GIS Steering Committee

“Where People Count” MANAGEMENT INFORMATION SYSTEMS 1000 Civic Center Drive, Niles, Illinois 60714 Telephone (847) 588-8000 Fax (847) 588-8050 GIS Steering Committee Meeting September 29, 2010 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Robert Callero Mayor Steve Cusick MIS Dept. Mousa Nazzal Engineering Dept. Chuck Ostman Community Development Dept. Bill Shaw MIS Dept. George Van Geem Village Manager Andrew Vitale MIS Dept. Rich Wlodarski Community Development Dept. The meeting was called to order at 8:08 a.m. Agenda Item #1 – Approval of Minutes The minutes of the July 29, 2010 meeting were approved. Agenda Item #2 – Old Business – Project Updates Digital Data Submission Policy A.Vitale reported that the digital data submission policy template that he and M. Nazzal have been working on is just about ready; they are working on the final stages of the individual layers that they will use. The reference file is a little big and he will try to trim it down, using input from others as to what to include. Symbology is another thing coming up and he’s looking at a couple of test projects he would like to use it on, maybe with some contractors or developers that we’re friendly with. The only two that he knows of are the land-swap (between the Park District and Jerry’s Fruit & Garden Center) and a Firestone construction project on Dempster – the old Lone Star Restaurant. R. Wlodarski commented that the land swap project would be perfect if it ever gets to that stage; that the Firestone project, if it goes forward, probably wouldn’t be until spring; and that Montrose Deli – next to United Transmission – may be another one. A.Vitale asked the committee to keep him informed of anything that could be used. A.Vitale answered a question regarding the size of the file: the reference file is about 20 meg and the actual file is 40K. Agenda Item #3 – Departmental Projects Sewer & Water Mapping Update o “Last Edit Date” – A. Vitale reported that, per C. Ostman’s suggestion, a last edit date will appear on the atlases and should be in the next printing. He and S. Cusick are in the final stages of creating an automated process to keep track of all individual edits on an individual feature level and automatically update the atlas sheets when they’re printed. S. Cusick added that we will be tracking two edit dates: the last time an edit was made that did affect the map, and the last time an edit was made that did not affect the map. Only the date of the edit that affected the map will appear on the print-out. o Update Procedure & Field Atlases – A.Vitale has not received any new atlas sheets from Tom Polcyn’s sewer crews. He will discuss this with Tom at the Stormwater meeting tomorrow. A. Vitale’s solution to the question of how we get information from the Sewer Department is to have a series of paper field atlases out in the hands of the crews, which they would mark up and hand in to him as the changes become sizable and numerous. The downside to this method is that he will have a lot of paper atlases to keep up-to-date: seven for Jerry Doczekalski (Public Works), two for Engineering, and one for Community Development. The number of edits will probably taper off as time goes on, but he is leery of having a total of ten paper atlases that need to be kept up-to-date. He will test this method and re-evaluate in a couple of months. To move to a digital process is much more involved and much more expensive; neither our infrastructure nor our budget is prepared for this. Paper is the only available option right now. He is open to other suggestions. B.Shaw expressed the opinion that changes from the field should go to M. Nazzal so that a) he can verify the submitted changes and b) he can hold the changes regarding a particular project until that project is complete. Then he can give the changes to A. Vitale. M. Nazzal said that that is what they have been doing. A. Vitale added that once he makes the changes, he can send M. Nazzal a digital copy of the atlas. Once M. Nazzal approves it, A. Vitale can make the paper print. Regarding distribution of the paper atlases, B. Shaw suggested that we should send all nine copies to one person at Public Services so that they are distributed properly. A. Vitale will coordinate with M. Nazzal regarding his buildings issues. C. Ostman stated that he feels there should be a written procedure on this so that everyone will know exactly what procedures are to be followed. This will also ensure that we are getting all of the updates that are happening in the Village of Niles. A. Vitale will set up a meeting with Tom Polcyn’s group and the Water group to set the 2  procedures, and will get input from GIS Steering Committee members. He will bring the draft to the next meeting. Atlas Training B. Shaw reported that Atlas training hasn’t gone anywhere. We were waiting for the updated planimetrics and parcels, which have been put in the system. But we have been bogged down preparing for last night’s [Village Board meeting] presentation and preparing for the audits. Now we have to finish building the training curriculum which has to be updated based on all the new features that we added. We will get back on track in the next couple of weeks. Mayor Callero stated that updates are ongoing. B. Shaw responded that the last updates were so major that they rendered the previous training class unusable. Mayor Callero said to set a training schedule; it was a year ago that he said that everyone has to go to training class. B. Shaw said we would get it done. Maintenance Management System (MMS) B. Shaw reported that MMS is moving along quite well. The interface is looking good, and we are very close to the completion of the service request piece and may be able to demo some of it by the next meeting. We’re still on track; by the end of the year we’ll have a system up. We are considering if there is a benefit to releasing and using the service request piece of MMS in Public Services before the work order part is done. This would help us fine-tune it while we develop the work order. In the next week or two, we will contact the Public Services guys for input. We are actively working on MMS for Public Services, but we are also starting to broaden our view so that we can capture information from other departments and make some of these tools available to them. For example: Steve Vinezeano, in his work with the Stormwater project, has a lot of information about people who have made service requests because of flooding issues. He would like to be able to track and keep that information. It is a natural progression that MMS would be a knowledge-base of individual addresses in relation to individual storms. It could be valuable for Public Services, Community Development and other departments to be able to access collected information, i.e. any activity at a particular address, and find it in a place that makes sense - MMS. 3 Following are two items that A. Vitale is involved in but not spearheading: Hydrant Painting A.Vitale reported that he and Scott Jochim are waiting to hear from Barry Mueller to set up a meeting regarding painting the caps of the hydrants. To review: The cap of a hydrant is used by the Fire Department to determine the flow rate of a particular hydrant so they have an idea which hydrant might offer more flow. If the incorrect color is used, they could be going to the wrong hydrant. Our hydrant caps were painted based on the hydrant flow testing done in 2005. The wrong number on the flow testing report was used to determine the cap color. This needs to be corrected. Signs A.Vitale reported that at our last meeting Bob Pilat was going to talk to his sign people and determine the best method to complete the sign survey that he has to start. A.Vitale has not heard back from him yet, but will help him when he does. Agenda Item #4 – Schedule the Next Meeting (recommended date: October 28) The next meeting will be Thursday, October 28, 2010 at 8:00 a.m. in the 2nd floor main conference room 218. The meeting was adjourned at 8:27 a.m. Steering Committee Members Andrew Przybylo Trustee atp@vniles.com George Van Geem Administration gvg@vniles.com 847-588-8002 Bill Shaw MIS wfs@vniles.com 847-588-8015 Andrew Vitale MIS ajv@vniles.com 847-588-8022 Steve Cusick MIS src@vniles.com 847-588-8018 Moses Nazzal Engineering mhn@vniles.com 847-588-7924 Scott Jochim Public Services snj@vniles.com 847-588-7901 Bob Pilat Public Services rmp@vniles.com 847-588-7926 Chuck Ostman Community Development cfo@vniles.com 847-588-8041 Rich Wlordarski Community Development rjw@vniles.com 847-588-8085 4