Minutes of the Regular Meeting of the Gurnee Emergency Telephone System Board - November 12, 2013

EMERGENCY TELEPHONE SYSTEM BOARD MINUTES
GURNEE 911 ETSB REGULAR MEETING

11/12/2013 GURNEE VILLAGE HALL
 

Meeting called to order by Chairman Velkover at 10:11 AM

Present: Friedl, Kincaid, Marquardt, Muetz, Velkover
Absent: Burkhart, Hood, Lambert, Mann

Chairman Velkover thanked the members for letting him know they would be attending in advance.

Administrative

Approval of Minutes of the 07/16/2013 Regular Meeting

Velkover asked for comments or corrections to the minutes of the July 16 Regular Meeting. Hearing none, Velkover entertained a motion to approve as presented.

Motion to approve the minutes by Friedl, 2nd by Muetz

Aye – All Nay - None
Motion Carried

Approval of 2014 Meeting Schedule

Velkover indicated that number meetings and approximate dates for the proposed meeting schedule were similar to 2013 and corresponded to budget or other time sensitive items.  Velkover asked for comments or changes.  Marquardt asked when the 4th of July fell in relation to the July 8th meeting.  With the 4th of July being the Friday before the week of the proposed meeting it was agreed to leave the July meeting for the 8th.

Motion to approve the schedule by Muetz, 2nd by Marquardt.

Aye – All Nay - None
Motion Carried

Recommendation for ETSB Appointments

Velkover noted that the appointments were up on January 1 for members Burkhart, Kincaid, Lambert,
Mann, and Marquardt. Velkover indicated that the ETSB typically forwards a recommendation for
appointments to the Village Board.  Velkover entertained a discussion on recommending the current
members be re-appointed.  Muetz asked for clarification of length of the appointments. Velkover
indicated that the appointments are for 4 years, with each group being 2 years apart.  Should a
member retire prior to the end of an appointment, a member would be appointed for the remainder of
the term.

Motion to recommend each of the current members be reappointed by Marquardt, 2nd by Friedl.
Aye – All Nay - None
Motion Carried
 

Correspondence and Communications

Velkover reviewed the correspondence from Karl Pound regarding the WETSA Fund Transfer Wireless Carrier Reimbursement to Wireless Service Emergency Fund.  He noted that the amount received was significantly less than the historically large amount the previous year. He also noted that the referenced funds were those held for wireless carrier expenses which were unclaimed.

Regarding Chrysler Announces New 9-1-1 Alert System, Velkover noted the apparent OnStar competitor dials 9-1-1 directly. Marquardt was not aware of any calls received to date.  Velkover asked if calls are regularly received from OnStar. Marquardt stated that calls are received with the OnStar operator involved in the call.

Marquardt related that the remaining articles related to smart phone apps and how they related to 9-1-1.  He added that apps and how they relate to NG 9-1-1 was a topic covered at the IPSTA conference in sessions attended by Jason Shirkey.

Reports

Treasurer’s Report Period of May 1, 2013 – October 31, 2013

Velkover reviewed the Treasurer’s Report.  He reviewed the total revenues, expenditures, and net gain year to date. Motion to approve the Treasurer’s Report as presented by Friedl, 2nd by Kincaid

Aye- All
Nay – None Motion Carried

Communications Statistics

Velkover noted that 4 months of statistics were available for review.  Marquardt said that Police calls for service continue to increase.  He added that alarm figures are being scrutinized for differences.  Marquardt stated the hold times are now being reported and evaluated, in addition to the previously reported answer times.  Marquardt was concerned with being able to track callers who are placed on hold only to hang-up and call back.  Velkover suggested differentiating hold times for 9-1-1 versus non-emergency calls as they were currently all shown together in the report.  Marquardt also added the quality assurance reviews were being considered for calls other than EMD, and that calls with long hold or answer times would be included.  He intends to break down the hold time into 9-1-1, 7-digit emergency and non-emergency calls for future reports.

Private Switch ALI / VoIP / MSAG Items

Velkover stated that 100 S Greenleaf St was held over from the last meeting at Marquardt’s request.  Marquardt had a concern that a 5 digit address on Almond Road was being reported at that time, but he was unaware of subsequent testing. Friedl added that the Fire Bureau was reporting that the issue had been corrected.

CAD System

Velkover stated that the Memorandum of Understanding had been executed, and representatives for the Lake County ETSB CAD Fusion Project (FATPOT) had conducted a site visit.  FATPOT is looking to proceed, but a virtual private network (VPN) connection is yet to be established on our end.  FATPOT wants to access a CAD database which is used as part of the Interoperability Server (IOS) which sends data to Lake County Department of Transportation in Libertyville (Lake County Passage).  Velkover asked for confirmation that FATPOT had been vetted under the FBI’s Criminal Justice Information Services (CJIS) requirements.

