agenda cover memorandum - park ridge cover memo... · whereas, the city of park ridge desires to...

Agenda Cover Memorandum

Rev 08/22/2013

Meeting Date: September 3, 2013 Meeting Type: COW (Committee of the Whole) City Council Budget Workshop Item Title: Approve the Resolution Authorizing the City of Park Ridge to enter into an

Intergovernmental Agreement to participate in a centralized fire communications center known as the Regional Emergency Dispatch Center, and approve the Intergovernmental Agreement with the Regional Emergency Dispatch Center.

Action Requested:

Approval For discussion

Feedback requested For your information Staff Contact: Michael A. Zywanski, Fire Chief Phone: 847-318-5259 Email: [email protected] Background: Information regarding the Fire Department request to move fire emergency dispatch services to the Regional Emergency Dispatch Center was presented at the Committee of the Whole on August 12, 2013 as a Discussion Item. The City Council directed Staff to bring the item back as an Action Item to the Committee of the Whole on August 26, 2013. All of the background information regarding the Regional Emergency Dispatch Center is available on the City website as part of the Committee of the Whole packet for the August 26, 2013 meeting. During discussion of the item on August 26th, the City Council requested Staff to provide new information. Staff was requested to provide the cost projections for the needed infrastructure upgrades to the current Des Plaines Emergency Dispatch Center (DPECC). The City of Des Plaines estimates the following infrastructure upgrade costs for the current 911 Dispatch Center.

$750,000 Computer-Aided Dispatch (CAD) and Records Management System (RMS) $500,000 New Dispatch Consoles $50,000 Updates to Viper 911 Phone system (4 versions behind, with 2 versions purchased

but never installed) $1,300,000 Total This does not include the startup costs of a CIP with annual contributions for future capital and infrastructure needs.

Staff was also requested to provide the most current RED Center Budget and Audit. These items are submitted as attachments to this memorandum. The RED Center Audit presented is for FY12. The audit for FY13 has just been completed and is currently in draft form at the Auditors. The Committee of the Whole voted unanimously, with Alderman Milissis absent, to approve the Resolution authorizing the City to enter into an Intergovernmental Agreement to participate in a centralized fire communications center known as the Regional Emergency Dispatch Center. The following questions were raised during public comment on the item on August 26th.


