Minutes - Pinellas County, Florida Page 4 of 10 Review of Completed, Current and Future Projects...

Minutes

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Enterprise GIS Steering Committee

8.2.2017 1:30pm – 3:05pm Planning Large Conference Room

Chair John Bennett, Assistant County Administrator

Vice-Chair Mike Twitty, Property Appraiser’s Office (PAO)

Attendees Voting Committee Members John Bennett, Assistant County Administrator Marc Gillette, Supervisor of Elections (SOE) ABSENT Rahim Harji, Public Works Randi Kim, Utilities Jason Malpass, Pinellas County Sheriff’s Office (PCSO) ABSENT Paul Sacco, Assistant County Administrator ABSENT Jake Stowers, Assistant County Administrator ABSENT Mike Twitty, Property Appraiser’s Office (PAO) ABSENT Jill DeGood, Sheriff (proxy for Jason Malpass) Blake Lyon, Development Review Services (proxy for Jake Stowers) Curt Nielsen, Property Appraisers Office (proxy for Mike Twitty) Guests Joe Borries, Emergency Management Brett Burks, Forward Pinellas Jeremy Capes, BTS Mike Dawson, BTS Tom Fredrick, BTS Daniel Glaser, Utilities Pam Grabo, Risk Management Corey Gray, Planning Christy Kretschmann, BTS Aubrey Phillips, OMB Dave Sereboff, BTS Alan Shellhorn, Planning Sara Sillars, BTS Penny Simone, Public Works/Survey Toni Smith, BTS (Note taker) Bryan Zumwalt, BTS

Agenda 1. Call to Order 2. Approval of Minutes from the May 17th, 2017 meeting 3. Introduction of New eGIS Team Members 4. “Show and Tell” – Evacuation Zone Data Editing 5. “Show and Tell” – Know Your Zone Application 6. “Show and Tell” – Ready Pinellas Application 7. eGIS Database Overview and Application Usage 8. Addition of Historical Aerials 9. Update on LIDAR Acquisition 10. 2017 ESRI User Conference 11. Review of Completed, Current and Future Projects 12. Review/Discuss eGIS Service Level Agreement 13. Open Discussion

Agenda Items Call to Order

Presenter John Bennett

The meeting was called to order at 1:30 pm.

Minutes

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Approval of minutes from May 17th, 2017 meeting

Presenter John Bennett

Discussion It was asked by John if there were any changes to the May 17th, 2017 meeting minutes, none were noted.

Conclusions Blake Lyon motioned to approve, Randi Kim seconded, all in favor. Minutes approved.

Introduction of New eGIS Team Members

Presenter Jeremy Capes, eGIS Manager

Jeremy introduced two new members of the eGIS Team. Sara Sillars joins the team originally being from the area but recently coming from California and with GIS knowledge. Dave Sereboff was an existing employee with BTS in the database management/programming department. Welcome aboard.

“Show and Tell” – Evacuation Zone Data Editing

Presenter Joe Borries, Emergency Management

Discussion With the introduction of the new Storm Surge modeling (SLOSH), some areas within the county went from one evacuation zone to another and a few areas are out of surge zones. This meant that there needed to be an overall update to the evacuation zone data per the new surge zones. Joe explained how the basins were reduced and the smaller grids provided improved resolution. It was shown how eGIS created an editing application for Emergency Management to use the surge zones and surge depths to programmatically use GIS processes to determine which storm surge categories were 35% or more of a parcel. This process also helped Emergency Management be able to review all parcels in the county and manually assign the corresponding evacuation level to parcels in question. In the end, 74,688 parcels changed evacuation levels to a lower level. See power point presentation at the end of these minutes. This information feeds applications such as Know Your Zone, Ready Pinellas and is also shown on things such as Utility bills. Randi Kim asked if Emergency Management has sent out notices of such changes and Joe responded yes they have and his staff is currently working on a flyer to send out with the Utility bills. Randi also mentioned that they could maybe put it on the Utilities web page. Any questions on this can be referred to Emergency Management.

“Show and Tell” – Know Your Zone Application

Presenter Mike Dawson, BTS/eGIS

Discussion The Know Your Zone application had a total rewrite/upgrade this year because it was one of the first applications that eGIS created 5 years ago and the template of the application needed to be upgraded/modernized. The application has the same functionality as the previous application except for one enhancement is where a report with information on a particular address can be automatically generated.

“Show and Tell” – Ready Pinellas Application

Presenter Bryan Zumwalt, BTS/eGIS

Discussion This application was a brainstorm from John Bennett to where the public would have access to all the emergency information through a smart phone or tablet. This application was originally named T-Minus but is now branded as Ready Pinellas and is available in the various application stores, thanks to new eGIS member Dave Sereboff. The application has the Know Your Zone application as well as different links for Emergency Planning. When the Know Your Zone application is put into an evacuation order, it will automatically flip on this application also. It was asked if the road closures would be shown here and the answer was eventually. There is a meeting set up in a few weeks to discuss the road closures in more detail.

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eGIS Database Overview and Application Usage Presenter Jeremy Capes, BTS/eGIS Manager

Discussion Jeremy showed a slide that showed the amount of departments (20+), datasets (63), feature classes (616), related data tables (35) and applications (73) that eGIS currently supports. This shows the growth that eGIS has done in its first 5 years of existence. It was mentioned that eGIS started out with around 150 feature classes and 10 applications in the first year. Congratulations to the whole team on these accomplishments. John mentioned that we should celebrate with a “layer cake”.

