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HomeMy WebLinkAboutCOM 0864.002 1998-2000 Stephen K. Yamashiro G.A. Rock Mayor K. Director County of Hawaii DATA SYSTEMS DEPARTMENT 25 Aupuni Street, Room 102 Hilo, Hawaii 96920-4252 (808) 961-8207 Fax(808)961-8453 August 24, 2000 To: Bobby Jean Leithead-Todd, Chair Hawaii County Council Committee on Planning From: Will Freeman, GIS Analyst Re: Materials from past two GIS Planning Group meetings I would like to thank you and the Planning Committee for the opportunity to present our progress and successes with the GIS Support Program at your Planning Committee meeting on August 22nd. Per our discussions during the presentation, I am sending you copies of all materials for distribution to Planning Committee members from the two GIS Planning Group meetings held so far (May 31 and July 20). These materials include agendas, handouts, and follow- up meeting summaries. Please note that I have not included one handout item from the May 31St meeting. This item was a copy of the revised State Office of Information Practices rules for processing government record requests: Hawaii Administrative Rules, Title 2, Chapter 71 "Agency Procedures and Fees for Processing Government Record Requests." This item is somewhat lengthy and was presented for general reference purposes only. From this point on, I will be sure to inform the Council of all GIS Planning Group meetings, training workshops, and other activities of the GIS Support Program. Comm. T Z cc: G.A. Rock, Data Systems Director File No. ~ Ref. To: Ref. Date AUG Z A 2 s~ Hawaii* County GIS Planning Group s; r Meeting Agenda Date/Time: Wednesday, May 31,2000,1:30-4 p.m. Place: Police Conference Room "A" Planning Group Issues Purpose of the GIS Planning Group 1. Review, Investigate, Coordinate, and Plan Countywide GIS Issues and Projects 2. Provide forum for long-range GIS planning issues 3. Provide forum for inter-agency coordination and support Meeting Schedule (tentative): Monthly meetings for the first 3-4 meetings and then quarterly from then on. Speakers / Demonstrations / Presentations? GIS Plan 1. Overview of the GIS Plan (PowerPoint presentation) 2. Comments on GIS Plan Updates of Current GIS Projects 1. Data Systems (TMK license agreement, TMK-street address project, Project Impact projects) 2. Planning (LUPAG map, zoning map) 3. Water (water infrastructure map) New Countywide Issues/Projects 1. Public Access to County GIS Data (policies for fees, forms, distribution, etc.) 2. Updates to roads layer Announcements/GIS News 1. GPS Selective Availability (SA) is now turned off. 2. C&C Honolulu GIS Data is now free for web download. Next Meeting 1. Date/Time/Place 2. Agenda items For additional information, please call Will Freeman at 961-8447 GIS Planning Group - May 31, 2000 Roads Layer Updates Issues 1. Police and Fire Departments use a roads GIS layer that needs a major update. 2. Although the Police and Fire Departments presently use the roads layer as a part of their E-911 dispatch systems, the responsibility for maintaining this layer should be with another agency. Official responsibility for the roads layer and updates needs to be assigned to an agency with roads-related responsibilities. 3. A major update is required to make the roads layer current. This will likely require a contract to an outside vendor. 4. An administrative and workflow process needs to be implemented so that updates to the roads layer will continue on a constant/consistent basis. This will require coordination between various agencies that have responsibility for the various pieces of needed information: a. DPW - Highway Maintenance: road lines/locations; b. Planning: public road names; c. private road names; and d. DPW - Building: street address ranges. Tasks Roads Layer Updates (Countywide Use) - Vendor Contract 1. Need to release layer from Police Department. Some restrictions apply because layer was developed using drug forfeiture money. Upon release, all agencies can use the layer. 2. Form a Task Force or Committee to design a workflow process and database components to add new lines, give road lines a name, assign address ranges, add additional needed attribute information to the road segments. Committee may contain representatives from: a. Mayor's Office : Provide countywide direction and possibly funding; b. DPW - Highway Maintenance : Has road line locations; c. Planning - Assigns/approves road names; d. DPW - Building : Assigns address ranges; e. DPW - Traffic : Policies for road signs; f Finance : Will input data about road/bridge conditions/values; g. Police : Uses roads layer in E-911 CAD system; h. Fire : Uses roads layer in E-911 CAD system; and i. Data Systems : Coordinates GIS; technical support for implementation. Additional Tasks for Police / Fire Departments - Separate Contract 1. Process the updated roads layer and database for new MSAG list; 2. Update ALI file; 3. Add fields for road access code (4-wheel needed, 1-lane gravel, 2-lane paved, etc.) and bridge condition; and 4. Convert the updated roads layer to IPS format and integrate into E911 dispatch CAD system. Summary of GIS Planning Group Meeting May 31, 2000,1:30-4:00 pm Handouts: 1. "Data Systems Department GIS Plan Presentation" - Printed outline of the PowerPoint slides used in the GIS Plan presentation. 2. New Office of Information Practices (OIP) rules - HAR §2-71; "Agency Procedures and Fees for Processing Government Record Requests." 3. "Roads Layer Updates" - issues involved with doing a general update and providing an update process to maintain a Roads GIS layer. Planning Group Issues The GIS Plan is in place and will evolve as needed. The GIS Plan shows detailed short- term goals and objectives that are primarily concerned with development of agency-specific GIS applications, Project Impact projects, and obtaining and developing needed GIS data layers. Data Systems Department has developed some general long-term goals for incorporation into the plan. Refinement of these goals will be made as GIS Planning Group meetings are held in the future. Long-term Goals: Within five years, the County of Hawaii should have a fully coordinated GIS program in which critical GIS data layers, both of general and special use, are available and being maintained in an up-to-date manner. The data, though originating from one department or agency, shall be made available to all County departments and agencies as needed for use in GIS projects and analysis. Data Systems Department will continue to serve as the coordinating body to facilitate the sharing of GIS data, resources, and expertise among all County organizations. In addition, GIS applications development and programming services will be provided to County departments and organizations. Agendas for the Planning Group will be mailed out a week or so before meetings. Attendees should contact Will Freeman prior to mailings to add agenda items. Planning Group meetings will likely be scheduled monthly for the first 3 meetings to get the planning process going and then quarterly meetings should probably be sufficient. The purpose of the Planning Group will be to focus on Countywide GIS issues such as developing a long-range vision for the County GIS Program, inter-agency coordination of GIS activities as needed, developing priorities and direction of on-going implementation of GIS activities. Overview of the GIS Plan A PowerPoint presentation was used to provide an overview of the GIS Plan, its components and appendices (an outline of the PowerPoint slides was provided as a handout). Comments on the plan were requested and should to be sent to Will Freeman. Page I of 3 Project Updates Data Systems updated their GIS-related projects: 1. TMK Parcel GIS Layer License Agreement - A price and service agreement for a Countywide license was negotiated with a Honolulu vendor in coordination with Planning Department and Real Property Tax Office. 2. TMK-Address Matching project - In coordination with DPW-Building DivisionData Systems is in the process of developing a contract for Hawaii Information Service (formally MLS Hawaii) to compile all matching street addresses and matching TMK parcels. 3. Project Impact Projects - Data Systems has received some Project Impact funding to do GIS-related projects for Civil Defense and Fire Department. Hardware and software are being acquired. The GIS projects will begin after these resources have been acquired. Data Systems is helping to coordinate other Project Impact projects for basic data gathering and Mauna Loa lava flow hazard assessment. Planning Department provided updates for GIS-related projects: 1. LUPAG Map (a part of the General Plan update program) - The LUPAG (land use) map will be completed when the General Plan is completed and approved by the County Council. As a part of the LUPAG map updates, many infrastructure layers are being created and/or updated. 2. County Land Use Zoning Map - The Planning Department has only recently started developing this GIS layer from the newly acquired TMK parcel layer. Water Department provided an update on their water infrastructure GIS project: 1. The Water Department is installing a new Oracle version of their GIS database system. The previous versions (MS Access and MS SQL Server) had not worked correctly. Assuming the new installation goes as planned, work will continue immediately on developing the County water infrastructure GIS layer. New Countywide Issues/Projects Public access to County GIS data - Data Systems announced that it will process public requests for GIS data within its responsibility using the new OIP rules (copies of these rules were provided as a handout). If other agencies want additional fees to be charged and /or specific forms to be filled out when GIS data within their responsibility is distributed, Data Systems will follow these procedures as requested. Before any agency's GIS data will be released, each agency must contact Data Systems with respect to their distribution requirements