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 December 8, 2011 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Steve Cusick MIS Dept. Mousa Nazzal Engineering Bob Pilat Public Services Andrew Przybylo Trustee Bill Shaw MIS Dept. George Van Geem Village Manager Andrew Vitale MIS – Sr. GIS Coordinator Rich Wlodarski Community Development The meeting was called to order by George Van Geem at 8:05 a.m. Agenda Item #1 – Approval of Minutes The minutes of the November 10, 2011 meeting were approved. Agenda Item #2 – Old Business – Project Updates GPS Equipment Purchase A.Vitale reported that the purchase of the GPS equipment has been approved and the paperwork is in process. He will follow up with the vendor to determine when we can expect delivery and arrange for training. He will work with R.Wlodarski and Community Development to determine what information will be gathered first. MMS Update (Maintenance Management System) A.Vitale reported that administrative training has been scheduled for January 9 and end-user training has been scheduled for January 25. MIS/GIS will meet with B. Pilat and Fred Braun (Public Services) to review these training sessions. Additional training sessions will be scheduled if needed. Atlas Property Details (Change Request Submissions) A.Vitale reported that a meeting with all the data stewards was held on December 6 to notify them of the new Change Request Submission process in Atlas. This process will allow users to suggest changes/updates to the People and Business section of the Property Details page in Atlas. These requests are reported to A.Vitale who then forwards them to the data stewards. The data stewards will then report the result of the request to A.Vitale who will save the details of the request. (A data steward is someone, assigned by the department heads, who administers a particular database and is responsible for making changes and updates to it.) Thus far, there has been positive feedback from the data stewards; they are accepting and understanding the process. Meter Reader (not on the agenda) B.Shaw reported that he received notification from Chris Colletti (Water Plant Manager) that we will purchase the MRX90 meter reader. This equipment will use a laptop with a GIS component that will map the meters to be read and allow our readers to more efficiently collect the meter readings, saving the Village approximately 24 days per year. Agenda Item #3 – New Business Stormwater Commission A.Vitale reported that last month he was tasked with coming up with a project list for non- capital, improvement-related projects. The data is prepared, the map is ready, and he and S. Vinezeano will go over this at the Stormwater Commission meeting scheduled for December 20 at 8:30 a.m. These are the target areas that are identified for cost-sharing initiatives that are not affected by the larger scale projects that are planned. A.Vitale will find out whose budget this will come out of. Cook County Data Sharing A.Vitale reported that our annual data Cook County Data Sharing Agreement with the assessor’s office requires a resolution, which will go before the Board of Trustees for approval at their December 13 meeting. He has put in a request with the Cook County GIS office for all of our new planimetric, parcel and polygon information that he receives from them annually. This requires a data sharing agreement, but not a resolution. Once the resolution is passed and the CC GIS office delivers the parcel information in January, he and S. Cusick will be able to roll new parcels into place. They would like to do this before we go live with MMS. Trustee Przybylo asked for an emailed copy of the resolution and other related information. GIS CIP Projects At the last meeting, A.Vitale was asked to come up with a list of potential GIS-related capital projects for next year. Aerial Photograph Replacement – Our current photo was shot in 2009. At that time, we agreed to revisit the issue every three to five years. B.Shaw recommends that we put this in next year’s budget with the plan of soliciting a vendor in the fall of 2012 to have the fly-over in the spring of 2013. This may cost between $17,000 and $20,000. We usually budget between $20,000 and $25,000. Trustee Przybylo asked for an explanation of the practical value of having an orthophotograph. The orthophotograph serves as the basis for almost all of our mapping activities throughout our Atlas software, our desktop software, and all the mapping products in our GIS Department. It represents a visual inventory of our Village, keeping all the building and feature changes up-to- 2 date. It provides for quick analysis of features, preliminary assessments, and identifying potential concerns. M. Nazzal and R. Wlodarski both agreed that up-to-date air photos are extremely valuable for their day-to-day operations. And we do have the capability to mark the photo with corrections and changes as we go. The orthophotograph is ortho-rectified. Ortho-rectification is a process that mathematically and digitally flattens the curvature of the earth is so that you can see the tops (not the sides) of all structures and features, and removes all the elevations so that all distances between the structures and features are accurate. We don’t have the in-house software or the in-house expertise to ortho-rectify. That is part of the cost of the photograph. Data Gathering – Sewer Inverts – A.Vitale reported that the Stormwater Commission has discussed doing more data gathering, especially of our sewer inverts. A data gathering effort is a possibility for next year. Professional Services – A.Vitale is replacing the interactive mapping portion of Atlas. The engine we are currently using is based on ArcIMS software, which is no longer actively supported by ESRI. He would like to move to ArcGIS Server. There may be a cost for professional services involved in transitioning over to ArcGIS Server. Digital Data Submission Policy A.Vitale has made changes to the Digital Data Submission Policy, which should make it easier for outside vendors and contractors to submit digital data. He will share these changes with M. Nazzal and Hey and Associates. Agenda Item #4 – Schedule Next Meeting (recommended date: January 12, 2012) The next meeting will be Thursday, January 12, 2011 at 8:00 a.m. in the 2nd floor conference room 218. B.Shaw will present the proposed GIS budget. The meeting was adjourned at 8:37 a.m. 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 3