DuPage County Emergency Telephone System Board met Sept. 14
Here is the minutes provided by the board:
1. CALL TO ORDER
9:00 AM meeting was called to order by Chair Greg Schwarze at 9:00 AM.
2. ROLL CALL
PRESENT: Schwarze, Franz (9:04 AM), Eckhoff (9:00 AM - 10:15 AM), Guttman, Hernandez, Kramer, Maranowicz, Schar, Selmon, Srejma, Swanson
ABSENT: Tillman
ETSB STAFF:
Linda Zerwin
Matt Theusch
EveKraus
Jerry Furmanski
Mike DiGiannantonio
Kris Cieplinsi (Remote)
COUNTY CLERK:
Adam Johnson, Chief Deputy Clerk
STATE'S ATTORNEY:
Paul Bruckner
ATTENDEES:
Gwen Henry - County Treasurer and Member Ex-Officio
Jeff Martynowicz - County CFO
Anthony McPhearson - County CIO
Dave Jordan - County IT
Melanie Koga - County Finance
Joe Nash - AT&T
Craig Bennett - AT&T
Keith Martin - AT&T
Lisa Wirtanen - AT&T (Remote)
Dusk Koenig - AT&T (Remote)
Robert Stevenson - AT&T (Remote)
Chris Chisnell - Motorola
Ken Rey - Motorola
Todd Conklin - Motorola
Rick McLaury - Motorola (Remote)
Von Beals - Motorola (Remote)
Scot Woodbury - Motorola (Remote)
Keith Marc - Village of Addison
Mike Sampey - Village of Addison
Bill Hayden - Village of Addison
Nicole Lamela - DU-COMM (Remote)
Matt Baarman - DU-COMM
Bill Balling - DU-COMM
Andy Dina - Warrenville Fire
Robert Schaller - Willowbrook Fire (Remote)
Jeff Runge - Villa Park PD (Remote)
Joe Breinig - DMMC (Remote)
Bret Mowery - York Center Fire (Remote)
Richard Sanborn Jr. - York Center Fire (Remote)
Pete Vassios - Wheaton Fire (Remote)
Michael Hylton - Oakbrook Terrace PD (Remote)
Kelley Darre - Glendale Heights PD (Remote)
Kurt Bluder - Hinsdale Township High School District 86 (Remote) Will W9WSS - Citizen
On roll call, Members Schwarze, Eckhoff, Guttman, Hernandez, Kramer, Maranowicz, Schar, Selmon, Srejma, Swanson and Tillman were present. Members Franz and Tillman were absent.
3. PUBLIC COMMENT
There was no public comment.
4. CHAIRMAN'S REMARKS - CHAIR SCHWARZE
Chairman Schwarze asked for a moment of silence to recognize Deputy Chief Frese of Wood Dale PD who passed away on September 11 after a battle with cancer.
5. MEMBERS' REMARKS
There were no Members' remarks.
6. EXECUTIVE SESSION
At 9:02am, a motion was made by Member Selmon, seconded by Member Eckhoff, for ETSB to enter into Executive Session Pursuant to Section 5 ILCS 120/2(c)(1) for the purpose of considering the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body. On roll call, motion passed.
A. Minutes Review Pursuant to 5 ILCS 120/2 (C) (21)
B. Personnel Matters Pursuant to 5 ILCS 120/2 (C ) (1)
C. Security Procedures and the Use of Personnel and Equipment Pursuant to 5 ILCS 120/2 (C ) (8)
D. Pending Litigation Matters Pursuant to 5 ILCS 120/2 (C) (11)
7. MATTERS REFERRED FROM EXECUTIVE SESSION
A. Action relative to the specific employees who were the subject of consideration for appointment, employment, compensation, discipline, performance, or dismissal
The regular session of the ETSB was reconvened at 9:23am. On roll call, Members Schwarze, Franz, Eckhoff, Guttman, Hernandez, Kramer, Maranowicz, Schar, Selmon, Srejma, Swanson and Tillman were present. Member Tillman was absent.
Chairman Schwarze moved to Agenda Item 10: DuPage ETSB 9-1-1 System Design.
8. CONSENT AGENDA
Chairman Schwarze asked for a motion to combine Consent Agenda Items A/Monthly Staff Report; B/Revenue Report for the September 14 Regular meeting; C/Minutes Approval PAC for July 18 and August 22; D/Minutes Approval Ad Hoc Finance Committee for July 27; E/Minutes Approval ETSB for August 10. Member Schar motioned, seconded by Member Selmon. On
voice vote, motion carried.
