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HomeMy WebLinkAbout2006-193F. 0 Clerk of the Court Departmental Structure and Functions The Indian River County Clerk of the Court is an elected official . A total of 118 staff members are employed in the Clerk ' s Office ; eight employees are dedicated solely to providing information technology services for the Office . Main duties of Information Systems staff involve application development and maintenance, equipment support, and networking . This Clerk of the Court is chiefly f + , responsible for maintaining � � � t F � a court records and collecting r1 ^ ,� ,� r „ . I l f" P �JI�I , all court related fines and fees ; �� Jl T �J 44 The Clerk serves as the accountant and official record keeper for the Board of County Commissioners . The Clerk ' s % Office also sells marriage licenses and provides applications for passports . The Clerk ' s main office , located at the Indian River Courthouse , is in charge of the majority of the recording and other relevant duties . However, there is also a North County office located in Sebastian , FL . The North County office issues marriage licenses and performs marriage ceremonies ; accepts payments for traffic tickets and child support ; processes passport applications; helps with Official Records searches ; accepts paperwork for filing at the Indian River County Courthouse ; and accepts paperwork for recording at the Courthouse . The Clerk ' s Office web site includes an electronic records search that allows the public to do records searches . Public can search by name , by date , by name and date range, by book or book and page , and by document type and date . To manage its myriad of responsibilities, the Clerk ' s Office is divided into various Departments , including the following : • Clerk to the Board • Civil Department • Family Services Department • Felony Department • Finance Department Internal Services • Recording Department • Traffic Department Clerk to the Board The Clerk to the Board Department is the official record keeper for Indian River County . It: • Keeping the official record for actions of the Solid Waste Disposal District, Emergency Services District , Environmental Control Board and the Value Adjustment Board . • Taking care of contracts, resolutions and ordinances . • Providing the public with information about concealed weapon permits . Civil Department The Civil Department processes civil lawsuits , including small claims , evictions , county court cases , circuit court cases , garnishments, and probate and guardianship cases . Cases involving less than $5000 are filed in Small Claims court . The Florida Statutes contain the 177 GIS Needs Assessment and Implementation Plan Chapter 7 - Departmental GIS Needs Assessment information necessary to file an eviction . The Statutes can be found in the Law Library in the courthouse or in the Indian River County libraries . Cases involving more than $5 ,000 and less than $ 15 ,000 are filed in County Court . Cases involving more than $ 15 ,000 are filed in Circuit Court. Family Services Department The Family Services Department handles : • Adoptions Baker, Marchman , Jimmy Ryce , and Vulnerable Adult Protection Act • Child support/alimony/paternity • Dissolution of marriage • Domestic , repeat, and dating violence • Name changes Felony/ Juvenile Department The Felony Department deals with all crimes more serious than a misdemeanor. Grand theft , theft, fraud , burglary, robbery and murder are classified as felonies . The Juvenile Department handles delinquencies and dependencies . Finance Department The Finance Department accounts for all financial activities of the Board of County Commissioners . All monies due to the Board and all payments for the Board are performed by the Department . The Department accounts for all fixed assets owned by the Board . In addition to paying all bills for the Board , the Department also processes the payroll for the Board's and Clerk's employees . An opportunity exists for the enhancement of the Finance Department ' s accounting role through the use of GIS for GASB34 ( see GASB34 Analysis section below) . Internal Services Internal Services provides services to the public and to other Clerk 's departments . Included in ® this department are : • Appeals • Cashiers Information Booth • Jury/Marriage License/Passports • Transcribing Recording Department The Recording Department is responsible for creating and maintaining the official records series for Indian River County . It accepts for recordation documents authorized in the Florida n Statutes, Chapter 28 .222 . The recordation process includes microfilming of the official records as the permanent record series. The permanent records for each Court department are on microfilm from July 1 , 1925 through 1983 and the film is available in each department . From 1983 to today the permanent records are on the computer and are available either in individual departments or in the public room where computers are available for research . Traffic Department The Traffic Department handles all traffic tickets issued in Indian River County, animal control citations , municipal ordinance and code enforcement infractions and all misdemeanor cases . 178 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment Currently the Clerk ' s office does not utilize any GIS technology. GIS users in the Clerk ' s Office will be Tier 3 GIS Users : (see Chapter 2 : GIS Organizational Structure and Staffing for more information on Tier 2 & Tier 3 GIS Users) . Existing Hardware and Software Everyone in the Clerk ' s Office has access to a PC . A total of 140 PCs reside in this Office with some of these being in the Courtrooms ; there are also several laptops , none of which are currently being used for mobile computing . All division workstations have the County ' s standard operating system : Windows XP or 2000 . The office also has a digital printer/scanner that is used to scan subdivision plats . In addition , there are several individual scanners and printers on individual desktops that are networked . Most division personnel rely on Microsoft Office Suite for their day-to-day tasks . The following software is utilized : • SMEAD • MUNIS • OnCore ( for official records and plats ) • Ovation A customized Records Management System ( RMS ) , which was programmed by the Clerk ' s Office Information Systems staff , houses all the court applications and financial information . Originally developed in 1985 , this system has steadily grown over time to develop into a very successful records management system . '1 MUNIS ri N MUNIS software is utilized for a variety of mission critical functions . The Clerk ' s Office uses MUNIS primarily for accounting and financial tasks . MUNIS Important data about the County is stored in the MUNIS databases . At present, there is no link between MUNIS software and GIS . Sharing " data between MUNIS software and GIS can be quite cumbersome . Often , professional programming skills are required to select the appropriate data fields and to extract the data in a useable format . As the County implements additional GIS technologies , it is recommended that a streamlined data extraction and integration process should be established . Data will need to be downloaded to an accessible format, such as delimited ASCII file , for use in GIS or via direct connection to backend MUNIS database . There are some universal problems faced by users of comprehensive integrated local government applications such as MUNIS . The successful and robust usage of the data in many of the MUNIS modules is predicated on having good addresses or parcel identification numbers ( PINS ) . However, in almost all cases throughout the United States, address fields are not maintained or maintained poorly without any standards . One way that organizations deal with this problem is having a master street index that is integrated with the various software modules . This master list is utilized when adding addresses in any database . The user has to pick from a pre-defined list of accepted street names , suffixes , address ranges , etc . This insures data consistency and integrity. It is recommended that Indian River County Computer Services staff work with GIS personnel in the Utilities Services Department to extract pertinent data from MUNIS on a set interval for use in GIS . Although direct connectivity to the MUNIS database is feasible , performance of the system , as well as GIS applications, would be cumbersome and slow . Many companies , 179 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment including MUNIS , are creating links to GIS and /or creating GIS interfaces to their data ; an opportunity may exist in the future to utilize an integrated GIS interface ( once developed ) . OnCore OnCore , a customized program developed by Aptitude Solutions of Casselberry, FL offers Indian River County an array A Smarter Way To Record of robust features designed to maximize workflow efficiencies and minimize paper handling . Through its unique up-front scan approach , OnCore enables the Clerk ' s Office recorders to automate document flow through electronic queues . The new efficiencies gained also allows for immediate document return to walk-in customers over the front counter. The Clerk ' s Office uses Oncore primarily for the recording of official records and plats . The Clerk ' s office also uses Ovation , developed by Aptitude Solutions . Ovation is part of a Court Application Product Suite that allows for scanning , tracking , and posting full court cases for access level viewing . @im Recommended GIS Needs and Duties The Clerk of the Court currently uses no mapping or GIS . GIS can assist staff members in finding answers to internally generated questions . Based on this needs assessment, the Clerk of the Court has the following GIS needs , • GIS- based Mapping and Analysis in Support of Clerk Operations • Public Access to Geo-spatial Information m GASB 34 Analysis S'GIS-Based Mapping and Analysis in Support of Clerk Operations There is potential for the implementation of mapping and spatial analysis to support the operations and responsibilities of the Clerk of the Court . If implemented properly, the County ' s GIS will provide a powerful means for analyzing data , thereby improving the efficiency and effectiveness of operations . The Clerk ' s Office can utilize GIS to assist in several tasks, including : • View and query fax parcel information with owners • View records in Oncore database on a map • Find a piece of property on a map • View the tax assessments • Check delinquent taxes View property history View land instrument images pertaining to the property View traditional information about properties such as water, sewer, school zone, voting precincts, etc Tax parcels are an important part of the daily operations and workflow for the Clerk ' s Office . At present, deed index and deed information is handled by the Clerk ' s Office . ' Subsequently , deed information is relayed to the Property Appraiser to be integrated with GIS . Consequently , the Clerk ' s Office needs to have access to property boundary information with accurate ownership * Access to accurate land ownership information is essential in carrying out the many duties assigned to the Clerk ' s Office employees . The Property Appraiser ' s office currently maintains y a comprehensive GIS database of fax parcels . This information can be made available to Clerk ' s Office employees through an Intranet GIS data browser in which property ownership can be viewed and queried . 180 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment One of the key recommendations in the GIS implementation plan for Indian River County is the consolidation and centralization of all county GIS data , both existing and recommended into a standard ArcGIS geodatabase that allows for multi-user editing and access from all departments. Access to parcel owner and information will allow Clerk ' s office staff to answer many daily questions from the public relating to property history , tax assessments, and property ownership throughout the County. At present, Oncore is used as the primary database for storage of deeds and images . The records are linked to images ; both the images and index can be viewed internally by County employees through the Intranet, but only the index can be viewed on the Internet . u An opportunity exists to spatially enable the information stored within Oncore . The records in Oncore can be linked to corresponding records in the tax parcel layer, and a GIS data browser can be used for maximum use of both types of data . Independent GIS R consultants/developers offer solutions for this integration . Due to the complexity and importance of this integration , it is recommended that Indian River County contract with a consultant to guide them through this process . One of the primary recommendations for GIS implementation in Indian River County is the deployment of a County-wide Intranet GIS Data Browser ( please refer to the Enterprise- Wide y Applications section of this Needs Assessment for a complete description ) . An Intranet GIS Data Browser is an easy-to-use web-based GIS application available only to Indian River County government employees . It can be configured to include selected County spatial data layers to allow Indian River County employees to display, query, and analyze information about the County . In contrast to an Internet GIS Data Browser, the Intranet GIS Data Browser may contain spatial layers or connect to databases that the County may not wish to share with the public . For more information on the recommended Intranet GIS Data Browser, please refer to the Enterprise-Wide Applications section of this Departmental GIS Needs Assessment y Chapter. _ y�l e .. von r ;® a u I Y I Example of Intranet GIS Data Browser 181 GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessment KtPublic Access to Geo-Spatial Information At present, an internet mapping application is being used in the Property Appraiser ' s Office to disseminate information to the public . However, there was a stated need to migrate to a different application since the current one is quite weak on custom queries . Consequently, an alternate solution is being considered . The Internet browser should have the ability to incorporate data from the various departments as opposed to tax data alone . As part of the County ' s enterprise-wide GIS implementation , the Clerk of the Court should work with the recommended GIS Director to disseminate spatial information to the public by providing a mapping application that will enable citizens to view and map County facilities as well as land use . This effort should be coordinated with other departments in the County that manage complementary data . As part of the County ' s enterprise-wide GIS implementation , the Clerk of the Court should ` work with the recommended GIS Director to disseminate spatial information to the public by providing a mapping application that will enable citizens to view and map County facilities as well as land use . This effort should be coordinated with other departments in the County that manage complementary data . As part of the County ' s objective to migrate to a more robust Internet GIS data browser, the Clerk ' s Office should identify additional functionality that may be required in addition to the County ' s base enterprise offering . As aforementioned , a key opportunity exists to link deed index records and images with GIS . A link can be provided on the County ' s GIS data browser to allow users the ability to view this information in an efficient manner. It is recommended that the Clerk ' s Office work with the recommended GIS Director to provide this functionality on the Internet browser. More information on Internet GIS data browsers can be found in the Enterprise- Wide Applications section of this chapter. Public access to geo-spatial data will increase productivity by reducing the need for staff to personally respond to questions from citizens . Touch-Screen Kiosk A public access touch-screen kiosk is a proven system for allowing the public to find information without occupying valuable staff resources . This application would present a very easy-to-use GIS interface , driven by touch-screen technology ( no mouse needed ) . Not all Indian River County residents have access to the Internet , or are aware of where or " how to access it . Many residents may also be uncomfortable with using a mouse . Therefore , large touch-screen buttons , with easy to identify options, present an ideal solution . The public would be able to choose from several customized searches , such as " Locate an Address " , " Locate a Tax Parcel by PIN " , " Locate a School " , and many more . Data layers such as zoning and land use would be made available for users to turn on and off, to determine the permitted use of a property. In addition , users may have the option to view deeds or images related to a particular piece of property or owner . This will save time as users don ' t have to go to the Courthouse and look up the information in paper records . This will supply answers to many of the questions the public has , without direct interaction with Clerk ' s Office staff. It is recommended that the Clerk of the Court procure and maintain two ( 2 ) public access kiosks at the Main Courthouse in the City of Vero Beach and one kiosk at the North County Office in a highly visible and easily accessible area . The application running on the touch- 182 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment screen kiosk should also allow users to view images of deeds and information about property owners . W Case Study - Wise County, Virginia The Wise county Circuit Court Clerk ' s office began developing an E-GIS system after a 1997 implementation requiring parcel identification numbers on all land records filed in the county. In 2002, more than 80 layers are available to find a piece of property on a map, view the tax assessments, check delinquent taxes , view a sixty year property history , view land instrument images pertaining to the property , as well as all the traditional information about the property such as water, sewer, school zone , voting precinct , etc . The Land Records Division of the Circuit Court for Wise County has created an innovative and modern electronic web-based system to view nearly 100-layers of geographic information including a point information database . The system authorizes the user to apply to gain access to the real estate conveyance documents in tiff images for printing remotely after clicking on the parcel and viewing the real estate tax assessment data . It is the only- one-of-its- kind in Virginia and only a handful exist in the United States today. o - - O G s s _ O DEVELOP — v Parcels Name r vl c Vie, � SdNrnl Cc Im"I'inp Vuuk v a l I , � • Aoi vie 1041 V#1 Tj 'r U. D x . Image of online Geographic Information System providing nearly 100 layers of critical information pertaining to Wise County. The image illustrates the system 's capability of identifying the current owner and significant information of a parcel of land. (The link offered will direct you to the GIS homepage) 183 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment Illi , : !i f L -..i . . .. .- . . s ,J ':. :1 ., cm , ., :.•i Jn : iU '< I '. :u , r, '•.u . --i t, HYCf i:i ) \ II II I111 � �!: \ ; . ' Il ' l . .: ::- RX 1 HOuNON 11 ), .: . 42cr N 'A \;: 5 1 . F AITF ESS-- I H III % T FI •R _ J - . ,.. :ur.: •c nNL Hr \ DRI. D hc ;-. ] I1 1WI . N . hli Nr�1; r 'rl v '. •. . q . . i.,. _ . GF \ - .R AI HARP..\ \ ? Y OI- T:?". a.1 11:.'