Land Information Council Meeting Sept. 19, 2013

09_19_2013_land_council_minutestentative_1.doc (32 KB)

Land Information Council

Thursday September 19, 2013

Committee Members Present: Halfen, Pate, Felton,  Geoghegan,  Bailey, Cunningham, Dederich, Gavin

Committee Members Absent: Burton, Michalek, Stieve,

Halfen called the meeting to order @ 10:05am

Motion by Pate, seconded by Gavin to approve agenda.

Motion by Felton, seconded by Pate to approve minutes from May 23, 2013 meeting

Public Comment: None

Communications: None

Update from Co. Surveyor on Remonumentation plans, projects and RFQ proposal per Corp Counsel

Dederich reported. No deadline on remoumentation contracts.  Some contracts done and some are not. He wants to get 1st round of contracts done before others are let out, but also have been waiting a long time on them. Those not done yet will not get newest contracts being let out.

RFQ needs to be updated. Recommendation from group is to send letters to those dragging their feet, setting deadlines. Committee is putting pressure on the surveyor to get these projects completed.

Dederich discussed the scattered corners that need to be done. Not sure if it would be best to do smaller projects all over or bulk projects together creating bigger project.  Should we use one or many contractors?  It was recommended to get one contractor or just a few so do not have to wait for straggling projects.

Discussed new RFQ, need to include deadline and clause where there are penalties for not meeting the deadline.  Performance bonding of 1-3% or letter of credit from the bank suggested.  Liquidation damages were recommended by Halfen.  The new RFQ could garner several proposals or not that many, still unclear at this time. Discussed types of penalties.  Question was posed as to when the proposal will be out.  It was discussed that letters should be sent out to those contractors not done yet and give them 2 weeks, then send RFQ after that.  Recommendation was that both the letters and RFQ go out at the same time.  RFQ could get deadline later, possibly a month deadline, recommendation was for 2-3 weeks.  Dederich thought that roughly 800 corners are left out of 2,912. Current projects are part of the 2012 budget.  Total cost of outstanding projects is $30,000-$40,000.

Review of 2013 Projects and Budget Status & Discussion of Land Records Activities by Department

Review of 2013 projects.  Pate discussed the numbers.  Felton discussed land records projects.  Mainly the migration of parcels to the new parcel fabric is what is being worked on.  The interns have contributed to a lot of work getting done that we may not have been able to do or put aside til after the migration.  We are able to keep the interns through the end of the year.

Bailey noted that he is still getting bids for the preservation of the books.  Bids range from $21,000 - $50-$55,000, some higher but those are the average range of bids. The onsite is not a reasonable option.  Offsite is what will be done. Difference in quotes is the level of understanding of the project scope and details.

No other departments reported individually.

Discussed budget issues and possible carry forwards for ROD’s book project and Remonumentation projects. Bailey stated that 1/3 to ½ of book project could be done before the end of the year possibly.

2014 Land Records Modernization Budget

Handout , Pate discussed numbers.  $60,000 redaction fee included for revenue in Land Records budget.  $377,000 for 2014 revenue. Budgeted for 4 interns in 2014. $30,000 for web development for ESRI.  $16,000 budgeted for development of GIS and updating.  $10,000 budgeted for reporting from GIS back to tax system and back out of GIS, for a total of $56,000.

Discussed Land Records items for MIS.  Chargebacks and funding discussed. $36,300 for MIS charges.  Capital outlay for Remonumentation $100,000; $10,000 for training.  Fund balance will be approximately $583,700 at end of year.

Discussed future projects.  2015 Orthophotography project, possibly building footprints contracted out. Need to budget for in 2014.

Agenda Items for next meeting

Budget Status for final 2013

Surveyor report on RFQ and contracts for remonumentation, projects update

2015 Ortho acquisition

Next meeting (set for TBD @ 10:00 AM;) Looking at alternate date to accommodate surveyor as WSLS is during the time Land Council meet (4th Thurs of the month)

Adjournment

            Motion by Gavin, seconded by Geoghegan to adjourn @ 11:15am.

Submitted by,

Kelly K. Felton, Secretary