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 10, 2013 Co-Chairs: Andrew Przybylo – Trustee Steven Vinezeano – Acting Village Manager Persons in attendance: Bob Callero Mayor Steve Cusick MIS Dept. Mousa Nazzal Engineering Bill Shaw MIS Dept. Steve Vinezeano Acting Village Manager Andrew Vitale MIS – Sr. GIS Coordinator Rich Wlodarski Community Development The meeting was called to order by Steve Vinezeano at 9:02 a.m. Agenda Item #1 – Approval of Minutes The minutes of the November 8, 2012 meeting were approved. Agenda Item #2 – Old Business – Project Updates Tree Inventory A.Vitale reported that Phase II (areas north of Dempster and south of Howard) of the tree inventory project has been completed. He has inserted this information into the database and it is now actively being used in VueWorks (work orders are being written against them.) We now have a tree inventory for the entire Village. He is working with Tony Dati and Fred Braun on marking the trees that have been removed since the inventory was completed. Our tree inventory is proving to be a valuable aid for the removal of Ash Trees. Agenda Item #3 – New Business Address Annotation A.Vitale explained that address annotation is the depiction of individual house numbers. Currently, this feature is only available on a tight zoom-in. Our GIS intern, Lee, has been working on a project to make the addresses visible from a much further zoomed-out scale. We can now show all the house numbers for the entire Village on a full, big plot, and can also show the range of addresses on a particular block. This view is very useful to address resident complaints. A.Vitale displayed three large maps depicting the kind of datasets with address annotation that Lee is putting together. Lee should have the project completed by the end of March. Lee’s situation has changed, and he now works remotely from home. A.Vitale reports that this new arrangement is working well. Mayor Callero warned about guaranteeing security; B. Shaw reassured that our systems are safe. It was noted that it would be very helpful to have printed maps available to the Mayor and Village Manager and for the EOC in Conference Room 218. It was suggested that we remove one of the orthophotographs from under the glass of the conference room table and replace it with an annotated map. The map can also be mounted on a board for more mobility. S. Vinezeano will determine what sizes and types of maps will be most useful. S. Vinezeano stated that the EOC will be reviewed within the next two years. There will be a new mitigation plan, which we need for FEMA grants. We will also need to assign a new ESDA coordinator. B.Shaw added that a new piece of technology was displayed at the AVI conference. The Mondo Board is a 60” to 75” white, erasable marker board that acts as a monitor, a white-board, and a touch screen on which you can pull up a map, draw with your hand, enlarge the image, print the image, simulcast, customize, turn on different layers, highlight, annotate, etc. He is researching it for the budget because it has Board room and EOC implications. This highly useable and functional piece of equipment could be an excellent tool to react and respond to an emergency. The cost is $5,000 to $8,000. GIS Data Request / Data Sharing Policy Revision A.Vitale reviewed the updated Data Sharing Policy and the fee schedule. Our current policy did not charge a fee for a standard hard-copy printed map. A.Vitale is recommending a fee be charged for standard hard-copy paper maps picked up at the Village Hall or distributed via mail. The fees cover time and material and are in line with what other communities charge. It was suggested that the GIS Information Policy, page 1, Type of Request/Custom be amended as follows: change “A nominal fee may apply…” to “An additional fee may apply…” Mayor Callero made a motion, seconded by S. Cusick, to accept the fee changes and the amendment. On voice vote, all concurred. Fire Hydrant Flow Testing A.Vitale reported that the RFP for fire hydrant flow testing will go out this spring, and the testing will be done in October or November. He will work with Bob Pilat on the specs for the RFP. He has contacted our VueWorks rep to learn the best method to input the data when the testing is complete. Flow testing is where we generate the numbers that determine which color the top of a hydrant is painted; the flow is indicated by a particular paint color. When we retest the hydrants, we can repaint the hydrants correctly. GIS Budget (not on the agenda) B.Shaw stated that he will have a GIS budget prepared for review by the next meeting. We will request funding for new orthophotography to be flown in spring of 2014. Our current photo, which was taken