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HomeMy WebLinkAboutMinutes 1999Emergency Telephone System hoard Alerting May 24, 1000 Members Present: Alderman Moran; Alderman Rainc%. John \Vilkinson. Fire Chiel: Max Rubin. Director ESDA.:Lni Facilities Managerment; Frank Kaminski, Police Chief. Benjj.aiin Schapiro Staff Present: Alan Berkowsky. Fire Departzrlcnt. fern Polincki. Police Department; Tim Schoolma_zer. Police Department. Patrick Casey Presiding Official: AIderman Moran Summary of Action: The meeting was called to order at 7:35 p.m. A motion was made to approve the minutes of the 11/11/99 meeting. The minutes were approved. A question was raised in terms of the new replacement radios for the Fire Dept. Concerns were whether the radio system would be digital or analog. Mr. Casey responded that there is a radio study currently being conducted. The Board authorized the study in the current year budget. The Radio study was incorporated with the cin­%%ide information management plan. The findings should address frequency, and equipment issues relating to Police. Fire and ESDA. Part of the study will also identify issues relating to non -emergency radios used within the City including public works, Parks & Recreation, Community Development and Health Alderman Rainey inquired if the information would be ready by June". Mr. Case% responded that the study and preliminar,. report is schedule to be delivered in late June. Group I is the firm conducting the information management plan and the radio study. House Bill 1383 Wireless Surcharge Uadate Mr. Casey informed the board that the [louse bills 1- 83 passed last December, and that it is scheduled to go into effect in June of 2000. The bill outline how local authorities can decide to have wireless 9-1-1 phone calls routed to the local Public Safety Answering Point (PSAP). The State of Illinois has established a surcharge board that will determine the statewide surcharge on cellular phones. The maximum amount that can be established is $.75. If the surcharge is set at 5.75. 5.25 will go to the wireless carrier. S.01 will go to the State for administrative costs and the remaining 5.49 %ill be distributed to the local PSAP on a per capita basis. If we choose not to receive 9-1-1 fm= wireless phones Staff has attended meetings in Springfield, and has participated in conference calls 0' regarding rule making. If the Board decided not to participate in the taking of wirers 9-1-1 calls all calls will default to the State Police. The State Police %rill then transfer thin calls to the proper dispatching authority. So no matter what the decision of the BOB" rill be, all wireless 9-1-1 calls placed in Evanston «till be forwarded to the Evanston Dispatch Center. If you recall the board directed that a letter be sent to the governor voicing the Bowl concern over the structure of H.B.1383. The letter was sent, the governor made am amendatory mandatory veto changing minor provisions of the legislation The Board is required to send a letter of intent- that we intent to take part in Phase 1 wireless calls. Phase I wireiess calls will consist of the phone number of the cell phor= and the closest sector of the tower. That's all -we are going to require from Phase I . AM we haven't decided if we're going to do that or not. Alderman Rainey was concerned with the cost we %%ill have, to assume this responsibility Sgt. Schoolmasters reply was at least three new phone trunks would be his estimate. Mr. Casey answered that he wasn't sure of the cost at this time. He also did a rough calculation of what our annual surcharge revenue might be for this. He took the national rate of penetration of wireless phones multiplied by the City's population. The result is revenue of $135 to $145,000 annually. There maybe a corresponding fall off in landline revenues as more people shift to cellular phones. Phase I is going to be less expensive with the basic technology. Phase 11 will require more equipment and implementation. Phase 11 mandate that we be able to identify the exact Iocation of a caller within approximately 40 feet The Board agrees that the bottom line is the public safety and what kind of services we want to provide to our public. If we want to able in the future, when a car hits someone and the only thing they have is their cell phone for us to find Perry Polinski was asked to explain to the board how wireless 911 calls are handled. Mr. Polinski stated that it depends on what carrier yoti re using and who's working. They may partially screen the call for you and you'll get some idea what the situation is or they may turn it over to the State Police who will get rid of it once they hear Evanston. Then we do a full-blown interview, basically we're doing that right now with the calls we get from Star 99. Alderman Rainey also questioned the kind of staff time it's going to required to get this up and running? Perry Polinski's feels that this is going to take some