HomeMy WebLinkAboutMinutes 2002City of Evanston
E9-1-1 Committee Meeting
Wednesday February 6, 2002
Board Members Present: Alderman Edmund B.1vioran. Jr.. Alderman Ann Rainey. Chief
Prank Kaminski, Ben Schapiro. Max Rubin and Chief John
Wilkinson
Staff Present: Alan Berkowsky, Pat Casey, Erik Conrad, Perry Polinski, and Tim
Schoolmaster
Others Present: Northwestern University Police Chief Chafin, NU Police Sergeant
Silverman and Mimi Peterson
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 Tuesday, November 13, 2001 was passed with no corrections.
NEXT MEETING: Thursday, February 28, 2002 7:00 P.M. [Scheduled to meet at 2100
Ridge within the Aldermanic Library]
ITEMS FOR DISCUSSION:
Northwestern 9-1-1 Call Handling Agreement: Alderman Moran introduced the proposed call -
handling agreement as an extension of the mutual cooperation agreement between the two police
agencies and their existing relationship. He then requested comments from Northwestern
University's Police Chief Saul Chafin, who indicated that he had just received the document and
was not empowered to make any unilateral decisions. Chief Chafin thanked everyone for their
time and effort and assured the board that he would have NU's response by early next week.
Pat Casey urged the Board to approve the agreement in its current form, which could be
amended at the next meeting, or as needed. Several Board members indicated that they were
comfortable with the agreement but would like to discuss it further before approving it.
Chief Wilkinson questioned section IX, security measures and how NU PSAP personnel would
be "isolated from direct public contact." Chief Chafin responded that there are three security
doors between the public and the PSAP personnel, and that bulletproof glass would replace the
existing window.
Alderman Rainey asked Chief Chafin how the 45-6 number would be used on campus, to which
he replied that each phone, wildcard (student id) and squad would have a sticker or other
marking, reading "Emergency dial 9-1-1, NU Police dial 4-5-6." Chief Kaminski indicated that
he had seen the stickers, and Chief Chafin said he would bring samples to the next meeting.
Alderman Rainey asked whether additional burdens were being adopted in the fire protocol. It
was noted that NU would be responsible for monitoring fine dispatch, but that Evanston will still
call NU to ensure an appropriate response. This language shall be added to the agreement.
Alderman Rainey then asked for clarification as to which calls Evanston Police would go on.
The response to this was to defer to the mutual aid agreement.
Alderman Rainey then asked for an update on the preparedness of NU to answer E-4-1-1 calls.
The update given by Sergeant Silverman is that Motorola will be installing hardware in early
March, and finished training personnel and testing around the third to fourth week in March.
This led to a discussion involving what constitutes "training." There is no state required training
course for PSAP operators, but NU does have a training program similar to Evanston's that
includes LEADS certification.
Alderman Rainey indicated that she did not expect our communications center to receive a
significant burden due to NU calls, but asked for an outline of costs as referenced by the
agreement in section X. Pat Casey replied that he expected costs to be those already incurred by
NU for equipment purchases, potential staff oversight functions and the unknown costs of
wireless communications. A discussion on increased liability arose, with several members
indicating that we are already liable, and would be taking control of that liability, also noting that
we have never been sued over action as a PSAP, and that it is difficult to sue a PSAP.
The call -handling agreement was tabled till next meeting, after NU's response is received.
Private Line Purchase: Alderman Rainey requested verification as to where the 45K quote
came from, and whether this was a sole source purchase. Chief Wilkinson explained that the
45K estimate is for branded (Motorola) equipment, but not sole source and that it has not been
out to bid yet. The results from the bid should be available at the 2-28 meeting.
Alderman Rainey also requested a memo from the police as to how the MDT's, recently
purchased were working out. Sergeant Schoolmaster indicated that there had been some
problems getting them installed in the cars, though two have been installed.
Surcharge Update: Pat Casey reviewed the current surcharge money pointing out that the
numbers for December would probably be in soon. There is a gradual, steady loss in landlines
can be seen, but a more rapid increase in wireless phones. Projecting to the end of the fiscal year
returns a net gain in actuals of around 120K because of 163K in unbudgeted returns on wireless
calls and a 26K loss in landlines. Several members expressed concern that the loss of landlines
would likely accelerate and the wireless surcharge is significantly less. Pre -paid phones that do
not receive a monthly bill were also brought up as a potential loss of revenue. Pat Casey
indicated that he felt the most dramatic loss in revenue would be due to voice over 1P and
whether a cable company that provides phone service constitutes a network connection.
Other/New Business: Chief Kaminski proposed that the second police representative on the
board be Communications Director Perry Polinski, replacing Commander Nilsson. This
resolution was unanimously passed.
