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 March 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 B. Shaw called the meeting to order at 8:05 a.m. Agenda Item #1 – Approval of Minutes The minutes of the February 14, 2013 meeting were approved. Agenda Item #2 – Old Business – Project Updates Cook County Data Share A.Vitale reported that he received the new information for 2011 from Cook County’s GIS office and Assessor’s office. He has begun to assimilate the information into our production database. He is starting with the information from the GIS office – most of the Vector information and the ortho-imagery. He requested and has received street centerline and parcel information for the entire county. He now has things far outside of our borders, including road edges and curb-to- curb information. His request of the Assessor’s office for additional ownership information for areas outside of Niles has not been satisfied; he received Niles only. We do a lot of notification mailings and there are situations where we need owner information of parcels immediately outside of our borders. He is trying to fill that need with this request, and will petition the Assessor’s office separately.  GIS Steering Committee Meeting Minutes March 14, 2013 Other than this, he has received what he will receive from Cook County for this year. He anticipates that the mapping information will be available very quickly and the new orthophotography might take a little longer – perhaps by next week. Glenview Dispatch Data Sharing The Village of Glenview wants to initiate a regular sequence of data sharing for their dispatch information, since Glenview is now handling dispatch for the Village of Niles. A.Vitale and S. Cusick are working on an automated process that will deliver new or changed information to Glenview once every month. In spite of a few challenges (such as software issues A.Vitale is working on with ESRI), it should be in place by the next meeting. Glenview noticed a very small boundary issue: It seems that our border might be off slightly at the corner of Harrison and Warren. We show the border on the center line; according to Cook County and Glenview, it is actually on the far west side of the street. A.Vitale will investigate it with Chuck Ostman of Community Development who will look at our annexation ordinances to verify the information. Communication Nodes A.Vitale has submitted a scheme for the database of communication nodes. It has been reviewed by S. Vinezeano, B. Shaw, S. Cusick and Stu Chapman of Municipal Services Assoc. While it is not final or permanent and can be adjusted later, he will put data into it now as it is. This will include tower locations, antennas on those towers, and a separate database of the AT&T U-Verse boxes that are throughout town. Agenda Item #3 – New Business Com Ed Address Verification Request A.Vitale reported that S. Vinezeano submitted a service address verification request from ComEd. A.Vitale will attend to this request once he is able to reformat the addresses to match ours. This should happen within the next two weeks. Agenda Item #4 – Other Completed Tasks / Items Address / Parcel Owner Mailing List Script A.Vitale reported that Bruce Sylvester of Community Development asked him to put together a simple script that operates within ArcView software which will provide a list of all addresses, PINs and their owners within a certain buffer of a selected parcel. A.Vitale has created this script, and Bruce is actively using it to not only investigate PINs and their owners but to generate mailing lists for notification purposes for zoning changes and other variances that need to be issued. It is available on ArcView. Once a parcel or multiple parcels are selected, this script will search within a radius that the user selects and come back with a single spreadsheet of all Village addresses, PINs and their owners throughout that entire buffer. The only downside is that it does not list owners for PINs outside of Niles. That is why he is petitioning the Cook County Assessor’s office for ownership information outside of Niles. 2  GIS Steering Committee Meeting Minutes March 14, 2013 Fire Hydrant Flow Testing A.Vitale reported that he assisted B. Pilat with developing specifications for the hydrant flow testing RFP that he will issue next month. They discussed what pieces of information the flow testers should gather when visiting each hydrant and how the data could be delivered to us most efficiently. A.Vitale, B. Pilat and Fred Braun will determine how they want that information available and how they’d like to use it. MIS will then insert this information into VueWorks. We anticipate that the flow testing will begin in June or July and should be completed in August. A.Vitale will keep the most current flow test information available for each hydrant in GIS, with the flow test date. R.Wlodarski asked if the most recent flow testing information is out there, noting that this information is necessary because of the new ordinance requiring sprinkler systems in new construction. He has two houses now in a situation where the builders can’t design their systems without it. A.Vitale responded that