5.7. SR 10-28-2002
Item # 5.7.
MEMORANDUM
TO:
FROM:
Mayor and City C~
Michele McPherso~Director of Planning
DATE:
October 28, 2002
SUBJECT:
GIS Presentation
Attachments
. October 2,2001 Sherburne County Commissioners Meeting Minutes
. Excerpt, City Administrator's Budget Memo of September 4,2001
. September 4,2001 City Council Minutes
. Excerpt, City Administrator's Budget Memo of June 20,2001
. July 2,2001 City Council Minutes
. Chart of Data Needs
Overview
Staff will a live demonstration of Elk River Base Map Information and the Geographic
Information System (GIS) Software. An update will be provided regarding the work to date
and the tasks in 2003 needed to continue implementation of the system.
Work Completed to Date
In July of 2001, staff met with the City Council regarding the need to provide assistance to
Sherburne County to complete the City's Geographic Information Systems (GIS) basemap.
The County had started work on the City's map, but had not completed it as they felt that
they should work on township maps instead (they provide zoning enforcement to the
townships),
On September 4,2001 Terry Maurer, City Engineer and I provided an update to the City
Council regarding the status of the system and a request to expend up to $60,000 to
complete the City's Base Map. In October of 2001, Mayor Klinzing, the City Administrator,
and the City Engineer attended the Sherburne County Board of Commissioners meeting and
Memo to the Mayor and City Council/GIS
October 28, 2002
Page 2
the Commissioners agreed to contribute $16,625 to the completion of the City's basemap by
HR Green, the City's engineer.
HR Green has completed its work on the basemap and it has been forwarded to the County
for completion. We anticipate that the County work on the basemap will be completed in
early November and the County has committed to providing us updates every two weeks, or
as we request them. We did receive the reimbursement of $16,625 from the County.
While HR Green was completing work on the basemap, Senior Planner Scott Harlicker and I
were meeting regularly with HR Green staff to obtain additional information sets and
prepare a work plan for continued implementation of the system. In 2002, we have
completed the following items:
1. Presentation on uses ofthe system to Department Heads on August 27, 2002.
2. Interviews with each department head regarding data needs and prioritization of
those needs (see attached chart).
3. Development of procedures for downloading data to be joined to the Parcel
basemap. Parcel information will be obtained from the City's internal GeoBase
System, as well as the County's AS400 Tax System.
4. Preparation of data standards and developer data submission requirements. We will
be looking to obtain as much updated information from developers on a project-by-
project basis whenever possible.
5. Development of the 2003 Work Plan.
Presentation
At the October 28th City Council meeting, staff will utilize Elk River information in a live
demonstration to the Council illustrating the capabilities of the system using the Parcel
basemap, aerial photos, and information from in-house sources, as well as the County's Tax
information, We will present maps showing building permits for new construction by year
for the last 7 years, as well as housing values. There will also be time for questions and
answers by the Council.
Next Steps
We anticipate the following tasks to be our next focus of attention:
1. Establish procedures for updates of data.
2. Create data requirements for developers to submit information, once a project is
completed.
3. Begin working with departments to collect desired data in priority order. We
anticipate that the storm sewer information may be a top priority due to the fact that
we need to implement the NPDES storm water program requirements by March
2003.
4. Convert existing maps to GIS format and begin to attach information to those maps.
5. Develop a detailed GIS work plan and budget for 2003 through 2005.
S:\PLANNING\MICHMC\CCREPR TS\1Q-28 GIS.doc
~
\
\
\
\
PLEASE NOTE: THESE MINUTES ARE IN DRAFT FORM AND ARE NOT TO BE
PUBLISHED IN ANY MANNER UNTIL THEY ARE APPROVED BY THE
SHERBURNE COUNTY BOARD OF COMMISSIONERS.
11. Stephanie Klinzing, Mayor, Pat Klaers, Administrator and Terry Mauer, Engineer, City of Elk
River, were present to discuss the City of Elk River's request regarding parcel mapping.
