HomeMy WebLinkAboutMinutes 2006-2008City of Evanston
Emergency Telephone System Board
E9-1-1 Committee Meeting
Thursday, January 26, 2006
Board Members Present: Alderman Edmund Moran, Alderman Ann Rainey, Chief Frank -
Kaminski, Chief Alan Berkowsky
Staff Present: Patrick Casey, Dcmitrous Cook, Pent' Polinski, Michael Whalen,
Max Rubin, Michael Wheeler
Presiding Officer: Alderman Edmund Moran
Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at
7:09 PM
Approval of Minutes: The minutes were approved with no corrections.
ITEtiIS FOR DISCUSSION:
Purchase: Mobile Interoperability Police:
The Committee discussed the need for this equipment, which will allow Evanston Police officers
to communicate with neighboring state and local government entities via radio. In addition, this
equipment will allow police officers to communicate with other City departments during
emergencies without going through the City's Dispatch center. This purchase is the best option
for the City short of spending S3,000,000 for a new system. The approval of the purchase was
moved by Alderman Rainey and seconded by Chief Kaminski with no corrections.
Consideration of the Proposed 2006/07 Emergency Telephone System Board Budget:
The Committee discussed the major changes in the budget, which has a revised amount of
S1,730,200. The discussion included the following issues:
• Telecommunication Operator over hire ($45,000): The Committee discussed the challenges
related to recruiting for the Telecommunication Operator position. This position is difficult to
staff because of the required multi -tasking and related job stress that comes from taking
emergency calls and responding in an appropriate matter as one works with the current
technology to log and dispatch each call. The result of the City's recruitment has been new
hires who did not work out, forcing the Police Department to continue recruiting for this
position.
• Increases in Telecom — Wireless charges fS9,9001: This line item increase is largely due to
the Nextel contract, the proposed Verizon Wireless Field Reporting System for the Fire
Department, and the proposed Blackberry devices for the police Department.
• Undate on the repair to the Disnatch Center: All work has been completed except the repair
of the roof, which has been delayed due to the cold weather. There has been a water leak in
the roof as a result. The roofing vendor has been onsite recently working towards completion
and it is expected that the vendor will be finished soon.
• Decrease in revenue from land line surcharges v. the increase in wireless surcharges; This
discussion was largely focused on the increasing use of wireless phones within the City and
society in general. The result is fewer individuals using land lines, which has a higher
surcharge than wireless - $1.50 v. 50.49. The Board discussed the possibility of lobbying the
IL State legislature for a larger portion of the wireless surcharge revenue as well as
strategizing on how to respond to the next emerging telephonic technology: Voice over
Internet Protocol - Vol?, on which there is no surcharge presently.
A motion to approve the 2006/07 budget was moved by Alderman Rainey and seconded by
Alderman Moran with no corrections.
Emergency Telephone System Board Calendar 2006
The Board discussed having the Board meet quarterly in 2006 instead of monthly, in addition to
meeting at the F-9-1-1 Center periodically. The Board was provided with a calendar with
meeting dates by staff. A motion to approve the 2006107 budget was moved by Alderman Rainey
and seconded by Alderman Moran with no corrections.
Verbal Update Radio Frequency Update
The FCC has recently approved the use of new frequencies for radio communication. In response
to this change, the Fire Department hopes to purchase a new radio system to allow it to take
advantage of these new frequencies for emergency communications. The Department is planning
to issue an RFP in February, receive responses 8-12 weeks later, and begin installation in late
Summer 2006. Once a finalist has been identified, the Fire Department will come to the
committee for review and approval of the finalist choice, estimated to be about the time of the
June meeting. The Fire Department mentioned that the approval of new frequencies was obtained
largely through the help of the offices of U.S. Senator O'Bama and State Senator Hamos. There
was discussion of sending a letter to these elected officials to formally communicate the City's
appreciation. Such communication has already been sent from the Fire Department, No action is
required by the Board until a finalist is identified later this year.
Other Business
None.
Adjournment
The Board adjourned at 8:1Opm.
City of Evanston
Emergency Telephone System Board
E9-1-1 Committee Meeting
Thursday, March 23,E 2006
Board Members Present: Alderman Edmund Moran, Alderman Ann Rainey, Chief Alan
Berkowsky, David 'Angelus
Staff Present:
Patrick Casey, Demitrous Cook, Perry Polinski, Max Rubin,
Meghann Horstmann
Others Present:
Merrill Silverman, Assistant Director or Northwestern University.
Police and Bruce Lewis, Northwestern University Chief of Police.
Presiding Ofrker:
Alderman Edmund Moran
Summary of Action:
Alderman Moran, Committee Chair, called the meeting to order at
7:1 OPM
Approval of Minutes:
The January 26, 2046 meeting minutes were approved with no
corrections.
ITEMS FOR DISCUSSION:
Blue Light Emergency Phones:
Alderman Moran opened up the floor to•discuss the memo and the phones. The blue light
phones are beneficial and are a general deterrent to criminals due to their availability. The
phones provide a positive and interesting presence to the community.
There has been consideration to install additional blue light phones at CTA stations. However,
cost and technical issues ncui to be reviewed. Citizens' well-being and security are worth the
expense based on the general stand point. Alderman Rainey questioned the benefit of the blue
light phones compared to cellular phones due to most citizens possessing cellular phones. The
Northwestern University representatives responded that the phones were originally installed as a
deterrent and as a sign of help to police, The police want to scare away criminals by knowing
the phone is quickly calling the police. The blue light phones are common on national college
campuses. The phones are helpful if a citizen does not have a cellular phone or if their cellular
phone is stolen. Alderman Moran stated that the citizens will have a better state of mind
knowing the blue light phones are available if needed. The basic issue is safety. Citizens need to
feel secure and the blue light phones will help.
The control aspect of the phones should be provided by the City of Evanston when the blue light
phones are further away from the Northwestern University campus. It will still need to be
determined as to who will receive the emergency calls and where they will be routed.
..: ::.: •t',f'' _ pry
CTA stations are targets and the phones will be beneficial at those locations: The phones overall
are less expensive than having squad cars circling the blocks. The blue light phones create safety
and will be beneficial since pay phones are significantly decreasing, especially in CTA stations.
The City should take responsibility if the phones are on "V.platforms. The emergency calls
Should be routed to public safety officials and the Northwestern University campus police.
It was also discussed if the blue light phones should be placed at various lakefront locations. It
will need to be reviewed how far the phones and their range will go; and to what advantage it is
to the city to expand the use of the phones.
It was discussed if the blue Iight phones should be installed at all CTA and Metra locations or
only some. The city needs to research if it will get financial support for installing the phones.
-The phones will be checked weekly and run through Northwestern University's hardwire system.
The phones have the option to be wireless, which is more beneficial and easier to install. If the
phones are city property, they would probably tail city public safety. The blue light phone
maintenance was also considered. The Evanston police department would be responsible for
checking and updating the phones. There was a question as to whether or not the police
department would have enough staff to cover all the maintenance. Depending on the number of
blue light phones installed in the city, it may not be feasible for the police department to check
all the phones daily. The phone maintenance, necessary man power, and response method all
need to be taken into consideration before installing the blue light phones.
The city would benefit to start slowly installing a few phones to experiment. The possibility of
installing two or three blue light phones at the lakefront was considered. The CTA stations may
be too difficult for trial phone installation. Citizens at the lakefront sometimes do not carry
cellular phones with them; therefore the lakefront is a better location for experimentation. The
blue light phones can be installed in primary trouble areas around the lakefront. Security
cameras may also be added to the blue light phones for additional safety.
If blue light phones ara to be included at CTA stations, all stations should have a phone. It
would need to be discussed if the phones will be placed in the station or on the platform.
Installing phones in parking garages was also discussed. The city needs to look into what type of
equipment will be used and possible test locations where the phone will be installed. The phones
are not necessarily appropriate everywhere and may not be feasible in certain areas. Good
locations for the blue light phones arc on campus, at CTA stations, at parking garages, and on the
lakefront.
The blue light phones will need to be sampled before they are permanently installed. The phones
arc present for security and assurance. Security cameras should accompany the phones to ensure
the call is valid and to check if the person placing the ca11 remains at the phone location or
continues on.
Preliminary' Year -End Report:
• Revenue: The city needs two more E9-1-1 surcharge payments. Once received, tho
budget should be on track. The State of Illinois also has a payment to make to the city.
ter. T+�,��`� .. .. • ... • _
Under expended accounts: • There area few under expended accounts due to CIP plans
having been delayed and not completed. The data center should be bided for construction
in 2007.
Voice-over IP may cause a problem with revenue due to the city not .being able to charge. Cable,
telephone, data services are merging and models will change. SBC's Project Light Speed plans
to supply video services through phone wires. The city will need to discuss fees for E9-1-1,
taxes, and other forms of revenue. The committee will also look into putting a campaign
together with state and local representatives to help with this matter. It will benefit the city to get
other groups involved to help the long-term financial health of the City of Evanston and
Emergency Telephone Systems (E9-1-1). The city needs to find out if they can tax the new light
speed initiative. Project Light Speed is trying to have no franchising fees. This will cause the
city to loose general fund money and loan cantroI of finances and areas where this new project
will be installed. Also, everyone might not. be covered by this new project. The project will
create large electrical and wire boxes to be placed in parkways; therefore easement fees cannot
be applied. SBC will need permits for boxes, however if they can place the boxes on private
property, they will not have to pay taxes. Municipalities should work together to try to stop this
project. Boxes and other devices should have to be placed in the city's right -a -way to be taxed
due to not having to pay a franchising fee. The city needs to begin mobiliAng on this issue
quickly to save revenue. E9-I -1 will start with voice-over IP.
Other Business:
The new radios have been installed in the Evanston police cars and are working well. They have
excel!ent range. Only a few additional adjustments remain. The police are now able to contact
other municipalities in the Chicago -land area and can monitor the fire department and water
department.
Adjournment
The Board adjourned at 8:05 p.m.
City of Evanston
Emergency Telephone System Board
E9-1-I Committee Meeting
Thursday, July 20�, 2006
11 11111 11 N I M.. 1 I ....11 1 1 ■ I.
Board Members Present: Alderman Edmund Moran, Chief Frank Kaminski, David Angelus,
Max Rubin, Perry Polinski
Staff Present: Patrick Casey, Deputy Chief Demitrous Cook, Division Chief
Sam Hunter, Anna Kate Bishop
Presiding Officer: Alderman Edmund Moran
Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at
7:05PM
Approval of Minutes: The March 23, 2006 meeting minutes were approved with no
corrections.
ITEMS FOR DISCUSSION:
911 Statistics
Alderman Moran opened up the floor to discuss the 911 statistics presented by Perry Polinski.
Perry pointed out the trend towards a decrease in 911 calls over the past four years and expressed
hope that this would continue. Discussion continued about an incident in McHenry in which.a
man's 911 cell phone call was routed incorrectly after a motorcycle accident. McHenry does not
have Phase 2 of the 911 plan which gives latitude and longitude coordinates. Perry explained
that this system has allowed Evanston to find a faisc•alarm caller and is specific within 100-300
yards. One barrier of the system is tall buildings; i.e. if someone is on the Is"' floor, the system
will not pinpoint altitude. Max Rubin stated that GPS will give you altitude; however some
carriers use triangulation rather than GPS. David Angelus asked about the possibility of doing a
study in regards to making sure the City can pinpoint cell phones for all seven carriers in the
area.
Blue Light Emergency Phones
Alderman Moran opened up the floor to discuss the memo and the phones. Deputy Chief Cook
recently toured UIC's campus and learned about their Blue Light system. Thcy have 1,000 on
campus. Each unit contains a hands-frcc phone and camera. The area covered is from the Dan
Ryan west to Ogden and from Roosevelt to Maxwell St. They have a $2 million server system
containing 20 2.6 terabyte servers. UIC experiences some false calls. The system is also very
expensive to maintain --there is one employee who monitors all the cameras. The cameras are
equipped with pan/tilt/zoom options, such that Chicago police have been able to identify license
plate numbers. Alderman Moran expressed concerns about staffing and Deputy Chief Cook
expressed concerns about the maintenance of the phone. It was generally agreed that an outside
contract would need to be made for the maintenance of the equipment.
Deputy Chief Gook maintained that the existing cameras in Evanston have assisted in solving
crimes including homicides as well as acting as detcrrents. The cameras that the City has used in
the past (dome cameras) are inexpensive and need to be replaced occasionally.
Alderman Moran turned the discussion to where the Blue Lights will be installed; the two current
options are the lakefront and the train stations. Pat Casey mentioned the difficulty and time
involved in working with the CTA as well•as Parks and Recreation's desire to try the lakefront
first, especially because of known problems with cell phone technology by the lake. There is
also the possibility of some lakefront construction occurring soon which will need to be taken
into account when planning installation.
Concerns that were raised were: vendors for phones, maintenance, response time, and the long-
term cost issue. Alderman Moran hopes that Northwestern University will be interested and help
with costs. Chief Kaminski said that he feels comfortable with the program if the 911 center is
responding to the calls. Pat Casey agreed that the Management and Budget Department would
complete more research on long-term costs, re -wiring and power issues and added that Alderman
Rainey is very concerned with this matter.
Other Business:
Pat Casey reminded the board to think about their budget requests for the September/October
meeting.
Adjournment
The board adjourned at 7:54pm.
City of Evanston
Emergency Telephone System Board
E9-1-1 Committee Meeting
... 'Thurada,�,Se)&mber28,�200bIMMI. ,.
Board Members Present: Alderman Edmund Moran, Alderman Ann Rainey, Acting Chief
Dennis Nilsson, Chief Alan Berkowsky. Perry Polinski,
Max Rubin
Staff Present: Patrick Casey, Deputy Chief Demitrous Cook, Tom Janetske,
Anna Kate Bishop
Presiding Officer: Alderman Edmund Moran
Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at
7:04PM
Approval of Minutes: The minutes for July 20, 2006 will be approved at the next
meeting.
ITEMS FOR DISCUSSION:
Radio System Upgrade
Alderman Moran opened up the floor to discuss the Radio System Upgrade. Chief Berkowsky
gave a detailed synopsis of the upgrade. The Fire Department currently has a simplex system,
meaning that it has a single antenna. This situation creates problems because there arc many
places in the city where firefighters cannot get reception. This system has been in place with
little change for fifty years. The Police Department uses a repeater that can reach everywhere.
In order to cover the whole of Evanston, Chief Berkowsky wanted a system with two frequencies
and towers. The computer would send messages through two simulcast towers, which can also
move through cement and steel. The system will also re -broadcast messages.
Chief Berkowsky noted that this has been a Iengthy two-year process. The first phase involved
learning about the City`s needs by hiring communication evaluators. After the report was
finished, it took about eighteen months to obtain another frequency. The third phase included
selecting a system, writing an RFP, and selecting a vendor. Motorola ended up being the only
company to deliver a bid. Their original bird was too high, coming in at $795,000. After
eliminating a tower at 2020 Ridge Avenue, completing our own validation testing, and using an
existing base, the price dropped to S539,000. Chief Berkowsky affirmed that this upgrade will
also benefit the Police, as they will have a back-up system if the phone lines go down. He also
noted that the main frequency will be switched to a (reground channel during emergencies to
keep the main line open.
Alderman Rainey questioned Chief Berkowsky regarding what the remaining steps arc before
signing the contract. Chief Berkowsky stated that the contract is currently in the Legal
Department and that it will come before Council on October 24, 2006. Tom Janctske noted that
the contract was straightforward. Responding to Mr. Casey's question, Mr. Janetske allowed for
construction time of eight to nine months, although this figure originally included the tower,
which is no longer part of the contract. Alderman Rainey requcstcd that a new timeframe be
given by Motorola.
Alderman Rainey moved to approve the Radio System Upgrade.
Max Rubin seconded the motion.
The motion passed. Alderman Moran thanked Chief Berkowsky for his stamina and hard work
He also expressed appreciation for Northwestern's role in the upgrade as they were a key
component in keeping the cost agreeable.
Budget
Alderman Moran ceded the floor to Mr. Casey for discussion of the E911 Budget for 2007-08.
Mr. Casey went through the budget line -by-line. Some changed items were:
Special Event Salaries: to cover City events
$3,000
Overtime: reflecting a decrease in overtime
$5,000
Building Maintenance services: decreased
$5.000
Training and Travel: decreased, funds not used normally
$7,500
Radio Equipment ($1,335,000) includes the following items:
• PC Car Project —rugged laptops inside police vehicles
+ Mobile Data Browser
• Police/ fire Radio-Repcater System
• E911 Telephone System
• Wireless Network
• Upgrade/ Replace AS 400
• Cad6 Upgrade
• Emergency Generator (911 share)
Mr. Casey made the suggestion that the B911 board look at their needs for the next ten years in
regards to a second service center.
