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HomeMy WebLinkAboutETSB minutes 02202020CITY OF GALESBURG Public Safety Operating Under Council – Manager Government Since 1957 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _ Page 1 | 5 Galesburg/Knox County Emergency Telephone Systems Board (E.T.S.B.) Minutes TO: E.T.S.B. Members FROM: Jenni Moser, Secretary II DATE: February 20, 2020 SUBJECT: Galesburg/Knox County E.T.S.B. Meeting Minutes October 2, 2019 The regular meeting of the Galesburg/Knox County Emergency Telephone Systems Board (E.T.S.B) was held on Thursday, February 20, 2020 at 9:00 a.m. in Police Chief Russell Idle’s office at the Public Safety Building, 150 South Broad Street, Galesburg, Illinois. PRESENT: Police Chief Russell Idle – Law Enforcement- E.T.S.B. Chairman, Knox County Sheriff Dave Clague– E.T.S.B. Vice Chairman, Richard Springer – G.H.A.S., Timothy Robbins of Western Illinois Firefighters Association (WIFA) member, Jared Hawkinson – Knox County Board Member, Sid Carlson – Member-at- Large , Nate Clark and Lyle Little - Motorola Representatives, Amanda Jennings – 911 Coordinator, Cameron LeMaster – Information Systems Technician and Jenni Moser – Secretary II. Also present was Lieutenant Hostens. ABSENT: Robin Davis – Knox County Treasurer and Fire Chief Randy Hovind MEETING CALLED TO ORDER: 9:00 a.m. by Chairman Idle. A quorum was declared. Board Member Hawkinson motioned to approve the minutes of the October 2, 2019 meeting. Board Member Springer gave a second. All were in favor. APPROVE: FINANCIAL REPORT: The current fund balance is $2,247,345.69. Liabilities: Month Bills Total October $4,734.83 December $25,642.21 February $59,578.84 Vice Chairman Clague motioned to approve the Financial Report and the Bills. Member Robbins seconded the motion. Motion approved. Vice Chairman Clague asked if the board was receiving the state surcharge money on time. Amanda said the turnaround time is still several months behind, but it is being received. She asked if there was any talk of changing the amount of the surcharge fee. Vice Chairman Clague said that it is mostly just language changes occurring with the Emergency Telephone System Act. He recommended double checking where the next meeting will be as the surcharge will be discussed then. REPORTS AMANDA JENNINGS – Galesburg/Knox County 911 Coordinator Item #1 – 9-1-1 Call Totals Month 911 & Admin total 9-1-1 Calls Cell Landline Abandoned October 11,217 1,948 1,467 258 217 November 10,077 1,682 1,240 250 192 CITY OF GALESBURG Public Safety Operating Under Council – Manager Government Since 1957 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _ Page 2 | 5 December 10,055 1,725 1,261 246 216 2019 TOTAL 135,683 24,156 18,901 5,255 2,596 January 10,697 1,826 1,305 282 237 The numbers for 2019 to 911 were up. January is right on track. Item #2 Equipment AR911 Report was completed and submitted several days before the due date. The report lists the number of calls per year and itemizes expenses. Four chairs were purchased for dispatch. Two of them are the brand Iron Horse chairs that the dispatchers really are like. They are very thankful for the chairs. The total amount spent on the chairs was $7,976.37. Item #3 Communications Center Currently have: • Staffing – Dispatch is fully staffed. o One of the senior dispatchers, Jamie Colwell will be moved to an Administration position that was newly created. o To fill her spot, interviews were held. There were 3 no shows, and only 3 that went through the entire process. Those three all did very well. o Ken Jones, former Dispatcher and Police Chief for Abingdon was hired. He starts on 3/9/2020. • Training: o Amanda asked for the Board’s support to attend one of the National Conferences this year. Vice Chairman Clague motioned to approve Amanda attending one of these conferences. Member Springer seconded the motion. Motion approved. o TC Week is April 12 – April 18. During that week, Amanda plans on providing training sessions, a meal and gifts to the Dispatchers. She asked for the Board’s support in doing so. Discussion was held on the amount which the board recommended not to exceed $2,000. Member Carlson motioned to approve Amanda holding TC week with a budget not to exceed $2,000. Member Robbins seconded the motion. Motion approved. NATE CLARK – Motorola The repeater for Galesburg Fire needs to be replaced as it is starting to have issues and has exceeded its life span. This will be a capital replacement project. Newer repeaters will move them toward the voting system and provide coverage inside the hospitals. Nate provided a quote for the Galesburg Fire repeater in the amount of $10,965.97. Nate said the City requested bids for the Maintenance contract. Only Supreme Radio provided a bid in the amount of $7,914 per quarter. RANDY HOVIND – Galesburg Fire Department Absent CITY OF GALESBURG Public Safety Operating Under Council – Manager Government Since 1957 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _ Page 3 | 5 TIM ROBBINS – WIFA N/A JARED HAWKINSON – Knox County Board N/A SID CARLSON – Member at Large N/A RICHARD SPRINGER – G.H.A.S. N/A RUSSELL IDLE – Board Chairman - Police Chief N/A DAVID CLAGUE – Board Vice Chairman - Knox County Sheriff N/A Chairman Idle stated that John Kuelper resigned from the E.T.S.B. due to new duties with the Illinois State Police that conflict with him attending the meetings. OLD BUSINESS N/A NEW BUSINESS 2020 Budget: • Amanda noted that the phone system is 5 years old and it is time to renew the maintenance contact and start looking into potential hardware updates. The product and the customer service from Intrado are good. • Communication Center enhancements. The furniture, air conditioner and other items are approaching the need to be replaced. Amanda asked if the Board would prefer a remodel of the current room or look into options to expand the Communications Center. Discussion was held on what would be the best option to