Fort Walton Beach Council minutes — 04-08-08 workshop minutes — reading text

81 MINUTES OF THE COUNCIL WORKSHOP MEETING OF THE CITY OF FORT WALTON BEACH, FLORIDA GEOGRAPHICAL TECHNOLOGIES PRESENTATION APRIL 8, 2008 INTRODUCTION A Workshop Meeting of the City Council of Fort Walton Beach, Florida, was held on Tuesday, April 8, 2008, at 5: 30 p. m. in the Council Chambers of City Hall with the following members present: Mayor Mike Anderson Councilmen: Mike Holmes, Dennis Reeves, Bill Garvie, Dr. Wayne Pullen, and Mike Minich Absent: Virgil Miller and Jim Hartwell Also Present: Joyce Shanahan, City Manager; Helen Spencer, City Clerk; Brandy Wunker, Interim Finance Director; Toni Craig, City Attorney; Department Directors PURPOSE OF MEETING Presentation by Geographical Technologies Group ( GTG) for GIS Strategic Plan recommendations. CALL TO ORDER The Mayor called the meeting to order. PLEDGE OF ALLEGIANCE The Mayor led in the Pledge of Allegiance. PRESENTATION BY GEOGRAPHICAL TECHNOLOGIES GROUP David Holdstock and Curt Hinton, partners of the Geographic Technologies Group, gave a presentation on the status of the GIS Strategic Implementation Plan. The presentation included a review of Phase I, Needs Assessment; Phase II, System Design; and Phase III, Phased Implementation Plan. Phase I, Needs Assessment, included the Departmental interviews and Needs Assessment with special emphasis on Utilities, an evaluation of existing conditions, the personnel and duties, hardware and software/ networking, the data and databases, the GIS needs, and a business process and workflow analysis. Phase II, System Design, included the Vision, Goals and Objectives for the City and Departmental Goals and Objectives, a governance model and management strategy for staffing, a system architectural design with the existing system architecture and a recommended system architecture for Enterprise GIS, a data and database assessment, a database and application design with recommendations and a priority application matrix, data collection and conversion for a Utilities Pilot project and conversion recommendations. 82 Council Workshop 4- 8- 08 PRESENTATION BY GTG cant. Phase III, Phased Implementation Plan, included a five year strategic implementation plan and associated costs. The total estimated cost for the five- year implementation of a Citywide GIS program is $ 2, 137, 050 with a breakdown for each annual estimated costs of: Year 1 - $ 646, 650 - focus on Utilities with consulting, field data collection, hardware, software, and training and education. Year 2 - $ 550, 800 - complete Utilities with consulting, geodatabases, software, training and education. Year 3 - $ 443, 300 - begin Citywide implementation with consulting, data, field access hardware, emergency notification software, training and education. Year 4 - $ 336, 300 - continue Citywide with consulting, data, mobile computers, public access software and public access kiosks, training and education. Year 5 - $ 160, 000 - complete Citywide implementation with consulting, data, hardware, software, training and education. The presentation included recommendations to appointment of a GIS Coordinator, completion of a comprehensive Utilities Department GIS data inventory, implementation of a GIS- based work order management system, provide field access to GIS, utilize GIS for emergency response, provide GIS access to all City department and divisions, and provide GIS access to the public. Discussion included years one and two implementation for utilities, then years three, four and five to take it citywide for the other departments, the benefits for each of the departments and to the City in the event a hurricane destroys all the topographical land marks, and on- going maintenance costs. The Mayor opened the floor for public input. Dean Covey, 270 Brooks Street, received clarification there would be on- going costs for maintenance after the fifth year. As no one else wished to speak public input was closed. During a brief discussion on the question of what the City could afford and the need to look at different funding strategies, it was mentioned it is not all or nothing and the project can be scaled to a certain extent around funding. It was noted the next step will be to finalize staff recommendations then bring it forward for discussion during the budget process. ADJOURNMENT I As there was no further business the meeting adjourned at 6: 23 pm. APPROVED= 0Je:0 8 MAYOR: __ ---= JIaT: · I CITY CLERK ddm