Kickoff Meeting With the Maine GeoLibrary Board February 20, 2008 Strategic GIS Plan & Property Boundary Data Capture and Integration Framework Kickoff Meeting With the Maine GeoLibrary Board February 20, 2008 James Page, PhD Bruce Oswald, LA Richard Sutton James W. Sewall Team

What We’ll Cover Today Review project goals and description Introduce the Sewall Team Discuss our approach Discuss work completed & next 4 weeks Listen to your ideas © James W. Sewall Company

Project Goals Task 1 - Update and enhance the GeoLibrary Strategic Plan and bring it into alignment with the goals of the NSGIC’s Fifty States Initiative Task 2 - Recommend a conceptual framework and functional specification for an Integrated Land Records Information System (ILRIS) for the State of Maine © James W. Sewall Company

Project Goals Task 1 - Update and enhance the GeoLibrary Strategic Plan and bring it into alignment with the goals of the NSGIC’s Fifty States Initiative Task 2 - Recommend a conceptual framework and functional specification for an Integrated Land Records Information System (ILRIS) for the State of Maine Coordination – if we set this up will they be able to sustain it? (rs): clarify and reassert these focus point as a constrained subset of overall NSGIS criteria; © James W. Sewall Company

Task 1 – Project Description Review and document status of activities in 2002 Strategic Plan ID issues and concerns Update 2002 Strategic Plan relative to status of current projects and new needs Bring 2002 Strategic Plan into closer alignment with NSGIC Fifty States Initiative coordination criteria © James W. Sewall Company

NSGIC’s Strategic Planning Criteria Strategic and business plans A full-time paid GIS coordinator and staff Clearly defined authority and responsibility for coordination A relationship with the chief information officer A tie into national programs © James W. Sewall Company

NSGIC’s Strategic Planning Criteria Contracting authority and cost sharing mechanisms An inter-governmental working environment free of "turf wars" A political or executive champion is involved in coordination Sustainable funding mechanisms Statewide coordination efforts that can be a conduit for federal initiatives © James W. Sewall Company

Task 1 – Project Description Primary Focus: Coordination of local governments, academia and the private sector Developing sustainable funding sources Cultivating political champions to grow support for future geospatial initiatives Coordination – if we set this up will they be able to sustain it? (rs): clarify and reassert these focus point as a constrained subset of overall NSGIS criteria; © James W. Sewall Company

Task 1 – Project Description “Expectations” Contractor will work with Board and “Identified” Stakeholders to: Review 2002 Plan Hold sessions to involve identified and anticipated stakeholders Research similar efforts in “other comparable areas” © James W. Sewall Company

Project Goals Task 1 - Update and enhance the GeoLibrary Strategic Plan and bring it into alignment with the goals of the NSGIC’s Fifty States Initiative Task 2 - Recommend a conceptual framework and functional specification for an Integrated Land Records Information System (ILRIS) for the State of Maine © James W. Sewall Company

Task 2 - Research Identify stakeholder groups to determine how they use parcel maps and deeds registries Investigate linkages between municipalities and county registry of deeds (ME & other states) Review collaborative parcel editing technologies © James W. Sewall Company

Task 2 - Research Research & document existing & announced parcel capture and maintenance initiatives Review and evaluate current participation and adherence to parcel standards by participating municipalities Review Resolve 23 and other sustainable funding mechanisms to support development and maintenance of an ILRIS © James W. Sewall Company

Task 2 – Codification (Framework & Specification) Document parcel maintenance best practices Articulate property data and transfer protocols and relationships Produce candidate methods for a universal ID system © James W. Sewall Company

Task 2 – Codification (Framework & Specification) Consider standards and processes from GOS and National Map perspective Design a conceptual framework consisting of a political and technical architecture Produce a functional ILRIS specification © James W. Sewall Company

Task 2 – Promotion Develop interest and stakeholder support for the initiative Indoctrinate political champions in “geo-speak” as well as pursuing identified funding sources © James W. Sewall Company

Geographic Scope Strategic Plan update and realignment ILRIS Address & support all areas of Maine ILRIS Strategy development involves 2 Counties & up to 12 municipalities Final specification accommodates 16 Counties and 490 municipalities © James W. Sewall Company

Sewall Team

Project Workflow

Task 1 – Review Maine’s Existing Geospatial Strategy Perform a formal review of the 2002 Strategic Plan, the 2006 Counties plan and other pertinent documents Review the existing geospatial strategy Determine differences in these plans, what exists today and the NSGIC coordinating criteria © James W. Sewall Company

Task 1 – Stakeholder Engagement & Needs and Capabilities Assessment Engage relevant stakeholders both within and outside the Maine GIS community through a promotional campaign Investigate traditional and innovative funding sources for current and anticipated geospatial activities in the state Identify and develop champions for Maine GeoLibrary and geospatial initiatives, with special attention directed toward ILRIS activities © James W. Sewall Company

Task 1 – GeoLibrary Strategic Plan Update and Alignment Use this information to frame discussions at meetings & through surveys to engage the Maine geospatial community Align the Strategic Plan with the National States Geographic Information Council’s (NSGIC) Fifty States Initiative Update Maine’s GIS Strategic Plan © James W. Sewall Company

Task 1 – Strategic Plan Update & NSGIC Alignment – Key Deliverables Produce an outline of the Strategic Plan update Prepare an initial draft Strategic Plan Provide a second draft Strategic Plan Deliver a final Strategic Plan aimed at the core NSGIC coordination criteria goals of multi-jurisdiction coordination, funding source development and political champion cultivation © James W. Sewall Company