--: c i r.a r: 1'. -. -... . . . : Image of deed obtained online through the subscriber database featured in image d. This advanced technology allows subscribers to obtain land records from their home or office computer thus relieving the workload of individuals, businesses, and the clerk 's office. (The link offered will direct you to the online deed) In addition , the Land Records Division has enabled the utilization of a web-based electronic filing system for real estate interest conveyance documents . Electronic transfer of ownership interests includes deeds , bank mortgage certificates of satisfaction , and local health department conditional sewer permits . Wise County recorded its first electronic deed in September 2000 and was the first public agency in the United States to authorize electronic real estate conveyance . The Geographic Information and Land Registration System has saved many hours of paper process while enabling the public to interact with a key governmental agency without regard to time or location leading to higher efficiency, productivity, and lower operational costs . The nearly 100-GIS layers have been built as a result of a highly creative student intern program academically accredited with the Virginia Community College Systems ( VCCS ) leading students who spend 18-months plus in the work/study program to a professional certificate in Geographic Information Systems after 28-semester hours of study with the land records division . The system is exemplary not only because of its applications and its level of utilization by the public and local governmental departments but, moreover, if originates from a rural Central Appalachian Mountain county in the southwestern section of the state with a population of 40,000. The system was motivated by the clerk of court's experience as a real estate title attorney prior to his election to the post in 1995 . The system evolved from an office with no fax 184 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment machine and one 33 MHz computer to a web-based workflow environment that exists in 2003 . The system was created to enhance access to real estate information first through access to an electronic index of real estate records and other stored paper documents ( 1997- 1998) ; then to tiff image access to the real estate documents ( 1999 ) ; the first electronic filing of real estate documents ( 2000) ; the first Wise County Geographic Information System linked to real estate conveyance documents ( 2001 ) with subsequent months being expended expanding the GIS layers and electronic filing work flows with local government departments and the private sector utilizing information stored by the Clerk of Court Office in an electronic database . The Geographic Information System was designed to reflect the community . For example , persons interested in wireless Internet access may now see a visual of the signal shed . Interested persons from the citizen-homeowner to the fire fighter may review the location of fire hydrants , its water pressure , and last date of inspection . A hunter or fisherman may check the game survey data and locations through utilization of GIS . Commercial development planners may provide wider access to mapping of infrastructure to better enable project costs . Elected public officials may visualize through GIS the number of households claiming real estate property fax exemptions or the number of households failing to remit real estate p taxes . The examples could go on and on and on . For more information , please contact, Jessica Swinney, Geographic Information Officer, Wise County Circuit Court , 206 East Main Street , Wise , VA 24293, 276-328-4692 voice , 276-328-0039 fax, Jessicascourtbar. org GASB 34 Analysis The Government Accounting Standards Board Statement # 34 ( GASB 34) Given the Clerk ' s office incorporation of the Finance Department, it is crucial to note that GIS is playing an increasingly important role in integrated accounting and asset management . One of the most popular uses of GIS in accounting is for GAS1334 . In June of 1999 the Governmental Accounting Standards Board issued a comprehensive change to the financial reporting of state and local governments , due to the creation of GASB 34 . Along with many significant changes, for the first time , the GASB 34 requires a report on an agency ' s infrastructure assets . Infrastructure is defined as any long-term capital asset that is stationary and has a longer life than most capital assets . For example, roads , bridges , tunnels , drainage systems , wafer and sewer systems , dams , and lighting systems are representations of infrastructure . Buildings are usually not represented , except when the building accompanies an infrastructure network, like a pump house for a water treatment v plant . GASB 34 is primarily a tool for financial accounting and reporting . Therefore , the Finance Director will be deeply involved in assisting Indian River County in meeting its GASB 34 requirements . A full description of GASB 34 can be found in Appendix VII at the end of this document . Although there is no specific requirement for utilizing GIS in the GASB 34 process , many counties across the country are taking advantage of the tools GIS has to offer for the integration of financial and infrastructure data . The Finance Director would benefit from linking financial and assessment information on infrastructure features to its respective spatial feature stored in a GIS layer. 185 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment One of the goats of Indian River County ' s enterprise-wide GIS implementation is the creation of complete and accurate GIS data layers for road infrastructure and utility networks (water, sanitary sewer, storm water) , in an ArcGIS geodatabase format . Different amounts of features (with varying spatial accuracy and attribution ) have been collected for each utility = or road network. A complete and accurate model of each of these features will require a large undertaking , and therefore, this data will not be fully available to the Finance Director in the near future . A high priority of the recommended GIS Director will be to develop segmented street centerlines. Segmented street centerlines will greatly facilitate more accurate analysis of financial information about the County ' s road infrastructure . More information on this process can be found in Chapter 5 of this document. Once infrastructure GIS data layers are in a usable format, financial information can be linked . Most county finance information is stored in databases . GTG recommends the use of GIS software specifically designed to interface data stored in databases with GIS applications . Each feature with a unique identifier can then be linked to its spatial representation stored in this application , or utilized in ArcGIS . It is recommended that the Finance Director work closely with the Engineering Department to conduct necessary GASB 34 spatial analysis . r The advantages of linking financial information to GIS are three-fold . First, it provides a more advanced method of inventorying the Indian River County ' s infrastructure for the requirements of GASB 34. Infrastructure can be categorized by depreciation , valuation , etc . , and individual features of the infrastructure can be displayed according to their category . ' Secondly, GIS tools can be used for more advance analysis . When infrastructure assets are fully attributed according to depreciation , valuation , etc . , geographic analysis can be performed . For example , a query can be performed to determine the linear amount ( miles , feet, other units ) of road network infrastructure that has a depreciation percent of less than a chosen percentage . Thirdly , geographic display of the County ' s infrastructure , based on pertinent GASB 34 categories , will allow the County to recognize areas where capital assets y are rapidly depreciating . For further information , please refer to Appendix VII : GAS1334 . GIS Data Layer Inventory and Recommendations The Clerk ' s Office will benefit from access to several other departmental GIS data layers . It is expected that once all departmental data is integrated, consolidated , and centrally stored , that staff will have access to all non-classified GIS data layers from other County departments . Extract, cleanse, geocode, and map from address database ; georeference Automated ; Community Address Points based on aerial Development/ Planning Recommended photography and GPS field work Aerial Photography Fly-over with control points Property Appraiser - GIS Existing 2004 and Mapping Building Permits Geocoding of database Automated Recommended Commercial Extract from Geocoding GIS Director Recommended Addresses and Address Points 186 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment County Limits Acquire from Ordinance Property Appraiser - GIS Existing Information and Mapping City Limits Acquire from Ordinance Property Appraiser - GIS Existing Information and Mapping Deed Index and Geocode from Oncore Automated Existing -images database Digitize on screen ; Facilities aggregate layers as Property Appraiser Existing needed Parcels Derived from tax records Assessor' s Office Existing Sewer Features Digitize on screen ; existing Utilities Services Existing CAD data ; GPS field work Digitize from base map Engineering Parks data ; aggregate layers as Division /Surveying and Recommended needed Mapping Extract , cleanse , geocode Permitting and map from Access Automated Recommended database Proposed Digitize from base map Community Subdivisions data ; acquire from Development/ Planning Recommended developers submitfin Digitize from base map data ; aerial photography; Engineering Division / Land Right- of-way aggregate layers as Acquisition Recommended needed Digitize from base map Engineering Schools data ; GPS field work