Cook County Emergency Telephone System Board

Transcription

1 Cook County Emergency Telephone System Board 69 W. Washington, Chicago, IL Tuesday, April 22, :30 a.m. ATTENDANCE Board members in attendance were Mr. John Cornier, Mr. Thomas Fleming, Mr. William Little, Mr. Jay Reardon and Mr. Julius Rutili. Absent were Chairman Michael Masters and Ms. Joellen Bailey. Also present was Ms. Shereen Gamble, Mr. Alfred Orrico, Mr. Victor Siedleski, staff, Ms. Kathleen McKee, Cook County State s Attorney, Ms. Betty Jackson, Dixmoor Police Department and Deputy Chief Roy Wells, Sr, Robbins Police Department. CALL TO ORDER Executive Director Fleming called the meeting to order at 9:42 a.m. Mr. Fleming reported that Chairman Masters was called another meeting that required his immediate attention and requested that Mr. Fleming chair the meeting in his absence. MOTION TO APPROVE MINUTES Mr. Reardon made a motion to approve the Cook County Emergency Telephone System Board minutes of March 25, 2014 as written, second Mr. Rutili. All in favor. Voice Vote, Approved. 911 TELEPHONE COMMITTEE RECOMMENDATION Mr. Siedleski reported that there were six (6) vendors that responded to the RFP. The committee, which consists of Deputy Chief Fleming, CAD Administrators Mr. Siedleski and Mr. Orrico, Assistant Director of Sheriff s IT Keith Morrison and TC Shift Supervisor Martin Bennett, narrowed the field to three (3) vendors, AT&T, Chicago Communications and Mercury Systems. The committee requested additional time to ascertain both the financial impact and time delay of the required infrastructure modifications. Both AT&T and Chicago Communications require that the current network be augmented or in a worst case scenario; completely overhauled. In contrast Mercury Systems Zetron CPE will require very little to no upgrade to our current network environment, however the price is substantially higher than the Cassidian system proposed by AT&T and Chicago Communications. Issues with findings: The difference in price between Cassidian and Zetron is due to differences in system architecture. AT&T's Cassidian splits one system into two geographical locations and relies on a robust and redundant Network to provide redundancy, simultaneous operations at both locations, as well as basic functionality. Mercury's Zetron provides two complete systems, one at each location and only requires minimum bandwidth when operating at both locations simultaneously. Although the upfront cost of Zetron is substantially more, the Cassidian solution becomes less attractive with the initial and reoccurring network related costs. Cassidian suggests two types of media (T3 network and Microwave) in order to be fully protected from service interruption. Unfortunately, both of these Des Plaines, IL Page 1

2 solutions would need to be acquired by the ETSB prior to implementation. As a rough estimate a cost of $20,000-$40,000 for microwave and between $4,000 and $8,000 per month for network usage. The estimated time to complete the network build out is 4 to 6 months after project approval. There is currently a cost study analysis in progress that will give the Board a more precise estimation. Summary: Although both systems will perform the necessary functions and are very well suited to our needs, the Zetron system conforms closely to our original intent within the RFP introduction of two stand alone controllers. Zetron also does not require the extra bandwidth resulting in an increased cost of ownership as well as delays in the project due to infrastructure. If we currently had the necessary network infrastructure in place we would be less hesitant to recommend a Cassidian solution. With the information on hand it can be expected that within 5 years of implementation the cost of ownership of the Cassidian system will eclipse the cost of the proposed Zetron solution. Mr. Siedleski and the Sheriff s IT department are currently working to provide a quote on the cost to build out the network to accommodate the Cassidian system and an estimate of the monthly network usage. The Board agreed to postpone the decision on selecting a vendor for the 911 Telephone System until the networking costs can be determined. A June ETSB meeting will be added to the 2014 meeting schedule. COMMUNICATIONS CENTER REPORT MANAGEMENT REPORTS The monthly Call Volume Reports for the month of March 2014 are attached and made a part of these minutes. Mr. Fleming noted the substantial difference between the number of incoming landline calls and the wireless calls. CAD STATUS REPORT Mr. Fleming reported that the CAD go live date is tentatively scheduled for August 1, Train the trainer (TTT) has been scheduled for the last week of April Mr. Orrico reported that Motorola has recently presented the need to increase the network link between Des Plaines and Maywood to handle the maximum traffic load for Premier One CAD (P1 CAD). This was the topic of a major discussion at a recent CAD status meeting. This should also be considered for remote site links, dependent upon how many CAD clients will be present at each site. Motorola P1 CAD presented a new requirement of 1.2 Mbps link bandwidth for each CAD client workstation to servers. The County needs to review their network and determine based on the number of CAD client workstations aggregated on each link what amount of bandwidth must be provided. The CAD Administrators and the Sheriff s IT staff are currently working to resolve this issue and have scheduled a meeting on Wednesday, April 23, 2014 to discuss the issue. Motorola is very motivated to determine a resolution. Deputy Chief Fleming added that this networking issue may postpone TTT. COMMUNICATIONS CENTER STAFFING REPORT Mr. Fleming reported that the Communications Center has assumed the responsibility of hiring telecommunicator staff in order to ensure that the candidates have the appropriate dispatching experience. There are 9 11 experienced dispatchers that are scheduled to start on May 19, All the candidates have recent dispatching experience and many are from Oak Lawn and Des Plaines/Park Ridge, communications centers that have closed or are in turmoil. The position will be posted again and an eligibility list will be established to fill open positions as quickly as possible to maintain staffing levels. Des Plaines, IL Page 2

