ASLIB Minutes March 3, 2008

Arkansas State Land Information Board
Minutes December 5, 2007
Held at the UALR GIS Application Lab.
2801 S. University Ave.
Little Rock, AR
10:30am - 12pm


Board Members Attending
Ms. Phyllis Poché - Chair
Hanna Ford Proxy for Ms. Tracy Moy – Vice Chair
Ms. Bekki White
Mr. Randy Everett
Mr. Robert Newell
Kasey Summerville
Judge Clayton Castleman
Judge Jerry Hunton
Dr. Rob Kissell
Brian Culpepper Proxy for Mr. Fred Limp


Board Members Absent
Yancey Reynolds
Mr. Earl Smith

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

John Gibson, Washington County Deputy Administrator


Meeting called to order by Chair Poché at 10:38am.

Board members and Advisory Panel Members welcomed to meeting by Chair.
The minutes of the December 5, 2007 meetings were approved

Motion: Judge Hunton motioned approval of the minutes, as revised dated December 5, 2007.
Second: Bekki White seconded the motion.  No discussion, the motion passed unanimously.

Officer Elections
Chair Poché reminded Board members at the first calendar meeting of each year the Board elects a Chair and Vice-Chair to serve through the year.  She then opened the floor for nominations for chair of the ASLIB. Ms. Bekki White nominated Poché
Judge Hunton seconded motion.  Robert Newell motioned for nominations to cease.  Judge Castleman seconded the motion.  Bekki White motioned election by acclamation.  Judge Hunton seconded.  Motion passed unanimous. Poché closed and accepted the position of Chair of the ASLIB

Chair Poché requested nominations for vice-chair of the ASLIB
Judge Hunton nominated Tracy Moy as Vice Chair, Bekki White seconded the motion.  Judge Castleman motioned to cease nominations and elect by acclamation. Robert Newell seconded the motion.  Motion passed unanimous.

Ms. Phyllis Poché – Chair
Read resignation letter from Yancey Reynolds. Ms. Phyllis Poché - Chair
Requested recommendations from the ASLIB to fill the private sector position left open by Yancey Reynolds.

Mr. Robert Newell made note that he will not serve a second term. His term ends in August.


Welcome and Introductions

AGIO Report

The system continues to operate smoothly.   The system will be shutdown due to building maintenance on Sunday, March 16th, 2008.  AGIO staff will be working closely with Department of Information System staff to restore operations once the building maintenance has been completed.  The 2007 statistics for GeoStor showed the system provided over 14,400 data downloads, produced 1,246,595 image service requests, and 539,228 feature level requests.  The 2007 operating year is by far the highest level of service the system has rendered to date.  The system has been largely operating on a routine basis however AGIO has a plan in place to upgrade the system with the most recent version of the ESRI components.  Most other state agencies and many users have upgrade to version 9.2 while GeoStor has remained at 9.1   The upgrade is planned for the March-April timeframe and the goal is to have a seamless transition with no interruption in service.  At this time the AGIO does not have any new data layers to be recommended to the Board for publishing.

Work continues on the road centerline project requested by the Board at its last meeting in December of 2007.   The AGIO has worked with DIS procurement and Office of State Procurement to finalize details on an Invitation for Bid that should be released within the next few weeks.  This project will include road centerline mapping in Cleveland and Desha Counties and both address conversion and mapping in Calhoun and Izard Counties.  AGIO staff has worked closely with officials in the counties and all four counties are waiting.  Newton County was provided an opportunity to participate as well but did not respond.  Additional follow up work continues with the final quality control on previous grant counties.  We are pleased this project has progressed this far.

The AGIO is continuing support activities on the County Assessor Mapping Program.  AGIO is coordinating with the Assessment Coordination Department on a mailing to Assessors that will include the National Academy of Science Report “National Land Parcel Data, A National Vision”  Accompanying the report will be copies of program status map showing how well each county is performing in the program.  AGIO is also planning a mini training camp for mapper working in the Assessors Office’s to receive additional workflow and software training.

Fayetteville Shale Resolution
Board member Bekki White facilitated a request for AGIO to participate in a series of meetings regarding a resolution on environmental resource protection in the Fayetteville Shale.  The resolution will be heard at the March 13th meeting of the Legislative Council’s Joint Performance Review Committee.  The resolution includes the request for agencies and concerned parties to use GIS as a mechanism for sharing natural resource data in the Fayetteville Shale area.  It places the oversight of a notification system with Oil and Gas Commission.  AGIO is presently working with the Commission.  The Commission has an open GIS Analyst position and when hired the employee will be stationed at AGIO for an interim period to be mentored on the Oil and Gas interactive mapping application so they can be prepared to take over ongoing maintenance and future improvements as well as supporting Oil and Gas with GIS capabilities associated with their regulatory mission.

Arkansas National Hydro Dataset
AGIO is continuing to support the National Hydro Dataset Technical Working Group.  The group has met three times since the previous Board meeting.  This work group charter is to develop strategic recommendations for the state’s strategy on maintaining the NHD data set.  The NHD covers all surface water features.  The working group is meeting monthly with a goal to deliver their final recommendations to the Board at its June 4th, 2008 meeting.  Thus far recommendations have been developed regarding ponds, springs, and dams.  Stream naming and classification were two state level needs that have been identified and as of yet are unresolved.  The working group is maintaining a web-site where Board members can see progress.
The ultimate goal is for the state to have a single GIS data set representing the surface water of Arkansas that will be used by all state agencies for decision and rule making.

February 5th, 2008 Storm Response
AGIO was engaged by the state to assist in the storm response following the major tornado events on February 5th.  Learon Dalby provided a summary briefing of the AGIO’s major activities.
Upcoming Events
AGIO plans to participate in these upcoming events:
Arkansas NENA/APCO Conference – presentation updating progress on the statewide centerline file
Arkansas Society of Professional Surveyors – workshop on the use of GeoStor
National States Geographic Information Council Mid-Year Meeting
Tennessee Geographic Information Council Conference
Mid-America GIS Consortium Symposium – number of presentations

New Business
Chair Poche’ discussed a requirement for the Board to adopt travel reimbursement at its first meeting of the year.  This is in accordance with Arkansas Code 25-16-902. Expense reimbursement.
(a)  Every state board may, by a majority vote of the total membership of the board cast during its first regularly scheduled meeting of each calendar year, authorize expense reimbursement for each board member for performing official board duties. 
    (b)  The expense reimbursement shall not exceed the rate established for state employees by state travel regulations. 

Bekki White motioned for Travel Reimbursement in accordance with the law, Robert Kissell seconded the motion. Motion passed unanimously.

There being no further business Randy Everett motioned to adjourn, Bekki White seconded the motion.  Motion passed unanimously.  The meeting adjourned at 12:10pm.

2008 Meetings
June 11th, 10:30am
September 3rd, 10:30am
December 3rd, 10:30am

Minutes prepared by Learon Dalby and Shelby Johnson, AGIO