Report and prospectus on the organization of Land Information Institute

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COASTAL ZONE INFORMATION CENTER

Report and Prosectus on the Organization of Land Information Institute

the Orono Committee
Sept 15,1977

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REPORT AND PROSPECTUS ON THE
CISMIRSTAL ZONE
I
ORGANIZATION OF MFORMAT ION CENTER

LAND INFORMATION INSTITUTE
By SEP 29 1977

THE ORONO COMMITTEE

September 15, 1977

property of CSC Libr&rY

Members of the Committee:

David A. Tyler, Co-Chairman, Orono, Maine

Bernard J. Niemann, Co-Chairman, Madison, Wisconsin

MacDonald Barr, Secretary, Boston, Massachusetts

William A. Chatterton, Madison, Wisconsin

J. Michael Haskell, Topsham, Maine

Edith Holland, Exeter, New Hampshire

William H. Mitchel, Churchville, Maryland

John 0. Phillips, Rockville, Maryland

U S DEPARTMENT OF COMMERCE NOAA
cm
COASTAL SERVICES CENTER
2234 SOUTH HOBSON AVENUE
CHARLESTON SC 29405-2413

INTRODUCTION

The need for a Land Information Institute was identified by the 125

participants in the Symposium on User Requirements for Land Records and

Resource Information Systems, held at the University of Maine at Orono on

August 25 - 27, 1976. An inter-disciplinary committee of eight of the

participants of the Symposium was appointed to study and report on this

proposal by Ellsworth V. Stanley, Chairman of the Symposium, pursuant to a

resolution voted unanimously at the final session. Copies of.the resolutions

and other proceedings of the Symposium are available from Professor David

A. Tyler of the Department of Civil Engineering, University of Maine at

Orono, who also serVes as Chairman of the Committee.

Following a meeting in October, 1976, and circulation of successive

drafts among Committee members and other interested parties, the Orono

Committee circulated its preliminary report on February 1, 1977, to the

widest possible audience of professionals who had been identified as interested

in formation of a Land Information Institute. Meetings to receive comment

and consider changes and additions to the report were held on March.1 and

March 4, 1977 in Washington, DC in conjunction with the Symposium on Modern

Land Data Systems held jointly by the American Society of Photogrammetry and

the American Congress on Surveying and Mapping. Inputs were received At

these meetings from representatives of the following organizations, some of

whom are also members of the Orono Committee:
North :American Institute on Modernization of Land Data-Systems (MOLDS)
Urban and Regional Information Sy stems Association (URISA)

Committee on Land Records, American Congress on Surveying-and Mapping

Department of Surveying Engineering, Purdue University

Department of Civil Engineering, University of Maine at Orono

Environmental Monitoring and Data Acquisition Group, University
of Wisconsin at Madison

Department of Surveying Engineering, University of New Brunswick
at Fredericton, NB, Canada

Massachusetts Land Records Commission

The remainder of this report of the Orono Committee consists of a

statement of findings of the Committee, and a prospectus for organization

of the Land Information Institute. The Committee anticipates that the new

Institute will be international in its scope from the outset, building upon

the expressed interests of experts in this field in the Federal Republic of

Germany, the Netherlands, Canada, and the United States. Actually, the

scope, directions, and general emphasis of this new program, at least in

its formative period, will depend upon who responds to this prospectus in

time to participate in the organizational meeting tentatively scheduled to

be held in December 1977.

FINDINGS OF THE ORONO COMMITTEE

The automation of public records concerning the land is well under-

way in those counties, cities, and towns that are relatively large and

have high rates of land development and change. Automation is making

feasible and unprecedented level of exchange of data and information among

the branches@of local government whose land-related operations had been

relatively insulated from each other. Building departments are being noti-
fied instantly of the approval of subdivision plans, so that processing of

permits for development of the new parcels may proceed. Fire departments

are planning the evacuation of burning buildings using the very latest

reports from municipal inspections of the property up to the preceeding day.

Data on alternative land acquisitions for new public facilities, such as

total assessed Values or conditions of both natural and man-made

environments, are being compiled withi n minutes from computerized files.
Even those'who are responsible for the legal records relating to land
title, traditionally the most conservative among the local record keeping
offices, arebeginning to find advantages in linking their files with the
files oftother branches of local government. Indexing of all land title

records by parcel indentifiers, which,is widely recognized as a require-

ment for a modern title records system, usually depends upon the maintainance

of maps and identifier numbers by other branches of government. Automated

indexing of this type is scheduled to come on line in 1977 in Forsyth County,

North Carolina. Demonstrations of modern systems for title recording are

scheduled to be funded at several locations in the United States in 1978 by

the US Department of Housing and Urban Development.

A better network for sharing of technologies and strategies for

modernizing land data systems is urgently needed. The usefulness of the

rapidly developing banks of public data on the land for inter-state or

national studies will depend upon the completeness of the local filing

systems and consistency among them. Studies that are buil t upon the files

of local land data in the United States must integrate the data of at least

3,142 counties or county equivalents. Further, the smaller jurisdictions

must be aided in the selction and transfer of technology from the larger

and wealthier counties and cities that already have incurred the system

development costs.