3 Mr. Fleming also reported that Telecommunicator Supervisor Martin Bennett has been selected to become Assistant Director of Communications. The Cook County State s Attorney will now receive dispatching services from the Communications Center and has agreed to fund a telecommunicator position. REQUEST TO PURCHASE COMPUTER EQUIPMENT FOR GIS STAFF The GIS staff will require new computers for the P1CAD application. The computers that are currently being utilized do not meet the required specifications for P1CAD and Windows XP is no longer supported by Microsoft. The GIS staff is currently sharing one computer that maintains the GIS data and the current version of P1CAD. The staff presented three (3) quotes from Cook County approved vendors. They are as follows; CDW $2, SSI $3, Insight $4, Mr. Little made a motion and Mr. Reardon made the second to accept the lowest bid from CDW and move forward with the purchase of two (2) new computers for the GIS staff for the P1CAD application. All in favor. Voice Vote, Approved. VILLAGE OF DIXMOOR OPERATIONS REPORT CAD Administrators Victor Siedleski and Al Orrico and Sgt. Walter Klinger, Sheriff s Radio Technician, made a site visit to the Village of Dixmoor on Tuesday, April 15, Sgt. Klinger composed a comprehensive report that is attached and made a part of these minutes. Mr. Reardon stated that ongoing maintenance of equipment is an issue and that he considers the lack of functionality with the generator an emergency. It is tornado and storm season and there is a possibility of disruption of 911services. Mr. Orrico also added that there are issues with the UPS and the CAD network rack needs to be relocated. Ms. Jackson, Dixmoor Dispatch Supervisor, responded that the room that Mr. Orrico and Mr. Siedleski determined was the best option for the CAD network rack will be available at the end of the week. Mr. Fleming questioned if Ms. Jackson had obtained three (3) quotes for the repairs of the generator as requested at the last meeting. Ms. Jackson responded that she had only been able to obtain one (1) quote. Mr. Fleming stated that the Village of Dixmoor must take responsibility and questioned why Ms. Jackson was unable to obtain three (3) quotes in a month since the last meeting. Mr. Reardon added that it is time for the decision makers at the Village of Dixmoor to have a candid discussion internally to determine if they can sustain a dispatcher center. The Board requested that the Village of Dixmoor respond regarding the feasibility of consolidation. Mr. Reardon added that the report provided by Sgt. Klinger is an excellent roadmap for the Village of Dixmoor to utilize and move forward with resolving the maintenance issues. Mr. Little stated that the Board has had discussions regarding consolidation and has come close on several occasions to forcing the consolidation issue. There were meetings held with the remote site agencies and none were in favor. It may be time for some of these agencies to face the fact that is the most economical way to provide the level of services that their residents deserve. Mr. Rutili added that the ETSB is will help the Village of Dixmoor in any way possible; however the Sheriff s Office should be cautious when sending employees to remote sites to evaluate their operations. Des Plaines, IL Page 3

