IGIC Board of Directors Business Meeting & Technical Meeting Minutes

The Nature Conservancy, Efroymson Conservation Center 620 E. Ohio Street, Indianapolis, IN 46202 IGIC Board of Directors Business Meeting & Technical Meeting Minutes Thursday, August 27, 2015 1 P.M. 4 P.M. Virtual Meeting Information: Adobe Connect URL: https://connect.iu.edu/igicorg/ (enter as a guest) Phone Number: 619-326-2772 Phone Participant Code: 160134 IGIC Board - Business Meeting 1:00 pm 2:55 pm 1. Sign-in Remote Attendance: Rob Mendel, Niki with Telemond (sp?), Jennifer Dunn, Kyle Johnson, Andrea Shutter, Brianna Powers 2. Call to Order & Introductions a. Board Member, Guest and Visitor Introductions Katie Springer introduced the group to Niki and Telemond (sp?) who collects data for Health projects. 3. Review of Agenda 4. Approval of Previous Meeting Minutes Dave Estes Motion to accept minutes, Rick Hill Seconds, and Motion passes. 5. Financial Report a. 2015 Financial Forecast Update through July 2015 b. Phil introduced Dave Coates as Treasurer and Chair of Finance Committee c. Phil showed the spreadsheet for financial forecast for 2015. $101,721.30 estimated for year-end 2015. 53% from membership and conference, 47% from projects and grants. d. Dave Estes Motion to accept financial report, Chad Hoover Seconds, and Motion passes. 6. Grants & Projects Reports a. 2015-2016 NSGIC (Woolpert / NOAA Resiliency Grant) - Web Mapping Application For Federally-Declared Natural Disasters IGIC August 27, 2015 Page: 1

1. $20,000 grant is not yet signed, but expect to receive agreement documents any day. Current Grant information documents are in dropbox. IGIC will work with NSGIC and the Resiliency Task Force. Phil showed the project task schedule with completion dates. 2. Katie asked if the web maps / Apps will be publicly available Yes. 3. Justin asked who will host these maps Phil says IGIC will host using our IndianaMap ArcGIS Online account. We may also host GIS data layers and services on IndianaMap. These data are all planned to be open and freely available, and could be copied or moved to other locations in the future for hosting. 4. Katie asked about doing a seminar for use of tools Yes. 5. Dave Nail asked what funds IGIC will receive. - $10,000. 6. Phil indicated the overall goal of this grant with NSGIC is to focus on identifying resources, and education/ outreach on how geospatial resources support community resiliency. 7. Lorraine Wright asked how Feds will use this. Goal of this tool is primarily for local and State government use, but other Federal agencies can also use it. FEMA has all this information, but they publish it in a way that makes sense to them [e.g. by FEMA Regions], and not by other geographies [e.g. States]. This project will improve how this data can be viewed and reported related to other geographies. 8. Rick Hill asked if there will be a direct link to FEMA s database. Yes, FEMA already provide both download access and access through web services. We will leverage these data/services. 9. Phil asked for any Board Member volunteers interested in participating in a project working group to help Phil on this project. Brianna Powers, Elliot Englert, Lacey Duncan, Rick Hill, and Justin Peters volunteered to participate. Phil will be in touch with this group once the project gets going. 10. Phil will send the final agreement to IGIC s Executive Committee as soon as he receives it from NSGIC. b. 2016 3DEP LiDAR Program Pre-proposals status 1. IGIC s Pre-proposal includes Hamilton, Marion, and Wayne Counties. Our proposal asked for 25% in 3DEP matching funds for new QL2 LiDAR to be collected for these three counties. These counties may use their own contracts to acquire this data, or they IGIC August 27, 2015 Page: 2

