GIS Steering Committee

“Where People Count” MANAGEMENT INFORMATION SYSTEMS 1000 Civic Center Drive, Niles, Illinois 60714 Telephon e (847) 588-8000 Fax (847) 588-8050 GIS Steering Committee Meeting February 14, 2013 Co-Chairs: Andrew Przybylo – Trustee Steven C. 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 Andrew Vitale at 8:04 a.m. Agenda Item #1 – Approval of Minutes The minutes of the January 10, 2013 meeting were approved. Agenda Item #2 – Old Business – Project Updates Data Sharing Agreement A.Vitale reported that the Data Sharing Agreement with the Cook County Assessor’s Office was approved by the Trustees at the January 22, 2013 Board meeting. The signed agreement has been sent to the County. When he receives data back from their GIS Department, he will insert it into our production database. Agenda Item #3 – New Business GIS Budget A.Vitale distributed the FY 2013-2014 proposed GIS budget, which has been presented to the Finance Department. The handout also compared the proposed figures to the actual figures for the last three fiscal years. He noted that, with few exceptions, our budgeted amounts and our final amounts have trended downward.  GIS Steering Committee Meeting Minutes February 14, 2013 B.Shaw stated that over the last few years, we completed some substantial projects. Even with the inclusion of the cost for new orthophotography, our proposed budget is less than in previous years and shows that our efforts to reduce costs have been successful. MMS Updates B.Shaw reviewed the function of MMS as it relates to Public Services and reported that everything implemented thus far is working extremely well. S.Vinezeano expressed a desire for a system where anyone could easily look up the history of a caller or an address regarding issues such as cable, garbage, etc. to avoid duplication of effort. B.Shaw stated that while VueWorks has the ability to work beyond Public Works and expand to other Village departments, they are not convinced that it applies properly to every department even though they have that option. S.Cusick added that VueWorks is really designed for Public Services. There could be opportunities to leverage it for other departments, but it would be difficult because we are a number of different departments providing a number of different services – not just those specific to Public Services, and VueWorks is really tailored for Public Services. When they get to Phase III, they will see if they can roll it out to the other departments. B.Shaw stated that if we implement this Village-wide, it would require a dedicated staff member to manage it. B.Shaw continued that each department has its own software to manage their operations. Public Services has VueWorks; Community Development has CityView; the Fire Department has Firehouse. Therefore, the response to each call is different in every department. A centralized system would have to be interfaced with each of those systems. They will address these issues with regards to General Government and Community Development next, trying to accomplish this without adding an additional personnel burden. It was noted that Water Billing and Adjudication must be updated in order to use a central name and address system. When these are done, we will have a foundation on which to build the centralized system. B.Shaw stated that the next step for MMS is to provide a permanent solution for field access by putting a docking station and a removable laptop in each of the eight command vehicles. This proposal, in the amount of $44,800, has been included in the new MIS budget. Public Works employees will be trained to use the computers. Per Mayor Callero’s suggestion, A.Vitale will speak with Moses Nazzal of Engineering, Tom Polcyn and Fred Braun of Public Services, and Rich Wlodarski of Community Development to identify the pieces that are not currently in our GIS database, and establish data collection and maintenance plans. Cook County / Village of Niles PIN Address Discrepancy A.Vitale reported that at the January 22, 2013 Board meeting, Trustee Hanusiak noted that there was a discrepancy between the address reported for certain parcels on the Cook County Assessor’s website versus on Atlas on our website. A.Vitale has documented these differences and has handed that information back to Cook County GIS. Hopefully, they will investigate and will share it with the Assessor’s office. He will follow-up within the next three months. 