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HomeMy WebLinkAboutMinutes 1991U MINUTES EMERGENCY TELEPHONE SYSTEMS BOARD January 31, 1991 Members Present: Fire Chief Raymond Brooks, Police Chief: Ernest Jacobi, Police Commander: Vern Larson, Alderman Ann Rainey, Emergency Services and Disaster Coordinator: Max Rubin, Alderman Margaret Nold, Charles E. Seiler Members Absent: Staff Present: Presiding Official: Summary of Action: None Patrick Casey Alderman Ann Rainey, Chairman The meeting was called to order at 7:34 p.m, The minutes of December 27, 1990 were approved without comment or change. Chairman Rainey indicated that the review of the Emergency Telephone Systems Board duties was intended for Mr. Seiler the newest member of the board. Alderman Rainey indicated that Mr. Seiler should be provided the same background material the other board members were given and along with the minutes of the last meeting, this should provide a good background and introduction. Alderman Rainey introduced Bob Miller of Illinois Bell Telephone. Mr Bell expressed that the surcharged approved by the voters in November of 1990 will begin March 1, 1991. Payment of funds will begin in the first week of April and continue on a monthly basis there after. Now that the ETSB has been formed and is holding regular meetings there are four items that need to be addressed immediately to get a system on line. The first duty of the board is to sign a contract with Illinois Bell. There are two purposes to the contract, the first is to put Evanston in line behind other co=unities who are awaiting enhanced 9-1-1 service. Mr. Miller provided some estimates on the cost of enhanced 9-1-1. Installation is $200.000 which includes the network services, nodes,building a data base and programming. The $200.000 is basically for off site work or work done at Illinois Bell's central office. The monthly service cost is between $7500 and $8850, this is a separate cost from the initial $200,000. The service charge of $7500 would be the monthly charge under a one year, $8100 for a five year agreement and $8850 per month for a ten year contract lock. Mr. Seiler inquired about the number of subscribers in the Evanston system. There are 49.831 served lines as of November 1990 excluding exemptions. The are approximately 46,000 to 47,500 lines that will be assessed the surcharge. .The second step need for installation is to provide Illinois Bell with a Master Street Address Guide.(M-SAG) This defines the jurisdiction of the City of Evanston as far as the street name and street ranges. Following the signing of the contract Illinois Sell will provide a listing of services to the City for additions, deletions and corrections. The contract can be signed at any time, the initial $200,000 is due at the time of the actual cutover. The monthly maintenance charge would also begin on the date of the cutover. Discussion continued regarding the MSAG. Alderman Rainey asked what the average return time for a community of Evanston's size. Depending on the community it cam be two weeks to three months. This is a manual process and depending on the dynamics of the community , new growth, annexation and. alike it varies. Alderman Vold inquired about hospital rooms and dormitories what address would appear. It would depend on the equipment or system the institution has in place. If they have their own pbx service only the main address would show not the individual room or in some cases d separate building. The Civic Center and the Service Center are connected by a trunk, a person at the service center calling 9-1-1 would appear to be calling from the Civic Center. Michael Leaf of Ameritech Information Services commented that he had recently received information that there Is a piece of hardware being looked at that will solve this type of problem. Teldynamics has developed this piece of eguipment but it is not currently available for installation. However by the time cutover is near it may be available. Questions remain on Who would pay for the installation of this type of equipment and if this equipment can be required. Alderman Rainey pointed out that it would he the obligation of the ETSB to inform the users of such systems what the options are if they want to be included in the enhanced 9-1-1 system. The first step would be identify these institutions and discover what systems and equipment are in use and what can be done to best serve those populations. The third step in implementing the enhanced 911 is to file an application with the Illinois Commerce Commission. The City of Evanston can not operate an enhanced 9-1-1 system without a certificate for the F.C.C. Currently Evanston has a basic 9-1-1 certification. The initial application is due one year prior to the cutover day. the final application is due sir months before cut over. The final step in the process is the choosing of materials and equipment. The screens used to read the information from enhanced 9-1-1, telephones, recorder equipment, telephone device for the deaf (TTD), and any other equipment that is deemed necessary. Mike Leaf of Ameritech Information Systems introduced himself. Mr. Leaf a former member of the Moline Police Department now is employed with Ameritech as a systems consultant. Ameritech is (-"rrently.a representative for three 9-1-1 vendors. Ameritech has been satisfied with the performance of the products of these companies and will not represent any equipment that they can not established as trustworthy. Mr Leaf gave an overview of what Ameritech does. Ameritech looks at an ontire system the needs of the organization as far as communications equipment, records management, training, computer aided dispatch, and back up systems. Mr. Leaf distributed a packet containing sarnplee of equipment and prices. Mr. Leaf described in great detail the actual process of a 911 call.(an article from Telephone Engineer and Management Magazine is attached to explain this process.) Mr. Leaf went on to explain the basic differences in the equipment and the vendors shown in the material presented. Mr. Seiler inquired about the number of communities Ameritech and Illinois Boll have been involved with and how many have used a consultant. Mr. Leaf responded that it depends on the scope of the work. If the work is limited to just the 9-1-1 system and the equipment you would be wasting money to hire a consultant. Equipment decisions are pretty straight forward and uncomplicated. If.the scope of work is expanded to include construction of a facility or the review of an entire communications operations a consultant may be needed. There is a small field of manufacturers to choose from to decide equipment needs. Alderman Rainey question that if Evanston is in need of a major restructuring of the communications system where do we start?.. Mr. Leaf responded that the first step is to make the determination of what the board is interested in purchasing first. If facilities are a priority that should be determined first. It makes little or no sense to buy equipment prior to knowing how the communications center will look or be configured. Decisions that would follow are dispatch council equipment, 9-1-1 equipment and environmental concerns. These steps will get the City to the cut over point. After cut over then it would be time to focus on other needs such as CAD. and records management. Mr. Leaf reiterated the creation of a needs assessment list to guide the board. Alderman cold Inquired if there is another place within the Police Building that could be used as a communications center. Chief Jacobi responded that currently there is no other area to be used unless the Eire Department would vacate the building. Alderman Rainey asked Mr. Leaf what he does for these other communities or how does his work differ from that of a consultant. Mr. Leaf stated that there is not much difference in his work as compared to a consultant except for construction of the physical structure. He does not get paid directly for his services beyond the purchase of the equipment. Many of the communities he has dealt with have given him the authority to arrange for the equipment he deems necessary. Ameritech also sells CAD Systems in a variety of sizes to fit communities. Mr. Leaf and Mr. Miller at this point diagramed the typical routing of an E-9-1-1 call. (Referr to attached magazine article.) The technical discussion progressed to cover all the systems functions of a 9-1-1 call. The committee turned its discussion to the need to visit the communications room and its desire to have a consultant at the next meeting. It was stated that a view point of a consultant regarding a scope of service could help the Board determine if this type of service is needed. The committee also reviewed the meeting schedule and agreed that it should remain the same with additional meeting scheduled as necessary. The board also expressed its desire to have the representatives from Ameritech and Illinois Bell return and answer additional questions at a later date. Mr. Killer and Mr. Leaf agreed that they can return as requested. The Committee agreed to meet at the Police Station on February 21, 1991 at 7:30 p.m. The meeting adjourned at 9:25 p.m. "FF"I.SI y•P.i i Ei�I.CMlllIl� All. irL. Yl RIIEP.0 O�RiT.I ii1.1 IW IIW JI IAIIYi i.Lii 1W11 „.k - ; 01.- oil j aTit ! 6Y PAUL R. STOFFELS 1NE-Oh;I:•Oh;E ... 9•I•1: Just three simple numbers ... sim• ple to use. and simple to reach. But what is it really. and how does it all work- Doling 9-1-I is easy. It can save life, limb and property. Children can, and are Laught to dial it if they need help. often even before they can remember their own address. But making 911 work is not necessar- il% a simple task. There arr many types of systcros, and vendors to pick equip- mcnt from. and just as many features and options. %'6nh limited budgets. per- sonnel and facilities, each system has to be carefully planned and engineered to meet its constraints. 911 is the number designated as the Uni%ersal Emergency Telephone Number. It can be dialed to report a cnmc, call for an ambulance, fire truck. or ern call for a referral to any of a number of crisis center hotlines. Yet, in spite of its ability to provide such serv- ices, it is important to call 911 only in times of need. False alarms and non - emergency calls tie up the system and limit its performance. pawl I? SroffAs u anarsau inanagrr-trrhrival 44)MM"t far lllinau Brlfr flail Planning and Enginrrnng Drparimral in Chicago_ He u rr,poniiblr for planning and autuing Lerwiu 911 i)stert; for uir b} 1B A Basic 911 (B911) system can be as simple as using a plain old telephone set (POTS service) to receive emer- gency calls. Or it can be made more sophisticated with the addition of vari- ous features. ranging from call trace capabilities and circuit integrity verification. to the ability to re -ring a caller's telephone set so more informa- Lion can be requested about the emer- gency. In addition to the features available in B91I systems. Enhanced (£911) sys- tems are capable of providing the caller's originating telephone number. and address to a Public Safety Answer- ing Point (PSAP), or can determine which Public Safery Answering Point to route a call to, based on the location of the caller. This is known as selective routing. and is used when more than one PSAP may be designated to serve the territory coffered by the caller's icle- phone office. ► Routing a 911 call As a special number. 