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HomeMy WebLinkAbout5I County GIS Site Address Database MOU Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: FEBRUARY 22, 2016 AGENDA #: 5I PREPARED BY: FRANK BOYLES, CITY MANAGER PRESENTED BY: FRANK BOYLES AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING THE COUNTY GIS SITE ADDRESS DATABASE MEMORANDUM OF UNDERSTANDING(MOU) DISCUSSION: Introduction The purpose of this agenda item is to request that the City Council enter into the attached MOU with Scott County to establish and maintain Scott County’s newly developed GIS Site Address Database. History The cities of Scott County as well as the county are jointly responsible for maintaining our site address system. The county established parameters for this system long ago including roads and addresses. The actual road names and addresses are assigned by the city in conformance with the system as properties are developed. The road names and addresses are then provided to the county and entered into their system for everyone’s use. Prior to the advent of computers and GIS, this system was maintained by hand. In addition to being slow, the system had a high incidence of errors. The errors were a regular accordance resulting in the (USPS) postal service receiving returned mailings. Often the errors were identified after much could be done to rectify them without inconvenience to property owners. Most important the errors can and do affect emergency public safety service delivery. Current Circumstances County and city staff have been working together for some time now on a computerized GIS based addressing system. Both parties have provided data and both have agreed to procedures and responsibilities for keeping the new system functioning. Conclusion The responsibilities and processes have been set forth in the attached Memorandum of Understating which is recommend for city council approval. 2 ISSUES: The addressing system is yet another example of working together to provide better, faster and more accurate services for everyone’s benefit. Not surprisingly the city staff charged with carrying out the day-to-day performance of the MOU are in the Community and Economic Development Department as they are the ones whom assign the street names and addresses as part of the development process. More specifically Casey McCabe, Community Development Specialist is assigned this role. The new system is an improvement over our previous system. It is capable of accommodating our foreseeable growth. The attached information sheet from the county describes in more detail the issues with the old system, the proposed solution and key provisions of the MOU. FINANCIAL IMPACT: The web-based program is available to the public at no cost but may have a fee in the future. We expect to spend fewer hours on this important function leaving more time available for other responsibilities. From the customer’s perspective it means faster more dependable addressing which affects emergency services, daily mail service and public information access and accuracy. ALTERNATIVES: 1. Motion and second as part of the consent agenda to approve the County GIS Site Address Database MOU. 2. Take no action and provide staff with direction as appropriate. RECOMMENDED MOTION: Alternative 1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 16-XXX A RESOLUTION APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN SCOTT COUNTY AND THE CITY OF PRIOR LAKE FOR THE USE AND MAINTENANCE OF COUNTY GIS ADDRESS DATABASE Motion By: Second By: This Memorandum of Understanding is made and entered into between the County of Scott, a political subdivision of the State of Minnesota, hereinafter referred to as COUNTY, and the City of Prior Lake, a Minnesota municipal corporation, hereinafter referred to as the CITY. WHEREAS, Minn. Stat. § 471.59 authorizes local governmental units to jointly or cooperatively exercise any power common to the contracting parties; and WHEREAS, Minn. Stat. § 4120221 authorizes the CITY to name CITY roads and assigns addresses located in the unincorporated area of the COUNTY; and WHEREAS, the COUNTY as the planning and zoning authority names roads and assigns addresses located in the unincorporated area of the COUNTY; and WHEREAS, the CITY and COUNTY wish to maintain a common GIS database of addresses and road names for their mutual benefit for emergency dispatch and other purposes and wish to set forth their respective roles and responsibilities and the terms and conditions of thei r understanding. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The Memorandum of Understanding between Scott County and the City of Prior Lake for the use and maintenance of the County GIS Address Database is hereby approved. 3. The City Manager is authorized to execute the agreement. PASSED AND ADOPTED THIS 22nd DAY OF FEBRUARY 2016. VOTE Hedberg Keeney McGuire Morton Thompson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager SCOTT COUNTY PLANNING DEPARTMENT att t-it GOVERNMENT CENTER 114 •200 FOURTH AVENUE WEST• SHAKOPEE, MN 55379-1220 Z _- 952)496-8475 •Fax(952)496-8496• Web www.co.scott.mn.us Memo Date: January 29, 2016 To: City Administrators From: Brad Davis, Planning Manager Subject: County GIS Site Address Database MOU Enclosed please find a Memorandum of Understanding (MOU) for the use and maintenance of Scott County's newly developed GIS site address database. This is a follow up to the SCALE Service Delivery meeting on January 4 at which I discussed this topic. The MOU identifies the roles and responsibilities for County and City addressing staff to work collaboratively to maintain a GIS database containing address points for mutual benefit. This database will serve a variety of purposes, with primary emphasis on