Loading...
HomeMy WebLinkAboutItem 4.10 Geo Data Sharing Policy CITY CLERK File # D~[Q][Q]-~~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: July 17,2007 SUBJECT: Request To Authorize The City Manager To Execute Alameda County Sheriff Geographic Data Sharing Policy Report Prepared by Timothy Eisler, Geographic Information #' Systems Coordinator ATTACHMENTS: 1) 2) Resolution Alameda County Sheriff Geographic Data Sharing Policy RECOMMENDATION: V 1) FINANCIAL STATEMENT: Adopt Resolution. There is no fiscal impact associated with participation in the Alameda County Sheriff Geographic Data Sharing Policy. DESCRIPTION: The City maintains a Geographic Information System (GIS). This system allows staff to prepare maps and present information related to specific parcels. The City is periodically asked to enter into GIS data sharing agreements with other public agencies including the State, County, and neighboring jurisdictions. In the past the City Council has taken action authorizing the City Manager to execute data sharing agreements (November 18, 2003 and February 15, 2005). This item will allow the City Manager to execute the Alameda County Sheriff Geographic Data Sharing Policy. The Alameda County Sheriff Department has presented a policy which they request be signed by participating agencies. It is typical for agencies to share data pursuant to a written document that addresses issues such as appropriate use, duplication, and distribution o:(the data. The purpose of the agreement is to limit the use of data to participants of the agreement and to comply with any restrictions that may be applied by the creator of the original data or images. Attachment 2 contains a Geographic Data Sharing Policy used by the Alameda County Sheriff Office. Once the City executes its agreement with the policy the City of Dublin will have the rights to use the Sheriffs Department data within the City's GIS. The Sheriffs Department data consists of situs (i.e. parcel address) and street centerline data sets. The County uses this data for maintenance of its public safety dispatch system. Incorporation of this data into the City of Dublin GIS will allow the overlay of street address data onto newly developed parcels within Dublin. Use ofthe Sheriffs data will save City staff time in having to assign this parcel street address information manually to each parcel individually. Staff recommends that the City Council adopt the Resolution. I fJ;{ f COpy :r~:M NO. ~ G:\Infonnation Services\Agenda Statements\2007 GIS agreements'--2007G1S agreement-agenda statement.doc '~ 5 RESOLUTION NO. xx - 07 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AUTHORIZING THE CITY MANAGER TO EXECUTE ALAMEDA COUNTY SHERIFF GEOGRAPHIC DATA SHARING POLICY WHEREAS, the City maintains a Geographic Information System (GIS) for both Staff and Public use; and WHEREAS, the City has previously entered into GIS data sharing agreements with regional agencies; and WHEREAS, the sharing of GIS-related data between regional agencies provides consistency and accuracy in the data used by public agencies; and WHEREAS, the sharing of information among public agencies is a cost effective means of providing important public services; and WHEREAS, the Alameda County Sheriff proposes sharing of GIS-related data at no cost to the City upon execution of the Alameda County Sheriff Geographic Data Sharing Policy; and WHEREAS, the City Council received a report on proposed data sharing agreement at a public meeting on July 17,2007; and NOW, THEREFORE, BE IT RESOLVED that the City Council ofthe City of Dublin hereby authorizes the City Manager to execute the Alameda County Sheriff Geographic Data Sharing Policy. PASSED, APPROVED AND ADOPTED this 17th day of July, 2007, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk J:-tem# 4'10 7/n/o71J ATTACHMENT 1 ALAMEDA COUNTY SHERIFF GEOGRAPHIC DATA SHARING POLICY ;2~5 1.0 Purpose The Alameda County Sheriff's Office has developed and maintains two countywide Geographic Information System (GIS) data sets for the purpose of supporting its business processes. These are situs point addresses (SPAD) and Street Centerlines (Streets). This policy addresses how digital, geographic data formatted for use in our Intergraph CAD system may be shared among government units such as cities, counties, and/or other public agencies. The County recognizes the importance of sharing digital information and that all members named below have contributed towards the initial construction of these data sets. This policy waives fees (see Exhibit A) for sharing digital, GIS data, as described herein. 