time, because we have to get the letters out, we have to meet with several representatives and several carriers. Then there has to be coordination between the carriers and Ameritech. Deadline dates are: • June 2 1 " for the letter of intent • July I` the surcharge will start • September V' our plans with the commission and notifications to the carriers • March 21' we're suppose to begin the services. Six months after ►we have notified the carvers, that we intent to take wireless 911 calls they have to be able to provide the services. Phase 11 is scheduled to begin Oct. 1, 2001. Motion was moved to opt in and accept wireless 9-1-1 calls Motion was approved. Northwestern University 9-1-1-Calls Since the beginning of this board we've struggled with this issue, when we first got into the enchant 911 business we were lead to believe either through the ]CC or mis- interruption that Northwestern could continue to take it's own 911 calls and be a 911 dispatch center. Some legistration that was passed, later required private business, which is Northwestern, with numerous extensions to pass along identifier of those phones in their buildings. In preparing for this Northwestern contacted the [CC for guidance. They were told what they were doing as far as taking their own 911 calls was not allowed. The ICC informed them that they were not authorized to take their own 911 cal Is. The only way it could be done would be through the local Public Safety Answering Point. Our dispatch center would allow them to take some type of 911 calls and that's some of the things we talked about earlier when Northwestern first coached us. The thought was ►tie could come to an agreement with them and we could continue to let them take 911 calls or authorize them to take 911 calls. Through the last few months of discussion of the wireless issues the idea of Northwestern answering 911 calls directly, hadn't been as well received b% our Police &: Fire Dept as it once was. There were still some concerns about whether or not we should continue to let Northwestern pick-up 911 calls. The City received a letter today (letter ►►as passed amund to mernhcrs) from Northwestern, basically asking the City Manager where ►►r are ►►ith the proem and that's why we set this meeting up. so that ewe can talk alxmt wherr we %%:uit to go sad what we warn to do. Chief Berkowsky felt one of the things that has happened since the stun of 911. is that people at Northwestern have a false security that when you dial 9I I you're actually getting the PSAP, when in fact you're not %kiu're getting a police officer, or someone answering the phone and that's another component to attain that twpc of help. Sgt. Schoolmaster stated that since the first meeting we've had with them he's kept in contact with Chief Chaffin. Whenever he's had a question and l especially also Perry, have talked with Merle Silverman. who is their Technical Services Sergeant, who's the nuts and bolts guy over there_ We've had questions and we've talked ►►-ith the Commerce Commission, about one thing or another. Their original thought was if we wanted to continue doing this, than them is a mechanism by which the Commerce Commission would allow us to amend our authorization to allow certain things to happen. And after these meetings we gave them the whole cope of the authorization and said we need to have answers to these things, liability, we're still waiting for answers. The University has had a system in place for nine years. There have been changes in the law and interpretation of previously passed legislation and operating rules. The Board believed that this issue was addressed properly in 1993 but now has been informed that we need to change the operation. Alderman Rainey questioned how we would be able to tell where a call was coming from on University property. Mr_ Casey responded that the new legislation that goes into effect on June 30, 2000 will require not only the University but all residential and business switch users to identify the location of a within each building they operate. Alderman Rainey inquired if the Board would be collecting the surcharge and whether or not we could up the surcharge`' Mr. Casey replied that the Board is limited by State Statute to charge only connections to a network trunk. The university has approximately 200 to 250 network trunks. Mr. Casey did not know if a home rule surcharge could be assessed on individual phone systems. Mr. Casey requested direction from the Board_ Alderman Moran stated that the Board should outline its questions and concerns in writing and forward them to the University. . Mr. Casey confirmed with the board exactly What information would be needed in the letter to Northwestern concerning their calls for Police, Fire, and Ambulance services. Alderman Moran asked that staff reconfirm with the ]CC the exact problems and issues facing the ETSB and the University. The Board needs to concentrate on making good decisions, and