911 has not been authoracd as an office code, area code, or service code for any other type of service. It has been set aside to fit into the long-range numbering plans, within the switching configurations of our industry. But most important]}. it meets the requirements for use by the public —being brief. easil% remem. bored and able to be quickly dialed. Todays switching machines are de- signed to route B911 tails to a special line or trunk group, known as a drdi- cared routing arrangement. Call sal- umc is restricted by the number of heirs which can be answered at the public safety answering point, and the ahilm to handle blocked traffic via overfin+l routes. Ira selective routing arrangement is used, the calls are routed to a swrich- ing, or tandem, point for determinA- tion of the PSAP responsible to handle the call. Dedicated routes are used again to complete the loop for the call from the tandem, to the answering MAR But 911 calls also can be routed on the switched network if necessar►. The ap- plication of digit substitution. or dele- uon algorithms, allows a call to be han- dled b► a tandem for routing to any destination in the switched network. However, network routing is rerch used without some sort of dedicated trunking arrangement to back up the system, since there is always the pos- sibiliry of an emergency call bring blocked by normal call volume traffic. Nevertheless, whichever wa+ a call is handled or routed. the end result is to get ever, emergrnn call to an anwer- ing point. Where 911 is not in use, a telephone operating compam should rnuir the call to an announcement chat tells the caller that the code is not available in their area. A 911 call should never be GLOSSARY OF 911 SPECIFIC & RELATEA TERMS I -iA7 !chows is a synopsis of the i * F :e.^^,rcicgy related to 91' in the i rc.st '7,i Tnis iisf is meant :0 cover rnar.y ! -,! aril! cs' otter -used terms. so a !ew ray ce :mssirg or have a Icca! oefini- ;,or V'e'ent from below ' 911: Tn•ee-digit coee usec to ma: `or er•e`i,ercy he:A Abandoned call: Gall ,hat rags :rto an i _rra'gercy Service Bureau but is termi- ra:ec -e!cre the PSAP arswers (vai ca!,e' go,rg or -nook) APCO: Associa:ed Pub-ic•Safety Corm -; rica ions CrVicers. } Automatic call distribution: System .N^,`n automaficatly diStr'Cutes calls 'o cre or core arswering oosii or%s cased j cn :re availaoili:y of the telecom- rruricator Automatic dialing alarm: Device pro• l grarrril to dial a [)reee:ermired num- be•!o report an alarm corditicn cr4er the :e,epncre reChorK Automatic Location Identification l (ALI): The callers address or cirer ter- f,rert iota!icn Ce:ai!s Automatic Number Identification (ANI): Tne callers seven-cigit te,e- prcr.e rutrrner. Basic service: The rocs: simple rcrm of 9'' service characterized oy an answer- rg location Witn limited `.eat_res Blocked call: A cat! that fails to reach its .rtencea Ces:iration cue to excessive :raffic a,.::!pment outages Often at- .e—pted :o be routed to a secondary ocanor, or !o a b;:sy tone or other a; procreate ircicanian Call referral: Service where the answer- ing feiecomriuricaticr provides the calling [)arty with the telephone number cf ire abpropriate public safety agency b,:t toes not directly transfer the call Call relay: Service where the telecom- ruricator takes down pertinent irfor- rra',Cr !rom a caller and relays it directly .o tre apoiroor,ate rescor,ding agency Call trace: Process of tracirg the caller s c:rcuft:hrougn a central cH,ce or u;;r•k route, to cetermire the crig:rating lire location or telephone number Cfter necessary on a silent call. Called party control (also Calling party hold): Feature whereby the net- work rs !orcibly held on the calling route to aid in call trace procedures or to provide a pant for emergency ringback Computer Aided Dispatch System (CAD): The use of a computer to aid in dispatch and/or tracking of police or fire units. Direct dispatch: Serv+ce where the telecommunicator dispatches appro- priate responding units and decides on tee appropriate action to be taken. Disaster recovery procedures: Proce- oures set up to be taken in event of t ecuicrrent failure or retworK bicoK- ages Emergency call: "ne process cf dix! rg 19.1•t or otter emergency numbers. { when a situaf:cn recuires imrreCiate acticr. ;o crevert lass of Ilfe Of property or it oche, s :uatiors cete-rninec j;nrougn ;coat ca!Img agreem.erts Emergency ringback: Feature it wnicn ! the arswerir,g ,elecommunicatar can 'ing cacK the ca,!ers telephone ,r.sr_- ment Ringing currier::s aepliec :o the rS:rurrer.t it ::s r -re cn•ncok pos t on +rnile'ece;vec :f!-r,cck :cre is acp,,eV it :re ens;r meet s of nook Emergency Service Bureau: See PSAP End user verification of ANIrALI: The process of verifying ar.y irfcrmation Pro- viceC aoeut the catlers line or address using :ne caller or data base to verify accuracy of irformancr, from acditicral so::rces Enhanced service: A 9'1 system, ,.vrill fea*.res a•e rccrporatec ;nic :he rcu:erg of calls or cisplay.rg Of accilicrai rfc•rra,,or relative to a tali Exchange service area: A geograar- ica; area estaci spec oy a :e ecricre company or ccrrrrL ri:y to acministe' iccai [)none Ser-rce- billirg pat,2rns arc caling areas Expanded 911 service., Arether term I or Ennancec 91' Forced disconnect: Tne process where:re PSAP car. ier-rinate a ca.l via gc:rg or-ncot for a stet fied ;,fl of tune Use-- to prevent a group of callers !rorr :ccKing up the retworx tnrougn irterticral or Tischievous corouc:. Idle circuit tone application: Tne proc- ess of prcvic!irg a :one to indicate the derial of outgoing tail features on a 91' ime Usee to incicale ire intregrrty et tite i circulf. also alas in differentiating ce- i :Neer ar abar.Conec call before the te'ecomrruricatcr arshers versus a s:- lert ca,l Jurisdiction area: Area w:,ri specific bour.car:es vwiti In which a service pro- wcer ras aL.thcri;y to operate. Master Street Address Guide (MSAG): The data file or other medium used to store ,nforli latron on the commu- nity where 911 service is provided Used to match an originating caller to a spe- cific answering point based on address data. NENA: National Emergency Numoer Association. Operator access: The ability to transfer emergency calls that were originated by dialing "Q" to an appropriate PSAPP, to eliminate the time delay when an oper- ator needs to interrogate a caller so correct mformation can be passed on to an emergency responding agency 1 Operator transfer of ANI: "lernal or f3 :�^•ciao .rar.s`er c' yr ; ra:,rg te.e- :rise :% roe, ir'✓Ta' _Ic 3 'e- Il sw.,rcirg agency �:7 r.a:c e „a!s ^ � + !` Order of authority to operate; i Aga or .areal occ::-er; :na: a..:rcr.zes :re :,zv s cr " a aar:'c_ia' y" se,.,:--e or agencies': [)novice :lie se,. ce Overflow: Ary ca i c• cos : _ -sec h'er a :a • is nicc!ec ye.se- hr,e•e ci.e :o excess-ve •'a" c r o• :toil g�.'ages Physical security: :)erc:es •re protec- ' : cr cf ci'C_its or ec:.iprrer• .rc.r ;;rys- I :ca na•^- or Ta :c o'_s trrougn protectior cy ce r•g _L.,�ec or cnys,ca!ly zrc;ec:ec fr•- —a ;c cus or acc:certa: deslr;,c:,er Public agency: Any agency :nat pro- v:aes a serlice :o :he : 4. c wre:rer `,re :Oise cr :spa:cn :^ese or re- ia:ed se^roes. Public Safety Answering Point (PSAP): _he ansher,rg _-,a:,or. of e ere rgercS. Reverse search: Tne a=.::. ;;mil a ca:a base `cr ir,`crr aticr h-e- :rw :e e- p'ore %r-roer is r-.: ava ace F,�r ex- a7p a use ccutc be it rs:a^:e, arere a $:reel intersection. is •etc~.e ; its an acCress arc; more lrfcr—, ,r . ; ce- sired Ring back tone: Tcre :o ,ne ca,le, „ coera:cr via .re ce^.ra r!! ce or carer rter!ace ..rcu - _ b.rg r rg- .rg c,-,,e^, c, f RC-..cre::c ? :e earcre Route diversity: ;"ac,rg cr•e or Tore .e eccrrr%rica::ors c:r4_ :s a ciffer- e~: geogra.-hic. e'ec:• ca cloncal or ratio parr from caner c :.:s in tree same system Selective routing: Tne c-c_ess of se- le;:iv.ty routing ar, erre•gercy :all to a scecif.c arsv.er,r•g cci (:;-, or nary) cased or :,e cr.g:na: rg !e.eNrcne rurrber or actress ca:a Silent call: A call wr.e=e :re arsrre•,ng agency toes riot ge: ary'esocrse `rare :ere ca':er ?otertia"y a _,ark cv or caller _ranle to speak (cecause of c^ekrrg, collapse, etc.) Switch hook status (also Hook switch status): Ind=cation of wnetner the orig- ;rating caller's telephcne rstrumert is on or off hook. Cften prcv cec by the central o!',ce as either a !wre or up.or.g polarity reversal to the PSAP Telecommunlcator: Pe•s:r. trained or employed in public safety-•e.ated serv- ices Typically, the operalcr that re- ce=ves ar emergency cat Uninterruptible Power Supply (UPS): A. supply of backup fiche• used to p•evert service due to a loss of cc-nmerciai electric sjppfy in r ► Typical central office applied features associated with Basic 911 systems Coin free dialing refers to the ability to pickup a coin -Operated IWUPMore set and dial 9-1-1 withcut first having to deposit a coin. This enables anyone to reach help in an emergency. wilr.r L,1 reeding to locate !ne charge required to puce the call (wherE ccin-free dialing is available) Called party control ,s the ability;o hcld a call up for tracing by te'ephone company personrel The PSAP holes a call for trace by relraming from hanging uo Cn the caller (i.e. keepirg the circuit open or placing ;t on hold). Emergency ringback is the ability !c ring Ine caller's telephone t:et once a call to a 911 PSAP has been established. The PSAP can ask the Cenral Office (v:a a flasn) to provide rirg;rg current to the caller's irstrument if the call has not yet been Jiscornecied through the CO. By cc;ng this the PSAP Can call a caller back to the phone to get additional information. Forced disconnect ,s the ability tar:r.e PSAP to disconnect frorn the caller if the fine is being intentionally held up. This a-kc•Ks them to take other calls it recessary Idle circuit tone application is wnen the CO places a tore on tre PSAP line during an attempt at call origination. it is usea to ne;ca!e to trio PSAP that ca!l orlginat:cn is denied on ircomirg emergency !roes. but that the integrity of the circuit is Still intact (through rececAcr of the aucinle Corfirmir{j tcre). Route diversity is accomplished zy oiac;rq a portion of circuit,, ;n separate facilities. Whether separated by physical or eiecincal routes, separation protects from losing an entire syslr.,m in the event of a cable or ewipment failure. Calling party switch hook status Indication