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Home My WebLink Aboutord2014-085WHATCOM COUNTY COUNCIL AGENDA BILL CLEARANCES I Initial I Date Division Head: Date Received in Council RCC EE V E D NOV 0 4 2014 NO. Agenda Date 11/12/14 11/25/14 2014 -375 Assi ned to: , Intro i Finance Committee; Council Dept. Head: WHA to 1:31 ll� TCOM COUNTY Prosecutor: COUNCIL ,i Purchasing /Budget: Executive: TITLE OF DOCU ENT: An Ordinance Establishing the Integrated Land Records and Permit Management System Fund and Establishing a Project Based Budget for Integrated Land Records and Permit Management System Projects ATTACHMENTS: Ordinance and Exhibit "A" SEPA review required? ( ) Yes ( X ) NO Should Clerk schedule a hearing ? ( ) Yes ( X) NO SEPA review completed? ( ) Yes ( X ) NO Requested Date: SUMMARY STATEMENT OR LEGAL NOTICE LANGUAGE: (If this item is an ordinance or requires a public hearing, you must provide the language for use in the required public notice. Be specific and cite RCW or WCC as appropriate. Be clear in explaining the intent of the action.) Request establishes the Integrated Land Records and Permit Management System Fund and requests a project based budget for the integrated land records and permit management system project in the amount of $1,168,334. COMMITTEE ACTION.• 11/25/2014: Approved in Finance Committee, forwarded to Council for approval Related County Contract #: ................ COUNCIL ACTION: 11/12/2014: Introduced 7 -0 11/25/2014: Adopted 7 -0, Ord. 2014 -085 Related File Numbers: Ordinance or Resolution Number: Ord. 2014 -085 SPONSORED BY: Executive PROPOSED BY: Executive INTRODUCTION DATE: 11/12/14 ORDINANCE NO. 2014 -085 ESTABLISHING THE INTEGRATED LAND RECORDS AND PERMIT MANAGEMENT SYSTEM FUND AND ESTABLISHING A PROJECT BASED BUDGET FOR INTEGRATED LAND RECORDS AND PERMIT MANAGEMENT SYSTEM PROJECTS WHEREAS, the Administrative Services — Information Technology Division has recommended, in conjunction with several other departments, the following projects: • Improve the land records geographic information system (GIS) • Implement software for stormwater asset maintenance • Plan the replacement of the permit system • Implement Web GIS, and WHEREAS, a joint integrated effort is needed to insure that implementation of new software in one department is well coordinated with the information needs and workflows across all of the land and infrastructure management departments and external business partners, and WHEREAS, the 2015 -2016 biennial budget includes initial funding for these projects, and WHEREAS, Section 6.80 of the Whatcom County Home Rule Charter allows for project - based capital budget appropriation ordinances that lapse when the project has been completed or abandoned or when no expenditure or encumbrance has been made for three (3) years, NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that a new fund is hereby established effective January 1, 2015,titled Integrated Land Records and Permit Management System Projects Fund. This fund shall be used to account for the revenues and expenditures of the projects mentioned above, and BE IT FURTHER ORDAINED by the Whatcom County Council that the Integrated Land Records and Permit Management System Projects Fund is approved with an initial project budget of $1,168,334 as described in Exhibit A. Al TAE It day of November , 2014. Jr f �a •. - WHATCOM COUNTY COUNCIL A •o K ;Y WHATCOM COUNTY, WASHINGTON Dana, Br 6 av+s ncilZlerk Carl Weimer, Chair of the Council H1N' APPROVED AS -rb F41 M: ( Approu66 ( Denied Civil Deputy Prosecutor Jack Louws Co E cutiye Date: /a 1 e,G f�x 1i ['Bir 14 2015 -2016 Budget Preparation - Regular Additional Service Request Administrative Services Information Technology ASR # 2015 5321 li Fund Cost Center 10000004 Originator. P. Rice for Land Mgmt Dept Heads Expenditure Type: One -Time Add'i FTE ❑ Add'i Space ❑ Priority Name of Request: PB Land Mngmnt - Integrated Land Records & Permit Costs: Object Object Description 2015 Requested 2015 Approved 2016 Requested 2016 Approved 6630 Professional Services $958,334 $958,334 $0 $0 1 7420 Computer - Capital Outlays $210,000 $210,000 $0 $0 8301.001 Operating Transfer In ($611,000) ($611,000) $0 $0 8301.169 Operating Transfer In ($227,751) ($227,751) $0 $0 8301.108 Operating Transfer In ($329,583) ($329,583) $0 I $0 Totals $0 $0 $0 $0 1. Description of Request: a) Describe the proposed activity or service, and indicate whether it is a higher or lower priority than existing services in your department budget. Joint integrated effort for Land Management & Infrastructure departments and Information Technology to improve the Land Records geographic information system (GIS), implement software for stormwater asset maintenance, consulting to plan the replacement of the permit system, and Web GIS. Work cooperatively to insure that implementing new software in one department is well coordinated with the information needs and workflows across all of the Land & Infrastructure Management departments and external business partners. b) Who are the primary customers for this service? Whatcom County Land & Infrastructure Management Departments: - Assessor's Office - Public Works - Planning & Development Services - Parks & Recreation - Facilities Management - Health (Environmental Health) - Sheriffs Office 2. Describe the problem this request addresses and why Whatcom County needs to address it. The following requests were jointly requested by Land & Infrastructure Management departments and Information Technology during the Capital Improvement Planning process in May 2014: - Assessor's Office: Land Records GIS Design, Improvement and Automation. The current parcel GIS data layer does not meet the needs of activities in the Assessor's Office or other departments such as Planning & Development Services and Public Works. The current parcel GIS data layer is also not adequate to use in Web GIS applications for citizens. - Planning & Development Services: Permit System Replacement. The current permit system is out dated and not fully supported by the vendor. Information Technology is challenged with keeping the permit system operational on supported versions of Microsoft Windows and Microsoft SQL Server. - Public Works: Software to track and report on maintenance activities of stormwater assets. Public Works does not have a system to schedule and track stormwater asset maintenance to efficiently meet the National Pollutant Discharge Elimination System (NPDES ll) reporting requirements. - Information Technology: The county does not have a Web GIS portal to easily publish on -line interactive maps for focused datasets such as zoning, geohazards, critical areas, crime, etc. Thursday, October 09, 2014 Rpt: ASR - BY DEPT Req and App 2015 -2016 Budget Preparation - Regular Additional Service Request Administrative Services Information Technology Fund Cost Center 10000004 Originator. P. Rice for Land Mgmt Dept Heads 3. Options a) What other options have you considered? Why is this the best option? The primary option considered is the status quo. Replacing these systems and developing a robust Land Records GIS is the best option as follows: - Assessor's Office uses outdated "ink and mylar" techniques to map and maintain Land Records. This process needs to be automated using GIS. The Land Records GIS is critical to efficient workflows across the Land & Infrastructure departments. - Public Works Stormwater Asset Software - In order to comply with National Pollutant Discharge Elimination System (NPDES II) tracking and reporting of maintenance activities for stormwater assets, Public Works needs software. - Planning & Development Services and other Land & Infrastructure Management departments need a consultant to assist with the requirements and selection of a new Permit System. - Web GIS - We are not yet able to provide citizens with convenient access to information using an on -line interactive GIS Web portal. A draft 6 -year vision for modernizing major software technology in the Land & Infrastructure Management departments follows: 2015 - 2016 Biennium: Land Records GIS Consultant for Permit System Replacement Stormwater Asset Software Web GIS 2017 - 2018 Biennium: Permit System Replacement 2019 - 2020 Biennium: Public Works Asset Management System - Roads, Bridges, Stormwater, Fleet b) What are the specific cost savings? (Quantify) Modernizing our business systems and geographic information data sets will benefit all Land & Infrastructure Management departments. 4. Outcomes/ Objectives a) What outcomes will be delivered and when? A leadership workgroup of the Land & Information Management departments and Information Technology will meet and make a recommendation to the County Executive on how best to address the long term Land Records GIS, Permit System, Stormwater Asset Software, and Web GIS needs with funding provided in this budget request. The expectation is that this working group will insure that implementing new technology will not only meet the needs of the specific department, but also the information needs and workflows across all the Land & Infrastructure Management departments. Implementation will begin once the endorsed plan is finalized. b) How will you know whether the outcomes happened? The prioritized GIS and software needs in Assessor's Office, Planning & Development Services and Public Works will be addressed. 5. Other Departments /Agencies a) Will this ASR impact other departments or agencies? If so, please identify the departments and /or agencies impacted and explain what the impact(s) will be. Yes - Information Technology and Land & Infrastructure Management departments and business partners. b) If another department or agency is responsible for part of the implementation, name the person in charge of implementation and what they are responsible for. Land & Infrastructure Management and Information Technology leadership Thursday, October 09, 2014 Rpl: ASR - BY DEPT Req and App 2015 -2016 Budget Preparation - Regular Additional Service Request Administrative Services Information Technology Fund Cost Center 10000004 Originator. P. Rice for Land Mgmt Dept Heads 6. What is the funding source for this request? The Land Records GIS, Permit System Replacement consulting, Web GIS portal software to be funded with the following ratio: General Fund: 60% Road Fund: 25% Flood Fund: 15% The Public Works Stormwater Asset Software to be funded with the following ratio. Road Fund: 50% Flood fund: 50% Thursday, October 09, 2014 Rpt: ASR - BY DEPT Reg and App