Nagorski/Leonard to approve the county contribution of $16,625 toward the parcel mapping
project to be paid in 2002 upon completion of the mapping per specifications; the County will
supply staff to do the required checking of the maps; the County, upon completion of the
mapping will do future updates; the County will supply information and research, and the City's
contractor will carryout the GPS location of monuments; and all data and mapping is public and
will be supplied to the county. Roll call: Nagorski, aye; Leonard, aye; Wergin, aye; Friedl,
naye. The motion carried.
12. Commissioner Friedl discussed the placement of residential post office box locations. No action
taken.
l3. The Chair declared a recess at 10:30 a.m. and reconvened the meeting at 10:40 a.m.
l4. Commissioner Correspondence, Committee Reports, Upcoming Meetings, Future
Agenda Items (September 18,2001 - October 1, 200l).
Commissioner Leonard attended the Building and Purchasing Committee, 169 Corridor Policy
Committee, Soil and Water Conservation District and the Solid Waste Committee Meeting
Commissioner Nagorski attended the AMC Policy Committee Meeting, Planning Commission
Meeting and the Big Lake Chamber Meeting, Commissioner Friedl attended the Partnership
Meeting, O.K. House Meeting, Central Minnesota Mental Health Board, MN/DOT 10/24 East
Study Meeting, Mississippi River Study Meeting and the Tri County Solid Waste Meeting.
Commissioner Wergin attended the Building and Purchasing Committee, Big Lake Chamber
Meeting, Assessor application reviews and the AMC General Government Committee.
15. Friedl/Leonard unanimous to approve the request for an amendment to the Sherburne County
Comprehensive Land Use Map and to the Sherburne County Zoning Map to rezone from an
Agricultural District to a General Rural District for the following property:
Parcel C: Th pt ofth W1/2 ofth El/2 ofth NW1/4 Sec 36, Twp 33, Rge 27, Sherburne County,
Mn lying S of US Trunk Hwy 10 and 52 ex th duly recorded plat of Farm Services Addition, sd
Sherburne County and lying Nly of a line beginning at th SW corner of sd Plat of Farm Services
Addition; thence Wly to terminate at the SE corner of th NW1/4 of th NW1/4 of sd Sec 36.
ParceID: Th SW1/4 ofth NWl/4 Sec 36, Twp 33, Rge 27 Sherburne County, MN.
Parcel E: Th NE1/4 ofth SWl/4, Sec 36, Twp 33, Rge 27 Sherburne County lv1N
Approximately 105 acres total, as requested by John W. Plaisted, as recommended by the
Planning Commission, with the following conditions:
Sherburne County Board of Commissioners Regular Meeting Minutes of October 2, 2001
Page 4
MEMORANDUM
TO:
Mayor and Council
FROM:
DATE: September 4, 200 I
SUBJECT: 2002 Budget
· GIS
Director of Planning Michele McPherson and City Engineer Terry Maurer are
scheduled to present information to the City Council on the city's Geographic
Information System (GIS) needs, the current status of our system, and how the
system would be used by various departments. Michele and Terry will need about 20-
30 minutes to explain and discuss the GIS situation.
Staff is still of the opinion that we should spend some funds to complete our system.
We are concerned about bei~g dependent on county staffing and priorities in order
to have the GIS map completed and kept up to date. We are also concerned that the
map may not be completed by the end of 2002 and even if it is, this is too late for
our finance department to use for compliance with GASB 34. In the not too distant
future it is anticipated that we will be establishing a city engineering department and
it is logical to have a GIS staff person in this department to keep our mapping
system updated. Funds for this approximately $60,000 expenditure would come from
the year-end budget fund balance (due to growth revenues exceeding the budget
projection). Attached are two letters regarding this issue.
SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL
HELD AT THE ELK RIVER CITY HALL
TUESDAY, SEPTEMBER 4,2001
Members Present:
Mayor I<J.inzing, Councilmembers Dietz, Kuester, Motin, and Tveite
Members Absent:
None
Staff Present:
City Administrator Pat Klaers, Director of Planning :Michele McPherson,
CitfEngineer Terry Maurer, Finance Director Lori Johnson, Police Chief
TomZerwas, Assistant Police Chief Jeff Beahen, and City Clerk Sandra
Peine
1. Call Meeting To Order
Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called
to order at 6:00 p.m. by Mayor Klinzing.
2. 2002 Budget Worksession
City Administrator Pat Klaers stated that he has listed several issues relating to the budget in
his memo for the Council to review. He indicated that Lori Johnson will speak to the
legislative changes and how they affect the City's budget.
GIS
Bruce Skipton of Howard Green, City Engineer Terry Maurer, and Director of Planning
:Michele McPherson gave a presentation on the City's GIS needs. NIt. Skipton informed the
Council of the possible internal and external uses of a GIS system. Terry Maurer discussed
the issue of waiting for the County to finish the base map versus having the City complete
the base map. It was noted that there is concern that the County would not be able to
complete the map by the end of 2002. Terry further noted that the cost to complete the map
would be about $60,000. The Council questioned how the City would benefit by having the
map done early rather than waiting for the County to complete the map. :Michele
McPherson stated that there would be many GIS applications that could be used by
different departments if the map were complete. The City Administrator stated that the map
would help the city in trying to comply with GASB 34. Mayor I<J.inzing suggested that she
contact Commissioners Engstrom and Leonard to see if they are interested in bringing the
issue before the County Board.
Initiative Foundation
The City Administrator updated the Council on the City's past history of contribu .
Initiative Foundation. The City Administrator indicated that the . evelopment
Authority has decided not to contribute to the I ... un dation. Councilmember
Kuester stated that there are ot . . stat benefit from this program other than the
EDA. Followi scussion it was the consensus of the Council not to contribute to
atlve Foundation.
Item 2.0
MEMORANDUM
TO: Mayor and City Council
FROM: Pat Klaers, City Administrator
DATE: June 20, 200 I
SUBJECT: 2002 Budget
MISCELLANEOUS
There are two miscellaneous item that needs to be reviewed with the City Council and these
items are not part of the 2002 budget. One item is the funding of our city GIS mapping
system. We have been working with the county on getting our map completed but progress
has been slow. Weare getting near the desperate point in terms of needing this information
for the finance department to get information/ data to comply with the GASB 34 accounting
rules and also the City Clerk would find this mapping information to be very helpful in
doing our redistricting. We have equipment to work on our mapping system but it is not
being used because the maps are not available. The mapping information will also be useful
for both the planning and building/zoning departments and I'm sure it would also be
extensively used by our police, fire and street/park departments. Unfortunately we are at the
mercy of the county in terms of when they will complete the Elk River section of the county.
They are half done but have not completed the urban area of the city. This is the more time
consuming, expensive and diffIcult part of the city to get completed. The county expects to
complete our area in 2002; but since we need this map in order to efficiendy do our jobs it is
recommended that we use excess 2001 growth revenues to finance the city engineering firm
to complete this GIS mapping work. Total expenditures will be in the $55,000 range and we
have already spent about one-third of this amount. I think that we have to take responsibility
for our own destiny regarding the GIS system and once we have an engineering department
established it will be their responsibility to keep the map updated as development takes
place.
The second item that needs discussion is a city prosecuting attorney. The county system can
no longer handle the Elk River workload in a timely manner and they are expected to soon
"drop" the city. The police department wants to review options for 2002 with the City
Council. Having an "in house" prosecuting attorney may not cost the city too much and the
service is expected to be better. Contracting for services is another option to consider.
