March 9, 1998

Attending Members
Mr. Ben Kittler, Professional Surveyor
Mr. Bob Wallace, Acxiom Corporation
Mr. Jim Wells, Wellsco Graphics Solutions
Mr. Cecil Davis, Department of Arkansas Heritage, for Cathie Matthews
Ms. Jerri Derlikowski, Department of Arkansas Heritage, for Cathie Matthews
Dr. Bob Bennett, Social Professor of Environmental Biology at Arkansas State University
Mr. Bill Bush, State Geologist and Director of Arkansas Geological Commission
Mr. Tom Webb, Professional Surveyor
Ms. Suzanne Wiley, Technical Analyst, Spatial Analysis Lab, School of Forest Resources, UAM
Ms. Susan Cromwell, Director, State of Arkansas Office of Information Technology
Mr. Shelby Johnson, Center for Advanced Spatial Technologies

Not Attending
Ms. Cathie Matthews, Director, Department of Arkansas Heritage
Ms. Shirley Sandlin, Benton County Assessor
Mr. Phil Schoettlin

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The first meeting of the Land Information Board was called to order and Susan Cromwell welcomed the members.

The members reviewed and discussed the sections of Act 914 which pertain to the Land Information Board. Jim Wells asked about the state backbone structure in relation to GIS issues and accessibility by all state agencies, counties and municipalities. The relationship between the LIB and the Joint Committee on Advanced Communications and Information Technology was explained to the members. Possible sources of funding for GIS projects was discussed in relation to Act 914 charging the Board with management of funds for such projects. Ms. Cromwell felt that Act 914 makes it clear that the State of Arkansas should have some level of base mapping available for everyone; inventory is necessary and data layers must be catalogued and/or completed, then it will be clearer what the State can do. A base level must be agreed upon as the goal, otherwise projects will be fragmented without a common base. It was pointed out that historically GIS has been very expensive, and that the land data system in the state is currently rooted in the 19th century. The data is very valuable but it is a paper-based, 19th Century index type system and it is very difficult to convert to any kind of digital format. How this paper-based data is routed throughout the state, maintain the integrity of the system, and how the money is found to do that is the question.

Suzanne Wiley, Tom Webb, and Bill Bush talked about the original Land Mapping and Records Modernization committee. The legislation for that Board was enacted in 1993, and the Board met in 1994, 1995, and 1996. Several of the LIB members were involved in that first effort. Ms. Cromwell asked what happened to the efforts of the first board and was advised that there was no support for funding and the governor never appointed the official board. There apparently was no support in the legislature.

Mr. Bob Wallis asked for a briefing to learn more about current conditions in Arkansas to get all members up to speed. In response, the October 1994 "Mapping and Land Records Modernization" report that was prepared for Governor Tucker will be provided to those members who request it.

Ms. Cromwell discussed current efforts in the DIS Working Groups. She stated that DIS is committed to including everybody in the processes and definitions of state standards and policies for the growth of information technology. To meet this goal, working groups have been formed from members of all agencies and each group has certain tasks to perform on behalf of the state. The GIS Working Group has set about to provide material to the LIB to assist in the advancement of ideas;they are also working on developing an inventory for the State of Arkansas. Shelby Johnson is the state contact for the Federal Geographic Data Committee national survey on the state's inventory of GIS resources and will come back to the LIB with information about the state's inventory. The Working Group also has a subcommittee that is working on defining metadata standards. Everything the working group does will come back to the LIB for discussion and recommendations.

Shelby Johnson discussed the FGDC and National States Geographic Information Council and their effort to try to assess framework data relative to how each state is progressing. Starting in January, they began surveying all 50 states. The list that was sent out in Arkansas was based on the first GIS working group meeting, which was by no means a comprehensive list, but more of a census. There has been a pretty good response rate (61%). The surveys have been returned to NSGIC and they are going to begin analyzing the data. Mr. Johnson described the activities of the GIS Inventory Subgroup, which is going to attempt to build a GIS dataset that can be distributed in different formats which will indicate what information is available for each quad. What will be focused on is framework data, a census of regional scale, everybody can use and benefit from it. Shelby recommended a booklet called "The Framework," from the NSDI and available from the FGDC (http://www.fgdc.gov) or USGS. It is an introduction and guide of framework data. He added that NSGIC does not expect survey results until April or sometime before June.

Susan Cromwell asked what the state should be responsible for regarding framework data. Shelby Johnson responded that what the state should be interested in is the framework data from the USGS. Some other data that may be utilized is not in the framework, a good example being soils data. The framework definition does not include Natural Resource Conservation Service soils data. Mr. Johnson felt that NRCS data is needed by the state, and this needs support from the group. By Year 2000 NRCS has a goal to develop 27 Delta counties. This is a dataset the state could take advantage of.

