November 15, 2006 Meeting Minutes and Agenda
1. Approval of the October 18th meeting minutes
2. Updates on Board Membership - Chair
3. Subcommittee Reports
• Financial – Chair & Dan Walters
• Policy & Marketing – Marilyn Lutz
• Technical – Will Mitchell
o Status on the GEOPortal – Will
o Guidelines for Portal Administrator – Marilyn
o Orthoimagery Project – Larry Harwood
o Parcel Grants - Larry
Town release form – Bill Hanson
o Purchase intermediate ortho products– Larry
4. Status of MOU- Dan
5. GeoLibrary Board bond request to the Legislature; review of funding
Jim Page, Chair
Marilyn Lutz, Co-Chair
Will Mitchell ( by phone)
Ken Murchison (by phone)
Don Garrold, Searsport
The Chair called the meeting to order at 10:06 and read the agenda.
1. Approval of the September 20th meeting minutes
After a pause for review, the Chair entertained a motion to approve.
Elizabeth Hertz moved to approve the minutes as written with Marilyn
Lutz seconding. The Board voted 7 in favor with 1 abstention, the
motion carrying. (note: unless otherwise indicated the Chair abstains
2. Update on Board Membership
The Chair read out the current membership roster:
1. Representing GIS Vendors, Jim Page, Chair
2. Representing University of Maine, Marilyn Lutz, Vice Chair
3. Representing Utility Interests, Gary Duplisea (waiting for appointment)
4. Representing Environmental Interests, Dan Coker (waiting for appointment)
5. Representing State Government/CIO’s Office, David Blocher
6. Representing Municipal Government, Vacant
7. Representing Municipal Government, Gretchen Heldmann
8. Representing State GIS Functions, Elizabeth Hertz
9. Representing State GIS Functions, Christopher Kroot
10. Representing GIS Vendors, Will Mitchell
11. Representing Statewide Assoc. of Counties, Ken Honey
12. Representing Commissioner of Administrative & Financial Services,
13. Representing the Public, Sean Myers
14. Representing Statewide Association of Regional Councils, Kenneth
15. Representing Real Estate & Development , William H. Hanson
Gary Duplisea, waiting for appointment as Representing Utility Interests
and Dan Coker waiting for appointment as Representing Environmental
Interests will both be invited to the next Board meeting. Larry Harwood
will check on the status of nominations for the vacant seat Representing
Municipal Government. Elizabeth Hertz suggested the name of Dennis
Ketchl formerly in state government and now town manager of Belgrade.
The nominating authority is the Maine Municipal Association.
3. Subcommittee Reports
There was no substantive update to give. A payment of $1,000 had been
authorized for digital parcel data from the town of Clifton under
the parcel grants program. The standard one page financial sheet was
distributed but not reviewed.
Policy & Marketing
Work on any unfinished policy documents has been on hold until the
bonding requests have been worked out.
Status on the GEOPortal. The portal project is moving ahead in a more
positive manner. The portal is now running on a state server with
an external port so it can be viewed from outside the state system.
There was a two part review Oct. 20th and 24th by conference call
and webex ( internet viewing ) at which the functionality requirements
were demonstrated by Ionic for Will, Marilyn and Sean Myers of the
Technical Subcommittee and Larry from MEGIS. The consensus was that
the basic required functionality as set out in the Checklist for Ionic
GeoPortal Build 2B had been demonstrated.
The graphical user interface (GUI), the presentation to the user,
however is seen as requiring substantial redesign. The Subcommittee
has been reviewing the portal and making comments and suggested changes
on Will’s website. A conference call on the portal with the
Subcommittee and MEGIS staff is scheduled for Monday the 20th. A definitive
list of required changes will be subsequently compiled and sent to
Ionic with a deadline for completion.
