Arms Policy Board Regular Meeting

Area-wide Records Management System ARMS Policy Board Meeting Minutes DATE: February 15, 2018 3:30 PM PLACE: City of Urbana – 2nd Floor Conference Room 400 South Vine Street, Urbana, IL MEMBERS PRESENT: Chief Matt Myrick, UIPD Chief Anthony Cobb, CPD Deputy Chief Bryant Seraphin (proxy for Chief Sylvia Morgan, UPD) Sheriff Dan Walsh, CCSO Chief Tony Brown, RPD MEMBERS ABSENT: None STAFF PRESENT: Deputy Chief Joe Gallo, CPD Sanford Hess, Urbana IT Chief Deputy Allen Jones, CCSO 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  None. 3. Approval of Minutes  Motion to approve the agenda by Chief Brown, seconded by Chief Cobb.  The minutes passed unanimously. 4. Public Input - There was none. 5. Staff Report  RMS Procurement o Sanford described steps we could take in 2018.  First step is to identify requirements with the User Group. Page 1 of 3  ARMS Policy Board Meeting Minutes – November 16, 2017  Sanford shared the “A Project Manager's Guide to RMS/CAD Systems Software Acquisition” by the Law Enforcement Information Technology Standards Council (LEITSC) program  http://www.theiacp.org/portals/0/pdfs/LawEnforcementRMSv2.pdf  Second step is to identify data files to consider for conversion.  Third step is to consider a project manager. Sanford asked agencies to consider internal staff. Another option is to hire an outsider.  Sanford shared the “RMS Functional Specifications for Law Enforcement” by the Law Enforcement Information Technology Standards Council (LEITSC) program  http://www.theiacp.org/portals/0/pdfs/PMGuide_RMS- CAD_System_Software_Acquisition.pdf o Chief Cobb expressed concern about the progress so far. The group discussed the status of waiting for a decision by the METCAD Policy Board. o Sanford shared a breakdown of expected costs for a system replacement at $1.25 M and $1.5 M. Share of Share of Badge Count Percent of Whole $1.25 M $1.5 M County Sheriff 54 16.31% 203,927 244,713 Rantoul Police 30 9.06% 113,293 135,952 Champaign Police 125 37.76% 472,054 566,465 University Police 65 19.64% 245,468 294,562 Urbana Police 57 17.22% 215,257 258,308 o Chief Myrick brought up options about working with the University to create a new system. He will find out who to discuss this with next and send it to Sanford.  eCitations – update o Finally, Quicket provided an update – last week. o The version was installed on an MDC and it successfully transmits to ARMS. o The MDC was provided to CCSO for testing.  Development update o Dave described that a package of small changes to Case Management will be added to ARMS the first week of March. 6. Reports of committees and officers.  There were none. 7. Unfinished business. Page 2 of 3 2  ARMS Policy Board Meeting Minutes – November 16, 2017  None 8. New Business  ARMS 2019 Budget o Proposed budget was provided as part of the meeting packet.  Includes a new person in January, with three months of overlap.  Carla would dedicate 25% of her time in the 4th quarter. o The group discussed the increase in costs. o Chief Cobb asked to see the Budget increase using the prior year’s splits. Sanford took the action to distribute new versions of the budget numbers, and offered to talk to the Finance staff. o Chief Myrick asked for a version of the budget without Carla. o The group discussed the need for a special meeting by April, for budget purposes. 9. Adjournment.  The meeting adjourned at 4:20 PM. o Having reached the end of the agenda, Chair Walsh adjourned the meeting. Page 3 of 3 3