Susan Cromwell presented the idea that Shelby Johnson's GIS Inventory Subgroup take the information he has at this time and and that the LIB study whether there is representative data that the state needs in that checklist, add to it, and try to identify what the state should have as base level data. Mr. Johnson felt that this was a reasonable strategy. He indicated that one of the things the inventory team is working on is going through the available datasets useful to everyone and seeing what fits in the framework, and pick out those things that don't fit in the framework but that are generally useful for everyone.

Susan Cromwell asked whether the LIB could have an impact on the upcoming legislative cycle. Dr. Bob Bennett suggested that some sort of agenda needed to be taken to the legislature for discussion to demonstrate the Board's involvement, rather than to wait two more years to propose anything. A time frame was discussed regarding the legislature. It was felt that the Joint Committee for ACIT would be very receptive to the recommendations of the LIB and that they need to be kept informed as to the Board's activities. It was also mentioned that some members of the Joint Committee will not be around in the future, and that this could be a problem in the House. A discussion followed regarding the individual members of the Joint Committee and whether they would be leaving in relation to election times. It was agreed that the LIB needs to do something regarding keeping the Joint Committee informed and examine future strategies. It was suggested that the Governor's office be kept apprised of budget needs.

Ms. Cromwell explained that her office administers technology grants and that there are several GIS-related grant applications being reviewed at this time, one from CAST on the development of a clearinghouse, and one from PAGIS. She continued to talk about what the DIS Working Groups are doing and that metadata standards are being studied to identify datasets that are critical for Arkansas. Another group is going to forward to the LIB their best guess as to priorities for development of datasets. Ms. Wiley felt that leadership for the Working Groups needs to come from the LIB as being the group mandated to develop metadata standards and and inventory of state data. Ms. Cromwell explained that she and Shelby Johnson will be the link between the LIB and the DIS Working Groups. Ms. Wiley suggested that members of the LIB should be directly involved with the Working Groups. Mr. Bush pointed out that he had several staff members serving on in the Working Groups already.

A brief break was taken.

The meeting reconvened with Ms. Cromwell reiterating that the Working Groups will report to the LIB. She then asked if anyone had questions regarding Act 914 regarding the LIB. Ms. Wiley brought up the issue of a Stand Land Information Coordinator to provide technical assistance to the Board and other jobs noted in the legislation. Ms. Cromwell said that if the Board would like to have an offical Coordinator and that this should be an initial issue for funding. She explained that Michael Hipp asked that she be the Coordinator to the extent that she could represent the issues back to him until the Board makes arrangements for an official Coordinator. It was explained that DIS does not have any personnel or expertise within the department to fill that position. It was agreed that Ms. Cromwell should continue to report back to Mr. Hipp until this need could be officially dealt with. Ms. Cromwell said that there was no funding for this cycle for such a position.

Mr. Ben Kittler inquired about a State Geodetic Advisor as a separate need and Mr. Webb explained such a person would corroborate wholly in a technical capacity. He explained that the program for State Geodetic Advisors was instituted by the National Geodetic Survey, which maintains geodetic control throughout the U.S. They no longer have funding to maintain and extend this control, so they started to support the states in having such advisors to work with NGS to maintain the infrastructure to tie all land data to coordinate systems. Mr. Webb believed that Arkansas needs an Advisor to inventory and maintain the geodetic control in the state and extend it. He also mentioned that in cooperation with NGS, over the last year the High Accuracy Reference Network observations established monuments throughout the state that are tied to a statewide adjustment. For the first time in Arkansas, monuments are completely correlated. This needs to be supported and expanded and a state Geodetic Advisor could do this full time. The Land Information Coordinator would be a high profile position of doing education, cheerleading, and setting agendas. The State Geodetic Coordinator is a very vital, but invisible drudge who's doing very important infrastructure work.

Mr. Kittler brought up the fact that there are thousands of monuments in the state that have been neglected and are difficult to find. Another member pointed out that he was doing work for various state agencies and that these agencies wanted everything tied to a statewide coordinate network and that fortunately with GPS technology, this is becoming more possible. It was stated, though, that if there was nothing from the state to provide this, that the expense falls on agencies, counties and cities who can't afford to do so.

Ms. Cromwell inquired as to whether there was a foundation at all. The response was that NGS can no longer do so; they provide the information, but it's everyone for themselves. And that the infrastructure that is out there is decaying and being lost. There was discussion about the remonumentation program and how it is not economically feasible and not working.

Mr. Bush explained that the Land Survey Division used to be under the Commissioner of Lands, and then in the 70s it was transferred to the Geological Commission, and that the remonumentation program was about twice then what it is now. Over the years it has eroded down and it is a losing battled. He felt that a Geodetic Advisor would be a very key role in making the transition from recordkeeping at this time into a system that can be used.

