April 5 , 2006

Arkansas State Land Information Board
Minutes April 5, 2006
Meeting held at AGIO offices, Little Rock, AR
9:00am – 4:30pm


Board Members Attending
Mr. Bill Bush
Judge David Hudson
Dr. Rob Kissell
Dr. Fred Limp
Ms. Tracy Moy
Ms. Phyllis Poché - Chairman
Ms. Mary Kay Sullivan

Board Members Absent
Mr. Russell Gibson
Mr. Robert Newell
Mr. Yancey Reynolds – Vice Chairman
Mr. Earl Smith
Mr. Bob Stanley

Arkansas Geographic Information Office (AGIO) Staff
Ms. Kimberly Bogart
Mr. Learon Dalby
Mr. Shelby Johnson

Ms. Suzanne Wiley

Meeting called to order by Chairman Poché at 9:25am

Approval of Minutes from February 2nd, 2006 meeting.
Motion: Fred Limp motioned approval of the minutes dated 02/02/06.
Second: Rob Kissell seconded the motion.  No discussion, the motion passed unanimously.

Welcomed to meeting by Phyllis Poché.

AGIO report from State Geographic Information Coordinator
The AGIO has recently been involved in the recovery efforts after the destructive tornados that affected three counties (Greene, Randolph & Cross) in northeast Arkansas last week.  All three counties are strong participants in the County Assessor Mapping Program (CAMP).  While the local assessor’s offices were in the field collecting parcel numbers from damaged areas, we were able to tie them to points entered in the CAMP system and link them to the CAMA (ownership) data for analysis.  Once this information was generated the AGIO submitted damage estimates and destruction information to the Arkansas Department of Emergency Management (ADEM).

The office contacted EarthData, the contractor who just few the state for aerial imagery from January thru March of this year, to obtain a clip of the statewide imagery that covers the Marmaduke area.  From the combination of the CAMP data and the imagery the AGIO was able to analyze the estimated path of the tornados and generate preliminary estimates of the property impact of the storms.

Arkansas Road Centerline File (ACF) Grant Update

Round 2 submissions were due by March 31st, 2006.  Fourteen of the 18 eligible counties submitted applications.  The AGIO originally had some follow-up questions with some of the applicants from Round 2 and all those have since been resolved.  Shelby and Kimberly have worked to enter that data into reports for review by the board.

St. Francis

The AGIO recommends that all of the counties listed above be approved for the grant.

Motion: Hudson motioned approval to recommend the counties listed above be sent to the Governor’s Office for consideration. 
Second: Bush seconded the motion.  No discussion, the motion passed unanimously.

Discussion ensued concerning the continued development and maintenance of centerline files across the state.

Acquisition is complete and we are pleased about the progress.  Learon and Shelby were able to visit the EarthData headquarters in Annapolis, MD while on a business trip to Washington D.C. There they were able to visit with the technicians working with the data and to view samples of the imagery and elevation data.

We are about to enter into the QUICK LOOK phase.  During this time staff at the AGIO will be given the opportunity to work with EarthData to make sure that they understand what our preferences are so that the final deliverable is to our standards.  So far the AGIO is very happy with the contractor and their business practices.

NHD Training
Over 80 participants chose to take part in the manager or analysis training courses.  Six classes were offered, 2 in North West Arkansas and a total of 5 in Little Rock.  The NHD program manager was sent as the trainer which allowed the participants to speak directly with him about the data set’s uses and capabilities. 

One of the most important things about the NHD is that it is a geometric network with linear referencing system.  The high resolution and medium resolution data is loaded on to GeoStor but is not offered with the network in place due to the various formats not supporting geometric networks.  If users desire to use the data for modeling, the metadata directs users to obtain the data directly from the USGS.

An important issue that was discussed was the continued maintenance of the dataset.  Currently the USGS is developing a program that involves designating principle stewards to report updates and changes in the most efficient manner.  They are offering a training program to teach participants how to do this onsite for the user.  The office feels really strongly about updating and maintaining data and it is our recommendation at this time for ADEQ to be the principle steward for the state.  All the changes in NHD for the state will be submitted through their offices if they are decided to be the principle steward.

Discussion and vote to approve loading of new data into GeoStor2.
The Policy Statement for GeoStor Data Loading Procedures and the GeoStor Data Loading Guidelines were passed out to bring to the Board’s attention the changes recommended to the Procedures and Guidelines.

The AGIO is working to develop an online form to help users comply with GeoStor data loading requirements such as metadata submittal. 

Recommended changes for the Policy Statement

  • The new state guidelines are for data to be created and maintained in NAD83 and not NAD27.  The policy has been revised to illustrate this difference.
  • On page 5, concerning security concerns, a line item has been added that links to the FGDC security guidelines
  • On page 3 section 6.0, where data submitters fill out information about their data, the AGIO feels that would be better if it was a web form that could be filled in online.

Recommended changes for the Data loading guidelines

  • Update the Guidelines to reflect the changes to the Policy Statement
  • References to Sun and Linux were removed
  • Accepting data on outdated media types such as 8mm tapes were removed and added the ability to accept data provided on portable hard drives was added
  • Field names that are unique to other systems and therefore cannot be used in data layers are listed

Note:  The AGIO now has the ability to host external IMS applications on top of GeoStor software and hardware.  Arkansas Oil and Gas Commission and Arkansas Department of Environmental Quality are in the process of doing this.  As this service becomes more popular the Board may need to consider issuing a new policy statement concerning the standards for this activity.

Motion: Limp moved to accept the changes to the Policy Statement and Data Loading Guidelines.  
Second: Kissell seconded the motion.  No discussion, the motion passed unanimously.

Strategic Plan
The board worked a great deal of time on the LIB strategic plan and while it is not complete at this time they will continue their efforts at the following meeting.

Discussion about moving the meetings to a quarterly schedule.

The Board has collectively decided to move their current meeting schedule from meeting on a monthly basis to a quarterly schedule. If an urgent issue comes up, or the session is in, the Board can meet in person or via teleconference.  

Quarters start - January, April, July, October
Future meeting dates
Wednesday, August  2nd, 2006
Wednesday, November 1st, 2006
Held at the Offices of the AGIO at 9:30am.

Comments from guests

Motion:  Kissell made a motion to adjourn the meeting.
Second:  Hudson seconded the motion.  No discussion, the motion passed unanimously.
Meeting concluded at     2:20pm

Minutes prepared by Kimberly Bogart