is the prcvrskcn of a tone and/or tip/ring polarity reversal to the PSAP eporator or equipment to indicate that the caller has hung up. This:s convenient so that a PSAP can differentiate between a call hang-up. and a caller who ;s unable. or unwilling to sperlF". ► Typical central office applied features associated with Enhanced 911 systems Provisions of ANI is accomplished Dy sending she callers telephone number to the PSAP via out -pulsing of the caller's telephone digits on a TSPS or regular outgoing trunk Delve the voice path of the ca1 is set up, Special equipment is recessary at the PSAP to receive or "catch" the digits. Selective routing is capable of estabiisning the call to the PSAP for the caller's juristic:= automatically 11 a transfer is required to forward the call to a seccncar,/ answering pr,;rt (for etarnple, to reach the fire department when Ine prmary PSAP is to the police), the Call Can oe forwarcea atu!ema;,cally a! the touch of a but -In. Routing tables or mapping algorithms are used to indicate the crccer secondary PSAP rn wnich to direct the call Repeat of ANIIALI Information a!fcws a PSAP tc confirm the caiier's information ;f ,t was garbed in transmission to the PSAP. Night service routing is the provision of cor.cit,cral r;,�.;;rg arrangements, based on 'he time of day It is used to "fold down" lower-volurne PSAPs into larger ones so teat ccrscl;cancn of forces can occur. Plar.ring for oft -hours ccverage can be more economical. ► Typical features that are applied at the PSAP An Uninterruptible Power Supply (UPS) can be used to prevent dropped or lost calls when commercial power fails. Due to the nature of the service, many state commissions mandate that an emergency service bureau be protected from call loss due to power inlerrupucrts Automatic Cali Distribution is :ne process of spreading each ne•N tali over a group cf operators for more equitable tail nandling Each call is generally routed to the telecommunicatot which has been idle the longest. Call add on and conference features otten are prv:ded tr,rp;;yh the cus;cmer terminal ecuipment. If the app+;cation of a flash is used to signal special features at the CO (i.e. an emergency ringback request), it cannot be used to ask for a different feature at the PSAP, Computer Aided Dispatch (CAI)) systems are custorer based computer systems io aid in the dispatch ar,c *.racking cf emergency personnel. ANI and ALI systems gereraJy provide information to the CAD system ;n otter to aid in c;spatcn operations and to assist in producing call v^lume and eispatch reports. Provision of Automatic Location Information (AU) can be accomplished through customer -based data lockup equipment from an ALI data base, which will provide the icca::cr, of the callers focation. End user vertfication of ANI/ALI is the process wnere the PSAP may verify the actress and localicn information of residents in their jurisdiction. Audit or correcticn rout:res may be prcv:ded to alter either the telephone company or customer data bases. Ringback tone is the audible signal that a caller hears to indicate that a telephone instrument is ringing at the other end of the circuit. When customer equipment becomes par, of the trurtking network, the need to provide this tone from the PSAP equipment. instead of from the telephone office, can occur. ■ tures are chosen and engineered into the system. Due to the special nature of the serv- ice. each 911 system tends to have its o%n character and feature comb�na- tion, based on the communities served and PSAP dispatch procedures. The vast number of suppliers of 911 systems and components also breeds complex- ity into the overall system. adding a myriad of choices to the design param- curs. However. each individual system is only a pan or the whole. Where 911 is available. cmcrgency help is only a phone call a%% -ay. It is a simple system to use, because that is the intent of its design. ■ T-+u it, ilht} ra dral a-ai a taller in a penis nt4wi-on u rwieal to:he r,frc-ne wrr.::ion :t 911 Mn f, paramrdus dupctch ambulances to roponse to 911 r'r, run calls W c peal operat:ora ren:rr in San Francura Information (ALI). end user verifica- tion (if ANI!ALI, and provision of t-mgl,ack tone to caller. These are merely examples of where a t%pical feature could be applied, and not the only way to accomplish the feature. For example, selective routing of calls could be done in a switch at the PSAP A reason to do this could be to separate a large trunk group into traf- fic going to several zones placed at a common location in order to minimize nct%orking costs. ► Call handling Trained telecommunicators are re• quired to answer the calls. The ability to deal with a caller in a panic situation. and to question the caller for informa- uor, crucial to the emergency. is critical to the effective operation of the system. Dealing with panic situations on a r.carly routine basis, and relaying the Information crucial to the emergency operation in an accurate ar_d profes- sional manner. is a very stressful oc- cupation, taking a skill and expertise r,ot found in the a%crage person. Often a caller has to be calmed down in order to provide any useful informa- tion of the situation, taking valuable seconds away from response time. When a tail is routed to a PSAP that does not have jurisdiction over the sit- uancin, requiring a transfer. more time 1 is lost. There are just a £cw reasons why the trained telecommunicat❑r is such a valuable part of the overall system, and how additional call information (i.e. the originating telephone number or ad- dress) can sa%c time and lives. ► Necessary equipment The 911 industry has always used and developed highly specialized equip- ment to provide the necessary service. Everything from central office line and trunk appearances, to specialized key equipment. routing systems. and so- phisticated data bases, have been used. Basic systems are typically comprised of a group of CO lines, feeding termi- nal equipment, used to answer the in- coming calls at the PSAR This can be seen in Figure 1. (Route A). As features are added to the system. the CO tends to migrate toward placing the calls on trunks instead of lines. while more complex customer premise equipment is used to retrieve the infor- mation provided by the trunks. Provi- sion of A\ I to a PSAP can be consid- ered an enhanced feature, and can be seen by following Route B. As each system is further enhanced, data base computers are used to pro- vide selective routing information. ANI, and call location information (ALI). This can be seen as using a tandem trunk (Route C) to a telephone company tandem or to a customer's switch, which selectively routes the in- coming call to any one of several outgo- ing routes (Routes D, or E). The specific selective routing switch must be capable of taking instructions from the computers or routing tables in the selective routing system. As the community changes, it is important to maintain current information on the address and telephone numbers of the residents. Data terminal equipment at the PSAP is used to retrieve the infor- mation and to display it to the appro- priate answering telecommunicator. The required data systems don't have to be any larger than a personal com- puter to store and retrieve the informa- tion related to each potential caller in the community. Yet, main frame sys- tems arc not uncommon when complex algorithms are used to assign a tele- phone owner to a particular PSAR and data is being stored for many commu- nities or even entire states. Similarly. a PSAP can vary in range from just a few simple POTS lines to a huge room of answering positions served by an ACD. ► Conclusion A 911 system can be provided just by opening the 911 code in a central office, and routing all 911 calls to a single Public Safety Answering Point (PSAPj Complexity increases as additional fea- �. - •. _. C✓,',t't:, i}� aRai�(+.1•J; f, ,may •�1.:.+ ..•,�.�l'�: •• ., _ y W. ThAl r` ill � �: ' y�� �;�� ',•� �%•4 �;�r.�.,��� k, - i Vt It �', 'f` �rj! - "' '♦♦5�1, 1 i� TF 1 �ja A � �if:i .F r 1 .� `- .,. , W 41 .•pl�.L �i� Y •'.t ,� y�t8'3 �•, is l'f ,F. 'j,�:'i r.,+,+,,t � 1" i" � •� � � all-� •r li'r�t ,i� 1 ail `br X oo h,', j t,Q 11�,'•i' t�;}'�f:�4i.t�.: r ylj .+. A.k�}e y, a©,'� r ��•� �� • , � � •. ! t• : 1, r 1 y, �+ � •{� r 77 Ji + O •' ^t to. Syr .' �' - h f�. i , � � �•��.� V1 � KKK � ,, _ � �!J ',r, I:'+7.:�,,T• •r�lyF F -' T[ Ri U La Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: MINUTES EMERGENCY TELEPHONE SYSTEMS BOARD March 5, 1991 Fire Chief Raymond Brooks, Police Chief: Ernest Jacobi, Police Commander: Vern Larson, Alderman Ann Rainey, Alderman Margaret Wold, Charles E. Seiler Alderman Margaret Wold', Emergency Services and Disaster Coordinator Max Rubin, Patrick Casey Alderman Ann Rainey, Chairman The meeting was called to order at 7:32 p.m. The minutes of January 31, 1991 were approved without comment or change. Chairman Rainey introduced Richard Marcheschi and Mike Collens of the consulting firm of Monahan and Associates. Alderman Rainey explained that the City of Evanston is in the same positions as other communities who have passed a enhanced 9-1-1 referendum . The board is attempting to decide if a consultant should be hired to assist in the installation and definition of the E 9-1-1 program and scope of Police and Eire communications. Mr. Marcheschi proceeded to give a general background of Monahan and Associates and the areas in which they have specialized. Monahan and Associates has not done a large amount of work in the enhanced 9-1-1 area but has done a large amount of work for a number of municipalities. Mr. Marcheschi outlined a number of areas that a consultant could be an advantage to the implementation of E 9-1-1 service, The City could choose to work directly with Illinois Bell or Ameritech and still be safe. Is it a good decision to use a consultant.? It depends on your point of view. A consultant provides objectivity on the decision making process. Will Illinois Bell or Ameritech bring in the highest level of technology and will the City get the best price? A consultant will be able to step back and review the large numbers of options and evaluate the pricing of the equipment and the needs of the City. A large consulting firm in such as Monahan and Associate's purchase 60 million dollars in equipment a year and can obtain a better price on the equipment than the City of Evanston due to the fact that they make equipment purchases for clients on a regular basis and are given a deeper discount or are in a better position to negotiate pricing and financing terms. There are a number of vendors beside Ameritech that offers equipment. Companies such as GTE, Motorola,and Contel all offer 9-1-1 communication equipment. These companies are all reputable and should be considered. Ameritech however does not manufacture its own equipment but is only a vendor. A consultant would prepare a RFP as