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Home My WebLink About2016 E911 Agendas and Minutes Emergency Telephone System Board January 21, 2016 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 17, 2015 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240501, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; Jan 4, 2016 thru Feb 3, 2016 $395.88. • AT&T Invoice 630261323501, Account# 630 261-3235 471 6, Cellular 911 Truck Lines; Jan 4, 2016 thru Feb 3, 2016 $4,510.10. • State of IL, Central Management Services, Invoice# T1618014, Account# 18880539, ICN/IP Network, Hardware, Ti; 11/30/15 $506.40. MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLI) 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 Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk 9 EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES January 21, 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 3:34 PM. Present Absent David Hudik Steve Baron Philip Laier Pat Crawford Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the December 17, 2015 meeting, submit for approval. • Motion to accept the December 17, 2015 minutes as written by Philip Laier, seconded by David Hudik, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240501, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; Jan 4, 2016 thru Feb 3, 2016 $395.88. • AT&T Invoice 630261323501, Account# 630 261-3235 471 6, Cellular 911 Truck Lines; Jan 4, 2016 thru Feb 3, 2016 $4,510.10. • State of IL, Central Management Services, Invoice# T1618014, Account# T8880539, ICN/IP Network, Hardware, Ti; 11/30/15 $506.40. • A motion was made to approve all payments by David Hudik, seconded by Philip Laier, no discussion, motion carried unanimously. MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Budget activity report r OLD BUSINESS None. o ETSB Meeting Minutes January 21, 2016 Page 2 rbk NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS The purchase of a UPS backup power system for the radio system and communication center was discussed. This system would serve as a redundant backup in case of a complete power system failure to the current UPS. This item will be listed on a future ETSB agenda for discussion and consideration by the board. ADJOURNMENT Meeting adjourned at 3:42 PM on a motion by David Hudik, seconded by Philip Laier, no discussion, motion carried. Respectfully submitted, Q 1.U K C_ r Sharon Pepke Recording Secretary Approved: �.-eipctxc,uv I ?! c OI(.p cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r Emergency Telephone System Board February 18,2016 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 January 21, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240502, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; Feb 4, 2016 ($171.52)No Payment Required. • AT&T Invoice 630261323502, Account# 630 261-3235 471 6, Cellular 911 Truck Lines; Feb 4, 2016 ($408.83)No Payment Required. • State of IL, Central Management Services, Invoice# T1621768, Account#T8880539, ICN/IP Network,Hardware, Ti; 12/31/15 $506.40. MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS NEW BUSINESS 2016 CAD Maintenance for New World Systems - $86,093.00 UNSCHEDULED AGENDA ITEMS r ADJOURNMENT Meetingadjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r r -2- } EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES February 18, 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 3:34 PM. Present Others Present Steve Baron Lacey Roberts Pat Crawford David Hudik Philip Laier Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the January 21, 2016 meeting, submit for approval. • Motion to accept the January 21, 2016 minutes as written by David Hudik, seconded by Philip Laier, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • AT&T Invoice 630845240502, Account# 630 845-2405 773 1, Land Line 911 Trunk Lines; Feb 4, 2016 ($171.52) No Payment Required. • AT&T Invoice 630261323502, Account# 630 261-3235 471 6, Cellular 911 Truck Lines; Feb 4, 2016 ($408.83)No Payment Required. • State of IL, Central Management Services, Invoice# T1621768, Account# T8880539, ICN/IP Network, Hardware, Ti; 12/31/15 $506.40. ■ A motion was made to approve payment to State of IL, Central Management Services in the amount of $506.40 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. ■ Budget activity report— there was no report for 2016 to date. ETSB Meeting Minutes February 18, 2016 Page 2 OLD BUSINESS None. NEW BUSINESS 2016 CAD Maintenance for New World Systems, $86,093.00 — annual renewal of New World Systems CAD maintenance effective 01/01/16 — 12/31/16. Upgrades are included in the price increase. A motion was made by Steve Baron, seconded by Philip Laier to approve payment in the amount of $86,093.00, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS The Elgin Police Department has scheduled a go-live text to 911 in April. This will be a soft launch to test the system, which will allow staff to incorporate this new function within the Communications Call Center, allowing time for adjustments to be made before the system is fully activated. ADJOURNMENT Meeting adjourned at 3:50 PM on a motion by Pat Crawford, seconded by David Hudik, no