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HomeMy WebLinkAboutMinutes 2001APPROVED City of Evanston E9-1-1 Committee Meeting Thursday, May 24, 2001 Alderman Present: Alderman Edmund B. Moran, Jr. and Alderman Ann Rainey Staff Present: Alan Berkowsky, Pat Casey, Frank Kaminski, Dennis Nilsson, Perry Polinski, Tim Schoolmaster, and John Wilkinson Presiding Officer: Alderman Edmund B. Moran, Jr. Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at 8:30 PM Approval of Minutes: A motion to accept the minutes of Thursday, October 26, 2000 was passed with no changes. NEXT MEETING: Thursday, June 21, 2001 7:00 P.M. (Scheduled to meet at the Police Department, Frank Kaminski's ORicel ITEMS FOR DISCUSSION: Northwestern 9-1-1 Service: ICC Meeting: Pat Casey reviewed the memo from a previous meeting with the ICC, which took place in Springfield, Illinois. In summary, Pat announced should the City of Evanston wish to allow Northwestern with the authority of becoming a 9-1-1 Center this could be allowed. Allowing, however, will include additional steps, furthermore, choosing not too allow Northwestern University with this capability entails Northwestern immediately ceasing the process of answering 9-1-1 calls, as dialed 9-1-1, and let them come through to the city. As it currently stands, the ICC did not have a problem with the 4-5-6 issue, but this still needs to be verified and followed through. Uispgtch Center: John Wilkinson stated, in an ideal setting, the goal is to minimize Northwestern Universities receipt of a call for EMS or FIRE, by either re-routing or bypass, that is the best world as far as service delivery. The biggest concern here is the amount of time that they are interviewing or soliciting information prior to transfer. It is only under our impression that this is the process being done currently. The committee expressed a general consensus that Northwester University does not want the City of Evanston taking their police calls. Dennis Nilsson informed the committee that Northwester University continues to advertise 4-5-6 to their residents and students for reaching the Northwestern Police Department. According to Alderman Moran, there is a general consensus that the City of Evanston does not want to be responsible for Northwestern Universities Police work. The City of Evanston should pursue a course of action that is going to avoid additional costs and extra heat, as well as the pursuit of any benefits to the City of Evanston such as the Back-up Center as well as other advantages. In addition, it is not believed that Northwester University is aware of the possible personnel issues involved with establishing a PSAP. The Back-up Center is possibly in the back of their minds. Pat Casey noted that prior to establishing Northwestern University as a back-up center, the objective is whether or not to authorize Northwestern University to be a 9-1-1 Dispatch Center. Including, standards the City of Evanston is going to enforce including; call -checks, voice loggers, alleys, as well as, all that the City of Evanston is currently required to have and maintain. It is believed that Northwestern is three-quarters of the way to currently having the Enhanced 9-1-1 Package. The committee expressed concern that Northwestern University may loose interest due to a large price tag attached with creating the center. However, Alderman Moran expresses the design within the agreement shall express the understanding that becoming a PSAP is acceptable and a pursuable option, but not at the expense of the City of Evanston. Pat Casey reiterated the fact that if the City of Evanston does not allow Northwestern University to become a PSAP, and this must be clearly understood, we then immediately get all calls from Northwestern University when they dial 9-1-1. What will the Impact be on our current dispatch center on screening and dealing with ali of these new calls? This also means, we will not get any additional anything, including funds, from the University. Tim Schoolmaster expressed concern regarding the moving of the current ADT Panel that currently exists to meet the requirements of a new Dispatch Center. According to Pat Casey, any major expenses will include the pulling of wires from the current Dispatch Center. Regardless, Ameritech will have to run new cable within an existing or new center for establishment. In order to prepare for the next meeting, per the request of Alderman Rainey, Pat Casey is requested to prepare a draft letter to Northwestern requesting a listing of the current status of their equipment and processes as well as on -site viewing pf the facility. This includes; the number of calls received, current equipment, etc. [Why does the City of Evanston want Northwestern to be a dispatch center? The current state of Northwestern Universities dispatch center. The impact of the City of Evanston and Northwestern University becoming an authorized center. What are the needs to become an authorized center? Finally, specific details of what this relationship between the City of Evanston and Northwestern will involve.] It is also requested to prepare a listing of the overall pros and eon's involved with implementing a 9-1-1 Center with Northwestern University, per the input of the Fire Department, Police Department, and EMS. As well as place together a general financial analysis of the entire project from 9-1-1 Center establishment by implementing Northwestern as a Back-up Center. New Business: None There being no further business, the Committee adjourned at 9:25 P.M. Respectfully Submitted, Angela Price DRAFT - NOT APPROVED City of Evanston E94-1 Committee Meeting Tuesday, June 26, 2001 Board Members Present: Alderman Edmund B. Moran, Jr. and Alderman Ann Rainey, Frank Kaminski, Dennis Nilsson, Benjamin Shapiro, and John Wilkinson Staff Present: Alan Berkowsky, Pat Casey, Perry Polinski, and Max Rubin Presiding Officer: Alderman Edmund B. Moran, Jr. Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at 7:05 PM Approval of Minutes: A motion to accept the minutes of Thursday, May 24, 2001 was passed with no changes. NEXT MEETING: Tentatively scheduled for Tuesday, July 31, 20012:00 P.M. [Scheduled to meet at the Police Department, Frank Kaminski's Office] (Alternative dates August P and 2"d), ITEMS FOR DISCUSSION: Northwestern 9-1-1 Seivice: PSAP Memorandum: Mr. Casey reiterated the big issues that are involved with the development of the PSAP including liability and the re -writing of the service application. Other issues include the possibility of Northwestern University most likely not having a problem with standards and uniformity. Discussion: Mr. Casey summarizes the ability to facilitate a back-up center, keeping in mind the consideration of serving for a couple of days versus the worst case scenario, a few months to a year. For Northwestern to become a back-up center, their facility would need to have a location with emergency power, radio facilities, and alley equipment, however the expense of running lines through the back-up center would be at the expense of the City of Evanston. Another aspect of concern included the amending of the current application in order for Northwestern University to become apart of the City of Evanston, as far as emergency communications were concerned. PSAP Issues: Upon passing of the PSAP and going forward with Northwestern University as a back-up center, the committee questions the possibility of replicating the current center located at the Evanston Police Department. According to Alderman Moran, logic suggests not the actual replication, but a minimal duplicate of the current facility — the ability to take telephone calls and the ability to track personnel. Mr. Casey informed the committee of the important aspects involved with maintaining a back- up center. This included, first, the ability to take incoming telephone calls, secondly, the ability to receive and record both fire and police calls, and lastly, the capability of tracking and recording calls, which entails proper software packages as well as standards to be met. According to Mr. Casey, Northwestern does have the interest in becoming a PSAP, but is not sure if their organization is fully aware of what needs to be provided and the standards to be met including how to answer calls, transfer calls, dispatching and record keeping. Mr. Moran pushing the committee forward will initiate contact with Northwestern University in order to set up an initial meeting in order to present the preliminary negotiation objectives. A presentation to Northwestern listing our issues and concerns, therefore, creating an atmosphere of communication where DRAFT NOT APPROVED Northwestern: too, can voice concerns and questions. Ms. Rainey would like this initial contact to be with the Board and Northwestern University representatives. Motion; Mr. Wilkinson made the motion that the committee meet with Northwestem University to propose general discussion with regard to the City of Evanston and Northwestern University uniting on a joint effort representing a positive and cooperative effort, in order for Northwestern University