Arms Policy Board Regular Meeting

Area-wide Records Management System ARMS Policy Board Meeting Minutes DATE: May 18, 2017 3:30 PM PLACE: City of Urbana – 2nd Floor Conference Room 400 South Vine Street, Urbana, IL MEMBERS PRESENT: Chief Jeff Christensen, UIPD Chief Anthony Cobb, CPD Chief Sylvia Morgan, UPD Sheriff Dan Walsh, CCSO Lt. Jeff Wooten, RPD 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 3:35 pm by chair Walsh. 2. Additions to the Agenda  Chief Morgan brought up online reports by citizens, and said that CPD has some entry form for that. o Chief Cobb said that a form exists, but that the information is then entered by staff; it is not automatically updated to ARMS or Tiburon. o Sanford asked to discuss that under New Business. 3. Approval of Minutes  Motion to approve the agenda by Lt. Wooten, seconded by Chief Christensen.  The minutes passed unanimously. 4. Public Input There was none. 5. Staff Report  eCitations Page 1 of 3  ARMS Policy Board Meeting Minutes – May 18, 2017 o Sanford said that we’re waiting on a file from Quicket that would contain the Citation data. o Dave Wakefield added that there’s some programming that would be needed, and that there are many fields on the input file. o Chief Cobb asked for a timeframe on next steps.  Sanford said the decision was made by the Agencies to wait for the interface before the pilot would begin.  Sanford estimated a July-August timeframe for the CCSO to begin their pilot.  Development Update: o Sanford explained that another piece of programming recently was to improve the process to import Field Reports into ARMS records. This should speed up the data entry significantly, and (for e-Citations) a lot less direct data entry.  Case Management o Since February, a working group from most jurisdictions has been walking through Case Management and deciding on Best Practices. This was the next item prioritized by the User Group. o Sanford said that a big success was to import JANO information and match that information to Case Numbers to better track and manage which cases were closed in JANO. o There were some suggestions coming out of the working group to improve the Case Management screens.  Budget o Sanford noted that the City finalized its allocated budget numbers, and this led to a $900 increase in the overall ARMS budget, which changes the amounts to be billed for ARMS.  IACP Technology Conference o Sanford said that he is attending the IACP conference to learn about CAD/RMS software packages.  MDC Connectivity o There was a meeting on May 17 to discuss the lag in connections through the MDCs. o Sanford said that Motorola is conducting some tracing on the MDCs and comparing that without passing through IWIN. o Sanford said that all indications point to the State as the issue, and escalating the issue seems to be the problem. 6. Reports of committees and officers.  There were none. Page 2 of 3 2  ARMS Policy Board Meeting Minutes – May 18, 2017 7. Unfinished business.  The group discussed the “Arrest-Related Deaths” UCR information. o Chief Morgan noted that a change since the first discussion was to have four codes to identify the types of Arrest-Related deaths. o Sanford reported that this suggestion came from CCSO, to capture the information once. o The group discussed that this makes it more complicated for officers. o Chief Cobb asked about a two-step process – where selecting “Arrest-Related Deaths” would cause the second box to require an answer. o After some discussion, the discussion was made to remain with the single option for Arrest Disposition. o Sanford said that some renaming of the Arrest Dispositions will occur, and the new option will be called “In Custody Death”.  Parkland College has expressed interest in using ARMS. o The board discussed whether there is a need for an IGA. o Sanford reported that the agreement states that there needs to be an IGA for Governmental Agencies by the Lead Agency, with written notice to the others. o The board directed Sanford to pursue that path. 8. New Business  Election of a new Vice-Chair. o Chief Christensen nominated Chief Morgan. Lt. Wooten seconded. o Chief Morgan was elected Vice-Chair unanimously.  Online police reports o Sanford described that entities can create their own online forms, and that each entity would need to then create a file in a layout for ARMS Import. o The Policy Board suggested that this be sent to the ARMS User Group for discussion. For example, how many teleserves are collected? 9. Adjournment.  The meeting adjourned at 4:25 PM. Chief Cobb motioned for adjournment, and Chief Christensen seconded. The vote was unanimous. Page 3 of 3 3