DU-COMM DuPage Public Safety Communications 420 N. County Farm Road, Wheaton, IL (630) Main (630) Fax

Transcription

1 DuPage Public Safety Communications 420 N. County Farm Road, Wheaton, IL (630) Main (630) Fax EXECUTIVE COMMITTEE MEETING MINUTES Wednesday, February 27, :30 a.m., 420 N. County Farm Road, Wheaton, IL Mayor Brummel called the Executive Committee meeting to order at 7:33 a.m. 1. Roll Call Present: Mayor David Brummel (Chairman) City of Warrenville Mayor Rod Craig (Vice-Chairman) Village of Hanover Park Trustee Timothy Deutschle (Treasurer) Bloomingdale FPD Manager Curt Barrett Village of Winfield Chief Phil Norton Village of Glen Ellyn Chief Andy Bonomo York Center FPD Police Chief John Madden Village of Burr Ridge Fire Chief Brian Leahy Village of Clarendon Hills Staff: Executive Director Tegtmeyer, Deputy Director Mostaccio, Deputy Director Baarman, Finance/HR Manager Athitakis, Executive Secretary Keifer Guests: Attorney Ericka Thomas - OBKCG&N, Mr. Joseph Breinig - DMMC, Lombard Village Manager, Scott Niehaus, Hinsdale Fire Chief Giannelli, Hinsdale Deputy Fire Chief McElroy, Hanover Park Fire Chief Haigh 2. Public Comment: None. 3. Recognition: A. Wall of Life Honoree: Andrea Lyng Director Tegtmeyer noted TC Lyng was unable to attend this meeting, but will be recognized at an upcoming roll call. The Director provided a brief overview of the 12/14/17 call, Assistance in delivery of a Baby Boy and immediate care until paramedics arrived. TC Lyng to receive an Outstanding Achievement certificate, a pin, and her plaque will be added to the Wall of Life. B. Proclamation Joe Breinig Service to s Board of Directors / Executive Committee Mayor Brummel asked former Carol Stream Manager, Joe Breinig, to step forward before reading Proclamation Mayor Brummel noted Manager Breinig was an integral part of s success, and noted Manager Breinig provided sound advice, rational discussion, and shall miss him. Mayor Brummel read the Proclamation and recognized his service to the Board of Directors and the Executive Committee. The Mayor also presented Manager Breinig with a plaque. Mr. Breinig acknowledged the work of TCs and public safety personnel. The work TCs do is remarkable. Anything he could have done to help them do their job was an honor. He noted this building is an incredible testament to all of us working together to get it done. This facility will serve the County and its residents for many, many years. Mr. Breinig thanked everyone and noted the honor to work with each one, and asked them to keep up the good work. Chief Norton made a motion to approve Proclamation , and Mayor Craig seconded. The motion was approve by unanimous voice vote. 4. Approval of Minutes: A. January 15, 2019 Executive Committee Meeting B. December 5, 2018 Fire Funding Formula Subcommittee Meeting Manager Barrett noted the Director s offer, at the last meeting, to provide a presentation on ISO ratings. He noted was unaware of s policy to build systems to maintain ISO-1 rating, and inquired about costs to members. He noted a policy to support three fire agencies with ISO-1 rating, and noted less than 1% of fire agencies, nationwide, are able to maintain ISO-1 due to the expense. Manager Barrett noted he asked other members and four

2 were also unaware. A fifth agency had just completed ISO and received a 3 rating, due to financial reasons, and he believes this is the situation in 95% of agencies. He noted it would be valuable for agencies to understand the basis and ramifications of the policy. The Director noted upon re-reading the minutes, he believes the conversation is a little out of context. He noted does not do anything different for a fire agency to reach ISO-1. meets the best practices and standards for fire dispatch and fire communications using NFPA 1221 guidelines, (used by ISO to rank departments by points). The Director will prepare a memo to provide an overview for a discussion at the next Executive Committee meeting. He noted communications is a small percentage of the ISO score. Chief Bonomo summarized the ISO point system. The Director noted when the ISO policy changed, some point opportunities were lost. He noted struggles with processing times, which is part of an ISO review. The Director noted the Fire Operations Subcommittee provides guidance reflected in policies. Chief Norton made a motion to approve the Executive Committee minutes of January 15, 2019 and the Fire Funding Formula minutes of December 5, 2018, and Chief Bonomo seconded. The motion was approved by unanimous voice vote. 5. Approval of Financials A. Monthly Revenue Expenditure Reports December 2018 Final B. Monthly Revenue Expenditure Reports January 2019 C. Monthly Bill Listing January 2019 Chief Bonomo inquired about a TYCO payment of $8,900 for the master alarm agreement. The Director noted the payment was reported incorrectly, as it was for the alarm equipment maintenance agreement. The Director noted the error would be corrected in AP/AR. Chief Norton made a motion to approve the January 2019 bill listing and Chief Bonomo seconded. The motion was approved by unanimous roll call vote. 6. Chiefs Operations Committee Report - Chief Madden Chief Madden noted the February meeting was rescheduled for March. 