an Informational document that is not slanted toward one product or service. This type of document would be used to gather information regarding the products that are on the market and available today. A consultant brings to the process experience that may not be available and determines the need of the project and evaluate the wish list of the organization. A consultant also acts as a intermediary between the organization and the vendor to assist in problem solving and any changes that may occur during the planning and Installation process. A consultant will also standardize the bidding so that the price quotations received are on like equipment and services, in other words having all vendors bid the same, apples to apples. This allows the bids to be analyzed on the same level. The Board would not have to attempt to wade through a number of different specifications and technologies. A consultant should also negotiate contractual agreements such as service plans, maintenance response time, and training of personnel. Kr. Seiler stated that after the tour of the police communications room that the decisions are far more complicated than just purchasing equipment. The task is more comprehensive and that the overall goal is to have a modern integrated system. The Board should be sure that we retain the best possible support. Chief Jacobi agreed that an integrated approach is the way to go that the response is as important as the reception of the call. Alderman Rainey asked the Police and Fire Chief to express their feelings toward a consultant verses the representative from Ameritech. Chief Brooks stated that a primary concern was cost and that personally or professionally he does not object to the use of a consultant. The one thing that he would like to know since there are many communities already using E-9-1-1 and have developed specifications what more would a consultant do for Evanston. Chief Brooks also felt that a consultant could serve as c safety valve, that since the large expenditure is involved a consultant could get a better price.. Chief Brooks would like a consultant to meet with him and listen to his ideas and needs and to communicate back what options are available. Chief Jacobi stated that with a consultant it is likely that you will pay less for equipment but in the end the savings will be used to pay the consulting bill. The Advantage of a consultant is that the City could really investigate the integrated approach. The trend in the Police and Fire fields is a shift away from consultants due to the fact that there has been an increase in experience in the installation of a-9-1-1 and that departments can draw off one another for information and specifications. In fact there seems to be a set of generic specifications that can be used by most municipalities to fit the needs of E-9-1-1. Commander Larson added that the board should determine the extend of what is to be done. If the hardware is the only issue maybe a consultant is not needed. However, if the scope is larger, such as a CAD system, integration of the PINS terminals and the complete communications picture a consultant may be necessary. Hr Harcheschi outlined the process of what a consultant would do. The first step would be the preparation of a needs analysis . This is accomplished by interviewing staff and board members to determine needs and discuss Ideas Including a wish list. The specifications are written after the analysis and sum:aation of facts. Specifications spell out in great detail to the - vendors what is required and the range of responso in the bid documents. The responses are then reviewed extensively and any questionable points are clarified. The review is completed, a report is presented to the board with recommendations. Once a vendor is selected, contract negotiations are begun. Following the contract execution, an implvmontation plan is drafted and assignments are made. Weekly meeting are held with the contractor and staff to review the status of installation. Following installation an audit is preformed to insure proper installation and that the appropriate charges are assessed. Is the cost of a consultant worth the return? In general Monahan and associates save their clients 1 1/2 to 3 times the amount of the fee charged. The Board moved on to review the list of priorities completed by Chief Jacobi and Chief Brooks. The priorities are not In need order but year order. The first priority is the reimbursement to the general fund for the referendum cost. The second is the expense for tho MSAG mapping. The third need is to address the need for additional personnel In the communications center. This would add a civilian operator position to assist in dispatch. Radio purchases that were deferred from the prior year due to lack of funding in the prior fiscal year. Radio consoles are in need of replacement and an addition of a CAD System in light of the upcoming expiration of a contract with ADT. ADT provide the City with equipment in exchange for the franchise alarm permits. It is the intent of the Police Chief to renegotiate the agreement to have ADT to pick up a substantial portion or E-9-1-1 equipment cost. The second year includes consoles, the addition of a communications operator, fire radios and fire communications services and radio frequency enhancements. Alderman Rainey asked if the communications operator position is needed immediately or before the installation of E-9-1-1. Chief Jacobi stated that the position is needed immediately, a great deal of overtime is spent to fill in at the communications center. Alderman Rainey suggested that a proposal for a new operator be presented to the Board at the next meeting so that it can be voted upon and forwarded to the City Council. The repayment to the general fund for the referendum cost needs to be addressed as soon as the Emergency Telephone Systems Fund begins to receive payments from Illinois Bell. The MSAG mapping costs are basically salary costs incurred by the Police Department and will have to be billed by the City to the Board for reimbursement. The request for Police Department radios would be for Motorola Radios and subsequently a sole source bid. This document should be prepared for the boards review at the meeting of March 21, 1991. Discussion turned to the availability of a new frequency for Police and Fire _ Departments. Currently the City has a pending application with the F.C.0 for a new frequency. In addition the City has an oral agreement with Dupage County to attempt to use a frequency currently used by them as a secondary channel . In fact the City would be piggy backing on the Dupage County Channel. The new radios purchased would be able to operate on any new frequency made available. The City would stay with Motorola Radios as they are the best in the industry and all the current radios used by the City are manufactured by Motorola. 1 Item number 11 on the priority list referred to the need for a consultant or a review of Police and Fire communications. This is particularly important in the Fire communications. Alderman Rainey requested additional information be prepared for the next meeting to outline and define what the needs really are and why a consultant should be used. It was the boards intent to receive the communications prior to the meeting so that they can prepare questions and receive clarifications. The Board also mentioned that the decision regarding the use of a consultant should come soon. Tile committee will continue to discuss this decision at the Meeting of March 21, 1991. Item 16 is the purchase of mobile data terminals. Currently the City has four mobile data terminals in squad cars. The advantage of these terminals is that it is a back up for dispatch services and it increases the amount of work done by the officer. The officer can run license plates, check criminal histories, find out if a vehicle is stolen without having to call in to the dispatch center which in effect keeps the channel clear for other calls. Each terminal costs approximately $6,000, Motorola also manufactures these terminals. Alderman Rainey requested additional information on these terminals and perhaps a draft purchase request for additional terminals. ` Mr. Seiler motioned to approve the MSAG mapping begin and that the funds necessary be spent. Seconded by Chief Brooks. No further discussion the board voted 5--0 in favor of the motion. The board continued discussion on the sample contract from Illinois Bell. The contract is to be reviewed by the City of Evanston Legal Department before signing. The signing of the contract is done by the Chairman of Illinois Bell and the law department will inform the board on who needs to sign on behalf of the City. The contract cost will be approximately $200.000 for the installation of the E-9-1-1 lines and that the board will enter into a month by month contract for the maintenance costs. The monthly maintenance cost are currently set at $7500 per month. No payments to Illinois Bell are necessary until the date of the cutover. Police Chief Jacobi motioned to approve a contract with Illinois Bell, seconded by Commander Larson. Being no further discussion the Board voted 5-0 to approve the contract. The effective date would be upon the signing of the contract. The board having no further discussion voted to adjourn. Meeting was adjourned at 8:57 p.m,. MINUTES EMERGENCY TELEPHONE SYSTEMS BOARD March 21, 1991 Members Present: Fire Chief Raymond Brooks, Police Commander: Vern Larson, Alderman Ann Rainey, Alderman Margaret Wold, Max Rubin: Emergency Services and Disaster Agency Coordinator, Charles E. Seiler Members Absent: Police Chief Jacobi Staff Present: Patrick Casey Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: The meeting was called to order at 7:31 p.m. The Board voted to accept the minutes of the March 5, 1991 with a change that removed Alderman Wold's name from the list of members present. The Board responding to a question posed by Mr. Seiler and Mr. Rubin reviewed the detail involved with the MSAG mapping process. The process should not take a long time and the cost should be minimal. The Village of Skokie had four police offers working for three days to complete their MSAG. If an outside firm was hired to complete the MSAG it may cost up to $30.000. Evanston is landlocked and its telephone prefixes are constant. Chief Brooks added that the Fire Department could assist in the MSAG mapping. Commander Larson also stated that light duty officers could be used for the mapping. The first step after the signing of the contract would be the MSAG mapping. The board reviewed the communication regarding the addition of one communications operator. The additional operator salary and benefits would be paid from the E-9-1-1 surcharge fees. Alderman Wold suggested that the cost breakdown make more pronounced the saving that will result from less hireback time. Mr. Seiler requested a definition