part of making good decisions is that we know our position and they know our position on matters. They may have things to say to us and l think we need to hear what they have to say. We need to communicate better. Other Business Emergency Medical Dispatch Emergency Medical Dispatching Training is scheduled to be in place by August I" of this year. The law requires that we train them but it does not say that we have to use it. it would be nice to have a service we can use so that when somebody calls and ask a question we can not only give them an answer but we can give them a correct answer. New member, Benjamin Schapiro was welcomed to the committee by the board. Being no further business the Board voted to adjourn. DRAFT Emergency Telephone System Board Mearng July 27. 2000 Members Present, Alderman Moran. John Wilkinson. Fire Chief. Max Rubin, Director ESDA, and Facilities Mamgcmeat, Frank Kaminski. Police Chief, Dennis Nitssom Police Commander Staff Present: Alan Berkowsky, Eire Department, Perry Polmsla, Police Depatement. Tim Schoolmaster. Police Departmcnt. Patrick Case%. Presiding Official. Alderman Moran Summary of Action: The board has requested a change on page 3 of the precious minutes. May the word coached be stricken from the minutes and replaced with the Word approached. A motion was made to approve the minutes of the May 24. 2000 meeting. The minutes were approved wiih changes. Northwestern 9-1-1 Senices Two memos were presented to the board outlining the issues that the Hoard has been discussing with the University regarding 911 procedures and monitoring fire alarms. The first issue discussed was the routing of 911 calls from the University. Mr. Casey explained that an individual on University property has the option to dial 9.1-1 or 4-5-6. Curt= ly. 9-1-1 is being routed to the University Public Safety Office, Mr. Casey related that in conversations with the Illinois Commerce Commission the University cannot accept 9-1-1 dialed calls. The ICC related that in order to answer 9-1-1 calls the agency has to Public Safety Answering Point. In order to is a Safety Answering Point an agency needs to be able to dispatch Police. Ambulance, and Fire. Alderman Moran questioned whether there was any distinction between someone from the campus dialing 911 or 456 Mr. Casey responded that 9-I-1 is dialed on campus it should be forwarded to the City's dispatch center. If 456 is dialed it should go to the University Public Safety Office. So if a studcni dials 456 the ICC has no problem with it going to the Utuversity. The University has theirown seutrity force and can respond to 4- 5.6 dialed calls. Any call using 9-1-1 must go to the City Public Safety Answering Point Some how Marry Schull re -read our application based on all the calls and inquires. Mr. Casey added that in his conversations with the ICC it was recommended that the City changes and updates its application for service and that it should be done by January I, 2001 The memo presented recommended that the City and Northwestern University meet to discuss and formally agree on the type of calls to be transferred and the procedures involve in handling them. The City has a number of agreements in place and an understanding what we're going respond to on campus and what we won't. It really comes down to formalizing the call handling agreement and procedure to transfer them to the University Public Safety Office. The University can begin an education program to have staff, faculty and students call 4-5-6 for emergencies. AIderman Moran suggested that the City needs a delegation people to sit with a Delegation University people and discuss the protocols for 911 calls. Comnliance with Residentiai and Private Businesses Ameritech has a track- log. There are other institutions all over the state waiting for instatlarm Their are businesses and oonrimunities and institutions out there that aren't even close to meeting this requirement, it'ti going to be a sloe process of people getting this installed as they either replace their phone saitchcs or Ameritech catchers up The ICC is not going to have a program to enforce this The only %yav they'll enforce this is ifsomeone repons the fact that building is not in compliance. The other way is if We ++ant to go down the lane of educating the public that this law is out there and should be enacted by everybody's priv3te snitch. That's something ue could think about for the future but right now %%c don't have a lot of inforn=ca This law was to go in effect in 1999 but the legislator extended it until 2000 and as the last lepslator adjourned there was a bill that would have been extended to 2001. There is no way the ICC is going to enforce this, there's no way the Attorney General is going to sue 80%of the state that's been waiting for Ameritech to show up Response to Fire Alarm Calls from the University The Board has been discussing procedures for handling Fire Alarm calls that come from the