421 N. COUNTY FARM ROAD  
WHEATON, IL 60187  
DU PAGE COUNTY  
www.dupagecounty.gov  
Police Records Management System  
Oversight  
Final Summary  
Wednesday, September 13, 2023  
2:00 PM  
Room 3500B  
1.  
CALL TO ORDER  
2:00 PM meeting was called to order by Chair Berlin at 2:00 PM.  
2.  
ROLL CALL  
Berlin, Conroy, Fieldman, Martynowicz, McPhearson, Mendrick,  
Scalera, and Zerwin  
PRESENT  
Maranowicz, Ritz, and Sennett  
Franz  
ABSENT  
LATE  
3.  
CHAIRMAN'S REMARKS  
Chairman Berlin announced the retirement of Bill Murphy, Chief of Wheaton Police, and wished  
him the best. He said Princeton Youker is taking over and he believes is being sworn in  
Monday.  
4.  
5.  
PUBLIC COMMENT  
No public comments were offered.  
APPROVAL OF MINUTES  
5.A.  
23-2980  
Approval of Minutes for the Police Records Management System Oversight Committee -  
Regular Meeting - Wednesday, June 14, 2023  
2023-06-14 PRMS Oversight Committee Minutes (Summary).pdf  
Attachments:  
APPROVED  
RESULT:  
Deborah A. Conroy  
Anthony McPhearson  
MOVER:  
SECONDER:  
6.  
ACTION ITEMS  
6.A.  
ETS-R-0046-23  
Resolution for approval of a third monetary Milestone in the amount of $231,353.10, in  
accordance with Exhibit C5: Terms of Payment schedule of Contract Restatement  
Purchase Order 950900/1914-1 to Intergraph Corporation, dba Hexagon Safety &  
Infrastructure, a Delaware Corporation, in the amount of $231,353.10.  
Member Zerwin said this resolution was approved at the ETSB meeting this morning,  
pending parent committee approval. She said the ETSB has a policy that brings the first  
and last milestones of a project to the ETS Board, but allows the executive director to  
push the rest of the milestones to keep the project moving. She said, however, because  
this relates to payment that will be made by our stakeholders, it needs to be approved by  
this committee as well as the ETS Board.  
MS 3 System Setup and Installation.pdf  
Attachments:  
APPROVED  
RESULT:  
MOVER:  
SECONDER:  
AYES:  
Linda Zerwin  
Anthony McPhearson  
Berlin, Conroy, Fieldman, Martynowicz, McPhearson, Mendrick,  
Scalera, and Zerwin  
Maranowicz, Ritz, and Sennett  
Franz  
ABSENT:  
LATE:  
6.B.  
23-2955  
Adoption of Police Records Management System Oversight Committee  
2024 Meeting Schedule  
Proposed 2024 PRMS Oversight Committee Schedule.pdf  
Attachments:  
APPROVED  
RESULT:  
Deborah A. Conroy  
Anthony McPhearson  
MOVER:  
SECONDER:  
6.C.  
23-2959  
Budget transfer for a total of $815,215 from 4000-5840-57040 (PRMS Equipment  
Replacement Fund) to the following: $702,135 to 4000-5830-54100 (PRMS Operating  
Budget - IT Equipment) and $113,080 to 4000-5830-54107 (PRMS Operating Budget -  
Software) to cover the hardware and software refresh costs.  
Ms. Lisa Smith clarified that this was discussed late last year and was approved, but there  
was nothing to memorialize it at that time.  
APPROVED  
RESULT:  
MOVER:  
SECONDER:  
AYES:  
Anthony McPhearson  
Peter Scalera  
Berlin, Conroy, Fieldman, Martynowicz, McPhearson, Mendrick,  
Scalera, and Zerwin  
Maranowicz, Ritz, and Sennett  
Franz  
ABSENT:  
LATE:  
6.D.  
23-2965  
FY2024 PRMS Budget  
Member McPhearson said in June, staff brought the FY2024 budget before the committee  
for review and input. He said we are now coming to the committee to obtain a  
consensus. He said the amount has changed slightly, mainly for two reasons, including a  
bit of cleanup and the consolidation of two budget lines into one. He said now all of our  
PRMS items are captured under one account. He said in June staff presented a $1.7  
million budget, which they projected was 3% higher than the previous year; however, the  
actual number came in at $1.8 million and is $249,000 less than the previous year and is  
an 11% decrease.  
Member Franz said the Treasurer had a great presentation at the ETSB meeting this  
morning about investment income. He suggested we track that in the PRMS budget as  
well. Member McPhearson said he asked the Treasurer or Ellen to come and share more  
information between ETSB and PRMS, but they were unable to attend today's meeting.  
He said he hopes to have them attend in the future, but staff will track that going forward.  
