GIS/Website Grant/se of a
December 9, 2013
Cathy Danahy
Deputy Secretary of State for Records Management
Executive Director— Nebraska State Records Board
Nebraska Secretary of State's Office
Records Management Division
440 South 8 Street, Suite 210
Lincoln, NE 68508
RE: City of Blair— GIS — Based Electronic Records Management
Dear Ms. Danahy,
On July 31, 2013, the City of Blair was awarded the above grant in the amount of $10,080.00.
At the time of application, we stated the grant project completion date would be December 31,
2013. Due to an unforeseen illness by the key individual leading this project, we will not be
able to meet our completion deadline.
The City of Blair would like to request a six -month extension to allow us additional time to
complete our plan to implement improved access of public records. This project will be
completed on or before June 30, 2014 and all required documentation for reimbursement will
be submitted by that date.
If you have any questions, feel free to contact me. Thank you in advance for your consideration
of this request.
Sincerely,
Rodney Storm
City Administrator
218 South 16th Street ® Blair, Nebraska 68008 a 402 -426 -4191 • Fax 402 -426 -4195 • E -mail cityofblair@ci,blair,ne,us
Phil Green (Blair, NE
Dear Mr. Green,
At a meeting on July 31, 2013, the Nebraska State Records Board (Board) approved your
grant application - City of Blair - GIS -Based Electronic Records Management - in the
amount of $ 10,080.00 . In order to provide awards to all applicants scoring high on the
grant criteria, the Grant Review Committee recommended an award less than your
request of $24,000.00.
Expenditure documentation and original invoices, containing descriptions of services
provided for this project must be approved by you then submitted to the Board through
me at the address below for payment. Upon receipt, examination and approval of the
expenditure documentation, the invoices will be paid from the Board's grant funds
directly to the agency, vendor or individual providing the services or products.
Please note that the grant project completion date is December 31, 2013 as stated in your
grant application. If you are unable to complete the grant project by the stated project
completion date, you must submit, by e -mail, regular mail or facsimile, to the
undersigned 30 da sy_ prior to December 31, 2013, a grant project extension request
specifying the reasons for not completing the project in the stated timeline and stating a
new completion date, not more than six months thereafter. The extension request will be
reviewed and you will be notified of the approval or denial of the extension request. If the
project is not completed by the stated completion date, original or extension, the grant
balance is subject to forfeiture and may not be available to the applicant.
Additionally, the Board has requested upon completion of this project, a written report be
submitted to the Board. The report must include financial overview (on budget, below
budget, over budget) as well as URL links demonstrating the improved access of public
records. Please submit your report to me at the conclusion of your project.
Congratulations and please feel free to contact me at any time if you have questions.
Sincerely,
Cathy
Cathy Danahy
Deputy Secretary of State for Records Management
Executive Director - Nebraska State Records Board
Nebraska Secretary of State's Office
Records Management Division
440 South 8th Street, Suite 210
Lincoln, NE 68508
PHONE: (402) 471 -2745
FAX: (402) 471 -2406
cathy.danahy@nebrasl<a.gov
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Nebraska State John A. Gale
Records Board Chairman
440 S 8"' St Ste 210
Lincoln, NE 68508
(402) 471-2745 j
APPLICATION FOR STATE RECORDS BOARD GRANT f
TO IMPROVE ACCESS TO PUBLIC INFORMATION
The Nebraska State Records Board is sponsoring a giant program for Nebraska government
agencies for the development of programs and technology to improve electronic access to
state government information and services. Grants will be awarded for one time finding of
small projects. No grant request shall exceed $25,000.00. The grants may be used for the
creation or enhancement of electronic access and delivery of government services and
information, but not to find ongoing operations. Nebraska government agencies wishing to
apply for these grants may want to first contact Nebraska.gov to establish feasibility and
scope of the project. j
Applications received by May 6, 2013 will be considered for funding by the NE State
Records Board at their meeting on July 31, 2013.
NOTE ? Loss of Funding. The NE State Records Board maybe unable to award grant
fluids, in whole or in part, in the event funding is no longer available.
Grant Criteria
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Grant ro'ects requesting funding must meet criteria #1 -3.
P J _ n g !
I . Enhance the delivery of local government agency services and improve the public and
business access to those services.
2. Meet the all applicable Nebraska Information Technology Commission Standards and I
Guidelines. State's technology access clause for providing equal access to services for
persons with disabilities. A copy of the technology access clause is available at:
http: / /vvww nits state ne us /standards /index -litml under 2. Accessibility Architecture.
3. If the project or service created or improved pursuant to the grant application involves the
licensing, permitting or regulation of businesses, then the project or service must allow
integration with the State of Nebraska's Business Portal at:
http• / /www nebraska gov /index.phtml ?section = bu siness, and the One -Stop Online
Business Registration System at:
htt / /w�vw nebraska. aov/ osbr/ cgi /domestic.egi ? /osbraapplication /init /ini t/None ,
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Part I1. Grant Detail
1, Please describe the project in detail, to include your vision for the project. (You may
attach this description).
Over the last several years, the City of Blair's staff has been working to improve the local
standard of living in several ways. The City utilized a private, Web -based permitting
interface. The system helped with permitting but the interface lacks a public interface
capabilities. The selected software vendor can export the old permitting and databases
into the new ,system with a public interface to promote e- government, Open311 type
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capabilities.
