HomeMy WebLinkAboutMinutes 2003capture the data that is seen in our Grid Book Maps — also allowing the Commander to layer other data
elements such as water mains and even sewer locations, as well as other resources. In addition to map
functions, the system also maintains the capability to store pre -plan information regarding specific
addresses.
EMD Training Program Status: We have budgeted for $10,000 in order to continue the
educational phase of this program. Initial implementation of the program is a minimum of $25,000,
however the current law requires that twelve hours of continuing education of communicators is
established. An act to actually implement the program will arise at a later date within the future.
Purchases: Antenna: A motion was approved allowing a purchase of $21,000 within the current
budget year, to improve the electrical grounding of the 9-1-1 Center and Telephone Equipment room.
The urgency of this project cannot be overstated (please refer to example), for without sufficient
grounding in place, we are left vulnerable to the catastrophic effects of any lightning strikes within
proximity to the building.
Flooring: As an update, the floor replacement area has increased due to the current renovation
process, therefore, upon the completion and retum to normalcy, proceeding with the floor replacement
program as planned will proceed. In the interim, acquisition of an updated quote from Central Rug &
Carpet, along with comparison quotes from other local flooring companies will be established.
Other Business: At the next meeting, Alderman Rainey would like to have information with regard to
the increase in Police and Fire Alarm systems within the past few years. Current permit fee is $10.00
per year.
The committee adjourned at 8:15 P.M.
2
City of Evanston
E9-1-1 Committee fleeting
Thursday, June 26, 2003
Board Members Present: Chief Frank Kaminski, Alderman Edmund Moran, Alderman Ann
Rainey, Mr. Max Rubin
Staff Present: Pat Casey, Perry Polinski, Tim Schoolmaster, and Mr. Mike Whalen
Others Present: Mr. Merle Silverman, Northwestern University Representative
Presiding Officer: Alderman Edmund Moran
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, December 12, 2002 was passed with a correction,
indicating, the minutes to be read as notes, due to a lack of present board members.
ITEMS FOR DISCUSSION:
Purchase of IS Motorola MDT's: A memo provided by Sergeant Schoolmaster outlined the need for
this purchase. A motion by Ann Rainey to approve this purchase was passed by all present, and the
MDT's are expected to arrive within the next six weeks.
Purchase of Replacement Connection System for Emergency Sirens: Mr. Rubin reviewed an
attached proposal for the replacement of Emergency Sirens for a proposed amount of $11,345.00. This
purchase is an emergency services purchase due to the sirens being attributed to tornado's and related
emergency services. The current grant in place is attributed toward community program initiatives.
The new sirens are needed due to ongoing problems of phones triggering the sirens and years of usage.
With a motion of approval from Alderman Rainey the motion passed unanimously.
Fiber Initiative: Comments and feedback revealed, according to Alderman Rainey, "This is the best
thing that we have done with Northwestern University in years. This is a huge win for the City of
Evanston." Mr. Casey went on to further inform the committee that there should not be any delaying
issues to hold the program back. An affirmative vote on this is good, and with a push to move
forward, fiber installation could begin during this current construction season. Currently, staff is
working with the legal department regarding the formal agreement. Staff anticipates moving forward
the first week of July.
Hubs for the fiber project will be housed at the police department and within the service center. The
service center was chosen due to the permanence of the structure and the in ability to foresee where
City Hall may be in the future.
For the Council presentation, more information regarding easement revenue will be needed with
additional side by side cost analysis. Mr. Casey is prepared to provide this information elaborating that
costs to provide this service independently will run approximately 3 million dollars, and Northwestern
�r ` , ,r. .. _ � r — •' , ,i .,. „ '3 •i.F ;",era: ,.Yu � , , _,
University has the capability to move forward at 1.6 million, in addition, working with Northwestern
University eliminates a great deal of the preparation work required.
Our current efficiency and speed ranges between fifteen to twenty minutes. With the fiber installation,
that speed will be a reduction to seconds up to two minutes.
Payment terms include the City only paying for breakage and maintenance. A delay of this program,
not only will result in a missed cooperative opportunity, but we will still have to implement the
program by ourselves. With a motion from Alderman Rainey to approve a committee endorsement to
move forward with the City of Evanston and Northwestern University fiber project, the motion passed
unanimously.