Velkover stated that the dual HVAC (Liebert) units servicing the Communications and Communications Equipment rooms designed for redundancy, had both failed on October 8th.  Environmental monitoring alerted IS personnel early in the morning via phone paging around 5:00AM.  Velkover called Communications who were aware of an issue, but not any potential impacts. The data indicated a failure starting around 3:45AM.  Around 4:00AM the doors to the room were propped open. Velkover conversed with the operators asking that the portable fans be placed, and by the time Velkover arrived  onsite a few minutes later, the system had been actuated from the control panel in Communications.  It was subsequently discovered that one of the units was down for service and it was likely that control was switched either automatically or manually from the working unit to the
non-working unit around 3:45AM.  JP Mechanical contends that the system would not have automatically switched. Velkover was subsequently working with Commanders Meyer and Patrick regarding the repair of the broken unit.

Marquardt stated that there was no policy regarding HVAC and it was treated as a non-critical item. Velkover stated that a loss of cooling in the Communications Equipment room was a critical item, and left unaddressed, servers and other equipment would overheat and reboot or shutdown including CAD and other critical systems.  Velkover added that notifications sent to Information Systems regarding temperature monitoring in the room are now also being sent to the Communications email group.  JP Mechanical estimated completing the repair within two weeks.

Mobile Data Computers (MDCs)

Velkover stated the hard drive encryption had been added to the MDC configuration, protecting against potential data loss. The combined Video and MDC setup has also resulted in increased maintenance frequency.  Velkover asked for any additional feedback on the units.

Regarding the Fire MDCs, Velkover indicated that the pilot unit had recently been deployed at Fire Station 2 by Lambert. Pending a successful testing period, all of the Fire MDCs would be replaced including both older Datalux and Toughbook devices.

Radio Systems

Velkover described proposed equipment mounting changes for the Northwestern and Heather Ridge towers, similar to the cabinet mounting implemented for Pembrook tower.  A proposal had been received from ChiComm, in line with the previously approved dollar amount.  Velkover also solicited opinions regarding the timing of future painting activities for the Pembrook tower.

Velkover also noted that sites continue to be evaluated for a radio receive site in the southeast area of the Fire Protection District, but that further discussion would be deferred until Lambert was present.

Velkover described a Motorola next generation distributed voter system being evaluated to leverage data networks rather than leased phone lines for radio system operation.  The cost of leased phone lines have increased substantially and repeatedly over the last 5 years.  A data network between water towers and Village facilities is coming online, and may facilitate the use of a distributed voting system.  An increase in system redundancy could also be achieved, eliminating phone lines as a single point of failure. Said limitations have been in evidence during the times the overhead phone lines into the Police Station have been severed.  Another potential benefit, the ability to add voting to frequencies such as Police Tactical and PW Local at a lower recurring cost. The largest drawback would be lack of integration for site status with our current radio consoles based on relative age of the equipment.

There was some related discussion regarding Lake County’s pending RFP for a new radio system.  It was noted that RCC consultants were involved in the Lake County RFP and that it was likely that Harris and Motorola were proposing solutions.

Conference / Event Reports

Velkover complimented the write up from Jason Shirkey from the IPSTA Conference.  Marquardt related that Shirkey noted that consolidation and inter-agency cooperation were a focus of the conference.  He added that the ICC funding study has resulting in reporting changes that speak to the value consolidation of PSAPs. Marquardt added that consolidation opens Pandora’s Box.  He also noted that a number of neighboring states have legislated consolidation.  Marquardt stated that APCO & NENA estimate that widespread adoption of NG9-1-1 was 8 to 10 years away.  Marquardt also discussed the need for resource sharing related to NG9-1-1.

Marquardt wanted to talk further with Jason regarding FirstNet. Velkover described FirstNet as a program to utilize new spectrum dedicated to public safety for an interoperable digital radio loosely related to cellular LTE.  A national committee was setting standards and direction for FirstNet. The funding mechanism for FirstNet was also discussed.  Velkover’s interpretation of Jason’s conference notes was not to wait for FirstNet’s implementation if radio system changes were needed in the short term.

Marquardt highlighted the NG9-1-1 implementation checklist Jason included in his write up.

Velkover noted the language regarding consolidation included in the extension of the Wireless Surcharge for 9-1-1.  Velkover felt that statewide consolidation may be difficult considering the vary level of E9-1-1 services statewide in Illinois.  Velkover referenced a  recent Lake County study on consolidation which purported various savings amounts for a number of consolidation scenarios. Marquardt stated he found the study disappointing and outlined the number of consolidated centers in a few of the scenarios. Marquardt has been working with Shift Leader Richardson on a presentation regarding consolidation for Chief Woodside.  Marquardt noted a number of consolidated centers already operating in the area, and   how we are behind in the move to consolidation.  Marquardt added that Chief Woodside and Chief Friedl needed to come  into play regarding consolidation and their contacts with other agencies.  Marquardt also wanted to initiate a discussion of consolidation from a technical perspective.  Velkover noted that the Lake County study also compared different management structures for consolidated centers. Marquardt felt the Lake County study made too many assumptions.  Marquardt noted that Virchow Krause conducted the
study.  He added that the North East Illinois 9-1-1 Professionals (NEIL) group had not discussed the study.