Division /Surveying and Recommended " Mapping GPS field work; aggregate Engineering Signs layers as needed Division/Surveying and Recommended Mapping Street Centerlines Aerial Photography, GPS GIS Director Existing data collection Vacant Properties Query from parcel layer; Planning Recommended other sources as needed Water Features Digitize on screen ; existing Utilities Services Existing CAD data ; GPS field work W Digitize from base map Zoning data ; extract from parcels Planning Existing 187 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment r' Recommended GIS Applications —' Internet GIS Data Browser An improved county wide Internet GIS data browser has been recommended to provide citizens with access to the County ' s geo-spatial data . The Property Appraiser currently has an internet application that is being used to host GIS data ; however, a more sophisticated browser that handles custom queries is being investigated . In addition , the county wide browser should have the ability to incorporate data from the various departments as opposed to tax data alone . A description of recommended GIS data browser solutions is provided in the Enterprise-wide Applications section of this chapter. Intranet GIS Data Browser An Intranet GIS data browser has been recommended for use by the Clerk ' s Office personnel . A full description of recommended GIS data browser solutions is provided in the Enterprise-wide Applications section of this chapter. Public Access Kiosk Application Two public access kiosks housed at the main courthouse as well as one at the North County location would allow the public to look up mapping information immediately in a user friendly manner. A description of recommended GIS public kiosk data browser solutions is provided in the Enterprise-wide Applications section of this chapter. 188 GIS Needs Assessment and Implementation Plan Chapter 1 — Departmental GIS Needs Assessment w Recommended Departmental GIS Users The following chart describes the recommended GIS application use by the Clerk of the Court. A Tier 1 user is a power GIS user who should have access to a fully functioning GIS toolset. A Tier 2 users focus is data analysis in addition to general browsing capabilities . A Tier 3 user requires only general browsing GIS data functions . The Clerk ' s Office will consist of Tier 3 users . Clerk of Circuit Court Indian River County Chief Deputy LCounty O Tier 1 : Power User ` Administration Building O Tier 2: Analytical User OTier 3: Browser User Clerk Super Board finance Information Supervisor Director Systems Director Support Services Assistant Supervisor ` Finance Director Accounts Payable supervisor Internal Services r North County County ' Courthouse '. Supervisor Supervisor Supervisor Civil Supervisor Supervisor TYaffG sor Family Services Felony Recording Clerk 's Office Multi-Tier GIS Application Use 189 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment SUPERVISOR OF ELECTIONS L; Supervisor of Elections Departmental Structure and Functions The Supervisor of Elections Office employs eight full -time employees including : • Supervisor of Elections • Chief Deputy Supervisor • Deputy Supervisor • Information Technology Manager • Elections Specialists ( 2) • Voter Outreach Coordinator • Voter Absentee Coordinator The Indian River County Supervisor of Elections registers any eligible people that wish to vote, and is responsible for all registrations for County, State and National Elections , as well as the registrations for the City of Vero Beach and other County municipalities . The Supervisor also conducts elections for each city in the county . At the federal level , the Supervisor of Elections handles all the absentee ballots and overseas registrations . The Supervisor is currently in the process of going to a statewide voter registration system . The Supervisor of Elections is not a department , but an elected official . The main duties of the Supervisor are to conduct elections , register voters, and draw precinct boundaries . Staff members are responsible for registering voters , maintaining voter records , and conducting elections for the County , State , and local municipalities. In addition , the Supervisor of Elections is responsible for the creation of County voting districts and appropriate maps . Staff in the Supervisor of Elections Office currently use GIS to print maps of the voting districts for the public : most of these requests are received via the Internet. Maps can also be downloaded from the web site for public use . The future Information Technology Manager will be handling all GIS duties for the Supervisor of Elections, and thus will be a tier two user. The majority of the other employees will be Tier 3 GIS Users ; however, some GIS use within the Department will involve more complex GIS data analysis , mapping , and some geo-spatial data creation , such as that of Tier 2 GIS Users ( see Chapter 2 : GIS Organizational Structure and Staffing for more information on Tier 2 and Tier 3 GIS Users) . The Information Technology Manager as well as the Chief Deputy Supervisor should be trained on GIS in order to have the ability to utilize the technology to assist with more complex tasks . Existing Hardware and Software The Supervisor of Elections currently has twenty- two networked personal computers , including the following : • 8 used by full-time staff • 5 used by temporary staff • 1 used for public access These computers are utilized for word processing and voter registration . All of the computers are running Windows XP 190 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment The Supervisor currently has access to a large format plotter and a small format plotter in the ' office . A new large-format plotter will be needed to enable the Supervisor of Elections to print a significant quantity of maps , particularly during election season . The Supervisor of Elections uses the following software applications : MS Office Suite • MS Visio • ArcView • Voter Focus from VR Systems • GeoElections from ICW International Voter Focus AII R * * fr httiD ://www.vrsystems .com a H .F.0 HO \ Sh.1NAGEUE\7 kMEN I i POLL. 14OKKEK MANACEMENt , VCIFal l'01 HL C, Lt`i.R AI'If..11 . RELATION4111P RECISTRAIION 4FRIACATION I L G:', I LiL PFI II Imo. ` C0RFIESP0NDENCF 4ERIFICArio\ M Voter Focus is a Windows-based voter registration and election management system designed by VR Systems , which is used by 807o of Florida counties and meets all the voter information , candidate and election management systems needs of the supervisors q excluding ballot tabulations . 191 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment Voter Focus consists of fully-integrated modules that enable election officials to register voters , qualify candidates , and conduct elections with a single software solution . In addition , because a detailed list of all residential addresses is stored in the system , Voter Focus allows voter locations to be mapped through a process known as address matching . The street index is stored in the VR systems database ; no mapping functionality exists at the present time. Currently , updating the street centerline is based on a legacy workflow that requires considerable manual effort; a street is added to the VR systems database and then the street has to be field verified before being added to the GIS layer. Refer to the GIS Needs and Duties later in this section for a proposed solution to this problem . GeoElections 11 [4 4 111=U rh httr) ://www.icwmar)s .COm GeoElections Software by ICW International is another application currently being deployed by the Supervisor of Elections . This application harnesses the power of GIS by leveraging the Office ' s voter registration system . GeoElections allows for reprecincting , redistricting , paper map production , and mapping on the World Wide Web . The Supervisor of Elections currently hosts their mapping information on the World Wide Web via an Internet map service provided by GeoElections . Anyone can visit the site to view mapping information associated with precinct boundaries and voting locations . GeoElections also includes a powerful geocoding utility that allows election departments to place their electors on the map so that analysis can be performed , such as trying to decide where to locate more precincts and voting places . GeoElections provides the following services : • Displays political boundaries from US Congressional districts to precincts . Political boundaries may be turned on and off for viewing . • View county wide calendar of elections . • Print a voter registration form . View incumbent and candidate information and more . 