Additional Discussion issues: Alderman Rainey requested additional information with regard to the
possibility of bonding this year. Mr. Casey informed the committee, that the possibility is available to
look into bonding, and now is good timing due to good interest rates. Timing to look into this option is
good due to, two main issues involved with the purchase of a new radio system for emergency systems
and vehicles of police and fire as well as a new back-up center. In order to further discuss the options,
Mr. Casey will review and update the capital side of the Emergency Telephone Systems budget with
appropriate approximations in order to come to the committee with an initial plan of action.
Currently, staff has presented Representative ]an Schakowsky with a number is homeland security
requisitions; including 4 million for radio systems, 2.5 million for the fiber project, and 1 million for a
vehicle locating system. Each has been forwarded to appropriations, and we anticipate hearing from
their offices soon, however, none of these requisitions have been guaranteed, nor priorities established.
Other Business: None.
The committee adjourned at 7:50 P.M.
. IIT 1 I . ` . 11.
City of Evanston
E9-1-1 Committee Meeting
Thursday, September 25. 2003
Board Members Present: Chief Frank Kaminski, Alderman Edmund Moran, Alderman Ann
Rainey, Ben Schapiro, Chief John Wilkinson
Staff Present: Pat Casey, Thomas Janetske, and Perry Polinski
Others Present: None
Presiding Officer: Alderman Edmund Moran
Summary of Action: Ald. Moran, Committee Chair, called the meeting to order at 7:00 PM
Approvals of Minutes:
A motion to accept the minutes of Thursday, June 26, 2003 was passed with no corrections.
ITEMS FOR DISCUSSION:
Purchase — Fire Department Radio Propagation Study: With a motion from Alderman Rainey to
approve the Radio and Propagation Study with Trott Communications of Irving, Texas for the amount
of S41,000, an additional $11,000 over the amount originally budgeted, passed with further discussion,
including the additional $11,000 as well as the overall scope of the project. Chief Wilkinson provided
further detail indicating the project is definitely needed and should very well improve matters for a
number of years well into the foreseeable future.
Purchase — Consulting Service/Design of Data Center and Emergency Generator System: A
motion to fund fifty percent of the total funding needed to cover the established computer center
located within the Public Works Municipal center passed unanimously.
Discussion included, Mr. Casey elaborating on this issue informing the committee, as a result of the
Fiber Initiative, a decision has been established to place a Main Hub — Data Center within the Public
Works building. In order to move forward some engineering work is required in addition to back-up
generators, etc. Mr. Casey requested from the committee the support and approval to move forward
with the initiative as well as the financial backing of S33,000. This would provide partial funding on
the behalf of the Emergency Telephone System Board, the remaining balance to be funded on behalf of
the Capital Plan through the IS Network Upgrade. All of this is due to the New Data Center which
will support all fire stations as well as the Police Department and EOC. Based on this information, Mr.
Casey finds it to be an appropriate expense for the E9-1-1 Board to pay a portion. This expense,
however, is not in the current budget; staff did not foresee the fiber agreement in place this rapidly.
Discussion: Mr. Casey appealed to the committee to begin the thought process on future important
budget issues that need to be considered including funding of a Emergency Back-up Center as well as
current radio system replacements. Staff is in need of guidance as to which direction to move forward.
As far as the back-up center, considerations surrounding big versus small are important in making a
decision. The current computer center within the municipal center is ideally too small, it is not a
terrible solution, however, this choice could lead to further chaos, due to lack of space. Alternative
locations include Fire Station #S, the Howard Street Outpost, or a New Civic Center. It was the
Committee decision to hold off any decision regarding a back-up center until further information is
gathered regarding a new civic center and Fire Station #5.
Other Business: Alderman Rainey requested more detail with regard to the current status of
expenditure and revenue figures. Mr. Casey will provide this information at the next scheduled
meeting.
The committee adjourned at 8: 10 P.M.
2
i . N
City of Evanston
E94-1 Committee Meeting
Thursday, November 20, 2003
Board Members Present: Alderman Edmund Moran, Alderman Ann Rainey, Max Rubin, Bcn
Schapiro, and Chief John Wilkinson
Staff Present: Alan Berkowsky, Pat Casey, Commander Perry, Perry Polinski, and
Bruce Slown
Presiding Officer: Alderman Edmund Moran
Summary of Action: Aid. Moran, Committee Chair, called the meeting to order at 7:08 PM
Approval of Minutes:
Minutes of the September 25, 2003 meeting will be approved at the next scheduled meeting, to be held
January 22, 2004.