in 2009 for a cost of $18-19,000, will be five years old by that time. 2 This plan will coincide with our plan to replace our orthos every five years. A.Vitale will investigate when the Consortium is planning to fly and if it would be advantageous for us to piggy-back onto them. B.Shaw reported on an item that affects the budget but is not part of the GIS budget, i.e. equipment for five Public Works supervisors and two for the Engineering Department. He will present a full budget at the next meeting. Cook County Data Sharing Agreement (not on the agenda) A.Vitale reported that he is hoping to put on the agenda of the January Board of Trustees meeting the resolution to renew the data sharing agreement between the Village of Niles and Cook County. He would like to obtain Cook County’s 2010 aerial images that are available this year. At Community Development’s request, he will ask for the assessment (ownership) data for the areas just outside of our borders. He will ask for the entire townships of Maine, Niles and Jefferson – the three major bordering townships. B. Shaw suggested that in the request to the County, we reference our ordinance that specifies the law of notification. That will make it more difficult for the County to deny our request. Agenda Item #4 – Other Completed Tasks / Items Street Lights A.Vitale stated that we have a data base of street lights (not traffic signals) throughout the Village. Fred Braun has requested that we put in pedestrian lights, in particular those on Milwaukee Avenue between Harts and Oakton. This may require a separate data layer. He is investigating how and where to insert these. 2012 Street Improvements A.Vitale reported that the street improvements also included GPS data for all surface and water infrastructure assets. He has inserted all the data for all street improvements related to water and sewer features. Glenview Data Sharing Glenview asked A.Vitale for a copy of our water infrastructure north of Dempster. They are doing a re-inventory of all their infrastructure asset features and North Maine was a concern of theirs. Mayor Callero asked that A.Vitale check with Village Attorney Joe Annunzio regarding this matter because of our lawsuit. GeWalt Hamilton Data Sharing GeWalt Hamilton asked for the entire water data; they are doing some hydraulic analysis for the Engineering Department. U.S. Census Survey A.Vitale received a mailing from the U.S. Census regarding our BAS (Boundary and Annexation Survey) which comes up annually. Last year he submitted our boundaries with updates; this year there are no changes. Fire Grid Maps A.Vitale updated some fire grid maps for the Fire Department. 3 GIS Training A.Vitale has been training the new staff members of Community Development. ***** B.Shaw explained that a Fire Department pre-plan is a mapped floor plan of a residential or business unit identifying exits and exit routes and key informational components. He reported that MIS is working with the Fire Department to automate the pre-plans into the vehicles to eliminate the need for paper copies and to facilitate sharing them with other agencies. They are also working to create a map layer that will show which facilities have pre-plans. A.Vitale reported that he has completed the update of the maps and the data for the legislative districts. The old maps have been removed from our website. S. Vinezeano reported that he would like us to develop a wireless tower infrastructure within the year. We will contact Stu Chapman of Municipal Services Assoc. for assistance. S. Cusick suggested adding a new data layer that would add AT&T U-Verse boxes (that are in the public right-of-way) to our inventory. B. Shaw would like to map the coverage areas of the Village’s public wireless hotspots. A.Vitale reported that there have been minor changes to the stormwater data. He is still working with Tom Polcyn, Fred Braun and Earl Salther about how to get new information from the field back to A.Vitale more efficiently. S. Vinezeano offered congratulations to GIS for its work on the stormwater project, particularly its efforts to raise the transformers, which saved the Village $15,000 and protected 15 to 20 residents from future power outages. Agenda Item #5 – Schedule Next Meeting The next meeting is scheduled for Thursday, February 14, 2013 at 8:00 a.m. in the 2nd floor conference room 218. A.Vitale will send the calendar item for the next meeting today. The meeting was adjourned at 10:12 a.m. Steering Committee Members Andrew Przybylo Trustee atp@vniles.com 847-588-8003 Steven Vinezeano Acting Village Manager scv@vniles.com 847-588-8007 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 Wlodarski Community Development rjw@vniles.com 847-588-8085 4