The City has spent significant time collecting our GIS data to more proactively manage
infrastructure. The City coordinated with Washington County to integrate parcel
boundary and database information. A few staff members have used the data for day -to-
day system management but they have not fully realized their vision for easy, integrated
access to electronic records such as GIS data, digital files and departmental databases.
The new project will leverage all the existing data plus provide advanced capability to
track and enhance the City services in association with map features to provide a
comprehensive, geographic context to maximize efficiency.
This project will utilize a standardized product that includes features for permitting,
storm water, streets, water and cemetery in
The project will also include a
Web -based GIS interface to facilitate on -line access to public records at any time by City
staff, partner agencies, contractors, businesses, and citizens. The system also includes the
flexibility to add additional capability in the future such as signs, electric, as well as street
light information
2. Please describe who the beneficiary or recipient of this service will be.
agencies, public users and businesses will all benefit
City staff, elected officials, partner age , p i
from this project.
3. What is the projected activity for access or use of the proposed service? - I
Partner agencies, contractors, businesses, and citizens will utilize the on -line public
interface to access digital records for a wide range of City services such as cemetery
management, street maintenance, storm water, water, and sanitary server infrastructure,
and other ancillary base data (floodplains, parcels, aerial imagery, etc). City staff will
utilize desktop and mobile software to keep the public records up -to -date while
increasing their capability and efficiency;
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4. Timeline for implementation of the project (a specific completion date (MM/YYYY)
must be provided). Grant funds may lapse if not expended prior to completion date.
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This project is estimated to be complete by December 31, 2013.
5. Please specify in detail your, or any other Subdivision(s) contribution to the project
(financial, labor, equipment etc.). Provide specific dollar amounts.
Local cash contribution $7,400.00
Staff support $3,500.00 (140 hours @ $25 /hr)
PC and Tablet Equipme $ 2,00 0.00
Local Contribution Total $12,900.00
Monthly software support $1,300.00 per month
These figures represent staff time to coordinate with contractor to configure the system
and supply required data; staff time to train on the application; and staff time to keep data
up -to -date for public consumption.
6. Is other funding available for this project (explain)? Please explain what efforts
your agency has made to obtain funding.
The project will come from the 2013 technology budget as well as other departmental
budgets via the resolution process as approved by City Council
7. Does the project require additional statutory authority (explain)?
No
8. Specify (in detail) what the grant money will be used for. Include a complete cost
breakdown of the project. Please attach bids from vendors (if applicable) and
describe the relationship, if any, between a vendor and you or your agency.
Grant money will be used to pay our selected vendors for updating our website to current
state standards and importing the data, configuring the application, training City staff,
hosting the on -line database, and the first year of unlimited on -line support.
See Attachment L& 2.
9. Why the grant money is needed for the project, and, if applicable, how will the
service be sustained once the grant money is expended?
This grant money will help the city bring our current website up new state standards and
make significant public information from both the City and the County available to all
public and private parties as well as expand our capabilities to show additional public
information. The city has allocated money from their current and future technology
budget to keep all data up to date and available through the on -line the web portal.
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10. Should available fund not allow the NSRB to grant the full amount requested, but a
reduced amount, would this project still be financially feasible?
Yes I
11. Please describe how this project will enhance the delivery, of government agency
services and improve the public and /or business access to those services.
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The on -line, e- government interface will provide easy access to electronic records at all
hours. The interface will grow to include new layers as they become available and
provide access to records that were traditionally only available by calling the City office E
during normal business hours. For example, the City often receives calls from
individuals researching a family's, history to request cemetery records. The on -line
database will show the cemetery records and the location of the site within the cemetery.
The on -line database will also provide access to building permits, inspections, code
compliance, and utility service data. The Web -based GIS application is written in
HTML5 so it will be accessible by a wide range of computers and Internet- capable
devices.
12. Please describe how this project will improve the efficiency of agency operations.
The desktop, mobile and Web -based applications will help City staff more effectively
manage tasks across multiple departments. The City staff will use the system to track and
update critical infrastructure operations and maintenance as well as displaying building
permits, building inspections, and code violations, via the new web interface.
The cemetery component will help staff efficiently track available plots, ownership
transfers, and detailed burial records for easy access by the public. The public, on -line
application will help reduce call volume across many City departments by malting
numerous data layers and associated databases available.
The storm water and streets, components will help staff prioritize tasks, keep detailed
maintenance records, and generate the necessary reports for partner agency coordination.
For example, the streets component could generate the lane mile report for submittal to
the Nebraska Department of Roads.
13. Please describe how this project will facilitate collaboration between either local,
state, federal and /or other public or private institutions.
The community will benefit from this e- government application in many ways. The
application will make numerous GIS data layers and associated databases available to
partner agencies and institutions.. The application will assist City staff in keeping the
database up -to -date in a timelier manner resulting in faster and more accurate data to
other agencies and the general public.
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The application will help promote development in coordination with Gateway
Development Corporation. It will highlight buildings and available sites for development
that are scattered around the community as well as statistical data necessary for the
marketing of those sites.