to become a PSAP operating facility. [Motion seconded by Mr. Rubin]. The motion passed the committee unanimously, New Business: Mr. Wilkinson announced the Red Center, Regional Emergency Dispatch, the new facility should be prepared to go live sometime October/November 2002, and the committee should expect future communications on this matter. The committee adjourned at 8:05 P.M. Respectfully Submitted, Angela Price DRAFr- NOT APPROVED TRANSCRIPTION: Pat C. — To clear up any confusion that we try to get them to not have the 4-5-6. The college education program that it's an emergency they call 9-1-1 and not 4-5-6. Perry P. — 4-5-6 can be there campus non -emergency. Pat C. — Or publicize it as non -emergency because as I state in the memo 9-1-1 is 9-1-1. We try it across the country, and when you area kid you go 9-1-1. Kids know 9-1-1. If 1 were an eighteen -year old college student, and had a problem, it would be 9-1-1. So we really want to try and encourage that it is 9- 1-1, actually 1 would recommend that the 4-5-6 disappear entirely, and they create a possible seven -digit number. We really don't want to confuse those two numbers. Alderman R. — If the call comes from within a dorm room, they can direct the call to their own facility. Wilkinson — Advertising 9-1-1 on the back of their vehicles. Moran — We do have to re -direct with them Pat C. — I would recommend the motion that we approach Northwestern to Them to make up the lack of the dollar fifty Dispatcher shifts — DRAFT - NOT APPROVED City of Evanston E9-1-1 Committee Meeting Thursday, September 20, 2001 Board Members Present: Alderman Edmund B. Moran, Jr. and Alderman Ann Rainey, Frank Kaminski, Dennis Nilsson, Max Rubin, Benjamin Shapiro, and John Wilkinson Staff Present: Alan Berkowsky, Pat Casey, Erik Conrad, Perry Polinski, and Tim Schoolmaster Others Present: Mimi Peterson and Bob Siedenberg Presiding Officer: Alderman Edmund B. Moran, Jr. Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at 8:45 PM Approval of Minutes: A motion to accept the minutes of Tuesday, June 26, 2001 was passed with amendments. NEXT MEETING: Thursday, October 18, 2001 7:00 P.M. (Scheduled to meet at the Police Department, Frank Kaminski's Office] ITEMS FOR DISCUSSION: Fiscal Year 2002-2003 Proposed Budget: Mr. Casey reviewed various changes and updates to the proposed budget for fiscal year 2002-2003 highlighting that many of the charges are indicative of the phase zero cellular calls. Other highlights to be mentioned include increases and decreases within individual accounts, such as salary increases for the telecommunications operators, and dispatch managers. Professional services including technical and hardware replacements, upgrades, and services has a decrease due to no longer purchasing AS400 security fixes. Telephone increases are due to the Ameritech Wireless Trunk lines allowing for incoming wireless calls. Account number 40300, Transfer to other funds, indicates a decrease. Finally, account number 52000, machinery and equipment indicates an increase of S46,000 in order to upgrade computer equipment, provide a synchronized clock system, and replace the existing floor. Mr. Casey went onto indicate that the figure for this account, 52000, was a ballpark, in order to maintain the current hardware and systems. This figure could increase or decrease. All in all, the proposed budget suggests an overall increase of 3.5%. Mr. Casey also provided a statement indicating budget projections through the year 2011, including regular operating expenses, debts services, and total expenditures. A discussion with regard to placing the fund balance in jeopardy is discussed among the committee — indicating a need for major discussions in the future. Major changes, in addition to back-up centers and upgrades also included the need for new software and the elimination of the AS400 system. Mr. Polinski indicated a correction to the assistant dispatch manager's salary, should be S48,000, meaning an increase, therefore the final budget for fiscal year2003 is S1,264,800. DRAFT - NOT APPROVED Ms. Rainey expressed concern that a reserve fund has not been budgeted for Northwestern University. Mr. Casey informed Ms. Rainey and the committee that amendments to the budget were always a possibility. In conclusion of this subject, the committee agreed to finalize the budget at the next meeting. Northwestern PSAP Update; Mr. Casey informed the committee that a brief meeting took place with, Northwestern University in order to view their facility and determine needs for further operations