dispatching emergency services. At our meeting on January 4, we discussed moving toward this more informal MOU format to set out the new policies, roles and responsibilities, rather than a formal JPA that would require extensive legal review and board/council action. If you have any questions or concerns related to this MOU, please contact me at 952-496-8654 or bdavisco.scott.mn.us. Otherwise, please enter City staff liaison information, sign, and return a copy back to me via mail or email. Please remember to keep a signed copy for your records. Thank you. Page 1 of 1 MEMORANDUM OF UNDERSTANIDING BETWEEN SCOTT COUNTY AND THE CITY OF PRIOR LAKE FOR THE USE AND MAINTENANCE OF COUNTY GIS ADDRESS DATABASE This Memorandum of Understanding is made and entered into between the County of Scott, a political subdivision of the State of Minnesota, hereinafter referred to as COUNTY, and the City of Prior Lake, a Minnesota municipal corporation,hereinafter referred to as the CITY. WHEREAS, Minn. Stat. §471.59 authorizes local governmental units to jointly or cooperatively exercise any power common to the contracting parties; and WHEREAS, Minn. Stat. § 412.221 authorizes the CITY to name CITY roads and assign addresses located in the CITY; and WHEREAS, the COUNTY as the planning and zoning authority names roads and assigns addresses located in the unincorporated area of the COUNTY; and WHEREAS, the CITY and COUNTY wish to maintain a common GIS database of addresses and road names for their mutual benefit for emergency dispatch and other purposes and wish to set forth their respective roles and responsibilities and the terms and conditions of their understanding. NOW,THEREFORE, the COUNTY AND CITY agree as follows: To carry out the day-to-day performance of this Memorandum of Understanding the parties appoint the following individual as authorized liaisons: COUNTY CITY Jason Allen Addressing Coordinator Scott County Public Works 600 County East Trail East Jordan, Minnesota 55352 Phone—(952) 496-8042 jallen@co.scott.mn.us Casey McCabe Community Development Coordinator Prior Lake City Hall 4646 Dakota Street SE Prior Lake, MN 55372 Phone - (952) 447-9815 cmccabe@cityofpriorlake.com COUNTY agrees to: 1. Designate a staff person with primary responsibility for naming roads and assigning addresses in the COUNTY's unincorporated area. This individual will be the primary contact for any questions or issues regarding road names and addresses in the COUNTY's unincorporated area. 2. Assign new or changed road names and addresses in the unincorporated area that conform to the COUNTY road naming system. 3. Update the road name and address database using tools or procedures approved by the COUNTY prior to actually releasing the new road names and addresses to the property owner or developer. 4. Update the GIS database in a timely manner to ensure accurate and timely emergency response. Preliminary address point data will be added whenever possible upon the approval of a preliminary plat. Final address point data will be entered within seven (7) days of notification from the COUNTY Surveyors Office that parcel boundaries have been created in GIS and street centerline ranges have been updated. 5. Be responsible for notifying any COUNTY departments, the property owner or developer, the U.S. Postal Service, and all other appropriate contacts of new road names and addresses. Notifications will be accomplished through standardized formats and procedures with an emphasis on automation to make the notification as streamlined as reasonably possible. 6. Designate a staff person with primary responsibility for administering the GIS address database. The COUNTY will be responsible for managing all access to the database and related applications. 7. Provide direct editing capabilities for City addressing staff to the county-wide GIS address database. 8. Create and perform systematic testing and validation procedures to identify any issues and potential issues related to assigned addresses and road names. Issues related to CITY'S portion of the database will be documented and provided to the appropriate CITY Addressing Authority for resolution. CITY agrees to: 1. Designate a staff person with primary responsibility for naming roads and assigning addresses on roads over which the CITY has jurisdiction. This individual will be the primary contact for any questions or issues regarding road names and addresses in the CITY. 2. Assign new or changed road names and addresses in the CITY's incorporated area that conforms to the local road naming system. 3. Update the GIS address database using tools or procedures approved by the COUNTY prior to actually releasing the new road names and addresses to the property owner or developer. 4. Update the GIS address database in a timely manner to ensure accurate and timely emergency response. Preliminary address point information will be added whenever possible upon the approval of a preliminary plat. Final address point information will be entered within seven (7) days of notification from the COUNTY Surveyors Office that final plat parcel boundaries have been created and street centerline ranges have been updated. 