City Council Minutes
July 2. 2001
Page 2
Lion's Park Building Proiect
City Administrator Pat Klaers noted that the City Council had authorized the expansion of
this building for additional space for the recreation staff. Sketches showing the original
layout (A), the expanded layout (B), and a new preferred layout with even more additional
square footage (C) were reviewed. Director of Planning NIichele McPherson distributed the
final version of option C. Option C includes an expanded restroom area and an expanded
storage area along with a better layout of the recreation offices. The city cost for option Cis
estimated to be $29,000. Funding for this expenditure is the RDF /NSP reserve. This reserve
'N-ill. also fund the furniture, fixture, and equipment that are needed to make the open space
usable for community functions. The furniture, fixture, and equipment for Community
Recreation will be discussed as part of the city recreation budget.
COUNCILMEMBER MOTIN MOVED TO AUTHORIZE USING $29,000 OF
CITY FUNDS FOR OPTION C WITH THE FUNDING SOURCE TO BE THE
RDF jNSP RESERVE. COUNCILMEMBER KUESTER SECONDED THE
MOTION. THE MOTION CARRIED 5-0.
GIS
City Administrator Pat Klaers provided a brief update on the status of the GIS mapping
system and our dependence on the county for this work. It is being suggested that the city
take over responsibility for the GIS map of Elk River and that the city fund the remaining
work that is needed to complete the map.
Director of Planning NIichele McPherson reviewed with the City Council the uses of the
map, how the system would be updated, what is necessary for the map to be completed, and
the cost for this work. Finance Director Lori Johnson informed the Council as to how this
GIS mapping system would provide information needed to value the city's infrastructures as
required by GASB 34. It was noted that the county has verbally indicated that it would
complete the city map by the end of 2002 but that any number of situations could develop
to delay this completion date.
The Mayor expressed her desire to get a commitment and agreement from the county in
writing so that the city could make appropriate plans for use of this map. It was suggested
that the city contact the county again to try an reach an agreement on sharing the cost for
the mapping work. The Council requested an update at a future meeting on discussions with
the county on this mapping system.
City Prosecuting Attornev
Chief of Police Tom Zerwas reviewed with the City Council the need for a city prosecuting
attorney and how things are currentiy being handled at the county. The backlog of city cases
at the county was discussed. It was noted that it is uncommon for cities of our size to have
the county prosecute misdemeanor cases. Most cities contract 'with private law firms for this
work. The request for the Council to consider is whether or not we should hire an attorney
versus contract for these services and also if we should provide tile county with sL,,<-month
notice indicating that we will be ending our current arrangement with them for prosecuting
services. This item is not currently in tile proposed 2002 budget. The cost for this endeavor
is estimated to be $135,000 for wages and benefits and another $15,000 to create offices out
of the existing police department conference room.
G.I.S. DEPARTMENT INFORMATION
Econ. Streets Waste- Bldg.
Information Type Devel. Finance Fire & Utilities water Police & Plan. Engr.
Parks Zoning
Parcel data X X X X X
Property tax valuation X X
Tax assessment information X X
T .I.F. information X X
Bridges information -
pedestrian and dam X X X X X
Outstanding assessment info X X
Regular assessment info X X
Hazardous materials -location
(address) supplies/amounts, tier X X X X
320 reports, tie to PID #'s
Siren locations X
Shut off locations for gas mains X
Ability to run damage X
assessment valuations & X X
damage assessment forms
Streets:
Class:paved/ unpaved, tonnage X X X X X
Date installed X X X
Length X X X X
Type: rural/urban X X X X
Cul-de-sac info: number in X X X
each development
Name X X X X X
Width X X X X
Address range X X X X
Paving info; installation date, X
Sealcoat 1, Sealcoat 2, X X
reconstructlOn
Striping information X X
Curb and gutter X X X X
Street Intersections
Street names X X X X X
Geometry X X
Level of service X X X X
Signalized - installation and X
Maintenance X X X
County/city /MnDOT X X X X
Stop signs: type 2-way/4-way X X
Street Sie:ns
Location X
Type X
Pictures of signs X
Maintenance info: installation,
Fleplacement/repair X
Inspection info: date
inspected, results X
S:\PLANNlNG\GIS Stuff\Table Info.doc
Econ. Streets Waste- Bldg.
