DuPage County Police Records Management System Oversight Committee met Dec. 14.
Here are the minutes provided by the committee:
1. CALL TO ORDER
2:00 PM meeting was called to order by Chairman Robert Berlin at 2:00 PM.
2. ROLL CALL
PRESENT: Cronin, Zerwin, Franz, Berlin, Bloom, Scalera, Martynowicz, McPhearson, Maranowicz
ABSENT: Fieldman, Vesta, Mendrick
Jason Blumenthal was present as a representative for Daniel Cronin, County Board Chairman. Member Franz was absent at the time of roll call but arrived during the Chairman's Remarks.
3. CHAIRMAN'S REMARKS
Chairman Berlin once again welcomed new CIO Anthony McPhearson. He said he met recently with Mr. McPhearson regarding this group and Hexagon and said he has been very impressed. He said he appreciated Mr. McPhearson meeting with all of the police chiefs to discuss their concerns.
Chairman Berlin stated that the record should reflect that Member Franz joined the meeting.
4. PUBLIC COMMENT
No public comment was offered.
5. APPROVAL OF MINUTES
A. Police Records Management System Oversight - Regular Meeting - Sep 14, 2021 2:00 PM
| RESULT: ACCEPTED [UNANIMOUS]
MOVER: Daniel J Cronin, Chairman SECONDER: Jeffrey Martynowicz, Chief Financial Officer AYES: Cronin, Zerwin, Franz, Berlin, Bloom, Scalera, Martynowicz, McPhearson, Maranowicz ABSENT: Fieldman, Vesta, Mendrick |
A. Action Item -- Adoption of Police Records Management System Oversight Committee 2022 Meeting Schedule.
| RESULT: APPROVED [UNANIMOUS]
MOVER: Daniel J Cronin, Chairman SECONDER: Joe Maranowicz, Village Manager, Village of Addison AYES: Cronin, Zerwin, Franz, Berlin, Bloom, Scalera, Martynowicz, McPhearson, Maranowicz ABSENT: Fieldman, Vesta, Mendrick |
Member Franz asked how the RSA is performing. Mr. Jordan said the current RSA, Steve Burrell, is one of the best they have brought on, noting that Mr. Burrell has more than 25 years of law enforcement experience in Illinois, which brings additional understanding to the project. Mr. Jordan said having Mr. Burell helps to bridge the gap between his team and Hexagon's team, which is where the value has really been. Member McPhearson added that he has reached out to Hexagon about providing better overall support to the police departments as well as the State's Attorney's Office. He said they are working on creating a new work model where the RSA will focus on operational activities as they do now but also provide project support to balance things out. He said this new model will provide a resource to help us when we go live, do software rollouts, and upgrades.
Member Franz asked for confirmation that this is a budget adjustment, not a change to the contract to make the amounts match. Member Martynowicz said it is a change to charge the correct line item in the budget.
Member Bloom asked if there is a tangible way to measure the success of this position. Member McPhearson said he thinks the team can create a metric, possibly by the number of tickets resolved on a monthly basis to keep track of what he does and how successful he is. Mr. Jordan said there is not currently a metric set up, noting that it is a bit difficult to define because so much of it is personal interaction and conversation, but he will work with Member McPhearson to develop a metric system. He said Mr. Burrell does provide a weekly report that is included in the ETSB's monthly report and the reports sent to this group on a monthly basis. Member Bloom responded that he would look to Mr. Jordan and his team to determine what measures can be used to determine effectiveness with the turnaround time on outstanding tickets and other issues. He said he is looking for more of a tangible performance measurement than a daily activity log.
Member Franz suggested including the RSA in the focus group meetings. Mr. Jordan said in the past the RSA has not been included in the user focus groups because of the way the support structure is set up. He said they are rethinking the structure, which would get the RSA more involved with the users. He added that Mr. Burrell's having knowledge in law enforcement in Illinois reporting requirements has brought a lot of good thoughts to the table, which he wants to bring in front of the user groups to discuss.
| RESULT: APPROVED [UNANIMOUS]
MOVER: Joe Maranowicz, Village Manager, Village of Addison SECONDER: Bradley Bloom, Assistant Village Manager, Village of Hinsdale AYES: Cronin, Zerwin, Franz, Berlin, Bloom, Scalera, Martynowicz, McPhearson, Maranowicz ABSENT: Fieldman, Vesta, Mendrick |
Member Blumenthal made a motion, seconded by Member Martynowicz to strike the following sentence from section 10b:
"Except for a removal for cause as set forth in paragraph (c), the PRMS OVERSIGHT COMMITTEE shall determine the existence of a vacancy."
On a voice vote to approve the amendment, all ayes. Motion carried.