ITEMS FOR DISCUSSION:
Proposed 2004-05 Emergency Telephone: Committee members moved approval of the proposed
2004-2005 Emergency Telephone System Fund Budget, reserving the right for Mr. Casey to increase
funds for a possible medical/health insurance increase of approximately fifteen percent.
Due to a healthy fund balance this fund is financially able to move forward positively. Significant
differences arc due to upcoming expenditures for fiber connections and additional equipment requests.
Highlights to the proposed budget included a decrease in other professional services, and increases for
additional Nextel telephone lines, as well as machinery and equipment expenses. An anticipated 15%
increase in medical insurance is possible. As a result of discussion, the Office of Management &
Budget will further investigate grant opportunities for police and fire departments as well as grant
support for a back-up center.
Emergency 9-1-1 Funds for the Fiber Project: Committee members of the Emergency
Telephone System. Board, approved the funding for portions of the Fiber Connection Project in
conjunction with Northwestern University. Funds cover a portion of the costs associated with
the purchase and contracting of Cisco networking equipment. Mr. Slown provided a
spreadsheet highlighting E9-1 A's share of the expenses to be attributed to the project.
Other Business:
Back-up Base Station Upgrades: Committee members unanimously passed a motion to fund
two (2) back-up base station upgrades. Total cost for this upgrade, $26,000 [$13,000 per
station].
Purchase of Recording Authentication System: Upon a motion, committee members
approved the $2,700 expense of a Voice Recording Authentication System. The add -on
module to the existing system provides the ability to provide stamps of authentication, much
like a watermark, within the saved embedded file. The acquisition of this software will assist in
validating a call (requested via subpoena, Freedom of Information Act request) in its originally
recorded state. Mr. Perry discussed the upgrade, highlighting that greater technological
features will be able to be performed with this upgrade in technology, allowing the city's police
and fire teams to better guard themselves against potential lawsuits.
Wireless Transfer of CAD Information: The committee passed a motion to provide Wireless
Transfer of CAD Information. Chief Wilkinson noted the issue surrounding this need and
issues surrounding real time, greater timing, improved record keeping, and better reporting.
The transfer provides a lot to the system. With this transfer, due to recent state law
implementation, the department must report everything, which involves a great deal of detailed
record keeping. This system allows the detail to be available with greater accuracy. The
general fund currently budgets one (1) FTE at .50 to perform this legal requirement per Illinois
Department of Transportation standards.
Nextel Telephone Communication Devices (Fire/Police): Committee members approved an
approximate total purchase of S 12,900 for the purchase of Nextel phones and services for both
Fire and Police Departments. Due to increased need, Nextel services allow personnel to speak
directly to Various agencies directly, as with radio technology. Direct communications are
therefore created with school district personnel as well as other Evanston entities. With this
implementation, several cellular charges in both departments will be discontinued.
Knox Box System Upgrade: Committee members passed a motion to move forward on the
purchase of Knox Box System upgrades. Division Chief Alan Berkowsky highlighted the
provided memo illustrating the importance of the 'safety deposit Iike' system, which provides
keys to city housed buildings on the buildings exterior as well as additional featured
improvements including; access codes and an enhanced log automated log system. The
upgrade and improved security system will eliminate past problems experienced with attempts
to gain access to the box. Total estimated cost for the system is S10,955.
H.T.E. Fires/Crimes Sof fare Purchase: For the following year budget, FY'05, committee
members previously approved a motion to move forward on the purchase of H.T.E.
Fires/Crimes Software. Mr. Berkowsky provided, via memo, an update on progress. Total
estimated cost for the project, S 18,318. The system allows Fire and Crimes units to access
reports using a web -based browser. The upgrade eliminates problems the current software
provided as well as eliminates the need for "Green Screen". Upon final notification from the
software company, resolving few outstanding print issues, the department will move forward
for purchase in the upcoming fiscal year's budget.
2004 Meeting Calendar: Committee members approved the 2004 Meeting calendar with amendments
to move the November 251h meeting to November 18, 2004 as well as canceling the December 23`d
meeting. In addition, the December meeting for 2003 has also been canceled and the next meeting is
scheduled to take place January 22, 2004. A December mailing will be sent out highlighting budget
changes and committee minutes.
The committee adjourned at 8:20 F.M.
City of Evanston
2200 - Emergency Telephone Svstem
Deccriptiun of Nlaior Activities
In accordance with Illinois Public act 85-978, in December of 1990. the City of Evanston
enacted Ordinance 133-0-90. per referendum. The purpose of the Ordinance was to establish
an Enhanced 9-1-1 system. Per the legislature an Emergency Telephone Systems Board
(ETSB) was established. The stated function of the ETSB is to design and implement an
Enhanced 9-1-1 system for the City of Evanston and monitor the system once in place.
Financlal Summary
2002/03
2003104
2003/04
2004105
Increase
Revenue ky Source
Actual
Appropriation
Projected
Proposed
(Decrease)
Surcharge Revenue
S 1,177.129
S837.000
S837.000
S935,200
S98.200
NVINless Surcharge
Revenue
so
5210,000
S210.000
S342.000
S 132.000
Interest
59,161
S25.000
S9.000
S9.000
tS16.000)
Total Funds Provided
S1.186.290
S1,072.000
S1.056.000
S1.286,200
S214.200
Funds Applied
Operatinu Expense
Debt Service
Capital Replacement
Total Funds Applied
Revenues 1-5
Expenditures
S638.452
5826.700
S826.700
S841.700
S213.400
S213,400
5213,400
S212,000
So
S324.000
S324.000
S 1.029.600
S851.852
S1.364.100
S1364.100
$2.083.300
S 15,000
(51,400)
S705,600
S719.200
S334.438 (S292,100) (S308.100) (S797,100) (S505.000)
Beginning of Year
S 1.934.295
S2,268.733
S2.268.733
S 1.960.633
(S308.100)
Year End Balance
S2.268.733
S1.976,633
S1.960.633
S1.163.533
(S813.100)
Change in Cash Balance
S334,438
(S292.100)
(S308.100)
(S797,100)
(S505,000).
CITY OF EVANSTON, IL
COEDDX'
Re artment Budget Prep Report
P
Expenses Only
As of IQW103
Description
Annual
Department Budget current Budget-
Budget
Budget
Next Year Next Years Dept Budget
Percent Change
00:05 EMERGENCY TELEPHONE SYS
5150 EMRGENCY TELEPHONE SYS
61010 REG:+L+R PAY
:65200
2T5=1
To.100•
4%
61110 OVER1111A PAY
7.500
7.M
0
61510 HEF1.7+I INSURANCE
33,100
42=0
a,M
27%
61615 UFE =dSURNiGE
600
600
C
62225 BLOG MAINTENANCE SER
10.000
10,000
0
62272 OTHER PROFESSIONALS
t9lsw
194.5D0
•100%
622% TRAiHING A TRAVEL
32-5w
32 5W
0
E2320 IELEP"ONE CNARGEBACK
124200
124.2D0
•100%
62360 MEMSERSHIPaUES
1.100
11100
0
62" SERVICE AGREEMENTS1
176.700
176.700-
0
62520 OThER CONTRACTUAL SE
5.000
5.000
-100%
62675 INTEROEPT TRSF.•PEN
39AM
39.400
0
626M TRANSFER TO GF•OATA
50.000
50.000
0
62"S REIMS GF FOR AWN
3b.0o0
50.000
14.000•
3v%
64505 TELECQWA"CATIONS •
124.5W
124 •
0
64540 TELECO6IMUN+CATIONS •
ISM
3.500-
0
65010 BOOKS, PUBLICATIONS.
1.100
1.100
0
65020 CLOT1,04G
13D0
12M
0
65035 PETROLEUU PRODUCTS
SIX)
500
0
65085 MINOR EQUIPUENT d TO
t5200
16.200
1Ao0•
7%
65W5 OrFICE SUPPLIES
2.6W
2.600
0
65620 OFFICE 1JACH 3 EOUIP
2.0D0
2.000
0
65625 FURNITURES S FIXTURE
324 000
1.029.600
705.600•
2T$X
660:0 TRANSFERS TO OTHER F
213.40D
212J=
1,430
1%
68205 CONTI►.;,,ENOES
5.030
5.000
0
St50 EMERGENCY TELEPHONE SYS
- 1.364.100
2.0e3,300 _ r
719.200•
53%
00205 EMERGENCY TELEPHONE SYS
1.364,100
2.DB3.300
719.200-
sax
12193OJ
p� • 1