Adjournment
The board adjourned at 7:54pm.
t
City of Evanston
Emergency Telephone System Board
E94-1 Committee Meeting
Thursday, May 17, 2007
Board Members Present: Alderman Edmund Moran, Alderman Ann Rainey, Perry Polinski
Board Members Absent: Chief Richard Eddington, Chicf Alan Berkowsky, Max Rubin
Staff Present: Patrick Casey, Deputy Chief Demitrous Cook, Tom Janetske, Curt
Kucmpel, Anna Kate Bishop
Also Present: Representatives from Northwestern University regarding Blue
Light Phones
Presiding Officer: Alderman Edmund Moran
Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at
7:04PM
Approval of Minutes: The minutes for July 20, 2006 and September 28, 2006 were
approved with amendments.
ITEMS FOR DISCUSSION:
Radio System Upgrade
After the minutes from the July 20 and September 28, 2006 meetings were approved with
amendments, Alderman Moran opened up the floor to discuss the Radio System Upgrade. Perry
Polinski provided an update on the project. Equipment has been installed at three sites: Ryan
Field, the South Water Tower, and the Police/Fire building. Motorola will connect to the City's
fiber next week. Mr. Polinski noted that the old tower at the Police/Fire building is too old to
accommodate the new equipment and must be replaced. Motorola provided a quote based on a
ground -level self-supporting antenna. The Board agreed that a ground -level tower would be
preferable to putting the tower on the roof. Mr. Polinski informed the Board that this purchase
will require a Request for Proposals and to go through the City Council. Patrick Casey projected
that there could be zoning issues with a 140 foot tower and that the Zoning staff would need to
approve the project. The current estimate from Motorola is 5183,595.00. Alderman Rainey
inquired whether the City has the funds to support this purchase and Mr. Casey informed the
Board that due to the Prime Company cell phone settlement .ve will have the funds. Alderman
Rainey moved that the board accept Mr. Polinski's actions to further the tower replacement
project by starting the purchasing process. The motion was seconded and approved.
Blue Light Phones
Alderman Moran introduced the Blue Light Phones for consideration by noting that members of
Northwestern University's Associated Student Government met with him regarding installing
Blue Light Phones near El stops, Alderman Moran also introduced two police officers from
Northwestern and a technology expert, Merrill Silverman, who attended the meeting. Officer
Lewis from Northwestern explained that there are 50-70 blue light phones on Northwestern's
campus, and that it's difficult to assess their impact on crime, but their purpose is to deter
criminals. They do not receive many prank calls. Deputy Chief Cook informed the board that
on his trip to U of 1, he viewed their system which has 1,000 units and its wire to the University.
The University accepts the calls and notifies the city only if necessary. Alderman Moran spoke
with Eugene Sunshine and Ron Naylor who indicated in their talks that they are interested in
funding the installation of blue light phones at the El stops from Central through Dempster. Mr.
Casey added that the Board may want to consider putting the blue light phones on City property
rather than the El platforms, since that would require an agreement with the CTA. Alderman
Rainey asked if the phone calls would go to the University or our 911 center —it was agreed that
the calls should go through the 911 center since students and citizens would be able to use the
phones. Mr. Silverman responded to Alderman Rainey's question about cost, indicating that if
power and phone lines are present, the installation costs about 51,800 while an eight foot tower
costs S3,600, bringing the total to under 56,000 per phone. Alderman Moran expressed his hope
that NU and the City would work together to investigate the best locations on city property for
the phones. He also expressed a concern that residents of the Southern wards of Evanston at the
Main and South Blvd. El stops might feel slighted if they are the only stops that do not receive
phones.
2006 Annual Report Filing with [CC
Perry Polinski reported that the 2006 annual report for E-911 was filed with the ICC.
Installation of New we-911 trunks memo
Peary Polinski explained that wireless 911 calls have increased 30-35% over the past year and
now account for 50% of the calls that come in. Two additional wireless ????s were installed so
that responders are able to narrow down a location. Unfortunately, this process is not perfect as
regards multiple -dwelling units, such as apartments and condos, and officers responding to a 911
call must often track down the caller. Perry stated that the next generation of 911 calls will
probably involve texting and/or video.
HB827
Letters were sent to Representatives Hamos and Schoenberg requesting support for HB827,
which would accomplish the following:
• Increases the wireless surcharge to S 1.50 from 5.75. This reflects the statewide average
of current wire line costs.
* Protects the funds from transfer to the General Revenue Fund.
• increases the surcharge distribution for Phase II systems only.
• Allows the ICC to use additional funds to develop systems for areas of the state who do
not have a 9-1-1 system and allows those Basic and Phase I systems to apply for grants to
become Phase 11(Enhanced 9-1-1) compliant.
• Extends the sunset of this act from 2008 to 2013
Adjournment
The board adjourned at 7:54pm.
City of Evanston
Emergency Telephone System Board
E 911 Committee Meeting
Thursday, August 23, 2007
Board Members Present: Alderman Edmund Moran, Communications Coordinator
Perry Polinski, EPD Chief Richard Eddington, EFD Chief
Alan Berkowsky, Emergency Preparedness Manager
Max Rubin
Board Members Absent: Alderman Ann Rainey
Staff Present: Deputy Chief Demitrous Cook
Also Present: Chief Bruce Lewis, NUPD; Assistant Chief Daniel McAleer,
NUPD; jay Needleman, NUIT
Presiding Officer. Alderman Edmund Moran
Summary of Action: Alderman Moran, Committee Chair, called the meeting to
order at 7:05 p.m.
Approval of Minutes: The minutes for the May 17, 2007 meeting were approved
with amendments.
ITEMS FOR DISCUSSION:
NU Blue Light Emergency Phones
After the minutes from the May 17, 2007 meeting were approved with
amendment, Alderman Moran opened up the floor to discuss the NU Blue Light
Emergency Phones.
Chief Lewis presented field logistical research into optimal locations and
provided a map showing five present locations near CTA elevated stops, hvo boxes at
Davis Street, one at Foster, one at Noyes, and one at Central; plus four proposed box
installations at Sherman at Elgin, Sherman at Hamlin, Simpson at Maple, and Orrington
at Noyes. These are heavily -traveled areas frequented by students, and where both
citizens and students may avail themselves to these boxes in the neighborhood. Chief
Eddington has been involved in these discussions as well.
mMM
City of Evanston Emergency Telephone System Board
E 911 Committee Matting
TAursda y, August 23, 2007
Alderman Moran indicated that there was a draft agreement between the City
and Northwestern which was reviewed by Elke Tober-Furze in the Law Department
and approved.
Statistics on maintenance and repair were presented. Chief Lewis mentioned
that no cameras are present on these phones.
Alderman Moran reviewed the history of the Emergency Call Box Project,
starting about two years ago when Patrick Keenan Devlin, then ASG President, came to
the Committee with a petition, the basic supposition for it being the University had in
recent years began installing blue light emergency phones which, from the ASG
standpoint, were a sound addition to the ability to bring personal physical security to
the areas frequented by students. There had been some serious security issues on
campus. Blue light phones were installed near those CTA elevated stations commonly
used by students as extension of the security system. The University has provided
valuable equipment in the amount of 582,000.00.
Alderman Moran believes these efforts are worthwhile, and envisions a pilot
project to establish a track record indicating if the blue light phones positively impact
campus security issues, and if the City would consider expanding the project.
Mr. Rubin presented his August 20, 2007, memorandum addressing certain
maintenance aspects of the project as well as the possibility of expanding the blue light
phones and camera programs beyond the campus area into City neighborhoods.
Chief Berkowsky believes any Cigivide emergency phone boxes should not
physically resemble the NU blue light phones so students are aware that they are the =
public City system, not the private University system. Also, although the University
provided the equipment, there is an ongoing monthly cost for use of the telephone lines
in the amount of $25.00, in addition to regular maintenance costs. With respect to the
pilot program, should it prove ineffectual; would the experiment be continued
indefinitely?
Alderman Moran said he does not "consider anything forever." Yet, if their
presence leads to "better behavior on the part of people," or "discourages bad
behavior," they should be utilized. AIso, the technology provides monitoring
information as to which phones are activated and how often.
Mr. Needleman said that every activation is logged as to the time and place. -
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City of Evanston Emergency Telephone System hoard
E911 Committee Meeting
Thursday, August 23, 2007
Alderman Moran indicated that some installations are in known crime areas, and
statistics would be created to determine if phone usage decreases criminal activity.
Deputy Chief Cook asked Mr. Needleman about his six years` work in the UIC
area which employs approximately one thousand emergency phones throughout
internal campus buildings, plus camera systems in the neighborhood and on CTA
elevated platforms. Chief Lewis is convinced that prominent emergency phones are a
deterrent to crime, particularly the 12-foot blue light towers, although he cannot
produce empirical evidence. Nevertheless, he believes they engender a feeling of safety
in the community.
Assistant Chief McAleer mentioned that when, he talks with parents of
prospective students, they ask about the number of phones on campus and their
efficacy,
In response to Chief Berkowsky's belief that City emergency phone towers
should appear distinctly different from University towers, Mr. Needleman indicated
that the ones already in use in the Sherman Plaza parking garage are yellow for
visibility. That the NU towers are marked differently from stock factory models, and
the stock towers may appear sufficiently distinct to satisfy that requirement. Chief
Lewis felt that they should remain blue in both systems as it is more aesthetically
pleasing, and the system is already widely -known as "blue light emergency phones."
Chief Berkowsky asked about the nature of the student use of the phones, if they
use them for trivial matters instead of genuine emergencies. Assistant Chief McAleer
said there has been very little trivial usage and that calls have been for suspected
stalkings, people falling on ice, Collisions. University freshmen are given orientation
instructions to learn blue light phone locations, and only to use them in emergency
situations.
There was discussion of methods of counteracting "superglue" vandalism, and
upcoming software that regularly automatically tests each phone installation. The
phones are currently tested weekly.
Alderman Moran asked for a motion to approve the draft agreement.
Mr. Rubin asked about 1) including the City emergency phone system in the new
testing software installation with no liability on behalf of the University, 2) providing
the City system with "an extra set of guts" for maintenance "swap -outs," and
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City of Evanston Emergency Telephone System Board
E 911 Committee Meeting
nursday, August 23, 2007
3) including Evanston Police and Fire Department approval of the City phone tower
design.
Mr. Rubin moved to accept the agreement amended per the preceding
discussion. Chief Berkowsky seconded, it was so moved. Chief Lewis, Assistant Chief
McAleer, and Mr. Needleman, departed.
Radio Upgrade Report
Chief Berkowsky reported that all the parts are in. Three weeks ago they did a
system pre -test, found some problems, re -optimized and re -configured some antenna
points and will re -test next week. The 45/50-foot towers temporary towers are
incapable of supporting the new antennae, so part of the new budget is for a new 140-
foot tower plus 20-foot antennae which will have a significant impact on the
performance of the radio system. The cost should be around $200,000.00. They are
waiting on an infrastructure maintenance funding grant to help offset the cost.
2008/2009 Budget
Mr. Rubin and Mr. Polinski reported on their review of the budget figures, and
will determine how much reserve is currently available.
Excerpts from the budget:
■ The uniform allowance was increased from $600 to $1,350.
■ Membership dues remained the same.
■ Service agreements and contracts: AS400 Hardware Support was increased from
$7,500 to $10,000.
■ Fire alarm system (inspection in Police/Fire Building) was increased by $100.
■ Fire Department headset maintenance was increased from $2,200 to $3,500.
■ Annual maintenance of HT CAD System Support was increased from $28,000 to
$33,000.
■ Telecommunications wireless charges (addition of Blackberries) was increased
from $15,000 to $22,000.
■ Hanes directory increased by $150.
■ Clothing remained the same.
■ Fuel for the backup generator remained the same.
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City of Evanston Emergency Telephone System Bound
E 911 Committee hfeeting
73rursday, August 23, 2007
■ Minor equipment and tools: portable radio accessory was increased $3,000.
■ Office supplies remained the same.
■ Office machinery and equipment remained the same.
Project Status Reports
■ PC Car Project, Mobile data browser replacement: upgrade from MDBs to
laptops. Need additional funding to equip all 25 squad cars with laptops. Detective
cars will also be upgraded with MDBs. Tabled until the next meeting.
■ Police/Fire radio will be a "done deal' this year.
■ "Radio" title will be changed to "E 911 System."
■ Fire Department phone room upgrade. Deputy Chief Cook indicated that
precisely what equipment is to go into that room is still being debated.
■ Satellite telephone equipment is preferable to tower -supported systems in critical
emergency situations as backup. Ongoing carrying charges and other factors are yet to
be decided.
■ Motorola pulled support of the Visar radio system without warning, scheduled
to cease in April 2008. The radios were to be replaced anyway, just a little sooner.
■ Upgrade base stations: Fire Administration backup is twenty years old and
needs to be replaced at $15,000.00 each including a second one.
■ Teletrack vehicle locating system will be transitioned from radio frequency to
GPS down the road.
■ Digital voice logger: Dictaphone will no longer support the Freedom product in
the next two years, must be replaced.
■ HVAC system serving the 911 Center: air handler must be replaced in the next
couple of years at an estimated cost of 545,000.00.
■ 911 Center console furniture needs replacement.
■ Field reporting: upgrade from N1DBs to laptops in squad cars.
Mr. Rubin expressed concern that the server at the Service Center is backing up
everything going on at the 911 Center, so that the entire emergency system could be
knocked out if the Service Center power should go down. There is no backup generator
at that location. There is confusion over the number applied to this item.
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Yp� n i
rt.
City of Evanston ,Emergency Telephone System Board
E 911 Committee Aiteting
77tursday, August 23, 2007
Alderman Moran indicated that the new budget is $209,000.00 less than the
previous year. Mr. Rubin will produce a "running tally report" at the next meeting.
The budget is not yet ready to be approved at this meeting.
The budget must be approved by September 24, 2007.
News Articles
The Boston Globe, August 4, 200:, "Digital Age Spawns a New First -Responder."
First responders are citizens carrying cell phones. Police may need to take advantage of
citizen input.
The Wall Street Journal, August 22, 2007, "Missouri Case Could Ring Up
Cellphone Taxes." Increase of surcharge in cell phone usage as landlines surcharges
decrease for 911 usage.
Adjournment
There was no new business. The Board adjourned at 8:24 p.m.
MR:djw
City of Evanston
Emergency Telephone System Board
E 911 Committee Meeting
Thursday, September 27, 2007
II IMII I IIIII III II I IIIII111A. .NME1111111I uMM uMMI I= 1/111111 limiliII In iu. 11111I 1 1 1 1 1 11 II '
Board Members Present: EFD Chief Alan Berkowsky
Alderman Edmund Moran
Communications Coordinator Perry Polinski
Alderman Ann Rainey
Emergency Preparedness Manager Max Rubin
Board Members Absent: EPD Chief Richard Eddington
Staff Present: Deputy Chief Demitrous Cook
Also Present: Delphyne Woods, Law Department Executive
Secretary
Presiding Officer. Alderman Edmund Moran
Summary of Action: Alderman Moran, Committee Chair, called the
meeting to order at 7:07 p.m.
Approval of Minutes: The minutes for the August 23, 2007, meeting were
reviewed and approved with amendments.
Mr. Rubin moved that they be approved, Chief
Berkowsky seconded, so moved.
ITEMS FOR DISCUSSION:
FY2008/2009 Budget
The FY2008/2009 Budget was emailed by Mr. Rubin to all Board members
for review in two formats: one as IRIS produces it, and one as Pat Casey
presented the same information in table form which is more readable.
City of Evanston Emergenty Telephone system Board
E 911 Committee Afreting
Thursday, September 27, 2007
Mr. Rubin indicated one new item added, line detail 18 on page two of the
IRIS form, "Fire Remote Access Maintenance," in the amount of $1,800.00. This
is to "cover the cost of software maintenance of the preplan and response
software in the vehicle mobile computers in Fire Department vehicles."
Alderman Rainey questioned object code 61420 on page one of the IRIS
form, "Sick Leave Payout," in the amount of S15,000.00 for FY2008/2009.
Alderman Moran questioned the apparent large difference between
FY2007/2008 sick leave payout of $2,500.00, and FY200812009 payout of
$15,000.00, an increase of $12,500.00. Mr. Rubin believes there may have been an
input error in the FY2007/2008 actual sick leave payout. There is no way of
tracking actual payouts during the FY, the total just appears in December.
Mr. Polinski outlined that there had been unexpected leave-takings of two
trainees, and he has had problems filling vacant positions.
