HomeMy WebLinkAbout980271.tiff RESOLUTION
RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR THE GEOGRAPHICAL
INFORMATION SYSTEM AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Memorandum of Understanding
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, and the Weld County Assessor's Office, with terms and
conditions being as stated in said memorandum of understanding, and
WHEREAS, after review, the Board deems it advisable to approve said memorandum of
understanding, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Memorandum of Understanding between the County of Weld,
State of Colorado, by and through the Board of County Commissioners of Weld County, and the
Weld County Assessor's Office be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said memorandum of understanding.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 11th day of February, A.D., 1998.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
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ATTEST: ► " EXCUSED DATE OF SIGNING (AYE)
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Constance L. Harb,grt, Chair
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W. H. ebster, Pro-Tew
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Deputy CIerR . _ : '••- cl
rg E. Baxter
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Dal K. Hall
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Barbara J. Kirkmeyer V
980271
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MEMORANDUM OF UNDERSTANDING
BETWEEN THE WELD COUNTY
ASSESSOR AND BOARD OF WELD
COUNTY COMMISSIONER
This Memorandum of Understanding (MOU) shall serve as the agreement and protocol for the
implementation and maintenance of the Geographical Information System (GIS) in Weld County
dealing with the Assessor's parcel maps of Weld County. In accordance with Section 39-5-103.5,
CRS, 1973,the Assessor has the statutory requirements to prepare and maintain full, accurate,
and complete maps showing the parcels of land of the county. With the implementation of the
GIS the methods and media that the parcel maps can most efficiently be maintained has changed
to digitized GIS maps. To accommodate the change the following is agreed to by the Weld
County Assessor and Board of Weld County Commissioners:
In order to convert the GIS parcel maps the following staff
arrangements shall exist:
1. The Assessor will assign to the GIS team an Assessor's staff person who is familiar and
experienced in the transfer function of the office who has the ability and authority to update
parcel maps and assign parcel identification numbers. This person shall serve as the liaison
between the GIS team and Assessor's staff to coordinate the functional processing of parcel maps
between the two offices. The person shall be able to check in and out Assessor parcel maps from
the Assessor's Office to the GIS staff for processing. The above staff person may be officed in
the Assessor's Office and/or GIS office, whichever arrangement bests meets the needs of the
processing. The person shall be dedicated 100%to the GIS parcel map function.
2. The Commissioners shall provide funding to back fill the above position while the above
person is assigned to the GIS team from available GIS funding.
3. Although the above person is an Assessor's employee for the purposes of coordinating GIS
team efforts the above person shall be under the program direction of the GIS Project Manager
for GIS tasks.
In order to convert to the GIS parcel maps the following will be
the protocol and process:
1. An inventory of all outstanding property transactions (also known as back logged items)
impacting the Assessor's parcel maps shall be developed by the GIS team.
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2. The Assessor's staff person shall take the paper version of the Assessor's parcel maps and
update them one at a time to the current version of all property transactions applicable, including
any outstanding or back logged items. This will be done on a priority basis as identified by the
GIS team and provided to the GIS team at their office on a check out basis coordinated with the
Assessor's Office.
3. The GIS staff shall take the US West digitized parcel maps and compare them to the updated
paper version of the Assessor's maps provided in number 2 above. The GIS staff will then
update the US West digitized parcel maps to correspond to the paper version of the Assessor's
paper maps, less lot lines and tie bars.
4. The updated US West digitized maps shall then be sent to the vendor doing the ortho-photo
maps.
5. The vendor doing the ortho-photo maps shall register US West digitized Assessor maps to
the ortho-photo maps.
6. A new digitized Assessor's parcel map less lot lines and tie bars will be returned to the county
by the vendor.
7. Lot lines will be added to the new digitized Assessor's parcel map either by the GIS team,
including the assigned Assessor's staff person, or by a contractor.
8. Once the above is completed the completely digitized Assessor's parcel map shall replace the
paper version as the official Weld County Assessor's parcel map required by Section 39-5-103.5,
CRS, 1973.
The protocol and process to maintain the digitized Assessor's
parcel maps shall be as follows:
1. All transactions impacting the official Weld County Assessor's parcel map shall be updated in
the GIS.
2. The GIS team will digitize the mapping information in the GIS.
3. The Assessor's transfer unit will enter all the tabular data in the Assessor's computer system,
and assign parcel identification numbers to any new parcel created in the GIS.
4. The GIS team will associate parcel numbers with the mapping information in the GIS.
5. Any mapping tasks for the above purposes shall be done by the GIS team.
6. Once the new Health Building is constructed the GIS team shall reside in the space of the
existing Planning Department. At that time a joint decision will be made whether or not it would
980271
be most efficient to co-locate the Assessor's transfer unit in the same area as the GIS team for
coordination purposes. This location would be adjacent to the Assessor's Office to allow
continued coordination with the Assessor's staff.
7. Work flow procedures will be jointly developed to insure the most efficient and timely
processing of mapping transactions.
8. To insure coordination and avoidance of duplication of effort all Assessor required aerial
photograph for mapping for the Assessor's Office shall be budgeted and coordinated through
GIS.
The above and foregoing agreements, processes and protocol appears to be in the best interest of
the county, and allow the respective functions to operate in the most efficient manner to best
serve the citizens of the county. This document is hereby agreed to and signed this day of
February, 1998, by the Weld County Assessor, and Chair of the Board of Weld County
Commissioners.
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