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2002-1339-Resolution No. 2002-105 Recorded 11/27/2002REVIEWED LEG UNSEL DESCHUTES COUNTY OFFICIAL COUNTYCLERKCJ ZV0Z-1339 COMMISSIONERS' JOURNAL 11■111111 11 nu 11/21/2002 04;55;26 PM 11111111111111111 2002000 02 BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON A Resolution Transferring Appropriations Within Various Funds of the 2002-2003 * RESOLUTION NO. 2002-105 Deschutes County Budget and Directing Entries WHEREAS, it is necessary to transfer appropriations within the Deschutes County Budget; BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, as follows: Section 1. That the following transfers of appropriations be made: FROM: 285-2800-501.97-01 Public Land Corner Preservation Fund, Contingency $35,000 TO: 285-2800-419.33-01 Public Land Corner Preservation Fund, Professional Services $35,000 DATED this 27th day of November, 2002. ATTEST: Recording Secretary PAGE I OF I -RESOLUTION NO. 2002-105 (11/27/02) BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, Q/REGON TOM DE LF, Chaiv 2 DENNIS R. LUKE, Commissioner MICHAEL M. D�Ky, Commissioner Form No. DESCHUTES COUNTY INCREASE OR TRANSFER OF APPROPRIATIONS FORM B.O.C.C. Meeting Date: November 27, 2002 Resolution No. 2002-105 Budget Prior to this Line -item Description Line -item Account Resolution Inc/(Dec) Revised Resources Total Resources Requirements: - Public Land Corner Preservation Fund, Contingency 285-2800-501.97-01 262,589 (35,000) 227,589 Public Land Corner Preservation Fund, Professional Services 285-2800-419.33-01 - 35,000 35,000 Total Requirements 262,589 - 262,589 October 31, 2002 To: Marty Wynne, Finance Director From: Jeff Kern, County Surveyor RE: Request to transfer funds This is a request to transfer $35,000 from the Public Land Corner Preservation Fund Contingency (Account 285-2800-501.97-01) to Public Land Corner Preservation Fund Professional Services (Account 285-2800-419.33-01). The funds will be used to pay for the costs associated with hiring a consultant to convert manually prepared Survey Index Maps into a digital GIS product. Once complete, the new digital Survey Index should result in efficiencies within the Surveyors Office and should improve the ability of private surveyors and other county staff to locate individual surveys. A full description of the project is provided on the following pages. This project was recently presented to the Board of Commissioners for their review. The Board indicated their support for the project. In addition, Mike Maier has been briefed on the project and is supportive of proceeding. Attachment: Survey Index Project Proposal GIS Digital Index of Survey Documents Project Proposal General Project Description Provided below is a description of a proposed project to develop a GIS based digital index of survey documents. The new GIS survey index will improve the tracking and retrieval of survey documents and should result in improved customer service and survey staff efficiencies. The project involves the development of a new survey retrieval application and the GIS conversion of 1,758 manual survey index maps that reference over 15,000 individual surveys. It is proposed that a GIS consulting firm be retained to convert the maps into a GIS theme. It is estimated that the one time consulting costs will range between $27,000 and $32,000. It is further recommended that the project be funded through survey funds that are presently being held in a contingency account in the FY 2002/2003 budget. Summary of existing process The Surveyors Office presently maintains an extensive set of manually produced survey indeX maps. The Survey Index Maps are color -coded and depict survey boundaries and the CS survey reference number. The maps are manually updated as new survey records are received or as changes are made to the underlying Assessors Office taxmaps. In cases where taxmaps are modified, the entire map must be redrawn by hand. Once a survey index map has been updated, the map is scanned as a PDF file and is made available as reference information as part of the web -based Survey Research Application. In total, 1,758 survey index maps are maintained. Proposed Digital Survey Index This proposal recommends the enhancement of the manual maps through implementation of new digital procedures, processes, and products. In general, GIS technology will be used to: • Develop and maintain geographic representations of the survey boundaries, • Produce new survey index reference maps, and • Retrieve individual survey records through spatially generated searches that are capable of locating surveys within specified distances of a specific address, taxlot, or coordinate. A printable list of selected records and reference maps will also be produced. The largest project task is the conversion of the manual maps to a digital product. It is recommended that this file be a GIS generated theme from which polygon and outline representations of survey boundaries can be depicted. The existing survey index maps will be used as the source material for the file. The survey's unique CS Number will identify each polygon. The use of the CS Number as the unique identifier will allow polygons to be related to various existing SQL database tables and to scanned survey images. This process will also result in the creation of a subdivisions boundaries file. Essentially, once all the boundaries are available as a coverage, the file will be joined with the survey table. Once joined, a tabular query will be performed to select out surveys that are identified as plats/subdivisions. Once a selected set is obtained, the file will be converted to a new subdivisions shapefile. One other data set to be tracked as part of the system will be survey corner restorations. Records of survey corner restorations are presently maintained on the hardcopy Corner Restorations Metskers Map Reference Atlas. The Survey corner restorations index file number is used as the reference number. Processes benefiting from digital records Several survey processes will benefit from the availability of a digital survey index as follows: Update of Survey Boundaries - GIS procedures will be used to generate the survey boundaries. The underlying taxlot structure, as well as other GIS themes as warranted, will be used as reference information for placing the survey boundary. The CS Number will be used as the polygon identifier and line attribute. 2) Production of Survey Index Maps — Survey index maps will be digitally produced through new GIS procedures. Hardcopy maps as well as digitally generated tiff and/or PDF files will be generated. 3) Web -based survey index searches — A new web -based search capability will be implemented that will allow geographic searches based on distances from locations. Essentially, GIS software will be used to identify surveys within specified distances (buffers). A list of surveys that fall within the buffered area (ordered by survey date) will be returned and hotlinks to the scanned surveys will be displayed. Locations to be buffered can be selected from property searches using the taxlot number, assessor number, or address. In addition, an interactive map can be used to select a specific location to be buffered. In addition to the list of records being returned, a series of printable maps will also be generated by the system. The first map will be a detailed map showing information from which surveyors can view property information and the survey boundaries. The second map will be a more generalized map providing area information. 41 ArcView Searches — It is also recommended that a backup/redundant search routine be implemented using ArcView software. The routine will essentially operate similarly to the web -based application and provide additional capability for use internally with other Arc View applications. 5) New Subdivisions File — A byproduct of the digital production of the survey boundaries will be the generation of an up to date and accurate subdivisions shapefile. The subdivisions shapefile will be used as source materials for production of subdivisions maps. Data Set Development & Maintenance It is recommended that the conversion of the 1,758 manual survey index maps to a digital product be contracted out to a GIS consulting firm. Contracting out this work should provide the County with an accurate product in the most timely basis. The work will be performed following detailed project specifications. A pilot project will also be conducted to assure that the contractor's work is being performed accurately and is resulting in the intended product. Another important project consideration is the long-term maintenance of the file. It is recommended that Survey GIS staff be responsible for adding new survey records to the digital file. The process is rather straightforward and the number of new surveys should not overwhelm current staff. Estimated Project Costs It is estimated that the conversion project will cost between $27,000 and $32,000. This estimate is based on preliminary analysis performed by 2 GIS consulting firms; one local firm and Inside Oregon Enterprises — Engineering Services Unit. County staff will perform all other programming and data maintenance activities. In addition, there are no hardware or software costs associated with this project.