Information Type Dev. Finance Fire & Utilities water Police & Plan. Engr.
Parks Zoning
Sidewalks and Trails
Material X X X X
Width X X X X
Boulevard width X X X X
Centerline X X X X
T otallength in each X
development X X X
Maintenance info: sealcoat, X X
crack filling
Plowing info; y / n X X
Year installed X X X X
City or County X X X X
Storm Sewers
Size X X X X
Watershed area X X X X
Flow direction X X X
End point of flow X X X
Date installed X X X
Manhole locations X X X X
Capacity X X
Catch basins-accurate location X X X
Ponds X X X X
Ditch information X X X X X
Culvert information X X X X
Parks
Amenities X X X
Parking lot - # of spaces, X
installation and X X
maintenance information
Tree location & species X X
Mowing map - what gets
mowed, type of equipment X
needed
Shade Tree Program; keep
track of who gets trees, tie X
to parcels
Flood Plain information: tie to
parcels that get flooded - X X X X X
Ability to mail out notices
Mowing Map: mowing info - X
area to be mowed,
equipment used
Water
Line info: size, installation X
date, material X X X X
Line type: trunk, lateral X X X X X
Service locations X X X
Econ. Streets Waste- Bldg.
Information Type Dev. Finance Fire & Utilities water Police & Plan. Engr.
Parks Zoning
Location: shut off valves,
Hydrants, other valves, tees X X X
And ties
Maintenance history-breaks &
Repairs, hydrant flushing & X X
Testing info
Private or public system X X X X X
Track hook-up dates - tie to
Parcel information X X
Water meters-location & dates
for battery replacement X
Electrical
Info from system book X
General
Keep track of abandoned
Facilities X
Concern about security X
Will be hiring GIS person in
2-3 years X
Wastewater
Line Information
Size X X X X
Flow direction X X X
Depth of line X X
Material X X X
Backup history - tie to parcels X
Line iettising records X X
Location of service X
connectlOns X
Manhole Information
Location X X X
Distance between manholes X
Inside drop/outside drop X X
Industrial flow checks X X
Depth X X
Lift Stations
Location X X X
Size - capacities X X X
Pumping rates - gpm and
Annual pumping rates X
Maintenance records X
Date installed X X
Census Data (demographics) X X
School locations X X
Public facilities locations X X
Cost of improvement X
Cost of repair! maintenance X
Historical cost X
Econ. Streets Waste- Bldg.
Information Type Dev. Finance Fire & Utilities water Police & Plan. Engr.
Parks Zoning
Wetlands X X X X
Airphotos X X X X X X X X X
Tree/vegetative cover X X X X
Rivers, lakes and streams X X X
Property lines X X X X X
Topography X X X X X
Zoning districts X X X X