2  GIS Steering Committee Meeting Minutes February 14, 2013 A.Vitale discovered that there are a little over 1000 address PIN discrepancies, and most of them are easily explained. A little over 400 are street name misspellings; many are businesses, multi- family dwellings, condo units – which multiply the number of discrepancies; corner buildings may be named for one street versus the other. He noted that while we cannot impede on the County’s tax-paying process, we can at least document the discrepancies. Glenview Dispatch Data Share & Automation A.Vitale reported that Glenview has requested an automated process for regular data sharing of GIS data for their dispatching software. He and S. Cusick are working on a process to automate the dissemination of information such as addresses, street center lines, buildings, waterways, etc. They should be able to provide this by the middle of next week. Zoom Prospector (Community Development) A.Vitale reported that Community Development has hired GIS Planning, a company who puts out a product called Zoom Prospector that gives business owners and those looking to locate in Niles access to information about what properties are available. To that end, A.Vitale is providing a base map that includes our building layer, parcel layer, road edges and a traffic count layer. B.Shaw recommended that once Zoom Prospector is live, Ross Klicker, who is from Community Development and in charge of this project, demonstrate the product to this steering committee. Cook County Clerk Precinct Review A.Vitale reported that, because of the redistricting that came from the 2010 Census, our Village Clerk, Marlene Victorine, was asked to verify the precincts that various street segments or address ranges fall into for all the representation boundaries: congressional districts, State legislative districts, judicial districts, Cook County Board commissioners and the Judicial Board of Review. A.Vitale has reviewed all Cook County Clerk information for voting purposes and has handed it back to the Clerk. Communication Nodes A.Vitale reported that, based on a discussion at the last GIS meeting, he has begun work on a data base of towers and antennas that includes their locations, who owns them, who maintains them, how long they’ve been there, their communication paths, and any other information deemed valuable to provide. Stu Chapman of Municipal Services Assoc. can provide us with radius coverage data. A.Vitale will provide the schema within the next week. M.Nazzal stated that it would be useful for construction purposes to GPS the locations of these towers, antennas and U-verse boxes. This could be done by Public Services summer help or by Dennis O’Donovan of Community Development. Agenda Item #4 – Other Completed Tasks / Items Water & Sewer Reconfigurations A.Vitale reported that he received a series of water and sewer reconfigurations from the Water Department where things seemed to be out of place. He has worked with Jack Grana and Tom 3  GIS Steering Committee Meeting Minutes February 14, 2013 Polcyn regarding a major sewer reconfiguration at Bruce and Western. He will keep the Stormwater Committee and this committee up-to-date. Bus Re-routing A.Vitale reported that he has provided some new maps to Duane Paulus, Free Bus Supervisor, per his request. Tree Planting Grant A.Vitale reported that Bob Pilat of Public Services received a grant for tree planting to replace trees removed because of the Emerald Ash Borer. B.Pilat had a number of questions regarding the general inventory statistics as well as statistics regarding Ash trees. While our data is not entirely complete because VueWorks is relatively new, A.Vitale was able to document what has been done recently. Data Requests A.Vitale has received various data requests regarding everything from individual addresses to water mains to larger developments. Map Requests A.Vitale has received various map requests: the Fire Department requested fire grid changes; Trustee Louella Preston requested some new maps for the Trustee office – a zoning map, a legislative district map and a precinct map. ***** Mayor Callero stated that the two new Community Development employees, Ross Klicker and Bruce Sylvester, both have many years of experience and knowledge. He suggested that the MIS Department meet with them to discuss how their experience can benefit GIS. Perhaps Bruce should be on the GIS Steering Committee. B.Shaw stated that MIS already has a meeting scheduled with them to tell them about our long-term plans for software. A.Vitale added that access to information across departments will be key to the successful implementation of the 2030 Plan. The GIS Department will have a great opportunity to be a driving force in data sharing. Per M.Nazzal’s request, A.Vitale will reopen talks with the City of Chicago regarding data sharing, particularly sewer information. Agenda Item #5 – Schedule Next Meeting The next meeting is scheduled for Thursday, March 14, 2013 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 9:14 a.m. 4  GIS Steering Committee Meeting Minutes February 14, 2013 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 5