may also choose to use the GIO s new 2016 2018 Statewide Ortho Contract. 2. Dave asks why these 3 counties are pursuing updating LiDAR in shorter than a 10-year cycle. Yes. Each county has aging elevation data and in the pre-proposal they gave specific reasons they need new LiDAR in 2016. 3. Each county hopes to get selected to participate in 3DEP, but they still plan to acquire new LiDAR in 2016, even if not selected for the 2016 3DEP BAA. Each county is planning to acquire QL2 quality LiDAR. 4. Dave Nail asked when IGIC will know results of this pre-proposal. Phil says in September. If our pre-proposal is accepted a fullproposal is then due in late October. 5. Phil indicated that IGIC leading this proposal effort is a good example of how this organization can collaborate and coordinate with local governments interested in these data and thereby provide a cost-share opportunity they would not be able to benefit from on their own, as well as providing a single statewide point of contact for the USGS 3DEP program. Hopefully this pre-proposal will become a template for Indiana s future participation in 3DEP in 2017 and beyond. 7. Special Committee Reports a. IGIC Finance Committee (2016 2017 Financial Planning Update Dave Coats See documents and slides in Dropbox folder: 20150827_Board_Meeting\Finance Committee Report\ 1. Dave began by providing a historic view of IGIC s past Budgets & Finances, as well as defining income from Hard Money (conference & membership) & Soft Money (grants & projects). 2. A list of projects & grants showing total project funds and percent income retained by IGIC since 2009. Our projects go back to 2002, but this chart only shows projects since Phil Worrall became Executive Director. The percent income retained varies widely by project - sometimes contractors are needed, and sometimes IGIC just manages project. 3. Dave presented IGIC bare-bones expenses to maintain current level of operations and services. This is estimated at $140,500 per year, but Phil indicated this is a minimum and we would like to see our annual income figure at $200,000 or more. IGIC August 27, 2015 Page: 3

4. Have used this information to prepare a Bare-bones budget spreadsheet for 2016-2018. 5. A look at pie charts of income in several selected years and current year. We looked at bar graph of IGIC income since 2002. Dave Estes discussed the years with negative net income, but that the income is a moving ratio. Negatives may reflect lack of resources to do big/many projects. Dave Coats did not agree with that reasoning. 6. Dave Coates said that the net income is important to focus on. Need to continue conversation about causes/effects on income. 7. Rick Hill suggested IGIC set a minimum % for income on projects. Phil indicated each opportunity project/grant is evaluated on a case-by-case basis, and we negotiate IGIC s fee based on the specific opportunity, but in general this concept is valid. 8. IGIC s Bank balance has bounced around over the years/month, but overall showing an upward trend since 2009. 9. IGIC s annual membership and annual conference attendance has fluctuated over the years, but remained fairly constant. IGIC makes more money when conference is in Indianapolis thanks to better attendance, even though our costs are higher. 10. Next steps increase membership & conference participation & fees? New grants & projects? Other fundraising? 11. IGIC donations are tax deductible, but historically we have not sought out outright donations as a source of funding IGIC. We did conduct a successful $25,000 fund-raiser in 2011 2012 to host our IndianaMap OpenTopography Server as UCSD. 12. Dave Estes talked about Allen Co. Commissioner Peters who wants to bring the IGIC conference to Ft. Wayne in 2017, and he is looking to get local funding and support to bring our conference there. Phil and Dave will continue to pursue this opportunity. 13. Phil has compiled a list of prospects (illustrates a pipeline of potential soft money projects and grants) in the 2016-2018 budget spreadsheet. 14. Dave indicated that one way to realize this income is to sell Phil s time. Phil has about 1,000 labor hours available hours per year to work on Projects & Grants. Phil also has also created a list of Geospatial services and hourly rates we use to provide different services such as GIS Technicians and GIS Consultants. IGIC August 27, 2015 Page: 4

15. Dave indicated we should go forward as an organization with a high level of confidence that we can meet our project / grant goals. 16. Next step is to take these prospects from concept to proposal to a grant/project contract. These conversations will take place at our future Board Meetings and Executive Committee meetings, Finance Committee meetings and specific Framework Workgroups and IGIC Committee meetings in the future. 17. Megan Compton asked what has changed since Chris s Annual Budget and Finance report back in February. Phil indicated that nothing significant has changed, but it was more of a wake-up call for the incoming board of directors to pay attention to our future. 18. Phil and Dave will work with Finance Committee to create some additional and better charts to illustrate our opportunities and income. 8. Old Business a. SW Indiana Regional GIS Group Meeting Report a. Almost 40 attendees with representation from many sectors. Conversation on bill for GIS websites eliminating people s names. Rob & Elliot are working on the next meeting, perhaps November. b. North East group created a Charter for their GIS User s group such as structure, meeting schedule. b. National Geospatial Data Act of 2015 IGIC Letters of Support a. Phil has been waiting for something to happen, like a Senate Committee Hearing on the bill, but it s not happened to date. Phil will check with NSGIC leadership on timing of our support, and then send our letter of support template out to our membership to send to our Congressman. c. Draft of IGIC s 2015 GIS Salary Survey a. Katie & Cathy are working to finalize this report. Phil is asking for feedback and questions. It is in dropbox. 9. New Business a. none 10. Other Business a. none 11. Adjourn Megan Compton motioned, Steve Hook seconded. Adjourned at 2:55 pm. IGIC August 27, 2015 Page: 5

