1j. City Code Amendment Requireing Developers to Reimburse the City for Updating City Base Maps, GIS Data Base Files and Converting Plat and Record Drawings, first ReadingCITY OF -�
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
MEMORANDUM
TO: Mayor and City Council
FROM: Don Ashworth, City Manager
DATE: August 20, 1997
SUBJ: City Code Amendment Requiring Developers to Reimburse the City for Updating
City Base Maps, GIS Data Base Files & Converting Plat and Record Drawings
into Electronic Format, First Reading
This item has bounced on and off of city council agendas for several months. In the interim,
Hartley and Associates came to its demise. Although additional costs were incurred in the
transition of moving from consultative to in -house provision of services, one major benefit is
clearly emerging —a significant decrease in computer related costs. At the current time I
sincerely believe that a charge of $10 per parcel would produce sufficient monies to ensure that
the city's costs in entering parcels into our base map was paid by developers, not the city.
A question that had arisen previously was, "Why can't we get this information from the county
instead of charging the developer twice —once at the county and once at the city ?" Although the
city and county share information, i.e. parcel valuation, taxes, etc., it is not practical or
economical to share base map information. Specifically, Carver County is entering that data in a
format not compatible with typical GIS standards. In addition, many of the coverages the city
wants (water lines, streets, sanitary sewer, etc.) are not entered into the county's base map.
Approval of first reading of the attached ordinance is recommended. The resolution adopting the
fee schedule, as modified on the attached sheet, will be presented at the time of final passage of
the ordinance. ,
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CITY OF -
CHANHASSEN "'`'
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 * FAX (612) 937 -5739
MEMORANDUM
TO: Mayor and City Council
FROM: Don Ashworth, City Manager
DATE: May 21, 1997
SUBJ: City Code Amendment Requiring Developers to Reimburse the City for Updating
City Base Maps, GIS Data Base Files & Converting Plat and Record Drawings
into Electronic Format, First Reading
We have put in all of the lots and blocks within the city into our GIS system. I mentioned at one
of our work sessions that we really needed to establish a fee to ensure that there was sufficient
money to add all new plats to the system, but not at the expense of the general citizenry. What I
am frustrated about is that we delayed presenting this ordinance to the city council for almost two
years attempting to explore how these types of costs could be shared between the city and county;
how to develop specifications so as to allow the developer's engineer to supply that type of
information directly; how to develop specifications to ensure that fonts, lines, location of the
north arrow, Cogo Standards, etc., were met. Those efforts failed as not all engineering firms use
the same software to prepare their plats. For example, most plat work is completed using
AutoCad, but that is not the file format typically used in a GIS system. Accordingly, a data
conversion process is required. Most of the time the import process will leave more garbage that
needs to be cleaned up than if you had simply put it into a GIS format initially. The other failure
that we discovered was that by the time our consultant kept track of the phone calls he had made
to any consulting firm, we were spending more money than if we had established a flat fee.
Approval of first reading of the attached ordinance is recommended.
Update: I apologize for not including the "cost per parcel to add plat,to GIS" the first time
around. The cost per parcel does not include costs of equipment, office space, overhead, etc. I
had also hoped to be able to recoup a portion of the money spent in establishing the base map to
ensure proper location of the new plat, city -wide contours, assigning PIN numbers, street
addresses, etc. The charge could be reduced to $20, but a future auditor /citizen could reasonably
question whether the city was in fact subsidizing developers. Approval as presented is
recommended.
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CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
ORDINANCE NO.
AN ORDINANCE AMENDING TITLE 11, CHAPTER 5
OF THE CHANHASSEN CITY CODE
CONCERNING SUBDIVISIONS
THE CITY OF CHANHASSEN, MINNESOTA ORDAINS:
SECTION 1. Section 11- 5 -1 the Chanhassen City Code is amended by adding
subparagraph (G) to read:
(G) The Developer shall pay the City a cash fee to reimburse the City for the
cost of updating the City's base maps, GIS data base files, and converting
the plat and record drawings into an electronic format.
SECTION 2. This ordinance shall be effective immediately upon its passage and
publication.
PASSED AND ADOPTED this day of , 1997, by the City
Council of the City of Chanhassen, Minnesota.
ATTEST:
Don Ashworth, Clerk /Manager Nancy K. Mancino, Mayor
0
(Published in the Chanhassen Villager on ' , 1997).
50802
Hartley Associates
1 9 612 241-9159
,Zi 4/9197 _ 11 55 AM = 2/2
Cost per Parcel to Add Plat to GIS
2S
�0
JA^ • 00
$50.00
Flat fee per plat Procedure required
Detennine correction angle and correction distance
to entering plat in correct location. Datum and
projection.
