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1. CALL TO ORDER
The meeting was called to order by Chairperson Reinhardt at 7:00 p.m. It was held at the Metropolitan
Council’s Offices in St. Paul.
Board Members Present: Association of Metropolitan Municipalities (AMM): Terry Schneider (Minnetonka),
Counties: Dennis Berg (Anoka); John Siegfried (Carver); Don Maher (Dakota), Victoria Reinhardt (Ramsey); and Dennis
Hegberg (Washington); Metro Chapter of he MN Association of Watershed Districts: Conrad Fiskness (Riley-Purgatory-Bluff
Creek Watershed District); Metropolitan Council: Bill Schreiber and Alternate Richard Johnson; School Districts:
Antoinette Johns (Brooklyn Center School District and Technology Information Education Services [TIES]).
Board Members Absent: AMM: Kathy Thurber, (Minneapolis), Counties: Randy Johnson (Hennepin) and Edwin Mackie
(Scott).
Coordinating Committee Members Present Visitor: Data Access Team Liaison: Rick Gelbmann (Metropolitan
Council); Data Content Advisory Team: Will Craig (U of M – CURA); Policy Advisory Team: Margo LaBau (Anoka
County); Standards Advisory Team: Ron Wencl (USGS), David Arbeit (LMIC), David Claypool (Ramsey County), Gary Stevenson
(Dakota County)
Visitors: Chuck Ballentine (Metropolitan Council), David Pitt (U of M), Jeanne Landkamer (free lance writer
& consultant to MetroGIS)
Support Staff: Randall Johnson and Theresa Foster
2. INTRODUCE NEW REPRESENTATIVE FROM TIES
Antionette (Toni) Johns introduced herself to the Board members as the new representative from TIES replacing
Tom Halvorson. Each of the current members introduced themselves to Toni Johns.
3. ACCEPT AGENDA
Item 6, Demonstration of Orthoimagery, was postponed to the next meeting. Member Schreiber moved and Member
Berg seconded to approve the agenda as revised. Motion carried, ayes all.
4. ACCEPT MEETING SUMMARY
Member Hegberg moved and Member Siegfried seconded to approve the minutes from the May 27, 1998 Policy Board
meeting, subject to revising the 4th line in the second paragraph under Item 4c-Revenue Sharing Proposals from "…
government would able top obtain…" to "…government would be able to obtain…". Motion carried ayes all.
5. ACTION AND DISCUSSION ITEMS
5a. Next Phase – GIS Data and Cost Sharing Agreement
Randall Johnson summarized the objectives of the Data and Cost Sharing Agreement Initiative discussed in the
staff report dated September 8, 1998 and summarized the contents of the document included with the agenda packet
entitled "Moving MetroGIS from Concept to Reality: An Overview of the MetroGIS Data and Cost Sharing Agreement
Initiative" including information about the objectives of the Data and Cost Sharing Agreement initiative, contacts to
obtain data, responsibilities of organizations that receive shared data, and detailed information about the data
available from each of the seven counties and theMetropolitan Council via the agreements.
Chairperson Reinhardt stated this document is a valuable tool to communicate the importance of the Data and
Cost Sharing Agreement initiative to successfully moving MetroGIS from concept to reality. She also stressed the
importance of insuring policy makers who represent key MetroGIS stakeholders are knowledgeable of how the initiative
affects their respective organizations and, as such, that she has asked staff to arrange to mail a copy to each county
commissioner serving on each of the seven county commissions and to other key policy makers along with a cover letter
from herself asking these policy makers to become acquainted with the initiative.
Chairperson Reinhardt shared a letter with the Board members from the Metropolitan Mosquito Control Commission
as an example of the substantial benefit that can be achieved through data sharing. In this case, the Commission was
able to quickly address a significant health problem in a timely manner through the availability of data made available
free of charge through activities associated with the MetroGIS initiative.
Discussion ensued about the means through which data resources can are searched and shared. David Arbeit
summarized the State’s Geospatial Data Clearinghouse and MetroGIS’s Datafinder projects, noting standardized
documentation of data (metadata) maintained by the variety of stakeholders is fundamental to data sharing and to
ensuring data are properly documented for internal business purposes. Board members acknowledged significant progress
has been made to provide an effective means to search data holdings and that demonstration of the utility of these
metadata search and data retrieval tools should be scheduled for an upcoming Policy Board meeting.
5b. Study to Evaluate Benefits of MetroGIS
Will Craig, manager of the MetroGIS Benefits Study, summarized the objectives of the study for which he
received a National Spatial Data Infrastructure (NSDI) Grant. In addition to the summarizing the information presented
in the staff report dated September 9, 1998, he explained that a nationally recognized consortium of universities
interested in the use of GIS technology has cited the need to measure the benefits of collaborative GIS efforts, such
as MetroGIS, as one of its top ten research priorities. The investigators (Will Craig, David Pitt, and Jay Bell, all
with the University, will expand upon the methodology used to document the benefits of the Dakota County GIS two years
ago. They will utilize data sharing logs being maintained by each of the seven counties and the Metropolitan Council as
a source of individuals to interview. They will be looking at where data requests are coming from, what the recipient
organizations are doing with the data, and asking the recipients if they are ahead for receiving shared data. They will
also be looking for what is not working.
Craig asked the Board to endorse the study and to encourage the staff affiliated with their respective
organizations to cooperate with the interview needs of himself and his associates. He explained that most interviews
are anticipated to last an hour or less. In some cases, however, were substantial data sharing activity is occurring he
anticipated the interviews may take longer.
