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Public Safety Minutes 2011 09-01-11 APPROVED 10/6/11 UNITED CITY OF YORKVILLE PUBLIC SAFETY MEETING Thursday, September 1, 2011 6:30pm City Hall Conference Room In Attendance: Chairman Carlo Colosimo Alderman Rose Spears Alderman Chris Funkhouser Alderman Larry Kot Other City Officials in Attendance: Mayor Gary Golinski ( st 1portion of meeting) Police Chief Rich Hart Deputy Chief Larry Hilt Others in Attendance: Molly Schwartzkopf, Yorkville PD The meeting was called to order at 6:30pm by Chairman Colosimo and a quorum was established. Citizen Comments: none Minutes for Correction/Approval: August 4, 2011 The following corrections were requested: 1.Bart Olson should be shown as City Administrator throughout minutes 2.Alderman Kot should be “In Attendance”, rather than Olson 3.Funkhouser spelled incorrectly 4.Cost for weather warning sirens should be $20,000 each, not for 3 under Old as Business, also same paragraph, “committee agreed soon…”, next paragraph should have space in “west side” th circle 5.Item #3, 4 sentence, is misspelled The minutes were then approved as amended on a motion by Kot and second by Spears. Unanimous voice vote approval. New Business: 1. PS 2011-24 Police Reports July-August 2011 Alderman Kot noted an increase in overtime in the last couple months. Chief Hart said it was related to manpower shortage, court appearances and officers in school. 1 Yorkville PD also provided assistance to Oswego during a recent case. Two officers were assigned to the task force and Chief Hart said valuable experience is gained through these types of investigations. By committee consensus, this item moves to the consent agenda. 2. PS 2011-25 Computer/Server Replacement Update Molly Schwartzkopf of Yorkville PD was present to discuss current computer and server update issues. She said the computer system is very complex and it is very difficult to replace just one component. They are working with KenCom on updates for radios and MDT’s in the squads, etc. When servers are upgraded, the in-car video cameras and MDT’s must be updated. She had some preliminary estimates from Digital Patroller and said all Digital Patrollers are out of warranty. In addition, 6 computer upgrades have been missed in the last 2 years. DP proposed that if the police department makes certain purchases, DP would warranty part of the old systems until more money is found. The original quote was $57,000 just for the DP system and it was reduced to $26,000 to work with the PD. Upgrades for the T-1 connections for the State Police are also needed. The server was last upgraded 5 years ago with old software being used. Ms. Schwartzkopf said backups need to be improved as well. Chairman Colosimo expressed concern for metadata for evidence. Ms. Schwartzkopf said if the hard drive failed at this point, it would switch over to another drive. However, a solution is needed for a comprehensive backup. There is currently no backup at a secondary location and all servers are located downstairs. Monthly tape backups are kept at a bank vault. Alderman Kot asked if the PD is in compliance with the backup process. According to Molly, there is no official policy, however, a previous IT person developed an unofficial policy of backups that is being done. Financial data, working data and emails system are all captured on tape and are backed up. Chairman Colosimo asked how much the desired system and maintenance would cost. Ms. Schwartzkopf said there are many factors to determine the cost. Alderman Funkhouser asked how critical the upgrade is. June 2012 is when the new dispatch center and certain requirements become effective. Molly said a new system would be done in phases and an estimate on the high end would be $146,000 with quotes changing rapidly. She said much planning will be needed, but a firm number could be obtained in about a month. Currently there is $6,000 in the budget according to Chief Hart and very few grants are available. When the system is purchased, Chairman Colosimo said there must be someone to maintain it. He praised Ms. Schwarztkopf for the work she has done in going above and beyond to oversee the computers. Chief Hart added that she uses personal time to keep things running. 2 Chief Hart stated that in January 2013, the City must go to split band requirements or face a $10,000 a day fine for being non-compliant. Alderman Kot said staff should work with Administrator Olson to find funding. Mr. Colosimo suggested the possibility of hiring a contractual contractor for this upgrade project as they may have shortcuts or ideas to save money. Ms. Schwartzkopf was asked to work with the current vendor, SPS, and to obtain quotes as well. Chairman Colosimo suggested placing this item on the next month’s agenda and Molly was asked to look at updates and a possible company to build the infrastructure and perform maintenance. She said SPS is currently performing maintenance. In summary, Mr. Colosimo said certain deadlines must be met or a fine will be levied. He will ask H. R. to research the possibility of a full-time IT person. This item will return to Old Business for the October meeting. 3. PS 2011-26 Parking Restriction on Prairie Grass Lane This is a proposal to restrict parking on Prairie Grass Lane between Hayden and Autumn Creek Blvd. Chief Hart said this is similar to other restrictions near ballfields and he strongly recommended this action. This is a main artery and the year-round restriction will be beneficial for snow removal also. He said there are ongoing problems with parking due to lack of parking lots at the fields. He said the Park District does not wish to have the parking lots there. Alderman Spears said the Council can fail to approve new parks that do not have adequate parking. This item will move to the consent agenda for the next Council meeting. Old Business: 1. PS 2011-16 Weather Warning Sirens Chief Hart said the estimates were less than originally thought and costs for electrical hookups must now be determined. It also must be decided where to place the towers for a fall installation. Com Ed must also inspect the sites. Raintree and Grande Reserve will then have siren coverage. Chief Hart recommended bringing this item back to Public Safety next month in order to review all cost estimates. Additional Business: 1. Alderman Kot mentioned the crosswalk area on Rt. 47 and noted that the signs are no longer put up. He sees kids waiting to cross and drivers do not stop. He mentioned permanent signs on poles as a possible solution. In view of the impending Rte. 47 improvements, Chairman Colosimo suggested waiting since IDOT will not reimburse the City if signs are installed now and then taken down for construction. Mr. Kot said the markings are no longer visible and feels action should be taken in the interim. Chief Hart said he does not have manpower to place the temporary signs each day and the signs were damaging the squad cars when placed in the back seats. He said they still conduct enforcement. Mr. Colosimo said IDOT is responsible for painting even temporary 3 markings on the street. Alderman Kot said he will bring this matter up at Public Works also and it was suggested to ask them to possibly re-paint the stripes. 2. Chairman Colosimo said that the Administration Committee determined that no vice- chairman had been appointed for the committees. He appointed Alderman Kot as vice- chairman for Public Safety. He said a new governing ordinance is also being worked on. There was no further business and a motion was made by Alderman Spears and seconded by Alderman Kot to adjourn the meeting. Voice vote approval. Meeting adjourned at 7:22pm. Minutes transcribed by Marlys Young, Minute Taker 4