and negotiations. In light of this, Northwestern University currently lacks capacity to act as a back-up center for the City of Evanston. Upon conclusion of the meeting a brief questionnaire distributed on Monday, was developed in order to further evaluate and determines requirements in relation to Section 725.505 in order to operate as a PSAP. Upon concerns being expressed due to lack of communication, Mr. Casey informed the committee that they fire and police representatives from both organizations simply met to discuss needs and requirements necessary in order to determine general lengths in achieving the overall goal. Northwestern and the City of Evanston representatives are taking the first steps necessary to collect information needed by the ETSB regarding feasibility, timelines, and cost. New Business: Mr. Schoolmaster proposed the purchase of fifteen HT1000 Motorola radios within this current budget year, which will approximately cost S12,500. Mr. Moran and committee unanimously approved the purchase from Motorola to avoid numerous breakdowns and costly repairs. The committee adjourned at 10:20 P.M. Respectfully Submitted, Angela Price DRAFT - NOT APPROVED City of Evanston E9-1-1 Committee Meeting Thursday, October 18, 2001 Board Members Present: Alderman Edmund B. Moran, Jr. and Alderman Ann Rainey, Chief Frank Kaminski, Commander Dennis Nilsson, and Chief John Wilkinson Stall' Present: Alan Berkowsky, Pat Casey, Erik Conrad, and Perry Polinski Others Present: Dave Ellis, Mimi Peterson and Bob Siedenberg Presiding Officer: Alderman Edmund B. Moran, Jr. Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at 7:15 PM Approval of Minutes: A motion to accept the minutes of Thursday, September 20, 2001 was passed with no corrections. NEXT MEETING: Tuesday, November 13, 20017:00 P.M. [Scheduled to meet at the Howard Street, Police Department Outpost] ITEMS FOR DISCUSSION: Northwestern 9-1-1 Service: Mr. Casey in review of the PSAP memorandum informed the committee, of the following information and options. The bottom line, if the board is interested in allowing NU to operate as their own PSAP, based upon visits and discussions with Northwestern, they can be ready within the next six months, including phone lines and equipment. A primary concern with this type of situation is the ability and preparedness to handle the incoming calls before E9-1-1 calls are routed to Northwestern. There are a number of timing issues to ensure compliance with the ICC in this matter. Another issue discussed previously is the ability for Northwestern University to operate as a Back-up Center for the City of Evanston. That, unfortunately is not an option. Northwestern University's facility is too small and will be unable to house the necessary equipment and staff needed in order for our organization to fully operate. Therefore, Mr. Casey introduced a third option for discussion, which would allow Northwestern University to move into the current PSAP housed within the Evanston Police Department. Northwestern could then expand our center by one or two positions and help ease the staffing issues. Demographics do not prove the overall need to maintain two PSAYs within the Evanston area, and the move would make greater sense operationally. Benefits to this move include the operational control of costs, customer service, knowledge, and training. This particular option also provides less concern with regard to the cellular phone issue, and the current issues with routing cellular calls and dispatching Northwestern rather than Evanston police for these calls. Alderman Moran further explained key aspects including the fact that Northwestern Univcrsity is prepared to move forward in becoming a PSAP. Liability issues seem to be no issue whatsoever, for Northwestern is willing to do whatever is necessary to cover the City of Evanston assuring that the city will not be held liable for any negligence on the parr of the university. There is a need, however, to determine and provide written standard operating procedures. ©RAFT - N[li APPROVED Lastly, the issue with regard to re -applying with the 1CC for a new or updated application may no longer be an issue. The ICC has indicated preliminarily that modifications to our system will bring us into compliance with the existing order rather than requiring a new one. The bottom line, it is currently up to the City of Evanston to decide which steps to take next, and how we want to approach these next steps, there are a great deal of administrative issues and details that will need to be discussed