2.0 Eligible Data Sharing Members The cities, county and public agencies named herein may participate in the Geographic Data Sharing Policy by submitting a request to the Alameda County Sheriff GIS Contact, listed in section 3.4: Albany Hayward Alameda Lawrence Livermore Nat'1 Labs Alameda County Water District Livermore Alameda County Fire Department Newark Alameda County Public Works Dept Oakland Berkeley Pleasanton Dublin Piedmont East Bay Regional Park District San Leandro Emeryville Union City Fremont Union City Sanitary District At this time the GIS Committee will review the request and has the right to decline any requests to participate. All Eligible Data Sharing Members will be referred to as Data Sharing Members for reference purposes in this policy. 3.0 Provisions of the Policy In order to be a Data Sharing Member, local units of government and/or agencies must sign and agree to all terms of this policy. 3.1 Data Owners The Alameda County Sheriff's Department is the sole Data Owner of the SPAD and Streets GIS Data Sets. 3.2 Data Users Data Users are local units of government and/or agencies that are Data Sharing Members, who will have access to digital data that the Data Owner has authorized for distribution. Data Users will follow the Usage Restrictions as stated in this policy in section 3.8. 3.3 Published Data Published Data is any digital data created, maintained, and/or rightfully controlled by Alameda County Sheriff that is available to be shared through this policy. Available data sets will include metadata that contains the name of the Data Owner, the name of the dataset (with a brief description), its most recent amendment date, the Alameda County Sheriff Contact for sharing data, and any other pertinent information. The Published Data will be in a GeoDatabase format. Last Revised: April 12, 2007 Page 1 of 4 Attachment 2 ALAMEDA COUNTY SHERIFF GEOGRAPHIC DATA SHARING POLICY 3~5 3.4 Contact Information There will be a single contact designated to handle the exchange of GIS data and communications. The Alameda County Sheriff Contact is: Lynx Technologies 1350 41st Avenue, Suite 202 Capitola, CA 95010 (831) 479-4821 terrvh(a}lvnxois.com 3.5 Access and Data Transfer Data Sharing Members will have access and the use of Published Data developed by Alameda County Sheriff. A Data Sharing Member requesting data from Alameda County Sheriff must agree to and sign this Geographic Data Sharing Policy. Arrangements for transferring data, such as data format and media, along with possible costs associated with the data transfer will be worked out with each member. Alameda County Sheriff will provide access to the Published Data, metadata, and/or any pertinent data via the following ftp site: ftp://ftp.lvnxois.com. Information and access to this site will be e- mailed to the Data Sharing Member's upon their request and signed agreement. No fee shall be charged to any Data Sharing Member using the site. Alameda County Sheriff reserves the right to shut down any or all portions of such site or access thereto, to any Data Sharing Member, where the County deems such action necessary to maintain, upgrade, or otherwise protect the integrity of the site and/or the Alameda County Sheriff computer systems generally. Any issues or questions with this site or GIS data should be forwarded to the Alameda County Sheriff Contact. 3.7 Disclaimer of Liability and Warranties A Data Sharing Member understands and agrees that it is possible that- errors and omissions will occur in data input or programming done by the County or for the County to provide the GIS layers and/or other data in the form desired. The Data Sharing Member further understands and agrees that it is probable that errors and omissions will occur in record keeping processes, especially when large numbers of records are developed and maintained, and that data may not meet the Data Sharing Member's standards as to accuracy or completeness. Notwithstanding, the Data Sharing Member agrees to take the data "as is", fully expecting that there may be errors and omissions associated with the data. A Data Sharing Member further understands and agrees that the County makes absolutely no warranty whatsoever, whether expressed or implied, as to the accuracy, thoroughness, value, quality, validity, merchantability, suitability, condition or fitness for a particular purpose of the data or any programming used to obtain the data, nor as to whether the data is error-free, up-to-date, complete or based upon accurate or meaningful facts. A Data Sharing Member agrees that the County shall not be liable to the Data Sharing