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 16, 2012 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Steve Cusick MIS Dept. Mousa Nazzal Engineering 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 G. Van Geem at 8:05 a.m. Agenda Item #1 – Approval of Minutes The minutes of the July 19, 2012 meeting were approved. Agenda Item #2 – Old Business – Project Updates MMS Update (Maintenance Management System) B. Shaw reported that we have deployed five laptops for field use to the Public Works Superintendent (Fred Braun) and Sewer (Tom Polcyn), Water (Earl Salther), Trees (Tony Dati) and Signs (Lynn Ball) division heads. One of the laptops was utilized in the recent water main break on Oakton, giving the responder full field access to Atlas and MMS and helping to properly identify what was underground. B. Shaw continued that we are up-to-date with the software. We have added a large number of inventory items and we deployed our first custom fields for restoration so we can now track the actual size of an area that needs to be restored for specific activities. M. Nazzal asked if the Engineering Department could have a laptop for their field use. B. Shaw responded that the laptops currently run on the Sprint network, which has been problematic. We are looking into Verizon. Once we settle on a more reliable service carrier, the Engineering Department will likely receive a laptop for field use. He will put Moses on the list for a demo. Tree Inventory A.Vitale reported that the first half of the tree inventory project was completed about a month ago, capturing the trees between Dempster and Howard. Tony Dati has been keeping up-to-date on all of his work via MMS. A.Vitale will look through the MMS records and manually update the tree inventory database. Once we go live with VueWorks, the data will match. Bob Pilat will report on the areas north of Dempster and south of Howard at next month’s meeting. Thematic Mapping A.Vitale distributed a series of sheets for the thematic mapping project. These maps are the result of a request from Tom Polcyn of the Sewer Department, who wanted to see a thematic representation of sewer information, particularly install date, main size, material, and whether or not a sewer main has been lined. A.Vitale created a series of PDF documents, which are available on the M drive. They have a dynamic legend depicting either a date range for the install date or the actual size, material, or whether or not the sewer main has been lined. (The date it was lined is not referenced; Tom did not need that detail.) The symbology changes based on what we are thematically mapping, but he tried to keep to the same conventions as to the coloring for the combined sewer, sanitary, storm, and water systems. These can be loaded manually onto the field laptops, but he will work on making these more dynamically available so they don’t have to be loaded manually each time they want fresh copies. A.Vitale stated that this kind of thematic mapping can be done on any dataset within the GIS database. G.Van Geem noted that when looking at these maps, the following questions come to mind: How much is this going to cost to replace? What year do I need to replace it? With so much data and so many resources at our disposal, we should be able to create a capital plan for not only sewer and water mains but for streets, etc. as well. He would like to know what is in the GIS system that will help him create five- and ten-year plans related to replacement of these assets. He asked Andrew to put together a tutorial as to how he can use GIS to help him create a capital plan. Infrastructure Updates A.Vitale reported that the City of Chicago is very interested in meeting with us to discuss our sewer inter-connections at our common border. He will inform M. Nazzal and Tom Polcyn of any meetings. A.Vitale reported that the new infrastructure for the Firestone property at 7237 Dempster is now in place in our database. A.Vitale reported that there is an ownership question of a storm sewer line that runs behind a property in the Milwaukee and Gregory area (on the far north/northwest part of town.) No one knows who owns this line or who is responsible for maintaining it – Niles, Glenview, North Maine. It is in the North Maine utility section, but they have no record of the line at all. It could possibly belong to IDOT as it flows off of Milwaukee Avenue; IDOT owns sewers as they pass under state routes. We are investigating this situation on behalf of a resident whose parking lot floods. This should be resolved within the next week. A.Vitale will report on it at the next meeting. 2 Data Requests A.Vitale reported that he has shared information with the MWRD who is doing some rehabilitation work around Prairie Creek Watershed at west end of town. He has supplied information to Harza Engineering who is doing a feasibility study through town, and to Manhard who was working on Golf Glen. A.Vitale reported that he is keeping track of these requests so he has a history of what information he has given to whom. Agenda Item #3 – New Business GIS Information Policy / Data Request Policy A.Vitale has reviewed our information policy, as it was crafted years ago, and has rewritten it. He will email the proposed policy to the committee members for their review. He’ll send it as a Word document with the “track changes” feature turned on so that committee members can suggest changes and submit them to Andrew. Andrew can then, before the next meeting, email an adjusted version for review. Additional questions or comments can be addressed at the next meeting and the committee can vote on the policy at that time. Currently, Community Development handles data requests. A.Vitale suggests that these requests fall under the GIS Department’s approval, as the GIS Department is established and he has been satisfying requests for some time now. Along with the information policy shift, he would like to make more of our standard maps available online in PDF format. Standard requests are for any of the standardized maps that are already available to view online (zoning maps, street maps, school districts) – nothing showing underground assets or sensitive data. Those would be considered custom requests and would go through Andrew. The policy outlines how these requests are approved and documented and includes disclaimers and data sharing agreements. It was noted that PDFs of standard maps on the Internet are updated once a year. A.Vitale reviewed the general policy for custom requests: When he gets a data request from someone who is doing work for the Village or is contracted by the Village, he generally does not have them sign a disclaimer or a data sharing agreement because they have already gone through that process as a vendor for the Village. But when a request comes in from someone with whom we do not have a working relationship, he will share information but wants to have complete documentation of the process in order to protect the Village. Water & Sewer Atlas Documents A.Vitale distributed samples of water and sewer atlas documents. He has made one major change: A dynamic legend has been inserted on each individual page of the 68 atlas sheets, whether PDFs or hardcopies. This legend will dynamically alter on each page to reflect only what is on that particular tile page, eliminating the need to shift back and forth to the first legend page of the document. The symbology and labeling remain the same; the legend does not hide any information on the tile sheet. ***** 3 G. Van Geem asked for a review of some open issues from the last meeting. Street Light Project – It is complete. Chuck Ostman has all the information he needs. Sign Database – A. Vitale reported that the project is ongoing. He has been working with Lynn Ball and Mike Reed, who have approved everything. The sign database is ready to be inserted into VueWorks. This will be done by the next meeting. Update of Fee Schedule – A.Vitale stated that this is part of the data sharing policy. He added that he is doing away with the fee schedule. We used to charge for burning data onto a CD- ROM and mailing it out. Now, because information is mostly delivered digitally, there is no need to charge a fee. In addition, the FOIA officer stated that we cannot charge for data on existing documents or for data published on the web. We can only charge for something that is over a certain size and for a custom data request. Agenda Item #4 – Schedule Next Meeting The next meeting is scheduled for Thursday, September 13, 2012 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 8:33 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 4