Maine Integrated Land Records Information System Federal Geospatial Stakeholders Wednesday, June 26, 2008 Richard Sutton | [email protected] James W. Sewall

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Maine Integrated Land Maine Integrated Land Records Records

Information System Information System

Federal Geospatial Federal Geospatial StakeholdersStakeholders

Wednesday, June 26, 2008Wednesday, June 26, 2008

Richard Sutton | [email protected] W. Sewall Project Team

BRIEFING TO THEBRIEFING TO THE

2© 2008 James W. Sewall Company | reference standard

project backgroundproject background

Federally funded projectFederally funded project USGS / FGDC / NSGIC USGS / FGDC / NSGIC

50-states initiative 50-states initiative promotes geospatial promotes geospatial harmonizationharmonization data standardization, cooperation, training data standardization, cooperation, training

Administered through the Maine GeoLibraryAdministered through the Maine GeoLibrary 2-pronged Study:2-pronged Study:

Strategic Plan Update (30%)Strategic Plan Update (30%) Land Records Study (70%)Land Records Study (70%)


project focusproject focusTask 1 - Update and enhance the Task 1 - Update and enhance the

GeoLibrary Strategic Plan and bring it GeoLibrary Strategic Plan and bring it into alignment with the goals of the into alignment with the goals of the USGS/ NSGIC Fifty States InitiativeUSGS/ NSGIC Fifty States Initiative

Task 2Task 2 - Recommend a conceptual - Recommend a conceptual framework and functional specification framework and functional specification for an Integrated Land Records for an Integrated Land Records Information System (ILRIS) for the Information System (ILRIS) for the State of MaineState of Maine

4© James W. Sewall Company

what are we aiming to get?what are we aiming to get?

Statewide uniform parcel data + Statewide uniform parcel data + attributesattributes

Dynamic + perpetual data Dynamic + perpetual data maintenancemaintenance

A complete + improving inventory of A complete + improving inventory of Maine’s cadastral fabricMaine’s cadastral fabric

Access data and “stacked analysis” Access data and “stacked analysis” through multiple channelsthrough multiple channels

Consistent bulk distribution + archivalConsistent bulk distribution + archival

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DEED LINK VIA DEED LINK VIA

UNIQUE UNIQUE IDENTIFIERIDENTIFIER

© James W. Sewall Company

real estate – overlay schematicreal estate – overlay schematic

GIS parcel (tax) mapGIS parcel (tax) map

DEP Impaired DEP Impaired StreamsStreams

Zoning BoundariesZoning Boundaries

Resource Protection Resource Protection OverlayOverlay

Street LocationsStreet Locations

Utility ROW Utility ROW LocationsLocations

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relevant layers stackrelevant layers stack

Right of way locationsRight of way locations Conservation restrictionsConservation restrictions Open space restrictionsOpen space restrictions Brownfield statusBrownfield status Restrictive soils Restrictive soils Floodplain involvementFloodplain involvement Drainage profileDrainage profile Wetlands proximityWetlands proximity Abutters conditionsAbutters conditions Proximity to roadsProximity to roads Access to utilitiesAccess to utilities Access to utilities (hydrants, Access to utilities (hydrants,

water sewer drain, power, gas…)water sewer drain, power, gas…) Administrative districtsAdministrative districts

Parcel transfer historyParcel transfer history Ownership deed textOwnership deed text Parcel survey descriptionParcel survey description Other deeded rights of usageOther deeded rights of usage Parcel boundary polygon (tax Parcel boundary polygon (tax

maps)maps) Assessed tax: land + structuresAssessed tax: land + structures Taxable owner(s) contact infoTaxable owner(s) contact info Structure photographsStructure photographs Tax payment statusTax payment status Claims against ownershipClaims against ownership Property liensProperty liens Parcel boundary polygon Parcel boundary polygon

(surveyed)(surveyed) Structures: conditions, sizes Structures: conditions, sizes

valuesvalues Easement restrictionsEasement restrictions

deeddeedssassessing assessing parcelsparcelsother gis other gis layerslayersother data sourcesother data sources


Business Driver: Business Driver: property transfer data - property transfer data -

automated captureautomated capture

TASK 2.x

Property Map, Block + Lot

Property Land Use Code

Current Fair Market Value

Open Space, Tree Growth, Farmland Classification

Status + Detail


legally triggered data feedslegally triggered data feeds

When subdivisions are approved, copies of the plans When subdivisions are approved, copies of the plans must be recorded in the registry (30-A MRSA must be recorded in the registry (30-A MRSA chapter 187)chapter 187)

Private parties may submit plans for recording; Private parties may submit plans for recording; these must conform with (33 MRSA §652)these must conform with (33 MRSA §652)

Many (though not all) municipalities require Many (though not all) municipalities require approved site plans to be recorded in the Registry of approved site plans to be recorded in the Registry of DeedsDeeds

When deeds are submitted to the Registry there are When deeds are submitted to the Registry there are recording fees and a transfer tax (36 MRSA §4641)recording fees and a transfer tax (36 MRSA §4641)

Easements must be reported (every 3 years)Easements must be reported (every 3 years) Tree Growth maps and descriptions Tree Growth maps and descriptions


technology misconceptionstechnology misconceptions

Technical complexity is not the primary Technical complexity is not the primary hurdlehurdle

Maine has stronger than typical statewide Maine has stronger than typical statewide GIS/IT capabilities + many other assets GIS/IT capabilities + many other assets

Cost of tech acquisition continues to fallCost of tech acquisition continues to fall 720k parcels – small number720k parcels – small number But fundamental organizational + political But fundamental organizational + political

impediments remainimpediments remain


obstacles or opportunities?obstacles or opportunities?

