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 January 12, 2012 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Robert Callero Mayor Steve Cusick MIS Dept. Mousa Nazzal Engineering Andrew Przybylo Trustee Bill Shaw MIS Dept. Andrew Vitale MIS – Sr. GIS Coordinator Rich Wlodarski Community Development The meeting was called to order by Trustee Przybylo at 8:03 a.m. Agenda Item #1 – Approval of Minutes The minutes of the December 8, 2011 meeting were approved. Agenda Item #2 – Old Business – Project Updates GPS Equipment A.Vitale reported that he will take delivery of the new GPS equipment tomorrow (Friday, January 13) morning. User training is scheduled for the same time but may have to be postponed and rescheduled due to predicted snowfall. MMS Update (Maintenance Management System) B. Shaw reported that MMS administrators received training earlier this week. They then met with Fred Braun and Bob Pilat to give them a template for information that we still need to gather, and will meet with them again on Tuesday, January 17 to enter the information. User training is scheduled for January 25. B.Shaw continued that we were initially going to go live with water, sewer and signs. Public Services has asked that we go live with these features as well as service requests and work orders for forestry, streets - basically all aspects of Public Works. This may require a second training class. This second class was not budgeted for, but there is money in the budget to cover it. We are still on track to go live in early February. Trustee Przybylo asked if we were planning on issuing a press release announcing MMS. B.Shaw responded that when a department automates for the first time, it is a difficult process. He would like to wait until the department is comfortable with it and has proven results. He would like to wait until the summer. He continued that Phase II will open MMS to all Village departments, and will allow them to document service requests, etc. Phase III will have a resident portal (a web interface) that will allow residents to interact with the system. This will be available this summer. Trustee Przybylo suggested that we not wait until we interface with all the departments to announce MMS to the public. We spent approximately $25,000 on this project and it will save a lot of money. This is Niles management at its best. We have to show it off and impress people. We should announce it to the press in 30 to 45 days. Mayor Callero agreed, saying that we will tell them that when a complaint comes in, it will be addressed and responded to. We then say that in the upcoming months, we plan to implement Phases II and III. Trustee Przybylo further suggested that we have the press conference at the Public Services facility rather that Village Hall because the P.S. facility will provide a better background for photos. The press conference should be well-planned and should allow for questions. He asked that this committee be informed of the details of the press conference. B. Shaw stated that we will formalize it and present it at the next meeting. M. Nazzal asked if MMS will be linked to Atlas. S. Cusick responded that both systems use the same data. Stormwater Commission A.Vitale reported that the mapping related to the non-capital improvement project has been completed. It has been presented to the Stormwater Commission; comments have already been made. He and Steve Vinezeano are moving forward with those comments and other related tasks. This work is on-going; there will not be many additional updates to this committee. Atlas Training (not on the agenda) Mayor Callero asked about the status of Atlas training for the remaining departments: Fire Department and Trustees. A.Vitale responded that the Fire Department has been trained. B.Shaw stated that Trustee training is on the list but has been pushed back by three, more pressing projects. Responding to a question about the training sessions, B. Shaw stated that most of the feedback has been positive; employees are using the system. R.Wlodarski added that Community Development uses it all the time and that realtors are successfully using it after a simple, over-the-phone explanation. Mayor Callero suggested that we tout Atlas at the press conference for MMS. Trustee Przybylo strongly suggested that we schedule a date for Trustee training. 2 Agenda Item #3 – New Business Sewer Infrastructure Gathering A.Vitale reported that the sewer infrastructure data gathering will be the first project undertaken with the new GPS unit. Community Development will help out with this project this winter. He will also coordinate that effort with Hey and Associates; he will get their manhole invert and rim elevation measurements and coordinate with Community Development. Responding to a question about the reason for doing this, A.Vitale stated that this project is important to capture data (sewer, catch basins, etc.) that is on private property and out of the right-of-way that was not captured by the initial GPS data collection effort. Having this information will help us better predict how and where sewers surcharge and how much inflow is coming into the main, helping us to predict why some sewers overflow and others don’t. R.Wlodarski added that this will make the whole sewer system more complete. Trustee Przybylo acknowledged that this will ultimately help in storm sewer water relief and in pursuing a 30-year program for transmission and storage of stormwater. Cook County Data Sharing As stated last month, A.Vitale received a download of data from Cook County as part of our annual Data Sharing Agreement. The work is ongoing and should be available next month. When he gets the assessment tables from the Cook County assessor’s office, he will work with S. Cusick to implement those along with the new parcels. He will inform Community Development as soon as those are available. Cook County Zoning Layer A.Vitale reported that Cook County is gathering zoning layers from participating municipalities, and that he is prepared to share ours. It is one more data sharing that we have been asked to enter into with the county. The zoning information that Cook County collects from the municipalities will become part of the annual data download that they share. We will get a layer of zoning in addition to the parcels that the county already gives us for a three-mile buffer around Niles. ***** A.Vitale stated that the Village Clerk has asked him to look into the new political district boundary updates (re-districting occurs every ten years.) He is comparing the county information to the state information; this includes the state legislature, state senate, congressional districts and new precinct boundaries. These should be ready in a few days. A.Vitale stated that M. Nazzal gave him the 2011 water main improvements for Main, Cleveland and Keeney. They have been put into the system and are now available on Atlas and the PDF documents. Agenda Item #4 – Schedule Next Meeting (recommended date: February 9, 2012) The next meeting will be Thursday, February 9, 2012 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 8:25 a.m. 3 Steering Committee Members Andrew Przybylo Trustee atp@vniles.com 847-588-8003 George Van Geem Village Manager gvg@vniles.com 847-588-8002 Bill Shaw MIS Director wfs@vniles.com 847-588-8015 Andrew Vitale MIS – Sr. GIS Coordinator ajv@vniles.com 847-588-8022 Steve Cusick MIS src@vniles.com 847-588-8018 Moses Nazzal Engineering Superintendent mhn@vniles.com 847-588-7924 Scott Jochim Public Services Director snj@vniles.com 847-588-7901 Bob Pilat Public Services rmp@vniles.com 847-588-7926 Rich Wlordarski Community Development rjw@vniles.com 847-588-8085 4