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 August 12, 2011 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Robert Callero Mayor Steve Cusick MIS Mousa Nazzal Engineering Superintendent Bob Pilat Public Services Bill Shaw MIS Director George Van Geem Village Manager Andrew Vitale MIS – Sr. GIS Coordinator Rich Wlodarski Community Development The meeting was called to order at 8:03 a.m. Agenda Item #1 – Approval of Minutes The minutes of the June 16, 2011 meeting were approved. Agenda Item #2 – Old Business – Project Updates Maintenance Management System (MMS) B.Shaw reported that MIS/GIS have completed 95% of populating the system with information, thanks to a lot of work from Public Services to build the tasks and activities, and have completed 95% of describing every field from every asset layer. The next step, which will begin early next week, is to review issues that require serious technical analysis. Because of summer schedules and a problem with the phones (as they relate to the MMS project) at Public Services, we are a bit behind schedule, but we should hear some serious announcements before the next meeting. B.Shaw continued that we will then bring Ruekert-Mielke back in to train the administrators, where they will teach us how to fill the system, use the system, build it for ourselves. The project is moving along well. Agenda Item #3 – New Business GIS Steering Committee Meeting Scheduling A.Vitale suggested that, in an effort to avoid future scheduling conflicts, the GIS Steering Committee meet the second Thursday of each month. We will keep the 8:00 a.m. start time to accommodate Andrew Przybylo’s schedule. All concurred. Cook County Assessor Data – using NNS data in place of “Taxpayer Name” A.Vitale and S. Cusick updated our parcel information for Community Development. CityView and Atlas are now on the brand new parcel information received in January. A.Vitale reported that, at the request of the Treasurer’s Office, the Cook County Assessor has withheld “Taxpayer Name” from their release of information this year. We no longer have access to “Taxpayer Name” from the assessor’s list. We do have owner and tenant information from our own NNS list, which we are using in its place. The “People” section of Atlas has not drastically changed – it is still pulling from NNS – but you will not see “Taxpayer Name” under the Property Details page. If you want direct taxpayer name, go to the Treasurer’s website with the PIN. A.Vitale is drafting a petition to the Assessor’s and Treasurer’s offices and hopes other interested GIS professionals will join him in his efforts to have “Taxpayer Name” reinstated in the future. Atlas Property Details Data – keeping data current A.Vitale reported that the question arose as to how we keep Atlas’ Property Details data up-to- date. How does someone submit changes and/or corrections? After discussion within the MIS Department, it was determined that the best method for now is to have a singular clearing-house person assigned to track all changes and route those changes to the person who manages that data. B. Shaw continued that it makes sense to manage it through the MIS Department, as we are the experts on which department owns what data. And unless the volume of these changes becomes a problem for him to get his work done, A.Vitale would be the person to coordinate this effort. We propose putting together a form that people could use to make corrections/changes via a link to a PDF (or a pre-filled email template) on the Atlas Property Details page. The form would go to A.Vitale who would be responsible for forwarding these notifications to the appropriate department(s) and to make sure the changes are made. We hope to have a form devised by next week and, after testing, hope to have it in place by the next meeting. We will then send an email to all Village employees to inform them of the process. S. Cusick added that doing this as a PDF or as an email will facilitate our efforts to keep a history of all requested changes. If this feature is in place by the next meeting, it will be included in the Atlas training for the Fire Department and the Trustees later this year. During a discussion of this proposed process, Mayor Callero suggested that all change requests be initialed by the department head/manager before being sent to A.Vitale. R. Wlodarski stated that Community Development receives and makes changes to their records on a frequent basis. It was clarified that this procedure will not change. Each department will still be responsible for their own data. This new system will provide the opportunity to notify 2 other departments of changes to information that they would not otherwise be aware of. This system will be modified as needed. Agenda Item #4 – MIS Audit Project Management Issues B.Shaw reported that nothing in the MIS Audit dramatically affects GIS. The audit did suggest that all projects be brought before the Directorate for direction as to prioritization. However, historically the GIS Steering Committee controls all GIS projects. G. Van Geem stated that this committee should continue to manage GIS projects and report to the Directorate as necessary. Agenda Item #5 – Other Projects ESRI Conference Report A.Vitale reported that he attended the ESRI User Conference in early July and received a lot of information about ArcGIS Server, specifically how to prepare our data for it and how Server can possibly fit into our system architecture. We are not too far from having a usable product. Also discussed: how to make our mapping engines a little quicker; desktop issues; and previews of 10.1, which is scheduled for release in the first or second quarter of next year. (We are currently on 10.0.) Commercial Space Study (CD) A.Vitale reported that he has been working with Community Development on a commercial space study. Earlier in the week, he got a lot of mapping requests from that consultant for their final report. He has already started on it and has some samples to review with R. Wlodarski. This will take up a bit of time over the next couple of weeks. Update Re-Districting Boundaries (GG) In January of 2013, U.S. and State of Illinois legislative district boundaries will change. A.Vitale distributed current and draft map representations of Village of Niles Legislative Districts and current and draft map representations of Village of Niles Congressional Districts. He plans to show the old and new maps simultaneously on Atlas, with the new maps carrying the “draft” watermark. Once the election is held in November of 2012, we will show only the new district maps, with the watermark removed. A.Vitale can provide copies of the draft map in sizes 11” x 17” and 3’ x 4’. Agenda Item #6 – Schedule Next Meeting (recommended date: September 8, 2011) The next meeting will be Thursday, September 8, 2011 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 8:40 a.m. 3 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