of hireback. Commander Larson explained that hireback was the process used when an operator called in sick or was on vacation. The City, in order to maintain the minimum amount of personnel required has an operator work a double shift or call in an operator to fill a vacant spot. This cost the City time and one half or double time depending on the circumstances. Alderman Rainey asked Commander Larson to speak about the ICC application in regards to the expenditures of money. Commander Larson suggested that it might be a good idea to begin the application process. Commander Larson stated in the ICC review process consideration is given to the expenditures and the overall budget of the local 9--1-1 board. Alderman Rainey suggested that approval from the City Council be obtained for these expenditures and if a problem arises with the ICC the approved purchased could be reviewed if necessary, A motion was made by Alderman Wald that the E 9-1-1 board request approval to spend monies for the addition of a communications operator when the funds become available. Seconded by Chief Brooks. The Board voted 6-0 to approve this expenditure. The next item for discussion was the purchase of the additional police radios. Alderman Wold motioned for approval, Mr. Seiler seconded. Mr. Rubin inquired about the new radios and their frequencies, if they will be compatible with any upgrade in equipment the city may proceed with in the future. Commander Larson stated that they would be as they have a sixteen channel capacity. Being no further discussion the Board voted 6-0 to approve this expenditures. Mr. Seiler question if the City in the future hires a consultant would that consultant be in a better position to negotiate with Motorola regarding the cost of this equipment. Should the board wait to purchase the equipment if this is in fact a good possibility. Mr. Rubin and Commander Larson stated that the prices reflect a standard rate given to all governmental agencies. the City has been dealing with the same sales representative for many years who knows the City's needs and has been up front and honest with the City. By rotaining Motorola the service is better and parts are easily interchangeable. The City does not have to have four or five different servicemen come out to fix equipment, presently it only requires one serviceman and one trip to repair equipment. There being no further discussion the board voted 6-0 to approvo the purchase. The next item discussed was the purchase of the ALERTS mobile in car terminals. Alderman cold Moved that the purchase recommendations be accepted. Seconded by Commander Larson. Alderman Vold asked how many terminals would be needed if there was one terminal in each appropriate vehicle. Commander Larson states that approximately 55 t0 60 terminals would be needed. Mr. Seiler inquire that by having terminals in just ten vehicles how does that help? Commander Larson stated that every additional terminal helps to cut down on the radio communications and assists the officers in the field. Mr. Sealer asked how the current vehicles are assigned. Alderman Rainey also inquired about the amount of time these vehicles are used. Commander Larson responded that the current terminals were assigned by priority and that the vehicles in which they are installed are used 24 hours a day. Alderman Vold asked how portable these units are. in the event of an accident or mechanical breakdown can they be transferred. The units can be moved into other vehicles but not without a great deal of time and expense. A technician has to be called out for such a procedure. The vehicle, if in an accident or experiences a major mechanical breakdown is given priority for repair or replacement. Being no further discussion the Board voted 6-0 to authorize the purchase. Mr. Rubin presented the priorities for the emergency operations center and the equipment need to bring the center up to date. the center is located in the service center building and is self sufficient. The center can operate while all other power sources are non functional. The center has newly acquired antennas but the radio equipment is handed down police spares, public works radios and other assorted equipment begged and borrowed. The center, with the new equipment. would also house snow command which would allow communication With all snow trucks and equipment which is not presently possible. Alderman Wold motioned to to approve the purchase, seconded by Mr. Seiler. Alderman Wold commented that it makes sense that the emergency communications center should be somewhere other than the Police station and asked if the center could be used as a backup site for Police and Fire communications. Mr. Rubin responded that With the addition of this equipment that the center would be able to back up the communications of Police and Fire. The center also works because of the size of the building and the amount of room to house personnel and to feed workers in an emergency situation, Being no further discussion the Board voted 6-0 to approve the purchase of this equipment. The Board turned its attention to the use of a consultant for the implementation of the £-9-1-1 system. Alderman Rainey felt that the Police and Fire priorities were important to the discussion and decision of the use of a consultant. The consultant would be important to the analysis of how the City of Evanston communications system operates. This analysis in cooperation with the advise gained from Illinois Bell and lumeritech can avoid the expenditures of a large amount of money in the overall implementation of 9-1-1. Alderman Rainey continued and stated that she believed that an outside study is needed to review the present communications system and the needs for the future. Chief Brooks indicated that the priorities will be ready for the next meeting. In response to a question from Mr. Seiler Chief Brooks mentioned that the fire Department would like to upgrade or add software for hazardous material location and handling. The City of Evanston is receiving a large amount of information regarding this area but is unable at the current time to use it effectively. The Fire department would also like to locate each fire hydrant and its size, specific information on building sites and floor plans, and emergency situations at specific addresses. The Illinois Bell contract was discussed briefly. The Resolution authorizing the signing of the contract is scheduled to go before City Council on Monday March 25, 1991. Being no further discussion the board vote to adjourn. - F,19 L- - lrGt2_�.� .ter•. � ji ..�..�.� �-.,r,...�.<�:— __ - - __ -- --- -- - �---- ---��-c'.r'� ._ - - -,Tc r,�,�_ . .//yr�L %'rrarG CcInA - �nc7rOGl;APMY a :C�vl.,a?C3. r ra�.Cr�TI�e"lj ,TitOmAs /`?Cadet Fee FC>1 12,4ay ;)CSrA� ELrrY� tw.rA. r0NG�_ ia~„��_ • �Ac� Arm _ . I i T�ArcL_ ��tP[r�SE: fFrvE PrcaLEJ 1 r j , Tor/44-..EAPr"c.rLjgzs GvF_nrs�$LLGG10 .._._. _' __-' -: ---- '--_,,,•-- g yam* • 1( i � REVENUES VS EiFENDITURES EMERGENCY TELEPHONE SYSTEMS BOARD Surcharp Revenues „WDVed Exoenoitures narch 1991 $27,391.61 Referrendui Costa $20,933.73 Cossunications ODerator 137,791.00 Alerts Tersinal 132,340.00 Radios and Accessories S16.230.80 Radios ESDA 16,140.00 TOTAL f27,381.b1 5113.�l�S.53 Actual Exoenditure $0.00 F r I • MINUTES EMERGENCY TELEPHONE SYSTEMS BOARD May 23, 1991 Members Present: Acting Fire Chief Phillip Burns, Police Commander: Vern Larson, Alderman Ann Rainey, Max Rubin: Emergency Services and Disaster Agency Coordinator. Members Absent: Police Chief Jacobi. Alderman Cheryl Wollin, Charles Seiler Staff Present: Patrick Casey Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: The meeting was tailed to order at 7:40 p.m. The Board voted to accept the minutes of the March 21, 1991 without changes. Alderman Rainey suggested at this time that the agenda item regarding the consultant be held until the full committee was present. The board reviewed the cost associated with the passage of the referendum . The total cost of the referendum was 5 20,953.73. Commander Larson motioned to refund the General fund for the cost of the referendum. Seconded by Mr. Rubin. Motion passed 4-0. The committee began discussion regarding the PBX and Central Office Users. Mr Rubin expressed his concern regarding the billing of City phone numbers that show charges for E-9-1-1 service and then refunds for the same service. Is Illinois Bell properly charging accounts? The committee expressed interest in having Mr. Miller of Illinois Bell address this issue. The committee also wishes to obtain a list of all phone numbers that are not being charged the E 9-1-1 surcharge. Mr. Rubin explained in detail the Civic Center and police phone system in an attempt to explain the charges on PBX and Central Office systems. Acting Chief Burns also pointed out that the Central Office and PBX systems such as Northwestern pose a response problem for Police and Fire protection. Currently, Northwestern faculty and student 9-1-1 calls are routed through the Public Safety Office and not the City of Evanston dispatch center. Alderman Rainey requested that we request Mr. Miller for an approximate charge for Northwestern. Commander Larson will contact Northwestern for more information regarding there 9-1-1 service. Commander Larson reviewed the ICC application process. The ICC requires that the City have a tentative application submitted one year before the cutover occurs. The final application must be on file six months before cutover. Commander Larson believed that the tentative application will be ready in time for the meeting in August. The anticipated date of the cutover to enhanced 9-1-1 is September 1992. The committee reviewed the current approved expenditures and revenues received. The approved expenditures are close to the preliminary list submitted by the Police and Fire Department. Alderman Rainey requested Acting Chief Burns to review the Fire Department needs and determin if Chief Brooks list was complete. Acting Chief Burns stated that he will review the list and submit a revised list and rank the priorities. Being no further business the counittee adjourned at 8:50 p.m. MINUTES EMERGENCY TELEPHONE SYSTEMS BOARD .tune 20, 1991 Members Present: Alderman Ann Rainey, Acting Fire Chief Philip Burns, Police Commander: Vern Larson, Max Rubin: Emergency Services and Disaster Agency Coordinator, Charles Seiler Members Absent: Police Chief Jacobi, Alderman Cheryl Woilin, Staff Present: Patrick Casey Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: The meeting was called to order at 7:35 p.m. The Board voted to accept the minutes of the March 21, 1991. Alderman Rainey introduced Bob Miller of Illinois Bell. Mr Miller explained how northwestern University is currently charged under the E 9-1-1 surcharge structure. Northwestern has between 200 and 250 lines that are currently charged for E 9-1-1 service, which translates into a monthly fee of $ 150 to S 