University owned properties Should the City respond to all fire alarms? Should fire alarms still be routed to the University Public Safety Office between 7:00 am. to 2.00 a.m. The University could act as a entire! station, but they have to retransmit the alarm without del .. It's not an issue of routing. it's the matter of retransmitting the alarm The Board was concerned with what would happen and how that would be handled? The Fur Department would get the dispatch as a fire alarm. There arc 2 engines and a truck with every system aural that we receive. If there is line trouble, such as the phone line. or the electricity, which is a one -engirt respondence, but either way we respond every alarm. Trouble alarms occur when the batteries are low in the szstern, someone removed the smoke detector, and someone touched a wire. When there's a central system, the central system by code is responsible for monitoring the trouble alarms, but only retrantst um -mg the fire alarms. And that's all we're asking Northwestern is by code they have to retransmit the fire alarm without delay and they can handle their own trouble alarms. Alden Moran was concerned with the fact that in the memo it was suggested that they keep track of the alarms that are malfunctioning. If you make an exception with line trouble alarms and let totem handle them, how- arc ,,ou going to keep track of them? It's a silent trtnsrrussion that goes through the lines of the system. So, if I unplug the battery ui this alarm system, you'll get a signal and you'll get a fire engine to come out. Alderman Moran questioned how is the system set-up so you know it's a trouble alarming +rises a !ire alarm. It's differently activated; there are Iwo different lights. Trouble light or fire tights, than always different. But at the center it's the local panel that has tuo separate lights, one trouble, and one fire. The panel is located in the communication center, we've got two required directories, the Health Center and 633 Emerson. We have a list of their fire alarms from last year and we see an increase the rust rear of around 750 call that we didn't get last year, because their police handled them It has been guessed that approxim=ly 1212 calls have been made through 911. Out of the 1212, 700 have been rc-transmitted as fire allm-ts It was asked what the status of that code is in relation to us' Do we as a community adopt IL does the legislator mandate that ++e follow the codes? We adopted by ordinance, 1996 Boca building codes, and Boca Fire Prevention and NFPA Life Safety 101. Through those codes there are references from the NFPA, which is a detail code section that deal with all kinds of fire life safety issues. Two of which thn adopted the entirety on NTPA 72. which deals with fire alarms and NFPA 13• which deals with sprinkles systems and tells how to install and where the 'Ore suppose to be installed and the particulars. So therefore by reference this would be enforceable In addition to that ►ve also have an alarm ordinance. Under central stations. any central station, ansuering ser%ice, or operations monitoring =cti►•c alarms for emergency situatioa shall meet the following requirements. It goes on to say a sufficient number of alarm tail takers small on duty at all times to assure that all emergency alarms arc recened in a timely fashion and immediatch relayed to the City's communication center. T3iat's under chapter 1 I of our ordinances. So this is a local ordinance adopted by us in 1993. Alderman Moran stated that he would draft a letter to send to the Uni►vrsm—. The letter it will cover the information that the Board has discussed covering all items of concern. it dill cover our positions on each of these issues, and it will explain why we think this is the -way it should tC It will suggest to them that we set-up a delegation to meet with then: to work through each one of these. Assuming that we reach an agreement on what the mandates are, and how ►vc implement them It was suggested that a delegation should be put together to consist of three or four people from both sidm who will speak definitively and be able to make those decisions. If they head an operations person, to sit next to them to explain it that's ok too. But what will be explained to them is to bring the people who need to be there to make the decisions Perry. Alan and Dcnm s were suggested to work together on this. 'AS 400 ueurade Staff is requesting that the current AS 400 be upgraded- The upgrade was scheduled in the capital equipment replacement plan for 2001-02. However the current machine is at it capacity and the needs of the Police and Fire arc growing. 1. The back up utilin on this cuurcnt AS 400 is not what it should be, it's taking to much time, the system has to be brought dcnvi. _a perform a bacicup. 