the information is in GIS, and is available as an attribute of each hydrant. Unfortunately, the data is from 2005. It was suggested that we hire somebody to conduct the flow test on the hydrants involved in these projects and involve the Water Department. S.Vinezeano warned that we need to be diligent about keeping our flow test data current. We should test every two years for the ISO and insurance ratings and for building and safety purposes. We should plan to put this in the Engineering Department’s budget every two years. It was noted that most communities conduct flow testing every two years. In order to lessen the impact on the budget, it was suggested that the cost be put in the annual budget and that we test half the town each year. Then no information would be over two years old. M. Nazzal stressed the importance of water modeling. SCADA equipment for inline flow metering was also discussed. Mayor Callero suggested taking a field trip to Palatine, who has it for both their water and sewer systems. B.Shaw suggested that we begin to work to build modeling and monitoring systems. Water & Sewer Reconfigurations A.Vitale reported on two minor water and sewer reconfigurations: 1) 8717-19 Park Avenue from Tom Polcyn 2) Harlem and Monroe from Hey & Associates as part of their Stormwater efforts Neither of these reconfigurations affected where the water was flowing, but rather how it got through these particular locations. His goal is to get more reconfiguration requests on a regular basis. To this end, he hopes to work with Tom Polcyn and Fred Braun to get more information from the person doing our JULIE locates. Upcoming Projects -Streetlights A.Vitale reported that Fred Braun gave him drawings of the new pedestrian lights at Oakton and Harlem – part of the Milwaukee Avenue Beautification project. It was noted that pedestrian lights light the sidewalk and are decorative, as opposed to street lights which light the street. Because pedestrian lights carry different attributes from street lights, A.Vitale is not sure if they 3  GIS Steering Committee Meeting Minutes March 14, 2013 will fit in well with a street light database. He is working with Fred Braun to determine if they should be kept on a separate layer. -Sewer Re-configuration -Bruce / Knight / Western Area A.Vitale reported that Tom Polcyn investigated the Bruce / Knight / Western area – the section that drains Bruce and Knight as it flows northwest toward Western. There were a lot of changes and odd configurations when they looked at each manhole cover. Tom will investigate which one of those connections in each one of those manholes is actually active. There were a lot of pipes they didn’t know were there or where they originate from. They will do some deeper investigation and get more detail. Mayor Callero pointed out that when that subdivision was first built – between 1960 and 1968 - there were two lots of retention on the east (Niles) side of Western. The Bruce section was the last section built. In the early 1970s, approval was given to fill in those two retention lots and build on them. So some of those pipes could be pipes that were running into the retention area that is no longer there. -Culver School A.Vitale was given the drawings of record for the sewer improvements to Culver School. He will put these in in the next couple of weeks. ***** Mayor Callero noted that the flooding season is approaching and stressed the importance of keeping the flood-related information current and updating our maps to reflect the problem areas and any changes made. B.Shaw stated that VueWorks has been deployed everywhere it needs to be within Public Services. He wondered if we should consider deploying it at all the points that may have to respond to an emergency (Police front desk, Village Hall front desk, etc.) so that during an emergency the information could be entered directly into the system as service requests. He would like all committee members to provide a list of the places where these calls were being tracked from manually. S. Vinezeano would like to develop a plan to handle emergency situations and capture the information so we can effectively act upon it. We need to set something up where we know that someone at Public Works is going to be able to gather this information and start putting it into VueWorks. S. Vinezeano requested access to VueWorks. He stated there is money in budget to finish a mitigation plan and exercise the EOC plan, which is now being updated. Discussion continued regarding the benefits of opening up a call center versus the EOC for certain incidents. Calls could be funneled to the call center which would allow us to respond more quickly and efficiently. Mayor Callero stated that it is the responsibility of this committee to develop a plan to correlate these calls so we can give them to Public Works or the Stormwater Committee to act on. He asked that this be put on next month’s agenda. 4  GIS Steering Committee Meeting Minutes March 14, 2013 Agenda Item #5 – Schedule Next Meeting The next meeting is scheduled for Friday, April 12, 2013 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 9:00 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 5