provide more room while also allowing as little disruption as possible to the Dispatchers. The Board asked that Amanda and Chairman Idle look into options and costs. Member Hawkinson motioned to approve researching options to update or remodel the Communications Center. Member Carlson seconded the motion. Motion approved. Meeting Calendar for 2020: Member Carlson motioned to approve the 2020 Calendar as presented. Member Robbins seconded the motion. Motion approved. Board Officers/ Vacancy: The Chairman and the Vice Chairman positions need to be voted upon. Member Hawkinson motioned to approve the Chairman to be Chief Idle and the Vice Chairman to be Sheriff Clague. Member Springer seconded the motion. Motion approved. CITY OF GALESBURG Public Safety Operating Under Council – Manager Government Since 1957 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _ Page 4 | 5 Discussion was held regarding the terms of the board members and the wording in the By-Laws. The Board agreed that Article 5: Section 1 should be reworded to: “Regular meetings of the E.T.S.B. shall be conducted. The date and time of those meetings shall be established by the Board at its January meeting.” It was recommended that the Board should review the By-Laws at the first meeting of each year to make sure they stay current. Member Carlson motioned to approve the change to the By-Laws as suggested. Member Hawkinson seconded the motion. Motion approved. Board Vacancy: Chairman Idle recommended Zack Crowl to fill the vacancy left by Member Kuelper’s resignation. Mr. Crowl is very interested in being on the Board. Member Clague motioned to approve the appointment of Mr. Zack Crowl to the General Member-at-Large seat. Member Springer seconded the motion. Motion approved. Mr. Crowl will submit the completed application and his resume for the Board to present to the Knox County Board for approval. Security Camera: Cameras are needed for the generator outside of the Public Safety Building and for the server room. Quotes were obtained for two cameras and two licenses. KCom provided a quote in the amount of $2,725. Amanda said they will attempt to find the same brand and model of cameras online for a lower amount. KCom is the only provider for the licenses. Cameron will install the cameras. Member Hawkinson motioned to approve the purchase of the cameras and licenses. Member Springer seconded the motion. Motion approved. Repeater for Galesburg Fire Department: Nate provided a quote from Supreme Radio in the amount of $10,965.97. Member Springer motioned to approve purchase of the repeater as outlined in the quote. Member Carlson seconded the motion. Motion approved. Smart911 The renewal for annual service for Smart911 was received. The amount for one year is $22,898, 3 years is $64,200 and 5 years is $101,650. Amanda stated that the Dispatch Public Education Committee made some headway and added 112 new enrollments to the Smart911 system. There is now a total of 450 enrolled in Knox County. Discussion was held regarding the lack of enrollment and how to proceed. The Board agreed that this program was a fantastic idea, but there has not been enough enrollment to warrant the associated cost. The Board asked Chairman Idle if he would contact Smart911 to advise them that they are cancelling. Annual Cleaning Quotes were obtained for the annual cleaning of the Communications Center. The quotes were not apples to apples for comparison purposes. Dick Bliss and Associates provided a quote of $2,500 for one time service. CCS provided a quote of $1,950. This is the vendor that has been used for the previous 2 years. Member Carlson motioned to approve quote from CCS for the annual Communications Center cleaning as outlined in the quote. Member Robbins seconded the motion. Motion approved. CITY OF GALESBURG Public Safety Operating Under Council – Manager Government Since 1957 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _ Page 5 | 5 Dispatch Computer Replacement The current computers in the Communications Center are on Windows 7 and are about 6.5 years old. They need to be updated to Windows 10. Quotes were received for 11 workstations totaling $13,097.92 for HP brand. They will also need to purchase Microsoft Office for the workstations. Each station currently has 10 monitors. The new computers will only allow for 8 monitors per workstation. IT recommends replacing 3 of the current style monitors with one curved monitor. This would also reduce the amount of cables needed, it would be cleaner and reduce some of the clutter. The cost to do so would be $9,178.20 for all the needed monitors. The total cost to purchase the 11 workstations and curved monitors would be $28,928.04. Once IT has received a price for Microsoft Office, they will notify the Board for approval. Member Carlson motioned to approve purchase of the workstations and monitors for the Communications Center. Member Hawkinson seconded the motion. Motion approved. Communication Center Updates: WOLD Architects and Engineers from Palatine, Illinois, made a site visit to provide a proposal for a feasibility study for updating the Communications Center. The quote was $8,150. Amanda recommended contacting a local vendor as well as another company that specializes in updating Communication Centers for additional quotes. With all the needed updates for computers, workstations, addition of more workstations, change in software, this would be the time to look at updating/relocating/expanding. Amanda said they need to ensure they are meeting NENA Standards and how very important it is to utilize a vendor that know the standards and has experience working with Communication Centers. The Board recommended that Amanda and Chairman Idle find out exactly what the Board can legally pay for with these type of costs. The next meeting will be April 16, 2020. PUBLIC COMMENTS None Board Member Carlson moved to adjourn the meeting which was seconded by Board Member Hawkinson. All approved adjournment.