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HomeMy WebLinkAbout03/20/2007 Blue Sheet GIS Update TOWN COUNCIL MEETING INFORMATION TOWN OF MARANA MEETING DATE: March 20, 2007 AGENDA ITEM: 1.1 TO: MAYOR AND COUNCIL FROM: Joe Lettrick, GIS Director SUBJECT: Resolution No. 2007-36: Relating to Geographic Information Systems (GIS); approving and authorizing the Mayor to execute an intergov- ernmental agreement with Pinal County for the sharing of geographic information systems data and information. DISCUSSION This is an intergovernmental agreement between the Town of Marana and Pinal County for the sharing of Geographic Information Systems (GIS) data. Pinal County has assisted in the design and implementation of a method of sharing GIS information and is willing to use that method to share GIS data with the Town of Marana. The sharing of this information will enhance the pub- lic service offered to the Town and its citizens by the GIS Department. The GIS data will provide valuable and necessary information to assist both agencies in preparing maps and performing analysis for areas that extend into each others respective jurisdictions. The conditions and specif- ics of the information to be shared are listed in Exhibit A, attached to the agreement. This agreement requires no expenditure by the Town as both entities are responsible for their own costs. RECOMMENDATION Staff recommends adoption of Resolution No. 2007-36, approving and authorizing the Mayor to execute an intergovernmental agreement with Pinal County for the sharing of GIS data and in- formation. A TT ACHMENT(S) Intergovernmental agreement between the Town of Marana and Pinal County, including attached Exhibit A. SUGGESTED MOTION I move to adopt Resolution No. 2007-36. {00004180.DOC /} MARANA RESOLUTION NO. 2007-36 RELATING TO GEOGRAPHIC INFORMATION SYSTEMS (GIS); APPROVING AND AU- THORIZING THE MAYOR TO EXECUTE AN INTERGOVERNMENTAL AGREEMENT WITH PINAL COUNTY FOR THE SHARING OF GEOGRAPHIC INFORMATION SYSTEMS DATA AND INFORMATION. WHEREAS, Pinal County has assisted in the development of a method of sharing Geo- graphic Information Systems (GIS) data; and WHEREAS, access by the Town of Marana to this GIS data will substantially further the public service provided to the Town of Maran a and its citizens; and WHEREAS, the Mayor and Council ofthe Town of Marana feel it is in the best interests of those citizens to enter into this intergovernmental agreement. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, that the intergovernmental agreement between the Town of Maran a and Pi- nal County and its Exhibit, attached to and incorporated by this reference in this resolution as Exhibit A, is hereby approved, and the Mayor is hereby authorized to execute it for and on behalf of the Town of Marana. IT IS FURTHER RESOLVED that the Town's Manager and staff are hereby directed and au- thorized to undertake all other and further tasks required or beneficial to carry out the terms, obliga- tions, and objectives of the intergovernmental agreement. PASSED and ADOPTED by the Mayor and Council of the Town of Marana, Arizona, this 20th day of March, 2007. Mayor Ed Honea ATTEST: Jocelyn C. Bronson, Town Clerk APPROVED AS TO FORM: Frank Cassidy, Town Attorney {00004/82.DOC /} INTERGOVERNMENT AL AGREEMENT FOR SHARING OF GEOGRAPHICAL INFORMATION SYSTEM (GIS) DATA AND INFORMATION WHEREAS, the Signers of this Intergovernmental Agreement attached below desire to enter into this Intergovernmental Agreement with respect to the sharing of certain Geographical Information System data, as authorized by the provisions of A.R.S. ' 11-952; WHEREAS, implementation of this Intergovernmental Agreement will substantially further the public service each Entity provides to its citizens; and WHEREAS, public Entities maintain computer records of its functions and transactions otherwise open to public inspection; and WHEREAS, the undersigned public Entities which are a subdivision ofthe State of Arizona desire to have access to said records; NOW, THEREFORE, the parties hereto, in consideration of the stipulations, covenant and agreements hereinafter set forth, hereby agree as follows: TERM: The term of the contract shall be two years unless either party gives notice to the other of termination as set out in the paragraph to this agreement entitled TERMINATION. Either party to this agreement may seek to renew this agreement, for one additional term of two years, by providing the other party with a verified resolution of their Board requesting the renewal. The renewal shall be effective upon the consent of the opposing Board. CONDITIONS: The following conditions shall apply to this agreement: ARTICLEl. PURPOSE A. The purpose of this agreement is to enhance the effectiveness of public services by increasing information sharing related to geographical information system (GIS) data. B. Pinal County has assisted in the design and implementation of a method of sharing GIS data maintained by Pinal County and other public Entities. Generally, the information involved is information that cannot presently be easily accessed by anyone outside ofthe Entity holding the information. C. This agreement and "Exhibit A" stipulate the conditions under which the signers below will I:\MIS\GIS\IGAs\FinaI IGA Data Sharing Agreement.DOC.doc 04/05/06 IGA Form Revised: share GIS data. Given the broad differences in each Entities geographical data, data