Electronic registry search vendorsElectronic registry search vendors Friction between municipalities and county Friction between municipalities and county

deeds registries deeds registries Commercial interests: partners or Commercial interests: partners or

competitors?competitors? State interagency inefficienciesState interagency inefficiencies Land records data distribution frameworkLand records data distribution framework


enabling legislation possibilitiesenabling legislation possibilities

Electronic plan submittal: Electronic plan submittal: subdivisions subdivisions surveyssurveys

Data access for commercial redistributionData access for commercial redistribution Unique property identifier Unique property identifier Municipal participation in Integrated Land Municipal participation in Integrated Land

Records networkRecords network


relevant stakeholdersrelevant stakeholders

Municipal leaders, assessors, GIS Municipal leaders, assessors, GIS professionalsprofessionals

County leaders, Registers of Deeds, GIS County leaders, Registers of Deeds, GIS professionalsprofessionals

State agencies, CIO, data professionalsState agencies, CIO, data professionals Academia & Private SectorAcademia & Private Sector Surveyors, Bar and Realtors’ AssociationsSurveyors, Bar and Realtors’ Associations General PublicGeneral Public Others… Others…


some obvious benefitssome obvious benefits

Providing information infrastructure for Regionalization

Streamlining local property assessment Better permitting for economic development Catastrophic emergency planning + recovery Improving access to federal funding Providing a common operating picture


► Use parcels/GIS to inform current initiativesUse parcels/GIS to inform current initiatives Regional PlanningRegional Planning

►Brunswick NAS BRACBrunswick NAS BRAC►DECD – Pine Tree Development ZonesDECD – Pine Tree Development Zones►Educational RegionalizationEducational Regionalization►LURC Moosehead RezoningLURC Moosehead Rezoning►Open space planning – TPL/Penobscot Valley OSOpen space planning – TPL/Penobscot Valley OS►Regional waterfront: Augusta/Hallowell/KennebecRegional waterfront: Augusta/Hallowell/Kennebec

Economy Economy ►Real estate trend modelingReal estate trend modeling►Mortgage relief visualizationMortgage relief visualization

applications + business driversapplications + business drivers


privacy considerationsprivacy considerations

““The land-transfer process in North America is The land-transfer process in North America is founded on the founded on the principle of publicityprinciple of publicity, the concept , the concept that all information relating to the nature and that all information relating to the nature and extent of interests vesting in a legal parcel of extent of interests vesting in a legal parcel of land must be available for public inspection” land must be available for public inspection”

(Need for a Multi-Purpose Cadastre; National Research Council, (Need for a Multi-Purpose Cadastre; National Research Council, 1980)1980)

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Attribute set Reduced to

Minimum for Distribution

Full set of assessingAttributes attached

To parcelsPrivate contractors

Attribute Attrition Hierarchy

municipality

Geodata editedTo reflect change

state

Parcels integrated With GeoLibrary : Attributes culled

Regional/County GIS

Municipal GIS

federal

Statewide cadastreIntegrated with Framework Layer

Impl

emen

ted

by

Private contractors

Maine Office of GIS

Impl

emen

ted

by

property

Survey performedChange approved by municipality Technical Surveyors

Municipal GIS

Survey added toGeoreferenced

Composite

Impl

emen

ted

by

county

Deed Book/Pagereference appended


legal + procedural considerationslegal + procedural considerations

Investigate legislative precedents requiring and Investigate legislative precedents requiring and reporting land records datareporting land records data

Address municipal participation in and adherence to Address municipal participation in and adherence to Maine parcel standards.Maine parcel standards.

Investigate data feeds: Investigate data feeds: Chain of title researchChain of title research MRS transfer tax declarationMRS transfer tax declaration DOT highway layout plansDOT highway layout plans Approved subdivision plansApproved subdivision plans


conceptual frameworkconceptual framework

►Advertise and integrate discovered best Advertise and integrate discovered best practices practices

►Articulate property data and transfer Articulate property data and transfer protocols protocols and relationshipsand relationships for review and refinement for review and refinement

►Produce candidate methods for instituting and Produce candidate methods for instituting and maintaining a maintaining a universal resource IDuniversal resource ID for land for land records records

►Standardize data distribution Standardize data distribution Cost recoveryCost recovery Attribute attritionAttribute attrition


functional specification functional specification

►Advertise and integrate discovered Advertise and integrate discovered best practices best practices

►Articulate property data and transfer Articulate property data and transfer protocols and relationshipsprotocols and relationships for review for review and refinementand refinement

►Produce candidate methods for Produce candidate methods for instituting and maintaining a instituting and maintaining a universal universal resource IDresource ID for land records for land records


promotionpromotion►Develop interest and stakeholder Develop interest and stakeholder

support for the initiativesupport for the initiative Technical championsTechnical champions Political championsPolitical champions Parcel leads in key positionsParcel leads in key positions Funding leadsFunding leads


where is the heavy lifting?where is the heavy lifting?

►Initial statewide cadastre: Initial statewide cadastre: $$$$$$$$$$$$

►Ongoing Data maintenance: Ongoing Data maintenance: $$$$$$►API development, hosting:API development, hosting: $$$$►TrainingTraining $$►AdministrationAdministration $$

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What are the implications for current What are the implications for current electronic record management electronic record management

procedures? procedures?

privacyprivacy archivalarchival standardsstandards access access expenseexpense


contact contact

http://maine.gov/geolib/projects/fiftystates/index.htmhttp://maine.gov/geolib/projects/fiftystates/index.htm

Rich Sutton:Rich Sutton:[email protected] | 617-285-2151 | 617-285-2151

mailto:[email protected]

Documents

Maine Integrated Land Records Information System Federal Geospatial Stakeholders Wednesday, June 26, 2008 Richard Sutton | [email protected] James W. Sewall