Rev 08/22/2013

Question #1: Will Police and Fire radio communications on the scene of emergencies be jeopardized by the Fire Department’s move to RED Center. Response: The Park Ridge Police and Fire Departments operate currently on different radio frequencies in the Des Plaines Emergency Communications Center. In today’s Unified Command System on the scene of fire and EMS emergencies, communications between Fire and Police Commanders is accomplished face-to-face. It is required under our incident command system, to have a police Sergeant or Commander on the scene in order to interface with the Fire Department incident commander. The same holds true for the Police Department. This face-to-face system alleviates communication problems caused by radio system hardware or software problems and potential delays in relaying radio messages in the dispatch center due to other emergency call activity. Question #2: Will Park Ridge residents will see a delay in fire department emergency response times due to the call transfer process from Des Plaines to RED Center. Response: Data provided by Dawn Hyken, Dispatcher at DPECC indicated that the “typical” call transfer time from the Des Plaines Dispatch Center to the RED Center, averages forty-five to fifty-nine seconds. This call transfer time is excessive. Call transfer times can be improved internally by the Des Plaines Dispatch Center, through procedural adjustments. In 2004, Fire Chief Thomas Friel of the Morton Grove Fire Department required the Des Plaines Dispatch Center to sign off on a Standard Operating Guideline (SOG) requiring the dispatch staff to follow procedures to improve the call transfer time to the RED Center. The call transfer procedures stipulated in the SOG are based on “Best Practices” outlined in NFPA 1221 and NENA’s Communications Policy and Standard Operating Procedure Manual. These documents detail the industry standard procedures to be followed by dispatch centers for the call transfer process. RED Center interfaces on a daily basis with sixteen area 911 call centers, also known as Public Safety Answering Points (PSAP) on behalf of the fourteen member agencies in RED Center. RED Center routinely conducts reliability tests of the call transfer process between these sixteen PSAP locations and RED Center. RED Center has determined that the average emergency call transfer time between the sixteen PSAP locations and RED Center is seven to eight seconds. This data reflects the amount of time it took for the PSAP Dispatcher to answer the call, INITIATE the transfer and wait for the RED Center dispatcher to answer. As a result, the ANI/ALI information is automatically populated in the RED CAD System at that time. “Dispatch Services” begin immediately with the RED CAD System “recommending” response units based upon the location of the incident and the available units in service within the area. The RED Center dispatcher along with a partner will also initiate Emergency Medical Dispatch (EMD) Protocols in an effort to begin to mitigate any medical emergency. Question #3: DPECC Dispatcher Amy Logan indicated that “Emergency Calls are dropped all the time” Response: RED Center installed an updated E911 Telephone System on October 1, 2012. Since October 1, 2012, RED Center has answered 19,741 calls for service which were transferred to RED Center by the sixteen PSAP locations served by RED Center. A total of twenty-one calls were “dropped” during the transfer process. However, since the ANI/ALI information is automatically transferred, all twenty-one calls for service were re-connected and service provided according to RED Center’s established standards. Of the twenty-one total dropped calls, four originated from the NSECC/DPECC dispatch center. This results in an average of .36 calls per month that were dropped during an NSECC/DPECC to RED Center transfer. The data also shows no dropped calls have been experienced from the Glenview Dispatch Center to RED Center.


Rev 08/22/2013

Question #4: Will the move to RED Center result in increased expenditures for the E911 Fund for this Fiscal Year? Response: No. The E911 Fund is budgeted at $1,250,000 for FY14. Of the $1,250,000 budgeted amount, $450,000 is received from Emergency Telephone Receipts, $1,025,000 is transferred into the Fund from the General Fund. Moving Fire Department dispatch services to RED Center (including implementation costs) will result in a net decrease in total expenditures from the E911 Fund for Police and Fire Dispatch services by $153,873. Recommendation: Approve the Resolution Authorizing the City of Park Ridge to enter into an Intergovernmental Agreement to participate in a centralized fire communications center known as the Regional Emergency Dispatch Center, and approve the Intergovernmental Agreement with the Regional Emergency Dispatch Center. Budget Implications: Does Action Require an Expenditure of Funds: Yes No If Yes, Total Cost: Implementation Costs total $126,030.00 ($36,717.00 up front, $89,313 over two years) If Yes, is this a Budgeted Item:

Yes No Requires Budget Transfer If Budgeted, Budget Code (Fund, Dept, Object) E911 Fund Attachments:

Resolution authorizing the City of Park Ridge to enter into an IGA with the Regional Emergency Dispatch Center

Intergovernmental Agreement between the City of Park Ridge and the Regional Emergency Dispatch Center

Letter to the Mayor from MAP RED Center FY14 Budget RED Center FY13 Audit

RESOLUTION NO. _______

A RESOLUTION TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT TO

PARTICIPATE IN A CENTRALIZED FIRE COMMUNICATIONS CENTER KNOWN AS THE REGIONAL EMERGENCY DISPATCH CENTER

WHEREAS, the City of Park Ridge is a unit of local government authorized to exist

under the terms of the Illinois Compiled Statutes; and

WHEREAS, Article VII, Section 10 of the Constitution of the State of Illinois (1970)

and the provisions of the Intergovernmental Cooperation Act, 5 ILCS 220/1, authorize the joint

exercise by two or more units of local government of any power common to them; and

WHEREAS, the City of Park Ridge has determined that participation in a centralized fire

department communications center will be beneficial to the citizens of the City and assist the

