Arms Policy Board Regular Meeting

Area-wide Records Management System ARMS Policy Board Meeting Minutes DATE: February 22, 2019 3:30 PM PLACE: City of Urbana – 2nd Floor Conference Room 400 South Vine Street, Urbana, IL MEMBERS PRESENT: Chief Craig Stone, UIPD - Chair Lt Justin Bouse – proxy for Chief Tony Brown, RPD Chief Anthony Cobb, CPD Chief Bryant Seraphin, UPD Sheriff Dustin Heuerman, CCSO MEMBERS ABSENT: None STAFF PRESENT: Sanford Hess, Urbana IT Dave Wakefield, Urbana IT Tim Smith, Urbana IT OTHERS PRESENT: Jeff Wooten, METCAD Ralph Caldwell, METCAD Mark Toalson, Champaign IT 1. Call to Order - The meeting was called to order at 3:30 PM by Chair Stone. 2. Additions to the Agenda  None. 3. Approval of Minutes  Motion to approve the minutes by Sheriff Heuerman, Second by Chief Cobb.  The minutes passed unanimously. 4. Public Input –  None. 5. Staff Report  End-of-life for the machine running ARMS Page 1 of 4  ARMS Policy Board Meeting Minutes – August 16, 2018 o Sanford discussed the options explored due to an expiring warranty on 9/30/2019.  Purchasing new machines  Purchasing used machines  Hosting in the cloud o The decision is for Champaign County to host ARMS on their machine, which is not expiring.  The cost will be $21,000 per year, billed monthly.  ARMS and the City of Urbana will split the cost.  ARMS will pay 75%.  Sanford explained that ARMS will dominate in its usage of the computer, but that Urbana will need ongoing access to other data that will also be stored by the County.  Urbana has an existing IGA with the County, which will be expanded.  The agreement includes backups at the County’s off-site location in Northern Illinois.  Development update o Tim Smith described his work on projects such as the redacted Field Report. o Time said that he also recorded 24 new projects in the database, based on conversations with ARMS users. o The group discussed an upcoming change to add the “Package Type” to the evidence information. 6. Reports of committees and officers.  There were none. 7. Unfinished business.  There was none. 8. New Business  ARMS access for METCAD (read-only) o The group discussed the pros and cons of extending ARMS access, and decided to delay extending it so that people wouldn’t need to learn two systems in quick succession.  Field Reporting access for CCSO Jail (report entry) o Sanford relayed the request for Corrections to use ARMS Field Reports. Page 2 of 4 2  ARMS Policy Board Meeting Minutes – August 16, 2018 o The Board discussed the topic, and Sheriff Heuerman said that he would look into it and report back at a future meeting.  National Use of Force reporting o Sanford reported that the FBI is introducing a standard layout in the future. o Sanford noted that any solution for FBI layouts would require use of ARMS to record the data on Field Reports. o The other option discussed was direct entry into online systems. o At this time, there is no action to be taken until standards are announced.  Proposed ARMS Budget for July 2019 – June 2020 o Sanford discussed the upcoming budget, which was distributed with the agenda. o The upcoming budget is less overall than the current year, which included two full-time programmers for a period.  The new budget features Dave at 25% for 6 months. o Sanford reported that a grant request is outstanding for NIBRS compliance, and that the grant could be used to offset Dave’s time for NIBRS work. However, that is not included in the budget – it would be extra revenue for the ARMS fund.  Chief Cobb asked what Dave would do if the NIBRS grant didn’t come through. Sanford described a project to convert reporting to a new format, allowing ARMS to stop using the DB2 Web Query tool – and adopt a less- expensive and better tool instead. o Costs to the County for hosting ARMS appear within the line item “TECHNOLOGY SERVICES”. o Sanford described that some of the numbers might fluctuate, so he proposed that the Budget should be voted on in May.  Sanford promised to provide final numbers when they are known.  Budgeting for an ARMS Replacement o Sanford said that discussions with Tyler look at payments for the new system in the Fiscal Year starting July 1, 2020. (For the Sheriff’s Office, Jan 1, 2020.) o Ralph Caldwell and Jeff Wooten discussed the share of the costs that each agency would need to pay, and shared the preliminary breakout of costs based on the initial quote.  Other costs for services and project management were discussed that were not part of the initial quote. o Ralph described a timeline for decision-making on the Jail and CAD systems by the Sheriff’s Office and METCAD. o The group discussed joint efforts between the Policy Board and METCAD to clarify costs for a decision.  Sanford has a series of questions about licensing that he’ll work with Tyler to resolve. Page 3 of 4 3  ARMS Policy Board Meeting Minutes – August 16, 2018  The list of specifications will be sent to the vendor, asking for what their RFP response would answer.  Sanford will attend the Tyler conference in April, and there are additional registrations available from Tyler.  After these actions, the group will work to clarify the price with Tyler.  Sanford raised the option of a field trip to Vermillion County or Kankakee. 9. Adjournment  The meeting adjourned at 4:20 PM. o Having reached the end of the agenda, Chief Stone adjourned the meeting. Page 4 of 4 4