192 GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessment Hauler Coamc If Ilk wP, Supen kor of Elec tions �mn C 111, e,wIlk, _. Ill et nit S ! IT IT" 11 24 - mom , s „ Sample GeoElections Internet Map Service Of=- Recommended GIS Needs and Duties Accurate and up-to-date maps are a priority for the Supervisor of Elections . The Supervisor of Elections uses maps to determine how best to split precincts , as well as to define County Commissioner, school board , state house , and state senate boundaries . GIS is currently being utilized to accomplish these tasks . The process of maintaining voter boundaries will be an ongoing need for the Supervisor of Elections . It is recommended that the future Information Technology Director accomplish this task. Based on this needs assessment, the Supervisor of Elections has several GIS needs , including : Precinct, District, and Voter Identification • Districting and Precincting • Street Centerline Consolidation and Integration Formal GIS Training The following are other potential uses of GIS for Elections • Identifying property owners within a certain radius Turn by turn directions to closest voting location at public access kiosk and Internet application • Automatic Letter Generation • Providing voter maps to constituents Providing candidates point maps of voter locations Precinct District and Voter Identification Most of the employees within the Supervisor of Elections ' office will be tier 3 GIS users ( Refer to Chapter 2 , Key# 4 ) . They need an easy to use interface that will allow them to quickly view data and print out maps . A voter lookup Intranet application should be implemented for all Elections ' staff. This application should allow a user to identify an existing voter, the voter' s physical registered location , their precinct , and their various districts . The user would zoom into an area visually, by voter, precinct, or by address . A button for printing reports 193 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment Example of a Voter GIS Layer and maps wouly' be oma. included . Current) the ® �© ®f. KYJ AII190 OM02010 YJ Ek Wh GeoElectections software, which is running on the H county website, allows the vDv public to get access to this information via the111,11A 11 ,5 Internet. However, the f& IP need was stressed for an "'" °" ' 10, intranet application that I_ will allow internal staff to41 D4 view this information quickly. It will also be used jnVIJ to print maps for use in C � M14i field work . luIlu 11 This application will require the existing voter location GIS point layer, which will be derived from address matching against the street centerlines . The IT director should ensure that this layer is maintained so that these maps will be current . , StDistricting and Precinctinq Keeping accurate voter counts by precinct is a continuous process for Indian River County due to growing communities , new developments, and areas where populations are rapidly fluctuating . Maintaining balance in the voting process requires realigning districts and ensuring equity before each vote . Using GIS and the latest available Census data , Indian River County can prototype multiple redistricting scenarios quickly and easily before finalizing new boundaries . GIS should be utilized to redraw precinct and district lines as needed . District lines are redrawn after each census . This task should be done in-house on an ad hoc basis . U .S . Census data , in conjunction with a digital voter map , should be used to logically balance districts and precincts . All precincts should have approximately the same number of voters and should fall completely within a commissioner/school board district . A voter's true x, y location can be used with a point-in-polygon function against the spatial representation of the boundary database to determine the correct district . This streamlines the voting process and reduces confusion at the polls . This task can be accomplished by the IT director using Arc View. 194 GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessment Using GIS to Create Districts and Precincts � _ ❑ x Eile Edl Lrew Iheme Giaphcs �lirdow tlde 0 12 ®®® MEN ®® '® rF ¢>, al li a R? p 59 g5 - ] Q - :• "ice Scale 1:( x'682970.85 2 e _ 8 x GO WsvEs /V 4V/ Gose:adz Goldz3rdz V/ Go of /V Precincts . Dstrict 5 D strict DaLid4 .::yy" ' a Ve Dstdct3 DktHel2 LLL�'y v-F14 Datnctt 1II A C -. AJ `CS Case Study : GIS Aids Maricopa County with Election Tasks Geographically large and growing fast, Maricopa County, Arizona , had the greatest numerical population increase of any county in the United States between 2000 and 2001 . With more than 3 .2 million residents , it is the fourth most populous county in the nation and in aerial extent, the 14th largest . Gilbert—the fastest growing city in the United States; Phoenix , the state 's capital ; and 23 other cities and towns are located in Maricopa County . The Maricopa County Recorder/ Elections Department administers elections for the county's 1 .5 million registered voters . The department administers nearly continuous election cycles . City, school , and special district elections occur four times each year in March , May, September, and November. State and federal elections occur every two years in September and November, respectively. Throw in an occasional presidential preference election or countywide issue , and this makes for a busy schedule . Department officials must ensure accurate boundaries, maintain the voter list , locate polling places, plan voting precincts, recruit and train poll workers , deliver supplies, and get the word out to voters for each and every election . Because elections in the county are sometimes decided by only a few votes , none of these tasks has a margin for error. 195 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment Fortunately, the department uses GIS for election tasks . Applications based on ESRI GIS technology have helped radically transform internal business processes and data management in the department. Tasks that were previously cumbersome and labor intensive have been streamlined or eliminated with the implementation of an award a. winning, money saving GIS . The Recorder/ Elections Department GIS has worked its way into most aspects of the county's election processes . Some of the department's GIS activities include • Applications for precinct planning and redistricting • Maintenance of streets, districts , and jurisdictional boundaries in the GIS and voter registration system • Printed and online precinct and district maps for the public , candidates , and incumbents • Preelection planning such as polling place siting , delivery routing , and custom - mapping • The Online Polling Place Locator, which identifies and maps a voter's polling place Election night dynamic display of reported precincts ,. 0 Postelection mapping and analysis of turnout and results Accurate geocoding of the county's 1 .5 million registered voters • Assistance to other government agencies around the state • Mapping and analysis to support county court cases • Participation in the city of Phoenix Summer Youth Work Experience Program through Arizona Call-a-Teen One particularly noteworthy GIS application is the department's online mapping presence at recorder. maricooa . gov/ maps. At the ArcIMS-powered Web site , visitors can choose from several map viewers that range from a simple , one-click navigation viewer to a viewer with sophisticated navigation , display, and analysis features . This gives everyone access to political information—from first time Internet mapping users to more advanced users with more demanding requirements . More than 1 , 100 static , preformatted maps , created in ArcMap and saved in Adobe Acrobat PDF format , can be viewed online or printed . The department has found the flexibility of ArcIMS to be particularly useful . The internal "Elections Department only" version of the Web site expands the data available to include " possible polling places and click-and-report access to individual voter information . The department's Polling Place Locator is available prior to elections for voters to enter their address to find out where to vote . This application alone received tens of thousands of hits for the November 2002 general election on election day and the day before . During the redistricting of Maricopa County's supervisor districts and judicial precincts, an Internet application was provided that allowed users to sign up , log on , and draw their own redistricting plans using some of the sophisticated grouping and reporting features normally found in desktop redistricting software . This application was well received by a public eager to actively participate in the redistricting process . The county court system also used the application to examine jury pool demographics . Finally, the department has partnered with the Arizona Independent Redistricting Commission (www . azredistrictina org ) , the five-member commission chosen to redraw Arizona 's legislative and congressional districts , to support the Web site and online mapping capability. 196 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment For more information on the Maricopa County Recorder/ Elections Department's GIS, contact " Tim Johnson , GIS Programmer/ Analyst and GIS Manager Tel . : 602-506-4959 E- mail : tiohnsongrisc . maricopa .gov or Jeannette Kobbeman , GIS Specialist Tel . : 602-506-4954 E- mail : ikobbemanwrisc . maricopa .gov Case Study courtesy of ESR) ArcUser Magazine KtStreet Centerline Consolidation and Integration At present , reconciling the street index in Voter Focus with the street centerline GIS layer is based on a legacy workflow that requires considerable manual effort; a street is added to the VR systems database and then the street has to be field verified before being added to the GIS layer. The Planning Department in Community Development adds new streets on an ad hoc basis . The Emergency Services Department maintains the county ' s street centerline GIS layer. A general recommendation has been made to migrate all editing and maintenance of the street centerline layer to the recommended GIS Director (See Chapter 4 : Base Map Creation and Consideration ) . One of the primary goals of the County ' s GIS implementation is consolidation of all county data into one single repository database . It is recommended that the Supervisor of Elections Office work with the recommended GIS Director to ensure that the street centerline is centrally stored and maintained and that the street centerline is properly updated with the street index for the Supervisor of Elections . This workflow will allow Supervisor of Elections personnel to make sure that the street centerline is updated with the necessary streets and subsequently eliminate several hours of unnecessary field work to ensure street index and GIS integration . ` QX Case Study : Los Angeles County Registrar-Recorder/ County Clerk ( RR/CQ Los Angeles County is a geographically extensive area that covers approximately 4,080 square miles and includes a complex