formats and geodatabases, a unique set of agreed to requirements, "Exhibit A" will be attached to each agreement between Pinal County and the Signing Entity. ARTICLE 2. DEFINITIONS A. Geodatabase is a data storage format that represents geographic features and attributes as objects and is hosted inside a relational database management system. B. Geographic Information System (GIS) is a collection of computer hardware, software and geographic data for capturing, storing, updating, manipulating, analyzing, and displaying all forms of geographically referenced information. C. GIS Data is information that is geospatial in nature and is organized for analysis or used to reason or make decisions. D. Entity means any government agency or public agency that has entered into an agreement with Pinal County to share geographical information system data. E. Data Repository means the servers and databases used to store and maintain information. ARTICLE 3. INFORMATION OWNERSHIP, RELEASE AND ACCURACY A. Signers below retain control of all information they provide through this agreement at all times. Except as required by law, information shall not be made available to any unauthorized requestor without the approval of the originating Entity. B. Entities acknowledge that the data maintained in data repositories consists of information that mayor may not be accurate. To the extent permitted by law, Entities agree to hold the originating Entity blameless for any harm that may arise due to the inaccuracy of any information they have submitted. C. Signers below hereby expressly disclaim any responsibility for the truth, lack of truth, validity, invalidity, accuracy, and/or inaccuracy of any said data and information. The data is not intended to be used as a survey product. Entities accept responsibility for the unauthorized use or transmission of any such data or information in its actual or altered form. Additionally, Entities accept responsibility to verify any information derived from the GIS data and information before making any decisions or taking any actions based on the information. D. By law, publicly held confidential data and information cannot be accessed or distributed. This type of data must be identified and removed from any distributed or reproduced data. Examples of confidential data include infrastructure facilities such as water distribution systems. I:\MIS\GIS\IGAs\Final IGA Data Sharing Agreement.OOC.doc 04/05/06 IGA Form Revised: E. Data and information provided by outside organizations and Entities which copyright or place other usage and distribution restrictions on their information must be identified and removed from any distributed or reproduced data. ARTICLE 4. FINANCIAL CONSIDERATIONS A. Each signer below is responsible for the cost of acquiring and maintaining the necessary hardware and licensed software to participate in this agreement. Nothing included in this agreement requires any Entity to fund the activities of any other Entity. ARTICLE 5. LIMIT A TION OF LIABILITY A. Each party shall not be responsible for any damage, loss or injury from any act or omission in connection with Party's use, operation, management or maintenance of any equipment utilized in connection with the performance ofthis agreement. Each party shall assume all such liability and indemnify the signers below against any liability, expenses, claims and damages of whatever nature or kind arising out of, or incident to the performance of this agreement. B. Each party shall be solely responsible and liable for claims, demands or judgments (including costs, expenses, and attorney fees) resulting from personal injury to any person or damage to any property arising out of its own employee's performance under this agreement. Each party shall have the right of contribution against the other parties with respect to tort liability judgments should both parties under this agreement be found liable. This right of contribution shall not apply to any settlement or demand and each party shall be solely responsible for its own acts or omissions and those of its officers and employees by reason of its operations under this agreement. This responsibility includes automobile liability. Each party represents that it shall maintain for the duration ofthis agreement liability insurance. The parties may fulfill their obligations by programs of self-insurance providing protection. C. Each party agrees to be solely responsible for any expense resulting from industrial insurance by its employees incurred as a result of operations under this agreement. ARTICLE 6. DATA SHARING AND SECURITY REQUIREMENTS A. GIS data will be shared with Entities that have entered into an agreement with Pinal County. B. Signers below agree to enforce and maintain security requirements for sharing GIS data as specified in "Exhibit A". Exceptions to this agreement and "Exhibit A" shall not be implemented by any signer below without the approval of all signers. ARTICLE 7. TERMINATION A. This agreement may be terminated by either party upon thirty days written notice to the other with or without cause. I:\MIS\GIS\IGAs\FinaIIGA Data Sharing Agreement.OOC.doc 04/05/06 IGA Form Revised: B. If at any time any signer below violates the requirements ofthis agreement with regard access to or sharing of geographical information and data, the Entity providing the data may discontinue sharing of data. Except in the case of a critical