Task 2 – Integrated Land Records Information System Research of Current Parcel Status and Best Practices Codification of a Conceptual Framework Codification of a Function Specification Promotion of Project and Plan © James W. Sewall Company

What Does Task 2 Really Contain? The development of a method to formalize the: Capture (municipal, county and state levels), Integration (attribution for parcels drawn from towns augmented by county deeds registry info linked through book and page), Maintenance, and Distribution of Cadastral Data Develop a plan to promote & implement it. © James W. Sewall Company

Geodata Uptake Stakeholders + Roles federal Statewide cadastre Integrated with Framework Layer Attribute set Reduced to Minimum for Distribution state Parcels integrated With GeoLibrary : Attributes culled Maine Office of GIS Implemented by Private contractors Survey added to Georeferenced Composite county Deed Book/Page reference appended Full set of assessing Attributes attached To parcels municipality Municipal GIS Geodata edited To reflect change Implemented by Regional/County GIS Private contractors property Municipal GIS Survey performed Change approved by municipality Implemented by Technical Surveyors © 2008 – jws | rest Rev. 2008.0123

Task 2 – Research of Current Parcel Status and Best Practices Contact current and potential stakeholders; document use of parcel data & attribute requirements Explore linkages between municipalities and county deeds registries Investigate chain of title data feeds Document frequency of updates Assess best distribution strategies © James W. Sewall Company

Task 2 – Research of Current Parcel Status and Best Practices Address muni participation in and adherence to ME parcel standards. Identify business drivers at multiple government levels, in academia & the private sector Consider digital availability, accuracy of geometry, common data models, content standards, attribute availability best practices & interoperability Study legislative precedents for consolidating and managing collection and distribution of land records data © James W. Sewall Company

Task 2 – Research of Current Parcel Status and Best Practices Address municipal participation in and adherence to ME parcel standards. Consider digital availability, accuracy of geometry, common data models, content standards, attribute availability best practices & interoperability Study legislative precedents for consolidating and managing collection and distribution of land records data Identify business drivers at multiple government levels, in academia & the private sector © James W. Sewall Company

Task 2 – Promotion: Application Examples / Business Drivers Use parcels/GIS to inform current initiatives Gateway1 Brunswick NAS BRAC DECD – Pine Tree Development Zones LURC Moosehead Rezoning Wood to Energy modeling – Treegrowth Mortgage relief visualization © James W. Sewall Company

Promotion of Project and Plan Wide audience mailings and e-distributions:

Schedule

Schedule Will ME Project Team be able to act as proxy for Board in expediting REVIEW iterations? © James W. Sewall Company

Communications Plan

Communications Plan Communications between the GeoLibrary Board and the Sewall Team Direct communications including all administrative communications – GeoLibrary Project Manager (PM) and the Sewall Team PM Rich Sutton (Sewall Team – ILRIS Lead) will have direct communications capabilities as well on cadastral matters Scheduled communications Bi-weekly project meetings & reports Monthly Reports Status reports Issue reports Schedule updates Scheduled Board presentations © James W. Sewall Company

Communications Plan Communications between the GeoLibrary Board, the Maine GIS Community and other significant stakeholders Meetings w/State agencies, CIO, GIS professionals Meetings w/County leaders, Registry of Deeds, GIS professionals Meetings w/Municipal leaders, assessors, GIS professionals Meetings w/Academia & Private Sector Meetings w/Surveyors, Bar and Realtors’ Associations Forums (Portland, Augusta, Bangor) Surveys (On-line & paper) Blog List Serve Broadcast e-mails Project location on website On-line status report Schedule of activities Presentations Registry of participants © James W. Sewall Company

Work Done to Date Spoke and gathered input at the ME Society of Land Surveyor’s Conference Developed Blog site Scheduled to speak at the ME Municipal Association Technology Conference Met with the State CIO Met with Nancy Armentrout & Larry Harwood Forwarded contract to State for execution © James W. Sewall Company

Work in Next 4 Weeks Designate Project Manager (B) Announce project (B) Establish project site on GeoLibrary web site (B) On-line Registration Link Blog to site Post documents to site Board identifies statewide stakeholders (B) Develop (S) and distribute Survey (B) Schedule forums (B) Provide suitable locations Announce locations & dates Call “significant” stakeholders to insure their participation Schedule meetings State agencies (B) Local government (B) Bar Association (S) Realtors Association (S) © James W. Sewall Company

What Are Your Ideas?

1. Who do we need to get involved in the study and what’s the best way to get their input?

2. What are the most important things that you would like the statewide GIS coordination to do that is not currently doing?

3. Who are the three most likely political champions for GIS in Maine?

4. What do you believe are the best sustainable funding sources for GIS in Maine?

5. What do you feel would be the greatest BENEFITS of accurate and up-to-date statewide parcels to you and your organization?

6. What is the most important parcel ATTRIBUTE information (i. e 6. What is the most important parcel ATTRIBUTE information (i.e., Ownership, Value, Address, Map/Lot ID, Book/Page ID) you require for your organization?

7. If a single county or regional area could be made available as a PILOT PROJECT as part of this initiative, what county or area would you nominate, and why?

8. What challenges do you anticipate in developing and distributing statewide parcel data?

9. What’s the best way to encourage the towns and counties to work together to create a single, dependable cadastral product?

For more input, contact Bruce Oswald at: bruce.oswald@jws.com