He then asked for a motion to approve Consent Agenda Items A/Monthly Staff Report; B/Revenue Report for the September 14 Regular meeting; C/Minutes Approval PAC for July 18 and August 22; D/Minutes Approval Ad Hoc Finance Committee for July 27; E/Minutes Approval ETSB for August 10. Member Guttman motioned, seconded by Vice Chair Franz. On voice vote, motion carried.
A. Monthly Staff Report
1. 21-22-69 Monthly Report for September 14 Regular Meeting
B. Revenue Report 911 Surcharge Funds
1. 21-22-63 ETSB Revenue Report for September 14 Regular Meeting for Fund 5820/Equalization
C. Minutes Approval Policy Advisory Committee
1. ETSB - Policy Advisory Committee - Special Call - Jul 18, 2022 9:00 AM
2. ETSB - Policy Advisory Committee - Special Call - Aug 22, 2022 9:00 AM
D. Minutes Approval Ad Hoc Finance Committee
1. ETSB - Ad Hoc Finance Committee - Regular - Jul 27, 2022 10:00 AM
E. Minutes Approval ETS Board
1. ETSB - Emergency Telephone System Board - Regular Meeting - Aug 10, 2022 9:00 AM
9. VOTE REQUIRED BY ETS BOARD
A. Budget Transfers
1. ETS-R-0064-22 Budget Transfer for the Emergency Telephone System Board of DuPage County for Fiscal Year 2022 from 4000-5820-53828 (Contingencies) to 4000-5820-53210 (Electricity) for rising electrical costs. (Total budget transfer: $5,000)
B. Payment of Claims
1. 21-22-64 Payment of Claims for September 14, 2022 for FY22 - Total for 4000-5820 (Equalization): $316,859.42
DuPage County Page 5
Minutes Emergency Telephone System Board September 14, 2022
C. Change Orders
1. ETS-CO-0010-22 Resolution approving Change Order #12 to PURVIS Systems Incorporated PO 918126/3187-1 to provide a hardware refresh of the Fire Station Alerting (FSA) equipment. (Total amount: $213,360; New contract amount: $4,500,536.80)
A motion was made by Member Kramer, seconded by Member Selmon, to approve this item. Chairman Schwarze opened the item for discussion.
Member Guttman said he had just looked at the packet the previous night and had not had the chance to ask the West Chicago FPD Fire Chief for his comments. From a managerial, not fire, perspective, he believed the staff from DU-COMM had come up with a reasonable, incremental change to try to address the infrastructure that is breaking. He used a car analogy in replacement of tires. If only the rear tires have a low tread, you would likely only replace the rear tires unless someone else is paying for all four to be replaced.
Member Guttman made a motion to table this item until the next ETSB meeting, seconded by Vice Chair Franz. A roll call vote was taken in which Members Guttman, Hernandez, and Vice Chair Franz voted in the affirmative to table the item, Members Schwarze, Kramer, Maranowicz, Selmon, Schar, and Srejma voted no. Under discussion, Ms. Zerwin responded to the tire analogy saying, you would not put a different size tire on the front of the car as you would the remainder of the tires. She said there was not a consensus at Tech Focus and so this item was brought to the Fire Standardization Group for discussion. She said while she did not want to speak for Fire Chief Tanner of West Chicago, he was at the meeting and was in favor of moving forward. This is a piece of equipment that is operational within the fire stations and the failures being seen are mostly coinciding with how the order in which they were deployed. She discussed the maintenance schedule and equipment to be replaced, and that this equipment had been vetted by the vendor with their software they are using.
Ms. Zerwin asked the PSAP technical staff and fire chiefs present to weigh in. Member Guttman said he still believed an incremental approach would be better and anticipated that equipment would need to be changed again when Windows 11 comes out.
Member Hernandez thanked Ms. Zerwin for the additional details.
On voice vote to approve this items, the Members voted as follows: 8 ayes, 2 nays, 2 absent. The motion failed due to a lack of super majority in favor.
Member Guttman asked that the second option costs be researched and brought back for discussion. Ms. Zerwin said PURVIS would not support the second option which was discussed at the Fire Standardization meeting. Member Guttman asked if that was in the memo provided to the Board. Ms. Zerwin explained the workflow of the system memos and that the memos are designed to lay out the options for discussion. The second option was discussed with the fire chiefs at the Fire Standardization meeting and the chiefs present wanted to move forward with the option to replace the SCUs. Member Guttman said he would discuss this further with Chairman Schwarze and Ms. Zerwin outside of this meeting.
