CESSA - Region 8 Committee Meeting Approved Minutes 11/16/2023

Community Emergency Services and Support Act (CESSA) Region 8 Advisory Committee

Meeting Minutes - November 16, 2023 - 1:30-3:00 via Zoom

Meeting Minutes - Approved by Members 01/18/2024

  • Call to Order
    • Lori Carnahan opens the meeting at 1:31pm.
    • Attending: Mark Cichon, Lori Carnahan, Shannon Hartnett, Candace Gunby, Austin Gibbs, Kent Adams, Michael Mavrogeorge, Matthew Buckley, Jean DeCaro, Sibil Kuruvilla, Sarah Wiemeyer, Corinne Swiatek, Bill Srejma, Jim Moldenhauer, Jillianne Chuffo. Daniel Paul Rietveld and Scott Spinazola joined 5 minutes late. Eric Metcalf joined the call 10 minutes late. We have a quorum.
    • Absent: Alex Johnson, Ryan Klavohn, Mark J. Puknaitis, Robert Schultz Todd Rountree, Jason Arres, Sydney Talavera, Nicole Lamela.
  • Open Meetings Act
    • Lori Carnahan read the instructions regarding the Illinois Open Meetings Act.
    • The group was informed that the meeting was being recorded.
  • Approval of the Minutes from August Meeting/Roll Call
    • No changes noted.
    • Motion to Approve: Sarah Wiemeyer
    • Second Motion: Matthew Buckley
    • All were in favor of approving the minutes with no objections.
    • Minutes were approved.
  • State Updates
    • October meetings were held in Springfield for SAC and RAC
    • Hub is working on an annual report that is due to the general assembly at the end of December
    • 988 workgroup plan and quarterly report also due in December
    • Plan for implementation is being discussed today during the Standards and Protocols meeting from 2:30-4:00pm on Zoom
  • https://uic.zoom.us/j/89372663489?pwd=cmlZVTZBZmJvVkk5M1NmbGhxdWl6dz09
  • Meeting ID: 893 7266 3489
  • Passcode: udKL0L9Q
  • Join by phone: 1-309-205-3325
  • October 17th RAC Co-Chairs Meeting, Overview and Task
    • Recommendations from SAC visioning session in October for RAC Leadership to Consider
      • SAC goal: Deflect as many 911 calls to 988/Program 590 response as possible
        • How do we apply Level 1 of Risk Matrix to 176 PSAP's (3 categories of PSAP systems/providers) across 11 regions?
        • Assess readiness of each "community" to deflect Level 1 calls made to 911 to 988
        • What would a plan look like to operationalize this goal in "ready" communities?
        • What would be the corresponding changes in protocols?
      • RAC Project Plan - Action Steps (SAC request)
        • Identify and select two - four PSAPs (those with Powerphone as a vendor and then the subset of PowerPhone vendors that have Total Response Systems).
        • If applicable include one PSAPs that has an independently developed protocol system.
        • Work with the selected PSAPs administrators/managers on suggested changes to their protocols that fall within the IRLM Level I crises - deflections from 911 to 988. Please note: the Protocol and Standards subcommittee is working directly with the vendors on protocol changes that will be forwarded to you for consideration by your regional principals.
        • Identify support needs to accomplish the work, including resource needs.
        • Identify with PSAPs' administration additional steps and necessary people to shepherd approval for these changes, i.e., Chiefs of Police EMS/MD, others, etc.
        • Identify a plan for execution.
  • RAC Project Plan Presentation
    • We reviewed the Project Plan presentation. Please see attachment for timeline.
    • Next Steps for Execution- need to create a full project plan. Discussed examples in each area.
      • Communication Plan Examples
        • Monthly meetings with Ambassadors and PSAP working group to focus on problem solving, performance review, improvement opportunities
        • Project implementation and performance review will be a standing RAC meeting item
        • Prepare formal communications on the changes to ensure that all departments, partner agencies, and key elected officials are aware of and understand the changes. Public education messaging and programs will be reviewed and updated as may be necessary.
        • Develop feedback loop for PSAP telecommunicators in order to encourage confidence in the change and allow the opportunity to easily identify concerns or need for assistance.
      • Resource/Funding Needs Examples
        • Cost associated with re-printing hard copy (back-up) EMD protocol flip charts with the newly approved protocols
        • Determine potential funding needs for PSAPS
      • Data Collection and Reporting Examples
        • Assess data collection abilities of reporting entities including PSAPS, 988 call centers, and 590 providers
        • Develop standardized data collection, submission, and reporting protocols
        • Utilize data to assess performance, measure progress, provide for ongoing communication, and identify opportunities for improvement
      • Selection of PSAPs Examples
        • Interview and recruit eligible PSAPS to participate in project to deflect Level 1 Risk Matrix call from 911 to 988