The system will also utilize an on -line database that will improve collaboration in several j
ways, First, the on -line database will ensure that the latest data are backed up for disaster l
recovery. Second, the on -line database allows partner agencies to interact with the
database without access to the City network. This type of access would be critical in an
emergency response situation. Third, the system keeps local copies of the database
synchronized for easy field use and for data redundancy in the event of an emergency
such as a hazardous weather event that knocks out Internet access.
14. Does the project involve the licensing, permitting or regulation of business? If yes,
explain how the project or service will allow integration with the State of
Nebraska's Business Portal, located at:
h #tp fl�vwvv nebraska oylindex ul1tml?section bu siness,
and the mire -Stop Online Business registration system located at:
l r #tt�s /hv�v�v nebraslta.�ovlosbi'iindex.c�
No.
15. Community Support. Please include letters of support to document the public
expression that has caused you to implement this application.
See Attachment 3 through 7
Part I1I. Technical Information
1. Describe the hardware, software, and communications needed for this project and
explain why these choices were made.
The City will install the selected software application on existing personal computers and
laptops. The software will synchronize a local copy of the database with the on -line
database every time the computer is connected to the Internet. This process will be used
to keep all laptops and personal computers up -to -date. It will not require the purchase of
any additional server technology. The cost of the on -line database is included in the cost
of the software.
The City may choose to purchase additional laptop computers or tablet devices for field
access and editing. Such devices will be valuable in emergency situations because they
retain a local copy of the database for easy, disconnected access to valuable City data.
2. Address any technical issues with the proposed technology including:
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• Conformity with general accepted industry standards. Projects which
interface with other state systems (such as distance learning systems,
geospatial data and web services network) must meet NITC technical
standards and guidelines. (The NITC standards and guidelines are located
at: http:// www .nitc.state.ne.us /standardso.
• Compatibility with existing institutional and /or 'statewide infrastructure.
• Reliability, security and scalability (future needs for growth or adaptation).
• Sustainability (ability to manage future maintenance) ?
• ``,Items in non= compliance or becoming outdated after completion of project
The GIS system selected uses an open source GIS format, which is compatible
with standard GIS systems. All of the City's current GIS information will be converted to
the new system. The system is very scalable, allowing the City to use existing PCs and
laptops while allowing for future options with tablet devices for field access and editing.
The City, through its annual budget process, will sustain and maintain the required
equipment necessary to utilize the system.
3. Describe hoiv the project will comply with the State's Technology Access Clause:
meet all applicable Nebraska Information Technology Commission Standards and
Guidelines. A copy of the Standards are available at:
littp: /hvivw nitc state ue us /standards /inde ..Iitnil under 2. Accessibility
Architecture.
The primary purpose of this project is to bring the City's website and associated web-
based information (GIS information, building permits, building inspections, zoning
information, utility service, and cemetery records) into full compliance with the
Standards and Guidelines outlined in the Accessibility Policy from the NITC. The City's
Project Team has reviewed the Accessibility Policy and will ensure fiill compliance
throughout the project.
4. Describe how technical support will be provided.
Technical Support for the individual software products utilized will be provided by the
respective vendors. Technical Support for the City's website will be provided by the
City's IT Department.
Part IV STATE LAW COMPLIANCE
Nebraska law, sections 4 -108 through 4 -114 state that no political subdivision of the State
shall provide public benefits, to include grants or contracts, to a person not lawfully
present in the United States. If this application is awarded in whole or in part, and during
the time the grant is in effect, the undersigned, on behalf of the political subdivision grant
applicant, by signing this grant application, affirmatively states and acknowledges that the
political subdivision will comply with this law.
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Part V. CONTACT INFORMATION & SIGNATURIE
Contact person, and title, for any questions regarding this application:
Phil Green Asst City Administrator•
Printed Name Title
Phone # 402 - 426 =4191 E -imail ncreen @ci blair ne.us
Physical Address: 218 So. 16 ST. Blain, NE. 68008
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I, the Authorized Representative of _ `� Of V fa "r , certify to the Nebraska State
Records Board that the applicant /agen has the necessary authority to undertake the
proposed project, will comply with Affirmative Action requirements and provide a drag free l
workplace environment;
Signed this td ' day of / t , 201
Am C,AA �
eney4)4reetor X54: C t
Please return completed application to:
Executive Director Board Staff use only, do not fill in below this line
Nebraska State Recor Board Grant Request Number: Date Request Received:
440 South 8 Street, Suite 210 Grant Amt Requested: Grant Request Score:
Lincoln, NE 68508 -2294 Technical Comm. Recommendation:
(402) 471 -2745 Grant Disposition: Date of'Mtg Minutes:
(402) 471 -2406 (fax) j
(I mt undated 02/15/2013)
Supplemental Questionnaire for State Funded Entities
working on Land Record Information and Mapping - Related
Grant Applications
Nebraska State Records Board
If you have indicated in the State Records Board Grant that your project is for a Geographic
Information Systems / Geospatiai project you are required to complete this supplemental
questionnaire. Submit this questionnaire along with the State Records Board Grant Application.
Name of agency applying for grant: City of Blair
Title of Project: GIS -based Electronic Records Management
A major focus of the State Records Board grant program is enhancing access to public records. Not
only the general public, but also other public agencies benefit from facilitating access to public records.
