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 February 16, 2012 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Robert Callero Mayor Steve Cusick MIS Dept. Mousa Nazzal Engineering Bob Pilat Public Services Bill Shaw MIS Dept. Andrew Vitale MIS – Sr. GIS Coordinator Rich Wlodarski Community Development The meeting was called to order by B.Shaw at 8:04 a.m. Agenda Item #1 – Approval of Minutes The minutes of the January 12, 2012 meeting were approved. Agenda Item #2 – Old Business – Project Updates GPS Equipment A.Vitale reported that he has received the new GPS equipment and has conducted training sessions with Engineering and Public Services personnel. It has been well-received. He will schedule time with Earl Salther, Tom Polcyn and their designees to practice with the equipment in the field. Dennis O’Donovan has already been out several times to collect sewer information. It is A.Vitale’s hope that over time there will be several teams organized to gather the locations for a wide variety of features. He has created maps indicating the status of collecting GPS locations for water and sewer structures; they are available on the P drive as PDFs. The maps will be updated daily with the newly-gathered data and will be no more than 24 hours old. The lack of leaves and snow on the ground has simplified the collection effort. Mayor Callero suggested that now would be a good time to move forward with plans to start collecting data for the tree inventory in order to take advantage of this weather. MMS Update (Maintenance Management System) B.Shaw reported that there have been two manager training sessions since the last meeting. All Public Works managers except one have been trained and Fred Braun has submitted additional personnel that need to be trained. There have been subsequent meetings with Water Plant personnel and have determined that their training will take place on March 21. (The MIS Department will take over the training from Reukert-Mielke so that no further training costs are incurred.) B.Shaw noted that Fred Braun, Bob Pilat and Chris Colletti have been terrific in helping gather and organize the information to be built and included in the system. We have a small punch list to complete before we go live, but we are still targeting for Phase I of MMS to be fully implemented at Public Works on April 1. Due to the complexities of the system, it likely won’t run smoothly until the end of April. Once we feel confident that everything is running smoothly, we can work on making an official announcement via a press release. Reception to MMS has been about 70% positive; negative comments have been constructive, showing us where we need to adjust the workflow. MMS is not only about information management but is also a tool to make managing tasks and workloads easier. Enthusiasm and comfort will grow with usage and when people realize how MMS can work for their individual activities. Mayor Callero asked that we keep the deadline of April 30 for the public announcement/press release. This date coincides with the end of our fiscal year. The press release will show that this committee has been very active. GIS Budget A.Vitale distributed the proposed GIS budget for fiscal year 2012-2013, with comparisons to the two previous budget years. We are requesting far less this year than in years past, coming in under $200,000. $15,000 for “GIS Services” is for the transition of the Atlas mapping engine and for additional Stormwater needs, MMS needs, data collection, system enhancements - basically wherever we need outside help. Our request for orthophotography has been delayed for another year, at which time our current photo will be five years old. Tree Inventory (not on the agenda) B.Pilat reported that setting up a tree inventory will require monetary participation of the Village. The current grant is 50/50 (and has a deadline of June 15, 2012); the grant for next fiscal year is 75/25 (75% grant, 25% Village.) There is currently a purchase order in the Finance Department waiting for approval. This PO is for the Village’s portion of the tree inventory, and reflects the lowest quote, $2.65 per tree, which would allow for 70% to 80% completion of the inventory. Mayor Callero stated that we should get started on this as soon as possible to take advantage of the good weather. B.Shaw submitted that he could offer some budgeted but unused money from the MIS/GIS budget to pay for the completion of the project in this fiscal year. 2 Agenda Item #3 – New Business Sewer Infrastructure Updates A.Vitale reported that M. Nazzal is now submitting sewer infrastructure as-built drawings in digital form. While he has had problems with some of the drawings, he has completed Assi Plaza. He and M. Nazzal will continue to review the as-builts and enter information as it becomes available. Election Information & Cook County Data Sharing A.Vitale reported that he has received information regarding the new precincts and legislative districts based on the redistricting state law passed last August. He is reviewing this information with Marlene Victorine, Village Clerk. He will soon implement this data as well as new parcel and planimetric data from Cook County. He will be able to present both the current districts and the new districts in time for the elections later this year. Mayor Callero added that there is talk at the Federal level to re-register all voters to get information up-to-date. Even though this project could take several years to implement, our data could be valuable. A.Vitale stated that our address database is solid and readily available. A.Vitale stated that the Cook County Data Sharing work is ongoing. ***** * A.Vitale reported that, based on conversations with Cynthia Chambers of our Engineering Department, he will look into changing the Data Submission Policy. The submission policy may be too strict or difficult, so he wants to alter it so that it is still useful for us but easy for our contractors to comply with. He will review any changes with M. Nazzal and bring them to this committee in the next month or two. * M. Nazzal asked if there is a plan to rebuild the Atlas map engine. It is slow and often doesn’t work. B. Shaw answered that replacing the map engine is the next project after MMS. To notify MIS that it’s not working, first call A.Vitale at ext. 8022; if no response, then call Tech Support at ext. 8020 and leave a message if there is no answer. Last resort, send an email. * Mayor Callero pointed out that everyone has been trained on Atlas except the Trustees. B. Shaw suggested we hold off on their training in order to install the new engine. Mayor Callero decided to wait until then before training the Trustees. It was noted that because the entire map side of Atlas will be different, all personnel will have to be re-trained. Agenda Item #4 – Schedule Next Meeting (recommended date: March 8, 2012) The next meeting will be Thursday, March 29, 2012 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 8:52 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