HomeMy WebLinkAbout3213_001Village of Wlowoit Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUMf
TO: TERRANCE L. BURGHARD,-VILLAGE MANAGER
FROM: RONALD W. PAVLOCK, CHIEF OF POLICE
SUBJECT: POLICE INFORMATION MANAGEMENT SYSTEM (PIMS)
DATE: NOVEMBER 6, 1981
1. BASIC SYSTEM
A. The Police Information Management System, heretofore referred as (PIMS)
is being developed by the Criminal Justice Information Services, which
is a department of the Illinois Law Enforcement Commission. The
Criminal Justice Information Service has also developed the PROMISE
system for the States Attorneys office, and is developing a system for
the Illinois Local Governmental Law Enforcement Officers Training
Board.
B. The communities of Mt. Prospect, Evanston and Harvey are participants
in the program and are designed as test sites for the system.
Eventually, 40 other departments may be included in the system,
reducing average costs.
C. The funding is from the Illinois Law Enforcement Commission which
originally obtained the funding for the project from the Law Enforce-
ment Administration.
D. Purpose and Operation of the PIMS system is based on:
1. A defined need within the Law Enforcement Community to solve
existing problems in records maintenance and management.
2. The concept that small and medium size departments who have need
of a computerized records system are unable to procure one due to:
a. Developmental costs in regard to personnel, system design,
analysis and programing.
b. Lack of technical skill within police agencies at the level
of competence necessary to design and implement a comparable
system.
C. Existing 'over the counter" computer systems which are
"allegedly" designed for police records maintenance and
management are frequently cost ineffective, inappropriate
for the particular agency, and result in extended need for
technical assistance to design and implement the programs.
Especially critical is a lack of knowledge in regard to
program development.
November 6, 1981
Page -2-
d. Necessity for on-going development of programs and maintenance
of the system is often cost ineffective on the individual
local agency level.
3. The purpose of the system is to unify police records system on an
area wide basis to provide crime analysis, search capacities,
computerized records systems for individual departments on a shared
cost basis. Additionally the system provides a comprehensive
management statistical package.
II. PRESENT SYSTEM
A. The present system of records maintenance and reporting as required by
state law is presently done in the following manner:
1. A complete manual system for internal records processing, supple-
mented by a partial (not on line) computerized reporting system for
criminal statistics,(Law Enforcement Agencies Data System- LEADS)
with the state, currently costing $7,500 annually.
2. Annually the records system processes approximately:
a. 30,619 Field Case Reports
b. 1,141 Adult Arrest Reports
C. 3,000 Fingerprint Cards
d. 736 Juvenile Arrest Reports
e. 28,000 Dispatch Cards
f. 9,203 Traffic Tickets
9• 13,327 Parking Tickets
h. 2,282 Criminal History Sheets
i. 1,000 Records Checks for Other Agencies of the Criminal
Justice System
j• 3,833 Requests for Reports from Insurance Companies and
Individuals
k. 11,800 Entries onto Transmittal Sheets for Court Assignment
3. In order to locate, disseminate, and control the paper flow, a
3 x 5 index card needs to be made out on each field case report,
arrest report, juvenile report, and those dispatch cards which
contain sufficient information. In addition, additional cards
have to be made for each victim, offender, witness and individuals
involved.
Additional cards must be made out by the crime classification.
Filing in this area has now exceeded the limits of the present
system to file these cards and a purging method must be
implemented.
November 6, 1981
Page -3-
4. There are five records clerks and one supervisor available for
the above processing of information. Total personnel hours
available in records is 227 hours per week. Records is open to
the public and to police personnel Monday through Friday, 16
hours a day.
5. Retrieval of records is completely manual. For example, a
citizen comes into the police station and requests a copy of a
report. The citizen can supply their name only, not the date or
time of the incident. The clerk must go to the 3 x 5 card file,
hand search by name to locate the case number. The clerk after
locating the number must then proceed to the appropriate field
case report file, and locate the report. After copying the report,
both card and case report have to be returned to file.