emergency, sharing of data shall not be terminated by an Entity until the offending Entity has been provided with thirty days written notice of the violation and the opportunity to correct the violation. C. If at any time any Entity believes that another Entity is allowing unauthorized access to or use of the Entity's data, the Entity may withdraw from this agreement. Except in the case of a critical emergency, an Entity shall not withdraw from this agreement until the offending Entity has been provided with sixty days written notice of the violation and the opportunity to correct the violation. WITNESS our hands the day and year first above written. THE BOARD/COUNCIL OF , State of Arizona Date By: ... Chairman APPROVED: , Clerk Pursuant to A.R.S. 9 ll-952(D) the undersigned attorney has reviewed the Intergovernmental Agreement between Pinal County and for use of Sharing of GIS Data and Information and determined that it is in proper form and within the powers and authority granted to under the laws of Arizona. BOARD/COUNCIL OF Attorney for 1:\MIS\GIS\IGAs\Final IGA Data Sharing Agreement.DOC.doc 04/05/06 IGA Form Revised: PINAL COUNTY, a political subdivision of the State of Arizona, By: Lionel D. Ruiz, Chairman Board of Supervisors Pursuant to A.R.S. ~ 11-952(D) the undersigned has reviewed the Intergovernmental Agreement between Pinal County and , for use of Sharing of GIS Data and Information and determined that it is in proper form and within the powers and authority granted to Pinal County under the laws of Arizona. ROBERT CARTER OLSON PINAL COUNTY ATTORNEY Pinal County Deputy Attorney Date Contract # (PINAL COUNTY IT DEPT USE ONLY) I:\MIS',ADMIN\FORMS\IGA 5 INTERGOVERNMENTAL AGREEMENT FOR SHARING OF GEOGRAPHICAL INFORMATION SYSTEM (GIS) DATA AND INFORMATION "Exhibit A" 1. Pinal County agrees to: a. Provide GIS digital data to the Town of Mar ana. Arizona listed below within the County jurisdiction including but not limited to: . Parcels . Parcel Information Database containing at least; - APN (Assessor Parcel Number) - Assessor Legal Description - Parcel Address Address Number Prefix Street/Road Name Suffix City State Zip - Owner Information Owner Address Number Prefix Street/Road Name Suffix City State Zip . Incorporated City and Town Boundaries . Surface Management . Pinal County Supervisor District Boundaries . Survey Control Points, Lines, and Sections . Street Centerlines w/ Address Ranges . Pinal County Comprehensive Plan . Completed Special District Boundaries . Zoning Data . Flood Plain Data . Parks & Trails 1:\MIS\GIS\Forms and Exhibits\Data Sharing Exhibit A Exhibit A Revised: 03/08/2007 b. Deliver data described in l.a. above to Town of Marana, Arizona in .XML and or a standard GIS format via electronic File Transfer Protocol (FTP). c. Ensure the data provided on the File Transfer Protocol (FTP) site will be refreshed on at least bi-monthly basis. d. Some ofthe Data described in item 2.a. above may be in a state of development and/or not currently approved for distribution. The data will be provided to the Town of Maran a, Arizona under this agreement upon completion and distribution approval. 2. The Town of Marana, Arizona agrees to: a. Provide GIS digital data to Pinal County, Arizona listed below within the town jurisdiction including but not limited to: . Parcels . Parcel Information Database containing at least; - APN (Assessor Parcel Number) - Assessor Legal Description - Parcel Address Address Number Prefix Street/Road Name Suffix City State Zip - Owner Information Owner Address Number Prefix Street/Road Name Suffix City State Zip . Incorporated Town Boundary . Survey Control Points, Lines, and Sections . Street Centerlines w/ Address Ranges . Zoning Data . Flclod Plain Data . Parks & Trails . Town Utilities b. Deliver data described in item 2a. above to Pinal County, Arizona in .XML and or a standard GIS format via electronic File Transfer Protocol (FTP). c. Ensure the data provided on the File Transfer Protocol (FTP) site will be refreshed on at least bi-monthly basis. 1:\MIS\GIS\Forms and Exhibits\Data Sharing Exhibit A Exhibit A Revised: 03/08/2007 d. Some of the Data described in item 2.a. above may be in a state of development and/or not currently approved for distribution. The data will be provided to Pinal County, Arizona under this agreement upon completion and distribution approval. WITNESS our hands the day and year first above written. THE BOARD/COUNCIL OF , State of Arizona By: Chairman APPROVED: , Clerk Pursuant to A.R.S. S 11-952(D) the undersigned attorney has reviewed the Intergovernmental Agreement between Pinal County and for use of Sharing of GIS Data and Information and determined that it is in proper form and within the powers and authority granted to under the laws of Arizona. BOARD/COUNCIL OF Attorney for Date 1:\MISIGIS\Forms and ExhibitslData Sharing Exhibit A PINAL COUNTY, a political subdivision of the State of Arizona, By: " Lionel D. Ruiz, Chairman Board of Supervisors Pursuant to A.R.S. S 11-952(D) the undersigned has reviewed the Intergovernmental Agreement between Pinal County and , for use of Sharing of GIS Data and Information and determined that it is in proper form and within the powers and authority granted to Pinal County under the laws of Arizona. ROBERT CARTER OLSON PINAL COUNTY ATTORNEY Pinal County Deputy Attorney Date Contract # (PINAL COUNTY IT DEPT USE ONLY) Exhibit A Revised: 03/08/2007