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IGA Shared Police Radio Repeater System 07-14-1998 x . EXECUTION COPY REPEATER RADIO SYSTEM AGREEMENT This Repeater Radio System Agreement(the "Agreement") is made and entered into as of the 1st day of August, 1998, and is by, between and among the VILLAGE OF OAK BROOK("Oak Brook"), the VILLAGE OF WESTMONT ("Westmont"), and the VILLAGE OF HINSDALE ("Hinsdale") (sometimes collectively referred to as the "Parties"). IN CONSIDERATION of the recitals and the mutual covenants and agreements set forth in this Agreement, the Parties agree as follows: Section 1. Recitals. A. The Parties desire to purchase, own and operate, collectively, certain repeater equipment as a part of their individual police communications systems. The repeater equipment shall consist of the components described on Exhibit A attached to and made a part of this Agreement by this reference (the "Repeater Equipment"). B. The Parties intend to share equally all start-up, maintenance, repair and insurance costs of the Repeater Equipment. C. The Parties are authorized to enter into this Agreement pursuant to Article VII, Section 10 of the Constitution of Illinois of 1970 and the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq. (1996). D. The Parties have determined that this Agreement will aid in these objectives and is for their mutual benefit and the benefit of the residents served by the Parties. Section 2. Purchase of the Repeater Equipment. The Parties shall share equally in the cost of purchasing the Repeater Equipment in order to activate each Party's repeater radio system. The Repeater Equipment shall be located at and operated from the Westmont Police Station. Section 3. Operation of the System. Westmont is hereby designated as the control station and shall be responsible for the day-to-day operation of the Repeater Equipment. EXECUTION COPY Section 4. Dedicated Phone Lines. Oak Brook and Hinsdale shall be responsible for all costs of installing their respective dedicated phone lines and related equipment necessary for connection to the Repeater Equipment located at the Westmont Police Station. Each Party shall maintain their respective dedicated phone lines and related equipment to ensure the continued operation of their respective repeater radio systems. Section 5. Activation of the Repeater Equipment. The Repeater Equipment shall be activated no earlier than the date upon which Oak Brook and Hinsdale have completed the installation and connection of their dedicated phone lines to the Repeater Equipment. Section 6. Costs and Billing. All costs relating to the purchase, installation, operation and repair of the Repeater Equipment, including, without limitation, any insurance costs, shall be shared equally by the Parties. Westmont shall be responsible for the accounting and billing of any expenses relating to the operation of the Repeater Equipment. All bills for costs incurred shall be sent to Westmont for payment. Westmont shall pay all such bills in a timely manner and shall send a detailed invoice to Oak Brook and Hinsdale for their shares. Oak Brook and Hinsdale shall each submit payment in the amount of its respective share of the invoiced expense to Westmont within 60 days of its receipt of the detailed invoice from Westmont. Section 7. FCC License. Westmont shall be responsible for applying for, receiving and maintaining a license from the Federal,Communications Commission to operate the repeater radio system. The license shall be held in the name of Westmont. Section 8. Record Keeping. Westmont shall be responsible for keeping accurate and timely records of all transactions relating to the operation of the Repeater Equipment. Oak Brook and Hinsdale shall have a right of access to such documents for inspection and copying. Section 9. Repair and Maintenance. Westmont shall be responsible for performing all -2- EXECUTION COPY necessary maintenance and repairs on the Repeater Equipment to ensure the continued operation of the Repeater Equipment. All costs for such maintenance or repair shall be shared equally by the Parties in the manner set forth in Section 6 of this Agreement. Section 10. Upgrades to the System. The Parties shall, upon notice by any one Party, consider and vote upon any Party's request to upgrade the Repeater Equipment. If all the Parties consent to changing or upgrading the Repeater Equipment, the Parties shall share the costs of upgrading such system equally, in the manner set forth in Section 6 of this Agreement. Section 11. Insurance. Westmont shall insure the Repeater Equipment against risks of loss by adding the Repeater Equipment to its current property insurance or risk management program. Any additional costs to Westmont for such insurance resulting from the addition of the Repeater Equipment shall be shared equally in the manner set forth in Section 6 of this Agreement. In the event of a loss to the Repeater Equipment, Westmont shall be responsible for using the proceeds from such insurance for the repair or replacement of the damaged Repeater Equipment. Section 12. Indemnification. Each Party, to the fullest extent provided by law, shall defend, indemnify and hold harmless the other two Parties against any and all claims by third parties arising in whole or in substantial part out of any negligent acts or omissions committed by the negligent Party under this Agreement in connection with the Repeater Equipment. Section 13. Term and Termination. The initial term of this Agreement shall commence on the date hereof and end on July 31, 2003. Thereafter, this Agreement shall be deemed automatically renewed for successive one-year periods unless one of the Parties shall advise the others in writing at least ninety (90) days prior to the annual renewal date of its intention to terminate this Agreement. Notwithstanding any provision herein to the contrary, this Agreement may also be terminated by the mutual consent of the Parties or by any Party independently, for any -3- EXECUTION COPY reasonable cause, upon ninety (90) days prior written notice to the others. Any Party or Parties terminating this Agreement shall pay its share of any costs outstanding at the time of the termination. Section 14. General Provisions. A. No Third Party Beneficiaries. This Agreement is for the sole and exclusive benefit of the Parties hereto and their respective successors and permitted assigns and no third party is intended to or shall have any rights hereunder. B. Assignment. No part of this agreement may be assigned by any of the Parties hereto without prior written consent of the Parties. C. Entire Agreement. This Agreement shall constitute the entire Agreement of the parties hereto; all prior agreements between the parties, whether written or oral, are merged herein and shall be of no force and effect. D. Amendments. In the event that any Party desires to modify or amend this Agreement, written notice thereof shall be given to the other Parties at least thirty (30) days prior to the consideration of said modification or amendment. If said modification and/or amendment is thereafter mutually agreed upon in writing signed by all of the Parties, this Agreement will be so amended. All modifications and/or amendments shall be in writing and shall become effective upon execution by the appropriate officer of each of the Parties, unless the modification or amendment provides for another effective date. E. Notice. Any notice or other communication required or permitted to be given under this Agreement shall be in writing and shall be (A) personally delivered, or (B) delivered by j i C a reputable overnight courier, or (C) delivered by certified mail, returned receipt requested, and deposited in the U.S. Mail, postage prepaid. Telecopy notices shall be deemed valid only to the -4- EXECUTION COPY extent they are (i) actually received by the individual to whom addressed and (ii) followed by delivery of actual notice in the manner described in either (A), (B) or (C) above within three (3) business days thereafter. Notices shall be deemed received at the earlier(x) of actual receipt; or (y) one (1) business day after deposit with an overnight courier as evidenced by a receipt of deposit; or(z) three (3) business days following deposit in the U.S. mail, as evidenced by a return receipt. Notices shall be directed to the parties at their respective addresses set forth below or at such other address as either party may, from time to time, specify by written notice to the other in the manner described above. To Oak Brook: Village of Oak Brook 1200 Oak Brook Road Oak Brook, Illinois 60521 Attention: Chief of Police To Westmont: Village of Westmont 500 N. Cass Avenue Westmont, Illinois 60559 Attention: Chief of Police To Hinsdale: Village of Hinsdale 121 Symonds Drive Hinsdale, Illinois 60521 Attention: Chief of Police F. Further Actions. The Parties agree to do, execute, acknowledge and deliver all agreements and other documents and to take all actions necessary or desirable to comply with i i the provisions of this Agreement and the intent hereof. I i G. Authority. The individual officers of the Parties who have executed this -5- EXECUTION COPY Agreement represent and warrant that they have full power and the lawful authority to execute this Agreement and perform and fulfill the obligations and responsibilities contemplated hereunder on behalf of and in the name of the Party for which they have executed this Agreement. H. Headings. The section and paragraph headings appearing in this Agreement have been inserted for the purpose of convenience and ready reference. They do not purport to and shall not be deemed to define, limit or extend the scope or intent