2. Being an important system we need to install RAID technology. This will allow for the mirroring of disk and improved reliability. Staff is recommending the 700 model line of the AS 400. They have different sets of families 400.500,600, and 700,800 and within those families there are five or six different models, and five or six times you can upgrade within that family. So ►►e recommend the 700 family starting at the base model at 720. giving us more ability to upgrade and expand in the future without having to completely repurchase it. The problem with having a A5400 and running an AS400 shop is that it's co IBM machine, they're the only one who supply it and they're expensive. If we were running soft►►•arc that ran on a Unix box or an Ni server we wouldn't be paying close to ►►hat ►►c have here. As the pricing pia= states the hardware and softwarc system is going to be between $ 45.000. - 55. 000 The third party migrating support which means having somebody come in from the outside set-up a new AS 400, and then bring all the old information over to the new AS 400 is going to be S 5,000 - $7000, and supplying a new tape backup system for the new AS 400 will be roughly S 8.000 - S 10,000, We also have dual and support, which we need in software subscription. Whin 1 mean software subscription is what we found is that we were getting behind in upgrades of the operating system, and they come out with a nmv operating system in six months or a year, whatever their schedule is. We'll find ourselves two or three relays behind this subscription series. The subscription series gives us the nm%- operating systems as soon as it comes out so we automaticalh keep together and keep up to date so it doesn't cost us Mr. Casey recommended that the Board and the Police and Fire Departments begin to consider the replacement of THE as a software vendor. The long term financial health of HTF is in question. The overall philosophy of the City's information systcni plan is to keep an open platform. We went to AS400 before we got there, before we ►►ere at any of these decisions. There are rmrcbers of different software vendors non, probably more than there w-cre when we purchased this software in 1993. 1994. Uwe can get though a process of valuating the software the war• we are now. tiaw ut know how to do this. one of the things we're doing oow is looking at financial packages. It my optaion and I know it's a pmm in the butt because were going to hart to convent systems or do rile and data transfers. HT scats me because of the financial position. Actually 30°1* of them hark been purchased by one of the vendors we looked at for the financial software. which is good news. But my biggest concern is the AS 400. The long term expense and the lack of expanse we have in house to run an AS 400 Mr. Moran was concerned with how much time we have before we would need to purchase the software? Mr. Casey responded that in three --tars we would need to buy the software. Presently wt don't have a lot of time left on the one we have. If in those two years, you as a group need to decide which way you want to go as far as Fire, and the kind of information you want there, also what kind of Police records and dispatch YOU want. 1 recommend this purchase in the next 3 years, this way it71 give you guys time to start thinking A motion was made to move ahead with this process Fire Com Headsets To be discussed at a later date Surcharre Summary The surcharge summary that was requested by Aid. Rainey was submitted in this package. This summary states what we have been doing since 1992. Max Rubin showed concerns as to whether or not the figures 5.8 million were what we have at hand Pat Casey assured the Board that the 5.8 million was what we had collected, the last fund balance was 1.3 million. Other Business It was suggested the Northwestern business should be wrapped up soon, if possible. lair. Casey assured the board that we have until Jan 2001 to inform the JCC. Next i►te ctinQ is scheduled for Sent 2e No further business the Board voted to adjourn DRAFT Emereency Telepdtonr S%-Avms dtmM Meeting T hursdAv (Xto4 ' _n, 2000 Members Present: Alderman Ed Moran Jr. Akierasan Ann Rainey, John Wilkinson, Fire thief. Max Rubin. Director USDA, and Facitities Management, Frank Kamirmki. Police Chief. Dennis NilssskvL K'slice Commander. Benjamin Schapiro Staff Present: Alan Berkow-sky, Fire fit, Perry Polinski. INilice Deportment, Tim Schoolmaster, Police Depwmxnt, Patrick Casey, Director. Management and Budget Presiding Official: Alderman Ed Moran Jr. Summary of Action: A motion was made to approve the minutes of the Juh 27.2000 meeting. The minutes were approved with no change. Proposed FY 2001-02 Budi*et Mr. Casey reviewed the 2001-02 Budget for the Fire and Police Departments. Presented to the Board was information and changes on the following line items. Regular salaries will decrease Open position for an Asst. Dispatch Mgr. Small fee for overtime accounts Building Maintenance Services Telephone and Telegraph Travel and Training Capital Replacement Office Machinery Expense for Wireless Communications