Mr. Polinski indicated, from his discussions with Matt Grady and Michael
Wheeler in Finance, that funds coming in from the alarm franchise fees are being
deposited in the Police General Fund, when they actually should be going into
the Emergency 911 Fund.
Alderman Moran encouraged both Mr. Polinski and Mr. Rubin to have the
Finance people call him on this issue "should you have any trouble" convincing
them to transfer 911 call surcharge deposits to the Emergency 911 Fund from the
Police General Fund. Alderman Rainey concurred.
Fund Balance review
Alderman Rainey wanted to go over the Fund Balance Projection.
Mr. Rubin produced a table of prospective funds to be available. The tallies
indicate FY2008/2009 budget to be less than the FY2007/2008 budget, which was
rather high, but not yet down to the level of the FY2006/2007 budget.
Alderman Rainey asked "are we seeing a new trend?" and "what is the
impact?" of these revenue flows. Mr. Polinski indicated that there is a marked
decline in landline alarmlemergency call surcharges, which garner $1,50, as
opposed to wireless cell phone surcharges, which bring in $.75. Emergency 911
is losing money. The trend is worsening with time.
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City of Evanston Emergency Telephone System Board
E 911 Committee bfeeting
Thursday, September 2 7,2007
Mr. Rubin said that although that is the current trend, there are many
more active phone lines per family. Mr. Polinski also believes the slide in
emergency call surcharge revenue may be "flattening out." People are learning
the limitations of cell phones versus traditional landlines in certain emergency
situations.
Nevertheless, Mr. Polinski said that there is nothing new in the funding
model despite markedly different communication usages. The loss of funding
would continue and increase until lobbying for regulatory relief produces a
revamp of the funding model. He suggested a $1.25 surcharge per subscriber.
But unless the telephone service providers and State legislators are approached
with the necessity of covering emergency call expenses, there will be a drain.
Alderman Moran stated this simply "does not work. We will go in the
tank, and then go in the tank seriously a few years after that." We should seek
regulatory relief on VOIP, and better relief on wireless calls. "Are we going to
have to do a referendum every four or five years to stay in a balanced budget
situation or what?" Now is the time to start working on a strategy to remedy the
situation. "Where is the help going to come from?"
Alderman Rainey said that in recent years, such budget issues were
assuaged by passing bonds. Alderman Moran said that bonding is a stopgap at
best. He indicated that this is a bigger problem than just Evanston having
bonding issues, it is a statewide, possibly nationwide dilemma. "We must work
on some campaign to find out where the key is."
Mr. Rubin said that "the demands of the communication system and the
needs of the field force remain the same," even as revenue drops. "However
someone gets into the system by dialing the 911 call, we still have to respond." If
we are caught in a venue where money is not fed back into the Emergency 911
system... disaster. Only approaching the legislature will bring a change.
Alderman Moran asked, "is there is some reason to believe we are not in
the vanguard of municipalities attempting to massage their revenue streams?"
What are other communities doing?
Mr. Polinski said that Skokie has no landline surcharge.
-3-
I
City of Evanston Emergency Telephone System Board
E 911 Committee Meeting
Thursday, September 27, 2007
Chief Berkowsky stated that we need to put our emphasis on adding $ 35
to 5.40 on the wireless surcharges.
Mr. Polinski agreed that focusing on adding to wireless surcharges would
help, but "VOIP is already a reality, so we must tackle the reality of how to get
money to pay for what we have in place to have location determination
equipment to identify where VO1P callers are coming from, and whatever else
technology they are going to throw at us... text messaging, a 911 Center...."
Rather than focusing on technology, a new funding model across the board is
needed.
Alderman Moran said that the Board must tie into these issues over the
course of the next year and campaign to find solutions as soon as possible.
Alderman Rainey asked if starting with an increase in the surcharges on
landlines is a beginning. What would the time line on the increase be? February
2008?
Mr. Polinski said that $1.50 on landlines is "topped out." Increasing
wireless surcharges is the way to go. Other said they had seen landline
surcharges as high as $3.00. Alderman Rainey indicated that would require a
referendum.
Alderman Moran related a survey showing that Evanston is no longer on
the high end of surcharges rather that the City is more in the middle range. We
need to project our revenue needs and find out what is really required.
Mr. Rubin needs to work closely with Police and Fire to get a realistic
projection figure. But the bottom line is that "next year, we are short."
Alderman Moran reiterated that "we must work with the State legislators
to get them to help us."
Alderman Rainey indicated that looking at the FY2007/2008 and then
FY2008/2009, the proposed capital expenditures are far greeter than 911 landline
surcharge revenues, and the reality is way out of whack.
Chief Berkowsky said, for example, the planned new antenna tower costs
5250,000.00, part of which will be paid for by an expected grant. But that cannot
X,z
City of Evanston Emergency Telephone System Board
E 911 Committee hleeting
Thursday, September 27, 2007
be reflected in the budget. There is consensus that a better solution must be
found than waiting on grants, passing referendums, or bonds.
Alderman Rainey asked about the accounting for the wireless. "How do
we know what they are paying us? What kind of schedule is there for
receivables?" Is there a problem with collection? She wants to see the previous
five years receipts, and there is a drop even with more and more people having
phones. Wireless surcharges should be increasing more.
Mr. Rubin stated that in the "cable days," every three years there was an
audit. Now there is not audit. The State collects the wireless surcharges. How
does the sophisticated billing programs impact surcharge fees?
Mr. Polinski indicated from his reports show every month we receive
from the State from $22,000.00 to $26,000.00. On the landline side, from AT&T
we receive $51,000.00 monthly based on the line count, which continues to
decrease.
Mr. Rubin said that often he receives a check and does not know where
precisely to deposit it. He will check with Finance to see how quickly income is
credited and deposited.
Alderman Moran emphasized that over the next year, one of the
Committee's major tasks is to get down into this, figure out what to do about
revenue.
Alderman Rainey moves the Board recommend approval of the
FY2008/2009 Emergency 911 Telephone System Budget, Chief Berkowsky
seconded, so moved.
Deputy Chief Cook reported earlier to Mr. Rubin and then to the Board
that $7,200.00 is to be paid in advance for a wireless solution for the Strongbox
cameras. The company, from whom the City purchased the Strongbox cameras,
Public Safety Communications, will provide efficient wireless access to video
cameras within the Station. Alderman Rainey supports that, as it is critical to
resolve that problem.
Alderman Moran moved to approve the FY2008/2009 Emergency 911
Telephone System Budget, as amended. Alderman Rainey stated that, rather
-5-
City of Evanston Emergency Telephone System Board
E 911 Committee Afeeting
Thursday, September 27, 2007
than put this expenditure into next year's budget, why not pay for it in this
year's budget? Deputy Chief Cook agreed, Mr. Rubin agreed to figure that out.
The proposed amendment to the budget was dropped.
Alderman Rainey moved to approve the Strongbox camera wireless access
to %videos within the Station for this year as soon as possible. Alderman Moran
seconded, so moved. The funds would be found somewhere.
Blue Light Phone update (verbal)
Alderman Moran has discussed one outstanding issue reported by
Northwestern's "IT guy," Jay Needleman, at the last E911 meeting.
Northwestern intends to obtain a software system relating to their blue light
phone system, a remote monitoring system indicating whether or not each phone
is functional or nonfunctional. It is expected to come online in six months. The
City has requested of Northwestern that they include the City in this monitoring
system with the City's blue Iight phone system in one fashion or other.
They will proceed with this program with a several -month shake -down
cruise to thoroughly test its capabilities. Should it prove successfully reliable, at
that point they will share it with the City. Until then, the Northwestern crew is
reluctant to make any agreement until they are comfortable with a proven
product.
Mr. Rubin indicated that Northwestern is providing three sets of blue
light phone "guts" and post designs.
Alderman Moran indicated the consensus opinion that City post designs
should be distinct from Northwestern's, but still in the established, recognizable
"emergency blue light" standard.
Meeting schedule
Mr. Rubin said that he built the meeting schedule with the intention of
scheduling no extraneous meetings. Thus, as the budget "kickoff" is in August,
is due in September, so one meeting in each month gets the budget done. The
next would be in January to get bearings on the New Year, and another in May
when people are reporting back on their progress. The consensus approves
Thursday evenings. Thus, the 2008 schedule is:
City of £vanstou Emergency Telephone System Board
£ 911 Committee Meeting
Thursday, September 27, 2007
January 24, 2008
May 22, 2008
August 28, 2008
September 25, 2008
Alderman I'vioran affirmed that these four scheduled meetings can be
augmented by special meetings for special needs as they arise. The 2008
schedule was passed by acclamation.
Other business
There was no new business. Mr. Polinski stated that they plan to cut over
to the new radio system locations on October 9th. Testing has been very positive.
Adjournment
Alderman Moran expressed appreciation for the hard work of Board
members. Alderman Rainey moved to adjourn, Chief Berkowsky seconded, so
moved. The Board adjourned at 7:58 p.m.
MR:djw
-7-
City of Evanston
Emergency Telephone System Board
E 911 Committee Meeting
Thursday, November 29, 2007
Board Members Present: Mr. David Angelus, Community Representative
61h Ward Alderman Edmund Moran
Mr. Perry Polinski, Communications Coordinator
81' Ward Alderman Ann Rainey
Mr. Max Rubin, Emergency Preparedness Manager
Deputy Chief Michael Whalen, El~D
Board Members Absent: Chief Alan Berkowsky, EFD
Deputy Chief Demitrous Cook, EPD
Also Present: Mr. Robert Atkins, President, Northwestern Neighbors
Evanston Police Chief Richard Eddington
Ms. Jane Evans, Neighbor
51" Alderman Delores A. Holmes
Ms. Barbara James, Neighbor
Chief Bruce A. Lewis, NUPD
Ms. Jeanne Lindwall, Neighbor, Community Conversations
Mr. Samir Pendse, Student, Northwestern University
Mr. Merrill Silverman, NU Director of Parking & University
Security System
1" Ward Alderman Cheryl Wollin
Staff Present: Ms. Delphyne Woods, Law Department Executive Secretary
Presiding Officer: Alderman Edmund Moran, Committee Chair
Summary of Action: Alderman Moran called the meeting to order at 7:01 p.m.
Approval of Minutes: The September 27, 2007, meeting minutes were the first item
of business which were reviewed and approved with an
amendment. Alderman Moran moved that they be
approved, Mr. Rubin seconded, so moved.
City of Cranston Emergency Telephone System Board
E 911 CommitteeAteetyng
77tarsday, November19, 2007
ITEMS FOR DISCUSSION:
Emergency "BIue Light" Telephone Call Box Installation Review
Alderman Moran moved to the second agenda item and outlined a proposal
whereby Northwestern University offered to pay for and install nine emergency blue
light telephone call boxes off -campus, with the City assuming responsibility for their
upkeep, to be used for the safety of citizens in the area of the phones and, to the degree
that there was no overlap, for the safety of University students, staff, and
administration.
There had been one treatment of the issue before the City Council for approval
on November 12, 2007. Excepting the four CTA elevated station installations, there
were five neighborhood locations to be voted upon.
There was a community meeting about two weeks ago at the Family Institute
where various individuals from the neighborhood concerned about the blue light
telephone issue came to discuss the installations other than those at the CTA elevated
stations. Two were proposed to be in the 51h Ward, and two in the I,' Ward. The
remaining one, which was most controversial, was originally slated to be at Noyes
Street and Orrington Avenue.
Since the Family Institute meeting, the numerous objections registered against
that particular installation site have been addressed. The Northwestern Public Safety
Administration in conjunction with the Evanston Police Department have since
determined that it is best to move forward with the program as it is too important to be
ensnared in excessive controversy over one particular telephone installation. The
suggested fourth installation site should not be placed at Noyes Street and Orrington
Avenue, but rather at Sherman Avenue and Emerson Street (on University property,
southeast corner) as a reasonable alternative benefiting both Evanston citizens and
Northwestern University people.
Tonight the Board is Iooking at the proposal to adopt this "second phase" of four
blue light call box installations wherein three will be placed in their original locations,
and the last will be at Sherman Avenue and Emerson Street.
At this point Mr. Rubin announced that Mr. Robert Atkins, President of
Northwestern Neighbors, has asked for a delay on the meeting today because the
community has not been able to meet and talk about this issue.
-2-
7
City of Evanston Emergency Telephone System hoard
l: 911 Committee Alerting
1curselay, November 29, 2W7
Alderman Moran indicated that there was discussion on this issue at the Family
Institute meeting two weeks ago.
Mr. Atkins stated that he is speaking on behalf of Northwestern Neighbors, as
well as Kendall Neighbors, the Kendall Association, and NEDA. After the November
121h City Council meeting when it voted to reconsider placement of the blue light call
boxes, there were several neighbors discussing the fact that they had no notice of tills
proposal which is why so many wanted reconsideration. Since then, the neighbors
attempted to meet and discuss the proposed locations of the blue light telephones, but
were thwarted due to the Thanksgiving holiday. They want the E 911 Board to
continue this matter to the next scheduled meeting on January 24, 2008.
Alderman Rainey, on behalf of herself, Alderman Holmes and Alderman Rainey,
asked Mr. Atkins whether the three acceptable locations and the one new location were
discussed at the recent the Family Institute meeting? Who attended the meeting?
Alderman Moran indicated that four original locations were discussed, the only
one not discussed was the new proposed Sherman and Emerson location. A significant
representation of University neighbors (25 to 30 people) were in attendance including .1
number of University students who were in favor of the blue light phones, and
neighbors of the University not affiliated with the University who spoke against it. The
non -University -affiliated neighbors did not object to the four CFA elevated station
installations. The "lightening rod" issue was the Noyes and Orrington location.
Alderman Rainey wondered what the problem is if the proposed Sherman and
Emerson location is on University property.
Ms. Lindwall, participant in Community Conversations, indicated that the Issue
really had to do with all blue light call box installations within the neighborhood.
Currently, there are four blue lights skirting around the neighborhood: one at Emerson
and Orrington, one right next to the basketball court on Orrington just south of Foster,
and one at each end of Engelehart Hall on Maple Avenue at Foster and Emerson. Ever
since they were installed three }ears ago, then impart an "institutional" look to the
residential surroundings which is objectionable particularly by people living in the
Fireman's Park neighborhood. Thus, all proposed residential blue light call box
Installations are objectionable, not just the one at Noyes and Orrington.
Community Conversations meetings focus on routine items such as University
student/community relations in the Fireman's Park area, party patrols, nuisance houses,
-3-
City of Evanston Emergency Telephone System Aoard
E 911 Committer Alerting
77tursda y, November 29, 2007
and blue light telephone installations. The blue light telephone matter was discussed at
the meeting, but there was no specific advance notice of the blue light issue.
Ms. Lindwall outlined two basic issues: 1) the people in the neighborhood of the
proposed blue light installations should know about it beforehand so they can
formulate input on the matter; and 2) since there already are four blue light installations
surrounding the area, are they working? How frequently are they used? Ms. Lindwall
was given to understand that they average less than one call a week with no emergency
distress calls. Are they in the wrong Iocations?
There was a general consensus from the Board that this may indicate they are in
the right locations, successfully deterring incidents from occurring.
Ms. Lindwall stated that she supports the CTA elevated station installations,
then asked at what distance do they stop being an effective deterrent? She considers
them as an experiment and wants baseline statistics to learn to how effective they are,
not just blindly installing them helter-skelter on a "feel good" basis. Ms. Lindwall
stated they give the impression that the neighborhood is not safe, she knows of other
locations where they would be better placed.
Alderman Moran asked Ms. Lindwall why she supports the CTA elevated
station installations? She said there are acknowledged problems of University students
often being unsure of their exact location, and the geographic location function of the
call boxes is extremely helpful in an emergency. Other appropriate campus locations
are in the lake front parks. She stated that the blue light call boxes are definitely "worth
a try," but wants more scientific examination of the performance of the present
installations before installing more.
Alderman Rainey asked if Community Conversations had polled the Sherman
Gardens residents? She indicated they feel they have a real ownership stake in the
neighborhood, are eery active when an issue they regard as appropriate comes up, and
should be shown the courtesy of being; specifically approached on this matter.
Mr. Atkins agreed. Flo%v(- per, he states simply having a community talk
sponsored by the University is "hardly appropriate community endeavor." He wants a
real community meeting including all organizations specifically being affected by the
blue light issue to investigate and make an intelligent response. The "blow up"
occurred because "no one had any involvement."