Upon clarification from Assistant State's Attorney Paul Bruckner, this item would be recorded as a voice vote without the necessary super majority and so the motion failed.
D. Resolutions
1. ETS-R-0065-22 Resolution to adopt Policy 911-023: GIS Data Sharing and Maintenance Workflow.
2. ETS-R-0066-22 Resolution approving the sale of surplus items from the County of DuPage on behalf of the Emergency Telephone System Board of DuPage County to the Troy Fire Protection District.
Member Guttman asked where the Troy Fire Protection District is located. Member Srejma replied I55 and I80.
3. ETS-R-0067-22 Resolution approving the hiring of an ETSB Data Analyst - Computer Aided Dispatch (CAD). (Starting Salary: $75,500
E. Travel and Training
1. 21-22-65 Eight (8) Attendees from DuPage ETSB and PSAPs ACDC and DU COMM to attend the 38th Annual Illinois Public Safety Telecommunications Associations (IPSTA) conference in Springfield, IL October 22-26 for an estimated cost of $1,700 per attendee. (Total conference amount not to exceed: $13,600).
F. FY2023 Budget Resolution
1. ETS-R-0068-22 Annual Appropriation Resolution for Emergency Telephone System Board of the County of DuPage, State of Illinois, for the Fiscal Period beginning December 1, 2022 and ending November 30, 2023.
Member Guttman requested the Board not act on this item today as they have until October and following the conclusion of the ETS Board that day was an Ad Hoc Finance Committee meeting. He thought there were outstanding questions the Committee would like to address before approval of the budget.
Vice Chair Franz asked what that does to the County timeline for approvals. Ms. Zerwin answered it was not a problem, that typically the budget is posted in September and voted on in October.
Member Selmon made a motion to approve the budget, seconded by Member Hernandez.
Vice Chair Franz reviewed the Ad Hoc Finance Committee and their role in this process and he believed the Committee should play out the process before the budget is approved.
Member Selmon asked how frequently the Ad Hoc meets. Ms. Zerwin said typically it is after each ETSB meeting, and there was one additional in between board meetings.
Chairman Schwarze said he appreciated Member Selmon's motion but was okay with not approving the budget today. Member Selmon voiced her concern over meeting the County's timeline. Ms. Zerwin explained that this budget had been given to Finance to upload into the software and that obligation of providing the budget to the County Board office had been met. Ms. Zerwin said confirmed it was not a problem to post in September and vote in October, with the appropriate in November along with the other County departments, that it would not put ETSB behind in the timeline. With this assurance, Member Selmon withdrew her motion to approve the budget that day. Upon receiving direction from ASA Bruckner, Chairman Schwarze withdrew ETS-R-0068-22 from the agenda.
After the budget discussion concluded, Ms. Zerwin said she had additional information for Agenda Item 11: DEDIRS Portable and Mobile Radio Replacement.
10. DUPAGE ETSB 9-1-1 SYSTEM DESIGN
Chairman Schwarze turned the meeting over to Ms. Zerwin. Ms. Zerwin reviewed the Customer Premise Equipment (CPE) and ancillary systems that have experienced issues and are being worked through. The Board had received a technical report last week which the Tech Focus Group and PSAP directors discussed with AT&T and Motorola. She stated that the current configuration has had two substantial issues, one in 2019, and the one that began this May. In 2019, steps were taken with the network to eliminate issues which have not been completely successful. She stated that AT&T will review a recommendation to separate the system. She stated that it was the goal of the previous PSAP directors to have a system that would allow either PSAP to move to the other and sign into their own configuration of the system. Thankfully, the need to do this has not occurred since the installation of the equipment.
Separating the system into two would eliminate this function but would not change the ability to transfer a call between the PSAPs. In addition, it would allow either PSAP to be the direct backup should one of them go down. She indicated that this may be the better way to service the community. AT&T was present to review the results with a slide presentation of next steps. Ms. Zerwin turned the meeting over to Joe Nash, AT&T's Midwest Public Safety Sales Director along with key members from both AT&T and Motorola. Mr. Nash presented the AT&T update to the ETS Board which included the current status of the system, options and next steps moving forward, and AT&T's recommendation. AT&T's recommendation was to break the geo-diverse system into two standalone systems. A discussion ensued around the system design and the pros and cons of potentially breaking the system apart between the two Public Safety Answering Points (PSAPs). There were questions regarding maintenance, training, call overflow, and true call handling time for the fire stations. After the Members' questions were answered, Chairman Schwarze asked for a show of hands of the Members who wished to move forward with the recommendation. The show of hands was unanimous in the affirmative.