Mr. Kittler expressed the hope that with a clearinghouse at some point in time it would be able to have a central contact that would have a collection of all monuments and a sharing of this data. Mr. Bush felt that this would also help eliminate survey problems that are very time consuming. It was agreed that it is very important to support the High Accuracy Records Network.

Returning to the subject of personnel, Ms. Cromwell asked whether there was any other staff besides a Land Information Coordinator and a Geoditic Advisor that should be included in a legislative request. Ms. Wiley pointed out that another mandate of the legislation was that the LIB should provide data to state agencies, so she felt that some kind of administrator or technical GIS person would be needed, distinct from the Land Information Coordinator.

Ms. Cromwell brought up the section of the Act that says that DIS "will house and maintain," and said that if there was already an infrastructure, was it redundant for the state to build another, and that perhaps the state could help fund whatever existing structure exists. She felt that with the development of the high speed state backbone, that could be the biggest help right now.

Ms. Wiley point out that none of the agencies have any extra positions to give away and that if there was a state-funded position that would go along to support the manager and data distribution and manipulation and conversion, that would be a big part of the job.

Mr. Bush pointed out that the way the law is written on the state Land Information Coordinator, the Board should ask Michael Hipp how to handle this, since it is a duty of his, really not the Board's, and if that position is going to be requested, it's going to be requested under the DIS budget process. All the duties of that person needs to be lined out to take to Personnel for justification, and if Mr. Hipp should go for that position and have the Board's support of the necessity of it. Then the other technical position of the Geodetic Advisor –even though it is not actually listed–could be something the Board could request.

Another member mentioned that there is a book out by the National Academy of Public Administration with a report for the USGS and other federal agencies, and one of the things recommended is that NGS be moved away from the Natioanl Oceanic and Atmospheric Administration (NOAA) and be under the guidance of USGS.

Ms. Cromwell moved on to a discussion of the appointment of the chair for the Board and to the scehduling of the next meeting and a regular meeting time. The recommendation was to meet monthly or at least do as much work on-line as possible. She also recommended that Clarence Durand do a presentation to the Board on backbone development and timetable as soon as possible. A question was raised as to whether the Joint Committee had any dollars to put towards the backbone development, and it was pointed out that they had just begun to learn about it and that DIS would ask for help with that. One member stated that he felt the Board should support that effort, and that there's no point in having a clearinghouse if the data is inaccessible.

Ms. Cromwell asked Shelby Johnson to share his inventory information with the Joint Committee as soon as it is available. The next Committee meeting is in April, and she suggested that the LIB meet the same date as the Joint Committee in early April and then attend the Committee meeting.

Mr. Bush then nominated Suzanne Wiley to serve as chair, who respectfully declined.

Ms. Wiley then nominated Bill Bush as chair, and another member seconded the motion. Mr. Bush pointed out that he would need some assistance and he was assured this would be forthcoming from Ms. Cromwell's office. Ms. Cromwell then nominated Shelby Johnson as Vice Chair.

Mr. Johnson respectfully declined, pointing out that he thought it would be better for someone from education or in the private sector to hold the Vice Chair, but that he would do it if requested. Mr. Tom Webb was then nominated to serve as Vice Chair.

A vote was taken and Mr. Bush was elected Chair and Mr. Webb was elected Vice Chair.

The issue of travel expenses was brought up and discussed, with the recommendation that DIS cover the costs. A motion was made that if and when the funds are available, those who travel from out of town be reimbursed. This was seconded, a vote was taken, and the motion passed.

Mr. Bush also explained that most Boards are responsible under legislation for creating an annual report and mission statement for the Legislative Council, and he recommended that this be planned.

It was asked if the Board needed to appoint a secretary, and Ms. Cromwell proposed that if staff is not available at any given time for secretarial duties, that this function be rotated amongst the members of the Board.

A meeting time was agreed upon as being the same day as the Joint Committee meeting on April 14 with the time to be decided later. The possibility of a monthly or bimonthly meeting was discussed. The possibility of conference calls was also mentioned.

The meeting was then adjourned.

Summary

  • Clarence Durand will be asked to give state backbone presentation

  • Shelby Johnson will provide survey data to LIB

  • LIB will be actively involved in Joint Committee for ACIT meetings

  • GIS Working Group will report directly to LIB

  • GIS Inventory Subgroup will define framework data

  • Annual report and mission statement will need to be addressed in the future

  • Joint Committee and Governor's Office will be kept apprised of LIB needs and activities

  • LIB should develop a list of interested legislators

  • Land Information Coordinator and State Geodetic Advisor needed