agenda for discussion and resolution. • Toughbook purchase — this item was pulled from City Council consideration at the recent City Council meeting. The item will go out to bid and resubmitted to the City Council for consideration at a future date. Staff will provide information on this project as information becomes available. ADJOURNMENT Meeting adjourned at 4:22 PM on a motion by Pat Crawford, seconded by David Hudik, no discussion, motion carried. Respectfully submitted, Sharon Pepke Recording Secretary Approved: e.,(40, \G Jon, ETSB Meeting Minutes June 21, 2012 Page 3 ` cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief r r EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES July 19, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:35 PM. Present Absent Others Present Pat Crawford JoAnn Foley Mike Eckler David Hudik Jaime Fleisner Lynn Polhemus Dennis Hood Bill Wolf Lacey Roberts APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the June 21, 2012 meeting, submit for approval. • Motion to accept the June 21, 2012 minutes as written by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240507, Account # 630 845-2405 773 1, Land Line 911 Trunk Lines; July 4 thru August 3, 2012 ($2,828.13). • AT & T Invoice 630261323507, Account # 630 261-3235 471 6, Cellular 911 Trunk Lines; July 4 thru August 3, 2012 ($5,092.56). • State of IL, Central management Services, Invoice T1242851, Account # T8880539, ICN/IP Network, Hardware, Ti; 05/31/12 ($877.39). • State of IL, Central Management Services, Invoice T1242888, Account # T8889030, IWIN Client Maintenance/Mobile Service; 05/31/12 (46.52). • A motion was made to approve all payments by David Hudik, seconded by Pat Crawford, no discussion, motion carried unanimously. MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet ETSB Meeting Minutes July 19, 2012 Page 2 OLD BUSINESS • EMD Card Approval — Mike Eckler brought EMD cards from version 12 for review. The cards will be updated to version 12.1 and 12.2 in the near future. As the cards are updated, Mike will bring them to the meeting for the board members to review and approve. ■ A motion was made by David Hudik to approve the version 12 cards as presented, seconded by Lynn Polhemus, no discussion, motion carried unanimously. NEW BUSINESS • Approval for Apco Training — this is a public safety comunications event. The conference includes information on radio systems and repairs, as well as networking with companies and vendors. Mike Bayard has requested to attend this conference with a total expense of $1,305.00. • A motion was made by Lynn Polhemus to approve the conference request, seconded by Pat Crawford, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS • None. ADJOURNMENT Meeting adjourned at 4:17 PM on a motion by David Hudik, seconded by Lynn Polhemus, no discussion, motion carried. Respectfully submitted, 00-cZ Sharon Pepke Recording Secretary Approved: att341.1,1- I b X 01 d cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief C Emergency Telephone System Board August 16,2012 3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the July 19, 2012 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240508, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; August 4 thru September 3, 2012 ($2,873.72). • AT&T Invoice 630261323508, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; August 4 thru September 3, 2012 ($5,151.29). • State of IL, Central Management Services, Invoice T1246761, Account# T8880539, ICN/IP Network, Hardware, Ti; 06/30/12 ($877.39). • State of IL, Central Management Services, Invoice T1246898, Account# T8889030, IWIN Client Maintenance/Mobile Service; 06/30/12 ($46.52). • Esri,Annual Maintenance Agreement/Mapping Software—Fire Department ($1,500.00). MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police John Fahy, Fire Chief Kim Dewis, City Clerk r r -2- f EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES August 16, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:35 PM. Present Others Present Pat Crawford Dennis Hood JoAnn Foley David Hudik Lynn Polhemus Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the July 19, 2012 meeting, submit for approval. • Motion to accept the July 19, 2012 minutes as written by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240508, Account # 630 845-2405 773 1, Land Line 911 Trunk Lines; August 4 thru September 3, 2012 ($2,873.72) • AT&T Invoice 630261323508, Account # 630 261-3235 471 6, Cellular 911 Trunk Lines; August 4 thru September 3, 2012 ($5,151.29) • State of IL, Central Management Services, Invoice T1246761, Account # T8880539, ICN/IP Network, Hardware, T1; 06/30/12 ($877.39) • State of IL, Central Management Services, Invoice T1246898, Account # T8889030, IWIN Client Maintenance/Mobile Service; 06/30/12 ($46.52) • Esri, Annual Maintenance Ageement/Mapping Software — Fire Department ($1,500.00) • A motion was made to approve all payments by David Hudik, seconded by JoAnn Foley, no discussion, motion carried unanimously. 4. ETSB Meeting Minutes August 16, 2012 Page 2 MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS • None. NEW BUSINESS • A general discussion was held regarding the possibility of a future referendum and the timeline that will need to be established. Bill Wolf will research several issues that were brought forward and provide an update at next month's meeting. UNSCHEDULED AGENDA ITEMS • None. ADJOURNMENT rMeeting adjourned at 4:06 PM on a motion by JoAnn Foley, seconded by Lynn Polhemus, no discussion, motion carried. Respectfully submitted, ',.,_____5,k03._C-,(\_. \LC-- Sharon Pepke Recording Secretary Approved: , • , . - o Jot " cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief r Emergency Telephone System Board September 20,2012 3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the August 16, 2012 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240509, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; September 4 thru October 3, 2012 ($2,068.06). • AT&T Invoice 630261323509, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; September 4 thru October 3, 2012 ($4,335.76). • State of IL, Central Management Services, Invoice T1303156, Account# T8880539, ICN/IP Network, Hardware, T 1; 07/31/12 ($877.39). • State of IL, Central Management Services, Invoice T1303293, Account# T8889030, IWIN Client Maintenance/Mobile Service; 07/31/12 ($46.52). MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS • Discussion of possibility of referendum to increase user fees in the fall of 2013. • Follow up discussion on Next Generation 911 planning and the implementation of a new radio system. rh NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police John Fahy, Fire Chief Kim Dewis, City Clerk r -2- 4 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES September 20, 2012, 3:30 p.m. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:36 p.m. Present Absent Others Present Pat Crawford Lynn Polhemus Lacey Roberts JoAnn Foley David Hudik Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the August 16, 2012 meeting, submit for approval. • Motion to accept the August 16, 2012 minutes as written by David Hudik, seconded by Pat Crawford, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240509, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; September 4 thru October 3, 2012 ($2,068.06). • AT&T Invoice 630261323509, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; September 4 thru October 3, 2012 ($4,335.76). • State of IL, Central Management Services, Invoice T1303156, Account# T8880539, ICN/IP Network, Hardware, Ti; 07/31/12 ($877.39). • State of IL, Central Management Services, Invoice T1303293, Account# T8889030, IWIN Client Maintenance / Mobile Service; 07/31/12 ($46.52). • A motion was made to approve all payments by JoAnn Foley, seconded by David Hudik, motion carried unanimously. r a ETSB Meeting Minutes September 20, 2012 Page 2 MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • The monthly balance sheet was reviewed. • Bill Wolf researched why it appeared that this year's surcharge was lower than last year. Upon review, it was determined that the board is in line with last year. Surcharge checks come in at a slower rate and the data does not currently reflect a check that has been received. OLD BUSINESS • Bill Wolf provided an update regarding the possibility of a future referendum campaign. Initial discussion on this topic has ensued with the city manager's office as the ETSB fund cannot keep up with the rising costs. • JoAnn Foley inquired as to what other Emergency Telephone System Boards charge. Bill Wolf will follow up on this inquiry and provide an update at the next meeting. • The possibility of NENA (National Emergency Number Association) involvement in moving forward with a referendum campaign was brought up. Bill Wolf will follow up on this inquiry and provide an update at the next meeting. • Bill Wolf provided a brief recap on previous discussions as to what expenses the ETSB would cover as it relates to future technology updates/replacements. NEW BUSINESS • Dave Hudik inquired if the board could pay invoices pertaining to the State of IL, Central Management Services, Account# T8889030, IWIN Client Maintenance / Mobile Service on an annual basis. Bill Wolf will follow up on this possibility and provide an update at the next meeting. • A motion was made to explore the possibility of making an annual payment by Bill Wolf, seconded by JoAnn Foley, motion carried unanimously. C ETSB Meeting Minutes September 20, 2012 Page 3 UNSCHEDULED AGENDA ITEMS • None. ADJOURNMENT Meeting adjourned at 4:15 p.m. on a motion by JoAnn Foley, seconded by David Hudik, no discussion, motion carried. Respectfully submi - •, / rIkA, Katie Joh wton Acting Recor ing Secretary Approved: -kbe,,, \ g- m Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief C Emergency Telephone System Board October 18,2012 3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the September 20, 2012 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240510, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; October 4 thru November 3, 2012 ($1,684.58). • AT&T Invoice 630261323510, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; October 4 thru November 3, 2012 ($4,819.06). r • State of IL, Central Management Services, Invoice T1307069, Account# T8880539, ICN/IP Network, Hardware, T1; 08/31/12 ($877.39). • State of IL, Central Management Services, Invoice T1307206, Account# T8889030, IWIN Client Maintenance/Mobile Service; 08/31/12 ($46.52). MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS Referendum discussion NEW BUSINESS Radio System Contingency Funding Approval of Enhanced 911 system UNSCHEDULED AGENDA ITEMS r ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police John Fahy, Fire Chief Kim Dewis, City Clerk r r -2- p EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES October 18, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:39 PM. Present Absent Others Present Pat Crawford JoAnn Foley Mike Bayard David Hudik Lynn Polhemus Joe Bush Bill Wolf Colleen Lavery Lacey Roberts APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the September 20, 2012 meeting, submit for approval. • Motion to accept the September 20, 2012 minutes as written by David Hudik, seconded by Pat Crawford, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240510, Account # 630 845-2405 773 1, Land Line 911 Trunk Lines; October 4 thru November 3, 2012 ($1,684.58). • AT&T Invoice 630261323510, Account # 630 261-3235 471 6 Cellular 911 Trunk Lines; October 4 thru November 3, 2012 ($4,819.06). • State of IL, Central Management Services, Invoice T1307069, Account # T8880539, ICN/IP Network, Hardware, T1; 08/31/12 ($877.39). • State of IL, Central Management Services, Invoice T1307206, Account # T8889030, IWIN Client Maintenance/Mobile Service; 08/31/12 ($46.52). • A motion was made to approve all payments by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. ETSB Meeting Minutes October 18, 2012 Page 2 MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS • Referendum Discussion — Bill Wolf provided information on referendum issues that he was able to research. The current charge for landlines is $.65. The average charge for all 911 boards in the State of Illinois is $1.25 per line. The revenue lines have declined every year since 2004. Out of the cities that have held referendums statewide to increase the charge, 46 have passed and 43 have failed for various reasons. There is potential for a referendum in the fall of 2013. Board members and staff will have additional discussion on this issue to determine if this will move forward. NEW BUSINESS • Radio System Contingency Funding — the current radio system is near the end of life and cannot be supported. A request for proposal has gone out, with Motorola providing a bid of approximately $11M for the cost of the new system including fire station alerting and an enhanced 911 telephone system. The city will finance the debt to make this purchase with Riverboat Funds, and staff is requesting an approval from the ETSB Board for a contingency of$1.1M (10%) for the project, if it is needed. A motion was made by Pat Crawford and seconded by David Hudik to approve a contingency for the radio system project, not to exceed $1.1M. • Approval of Enhanced 911 System — as part of the city funded radio system project, a proposal was submitted for the enhanced 911 system. Staff is requesting a motion by the board to move forward with the proposed concept. Dave Hudik described the specifications of the proposed Intrado enhanced 911 system. A motion was made by David Hudik and seconded by Pat Crawford to move forward with the proposal for the Intrado Viper Next Generation 911 System concept. UNSCHEDULED AGENDA ITEMS • Disaster recovery site — this item will be listed on the November agenda for discussion and consideration. • The city is currently testing a new procedure for paying bills automatically every month. The initial payment would come out of the General Fund and then a transfer would be made from the ETSB account to the General Fund. An itemized bill with details would be provided to the ETSB every month, so it could be reviewed and approved at the meeting prior to the bill being processed for payment. This will save money and processing time. ETSB Meeting Minutes October 18, 2012 Page 3 ADJOURNMENT Meeting adjourned at 4:50 PM on a motion by David Hudik, seconded by Pat Crawford, no discussion, motion carried. Respectfully submitted, j'ItC0-0)A Sharon Pepke Recording Secretary Approved: A' A, - !1. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief r Emergency Telephone System Board November 15, 2012 3:30 P.M. Elgin Police Department Chief's Conference Room, Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the October 18, 2012 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240511, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; November 4 thru December 3, 2012 ($1,976.81). • AT&T Invoice 630261323511, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; November 4 thru December 3, 2012 ($4,820.11) • State of IL, Central Management Services, Invoice T1311074, Account# T8880539, ICN/IP Network, Hardware, Ti; 09/30/12 ($877.39). • State of IL, Central Management Services, Invoice T1311211, Account# T8889030, IWIN Client Maintenance/Mobile Service; 09/30/12 ($46.52). MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS Emergency Medical Dispatch Protocol Follow-up—Mike Eckler NEW BUSINESS 2013 Meeting Dates 2013 New World CAD/Mobile Maintenance - $64,048 Consideration of Disaster Recovery Site - $72,405.95 r, UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police John Fahy, Fire Chief Kim Dewis, City Clerk r -2- EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES November 15, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:34 PM. Present Absent Others Present Pat Crawford JoAnn Foley Joe Bush David Hudik Lynn Polhemus Mike Eckler Bill Wolf Dennis Hood Lacey Roberts APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the October 18, 2012 meeting, submit for approval. • Motion to accept the October 18, 2012 minutes as written by David Hudik, seconded by Pat Crawford, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240511, Account # 630 845-2405 773 1, Land Line 911 Trunk Lines; November 4 thru December 3, 2012 ($1,976.81) • AT&T Invoice 630261323511, Account # 630 261-3235 471 6, Cellular 911 Trunk Lines; November 4 thru December 3, 2012 ($4,820.11) • State of IL, Central Management Services, Invoice T1311074, Account #T8880539, ICN/IP Network, Hardware, T1; 09/30/12 ($877.39) • State of IL, Central Management Services, Invoice T1311211, Account # T8889030, IWIN Client Maintenance/Mobile Service; 09/30/12 ($46.52) • A motion was made to approve all payments by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. r ETSB Meeting Minutes November 15, 2012 Page 2 MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS • Emergency Medical Dispatch Protocol Follow-up — Mike Eckler provided information regarding a call handling program from PowerPhone for Communications and the cost associated with the purchase of the system. The system provided by PowerPhone is preferred over Priority Dispatch by Communication staff. More research is needed, as there were many questions about the system and cost. Mike will provide the information at a future meeting before consideration to fund the purchase is made by the board. NEW BUSINESS • 2013 Meeting Dates — ETSB meeting dates for 2013 were identified and distributed. • 2013 New World CAD/Mobile Maintenance — an invoice from New World Systems for CAD/Mobile Maintenance for 2013 in the amount of $64,048.00 was brought forward for discussion and consideration for payment. A motion was made by Pat Crawford to approve the payment to New World Systems in the amount of $64,048.00 after January 1, 2013, seconded by David Hudik, no discussion, motion carried unanimously. • Consideration of Disaster Recovery Site — this information was not formally listed on the October 18, 2012 meeting agenda and could not be discussed. The item was tabled so that it could be included on the November meeting agenda for discussion and consideration. The City of Elgin will pay half of the $144,811.90 bill, with ETSB providing the remaining half of the balance in the amount of $72,405.95. A motion was made by David Hudik to approve payment in the amount of $72,405.95, seconded by Pat Crawford, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS • Bill Wolf mentioned that the new radio system project for the police and fire departments was going before the City Council on November 28, 2012 for consideration. ETSB Meeting Minutes November 15, 2012 Page 3 • APCO Training — Dennis Hood will compare this training with what is covered and offered with the call handling program provided by PowerPhone. The information will be discussed at a future meeting ADJOURNMENT Meeting adjourned at 4:13 PM on a motion by Pat Crawford, seconded by David Hudik, no discussion, motion carried. Respectfully submitted, -5k amiA Sharon Pepke Recording Secretary Approved:-W,c�m Ao ,90Ia cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief Emergency Telephone System Board December 20,2012 3:30 P.M. Elgin Police Department Chief's Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the November 15, 2012 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240512, Account# 630 845-2405 773 1, Land Line 911 Trunk. Lines; December 4 thru January 3, 2013 ($1,987.73). • AT&T Invoice 630261323512, Account# 630 261-3235 471 6, Cellular 911 Trunk Lines; December 4 thru January 3, 2013 ($4,819.15). • State of IL, Central Management Services, Invoice TI314983, Account# T8880539, ICN/IP Network, Hardware, Ti; 10/31/12 ($877.39). MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet OLD BUSINESS NEW BUSINESS Consideration of ESRI Software Purchase - $6,300.00 UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police John Fahy, Fire Chief Kim Dewis, City Clerk r r -2- • EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES December 20, 2012, 3:30 PM. 151 Douglas Ave., 3rd floor Conf. Rm. Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:36 PM. Present Others Present Pat Crawford Dennis Hood JoAnn Foley David Hudik Lynn Polhemus Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the November 15, 2012 meeting, submit for approval. • Motion to accept the November 15, 2012 minutes as written by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240512, Account # 630 845-2405 773 1, Land Line 911 Trunk Lines; December 4 thru January 3, 2013 ($1,987.73) • AT&T Invoice 630261323512, Account # 630 261-3235 471 6, Cellular 911 Trunk Lines; December 4 thru January 3, 2013 ($4,819.15) • State of IL, Central Management Services, Invoice T1314983, Account # T8880539, ICN/IP Network, Hardware, Ti; 10/31/12 ($877.39) • A motion was made to approve all payments by David Hudik, seconded by Lynn Polhemus, no discussion, motion carried unanimously. MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Monthly balance sheet ETSB Meeting Minutes December 20, 2012 Page 2 OLD BUSINESS • Referendum discussion — board members asked if a representative from the Legal Department could attend a future meeting to discuss the options that the board would have if a referendum was possible, and answer any questions they have regarding the process. Board members will need to determine if there is a financial need for a referendum before proceeding. Is it possible to talk to a representative from a city that sucessfully passed an increase? Bill Wolf will follow-up with these issues and questions, and provide an update at the next meeting. • Disaster Recovery Site — Bill Wolf mentioned that the information was presented to the City Council and it was approved. The process is moving forward. NEW BUSINESS • Consideration of ESRI Software purchase — New World software upgrade. Discussion for this item was tabled until next month's meeting. UNSCHEDULED AGENDA ITEMS • None. ADJOURNMENT Meeting adjourned at 4:22 PM on a motion by JoAnn Foley, seconded by Lynn Polhemus, no discussion, motion carried. Respectfully submitted, Jukor\ Sharon Pepke Recording Secretary Approved: pf1Lfaitj_ 17 (kJ-5 cc: Sean Stegall, City Manager Colleen Lavery, Finance Director Jeff Swoboda, Chief of Police Kim Dewis, City Clerk John Fahy, Fire Chief