Arms Policy Board Regular Meeting
Regular MeetingUrbana, IL · May 21, 2020
Minutes
Area-wide Records Management System
ARMS Policy Board Meeting Minutes
DATE: May 21, 2020
3:00 PM
PLACE: Zoom virtual meeting
MEMBERS PRESENT: Chief Matt Myrick, UIPD - Chair
Chief Tony Brown, RPD
Chief Anthony Cobb, CPD
Sheriff Dustin Heuerman, CCSO
Chief Bryant Seraphin, UPD
STAFF PRESENT: Sanford Hess, Urbana IT
Tim Smith, Urbana IT
OTHERS PRESENT: Mark Toalson, City of Champaign IT
1. Call to Order - The meeting was called to order at 3:03 PM by Chief Matt Myrick
2. Additions to the Agenda
There were none.
3. Approval of Minutes
Motion to approve the minutes by Chief Brown, Second by Chief Cobb.
The minutes passed unanimously.
4. Public Input
No public input came through email.
Mark Toalson identified that he was in attendance.
There was no other public input.
Page 1 of 3
ARMS Policy Board Meeting Minutes – May 21, 2020
5. Staff Report
Development update. Tim Smith described work on the following:
o New query was developed to assist with generating the annual ILETSB body
worn camera report
o SQL Server Reporting Project is complete, all queries are functional and staff is
trained
NIBRS Grants and Programming Work
o Tim is working on front end development to collect NIBRS data.
ARMS and Field Reporting changes are being tested.
o Training documents have been sent to agencies for input, they cover:
New input fields for LEOKA, justifiable homicide, custodial/arrest death,
nonfatal shooting
New values added - criminal activity/bias/location/victim
relationship/property types/offenses
Vehicle property types removed, along with ‘child with offender’ victim
relationship
New crime code fields for full ILCS statute, statute literal, locality, and
NIBRS offense code
o NIBRS data collection programming changes are tentatively scheduled for June 3
implementation.
Tim prepared materials to be passed out, which will be sent after the
meeting.
The Policy Board felt that a week’s advance time would be sufficient for
shift briefings.
o Tim will transition into translating ARMS data into FBI and ISP formats, followed
by data validation programming and error handling.
o Dave W is working on back end data transfer
Data format testing with Feds was successful.
More testing of various data sets will be conducted.
ISP is behind on testing site setup due to COVID-19
o Alisha Walker from UIPD is assisting with I-UCR and ARMS offense match.
o FBI has cancelled NIBRS classes and is working towards virtual classes – ARMS
agencies are in the FBI training queue (except CCSO, who completed training in
August 2019).
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ARMS Policy Board Meeting Minutes – May 21, 2020
6. Reports of committees and officers
There were none.
7. Unfinished business
Planning for the new RMS - Anticipated Budget Amounts
o Sanford presented a summary breakdown of expected costs over the next two
July-June fiscal years. The costs are essentially 50/50 between the two years.
o Sanford presented a history of why the ARMS balance is at the current level.
o Chief Cobb asked if the balance of the ARMS fund could be used to fund ARMS.
Sanford said that the ARMS Policy Board can make that decision.
o Sanford presented possible scenarios where additional funds could be available
from Federal Grants.
Planning for the new RMS - Host Agency Discussion
o Sanford gave an update of recent events: There was an Inter-Governmental
Agreement drafted by Champaign and reviewed by Urbana. Reviews were
delayed due to the pandemic.
8. New Business
There was none.
9. Adjournment
Motion to adjourn by Chief Cobb, seconded by Sheriff Heuerman
o Vote was unanimous.
o The meeting adjourned at 3:47 PM.
Page 3 of 3
Agenda
ARMS Policy Board
DATE: Thursday, May 21, 2020
TIME: 3 :00 P.M.
PLACE: * to be held virtually via Zoom
AGENDA
1. Call to Order and Roll Call
2. Additions to the Agenda
3. Approval of Minutes of Previous Meeting: February 20, 2020.
4. Public Input
5. Staff Report
Development – recent activities
SQL Server Reporting Project – update
NIBRS Grants and Programming work
6. Reports of committees and officers
7. Unfinished business
Planning for a new RMS
o Anticipated Budget Amounts
o Host Agency Discussion
8 New business
9. Adjournment
*Due to the Governor’s shelter in place order, the Urbana City Building will be not be open to the
public during this meeting. For those wishing to provide public input, please email your statement to
sfhess@urbanaillinois.us by the start time on the date of the meeting. Your statement will be read into
the record during public input. Public input also may be provided via Zoom. Anyone can attend virtually
via Zoom. Additional instructions are attached.