Create Plot file and deliver to Dan, Steve K. and
Danielle
Update Road NVeight coverage
Cost per Parcel Procedure required
4 minutes Cogo lot lines
4 minutes Cogo easements
1 4 minutes Cogo sewer and water from asbuilts
40 seconds Add to Plat coverage
1 minute Edit i road annotation eoVerages
2 mrntites Add PID. address. plat #.and lot to
coverage
2 Inimites Add plat to lots. tax aItd road
coverage
30 second Edit placement of lot. block. PID and
address oIl Half Section annotation
Surcharge If the plat does not contain at least 2 section
corners or quarter, quarter corners and the length
and bearing of the line between them. it requires
more time to research placement and correction of
the plat. Sometimes these plats cannot be put into
the Cogo coverage because they cannot be placed
accurately. I recent1v gave the engineering
department a definition of hot` this requirement
can be met.
:1: This figure does not include an amotint for profit.
At this time the engineering department is planning to ask for asbuilts for each plat in
digital form. Because these AlltoCad files are not entered «vith a projection. they \vIII not
easily fit into the Arc Info; thus requiring a lot of time for entry. I recommend that we enter
SeWer and mater by hand. This will not be as accurate but will provide most of the same
information for planning purposes. The temptation Would he for staff to rely on greater
acctlracv of asbtilts entered by Cogo than what IS realIv glVeIl. I lntellltg bv hand will save
11101112V and reduce liability issues. If this procedure were followed, the cost per parcel
could be reduced to S12.50.
Annotation is placed on different project maps individually because of size and location
limitations depending on which coverages are included on that map and•the scale at which
the map is plotted.
City Council Meeting - June 1997
15. The building must comply with Chanhassen Fire Department policy regarding premise
identification. (Copy enclosed.) Pursuant to Chanhassen Fire Department /Fire Prevention Policy
#29 -1992.
16. Comply with Chanhassen Fire Department policy regarding maximum allowed size of domestic
water service on a combination domestic /fire sprinkler supply line. Pursuant to Chanhassen Fire
Department /Fire Prevention Policy #36 -1994.
17. Comply with Chanhassen Fire Department/Fire Prevention policy regarding notes to be included
on all site plans. Pursuant to Chanhassen Fire Department/Fire Prevention Policy #04 -1991.
18. Comply with Chanhassen Fire Department /Fire Prevention policy regarding pre -fire plans.
Pursuant to Chanhassen Fire Department /Fire Prevention Policy #07 -1991 (Copy enclosed).
19. Comply with Chanhassen Fire Department /Inspections Division policy regarding water service
installation for commercial and industrial buildings. Pursuant to Inspection Division Water Service
Installation Policy #34 -1993. (Copy enclosed).
20. Comply with Chanhassen Fire Department policy regarding fire sprinkler systems. Pursuant to
Chanhassen Fire Department /Fire Prevention Division #40 -1995. (Copy enclosed).
21. The applicant shall add painted panels with reveal edge to mimic windows which shall be
continued on the north and south elevations.
22. Pedestrian access shall be provided from the site to the public sidewalk and trail system on West
82 i Street and out to the north /south street.
23. The applicant shall provide areas for bicycle parking and storage on site.
All voted in favor and the motion carried.
Fred Richter: We were prepared though.
Actin, Mayor Mason: I knew you were.
CITY CODE AMENDMENT REOUIRING DEVELOPERS TO REIMBURSE THE CITY FOR
UPDATING CIT1 BASE MAPS. GIS DATA BASE FILES, AND CONVERTING PLAT AND
RECORD DRAWINGS.,
Don Ashworth: Staff recommends that this item be tabled.
Acting Mayor Mason: And so it shall be.
Councilman Senn: Move for tabling.
Councilman Berquist: Second.
11
City Council Meeting - June >, 1997
Councilman Senn moved, Councilman Berquist seconded to table City Code Amendment requiring
developers to reimburse the City for updating City Base Maps, GIS Data Base Files and
Converting Plat and Record drawings. All voted in favor and the motion carried.
COUNCIL PRESENTATIONS:
SET DATE FOR VISION MEETING, ACTING MAYOR MASON.
Acting Mayor Mason: Under Council Presentations it says here I'm supposed to set a date for vision
meeting. I am loathe to do that with 2/5 °i of Council not here so I'm not going to.
ADMINISTRATIVE PRESENTATIONS:
Don Ashworth: I'm sorry I didn't make it down in time for approval of the agenda, but we did have a
work session with the County and Julie Fricke. The County is meeting tomorrow. They were wondering
if there's any way that there could be a motion in support of Julie Fricke proceeding to study housing
opportunities within the City of Chanhassen. If the program she works out you don't like, you don't have
to approve it. She just wants to know that the City is supporting a joint effort with the County to look at
housing opportunities. So a motion to that effect is recommended.
Councilman Senn: I would move insofar as the City is in support of creating affordable housing and in
that the County is examining programs which would help us do that. We would like to support the
Countv in their efforts to investigate those options on the basis that any of those options would be
brought back to the City for approval or disapproval before proceeding.
Don Ashworth: I will ensure that the wordage is just as you stated it.
Acting Mayor Mason: I'll second that motion. Any further discussion?
Councilman Senn moved, Acting Mayor Mason seconded that the City Council is in support of
creating affordable housing and in that the County is examining programs which would help us do
that, the City Council would like to support the County in their efforts to investigate those options
on the basis that any of those options would be brought back to the City for approval or
disapproval before proceeding. All voted in favor and the motion carried.
Acting Mayor Mason: Anything else under Administrative Presentations, Don? Okay, next section.
ADMINISTRATIVE SECTION DISCUSSION.
Councilman Senn: Did you say the Mayor's letter was in here?
Don Ashworth: No, it was not. I did do it, I think that was Friday so I apologize. No, it was not in here.
I meant to distribute it.
Acting Mayor Mason: Any discussion under Administrative Section? I have none.
s."
12
City Council Meeting - May 27, 1997
Councilman Senn: Approve PUD Agreement Development Contract for Walnut Grove, Project No. 97-
13. However changing the fee thing if they've already paid it to the County, that they don't have to pay it
to the City and he should work that out with Mr. Ashworth.
Mayor Mancino: Second please.
Councilman Engel: Second.
Councilman Senn moved, Councilman Engel seconded to approve the PUD
Agree men t/Development Contract dated May 27, 1997 conditioned upon the following:
The applicant shall enter into the PUD Agreement /Development Contract and supply the City with
a cash escrow or letter of credit in the amount of $1,195,150. And pay an administration fee of
S 147,026.00.
2. The applicant shall work with the City Manager to determine if the GIS fee has already been paid
to the County, that it not be required to be paid to the City.
All voted in favor and the motion carried unanimously.
CITY CODE AMENDMENT REOUIRING DEVELOPERS TO REIMBURSE THE CITY FOR,
UPDATING CITY BASE MAPS. GIS DATA BASE FILES & CONVERTING PLAT AND
RECORD DRAWINGS INTO ELECTRONIC FORMAT, FIRST READING.,
Councilman Senn: I move that we table until we find out from Don what's going on between the City
and the County and how we're going to work this?
Roger Knutson: You might want to consider approving first reading because then you have to bring it
back for second reading and then you can get any information you want.
Mayor Mancino: Staff report first.
Councilman Senn: We don't need a staff report. Move to approve first reading. Mutiny here Mayor.
Mayor Mancino: Okay. Actually seriously, may I have a motion please.
Councilman Senn: I already did. Do you want me to be repetitive?
Councilman Engel: I'll move approval.
Mayor Mancino: May I have a second?
Councilman Senn: Second.
Councilman Engel moved, Councilman Senn seconded to approve first reading of City Code
Amendment requiring developers to reimburse the City for updating City Base Maps, GIS Data
Base Files and Converting Plat and Record Drawings into Electronic Format. All voted in favor
and the motion carried unanimously.
M.
City Council Meeting - May 27, 1997
Councilman Senn: Approve PUD Agreement Development Contract for Walnut Grove, Project No. 97-
13. However changing the fee thing if they've already paid it to the County,.that they don't have to pay it
to the City and he should work that out with Mr. Ashworth.
Mayor Mancino: Second please.
Councilman Engel: Second.
Councilman Senn moved, Councilman Engel seconded to approve the PUD
Agreement/Development Contract dated May 27, 1997 conditioned upon the following:
The applicant shall enter into the PUD Agreement /Development Contract and supply the City with
a cash escrow or letter of credit in the amount of $1,195,150. And pay an administration fee of
S 147,026.00.
2. The applicant shall work with the City Manager to determine if the GIS fee has already been paid
to the County, that it not be required to be paid to the City.
All voted in favor and the motion carried unanimously.
CITY CODE AMENDMENT REQUIRING DEVELOPERS TO REIMBURSE THE CITY FOR
UPDATING CITY BASE MAPS. GIS DATA BASE FILES & CONVERTING PLAT AND
RECORD DRAWINGS INTO ELECTRONIC FORMAT. FIRST READING.
Councilman Senn: I move that we table until we find out from Don what's going on between the City
and the County and how we're going to work this?
Roger Knutson: You might want to consider approving first reading because then you have to bring it
back for second reading and then you can get any information you want.
Mayor Mancino: Staff report first.
Councilman Senn: We don't need a staff report. Move to approve first reading. Mutiny here Mayor.
Mayor Mancino: Okay. Actually seriously, may I have a motion please.
Councilman Senn: I already did. Do you want me to be repetitive?
Councilman Engel: I'll move approval.
Mayor Mancino: May I have a second?
Councilman Senn: Second.
Councilman Engel moved, Councilman Senn seconded to approve first reading of City Code
Amendment requiring developers to reimburse the City for updating City Base Maps, GIS Data
Base Files and Converting Plat and Record Drawings into Electronic Format. All voted in favor
and the motion carried unanimously.