discussion, motion carried. Respectfully submitted, Sharon Pepke Recording Secretary Approved: c A. \1 ) ,Doll, cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r Emergency Telephone System Board March 17,2016 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 18, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1625452, Account#T8880539, ICN/IP Network, Hardware, Ti; 01/31/16 $506.40 MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS NEW BUSINESS UPS power system replacement- $406,380.00 UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES March 17, 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 Absent Others Present Steve Baron David Hudik Mike Bayard Pat Crawford Philip Laier Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the February 18, 2016 meeting, submit for approval. • Motion to accept the February 18, 2016 minutes as written by Pat Crawford, seconded by Philip Laier, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1625452, Account# T8880539, ICN/IP Network, Hardware, T1; 01/31/16 $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—there was no current report. OLD BUSINESS None. r ETSB Meeting Minutes March 17, 2016 Page 2 NEW BUSINESS UPS power system replacement - $406,380.00. Last December, there was an issue with the power feeding the communications center. Ultimately after a lengthy troubleshooting process, the problem was isolated to the Uninterruptable Power Supply, (UPS) feeding the communications center. The UPS showed no outward signs of a problem; however, it has blown an internal fuse impacting its operation. The main issue is that the UPS Company is no longer in business and should we continue to have problems, this issue could potentially become critical in the future. An Engineer and the building maintenance department was engaged to come up with a replacement, and at the same time harden the power. This design was presented to the ETSB as a proposal with pricing. At this time, the issue is not critical and needing immediate attention; therefore, the board elected to table the matter until there is a better understanding on financial status from the state. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Meeting adjourned at 3:59 PM on a motion by Steve Baron, seconded by Philip Laier, no discussion, motion carried. Respectfully submitted, Sharon Pepke Recording Secretary Approved: cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk v Emergency Telephone System Board April 21,2016 3:30 P.M. Elgin Police Department Chiefs Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the March 17, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice#T1629215, Account#T8880539, ICN/IP Network, Hardware, Ti; 02/26/2016$506.40. r MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Budget activity report 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 Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki,Finance Kim Dewis, City Clerk r EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES April 21, 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 3:37 PM. Present Steve Baron Pat Crawford David Hudik Philip Laier Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the March 17, 2016 meeting, submit for approval. • Motion to accept the March 17, 2016 minutes as written by Philip Laier, seconded by Steve Baron, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice# T1629215, Account#T8880539, ICN/IP Network, Hardware, T1; 02/26/2016 $506.40. • A motion was made to approve payment by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanir:iously. MONTHLY ACCOU"'T ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS Board Chairman Bill Wolf provided an update on South Elgin dispatch services. Recently, the South Elgin Police Department choose to go with TriCom for dispatching services, because it is a less expensive option for them. ETSB Meeting Minutes April 21, 2016 Page 2 NEW BUSINESS None. UNSCHEDULED AGENDA ITEMS Board members Pat Crawford and David Hudik terms will expire May 1, 2016. Both members were asked if they would like to serve another term, and both agreed to continue to serve on the ETSB and be reappointed. Sharon will contact City Clerk Kim Dewis to start the process for both members to be reappointed. ADJOURNMENT Meeting adjourned at 3:50 PM on a motion by David Hudik, seconded by Philip Laier, no discussion, motion carried. Respectfully submitted, Sharon Pepke Recording Secretar ,, Approved: cc: Sean Stegall, r ty Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, Cif- fl Jerk C Emergency Telephone System Board May 19,2016 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 21, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice# T1632894, Account# T8880539, ICN/IP Network, Hardware, Ti; 03/31/2016 $506.40. MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Budget activity report 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 Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN C MINUTES May 19, 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 3:37 PM. Present Absent David Hudik Steve Baron Philip Laier Pat Crawford Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the April 