Persons with disabilities needing special services or accommodations for this meeting should contact the City
of Urbana's Americans with Disabilities Coordinator at 384-2466.
ARMS Policy Board
DATE: Thursday, May 21, 2020
TIME: 3 :00 P.M.
PLACE: * to be held virtually via Zoom
Meeting Information
Zoom Meeting
https://us02web.zoom.us/j/88111452603?pwd=ajJabVJUdXVYcU5VK2dGUkprME55dz09
Meeting ID: 881 1145 2603
Meeting Password: 906409
Dial by your location
+1 312 626 6799 US (Chicago)
+1 929 205 6099 US (New York)
Find your local number: https://us02web.zoom.us/u/kiN2QiOUR
Public Input and Viewing for the ARMS Policy Board
Anyone can attend virtually via Zoom. We will not be monitoring or using the Chat window for
meetings. The Zoom meeting information is listed on the agenda above. Additional Instructions may
be provided by the Chair.
Providing Public Input
Providing Public Input by e-mail:
We ask that if you possibly can, submit your public comments by email by the start of the meeting to the
email address listed on the agenda (sfhess@urbanaillinois.us). Email must be received by the start of
public input at the meeting and will only be taken during the public input portion of the agenda.
Providing Public Input from a computer browser or the Zoom app on a mobile device:
· The link to join by computer is listed on the agenda.
· You do not need to install software on a computer to use Zoom. You can click “Join from your
browser.” It appears Zoom prefers for users to download and install their meeting client software on
your computer. Choose the option you are comfortable with and note, these may be browser specific.
There is a Zoom app for smartphones.
· Make sure you have a microphone on your computer if you wish to speak. Please identify yourself with
first and last name in Zoom for the record if you wish to speak*.
· We will be muting participants except during public input, when they will be recognized to speak after
raising their hand (see the next bullet point). Video will remain off for all members of the public, even
while they are speaking.
· Per city code you must identify yourself to provide public input with your first and last name*. During
Public Input, if you wish to speak, please “Raise your hand” using the option as shown in the Participant
window (if using the Phone App, this option is shown by touching your name). When called on by the
chair or host, you will be un-muted.
Persons with disabilities needing special services or accommodations for this meeting should contact the City of
Urbana's Americans with Disabilities Coordinator at 384-2466 or TTY at 384-2447.
ARMS Policy Board
You can find tutorials and help information here: https://support.zoom.us/hc/en-
us/articles/201362193How-Do-I-Join-A-Meeting-
Providing Public Input by phone:
· Join by calling the phone number shown in the agenda. · Callers will then be asked to enter the Meeting
ID number followed by the # key. The Meeting ID number is listed on the agenda.
· All callers are muted by default.
· If you wish to speak, please “Raise your hand” by pressing *9 once - this toggles the raise/lower hand
option. When called on by the chair or host by your phone number, you will be un-muted and you
should state your name for the record per city code*. When you are done, the host will “lower your
hand” and mute you - there is no need to press any more buttons.
As a reminder, public input can be received and is encouraged before the meeting via email as listed
above.
This is a work in progress, a learning situation for all involved, so we ask for your patience as we move
forward. We are unable to provide computer and technical assistance and will move forward during the
meeting as necessary. Thank you for your understanding in this difficult situation.
Two websites with some additional tips and tricks:
https://www.groovehq.com/blog/zoom-tips-and-tricks
https://www.colorado.edu/ocg/ocg-staff-resources/meeting-resources/zoom-meeting-tips-tricks
* Public Meetings - Ordinances No. 2011-05-033 & 2019-08-051, ILCS 120/2.06(g)
Persons with disabilities needing special services or accommodations for this meeting should contact the City of
Urbana's Americans with Disabilities Coordinator at 384-2466 or TTY at 384-2447.
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