200. Northwestern has its own PBX (Private Branch Exchange) system, there are approximately 2300 Direct Inward Dial (DID) numbers which are not billed, only the trucks that carry these lines are billed. Mr. Rubin asked if a call comes in from Northwestern to the City communications center what location will appear? The location reflected is the location of that trunk line and may not necessarily reflect the actual location of the call. Mr• Seiler arrived at this time. Commander Larson reported on the 9-9-1-1 system and procedures used at Northwestern University. When a student or faculty member uses a university phone to report an emergency the call is directed to the Northwestern Public Safety Office. When the Public Safety Office receives a 9-1-1 call the only information indicated is the extension number of the caller, there is no immediate indication of the location of the call. Public Safety screens the calls and decides weather to pass the call on to the City or dispatch a public safety vehicle. It is common procedure to dispatch a public safety vehicle first to check if an emergency does exist. It is assumed that a master list of extension numbers are kept to cross reference when a call is received. If a student calls 9-9-1-1 and then passes out the public safety office would have to cross reference with a manual list. The public safety office would decide if the call should be sent to the City dispatch center or have a Northwestern Public Safety vehicle respond. This could cause a life threatening delay in response time in the case of fire and ambulance requests. The Northwestern system is programmed to have all 9-9-1-1 calls routed to the public safety office and not to the outside network. Mr Biller questioned if the ICC allows the University to stop these tails under the basic 9-1-1 agreement. However, Evanston began to operate its basic 9-1-1 service prior to the requirement to file a plan with the ICC. Mr. Miller believed that the 9.1-1 number belongs to the public and the ICC may not allow the University to block the 9-1-1 access. It was suggested that the City contact the ICC regarding northwestern authority to operate a 9-1..1 systems and what the City of Evanston responsibilities are in this area. fir. Miller reminded the Board that the responsibilities under the 9-1-1 regulations only require service to be provided to the 200 to 250 lines that Northwestern pays the surcharge for. If additional service is requested or needed it is an entirely separate matter and open to discussion between the parties. All fire alarms pulled in campus buildings are routed through the public safety office and the decision is made if the alarm is to sent through to the City dispatch system. It was agreed that after contacting the ICC that the City or the 9-1-1 Board should contact northwestern to advise them of the positive potential of E 9-1-1. Alderman Rainey asked if Northwestern agreed to have all of their extensions in the E 9-1-1 system how this would effect the MSAG mapping. The MSAG mapping would not be effected since it only includes address ranges. However, the information from northwestern would have to be programmed into the CAD software purchased by the City. Many other institutions and buildings in Evanston are going to have systems and problems similar to northwestern. Buildings such as Rotary, Washington National, Presbryterian Home, Evanston Hospital and St Francis are all in similar situations. Alderman Rainey moved on to ask Mr. Miller about the use of a consultant for equipment purchase and overall communication with in the Police and Fire Departments. Mr Miller stated that the decision is ultimately up to the Board. The decision in regards to equipment purchase is not that complicated. There are limited number of vendors in this field with a limited number of alternatives. A consultant for equipment would probably not be needed. A communications consultant for a system wide review is a different matter. If _ the Board feels comfortable with the decision in this area then by all means they should go ahead. However, if there is the feeling that the City or the Board does not have the expertise or tire needed to implement such a project then a consultant should be considered. The current trend in E 9-1-1 installations is that municipalities are hiring project managers. A consultant in most cases just provides an opinion, a project manager will determine needs, the equipment needed and guide the installation of the entire system. Other municipalities have approached a 9-1.1 installation differently. Schaumburg installed its 9-1-1 system on its own. Skokie hired a consultant to guide the installation process along. Mr. Rubin stated that he is comfortable purchasing the basis equipment without a consultant. The equipment is a simple purchase item, either it will work or it will not. The problem begins when the Board begins to look at more sophisticated equipment. How it will interface, what dispatch equipment is needed, which recorders should be purchased, the radios used in the communications systems are more technical in nature and need a more intensive study. If the board decides to purchase equipment on its own who would put the equipment specifications together. It was suggested in the past that we borrow other specification from those municipalities who have completed this part of the process. Alderman Rainey also suggested that equipment vendors may help us in this area. Commander Larson added that Motorola has a display center that could be of help. Mr. Rubin suggested that the Board begin to shop to see what Is out there and if we get overwhelmed then fall back to a consultant. If we start now the Board will have enough time to evaluate what is out there. The Village of Skokie is about a year ahead of us and we can look over their shoulder to monitor progress and avoid similar mistakes. Mr Miller explained that he could continue his assistance on the MSAG map which is due for a September delivery and the ICC. application. He also would assist In identifying communities that have equipment that you may be interested in viewing. Mr Miller also suggest joining NENA the National Emergency Number Association. NENA's goal is to have the nation under one emergency number. The National conference is held in Decatur each October. Acting Chief Burns requested that he present the FIre Department report at the next meeting. Based on the information left from the prior Chief Mr. Burns felt he needed more time to study the needs and report back to the Board. Chief Burns stated that many of the Fire Department's needs reflect the same as the Police. Equipment such as mobile data terminals and portable fax machines. The committee at its next meeting will continue discussion on the Fire Department needs assessment, an update of the E 9-1-1 finances and a report regarding the ICC and Northwestern University 9-1-1 system. Being no further discussion the meeting adjourned at 9:45 p.m. • MINUTES EMERGENCY TELEPHONE SYSTEMS BOARD July 18, 1991 Members Present: Alderman Ann Rainey, Alderman Cheryl 4lollin, Max Rubin: Emergency Services and Disaster Agency Coordinator, Police Chief Jacobi, Division Chief David Franzen, Fire Department. Members Absent: Acting Fire Chief Philip Burns, Police Commander: Vern Larson, Charles Seiler Staff Present: Patrick Casey Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: The meeting was called to order at 7:45 p.m. The Board voted to accept the minutes of the June 20, 1991. Alderman Rainey reviewed the assessment of the Fire Department needs and suggested that the matter be held over until the hiring of the new Fire Chief. The board agreed to hold the report and review it at a later date. The Board began discussion regarding the 9-1-1 system presently in operation at Northwestern University. Staff reviewed the conversation with the Illinois State Commerce Commission regarding 9-1-1 systems. Staff contacted Mr.John Greenan and inquired about the regulations regarding private institutions operating a 9-1-1 system. Mr Greenan stated that any institution, public or private, wishing to operate a 9-1-1 system would have to have operating authority from the ICC. In order to operate a 9-1-1 system a municipality or institution must meet the requirements contained in the 9-1-1 legislation and contained in 83 Administrative Code Part 25, Standards of Service Applicable TO 9-1-1 Emergency Systems. Requirements under this legislation include items such as police, fire and emergency medical service, mutual aid pacts, and call handling agreements. In addition, the municipality or Institution must file with the ICC tentitive and final plans before an order to operate is granted. Mr. Greenan stated that to his knowledge Northewestern University has not been granted operating authority. Northwestern University by blocking 9-1-1 call and routing them to the public safety office is in offect operating a 9-1-1 system. Staff recommended that the City send a letter to the ICC requesting clarification of this matter and request guidance on how to proceed. The board reviewed the Northwestern telephone system, how the trunk lines operated and the enormous problem that may arise if the University was to be required to install equipment that would give the location of each telephone on campus. Alderman Rainey urged caution this matter, that it not be construed as a another way to get Northwestern, but as the public safety issue that it really Is. The board question if the ICC would now issue a stop order to Northwestern and asked who would be the enforcement body in this area. Staff responded that the ICC would be the governing body but the City did not ask the ICC to take any action at this time. Police Chief Jacobi stated that he believed that the Public Safety Office at Northwestern received about 25,000 calls per year. Chief Franzen stated that the Public Safety Office screens many calls before calling the City emergency dispatch number. Mr. Rubin stated that the City has a few options; the City could annex the public safety desk as a remote dispatch center, ask for a waiver from the ICC, or exclude northwestern from the E9-1-1 system. Alderman Rainey believed that the city at some point and maybe in the immediate future the City or the Board will have to approach Northwestern and begin discussion to resolve this matter. It was decided that a letter should be drafted to the ICC describing the situation that currently exists with Northwestern. Request the ICC give guidance on how the ESTB should proceed. The letter should include a description of the the institution, mention the current system and mention the concern of the Board for the safety of the students. Finally the Board will request that a Meeting be arranged with Mr. Greenhan. The final agenda item was a review of the surcharge receipts for the month of may 1991. The receipts totaled $33,155.98 for 46,023 network