7. Staff Reports A. Executive Director s Report: Brian Tegtmeyer B. Operations Department Report: John Mostaccio C. Support Services Department Report: Matthew Baarman D. Administrative Department Report: Angela Athitakis The Director noted reports in packet and new hire orientation/testing last Friday night. Of the 109 attendees, 100 took the test. The four new hires to complete classroom training this week and move to call-taker certification. Several others are in the hiring process to reach the previously authorized strength. The Director noted CS Heather Berg was promoted to Communications Manager for afternoon shift to fill position vacated by CM Kubica. 8. DuPage County ETSB Report Executive Director Tegtmeyer Director Tegtmeyer noted 02/12/19 meeting. The ETSB asked for consolidation expenses, over many years, and provided microwave connections expenses of $780,000. The ETSB voted to reimbursement for those expenses, but funds are not yet budgeted. may see reimbursement over the next two ETSB fiscal years. The reimbursement exceeded the estimate in the budget. 9. Old Business A. New Facility Update Director Tegtmeyer noted one payment remains, and informed County payment will not be made until all punch list items are completed. The generator is almost completed, but a warranty issue is under review. The extreme weather impacted the parking lot and also is a warranty issue. B. CAD/RMS Update on DuJIS Project Director Tegtmeyer noted CAD is one of our largest projects. The ETSB approved the revised contract with Hexagon at the 02/12/19 meeting. The CAD go-live date is mid-june. He noted the need to ensure employees are trained and the systems are programmed and tested. TCs use the program every day and everything they do will be impacted with this change. Work started to train and the ETSB to program and test the shared CAD. There were two CADs, one for and one for the other PSAPs. At cutover, all PSAPs will use one CAD, which requires standardization during 2

3 programming, with changes agreed to by all users (, ACDC, and Sheriff) to ensure changes work correctly. About 24 selected staff members, CM/CSs and TCs, completed one week train-the-trainer sessions in the last month. Internally, a CAD project group was created with technical and operational staff to develop training plan for all TCs. Training will require additional OT for the anticipated two-day classroom, plus checkpoint training. Similar training will be needed for all mobile and records users. The CAD group to develop a specific curriculum and MIS to setup a work stations in roll call for TCs to access and exercise the program. Lots of work ahead in the next three and a half months. Chief Norton thanked the Director for help on issues related to the project. When reading ETSB reports regarding training, part of that time was for train the trainer. Municipalities will have five weeks, or less, to conduct training for mobiles, etc., so overtime will be needed. Mayor Craig inquired if overtime (OT) would be mandated or part of working hours. The Director noted where possible it will be part of work hours. When above minimums, those with TTT allowed to practice on the system. DU- COMM trains on Mondays to minimize OT, but two day classes will require OT. He noted the challenge to practice new CAD, which must be kept separate from old CAD. The teams taking a unified approach to ensure all the bases are covered. Mayor Brummel noted the quality of staff to do their regular work while incorporating the new, difficult, program into their routine, and he thanked the Director. Mayor Craig asked who leads the CAD project and is in the decision making process. The Director noted the complex question. The DuJIS committee identified the need for the project, led by SAO Berlin with select members including some in this room, to provided oversight for the project. Financially, the project is led by the ETSB, to rebill police records management (RMS), and ETSB support staff serve that committee. With the DuJIS committee and the ETSB committee, the PSAPs are in constant communications on issues. There is a technical project team, but the ETSB technical staff has ultimate responsibility for the operations of the system, and MIS Manager Klein is also involved. ETSB CAD Manager Cieplinski, a former Prescient contractor at, knows our staff and needs. needs to find and resolve roadblocks in the shared system, adjust for the changes, and still meet the needs. Training is very important and it s essential to get TCs comfortable with the system. C. Fire Funding Formula Discussion on next steps of Fire Funding