-4-
City of Evanston Emergrnry Telephone Sysfem Board
!: 911 Committee Aleeting
Thursday, Navember29, 2007
Alderman Moran remarked that there was a lot of notice, many people came to
the meeting. Mr. Atkins insisted that they only came because of neighborhood flyering,
not due to notice from the City, and the blue light proposal was not on the agenda for
the University/community talk. Alderman Moran mentioned that there are never any
agendas at these University/Community Conversations. Mr. Atkins said most of these
discussions center around student -produced noise, rowdiness, "more protection for
University students against the neighbors."
Ms. James of 802 Colfax Street said that periodically (3 or 4 times a year) she
receives an 8-1/2" x 11" flyer announcing an upcoming Community Conversations
meeting. This time there was only a postcard showing nothing to indicate that blue
light telephones would be under discussion. There was no way for people to know this
topic was under consideration. She wants a real community meeting where people
know this is the prime topic.
Alderman Rainey asked Ms. James if she wishes to delay blue light installations
intended for the CTA elevated stations? Does she believe further discussion is needed
for all installations in the neighborhood, or only the new ones?
Ms. James said all installations should be discussed. She agreed that the
Fireman's Park neighborhood and Sherman Gardens residents should be advised, these
two locations would have high visibility.
Alderman Rainey mentioned that when one is in an emergency situation, having
a blue light call box visible 150 feet away is not helpful. They must be in important
areas with sufficient traffic to be useful. The issue is, if people do not want blue light
telephones in their neighborhood, in front of their house, then we should talk about it.
But if there are certain locations on which all are agreed, then we must go ahead and
install them as soon as possible.
Ms. James said all installations must be discussed before any installations, the
people have to know what is going on.
Alderman Rainey believed it is "going a little bit overboard" arguing against the
blue light telephones at the CTA elevated stations, unless they start being vandalized
and costing the City a lot of money. Then the City's maintenance responsibility should
be reconsidered.
There was consensus that there has been very little vandalism of the present blue
light telephones thus far.
-5-
City of Evanston Emnrgenry Telephone Systern Boani
E 911 Committee Alerting
Vim rsday, November29, 2007
Ms. James asked why the City should support their upkeep if it is in a major
financial crisis?
Mr. Rubin stated that he believes the total annual maintenance cost of all current
blue light telephone installations is $345. Northwestern University is providing the
equipment.
Alderman Woilin objected to the blue light telephones being considered simply a
"budget item." The safety of both citizens and students is at stake. These locations
were chosen due to high student traffic, and they certainly provide protection to
neighborhood people as well. We cannot put a price on public safety on our streets.
Alderman Moran stated that part of his motivation is to give the blue light
system a try to promote a sense of public security.
Alderman Rainey asked how can their effectiveness be scientifically measured?
Alderman Holmes wondered how can one know what has been prevented by
their presence? She personally assumes they act as a deterrent in the 1sr Ward. She
would love to see them all over, and believes they are a positive influence, indicating
that "this is a protected neighborhood."
Ms. James asked that telephones be installed at known trouble spots to determine
their effectiveness. There was an armed robbery at Emerson and Maple 3 to 4 weeks
ago in the presence of a blue light telephone. Was it used? Police representatives
indicated only screaming brought help, the telephone was not used.
Alderman Moran introduced an article provided to him by Chief Lewis from a
2004 issue of Criminal Justice Polio Reviezcr (website cjp.sagepub.com) related to security
measures in college communities and campus safety. It affirms that the blue light
telephone system is an outstanding, proven -effective security measure in hundreds of
campuses nationwide.
Ms. Lindwall wants to compile detailed reports of armed robbery and assaults in
relation to blue light telephone accessibility. How many violent incidents occur near
blue light telephones?
Mr. Angelus expressed his understanding of the issues as a community member
and home owner himself, but he disagreed slightly because "it is like my home alarm."
It is impossible to determine how it deters criminal activity. The statistics would be
interesting, but they really would not tell what we actually need to know. Three years
City of Evanston Emergency Telephone System Board
is 911 Committer Alerting
Pfursday, November 29, 2007
ago, members of the Northwestern student body approached the Committee asking to
partner with the City to put emergency blue light telephones on campus for mutual aid,
and decisions were made on eight locations including the four at the CTA elevated
stations. He believes only the one location at Noyes and Orrington is objectionable.
Mr. Atkins said no, that was not true at all.
Alderman Holmes said two people (Jane Evans and Christine Young) spoke out
against the blue light call boxes at Hamlin Street and Sherman Avenue, and Fireman's
Park in the 51h Ward. She stated that Ms. Young did not care about attending meetings
or objecting to any particular site, she just "did not want any more Northwestern in the
neighborhood."
Mr. Angelus said that whether there is agreement on five or seven or nine of the
installations, the fact is that they have to go somewhere.
Mr. Atkins said no, they should not go in the neighborhood.
Mr. Angelus wants to know how can we achieve an agreement, "we can debate
forever." He asked the visitors if they thought there was any merit at all in the
emergency blue light telephone system. He wants to know if he is hearing "We don't
want the phones" or "We don't want the phones near our houses or in our parks"?
Mr. Atkins said, "No, we do not want them at all. The issue is that the
community has really not aired this issue. You have for a couple of years, apparently,
but the community has not been involved and what I said before is the fact that there
was... a community meeting sponsored by Northwestern is not sufficient to let the
community know about it and it seems to me that it is reasonable to ask this committee
to put this over so we might have at least the opportunity to contact the community as
many people as possible and have the committee ineet just on this issue and I think we
are prepared to put in input at your next meeting."
Alderman Wollin pointed out that this meeting tonight was published in both
papers, it was announced after the City Council meeting, and there has not been a big
public turnout.
Mr. Atkins said, "believe me Alderman, there are a lot of people in the
neighborhood that once this came before the Council on the 121" of November and we
had to go before the neighborhood with flyering the neighborhood and they all, a lot of
people were concerned about it and believe me they didn't get notice of this meeting
either. What we are trying to do, and I don't think you should be against it, what we
-7-
City of Evanston Emergency Telephone System Board
E 911 Committee Afeeting
Thursday, November 29, 2007
are trying to do is notify as many people as possible, discuss the locations in the
neighborhood, and put this matter over. I think this is reasonable."
Alderman Moran offered his perspective. He stated, "before this current
proposal, he had never heard of anyone complain about any of these phones." No one
in the Council ever advised him that the blue light telephones posed a problem. Since
their installation, he has heard nothing.
He felt compelled to say, "It is an effort to make the community safer. We are
trying to give people a sense of quietude, of security, and I think some of the thinking of
the people who are here has been that, rather than getting down to this nuts and bolts of
how many calls have come in from this thing. What we talked about is that these are
deterrent factors and, as Delores was saying, it is hard to quantify deterrence. You
know, when somebody doesn't hit somebody else on the head, you know, we don't take
count. We have not been hiding the ball on this. I think there is a fair amount of
sentiment that we should try them, and I think there is also a sentiment... there is
clearly a sentiment... the University has made a major commitment to this system in
terms of promoting safety within the campus environment, okay. I can't speak for
them, but I don't think that they would do that in a foolish or frivolous way. I have to
give them the benefit of the doubt that they feel as though installation of these phones is
something that promotes safety within that environment. I share that feeling. I don't
feel that these phones, as Delores... I don't think they are a stigmatizing element. I have
had people call me many times over the years and they say, 'you know, we wish that
there was a police car going down our street a little bit more,' you know. Give people a
sense of safety, and of course we all want that. We do what we can. They have said
that to me. And I would say, 'yeah, me too: Wouldn't it be great? Unlimited
resources, we would have all these resources deployed and we would all feel good that
we are safe and secure. We do what we can with what we have, and I think where we
do good, we do good. I don't think this is anything more than that."
Alderman Moran accepted the neighbors' commitment to call the people at
Sherman Gardens and lie %vould Join in any, chorus of requests that they contact them
and solicit whatever opinion they have. We need to move forward with this fairly
modest proposal as a test case to make a fair assessment if it is good and worth
expanding later on.
Alderman Moran proposes to take a vote on the matter of the agreed -upon
locations tonight. Alderman Wollin will contact Sherman Gardens leadership and give
further feedback to the Board.
cm
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City of Evanston Emergency Telephone. System Board
E 911 Committrt Alerting
Thursday, November 29,2007
Alderman Rainey asked Chief Lewis about the timeline of the purchase- and
installation.
Chief Lewis reported that the University is prepared to make the purchase, it
takes about six to seven weeks to get the equipment. The difficulty looking forward
now is putting in these boxes outdoors and there is a lot of underground work, boring,
that needs to be done with water which is difficult during the winter months. But some
work is possible installing on the CTA elevated platforms, and the University wants to
get as much done as possible before the winter's freeze.
Alderman Rainey suggested that we move forward and vote on all of this
tonight, including the Sherman Gardens contact, and encourage the community to have
a meeting and give us feedback. The phones ready to go in on the CTA elevated
platforms are the least controversial and should be immediately installed. The others
are probably not going in until March 2008 due to the holidays and freezing
temperatures. Unless there is an overwhelming massive protest demonstrated against
the blue light telephones, we should move forward.
Alderman Wollin indicated that at the 1800 Sherman Building there have been
incidents, and downtown needs beefed-up security, so these should be installed
immediately.
Alderman Rainey wanted to be sure the neighbors' point of view is heard.
Mr. Atkins said, "be happy to, absolutely. That is all we are asking for is some
a time for this to be discussed."
Alderman Holmes said that she holds a ward meeting each month, the third
Thursday of every month, open to the whole ward. There will be another meeting on
the 23,d of December and the blue light telephone installations will be on the agenda.
Alderman Rainey wants to move ahead with the ones already approved.
Ms. James stated that she is "having trouble wrapping my brain about the
resistance, other than Alderman Rainey, to a community meeting. Because what I am
hearing is `move ahead, we can check with one small contingent of the community, but
not the entire...' and I am struggling in understanding why public representatives
would not want to give citizens an opportunity to meet and talk about the issue."
Mr. Atkins stated, "The bottom Iine is we were unable, we tried, we were unable
to get a community meeting because of the holiday before this meeting tonight and we
City of Evanston Emergency Telt7yhone System Board
E 91I Committee Meeting
77mrsday, November29, 2007
wanted to so we would be prepared, and it didn't happen, and all we are asking for is
that this matter, particularly now that we have heard that it's going to take a while to
get it installed, why this rush for approval? Why can't we have a community meeting,
report back to your next meeting which is the 201h of January I understand and go on
from there...?"
Alderman Moran said "One, as far as I am concerned, you can have the
community meeting, but there is no 'rush: It has been three years we have been
working on this. Now, two, this is a public safety issue. We have a responsibility to do
what we think is prudent in relation to public safety and security and the sense of
security. We have done several iterations of this. We have meetings. You have flyered.
There are a lot of people who came. You can have another meeting... But, it is our
charge as this Committee to promote public safety now. You are certainly entitled to
disagree with us if we think this has the potential to help, and you think it has the
potential to hurt... that is your opinion. But this Committee has a responsibility. It
would be like if Chief Eddington or Chief Lewis... you were to go in and say 'you
shouldn't send a patrol out into a certain area because we're not comfortable with it..."
Mr. Atkins said, "You're really not equating sending a patrol out with the blue
lights, that's ridiculous! You are asking the neighborhood, basically, to make their
presentation to the full Council because the train has gone off, gone by. That's what
you are suggesting."
Alderman Moran proposes to move forward.
Alderman Holmes mentioned that the Emerson and Sherman location would be
on Northwestern's property. Including the input of residents of Sherman Gardens and
1900 Sherman Avenue is done as a courtesy.
Mr. Atkins said that he understands that.
Ms. Lindwall said that she has been hearing only "discouragement and
negativity against a community that was being impacted getting together to discuss the
issue and personally, philosophically, that's very disturbing." She feels as though why
discuss it if we are going to get them anyway?
Alderman Holmes asked why would you oppose them?
Alderman Rainey believes that the number of people opposed to the blue lights
on the CTA elevated platforms probably is very small, thus, she wants to move forward
with those agreed -upon installations.
_10-
City of Evanston Emergency Trlelphone System Hoard
E 911 Committee Aferting
Thursday, Norember29, 2007
Mr. Atkins said they have already been approved by the Council, he is only
opposed to the other lights.
Alderman Rainey asked that the neighbors proceed with their meeting on the
location of the other blue light telephones, and that she be invited to it to listen. "But,
that should not at this time prevent the purchase of these blue lights." If the currently
proposed locations are unacceptable, then find other ones. Since their installation will
not be for some time, the neighbors' input would be most welcome.
Ms. Evans said she has spoken with Alderman Holmes, and has suggested all
51hWard residents be polled on the blue light telephone locations. It is very important
that everyone feel comfortable.
Mr. Rubin indicated, for the record, that the next Emergency 911 meeting is
January 24, 2008, and that the annual cost of the parts available for maintenance is $364.
Ms. Lindwall said that "the real issue was the map included in the original
resolution and the contract which specifies specific locations." She approves of the CTA
elevated station locations and would like to see another one go onto the Dempster
platform. Yet, the map and contract bind you to certain locations. Perhaps the map
should show five agreed -upon CTA elevated installations, with four "to be determined"
in the neighborhood?
Alderman Moran agreed.
Mr. Atkins intimated a "point of information" that the City may be bound by
contractual obligations with the University over specified installation locations should
attempts be made to change them.
Alderman Moran stated that this is a collaborative effort, and that we have no
contractual restrictions from the University. The University has reviewed the locations
and believe them to be quality locations. Chief Eddington has been consulted and he
concurs.
Mr. Atkins said that if other high crime locations are offered, such as the Burger
King or the Keg, then "that's off the table!" The Council is bound by the contract to
those locations because the University is paying for it.
Alderman Moran denied "that's off the table." The Council has the opportunity
to do what it sees fit. Alderman Moran accepts Mr. Atkins' premise of community
input. He cannot speak for Northwestern University, but thus far the relationship
_11
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City of Cranston Emergency Telephone system Board
E911 Committeehfeeting
Thursday, Novembrr29, 2W7
between the City and the University concerning this program has been without
restriction, done in the spirit of cooperation. The issue was initially brought to the
Council by the Northwestern student government. Northwestern University must
protect its students and staff as it they were family. It is willing to extend the blue light
program to include the City in the mutual interest of public safety in that same spirit,
with give-and-take. This is a good thing.
Mr. Atkins said, "No I just don't think you have done that. You haven't had the
input yet really of our community with respect to making that statement."
Alderman Moran outlined his own vision of building a platform now upon
which future discussions can occur between the City, Northwestern University, and the
neighborhood.
Mr. Atkins agrees that the blue light telephone installations at the CTA elevated
stations should go ahead. But the other four installations should be reconsidered.
Alderman Rainey pointed out that two of them are on University property.
Ms. Lindwall asked, "So, why are we paying to maintain them if they are on
University property?"
Alderman Moran said, "because of all the things we said, okay?"
Alderman Rainey wondered, "If there is any possibility that the locations that are
now identified, and there was some flexibility earlier because we have a new location,
so is there any chance that those locations could be flexible based on the results of the
community meeting? The ones that are not on your property."
Chief Lewis said Northwestern is prepared to accept the considered
recommendation of the Board and move forward in its commitment to providing
resources for the telephones. Should the presently proposed locations be rejected, then
Northwestern would reconsider.
Alderman Rainey ruminated that, should there be tremendous objection to a
given location, then we would reconsider it? She is reluctant to set up a situation in
which such "anger and ill will" would be created.
Alderman Moran does not necessarily see any "anger and ill will," and he
appreciates Chief Lewis' flexibility, but there has been extensive work put in on this
program, there are specific locations on which two police departments have agreed,
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City of Evanston Emergency Telephone System Board
E9I1 Committee Aferting
Thursday, November 29, 2007
logical places, "good places" to do this. He believes we should move forward, and he
welcomes citizens' input.
Mr. Atkins and Ms. Lindwall wonder, "Why bother having meetings? The
meetings would be meaningless!"
Mr. Angelus moved that the installations go forward as discussed, Alderman
Moran seconded.
Alderman Rainey wants to amend the motion to say the locations in the
neighborhood not on Northwestern property should be flexible to the extent that the
community can provide some input. "If four people come to us after a community
meeting and say 'this is a bad location,' that is not an overwhelming indication that
people do not like these locations. But if we get a letter signed by forty or fifty people
or everybody on both sides of the block, then I think we really should look at that." She
wants two locations on neighborhood property to be flexible.
At this point Mr. Atkins, Ms. Evans, Ms. Janes, and Ms. Lindwall leave the roorn.
Alderman Holmes says that she has heard no objections at all from her a's Ward
constituency.
Alderman Moran called all those in favor of the motion to so indicate by saying
"aye." Mr. Angelus, Mr. Polinski, Mr. Rubin, and Chief Whalen all said "aye." All
opposed?