Another slide was shown on the web traffic of the top five applications in the past 3 months. The most used applications seem to be the Tax Parcel Viewer, CrimeViewer, Know Your Zone and the AIRS (aerial) application. It showed a major jump in June of the Know You Zone application because of the beginning of the Hurricane season.

Addition of Historical Aerials Presenter Jeremy Capes, BTS/eGIS Manager

Discussion eGIS has received the georeferenced historical aerial images from 1980, 1984, 1990 and 1994 and will be adding these to the AIRS application with the next few weeks. In working with the consultant on these, they have also given prices for individual years. With that said, eGIS still has funding available for an additional 4 years at this time. Blake Lyon asked if they could target 1963 or a year after that since that was the year that the county zoning ordinance went into effect. Jeremy asked if anyone else had a year that is needed. Rahim mentioned the 80’s were important to the watershed studies but that those were already done. It was suggested to maybe do the oldest set also for a base. Jeremy asked for those to send eGIS suggestions of the years needed.

Update on LIDAR Acquisition Presenter Bryan Zumwalt, BTS/eGIS

Discussion The test flight done on 6/20/2017 proved to be successful in the fact that they could fly the LIDAR and get good results. Unfortunately in order to fly, they would need seven consecutive days of zero rain before they could even plan the flying mission. W ith the summer rains that we tend to have, it doesn’t seem possible. With that said, it is most likely that the flight will not happen until fall or winter of 2017. The question was asked if funding was going to be affected since it was now moving into a different budget cycle. The contract is still valid and the PO is tied to a funding/cost center so it shouldn’t be an issue. Blake Lyon recommended to get with OMB to just inform them that the monies are still needed. Curt Nielsen asked how we were going to be guaranteed to not have this same issue occur in this next flight. Bryan mentioned that the company has learned from their mistake and are willing to make it right this time. We could of gone through the legal process with the company to get the monies back but because of the price point for the technology that we will be receiving it was more beneficial to stick with the company and them make it right. It was reminded to the committee that we want this data to be correct since it will be used fo r the next 10 years, so it will be worth waiting for to get right.

2017 ESRI User Conference Presenter Jeremy Capes, BTS/eGIS Manager

Discussion The county had 18 individuals attend the annual ESRI User Conference in San Diego in early July. It was asked by the committee that since the county had invested in the opportunity to send people to this conference it would be beneficial for them to share what they learned. Jeremy is going to reach out to those individuals and ask them to prepare one slide detailing their experience at the conference with highlights of what they thought were valuable or could benefit the county in some way. The slides will then be put together to show at the next Steering Committee meeting in December. It was mentioned that the week after the conference is usually the busiest time for eGIS, as those returning from the conference come back with many ideas and questions. On another note, the recordings of the 2017 Conference sessions have been purchased and once received will be added to the eGIS launch page and SharePoint.

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Review of Completed, Current and Future Projects Presenter Jeremy Capes, BTS/eGIS Manager

Discussion Jeremy showed a slide of the completed projects since the last meeting.

*The EAM Departments Record Drawing Document Layer project was discussed and right now the Utility as built drawings process is built. eGIS is currently working on testing this process with Survey. Randi Kim mentioned that this was wonderful and a great job was done. It was asked about how to make this process more efficient and across department levels. Bryan mentioned that there were two steps that remain to be discussed: Historical documents and future Engineering closeout processes. Rahim Harji mentioned that Woolpert was talking about taking on this process through EAM. Concerning the existing back log of data, a lot has already been scanned and georeferenced and are in Agile pdf drawings. The question remains as to where this data will be stored; Cityworks, Documentum, file server, etc. This is something that will need to be discussed and collaboration will be needed.

The slide for the projects currently in progress was shown, but each project was not addressed. It was asked if any questions on any projects and none were noted. It was mentioned that the Penny for Pinellas Story Map – Proposed Penny Projects was now completed as of the beginning of this week.

A quick overview of some of the major initiatives for eGIS right now were discussed.

Enterprise Asset Management (EAM) will have eGIS involvement for the next 3-4 years. Right now eGIS is helping with the data.

Emergency Management – eGIS is currently conducting training to the county agencies, municipalities and other agencies in the new Damage Assessment application. After that will be working on the integration with WebEOC.

Penny for Pinellas – Story Map of Proposed Projects – just completed this week as Communication has made it public. Thanks to the eGIS team, especially Christy Kretschmann, for getting this done in the time needed.

Mosquito Control Story Map – this was completed in a short time in order to help county initiatives/programs.

Review/Discuss eGIS Service Level Agreement Presenter Jeremy Capes, BTS/eGIS Manager

Discussion Currently the major functions performed for county departments by eGIS concerns application development, data management, business analysis and mapping and system integration. It was mentioned that with the growth of eGIS and the departmental subject matter experts, a new service level agreement which will cover all departmental needs is needed. Feedback from previous versions of the SLA is recommended and/or departments need to define what they need from eGIS. Whereas eGIS can be, by default, the area of expertise, each department needs to understand and be able to manage and analyze their own data. There will be more discussion on this in the near future with collaboration from the county departments.

Open Discussion/Adjournment

Item #1

Reminder of the open invitation for those to share how they use or benefit GIS in their departments for either the Working Group or Steering Committee meetings. Next meeting in December 7 th, 2017.

Adjournment The meeting was adjourned at 3:05pm by John Bennett.

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Slide Presentation - eGIS

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Slide Presentation – Emergency Management – Evacuation Zone Data Editing

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Minutes - Pinellas County, Florida Page 4 of 10 Review of Completed, Current and Future Projects...

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