Member for any liability, claim, loss, damage, injury or expense of any kind caused or all~ged to be caused, directly or indirectly, by the inadequacy of data obtained from the County, by any deficiency of County or Data Sharing Member systems, by any delay or failure to provide any service, or by any other interruption, disruption or loss of Data Sharing Member operations. If a Data Sharing Member discovers errors in the shared digital data, Alameda County Sheriff Contact will be notified of the error, and if necessary, a map depicting the error will be transmitted. Last Revised: April 12, 2007 Page 2 of 4 Attachment 2 ALAMEDA COUNTY SHERIFF GEOGRAPHIC DATA SHARING POLICY Lf~5 3.8 Usage Restrictions The Data Owner will retain all ownership of the digital data it has generated. When a Data Sharing Member creates a data set that is derived from or based upon the shared data, but is itself substantially and inductively different, the Data Sharing Member may become the sole owner of that new data set after consultation and agreement with the Data Owner. It would be advisable to initiate this consultation and agreement prior to commencing the data set work activity. Data Sharing Members may only use shared data to promote clearly definable, publicly supported objectives and functions. These objectives and functions include public planning purposes, implementation and interpretation of scientific research and tabular information, the generation of new data sets, and the creation of hard copy maps, charts, and reports, providing that source citations and credits are listed on all products derived from shared data use. Data Sharing Members are not authorized to market, remarket, transfer, distribute, reproduce, loan, sell, license, or otherwise make available, whether for compensation or otherwise, any coverages, spatial data, or documentation to any' person, individual, company, association, firm, corporation, or public or private entity regardless of the nature of the organization, without the prior written consent of the Data Owner. The Data Sharing Member should request, in writing, to have the Data Owner distribute digital data to another entity that is not part of this Data Sharing Policy. This would include but is not limited to the Data Sharing Member's consultants, universities, state agencies, and federal agencies. Further, the Data Owner may charge the cost of reproduction and distribution of the digital data. A Data Sharing Member may not use shared data in any way that misrepresents the integrity, quality, or accuracy of the shared data, as stated by the Data Owner in the accompanying data set documentation. The Data user shall acknowledge Alameda County Sheriff as a source when Alameda County Sheriff data are used in the preparation of reports, papers, publications, maps, and other products, regardless of physical form. A Data Sharing Member is required to protect the shared data from unauthorized use by employees or associates of the Data Sharing Member, or by others not associated with this policy. Therefore, no employees or associates of the Data Sharing Member may use shared data for personal or private gain. 4.0 Term of the Policy The policy will become effective between Alameda County Sheriff and the Data Sharing Member once signed by both parties and remains in force until either party wishes to withdraw. 5.0 Termination of Membership This policy remains in force unless terminated by either the County or the Eligible Data Sharing Member. Notice of cancellation shall be in writing and shall take effect immediately upon receipt of such notice. Additionally, digital data not owned by the terminated member will be returned to the department/agency (Data Owner) that has ownership of the data. Conversely, participating members will return all data owned by the terminating member upon notification of termination. Last Revised: April 12, 2007 Page 3 of 4 Attachment 2 ALAMEDA COUNTY SHERIFF GEOGRAPHIC DATA SHARING POLICY SIGNATURES Leon King Date City of Alameda Melinda Sunnarborg Date City of Livermore Rohin Saleh Date Alameda County Public Works Dept Soren Fajeau Date . City of Newark Patrick DeTemple Date City of Berkeley Steve Wood Date City of Pleasanton Ti,A1 r-i~lgr ~\e.~ t.. "W-,.ate Michael Hamer Date City of Dublin ~Vt't f'I\w....., tr City of San Leandro Beth Stone Date Richard Sealana Date East Bay Regional Park District City of Union City Chris Frost City of Fremont Date Ariz Naqvi Union City Sanitary District Date Patrick Kelleher Lynx Technologies City of Hayward Last Revised: April 12, 2007 Page 4 of 4 Attachment 2 b~6 Date Date