There are numerous applications for which substantial benefits can be derived by integrating data
across jurisdictional boundaries. Other geospatiai data and metadata repositories maintained by state
agencies should be integrated into projects where possible, as not to reduplicate efforts. The
Nebraska Information Technology Commission (NITC) has implemented land record information and
mapping standards and guidelines. Even though data sharing and integration is not listed specifically
as a NITC standard it is promoted when possible. It is also an interest of the State Records Board to
promote data sharing and data integration.
Please describe whether your agency would be willing to share periodic updates of
GIS /Geospatiai enabled property parcel data, such that other agencies might integrate that data
into statewide or regional datasets to provide a resource for public agencies and the general
public and any restrictions that you anticipate might apply. Use additional pages if necessary.
Inmost instances, the development of a local government GIS system and the related geospatiai data
involves a fairly costly initial upfront investment along with long -term maintenance and sustainability
costs. These costs are frequently offset by the benefits gained through coordination and collaboration
that an Integrated GIS can bring to local /state government and related public entities. For example,
with property parcel data and maps the County Register of Deeds, the County Surveyor, and the
County Assessor all frequently maintain and make changes to aspects of this data and the data is also
commonly used by local public safety agencies, local emergency responders, local transportation
agencies and state agencies such as the Dept. of Revenue, Dept. of Roads, and Game and Parks
Commission, as well as Health & Human Services. After a grant initiated project has been completed,
there is the task of maintaining the GIS system, updating geospatial data, integration with other
local /state GIS systems, and making the system sustainable over time.
Please describe the level and nature of any multi- agency /department involvement in the
planning and proposed management of your proposed GIS /Geospatial system. Indicate how
you plan to address future maintenance, sustainability, and integration opportunities with
other local and state GIS systems. Use additional pages if necessary.
Supplemental Questionnaire for GIS /Geospatial Related Grant Applications t
Approved by the Nebraska State Records Board on 0211312013, revision 03 -01 -11 NITC Standards
Supplemental Questionnaire for State Funded Entities working on Land
Record Information and Mapping - Related Grant Applications
The following questions refer to specific NITC Land Record Information and Mapping Standards
and Guidelines. Use additional pages as necessary. These standards and guidelines are
located at the following website: http: /Initc.nebraska.ciov /standards /3- 202.html
1.1 Datum. Local government multipurpose GIS /LIS (Geographic Information
System /Land Information System) and their associated geospatial data layers should
be based on the North American Datum (NAD) 83 and the North American Vertical
Datum (NAVD) 88. Any existing systems developed based on other datums should
consider conversion to these datum.
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City will be in full compliance with the datum standards if awarded the grant.
1.2. Projection. The Nebraska (State) Plane Coordinate System, NAD 83, should be
used as the primary map projection system for the recording of positions in local
land -data systems in Nebraska. Selection of any other projection should be done
reluctantly and only after most careful consideration. The plane coordinate values for
a point on the earth's surface may be expressed in either meters or feet.
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City will be in full compliance with the projection standards if awarded the grant.
1.3 Geodetic Control. GIS /LIS systems developed with the goal of providing a
multipurpose cadastre for local government use should be referenced to a local
geodetic reference framework that is properly connected to the National Spatial
Reference System (NSRS).
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City will be in full compliance with the geodetic control standards if awarded the
grant.
1.4 Public Land Survey System Control.
1.4.1 PLSS Geodetic Framework For all land in Nebraska that is subdivided
according to the Public Land Survey System (PLSS), the geodetic reference
framework for the cadastre should be the section corners of the PLSS for
each section.
Please describe how you would comply with this standard if you are
awarded a Nebraska State Records Board grant.
The City will be in full compliance with the PLSS geodetic framework
standards if awarded the grant.
Supplemental Questionnaire for GIS / Geospatial Related Grant Applications 2
Approved by the Nebraska State Records Board on 0211312013, revision 03 -01 -11 N/TC Standards
1.4.2 Locate. Monument, and GPS Primary Corners At a minimum, local
government entities developing a geospatial land information system should
initially invest in a precision Global Positioning System (GPS) survey to
locate, re- monument as necessary, and obtain the geographic coordinates of
the major boundary defining corners that legally define the boundaries of
their county jurisdiction (s). These precision GPS survey coordinates for the
boundary defining corners should be collected and integrated as framework
data into the land information system. This effort should be coordinated with
officials from the adjacent county(ies) to ensure agreement on the location of
the shared corners.
Please describe how you would comply with this standard if you are
awarded a Nebraska State Records Board grant.
The City will be in full compliance with the locate, monument, and GPS
primary corners standards if awarded the grant.
1.5 PLSS Base Map. Local governments considering the development of a multipurpose
G1S, should consult with the Nebraska State Surveyor's Office to locate and access
the best available data on the Public Land Survey System (PLSS) for their
geographic area. To assist the State Surveyors Office in maintaining a repository of
the best available PLSS data, local governments participating in the Nebraska Land
Information System Program should share any enhanced PLSS data, for their
geographic area, with the State Surveyors Office so that it might be integrated into
the PLSS repository database.
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City will be in full compliance with the PLSS base map standards if awarded
the grant.
1.6 Ortho -base (Aerial Layer) or Base Maps. Both a Public Land Survey System base
map and an orthophoto (surface features) imagery base map should be used to
provide the geospatial reference framework upon which a local government
multipurpose land information system is developed. Both base maps should be tied
to the National Spatial Reference System and have a level of spatial accuracy
appropriate to the range of applications planned for a given area. Jurisdictions
should acquire new imagery of urban areas at least every five years and of rural
areas at least every ten years. Jurisdictions experiencing rapid or slow growth may
need to adjust this timetable (IAAO 2009).