Another example; a person is arrested by the Mt. Prospect Police
Department, and confesses to a series of burglaries other than
the orignal arrest. He does not know the locations, but can
indicate the type of property he took from each residence. In
burglary #1 he took a 1 " Sony T.V. Records now gets a request
to identify this burglary. The process would be to go to the
crime index file and pull all cards for the current year in regard
to burglaries (approximately 250 3 x 5 cards). From these cards,
each burglary field case report needs to be read to identify the
loss of property. This would be for the current year. If it was
for a prior year, or the date was unknown, it is possible that
over 500 field case reports would have to be searched and
reviewed. This type of manual search could easily take 2 to 3 hours.
Under the present system searches by description of offender,
property lost or stolen, age of the offender, or specific
physical characteristics are nearly impossible.
November 6, 1981
Page -4-
III. PIMS COST ANALYSIS
During Grant Period
L
During the grant period which runs through July 1, 1982 the Criminal
Justice Information Service bears all costs for purchase of equipment,
design of the system, software development, maintenance of the system,
and debugging programs. The Village of Mount Prospect does not incur
any cost during the grant period.
Total estimated cost through July 1, 1982 $300,000.00
(Covers a two year period)
After Grant Period
A. Maximum cost to the Village of Mount Prospect:
COST
Equipment Installation $ -0-
Annual Line Cost/Rental $ 11,241.00
Annual Participation Cost $ 12,000.00
$ ?3,241.00
*Less Present C.R.T. Rental $ (7,500.00)
NET COST 154,71.00
B. Minimum cost to the Village of Mount Prospect:
COST
Equipment Installation $ -0-
Annual Line Cost/Rental-50% Reductions` $ 5,620.00
Annual Participation Cost $ 12,000.00
$ 17,62-0.00
*Less Present C.R.T. Rental $ (7,500.00)
NET COST $ 10,120.00
The present computer terminal which is linked with the Illinois
Department of Law Enforcement will be interfaced with the PIMS
system thereby eliminating the present annual budget cost of
$7,500.00.
The Cook County Sheriff's Police Department has an agreement
with Illinois Bell Telephone Company whereby the line costs for
the computer equipment is reduced by 50%. On November 14, 1981
Sheriff Elrod will propose to the Cook County Board that PIMS
be allowed to participate in this cost reduction.
It should be noted that the participation cost listed above in A & B is a maximum
figure. If the PIMS system operates with a full contingency of 40 agencies,
which it was so designed for, the annual participation cost would be reduced
to approximately $6,500 per agency.
November 6, 1981
Page -5-
IV. ANTICIPATED FUTURE COSTS
The Criminal Justice Information Service has had their FY 82 budget
approved in the amount of $190,000 for further development of the PIMS
program. Additionally, they are requesting $200,000 in their FY 1983
budget. The Criminal Justice Information Service has been advised that
as funds for ILEC are reduced, their primary mission will remain within
the State of Illinois structure.
Costs to the Village of Mt. Prospect -will not substantially increase
greater than normal yearly increments relative to inflation and the
economy. This is due to the program being designed and implemented with
only maintenance costs probable in the future. Additionally, as more
agencies participate in PIMS, the cost of participation may to some
degree be reduced.
V. PARTICIPATION BY OTHER POLICE DEPARTMENTS IN PIMS
The other two designated PIMS test agencies, Evanston and Harvey have
already signed the agreements and are moving ahead with installation.
The following departments have indicated aninterestin PIMS or have met
with the coordinator of the program for further information as to how to
become involved in the program.
Arlington Heights, Buffalo Grove, Elk Grove'Village, Des Plaines,
Park Ridge, Schaumburg and Lansing, IL. No commitment has been
made by these agencies, since they would not be included in the
grant as test sites.