Chairman Schwarze moved onto Agenda Item 11: DEDIRS Portable and Mobile Replacement.
11. DEDIRS PORTABLE AND MOBILE RADIO REPLACEMENT After the budget discussion, Ms. Zerwin requested to return to the radio replacement agenda item. She said Glendale Heights PD was the first agency to complete their IGA and about 20 police agencies that have finished their fleetmap. She said the challenge with the fire agencies was that LTE on the APXNext model radios requires an email address for each radio. In fire, radios are deployed per riding position. Questions came up from the test agencies who were sent the fire fleetmap regarding the emails. This is under discussion with Motorola.
Ms. Zerwin continued saying in regard to the Sheriff's Office, there have been some battery and charging issues that are being investigated. She added that the second battery for each agency would not be received until January.
Ms. Zerwin further said she wanted to dispel a rumor. The Office of Emergency Management and Homeland Security has been assisting with unboxing the radios and asset tagging the not quite 3,000 radios in house. She said the cache of radios would be available to OHSEM because they have a 24/7 phone and are responding to larger events throughout the county. If additional radios were needed, OHSEM would be available to hand out radios. Ms. Zerwin continued saying OHSEM is not taking over programming the radios. Motorola has provided a system manager to ETSB for three years after which time that contract would be a board decision. She said DU-COMM is handling the APX7000 model radios and that their contract is up for renewal so there is discussion to be had. The new radios will be under a warranty period and radios that are beyond general maintenance go to the depot, just as they do today with DU-COMM. She explained fire radios are hermetically sealed so they automatically have to go to the depot to maintain their warranty and for re-sealing after repair. Ms. Zerwin said she had received some calls regarding the rumor that OHSEM would be programming and maintaining the radios and wanted to clarify. She also explained the process the batteries are going through in-house to ensure they are in proper condition before being deployed for use.
Vice Chair Franz asked how many IGAs they are expecting. Ms. Zerwin, with support from Member Maranowicz, said that Addison had elected to have their agencies sign their own IGAs with ETSB, whereas DU-COMM wanted theirs together. Ms. Zerwin said she had talked to Interim Director Balling and that her recommendation was that DU-COMM execute a separate police and a fire IGA. Unless DU-COMM wanted to wait for 44 cost sheets, the attachment to the IGA, to come in, then when the police fleetmaps and cost sheets are completed, they could keep moving. Ms. Zerwin said the three IGAs from the County, the Sheriff, State's Attorney, and OHSEM, were also executed that week.
1. 21-22-67 PAC Recommendation Memo
PAC Chairman Hayden reported the PAC has a draft recommendation memo ready to bring forward to the Board but that it would be brought back to both law enforcement and fire Chiefs so they are on board when it is brought to the ETS Board for discussion. He complimented Member Hermes of ACDC for her compilation of the training modules.
Vice Chair Franz asked about timing and the phases of rollout. Chairman Hayden and PAC Vice Chair Dina reviewed the timeline of police and fire radio deployment. Vice Chair Dina reviewed phase 1 as the deployment of law enforcement radios, phase 2 as the fire rollout with templates and new channels, and about 18 months between phase 2 and phase 3, which is the dispatch channel naming conventions.
Ms. Zerwin asked Mr. Chisnell if he could provide an update to the lab testing of the fire radios. Mr. Chisnell said they are still looking at November.
At 10:01am the fire alarm within the 421 building went off. At this time, the building was vacated and the meeting went into recess.
A motion was made by Member Maranowicz, seconded by Member Selmon to reconvene the meeting at 10:26am. On roll call, Members Schwarze, Franz, Guttman, Hernandez, Kramer, Maranowicz, Schar, Selmon, Srejma, Swanson and Tillman were present. Members Eckhoff and Tillman were absent.
Chairman Schwarze went on to Agenda Item 8: Consent Agenda.
2. 21-22-68 Training Slide Deck for Portable Radio Users
12. OLD BUSINESS
13. NEW BUSINESS
There was no new business.
14. ADJOURNMENT
A. Next Meeting: Wednesday, October 12 at 9:00am in 3-500B
Chairman Schwarze asked for a motion to adjourn. Member Selmon motioned, seconded by Member Maranowicz. The meeting of the ETSB was adjourned at 10:49am.
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