in order to enable Data Systems to coordinate work schedules and alert the County agency to any OIP- related fees that had to be assessed to search, review, and segregate the GIS data. Roads Layer Updates (Outline of issues provided as a handout) - A roads GIS layer is one of the primary layers needed as the basis for the County GIS Program. The only GIS roads layer used by the County (used by the Police and Fire E911 Dispatch Systems) needs a major Page 2 of 3 update. Further, a process needs to be established to continually maintain this GIS layer and must involve all agencies that have relevant data (Planning approves road layout / location and assigns road names; Public Works-Building Division assigns address ranges, Public Works- Highway Maintenance maintains the County roads). However, some responsibilities have not yet been assigned and must be reconciled in order to adequately maintain data layer: i.e. Which agency will actually do the GIS processing for updates? Will Freeman will coordinate with the Planning and Public Works departments and County Clerk's Office to outline possible workflow paths and procedures in order to seek funding for the major update. The update will most likely be done utilizing a professional services contract. Announcements/GIS News GPS Selective Availability (SA) is now turned off- As of May I, 2000 the US Department of Defense turned off Selective Availability on the global positioning satellite system. This means that the accuracy of non-corrected GPS data has effectively been dramatically increased. The practical result is that now even small handheld GPS receivers ($150) can have an accuracy of several meters and better (with point averaging). City and County of Honolulu GIS Data is now free for web download - As of Mid-May, 2000, the City and County of Honolulu's entire GIS database is now available for free download from the web. This data can be accessed at: http://204.182.239.29/honolulu. Next Meeting The next meeting of the GIS Planning Group was tentatively scheduled for Wednesday, July 12, 2000. Meeting time and place will be announced. Page 3 of 3 Hawaii County GIS Planning Group ;~,tv4i4+ Meeting Agenda Date/Time: Thursday, July 20, 2000, 9:00 -10:30 a.m. Place: NOTE ROOM CHANGE County Council Room <<< (The Police Department pulled rank and took their room back) GIS Plan 1. Final draft completed and distributed. Comments? Updates of Current GIS Projects 1. Data Systems (TMK license agreement, TMK-street address project, "Project Impact" projects) 2. Planning (LUPAG map, zoning map) 3. Water (water infrastructure map) 4. Updates to roads layer New Countywide Issues/Projects (none) Next Meeting 1. Date/Time/Place 2. Agenda items For additional information, please call Will Freeman at 961-8447 GIS Planning Group Meeting July 20, 2000 Summary /Status of Data Systems Department's GIS Support Program and Projects July 2000 Update on DSD's GIS Support Program The DSD GIS Support Program has acquired various tools since the last Planning Group meeting. We now have an HP 755CM plotter (E-size), a GIS computer, and a departmental license for TMK parcel data. We have also started the licensing process to acquire a copy of NT Arclnfo and are in the process of acquiring Visual Basic, ESRI's MapObjects LT, and related development tools to begin developing in-house GIS applications. TMK Parcel Laver-Agreement & County-Wide Access The County-wide license agreement with GDSI Hawaii has been completed and is in effect. This means that all TMK parcel data layer licenses purchased by any County agency will be applied towards a County-wide license. The agreement also stipulates that all County licenses will get free monthly updates in exchange for the Planning Department supplying GDSI Hawaii with free monthly updated parcel information. At present, the Data Systems Department and Public Works have acquired departmental licenses and Planning has a single-user license. Data Systems has also purchased the county-wide Internet use license. This means is that we are about I %2 departmental licenses away from full county-wide access to use the TMK data layer. TMK - Address Matching Project This agreement between Hawaii Information Service (HIS), DPW-Building Division, and Data Systems is in the process of being completed. When completed, HIS will enter TMK numbers and matching street addresses into an MS Access database to build a County-wide TMK-Street address database. Roads Laver Update Research has started on identifying the sources of information for updating the Police Department's GIS road layer. However, this roads layer will not be immediately available to be updated. This layer was originally created by the Police Department under a contract that used federal drug forfeiture money. Since this moneyt has restricted use, the roads layer may also have restricted use. The Police Chief is seeking clarification from State Attorney General the federal Department of Justice the on the use of products obtained from the