connections. Being no further business the meeting was adjourned at 8:30 p.m. MINUTES EMERGENCY TELEPHONE SYSTEMS BOARD September 19, 1991 Members Present: Alderman Ann Rainey, Alderman Cheryl Wollin, Max Rubin: Emergency Services and Disaster Agency Coordinator, Acting Chief David Franzen, Fire Department, Police Commander: Vern Larson, Charles Seiler Members Absent: Police Chief Jacobi. Staff Present: Patrick Casey Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: The meeting was called to order at 7:35 p.m. The Board voted to accept the minutes of the July 18, 1991. The Board began discussion on the I992-93 E 9-1-1 budget. Staff reviewed the original request for equipment and the time table for purchase. Under the current plan expenditures would exceed projected revenue by S 465,436 in fiscal year 92-93. Commander Larson stated that the cost for radio consoles should be $240,00 based on the Village of Skokie's recent purchase of this type of equipment. In addition the ANI and ALI equipment price would decrease to $120,000. Alderman Rainey inquired about the communications operator in the 1991-92 budget. Since the hiring will not occur until November the expense can be reduced to $12,597. AIderman Rainey requested an explanation of the annual maintenance expense line for 1992-93. This item was estimated at $45,000 based on a service beginning in September of 1992. Commander Larson clarified that service will not begin until December of 1992. This item was reduce to $22,500 to reflect the three month period. The Board reviewed the five year budget options that includes an option to lease purchase the equipment necessary to operate an E 9-1-1 system. The lease purchase agreement would allow the installation of equipment without having to incur a large debt. Mr. Seiler question if there were other methods of finance that the Board could use. Staff responded that the City could issue general obligation bonds, tax anticipation notes, revenue bonds or enter into a lease purchase agreement with the equipment supplier or a lending institutions . Mr. Seiler asked if the time table under consideration can be delayed. If some of the items included in this plan can be pushed back until the City has obtained 1 enough money from the surcharge to cover all the expenses. Can the radio console or ANI and ALI equipment be purchased when the money is available instead of spending the money upfront and incurring the additional financing costs. Staff expressed the need for a comprehensive program of installation of the E9-1-1 system so that the community will have the best service possible. If equipment installation is delayed the service ability, responding to calls, knowledge of dangerous situation may not be at the level it should be. The Board has the responsibility to the voters who approved the E9-1-1 system to provide it in the most efficient and timely manner. The Board may risk public outcry if the money collected is not being put to good use immediately. Mr. Rubin question if the delivery of E9-1-1 capability by Illinois Bell requires the use of the system, Can the City have the wires for E9-1-1 installed and then delay the start up of the system until the equipment is purchased? Does the delivery of the E9-1-1 wires to the City mandate installation or cutover to the new system? Alderman Rainey stated that she believed the Board is charged with delivering E9-1-1 at the earliest possible moment at the best possible price, that it may not be wise to delay the installation of this system so as to be able to pay cash. The Board returned to the five year leasing program. Preliminary estimates on a five year lease program show that the radio consoles would cost $56,712 per year, the computer aided dispatch system would cost $100,972 per year and the Atli and ALI equipment would cost $28,356 per year. Commander Larson stated that a preliminary interest rate quote for the CAD system was 10% and the Motorola ANI and ALI equipment lease rate was 8.75%. Alderman Rainey suggested that the board may use tax anticipation notes. Staff indicated that it would be a good idea to involve the Finance Director in this discussion and obtain quotes from local banks and other sources. Alderman Rainey asked if staff salaries should be included in the 1992-93 budget. A portion of staff salary, health insurance and life insurance would be paid to the General Fund on an annual basis. The Board agreed that a portion or the staff salary and benefits will be charged to the ETSB budget. The Board began discussion on joining the National Emergency Number Association (NENA). It was the Board's consensus that this organization would be a benefit to the City and to the ESTB. Since the membership fee is only S60 it would only make sense to join this group. The board discussed the upcoming NENA Conference scheduled for October 28th - 30th in Decatur, Illinois. It would be an advantage to the members of the board to attend this conference and appropriate work sessions. In addition it would give board members a chance to view equipment and talk to vendors and representatives of many different suppliers. Those members interested in attending the conference should contact staff regarding registration and reservation. The board began discussion regarding PBX users. There still remains a question regarding the larger institutions on what happens if 9-1-1 is dialed. Does the call go to an internal security office or to the Evanston Cormnmunications Center. It was agreed that staff should attempt to discover if 9-1-1 is being held at the larger institutions or are directed to the Evanston Dispatch Center. Mr. Seiler asked how other communities handle large users. If the staff could find out what is done for PBX users in these communities. Being no further business the Board voted to adjourn. '; • 5urtlnrae hNnies l991 IWO April may June July Auoust fark ;F%V+ S VS EIKMIRFiS E�r6VEY 1€)r7- tM Sf5iEmS B6;nD ;IramQ EJIw4iturvs $71,21.61 hftrr gxkm Costs 120,953.73 145,035.54 IS3,155.99 COMMICAtlms Owitor W,191.00 933.223.35 s29.60.90 Alefts lenlrul 132.34-1.00 f3A.9V9.96 kidsv5 and kcrssorles s1e.2SU.9i KAits MA s6.140.00 5197„61.24 s113.455.53 I M1NUTXS EMHHGKNCY THWHONh SYSTEMS HOARD October 17. 1991 Members 'resent: Alderman Ann Hainey. Alderman Cheryl Wollin. Police Chief Jacobi. Police Commander Larson. KSDA Coordinator Max Rubin. Members Absent: Acting Eire Chief Franzen. Charles Seiler Staff Present: Hobert Shonk. Finance Director: Patrick Casey. Vrrsidina Ufficial: Alderman Ann Rainey Summary of Action: Fhe meeting was called to order at 'l:? p.m. The board voted to accept the minutes of the 6eptember 19. 1991 mrFtinu. Alderman Wollin requestea a clarification of the monthly maintenance expense. 6tatl claritiod that the monthly expense would be S7500. Tho annual maintenance lee would total W O . i YO . Alderman Kiney introauctd Hobert 6honk. Finance Director to discuss the financing of purchases deemed necessary by the board. Mr. Shonk stated that he had been apprised that the total amount estimated to be financed at this point :could be $730.000. hr. $honk reviewed too financing options available to the Board and suggested that the most economical would be for the pity to issue bonds though the Debt Service Fund. The issuing of City bonds would also be the most efficient way to administer this debt. Alderman Rainey asked it the City was at its bonding capacity or will be in May when the bonds are sold. Mr. Shonk indicated that the budget policy only applies to the general fund bonds ano than: bonds for other funds can be said. Tn e monies raised through bonds have to be spent within two years or Federal Tax regulation start to Penalize the bond seller. If bonds are sold the first payment will not be paid until late 1993. The bond will by abated over a five year period. The F-9-1-1 fund is a separate fund and all monies received from interest will be added to the cash balance of the fund. Alderman hainev recutsted it possible that the annual debt service fee he ar-rented to the Board at its nest meeting. "i'hr board reviewers the spreadsheet figures. The M5AG cost dirt not cast the Wtv any money. light duty ortictrs were used for this assianments. The M."A(J :napping wil *, presented twain in the Urina for another review by the City. The Klice Iropuenav monies Is t=ratted for a new bust ststion any- reneaters. A now rigor-: for this item Will. ht Provided for The next meetinc Piro radian and radio enhancements are to new portable radios which ere to short snpuly and tor basf: sraTlons a`Jthe fire r tstiOns Lad mcbii! data terminal, in the command vehicles. a . Vatt support line item is included to reimburse the General hand for costs incurred by the Mr, Casev who currently Staffs the Board. 'Chi: new cc,r4munlcanions operator at entry level cost $35 , 681 which inrlud:s -- ,tiarv. n-�:nsion. insurance and a clothing allowance. Police radios n ea to Qe rerlaced as the current radios :are Iai11nR' and can not, be repaired. Alderman K.ainev asked it this was an acceptably: expenditure and it it can be included in the !j-1-1 budget. :=toff wiil request an opinion from the legal department regardina this issue. Staff had a question rtw5rdina the r.Onivatl^n item listed at K lU . UUU and 1 I this seemed on the Low 4ide. Nothina substantial was plannty tar renovation. Mr. Kubin etatQd that at least { - 000 shouid be inniuded Ior architectural and WAne erina Plans. what is need .at Low extensive should ttie renovation be. How touch wiring and other snecia 1 needs will this equipment need': Thtse auestions should be included the queztionz asked in Decatur. The board approved mouina `S goo into the 1981- 92 year for architectural and engineering plans. The Computer Aided Dispatch equipment not quoted at jjyo . UU{) :or the system. Alderman Fainev also asked it the purchase rt the replacement Police kadioz are an acceptable purchase that it be included in the band. issue. The old radios would be said or given to other City Departments. The new radio will allow Evanston to communicate to other communities and serve as the back up trrQuency ir, an emergency situation. TO- new frequency is the most influential factor in the reauest for replacement radios. {thief Jacobi suggested that a small amount of overtime be added to the budget to cover hirebacks and vacations. The Board approved a $:SUDU amount for overtime costs. The board discussed dates for the Motorola visit and requested that alternative mates he arran md. T!6 Board Preferred a late November date it at all Possible. The Board briefly discussed its uncomina trip to Decatur. With no further business the Board voted to adjourn. MINUTES EMERGENCY TELEPHONE SYSTEMS BOARD November 21, 1991 Members Present: Alderman Ann Rainey, Alderman Cheryl Wollin, Police Chief Jacobi, Police Commander Larson, ESDA Coordinator Max Rubin, acting Fire Chief Frazzen, Charles sailer staff Present: Patrick Casey. Presiding