landscape of rivers , mountains , freeways , urban centers, suburban and rural areas, and a vast street network . The county is home to some 5 million registered voters , most of whom live in one of the county ' s 88 municipalities . To keep voter counts below state mandated limits per precinct, RR / CC divides the county into „ roughly 5 ,000 precincts . Nearly 500 ,000 street segments are needed to locate the voters on the Los Angeles County street network. Due to the sheer size and dynamic nature of the County, the volume of data edits required for routine precinct and district maintenance was significant . Moreover, since RR /CC ' s existing GIS system was not integrated with their existing Voter Information Management System ( VIMS) , these edits had to be entered into each system separately in order to keep the GIS and VIMS systems synchronized . To remedy this costly and time-consuming workflow, RR / CC contracted bd Spatial (formerly GIS/Trans , Ltd .) to develop a GIS system that would allow their Precincting Section to maintain the precinct and street segment data through a map-based interface without having to duplicate data entries a second time in VIMS . The resulting Single Point Data Entry „ (SPDE) system was built on a platform of ESRI and Microsoft software . The SPDE client application was developed with object-oriented techniques using ESRI ' s ArcGIS 8 desktop GIS software , ESRI ' s ArcObjects software component library, and Microsoft ' s Visual Basic 6 197 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment programming language . The SPDE database was developed using Microsoft ' s SQL Server 2000 RDBMS , and was spatially-enabled using ESRI ' s ArcSDE 8 software . Case Study courtesy of bd Spatial (formerly GIS/Trans, Ltd. ) j 4 Case Study : Moricopa County, Arizona uses the following methods to integrate its street centerline layer: Another significant elections GIS application , and arguably one with the most impact on its internal work processes , is the integration of ArcView as an editor for the Recorder's Voter Registration System streets and boundaries tables . These tables store address ranges and alignments for streets and north-south-east-west address alignments for boundaries . The Voter Registration System uses the tables to code voters into the proper precinct and districts and to determine in which elections a voter is eligible to vote . Prior to 1999 , the department relied on hand-drawn graph paper representations of districts and printed reports of streets to determine how to manage these tables . This method had several shortcomings—the graphs were never to scale, frequently had to be redone due to annexations , and were difficult to draw and interpret correctly . At the end of 1999 , the department implemented an ArcView 3 application that models streets and boundaries and lets users actually see the relationship between the two . Although the database is only "faux" spatially enabled , the application enforces some topology rules in the tables . This application has easily saved hundreds of hours in maintaining and troubleshooting this critical piece of the system . Case Study courtesy of ESRI ArcUser Magazine St Formal GIS Training The IT director and Chief Deputy Supervisor should receive formal GIS training . This training will ensure that the needed GIS data is in place and that the future goals for GIS data creation and maintenance can be attained . More information on training opportunities can y be found in Chapter 8: GIS Training and Education . GIS Data Layer Inventory and Recommendations The following table describes the most important GIS layers for the Supervisor of Elections : Extract, cleanse , geocode , and map from address database; georeference Automated ; Community Address Points based on aerial Development/ Planning Recommended photography and GPS field work Aerial Photography Fly-over with control points Property Appraiser - GIS Existing 2004 and Mapping Census Data Download from Census Community Development Existing Bureau County Limits Acquire from Ordinance Property Appraiser - GIS Existing Information and Mapping City Limits Acquire from Ordinance Property Appraiser - GIS Existing Information and Mapping Parcels Acquired from tax records ; Property Appraiser - GIS Existing Cogo and Mapping 198 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment Digitize from base map Engineering Parks data ; aggregate layers as Division/Surveying and Recommended needed Mapping Digitize from base map data ; aerial photography ; Engineering Division/ Land Right-of-way aggregate layers as Acquisition Recommended needed Digitize from base map Engineering Schools data ; GPS field work Division/Surveying and Recommended mapping Street Centerlines Aerial Photography, GPS GIS Director Existing data collection Digitize from base map Subdivisions data ; acquire from Community Recommended developers submitting Development/ Planning proposed development Extract, cleanse , geocode , Voter Locations and map from Voter Focus Supervisor of Elections Recommended database Voting Precincts Acquire from Ordinance Supervisor of Elections Recommended Information Extract, cleanse , geocode , Voting Locations and map from Voter Focus Supervisor of Elections Recommended database Digitize polygons from aerial Waterways photographs and existing GIS Specialist Recommended maps " a s W � Recommended GIS Applications Intranet GIS Data Browser - An Intranet GIS data browser has been recommended for use by Supervisor of Elections personnel . A full description of recommended GIS data browser solutions is provided in the Enterprise-wide Applications section of this chapter. Public Access Kiosk Application There was a stated desire to provide a more user friendly and immediate way for voters to inquire as to voting precincts, voting districts, etc . Currently , this can be done via GeoElections on the Internet . However, many citizens come to the Elections office for this information . Often citizens have to wait for an available staff person to provide assistance . A public access kiosk would allow them to look up this information immediately in a user friendly manner. The Internet has become a powerful means for disseminating geographic information to the public . However, a need for public physical access to geographic information at an organization ' s buildings is even more essential . A touch screen kiosk is the answer that many have been waiting for because it will allow users to find information for themselves , thus - relieving the workload of Supervisor of Elections ' staff members . 199 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment To be effective, a public access application must be easy to use . For many users, this means an application that does not require use of a mouse or keyboard . Touch screen monitors have enabled applications that do not require a mouse and keyboard to become a reality . A touch screen kiosk application should be implemented at the Elections Office . Buttons and slider bars must be large so that they are easily selected by touching the screen . Find Find Find V Poling 4 Voting Sample Introduction Screen for Touch Screen Kiosk The public access application should target the following goals : Configurable for at least 10 preset queries • Extremely user friendly — no keyboard , no mouse • Designed with the latest GIS technology • Must have an administration package for complete control of layers , colors , and data " . Network ready for automatic update of configuration and setup files • Easy to customize data setup and query configuration • Supports imagery and ortho- photography a0 Easy and quick setup 200 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment Recommended Departmental GIS Users The following chart describes the recommended GIS application use by the Supervisor of Elections . A Tier I user is a power GIS user who should have access to a fully functioning GIS toolset. A Tier 2 users focus is data analysis in addition to general browsing capabilities . A Tier 3 user requires only general browsing GIS data functions . The Supervisor of Elections will consist of Tier 3 users as well as two Tier 2 users . Kay Clem Supervisor of Elcllom Amounting Chiel Oe u Manager p tY IT Manager Warehouse Voter Outreach Poll Worker Ekctlon Election Absentee Statl Assistant Manager Coordinator Coordinator Speclallst 1 Specialist 2 Coodinator OTier 1 : Power User y O Ter 2: Analytical User OTier 3: Browser User Supervisor of Elections Multi-Tier GIS Application Use 201 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment YOUTH GUIDANCE aiytR c �<�R��� � Youth Guidance `Lffi Departmental Structure and Functions The Youth Guidance Program provides services for children ages 4- 16 , most of whom are from single parent homes. These children would benefit from having a volunteer friend to provide them with friendship and guidance . Some of these children are " at risk " ; others are simply in need of a friend . The Youth Guidance Department functions as a semi-autonomous entity within the County ' s government structure . Most of the Department ' s funding is received from external entities , including the United Way as well as independent grants . The Department primarily interacts with the Sheriff ' s Office, typically if an abuse or neglect case will be referred to the court system more than once . The Department assisted 912 children in 2004 . It is expected that this number will be surpassed in 2005 . The Youth Guidance Department is staffed by three people: the Department Director, an Assistant, and a Clerk Typist . These three dedicated staff members ensure that the Department has as much impact as possible on the well being of at-risk-youth . The Department does not currently use a GIS . All three staff members will be Tier 3 GIS Users ,- additional sers ;additional