Arms Policy Board Regular Meeting

Area-wide Records Management System ARMS Policy Board Meeting Minutes DATE: March 29, 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 Chief Sylvia Morgan, UPD Sheriff Dan Walsh, CCSO MEMBERS ABSENT: Chief Tony Brown, RPD STAFF PRESENT: Deputy Chief Joe Gallo, CPD Sanford Hess, Urbana IT Chief Deputy Allen Jones, CCSO Deputy Chief Bryant Seraphin, UPD Lieutenant Tony Shaw, CCSO Dave Wakefield, Urbana IT OTHERS PRESENT: Jeff Wooten, METCAD 1. Call to Order - The meeting was called to order at 3:34 pm by Chair Walsh. 2. Additions to the Agenda  None. 3. Approval of Minutes  Motion to approve the agenda by Chief Morgan, seconded by Chief Myrick.  The minutes passed unanimously. 4. Public Input - There was none. 5. Staff Report  eCitations – update o Sanford summarized recent testing by Lt. Shaw, which resulted in a list of issues with Quicket that were categorized as bugs, annoying, requests, and questions. Page 1 of 3  ARMS Policy Board Meeting Minutes – March 29, 2018 o Sanford asked for guidance from the Policy Board on whether to invest more work effort in Quicket. o Sheriff Walsh asked if stopping work would violate the agreement. o Sanford said that he will present the results to Katie Blakeman and discuss how to proceed.  Development update o Dave described how that a package of small changes to Case Management will be added to ARMS the first week of March.  RMS Procurement o Sanford proposed that the conversation be postponed to New Business. 6. Reports of committees and officers.  There were none. 7. Unfinished business.  ARMS 2019 Budget o Sanford asked for guidance on objections to the budget. o Sanford presented a summary of the budget changes:  The ratio of badge counts was changed to include Rantoul and CCSO.  Additional money for the new programmer. o The group discussed how successful the new programmer could be at maintaining and improving ARMS. o The Budget was tabled pending New Business. 8. New Business  NIBRS Reporting and Grant o Chief Jones described the grant application completed by the CCSO, which could be used to offset personnel costs for NIBRS programming. o December 31, 2021 is the deadline to move to NIBRS – no matter what. o Chief Morgan made a motion to direct the use of ARMS Staff to support the CCSO grant application, seconded by Chief Cobb. Passed unanimously.  RMS Replacement o Discussing the deadline for NIBRS led the group to discuss RMS replacement. o Sanford presented a schedule to start RMS replacement in July 2019. This would allow an upgrade by 2021. The RFP needs to be written by January. o Sanford suggested spending $7,500 for Illinois Business Consulting to prepare requirements from ARMS Users.  FY 2019 Budget Page 2 of 3  ARMS Policy Board Meeting Minutes – March 29, 2018 o The group discussed assumptions about the budget, and about scenarios to reduce personnel costs in the 3rd and 4th quarters. o Chief Myrick made a motion to postpone the budget to a special meeting. Seconded by Chief Morgan. Passed unanimously. o The group scheduled a special meeting for April 11 at 8:00 AM. 9. Adjournment.  The meeting adjourned at 4:54 PM. o Having reached the end of the agenda, Chair Walsh adjourned the meeting. Page 3 of 3