Alderman Rainey said that she "was not really opposed, but I am so sad that
they did not take my amendment."
The motion passes. Four CTA elevated station locations and two Northwestern
University locations will be recommended to the City Council on December 10, 2007.
The two flexible locations in the S'h Ward will be on the agenda and discussed at
Alderman Holmes' monthly ward meeting on December 23, 2007.
Other Business
Mr. Polinski reported that, in mid -November, the US House of Representatives
passed the "9II Modernization and Public Safety Act." This requires VOIP service
providers to comply with current FCC E911 rules similar to wireless and wire line, a
good thing. Also it provides the same liability protection for PSAP that applies to
wireless and wire line, and confirms that state and local entities can impose 911 fees on
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City of Evanston Emergency Telephone System Board
E 911 Committee Alerting
Thursday, November 29, 2007
VOIPs similar to land line and wire line, also a good thing. There is a companion bill in
the Senate. The information he is getting from the national emergency number
association is that they are very hopeful. They lobbied for this and have been very
influential, they are confident the bill will pass by the end of the year.
Mr. Polinski provided a handout, "OnStar's Priority PSAP Access Proposal" They
had talked about what technology has brought to 911 in terms of automatic crash
notification, and the future ability to possibly stream video or text messages when 911
calls into a PSAP. OnStar proposes to pass calls into our PSAP via the 911 trunks, if we
opted not to do this, the calls would default and would come to us anyway but on a ten -
digit line. If we accept this, the calls would be screened by the Onstar call takers, they
would be transferred over our 911 trunks. There are very few of these calls, instances of
cars rolling over or air bag deployment with automatic notification to their call center.
We would be provided with the subscriber's callback number and the latitude and
longitude in the event the person involved was unable to tell us where they were. We
need not make a decision on this tonight, it can be deferred to the next meeting. Yet,
Mr. Polinski recommends that we go ahead and give the approval.
Alderman Rainey asked "I move that we do this, what do we have to think
about?" Mr. Rubin seconded.
Mr. Rubin asked whether there is opportunity to generate revenue off this.
Mr. Polinski said the situation is still evolving in the legislature, but that is a good
possibility.
Motion moved, seconded, passes.
Alderman Rainey asked about Fire Department transmissions. Mr. Polinski
reported intermittent transmission and spotty coverage. Motorola has done a lot of
work in the last couple of weeks, adding an additional filter to the south water tower
site, looking at the configuring in the bay stations, portables and mobiles, making
adjustments in the console equipment which transfers the tones to the Fire Department.
Today they were out and hooked up a recorder in the bay station at Fire Station r2 so
they can actually record and track the activity and further troubleshoot. They will
replace the antennae at Ryan Field and the south water tower. Currently they are high
gain directional antennae, to be replaced by omni-directional which will widen the
signal path more.
Alderman Rainey inquired about dispatchers being unable to communicate with
the Fire Department.
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City of Evanston Emergency Telephone system Board
E91I Committee?►feeling
Thursday, November 29, 2007
Mr. Polinski said that has been frustrating and that has been part of the process.
This has been a big change for the Fire Department, they have gone from simplex,
which uses one bay station and antenna to transmit and receive, to simulcast which is
two transmitters; and they went to repeater in which basically the antenna out in the
field picks up a Fire Fighter's signal and passes it along, so it helps to expand coverage.
Also we went from wide -band to narrow -band which is an FCC requirement. We
upgraded some of the portables and mobiles because they were not narrow -band
compatible. There have been issues due to the channel being changed from primary to
the backup and they did not receive the tone. There will be side -by -side test usage of
the old and new radio systems to compare, make adjustments and optimize.
Alderman Rainey moved to adjourn, Alderman Moran seconded, so moved.
Mr. Pendse announced that he represented the Northwestern student body, and
expressed appreciation to the Committee for being very sensitive to their concerns. He
confirmed that "our students really do feel a lot safer in the presence of these blue
lights," that they really do protect both the residents and the students.
Adjournment
The Board adjourned at 8:27 p.m.
MR:djw
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_._ , c�. ,.f,C "� C.-.::✓I:T+"+- r...iq�av�7.? �.da��7i
lo'
City of Evanston
Emergency Telephone System Board
E 911 Committee Meeting
Thursday, January 24, 2008
1 111 1 11 1 .111 111 1 II IIM I I111111
101 1101.111 .1111 1 1111
Board Members Present: Chief Alan Berkowsky, EFD
Deputy Chief Demitrous Cook, EPD
Chief Richard Eddington, EPD
61h Ward Alderman Edmund Moran
Mr. Perry Polinski, Communications Coordinator
Mr. Max Rubin, Emergency Preparedness Manager
Board Members Absent: Mr. David Angelus, Community Representative
Sth Ward Alderman Ann Rainey
Deputy Chief Michael Whalen, EFD
Also Present: Chief Bruce A. Lewis, NUPD
Mr. Merrill Silverman, NU Director of Parking & University
Security System
Staff Present: Ms. Delphyne Woods, Law Department Executive Secretary
Presiding Officer. Alderman Edmund Moran, Committee Chair
Summary of Action: Alderman Moran called the meeting to order at 7:05 p.m.
Approval of Minutes: The minutes for the November 29, 2007, meeting minutes
were the first item of business which were reviewed and
approved with corrections. Alderman Moran moved that
they be approved, Chief Eddington seconded, so moved.
mi
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City of Evanston Enwgmry Telephone System Board
E911 Comm itteebfeeting
Thursday, January 24, 2008
ITEMS FOR DISCUSSION:
Blue Light Phone System update (Max Rubin)
Mr. Rubin distributed an email from Merrill Silverman at Northwestern dated
January 16, 2008, updating the plan to order the nine blue Ight towers from RamTel
[sp?] for delivery in six to eight weeks. The City probably will finalize the design
tonight, and will identify locations including sources for power and telephone
connections within two weeks. Cost estimate for electricians will be in by February 15,
2008. Installation is to commence with the spring thaw in March or April. Total time
for installation estimated to be two weeks, commission and testing will take five days.
Project completion estimated by April 30, 2008, or before.
Mr. Silverman reported that NU Information Technology representatives are
going out to the manufacturer next Wednesday. They need final specs for the boxes by
that time. Chief Berkowsky wants to see the City design mock-up before submitting it.
Mr. Silverman indicated they need names of the contacts the City uses for AT&T and
ComEd so the NU people can deal directly with them to identify the specific locations
to put power and phone for the electricians' estimate.
Alderman Moran expressed his confidence that this project is interesting and is
progressing well.
Radio System Status (Chief Berkowsky)
Chief Berkowsky reviewed that when they "went live" last year, it was a
complete bust. Motorola did a horrible job in the engineering and project management.
Motorola has replaced the project manager with Melvin Mercado [sp?] who met
with the City last week and did a presentation on the project status. Nine
improvements were identified, seven remain to be addressed. The Fire Department
should have a successful cut -over in about two weeks. Chief Berkowsky has been
discussing the problems with Motorola and has a good working relationship. The City
has cooperated and provided Motorola with the right systems and consultation. Chief
Berkowsky affirmed that the City was holding payment in response to Alderman
Moran's inquiry. Motorola has basic engineering issues and is committed to make the
system work. Chief Berkowsky is cautiously optimistic.
-2-
t.>
City of Evanston EmMenty Telephone System Board
E 922 Committee Rfeeting
Thursday, January 24, 2008
The old Police communication system works, but it has blackouts and problems.
The new Motorola system will be terrific once the engineering has been worked out.
Antenna Tower Status (Chief Berkowsky)
Chief Berkowsky related that, when Motorola engineers came to evaluate the
existing structure, they found that the tower at 909 Lake Street was structurally
unsound and would not touch it. Expenditures for a new tower were approved by the
Board and received a partial grant for almost half the cost. The original plan for central
tower placement within the complex received no bids. The contractors' rationale for
rejection was: a) concern about compromising three building foundations versus one
foundation; b) concern about soil samples, that the City would hold them responsible
for what they found in the ground; c) the sewers would have to be re-routed; and d) the
central location within the Police/Fire complex would make it extremely difficult for the
crane to drop the foundation sleeve into its 45-foot deep location as well as emplace the
tower itself.
Thus, with the assistance of certain contractors, the City reevaluated the plan and
moved the tower over to the edge of the property behind the generator. Also, they
decided to pull soil sampling out of the bid, and the City would take that responsibility,
and $3,0004,000 expense will be assumed by the City. Thus far three bid responses
have been received for the revised plan.
Chief Berkowsky related that Perry Polinski and Facilities Management has been
of great assistance in this project.
ICCI9-1-1 Program annual filing (Perry Polinski)
Mr. Polinski indicated that the Illinois Commerce Commission that oversees the
911 Program looks for annual updates from the City on the 911 System's contact and the
makeup of the Board and surcharges on landlines. We must submit to them
information on local exchange carrier AT&T's network diagram. Also, the landline
count is down, our access lines are down to 34,000 from 35,000 last year. That is the
trend. Chief Berkowsky asked about the initial landline count, Mr. Polinski said it was
53,000 in 2001. Wireless communication has eroded the landline count.
Effective January 8, 2008, the State of Illinois through legislation increased the
wireless 911 surcharge allocated to the PSAP, but they also lowered the total wireless
surcharge amount paid by the subscriber, so, formerly the surcharge amount to the
:kL
City of Evanston Emergency Telephone System Board
E 911 Committee Meeting
Thursday, January 24, 2008
subscriber was 5.75; of that the State received $.01 for overseeing the fund, the City
received $.49, and the wireless carrier received 5.24 for infrastructure recovery. Now,
the surcharge amount to the subscriber has been lowered to 5.73, however there has
been an 18% increase in what comes back to the PSAP, so the City receives $.58, the
wireless carrier gets 5.13, and the State of Illinois gets $.02.
In the annual report we also update our emergency call handling agreements
with our neighbors, outlining how to get calls to each other that are mis-routed, and
physically responding to incidents that may cross over our borders.
In the network, originally we had eight 911 trunks for landline. We took two of
those and converted them to wireless. Also, with the increase in wire line calls, we
added two more wireless lines. So at present we have six landlines and four wireless.
Mr. Rubin asked if the monthly costs were up, Mr. Polinski said yes.
Statistics: In 2007, 59,135 total 911 calls were received (31,603 landline calls, and
27,532 wireless calls), up about 3,300 from 2006.
There were only 9 fewer wireless calls than last year, which may indicate a
plateau in wireless proliferation. Also, there was one month in 2007 when 50% of our
wireless 911 calls exceeded landline; whereas in 2006, there were four months when
50% of wireless 911 calls exceeded landline. Landlines calls still outnumber wireless.
Cook County ETDB Surcharge Reallocation Program (FY07-08) (Perry Polinski)
Mr. Polinski said that the City will receive about $1,000 from the Cook County
911 surcharge reallocation. To qualih,, one must regularly receive 911 call transfers
from the County Sheriff, dispatch Police, Fire, and Ambulance, and have residents
within the County jurisdiction as well as residents that pay the wireless surcharge. The
amount paid varies with the annual amount received.
OnStar (Perry Polinski)
There was an announcement at the electronics show in January that Ford and
Microsoft have partnered (in competition with General Motors and Onstar), and are
offering in late 2008/early 2009 Ford, Lincoln, Mercury automobiles a 911 feature called
"Sync" which uses the vehicle owner's personal cell phone and Bluetooth technology,
so if there is air bag deployment, their cell phone automatically dials 911. However,
there are cell phone limitations if one is out of range or in roam mode, or if the device
MIC
City of Evanston Emergency Telephone system Roam
E 911 Committee Meeting
Thursday, January 24, 2008
does not have the GPS chip that allows for delivery of latitude and longitude. Also, in
the State of Illinois, the delivery of 911 using automatic devices is prohibited.
FY07-08 Budget Status (Max Rubin)
Mr. Rubin reported that the General Revenue received from the State is about
$693,000 which is low, it was expected to be $850,000. Wireless income is climbing. We
are well within our expenditures on fixtures and equipment, $1,600,000 is available.
Alderman Moran asked if there are any vulnerabilities, Mr. Rubin said, all in all, "We
are doing good." We still need additional funding, however. Equipment costs still
outstrip annual income. There are difficulties discovering where the money goes once it
is received by the City. Finance deposits income immediately to garner interest, and it
is difficult to trace particular funds received. We received the "Cypress" check in the of
$112,000. Also we received $206,000 from FEMA, plus $6,000 in administrative fees
from the storm in August 2007.
Alderman Moran asked for a discussion in the near future about "where we are
going financially" away from the budget cycle, taking the long view.
Mr. Rubin indicated that the big item at the May meeting will be finance, pull the
spreadsheets together for that package. We need a referendum at the next election in
November, we have to put legislation together now.
Other business
Alderman Moran asked for any other business. Deputy Chief Cook said that we
have $20,000 to add a new Eire suppression system and the telephone room. We
received one quote on a Halon alternative system at $19,000. We purchased and
installed a fire -rated steel door, and a 20r carbon dioxide fire extinguisher. Also, we
need a new server in the information systems room, and a new sprinkler system.
Adjournment
Chief Berkowsky moved to adjourn, Alderman Moran seconded, so moved. The
Board adjourned at 7:45 p.m.
MR.djw
-5-
City of Evanston
Emergency Telephone System Board
E 911 Committee Meeting
Tuesday, April 29, 2008
I I I I III III Ills II 111 III 1 IIII1111 1011111 1 I111m1111111 I IN
Board Members Present: Mr. David Angelus, Community Representative
Chief Alan Berkowsky, EFD
Chief Richard Eddington, EPD
Mr. Michael Madden, Division Manager of Business
Performance & Technology
61b Ward Alderman Edmund Moran
Mr. Perry Polinski, Communications Coordinator
81h Ward Alderman Ann Rainey
Mr. Max Rubin, Emergency Preparedness Manager
Board Members Absent: Deputy Chief Demitrous Cook, EPD
Deputy Chief Michael Whalen, EFD
Also Present: Mr. Thomas Janetske, Operations Manager, Office of
Emergency Preparedness
Deputy Chief Barbara Wiedlin, EPD
Staff Present. Ms. Delphyne Woods, Law Department Executive Secretary
Presiding Officer. Alderman Edmund Moran, Committee Chair
Summary of Action: In Alderman Moran's absence, Alderman Rainey called the
meeting to order at 7:I5 p.m.
Approval of Minutes: The minutes of the January 24, 2008, meeting were the first
item of business which were reviewed and approved with
one correction. Alderman Moran moved that they be
approved, Chief Berkowsky seconded, so moved.
ITEMS FOR DISCUSSION:
As the Committee was awaiting the arrival of Alderman Moran, the members
decided to start with agenda item V.
J
City of Evanston Emagency Telephone System Board
E911 Committee Afeeting
Tuesday, April 29, 2008
,-7 - Radio System Upgrade, Status Report Memo (e-mailed, Berkowsky)
Chief Berkowsky related that the October 2007 system turn -on of the new radio
system had been so extremely disappointing that it was turned off and renegotiations
were initiated with Motorola. A new project manager and technicians were obtained
for the project by Motorola, the system was re -installed and went live on February 12,
2008. It works "great" Some weak spots still exist in the southeast corner of town, by
Ridge and Howard, which need to be remedied, but essentially it is an enormous
improvement in the 911 Center.
Mr. Polinski affirmed that it was a "bumpy road," but since the end of February
it "works like a charm."
Chief Berkowsky said new equipment originally to be installed at Fire Station 445
was reassigned to Station ►2 in the southeast corner as it remains a problem. This was
done to keep communication there as optimal as possible. Due to the October 2007
difficulties, Motorola was asked that this installation (valued about $20,000) be done at
no charge to the City, to which Motorola agreed. Additionally, the one-year warranty
starting with the initial October 2007 system turn -on was extended to begin in February
2008 and run until February 2009.
.Antenna Tower Status (verbal, Berkowsky)
Currently we are awaiting the balance of the equipment to install at Station 92,
and discuss Station nS with Motorola. Originally the price tag on the system was
$553,865 with hvo small change orders (order =1: lockup cabinets installed at Ryan
Field, $8,093; order *2: roof top mounts for the tower atop the Police Station, $8,093.25),
bringing the total to about $570,051.25.
The current antennae will be relocated to the new tower. The tripods will remain
with the antennae as a backup in case of some catastrophic problem.