Computer Equipment Maintenance on the Ditgal voice -logger Motorola Police and Fire The Hoard was informed that the carried over S175,000 from the HTE contract would be taken off the Budget. The services that were offered to us are not avaiisble since ICCI had merged with HTE. Each year when the budget is created we look into the ftm= and try to determine see what will be necessary w ithin the next ten years. A regular replacement schedule of radio equipment, computer equipment, dispatch equipment has been created and is the majority of the needs for the future. In addition the replacement of the computer hardware and software **ems and the need for a back up center. The wireless communication for this year and next, S 100.000 apiece, is still an estimate until we know more about the technology standard that will be adopted. Mr. Casey recommended to the Board that in the 2003-0 t year that the board think very hard about replacing the current dispatch and records package. We're running an AS400 system that is very expensive to run it takes a lot of special work_ It takes a lot of people with special skill sets; it's a closed environment We would like to have more of an open database type environment. So that we as the City can integrate it into the rest of our system, it would cut down on the cost of our equipment, repairs, and it will cut down on the cost of the technicians that we send over there. We've got trained people in the IS department to handle other systems, the% can handle an%tlttrtg else out vn the field. They're very trained, they're eery good, we ha►e sent them out to train on the As '41(} but it's roe their specialty. Large capital items in the future include a back-up center for the current dispatch renter. C'umenth budgeted at 1.01 million. 2005-06 would be for the planning and the "-,nstntction ►►uuld bt X106, 07-08, The 1.01 million may not be enough to co►rr the expense but this figure was put into the hu4mt to extim fe The cost. What we need to consider is if anything happened to the Police Department when wr MOUld gu.' We could temporary go to our back-up partner but that doesn't Ica►e us ►►ith a lot ofcotnputrs% or anything that we're use to having, like our records or whatever. The Board discussed projects and reyenu m Mr. Casey made the Hoard aware that no revenue was added for the Wireless Surcharge. At this time we can not judge what the revenue will be. Aleksandr Granchalek was asked to share w ith the Board what he has been doing with the Radio Study Group One. At this time we are writing a lener asking them to translate the terms of the study so that we can understand it, once it's translated we u ill present it to the Board. Mr. Granchalek explained to the Board that the Radio Study Group met with different departments within the City to figure out what the needs of each department were. To tell us where we need to replace things like equipment, antennas etc. To tell us what shape these things were in, what we need, what we should be doing and what our options are. should we decide to go cellar instead of radios in the trucks. It's not just the Fire and Police Departments, it's the whole Cities communication system. Alderman Rainey questioned whether our purchase went beyond the communication study? And whether or not they are advising us on the financial sofiwarc package? Mr. Casey informed the Board that this group was hired to help with the software package but he also feels that in-house staff is just as good or better for this job. One of the good things out of this is that we found out that some of our licenses were expired and in the process they have been renewed with the FCC. Alan Berkowsky stated that as part of a meeting attended with the GIS Department, where it brings buildings and floor plans from the laptop into the commander. The laptops we have now are incapable of doing that. And this is a package GIS can transfer data from the City as well as our 9-1-1 data into the laptop that will put it into the field. A motion was made by the Board to accept the Budget with the changes made. The motion was passed. Update On Northwestern University 9-1-1 Services The Board agreed that ajoint meeting should be scheduled with the University, the ICC, and 9-1-1 Board members to determine if the university will be allowed to become a PASP. If the ICC allows the university to become a PASP, the City will have to decide whether it wants to authorize such an arraignment. What are the liabilities. what kind of responsibility issues? What record keeping is required, what kind of monetary issues are there, etc? The [CC will decide whether it can be done or not. The Board has some concerns as to ftre access to their records. which are private property and not accessible to the public. The Board stated that they would be in favor of the meeting being held here, along with the City ManaW. Roger Crum; Patrick Casey; and rgxvsmtatives from the Police and Fire Departments.