HomeMy WebLinkAboutTR-68-97 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File
Date: Monday, July 7, 1997 Res. #
By-Law
Report#: Tu 6g 97 File#:
Subject: STATUS REPORT ON GEOGRAPHIC INFORMATION SYSTEM
IMPLEMENTATION
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
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1. THAT Report TR-68-97 be received;
2. THAT the Municipality enter into a 5 year licence agreement with Teranet Land
Information Systems Inc. at a cost of $13,480.00 per year for each of the 5 years
to acquire and maintain parcel mapping subject to 50% cost-sharing with the
Regional Municipality of Durham (total of $26,960 split 50/50);
3. THAT funds for the 1997 licence fee be drawn from the GIS Reserve Account;
4. THAT funds be set aside from the tax levy to the GIS Reserve of $7,488.00 per
year over the 5 year licence agreement as part of the annual budget process,
subject to 50% cost-sharing with the Region of Durham, to accommodate the buy-
out of the licence at the end of year 5;
5. THAT the Mayor and Clerk be authorized to execute a licence agreement with
Teranet Land Information Systems Inc. and a sub-licence agreement with the
Regional Municipality of Durham;
6. THAT the applicable By-Law, as attached, be approved; and
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7. THAT the Regional Municipality of Durham be so advised.
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PAPER D .A 13
THIS IS PREMED ON REGY-D PAPER
TR-68-97 Page - 2 -
1. Introduction
1.1 On March 24, 1997, Council approved Report TR-17-97 on the Geographic Information
System (GIS) Implementation Strategy. Council authorized the selection of Malone Given
Parsons to continue with Phase 2 and 3 of the Implementation Study to assist the
Municipality in the selection and installation of GIS software. In addition, staff were
authorized to use 3C Complete Computer Consulting Ltd. in the selection and installation
of GIS hardware as part of the computer system upgrade, subject to price verification.
1.2 The purpose of this report is to advise Council on the status of the implementation
program and to seek the necessary approvals for the acquisition of base parcel mapping.
1.3 The GIS Implementation Committee is working on three key elements of the
implementation at the present time. These are:
• selection of core GIS software
• acquisition of base parcel mapping
• development of initial applications
2. Selection of Core GIS Software
2.1 A corporate approach to GIS requires a robust core software capable of supporting a large
database of spatial and tabular data distributed across multiple departments and used
simultaneously by many users. In addition to the core software product must support an
applications development environment which allows for customized business applications
to be readily developed to meet the Municipality's business needs.
2.2 The Committee conducted a preliminary review of the available software products and has
narrowed its review to two main systems as follows:
Environmental Systems Research Institute Inc. (ESRI)
ESRI is the market leader in GIS systems providing the Arc/Info suite of software
products. They provide full functional capability required and have a proven track
record.
SHL Systemhouse Visions Solutions
Vision software is developed by SHL Systemhouse, a Canadian company headquartered in
Ottawa. The unique opportunity with the Vision software is that there is not only the core
GIS software but a complete range of municipal applications being developed in
partnership with Ottawa-Carleton and its constituent municipalities. These applications
are available for free to Ontario municipalities.
Process
Report back to Council in September with a recommendation.
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TR-68-97 Page - 3 -
3. Acquisition of Parcel Mapping
A high priority for GIS implementation is the acquisition of spatially accurate parcel
mapping. The current parcel mapping which is used by Public Works and Planning is
based on the conversion of pre-existing manual mapping. It is not a suitable foundation
for GIS.
The GIS Implementation Strategy prepared by Malone Given Parsons recommended that
the Municipality acquire the POLARIS parcel mapping from Teranet Land Information
Services Inc. . Teranet is a public-private partnership of the Ministry of Consumer and
Commercial Relations and Terramir. It has a mandate to automate and enhance the land
registration system in Ontario. This includes the preparation and maintenance of digital
property mapping. Teranet is currently implementing the POLARIS system in Durham
Region.
The Teranet parcel mapping is built and maintained to a high standard which the
Municipality could not afford on its own. Given that it is the provincial standard for
parcel mapping, it allows for multiple agencies to build their applications on the same
base map allowing for ready transfer of data.
Municipal staff has been negotiating an agreement from Teranet with staff of the Region
of Durham and the Town of Pickering. It is recommended that the Municipality acquire
the POLARIS mapping from Teranet subject to finalization of a satisfactory licence
agreement. The general terms of the agreement are as follows:
Licence
The intention is that the Municipality would be the licensee. The Region would be a
sub-licence and equally cost share the licence fee.
Term of Licence
The licence would be for a 5 year period from the date of execution of an agreement.
The Municipality would have the option to renew the agreement with Teranet maintaining
the mapping or the Municipality could purchase the mapping for a fee equivalent to 3
years of the licence fee (approximately $75,000). It is recommended that the
Municipality purchase the mapping after the 5 years. The purchase is intended to be
split with the Region and budgeted for over the 5 years such that is not all required in
one year.
Licence Restrictions
During the period of the licence, the licensees have the ability to use the mapping and
create derivatives for municipal business, affairs or purposes internal to the licensees.