2015 Board Meeting Schedule: Thursday Oct 22, 2015 1:00pm - 4:00pm, The Nature Conservancy, Efroymson Conservation Center, 620 E. Ohio Street, Indianapolis Thursday Dec 3, 2015 1:00pm - 4:00pm, The Nature Conservancy, Efroymson Conservation Center, 620 E. Ohio Street, Indianapolis Board of Director s Meeting Attendance (Sign in) NAME REPRESENTING PRESENT PROXY Kurt Babcock County X Eric Banschbach ISPLS Dave Coats Treasurer X Megan Compton Critical Infrastructure X Lacey Duncan Non Profit X Jennifer Dunn Commercial GIS Service Provider PHONE Elliott Englert Regional Planning Commission X Dave Estes Regional At Large - Northeast X Al Frisinger County Surveyors Association Irv Goldblatt State X Jim Sparks proxy Rick Hill Education X Steve Hook Rural County X Chad Hoover Utility X John Howe Regional At Large - Southwest X Adam Johnson Association of Indiana Counties X Kyle Johnson Regional At Large - Southeast PHONE Frank Kelly Regional At Large - Central X Mike Martin At Large X Megan Compton proxy Rob Mendel Municipality (Rural) PHONE Chris Morse Federal X David Nail Federal X Dan Niksch Regional At Large - Northwest X Justin Peters At Large X Brianna Powers Utility PHONE Matt Riggs Education X Carol Rogers Non Profit Matthew Rummel Critical Infrastructure X Geoff Schomacker Lt. Governor's Office Katherine Springer At Large X Larry Stout At Large X Matt Riggs proxy Andrew Swenson Municipality IGIC August 27, 2015 Page: 6

Ann Trobaugh IACT Joyce West Commercial GIS Service Provider X Phil Worrall IGIC X Guests Attending (Name, Organization) 1. Jim Sparks, GIO 5. Nikki? (Phone) 2. Rick Hammond, Woolpert 6. 3. Lorraine Wright 7. 4. Andrea Shutter (Phone) 8. BREAK 2:55 pm 3:10 pm IGIC Board - Technical Meeting (Agenda) 3:10 pm 4:00 pm This meeting follows the IGIC Business Meeting but does not conduct official IBIC business, therefore a quorum and official minutes are not required. Notes are taken by the IGIC Secretary for general information. 1. News and Announcements a. Jim Sparks - GIO Update a. State of Indiana GIS Day Conference is Tuesday, September 22. As of today 280 people are registered, many are not State employees. Discussions will include UAV s. Jim is expecting around 340 people. Esri s GIS learning lab will be provided again this year. b. Ortho RFP update: took past document and updated and re-organized. Jim will add some content by Tuesday and expect a contract in November. c. 2 positions added to E911 Board: Homeland Security & GIO as advisory. d. FirstNet meeting. It is attempt to get communication radios established across jurisdictions. Public Safety will get a reserved band. b. 2015 Government Geospatial Coordinators Forum a. Tuesday, September 15, 2015, Beck s Hybrids, Atlanta IN. i. Currently 70 registrations as of today. Last year 85 registered. Hoping for 100 this year. This is our 9 th year. Corporate Sponsors & Corporate Members are invited to attend the morning sessions. ii. Elliott Englert suggests that 2015 Legislation, now HEA 1371 be a discussion topic. No consistent approach or interpretation of this Bill. AIC suggests use of a login and IGIC August 27, 2015 Page: 7

other measures to deal with this Bill. Phil indicated this topic and others will be covered during IGNITE presentations during lunch. iii. Each Board Member has been assigned an invite call list (see Dropbox) to personally invite folks to attend. Not just for GIS Coordinators. c. NOTE: IGIC s 2016 Membership Drive opens in October. 2. IGIC Committee & Workgroup Reports a. Conference Committee 1. Expanding to 3 days with first day for Workshops offsite at Butler University. Looking to have an Emergency Management tract. Looking for other workshop topics. b. Membership Committee 1. Joyce West reported that the committee has recommended no fee increases for 2016, and Student Membership for 2016 will be reduced from $25 to $0. 2. The committee is planning to do outreach this fall to previous IGIC members to encourage them to join again in 2016. Joyce is working on cleaning up the contact list for this right now. 3. Joyce reports a new tag line for our 2016 membership drive Count me IN! c. Waters Workgroup 1. Phil showed Indiana map where most areas now have higher resolution drainage information/local information. Showed swipe map tool to compare improvement in detail. Will be important for US Waters identification. This will be a huge asset for many uses. d. Other reports? 1. Phil still needs to compile the other written committee / workgroup reports sent in, and will distribute to the Board. 3. Technical Meeting Adjourned IGIC August 27, 2015 Page: 8