21, 2016 meeting, submit for approval. "' • Motion to accept the April 21, 2016 minutes as written by David Hudik, seconded by Philip Laier, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice#T1632894, Account# T8880539, ICN/IP Network, Hardware, Ti; 03/31/2016 $506.40 • A motion was made to approve payment by Philip Laier, seconded by David Hudik, no discussion, motion carried unanimously. MONTHLY ACCOUNT ACTIVITY REPORT • Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS None. C NEW BUSINESS None. ETSB Meeting Minutes May 19, 2016 Page 2 C UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Meeting adjourned at 3:52 PM on a motion by Philip Laier, seconded by David Hudik, no discussion, motion carried. Respectfully submitted, Sharon Pepke Recording Secretary Approved: cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk C Emergency Telephone System Board June 16,2016 3:30 P.M. Elgin Police Department Chiefs Conference Room,Third Floor 151 Douglas Avenue Elgin, Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the May 19, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice#T1636675, Account#T8880539, ICN/IP Network,Hardware, Ti; 04/30/2016 $506.40. MONTHLY ACCOUNT ACTIVITY REPORT "'' Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS NEW BUSINESS PowerPhone Certification- $2,187.00 Power system upgrade - $500,000.00 UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES June 16, 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 Mike Bayard Pat Crawford David Hudik Philip Laier Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the May 19, 2016 meeting, submit for approval. • Motion to accept the May 19, 2016 minutes as written by Steve Baron, seconded by David Hudik, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice# T1636675, Account#T8880539, ICN/IP Network, Hardware, T1; 04/30/2016 $506.40. • A motion was made to approve payment 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. • Budget activity report OLD BUSINESS None. ETSB Meeting Minutes d Jane 16, 2016 el‘ Page 2 NEW BUSINESS PowerPhone Certification - $2,187.00. The amount requested is for certification course and online training costs for three Communications employees. • A motion was made to approve funds to reimburse the PowerPhone training costs in the amount of$2,187.00 by Pat Crawford, seconded by Philip Laier, no discussion, motion carried unanimously. Power system upgrade - $500,000.00. In December, 2015, the Uninterruptable Power Supply (UPS) system feeding the communications center experienced equipment failure and total loss of power. After a temporary equipment fix, the system failed again this week. This is now a critical issue, as the UPS Company is no longer in business, and the replacement of failed parts is no longer a temporary solution. A proposal was discussed at the March ETSB meeting with the board tabling the item until there was a better understanding of the financial status from the state and how it would affect the ETSB fund. Unfortunately, with the second failure of the UPS, a complete system upgrade is now critical. • A motion was made to approve funding of the power system upgrade in the amount not to exceed $500,000.00 by David Hudik, seconded ` by Philip Laier, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Meeting adjourned at 4:20 PM on a motion by David Hudik, seconded by Steve Baron, no discussion, motion carried. Respectfully submitted, „Di" tzuti be_p6_, Sharon Pepke Recording Se retary Approved: ,I cI6IIp i cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief '' Debra Nawrocki, Finance Kim Dewis, City Clerk Emergency Telephone System Board July 21,2016 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 June 16, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice# T1640363, Account#T8880539, ICN/IP Network, Hardware, Ti; 05/31/2016 $506.40. MONTHLY ACCOUNT ACTIVITY REPORT CR' Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS NEW BUSINESS PowerPhone Recertification- $6,909.00 UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN r" MINUTES July 21, 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 David Hudik at 3:30 PM. Present Absent Steve Baron Pat Crawford David Hudik Bill Wolf Philip Laier APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the June 16, 2016 meeting, submit for approval. • Motion to accept the June 16, 2016 minutes as written by Steve Baron, seconded by Philip Laier, no discussion, motion carried (P1 unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice# T1640363, Account# T8880539, ICN/IP Network, Hardware, T1; 05/31/2016 $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 Due to printer issues, the budget activity report was not available for review. OLD BUSINESS None. r 'ETSB Meeting Minutes July 21, 2016 Page 2 NEW BUSINESS PowerPhone Recertification - $6,909.00. This cost is for the recertification training in PowerPhone for 21 Communication employees for two years. • A motion was made to approve funds for the PowerPhone recertification training for 21 Communication employees in the amount of $6,909.00 by Philip Laier, seconded by Steve Baron, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Meeting