Member Blumenthal explained that the reason for the proposed amendments to the committee rules is because the current structure is set up to where individuals have to go through the County Board to be approved, which does not make sense for how we do it for this process. He said six of these positions are elected officials or County staff while the other six are chosen through the DuPage Mayors and Managers Conference, who has their own approval process. He said the proposed amendments would streamline that process. Further, Member Blumenthal stated that the changes also include the terms of office, which for the County side will now coincide with the elected officials' date or, if it is for County staff, the term of their service in that employment position. For the DMMC side it would be a four-year term that would commence in December. Member Bloom asked if the DMMC has reviewed these changes. Member Blumenthal said he did not send them to Suzette Quintell, DMMC Executive Director, as he figured it is already the practice of what is being done and this is formalizing it.
Member Franz asked for clarification as to whether section 10a is making a change limiting members to one term. Chairman Berlin confirmed there is no prohibition on being reappointed, adding that it says you will serve until the end of your term or until a successor is appointed. Member Blumenthal added that if a member were to vacate a term their successor would fill in only for the remainder of that term.
Member Franz then asked if the amendment removes the ability for the PRMS Oversight Committee to remove a member. Member Blumenthal confirmed that yes, based on the current wording the amendment removes section 10c, "Removals for Cause". Lisa Smith, ASA, said that is correct as it was deemed unnecessary.
On a roll call vote to approve item 6C as amended, all ayes. Motion carried.
| RESULT: APPROVED [UNANIMOUS]
MOVER: Daniel J Cronin, Chairman SECONDER: Jeffrey Martynowicz, Chief Financial Officer AYES: Cronin, Zerwin, Franz, Berlin, Bloom, Scalera, Martynowicz, McPhearson, Maranowicz ABSENT: Fieldman, Vesta, Mendrick |
A. DuJIS RMS Monthly Update September 2021
Member Franz moved, seconded by Member Maranowicz, to accept and place on file items 7A through 7C. All ayes. Motion carried.
| RESULT: ACCEPTED AND PLACED ON FILE [UNANIMOUS]
MOVER: Mark Franz, Vice Chairman, Mayors & Managers Rep A SECONDER: Joe Maranowicz, Village Manager, Village of Addison AYES: Cronin, Zerwin, Franz, Berlin, Bloom, Scalera, Martynowicz, McPhearson, Maranowicz ABSENT: Fieldman, Vesta, Mendrick |
B. DuJIS RMS Monthly Update November 2021
| RESULT: ACCEPTED AND PLACED ON FILE [UNANIMOUS]
MOVER: Mark Franz, Vice Chairman, Mayors & Managers Rep A SECONDER: Joe Maranowicz, Village Manager, Village of Addison AYES: Cronin, Zerwin, Franz, Berlin, Bloom, Scalera, Martynowicz, McPhearson, Maranowicz ABSENT: Fieldman, Vesta, Mendrick |
| RESULT: ACCEPTED AND PLACED ON FILE [UNANIMOUS]
MOVER: Mark Franz, Vice Chairman, Mayors & Managers Rep A SECONDER: Joe Maranowicz, Village Manager, Village of Addison AYES: Cronin, Zerwin, Franz, Berlin, Bloom, Scalera, Martynowicz, McPhearson, Maranowicz ABSENT: Fieldman, Vesta, Mendrick |
A. Contract Renewal Overview
Mr. Jordan provided a PowerPoint presentation overview of the Hexagon contract renewal, as attached hereto (item 8A-i).
Member Franz asked if there were towns looking at a potential alternative to field-based reporting (FBR). Mr. Jordan said before the pandemic his team looked at the process of writing reports in WebRMS, now at the time rather than using FBR, adding that they spent some time with the Aurora Police Department because they have WebRMS, now OnCall Records. He said after comparing what they do and what we go through, the chiefs group decided to stay with FBR.
Mr. Jordan then discussed the cost of the contract renewal, included on page 5 of his presentation. Member Franz asked if these are ongoing costs or one-time costs. Mr. Jordan responded that orders 1 and 5 are broken down over five years while orders 2 and 4 are up front costs that will be discussed with the contract renewal overview spreadsheet.
Mr. Jordan provided an overview of the breakdown of costs listed in the spreadsheet included in the committee agenda packet. He discussed paying the hardware refresh using the equipment replacement fund. He said doing so changed the numbers as far as how much it will cost each agency, noting that it actually reduced this year's cost for the agencies. He said this group would need to discuss moving forward with this prior to invoicing the agencies. Member Franz asked what the current balance is in the equipment replacement fund. Member Martynowicz said it will be about $1.2 million. Mr. Jordan said the money is available, but it would put us behind in the $3 million goal at the 5-year mark. He said that this is for discussion today but the committee will need to make decisions on how to proceed with invoicing and budget transfers later.