VI. SUMMARY OF OPTIONS AND ALTERNATIVES
In discussing alternatives, two aspects must be kept in mind. One is that
the system under PIMS conforms to modern, effective law enforcement
methods which is far beyond what other systems offer. Secondly,
comparing the present records system with PIMS is analagous to comparing
a Model T to present day automobiles. Under the present records system,
costs will only increase as external agencies, as well as the individual
citizen, demand a certain level of police services. R+r�rieval and
updating of information has reached the point of a papct',`jungle. Although
PIMS is not a complete answer, it does provide alternati',v2s which
can stabilize cost factors especially in regard to additional personnel.
A. OPTION A - Continue with our present manual system and join PIMS
at a later date.
1. Advantages
a. We would have greater knowledge of future cost and operational
agencies of the system.
2. Disadvantages
a. Delays in computerizing the present record system that would
November 6, 1981
Page -6-
compound the present paper jungle now experienced. There
would be additional costs for equipment, installation and
programing.
B. OPTION B - Join PIMS now.
1. Advantages
a. No cost to the Village for equipment, installation, programing
and debugging.
b. Avoiding the need for additional personnel to handle the
manual system.
c. As a test agency we now have a great deal of input in the
design of the system and programs which is a definite
benefit to our operation.
2. Disadvantages
a. Some uncertainty as to future operation cost -s.
.. b. Some loss of control
as'decisions are made by a consortium
of agencies which could involve some expense.
C. OPTION C - Go with our own system.
1. Advantages
a. Greater local control with no entanglements.
2. Disadvantages
a. The present inhouse computer is not practically feasible to
handle the volume of a police records system. Even if
equipment was added to handle the additional information
load, a second backup computer would be required to handle
the 24 hour a day police operation in the event of malfunction
of the main computer.
b. Any costs for additional equipment and software packaging
could easily run in the area of $300,000.
It should be noted that the agreement expires June 30, 1982 and shall be
renewable for such further period or periods as may be agreed upon at that time.
Unavailability of adequate funding at the time of renewal will preclude any
further renewal of the agreement. The Board is free to terminate the contract
in the future and return to a local system.
Roa . Pav 6oc ��Z4
Chief of Police
RWP:jh
Village ®f oL_ot Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: Village Manager
FROM: Assistant Village Manager
DATE: October 30, 1981
SUBJECT: Newspaper Publication Costs and ZBA Fees
Recently I asked Village Clerk Carol Fields to review the
costs to the Village for newspaper publications and our
actual costs for doing the required notices in ZBA cases.
A conservative review of the results of the study would
indicate that the Village may be able to save approximately
$7,000-$10,000 per year by changing its policy of publicizing
all ordinances, and another $3,000-$5,000 per year if the
Village reinstituted the policy of charging for the total
cost of handling ZBA cases.
The report indicates that the Village publishes approximately
64 ordinances each year, 63 ZBA cases per year, 37 bid
notices and various other miscellaneous reports. The average
cost of an ordinance publication is about $127, and the average
cost for a ZBA ordinance is $113. These costs vary with the
length of the ordinance from $40 to $300. Our publication
costs do not seem to vary much from one paper to the next. We
have examined publication costs in the Journal, the Herald,
the Suburban Trib, and the Chicago Sun -Times. The Village has
the ability to reduce its publication costs by putting its
ordinances and other documents in pamphlet form for distribution
to the public. The procedure is simple since we must already
type the material for transmittal to the newspapers. We would
instead copy that material on either Xerox or offset machines
and would then make it available at various public points
throughout the Village's municipal buildings. Some ordinances
will still require publication but these are rare and occur
only several times per year.
The study of the Village's cost for Zoning Board of Appeals'
cases indicates that our expenses for notices, transcripts
and publications normally far exceeds the amount of money
received from the petitioners in all cases. It is my understanding
the Village once had a policy of charging back to the petitioner
any additional costs incurred by the Village for ZBA cases
when those costs exceeded the deposit made by those who were
presenting the petition. In the report prepared by Ms.