Land use designation X X X X
Easements X X X X X X X
Soil information X X X X
Shoreland/Wild and Scenic X X X X
~I II if II !I il ~I ~I ;1 ~I ~I ~I ~I!I ~I il ~I il il ~I ~I ~I !I ~I il ~III ~I il ~I il ~I ~I il ~I II II il il ilj gl il fl ~I ~III ~I ~I illl il ~I 11 ~111 ~I ~I ~I ~I il il ~I ~I ,II !I 1/ II illl il ~I II 11 il ~I II II """
:::: L ~ 1.. / /"'" ~ JI/ jf,J7~ \\ u _ [WI !- ~ "'~
~ - ----'_I JI~/ - I~ "II -r- Vf 'r- ~ - 1-- - -- -- -- -- )-r- -r- =--
~. ':FI ~t--x-~: I$j' I - I I OC ''''" ~ ~
::~ r+- + T~ -- -~ a;~_ " 1/- I + -j --P~ *- t~J7 ~-t}~- :::
~~ ~ I -f- + --c- + -~- ~#/ + +1- + +~- --+- - ~
--"'" II ~ I I nil I~ J: W -" 1 I 1 I ^ I I ;r .I '0i - ""'--
- I I I I ,14 1 1 I I I~h I y U "'"
:::: - - f- I + -f- + -11 + -f- + -t- -- T~. 4- ,r I ~W~f- -i; -~- =-
I '/11 ~ ,,'O"'re- (\I
""" n + I rl. -+ __ I I 1 -- I _ "'~
- ~ -:;f-L! - I -J. 17 /ggl ,- J I .~" j 0~ - ::
- F-f ~ r -B ;,,'h--.J ,..c:.~' + -- + -- + ~ 1h -- - -C-J - "r::-c ~
-""'f-J m ~ l~~ 1 I ..1 I." I.,~'t "'~
"" ~-. [ ,.YYI ~~ ~ ~ '1/ I I [ I ~ 1 ~ I CW.. ',. r--' "'~
-"-'" N:, I ____ - ~~,\ \ ~~ ~ Jvy' 1/+ + _ + ~ _J j; + + 1 =:4- :. "~'Yr---. """---
--'"" "I I L . if WI '/;;~<y ~! ~ ~~ ~~ I ~ 11"""-
::::} ~ll I I ~/!; ~~ )( ~~ ++-f-r++ff112 mT- .Inf=:l "::::
~ L I~\~ 1 f--~~ rl~ ~ + : H-- 1 I ."rrr" r II ~ <Pf ~Il= ,~~
~ 'r.! D _ _ '7- JI _ _ f-- II , f--'f.;;>-
----"'" -' --I ~ -_/ ~ '{;/ L I .", ~ r- / - ""'--
-- ~ ~ ~~... ~ I" 1 '- I idiD_ I htli ~ H,JQ- 1/ I ""'--
--"'" ~. V I I t I I ===-t: oli I I ~
~ [L ~ v I 'j ~ ""'--
,,~o ~ ~~ IT lV' -.-- +++-:-+ \1/ ~_h = L:\~-t-- ~-=--
::::: ~ H& ~ .r ~t?J L l ~.1 D-A~~ V L ff~ :::::
'oo~ niP -) I~+ + + M 0l!~~ ~ - , ~ v/L -_- =--
//; '(; :a ~ 1"- ~ ~ I '" . ~'-I.... I II 'If Ill..i: ~ ,'{. If ? . \ '\, ~ + -
".~ '/ 1/ ~ ~ _~~.... ~ ..' T ~~::t:"-1TrT" l _ - - --"'-.L!!!lli-
'M~:ll= ~ "'f __ ~ "I \W ;;;~~E~ ~ lX 1 Ii _ ,\ .M~
= II v ~: 'f'# _ r~ 51 U-- :
"'~ ___ 1 :::r 0 I Lf- I ~ -t\- - ""'---
,..~ ~'" -- III -f- 0 Lc;] "--- ~Il- ,II ".~
~~0 I ,,~, v b -f- I 'lfll J h ~ 1 I -
,,~ =- -+-- ...... - _ T -, ~ -'v- I I I - ""'--
~I ~ k It. NIl!' ---1 ;/.~ 1_ ""'--
'"'' .'\-1~ ~ :,......:::" f-\:- . ~A' ~t +~~- ""'--
"o~ - ....ifEj, tc ~;;. \\ ~ - P -I ~/ ""'----
".~ ~ ~ I ~ 1\'\ .: -Irr= \ / 1--, /).
- D~ ~ t;').~ ~, ~~~~ ~... ~~ ';00'" L rfft a: ~_ "~ r.::-
r I ~ ~ · ~ ~ ~ '"::
_ ::. [_ I =- ~~o . r.l \\ [
::~, ~Ic
.,,~ E
,..~ Lt.i ~-
n -
,,~o [w..,Jlfo~ - U
~'-- I
!.ll!!:!-
'"
~~
." _N 0
~ n
')dJ
_ leJ.flD
~t-
18151 1}{'--
-~~
~~C::.c:::::::::::- .........
~ ....
~
Er IsJM
River
~
(
(
(
TOla..J 10pO 2000