adjourned at 3:41 PM on a motion by Philip Laier, seconded by Steve Baron, no discussion, motion carried. Respectfully submitted, r Sharon Pepke Recording Secretary Approved: cc: Sean Stegall, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r Emergency Telephone System Board August 18,2016 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 21, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice#T1644131, Account# T8880539, ICN/IP Network, Hardware, Ti; 06/30/2016 $506.40 • ESRI annual maintenance for mapping software, 09/01/2016 to 08/31/2017 $1,500.00 rk MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS NEW BUSINESS • Smart 911 Discussion UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Richard Kozal, City Manager Jeff Swoboda, Chief of Police John Fahy, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES August 18, 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 3:34 PM. Present Steve Baron Pat Crawford David Hudik Philip Laier Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the July 21, 2016 meeting, submit for approval. • Motion to accept the July 21, 2016 minutes as written by David Hudik, seconded by Philip Laier, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1644131, Account #T8880539, ICN/IP Network, Hardware, Ti; 06/30/2016 $506.40 • ESRI annual maintenance for mapping software, 09/01/2016 to 08/31/2017 $1,500.00 • 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. • Budget activity report OLD BUSINESS None. ETSB Meeting Minutes August 18, 2016 r Page 2 NEW BUSINESS Smart 911 discussion — Smart 911 is a supplemental web based data service that allows citizens to create a safety profile tied to their address, 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, there is no fee and it is completely voluntary. It is up to the individual to update their profile as information changes. Details about household members, phone/contact numbers, medical conditions, medications, pets and emergency contacts are just a few examples of the information that can be listed. The approximate cost to implement this program is $25,000 annually. Is this something that the board is interested in funding in the future? Staff will review projected funding for the remainder of this year to see if there is available funds which would allow the board to commit to this expenditure. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT r Meeting adjourned at 3:55 PM on a motion by Pat Crawford, seconded by David Hudik, no discussion, motion carried. Respectfully submitted, C....e.:1AAA.of P Sharon Pepke Recording Secretary Approved: 4itekirt bi1 ; 0016. cc: Richard Kozal, City Manager Jeff Swoboda, Chief of Police Dave Schmidt, Acting Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk f Emergency Telephone System Board September 15,2016 3:30 P.M. Elgin Police Department Chiefs Conference Room, Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the August 18, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1703139, Account #T8880539, ICN/IP Network, Hardware, Ti; 07/31/2016 $506.40 MONTHLY ACCOUNT ACTIVITY REPORT "''' Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS NEW BUSINESS Police Legal Sciences annual subscription(August 2016—July 2017) - $2,880.00 UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Richard Kozal, City Manager Jeff Swoboda, Chief of Police Dave Schmidt, Acting Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r I EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES September 15, 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 3:35 PM. Present Absent Others Present Pat Crawford Steve Baron Jamie Fleisner David Hudik Philip Laier Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the August 18, 2016 meeting, submit for approval. '' • Motion to accept the August 18, 2016 minutes as written by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1703139, Account #T8880539, ICN/IP Network, Hardware, T1; 07/31/2016 $506.40 • A motion was made to approve payment 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. • Budget activity report Members continued the discussion from last month on the possibility of funding Smart 911 on an annual basis in the future, with an approximate cost of $50,000 per year. This item will be listed on an upcoming agenda for further discussion and review prior to a final decision by the board. rik OLD BUSINESS None. ETSB Meeting Minutes September 15, 2016 Page 2 NEW BUSINESS Police Legal Sciences annual subscription (August 2016 — July 2017) - $2,880.00. This annual subscription is for the monthly online training completed by telecommunicators. This reality-based training provides dispatchers an opportunity to maintain their call taking skills during various emergency situations. • A motion was made to approve funds for the Police Legal Sciences annual subscription in the amount of $2,880.00 by Pat Crawford, seconded by David Hudik, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Meeting adjourned at 3:45 PM on a motion by David Hudik, seconded by Pat Crawford, no discussion, motion carried. Respectfully submitted, r 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 r Emergency Telephone System