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City will be in full compliance with the ortho -base or base maps standards if
awarded the grant.
Supplemental Questionnaire for GIS /Geospatial Related Grant Applications 3
Approved by the Nebraska State Records Board on 0211312013, revision 03 -01 -11 NITC Standards
1.7 Map Scale and Spatial Accuracy.
1.7.1 Minimum Horizontal Accuracy Standard Public entities developing a GIS /LIS
program should conduct data collection and development in a manner to
achieve at least the minimum level of horizontal spatial accuracy consistent
with the National Horizontal Map Accuracy Standards corresponding to a
1:12,000 (1"= 1,000') scale map (90% of the "well defined" horizontal
locations must be within ±33.3 ft. of their real world location).
1.7.2 Additional Accuracy Considerations. Beyond this minimum horizontal map
accuracy, public entities are encouraged to consider the following
recommended map scales and their corresponding National Horizontal
Map Accuracy Standards in determining the positional accuracy needed
for base maps in the development of a local government GIS /LIS:
Relative Size of
Property Parcels'
Map Scdle
Nat'l Horizontal Map ;
Accuracy Standard ,
Equivalent
Metric Scale
Urban areas
1:600 (1" = 50)
1:1,200 (1" = 10
±1.7 ft.
±3.3 ft.
1:500
1:1,000
Large urban &
suburban
1:2,400 0 " 200')
±6.7 ft.
r 1:2,500
1:4,800 (1" = 400')
±13.3 ft.
1:5,000
Rural areas
1:9,600 (1" = 800')
±26.7 ft.
1:10,000
1:12,000 (V= 1,000')
±33.3 ft.
1:10,000
Please describe how you would comply with these standards if you are
awarded a Nebraska State Records Board grant.
The City will be in full compliance with the map scale and spatial accuracy
standards if awarded the grant.
1.8 Legal Lot and , Parcel Layers. Data on two interrelated types of land subdivision (i.e.
legally subdivided lots and ownership tracts) are necessary to provide the foundation
for a wide variety of local government GIS /LIS applications that involve land
subdivision and /or ownership.
a). The legal lot feature or layer consists of legal land subdivisions. These are
aliquot portions of the PLSS, filed subdivision plats and irregular tracts defined by
filed deeds.
b). The parcel feature or layer defines ownership tracts of land. These tracts may
group multiple legal lots into one taxable account and that typically represents the
boundaries of a landowner's property. These data features or layers include
locational coordinates for points representing property corners, lines between
property corners representing property boundaries and closed polygons
representing the property area.
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City will be in full compliance with the legal lot and parcel layers standards if
awarded the grant.
Supplemental Questionnaire for GIS /Geospatial Related Grant Applications 4
Approved by the Nebraska State Records Board on 0211312013, revision 03 -01 -11 NITC Standards
1.9 Parcel Identifiers.
a). Each county /region should adopt a system of unique, permanent feature
identifiers (PID) that provide the link between each graphic land ownership parcel
polygon and the attribute information (ownership, size, situs address, value, etc.)
related to that specific land ownership property parcel.
b). A county /region PID system must be designed in a manner such that a unique,
statewide PID can be defined and maintained for each property parcel by using
the county FIPS code (Federal Information Processing Standards Publications) as
a prefix to the county /region's PID system.
c). To maintain this unique one -to -one association between a specific property
parcel and its related attribution information, new PIDs should be assigned
whenever a property parcel is altered by either splitting it into two or more parcels
or by combining two or more parcels to form a new parcel. The previous PIN
should not be used for these new modified parcels, but the historical PID
associations should be maintained through a parent /child PID reference table.
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City has coordinated with the Washington County Assessor to match the
parcel identification system currently in place.
1.10 Spatial Data Format. A broad range of state and regional applications require
property parcel information. Many of these applications require the combining of data
across jurisdictional boundaries. To facilitate these applications, the property parcel
spatial (graphic) data should be either maintained in a manner that allows it to be
readily integrated into a spatial relational database format or be capable of being
exported into a common geographic data format (i.e., shapefile), while including the
parcel identifiers.
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City has coordinated with the Washington County Surveyor to accomplish the
integration of multi - jurisdictional boundaries.
1.11 Metadata. All geospatial land record databases, and their associated attribute
databases should be documented with Federal Geographic Data Committee (FGDC)
compliant metadata outlining how the data was derived, attribute field definitions and
values, map projections, appropriate map scale, contact information, access and use
restrictions, etc.
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City will be in full compliance with the metadata standards if awarded the
grant.
Supplemental Questionnaire for GIS /Geospatial Related Grant Applications 5
Approved by the Nebraska State Records Board on 02/13/2013, revision 03 -01 -11 NITC Standards
1,11.1 NebraskaMAP Metadata. The NebraskaMAP (http: / /NebraskaMAP.gov) is a
state sponsored GIS web -based portal for finding and accessing a wide
variety of GIS /geospatial data related to the geographic area of Nebraska.
Many of the NebraskaMAP functions required metadata. All developers of
Nebraska - related GIS data are encouraged to use the site to either upload
existing metadata and /or use the online tools available on the site to create
metadata for your GIS /geospatial land record information and mapping.
