GIS Steering Committee

“Where People Count” INFORMATION TECHNOLOGY 1000 Civic Center Drive, Niles, Illinois 60714 Telephone (847) 588-8000 Fax (847) 588-8050 GIS Steering Committee Meeting February 10, 2014 Co-Chairs: George Alpogianis – Trustee Steven C. Vinezeano – Village Manager Persons in attendance: Andrew Vitale IT – Sr. GIS Coordinator Steve Cusick IT – Systems Engineer Mousa Nazzal Engineering Superintendent Bill Shaw IT – Director Rich Wlodarski Community Development Andrew Vitale called the meeting to order at 1:36 p.m. Agenda Item #1 – Approval of Minutes The minutes of the January 13, 2014 meeting were approved. Agenda Item #2 – Old Business – Project Updates Orthophotography – Bid Results A. Vitale reported on the bid responses from the orthophotography bid opening on February 5, 2014. He distributed bid tabulation reports for the Committee to review. A. Vitale will recommend the current lowest responsible bidder to the Board at the February 25th Board meeting. A. Vitale noted that there were differences in the bid responses which he would like to compare based on other communities experiences. Although he is not concerned that these differences represent any deficiencies on the part of the lowest responsible bidder, he would like to see what the experience of other communities have been when working with the current lowest responsible bidder. A. Vitale noted that all vendors were willing to include the near infrared (Near IR) spectrum imagery as part of their bid. Some responders included the Near IR at a nominal fee. None of these additional fees would result in the project going over budget. Sample imagery was presented to the Committee and concerns discussed. It was decided that the differences in the sample imagery submitted were slight and not of overall concern to the quality of the final product. The Committee recommended A. Vitale move forward with the current lowest responsible bidder. Fire Hydrant Flow Reports M.E. Simpson, the recent flow test contractor, has provided flow test reports for each individual hydrant as individual .pdf sheets with the naming convention the Village requested. A. Vitale will  GIS Steering Committee Meeting Minutes February 10, 2014 now work with B. Shaw to create a single work order in VueWorks depicting the occurrence of a flow test per year. He will also work with S. Cusick on making these test result PDF’s available in VueWorks for the appropriate hydrant. Two procedures were agreed to: 1. A separate layer be kept in GIS for each years’ worth of flow test results. This is a process similar to what we already do regarding parcels in Niles. This way we are able to maintain a historical record of flow test results in addition to the default layer representing the current year. 2. A field will be established in the hydrant database in GIS for the pathway to the PDF document for the flow test of that year (current vs. historical year). Water Division Annual Leak Reports A. Vitale will continue to work with IT staff in developing two procedures: 1. Work with B. Shaw in developing work orders for the four asset types depicting the occurrence of a leak found. This work order will include all relevant information about the leak 2. Work with S. Cusick in developing an efficient mapping procedure for current and past water leak reports. Cook County Data Sharing 1. Vector GIS Data o All vector data has been downloaded from Cook County and is now part of our GIS database. This is the first year Niles has taken advantage of the inaugural Cook County GIS Municipal Village Application for data sharing. A. Vitale noted that this was a much more efficient process of data sharing than in past years. However, the data available is only for a ½ mile buffer around the Village, compared to a 3 mile buffer as in years past. He has reported this difference to the County, and they are taking it under advisement as a potential enhancement to the data sharing application. With future releases of the Municipal Village application, it is hoped that this enhancement can be incorporated. 2. Imagery (Orthophotography, Property Images, Oblique photos) o There has been technical difficulty in downloading current Cook County orthophotography for the Village. A. Vitale will continue to work with the County in obtaining the current orthophotography. A. Vitale noted that there is the same ½ mile buffer limitation on imagery from the County as for the Vector data. 3. Assessment Tables o The Cook County Assessor Office (CCAO) data sharing agreement resolution was approved by the Board at the January 28th meeting. We have requested assessment tables for all townships encompassing and bordering Niles (Niles, Maine and Jefferson township). This is the same request we made last year. GIS Steering Committee Web Site Page The Village Clerk requested A. Vitale write a purpose statement for the GIS Steering Committee and provide a list of members for the Committee’s Web Site Page. A. Vitale distributed what he wrote and submitted to the Clerk. The Committee was invited to respond at their convenience. B. Shaw suggested A. Vitale look into the possibility of making this an internal Committee eliminating 2  GIS Steering Committee Meeting Minutes February 10, 2014 some of the paperwork that our public meetings require. A. Vitale will inquire with the Village Manager, Village Clerk and the Mayor if needed. Stormwater Commission (Flood Control Permit Layer) A. Vitale and S. Cusick have developed a method to dynamically map Flood Control Permits and Cost Sharing Assistance Applicants at the request of the Stormwater Commission. A. Vitale will now review this with R. Wlodarski and C. Ostman to coordinate efforts needed from their department before implementing. Agenda Item #3 – New Business Sidewalk Work Orders and Spatial Edits L. Ball contacted A. Vitale with concerns about attaching work orders to a sidewalk asset. The difficulty is that sidewalk polygons are not divided properly to be used effectively as an asset in a work order (they are too large or too small). To properly divide the sidewalk polygons would require potentially hundreds of hours of A. Vitale’s time. He recommends that L. Ball continues to use the current method regardless of the size of sidewalk polygon. A. Vitale will inquire to Sidwell about a recommended process and cost ranges, and will also pursue intern or summer help that may be able to take on such a task when appropriate. Agenda Item #4 – Looking Ahead Orthophotography The recommendation to award the orthophotography project to the current lowest responsible bidder will be made at the February 25 Board meeting. A. Vitale will then inform the Committee of the project schedule. ArcGIS Server Replacement Schedule A. Vitale, S. Cusick and B. Shaw will devise a preliminary schedule to replace the current mapping engine on Atlas from ArcIMS to ArcGIS Server. GIS Budget – FY 2015 A. Vitale will present the proposed FY 2015 budget for GIS activities at the next meeting. Agenda Item #5 – Schedule Next Meeting The next meeting was tentatively scheduled for March 10, 2014 at 1:30 pm. The meeting was adjourned at 2:26 p.m. 3  GIS Steering Committee Meeting Minutes February 10, 2014 Steering Committee Members George Alpogianis Trustee atp@vniles.com 847-588-8003 Steven Vinezeano Village Manager scv@vniles.com 847-588-8007 Bill Shaw IT Director wfs@vniles.com 847-588-8015 Andrew Vitale IT – Sr. GIS Coordinator ajv@vniles.com 847-588-8022 Steve Cusick IT 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