Member Franz said there may be a municipality or two that may be interested in pulling  
out of the consortium. He said that would impact the budget as well. He said it is the job  
of this committee to vet any issues and be more engaged, hopefully drawing some of the  
concerns out and addressing them. Chair Berlin agreed with Member Franz and said he  
thinks that is one of the reasons our departments work so well together, is because we  
have this group in a single system that they are all a part of. Member McPhearson said  
we can add this as a discussion on our next agenda. He said he would like to hear more  
about the second agency that is considering pulling out. Member Franz asked if there is  
an opportunity to send something out to all agencies to get a sense of who is interested in  
extending this for another five years as well as to find out who is having issues. Member  
McPhearson said we have started that process, but we need to make some adjustments to  
the IGA before we start reaching out to the agencies.  
Member Zerwin said Bartlett never came on the system and Addison is the only one we  
know of who has given a letter saying they want to pull out. She said they went to Axon,  
noting that they are cheaper because they do not have the interfaces and build out that we  
have today.  
Member Zerwin showed the Treasurer's slide from the ETSB meeting regarding interest  
earning projections.  
FY24 PRMS Budget Memo  
FY24 PRMS Cost Projections  
Attachments:  
APPROVED  
RESULT:  
MOVER:  
SECONDER:  
AYES:  
Deborah A. Conroy  
Anthony McPhearson  
Berlin, Conroy, Fieldman, Martynowicz, McPhearson, Mendrick,  
Scalera, and Zerwin  
Maranowicz, Ritz, and Sennett  
Franz  
ABSENT:  
LATE:  
7.  
REPORTS  
Member McPhearson noted that the NIBRS reporting tool is implemented and working.  
7.A.  
7.B.  
7.C.  
7.D.  
23-2956  
DuJIS RMS Monthly Update May 2023  
Monthly Report for PRMS May 2023.pdf  
Attachments:  
ACCEPTED AND PLACED ON FILE  
Deborah A. Conroy  
RESULT:  
MOVER:  
Jeffrey Martynowicz  
SECONDER:  
23-2957  
DuJIS RMS Monthly Update June 2023  
Monthly Report for PRMS June 2023.pdf  
Attachments:  
ACCEPTED AND PLACED ON FILE  
Deborah A. Conroy  
RESULT:  
MOVER:  
Jeffrey Martynowicz  
SECONDER:  
23-2958  
DuJIS RMS Monthly Update July 2023  
Monthly Report for PRMS July 2023  
Attachments:  
ACCEPTED AND PLACED ON FILE  
Deborah A. Conroy  
RESULT:  
MOVER:  
Jeffrey Martynowicz  
SECONDER:  
23-2985  
DuJIS RMS Monthly Update August 2023  
Monthly Report for PRMS August 2023.pdf  
Attachments:  
ACCEPTED AND PLACED ON FILE  
Deborah A. Conroy  
RESULT:  
MOVER:  
Jeffrey Martynowicz  
SECONDER:  
8.  
OLD BUSINESS  
Chair Berlin said we do not have an update on Addison but will provide one at the next meeting.  
Member Franz asked that we send them a letter and request that they respond, detailing what they  
are not satisfied with so we can respond to those issues. Member McPhearson said Don  
Ehrenhaft has recently reached out to them. Mr. Ehrenhaft said he reached out last week and  
spoke with Deputy Chief Selvik, who is working with Axon to get answers about a projected  
implementation date. Mr. Ehrenhaft said he plans to set up a formalized, regular channel of  
communication so we can get regular updates, which will be included in his monthly reports.  
Chair Berlin said he still feels it is a good idea to send them a letter.  
9.  
NEW BUSINESS  
Ms. Lisa Smith said she is working on the IGA and at the next meeting we can incorporate some  
of the discussion from today. She said she is working to include the process of leaving,  
including the notice time frame and allowing this group time to correct any concerns or issues.  
Member Franz asked if we are looking at a five year agreement again. Member Blumenthal said  
he feels that would be best and would make the most sense. Member Franz asked when the next  
refresh would take place, to which Mr. Ehrenhaft responded in 2027. Member McPhearson said  
it should be a minimum of five years. Member Zerwin said we can add language allowing  
agencies to opt out after the contract so we know what to expect for a renewal. Member Franz  
said the language now says they can only opt out at renewal time, and maybe that is sufficient for  
the next contract too, but we should have some kind of period in case there are issues, which  
would allow time for those issues to be addressed. Ms. Smith asked how much time would be  
appropriate to address any issues, on the technical side. Member McPhearson said it would  
really depend on the issues, so maybe they can create categories of severity, so minor issues  
would be 30 days while a medium issue could be a few months, and a major issue would allow  
possibly up to a year. Ms. Smith confirmed that the separation notice is currently six months.  
Member Franz he does not think the IGA includes anything on the working committee, so maybe  
identifying the working committee as functioning at a high level to address those issues would be  
appropriate. Ms. Smith and Member Blumenthal said that language is included, but we can add  
to it. Member Franz said he trusts Member McPhearson and Mr. Ehrenhaft to provide their  
recommendations.  
10.  
ADJOURNMENT  
With no further business, the meeting was adjourned.