Before metadata can be either created or uploaded on the site, a brief user
registration is necessary.
Please describe how you would follow this guideline if you are awarded a
Nebraska State Records Board grant.
The City will be utilize the NebraskaMap portal to document the availability
of data and provide the associated metadata if awarded the grant.
1.12 Attribute Data. To provide the foundation necessary for a wide variety of local
government applications, non - graphic, attribute data should be organized within the
GIS /LIS, which describes individual property parcels relative to their basic parcel
characteristics, tenure, value, history, buildings and units within the parcel, and tax
status.
In most cases, much of this attribute data will already exist in separate databases
within a variety of local agencies and should be referenced to the graphic property
parcel via the unique PID. To meet a range of state and regional applications that
should
require property parcel information, the following types of property parcel
be maintained (for every property parcel?) and (be) available in a manner that allows
it to be harvested, translated, and integrated into a statewide property parcel attribute
dataset. These attribute values may be maintained in one or more separate relational
databases that are referenced by a unique PID and not directly integrated into a GIS.
PID# ............................. Parcel identifier (county FIPS code plus local government PID)
Situs Address ...............Address of parcel (may be multiple fields)
Owner Address ............ Address of property owner (may be multiple fields)
Township ......................Township #
Section . Section #
Range ........................... Range #
Range Direction ........... East or West
Legal Description ......... Narrative legal description of parce rovements)
Assessed Value ........... Total assessed value of property and and im ( P
Land Value ...................Assessed value of land
Area (Deeded) ............. Area of parcel according to the deed
Property Class ............ (Res, Ag, Ci nd R lrr gated) Or Waste)
Property Sub -class ...... i.e., Ag ( y
Ownership type ............ Federal, State, County, Private, Tribal, Exempt, Other and Unknown
Tax District ................... County ID plus Tax Dist. #
School District ............. State number definition
Landuse ...................... Actual landuse with NPAT defined general categories
Property Parcel Type ....NPAT defined categories: (i.e.,
Single Family, Multi- Family,
No producing, M ine al interest-Producing, Sate Assessed,
Exempt)
Status .......................... NPAT defined categories:
(Improved, Unimproved, or IOLL)
d Grant Applications
Supplemental Questionnaire for GIS / Geospatial Relate
Approved by the Nebraska State Records Board on 0211312013, revision 03 -01 -i 1 NITC Standards 6
Location ....................... (Urban, Sub - urban, Rural)(NPAT defined)
City Size ....................... 1 s ` class, 2 nd class, primary, metro, or village
Source Document ........ Sales /transfer reference or document (book, page & date)
Sales Date ................... Most recent sales /transfer date
Sales Value .................. Most recent sales value
Please describe how you would comply with this standard if you are awarded a
Nebraska State Records Board grant.
The City will coordinate with the Washington County Assessor to obtain all attributes by
joining the data with the PID #.
Supplemental Questionnaire for GIS /Geospatial Related Grant Applications 7
Approved by the Nebraska State Records Board on 0211312013, revision 03 -01 -11 NITC Standards
CITY
Of F)LAIQ
"Attachment V — Cost Breakdown
City of Blair
Phil Green
218 South 16th Street
Blair, Nebraska 68008
Website ]Design & Development
$17,000,00
Software ]License
$14,400.00
PC and Tablet Equipment
$2,000.00
_ - -- - -. ---- - - - - -- -
Total Cost
- - - -- ---------------
- - - --
$33,400.00
218 SOl11h 10h Street ° Moir, Nebraska 68008 a 402 - 426.4191 Fox
402 - 426.4195 E-mall cllyoiblair @d,blalr,ne.us
1
"Attachment 2"
Quote 4 1
g Uld" Oft o ve ,
From: To:
Beehive Industries LLC City of Blair
151 N 8" St Phil Green
Lincoln NE 68508 218 South 16th Street
Blair, Nebraska 68008
i
"Attachment 3"
washingtoll County
ACG Ax E W AV
� � i , I 1301 Harney Street a Omaha a NE ® 611702® (402) 233 -7440
April 22, 2013
Nebraska State Records Board
440 5, 8th Street, Suite 210
Lincoln, NE 58508
To Whom It May Concern:
I'm writing this letter in support of the City of Blair's application for the State Records
Board Grant to Improve Access to Public Information.
As Executive Director of Gateway Development Corporation, the economic
development agency for Washington County which includes the City of Blair,
understand the importance of community involvement in the governmental process and
the ability to provide up -to -date and relevant information to our citizens. Currently, the
City of Blair is able to provide only a limited amount of information to its citizens through
paper copies which generally require a personal visit to City Hail.
Through the implementation of the web -based Geographic Information System, city staff
and citizens will be male to access a great amount of information utilizing their work or
personal computers. This will create greater efficiencies for staff and citizens alike.
I support the City's application for these grant funds to implement a GIS program in the
community and commend them for tatting this important step in increasing public access
to important information:,
Sincerely,
Paula .p. p# aalewoa d
Paula D. Hazlewood
Executive Director
"Attachment 4"
Ghamb r of Cc fm Ar m
I'¢eswr trI; the fast. Bklfltlf% 'O1 Q FIRM o-,
i
j
f
Nebraska State Records Board
440 S. 8" Street, Suite 210
Lincoln, NE. 58508
To Whom It May Concern:
l
I'm writing this letter in support of the City of Blair's application for the State Records
Board Grant to Improve Access to Public Information.