GIS support will be provided by other GIS users within the County , primarily the recommended GIS Director )see Chapter 2 : GIS Organizational Structure and Staffing for more information on Tier 3 GIS Users ) . I I Existing Hardware and Software • The Youth Guidance Department has three desktop PCs . Staff have access to a networked printer and the Director maintains an all-in-one printer that includes a scanner. The Department relies on donations from the public-at-large for additional computing resources . All three PCs have the County ' s standard operating system : Windows XP . All three staff members rely on Microsoft Office Suite for their day-to-day tasks . The Assistant is technically skilled and manages a variety of databases in MS Access . A database that stores youth information , including addresses , will be a key data source for the Department ' s GIS utilization . Recommended GIS Needs and Duties The benefits of GIS analysis and applications have not yet been realized by the Youth Guidance Department. Upon the implementation of the appropriate GIS application and utilization of GIS analysis functions, the Department will be able to realize some benefits for its overall daily activities and functions . y Based on this needs assessment, the Youth Guidance Department has two GIS needs , including : • Mapping and Analysis of At-Risk-Youth Locations • GIS-based Routing for Youth Home Delivery 202 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment KtMappina and Analysis of Af-Risk Youth Locations GIS software is often used for land management , economic growth , facilities planning , and infrastructure / asset management. GIS can also provide the framework for the analysis of socio-demographic trends and patterns. The Department currently maintains at-risk youth information in an MS Access database ; this database includes address information for each record entry, primarily residential address of each child . A valuable opportunity lies in the utilization of GIS to map the location of each at risk-youth child relative to County facilities , event locations , and outreach target areas . Given the dynamic nature of many of the program ' s children , Department staff identified that it would „ be beneficial to be able to track the various locations where a specific child or set of children live . In addition , visualizing at-risk youth locations relative to demographics would enable staff to ascertain , and potentially quantify, how socio-cultural factors may influence at risk-youth . The at-risk youth database should be spatially enabled by address-matching client locations to the County ' s street centerline layer and / or the recommended master address point layer. Once spatially enabled ( as points) , this data can be mapped and analyzed . Trends and thematic analyses will allow staff to determine focal areas within the County that need added attention for at-risk youth management. Additionally, in areas with a prevalence for at-risk youth , general mailings can be dynamically created to inform residents and neighbors of the need for added attention for at-risk youth issues . w Utilizing GIS , the Department can conduct several analyses , including : Tracking at-risk youth locations by specific point, census block / block group /tract, neighborhood , and city • Thematic classification of County areas in terms of risk to youth Visualization of at risk locations over time • Outreach coordination and focal area determination Tracking school attendance based on spatial trends • Determining whether distance to County facilities/services influences at-risk youth activity • Marketing and grant applications Given the Department ' s close relationship with the Sheriff ' s Office, it is recommended that the Department also enter into a data sharing agreement; this agreement will enable both departments to view and analyze relevant data for crimes/incidents and at-risk youth . The ability to view crime/incident data in conjunction with demographics and at-risk youth locations may provide an opportunity to view an additional dimension ( or set of dimensions ) that would assist in the determination and modeling of potential at-risk youth locations . Lastly , GIS has often been used as an educational tool for children at various skill levels . As demonstrated by the Case Study below, the Department may wish to explore how GIS could be utilized by children as an educational and career-development tool . Case Study: Teens Become Inner City Mappers ( By Kate Fields Executive Director Greater Eastside Community Association ) The September 1999 death of 17-year-old Jimmy Berates may just show up as a State of Michigan statistic on the year's Rate of Teen Deaths by Accident, Homicide , and Suicide report, but for those of us working with at risk kids, his death exemplifies what the terminology really means . 203 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment Jimmy was a participant in an innovative " summer youth employment program called Inner City Mappers . Initiated by the � Greater Eastside Community Association , this unique , collaborative GIS project had A� q three basic objectives . The first objective was to provide summer employment for inner-city youth ; the second was to teach li) them marketable job skills ; and the third was to have them provide a service for their community by mapping Brownfields y� in Flint and Genesee County, Michigan . The ultimate goal , of course , was to help " these young folks envision what a positive, productive life they could have and give them a beginning means of achieving this future for themselves and their own families . Above right and below left: Knowing the a 3 �_11Wx171 1:1 ,�, exact locations of the problem would help rid Flint, Michigan, of blight- To that end, a - - GIS map of data with an exterior physical inventory and building assessment was - created. • Flint , Michigan , is a classic example of growing inner-city blight and urban distress . _ Factors such as the loss (since 1978) of - close to 50,000 General Motors jobs and -_ _ the subsequent out-county population migration has left the core city with many problems such as a proliferation of abandoned buildings and the highest child poverty rates in Michigan . A very large percentage of the City's children (and their well- being ) are deemed at risk by indicators such as health , educational attainment, family structures , and adequacy of income . • According to the Annie E. Casey Foundation ( from their annual national report, "Kids Count") , a child is at high risk if they live in a family with four or more of the following characteristics : Child is not living with two parents o Household head is high school dropout o Family income is below the poverty line Child is living with parent (s) who do not have steady, full-time employment v Family is receiving welfare benefits o Child does not have health insurance Given the above conditions , plus significant high school dropout and teen pregnancy rates , ' the scarcity of job training opportunities , and few recreational activities, it's not surprising that teenage gangs and crime-related activities in Flint are proliferating . Inner City Mappers is a program designed to offer youth a more positive alternative . 204 GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessment Pictured at left: CEITA instructor Gary Roth shows mappers a GPS receiver. From left to right: Gemayel Melton, Dwight Laster, David Bowers, Alan Roth . Photo by Dan Bowers. The idea for the program grew out of an earlier connection between the Center for Environmental Information and Technology Applications ( CEITA- Eastern Michigan University) and the Greater Eastside Community Association ( GECA ) . As a newly formed community, nonprofit GECA easily identified neighborhood revitalization as a priority. How to go about that goal , however, was a bit more complicated . It was decided that in order to get rid of blight , we needed to know the exact locations and extent of the problem . We decided to create a multilayer GIS map of data (at the parcel level ) with an exterior physical F inventory and assessment of buildings and property . After designing an assessment tool and conducting the inventory, we then created a database of property conditions and contracted with CEITA to provide the digitized maps and link our data to the maps . r Through this process we discovered that t .t CEITA had utilized a National Science Foundation grant to create a program called Work /Site Alliance . Their project involved creating a curriculum for high school faculty and students in which they learned how to become proficient in GIS technologies. Luckily for us , CEITA was now in the third year, or replication phase , of this grant, and they were willing to use the Flint community in order to duplicate the program . Other community partners came onboard as we sought to combine resources and build the program . Mott Community College offered the use of their new computer labs, ESRI provided ArcView GIS software and licensing rights, program funding came from the Community Foundation of Greater Flint , the Goggins Family Foundation , and Mott College " Foundation . Another area nonprofit organization , the Spanish Speaking Information Center, contributed in-kind funds and assistance with youth recruitment . CEITA designed and conducted an intensive two-week Summer Science Camp with the objective of "learning how to utilize GIS in a real -world setting by 1 i ' l � mapping EPA designated Brownfield sites in the City of Flint, Michigan , using a variety t of spatial analysis techniques as well as I developing and applying scientific problem-solving skills in the field ." GECA y t provided the overall program _ development and project management. rf Twenty youths (ages 14-22 years old ) were 00, s � Sllk ! i recruited by flyers