of the section or paragraph to which they pertain. I. Multiple Counterparts. This Agreement may be executed in multiple counterparts, each of which shall, for all purposes, constitute a duplicate original. J. Governing Law. This Agreement and the interpretation thereof shall be governed by the internal laws, but not the conflicts of laws rules, of the State of Illinois. IN WITNESS WHEREOF, Oak Brook, Westmont, and Hinsdale have caused this Agreement to be executed on the dates shown below. " VILLAGE OF OAK BROOK • � T S Attes f By: Date: S.oFpO-Rq�F'o2` VILLAGE OF WESTMONT Attest: , cA ( BY: 4u-'� Date: JU �o� �������� VILLAGE OF HINSDALE B N Attest: Y� t � Date: July 7, 1998 -6- EXECUTION COPY EXHIBIT A The Repaeater Equil2ment One Motorola SpectraTac Comparator and two Signal Quality Modules One Motorola MTR2000 VHF 25-100 Watt Repeater One Antenna Specialist ASP680 Base Antenna One Lot of 7/8 Coaxial Cable and Connectors One Lot of Lighting Protection . t VILLAGE OF HINSDALE RESOLUTION NO. R98-11 A RESOLUTION APPROVING A REPEATER RADIO SYSTEM AGREEMENT WHEREAS, the Village of Oak Brook ("Oak Brook"), the Village of Westmont ("Westmont")and the Village of Hinsdale(the "Village")(sometimes collectively referred to as the "Parties")desire to purchase, own and operate, collectively, certain repeater equipment as apart of their individual police communications systems; and WHEREAS, in furtherance of this objective, the parties desire to enter into an agreement providing that the parties share equally all start-up,maintenance, repair and insurance costs of the repeater equipment(the "Repeater Radio System Agreement"); and WHEREAS,the President and Board of Trustees of the Village of Hinsdale have determined that the best interest of the Village and its residents would be served by approving the Repeater Radio System Agreement; NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Hinsdale, DuPage and Cook Counties, Illinois,THAT: Section 1. Recitals. The foregoing recitals are incorporated in and made a part of this Resolution by this reference. Section 2. Approval. The Repeater Radio System Agreement is hereby approved in substantially the form attached to and made a part of this Resolution as Exhibit A. Section-3. xe uti The Village President and Village Clerk are hereby authorized and directed to execute and seal, on behalf of the Village,the Repeater Radio System Agreement. Section 4. Effective Date. This Resolution shall become effective following its passage and approval in the manner provided by law. PASSED this 7th day of July, 1998. AYES: TRUSTEES ARENS, KELLY, WANDS AND BARROW. NAYS: NONE. ABSENT: . TRUSTEES FAULSTICH AND GABLE. APPROVED this 7th day of July, 1998. Village President ATTES %�itsV ��l�rid.�iac�zi illage Qlerk i EXHIBIT A Repeater Radio System Agreement I RESOLUTION NO. 98- 59 A RESOLUTION AUTHORIZING EXECUTION OF POLICE REPEATER INTERGOVERNMENTAL AGREEMENT WHEREAS,the Village of Westmont, DuPage County, Illinois is a municipality operating pursuant to the Illinois Municipal Code and Article VII, Section 10 of the 1970 Illinois Constitution; WHEREAS, the Village has the power and authority pursuant to 5 ILCS 220/1 et seq. to contract with other municipalities to perform any governmental service, activity or undertaking which any of the municipalities proposed to be parties to the attached intergovernmental agreement may lawfully perform; and WHEREAS, the Mayor and Board of Trustees have determined it is in the best interests of the Village and its residents to enter into the attached Police Repeater Intergovernmental Agreement in order to supplement and support law enforcement efforts in and around the Village and in order to share the responsibility for maintaining and operating the repeater system on the roof of the Oak Brook Hills Hotel and Resort. NOW, THEREFORE, BE IT HEREBY RESOLVED by the Mayor and the Board of Trustees of the Village of Westmont, DuPage County, Illinois that the Mayor is authorized to execute and Trustee is authorized to attest to an agreement in a form substantially similar to that which is attached hereto as Exhibit "A" and which is entitled"Repeater Radio System Agreement". The determination of substantial similarity shall be made jointly by the Chief of Police and the Village Manager. PASSED AND APPROVED by the Mayor and Board of Trustees of the Village of Westmont, DuPage County, Illinois, this l It day of June, 1998. AYES: 5 NAYS: 0 ABSENT: _ 0 VACANT: 1 APPROVED: Edwin V. Burke, Mayor Attest: wnnrrrr Virgin zymski, Vil age Clerk �� OF WFS�iii,,� (no publication) p�Rq�T'1,02` a SEAL > the contract price for the relevant units of work). Funds in the amount of$21,000 are included in the 1998 Budget for this project. Motion by Trustee Savino, seconded by Trustee Bartecki, to approve the emergency water interconnection agreement, "Intergovernmental