As Executive Director of the Blair Area Chamber of Commerce, I understand the
importance of assisting citizens thru governmental processes, and the importance of
the City able to provide up -to -date and relevant information to our citizens. Currently,
the City of Blair is able to provide only a limited amount of information to its citizens
through paper copies which generally require a personal visit to City HAIL
Through the implementation of the web- based Geographic Information System, city
staff and citizens will be able to access a great amount of information utilizing their
work or personal computers. This will create greater efficiencies for staff and citizens
alike.
support the City's application for these grant funds to implement a C'IS program in
the community and commend them for taking this important step in increasing public
access to important information.
Sincerely,
.far - et Waite
Harriet Waite
Executive Director
Blair Area Chamber of Commerce
"Attachment 5"
r �r
M IMM
TW
April 25, 2013 4
Nebraska State Records Board
440 5, EP Street, Suite 210
Lincoln, NE 68508
To Wham It May Concern:
I am writing this letter to support the City of Blair's application for the State Records Board Grant to
Improve Access to public Information.
As President of Two Rivers Bank, I understand the Importance of efficient access to this public
information for us as a business and to the community's citizens. It Is very beneficial for us to access this
Information electronically for multiple reasons. Due to more regulation In the area of appraisals, we
need more specific information on real estate parcels, which allows pis to compare properties easier as
well as complete other research that is needed, Information such as sales, tax payments, ownership,
and parcel dimensions would be readily available,
1 believe this would be a long -term cost savings to cities, counties, financial institutions, appraisers,
citizens, and others. In addition, we could all do our jobs more efficiently.
support the City's application for these grant funds to implement a GIS program In the community and
we look forward to this being completed.
Sincerely,
R ndy W o k
Preside' t E
WM2RIVERSBA
� O 555 5 19th 5t PO, Box 550 'Blair, Nebraska 6 80 08-05,50 r +a� ,r ?102,426,9,500 Fpm 1102,
OR, 130W Eag le St R 550 Arlington, Nerbraska c, -, 00 -t 555 m+°ok. 401, P, 0102,478X1110 ���t
"Attachment 0" j
,
odge Real E"Malp Saes C31E�it f letitsr z 6ftCI6f�
R F A t E S I A "1 I - TFAL 407 "20-51)06
FAX 462 .42ua- =16€31
A pril 29, 2015
Mr Steven Mencke
Washington County Assessor
1.555 Colfax St.
Blair, N5 68000
Dear Mr, Menckes
We would like to express our support of the City of Blair's Implementation of an on-
line program for the Assessor records, Our office requests, and sometimes
ImIltiple times per day, the property carols of homes, land and commercial 1
properties in Blair for listings, Comparative Market' Analysis, and taxes frornthe }
County Assessor's office. Our continual requests result in many interruptions of
county employees to find the information, print, and fax to our office. i
The employees at the Assessor's office are very prompt and cordial with' 0111'
requests, but we have to do it dtiring their office hours and interrupt their worst, It
wat Id he mach faster and easier to read if we could pull all theinforrnation we freed
for each property from the Internet! We work with other communities in eastern
Nebraska who have their records on -line. This enables trs to gather the information
needed when it is convenient or necessary for our work. it saves time and paper for
the County Assessor's office and also for ou • agents.
We believe that an on program would be economical for the city, county and
community, We are ve `y supportive of the idea of the city joining other cities and
counties in providing these services online.
Sincerely,
Blair NP Dodge Real Estate Agents ` /
,(" ej s
Bell relate 1005MROM
/' � lltSUt�It1C�
Lam' t Property r >R�iiiafferrier�t
t�nrarrters lltlnd�isttlr ales
6.4igci trevelirpl�7enC E
I
i
'Attachment 7°
l r r ll
cpwwerofat real °stateVW "a* cr�v�sutt
Nebraska State Records Boards May 3r" 2013
Subject: Support for Washington County Records to be online
Dear. Nebraska State Records Board:
I write this letter to support a grant for Washington County data to be made
available online, Our office spends hours of time researching at the county and
make numerous calls. The time staff spends helping with our requests must be in
the hundreds if not thousands of hours per year. An electronic: system would save
on time staff wastes helping with our requests and let them focus on their actual
jobs.
Respectfully submitted,'
Nicholas J. Dizona
General Certified :Appraiser
13911 Go Circle 5LIite 310 rri ha NE 68144 Phone. 402.491.4 .05 F aXt 402, 391 . 2
lylhyl•1
TO: Nebraska State Records Board Grant Committee
FROM: Phil Green, Assistant City Administrator
DATE: May 6, 2013
RE: Supplimental Information for Question 8 — Website Design & Development
The City of Blair included a cost of $17,000 for Website Design & Development in Question 8
of our grant application. That dollar amount was selected based upon the following preliminary
qoutes received from three potential vendors (copies included following this memo):
® $18,000 - $20,000 CivicPlus (national firm)
® $18,500 Web Concentrate (Sioux Falls, SD)
® $2,475 GovOffice (national firm)
As the quote from Web Concentrate indicates, we are considering a joint website development
with the Blair Chamber of Commerce and Gateway Development Corporation. The City of Blair
is also discussing with officials from Washington County the possibility of an Interlocal
Agreement to include Washington County in this website development process.