Velkover indicated that an effort should be made to supply accurate data, reduce assumptions, and showcase the advantages of our center in areas such as EMD.  Friedl asked Marquardt about the Lake County CAD system and what it has to offer for fire departments.  He had the impression that fire departments are increasingly using the Lake County CAD system.  Friedl highlighted the comparative costs Beach Park Fire Department received a few years ago when pursuing a dispatch contract. Marquardt noted the increasingly competitive marketplace, and opportunity presented as agencies renew their contractual arrangements. Velkover asked if the NEIL group had conducted an inventory of services provided by its members.  Marquardt had seen no conversation beyond the disclosure of the Lake County study, but that he was looking to discuss the topic at the next meeting to be held in Waukegan.  Kincaid had concerns that dispatch services would be evaluated solely on financial considerations. Velkover questioned how many other agencies provided EMD or MDCs as part of their dispatch operations.

9-1-1 Related Legislation

Velkover noted that all 3 legislative items listed on the agenda had been passed and signed by the Governor. The legislation related to call transfers was primarily a downstate issue. Marquardt related that: a State Senator from downstate initiated the legislation; that our equipment based transfers are pre-programmed and working well; and we provided an existing 7-digit emergency number for the purposes of the legislation. The legislation regarding ETSB composition and appointments was not applicable to our ETSB. The legislation regarding wireless surcharge was a short term extension to allow additional time to evaluate funding needs.

Business Items

Expenditures / Invoices / Bills

Velkover noted that the 911 Fund Expenditure Summary and Account Activity Listing covered the period of July 11th to November 7th and the Detail Budget Report covered the fiscal year to date.  Velkover added that he found an issue with how one of the Verizon bills had been incorrectly distributed into the 9-1-1 fund and Finance was addressing the assignment of around $300.  He also noted the WETSA amount for September included the previously noted one-time disbursement, increasing the amount by around $15,000.  Velkover also noted a number of individual bills included in the packet.

Motion to approve the expenditures by Marquardt, 2nd by Friedl

Roll Call Vote

Aye – Velkover, Friedl, Kincaid, Marquardt, Muetz
Nay - None Motion Carried

Consideration of Purchase of 1 Video Mobile Data Computer from Coban Technologies, at a cost of $10,440.00

Velkover indicated that this was similar to the units purchased previously with the exception of removing the rear camera. $7,190 would be paid for by the 9-1-1 fund and $3,250 from the Police budget. This unit was needed based on the addition of 1 patrol vehicle (unit 163) beyond what was accounted for at the time the original purchase.

Motion to approve by the purchase by Kincaid, 2nd by Friedl.

Roll Call Vote

Aye – Muetz, Marquardt, Kincaid, Friedl, Velkover
Nay - None
Motion Carried

Velkover stated that delivery would be approximately 8 weeks after the placement of the order.

Selection of FY 2014-2015 Budget Committee

Velkover indicated that Kincaid, Burkhart, and himself had constituted the budget committee for the past several years. Friedl asked to substitute Lambert for Burkhart in order to take advantage of Lambert’s knowledge of the radio and MDC systems on the committee. Marquardt asked to sit in the committee meeting, Velkover indicated that including 4 ETSB members would require a public meeting. Velkover volunteered to meet with Marquardt prior to the committee meeting.

Motion to appoint Kincaid, Lambert, and Velkover to the Budget Committee for FY 2014-2015 by Friedl, 2nd by Muetz

Aye- All
Nay – None
Motion Carried

Annual ICC Filing and Affirmation of Joint Jurisdictional Agreements

Velkover asked Marquardt to outline the changes to this years filings. Marquardt indicated he would once again take care of the filing. Marquardt enumerated a change from the ICC asking for the number of wireline and wireless 9-1-1 calls, the total surcharges received, and the total annual 9-1-1 related expenditures.  Velkover asked if Marquardt would get clarification on if solely 9-1-1 fund expenditures or total communications expenditures should be reported.

Velkover also believed that wireline and VoIP surcharge is not segregated, as no indication of the wireline vs. VoIP is presented with the remittance from the carriers.  Velkover suggested that the ICC may be trying to assess the cost per call or other comparative metrics across PSAPs.

Public Comment

Velkover asked for other items or public comment.  No public or other comments were made.

Velkover noted that the next scheduled meeting would be held on January 21 and that the budget
recommendation would be a priority for the meeting.

Motion to adjourn at 11:23 AM by Kincaid, 2nd by Marquardt.

Aye – All
Nay – None
Motion Carried, meeting adjourned.