Arms Policy Board Regular Meeting
Regular MeetingUrbana, IL · August 20, 2020
Minutes
Area-wide Records Management System
ARMS Policy Board Meeting Minutes
DATE: August 20, 2020
3:00 PM
PLACE: Zoom virtual meeting
MEMBERS PRESENT: Chief Bryant Seraphin, UPD - Chair
Chief Alice Cary, UIPD
Lt. Justin Bouse, proxy for Chief Tony Brown, RPD
Chief Anthony Cobb, CPD
Sheriff Dustin Heuerman, CCSO
STAFF PRESENT: Sanford Hess, Urbana IT
Tim Smith, Urbana IT
OTHERS PRESENT: Tom Petrilli, CPD
1. Call to Order - The meeting was called to order at 3:01 PM by Chief Seraphin.
2. Additions to the Agenda
There were none.
3. Approval of Minutes
Motion to approve the minutes by Chief Cobb, Second by Sheriff Heuerman.
The minutes passed unanimously.
4. Public Input
No public input came through email.
There was no other public input.
Page 1 of 3
ARMS Policy Board Meeting Minutes – August 20, 2020
5. Staff Report
Development update. Tim Smith described work on the following:
o Development efforts have been dedicated to the NIBRS project
NIBRS Grants and Programming Work
o NIBRS data collection programming changes were put into production on June
10.
New input fields were added for LEOKA, justifiable homicide,
custodial/arrest death, nonfatal shooting
New values added - criminal activity/bias/location/victim
relationship/property types/offenses
Values removed - Vehicle property types and victim relationship
o Working on back end systems - translating ARMS data into ISP and FBI data
submission formats, data validation, and data transfers
Initial data format testing with FBI has been successful
More testing of various data sets will be conducted
May need 3rd party assistance with web interface to transfer large batches of
case data
ISP is behind on testing site setup due to COVID-19, latest spec version
recently released
o State statutes details are required for NIBRS reporting by the ISP
515 new offenses currently not in ARMS, approximately 25% are variants
of ‘aggravated’ offenses
UIPD has assisted with matching the ISP offense list with ARMS offenses,
along with cleaning up statute descriptions
ARMS User Group recommends adding all statutes to Field Reporting and
ARMS on 10/1/2020
Listing of new statutes will be provided in advance for training
Tim demonstrated how Aggravated Battery offenses will appear in Field
Reporting
The Policy Board discussed that the level of detail shown online
seems appropriate.
o All agencies had representatives attend NIBRS virtual NIBRS training
Sanford reported that the mini-mainframe that runs ARMS was changed to be eligible
for continued support.
Page 2 of 3
ARMS Policy Board Meeting Minutes – August 20, 2020
o Two-year extensions for hardware and software support were signed, so ARMS
will be supported through September 2022.
6. Reports of committees and officers
There were none.
7. Unfinished business
Planning for the new RMS - Anticipated Budget Amounts
o Sanford re-sent a cost estimate in mid-August that reflects newly updated costs
that are good only through December 31, 2020, and presents a picture assuming
the grant extensions.
o Sanford said that the prospects for extended grants seem promising.
The extension of NIBRS work seems promising.
The application for a non-competitive grant has been submitted.
o A meeting occurred on August 19 with Kay Nees (Champaign Finance Director)
and Elizabeth Hannan (Urbana Finance Director) to discuss planned costs.
Kay Nees is preparing a projection of expected operating costs for the
new RMS.
The plan is for the current fiscal year to be the last one in which ARMS
Members make contributions to the ARMS Fund. ARMS will operate from
its reserves for Fiscal Year 2022 and later.
Inter-Governmental Agreement for the RMS.
o Sanford said that the document is being drafted currently, with Champaign legal
taking the lead.
o Sheriff Heuerman asked that the State Attorney’s Office be included for the
County’s review.
o Sanford said that a goal would be to finalize the IGA and sign a contract before
the end of the Calendar year.
8. New Business
There was none.
9. Adjournment
Having reached the end of the agenda, Chair Seraphin adjourned the meeting at 3:34.
Page 3 of 3
Agenda
ARMS Policy Board
DATE: Thursday, August 20, 2020
TIME: 3 :00 P.M.
PLACE: * to be held virtually via Zoom
AGENDA
Congratulations to our new Officers
Chair Urbana
Vice-Chair Champaign
Treasurer Rantoul
1. Call to Order and Roll Call
2. Additions to the Agenda
3. Approval of Minutes of Previous Meeting: May 21, 2020.
4. Public Input
5. Staff Report
Development – recent activities
NIBRS Grants and Programming work
ARMS Mainframe – extended support through Sept 2022
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 Pritzker and Mayoral Emergency COVID-19 Orders, the Urbana City Building
will be not be open to the public during this meeting. Board Members will meet remotely using Zoom
Webinar. You may watch the meeting on streaming services, on Urbana Public Television, or attend via
Zoom.
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, August 20, 2020
TIME: 3 :00 P.M.
PLACE: * to be held virtually via Zoom
Meeting Information
When: Aug 20, 2020 03:00 PM Central Time (US and Canada)
Topic: ARMS Policy Board
Zoom Webinar ID: 862 4509 7628
Link to join the webinar:
https://us02web.zoom.us/j/86245097628
Or Telephone:
312 626 6799
301 715 8592
929 205 6099
253 215 8782
346 248 7799
669 900 6833
International numbers available: https://us02web.zoom.us/u/k28TLRn1F
Public Input and Public 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.
Public input will be taken in the following ways:
Zoom Webinar participant
Click on the link above to join the Webinar. You must provide your name and email in order to join the
Webinar. If you wish to speak during the Public Input, “raise your hand” and wait to be called on by the
meeting host. You must state your first and last name for the meeting record. Participants will be muted
except when they are called on to speak; video will remain off for all members of the public when
speaking. You may speak for up to three minutes.
Telephone participant
Call the phone number shown on the agenda. Enter the Webinar ID followed by the # key. All callers
are muted by default. If you wish to speak, “raise your hand” by pressing *9 once. When you are called
on by the host, you will be un-muted. You must state your first and last name for the meeting record.
When you are finished, the host will “lower your hand” and mute you. You may speak for up to three
minutes.
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
Email Input
You may email public input up to one hour before the meeting to sfhess@urbanaillinois.us. Please
put “PUBLIC INPUT” and the meeting date in the subject line. Your email will be sent to all Policy
Board members. Emailed public input labeled as such will be incorporated into the public meeting
record, with personal identifying information redacted. Copies of emails will be posted after the meeting
minutes have been approved. We cannot guarantee that all emails will be read aloud, due to variation in
the volume of mail and time available.
* 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.
Get email alerts for Urbana
A daily email when new agendas and minutes are posted.