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HomeMy WebLinkAboutRESOLUTION - 31-08 - 6/17/2008 - NORTHWEST CENTRAL 9-1-1 SYSTEMRESOLUTION NO. 31-08 A RESOLUTION APPROVING AN ADDENDUM OF NEW MEMBERSHIP IN THE NORTHWEST CENTRAL 9-1-1 SYSTEM WHEREAS, the Mayor and Board of Trustees of the Village of Elk Grove Village previously authorized entry by said Village into an Agreement to provide for and maintain a joint Enhanced 9-1-1 System known as Northwest Central 9-1-1 System, hereinafter referred to as "the 9-1-1 System' and WHEREAS, the Village of Inverness has made application for membership in the 9-1- l System; and WHEREAS, the 9-1 -1 System Board of Directors has unanimously recommended approval of the request for membership made by Inverness; and WHEREAS, it is believed that the inclusion of an additional community in the 9-1-1 System will prove beneficial to both the 9-1-1 System and the Village: and WHEREAS, the new member has agreed to: 1. Provide funds for its proportionate share of the cost of operation of the 9-1-1 System; and 2. Provide all necessary funds required to add or modify hardware and/or software in order to accommodate the operational needs of the new member, and to pay a proportionate share of normal 9-1-1 operational expenses; and 3. Pay a proportionate share of debts and liabilities which may be incurred after the effective date of membership; and WHEREAS, the addition of new members to the 9-1-1 System requires approval of an Addendum of New Membership; NOW THEREFORE, BE IT RESOLVED by the Mayor and Board of Trustees of the Village of Elk Grove Village, pursuant to Article VII, Section 10 of the 1970 Constitution of the State of Illinois; the Emergency Telephone System Act, 50 ILCS 750/0.01 et seq.; and the Intergovernmental Cooperation Act, 5 ILCS 220/1 through 5 ILCS 220/9; that the mayor of the Village of Elk Grove Village is authorized to enter into an Addendum of New Membership which provides for the addition of the Village of Inverness to the 9-1-1 System. VOTE: AYES: 6 NAYS: 0 ABSENT: 0 PASSED this 17`h day of June 2008. APPROVED this 17`h day of June 2008. ATTEST: Ann I. Walsh, Village Clerk APPROVED: Mavor Craia B. Johnson Village of Elk Grove Village 2 NORTHWEST CENTRAL 9-1-1 SYSTEM ADDENDUM OF NEW MEMBERSHIP WHEREAS, the Villages of Arlington Heights, Buffalo Grove, Elk Grove Village and Mount Prospect have previously formed a joint venture to install, operate and maintain an Enhanced 94-1 Emergency Telephone System, known as Northwest Central 9-1-1 System (the 9-1-1 System), pursuant to authority granted under terms of Article VII, Section 10 of the 1970 Constitution of the State of Illinois; the Emergency Telephone System Act, 50 ILCS 750/0.01 et seq.; and the Intergovernmental Cooperation Act, 5 ILCS 220/1 through 51LCS 220/9; and WHEREAS, the City of Prospect Heights and the Villages of Hoffman Estates, Palatine, Schaumburg and Streamwood have subsequently joined the 9-1-1 System; and WHEREAS, it is believed that the inclusion of an additional community in the 9-1-1 System will prove beneficial to both the 9-1-1 System and the. City; and WHEREAS, the new member has agreed to: provide funds for its proportionate share of the cost of operation of the 9-1-1 System; and 2. provide all necessary funds required to add or modify hardware and/or software in order to accommodate the operational needs of the new member, and to pay a proportionate share of normal 9-1-1 operational expenses; and 3. pay a proportionate share of debts and liabilities which may be. incurred after the effective date of membership; and IT IS THEREFORE AGREED by the Village of Elk Grove Village to accept the Village of Inverness as a full participating member of the Northwest Central 9-1-1 System, effective upon the approval of all current members and according to terms of the attached Memorandum of Agreement marked Exhibit A. Dated this 17th day of June, 2008 Craig B. Johnson Mayor Attest: Ann I. Walsh Village Clerk Exhibit A Memorandum of Agreement - NWCDS 1. Upon the date when all participants have approved and signed the revised Northwest Central Dispatch System Venture Agreement, Inverness will be considered a non-voting member of the system, and will be permitted .to participate in all activities and deliberations of the system. Inverness will be granted voting rights when dispatch operations are officially transferred to the NWCDS System and monthly assessments begin. At that time, Inverness will have one seat and one vote on the NWCDS Board of Directors (which is composed of the Village Managers or Administrators/City Administrators of the member municipalities). Inverness will also have one seat and one vote for its police department on the NWCDS Executive Committee. 2. Dispatch services are projected to be transferred to NWCDS on or about May 1, 2009. The implementation date is contingent on the installation of radio equipment, telephone service and other electronic equipment needed to handle the dispatch operations for the police department. Implementation will not take place until all necessary components are in place and functioning properly. 3. Inverness will pay to NWCDS an initiation fee of $81,010.48, which will be due in two equal payments May 20, 2009 and May 20, 2010. 4. Inverness will pay the full cost of any modifications to the radio consoles, telephone equipment, CAD, Records Management Sharing System equipment, MDC equipment, and software, which are necessary to accommodate its police dispatch operation in the NWCDS center. Inverness agrees to pay the expenses to NWCDS within 30 days after receipt of an invoice from Northwest Central Dispatch. The total combined one-time transitional expense for Inverness for system modifications is not expected to exceed $26,814 although if those actual expenses are higher, Inverness agrees to pay the higher amounts. NWCDS will keep Inverness fully apprised of the costs involved as those figures are developed with the various contractors. This includes 9-1-1 transition costs. It is expected that all such. costs will be billed to the community during calendar year 2009. If the actual costs are lower than the estimated costs cited above, the invoices will reflect the actual costs. 