Park Ridge Fire Department in providing service to the residents and result in cost savings to the

City; and

WHEREAS, the City of Highwood, the Village of Lincolnwood, the Village of Morton

Grove, the Village of Niles, the Village of Northbrook, the Village of Northfield, the Village of

Wheeling, the Village of Wilmette, the Village of Winnetka, the Deerfield~Bannockburn Fire

Protection District, the Lincolnshire~Riverwoods Fire Protection District, the Long Grove Fire

Protection District, the North Maine Fire Protection District and the Prospect Heights Fire

Protection District have previously formed by intergovernmental agreement a consolidated fire

dispatch center known as the Regional Emergency Dispatch Center (R.E.D. Center); and

WHEREAS, the Intergovernmental Agreement creating R.E.D. Center and the By-Laws

adopted by R.E.D. Center require units of local government who desire to become members of

R.E.D. Center to adopt a resolution authorizing membership in R.E.D. Center and signature of

the Intergovernmental Agreement; and

WHEREAS, the City of Park Ridge desires to become a member of R.E.D. Center.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Park

Ridge, Cook County, Illinois as follows:

Section One: That the City of Park Ridge hereby resolves to enter into an

intergovernmental agreement to join the Regional Emergency Dispatch Center (R.E.D. Center).

Section Two: That the Mayor and City Council and the clerk of the City of Park Ridge

are hereby authorized to execute the intergovernmental agreement with R.E.D. Center by signing

the signature page attached to this Resolution as Exhibit “A”.

Section Three: This Resolution shall supersede any resolutions or ordinances, or parts of

resolutions or ordinances, in conflict with any part herein, and any such resolutions or

ordinances, or parts thereof, are hereby repealed.

Section Four: If any section, paragraph or provision of this Resolution shall be held

invalid or unenforceable for any reason, such invalidity or unenforceability shall not effect any

of the remaining provisions of this Resolution.

Section Five: That this Resolution shall be in full force and effect from and after its

passage.

Adopted this _________ day of _________________, 2013 by a roll call vote as follows: AYES: ____________________________ NAYS: ____________________________ ABSENT: ____________________________ ____________________________________________ Mayor ATTEST: ____________________________________ Clerk

STATE OF ILLINOIS ) ) SS COUNTY OF COOK )

SECRETARY’S CERTIFICATE

I, ____________________________, the duly qualified and acting Clerk of the City of

Park Ridge, Cook County, Illinois, do hereby certify that attached hereto is a true and correct

copy of a Resolution entitled:

RESOLUTION NO. __________

A RESOLUTION TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT TO ESTABLISH A CENTRALIZED FIRE

COMMUNICATIONS CENTER KNOWN AS THE REGIONAL EMERGENCY DISPATCH CENTER

which Resolution was duly adopted by said City Council at a regular meeting held on the ____

day of ___________________, 2013.

I do further certify that a quorum of said City Council was present at said meeting, and

that the City Council complied with all the requirements of the Illinois Open Meetings Act.

IN WITNESS WHEREOF, I have hereunto set my hand this ________ day of

___________, 2013.

____________________________________ Clerk (SEAL)

1

JOINT FIRE DEPARTMENT COMMUNICATIONS SYSTEM AGREEMENT

THIS AGREEMENT, entered into on the effective date hereinafter set forth, by and

between the units of local government signatory hereto (and also those which may hereinafter

become signatory hereto):

W I T N E S S E T H

WHEREAS, the signatories hereto have determined that there is a need by local

governments within Northeastern Illinois for a centralized fire department communications

system; and

WHEREAS, the City of Highwood, the Village of Morton Grove, the Village of Niles, the

Village of Northbrook, the Village of Winnetka, the North Maine Fire Protection District and the

Prospect Heights Fire Protection District have previously formed a consolidated fire dispatch

center known as the Regional Emergency Dispatch Center (R.E.D. CENTER) which has served

their needs;