The committee adjourned at 8:06 P.M.
City of Evanston
E9-1-1 Committee Meeting
Thursday, February 28, 2002
Board Members Present: Alderman Edmund B. Moran, Jr., Alderman Ann Rainey, Chief
Frank Kaminski, Ben Schapiro, Max Rubin and Chief John
Wilkinson
Staff Present: Alan Berkowsky, Pat Casey, Erik Conrad, Perry Polinski, and Tim
Schoolmaster
Others Present: Northwestern University Police Chief Chafin and NU Police
Sergeant Silverman.
Presiding Officer: Alderman Edmund B.. Moran, Jr.
Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at
7:00 PM
Approval of Minutes:
A motion to accept the minutes of Wednesday, February 6, 2002 was passed with no corrections.
NEXT MEETING: Thursday, April 25, 2002 7:00 P.M. [Scheduled to meet at 2100 Ridge
within the Aldermanic Library]
ITEMS FOR DISCUSSION:
Northwestern 9-1-1 Call Handling Agreement: Alderman Moran opened discussion of the
Evanston/Northwestern Call -Handling Agreement; as having had minor revisions due to
continents from the prior 9-1-1 Board Meeting and the discussions between the City's and
Northwestern's legal teams. Chief Chafin affirmed that Northwestern was prepared to commit to
this agreement.
Alderman Rainey requested an updated timeline on Northwestern's preparedness to receive E-9-
1-1 calls. Sgt. Silverman indicated that PLANT (training company for Motorola) is slated to
come on for installation and training starting next week, with testing and go -live date
preliminarily set for the second week in April.
A discussion regarding testing ensued with several members expressing the need to have an
Evanston representative directly assisting Northwestern throughout the process. Max Rubin also
noted that at least one operator ought to be at Northwestern's Center during the phase of testing
when calls are being re -directed to Northwestern in case there is a problem with that process.
The example that those calls may not be able to be re -directed back to Evanston was used.
A motion to approve the agreement was unanimously approved without changes.
The committee adjourned at 7:16 P.M.
F
City of Evanston
E94-1 Committee 11eeting
Thursday, September 26, 2002
Board Members Present: Alderman Edmund B. Moran, Jr., Alderman Ann Rainey, Chief Frank
Kaminski, Ben Schapiro, and Max Rubin
Staff' Present: Alan Berkowsky, Randall Bickford, Pat Casey, Dave Ellis, Thomas
Janetske, Perry Polinski. Tim Schoolmaster, Mike Whalen
NU Representatives: Chief Saul Chafin, Holly King, Dan McAleer, and Merrill Silverman
Others Present: Mimi Peterson
Presiding Officer: Alderman Edmund B. Moran, Jr.
Summary of Action: Alderman Moran, Committee Chair, called the meeting to order at 5:30
Approval of Minutes:
A motion to accept the minutes of Wednesday, February 28, 2002 was passed with no corrections.
ITEMS FOR DISCUSSION:
Northwestern PSAP Update: Mr. Polinski provided the committee with an overview of what is to
occur in the remaining days prior to Northwestern going live. Currently, upon the conclusion of final
testing, per ICC request, 3,130 test calls were placed, and of that number 3:23 were inconclusive due to
incorrect room number types of error. However, new addresses and street numbers have been updated.
Northwestern staff had been educated, including 4-5-6 non -emergency training. Remaining tasks to
complete, prior to going live, Northwestern has ordered the alert receiver to filter out fire calls. All in
all, Northwestern is prepared to go live as soon as tomorrow with the exception of the anticipated
firewall and proper tone. As far as the Northwestern location, two console positions arc in place, and
are more than adequate to serve the volume of calls received. According to Chief Chafin, relocation
would be nice, but nothing is in place to actually set this request as a precedent. In conclusion, Mr.
Polinski will prepare a written report for the committee highlighting the switch over for the next
meeting.
Fiscal Year 2003-04 Emergency Telephone Board Budget: Mr. Casey requested that the committee
again review the current budget for FY'03, and provide any changes to be made to him by the 15`h of
October, in order to begin the budget process and proposal for FY'04. Mr. Polinski bought attention to
the possible budget change due to the purchase of radio software, from Motorola, featuring mapping
software and two-way calling. Mr. Schoolmaster also pointed out the issues with regard to the current
maintenance agreements.
Alderman Rainey expressed concern with regard to the budgeted figure for EMD Training. Mr.
Polinski explained that not all staff had been trained due to staffing issues; however the
implementation is definitely a commitment. Mr. Berkowsky also indicated that according to policy,
providing the training is essential, however, implementing the program is not, for within a community
as ours, where travel does not exceed twenty minutes, and our 'good' timing record, the actual
implementation of the program does not exemplify strong need, however it is a good addition for
public relations.