Mr. Rubin asked if the new tower will help the weak spots in the southeast part
of town. Chief Berkowsky said that tower height is critical in clear communication. The
present tower is 90 feet, the new tower is 140 feet plus the antennae which makes a vast
improvement. Station n2 will gain a receiver site which will pick up and re -broadcast
the signal, Also, the City is using our own fiber optic system as the backbone of the
radio system, not telephone lines, which is an incredible benefit. It is free, faster, and
504
City of Evanston Emergency Telephone System Board
E 911 Committee Alerting
Tuesday, April 29,2009
works perfectly. All the sites selected for this project have fiber optics, backup
generators, and security in place.
Alderman Rainey asked whether, although it is improved, communicating with
the southeast end is still unacceptably problematic? Chief Berkowsky said that it is not
yet perfect, but it is 100°o better than before. He has not heard a single person say
anything negative for the past two months, whereas before there were daily complaints.
Mr. Janetske said that inbound traffic to the 911 Center comes from portable
radios, not mobile radios. Installing that receiver at *2 will really enhance the reception.
Chief Berkowsky mentioned that area is relatively -heavily forested which can
negatively impact reception, the new receiver at =2 will help. Also, every improvement
done with the Fire Department communication system directly benefits the Police
Department simultaneously. Police dispatchers are able to pickup and relay messages
immediately to Fire which may otherwise be delayed.
Alderman Rainey asked about the numbers for change order *.
Chief Berkowsky said that, since they decided to go with Station #2
improvements first, he wants to proceed now with Station n5 which should open in
August or September 2008. They will install a "voting" receiver site which has three
antennae: every time you transmit, they will pick it up and relay the information from
the fiber optic back to the system, and retransmit.
Motorola initially presented an unacceptable cost which the City asked to be
reconsidered. The change order is in the neighborhood of $65,000-570,000. This will
buy all the equipment for Station #5 to install the radio system: installation, wiring,
placing the antennae on the tower, programming, project management, and
optimization of the system between all the radio sites, totaling about $75,000. The
project cost thus far is approximately $597,000, add Station * cost of $75,000, bringing
the total to $672,000.
Chief Berkowsky just received bids for the radio tower which is budgeted for
$250,000. One bid was $150,000, the other $230,000. If the low bid is acceptable, the
savings capture would pay for change order *3.
Mr. Rubin mentioned that they budgeted the full amount for the tower, and then
they got a grant of $112,000 to help take care of the tower costs.
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City of Evanston Emergency Telephone System Board
E 911 Committee Meeting
Tuesday, April 29,2008
Alderman Rainey asked that, in future, as these things play out, it would help to
spell out the math in the memos so one may understand the running total value of the
project, what change order costs are, and where the money is coming from.
Alderman Rainey moved that the Committee approve change order #3 in the
amount of not -to -exceed S73,000. Mr. Rubin seconded, so moved.
#2 - Blue Light Phone System update (verbal, Rubin)
Mr. Rubin walked the blue light locations with Northwestern Police. Two sites
will be tied in with Northwestern electricity and telephone lines: I818 Sherman, and the
Williard Building at Emerson and Sherman. Also, Northwestern will bring power and
phone lines to the outside of the building at Fire Station #3 to provide that blue light
site. The others will be picked up off of ComEd and the phone company. In the
Sherman Plaza garage, Northwestern will pick up phone lines for the Davis Street units.
The units have been ordered; the graphics and color of "architectural brown"
with City of Evanston stenciling have been approved. Mr. Rubin did a walkthrough
with the electrical contractors who should have a price by now. We are awaiting the
estimate and delivery of the equipment. Facilities Management should track progress
of this project, and will repair the units as necessary.
It was announced that Mike Madden is to assume the duties of Manager of
Emergency Preparedness upon Max Rubin's departure.
Mr. David Angelus asked about a previous discussion of re -labeling
Northwestern blue light phones to avoid confusing City and Northwestern units in an
emergency, being sure calls go to the correct 911 Center. There could be a question
of liability.
Mr. Rubin said that liability is Northwestern's as it is their equipment. Their
units are boldly labeled with purple lettering and a "wildcat," while the City's
markings are clearly different -colored apparent even at night. Nevertheless, all the
units have blue lights and are available in an emergency.
#3 - Renewal of CADS Maintenance and Support Agreement with SunGard
Public Sector (emailed, Polinski)
Mr. Polinski presented two procedural memoranda in advance of Council on
May 12, 2008. This is a long-term contract, the City has been using this particular
vendor since 1993, averaging about 3-1/2% increase. This is proprietary CADware.
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City of Evanston Emergency Telephone System $oani
E 911 Committee Alerting
Tuesday, April 29, 2008
Alderman Rainey mentioned that non -bid purchases raise concern, but if this is a
sole source, it is appropriate.
Mr. Polinski produced a letter from SunGard (not in the packet) advising that,
after the City recently upgraded their CAD system, the supplier will be "sunsetting"
support of the product as of January 2012. SunGard has a new system, CAD 400, which
is highly recommended. It eliminates a "gateway server" intermediary between the
mainframe and the work station. CAD 400 transmission goes right from the work
station directly to the mainframe. Mr. Polinski recommends going with this change as
it is least costly, and would cause the least amount of disruption in terms of using
equipment presently in place: alarm interfaces, 911, police and fire reporting software
applications. Also, going to CAD 400 will allow the City to continue its planned
migration to the mobile data browser (MDB) software which is a replacement for
ALERTS.
Others options are going with a Windows -based product, also sold by SunGard,
which would entail swapping out everything we have. This would be an $800,000-
$1,000,000 investment versus 5100,000. Research and negotiations continue.
Chief Berkowsky explained that should the City not go with SunGard's
CAD 400, we would have to go out for bid and start the whole process again. The
CAD 400 has made a robust and stable impression for fifteen years, it appears to be a
more stable product in the long run.
Mr. Polinski said that more information will be forthcoming on this project.
Although the sunsetting is in 2012, a practical decision must be made by the end of
2008.
Alderman Rainey asked why is there pressure to decide now.
Mr. Madden said that it is common in the software industry that vendors will tell
you the product will be phased out in four years, and offer a 25%s discount if you sign
up for the new product now. Negodations are very probable for extensions. Also, we
need to get way ahead of this because, even if it is only $100,000 in conversions, it is a
project taking a great deal of time with which the City can take no risks. Planning on
this should start in 2009.
Alderman Moran said that peripherals should be thoroughly checked out for
compatibility in a timely manner.
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City of Evanston Emergency Telephone System Board
E 9II Committee Meeting
Tuesday, April 29,2008
Mr. Polinski will observe the Downers Grove CAD 400 installation: police and
fire reporting, digital mapping, the mobile data browser.
Alderman Moran asks for a vote on this for recommendation to the Council.
Unanimously approved.
#4 - Renewal of Police Radio Maintenance Service Agreement with Motorola
(emailed, Polinski)
Mr. Polinski reported that, years ago, the City decided to go all -Motorola which
has ultimately worked out very well.
Alderman Moran asks for a vote on this for recommendation to the Council.
Unanimously approved.
#5 - E9-1-1 Accuracy items from NENA (emailed, Polinski)
Mr. Polinski explained this memorandum as more or less informational. The
FCC has required wireless carriers to demonstrate their accuracy in terms of location
determination at the PSAP level instead of statewide. They match their statistics
together with rural areas to demonstrate fulfillment of accuracy requirements. The
carriers are "fighting it tooth and nail" because it costs them money. The often do not
have the infrastructure to comply with the FCC requirements, they must install
infrastructure needed for more accurate location determination at the 911 Center level.
Alderman Moran asked if the City must test out our accuracy level? Mr. Polinski
said no, the FCC puts that on the carrier so basically they are policing themselves. The
City is Phase 2, at the farthest level we can possibly be in terms of receiving the data
required to map a location in the event of a 911 call, so they can tell us where they are.
The key is depending on the data location they are sending us to map, we are at their
mercy.
#6 — Purchase of Mobile Data Browser Software (emailed, Berkowsky)
The good news is that all the plans discussed over the years are now coming into
place. We talked about putting computers in the vehicles, remote access, pre -plan
software, and connecting City vehicles to our CAD system. It took a while for the
migration of CAD 6 to make the mobile data browser (MDB) work. It enables the field
units to communicate with the CAD system via a wireless internet card in each vehicle,
whether Police or Fire. On the Fire side, we installed laptops with software called
Remote Access paid for through a grant from the federal government. We are now
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City of Evanston Enunenty Telephone System $oani
E 911 Committee Meeting
Tuesday, April 29, 2008
ready to install the communication piece, MDB. This allows the units to interface live
with CAD, and allow CAD to interface with our pre -plan soft%;pare. So, as a call comes
in it will bring up a map of Evanston to show the building highlighted, the streets, the
water mains, the hydrants, access points, and any other information we think is
pertinent for that call. Actually, before the building comes up on screen, it gives all the
pre -plan information: the shut -offs, special alerts, Fire Department connection, roof
details. The Officer can switch between this information and the map.
This is also SunGard Public Safety sole source proprietary software that
integrates with their program. They have agreed to work with City software, Remote
Access, which is a separate company. We are asking approval of the Fire Department
side at this point. The Police side is not ready to go online, but will be ready sometime
this year. We are now purchasing an MDB switch for 1 to 25 units, and twelve
individual licenses to cover Fire Department units. Once the Police are online, we will
bump up the switch and they buy 49 licenses. The cost now for the Fire Department is
$83,000; the cost for the Police will be $92,000, bringing the total to $175,000 which is
below the budgeted amount of $180,000. This has been already been agreed to and part
of the Strategic Plan for two years. The cost of the modems and monthly subscriptions
are covered in the working budget.
Alderman Rainey asked, "who the person in the truck gathering all this
information on the way to the fire?"
Chief Berkowsky replied that the information is actually gathered during the
company pre -plans. During transit to the fire, someone must type in the address
manually right now. When MDB is in place, the wireless phone modem will
automatically populate that computer with pertinent information.
Mr. Polinski added that, as the dispatcher signs and dispatches the call, the CAD
ticket from the computerized dispatch system displays on the terminal in the rig.
Chief Berkowsky said that as they are going en route, with multiple units, they =
can push a button now and say they are en route rather than try to wait for open traffic
to acknowledge their presence.
Alderman Rainey asked how they will be dispersed among the trucks?
Chief Berkowsky affirmed that, through the grant, every fire engine, ambulance,
truck, and the Battalion Chief has a laptop right now, and they are all working. The
Fire Fighters gather current information, input at the Station, and upload to the trucks.
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City of Evanston Emergency TirJgrhane System Board
E 911 Committer Meeting
Tuesday, April29, 2008
They pre -plan the building for hazardous materials, contact information, pictures
and diagrams.
Mr. Angelus asked whether we share our information with other Departments?
What if there is a fire at the high school, can we call in the Skokie or Wilmette Fire
Departments?
Chief Berkowsky said we do not share the pre -plans, but we do share the
mapping. Presently we have Skokie's map on our computer. Once Wilmette has a
good GIS map, they will be in our system as well.
Alderman Rainey asked, when we approve plans for new buildings in Evanston,
should we place a requirement on the builders to provide that information so it is
automatically in the system?
Chief Berkowsky indicated Fire Fighters physically go to the sites to familiarize
themselves with their buildings, looking for things typically not shown in plans. Also,
there is a current ordinance requiring every new building to provide a GIS-compatible
floor plan. The problem is in scrubbing out some of the details so the map loads more
quickly.
Alderman Moran asked again about a possible fire at the high school, on a
"trigger" basis, is there a way to transmit pertinent data to neighboring Departments?
Chief Berkowsky said no. We can print out some information and hand them a
copy of a floor plan. We visited Chicago's OEMC and they found that the Police have
- been using a lot of the Fire Department's floor plans for their depth of detail.
Alderman Rainey moves to approve the purchase MDB software for the Fire
Department in the amount of $83,046.94. Mr. Rubin seconded, unanimously moved,
+",9 - Other business
Mr. Rubin produced the budget, "Emergency Telephone System Fund
Summary," At the May 22, 2008, meeting there will be a more comprehensive financial
presentation. Mr. Rubin pointed out that comparing 2006-2007 Actual spending with
2007-2008 Appropriations, we are spending close to half than estimated. Nevertheless,
at the end of 2008-2009, we are expecting only a $64,000 surplus. That will not "hack
it," but this is just a "snapshot." We need to search for funding increases in the future.
Alderman Moran asked when we last bumped the surcharge? Not since 1995.
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City of Evanston Emergency Telephone System Board
E 911 Committee Alerting
Tuesday, April 29, 20M
Alderman Rainey advocates a bond because it allows a stress -free, not a wild -
spending plan, but a stress -free plan and we can pay it off. Some years we have huge
expenses, and some years we do not.
Mr. Rubin said it would behoove the Committee to figure out what we will need
in the next cycle, that should be the focus of the May 72nd meeting.
Adjournment
Alderman Rainey moved to adjourn, Alderman Moran seconded, so moved. The
Committee adjourned at 8:08 p.m.
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City of Evanston
Emergency Telephone System Board
E 911 Committee Meeting
Thursday, May 22, 2008
in 11111 in IN ■Iinr000=mimnWriNn■inui
Board Members Present:
Fire Chief Alan Berkowsky, EFD
Mr. Steven Drazner, Acting Finance Director
Mr. Michael Madden, Division Manager of Business Performance & Technology
61h Ward Alderman Edmund Moran
Curt Kuempel, Assistant Communications Coordinator
Mr. Max Rubin, Emergency Preparedness Manager
Board Members Absent:
Mr. David Angelus, Community Representative
Police Chief Richard Eddington, EPD
Mr. Perry Polinski, Communications Coordinator
81h Ward Alderman Ann Rainey
Also Present:
Mr. Thomas Janetske, Director of Operations, Office of Emergency Preparedness
Deputy Chief Barbara Wiedlin, EPD
Staff Present:
Ms. Delphyne Woods, Law Department Executive Secretary
Presiding Officer:
Alderman Edmund Moran, Committee Chair
Summary of Action:
Alderman Moran called the meeting to order at 7:10 p.m.
Approval of Minutes:
(#1) The minutes of the April 29, 2008, meeting were the first item of business
which were reviewed and approved with three corrections. Chief Berkowsky moved
that they be approved, Alderman Moran seconded, so moved.
City of Evanston 1:mrrgrnry Telepinme System Bount
1: 911 Committee Afreting
Viursday, Afsly 22, 2008
ITEMS FOR DISCUSSION:
#2 - Blue Light Phone update (herbal, Rubin)
Mr. Rubin reported that the blue light telephones are in the warehouse. The
Contract has been signed by Northwestern University and care of the project is turned
over to Dave Cook in Facilities Management, who will get it done. We are in the
process of confirming locations for the power and telephone lines. Completion is
projected for mid -July 2008 at the outside. There is an issue in that ComEd must "juice
up" the bases before the telephone lines can be activated; have Dave Cook call the
pertinent Aldermen to see if they could facilitate. Northwestern University will not
move in with the telephone equipment until the "juice is in." The projected cost is
$182,000.00 as the telephone poles are quite expensive. Mr. Sunshine at Northwestern
"did not blink" at that cost.
#3-FirelPolice Radio Antenna Tower Purchase (e-mailed, Berkowsky)
Chief Berkowsky reported that the project went out to bid, and two firms met the
qualifications. Of these two, T. Steele Construction, Inc. was the lowest at $154,850.00
plus 10% contingency. There is also $112,000.00 expected in a grant. Alderman
Moran moved to approve Steele, agreed.
#4 - Financial Forecast (e-mailed, Draztler, Polinski and Rubin)
Mr. Rubin presented The "Actual, Budgeted, and Projected" financial report for
FY2007 through FY2015.
Mr. Madden presented the "Equipment Replacement Emergency Dispatch
Center" report with one minor modification which increased the cost of a new AS1400
by $10,000.00 in the Capital Replacement Schedule.
Alderman Moran discussed past usage of bonds and "tipping points" into
fiinancial collapse.
Chief Berkowsky proposed re-examination of the three-year cost projection to
redo the Emergency 911 Center.
Deputy Wiedlin asked if Evanston's 911 surcharge is "pretty light," and
Alderman Moran inquired after the surcharges of surrounding communities. Evidently
Evanston's 911 surcharge rate has been untouched for years. In view of the current
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City of Evanston 1:rrrrrgenry Telephone syslrm lioanl
l: 911 Comm lier Aterliq
71uusday, May 22, 2008
disarray of the Illinois State budgetary system, there is cause for concern. Alderman
Moran wants to explore contingencies.
Mr. Drazner favored a bump in the 911 surcharge rather than passing another
bond, as there are costs associated with bonds. Mr. Rubin asked if there is a limit in
surcharge bumps? Alderman Moran believes there is an incremental cap; there would
have to be a referendum. He believes that the Board should take no affirmative action
at this time. Additionally, the Board would like to see a review of money actually spent
in the first six months of this year.