WHEREAS, it has been determined by such signatories that fire department

communications is of value on an individual and mutual basis; and

WHEREAS, a centralized fire department communications system has adequately

served the needs of all of such signatories; and

WHEREAS, Article VII, Section 10 of the 1970 Constitution of the State of Illinois and the

Intergovernmental Cooperation Act, 5 ILCS 220/1 et.seq. authorizes the joint exercise by two or

more units of local government of any power common to them; and

WHEREAS, it is the desire of the signatories hereto to jointly provide for and continue a

centralized fire department communications system for their mutual advantage and protection;

and

WHEREAS, the parties to this Agreement jointly desire to continue the operation of

R.E.D. CENTER and to reformulate the agreement and by-laws by which it operates;

2

NOW THEREFORE, FOR AND IN CONSIDERATION OF THE PROMISES, THE

MUTUAL ADVANTAGES TO BE DERIVED THEREFROM AND IN CONSIDERATION OF THE

MUTUAL COVENANTS HEREIN CONTAINED, IT IS AGREED BY AND BETWEEN THE

PARTIES HERETO AS FOLLOWS:

1. Venture Established. Pursuant to the joint powers authorization of the Illinois

Constitution and the Intergovernmental Cooperation Act, the undersigned do

hereby join together in a cooperative venture for the joint and mutual operation of

a centralized public safety communications system, to be known as “The

Regional Emergency Dispatch Center” (hereinafter designated as R.E.D.

CENTER) which shall consist of all of the units of local government signatory

hereto (and also those units of local government which may hereinafter become

signatory hereto).

2. By-Laws. R.E.D. CENTER shall be subject to and shall be governed by certain

By-Laws, a copy of which is attached hereto as Exhibit “A” and by this reference

made a part of this agreement, together with any amendments which may be

made to said By-Laws in the manner and means therein set forth.

3. R.E.D. CENTER. Each unit of local government which is a party to the joint fire

department communications system (and each unit of local government which

may hereafter sign, after approval as required by the By-Laws, provided such

units of local government are eligible to participate pursuant to said By-Laws) is a

member of R.E.D. CENTER and is entitled to the rights and privileges and is

subject to the obligations of membership, all as provided in said By-Laws.

4. Termination. Any party to this Agreement may cease to be a party hereto and

may withdraw from participation in R.E.D. CENTER in the manner and means set

forth in said By-Laws.

3

5. Powers of the System. R.E.D. CENTER shall have the power in its own name, to

make and enter into contracts, to employ agents and employees, to acquire, hold

and dispose of property, real and personal, and to incur debts, liabilities or

obligations necessary for the accomplishment of its purposes, but no such

contract, employment, purchase, debt, liability, or obligation shall be binding

upon or obligate any member except as authorized by the attached By-Laws.

R.E.D. CENTER shall not have the power of eminent domain or the power to levy

taxes.

6. Amendment. This Agreement may not be amended, except by written

agreement and resolution of all the then parties to it, provided, however, the By-

Laws attached hereto as Exhibit “A” may be amended from time to time by the

affirmative vote of two-thirds (2/3) of the members of R.E.D. Center.

7. Duration. This Agreement and R.E.D. CENTER shall continue in effect until

rescinded by consent of two-thirds of the then parties or until terminated in the

manner provided in said By-Laws. Upon such termination, the assets remaining

shall be disposed of in the manner set forth in said By-Laws.

8. Resolution Authorizing. Prior to execution of this Agreement, each member shall

deliver to all other members a certified copy of a Resolution authorizing and

directing the execution of this Agreement.

9. Effective Date. This Agreement shall become effective when signed by the last

of the Village of Highwood, the Village of Morton Grove, the City of Niles, the

Village of Northbrook, the Village of Winnetka, the North Maine Fire Protection

District, and the Prospect Heights Fire Protection District.