distributed in neighborhoods and high schools . It was a 1 diverse group : 14 males and six females , six ` Hispanic , 10 African-American , and four it r. Caucasian . Two were 14 years old , five 205 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment were 15 , three were 16 , two were 17 , four were 18, and one each , ages 19-22 years old . Several of the participants were high school dropouts . Amazingly, 14 out of the 20 had never touched a computer before . Pictured at left: Daniel Lopez in Mott Community College computer lob. Photo by Dan Bowers. From the first day, we had difficulty getting them to leave the labs at the end of the workday . At the start of the third day they were so proficient on the Internet that we had to stop and explain lab policy of "only educational sites allowed ." In addition to the conceptual and scientific learning modules , they gained basic proficiency in Microsoft Office ( Word , Access, and PowerPoint) and ArcView GIS software . Lessons were interspersed with field trips designed to show them real-world entities utilizing GIS technologies ( Genesee County Treasurer's Office, State of Michigan-MI Information Center, a private company, and land and air surveys ) . By the third week of the program , they were creating databases of recorded Brownfield sites by downloading information from the Michigan Department of Environmental Quality and the U .S . Environmental Protection Agency . The final , and sixth , week of the program culminated in a public demonstration , complete with handouts and PowerPoint presentations they had created . There were difficulties to overcome ( deficits in basic literacy skills and [non ] established work ethics such as punctuality) , but the teenagers ' pride in their work and sense of accomplishment was self-evident . Three of the dropouts returned to school in the fall including Jimmy Barajas . No one really knows whether the bullet that killed Jimmy was the result of an accident , suicide, or gang -related homicide , but the other "Mappers" and community still mourn the tragic loss of this at risk young man . For more information , please contact Kate Fields, executive director, Greater Eastside Community Association ( tel . : 810-233-0507 , e-mail : KateFieldsaaol com ) . *Case Study courtesy of ESRI ArcNews Magazine. eGIS-based Routing for Youth Home Delive v An additional opportunity identified by Department staff is the use of GIS to determine routes from program areas/facilities to youth homes . Many of the Department ' s clients ( children ) rely on volunteers to provide them with a means of getting home after activities and events sponsored by the Department . In many cases, volunteers are asked to deliver one or more children to addresses with which volunteers are not familiar. GIS-based routing would enable the Department to generate various maps for volunteers that would provide a graphic and textual description of the route from a specific activity/event location to a child ' s home . Using the aforementioned MS Access database that is used to maintain at-risk youth records , a batch process could be used to generate maps based on program / project registration , such that relevant maps would be created in advance of an activity/event . The automated process would utilize the activity/event address as the starting point, and the target home delivery address as the ending point—one map could be generated for each registered child , and the maps would then be distributed to volunteers at the conclusion of the activity/event. 206 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment The graphic below provides an example of a routing interface similar to that which could be implemented by the Youth Guidance Department. J JJ J J JJ u s1�J 3 R J JJ yJ� Q'® IS 4 ' -� � ` L«.m Fwd urow [.nn - 1 Q o o rap ❑ F i1 "L Rotortl ' p �a AVLsexej, r \ E911 Cells d - �4 Q as= IS N, 11E] User SeerM Incedernes RIEGN + N U�.enl, I�I 9 ® P jortatuttIal �� a �I`" 6u eJ v NISe P SIT EwnTO<a � B � = IC F /` - nen tO Go I t m.easses [J` 6 INNI W AQ m JJxe Points o� p ❑ 1 FROM rn D IN IT rd— it n C.uilJings -='YOGI oI C ( � .bmL _/ F . ss .wEE P - b r neva. fl o 4 - r AWNr r ped P " l. . F o It n Hone Cenren nex b : C p� Ge y r STREET Fuueb<e (�� � o eMl r<Mex.�. till II CC 9 111 "It - �<eF,< G welen.nvs o I o �Ed I r Foran Zones 60 D ❑ 0 C O _ . t xM u: ma F.�e srolJ . oI< Front,} r FLUOR xssv<sM. 0 ` olxrcrmxs Q6a 9 4 0 [ I100Eme ' P /7 Wider OnJ es rv e � LI ' i No cqLmns P =D . �✓ 'r I4. < 0c -;�.: - C r L• NMI 4. 11MIRL 1 IJ IE ' .. �� c.<,as< Lr I I sF , _ �JYen/IMmmW9noM Lm<Iwa - { ' . J IN •0� � .k of I0 . FMAhYv< FM Was FMmle SGM F0J u - fi X ul Bl891 T 1,440,85424 NmWu,3,7NMft Example of a Routing Application The graphic below shows the potential workflow that could be used to batch generate maps for volunteers prior to an activity/event. Batch process calculates routes from Al- Risk Youth GIS Data Layer activity/event location to child's home address 4 MS Access � - n • Hard Copy maps are printed and distributed to volunteers ~ Potential Automated Map Generation Workflow 207 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment GIS Data Layer Inventory and Recommendations Most, if not all , divisions in the Department will benefit from access to several other departmental GIS data layers . It is expected that once all departmental data is integrated , consolidated , and centrally stored , that staff will have access to all non-classified GIS data layers from other County departments, divisions , and offices . Division personnel expressed that access to the following GIS data layers would be beneficial : Extract, cleanse , geocode , and map from address ` Address Points database; georeference Automated ; GIS Specialist; Recommended based on aerial Emergency Services photography and GPS field work ' Aerial Photography Fly-over with control points Property Appraiser - GIS Existing and Mapping Bicycle/ Pedestrian Digitize from base map Engineering Facilities data ; GPS field work Division/Surveying and Recommended Mapping Buildings with Site Manually digitize polygons Engineering Plans from plans and address Division /Surveying and Recommended sources Mapping Census Data Download from Census Community Development Recommended Bureau City Limits Acquire from Ordinance Property Appraiser - GIS Existing Information and Mapping g County- owned Extract from Tax Records Property Appraiser Recommended Property County Limits Acquire from Ordinance Property Appraiser - GIS Existing Information and Mapping Crimes Extract from Crimes RMS Automated ( Sheriff ' s OfficeRecommended Digitize on screen ; Facilities aggregate layers as Property Appraiser Existing needed Digitize polygons from aerial Emergency Services or Land Use photographs and existing Planning Existing maps; existingCAD data Parcels Acquired from tax records ; Property Appraiser - GIS Existing Cogo and Mapping Digitize from base map Engineering Parks data ; aggregate layers as Division/Surveying and Recommended needed Mapping Digitize from base map Right- of-way data ; aerial photography; Engineering Division/ Land g y aggregate layers as Acquisition Recommended needed 208 GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessment Digitize from base map Engineering Schools data ; GPS field work Division/Surveying and Recommended Mapping GPS field work; aggregate Engineering Signs layers as needed Division/Surveying and Recommended Mapping Street Centerlines Derived from aerial Emergency Services - 911 Existing photography ; PS field work Data Base Digitize from base map Subdivisions data ; acquire from Community Recommended developers submitting Development/ Planning proposed development Digitize from aerial Trees ( Parks) photographs and existing GIS Specialist Recommended mal2s Digitize polygons from aerial Waterways photographs and existing GIS Specialist Recommended mal2s ZoningDigitize from base map Community data ; extract from parcels Development/PlanningExisting ,. Additional layers may be required as the Department increases its GIS utilization and incorporates additional field data . Recommended GIS Applications Intranet GIS Data Browser An Intranet GIS data browser has been recommended for use by all three staff member in " the Youth Guidance Department . The Intranet GIS data browser should provide mapping and analysis capabilities that meet the mapping and routing needs indicated above . This application will serve as the primary GIS application for the Youth Guidance Department . A full description of recommended GIS data browser solutions is provided in the Enterprise-wide Applications section of this chapter. — ' Internet GIS Data Browser Although not a direct requirement for the Department , an Internet GIS data browser that includes search functionality would enable citizens to access the County ' s geo-spatial data ; in addition , citizens may be able to use an Internet GIS application to find program/project locations sponsored by the Department . A description of recommended GIS data browser solutions is provided in the Enterprise-wide Applications section of this chapter. 209 GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessment ,. Recommended Departmental GIS Users The following chart describes the recommended GIS application use by the Youth Guidance Department. A Tier 1 user is a power GIS user who should have access to a fully functioning GIS toolset . A Tier 2 users focus is data analysis in addition to general browsing capabilities . A Tier 3 user requires only general browsing GIS data functions . The Department will consist of both Tier 2 and Tier 3 users . OTier 1 : Power User OTier 2: Analytical User OTier 3: Browser User Department Director Assistant Clerk Typist Youth Guidance Department Multi-Tier GIS Application Use 210 GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment