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11/26/01 Jentz/Access to County Data BaseTri-City Planning Office 17 Second Street East — Suite 211 Kalispell, Montana 59901 Phone: (406) 751-1850 Fax: (406) 751-1858 tricity@centurytel.net November 26, 2001 Commissioner Howard Gipe Flathead County Commissioners Office 800 South Main Street Kalispell, MT 59901 Re: Access to County Data Base Dear Howard: This letter is a follow-up to our fifth Monday meeting that was held in Columbia Falls October 29. As you remember at that meeting there was general discussion concerning the cities of Kalispell, Whitefish and Columbia Falls and their ability to have access to the County data base and in particular the property records information. Presently the three cities have no direct access. There was unanimous consensus between the three cities and you that this is a matter that should be pursued. Historically, the three cities had access to the County information via the Flathead Regional Development Office, as this organization provided services to the County and the three cities. In 1995, FRDO (the three cities and the County) made two annual payments of $16,000 and $17,500 as a buy -in to pay a proportionate share of the construction of the new base map for the County. Please see a copy of the CAB minutes of April 1995 when the motion was made to enter into this agreement. Every year thereafter FRDO paid Flathead County a maintenance fee of $3,000 based on our percentage share of usage. In addition, FRDO and the County Health Department jointly paid for construction of the microwave tower on top of Courthouse Cast. To date the three City -County organization has invested $57,000 as a partner in the development of the County GIS system. On July 1, 2001, FRDO moved from Courthouse east and relocated downtown. The County established their own planning office. At that point, the information link to the three cities was severed. It was acknowledged in the fifth Monday meeting that we are in the information age and that city -county cooperation is something we should strive for in all situations, especially when taxpayer money is concerned. You stated that you would be interested in entertaining additional discussions on this matter and that it was a worthwhile endeavor. The three cities directed that I pursue this as well. I suggest a meeting with the concerned parties to see how we can proceed in this matter and bridge this gap. Most likely, those interested in this would include representatives from the three cities (probably a manager and a computer staff person), Cookie Davies our GIS coordinator and me. From the County it would probably include the Commissioners, Sue Haverfield and her staff. I would suggest that perhaps a smaller initial meeting would help start the discussions. This might include the Commissioners, Norm, Cookie, Chris Kukulski and myself Providing Community Planning Assistance To: • City of Kalispell • City of Columbia Falls • City of Whitefish • Howard Gipe Re: Access to County Data Base November 26, 2001 Page 2 of 2 I look forward to any suggestions you may have in this matter. If you want to schedule such a meeting to get things going, please let me know and I will assist you. Sincerely, -� -O-Vv�' � V�j Tom Jentz Director TRJ/ sm Attachments: As stated c: Chris Kukulski, Kalispell City Manager Gary Marks, Whitefish City Manager Bill Shaw, Columbia Falls City Manager ter. Countywide Administrative Board Minutes of Meeting May 2, 1995 Chairman Williams called the meeting to order at 2:30 p.m. Board members present were City Manager Williams, Kalispell, City Manager Hopkins, Columbia Falls, Mayor Welsh, Whitefish, and Commissioner Stratton, Flathead County. Steve Herbaly, Planning Director, represented the Flathead Regional Development Office. Jonathan Smith, Chief Deputy, Flathead County Attorney's Office, was also in attendance. APPROVAL OF Stratton moved to approve the minutes of the meeting of April 18, 1995 as N I-T=S presented; Hopkins seconded. In discussion, Hopkins pointed out there was apparently a portion of a sentence missing from the last paragraph on page 3 and the first paragraph on page 4. The sentence should read "...if something radical were proposed would there be enough time..." Stratton amended her motion and Hopkins his second to approve the minutes as corrected. Welsh called for the question. All board' members present voted aye. ADDRESSING No members of the public were present to address the board. THE BOARD OLD BUSINESS Herbaly stated the board had been mailed a budget proposal outlining costs with an additional planner and without an additional planner. Stratton said that she had had several people call and ask if spreading the meetings of the planning boards out would allow the minutes to be produced in a more timely manner and take some of the stress off of staff of trying to prepare for two meetings in the second and third weeks of the month. Heard explained the meeting dates had been worked out over a period of time to avoid as many conflicts as possible with holidays and have good attendance at the meetings. Heard said the length of the meetings is causing the problems. Herbaly said that when the board secretary -position was created, it was to eliminate the significant cost of overtime. He said that an effect of controlling overtime costs 'contributes to when the minutes can be produced, since the position is a 40 hour .a week flex position. Williams asked if there was any way that the City bf- Kalispell--.01 uld volunteer clerical staff to help with the minutes. Herbaly said that had -been discussed previously; basically, FRDO would lose control of-conterit "and accountability.. He said that using an independent contractor was also discussed at that -time and was dropped because of the potential liability of having content challenged. He asked if the timeliness of the minutes had been, &-real problem? Williams and Stratton said yes. Williams said the City had delayed several planning agenda items as long as a month waiting for the minutes. Stratton said that sometimes they aren't getting the minutes until a day or so before the item is on tle`agenda, and they --need to have the minutes before scheduling the, item on the agenda. Williams said' -he believes that if any help is needed; it -appears to be,zlerical, rather than professional. Herbaly said what might be more reasonable is to. authorize additional overtime for Dorothy or Sandie. Discussion was held regarding changing the board secretary to regular time and paying her overtime. .otion Stratton said she would like to see the budget stay in line with last year and moved to not add staff for the next fiscal year. Welsh seconded. Herbaly showed a detailed budget sheet showing salary breakouts including overtime. Stratton called for the questions. All board members present voted aye. Herbaly said that a couple of thousand for additional overtime could be gained by reducing Contracted Outside Services to $28,258 and adding $2,000 to overtime. Welsh asked what Contracted Outside Services is traditionally used for? Herbaly said using an outside firm for software training, programmers for data bases for survey results, etc. Stratton advised that Norm Calvert of the Flathead County Computer Services is proposing a Capital Improvements Fund be created so that money would be available to replace equipment on a five year rotational basis. Stratton said that $2,000 should be moved from Contracted Outside Services to secretarial overtime. Motion Welsh moved to accept the budget totaling $533,048 showing existing staffing levels with the change to overtime as proposed by Stratton. Stratton seconded. Hopkins asked about the GIS buy -in of $26,000 proposed by Haverfield. In discussion, Stratton said the cost was set by section; Haverfield had stated that a consultant would charge between $150 and $250 a section without any quality control over errors. By doing. it in house with existing and temporary staff, the department costs of $90 per section were split into $15 per section with good quality control for each department that would use the system. Welsh called for the question. All board members present voted aye. NEW BUSINESS Herbaly distributed a sample report form showing activity by jurisdiction. The board agreed that they would like to have this form for future reporting. Williams asked about updating the subdivision regulations to comply with the legislative changes? Herbaly said the state is supposed to be furnishing model language and that all planning boards will have workshops on the update scheduled in time for action to be taken by the governing bodies before the October 1, 1995 effective date. Stratton asked that the governing bodies be notified of the workshops at the planning boards so that they could attend. Herbaly said that he needed to check on the availability of a Pacific Power facilitator for the next workshop for the CAB. He was told to plan on August dates. 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