Mayor Brummel noted many discussion and the strength of is everyone has a vote and a voice, as member agencies make the decisions. He noted Manager Niehaus had a proposal and recognized him to speak. Manager Niehaus noted at the January Board meeting he had tremendous sympathy for the Director, noting all Managers deal with split board issues. He noted Lombard is a member due to the stability, consistency, and the selfgovernance model. Imbedded in self-governance is the need to make tough decisions. He summarized the Funding Formula committee asked the Director to present, in January, a proposed formula change without a formal recommendation. The Board directed staff to develop a bylaws language change. He noted eleven agencies on the proposed formula change will be negatively impacted. Lombard has the largest dollar change of $53,000 and Hanover Park has the largest percentage change. Manager Niehaus will try to talk to the eleven agencies in order to deliver to this committee a program they could endorse to move forward. He is unsure if a 100% vote can be reached, as some agencies may think it is not good enough. There is momentum in Lombard to tie a formula change to when the new facility is paid off. He believes strongly in the comments of Manager Maller, that members took on the new facility debt based upon the known funding formula. Once the debt service is completed, funds could perhaps be switched to the funding formula. The value would be a signal to those wanting a call volume based system a willingness to go there. The timing may not be perfect, but asked for input from the Director and the Executive Committee on timing needs. He talked to Hanover Park and Chief Bonomo, but wants to contact the other agencies to try to build a coalition of the willing. Director Tegtmeyer summarized the January discussion for the Board of Directors to take action at the October meeting, with the required bylaws change notice 30 days before. Bylaws language changes included in this meeting packet, but in subsequent conversations, it does not appear those wanting a formula change support the proposal as presented. In the spirit of resolving in this calendar year, it may be better to get a coalition instead of another committee that pits communities. Mayor Craig noted support for that approach. Manager Niehaus noted Lombard and Hanover Park are $85,000 of the $200,000 in the proposed plan. Chief Bonomo praised Manager Niehaus for taking on the challenge, but noted time is very important. We worked hard to get here, and now are divided over something we ve been unable to change for 15 years. We need to be cautious, alert, listen, and slow this down, because what is on the street must end to allow the time to try to fix it. Chief Madden thanked Chief Bonomo and noted his concerns. He asked for the impact to remaining members if municipalities left, and noted concern about the serious financial impact to members. 3

4 DC McElroy referenced the Aurora call, and the importance to understand what we are all about. One member attended the stress debriefing for Aurora firemen and the dispatcher that handled the call (only six on duty) got a standing ovation for his actions that day. Nothing would have happened without the strength of that dispatch center. If you go back to why was formed, a police officer lost his life because no one could hear him on the radio. We need to understand what we expect from our TCs. We ask a lot of them and should be supportive and not put them through this mess. We need to fix it. Chief Giannelli noted his agency met with ACDC and the matter is out of his hands, as Managers are looking at costs. Oak Brook, with a much higher EAV, may be further down the road. If wants to rein it in, must do it soon. The three communities closest to his are already talking about the switch, none of the Fire Chiefs want it, but it s not up to the Chiefs. He asked about the timeline and will it be a per call basis. Manager Niehaus noted he envisions a hybrid and not 100% call basis. He can commit to at least meeting with the other agencies in the next 30 days to try to put something that would have the support for a bylaws change. There is a dollar value to stability, but Village Boards need a commitment that things will get financially better to have a fighting chance. He offered to speak to Manager Gargano Mayor Brummel inquired if there is consensus to give Manager Niehaus thirty days to meet with agencies to determine coalition. Manager Niehaus asked that Mayor Craig join him. Mayor Craig summarized his Village is trying and wants long-term stability, cooperation, and collaboration in the County. After they made the new facility commitment, to be asked to change the formula did not sit well. He thinks now is the time and asked for 30 days. He summarized support for the Chiefs and a goal to work together collaboratively for the future. Manager Niehaus noted he would