Agreement For Interconnection Of Municipal Water Systems", between the Village of Oak Brook and the City of Oakbrook Terrace, and authorize the Village President and Clerk to affix their signatures thereon. ROLL CALL VOTE: Ayes: 5 - Trustees Bartecki, Caleel, McInerney, Savino and Shumate. Nays: 0 - None. Absent: 1 - Trustee Kenny. Motion carried. OG INTERGOVERNMENTAL AGREEMENT- SHARED POLICE SHARED POLICE RADIO REPEATER SYSTEM: RADIO REPEATER SYSTEM - Over the past two years, the Village has been working to improve the INTERGOVERNMENTA quality of Police radiocommunication in the Village. Outdated AGREEMENT equipment has been updated and/or removed from the Communications Center console, lightning protection has been added to antennae and equipment where it had not previously been in place, and intercom systems have been improved. While the work listed above has improved communication to and from emergency vehicles, "dead spots" still exist in the field. Furthermore, it is often the case that patrol officers who are out of their squad cars using their portable radios cannot be heard by other units. If they can be heard, the transmission is often very weak. The solution to this problem involves upgrading the Village's current transmission system to a repeater system. With the existing"simplex" system,the Communications Center transmits "talk out" signals from the base radio to the field at a signal strength of 65 watts. Transmissions from portable or mobile (car) radios in the field are picked up by one of three receiver sites (located at Meyers Road and 3151 Street, Oakbrook Center and the Public Works Building) and sent via telephone line to the base radio at the same signal strength at which they are received. A portable radio transmits at 5 watts and a mobile radio transmits at 30 watts. Other units in the field only hear the "talk back" signals if they happen to be close enough to the source to pick them up. By comparison, when a repeater system receiver site captures a"talk back" radio transmission from the field, it routes it via telephone line VILLAGE OF OAK BROOK Minutes 12 of 20 July 14, 1998 through a device called a"comparator" located at the base station, and then rebroadcasts the transmission over a second radio frequency at a higher wattage. Thus, a repeater system effectively boosts the transmission from a portable or mobile radio to the same wattage as that of a base radio. This maximizes the ability of officers to communicate not only with the Communications Center, but also with other units in the field. The police departments in Oak Brook, Hinsdale and Westmont have shared a radio frequency for over 25 years, which has proved beneficial on many occasions since all three share common borders. Westmont and Hinsdale are experiencing the same types of radio transmission problems (e.g. dead spots and weak signals). As a result, staff began investigating the possibility of a joint repeater system between the three municipalities. Currently, all three municipalities are operating stand alone "simplex" systems that tie their individual receiver locations to their individual base radios via telephone line. A shared system would advance that one step further by providing all three municipalities with a land line link to a centrally located repeater transmitter. The advantages to entering into an intergovernmental agreement with Hinsdale and Westmont are threefold. Shared radio,frequen:x: First, it is important to maintain the current relationship with Hinsdale and Westmont regarding the sharing of a radio frequency. Because the Village shares borders with both of these municipalities, it is important that the Village is aware of traffic, criminal and other types of incidents in those communities, especially in areas near the Oak Brook municipal limits. Under former Chief Klatzco, staff had begun investigating the possibility of implementing the Village's own repeater system because it was uncertain whether the required license could be obtained from the FCC to make the intergovernmental arrangement successful. Fortunately, the necessary repeater frequency was able to be secured for the intergovernmental group, and staff is now ready to proceed with this preferred method. This will allow the Village to continue sharing a frequency with Hinsdale and Westmont. O02cer Safety: Second, officer safety will be enhanced through the repeater system. In addition to boosting the signal wattage of transmissions made from portable and mobile radios in the field, the Village will gain the use of additional receiver sites. Currently, the Village has three receivers that are linked to the Village's own base station by telephone lines. When an officer in the field uses his or her VILLAGE OF OAK BROOK Minutes 13 of 20 July 14, 1998 �> / mobile or portable radio, the transmission is picked