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4.12. SR 10-08-2001TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and Council Pat Klaers, City Administrator October 8, 2001 Update on GIS Proposal Item~ 4.12. Mayor Klinzing will provide the Council with an update on the County Board's October 2, 2001, decision regarding our GIS mapping and funding request. Background At the July 2 budget meeting, the July 23 regular meeting, and the September 4 budget meeting, the City Council discussed the city's geographic information system (GIS) needs and the current status of our system. Correspondence between the county and the city on the GIS situation in Elk River has also been provided to the Council. Staff has recommended that the city take charge of its own system and spend city funds for the completion of our GIS map. Total cost of this work is estimated at $55-60,000. The funding source would be the year-end budget fund balance, due to the growth related revenues exceeding the budget projections. Relating the growth revenues (building and plumbing permits and plan check fees) to the mapping expense is appropriate. Since the September 4, 2001, Council meeting, staff had an opportunity to meet with the county staff to further discuss the GIS situation in Elk River. On October 2, 2001, the county administrator made a proposal to the County Board that they shift their timing and priorities for completion of the GIS work and to reimburse the city $16,625 in 2002 for GIS work that we would complete on our own. The Mayor spoke to the County Board about this "win-win" situation for both the county and the city along with our desire and need to complete the GIS map as soon as possible. On a 3-1 vote (Commissioner Engstrom was absent) the Board accepted the county administrator's recommendation to provide the city with $16,625 in 2002 for completion of the GIS map. Recommendation It is recommended that the City Council accept the county offer of ~16,625 in 2002 for completion of the GIS map and that the city engineering firm is authorized to complete this work. MEMO October 1, 2001 To: County Commissioners From: Brian Bensen Re: Parcel Mapping Dave Schwarting, Jolm Oliver, Amy Thompson and I met with Elk River City staff last week to discuss their desire to speed-up completion of parcel mapping in the City. Attending for the City was Pat Klaers, .Steve Roll, Michelle McPherson, and Terry Mauer of HR Green. Back~round The County started parcel mapping in the City of Elk River approximately 1990, the first efforts toward parcel mapping in the County. 42 of the 48 sections in the City were completed over the next few years. The remaining six were not completed due to various reasons. In subsequent years the County moved out from Elk River north along Hwy169 and west along Hwy 10 with parcel mapping projects. Haven Township, adjacent to the City of St. Cloud, was also completed. Currently the County is working on mapping the City of Big Lake, Orrock, Blue Hill and the final two sections in Baldwin Township. Remaining to be completed are the six sections in Elk River as well as Clear Lake, Palmer and Santiago Townships. Our schedule calls for completion of the remaining work by the end of 2002, including the City of Elk River. Current Situation The City staff expressed their desire to have parcel mapping in the City completed this year. The growth in Elk River, utility projects and inventory for the new GASB accounting standards are all reasons for completing the work. The City is working with HR Green to complete the parcel mapping before the end of the year. The work already completed by the County over the years has been supplied to HR Green in support of the City's efforts. The City is asking that the County share a portion of the cost of mapping by committing funds budgeted in 2002. With this commitment of fttnds the City will have HR Green proceed now with the work. The County would reimburse the City in 2002, after work is completed to County specifications (the same standards as the other parcel mapping). Page 2 Proposal Under current contracts for parcel mapping in Orrock, Blue Hill and the 2 sections of Baldwin Township, the County is paying $13.30 per parcel for a completed map. The proposal from the County staff is to share with the City of Elk River the cost of mapping up to $13.30 per parcel. The mapping may exceed this cost per parcel, but I only have the most recent bids to work from. The estimate from our GIS staff is that 2500 parcels remain to be mapped in the six sections. 2500 parcels x $13.30 per parcel $33,250 total estimated cost divided bv 2 $16,625 County contribution to the project. County staff time is needed to review maps, check problem legal descriptions, etc. which arise during mapping. The proposal to map the City of Elk River now will result in completion of the remaining three townships (Palmer, Clear Lake and Santiago) being delayed from two to six months. The following conditions may be considered: 1. The $16,625 (or $6.65 per actual number of parcels) County contribution toward the project to be paid in 2002 upon completion of the mapping per specifications; 2. The County will supply staff to do the required checking of the maps; 3. The County, upon completion of the mapping will do future updates; 4. The county will supply information and research, and the City's contractor will carryout the GPS location of monuments; 5. All data and mapping is public and will be supplied to the County.