5. Inverness will begin paying a proportionate share of the NWCDS operating and capital reserve assessments immediately upon .the transfer of dispatch operations. If after May 1, 2009, the annual assessment share for Inverness for the first NWCDS fiscal year will be pro -rated to include only the number of months for which dispatch service is actually provided. Assessment payments will be invoiced on a monthly basis. The annual assessment will be based on the standard formula used for all current members. The formula consists of a combination percentage of telephone calls received by the municipality (both 9-1-1 and seven digit calls) and the total number of police department dispatch assignments. During the first fiscal year of operation, the assessment will be based on the two formula factors derived from 2008 figures. If the combination percentage is less than 2%, 2% will be used to calculate the annual assessment. In subsequent fiscal years the budget assessment share for Inverness will vary according to the then prevailing apportionment formula. However, if the combination percentage is less than 2%, 2% will be used to calculate the annual assessment. 6. Inverness agrees to be obligated for a proportionate share of the debits and liabilities outside of normal operating expenses, which may be incurred after the effective date of its grant of voting membership in NWCDS. Its proportionate share shall be equal to its current annual assessment percentage or 2% whichever is greater. 7. The Inverness Police Department will have limited front desk capability to handle routine non -emergency radio and telephone traffic during business hours. 8. Inverness will ensure that all marked police vehicles are equipped with suitable mobile data devices at the outset of dispatch operations, which will be operationally compatible with the NWCDS mobile data infrastructure and all other units in the system. Any MDCs will be incorporated into the NWCDS mobile infrastructure at Inverness' expense. 9. Any future CAD or RMS software changes requested by Inverness which are unique to its police operations and which do not have system -wide applicability would be the sole responsibility of Inverness. 10. Inverness will be responsible for all costs associated with its telephone lines (except 9-1-1) which includes the routing of off -premise extensions for a seven -digit police emergency line to NWCDS; for its own mobile and portable radios, pagers and cellular telephones; and for all in-house CAD, LEADS and RMS data terminals and printers. 11. NWCDS will monitor direct connect and/or radio alarms for vital municipal services such as wells and lift stations provided that all such alarms are received on the standard NWCDS monitoring equipment. 12. It is agreed that Inverness will make available its geographic files in ESRI format or will attempt to machine convert the files or otherwise manually code them to conform to the format used in the NWCDS CAD system. Any other useful computer files will be provided in the best format possible to facilitate building the necessary NWCDS CAD files. 13. NWCDS will cooperate as fully as possible to establish an interface of the Inverness' Records Management System into the NWCDS Integrated Justice Information System. 14. It is agreed that unit -numbering designations and police beat number designations (Inverness will use 700 series numbers) will conform to the standard scheme used by NWCDS. Radio broadcast conventions will also conform to existing NWCDS practice. Inverness agrees that unique operational practices in the police department that is not used by at least one of the other NWCDS departments will be changed to conform to member agency existing practice. Inverness also agrees that department specific and unique practices tend to be inefficient in a joint system; complicates the training process; and causes a much greater susceptibility to errors and shall be avoided whenever possible. The objective is to have uniformity amongst the member communities. 15. It is understood by all parties that the transition to a new operating system is often difficult and in an effort to promote a smooth transition process, the Village will identify a single point of contact at the command staff level who will serve as the transition coordinator for at least a one-year period. Ideally, the coordinator will be someone who is familiar with dispatch operations and who has spent a minimum of 24 hours of familiarization training at the NWCDS center. In return, NWCDS will also identify a transition coordinator who will be assigned to become familiar with Inverness dispatch procedures, and will interface with the designated Inverness coordinator. 16. Inverness will provide a clearly defined mechanism to insure immediate and explicit notification of any annexations and/or address changes in order to maintain an accurate CAD geo file and 9-1-1 MSAG database. NWCDS will provide all necessary services to maintain the CAD geofiles, police department response changes and other CAD tables and files provided it is furnished with notification of major changes 60 days in advance of the effective date of the change. At which time a project timeline will be developed. 17. NWCDS will add no new personnel to its staff to accommodate Inverness's dispatch activities.