Arms Policy Board Regular Meeting

Area-wide Records Management System ARMS Policy Board Meeting Minutes DATE: August 15, 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 Anthony Cobb, CPD Sheriff Dustin Heuerman, CCSO Chief Bryant Seraphin, UPD STAFF PRESENT: Sanford Hess, Urbana IT Dave Wakefield, Urbana IT Tim Smith, Urbana IT OTHERS PRESENT: Jeff Wooten, METCAD Mark Toalson, City of Champaign IT 1. Call to Order - The meeting was called to order at 3:31 PM by Chair Stone. 2. Additions to the Agenda  None. 3. Approval of Minutes  Motion to approve the minutes by Chief Brown, Second by Sheriff Heuerman.  The minutes passed unanimously. 4. Public Input  None. 5. Staff Report  Development update o Tim Smith described work on the following:  Expungements – Tim created juvenile and cannabis expungement reports to help find records to expunge, but expungement is still a few steps.  New field report edits to improve data capture. Page 1 of 3  ARMS Policy Board Meeting Minutes – August 15, 2019  Tim wrote queries for CPD lawsuits and UIPD Audit reporting.  On August 20, Tim will release changes for patrol to improve visibility and touch screen usability – move into production on Tuesday  Tim is still working on supporting other browsers besides Internet Explorer. o Dave Wakefield described work on the following:  SQL Server reporting – work is under way by Sharme Vaideeswaran, an intern. Dave is creating data extracts, while Sharme is creating reports.  Progress is occurring, although there were some false starts to look into other tools before the current tool was selected.  Sanford described updates to national Use of Force reporting o There are now some federal standards for Use of Force reporting, but it is voluntary at this point. o For ARMS to produce the new standard files would require changing to a more detailed extract, much like NIBRS. o Sanford said that given the timeline for an RMS replacement, this does not seem to be a priority at this point. It will remain on the list of future enhancements until the Policy Board decides there is more urgency for this task. 6. Reports of committees and officers.  There were none.  Plans were made for the Treasurer, Sheriff Heuerman, to meet with Sanford to go over the ARMS Fund’s finances to report at a future meeting. 7. Unfinished business.  Report from the RMS Working Group o Sanford presented a summary of the scoring from the functional specifications.  He described how the overall scoring rate from Tyler’s Yes/No answers are fairly high - with the exception of a few areas. (Details were provided in the scoring memo delivered in the packet.) o Sanford noted the areas where additional investigation is needed to clarify the costs for Services. These topics are planned to be discussed this fall, with a goal of getting pricing by November.  Data capture during Field Reporting: CIT, Use of Force, etc.  IDOT Traffic Stop & Stop Sheet forms will require purchasing an e-Citation solution. This could be Tyler’s Brazos solution, or it could be Quicket.  Summary UCR Reporting. Tyler’s solution is NIBRS compliant, but doesn’t help with Summary UCR reporting in the manner ARMS does now.  Sanford stated that the State’s shift to NIBRS reporting (1/1/2021) will probably happen before the switch to the new RMS System. So Summary UCR counts may not be needed.  Clery reporting – Tyler may not have the supplementary information included in the information entered by UIPD. More information is needed. Page 2 of 3 2  ARMS Policy Board Meeting Minutes – August 15, 2019 Name searches across jurisdictions. Seeing incidents from the same name in different jurisdictions. o Sanford reported that the recommendation of the Working Group is to move ahead with requesting pricing from Tyler. o Sanford said that we will request pricing for many components, including some that may not be used right away.  The group discussed the benefits of considering modules that fulfill needs and/or replace existing solutions for Crime Analysis, Ordinance Adjudication (for Municipal and Traffic Courts),  Sanford said that a site visit to Kankakee County is planned for September 10, by the Working Group. The trip is planned for one day. 8. New Business  Recommendation to the METCAD Policy Board about RMS replacement o Chief Seraphin made a motion for the ARMS Policy Board to request pricing from Tyler – and to get pricing for ALL of the modules. Chief Brown seconded the motion. The vote was unanimous in favor of the motion.  Allowing read-only agencies to use a browser for ARMS access o Read-only agencies currently cannot access ARMS through a browser.  This makes ARMS harder to use, because it is only available in text mode.  Tim Smith noted o Chief Seraphin motioned to grant access through a browser to the read-only agencies. Sheriff Heuerman seconded. The vote was unanimous in favor of the motion.  Chief Seraphin asked for an update about where the RMS software might reside and which agency will be the lead agency. o Sanford said that there was an action item from May to explore pricing for running the RMS separately (at the County) and together with the CAD software (at METCAD). o Sanford reported that there were discussions in June with Tyler to determine the size of the hardware needed. Ultimately, running them on separate hardware would double the costs. o Jeff Wooten described how METCAD’s budget for hardware was sized to be sufficient to run the RMS also. o Sheriff Heuerman said that, based on the costs to run the CAD and RMS separately, Champaign County supports co-locating the systems in one place. o The group discussed whether changes to the ARMS agreement, or a new agreement, might be necessary in the future. Decisions on this were deferred until a future time. 9. Adjournment  Having reached the end of the agenda, Chief Stone adjourned the meeting at 4:35 PM. Page 3 of 3 3