Fields, the cost for publications have been included. These
publication costs were also considered in Ms. Fields' report
on newspaper publication costs. Even with the exclusion of
these publication costs from the report on ZBA fees, the
cost to the Village for ZBA cases still exceeds in almost
all respects the deposit presented by the petitioners.
I would recommend that
apply it fairly across
the Village no longer
ZBA cases.
EAG/rcw
we reinstitute the former policy and
the board to all petitioners so that
would incur any deficits for handling
L
�..
Village of Mount Prospect
Dunt Prospect, Illinois _ Lu
INTEROFFICE MEMORANDUM
TO:
Edward Geick
FROM:
Caroi`A. Fields
RE:
Publication Costs
DATE:
October 22, 1981
Pursuant to your request, we have researched the various
categories requiring publication and have taken an average
cost for each category. I am attaching the results of this
research.
caf / Att .
C41
Carol A. Fields
Village Clerk
10/22/81
BIDS
ORDINANCE
PUBLIC NOTICE
TRUCK
$ 15.00
BICYCLE
$ 15.00
Refuse Collection
15.00
Hearing
39.90
Radio Receivers
24.85
Hearing
27.30
Police Cars
15.00
Effect on Environment
39.20
Chemicals
15.00
Request for Funds
40.25
Sidewalk & Curb
25.20
Classified Ad
.117.60
Contractors
26.25
Notice of Finding
42.00
Road Improvement
26.25
Request for Funds
43.40
Cutting Machine
15.00
Revenue Sharing
29.40
Tractor
15.00
Business Rehabilitation
21.00
Total
$ 192.55
Total
$ 1,133.30
Average 126.74
Total
$ 415.05
Average
$ 19.26
Average
41.50
ORDINANCE
ZBA ORDINANCES
#3141
$ 119.00
#3023
$ 78.40
#3142
171.50
#3024
98.00
#3143
284.20
#3055
182.00
#3145
294.00
#3041
66.50
#3076
56.00
#3034
67.90
#3075
102.90
#3056
.182.00
#3074
37.80
#3057
175.00
#3072
38.85
#3066
107.80
#3078
62.30
#3091
112.70
#3080
100.80
#3087
63.00
Total $1,267.35
Total
$ 1,133.30
Average 126.74
Average
113.30
Village of Mo,.nt Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: Village Manager
FROM: Village Clerk
RE: ZBA Fees
DATE: October 13, 1981
I have done a study on the ZBA fees charged from a random sampling of
cases and compared the fee paid by the petitioner against the actual
cost involved with each case. I took 10 cases, and prepared the actual
cost report, not including personnel time, printing or supplies, a copy
of that breakdown is attached.
In every instance, the Village has spent more money than the fee paid by
the petitioner.
Under the Zoning Ordinance, Section 14.503.D.2, the Village Clerk is
authorized to "make such additional charges as may be necessary to cover
the cost of court reporter fees and the sending of notice in the event
the filing fees authorized to be collected hereinafter are insufficient
to cover costs, as well as the costs of the said hearing." With the
exception of one case, a recent case involving a fence height variation
on Elm Street where the application fee was $50.00 and when the petitioner
requested a continuance, an additional $43.50 was assessed against the
petitioner, additional charges have never been billed any petitioner.
It is my understanding that this has been the policy for years. As the
figures on the attached sheets show, for the 10 cases researched, the
Village has spent over $2,200 from its own funds for the hearing costs.
We have averaged 50 cases per year, and using these cases as an example,
that would mean the Village has been spending approximately $10,000 for
ZBA cases.
The two main cost items are court reporter and publication of ordinances.
The court reporter is required, however, a policy could be considered to
run a summary in the legal section of the paper. The summary could
state the title of the Ordinance passed, passage date and a brief narrative
of the Ordinance. That might cost approximately $30.00, depending on
the number of ordinances passed at a given Board meeting. The notice
could state viewing available in Clerks' Office, or we could send a copy
to anyone interested.
