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2008-17t • RESOLUTION NO. 2008- 17 A RESOLUTION AUTHORIZING ENTRY INTO AN AMENDED AGREEMENT FOR NORTHWEST CENTRAL DISPATCH SYSTEM WHEREAS, the President and Board of Trustees of the Village of Buffalo Grove previously authorized entry by said Village into an Agreement to provide for and maintain a Central Emergency Dispatch operation known as Northwest Central Dispatch System, hereinafter referred to as "NWCDS "; and WHEREAS, NWCDS has proven successful in providing emergency communications services to the Village of Buffalo Grove police and fire departments; and WHEREAS, the Village of Inverness has made application for membership in NWCDS; and WHEREAS, the NWCDS Board of Directors has unanimously recommended approval of the membership request of Inverness; and WHEREAS, it is believed that the inclusion of an additional community in the System will prove beneficial to both the System and the Village; and WHEREAS, the addition of new members to NWCDS requires approval of an amended Venture Agreement, NOW THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Buffalo Grove, pursuant to Article VII, Section 10 of the 1970 Constitution of the State of Illinois and the Intergovernmental Cooperation Act, 5 ILCS 220/1 through 51LCS 220/9, that the President of the Village of Buffalo Grove is authorized to enter into an amended Agreement for Northwest Central Dispatch System which provides for the addition of the Village of Inverness to NWCDS. E • Ayes: 5 - Braiman, Glover, Kahn, Trilling, Rubin Nays: 0 - None Absent: 1 - Berman Abstain: 0 - None Passed: June 2 , 2008. Approved: June 2 , 2008. Village President Attest: -`t, -M - � Village Clerk i � � • NORTHWEST CENTRAL DISPATCH SYSTEM VENTURE AGREEMENT THIS AGREEMENT, entered into on the effective date hereinafter set forth, by and between the local governments signatory hereto (and also those which may hereafter become signatory hereto): WITNESSETH: WHEREAS, a Central Dispatching System has existed in Northwestern Cook County and in parts of DuPage, Kane and Lake Counties since 1972; and WHEREAS, such System has been demonstrated to be of great value to its constituent municipalities, the signatories hereto; and WHEREAS, the addition of another municipality to the System will provide for more efficient and economical dispatching of life and property saving services; and WHEREAS, the cost of providing and maintaining a central dispatching system is probably excessive for any one of such signatories; and WHEREAS, a centralized police, fire and other emergency dispatching system can adequately serve 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 through 220/9, authorize joint exercise be two or more local governments of any power common to them; and WHEREAS, it is the desire of the signatories hereto to jointly provide for and maintain a central dispatching system for their mutual advantage and concern. NOW, THEREFORE, for and in consideration of the premises, 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, 5 ILCS 220/1 through 5 ILCS 220/9, the undersigned do hereby federate together in a cooperative venture for the joint and mutual operation of a centralized communications system, to be know as "Northwest Central Dispatch System" (hereinafter designated as NWCDS) which shall consist of all of the local governments which may hereafter become signatory hereto. 2. By Laws. NWCDS 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 2 0 0 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. NWCDS Participation. Each participating local government of the Central Dispatching System (and each local government which may hereafter sign after approval as required by the By -Laws, provided such local governments are eligible to participate pursuant to said By -Laws) is a member of NWCDS and is entitled to the rights and privileges and 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 NWCDS in the manner and means set forth in said By -Laws. 5. Powers of the System. NWCDS 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. NWCDS shall not have the power to eminent domain or the power to levy taxes. 3 6. Amendments. This Agreement may not be amended, except by written agreement and resolution of all the then parties to it. However, the By -Laws attached hereto as Exhibit "A" may be amended from time to time by the method and means provided herein, provided such amendments do not conflict with the terms set forth in this Agreement exclusive of said Exhibit "A ". 7. Duration. This Agreement and NWCDS shall continue in effect until rescinded by unanimous consent 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 the said By -Laws. 8. Enforcement. Each member shall have the right to enforce this Agreement against any other member. If suit is necessary therefore, a defaulting member shall pay reasonable attorney's fees to NWCDS as adjudicated by the Court. 9. Authorization. Prior to execution of this Agreement, each member shall deliver to the other a certified copy of a suitable ordinance or resolution authorizing and directing the execution of this Agreement. 10. Effective Date. This Agreement shall become effective when signed by all of the respective representatives of the Village of Arlington Heights, Village of Buffalo Grove, Village of Elk Grove Village, Village of Hoffman Estates, Village of E Inverness, Village of Mount Prospect, Village of Palatine, City of Prospect Heights, Village of Schaumburg and Village of Streamwood. IN WITNESS WHEREOF, the undersigned local governments have set their signatures on the respective dates set forth below. This document may be signed in duplicate originals. ATTEST: Date:. VILLAGE OF ARLINGTON HEIGHTS By: 5 VILLAGE OF BUFFALO GROVE pooll ATTEST: Date: &I a -fig VILLAGE OF K GROVE VILLAGE By: ATTEST: Date: June 17, 2008 VILLAGE OF HOFFMAN ESTATES ATTEST: Date: • ATTEST: Date: 51l-2- k,�7 ATTEST: Date: • VILLAGE OF INVERNESS By: vvvll VILLAGE OF MOUNT PROSPECT 11 Resolution #A -08 Authorizing nt into angmended Agreement for 9 ry 9 Northwest Central Dispatch System ATTEST: Date: VILLAGE OF PALATINE 10 ATTEST: I� LJ C r Date: 44b • CITY OF PROSPECT HEIGHTS By: 11 • ATTEST: aa�� �l ��-A"/ VILLAGE OF SCHAUMBURG By: 12 LJ VILLAGE OF STREAMWOOD 13 o"% C4, i 0a o. , 0 OF Memorandum of Agreement - NWCDS 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.