In discussion it was asked if contact with the Attorney General’s
office would still need to be made. Dave Blocher reported that he
had already talked in general terms about the matter to one of the
AG’s staff and CIO Dick Thompson. If problems develop with completing
the contract with Ionic, Dave suggested involving Mary Silva (OIT
Project Management Director) due to her experience in contracts. A
number of potential portal nodes were discussed including Hampden
and other municipalities, Aroostook County and various conservation
websites. The consensus was that these links should be demonstrable
to the legislature in two months or so.
Guidelines for Portal Administrator. No progress has been made on
this item. Dan Walters and Marilyn agreed to look at what needs to
be on the list of duties for a portal administrator.
Orthoimagery Project. There has been no change in status since the
Parcel Grants. Parcel data for the town of Clifton has been received
and approved. No contracts are behind schedule including the extensions.
Town Release Forms Due to possible time constraints, the Chair moved
this item to the bottom of the agenda.
Purchase of intermediate ortho products. The contract with Photo
Science was signed by Dick Thompson about a week ago. They have 2
months to supply the specified photographic products. The Chair said
that he did not expect this delay to be a deal breaker with the private
sector firms paying for the materials.
Additional Item- Grant Application
Dan noted that the “50 States” grant applications were
due early in the next calendar but he has no resources in house to
do an application. Rich Sutton formerly of Applied Geographics which
did the County project had agreed to do a limited amount of free work
on an application. He suggested a $1200 contract Rich or someone to
finish off the application. In discussion it was thought best to avoid
any appearance of conflict of interest with whoever the grant writer
may be and up to $2500 can be contracted without delay for a contract
Ken Murchison moved to encumber $2500 to be expended in support of
writing a general Fifty States grant application under the auspices
of the GeoLibrary. Seconded by Marilyn. The board voted unanimously
in favor. The motion carried.
The Finance Subcommittee with attachments from the full Board will
have a conference call on this matter Friday 17th at 2:00 PM.
4. Status of Memorandum of Agreement
The Memorandum Of Agreement between the Board and the GIS Executive
Council was not ready to bring before the Board. At its last meeting,
Executive Council was not able to review the MOA due to time constraints.
It should be ready by the next Board meeting. Dan noted that the initial
MOA is not designed to be exhaustive. The next iteration of the MOA
would probably be in the nature of a matrix of areas of operation
between the organizations.
5. GeoLibrary Board bond request
Jim Page reported that Martha Freeman, Director of the State Planning
Office, has agreed at this stage of the process to include the Geolibrary
request as part of the SPO bonding initiative. This will put the bonding
request “on the table” although there is no guarantee
that all or some of it will make it into the Governor’s package.
In addition the Board is being asked for its “fallback positions”
on the amount of the request. The preferred categories on bonding
this year are likely to be 1) jobs and economic development or 2)
relating to the Brookings Institute Study findings. The bond package
may be decided for a June vote but more likely November.
After discussion it was the consensus that the initial fallback positions
were already reflected in the ordering of priorities done by the Board
at the last meeting. The Board should ask for some flexibility to
re-order requests when crunch time arrives; in particular smaller
amounts of money could still make an impact on some of the projects
like parcel grants.
Town Release Forms Bill Hanson, a practicing attorney, had drawn up
two documents for consideration. One was a sample town meeting warrant
for addressing the data release issue. The second was a sample Memorandum
of Understanding Concerning Municipal Submission of Parcel Data. The
specific consensus was that the MOU was rather complex and perhaps
intimidating to the town officials. Bill agreed to rewrite the MOU
with that in mind.
The larger, overall issue of privacy vs public record provoked much
discussion. The discussion was lengthy and replicated many concerns
voiced of late in state and national forums about security, privacy,
matters of public record and the role of internet in society. The
Digital Parcel Standards and the legislation creating the GeoLibrary
were brought out and examined with respect to privacy and the Board’s
The Chair asked the Policy & Marketing Subcommittee to prepare
a privacy vs public recorded policy for review by the Board as soon
as possible. This should specifically address whether or not the Parcel
Standards need to be changed, and whether or not an MOU is required.
The meeting adjoined at 11:58