Fiscal Year Budget FY2016

Transcription

1 Fiscal Year Budget FY2016 Proposed budget for the San Diego Geographic Information Source (SanGIS), a Joint Powers Authority of the City of San Diego and the County of San Diego. Projected revenues and expenditures for Fiscal Year 2016 July 1, 2015 through June 30, 2016 Prepared by SanGIS Management Committee

2 Table of Contents Executive Summary... 3 SanGIS In Review... 3 Fiscal Year 2016 Budget Discussion... 5 Salaries and Benefits... 6 Services and Supplies... 7 Other Expense Items... 8 Revenues... 8 Services Provided for in the FY2016 Budget... 9 Invoice and Payment Schedule for City and County of San Diego... 9 Payment Schedule Invoice Schedule SanGIS Board of Directors Approval Appendix 1 SanGIS FY2016 Budget Detail Appendix 2 Board of Director Meeting Minutes Appendix 3 SanGIS Services Landbase Maintenance Data Warehouse Management Public Data Access Page 2 of 16

3 Executive Summary This budget covers Fiscal Year 2016 (FY2016), the period July 1, 2015 through June 30, The budget includes salaries, services, supplies, and other expenses required to maintain current service levels for landbase maintenance, data warehouse management, public records access, and administration and support services. The budget includes funds to initiate and/or complete projects currently planned for FY2016 but does not provide accommodation for unplanned initiatives. The FY2016 SanGIS budget totals $1,290,428. This represents an overall increase of 5.5% as compared to Fiscal Year 2015 (FY2015). The overall change from the FY2015 budget is $66,792. A majority of this increase is in two areas: contracted IT services and software licensing costs. These two items alone account for $55,737 in additional expenditures but result in higher service levels and acquisition of new datasets. This budget also reflects rate increases for City and County staff of approximately 4.3%. Rates for agency staffing and contracted services are expected to remain flat. Cost increases are offset by cost reductions in a few areas: Internet services costs are reduced by more than $7,000 and software purchases decline by almost $10,000 over FY2015. The largest portion of SanGIS revenues are provided by JPA members the City and County of San Diego. Cost increases are covered primarily by additional contributions from these member agencies. FY2016 contributions are projected to increase $31,541 per agency over FY2015. The total contribution per JPA member is forecast at $620,106. SanGIS In Review The San Diego Geographic Information Source (SanGIS) was created in 1997 as a Joint Powers Authority (JPA) of the City of San Diego and the County of San Diego. The JPA allows the City and the County to combine resources to meet common objectives. This collaboration works to reduce duplication of efforts, maximize resources, provide an efficient method of sharing information, and to provides for timely updated data to the JPA partners, other jurisdictions in the region, and the public. In December 2005 most SanGIS GIS data was moved to the public domain as a result of an opinion by the State Attorney General. A significant amount of revenue derived from licensing of the GIS data prior to that time was lost as a result of that decision. SanGIS now relies primarily on JPA member contributions to support operations. A small amount of funding also comes from agreements with other agencies for ongoing support and SanGIS recovers its costs for labor and materials consumed in mapping products and data extracts for the general public. SanGIS focuses on the quality and currency of the GIS data it maintains and warehouses, the efficiency of the processes employed, and the relationship with the JPA partners. SanGIS continues to work on ensuring that JPA members are provided the information and services most needed for their businesses in the most timely manner possible. Page 3 of 16