#5 - Other Business
Chief Berkowsky reported the addition of a repeater at Fire Station #5 at a cost of
$65,000.00. Also, Fire Station #2 has a change order for a fiber optic and electrical run.
Alderman Moran extended major thanks to Mr. Rubin on the occasion of his
retirement as Chair of Emergency 911. (Pat Casey was Chair until 2006.)
#6 -Adjournment
Alderman Moran moved to adjourn, Mr. Rubin seconded, so moved. The
Committee adjourned at 7:45 p.m.
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City of Evanston
Emergency Telephone System Board
E 911 Committee Meeting
Thursday, October 23, 2008
I I I I III I II I I 11 alum lu11111 11 l 1111111 14 Illl uIIwmIIII I IMwIIIIIIInuI ,111111 Ill
Board Members Present:
Mr. David Angelus, Community Representative
Fire Chief Alan Berkowsky, EFD
Police Chief Richard Eddington, EPD
Deputy Fire Chief Thomas Janetske, Director of Operations, Office of Emergency
Preparedness
61h Ward Alderman Edmund B. Moran
Mr. Perry Polinski, Communications Coordinator
81h Ward Alderman Ann Rainey
AIso Present:
Mr. Steven Drazner, Assistant Finance Director
Mr. Curtis Nekovar, Assistant Communications Coordinator
Mr. Merrill Silverman, Northwestern University Director of Parking & University
30 Security System
Mr. Bruce Slown, Director, Information Services
Mr. Clement Stokes, Northwestern University Director of Emergency Management
Deputy Police Chief Barbara Wiedlin, EPD
Staff Present:
Ms. Delphyne Woods, Law Department Executive Secretary
Presiding Officer:
Alderman Edmund Moran, Committee Chair
Summary of Action:
Alderman Moran called the meeting to order at 733 p.m.
1. Approval of Minutes.
The minutes of the May 22, 2008, meeting were the first item of business to be reviewed
and approved. Chief Berkowsky moved that they be approved, Mr. Angelus seconded,
so moved.
City of Evanston Emergency Telephone System Board
E 911 Committer Meeting
Thursday, October 23, 2008
2. Introduction of New Assistant Communications Coordinator, Curtis Nekovar
Mr. Nekovar was with the City for a couple of years until 2005, and has returned. He
replaces Debbie Hakimian who has moved to the position of Police Records Director.
Welcome.
4. Blue Light Phone Update (verbal, Mr. Polinski)
At Mr. Polinski's request, the third and fourth items of discussion were switched to
allow the guests from Northwestern University to contribute their report and depart.
Three out of the nine proposed blue light phones are fully operational: 1800 Sherman,
Sherman & Emerson (Willard Hall), and the Foster CTA Elevated Station. These all utilize
Northwestern's service. Of the remaining six, four are installed (Noyes CTA Elevated Station,
Central CTA Elevated Station, Fireman's Park, and Hamlin & Sherman). Yet to be installed are
two (Church & Benson, and Davis & Benson), both by the Davis CTA Elevated Station.
Mr. Silverman confirms that today AT&T installed phone service to the Fireman's Park
and Hamlin & Sherman boxes. Only the Davis Street boxes remain without power. He also
assured that the cold weather will not slow down the boring required to complete installation
of the boxes.
Alderman Rainey asks if there has been any feedback from the three operational boxes.
None.
Alderman Moran extends thanks to Mr. Silverman of Northwestern University for their
contribution to this project. He is optimistic and enthusiastic that this will provide an effective
deterrent to bad situations on the street.
Mr. Clement Stokes is introduced as the new Northwestern University Director of
Emergency Management. Welcome.
3. FY2009-2010 Proposed Budget
Mr. Polinski provides adjusted and corrected financial reports, and thanks Steve
Drazner for his assistance in sorting out irregularities in the old form of the reports.
The Emergency 911 telephone system, which is landline surcharge revenue, is currently
averaging $60,000 to $64,000 per month in regular remittances from AT&T. Landline revenues
have declined over recent years due to increased use of wireless phones. But in the last year or
two it appears to be stabilizing. This revenue includes what we voluntarily receive from VOIP
and other carriers, including Vonage which sends about $1,200 per month. On the wireless
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City of raanston Enmegenry Telephone System Boant
E 911 Committer Meeting
Thursday, October23; 2ti08
side, we are averaging $26,000 to $31,000 per month, which has increased steadily. We
average in interest about $3,600 per month posted this year.
Alderman Rainey asks if we have no more debt ser%ice at this time? No.
Alderman Rainey asks how much the balance is on which this interest is generated.
Mr. Drazner stated that as of the last fiscal year the City has approximately $2,400,000 in fund
balance, accruing r/o-3% interest.
Mr. Polinski says the proposed budget has not changed much from budgets past in terms
of salaries, overtime, sick payout, insurance. Payroll provides that information.
Alderman Rainey is very interested in the year-to-date information. Why $995,000 in
„Furniture and Fixtures"?
Mr. Polinski explains that many expenses are carried over from one year to the next.
For example the Fire/Police radio upgrade was originally budgeted at $250,000, and this is
under the "Furniture and Fixtures" label for an unknown reason. Actually it is more properly
termed "Capital Outlay."
Alderman Rainey finds that deceptive, to place the new Fire/Police radio tower and a
chair under the same label. It should be correctly labeled.
Mr. Drazner indicates there is a list with detail breakout.
Mr. Angelus asks if you will actually spend this amount as planned?
Mr. Polinski says that the figure actually represents trimming down Capital
Replacement. There are items that were never seen through, for example, the satellite phones
budgeted for $10,000 was removed. He did not include anything that was "pie in the sky"
unrealistic. He also considers Information Senices Department resources, as they are
involved in a couple of these projects, such as the CAD400 migration and the Police phase of
Mobile Data Browser (MDB). Some of these projects cam, over from FY 2008-2009 to FY 2009-
2010 before they are completed. The CAD400 migration is approximately $112,000, but $50,000
will be expended upon contract execution to occur before the end of the year. The balance will
carry over to FY 2009-2010.
Alderman Moran asks if there is a better mechanism by which we would carry on the
books funds that we expect to capture or already have captured but will not be expended over the
course of the next fiscal year. Should we be showing this a_S a "reserve"?
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City of Evanston Emergency Telephone System Board
E 911 Committee Afeeting
Thursday, Octo tier 23, 2008
Mr. Drazner says that in the General Fund we would not restrict that, we would restrict
the fund balance. Since the amount under discussion is in the E911 fund, it can only be used
for E911 purposes. Further restriction may not be necessary.
Alderman Rainey asks the definition of "restricting funds"?
Mr. Drazner indicates that "restricting" the funds is saying that they can only be used
for certain prescribed expenditures. In the E911 case, they are already restricted.
Alderman Rainey wants to know how you can tell what you are actually spending in
FY 2008-2009, not just what the fund balance is. You show a deficit, not a surplus at the end of
this fiscal year of $472,000. What is the real "surplus" number?
Mr. Drazner says the original deficit projection was $882,000, so the $472,000 is less of a
deficit than was budgeted.
Alderman Rainey says there is no balance, there is a deficit.
Mr. Angelus asks that if we underspend our plan, we then have a "surplus"'? It is
understood that we still do not have a positive flow, but the deficit was cut nearly in half.
Mr. Drainer states that there is a beginning fund balance of $2,400,000, so at the end of
Us year we project that it will be reduced to about $2,000,000. He believes that as of FY 2015
there still will be a positive balance, based on the current Capital Outlay Plan.
Mr. Polinski says that the proposed budget is also pretty much the same with service
agreements and contracts.
Alderman Rainey does not want to vote on this budget tonight.
Alderman Moran asks when the budget must be decided on, December 31, 2008,
presumably.
Mr. Drazner says it must be before the November legal notice publication. Adequate
notice must be given.
Mr. Angelus insists that we have a coherent and accurate budget document that makes
sense. Consensus. Also he wants to know what "longevity pay" is.
Mr. Polinski says that it is like a step increase, a bonus for longevity.
Alderman Moran requests that the budget must be carefully considered, but the
decision must be made in a timely fashion. He calls for a special budget meeting Tuesday,
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City of rrunston Emergency Telephone System Board
E 911 Committee hlreting
Thursday, October23,2005
November 11, 2008, at 6:00 p.m. in the Aldermanic Library to review revised documentation
and vote on this budget.
Alderman Rainey says that a test report last May showed financial dire straits which
now seem to have improved.
Mr. Polinski explains that he has cleaned up the Capital Replacement, clearing out such
things as automatic computer biannual expenses appearing every other year. Also, income
from landline surcharges has plateaued out, and wireless charges are increasing. The State of
Illinois has dropped its take from S.75 to S. 73 a Iine, and the City collects $38 out of that,
whereas before it was S.49.
Alderman Moran points out that the official "Enhanced 9-1-1 System Report" provided by
the State of Illinois is grossly inaccurate. Springfield should produce a report with correct
numbers.
Alderman Rainey is concerned about details in the various budget documents being
inexplicably out of whack, with projections varying extremely from year to year.
Mr. Angelus requests a one -page recap that is accurate and can be understood. Also, he
also wants to execute against this 911 backup center.
Mr. Polinski agrees, that is why we budgeted $50,000. It is operable right now. If God
forbid something bad happens, and not only do we have to dispatch from that space, but
Department heads within the City would have to operate from there as well as the Emergency
Operations Center. To coexist as it is set up now would be difficult, the AM radio station is in
there, people are moving around. We need to reconfigure the space and expand it, enclose
and soundproof the radio room, new doors and windows, improve the lighting.
Chief Berkowsky says that in history, it was built but never utilized the way it has been
the past few years. The 911 Center was down and had to operate out of there. During the
recent flooding we had to operate from there. We have identified some of these deficiencies
and ways to remedy them.
Mr. Polinski agrees, we need to do some upgrading. Consensus.
Alderman Rainey wants a couple page breakdown with inaccuracies corrected and
understandable.
Alderman Moran suggests in trying to reconcile these things, Alderman Rainey should
work with Perry who will have something ready to close down the budget for the meeting on
November 11.
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City of Evanston Emergency Telephone System Board
E 911 Committee Afeeting
Thursday, October23, 2008
Mr. Slown suggests that for "Furniture & Fixtures," have line items broken out for
hardware and software maintenance, etc.
Alderman Moran agrees, itemization using the correct nomenclature.
5. Radio System/Antenna Tower Status (herbal, Chief Berkowsky)
Chief Berkowsky reports that the radio system has been very stable for seven months
now, operating as anticipated so we are very happy with this. The next piece is the tower.
Preconstruction work was done this week, we pour the foundation next week, then we bring
the tower in the week after that. We will erect the tower, install the antennae, and move the
coaxial over to the new antennae. We will have a better radio system, more signal penetration,
better leads to our 911 Center.
Alderman Rainey asks when it will be done?
Chief Berkowsky believes by November 4 the poles should be up and the antennae
connected according to the contractor.
6. Police Laptop Purchase Request
Mr. Slown reports that we intend to buy 53 Panasonic Toughbooks, industrial strength,
military grade that will handle the high temperatures and bitter cold weather. This is the
industry standard. We are getting them for 50 squad cars and 3 spares.
The original intention was to buy these from the Illinois State contract costing over
$200,000. In informal bidding, one organization underbid the State contract. Mr. Slown began
to uncover some misinformation or disinformation among other bidders. He is beginning to
decide to undergo the formal bid procedure through Purchasing and bid out the project in a
normal manner instead of going solely through the State contract. Alderman Moran asks how
long that would take? Four to six weeks.
Alderman Rainey asks if this is in FY 2008-2009 or FY 2009-2010?
Deputy Chief Wiedlin remarks that this was requested last year and they need these
notebooks now. We do not need further delay.
Mr. Polinski explains this has been going on for a long time. In FY 2008's budget we
budgeted $90,000 for the PC car project. In FY 2009 we budgeted originally $115,000, all told
$200,000 plus. I believe that breaks down to $5,000 apiece.
Alderman Moran understands the total is more like $300,000.
City of Evanston Emergency 'rekrhonr System Board
E 911 committee hreeting
Thursday, October23, 2008
Mr. Angelus wonders if the savings is worth the time and bother of bidding this out, a
small savings?
Mr. Slown says the low bidder offers 58,000 savings, and no other vendor will go much
lower.
Alderman Moran affirms that if we do the State contract, we are okay, even if we spend
a total of $8,000 more, get the units earlier. What are the ramifications of bidding out?
Chief Eddington says speed is of the essence. But if we get them eight weeks earlier,
will we install them eight weeks earlier? Is top value being obtained?
Mr. Slown says it will take two months get the Mobile Data Browser (MBD) up and
running, then the laptops would be integrated and it would optimize laptop performance.
Alderman Moran asks if the difference in having the MBD in place and having the
laptops earlier rather than later, is that a significant benefit?
Deputy Chief Wiedlin says we have to have the MBD operational before these laptops
can function. The MBD is essential to the correct operation of these laptops.
Mr. Polinski explains what we are currently using is Alerts, which has been around for
years. It originally came out of the Illinois Criminal ,justice Information Authority. A few
years ago the Illinois Department of Central Management Service rolled out a product called
Illinois Wireless Information Network (IWIN). We had two competing State agencies. There
was uncertainty, many of the existing Alerts customers were concerned to the point where
they privatized Alerts. The City followed this for three years, watch and wait. Skokie bailed
out of Alerts, went to I VIN, and spent thousands of dollars just to have that vendor cancel
support. The City was lucky not to have dropped Alerts.
Chief Berkowsky asserts that we (the Fire Department) are the guinea pigs for the
whole project. We will have administrative training November 4-6.
Mr. Angelus says we need a consolidated integration of all the new technology, time is of
the essence. We need a coherent plan to coordinate the various technical elements.
Mr. Slown says the sooner the laptops are in the sooner they are programmed, and the
sooner they are installed in the vehicles.
Alderman Moran wonders if they are installed but the MDB is not operational, it is
pointless to put them in the cars. We are chasing our tails here.
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City of Evanston Emergency Telephone system Boani
E911 CommitteeRfceting
Thursday, October23, 2008
Alderman Moran wants IS's best estimate of the time line for this to be rolled out. A
savings of $8,000 does not justify the time spent when the safety of people is involved. But if
speed in delivery of the laptops does not facilitate the launching of the project, there is no
point. We need a plan by November 11.
There is consensus that we do not go with the formal bid procedure.
Mr. Polinski says execution of the contract with the vendor of the Police MDB can be
done pronto. It was previously approved by the Board, it would just take a motion and
approval tonight to proceed with that for presentation at Monday night's Council meeting.
7. 2009 Emergency Telephone System Board Meeting Schedule
The proposed 2009 meeting schedule is:
November 11, 2008 * special budget meeting
January 22, 2009
May 21, 2009
August 27, 2009
September 24, 2009
Alderman Rainey moves to approve the meeting schedule as amended, so moved.
8. Other Business
Mr. Polinski wants to share things brought back from the annual 911 conference in
Springfield. A new VOIP carrier will be operating in Evanston, part of the AT&T project
Lightspeed, called U-Verse VOIP. Bad news is that it is connected with those video ready
access devices. Good news is that AT&T will voluntarily remit a surcharge of $1.50 a line.
Also, there will be a new wireless company coming to Illinois and Wisconsin the first
quarter of next year called Cricket Communications. This year they rolled out in St. Louis. We
will see surcharge income with this competition in wireless carriers.
There is more talk of VOIP mobility, hand-held devices that operate with VOIP that will
actually compete with cell phones. It is possible that cell phone usage may drop and move to
this VOIP mobility as it is cheaper. The challenge is locating people when they call, there are no
requirements for accuracy. There are requirements for location determination coming out of
new emerging technologies from the 911 Technologies Improvement Act of 2008 signed in July.
(HR3403) That provides for the same level of service as wireless with respect to location
determination. New technologies are rolled out so fast, standards procedures do not keep pace.
It is a real challenge.
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+ City of Evanston Emergency Telephone System Board
E 911 Committer hfreting
Thursday, October 23, 2008
Also under HR3403, PSAPs are afforded the same liability immunity with respect to call
handling as wireless and landline, so when some intoxicated motorcyclist takes a header in a
corn field in McHenry, McHenry County will not held liable.
Alderman Rainey asks if Springfield legislators understand their legislation?
Mr. Polinski says yes, National Emergency Number Association (NENA) has the 911
Caucus at the national level, and the Illinois Chapter of NENA and APCO work at the State
level as well, at a snail's pace.
9. Adjournment
Alderman Moran moves to adjourn, Mr. Polinski seconds, so moved. The meeting
adjourns at 9:05 p.m.