and reviewed In order to move forward with this process, staff has been directed to provide a proposal outline to the committee highlighting the particulars involved with resolving this issue in the best possible way and explaining the rationale pros and cons. Staff will be prepared to present this information by the next meeting so the proposal can be modified and presented to Northwestern. Other/New Basiness: None. The committee adjourned at 8:20 P.M. Respectfully Submitted, Angela Price r - DRAFT — NOT APPROVED City of Evanston E9-1-1 Committee :fleeting Tuesday, November 13, 2001 Board Members Present: Alderman Edmund B. Moran. Jr.. Alderman Ann Rainey, Chief Frank Kaminski, Commander Dennis Nilsson. Ben Shapiro, and Chief John Wilkinson Staff Present: Alan Berkowsky, Pat Casey, Erik Conrad, Perry Polinski, and Tim Schoolmaster Others Present: Northwestern University Representatives, Chief Chafin and Sergeant Silverman, Dave Ellis, Mimi Peterson, and Bob Seidenberg Presiding Officer: Alderman Edmund B. Moran, Jr. Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at 7:05 PM Approval of Minutes: A motion to accept the minutes of Thursday, October 18, 2001 was passed with no corrections. NEXT MEETING: Thursday, January 24, 2002 7:00 P.M. [Scheduled to meet at 2100 Ridge within the Aldermanic Library[ ITEMS FOR DISCUSSION: Northwestern 9-1-1 Service: Mr. Casey summarized the four available options to the board including, first, taking no action, therefore all calls would be directed to the Evanston Communications Center and the City of Evanston would be obligated to respond to all calls, including Northwestern University calls. Secondly, Northwestern University could be authorized as a Primary PSAP in which case, Northwestern University calls would first go to Northwestern's Communications Center and transferred to the City in the case of Fire and EMS needs, including serious events requiring our presence. Third, Northwestern could be authorized to operate as a Secondary PSAP allowing Northwestern calls to first come to the Evanston Communications Center then to be transferred to Northwestern in the event a Northwestern police response is needed. The final option is to pursue a joint communications center with Northwestern and the City of Evanston as part of the current center located within the City of Evanston Police Department or otherwise. In the opinion of Mr. Casey, and after further research, option four, in the short-term, would likely disrupt both agencies' service, becoming more difficult and costly, however, in the long-term would prove the best solution. Due to the low call volume expected from Northwestern (5 emergencies per day), the short- term ease and the opinions he received from public safety personnel that the best short-term option appeared to be the authorization of Northwestern as a Secondary PSAP, with Northwestern being transferred police calls on their campus and notified of Fire and EMS calls. Further conversation touched upon the issue of funding for an Enhanced 9-1-1 system, and the fact that Northwestern is exempt from the full charges because of the state statute that effects every organization with a system of trunk phone lines. This was followed by comments indicating that the ETSB's primary responsibility is to set policy and direction for the handling of 9-1-1 calls in Evanston including I ,, DRAFT — NUr APPROVED Northwestern's campus and that the 1CC and City staff require an indication of which direction the Board intends to pursue. Northwestern University Chief of Police, Saul Chafin, clarified that they receive numerous calls each day, but most were not legitimate 9-1-1 calls and would stop very shortly after an educational program and the fact that calls would be re -directed in the future. The number was estimated at around 5 legitimate 9-1-1 calls per day including Police, Fire, and EMS. Lastly, Mr. Casey indicated that all equipment costs will be borne by Northwestern University and City costs are expected by be zero, and may only include an additional phone line or two, which would be reimbursed by Northwestern University. The call volume would not be a significant factor in our costs. A motion to approve Northwestern as a Secondary PSAP with details to follow and be approved was presented by Chief Wilkinson and seconded and approved. Other/New Business: An amendment to the September minutes, indicating the approval for the purchase of MDT's has been so noted and amended, per the highlight from Sergeant Tim Schoolmaster. The committee adjourned at 8:26 P.M.