4 SanGIS mission is: To maintain and promote the use of a regional geographic data warehouse for the San Diego region and to assist in the development of shared geographic data and automated systems which use that data. SanGIS meets its mission statement through three primary functions: Landbase Maintenance Daily maintenance of over two dozen data layers including lots, parcels, roads, open space easements, and addresses. Updated data is replicated weekly to JPA members. Data Warehouse Management Manage and maintain over 500 data layers in its spatial data warehouse. Layers are provided by JPA partners as well as outside sources. Public GIS Data Access Provide free public access to over 250 data layers in a GIS format and a web-based interactive map. SanGIS also provides custom map and data extract services to the general public for the cost of labor and materials. In the current fiscal year (FY2015) SanGIS has focused on meeting its mission by: Data quality and consistency improvements, primarily in the parcel layer along the coastline and San Diego Bay, and address points and attributes. Strengthening strategic relationships with local jurisdictions and other regional public agencies. Updating hardware and software to take advantage of newer technology. Acquiring joint-use datasets for JPA members at reduced license and procurement costs. In FY2015 SanGIS initiated or participated in a number of important projects. These included: Joint leadership in a regional effort to establish a minimum metadata requirement standard and to update all metadata maintained or warehoused by SanGIS to those minimum requirements. SanGIS staff developed and published the standard, developed user guides, and is leading the region in bringing its metadata up to the established requirements. Completed a revision to the Information Technology Infrastructure 5 Year Plan. The plan is provided to direct, inform, and prioritize SanGIS infrastructure budget decisions to meet SanGIS goals and objectives over the 5 year planning period and implement new technologies for the benefit of SanGIS JPA members. SanGIS is working closely with the County Assessor, Mapping Division to more closely integrate the two agencies work in tax parcel maintenance. This project, Assessor Maintained Parcels (AMP), is designed to move the Assessor s Office to GIS-based parcel maintenance (as opposed to the current CADD-based system) and eliminate redundancy in GIS work between SanGIS and the Assessor Mapping Division. Upgraded the SanGIS spatial data warehouse to the latest version of ArcGIS. This important step is needed to implement new technology that will provide better access to JPA members, allow for revisions to existing editing tools used by JPA members, and provide the proper foundation for implementing the AMP project. Other projects in progress at the time this document was created include completing acquisition of 2014 aerial imagery through a regional consortium of public agencies, redevelopment of tools used by the City and County to maintain road segments for public safety dispatch, development of new tools to allow outside editing of address points, and policy and procedure manual updates. Page 4 of 16

5 In FY2015 SanGIS also completed a contract to acquire the California Historical Records Information System dataset on behalf of the City and County. This contract reduced licensing costs to the City and County by over $6,000 per year (about 25%) in addition to significant reductions in procurement and contract costs by the agencies. SanGIS annual objectives are based on advice and direction from the Board of Directors, the Management Committee, the SanGIS Technical Advisory Board (STAB), currency of existing processes and procedures, and required hardware and software upgrades. In FY2016 SanGIS will continue its focus on data quality and process improvements that benefit and support the mission of SanGIS JPA member users. SanGIS has incorporated into these budget calculations certain amounts to be used to complete the approved objectives. The major objectives planned for the coming year are: Complete the final tasks in the Address Quality Update Assessment (AQUA) project tasks. This multi-year project has already resulted in numerous improvements in address data quality including elimination of duplicate points, better location information, and more accurate attribute data. In FY2015 SanGIS will have completed the last of the data quality updates and comparisons and provided recommendations to the Assessor s Office for SITUS address corrections. The final tasks, expected to be completed in FY2016, are a re-engineering of the data maintenance and publication process to include unique, non-changing primary keys and to de-couple the address points from the parcel layer. Work with regional public agencies to develop contracts for acquisition of calendar year 2016 aerial imagery products. The calendar year 2014 imagery acquisition will be completed in FY2015 and planning must begin in early FY2016 for the next acquisition. Complete the AMP project in conjunction with the County Assessor s Office Mapping Division. It is expected that SanGIS will be developing editing tools, modifying database schemas, and providing direct access to its editing environment to accommodate the Assessor s GIS-based workflow. Fully implement recorded public-benefit easement maintenance as requested by the City and County. SanGIS will be expanding its landbase maintenance activities to include updates to recorded easements, as determined by the City and County, in the SanGIS data warehouse. This project includes finalization of the easement types to be maintained and the attribute information to be included. In FY2016 SanGIS will continue to work with other local jurisdictions to provide the most current and accurate data available and to continue to make SanGIS the source for regional GIS data. Fiscal Year 2016 Budget Discussion Table 1 provides a summary of the SanGIS budget for FY2016 and a comparison with the previous fiscal year budget (FY2015). The FY2016 budget indicates an overall increase of $66,792 over FY2015. This reflects increase of 5.5% over the FY2015 budget. This increase, the first in three years and only the second in the last seven years, is driven primarily by increases in City and County staffing, IT support services, and software licensing costs. These three items alone represent a 6.7% increase over the prior year budget. The major increases are offset somewhat by lower costs for network (point-to-point) connections and hardware and software purchases providing an offset of -1.7% against increases. All other changes year-over-year reflect relatively minor adjustments in Page 5 of 16

6 expenditures based on analysis of past usage patterns and expected cost changes. Changes in each expense object account are discussed in more detail in following sections. The FY2016 budget is based on forecasted usage for services, supplies, and staff and known or forecasted changes (generally increases) the costs of those items. This budget seeks to include all forecasted expenses and revenues and assumes there is very little risk of unexpected, unknown expenditures in FY2016. This level of confidence allows SanGIS to maintain a contingency reserve at 2% of non-salary expenses. The reserve represents an increase of 8.3% over FY2015 but the absolute value is small ($847 ). The increase is due to the increases in IT support services and software licensing costs as mentioned above. Contingency is based on non-salaried expenses per the Board-approved policy. SanGIS derives 96% of its funding from JPA member (City and County) contributions. Outside sources (contracts, interest, and public counter services) provide the remaining income. Changes in expenses are not generally offset by changes in revenues from outside sources. The FY2016 budget requests an increase of $31,541 per JPA member to cover to the projected cost increases. This is 5.4% above the FY2015 level. The remaining $3,710 in income is covered by expected increases in front counter sales of mapping and data extract services. Table 1 SanGIS FY2016 Budget Summary Budget Category FY2015 Budget FY2016 Proposed Increase/ (Decrease) Delta % EXPENDITURES SALARIES & EMPLOYEE BENEFIT (EE510) $702,911 $726,497 $23,586 3% SERVICES & SUPPLIES (EE520) $508,883 $544,990 $36,107 7% OTHER CHARGES (EE530) $1,631 $2,033 $402 25% FIXED ASSETS EQUIPMENT (EE548) $0 $5,850 $5,850 N/A RESERVES (EE560) $10,210 $11,057 $847 8% EXPENDITURE TOTAL $1,223,635 $1,290,428 $66, % REVENUES REVENUE USE MONEY & PROP (RR440) $2,506 $1,960 ($546) (22%) INTERGOVERNMENTAL FUNDING (RR450) $1,177,130 $1,240,212 $63,082 5% CHARGES FOR CURRENT SVCS (RR460) $16,000 $16,000 $0 0% MISCELLANEOUS REVENUES (RR470) $28,000 $32,256 $4,256 15% REVENUE TOTAL $1,223,635 $1,290,428 $66, % A detailed list of revenues and expenditures and a comparison with the FY2015 budget is shown in Appendix 1. Salaries and Benefits Salaries and benefits account for more than 56.3% of total expenditures. These staffing expenses are in three areas: City staff, County staff, and outside contracted labor. The County has notified SanGIS of an increase in employee salary and benefit costs in FY2016. This change, along with adjustments for actual County salary costs in FY2015, indicates a 4.7% increase over the prior fiscal year. The City of San Diego has notified SanGIS that there are no expected increases in employee wages and benefits for FY2016. However, an analysis of invoices indicates the City staff costs are higher than predicted in the FY2015 budget. This budget reflects 3.4% rise in City staffing costs as a result of that analysis. Rates for contracted Page 6 of 16

7 staff are not expected to change though a reduction of ($2,325) is expected. This is based on reducing hours needed for in-house booking. Details and comparison with FY2015 of budgeted Salary and Benefits are shown in Table 2. Overall, Salary and Benefit costs are projected to increase 3.4% over FY2015 levels. The budgeted staffing level covers basic SanGIS operations and maintenance and sufficient resources to meet the fiscal year objectives outlined above. The staffing level does not allow major initiatives not planned for the current fiscal year, major system upgrades, or additional editing work beyond that being done in FY2015. Table 2 SanGIS FY2016 Salary and Benefits Summary Salary and Benefits - Direct and Temp Staff FY2015 Budget FY2016 Proposed Staff Member Agency* Hrs Amount Hrs Amount Change Mapping Tech City 2080 $90, $97,219 $6,968 Data Librarian City 2080 $112, $112,545 $0 Sub-Total - City $202,796 $209,764 $6,968 Landbase Editor County 2080 $89, $94,107 $4,272 Landbase Editor County 2080 $89, $94,107 $4,272 Landbase Editor County 2080 $89, $94,107 $4,272 Operations Manager County 2080 $135, $141,618 $6,127 Sub-Total - County $404,997 $423,940 $18,944 Bookkeeping Outside Agency 260 $8, $4,747 ($3,573) Landbase GIS Consultant Outside Agency 1040 $48, $48,630 $416 Landbase Editing Tech Outside Agency 2080 $38, $39,416 $832 Sub-Total - Outside Agency $95,118 $92,793 ($2,325) Total Amounts and FTE = 7.6 $702, $726,497 $23,586 * City and County staff that are full time have a fully burdened hourly rate Services and Supplies The total budget for Services and Supplies shows a 7.1% increase over the previous year. The largest increases are in software licensing and IT support services costs. Some offset is provided by decreases in internet connection services and hardware and software purchases. Software licensing costs are expected to increase by $22,474 due to two changes. First, SanGIS purchased an upgrade to its ESRI ArcGIS for Server software to allow for implementation of new web-based services for JPA member users. Though the software upgrade was purchased in FY2015 it affected increased annual support and maintenance costs in FY2016. The majority of the licensing costs however, come from the additional purchase of an annual license of the California Historical Records Information System dataset at a cost of $18,900 per year. In the past this GIS dataset has been purchased separately by both the City and Page 7 of 16

8 County. By acquiring the data through SanGIS, the City and County will save an average of $3,150 per year each in licensing costs plus the cost of annual contracting and procurement. The other major change in Services and Supplies is an expected increase in IT support services. The cost of this item is predicted to increase $33,263 (68.4%). As a result of a formal Request for Proposal (RFP) process, SanGIS entered into a contract with a new IT support vendor in February The winning proposal was approximately one-half the cost of the IT support at the time the contract was awarded. SanGIS experience in the months since the contract went in to effect indicates that a higher level of service will be needed and additional funds are required to support that higher service level. The change in IT support services costs is responsible for 49.8% of the overall budget increase. These increases are somewhat offset by reductions in internet connection costs and software purchases (for a total of ($16,957). Internet costs were reduced by dropping two dedicated T1 line connections to the City of San Diego in favor of a VPN Tunnel solution and software costs reflect the fact that no major software upgrades are expected in FY2016. Other line items in the Services and Supplies category are expected to remain relatively flat. Increases are expected in equipment maintenance due to warranty expiration and in the cost of legal services due to contract changes planned for FY2016. These increases are offset by expenditure reductions in contracted services, rents and utilities, and minor equipment purchases. The overall budget increase in Services and Supplies for the FY2016 fiscal year is $36,107. The full list of items covered under Services and Supplies can be found in Appendix 1. Other Expense Items Expenses not related to Salaries and Benefits or Services and Supplies include charges for equipment depreciation, capital expenditures, and contingency. Depreciation expenses will increase slightly as SanGIS purchases new capital equipment (servers) in accord with the revised Information Technology Infrastructure 5 Year Plan. Contingency will increase over the current FY2015 budget as a result of the overall increase in services and supplies. Contingency is calculated as 2% of non-salary costs per Board-approved policy. This FY2016 budget provides for a budget contingency of $11,057 an increase of 8.3% ( a total change of $847 over the previous fiscal year). For FY2016 the total of these other expenses is $18,940. This reflects a 60% increase from FY2015. Revenues SanGIS revenue for FY2016 is a result of four sources: City and County (JPA member) contributions Contracted services Interest income Front counter sales Interest income is difficult to predict. Based on actual interest income in FY2014 and projections for FY2015 it is expected that this revenue will remain relatively flat in FY2016 but below that budgeted in FY2015. Front counter sales are also expected to match FY2015 projections, which is slightly more than the budgeted amount. There are no indications that contract revenue will change with the sole source coming from a multi-year contract with ARJIS for GIS services. Overall revenues from sources other than City and County contributions are projected at $50,216. This represents an 8.0% increase over the FY2015 budget. Page 8 of 16

9 Contributions from City and County partners are calculated by subtracting other revenue sources from the total estimated expenditures. In FY2016 the total contribution is $620,106 per JPA member. This indicates an increase of 5.4% over FY2015, a $31,541 increase per agency. In November 2012 the SanGIS Board of Directors adopted a policy on the use of unrestricted fund balances held from prior years. Use of unrestricted fund balances must be approved by the Board of Directors and included in the annual budget document. The Board of Directors has not mandated the use of any excess funds in the current, FY2016, budget. Services Provided for in the FY2016 Budget SanGIS provides services to JPA members in three major areas: 1. Landbase maintenance Maintenance of the County and City geospatial landbase additions, deletions, updates and corrections to lots, parcels, roads, addresses, open space easements and other layers. 2. Data warehouse management Management of spatial data warehouse layers provided by the City, County, SANDAG, SanGIS and others and making those data accessible to other members. 3. Public GIS data access Providing public access to regional GIS data through web-based interactive maps and data downloads, on-site data extracts, and walk-in/call-in map creation and printing Underlying these three main service areas are back-office administration, systems and application support, database maintenance, and application programming and analysis. This budget is designed to support those ongoing service areas only. The budget includes an amount to meet objectives outlined by the Management Committee and STAB in the context of these three areas. Funding is not included for adding service offerings, special projects beyond the objectives identified, additional landbase layer maintenance work, special programming, or for systems beyond what is currently being supported or identified in the Information Technology Infrastructure 5 Year Plan. Though the normal course of business requires planning for a certain amount of ad hoc work and special requests, the budget was not developed to include major changes in the SanGIS business or data model. New services, special requests, or added maintenance items must be funded through the requesting agency until such time as the structural changes can be incorporated, and approved, in future fiscal year budgets. A complete list of services provided by SanGIS under this budget is shown in Appendix 3. Invoice and Payment Schedule for City and County of San Diego SanGIS recognizes that the City and County of San Diego provide the majority of operating revenue (96%) and that they account for approximately 49% of expenses. It is important for financial planning purposes that these remittances and invoices are provided in a timely manner. To that end the City and County agree to the following schedules for payment and invoicing. Page 9 of 16

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11 Appendix 1 SanGIS FY2016 Budget Detail Account Budget Category Title Budget Category Description FY2015 Budget FY2016 Proposed Increase/ (Decrease) Delta % ITEMIZED EXPENDITURES SALARIES & EMPLOYEE BENEFIT (EE510) SALARIES & WAGES-PERM City Staff $202,796 $209,764 $6, % SALARIES & WAGES- TEMP HELP Contracted Staff - SOS and Others $95,118 $92,793 ($2,325) -2.4% OTHER EXTRAORDINARY PAY County Staff $404,997 $423,940 $18, % Subtotal - SALARIES & EMPLOYEE BENEFIT (EE510) $702,911 $726,497 $23, % SERVICES & SUPPLIES (EE520) TELEPHONE Telephone - Centrex and Usage $4,056 $4,060 $4 0.1% OTHER COMMUNICATIONS Internet and dedicated T1 lines to City/County for data transfer $17,953 $10,750 ($7,203) -40.1% INSURANCE Insurance - Liability and Property $3,793 $3,557 ($236) -6.2% MAINTENANCE OF EQUIPMENT Annual plotter, server, and computer maintenance $2,947 $6,102 $3, % HARDWARE PURCHASES AND SETUP Non-capitalized network & server hardware (under $5,000) $16,800 $13,360 ($3,440) -20.5% COMMUNICATIONS MAINTENANCE Network equipment maintenance (routers, firewall, switches) $4,116 $3,744 ($372) -9.0% SOFTWARE PURCHASES Non-capitalized software purchases (under $5,000) $11,179 $1,426 ($9,754) -87.2% ANNUAL SOFTWARE LICENSE Annual software maint/license - Oracle, ESRI, Thomas Bros, UNIX, etc $50,011 $72,485 $22, % OFFICE EXPENSE Office supplies incl printer cartridges, DVDs, toner, paper, etc $3,047 $2,903 ($144) -4.7% POSTAGE Postage/mailing/Constant Contact $110 $171 $ % PRINTING Printing of business cards, flyers, signs, etc. $250 $0 ($250) % DRAFTING/ENGINEERING SUPP Plotter paper, mounting boards, laminating supplies, toner for plotters $3,285 $4,367 $1, % DATA PROCESSING SERVICES SDDPC System Access/CITRIX (Cust #2800, App Code Y79) $0 $0 $0 NA PROF & SPECIALIZED SVCS External Auditor and financial statement prep services $23,382 $22,888 ($494) -2.1% ARCHITECTURE & ENGINEERNG Graphic services $0 $0 $0 NA AERIAL SURVEY & PHOTO SVC Aerial imagery products and services $50,000 $50,000 $0 0.0% CONTRACTED SERVICES DBA/GIS Analyst support, application dev/support, Program Management $221,976 $220,870 ($1,106) -0.5% SPEC CIRCMSNCS ATTY SVCS Attorney $8,560 $11,132 $2, % COMPUTER CABLE-LAN ON NET Desktop, server, network, and other IT support $48,657 $81,920 $33, % COPY EQUIPMENT RENTAL Monthly copier rental/lease $1,539 $1,539 $0 0.0% RENTS & LEASES STRUCTURES Office rent $34,496 $32,805 ($1,691) -4.9% SPECIAL DEPARMENTAL EXP Office move and remodel $0 $0 $0 NA BOOKS & PUBLICATIONS Books, training materials, magazines, etc. $225 $160 ($65) -28.9% MINOR EQUIPMENT Minor computer equipment and office furniture $1,000 $0 ($1,000) % TRAINING/REGIS OUT-OF-CO Conferences/training/events $1,500 $750 ($750) -50.0% Subtotal - SERVICES & SUPPLIES (EE520) $508,883 $544,990 $36, % Page 11 of 16

12 Account Budget Category Title Budget Category Description FY2015 Budget FY2016 Proposed Increase/ (Decrease) OTHER CHARGES (EE530) CREDIT CARD ADMIN FEE Credit card admin fee $783 $936 $ % EQUIPMENT DEP EXPENSE Equipment depreciation $848 $1,097 $ % Delta % Subtotal - OTHER CHARGES (EE530) $1,631 $2,033 $ % FIXED ASSETS EQUIPMENT (EE548) CONTRA ACCOUNT-EQUIPMENT Offsets for capital asset/equipment purchase $0 $0 $0 NA CAPITAL ASSET HARDWARE Capitalized server & computer hardware purchases ($5,000 plus) $0 $5,850 $5,850 NA FIXED ASSETS SOFTWARE Capitalized software purchases ($5,000 plus) $0 $0 $0 NA COMMUNICATION EQUIPMENT Capitalized network hardware purchases ($5,000 plus) $0 $0 $0 NA Subtotal - FIXED ASSETS EQUIPMENT (EE548) $0 $5,850 $5,850 NA RESERVES (EE560) CONTINGENCY RESERVE Contingency reserves $10,210 $11,057 $ % Subtotal - RESERVES (EE560) $10,210 $11,057 $ % EXPENDITURE TOTAL $1,223,635 $1,290,428 $66, % Page 12 of 16

13 Account Budget Category Title Budget Category Description FY2015 Budget FY2016 Proposed Increase/ (Decrease) Delta % ITEMIZED REVENUES REVENUE USE MONEY & PROP (RR440) INTERESTS ON DEPOSITS & INV Earned interest $2,506 $1,960 ($546) -21.8% Subtotal - REVENUE USE MONEY & PROP (RR440) $2,506 $1,960 ($546) -21.8% INTERGOVERNMENTAL FUNDING (RR450) AID FR OTHER GOV AGENCIES County of San Diego - LEUG $338,565 $620,106 $281, % AID FR CITY OF SAN DIEGO City of San Diego $588,565 $620,106 $31, % AID FR OTHER GOV AGENCIES County of San Diego - Departments $250,000 $0 ($250,000) % Subtotal - INTERGOVERNMENTAL FUNDING (RR450) $1,177,130 $1,240,212 $63, % CHARGES FOR CURRENT SVCS (RR460) OTHER CHARGES CURR SERV ARJIS, USGS, other contract work $16,000 $16,000 $0 0.0% Subtotal - CHARGES FOR CURRENT SVCS (RR460) $16,000 $16,000 $0 0.0% MISCELLANEOUS REVENUES (RR470) MISC REVENUE OTHER Misc revenue not covered elsewhere $0 $0 $0 NA OTHER SALES Store front sales, CD sales, etc. $28,000 $32,256 $4, % MISC REVENUE PRIOR YEAR Carry over funds from previous years $0 $0 $0 NA Subtotal - MISCELLANEOUS REVENUES (RR470) $28,000 $32,256 $4, % OTHER FINANCING SOURCES (RR480) LOSS ON SALE OF FIXED ASSETS Disposal of equipment prior to being fully depreciated $0 $0 Subtotal - OTHER FINANCING SOURCES (RR480) $0 $0 REVENUE TOTAL $1,223,635 $1,290,428 $66, % Page 13 of 16