Since this Office prepares all the Purchase Orders for these cases, we
could keep a running file on the actual costs involved and begin enforcing
that section of the Zoning Ordinance providing for additional billing.
By doing this, it would appear to me that even the smallest cases (Special
Use for Home Day Care with a $25.00 fee) would end up paying over $50.00.
caf/ Att.
Caro. A. Fields
ZBA-7-V-81 Joe Mitchell Buick, Inc.
Notices 62 X 2 (Sign variation)
Hearing 5-28-81 Transcript
Hearing 6-25-81 Transcript
Publications
Sub Total
Deposit
Balance
ZBA-10-Z-81 Donald & Elizabeth Burns , St. John's Property
ZBA-11-V-81
Notices 92 X 2
Hearing 8-27-81 Transcript
Publications
ZBA-15-Z-80 Brickman
ZBA-I6-SU-80
Notices 88
Hearing 4-24-80 Transcript
Publication
Publication Of Ordinance
Sub Total
Deposit
Balance
Sub Total
Deposit
Balance
ZBA-39-V-80 Raymond G. Hoven, Prospect Ave & Edward
Notices 59 (Two uses in one building variation)
Hearing 8-28-80 Transcript
Publication
Ordinance Publication #3065
Sub Total
Deposit
Balance
ZBA-57-V-80 Tod Curtis, Ye Olde Town Inn, W. Busse Avenue
Notices 30 X 2 (Variation to reduce number of parking spaces)
Hearing 12-18-80 Transcript
Hearing 1-22-81 Transcript
Publications
Publication of Ordinance #3087
Sub Total
Deposit
Balance
$ 22.32
39.90
248.80
53.90
364.92
200._00
$ 164.92
$ 33.12
630.60
71.40
735.12
700.00
35.12
15.84
293.50
29.00
126.0_0
464.34
000_.00
464.34
10.62
329.80
35.70
11_7.60
493.72
200.0_0_
293.72
10.80
151.10
80.00
52.50
63.00
357.40
50.00
307.40
e ",
W
ZBA-52-V-80 Carl & Antoinette Magnr,ii,705 E. Rand Rd..
ZBA-53-V-80 (Request for variations)
Notices 41 X 2 $ 16.80
Hearing 11-20-80 Transcript 252.70
Hearing 1-22-81 Transcript 148.40
Publications X 2 84.20
Publication of Ordinance # 3091 _98.00
Sub Total 50_2.10
Deposit 2_50_.00
Balance $ 252.10
ZBA-56-V-80 Donald & Mooneeyn Skallerup, 1217 Green Acres Ln.
ZBA-6-V-81
(Request for variation
for overhang on home)
Notices 50 X 2
,
drive -way)
$ 18.00
Hearing 12-18-80
Transcript
$ 21.60
65.20
Hearing 1-22-81
Transcript
121.20
6.60
Publications X 2
131.20
52.50
X 2
Sub Total
142.30
of Ordinance # 3128
Deposit
50.00
Sub Total
Balance
$ _4T.,30
ZBA-6-V-81
Stanley & Benigna Fedko 218 S. Louis
(Request to widen
,
drive -way)
Notices 60
X 2
$ 21.60
Hearing 5-28-81
Transcript
121.20
Hearing 6-25-81
Transcript
131.20
Publications
X 2
50.40
Publication
of Ordinance # 3128
98.00
Sub Total
422.40
Deposit
Balance
_50.00
$ 372.40
ZBA-13-V-81 Peter & Philomena Palezzato , 608 S. Elm
Notices 46 X 2 (Request for fence height variation) $ 16.56
Hearing 8-24-81 Transcript 283.10
Publications X 2 50.75
Deposits Sub Total 349.41
Deposits 93.10
Present Balance $ 256.31
ZBA-5-V-81 James Kuffel, 319 S. Can Dota
Notices 41 (Fence variation) $ 7.38
Hearing 5-28-81 60.60
Publication 25.2_0
Sub Total 93.18
Deposit 50.00
Balance 43.18