Mr. Jordan then reviewed the agency cost projections for the next five years, noting that the amounts will be formalized in the budget process each year. Member Bloom asked if Mr. Jordan has a single-page document that includes a comparison of the actual budget vs. what we are looking to spend for the upcoming year. Mr. Jordan said he can put one together, adding that the amounts will largely depend on what the committee decides to do with the last line item as far as using the equipment replacement funds for it. He said that would bring the cost down by $250-300 per person for this year. He said he looked back at the cost projections from 2018 and the per-user costs for each year moving forward is pretty much equal to what was projected.
Member Bloom commented that a problem with going this route is that it causes a big jump from 2022 to 2023, including some agencies with a $20,000 increase. He expressed his concern that those agencies would be shocked to receive an invoice with such a large difference from the year prior. Mr. Jordan responded that those agencies are used to those amounts being more some years and less other years. Member Bloom said he is not sure that is a good thing. Mr. Jordan said it is up to this committee whether or not we move forward with invoicing this way. Member McPhearson asked if Member Bloom's recommendation would be to keep the billing amounts more consistent for budgetary reasons. Member Bloom said that is his personal view, though he doesn't know how other managers would feel. Member Maranowicz agreed. Member Martynowicz added that doing so would result in more in the equipment replacement fund and we would get to the $3 million requirement quicker. Mr. Jordan responded yes. Member Scalera asked what the cost per user would be if we did not use capital funds. Member McPhearson said he believed it came to around $750 per user. There was then a discussion about how they could adjust the numbers to level it out over the course of five years.
Member Maranowicz asked what would happen if the group were to lose one of the agencies. Mr. Jordan, Member McPhearson, and Member Zerwin explained that the cost would go up for other users since the overall cost is divided by the total number of users.
Mr. Jordan talked about the maintenance and RSA contracts starting at different times throughout the year. Member McPhearson asked if it would make sense to make all of the contracts coterminous. Mr. Jordan said he is unsure, as the RSA agreement starts January 1 but the maintenance contract starts June 1. He said they were having a discussion with Hexagon about their maintenance running out six months before their contract ends, so they will need to figure out how that will all work out. Member McPhearson said they can discuss this issue more outside of this meeting and come back to the committee with the pros and cons. Member Franz said they are all for the County doing the best with negotiating the contract as they always do.
Member Zerwin said many of these changes are already in the contract amendment, noting that further discussion should be done outside of the committee before anything is decided. She also said that when and how the charges are invoiced should be discussed with Member Martynowicz prior to going before the internal and external auditors. Member Martynowicz asked for clarification as to what exactly would be invoiced, to which Mr. Jordan responded that invoicing is something he planned to discuss later in the meeting.
Member Franz asked if in five years we would need to buy new software or if it is possible that we will be doing a similar process where we are upgrading and keeping the same software at a similar cost, pushing it down the road for another five years. Member McPhearson said both options are possible. He said typically over time software costs increase, so even if we do upgrade five years from now with the Hexagon solution there will likely be a cost increase. He said at some point the group can take a look at other software and decide whether we want to renew or find something that is consistent with the CAD solutions. Member Zerwin commented that the goal of this was originally to make this group self-sufficient from ETSB for various FCC guidelines, so the $3 million was based on that, adding it was part of the IGA.
Member Blumenthal asked for direction from the group so staff knows what to accomplish for the next meeting. Member Franz asked that staff verify the numbers and try to figure out how to even it out over five years for the agencies. The committee members agreed.
Member Zerwin said that she, Member McPhearson, Mr. Jordan, ETSB staff, and DeltaWrx have meetings scheduled with Hexagon before the end of the year because the goal is to bring this contract to the ETS Board, which is part of the reason for this discussion today. She said this committee needs to see the final cost, noting that the numbers may change a little bit from what they are today. She said staff would take a look and get final numbers to the committee so the users can have an idea of what their cost will be. Member Franz asked if that contract is going to the ETSB in January. Member Zerwin said that is the goal but they are still working through some issues.
Mr. Jordan said he would send the PowerPoint presentation out to the committee and include it in the minutes.
i. PRMS Oversight Committee - Hexagon Contract Renewal Presentation
| RESULT: ANNOUNCED |
| RESULT: ANNOUNCED |
Mr. Jordan gave a brief overview of the invoicing, noting that the County Finance Department is looking to send out invoices for FY2021, according to the cost breakdown listed in the agenda packet. He said staff is currently running an official user count and
DuPage County Page 7
Minutes Police Records Management System Oversight CommitteeDecember 14, 2021
have requested agencies get their numbers in by the end of this week, after which he will hand the final count over to Finance so they can send out the invoices.
| RESULT: ANNOUNCED |
Mr. Jordan provided a PowerPoint presentation of current projects, as attached hereto.
Mr. Jordan said his group is going to start packaging updates and communications differently. He said there is a new chairperson in the chief command group that he is working with as well as with Member McPhearson to update that process.
| RESULT: ANNOUNCED |
No old business was discussed.
10. NEW BUSINESS
No new business was discussed.
11. ADJOURNMENT
Without further business, the meeting was adjourned.
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