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 13, 2012 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Bob Callero Mayor Steve Cusick MIS Dept. Mousa Nazzal Engineering Bob Pilat Public Services Andrew Przybylo Trustee Bill Shaw MIS Dept. George Van Geem Village Manager Andrew Vitale MIS – Sr. GIS Coordinator Rich Wlodarski Community Development The meeting was called to order by Trustee Przybylo at 8:05 a.m. Agenda Item #1 – Approval of Minutes The minutes of the August 16, 2012 meeting were approved. Agenda Item #2 – Old Business – Project Updates MMS Update (Maintenance Management System) B.Shaw reported that we have made updates to the system dealing with features and functionality. We are also working on new field device tests. We have had problems with Sprint; their cell coverage in the field has been unstable. We will test AT&T and Verizon cellular-based laptops. The Engineering Department will be issued the device that is determined to be the best one. B.Shaw congratulated Public Works for continuing to educate staff regarding how to create work orders, attach assets, etc. They are adding a regular stream of new inventory items to the system. Progress on the MMS is right on schedule. Tree Inventory B.Pilat reported that the tree consultant has completed the inventory between Dempster and Howard, and hopes to start Phase II (areas north of Dempster and south of Howard) this October and finish in November. He will charge the same price: $2.65 a tree. He is capturing parkway trees only and is recording the species. Our Forestry Department is happy with the data he has been returning in terms of completeness, accuracy and detail. The only question is “How many trees remain?” The tree inventory from 15 years ago counted 8500 trees. This current count is already at 6500 trees. While he has captured half the town geographically, he has captured approximately 2/3 of all trees in town. There is a large geographic area left to capture, but these industrial areas are not as populated with parkway trees as the residential areas. B.Pilat stated that of the trees scheduled to be removed, half are Ash trees, which make up 5% of the total tree inventory. A.Vitale reported that he has worked with the Forestry Department and is up-to-date with matching up the data delivered to him on Phase I of the tree inventory. The data will be maintained by Public Works through VueWorks. Agenda Item #3 – New Business Bus Rerouting A.Vitale reported that he has met with Duane Paulus (Transportation Supervisor) and Steve Vinezeano regarding the proposed rerouting of buses. He and Duane re-inventoried the bus system data, including all the current routes, proposed routes, bus shelters, bus stops and benches. They have made possible reroute tweaks. Duane has a final map, and he, Mike Haws (Fleet Manager) and Steve Vinezeano are reviewing the data. A.Vitale now has up-to-date information regarding the current and proposed bus systems. GIS Information Policy / Data Request Policy Earlier this week, A.Vitale sent the revised GIS Information Policy to the Committee members. The main change is that he is taking responsibility from Community Development for the approval of the requests. (Chuck Ostman has no problem with this.) He also wants to change how maps are distributed. Requests are classified as standard or custom. A standard request is for what is available online; custom requests are typically from contractors, consultants and engineers that we don’t usually do business with. For a custom request, a custom request form is to be filled out so A.Vitale knows the reason for the request and how the data will be used. The requestor will be made aware that this is only a license to use the data, not ownership of it. A.Vitale will keep a record of to whom, when, and what information was given. Mayor Callero suggested keeping a chronological file as well as an alphabetical file. Most of the requests will be filled electronically; paper maps are sometimes requested. A.Vitale has expanded the list of standard maps that are posted online. No data shared is underground, sensitive, a threat to public health or safety, or copyrighted or protected. The new policy allows us to charge a fee for custom work and, in some cases, for standard requests. A.Vitale created a Standard Request Packet and a Custom Request Packet that include a commercial use worksheet, a legal disclaimer, various custom request documents, etc., which should facilitate the process. These packets will appear on our website. 2 Some of these forms require signatures. Generally, people download the forms, print them, sign them, scan them, and return them to us. There is software available with an electronic signature function, but it is not financially feasible for us at this time. It was noted that few other villages have this type of service. It was further noted that A.Vitale has worked with the Chamber of Commerce and school districts to update their maps. B.Shaw made a motion, seconded by S. Cusick, to approve the GIS Information Policy / Data Request Policy. All approved. These policies will be put online. Capital Improvement Planning G. Van Geem had asked A.Vitale to assist in putting together the preliminary phases of a capital improvement planning model that uses GIS. Our audit reports show that the value of our capital assets is approximately $120 million. With so much infrastructure in town (streets, lights, trees, etc.) it is difficult to quantify exactly how much it costs to maintain it. G. Van Geem feels it is important to have quantifiable, fact-based, history-based numbers that can be used to project future expenditures. This framework will be a valuable tool for budget preparation. G. Van Geem is interested in capturing all Village assets eventually, but wants to prioritize and take care of the more valuable ones first – streets, water mains, etc. It was noted that this is a long-term project. A.Vitale has talked to ESRI and has tested some software to see how a tool like this might work, what kind of data he would need and how it might have to be structured. He would like to work with the Finance Department, Public Services and MIS to determine how to construct this model. S. Cusick noted that historical data will be an issue to collect. But going forward, VueWorks is designed to keep maintenance history. The knowledge base will be built as we build the maintenance records. In the future, we may want to investigate additional VueWorks software modules such as Valuation, Condition and Risk that are designed for forecasting and budgeting purposes and exactly tie into George’s project. These modules may cost $5,000 each. B.Shaw suggested that we begin to investigate the cost so he can prepare his budget. A.Vitale will continue his investigation of this project and report back to George. Data Updates A.Vitale reported that our legislative districts changed with the recent census. He has put these changes in the database. He is working with Marlene to determine the timing of putting these district changes online. Atlas Map Performance A.Vitale passed out a graph/chart that he updates daily. It is a representation of the response times for Atlas for the last six months. Three months ago, S. Cusick reconstructed and reconfigured the servers that house Atlas, resulting in a drastic improvement in response time. Due to unresolved software issues, Atlas does go down occasionally. But when it is working, it is quicker and more stable than before. 3  ***** Agenda Item #4 – Schedule Next Meeting The next meeting is scheduled for Thursday, October 11, 2012 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 8:50 a.m. 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