4

IN WITNESS WHEREOF, the undersigned representatives of the member units of local

government have set their signatures on the respective dates set forth below. This document

may be signed in duplicate originals.

CITY OF HIGHWOOD

By: ATTEST:

Date:

VILLAGE OF MORTON GROVE

By:

ATTEST:

Date:

VILLAGE OF NILES

By:

ATTEST:

Date:

VILLAGE OF NORTHBROOK

By:

ATTEST:

Date:

5

VILLAGE OF WINNETKA

By:

ATTEST:

_____________________________

Date: _____

NORTH MAINE FIRE PROTECTION DISTRICT

By:

ATTEST:

_____________________________

Date:

PROSPECT HEIGHTS FIRE PROTECTION DISTRICT

By:

ATTEST:

___________________________________

Date:

6

JOINT FIRE DEPARTMENT COMMUNICATIONS SYSTEM AGREEMENT

SIGNATURE PAGE

IN WITNESS WHEREOF, the undersigned representatives of the Village of ______________ (of ________________ Fire Protection District) have set their signatures on the respective dates set forth below. Village of ____________________________________ (or ________________________ Fire Protection District) By: _______________________________________________ President ATTEST: ___________________________ Date: _____________________, 2010.

Draft May 2012 - April 2013 Budget

EXAMPLE ONLY

Approved ''10 - '11 Budget w/one

additional dispatcher

Approved 11-12

Budget 2.1% Raise with no CIP

Approved 12-13

Budget 3% Raise with

CIP 1/2 yr w one add

Approved 13-14

Budget 2% Raise

2,231,776 2,276,737 2,550,482 2,814,595

PERSONAL SERVICES

Regular salaries 1,111,764 1,150,440 1,230,384 1,286,736 done

Overtime salaries 65,000 65,000 90,000 90,000

O/T FLSA 29,395 29,395 29,395 29,395 done

O/T training 5,000 5,000 5,000 5,000 done

Shift reduction pay 38,965 41,774 48,277 49,442 done

O/T EMD 5,000 2,500 2,500 2,500 done

Holiday pay 27,352 21,500 21,500 21,500 done

Longevity pay 8,403 8,623 8,733 8,953 done

Part-timers for third position

Shift Coordinators Stipends 20,000 20,000 20,000 20,000 done 1,513,526

FICA Payments 100,282 102,835 111,368 115,785 done

157,305 174,750 200,170 227,029 done

Health/Life/Dental/Vision 312,930 316,565 338,500 380,000 done

1,881,396 1,938,382 2,105,827 2,236,340

TOTAL BUDGET

Employers contribution-IMRF

TOTAL PERSONAL SERVICES

COST PER CALL

FULL TIME EQUIVALENTS

FROM CALENDAR YEAR

# OF CALLS FOR SERVICE


EXAMPLE ONLY



Approved 11-12


Approved 12-13



Approved 13-14

Budget 2% Raise

2,231,776 2,276,737 2,550,482 2,814,595TOTAL BUDGET

COST PER CALL


FROM CALENDAR YEAR


CONTRACTUAL SERVICES

Contractual prof. services 12,500 12,500 12,500 12,500

Printing Binding Publications 1,000 1,000 1,000 1,000

Postage 500 500 500 500

Telephone and Telegraph 64,600 65,600 73,600 100,400

1 Business lines 12,000 12,000 12,000 12,000

2 CAD leased lines

3 Cell phone service 2,400 2,400 2,400 2,400

4 Mileage lines 4,200 4,200 4,200 8,000

5 Radio circuits 45,000 47,000 55,000 78,000

6 Other 1,000 0 0 0

Dues, Subscriptions, Membersh 1,200 1,200 1,200 1,200

