GIS Steering Committee

“Where People Count” INFORMATION TECHNOLOGY 1000 Civic Center Drive, Niles, Illinois 60714 Telephon e (847) 588-8000 Fax (847) 588-8050 GIS Steering Committee Meeting July 11, 2013 Co-Chairs: Andrew Przybylo – Mayor Steven C. Vinezeano – Village Manager Persons in attendance: Steve Cusick MIS Dept. Mousa Nazzal Engineering Bob Pilat Public Services Bill Shaw MIS Dept. Steve Vinezeano Village Manager Andrew Vitale MIS – Sr. GIS Coordinator Rich Wlodarski Community Development Andrew Vitale called the meeting to order at 8:04 a.m. Agenda Item #1 – Approval of Minutes The minutes of the June 13, 2013 meeting were approved. Agenda Item #2 – Old Business – Project Updates Orthophotography A.Vitale distributed a spreadsheet that detailed the preliminary, informal quotes of four qualified vendors for photogrammetric mapping and various other services including digital orthophotography and planimetric mapping updates. The committee discussed the options, costs and timing. A.Vitale noted that Ayers will not be able to provide a formal quote until December 1. S. Vinezeano recommended that we do not go out to bid, as this is a service, not a construction project. We should gather the formal quotes and take them to the Board. We can wait for Ayers until October 1 as long as we don’t jeopardize the quote from Merrick, which at this point is the lowest. Facts to note:  $25,000 is budgeted for this project.  The current orthophotograph will be 5 years old by the time we fly in the spring of 2014.  We should update the planimetrics.  GIS Steering Committee Meeting Minutes July 11, 2013  All of these companies are able to capture not only the visible spectrum of light, but just outside of the near infra-red spectrum of light (multi-spectral imagery) as well. This will help us see true vegetation. Agenda Item #3 – New Business Digital Data Submission Policy A.Vitale reported that he occasionally revisits the Digital Data Submission Policy (which he previously sent to committee members) and makes adjustments and amendments. He is looking for a series of either “x, y” coordinates placed on the drawings themselves to indicate the state plane coordinates used for the projection system, or a spreadsheet or tabulation of the “x, y, z” coordinates of the point features – valves, hydrants, manholes, etc. This facilitates its entry into GIS rather than forcing him to re-project it. It also allows him to go off of the survey-grade measurements done by the contractors in the field and does not rely on his hand-eye coordination to re-project this information by hand. S. Cusick suggested the following changes: a) update the media section to add “USB hard drive,” b) change “PC formatting compact disc” to “the full spectrum of CDs, DVDs and BluRays,” and c) the Excel spreadsheet on 2.2 should be “XLSX.” A.Vitale will contact Jeff Wickenkamp of Hey and Associates and tell him what he’s looking for. Website Review A.Vitale reported that he will be conducting a review of all the website information that he is responsible for, including the “Maps” and “Directions” sections, “What Is GIS?” and other various pages. He will correct any errors and will notify Rich Wlodarski of Community Development when he is finished. Groot / Address Trash Collection A.Vitale stated that he received a project from the Village Manager’s office regarding Groot and their trash collection and address database. S.Vinezeano explained that he wants to use the mapping system to gather service information about different property categories so that when the time comes for us to go out to bid for a new trash collection contract (in approximately two years), the RFP will indicate exactly what the scope of services should be – including services we already provide and services we want to provide. We currently have a free intern available to compile this information, and S. Cusick and A.Vitale will work on making the data collection and entry method as easy as possible for him. What the intern develops will be displayed in GIS permanently. This effort will include Community Development and Public Services. Agenda Item #4 – Other Completed Tasks / Items Fire Grid Maps A.Vitale reported that he has automated the generation of the fire grid maps for the Fire Department. They are updated each evening and are on the M Drive. A.Vitale, S. Cusick and Rich Teper will work to update the look and feel of these grid maps as well as the information displayed on them. B. Shaw reported that IT has acquired software that is going in all the main Fire Department vehicles and several computers at the station. It helps automate managing, updating and displaying 2  GIS Steering Committee Meeting Minutes July 11, 2013 pre-plans. This information will be layered into the fire grid maps. Instead of paper maps, they will have digital maps that will be updated more frequently and will provide additional information. The next phase of this project is to share this with the agencies that backup our departments. There is currently consideration for all of RED Center to go with this cloud-based application. We are waiting for an answer from the RED Center communities. R. Wlodarski suggested that Community Development might have building information that would be useful to the Fire Department. S. Cusick will have Fire District Chief Bob Greiner contact R. Wlodarski. Address Annotation (Outside Niles) A.Vitale reported that while it was previously suggested that we might want to display some of the addresses for parcels outside of the Village of Niles, Bruce Sylvester, the primary user of those addresses, stated that the information is not important or valuable to him as long as he gets the addresses on the buffer report. ***** B. Shaw reported that Public Works has completed the process of activating and entering inventory for the first category of items – sleeves (water) – that we are going to track within VueWorks. The Maintenance Garage system is separate; they are working on it and are making good progress. S.Vinezeano suggested that we may want to budget for an intern to help complete the inventory. Yesterday’s bid openings for the laptops resulted in multiple bids – all under budget. We hope to go to the Board in July and recommend approval of the low, qualified bid. Then, depending on Mike Haw’s schedule, they will be installed in the vehicles in August. Jim Mahoney from Police will help with the mi-fi inside the vehicles. Agenda Item #5 – Schedule Next Meeting The next meeting is scheduled for Thursday, August 8, 2013 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 8:50 a.m. Steering Committee Members Andrew Przybylo Mayor 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 3