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

© James W. Sewall Company What Well Cover Today Review project goals and description Review project goals and description Introduce the Sewall Team Introduce the Sewall Team Discuss our approach Discuss our approach Discuss work completed & next 4 weeks Discuss work completed & next 4 weeks Listen to your ideas 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 NSGICs Fifty States Initiative Task 1 - Update and enhance the GeoLibrary Strategic Plan and bring it into alignment with the goals of the NSGICs 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 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 NSGICs Fifty States Initiative Task 1 - Update and enhance the GeoLibrary Strategic Plan and bring it into alignment with the goals of the NSGICs 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 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 1 – Project Description Review and document status of activities in 2002 Strategic Plan Review and document status of activities in 2002 Strategic Plan ID issues and concerns ID issues and concerns Update 2002 Strategic Plan relative to status of current projects and new needs 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 Bring 2002 Strategic Plan into closer alignment with NSGIC Fifty States Initiative coordination criteria

© James W. Sewall Company NSGICs Strategic Planning Criteria 1. Strategic and business plans 2. A full-time paid GIS coordinator and staff 3. Clearly defined authority and responsibility for coordination 4. A relationship with the chief information officer 5. A tie into national programs

© James W. Sewall Company NSGICs Strategic Planning Criteria 6. Contracting authority and cost sharing mechanisms 7. An inter-governmental working environment free of "turf wars" 8. A political or executive champion is involved in coordination 9. Sustainable funding mechanisms 10. Statewide coordination efforts that can be a conduit for federal initiatives

© James W. Sewall Company Task 1 – Project Description Primary Focus: Primary Focus: Coordination of local governments, academia and the private sector Coordination of local governments, academia and the private sector Developing sustainable funding sources Developing sustainable funding sources Cultivating political champions to grow support for future geospatial initiatives Cultivating political champions to grow support for future geospatial initiatives

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

© 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 NSGICs Fifty States Initiative Task 1 - Update and enhance the GeoLibrary Strategic Plan and bring it into alignment with the goals of the NSGICs 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 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 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) Investigate linkages between municipalities and county registry of deeds (ME & other states) Review collaborative parcel editing technologies Review collaborative parcel editing technologies

© James W. Sewall Company Task 2 - Research Research & document existing & announced parcel capture and maintenance initiatives Research & document existing & announced parcel capture and maintenance initiatives Review and evaluate current participation and adherence to parcel standards by participating municipalities 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 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 Document parcel maintenance best practices Articulate property data and transfer protocols and relationships Articulate property data and transfer protocols and relationships Produce candidate methods for a universal ID system 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 Consider standards and processes from GOS and National Map perspective Design a conceptual framework consisting of a political and technical architecture Design a conceptual framework consisting of a political and technical architecture Produce a functional ILRIS specification Produce a functional ILRIS specification

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

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

Sewall Team

Project Workflow

© James W. Sewall Company Task 1 – Review Maines Existing Geospatial Strategy Perform a formal review of the 2002 Strategic Plan, the 2006 Counties plan and other pertinent documents Perform a formal review of the 2002 Strategic Plan, the 2006 Counties plan and other pertinent documents Review the existing geospatial strategy Review the existing geospatial strategy Determine differences in these plans, what exists today and the NSGIC coordinating criteria 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 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 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 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 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 Councils (NSGIC) Fifty States Initiative Align the Strategic Plan with the National States Geographic Information Councils (NSGIC) Fifty States Initiative Update Maines GIS Strategic Plan Update Maines GIS Strategic Plan

© James W. Sewall Company Task 1 – Strategic Plan Update & NSGIC Alignment – Key Deliverables Produce an outline of the Strategic Plan update Produce an outline of the Strategic Plan update Prepare an initial draft Strategic Plan Prepare an initial draft Strategic Plan Provide a second 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 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 Research of Current Parcel Status and Best Practices Codification of a Conceptual Framework Codification of a Conceptual Framework Codification of a Function Specification Codification of a Function Specification Promotion of Project and Plan Promotion of Project and Plan

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

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

© James W. Sewall Company Task 2 – Research of Current Parcel Status and Best Practices Contact current and potential stakeholders; document use of parcel data & attribute requirements Contact current and potential stakeholders; document use of parcel data & attribute requirements Explore linkages between municipalities and county deeds registries Explore linkages between municipalities and county deeds registries Investigate chain of title data feeds Investigate chain of title data feeds Document frequency of updates Document frequency of updates Assess best distribution strategies 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. Address muni participation in and adherence to ME parcel standards. Identify business drivers at multiple government levels, in academia & the private sector 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 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 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. 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 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 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 Identify business drivers at multiple government levels, in academia & the private sector

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

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

Schedule

© James W. Sewall Company Schedule

Communications Plan

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

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

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

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

What Are Your Ideas?

1. Who do we need to get involved in the study and whats 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., 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. Whats 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: or (207)