Final decisions by all parties regarding their involvement in this process will be made in the next
few months, with implementation occuring in the fall of 2013.
r-1 V1112-
Phil Green (Blair, ICE)
From: Kevin Frahm
Sent: Thursday, January 17, 2013 8:22 AM
To: Phil Green (Blair, NE)
Subject: FW: CivicPlus Pricing Range
Attachments: Features- Functionality.pdf; CivicPlus Road Map.pdf
Phil,
Here's some website pricing from CivICPIus.
Kevin
From: Chesna Koepplin [ mailto•koepplinCacivicpius.com ]
Sent: Wednesday, January 16, 2013 538 PM
To: Kevin Frahm
Subject: CivicPlus Pricing Range
Kevin -
it was a pleasure meeting with you this afternoon. I appreciate your need to create an interactive web presence for your
community. I've included an attachment that breaks down every module Blair would be able to take advantage of. I also
attached the Road Map so you can get a glimpse of what our clients will be receiving free of charge as soon as the
development of each module is completed,
10 Questions to Ask When Redesigning Your Local Government Website is a very helpful article for folks in the market
for a new local government website.
There is a onetime fee for getting a website up and going. This fee covers custom design, content migration, and
webinar training. Y can expect vour first year onetime fee fio be betwe $18,000- $20,00. Blair will get everything in
the Features and Functionality document, a mobile website, and our Government Content Management System.
The annual fee covers maintenance of the solution, functionality upgrades so the system can grow with you, access to
our support team, and hosting, of course, is included. An average range for an annual fee for Blair will be between
$3,000 - $4,500. This fee begins in year 2. This price includes a brand new design of the website at the end of year 4 to
keep it current with ever - changing web trends.
The graph signifies what the annual fee covers:
We have a 3 year, no interest payment option called CivicPlus Advantage, or CPA,
that takes your total first year cost and
adds the annual fee for years 2 and 3 to be paid in equal payments over 3 years. You could expect that to range from
$8,500- $9,500 for years 1, 2, and 3. Year 4 and beyond will just be your annual maintenance cost.
Let me know if you have any questions. I appreciate the opportunity to partner with your community.
Chesna
Chesna Koepplin, CiviePlus
Regional Sales Manager
Main 888 - 228 -2233 x361
Direct 785- 323 -4791
Cell 785- 477 -4778
Fax 785 -587 -8951
www.Civicplus.com
M. - ._
Join us on GivicPlus Connection
Identify the strength of your website today.
Take the 6 Stages of Digital Community Engagement Assessmen
R
R
Prepared bq
Web Concentrate
Web Concentrate
220 S Phillips Ave
Sioux Falls, SD 57106
605.610.9597
info @webconcentrate.com
http: / /webconcentrate.com
E
l�
7
Today's Date: January 7, 2013
Customer: City of Blair, Nebraska (population 7,990)
License of GovOffice Content Management System
✓ $1450 one -time cost
✓ Online training session with the GovOffice Customer Service Center is included
✓ Includes free basic mobile version of the Web site for optimal display on Smartphones
Annual Service Package
✓ $700 annual cost*
✓ Includes Web hosting, customer support, data backup, and maintenance of Web servers
✓ E -mail hosting is not included in the Annual Service Package
Free Design from the Stock Template Design Center
✓ No one -time cost; no annual cost
✓ 10 unique templates are available (48 styles to choose from in total)
✓ See 3 attractive free template examples on the next page
✓ Go to www aovoffice.comldesian for information on customized designs (extra cast)
Start - Up Package
✓ $325 one -time cost
✓ See next page for full description
All costs within this proposal are valid for 60 days from the date above.
Contact your Govoffice representative to request a formal Quotation for Service.
GovOfflce Sales Office 1300 Godward Street NE, Suite 2625 Minneapolis, MN 55413
Direct Phone: 612 -617 -6709 www.GovOffice.com
rdrbvell
• 1 se of `^
July 21, 2014
Cathy Danahy
Deputy Secretary of State for Records Management
Executive Director— Nebraska State Records Board
Nebraska Secretary of State's Office
Records Management Division
440 South 8 1h Street, Suite 210
Lincoln, NE 68508
RE: City of Blair — GIS — Based Electronic Records Management
Dear Ms. Danahy,
On July 31, 2013, the City of Blair was awarded the above grant in the amount of $10,080.00.
At the time of application, we stated the grant project completion date would be December 31,
2013. On December 9, 2013, we requested, and were subsequently granted, an extension for
project completion to June 30, 2014. Due to an unforeseen storm hitting Blair on June 3, 2014,
we were not able to meet the June 30, 2014 deadline.
The City of Blair would like to request a six -month extension to allow us additional time to
complete our plan to implement improved access of public records. This project will be
completed on or before December 31, 2014 and all required documentation for reimbursement
will be submitted by that date.
If you have any questions, feel free to contact me. Thank you in advance for your consideration
of this request.
Sincer ly,
odney Storm
City Administrator
218 South 16th Street • Blair, Nebraska 68008 • 402 - 426 -4191 • Fax 402 -426 -4195 • E -mail cityofblalr @ci,blair,ne,us