4 Mr. Reardon made a motion and Mr. Rutili made the second that due to the critical nature and the possible disruption of 911 services at the Village of Dixmoor due to the lack of functionality of the generator to approve up to $5,000 for the evaluation and repair of the generator at the Village of Dixmoor. All in favor. Voice Vote, Approved. Due to the critical nature of the situation, the Board directed staff to contact the vendor and schedule the evaluation of the Village of Dixmoor s generator. REQUEST FROM THE VILLAGE OF ROBBINS FOR FUNDING The Village of Robbins submitted a letter to the ETSB dated April 9, 2014 requesting funding to repair and/or replace critical dispatch equipment. Mr. Siedleski reported that he made a site visit the Village of Robbins on Friday, April 18, The CAD monitor was not functional because it was unplugged. Mr. Siedleski replaced the CAD equipment with updated equipment. This item was resolved during Mr. Siedleski s visit. Mr. Reardon stated that the fire alarm panel is out of date and recommended that the Village of Robbins contact the fire marshall s office and the Illinois Department of Public Health and request a meeting. Mr. Reardon also offered his services as the Director of MABAS. Deputy Chief Wells stated that the digital recorder playback issues began when NET 8 was connected. Mr. Rutili responded that this was common in many communities that Chicago Communications can provide the village with a quote to repair the issue. Mr. Rutili stated the Board is not in the position to provide advice on maintenance issues and electrical work. The remote site agencies need to complete the leg work and provide a solution to present to the Board. The Board will review the financial request and then vote to providing funding. HVAC AND UPS UPDATE Mr. Orrico reported that on April 7, 2014 Precise Power inspected the batteries in the UPS and determined that one (1) battery was in need of replacement. Although the battery was under warranty, the labor to replace the battery was $ The battery had to be replaced before the electrical work required to connect the HVAC equipment for the server room to the generator could proceed and is scheduled for April 17, 2014 from 2:00 5:00 a.m. Precise Power was onsite on April 9, 2014 and replaced the failing battery. On Thursday, April 17, 2014, Prime Electric, Precise Power, CMS, Cook County and ISP staff were onsite in Des Plaines and Maywood for the electrical work to place the new AC/humidifier unit on the Cook County generator. The shutdown of Com Ed power to the Des Plaines Communications Center was initiated at 2:32a.m. All necessary electrical work for the bucket switch installation was performed and power was restored at 3:34 a.m. The electricians wanted to test all emergency power components as a precaution and shut down Com Ed power a second time at about 3:50 a.m. The UPS and generator performed properly and utility power was restored again at about 4:10 a.m. with the generator cooling down and shutting down at 4:25 a.m. Anchor Mechanical will be on site within the next several days to complete the installation. Mr. Fleming reported that staff has been working well with the State and the relationship is strong. REPORT FROM LEGAL COUNSEL Mr. Kelly provided the following written legislative report; Des Plaines, IL Page 4

5 The Study Commission is still meeting every other week in Springfield. Their report is due to the Legislature on May 1. The Report will focus on funding and consolidation. Public Safety is represented by 5 members, representing INENA and ILAPCO and counties of various population sizes. Large Counties are represented by Linda Zerwin from the DuPage County ETSB. SB 2973, SB 3393, HB5722 All 3 of these bills seek a short-term increase in the share of the wireless surcharge that is allocated to public safety. All 3 bills are still in Committee in their respective chambers awaiting the Study Commission report. INENA and ILAPCO have expressed their support for these bills. SB 2674 The bill is scheduled for third reading in the Senate on April 9, This bill seeks to allocate $.02 from the Wireless Carrier portion of the Wireless Surcharge Fund to fund the Illinois Poison Control Network. The INENA and ILAPCO Legislative Committee have worked very hard against this bill. There are a number of objections, not the least of which is that and Poison Control have no real relationship. We are also very concerned that this would open the door for other groups to try to use surcharge for their funding. Sen. Don Harmon (D. Oak Park), the chief sponsor of the bill, held a meeting with all concerned parties in Springfield last week. INENA and ILAPCO were represented in the meeting. Senator Harmon has indicated that there will be further discussion among both sides and that he will not have a final vote on the bill until that discussion takes place. HB 4230 is the companion bill in the House. It has had its second reading on the House floor, but also awaits the discussions mentioned above. SB 2599 This Bill would provide that surcharge funds could not be swept for any reason by the Governor. It has been assigned to the Committee on Assignments as of March 28,2014. INENA and ILAPCO have expressed their support for this bill. SB 3072 This Bill would exempt from disclosure in response to a Freedom of Information Act request, tapes of calls. The bill is in the Senate Assignments Committee as of March 28,2014. INENA and ILAPCO have expressed their support for this bill. SB 3313 This Bill would require any public telephone system to provide for direct dialing to It would eliminate the necessity to dial any other number prior to dialing There are discussion and draft legislation of this same type being circulated in the U. S. Congress. The Bill is scheduled to have its third reading in the Senate on April 9, INENA and ILAPCO have expressed their support for this bill. There are many other bills in the legislature which would have some impact on local government, if passed. However, what I have listed above are the major pieces of legislation affecting the Emergency Telephone System Board. Mr. Fleming added that the Board needs to renew its memberships with the NENA and APCO and reengage and establish Cook County as major players in legislation that impact ETSBs. FINANCIAL REPORT AND BILL PAYMENT RESOLUTION APPROVAL OF CAPITAL BUDGET Mr. Fleming presented the proposed capital budget for FY2014 which includes updated information for the cost of the 911 Telephone System Equipment and the console furniture. The capital budget also reflects an additional line item for the additional CAD funding approved by the Board at the last meeting of $134,000 for P1 Mobile. Mr. Rutili suggested that Mr. Fleming check with the Department of Homeland Security and Emergency Management (DHSEM) regarding updating the camera system. The camera system upgrade may fall under the DHSEM guidelines of security and hardening. The camera system should be expanded to include 24/7 video of the generator and other critical equipment. Mr. Reardon questioned if the old console equipment can be repurposed. Mr. Fleming responded that the intent is repurposing the consoles by donating them to the remote site agencies where possible. Mr. Eagan added that the proposed capital budget will not put a strain on the overall budget. Des Plaines, IL Page 5