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15 Appendix 3 SanGIS Services This budget is designed to support ongoing service areas only. Funding is not included for special projects, additional maintenance work, special programming, or for systems beyond what are currently being supported or special objectives specifically listed. The services covered by this budget are listed here in three categories. Services not covered in this section are outside the scope of this budget and must be funded separately by the requesting agency. Landbase Maintenance Landbase maintenance covers maintenance and support of the regional landbase GIS data. This includes adding new features as new maps are recorded, correction of errors in the landbase as they are discovered or made known to SanGIS, adjustment of spatial data when more accurate information is available and as time permits, and investigation of problems or inconsistencies in the data. This includes publication of these layers to JPA members using overlays and joins and other spatial analysis processes as necessary to meet current publication standards. Specifically, the landbase consists of support and maintenance of the following data layers: 1. Subdivisions polygons and boundary lines 2. Lots polygons and boundary lines 3. Parcels polygons and boundary lines 4. Census Tract/Block Boundaries 5. Law Beats 6. Reservation Boundaries 7. Public Lands Survey Boundaries 8. Zip Codes 9. Roads names, segments, address ranges 10. Intersection Points 11. Address Points 12. Open Space Easements biological, recreational, and non-specified 13. Trail and Public Access Easements shown on Assessor Parcel Maps (APMs) 14. Flowage and Drainage Easements for County Flood Control Districts only (easements recorded after January 14, 2014 only) 15. National Hydrography Dataset (NHD) Regional steward for USGS 16. Fire Demand Zones City of San Diego only 17. Assessor Book Boundaries 18. Road Annotation name, block range, address number (City only), one-way arrows 19. Parcel Annotation Assessor Parcel Number (APN) 20. Lot Annotation map number, lot number, block number, subdivision name 21. Free Form Annotation as required by City/County 22. Landmark Annotation City of San Diego 23. Public Safety Jurisdictions 24. Jurisdiction Attribute Overlays annually when TRA data is provided 25. Historical Parcel Layer creation archive of inactive parcels including MPR and PAR data Parcel maintenance includes 5 sub-types APN, un-parceled government area, un-parceled common areas, un-parceled private roads, and rights-of-way. Parcel maintenance does not include APNs starting with 77xor 760- numbers. Page 15 of 16

16 SanGIS provides services necessary to publish this information to the data warehouse and FTP locations for access by JPA partners. SanGIS also maintains a Road Editor Application for use by the City of San Diego Fire Department and the County Sheriff s Department for editing SanGIS road data attributes. Data Warehouse Management SanGIS maintains a spatial data warehouse for use by JPA members and SANDAG. The warehouse includes published landbase layers outlined above and data layers maintained and provided by JPA members or acquired from outside agencies at JPA member requests. The data warehouse includes dynamic data (such as the landbase layers) and static data (such as aerial imagery). Non-landbase layers will be updated or added to the data warehouse at the request of JPA members on a schedule they determine. On an annual basis SanGIS updates the tax rate area information provided by the County Assessor/ Recorder/ County Clerk. This includes updates to the municipal boundaries. Services provided as part of the data warehouse are: 1. Weekly updates of layers to the City and the County via Automated Data Refresh 2. Access to the data warehouse over dedicated network (T1) lines provided by SanGIS 3. Maintenance of several data layers in the data warehouse including reports on request 4. User access maintenance (add, delete, update users and password changes) 5. Verification of changes to the data warehouse in accord with the SanGIS service level agreements Data warehouse maintenance includes review of data layers and provided metadata prior to loading. The data warehouse function includes creating DVDs of up to 70 data layers for use by emergency services and JPA member departments in the event of network connection failures. This process is done once per fiscal year, usually in July or August. Public Data Access SanGIS provides data from the GIS data warehouse to the public in three ways: public mapping services on a walk-in basis, web-based interactive mapping, and free download of publicly available data. The GIS data available for public download is extracted from the SanGIS data warehouse according to specifications provided by the JPA members. The data is published to the regional data warehouse web-site hosted at SANDAG. Updates to publicly available data are done on a quarterly basis for all layers that have changed since the last publication except that parcels, roads, and addresses are updated monthly. Mapping services are available to the public on a walk-in, for fee basis as outlined in the SanGIS services price list. Mapping services are available to City and County departments at no additional cost except that the departments must pay for special materials (laminating pouches and mounting boards). Data extracts are also done for the public on a fee-for-service basis. Data extracts for JPA member departments are provided at no additional cost. Page 16 of 16