use of drug forfeiture monies. Further work on update procedures and data sources will continue during this clarification process. Page 1 of 2 Project Impact Projects Revised Tsunami Evacuation Zone Maps (Civil Defense) - Project not started yet. Need to coordinate with the new Civil Defense Administrator. Real-time analysis and response GIS Application (Civil Defense) - Project not started yet. Need to coordinate with the new Civil Defense Administrator. Wildland Fire Resource Maps /GISApplication (Fire Department) - Project not started yet. NEW - Mitigation Data Gathering - This is a new Project Impact project that replaces the Natural Hazards Database project originally envisioned. This project will be put out as an RFP or professional services contract. The focus of this project is to gather information from public meetings and other sources and create GIS layers for existing disaster mitigation resources and facilities as well as community needs for mitigation and evacuation. (See scope of work handout for details). Mauna Loa Lava Flow Hazard Assessment - The scope of work has been detailed and we are starting the contracting process with the Hawaii Volcanoes Observatory (part of the US Geological Survey) at Hawaii Volcanoes National Park. Page 2 of 2 -Grano ofWnrk: Project Impact Project - Disaster Mitigation Data Gathering Contract Need: The County of Hawaii requires contracted services to perform mapping and geographic information system (GIS) services. The County needs various geographic information system (GIS) data layers relating to the mitigation of natural disasters. Some of these layers will be processed using information collected from public meetings, information provided by government agencies, or analyses/tasks performed by the contractor. In other cases, the required base data may not exist or is not readily available. In these cases, the contractor will be required to outline and summarize the need for the data layer and the status of existing data set. The contractor will prioritize these data needs for future data processing projects. GIS Layer Requirements: All GIS data layers shall be submitted using the following specifications: 1. Storage Formats: CD Rom or 100 MB Zip disk or 1.44 MB floppy disks; 2. GIS Data Formats: Arclnfo export (*.E00) or Shapefile format (*.shp, *.shx, *.dbf); 3. Database Formats: if all attribute data are not stored as a part of the GIS file format, these data should be in one of the following DBMS formats: dBase IV (*.dbf) or MS Access 95 or 97 (*.mdb) (NOTE: MS Access 2000 format is not acceptable); 4. Coordinate System: Hawaii State Plane, Zone 5, NAD83, GRS 1980, feet units; 5. with data dictionaries and/or metadata files sufficient to explain all data fields and all data field entries; and 6. with all relevant labels and other annotation for all map features. Annotations should reference local common names and landmarks. Task Descriptions: The current project will require the contractor to: 1. Develop "Public Needs" GIS Layers relating to Emergency Infrastructure A. Coordinate with Project Impact Coordinator - Contractor shall coordinate with Project Manager to develop materials for public meetings (i.e. base maps of existing shelter and other emergency-related facilities). B. Attend Public Meetings - Contractor may need to attend as many as 12 public meetings to develop a "Public Needs" GIS data set. C. Develop "Public Needs " GIS data layers - Develop "Public Needs" GIS data layer set using input from public meetings and collaboration with County Civil Defense and other emergency personnel as necessary. GIS layers should be based on specific topics (i.e. road improvements, shelter improvements) and should include all relevant annotation. 2. Develop a GIS Layer for Evacuation Shelter Evaluation and Status A. Coordinate with State Civil Defense - Coordinate with State Civil Defense on their procedure and criteria for evaluating emergency shelters. B. Delineate Shelter Population Areas - Use 2000 census information to delineate boundaries for designated population areas for each shelter. Delineation criteria should include the rated capacity of each shelter as well as travel time to shelters. C. Produce GIS Layer showing the Status of Shelters - Using information from Public Meetings, Shelter Evaluation information provided by the State Civil Defense, and N Page I of 2 contractor's population analysis (based on 2000 census information), produce a GIS layer containing the current status information for emergency shelters for the Island of Hawaii. The complete list of shelter status criteria for this GIS layer should be derived from concerns expressed in public meetings, criteria delineated in the State Civil Defense evaluation procedure, and discussions with County Civil Defense personnel and other emergency personnel but should include at a minimum: a. Shelter name (using locally-understood landmarks and names); b. Shelter ID (using State/County ID system); c. Shelter Occupancy (Rated Capacity) (from State Civil Defense Evaluation) d. Designated Population Assigned to Shelter as percent of Rated Capacity (from contractor's Population Analysis and delineation); e. Back-up Power Capabilities (quantitative if possible, i.e. "50 Kwh/day for 7 days" may be represented as "50.7"); f. Back-up Water Capabilities (quantitative if possible, i.e. "1000 gallons/day for 7 days" may be represented as "1000.7"); g. Emergency Medical Capabilities (i.e. first aid only vs other capabilities, refrigeration for medicines); h. Parking and access (qualitative assessment only); and i. ADA compliance (yes/no). 