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NYS ITS GIS Program Office

Geographic Information Systems Clearinghouse

Cadastral Data Work Group (CDWG)
Wednesday November 19, 2004

Minutes

Introductions
Members in attendance:John Trimber-Chair(Weiler Mapping), Larry Alber(DEC), Meghan Cook(CTG), Bill Godell(ORPS), John Kelly(SDG), Penny LaValle(Suf. Co), Rick Martens(Ren. Co), Bruce Oswald(CSCIC), Bill Ryan(NYS Tax/Finance), Doug Schuetz(Rockland Co Planning), Mike Swan(War. Co),
Members Teleconferencing: Matt Schwab(DEP), Jeff Quackenbush

Introductions / Housekeeping

Committee members introduced themselves. John Trimber, the work group chair, outlined the purpose of the work group and its main objectives (attachment 1). John indicated that the work group’s recommendations for cadastral standards would be presented to the Coordinating Body for approval. Bruce Oswald indicated that any standards adopted would be preferred standards, not mandatory standards and would provide guidelines for counties and other local governments to move towards over time.

Review work plan and schedule

John Trimber reviewed the work plan and schedule with the work group. Modifications to the delivery items and process were noted. (attachment 2). Bruce Oswald and Larry Alber will prepare the meeting report and forward it as well as the revised work plan and schedule to the work group members.

Define sub-committee tasks

The sub-committee tasks were defined as follows:

Form sub-committees

John Trimber assigned work group members to sub-committees and asked for them to complete their assignments prior to the next meeting.

Other Issues

The work group asked for a new committee e-mail addresses and phone numbers for all work group members. Bruce Oswald will send out work group e-mail addresses and phone numbers to all work group members.

Wrap-up

The next meeting will be held on Wednesday, January 19th from 10:30-12:30 pm in the 11th floor conference room at 30 South Pearl in Albany, NY. Bruce Oswald will provide work group members with details on the room and teleconferencing for the next meeting.


Attachment 1
Main Objective

Purpose:
Provide a forum for stakeholders in all sectors of New York State’s GIS community to participate in formulating recommendations to the GIS Coordinating Body for the improvement of digital land records data for use in GIS.

Objectives:
• Develop vendor-neutral recommended standards for digital tax parcel mapping that will facilitate cross-jurisdictional use of the data for local, regional, and statewide applications.
• Consider the compatibility issues between New York’s cadastral data and cadastral data from other states as well as integration in the National Spatial Data Infrastructure.
• Suggest strategies to improve the availability and compatibility of existing digital tax parcel data during the transition from current conditions through the implementation of new recommended standards.
• Consider integration issues with other GIS framework data including high-resolution digital orthoimagery and the High Accuracy Reference Network (HARN), and methods to resolve discrepancies that may arise between different data layers (vertical and horizontal integration).

Composition:
The Work Group will be chaired at the invitation of the Chair of the GIS Coordinating Body. Volunteer work group members will be recruited among known stakeholders, and efforts will be made to ensure that there is adequate participation especially from local government, state agencies, and the private sector. An open invitation will also be sent on the GIS Listserve. All participation is voluntary and non-compensated.

Logistics:
CSCIC will provide logistical support to the Cadastral Data Work Group, including the use of meeting space (if desired), teleconferencing facilities, note-taking, posting of work group information on the GIS Clearinghouse, and other staff support at the request of the work group Chair.

 

Attachment 2
Work Plan

Delivery Items

  1. Recommendation of data and metadata standards for NYS cadastral data.
  2. Inventory of current tax parcel mapping.
  3. Recommendation for transition steps and schedule to implement new data standards.
  4. Develop options to improve usability of existing cadastral maps during transition period.
  5. Recommendations for documentation on procedures to address data conflicts (and provide a standard method of notification) with:
    a. Other NYS framework data sets;
    b. Conflicting digital representations of municipal, special district, and taxing district boundaries; and
    c. Conflicting digital representations of State/International boundaries.
    The recommendations need to identify specific contacts and processes for the resolution of these conflicts. Current boundaries (e.g. special districts such as taxing districts) on the tax maps need to be documented for their current problems.

Process

  1. Form sub-committees to address specific tasks
  2. Review and summarize:
    a. Current ORPS rules and guidelines for tax mapping
    b. Adjoining states rules and/or guidelines
    c. FGDC standards
    d. National initiatives (URISA, etc.)
  3. Determine areas of current NY compatibility with other state’s rules and standards.
  4. Expand current ORPS “Tax map maintenance information” database to include information on the existing digital format in each county
  5. Discuss “best practice” issues, such as parcel numbering systems.
  6. Identify associated data layers, not directly related to assessment, which may benefit GIS users, i.e., survey control networks.
  7. Develop draft cadastral mapping standards
    a. Data standards
    b. Cartographic standards
    c. Transition schedule
  8. Identify costs associated with converting current tax maps to new standards. Attempting to identify the costs associated to converting to new standards will be extremely difficult to accomplish due to the changeable nature of the technology being used among others. Local governments will most certainly have concerns pertaining to those costs and that upstate counties will most certainly look for funding from sources such as the state. The benefits of the conversions must be real and directly applicable to the originators of the data with global benefits for its usage. Some benefits were noted: Ease to aggregate data internally to a county as well as regionally, provides an effective mechanism to synchronize county and town tax assessment data with the digital tax map parcels, and it remedies the present situation that RPS4 does not contain true digital tax maps which limits their usefulness.
  9. Develop draft cadastral mapping metadata standards
  10. Identify transition issues, including cost estimates
  11. Develop recommendation for transition plan
  12. Internal review of draft standards and plans (CDWG, ORPS, CSCIC)
  13. Revise as necessary and submit to Counties and assessors for comment
  14. Revise as necessary and submit recommendations to GIS Coordinating Body
  15. Revise as necessary for legislative submittal, if so directed by Coordinating Body

 

Cadastral Data Work Group (CDWG) – Tentative Meeting Schedule

Agenda Week of –
Finalize Delivery items, process and schedule, form sub-committees and task assignments November 15, 2004
Sub-committee reports – process steps 1-6, discuss and identify any areas requiring additional research January 17, 2005
Final committee reports, modify process or delivery items as needed, Assign tasks for process steps 7-10 to sub-committees February 28, 2005
Sub-committee reports – process steps 7-10, discuss and provide feedback to sub-committees April 18, 2005
Review and finalize step 7 – draft recommendation June 13, 2005
Review and finalize steps 8-10 – draft recommendations August 1, 2005
Review and approve completed documents, submit to ORPS and CSCIC for review September 12, 2005
Receive recommendations from CSCIC and ORPS, modify documents as appropriate, submit recommendations to the Counties and Assessors (NYSGIS conf.?) October 17, 2005
Receive recommendations from the Counties and Assessors, modify documents as appropriate and submit to the GIS Coordinating Body November 28, 2005

Additional meetings will be scheduled as necessary during the process and after submission to the GIS Coordinating Body