6 Mr. Reardon made a motion and Mr. Rutili made the second to approve the FY2014 capital budget as presented. All in favor. Voice Vote, Approved. BILL PAYMENT RESOLUTION Mr. Little made a motion and Mr. Reardon made the second to approve the April 22, 2014 Bill Payment Resolution as presented. All in favor. Voice Vote, Approved. The April 22, 2014 Bill Payment Resolution is attached and made a part of these minutes. COMPILIATION REPORT The Compilation Reports for the period ending March 31, 2014 are attached and made a part of these minutes. Mr. Eagan, Selden Fox, stated that the cash on hand at the end of March was approximately $5.5 million. The largest liability is accrued salaries payable as the Comptroller s Office has yet to bill the ETSB for salaries for FY The budget is in line with expenditures in most categories. The March 2014 Compilation reports were received and filed. MOU BETWEEN THE ETSB AND THE SHERIFF S OFFICE FOR SALARIES ASA McKee reported that there have been several conversations between Ms. Gamble, ASA Kathleen McKee and Ms. Julie Bisbee, General Counsel for the Sheriff s Office, regarding formalizing the agreement regarding the positions that the ETSB has agreed to fund. This agreement would satisfy Finding #2 in the Cook County s Auditor Report and provide clarity regarding number of positions funded by the ETSB. ASA McKee circulated the first draft of the agreement and she is currently incorporating the changes that were recommended. Mr. Little added that he doesn t believe the Board s original intent was to fund positions. The funding of salaries was the mechanism used by the ETSB to contribute to the overall operations of the Communications Center. Mr. Rutili stated that the Board has had previous discussions regarding developing a five year plan which would include salaries, the potential for consolidation and/or expansion and projected revenues. Mr. Rutili believes that it is time to address these issues. Mr. Fleming agreed that the ETSB will soon need to address these issues as the Illinois Commerce Commission is already compiling data regarding the underfunding of ETSB s across the state and using data collected from PSAP s to determine the actual cost to operate a PSAP. EXECUTIVE SESSION Mr. Reardon made a motion and Mr. Cornier made the second to enter into a closed session for the purpose of discussing a personnel matter at 11:23 a.m. All in favor. Voice Vote, Approved. The returned from closed session at 11:39 a.m. No action was taken during closed session. FOR THE GOOD OF THE ORDER JUNE MEETING By unanimous consensus the Board added a June 10, 2014 meeting to the 2014 meeting schedule. Des Plaines, IL Page 6

7 REQUEST FROM MUNICIPALITIES TO JOIN COUNTY SYSTEM Mr. Fleming reported that the Sheriff s Office has received a request from the Village of Dolton to take over dispatching services. The Communications Center can dispatch for three (3) additional agencies without adding additional personnel. Mr. Reardon questioned if there were other municipalities that may need assistance from the Sheriff s Office due to financial issues. Mr. Fleming responded that there may be several agencies that are in need assistance due to various reasons such as lack of competency in the police department, financial hardships, etc, however the Sheriff is cautious and does not want to overstep. At this time the focus is on the remote site agencies that the ETSB are currently responsible for and maintaining a high level of service. Mr. Rutili requested that ASA McKee prepare a document which outlines the responsibilities of the ETSB. MOTION TO ADJOURN Mr. Reardon made a motion to adjourn the meeting of April 22, 2014 and Mr. Rutili made the second. The April 22, 2014 Cook County Emergency Telephone System Board meeting was adjourned at 11:57 a.m. Next Meeting Cook County Administration Building 69 W. Washington, 4 th Floor Conference Room Chicago, IL Tuesday, June 10, :30 a.m. Shereen Gamble, Administrative Assistant Date Des Plaines, IL Page 7