Member Schneider stated he supports the request of the Board to endorse the study to encourage participation
of staff. He asked that Craig also consider noting the level of enthusiasm of those he interviews as a measure for
evaluation by the study.
Member Siegfried inquired whether an assessment of accuracy is proposed for the study. Craig stated the study
team plans to interview all recipients of data shared as noted on the data sharing logs thus there will be no need to
address sampling error. Issues concerning accuracy of the data used by recipients are planned to be identified in the
interviews with the questions "Did the data you received meet your needs?"
Members encouraged Craig to prepare a final report summary written for a non-technical policy maker audience
(avoids jargon) and which includes examples of benefits that policy makers at various levels of government can relate
to in terms of more informed, better decisions. Craig stated these suggestions are consistent with his expectations.
Members thanked Craig for undertaking this study. Motion: Member Fiskness moved and Member Schneider seconded to
endorse the MetroGIS Benefits Study as proposed by Will Craig and to encourage staff from their respective
organizations to cooperate with the study team. Motion carried, ayes all.
5c. MetroGIS Functions (Scope of Services)
Margo LaBau, Chair Policy Advisory Team, summarized the recommendation of the Coordinating Committee, as
presented in the staff report dated September 8, 1998, the process and considerations involved. She emphasized the
proposed listing of functions is intended as a scoping document, without much detail, and that it is intended to be a
living document, subject to modification as the Policy Board learns more about the needs of MetroGIS stakeholders.
LaBau noted this is the first step in the process of deciding issues concerning the appropriate legal entity
for MetroGIS and appropriate long term financing options; options which the Board has asked the Coordinating Committee
to investigate. She explained the matter is before the Board at this time because the consultant that will assist with
the MetroGIS Fair-Share Financial Model Project (Agenda Item 5d) needs Board direction on the scope of desired
functions to provide a focus for their work on the project. LaBau also noted she believes the Board can use this list
of functions to describe what MetroGIS is about to their peers and constituents.
Chairperson Reinhardt thanked the Committee for including a list of the functions it believes is not
appropriate for MetroGIS as well as identifying those functions it believes to be appropriate.
Board discussion ensued concerning a position on "endorsement" and "enforcement" of standards for software and
hardware. Rick Gelbmann explained the research of stakeholder capabilities that went into development of Datafinder.
Datafinder utilizes worldwide-recognized standards for Internet access and can be accessed via standard common
browsers. Once a user locates and downloads the data, they are currently responsible for converting it to a format
supported by their organization. Gelbmann and LaBau explained a promise to stakeholders early on was MetroGIS would not
endorse a single software or a single hardware standard, rather the emphasis would be on developing exchange formats
that permit organizations to use the software and hardware that best meet the needs of their respective organizations.
Staff noted that work on a translation utility is expected to begin later this year and that the goal will be
to support translation of data between all major GIS software formats utilized by MetroGIS stakeholders. A policy
matter that will likely come before the Board is what constituent the "major" formats to be supported by the
translation utility.
Members concluded voluntary compliance with suggested guidelines or self-regulation, is the most prudent
approach for MetroGIS. All agreed that Item 4 "Endorse standards for hardware and software" under Coordination
Activities that are Not Appropriate for MetroGIS should be deleted. All members also agreed the term "GIS" should be
added to several of the functions recommended as appropriate for MetroGIS (e.g. Items 8 and 9 under Coordination and
Technical Functions and Item 1 under Research Functions).
The possibility of expanding the voluntary compliance principles to the "collar" was raised as a matter that
should receive some discussion as MetroGIS matures. Members concurred there is interest in the "collar" counties for
coordination on various matters with metro area counties.
Motion: Member Berg moved and Member Schreiber seconded to endorse the functions that should be initially core
to the business of MetroGIS, those desirable to pursue as the opportunity arises, and those inappropriate for MetroGIS
as recommended by the Coordinating Committee on August 27, 1998 and included in the Board’s September 30, 1998
agenda packet, subject to deleting Item 4 "Endorse standards for hardware and software" under Coordination activities
inappropriate for MetroGIS, and adding the adding the term "GIS" added to several of the functions recommended as
appropriate for MetroGIS as necessary to clarify the intent of each function. Motion carried, ayes all.
5d. MetroGIS Fair-Share Financial and Organizational Model Project
Randall Johnson thanked David Arbeit for his assistance on the grant application and noted that the work to
date also could not have been achieved without the assistance of other members of the Policy Advisory Team. He then
summarized the project objectives and deliverables as outlined in the staff report in the agenda packet;
interrelationships between this project and the Business Information and Datafinder Initiatives; and progress made to
secure a consultant. A requirement of the grant finding is the results of the study must be presented at a national
conference to be determined by the applicant.
No questions were asked. Staff was thanked for the update.
6. DEMONSTRATION
Uses of Orthoimagery Postponed to the next meeting
7. INFORMATION ITEMS
7a. Nomination of MetroGIS Regional Street Centerline Data Project for Recognition by Governor as an Exemplary
GIS Activity.
Staff announced that this commendation has been received and that official presentation of the award will
occur at the GIS/LIS Conference at the luncheon on Friday, October 9th.
7b. Revenue Sharing Agreement with The Lawrence Group
Member Schneider cautioned that until the Policy Board has legal standing to spend funds, its should rely upon
the Metropolitan Council to administer the funds donated to MetroGIS. No discussion of the other Information Items.
8. OTHER BUSINESS: None
9. NEXT MEETING: Wednesday, November 18, 1998
10. ADJOURN
Member Maher moved and Member Fiskness seconded to adjourn the meeting at 8:55 p.m. Motion carried, ayes all.
Prepared by Randall Johnson, AICP, MetroGIS Staff Coordinator
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