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HomeMy WebLinkAbout102016 minutesEMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES October 20, 2016, 3:30 PM. Elgin Police Department, third floor conference room 151 Douglas Avenue, Elgin, Illinois CALL MEETING TO ORDER The meeting was called to order by Bill Wolf at 3:31 PM. Present Others Present Steve Baron Jamie Fleisner Pat Crawford David Hudik Philip Laier Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the September 15, 2016 meeting, submit for approval. • Motion to accept the September 15, 2016 minutes as written by Pat Crawford, seconded by Steve Baron, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1706793, Account #T8880539, ICN/IP Network, Hardware, T1; 08/31/2016 $506.40  A motion was made to approve payment by Philip Laier, seconded by Steve Baron, no discussion, motion carried unanimously. MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System.  Budget activity report OLD BUSINESS None. ETSB Meeting Minutes October 20, 2016 Page 2 NEW BUSINESS Smart911 proposal - $19,948.00. Board members continued the discussion on Smart911, which is a supplemental web based data service that allows members of the community to create a safety profile, which can be seen by emergency responders when they call 911. Individuals can include as little or as much information as they want in their profile, and it is up to the individual to update their information as it changes. The group discussed and established that the funding commitment for this initiative falls within the scope of the new rules that govern E911 boards: 50ILCS750/35, section 9. • A motion was made by Philip Laier, seconded by David Hudik to approve funding in the amount of $19,948.00 annually for Smart911, no discussion, motion carried unanimously. Radio System Contingency/Performance Bond Payment - $99,240.00. Several purchase orders were created at the beginning of the procurement of the radio system. This was due to need and the limitations on the software we used for accounting. During the course of paying milestone invoices, one of them was paid from one of the main system purchase orders from the Bond Fund, which should have been paid from the ETSB purchase order; the difference totaling $23,898.00. There were additional change orders totaling $9,127.00, which should have come from the ETSB purchase order. Lastly, there was a performance bond that was added at the last moment to protect the city in a project of this magnitude, at a cost of $66,215.00. This creates an overall shortfall of $99,240.00 in the final payment to Motorola. • A motion was made by Steve Baron, seconded by Pat Crawford to approve this one-time expense in the amount of $99,240.00, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS 2017 Meeting Dates – ETSB meeting dates for 2017 were identified and discussed. • A motion was made by David Hudik, seconded by Philip Laier to accept the 2017 meeting dates as presented. ADJOURNMENT Meeting adjourned at 4:17 PM on a motion by Pat Crawford, seconded by Philip Laier, no discussion, motion carried. ETSB Meeting Minutes October 20, 2016 Page 3 Respectfully submitted, Sharon Pepke Recording Secretary Approved: ____________________ cc: Richard Kozal, City Manager Jeff Swoboda, Chief of Police Dave Schmidt, Acting Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk