The Story Thus Far…..

2. The Story Thus Far….. Regional Geographical Information Systems (RGIS) began as a single application Calgary and MD of Rocky View (Emergency Response Mapping) Now a supporting technology for multiple projects (Growth and Sustainability, Pathways, Transportation Planning, etc.) Covers 18 municipalities and about 8,000 square miles.

3. Previous approach of creating maps for each single application is no longer valid. We need a planned approach that allows us to collect data once and use it many times. Instead of baking many different small cakes of a single layer each, we will bake a large multi-layer cake…..personally, I like any kind of chocolate cake!

4. CRP submitted an Exploration Grant to AMA in 2005 Project started in September 2006, continuing until March 2008. Work is exploratory in nature. A key deliverable is a 5 year Business Plan

5. The following Mission, Vision and Principles are submitted for your consideration today. Once approved, they will form the basis of work to be carried out for the remainder of the Exploration Project, and will set the foundation for Regional GIS for the next 5 years. 1) Principles have been developed with the participation of the RGIS Technical Working Group and The City of Calgary Data Marketing and Licensing group over the last 6 months. The Technical Working Group consists of GIS coordinators and GIS technical staff of individual CRP members. The Technical Working Group is open to all CRP members. 2) The Mission, Vision and Principles have been reviewed by the RGIS Project Steering Committee.

6. The Vision of the RGIS Exploration project is: To have a complete, current and comprehensive Business Plan, containing a long term vision of Regional GIS and outlining in technical, organizational and financial detail, all of the requirements needed to move forward to implement a Regional Geographic Information System. The system will be financially viable and meet the GIS needs of the CRP and its constituent members with regards to regional initiatives and projects. The Mission of the RGIS Exploration project is: To explore, plan and otherwise deliver ready for implementation, the necessary elements of a Regional Geographic Information System, including data, hardware, software, staff, organizational infrastructure, and other resources in order to create a sustainable GIS for the Region.

7. The Vision of the Regional Geographic Information Ultimate System is: • To have a well organized collection of GIS data that includes all types of geographical information that the Region can utilize to measure and support projects of regional scope and significance. • The Mission of the Regional Geographic Information Ultimate System is: • To explore, plan and otherwise deliver ready for implementation, the necessary elements of a Regional GIS. These include; • A complete, current and comprehensive Business Plan, containing the long term vision of a Regional GIS and outlining in technical, organizational and financial detail, all of the requirements needed to move forward to implement a Regional GIS. The system will be financially viable and will meet the needs of the CRP and its members with regards to regional initiatives and projects. To promote geographic data sharing, enjoy economies of scale via regional mapping projects, and reduce duplication of effort through cooperative agreements and actions.

8. RGIS OPERATING PRINCIPLES 1) RGIS must be capable of providing comprehensive geographic data quickly and easily to CRP Projects. 2) RGIS will leverage existing data available via individual members and will leverage GIS work already being performed by individual members, Federal and Provincial governments and other NGO’s. 3) The RGIS will not create any new levels of data administration or data ownership. All newly created geographic data will be the property of the CRP member within whose boundaries it falls. Non-geographically divisible intellectual property will be jointly owned. 4) RGIS will rely on data that is member owned and sustained, whenever possible. 5) The RGIS will align itself with the established protocol of using contractors and consultants over the hiring of permanent staff.

9. Operating principles (2) 6) Within reasonable financial constraints, the RGIS will favor data ownership over data licensing. 7) Geographic data sharing between members and the CRP will be kept as simple as possible. Agreements will be negotiated between individual members and the CRP alone, leaving individual members free to negotiate separate agreements with other CRP members, unless individual member wishes to sign a single agreement encompassing the CRP and all the other individual members. 8) The RGIS will maximize the opportunities for cost reduction through economies of scale and the reduction of duplication of effort. 9) The RGIS will maximize the opportunity for cost sharing partnerships. 10) RGIS activities will be project driven, utilizing private sector consultants for research and analysis on a project by project basis.

10. GIS Data Sharing • There are four basic scenarios in which data may be shared with respect to RGIS: • 1) Data that is shared (licensed) from the private sector. There are • a number of data licensing/marketing agencies in Alberta that possess • data that is required by RGIS. • 2) Data that is owned by CRP members and for which there may be a market in the private sector • 3) Data that is owned by other Government and NGO agencies and which may be accessed without payment. • 4) Data that is owned by individual CRP members and is required for CRP projects.

11. DATA SHARING PRINCIPLES For data licensing between private sector agencies and CRP; 1) CRP will obtain formal written agreements whenever possible, even if data is provided free of charge 2) Agreements will be negotiated between CRP and the data licensing agency only. Individual members will be free to negotiate their own licensing arrangements, if required. 3) Agreements will be negotiated in such a fashion so that individual members will be able to access the results of CRP research and planning that might be based on licensed data.

12. Data Sharing principles (2) • For data licensing between individual CRP members and the private sector: • 1) CRP will facilitate arrangements between individual members and private sector data licensing/marketing firms • 2) Each individual member will be free to negotiate their own agreements with private sector licensing/marketing firms

13. Data Sharing principles (3) • For Government and NGO owned data: • 1) CRP will still attempt to sign formal data license agreements for datasets that are available without charge. • 2) Agreements shall be between the CRP only and the Government agency or NGO • For Data Owned by individual members and shared with CRP • 1) CRP members are the intellectual property owners for any data required for joint planning and research initiatives of CRP. • Members own the data they supply to CRP.

14. Data Sharing Principles (4) For data owned by individual members and shared with CRP 2) Release of CRP member’s data for joint research initiatives will be subject to their information security classification and control policies and access will depend on content and proposed use of the data. (Members decide if they can provide data based on their current business processes) 3) The quality and fitness of the data for specific purposes is not guaranteed CRP member data is not warranted to be error free or suitable for specific purposes. (Members don’t guarantee their data is error free) 4) CRP members apply a business process to determine their data access requirements for joint CRP planning and research initiatives. (Members determine costs and ease of supplying their data)

15. Data Sharing Principles (5) For data owned by individual members and shared with CRP 5) CRP will apply a business process to determine data requirements for joint planning and research initiatives. (CRP demonstrates a business need for the data) 6) New CRP data capture initiatives will be subject to the following - Costs of data capture are shared and each member owns all the data captured within their municipal extents. 7) CRP will be accountable to administer data access management for individual CRP member’s data for use as part of joint planning and research initiatives. (CRP will manage and protect member’s data by ensuring that all contractors and consultants have signed appropriate legal undertakings to protect members’ data.) 8) A joint dispute resolution process will be applied when data management issues arise.

16. Data Sharing Principles (6) General Intellectual Property Principles These Principles will apply to the intellectual property (IP) created by CRP and CRP members during the course of planning and research related activities as part of the Calgary Regional Partnership. Principle 1: Intellectual property arising from joint planning and research initiatives is considered a shared asset. New assets, other than geographic data, arising from joint initiatives are jointly shared Principle 2: CRP and CRP members will jointly administer a business process to assess and manage the lifecycle of intellectual property arising from joint planning and research initiatives. A business process will be used to assess new assets arising from joint initiatives. The City of Calgary will perform these assessments and share them with the CRP.

17. RGIS GOVERNANCE PRINCIPLES • These principles generally follow CRP operating principles: • 1) All RGIS initiatives proceed by consensus. • 2) Once an RGIS project has been approved by the Executive Committee/General Assembly, all members are expected to participate • 3) All CRP members are not required to be actively involved in the development of RGIS project plans • 4) Overall governance of the RGIS continues to follow the established CRP model of Council’s to General Assembly, to Executive Committee, and if necessary, to a Project Steering Committee

18. RGIS GOVERNANCE PRINCIPLES (2) 5) The Executive Director will continue to be administratively and financially responsible for the RGIS on behalf of the Managing Partner/City of Calgary and CRP. 6) The Technical Working Group will become a permanent part of RGIS, guiding the GIS project and advising the Project Manager in whatever form project management takes in the future and representing member interests from an operational point of view. 7) The RGIS will not intrude into the independent GIS operations within each member municipality.

19. RGIS FINANCIAL PRINCIPLES • 1) No new RGIS initiatives will be commenced without a complete scoping of the initial cost and the long term financial sustainment implications are known and planned for. A financial sustainment plan must be created for any new RGIS initiative and the RGIS must be financially sustainable in the long term. • 2) The annual operating costs of the RGIS that are assignable to CRP members must be minimized. • 3) No permanent staffing liabilities will be incurred as part of the RGIS. • 4) There may be additional costs, beyond grant funding, for data collection resulting in new GIS data that is to be owned on a geographic basis by the individual members. In such an event, the individual members will be financially responsible, insofar as they can afford, on the same geographic basis.

20. RGIS FINANCIAL PRINCIPLES (2) 5) All RGIS initiatives will seek to maximize the financial support of Alberta Municipal Affairs and Housing and other funding agencies. 6) Financial management will follow established CRP protocol in place at the time. For example, for the purposes of current AMAH funding agreements, the Executive Director is delegated the role of Managing Partner, in agreement with The City of Calgary and is supplemented by the ongoing day to day accounting support of The City of Calgary. 7) The RGIS Exploration Project will attempt to engage non-private sector entities in cost sharing agreements with respect to the sustainment of key GIS data sets. Any cost sharing revenues generated will flow directly to the CRP to support the data sets involved. 8) In order to gain economies of scale, and capitalize on current activity and effort, RGIS will make –as a high priority - data collection initiatives that individual members are already pursuing

21. Thematic Data Layers • The RGIS project will proceed with a Thematic Data Layer approach, consisting of the following layers. • THEMATIC DATA LAYER INVENTORY • 1) Hospitals and Health Care – Location of health care facilities + • 2) Schools – public, separate and private Region+ • 3) Transit – facilities and routes • 4) Geology – Bedrock and surficial geology^ • 5) Demographics - Population Density, and demographic factors including Health, Socio-Economic, etc. • 6) Noxious Plants and Animals – Mosquitoes, mtn pine beetle, weeds, etc.

22. Thematic data Layers (2) 7) Waste & Recycling – landfills, recycling facilities, routes, facilities** 8) Protected areas, pathways, park facilities and Rec. centers ** 9) Environmentally Contaminated Sites – spills, etc. 10) Wetlands and Environmentally Sensitive Areas – Sensitive wildlife habitat, wetland ecosystems, floodplains and floodways.^ 11) Soils – Soil type mapping as well as suitability for agriculture^ 12) Vegetation – Trees, understory, grasses. ^ 13) Geopolitical Boundaries - Municipal limits, MLA boundaries, land use and planning boundaries, emergency response boundaries **^+ 14) Utility Mapping (municipally owned) – Water, Sewer and Sanitary **

23. Thematic Data Layers (3) 15) Foreign Utilities - Electric, Gas, Pipelines, Well sites, etc.+ 16) Orthophotography – 2008 Pilot Project **^+ 17) Hydrology - All natural and man made features relating to water. **^+ 18) Digital Elevation Model - elevation points or contour mapping**^ 19) Cadastral Base – Ownership, Rights of Way, Easements, **+ 20) Transportation and Roads - Road edges, curb and gutter, overpasses 21) Planimetric Mapping - Mapping of surface features from aerial photography commonly referred to as DAS 22) Road Centerlines and Addresses - Emergency Response Mapping**+ 23) Emergency Response Facilities – Police, Fire and EMS stations**+

24. PILOT PROJECT PROPOSAL • 1) The Pilot Project, as required under the terms of the Alberta Municipal Affairs and Housing Exploration Grant agreement, and as described above, will be Regional Orthophoto. • 2) The RGIS Exploration Project Manager will proceed to develop an Implementation Grant proposal for review by the Executive Committee in the fall of 2007, with the goal of proceeding with the Pilot Project in 2008.