Arms Policy Board Regular Meeting

Area-wide Records Management System ARMS Policy Board Meeting Minutes DATE: May 16, 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 Chief Tony Brown, RPD Chief Bryant Seraphin, UPD Sheriff Dustin Heuerman, CCSO MEMBERS ABSENT: Chief Anthony Cobb, CPD STAFF PRESENT: Sanford Hess, Urbana IT Dave Wakefield, Urbana IT Tim Smith, Urbana IT OTHERS PRESENT: Jeff Wooten, METCAD Ralph Caldwell, METCAD 1. Call to Order - The meeting was called to order at 3:30 PM by Chair Brown. 2. Additions to the Agenda  None. 3. Approval of Minutes  Motion to approve the minutes by Chief Seraphin, Second by Chief Stone.  The minutes passed unanimously. 4. Public Input  None. 5. Staff Report  Development update o Tim Smith described work on the following:  New validation routines for badge numbers in data entry.  State Lab information on the “Package Type” of the Evidence was added as a required field. Page 1 of 3  ARMS Policy Board Meeting Minutes – May 16, 2019  Queries on Juvenile Expungements and Use of Force information o Dave Wakefield described work on the following:  Expungement improvements  Queries for Body Camera incidents for State Reporting and also for a Grant received by Champaign Police. o Sanford described how queries help find juvenile incidents that could be expunged, but that additional effort is needed on each incident, such as:  Running names in LEADS to look for other activity.  Expunging the narrative.  Move away from DB2 Web Query o Sanford described how the development of SQL Server database is meant to save license costs for DB2 Web Query – approximately $15,000. o Sanford said that this database will also serve as the long-term home of ARMS Data after it is retired.  Sanford described his trip to Tyler Connect o Sanford described how Tyler software is in a transition from an old version to a newer web-based version. 6. Reports of committees and officers.  There were none. 7. Unfinished business.  Proposed ARMS Budget for July 2019 – June 2020 o Chief Stone made a motion to approve the budget, Sheriff Heuerman seconded. o Votes were unanimous for all members present. 8. New Business  Form a Working Group for ARMS Replacement o Jeff Wooten reported that he attended sessions on the CAD System at Tyler Connect and was pleased with what he saw. o Ralph Caldwell summarized timelines for the procurement process for a contract with Tyler. o The group discussed possible locations for the computer equipment. Two locations were deemed viable: METCAD and Champaign County.  Sanford Hess volunteered to get pricing and infrastructure requirements for hardware items to help determine feasible locations. o Jeff Wooten described the reaction to the Fire RMS presentation that occurred July 15. o Jeff Wooten talked about a meeting he and Sanford Hess attended with Chiefs of the smaller agencies to brief them, and reported that there was interest in having Mahomet participate in the Working Group. Page 2 of 3 2  ARMS Policy Board Meeting Minutes – May 16, 2019 o Sanford described a working group with these features:  Two representatives from each agency.  A concentrated period of effort in July/August.  Will meet with Tyler experts to answer questions. o Sanford was directed to create a working group as suggested, and was told to include:  Jeff Wooten to represent METCAD  One representative from Mahomet Police  Representation from Tyler  A CCSO representative from the Jail System team 9. Adjournment  The meeting adjourned at 4:28 PM. o Having reached the end of the agenda, Chief Brown adjourned the meeting. Page 3 of 3 3