5. Be responsible for notifying any CITY departments, the property owner or developer, the U.S. Postal Service, and all other appropriate contacts of new road names and addresses. This agreement may be canceled by either party at any time upon 15 days written notice to the other party. The agreement may only be amended in writing. The parties agree to comply with the provisions of the Minnesota Government Data Practices Act and its implementing rules and any other privacy laws that apply to any data collected, created, received kept or shared by either party under this Agreement. Neither the COUNTY nor CITY is responsible for the independent acts and/or omissions of the other party, or their officers, employees, or agents nor, is either responsible for the independent acts and/or omissions of other cities that enter into the same or similar Agreements with the COUNTY for street naming and address assignment. It is the intent of the parties that each party including their respective public safety agencies shall be responsible for any claims or liabilities arising from the negligent, willful, or intentional acts or omissions of their respective public safety personnel without contribution from the other party to this Agreement. Each party agrees to indemnify, defend, and hold harmless the other party, its agents, officers, and employees from all claims whatsoever that may arise against the other party (including, their public safety agencies) as a result of the negligent, willful or intentional acts or omissions of the party or their respective public safety personnel; Each party shall process and defend, at its own expense and without contribution from the other party, any and all claims of whatsoever kind or nature, with respect to the party's acts or omissions of services or otherwise in response to E911 or emergency or non-emergency requests for services, including any claims that allege information in the county road name and address database is not accurate. It is understood and agreed that the provisions of the Municipal Tort Claims Act, Minn. Stat. Ch. 466, and other applicable laws govern liability arising from a party's acts or omissions. Each party warrants that they have an insurance or self-insurance program and that each has minimum coverage consistent with the liability limits contained in Minn. Stat. Ch. 466. It is further understood that the Parties' total liability shall be governed by Min. Stat. Ch. 471.59, subd. la, as a single government unit. IN WITNESS WHEREOF, the COUNTY and the CITY have caused this Memorandum of Understanding to be executed by their duly authorized agents on the dates set forth below. APPROVED AS TO FORM: Vi lial, ktIZI . i/t/LL ssistant County Attorney ate Scott County City of Prior Lake By: t By: Brad avis Frank Boyles County Planning Manager City Administrator Date: r q Date: Scott County Site Address System of Record 0 The County has developed a single,authoritative database of all physical site addresses An accurate, up-to-date situs address database is critical for dispatching emergency services,tax collection,voting, permitting, billing and asset management O This database changes the way the County and Cities interact and share address information City addressing staff were engaged in the development of and training for this database O Ac has been drafted identifying the roles and responsibilities for County and City staff to work together to maintain this database for mutual benefit 0 City Councils and County Board will be asked to adopt this/WA-in first Quarter of 2016 The Problem: The County's multiple situs addressing databases had errors and inconsistencies due to multiple data entries done by different staff in different departments The exchange of addressing information between the County and Cities was primarily paper- based and not always timely enough to keep databases up-to-date The County's new emergency dispatch software consumes both cross-street and range address information as well as more specific address point information; but the County did not have a complete and accurate set of address points The County's tax collection software was limited to only storing one situs address per parcel, when in many situations parcels have multiple situs addresses Different address databases required different naming conventions and standards Large volumes of mail are returned each year to County as"un-mailable"according to USPS The Cities often rely on County addressing databases(with all of its limitations described above) The Solution: Utilize an existing(and free)web-based MetroGIS software application to edit and store address points for each situs address in the county Hire interns and spend the summer on screen and in the field assigning and verifying each situs address point(65,000+addresses) in the 11 townships, 7 cities and SMSC land holdings Change internal processes, procedures and job descriptions to ensure ownership and efficient use of the new addressing system of record Train and provide City addressing staff access to MetroGlS software application Routinely run the database through USPS to flag"un-mailable" site addresses Create flexibility in database to serve up information in different naming conventions(or views) Identify the roles and responsibilities for County and City staff to ensure long-term maintenance Moving forward,work to automatically integrate the addressing system of record with other County(and City)databases Key Provisions of the JPA The County will assign a point-of-contact for the Agreement County-as addressing authority for unincorporated areas—will add or edit address points in the application and notify identified agencies of address changes County assigns Addressing Coordinator and GIS Manager as QC and administrators of the database County will host and maintain the web-based application County will notify city staff when address points can be entered into the application The City will assign a point-of-contact for the Agreement City-as addressing authority for their incorporated area—will add or edit address points in the application and notify identified agencies of address changes City staff will update the application in a timely manner to ensure accurate and timely emergency response(7 days from notification by County that final plat parcel boundaries have been entered into the application)