require the Director s help for financial input, and if meetings are set could the Director attend to provide technical information. The Director agreed and noted a summary of today s discussed may be prepared. Further discussion ensued regarding agencies moving and the process. The Director noted each member has two obligations, the funding of the operational budget through April 2020, as passed in January, and their second facility costs. Currently, there are no other debts. On 02/12/19, the ETSB passed a change to the consolidation policy to no longer support one-time consolidation costs, in an attempt to slow competition. Currently, if an agency wants to rejoin the reserve contribution policy would apply, but the Board could determine policy changes. In the past, the ETSB paid the reserve contribution, but now they would not. Mayor Brummel summarized the direction given to Manager Niehaus, and Manager Niehaus noted he had direction, and would do his best. Chief Norton inquired about the police shares (number of police officers) and the last five year average, and the Director noted Manager Guttman s proposal to smooth shares. A discussion ensued and the Director noted, as the language is developed the averaging policy can be decided. Chief Madden left the meeting at 8:48 a.m. Chief Leahy left the meeting at 8:48 a.m., and returned at 8:48 a.m. 10. New Business A. Site Agreements 1. Village of Darien IGA 2. Village of Warrenville MOU 3. Village of Woodridge MOU Chief Norton made a motion to approve the site agreements, and Trustee Deutschle seconded. The motion was approved by unanimous voice vote. B. Selex Base Station equipment purchase Chief Norton made the motion to approve the Selex Base Station equipment purchase of $66,784 (budgeted), and Chief Leahy seconded. The motion was approved by unanimous roll call vote. C. Replacement Vehicles Chief Norton inquired about replacement vehicles, and DD Baarman noted one 2013 Explorer with close to 100,000 miles, and 2008 Expedition with miles with steering issues, will be replaced with purchase. The 2014 Explorer with almost miles to replace the 2008 Expedition as the fleet vehicle. 4

5 Chief Madden returned to the meeting at 8:50 a.m. Chief Norton made the motion to approve the purchase of the Replacement Vehicles for $63,201 (budgeted), and Chief Leahy seconded. The motion was approved by unanimous roll call vote. D. JCI Renewal (TYCO) Chief Bonomo inquired if it related to alarms into the center, and the Director noted the master agreement, renewed in 2013, required more comprehensive review and set to expire March 1. This rider will extend the contract for six months, pending negotiations, and further discussion by this committee. Chief Norton made the motion to approve the JCI renewal and Chief Leahy seconded. The motion was approved by unanimous voice vote. E. AT&T Tower Lease Extension Chief Norton made the motion to approve the AT&T Tower Lease Extension ($29,040 annual increase) and Chief Leahy seconded. The motion was approved by unanimous roll call vote. F. SEDCCRN Darien Site Work Director Tegtmeyer noted this work was budgeted and relevant to the site agreement just passed. This agreement, with ACDC, is for a shared tower site to ensure the site works for both. Chief Notion made the motion to approve the SEDCCRN Darien Site Work (not to exceed $32,000 budgeted) and Chief Bonomo seconded. The motion was approved by unanimous roll call vote. G. IL-USAR 1 MOU Chief Bonomo inquired about the payroll liability and benefits if deployed. The Director noted if deployed, only to perform communications functions - mostly training, and not emergency rescue operations. If the USAR is deployed by an IL EMA activation, it likely will be a reimbursable expense. Chief Norton made the motion to approve the IL-USAR 1 MOU and Chief Bonomo seconded. The motion was approved by unanimous voice vote 11. Executive Closed Session for the purposes of discussing: A. Personnel matters (5 ILCS 120/2 (c) 1) B. Collective negotiating matters (5 ILCS 120/2 (c) 2) C. Purchase or lease of real property (5 ILCS 120/2 (c) 5) D. Security procedure (5 ILCS 120/2 (c) 8) E. Pending, Probable, or Imminent Litigation (5 ILCS 120/2 (c) 11) The Executive Committee did not go into closed session. 12. Other Business A. Actions from closed session. N/A Mayor Craig summarized the funding formula discussion and the Director noted what needs to be shared from today s discussion is something changed, we heard the desire to look for a new plan, and we must get the word out to the other agencies. He can look at other opportunities too. Next Meeting: Wednesday, March 20, 2019, 7:30 a.m. at, 420 N. County Farm Road, Wheaton, IL 13. Adjournment At 9:03 a.m. Chief Norton made a motion to adjourn the meeting and Chief Bonomo seconded. The motion was approved by unanimous voice vote. Meeting adjourned. Respectfully submitted, Christine Keifer Christine Keifer 5