        • Interviews with law enforcement, EMS, 590 providers, and other stakeholders to assess "community readiness"
        • Identify key stakeholders and administrators who will champion these PSAP protocol and other process changes.
      • Protocol Changes Examples
        • Work with PSAP administrators/managers on suggested changes to protocols that fall within IRLM Level I crises.
        • Draft recommended changes to existing EMD Protocols based on the IRLM for all four phases, including EMD questions, scripts, and process flow necessary to transfer appropriate calls to 9-8-8.
        • Reviews and collaborates with 9-1-1 on any changes so that EMS Medical Director approval can be obtained
        • Identify resources and support required for each involved entity to enact PSAP protocol changes.
      • Protocol Approvals Examples
        • Identify steps and necessary people to shepherd approval for changes (i.e., Chief of Police, EMS/MD, etc.)
        • Establish MOUs
        • Approval for the EMD Protocol Changes lies with the EMSMD. It is recognized that our County's 590 provider is a critical resource and part of this change so we will seek to coordinate closely with them to ensure that they understand and are adequately prepared for the changes we will be implementing as far as the 590 teams are concerned. Buy-in and cooperation from the 590 providers will be essential for success
      • Project Training Examples
        • Provide training to 988 call center on available community resources throughout the region and referral pathways
        • Mandatory in-service continuing education for all EMD licensed telecommunicators.
        • Educate and review IRLM Level 1 crisis and associated changed PSAP protocols with key stakeholders, administrators, and community partners.
      • Post Project Review Examples
        • Check in with PSAPs on change and evaluate any needed changes in support, training, etc.
        • We will work with and encourage centers to build 988 and 590-specific calls into their regular Quality Assurance review processes. We will also determine any specific reporting requirements or metrics which may be necessary to ensure compliance and/or identify any potential gaps in implementation.
    • Discussion included concerns shared in meeting over streamlining processes to reduce confusion, worry that non-Powerphone PSAPs will get left behind if not included in protocol discussions, need for geolocating for 988, frustration over not being informed about the process, and confusion over mandated reporting differences across agencies. It was suggested to reach out to the State 911 Advisory Board.
    • If a co-responder model is mandated, who is picking up the tab? Co-responder models would be in levels 2 and 3 which we are not addressing at this time. We are only focusing on level 1 which is transfer from 911 to 988 (who then can refer to Mobile Crisis as needed).
    • It will be important start discussions with 590 providers about levels 2 and 3.
    • Asantewaa will take concerns back to the hub:
      • How will scripts handle 3rd party callers?
      • Does implementing Level 1 only meet the deadlines for implementation for CESSA?
    • Asantewaa indicated UIC Hub has started regular meetings with Powerphone so she can share concerns on third party callers with them as well.
    • Next Steps- complete project plan
      • PSAP Selection: PSAP's with Powerphone
        • Berwyn
        • Proviso Central
        • Cicero Consolidated Dispatch
        • Cook County ETSB
        • Aurora
        • Lyons Township Area Communications Center
        • West Central Consolidated Communications
      • Naperville (Non Powerpone and Lyone Township Area Communication Center agreed to begin work as potential pilot sites
      • New workgroup selection: Jillianne Chuffo, Jim Moldenhauer, Corinne Swiatek, Bill Srejma, Dr. Cichon, Lori Carnahan. We can reach out to PSAPs outside this group to be involved as well.
      • Is there need for a workgroup to focus on communication (training, advertising, etc.)? We can hold for discussion until our next meeting.
      • Updated project plan due November 30th
  • Next Meeting Date
    • Our next meeting will be Thursday, January 18. The workgroup will meet on Thursday, December 21 from 1:30-3:00pm.
  • Public Comment
    • Matt Fishback shared hope that each region has similar systems to reduce confusion for those serving multiple areas. He also shared ideas around involving PSAPs in discussion around funding.
    • Matt Fishback shared that geolocation is a problem and that CESSA doesn't require co-response. The Cook County Sheriff's Office does virtual co-response and it's been offered free to all agencies in Cook County. He can share his contact if anyone is interested. Email him at matthew.fishback@ccsheriff.org
  • Motion to Adjournment
    • Motion to Adjourn: Dr. Mark Cichon
    • Second Motion: Jim Moldenhauer
    • The meeting was adjourned by Lori Carnahan at 2:32pm.