Intergovernmental Cooperation Agreement to Develop a Digital Parcel - - PDF document

Intergovernmental Cooperation Agreement to Develop a Digital Parcel Map Whereas, the City of Galesburg has been actively pursuing the development of a Geographic Information System (GIS) for several years, including the creation of the position of GIS Analyst in 1999 and the acquisition of high-resolution digital

• rthophotography for the City and surrounding areas in 2001 with the cooperation of the

Galesburg Sanitary District; and Whereas, the Galesburg / Knox County Emergency Telephone System Board has provided for the development of a county-wide digital roads database as a part of its Computer-Aided Dispatch system; and Whereas, the Galesburg / Knox County Emergency Telephone System Board and the Knox County Soil and Water Conservation District did cooperatively provide local funds towards the development of a county-wide digital soil survey and county-wide Digital Orthophoto Quarter-Quads (DOQQs) in 1999, further encouraging the development of GIS in Knox County; and Whereas, the aforementioned developments are all vital to the successful development, implementation and use of a GIS within the Office of the Knox County Supervisor of Assessments; and Whereas, Knox County and the City of Galesburg do recognize that information held by the Knox County Supervisor of Assessments Office is of vital necessity for the conduct of City business and that the ability to directly access this information by City personnel would improve efficiencies in both organizations; and Whereas, the City of Galesburg does currently and the Knox County Supervisor

• f Assessments will soon maintain high-speed computer networks that include the Knox

County Courthouse and that these networks could be combined to facilitate the sharing and synchronization of digital information; and Whereas, Knox County, the City of Galesburg and the Galesburg Sanitary District recognize that these developments all contribute towards the development of a unified, cooperative Geographic Information System; and Whereas, all parties agree that a unified approach must be undertaken in the further development of county-wide databases for the sake of efficiency and fiscal responsibility; and Whereas, should Knox County begin to conduct maintenance locally, rather than

• utsourcing that work, that savings would be accrued; and

Whereas, funding mechanisms are in place through the budgets of the City of Galesburg and the Galesburg Sanitary District for the fiscal year ending in 2003 and a fee collected by the Knox County Recorder’s office that would allow the parties to develop a digital parcel map for use by all.

Now therefore, in consideration of the covenants and promises hereafter set forth, it is agreed as follows:

• 1. That the purpose of this agreement is to provide for the unified development of a

digital parcel map beginning with development within the City of Galesburg that will eventually encompass all of Knox County.

• 2. That a joint committee of staff and officials from Knox County and the City of

Galesburg will cooperatively: 2.1. Develop a document that will facilitate the selection of a qualified, professional vendor that will actually develop the digital parcel map. 2.2. In good faith evaluate all responses received and recommend to the County Board an acceptable, qualified firm with which to enter into negotiation of a professional services contract to fulfill the parties’ needs with respect to a digital parcel map and all accompanying services. 2.3. Will develop a plan, with the aid of the selected firm, regarding housing and distribution of the digital parcel map.

• 3. That Knox County will:

3.1. Contract with a qualified vendor recommended by the joint committee. 3.2. Utilize existing staff within the office of the Supervisor of Assessments to maintain the delivered digital parcel map on at least a monthly basis to reflect the current condition of the parcel fabric of Knox County. 3.3. Make the digital parcel map and all related real estate information available to the City of Galesburg by way of their combined computer networks. If the County experiences problems with its databases or networks the County may discontinue providing access for the time period necessary to correct the

• problem. In such an event, the County shall give the City reasonable notice of

such discontinuance. 3.4. Utilize the same vendor and compatible methods when developing future Knox County parcel mapping outside the City of Galesburg. 3.5. Provide for continuing education & training for the staff directly involved in maintenance of the digital parcel map and maintain the software and computer hardware necessary for maintenance. 3.6. Be allowed to market, license for use and distribute data which has been developed cooperatively and data which has been developed exclusively by Knox County and that collected fees will be deposited in the fund established by the Knox County Treasurer pursuant to Illinois Public Act 91-0791 to support further GIS development within Knox County. 3.7. Provide the data, as well as all necessary software and training, in whatever forms reasonable, to its Departments and officials as well as those of the Townships.

• 4. That the City of Galesburg will:

4.1. Reimburse the County up to $142,000 ($130,000 from the City and $12,000 from the Galesburg Sanitary District) in the City’s fiscal year beginning April 1st, 2002 for the conversion of all parcels identified in the City of Galesburg / Knox County 1999 Comprehensive Development Plan’s Future Land Use Plan (Figure

10) with the exception of those designated for Agriculture, and the initial purchase of necessary maintenance software and training for the Knox County Supervisor of Assessments Office. Said conversion shall entail a change from manual, paper-based methods to digital methods. A copy of Figure 10 is attached hereto and made a part hereof. 4.2. Furnish the City’s orthophotography for the vendor to utilize as the base for digital parcel mapping within the City of Galesburg and immediately surrounding areas. 4.3. Plan to regularly update aerial photography to meet the needs of the City of Galesburg as funding permits. 4.4. Be allowed to market, license for use and distribute data that has been developed exclusively by the City of Galesburg. 4.5. Be allowed to make all data obtained from the County available to all City staff and officials and staff of the Township of the City of Galesburg by way of its

• wn computer network or other methods and that the City will be allowed to

make the digital representation of the parcels as well limited information (specifically Parcel Identification Number and address) available to the general public by way of computers available at City or Township facilities and the Internet.

• 5. That the Galesburg Sanitary District will receive updates of the digital parcel map and

real estate data for parcels within their district on a semi-annual basis for use by District staff, contingent upon payment by the District as set forth in paragraph 4.1.

• 6. That any data created by this unified agreement is provided for planning and analysis

purposes and shall not be used or interpreted beyond the limits described in any documentation accompanying the data.

• 7. That the parties understand and acknowledge that any data created as a result of this

unified agreement will be subject to constant change and although every effort will have been made to ensure its accuracy, that accuracy cannot be guaranteed. Errors and conditions originating from the physical sources used to develop the database may be reflected in the data supplied. The users must be made aware of the data conditions and bear responsibility for the appropriate use of the information with respect to possible errors, original map scale, collection methodology, currency and

• ther conditions specific to the data. No warranty expressed or implied will be made

by the parties regarding the accuracy or utility of this information. In no event shall the parties have any liability whatsoever for payment of any consequential, incidental, indirect, special, or tort damages of any kind, including, but not limited to, any loss of profits arising out of use of or reliance on the data or arising out of the delivery, installation, operation or user support. The determination of fitness of use of this data will be the sole responsibility of the user.

• 8. That any party may terminate this Agreement by giving no less that ninety (90) days

notice to the other party in writing. In the event that this agreement is terminated, each party may copy all electronic data to which it will lose access. After such copies have been made it will be the copying party’s responsibility to maintain that data for their own use. Should Knox County terminate this agreement it will, at its own

expense, provide to the City of Galesburg or the office of the Assessor of the Township of the City of Galesburg, software and training necessary for continued maintenance of the digital parcel maps, as well as monthly reports describing any changes to parcels within the Township of the City of Galesburg, unless otherwise agreed upon.

• 9. That this agreement shall remain in force until terminated or superceded.

Knox County By its Board Chair The City of Galesburg By its Mayor Attest County Clerk Attest City Clerk