Board October 20,2016 3:30 P.M. Elgin Police Department Chiefs Conference Room,Third Floor 151 Douglas Avenue Elgin,Illinois AGENDA CALL MEETING TO ORDER APPROVAL OF PREVIOUS MONTH MINUTES Review minutes of the September 15, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice#T1706793, Account#T8880539, ICN/IP Network, Hardware, Tl; 08/31/2016 $506.40 MONTHLY ACCOUNT ACTIVITY REPORT Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS NEW BUSINESS Smart 9-1-1 proposal - $19,948.00 Radio System Contingency/Performance Bond Payment- $99,240.00 UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by ,no discussion,motion carried. cc: Richard Kozal, City Manager Jeff Swoboda, Chief of Police Dave Schmidt, Acting Fire Chief 114 Debra Nawrocki, Finance Kim Dewis, City Clerk EMERGENCY 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 r October 20, 2016 Page 2 ek 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 r $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. C E"TSB 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 r r Emergency Telephone System Board rk November 17,2016 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 20, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1710432, Account#T8880539, ICN/IP Network, Hardware, Ti; 09/30/2016 $506.40 MONTHLY ACCOUNT ACTIVITY REPORT ''' Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS NEW BUSINESS Fire department computer purchase - $9,772.32 UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion,motion carried. cc: Richard Kozal, City Manager Jeff Swoboda, Chief of Police Dave Schmidt, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r r • EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN MINUTES November 17, 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 3:35 PM. Present Others Present Steve Baron Dave Schmidt (Fire Chief) Pat Crawford David Hudik Philip Laier Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES ('' Review minutes from the October 20, 2016 meeting, submit for approval. • Motion to accept the October 20, 2016 minutes as written by David Hudik, seconded by Philip Laier, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1710432, Account #T8880539, ICN/IP Network, Hardware, T1; 09/30/2016 $506.40 • A motion was made to approve payment by David Hudik, seconded by Philip Laier, 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 November 17, 2016 Page 2 NEW BUSINESS Fire department computer purchase - $9,772.32. Chief Schmidt submitted a proposal for consideration to replace three Fire Department staff administration vehicle computers and docking stations for a total cost of $9,772.32. These tablets will provide additional room in the cab, are more durable than the existing equipment and offer many options. They will be used to receive emergency calls and provide information to responding fire officers. • A motion was made by Pat Crawford, seconded by Philip Laier to approved funding in the amount of $9,772.32 to purchase this equipment, no discussion, motion carried unanimously. UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Meeting adjourned at 3:55 PM on a motion by Steve Baron, seconded by Philip Laier, no discussion, motion carried. Respectfully submitted, Sharon Pepke Recording Secretary Approved: cc: Richard Kozal, City Manager Jeff Swoboda, Chief of Police Dave Schmidt, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r Emergency Telephone System Board December 15, 2016 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 17, 2016 meeting, submit for approval. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1714025, Account#T8880539, ICN/IP Network, Hardware, Tl; 10/31/2016 $506.40 MONTHLY ACCOUNT ACTIVITY REPORT '' Status of Fund 220, E9-1-1 Telephone System. • Budget activity report OLD BUSINESS NEW BUSINESS UNSCHEDULED AGENDA ITEMS ADJOURNMENT Meeting adjourned at PM on a motion by , seconded by , no discussion, motion carried. cc: Richard Kozal, City Manager Jeff Swoboda, Chief of Police Dave Schmidt, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r 4r EMERGENCY TELEPHONE SYSTEM BOARD OF ELGIN ' MINUTES December 15, 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 3:34 PM. Present Others Present Steve Baron Russ Matson Pat Crawford Katy Potts David Hudik Philip Laier Bill Wolf APPROVAL OF PREVIOUS MONTH MINUTES Review minutes from the November 17, 2016 meeting, submit for approval. • Motion to accept the November 17, 2016 minutes as written by Pat Crawford, seconded by Philip Laier, no discussion, motion carried unanimously. AUTHORIZE PAYMENT OF INVOICES • State of IL, Central Management Services, Invoice #T1714025, Account #T8880539, ICN/IP Network, Hardware, T1; 10/31/2016 $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. NEW BUSINESS None. ETSB Meeting Minutes December 15, 2016 Page 2 UNSCHEDULED AGENDA ITEMS None. ADJOURNMENT Meeting adjourned at 3:44 PM on a motion by Pat Crawford, seconded by Philip Laier, no discussion, motion carried. Respectfully submitted, Sharon Pepke Recording Secretary Approved: cc: Richard Kozal, City Manager Jeff Swoboda, Chief of Police Dave Schmidt, Fire Chief Debra Nawrocki, Finance Kim Dewis, City Clerk r