Alderman Rainey pointed out that within fiscal year 2004, the final debt service payment would be
made, and should the committee consider an additional bond. Mr. Casey agreed illustrating that a
bond could be further researched; however other considerations include rehabbing the back-up center,
a new radio system, as well as other capital items of concern. Currently the committee does not have
revenue trends due to the many economical changes that occur, but Mr. Casey plans to present some
budgetary projections at the next committee meeting.
Attention and concern with regard to Ameritech's attempt to achieve a tariff which will charge cities
for each wireless call received. Mr. Casey informed the committee that the ICC is firmly against this
type of tariff.
Outer Business: Alan Berkowsky shared with the committee the Grid Books made available to the
Fire Department through a cooperative effort of Fire/GIS/HT. The books provide excellent detail and
address specific identification tools. The books still have to be updated with the new NU information
and changed street addresses, but to date, of the 27,000 addresses tested only 812 needed updating or
corrections. The committee praises the GIS Division and their wonderful efforts in providing this
document. Currently the Grid Books are available within each of the Fire Vehicles.
Firefighter, Mr. Ellis, requested that the committee consider the following requests l) the radio ability
to communicate directly with Skokie and Wilmette 2) the ability for fire rigs to listen to police dispatch
information, and 3) for Fire Shift Commanders to communicate directly with Police Shift
Commanders, therefore eliminating dispatch communications. Mr. Berkowsky informed Mr. Ellis, at
this time, that there is currently a plan in place for implementing Shift Command communications.
Mr. Whalen further elaborated with regard to radios and the ability to hear police communications, a
finer radio to hear both channels is needed, and a plan is currently being evaluated to purchase new
radios to meet this need. Currently, however police broadcasting can be heard on a different channel —
should the firefighters choose to listen. This analysis will be evaluated further.
Mr. Rubin informed the committee that less funds were spent that actually budgeted for, for the
purchase of the EOC Radio — a weather monitoring service, which was currently not available in
Evanston. The total spent for the service is S 17,800 -- less than the actually budgeted S25,000.
Mr. Rubin further elaborated that the EOC Team is rapidly growing, including the participation of
Northwestern University. Performance measures will be met when the weather system service is
available upon the City of Evanston webpage.
The committee adjourned at 6:35 P.M.
City of Evanston
E9-1-1 Committee Meeting
Thursday, December 12, 2002
Board Members Present: Alderman Ann Rainey. Chief Frank Kaminski, Ben Schapiro
Staff Present: Alan Berkowsky, Randall Bickford, Put Casey, Dave Ellis, Perry
Polinski, Tim Schoolmaster
Presiding Officer: Alderman Ann Rainey
Summary of Action: Alderman Rainey, Committee Chair, called the meeting to order at 7:05
Approval of Minutes:
A motion to accept the minutes of Thursday, September 26, 2002 was passed with a correction,
indicating, "where travel does not exceed four minutes, and our `good' response record".
ITEMS FOR DISCUSSION:
Northwestern PSAP Update: Mr. Polinski informed the committee that the process went quite well.
Few minor issues, one in particular included Northwestern's facilities office to continue updating
addresses at their residences. A few misdials were received from NU residents. Mr. Polinski informed
the group that this type of error is common, due to residents not being familiar with dialing area codes.
The increase in phone calls is attributed to this error.
Fiscal Year 2003-04 Emergency Telephone Board Budget: Mr. Casey reviewed the proposed fiscal
year 2004 budget for the Emergency Telephone System Board, highlighting new requests for one
additional telecommunications operator as an over hire, and one assistant dispatch manager for the
midnight shift. Highlights also included an increase in overtime due to the additional dispatchers, a
slight increase in other professional services — the cost to do business, an increase in clothing due to
additional telecommunicator positions, and additional tools, as well as an increase in medical and life
insurance also due to new positions.
A motion to approve the Emergency Telephone System Board budget in the amount of
$1,364,100 without correction or adjustment was approved.
Propagation Study: Due to recent construction in the downtown Evanston area increased
interference with the current radio system has been the result. A propagation study will determine
exactly what structures stand in the way of the line -of -sight between our radio transmitters, our
receiver sites, and the location of street level portable radios. This will enable us to determine if our
transmitters must be relocated or whether any additional receivers must be installed in order to
maintain adequate radio coverage throughout the city for both the police and fire departments.
Fire staff would like to use this study in order to determine if a repeator system, similar to that
of Skokie, Illinois will benefit the City of Evanston. Conclusion of this study could result in the
replacement of current towers, as well as discover where towers will be of the best benefit.
Mobile Computer & Software for Fire Department: Per Mr. Berkowsky, this system will
provide site -specific information instantaneously. The computer would be used to electronically