However, there are a number of restrictions which prohibit the municipality from
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TR-68-97 page - 4 -
Sub-Licensees
In addition to the Region, all public agencies and public utilities are allowed to utilize
the mapping if they have the appropriate technology and it assists with their business
needs. Any sub-licensees may be required to cost share the annual licence fee. It is
anticipated that Clarington Hydro, Durham Regional Police Force and the School Boards
may be interested in participating at some point during the course of the licence period.
At this point, the above agencies have declined for a variety of reasons.
Licence Fees
Licence fees for the Teranet product are $24,590 per year. There is an addition charge
of $500 for each up-date. It is anticipated that the Municipality would get up-dates
quarterly. The contract would extend for 5 years and then could either be renewed or the
mapping would be bought out for the equivalent of licence fees for 3 years. If the latter
is done, the Municipality would assume responsibility for maintaining the mapping. At
this point in time, staff are inclined to proceed with the buy-out given the licence
restrictions which would prevent sharing or marketing the data to private utilities (Bell
Canada, Ontario Hydro, Rogers Cable, etc.). Staff are recommending that in order to
provide for the maximum flexibility, the buy-out cost be incorporated into the budget
process over the 5 year period and maintained in a reserve account.
TERANET FEES
ITEM ANNUAL FEES TOTAL 5 YEAR
COMMITMENT
Licence Fee $24,960 $124,800
Update Fees $2,000 $10,000
Buy-Out Option* $14,976 $74,880
Total Cost (to be split with Region) $41,936 $209,680
Clarington Share $20,968 $104,840
Durham Share $20,968 $104,840
Note: The buy-out funds would be deposited in a reserve account for future use
either to buy-out the licence or to renew the licence agreement.
Derivative Products
Any mapping product developed using the POLARIS parcel mapping is considered a
derivative product. If zoning by-law maps or a single-line street network map was
developed on the basis of POLARIS parcel mapping, these would be considered derivative
products. There are no restrictions on paper copies. However if the Municipality were to
distribute or sell digital derivative information, Teranet would be due a share of the
revenues as the creator of the base mapping. While this is not a significant obstacle,
over time the Municipality may have a greater opportunity to develop derivative products
as our GIS system matures. This is one of the main reasons to provide for the buy-out
option at the end of the 5 year period.
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TR-68-97 Page - 5 _
Marketing
There is the possibility that revenues could be generated from a licence arrangement with
Teranet. One of the key products which there appear to be a market for is a single-line
street network. The Municipality has developed this mapping for the Public Works
Infrastructure Management System. If this product was transferred to a spatially accurate
base map using provincial standards, there are widespread applications for use by all
emergency services, school boards and the general public. In particular, in-car
navigational systems are becoming marketable and companies such as Perlys are
interested in acquiring more accurate mapping. There is an opportunity for Teranet to
market such a product with revenues going to both the municipality and Teranet.
4. Applications Development
The Municipality's implementation strategy identified priority municipal applications to be
developed to maximize the effectiveness of the GIS system. These included the following:
• Property Query System
• Automation of Building Permit and Development Approvals
• Input and Analysis of Administrative, Zoning and Official Plan Data
• Facility and Asset Inventories
• Routing and Service Allocation (ie. Fire).
The property query system was identified as the first priority. The software selection has
a significant bearing upon application development. The ESRI/Arc/Info option provides
core GIS software only and each Municipal application would require an RFP for
application development. The costs associated with each application would be unknown
until the result of each RFP is determined. However, the SHUSystemhouse option
incorporates a partnership agreement with Ottawa/Carleton and the area municipalities for
development of a comprehensive list of municipal applications to be included in the cost
of the core GIS software. Staff will report back to Council in September with the results
of the core software RFP. This will direct the municipal applications development.
Respectful submitted, Reviewed by,
M ie A. Marano, H.BSc., A.M.C.T., W.H. Stockwell,
Treasurer. Chief Administrative Officer.
Franklin Wu, M.C.I.P.
Director of Planning and Development
NT/DC/km/hjl
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THE CORPORATION OF TIIE MUNICIPALI'T'Y OF CLARINGTON �
j BY-LAW 97-
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Being it By-laty to authorize the execution of
j a five year licence agreement between the
Corporation of the Municipality of Clarington and 2
Terenet Land Information Systems Inc. {
for the provision of base parcel mapping for I�
the Municipality of Clarington
THE CORPORA'T'ION OF THE MUNICIPALITY OF CLARINGTON IIEREBY ENACTS AS
FOLLOWS:
P.
1. TUAT the Mayor and Clerk are hereby authorized to execute, on behalf of the
Corporation of the Municipality of Clarington with the Corporation Seal,a five year
licenec agreement with Teranet Land Infortuatiou Systems Inc,and said Corporation.
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2. THAT the five year licence agreement be attached hereto as Schedule "A" to form
part of this By-Law.
By-Law read a first and second tiute this 7th day of July 1997.
By-Law read a tbird time and finally passed this 7th day of July 1997.
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