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City of Evanston
Emergency Telephone System Board
E 911 Committee Meeting
Room 2403
Tuesday, November 11, 2008
Board Members Present:
Mr. David Angelus, Community Representative
Fire Chief AIan Berkowsky
Police Chief Richard Eddington
Division Chief Thomas Janetske, Director of Operations, Office of Emergency
Preparedness
6th Ward Alderman Edmund B. Moran
Mr. Perry Polinski, Communications Coordinator
8th Ward Alderman Ann Rainey
Staff Present:
Mr. Steven Drazner, Assistant Director, Finance
Mr. Bruce Slown, Interim Director, Business Performance dr Technology
Ms. Jennifer Spaulding, Information Systems
Presiding Officer:
Alderman Edmund B. Moran, Committee Chair
Summary of Action:
Alderman Moran called the meeting to order at 6:05 p.m.
1. Approval of Minutes.
Chief Berkowsky has one correction to the October 23, 2008 meeting minutes
concerning the new tower construction (page 6, "Radio SystemlAntenna Tower Status").
In response to Alderman Rainey's question on when it will be done, Chief Berkowsky
says his reply was a "week or two out," not specifying November 4th. Chief
Berkowsky moved to approve the annotated minutes, Chief Eddington seconded,
so moved.
City of Evanston Ersergeney Telephone System Board
E 911 Committee Special Budget Meeting
Tuesday, November 11, 2008
3. Police LaptoplMDB roll out time line (Mr. Slorun)
Mr. Polinski indicates Mr. Slown will present Information Systems' (IS) summary
of progress on the Mobile Date Browser (MDB) laptop installation and CAD400 system
prior to proceeding with the budget.
Mr. Slown introduces Ms. Jennifer Spaulding, manager for implementation of the
MDB laptop installation. Ms. Spaulding says IS has put together a tech strategy and
plan, but wishes to note the Police have not yet signed off on this strategy and plan, it is
not set in stone. Also, certain technical details have yet to be worked out, it is a draft.
Ms. Spaulding explains the strategy is broken out first on implementation,
thereafter around roles and responsibilities. The joint project is divided between the
Information Technology Department and Police Department. The implementation
cycle consists of BPAT putting together the project plan and serving as project
managers to assure we stay on schedule and on budget. The Police will sponsor
"experts" who will sit in on meetings and ultimately make decisions about how things
should be configured. Also there are administrators of the system to set it up, configure
what appears on the screen, and which reports are produced. They will continue after
the "go live," After "go live," BPAT distinguishes support behveen technical and
application support. Technical support gets the equipment functioning, repaired, and
replaced, being sure the connection is working every day. An active support agreement
with the vendor will be written into the contract. On the Police side, the administrators
will fine tune the system to particular needs as necessary. Also they are responsible for
ongoing training. Which City Staff who will be these administrators has yet to be
determined.
Alderman Moran asks if January 20, 2009, is a date on which we can reasonably
expect progress?
Ms. Spaulding indicates that is a tentative date as IS still is putting together the
contract scheduled to go before City Council on December 18, 2008. In the meantime,
there is preliminary planning setting up dates for installation and training, and
subsequent planning meetings. Once IS gets the signoff from City Council, we will
finalize the plan and proceed to order Tough Books and get the laptops delivered and
configured, all of which takes about a month. We have them put out to bid, we cannot
do anything until the Council go ahead. We also have to deal with Verizon, and get the
mounts installed in the squad cars. We want to examine all the options.
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City of Evanston Emergency Telephone System Board
E 911 Committee Special Budget Meeting
Tuesday, November 11, 20M
Alderman Rainey asks if the City has ever installed such things ourselves?
Ms. Spaulding says not that she is aware of.
Ms. Spaulding explains further that she still needs to work out software
installation with SunGard Public Sector which has already completed its work with the
Fire Department. Once Tough Books are obtained and everything is configured, ready
to go, then we train Staff and catch up with last minute details. There are three days of
training built into the contract proposed by the City. Not all Staff will be initially
trained, certain Staff will then train the others. The proposed date is late January 2009.
At that time we have thirty days support from SunGard to be sure hiccups are worked
out. Subsequent support will continue, but the first thirty days are without charge. The
"go live" date of January 20, 2009, is a very loose estimate.
Alderman Rainey asks if the Tough Books are available now?
Yes, they are. Ms. Spaulding says it is just a matter of from whom we buy them.
Alderman Rainey asks, "Have we gotten any bids yet?"
Ms. Spaulding and Mr. Slown indicate that the bid has just gone out with no
response expected until the 18th.
Alderman Rainey asks, "Is that something you are looking for that is on hand?"
Mr. Slown says no, they build them by order. Generally it takes thirty days, but
as they knew the City would be placing this order, they will take only twenty days, A
problem with Tough Books is that they take forever.
Mr. Angelus thanks Ms. Spaulding for meeting with the Board. He is interested
in her thoughts concerning the implementation plan. How are we going to roll this out?
Will a few squad cars be fitted out first to make sure the system works, as opposed to
making an overall untested installation?
Ms. Spaulding says that is an option to consider.
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City of Evanston EriurRency Telephone System Board
>: 911 Committee Special Budget bfeeting
Tuesday, November 11, 2008
Mr. Angelus wants to see an implementation plan at some point. Also, an issue
to address is that this will become a "mission critical' for the Police and the Fire
Department. Today they do not know because they do not have it, but "within twenty-
four hours this is going to become a pretty critical piece of equipment." He is interested
in the case of laptop failure or a non-functioning system for whatever reason, what will
we do to get it operable again? At a minimum, what is the contingency plan to get the
Officer in the street connected? Also, once a squad car is outfitted with the new
equipment he would like IS to set up a demonstration "to allow us to see what this is all
about." Chief Berkowsky agrees.
Chief Eddington mentions a case in which "a critical piece of evidence was what
came up on the mobile data terminal in the Police car."
Alderman Rainey asks, "What they are going to use this equipment for is the
same thing they use with their current computer for, or no?"
Mr. Slown says that what they have now is a computer terminal, the new
equipment is a complete PC. Each unit's access to information would be much larger
than before. Instead of asking Dispatch to get something, the Officers can do it
themselves.
Mr. Angelus recalls that in the past, an Officer asked Dispatch for a map and it
would show up on the screen
Mr. Polinski says maps or documents can be pushed out. Often an Officer asks
about a court date, that information would now be available at their fingertips. When
assigned a call by Dispatch, information will appear on the screen in the squad car.
They can acknowledge the call electronically, log themselves en route to the scene, so
this replaces what is presently done via radio.
Chief Berkowsky adds, "It has a larger bandwidth over all the other applications
we have thus far, so we can push out more information. Also, it will lend itself to
wireless reporting which we did not have in previous applications.
Mr. Polinski states there is access to State licenses, one can run license plates, do
name checks, backgrounds.
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City of Evanston Emergency Telephone System Board
E 911 Committee Special Budget Alerting
Tuesday, November 11, 2008
Alderman Rainey asks, "Can it print a moving violation ticket? That is so time
consuming out there..."
Mr. Polinski says that is something we must look at.
Division Chief Janetske adds that is the part that is most exciting, once they have
this technology in their squad car, it is like automating the Police Department. All of
the work the Officers do when they write, when they develop strategy, a lot of this
becomes electronic. This is like a front door to the future.
Alderman Rainey agrees, indicating that "there are times when she requests
Police reports on crimes in her ward, and there are times when they are illegible... it's
terrible." She asks if all the Officers are accepting the technology?
Chief Eddington explains that once we go through this door, the volume of
information available to the Officer will dramatically increase in the relatively near
future, whether it is the background or the location you are going to on a call, access to
Chicago databases... "I can see a point in the not too distant future where you come
back to the squad car, there will be a pad on the outside of the car, your put a
thumbprint on it and it will do a fingerprint check right there..." Phenomenal access to
information will be opened to each individual Officer.
Alderman Rainey thinks that cameras and microphones are also important, they
all also must work. "How is that going?"
Chief Eddington says that it is going slowly, but the are getting there. In this
Capital Replacement cycle we have added cameras and if you get stopped in traffic in
Evanston, it gets recorded. "It has been a long process money -wise and culturally, but
we are getting there."
2. Emergency Telephone System FY09-10 Proposed Budget.
Mr. Polinski presents the Emergency Teleplimie System Fund Summanj (Fund #205),
and points out that the projection for wireless is based on Illinois legislation passed at
the first of the year increasing the wireless almost 18%. Thus the dramatic increase over
last year in the budget.
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City of Evanston Emergenry Telephone System Board
E 911 Committee Special Budget Meeting
Tuesday, November 11, 2008
Alderman Rainey asks, "You're decreasing the surcharge revenue for land line
phones, but you are not projecting any increase in the wireless phone charges?"
Mr. Polinski says that historically we average 5350,000 to $400,00 annually, thus
the projection of $350,000 in FY09-10. He is being cautious as this was enacted January
I, 2008, and he will have a better picture on the wireless side after this year. On land
line revenue, it has fluctuated and is difficult to project. Another factor concerning land
Iines is the introduction of VOIP which is unregulated as to cost recovery. There are
VOIP carriers such as AT&T and Vonage that voluntarily submit a surcharge
remittance. T-Mobile at Home markets consumers that are already T-Mobile wireless
customers. "T-Mobile at Home utilizes internet and wireless technology, so you have a
base or router which, if you are in close proximity with your handheld to that device, it
switches to the internet which is much cheaper than land line or wireless. Once you get
a distance away from the base, you switch back from the internet to wireless
technology." His big question is how much does the City receive in surcharge revenue?
Speaking with T-Mobile, the City is already receiving $38 out the 5.73 charged for the
wireless. The only other way to realize additional revenue is if the consumer is to add
more devices.
Alderman Rainey wonders if any community ever does an audit of these receipts
from surcharges?
Mr. Polinski believes so, some time ago, but he does not know the results.
Obviously we must watch this closely to see which way it will go.
Alderman Rainey asks, "How do we show this budget in our presentation? We
do not do unbalanced budgets which this is without taking into account allocating some
of the fund balance... How do we explain the discrepancy?"
Mr. Drazner explains that, in terms of the presentation, there are two ways of
showing the same thing. You can either show under the revenue section "applied fund
balance," and put in a revenue number for that which would zero out the deficit, or you
can show it the way we have it here... not use applied fund balances, just show it as a
deficit number.
Alderman Rainey asks, "You mean there is no restricted fund balance?
Shouldn't that be restricted to some extent by us? Is this open-ended?"
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City of Evanston Emergency Telephone System Board
E 911 Committee Special Budget Meeting
Tuesday, !November 11, 200S
Mr. Drazner explains, "We are using the fund balance for E911 purposes, though.
It is staying within the fund, we are not transferring it to an outside fund. I think it is
okay to use fund balance as long as it is for expenditure in the E911 fund."
AIderman Rainey agrees. She thinks, "We ought to budget an amount that is to
be spent, not just get this huge pot that we dip into and use whenever we need it. That
is my concern." It is certainly showing a deficit, yet expenditures are less than
revenues.
Mr. Drazner believes we increased the wireless revenue. There were duplicate
expenditures in Capital Outlay which we corrected which improved the situation.
"Based on the knowledge we currently have, I believe this is an accurate picture of
where we are going to be, assuming we don't have any additional Capital Outlay
expense, and you do not need any additional employees in this fund.
Alderman Moran says Alderman Rainey's point is there is a flux occurring
without any definite explanation which makes him nervous.
Mr. Drazner says an unanticipated large Capital Outlay expenditures in the
future, or a shortfall in the revenue income estimate can throw the balance off.
Alderman Rainey asks if this balance includes the E911 fund?
Mr. Angelus says we need confirmation that the $2,460,183 figure is really there,
and we "walk forward." We take the last set of numbers that show a deficit and walk
forward and account for each of the items that are taken out. We should be able to land
on the second set of numbers. Here the numbers on one page are different from the
other page, it does not inspire a lot of confidence when the numbers are different.
Mr. Drazner says that he did not do anything with the old version of the financial
statement, he cannot put any confidence in that. All he says is that from March 1, 2008,
going forward, he believes these numbers are accurate as long as all expenditures have
been brought to his attention and incorporated. The revenues are much lower in the
old version. Current revenue income projections are significantly higher.
Chief Berkowsky agrees saying that in FY05/06 there were some expenses that
were never added up, which altered the balances. For example, the radio tower was
budgeted at $250,000, the bid came in as $154,000, plus we had a $112,000 grant which
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City of Evanston Emergency Telephone System Hoord
E 91I Committee Special Budget bfeeting
Tuesday, November 11, 200.E
were not noted. Also there were things listed with good intentions that never
materialized.
Alderman Moran says in the original projections last year, "We were pretty deep
in the red." Not that he is unhappy with a positive fund balance of almost $1,600,000,
but how did this come about?
Chief Berkowsky says that when the original projections are made, you put in
the numbers you are familiar with. That is a factor in the discrepancy.
Mr. Polinski mentioned that in the past there was $70,000 budgeted every other
year in routers, printers, etc., which was highly inaccurate. He adjusted that sort of
thing and other unspent budget items.
Chief Berkowsky asks if we should talk about SunGard now, before passing on
the budget?
Mr. Polinski says we should vote if there are not any more questions on line item
expenses.
Alderman Rainey moves that the budget be approved.
Chief Berkowsky asks if we should do that, because it is important that we clean
out those items that are going to overextend us.
Alderman Moran agrees.
4. CAD400 Contract Execution Request Budget Request Memo)
Mr. Polinski reports, "We migrated recently from CAD5 to CAD6 to find out
shortly after that, that our software vendor is discontinuing the CAD6 product." Our
option was basically to go with their CAD400 product. The Board's biggest concern
was compatibility with peripherals in term of Police and Fire records management,
MDB, and digital mapping software. We visited Downers Grove which has had
CAD400 for twenty years, they are extremely happy with it. It is reliable, uses the
AS400 platform which we just upgraded, and has no issue with compatibility with
peripherals. Included is a copy of the contract and, as Mr. Madden previously said, it is
not unusual in the software industry for vendors to announce four years in advance
City of Evanston Emergency Telephone System Board
E 911 Committee Special Budget Meeting
Tuesday, November 11, 2008
that products are going to be discontinued, and offer discounts. In this case, we are
being offered a 50% discount. The catch is that we need to execute a contract with
SunGard by the end of the year. In the contract we budgeted for $130,000. The base
total in the contract is $89,500. Considered separately is data conversions, so... all told,
if we convert all of the data items on the second page, it will be $I11,000. We will know
more as we move closer to the migration what data we will need electronically
converted and what data we can manually handle ourselves. This was handled
similarly with past upgrades. The question tonight is whether or not to approve going
ahead and executing a contract with SunGard for CAD400. The sunset on the product
is January 1, 2012, although he does not intend to wait that long to implement this. We
must, however, consider IS's resources and other ongoing projects. In the Capital
Replacement schedule, Mr. Polinski split the $130,000 between $50,000 in FY08-09, and
the $80,000 balance in FY09-10.
Chief Berkowsky moves to approve the execution of the CAD400 contract with
SunGard this year. Alderman Moran seconded.
Mr. Angelus says that the contract may be a good thing, but he still is concerned
that what you just said now is different from what we have here in the budget. "If we
are going to start with a clean set of books, we should be sure they are dean."
Mr. Polinski agrees. He said he spoke with Sal's executive at SunGard and, in
light of the fact we were notified after the first of this year, "I told him that this $44,000
due upon contract execution basically we were not going to pay until our new fiscal
budget year started. That was agreeable and fair." Also, Mr. Polinski says in response
to a question about a locked -in 10%) annual increase in the service contract, typically
SunGard support increases range about 31% annually.
Mr. Angelus still wants to reserve the right to come back and address the
continuing discrepancy problem.
Mr. Polinski asks for any more questions on Capital Replacement items?
Chief Eddington made a motion to approve execution of a contract for CAD400
with SunGard Public Sector, Inc., it was seconded by Mr. Angelus.
Alderman Moran asks for any more discussion? Returning to the budget vote.
City of Evanston Emergency Telephone System hoard
E 911 Committee special Budget bleeting
Tuesday, Norember 11, 2M
Mr. Angelus made a motion to accept the Einerge»cy Telephone System FY09-10
Proposed Budget, it was seconded by Chief Eddington, so moved. The budget is passed
for Council consideration.
5. Nero Business.
6. Adjournment.
As there is no new business, Alderman Moran moves to adjourn, Mr. Polinski
seconds, so moved. The meeting adjourns at 6:55 p.m.
The next scheduled E 911 Committee meeting is Thursday, January 22, 2009, in
the Aldermanic Library at 7:00 p.m.
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