Arms Policy Board Regular Meeting

Area-wide Records Management System ARMS Policy Board Meeting Minutes DATE: November 17, 2016 3:30 PM PLACE: City of Urbana – 2nd Floor Conference Room 400 South Vine Street, Urbana, IL MEMBERS PRESENT: Captain Matt Myrick (proxy for Chief Jeff Christensen, UIPD) Chief Anthony Cobb, CPD Lt. Jeff Wooten, RPD Chief Pat Connolly, UPD Chief Deputy Allen Jones (proxy for Sheriff Dan Walsh, CCSO) MEMBERS ABSENT: None STAFF PRESENT: Sanford Hess, Urbana IT Dave Wakefield, Urbana IT OTHERS PRESENT: None 1. Call to Order The meeting was called to order at 3:38 p.m. 2. Additions to the Agenda There were none. 3. Approval of Minutes  Motion to approve the agenda by Chief Deputy Jones, and seconded by Lt. Wooten.  The minutes passed unanimously. 4. Public Input There was none. 5. Staff Report  Annual Report o Sanford presented highlights from the ARMS Annual Report. o The board discussed having training classes on the reporting tool, possibly at ILEAS. Page 1 of 5  ARMS Policy Board Meeting Minutes – November 17, 2016 o Sanford presented an additional breakdown of the “Datagate Licensing” (“Software Licensing”) costs, which appears at the bottom of the minutes. o Sanford shared that the employee hired to write documentation quit in October.  This could wind up under-spending the budget.  Sanford noted that there could be opportunities for other records staff that know ARMS and have available time. o The ARMS Policy Board decided to place the report on file, and it will be added to the website.  eCitations o Sanford gave the update that the Circuit Clerk is in contract discussions with a vendor. o Sanford discussed the ARMS changes needed to “receive” eCitations, which will be brought in as Field Reports.  Development Update o Field Reporting Permissions was pushed out  Sanford made a procedure and sent it out.  Task Force has been using this already.  The group discussed getting more groups to use this.  Metro, Multi-Jurisdiction, Street Crimes Task Force, and SWAT – these are the groups that will use it. o Crisis Intervention Team  Sanford presented that Dave has created a better method for printing the multiple reports.  The CIT team will be reviewing the printed CIT form in December. o Sanford shared the list of prioritized enhancements, as voted by the User Group. o Big news… the Rantoul conversion is complete. 6. Reports of committees and officers.  Chief Cobb delivered a Treasurer’s report. o He and Sanford sat down to walk through the numbers. o Chief Cobb mentioned concerns about starting to search for ARMS replacements. o Sanford mentioned that he wants to attend the IACP conference in May, and the money is available in the budget. 7. Unfinished business.  Proposed ARMS Security Policy o The group discussed the current status of security.  Read-Only agencies (Jurisdiction “Z”) are not paying any costs now.  Read-Only agencies will have their security performed by the ARMS programmer (this was the change made to the Security Policy). Page 2 of 5 2  ARMS Policy Board Meeting Minutes – November 17, 2016 o The group approved the Policy unanimously.  Revising the makeup of the ARMS User Group. o Sanford made a proposal to re-orient the group towards having two voting seats per agency, with 5 ex-officio seats for dedicated roles, as provided in the meeting packet. o Chief Jones motioned, Captain Myrick seconded, and the group passed it unanimously.  