3. Conduct a GIS Data Needs Analysis for Unavailable Data A. Needs Assessment - Based on public meetings, discussions with County Civil Defense and other emergency personnel, the contractor will develop a list of data needs for GIS layers that are either not presently available, lacking sufficient data, or out of project scope, but are nonetheless required to implement evacuation plans, operations plans and other emergency plans. B. Summarize Data Collection Requirements - Using the list of GIS data layer needs (above item), describe the reason for the need for each data layer and summarize the required data collection and compilation efforts/tasks to produce each data layer. If the necessary data presently exist, but in a non-digital form, where possible for each layer, the description should include the extent, completeness, and status of the existing reference data set, location of the existing data set, and agency or other contact persons who are presently responsible for maintaining the data set. C. Prioritize Data Layer Needs - Prioritize the GIS data needs list based on their relative importance in meeting current needs for implementing evacuation plans, operations plans and other emergency plans. 4. Develop GIS Data Layer using FIRM Maps for Hilo Area (as time permits) Digitize Flood Insurance Rate (FIRM) Maps for Hilo Area - If time permits, the contractor will digitize the current FIRM maps (available from the Hawaii County Data Systems Department) for the Hilo area (map numbers 155166 860, 870, 880, 885, and 890). The FIRM maps do not have coordinate reference tics or grids. Therefore, each map will need to be georeferenced to real world coordinates using landmarks on each map and GPS or other tools sufficient to ensure an accuracy of 5 meters or better for all parts of each map. Page 2 of 2 Summary of GIS Planning Group Meeting July 20, 2000, 9:00 am -10:20 am Handouts: 1. Summary/Status of Data Systems Department's GIS Support Program and Projects, July 2000 - This summarizes the current status of all of the Data Systems Department's GIS-related projects. 2. Scope of Work: Project Impact Project - Disaster Mitigation Data Gathering Contract - This scope of work describes a new project added to the Project Impact list of projects. The focus of this project is to gather information from public meetings and other sources and create GIS layers for existing disaster mitigation resources and facilities as well as community needs for mitigation and evacuation. Meeting Summary Will Freeman asked for comments on the final draft of the GIS plan. Please send all comments, suggestions, etc. about the plan directly to Will. Will Freeman presented a summary of the Data Systems Department's GIS Support Program and projects. Handout #1 summarizes the status of the program and projects. There was one change in the list of Project Impact projects that the Data Systems Department will be involved with. The Natural Hazards Database project has been replaced with a more focused data gathering project to help support community- based mitigation efforts. The scope of work for this project is detailed in handout #2. This project will be put out very shortly as an RFP or professional services contract. Noran Kato presented the status of the Planning Department's GIS projects. Several GIS layers will be completed and available for county-wide use after the completion of the General Plan revisions. These layers include a revised LUPAG (land use) layer and public facilities layers. The review draft of the revised General Plan is nearing completion and will soon be put out for public review. The Planning Department will complete the General Plan revisions after public hearings and eventual approval by the County Council. A GIS layer for County zoning is being currently developed. Although the current efforts on the zoning layer are to directly support the General Plan revision process, the zoning layer will be completed for eventual county-wide use. The zoning layer is not due to be completed until after the completion of the General Plan revisions. Craig Shimabukuru presented the status of the Water Department's GIS layers for water infrastructure. The Water Department is using very accurate "coordinate geometry" (LOGO) data entry methods to map their water systems. They are approximately 65% complete entering the water lines for the North Kona water system.