Official: Alderman Ann Rainey summary of action: The meeting was called to order at 7:37 p.m. The Board voted to accept the minutes of the October 17, 1991. The Committee Reviewed the meeting schedule for 1992. There were no objections or conflicts to the dates provided. The meeting time remained the same 7:30 p.m. The committee voted to accept the proposed schedule. Mr. Seiler inquired if staff had received a legal opinion regarding the purchase of radio equipment from E-9-1--1 funds. Staff had spoken with Mr. Hill, 1st Assistant Corporation Counsel who stated that purchases involving radios were a legitimate purchase since they directly involved the communication between the dispatch center and the officer in the field. Funds could not be used to purchase vehicles, rescue equipment, office furniture or other equipment not associated with the dispatch of emergency personnel. Staff briefly reviewed the communication sent to the Illinois Commerce Commission. The letter was broadly written to include all areas of concern to the Board. Issues addressed in the letter concerned emergency response to Northwestern University and surcharge related issues. Is NTG, the Northwestern phone company, considered a separate phone system similar to Illinois Bell? If NTG is a separate phone company than the ETSB would be required to connect similar to Illinois Bell. The Committee turned to the Budget, the funding and purchasing of equipment necessary to provide the E-9-1-1 system. Chief Franzen brought up the subject of computers in the Fire Houses and the reporting of response times, emergency calls and other information. la the purchase of computer equipment with E-9-1-1 funds appropriate. Staff responded that again it would depend on the use or the equipment. If the equipment was associated with the dispatching and response system then it would be appropriate. Equipment used for reporting or other purposes would have to be evaluated on a case by case basis. The ETSB has to be careful that the monies spent are for emergency response. The Committee reviewed the financing proposals. Leased purchase agreements and internal financing were both computed. The lease/purchase proposal would result in a deficit in fiscal years 93-94, 94-95, 95-96. The interest rate charged for this type of borrowing is higher than the interest rate available through the City bonding power. If the lease purchase arrangement was the Committee's choice the purchase of equipment would need to rearrange so a deficit would not occur. The delay in purchasing equipment is not recommended. The E-9-1-1 system is an integrated dispatch and communication system and should be designed and constructed at one time so that all facets of the system work together. If the system was installed in separate phases, the ETSB runs the risk of having to combine different technologies which can be costly and difficult. Instead of the lease purchase option staff investigated the use of the City's bonding authority to finance the acquisition of the necessary equipment. This option seemed to provide a more advantageous scope of funding. This plan would not result in a deficit spending over five years. There would be a surplus of $ 4,156 at the end of the repayment period. This is a small cushion spending would have to be controlled carefully not to exceed the projected amounts. The bond that would be authorized under this plan would be for $1,040,000. The bond repayment on this amount would begin in June of 1993 and be complete in December of 1997. The annual yearly payment would average $ 281,000. Alderman Rainey asked if there is a penalty if the repayment period is longer than two years. No penalty is incurred if a longer repayment schedule is arranged. The penalty only applies if the monies borrowed are not spent within two years. Alderman Rainey stated that the $ 1,040,00 seems to be low and the Board should consider raising the bond amount to $ 11500,000. Monies could possible be lend to other projects and repaid for later use by the ETSB. If the request is too low it becomes more difficult to request additional funds. Bonds have to be covered by the revenue at the rate of 1.5. The committee agreed that the bond amount should be set at $1,500,000. Mr. Seiler asked if the bond amount is more than is needed is there a method in which the bond could be repaid earlier. Alderman Rainey answered that the City abates bonds on a regular basis and this would be no exception. Mr. Rubin stated that the committee needed to decide where the communications facility is going to be located. Before equipment is purchased the room or structure that houses it has to be determined. The Fire Department has a racquetball court that may be used since it is in poor condition and may lend itself to new construction better that the current space. Mr. Rubin offered to have an architect come in and review the current space and the racquet court to see if either space is adequate. Based on the displays seen in Decatur the space currently housing the communications equipment may be inadequate. The committee added $ 75,000 to the budget for renovation of the communications space. The Committee voted to increase the Bond request to $ 1,500,000. The Committee voted to cancel the December meeting. Bring no further business the Committee voted to adjourn. MINUTES EMERGENCY TELEPHONE SYSTEMS BOARD November 21, 1991 Members Present: Alderman Ann Rainey, Alderman Cheryl Wollin, Police Chief Jacobi, Police Commander Larnon, ESDA Coordinator Max Rubin, Acting ]dire Chief Franzen, Charles Bailer Staff Present: Presiding official: fiummary of Action: Patrick Casey. Alderman Ann Rainey The meeting was called to order at 7:37 P.M. The Board voted to accept the minutes of the October 17, 1991. The Committee Reviewed the meeting schedule for 1992. There were no objections or conflicts to the dates provided. The meeting time remained the same 7:30 p.m. The committee voted to accept the proposed schedule. Mr. Seiler inquired if staff had received a legal opinion regarding the purchase of radio equipment from E-9-1-1. funds. Staff had spoken with Mr. Hill, 1st Assistant Corporation Counsel who stated that purchases involving radios were a legitimate purchase since they directly involved the communication between the dispatch center and the officer in the field. Funds could not be used to purchase vehicles, rescue equipment, office furniture or other equipment not associated with the dispatch of emergency personnel. Staff briefly reviewed the communication sent to the Illinois Commerce Commission. The letter was broadly written to include all areas of concern to the Board. Issues addressed in the letter concerned emergency response to Northwestern University and surcharge related issues. Is NTG, the Northwestern phone company, considered a separate phone system similar to Illinois Bell? If NTG is a separate phone company than the ETSB would be required to connect similar to Illinois Bell. i_ L The Committee turned to the Budget, the funding and purchasing of equipment necessary to provide the E-9-1-1 system. Chief Franzen brought up the subject of computers in the Fire Houses and the reporting of response times, emergency calls and other information. Is the purchase of computer equipment with E-9-1-1 funds appropriate. Staff responded that again it would depend on the use of the equipment. If the equipment was associated with the dispatching and response system then it would be appropriate. Equipment used for reporting or other purposes would have to be evaluated on a case by case basis. The ETSB has to be careful that the monies spent are for emergency response. The Committee reviewed the financing proposals. Leased purchase agreements and internal financing were both computed. The lease/purchase proposal would result in a deficit in fiscal years 93-94, 94-95, 95-96. The interest rate charged for this type of borrowing is higher than the interest rate available through the City bonding power. if the lease purchase arrangement was the Committee's choice the purchase of equipment would need to rearrange so a deficit would not occur. The delay in purchasing equipment is not recommended. The E-9-1-1 system is an integrated dispatch and communication system and should be designed and constructed at one time so that all facets of the system work together. If the system was installed in separate phases, the ETSB runs the risk of having to combine different technologies which can be costly and difficult. instead of the lease purchase option staff investigated the use of the City's bonding authority to finance the acquisition of the necessary equipment. This option seemed to provide a more advantageous scope of funding. This plan would not result in a deficit spending over five years. There would be a surplus of $ 4,156 at the end of the repayment period. This is a small cushion spending would have to be controlled carefully not to exceed the projected amounts. The bond that would be authorized under this plan would be for $1,040,000. The bond repayment on this amount would begin in June of 1993 and be complete in December of 1997. The annual yearly payment would average $ 281,000. Alderman Rainey asked if there is a penalty if the repayment period is longer than two years. No penalty is incurred if a longer repayment schedule is arranged. The penalty only applies if the monies borrowed are not spent within two years. Alderman Rainey stated that the $ 1,040,00 seems to be low and the Board should consider raising the bond amount to $ 1,500,000. Monies could possible be lend to other projects and repaid for later use by the ETSB. If the request is too low it becomes more difficult to request additional funds. Bonds have to be covered by the revenue at the rate of I.S. The committee agreed that the bond amount should be set at $1,500,000. Mr. Seiler asked if the bond amount is more than is needed is there a method in which the bond could be repaid earlier. Alderman Rainey answered that the City abates bonds on a regular basis and this would be no exception. Mr. Rubin stated that the committee needed to decide where the communications facility is going to be located. Before equipment is purchased the room or structure that houses it has to be determined. The Fire Department has a racquetball court that may be used since it is in poor condition and may lend itself to new construction better that the current space. Mr. Rubin offered to have an architect come in and review the current space and the racquet court to see if either space in adequate. Based on the displays seen in Decatur the space currently housing the communications equipment may be inadequate. The committee added $ 75,000 to the budget for renovation of the communications space. The Committee voted to increase the Bond request to $ 1,500,000. The Committee voted to cancel the December meeting. Being no further business the Committee voted to adjourn.