Special Alerts o Sanford passed on information from the State about recording medical issues because it related to a discussion on how Special Alerts were displayed in the last meeting. 8. New Business  There was no new business. 9. Adjournment.  The meeting adjourned at 4:40 PM. Page 3 of 5 3  ARMS Policy Board Meeting Minutes – November 17, 2016 Breakdown of Software Licensing for ARMS 2013 2014 2015 2016 2017 Grand Total DB2 Web Query License $3,160 $995 $4,155 Misc. Hardware $441 $441 Misc. Software $185 $175 $360 Platform Tools $4,089 $4,175 $2,488 $3,338 $2,212 $16,301 SSL Certificate $637 $637 Upgrade Services $4,040 $4,040 IBM Maintenance $1,251 $3,231 $626 $5,108 Grand Total $4,089 $4,801 $6,899 $11,422 $3,833 $31,043 Details: Fiscal Year Type Amount Vendor Date Description 2013 Platform Tools $ 2,340 ASNA 2/15/2013 Field Reporting Platform 2013 Platform Tools $ 859 PROFOUND LOGIC SOFTWARE, INC 11/30/2012 12/13/12-6/30/13 2013 Platform Tools $ 889 PROFOUND LOGIC SOFTWARE, INC 7/27/2012 RPG 7/2012-7/2013 2014 Misc. Hardware $ 441 SHI INTERNATIONAL CORP 6/20/2014 2014 Misc. Software $ 185 FIRST NATIONAL BANK OMAHA 6/6/2014 SOFTWARE 2014 Platform Tools $ 2,475 ASNA 3/28/2014 Field Reporting Platform 2014 Platform Tools $ 912 PROFOUND LOGIC SOFTWARE, INC 7/26/2013 2014 Platform Tools $ 788 PROFOUND LOGIC SOFTWARE, INC 12/19/2013 12/13-6/30 2015 DB2 Web Query License $ 3,160 LOGICALIS, INC 12/26/2014 10 LIC WEB QUERY 2015 IBM Maintenance $ 1,251 LOGICALIS, INC 12/26/2014 50% 2015 COST 2015 Platform Tools $ 788 PROFOUND LOGIC SOFTWARE, INC 12/12/2014 2015 Platform Tools $ 912 PROFOUND LOGIC SOFTWARE, INC 8/1/2014 2015 Platform Tools $ 788 VENDOR NAME NOT AVAILABLE 6/30/2015 EXP PROFOUND LOGIC GENIE PREPD 2016 IBM Maintenance $ 729 LOGICALIS, INC 11/20/2015 COMPUTER HDW/SFTW 2016 IBM Maintenance $ 626 VENDOR NAME NOT AVAILABLE 6/30/2016 ALLOCATION LOGICALIS Q4 2016 IBM Maintenance $ 626 VENDOR NAME NOT AVAILABLE 12/31/2015 ALLOCATION LOGICALLIS IBM Q2 2016 IBM Maintenance $ 626 VENDOR NAME NOT AVAILABLE 9/30/2015 ALLOCATION LOGICALIS IBM Q1 2016 IBM Maintenance $ 626 VENDOR NAME NOT AVAILABLE 3/31/2016 ALLOCATION LOGICALIS Q3 Page 4 of 5 4  ARMS Policy Board Meeting Minutes – November 17, 2016 Fiscal Year Type Amount Vendor Date Description 2016 Misc. Software $ 175 IBM CORPORATION 11/13/2015 COMPUTER SOFTWARE 2016 Platform Tools $ 1,615 PROFOUND LOGIC SOFTWARE, INC 12/18/2015 GENIE MAINT 15/16 2016 Platform Tools $ 934 VENDOR NAME NOT AVAILABLE 8/28/2015 RECL FROM 0061 TO L17-RPGSP 2016 Platform Tools $ 394 VENDOR NAME NOT AVAILABLE 9/30/2015 ALLOCATION PROFOUND LOGIC Q1 2016 Platform Tools $ 394 VENDOR NAME NOT AVAILABLE 12/31/2015 ALLOCATION PROFOUND LOGIC Q2 2016 SSL Certificate $ 637 FIRST NATIONAL BANK OMAHA 3/4/2016 SSL CERTIFICATE 2016 Upgrade Services $ 590 ITECH SOLUTIONS GROUP, LLC 4/8/2016 COMP UPGRADE 2016 Upgrade Services $ 3,450 ITECH SOLUTIONS GROUP, LLC 5/20/2016 SERVER UPGRADE '16 2017 DB2 Web Query License $ 995 LOGICALIS, INC 9/23/2016 DATAGATE LIC/MAINT 2017 IBM Maintenance $ 626 VENDOR NAME NOT AVAILABLE 9/30/2016 LOGICALIS IBM Q1 ALLOCATION 2017 Platform Tools $ 962 PROFOUND LOGIC SOFTWARE, INC 7/15/2016 7/22/16-7/21/17 2017 Platform Tools $ 1,250 PROFOUND LOGIC SOFTWARE, INC 10/28/2016 RPGSP LICENSE Page 5 of 5 5