Maintenance of equipment 141,400 141,400 164,700 195,900

1 EMD Aqua QA maint/upgrade 1,500 1,500 1,500 1,500

2 Radio & Consoles contract 28,300 28,300 51,600 51,600

3 CAD maint/support contract 75,000 75,000 75,000 75,000

4 Telephone hardware contract 14,600 14,600 14,600 40,800

5 Digital Recorder 2,000 2,000 2,000 2,000

6 Alarm Monitoring Equipment 12,000 12,000 12,000 12,000

7 Misc. 8,000 8,000 8,000 13,000

Rentals 6,180 5,500 5,500 4,600

1 Digital Recorder 0 0 0 0

2 Weather Center 1,680 1,000 1,000 1,000

3 Pagers 0 0 0 0

4 Copier 4,500 4,500 4,500 3,600

Travel expense 6,000 3,000 3,000 3,000

Training 15,000 10,700 10,700 10,700

1 Emergency Medical Dispatch 4,000 2,700 2,700 2,700

Quality Assurance 1,600 1,600 1,600

Advanced EMD 700 700 700

Recertification 400 400 400

2 Other Training 11,000 8,000 8,000 8,000

ILAPCO Conf. 1,800 1,800 1,800

MABAS Conf. 1,000 1,000 1,000

Accounting 1,200 1,200 1,200

FSML Program 1,000 1,000 1,000

NENA Comm Ctr Mgmt 3,000 3,000 3,000

248,380 241,400 272,700 329,800TOTAL CONTRACTUAL SERVICES


EXAMPLE ONLY



Approved 11-12


Approved 12-13



Approved 13-14

Budget 2% Raise

2,231,776 2,276,737 2,550,482 2,814,595TOTAL BUDGET

COST PER CALL


FROM CALENDAR YEAR


MATERIALS & SUPPLIES

Uniform allowance 6,000 4,000 4,000 4,000

Office supplies 4,000 4,000 4,000 4,000

Books pamphlets materials 3,000 13,020 13,020 13,020

1 Criss Cross Directory 750 770 770 770

2 Maps 1,950 11,950 11,950 11,950

3 Misc. 300 300 300 300

Cleaning/Household supplies 1,000 1,000 1,000 1,000

Maint material, Bldg/Improveme 10,000 10,000 10,000 10,000

Small tools & equipment 0 0 0 0

1 Asst. Small Tools

2 Asst. Small Equip

24,000 32,020 32,020 32,020

OTHER CHARGES

Employee Welfare 2,000 1,935 1,935 1,935

1 Vision care subsidy

2 Dental care subsidy

3 Holiday certificates 500 435 435 435

4 Coffee service 1,500 1,500 1,500 1,500

Transfer to corporate fund 42,000 32,000 32,000 33,500

1 Annual audit fee 5,000 5,000 5,000 5,000

2 Admin fee 22,000 12,000 12,000 13,500

3 RED Center Lease

4 Move Loan

5 Alarm Equipment Lease Purc 0 0 0 0

6 Building Maintenance 15,000 15,000 15,000 15,000

Transfer to Insurance Fund 29,000 26,000 26,000 26,000

1 General liability 22,000 19,000 19,000 19,000

2 Workers Comp. 7,000 7,000 7,000 7,000

Other Operational Expense 5,000 5,000 5,000 5,000

Transfer to CERF: Equipment 0 0 75,000 150,000 done

78,000 64,935 139,935 216,435

TOTAL MATERIALS & SUPPLIES

TOTAL OTHER CHARGES


EXAMPLE ONLY



Approved 11-12


Approved 12-13



Approved 13-14

Budget 2% Raise

2,231,776 2,276,737 2,550,482 2,814,595TOTAL BUDGET

COST PER CALL


FROM CALENDAR YEAR


60,000 60,000 0 0

AVL/MDC Grant Match

PSIC Grant Match

Master Plan Study

Administrative Offices/Carpeting

from Fund Balance

Logging Recorder

from CERF Account

CAD System Upgrade 40,000 40,000 from CERF AccountAVLSystem Upgrade 20,000 20,000 from CERF Account

PITAL EQUIPMENT EXPENS

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