up by the nearest receiver and transmitted to the base radio located in the Communications Center. If the officer is positioned in one of the "dead spot" areas of the Village, it may be difficult for the radio transmission to get through. Because all three municipal systems would be linked via telephone line to a shared repeater transmitter, the proposed system would increase the number of possible receiver locations from three to nine (Hinsdale and Westmont each have three receiver locations that would also be able to serve Oak Brook). This would maximize the ability of a transmission to be picked up by a receiver and re-transmitted to the field. fit: Third, the cost of sharing a repeater system with Westmont and Hinsdale will be lower than if the Village attempted to implement one on its own. The initial costs of the shared system include a one-third share of the cost of the repeater transmitter, and the cost of installing two telephone lines from the transmitter site to the Village's Communications Center, reprogramming of the Village's portable and mobile radios, and minor modification to the Village's Communications Center console. Village cost is estimated to total between $9,000 and$9,500, and was anticipated in the 1998 Communications Center budget. Ongoing maintenance, repair and insurance costs for the repeater equipment will be shared equally by the three parties, and the repeater equipment will be located at and operated from the Westmont Police Department. At the time when staff was investigating implementing the Village's own repeater system, the estimated cost was in excess of$12,000. That project would have required a transmitter, additional receiver locations, more significant modifications to the Village's Communications Center console, and the upgrading of a radio antenna at one of the Village's receiver locations. Staff recommends that the Village enter into an Intergovernmental Agreement with Westmont and Hinsdale. The repeater system will enhance officer safety, improve the Village's radio transmission and receiving signals, and maintain the important interdependent relationship that the Village has had with these neighboring municipalities. The Villages of Hinsdale and Westmont have already approved the Agreement, and Attorney Martens has reviewed same. Once executed, staff will proceed with the implementation of the system. Motion by Trustee Shumate, seconded by Trustee Bartecki, to approve the "Repeater Radio System Agreement" between the VILLAGE OF OAK BROOK Minutes 14 of 20 July 14, 1998 Villages of Oak Brook, Hinsdale and Westmont for the implementation of a shared police radio repeater system, and authorize the Village President and Clerk to affix their signatures thereon. ROLL CALL VOTE: Ayes: 5 - Trustees Bartecki, Caleel, McInerney, Savino and Shumate. Nays: 0 - None. Absent: 1 - Trustee Kenny. Motion carried. 8. DEPARTMENTAL REPORT - LIAISON ASSIGNMENTS: DEPARTMENTAL REPORTS - Engineerine: Trustee Bartecki - The 22nd Street/York Road Project is movin LIAISON ASSIGNMENTS Project along well. Estimated completion time is October or November. Village Engineer Durfey indicated they are resurfacing over the roadway. Both the MFT and Infrastructure portions of the 1998 Paving Project are complete except for punch list items and restoration. Work is complete on the 1998 Crack Seal Project. Finance and Hotel Committee: Trustee McInerney - Preparation has started on the 1999-2003 Five-Year Financial Plan. The Plan is scheduled to be distributed to the Village Board at the end of August. Eim: Trustee Kenny - President Bushy indicated that on June 10, 1998, the Fire and Police Commission conducted the swearing in of a new firefighter/paramedic, Paul Jacobs. Library: Trustee Caleel - One hundred fifty (150) children enrolled in the Summer Reading Program, "Dive Into Books". Library use was down while Spring Road was under construction. At the Library Commission meeting this evening,the Commission is reviewing, for adoption, revisions of the General Policy, public access computers and electronically delivered information. These policies will be presented to the Village Board for approval. Police: Trustee Shumate - On June 30, 1998, Sgt. Robin Aylor submitted a letter of resignation which took effect immediately. Robin stated he wanted to pursue a college degree. On June 18, 1998, Benjamin Kadolph was sworn in as a Probationary Officer. Officer Kadolph has been married for 2 years and resides in Berwyn, Illinois. He is currently attending the Suburban Law Enforcement Academy at the College of DuPage in Glen Ellyn which commenced on June 29, 1998 and will end on September 4, 1998. The Police Department has received seven(7) 1998 Ford Crown Victoria squad cars. These cars are in the process of having the equipment changed VILLAGE OF OAK BROOK Minutes 15 of 20 July 14, 1998