Leadership in bringing new priorities to these recordkeeping

institutions must be developed within their local constituencies. The
improvements will depend upon individuals acting through the appropriate

processes of governmental change in each state and region, drawing upon

the best standards and procedures that are available and feasible in that

locality.

The leaders in this effort will need the support of a @esource center
having national 'scope, to provide a combination of research findings, model

methods'and systems@, referrals to localities where these have been tested

by experience and promotion of common interests at the national level.

The promoter of improved land record systems does not now have avail-

able an.organization from which to draw adequate support for his efforts.
A number of national associations represent the interests of individual

professions that must play a role, and some of these are developing guide-

lines and mcdel systems for land information to serve their individual

purposes, notably the National Conference of Commissioners on Uniform

State Laws, the Council of State Governments (in a study of computer assisted

assessment), and the American Public Works Association. However, none of

these is dedicated to the development of multi-purpose systems that pool

the land recores resources of all functions of government, to the mutual

benefit.

There exists a consortium of representatives of many of these

associations in the U.S., Canada, and Mexico; the North American Institute

for M6dernization of Land Data.Systems, known as "MOLDS". It has provided

a valuable forum for presentations of various points of view, and hopefully

will continue to do so. The Orono Committee looks to the MOLDS Institute

to muster and coordinate the-interests of the national organizations and

federal agencies concerned.

To provide the necessary support for the leadership of land record

improV ement efforts requires an organization, not of the otherorganizations

and federal agencies, but rather of the individuals themselves. For example,

the Urban and Regional-Information .Systems .. Association (URISA).for"inany
years has been bringing together individuals from a great'miany disciplines,
at'its annual conferences and the workshops .-of its SpeciallIAterest Groups
(SIG's)."In fact, the current President df'URISA'announc'ed the .formation of

a "SIG Cadastre" starting with the annual meeting or URISA-in'August, 1977.

People who are interested in the work of a Land Information Institute should

consider joining him in this effort.

Having reviewed these and many other recent developments in this
rapidly changing field, the Orono Comm''ittee finds that 'there remains a need
for-a national or international 'organization dedicated-to supporting the

leadership,of land re-cords,improvement efforts, free from,the guidance of
some larger organization of functional 'in.teres.ts or constituencies. Jo

this end, the Orono Committee prese'nts-the following Prospectus-for-the

organization of a Land'Infortnation Institute.'

THE LAND INFORMATION INSTITUTE

A PROSPECTUS

1. STATEMENT OF PRINCIPLE

An understanding of.the human reletionship to and dependence upon the

land is fundamental to the decision making processes in the political,

legal, economic, social and environmental fields affecting the quality

of human existence.

The pursuit of new,knowledge regarding this relationship,a@nj the.educa tion

of the public, as well as those responsible to.the public, is the most

effecti've way to,bring about the institutional changes.necessary to

improve. these decision-making processes,
The Land Information Institute.will.be an organization of,individuals
with a wide variety of-professional and academic skills who are dedicated

to developingand promoting integra.ted-systems for gathering, qualifying,
storing,.and retrieving non-confidential data concerning.the land and its

resources, along withdata-information conversion systems, to enhance the'.
ability of people to use plant Earth.in. a manner to.insure the survival

of the environment and the best feasible q4ality of life for the human

race.

II. PROPOSED OBJECTIVES OF THE LAND INFORMATIOWINSTITUTE

A. Information-Exchange

1,. To maintaina.clearing house and depository -that actively circu-

lates referencesto current projects, publications,. etc.., providing

Anformation on the philosophy, current status, proposed projects.

and legal.requirements of,modern land information systems.

2. To.establish the identity of the-Land.Information Institute with

the public and with officials who should be using its services.,

and to generate requests for assistance.

3. To provide referrals to qualified experts, informally, upon request.

4. To provide an institutional arrangement and contacts to maintain

technical and multidisciplinary communications among the organizers,

collectors, and users of land and resource information.

5. To publish a periodical newsletter, and sponsor a professional

journal.

B. Education

1. To promote better understanding of th6 concepts of land information

systems among.potential users and beneficiaries,.

2.' To foster and sponsb@ seminars and other Programs that prepare the

individuals who must provide technical and policy leadership in
organizing modern land data systems.

3., To.foster viable university-level curricula in land information systems.
C.-Re,search

1. To develop in.-depth analyses.of the potential impact of legislative and

administrative reforms upon traditional land tenure arrangements.

2. To resolve technical problems relating to land information system

development:

a. Descriptions of the general components of effective integrated
systems for gathering, qualifyi.ng, stbring,,and-retrievi.ng data
concerning the land, and data-information conversion systems, in
a,format that permits the installation of one or more selected
components as appropriate in the improvement programs of each
state.

b. Classifications and general characteristics of land information
systems currently operating in the counties of the United States
and the reqional patterns of existing systems to which improvement
programs must respond.

c. Classifications and standards for systems of land based informa-
tion now in use by-Federal, government, arrangements'for their
administration and their relevance to state and local governmental
operations.

d. The economics of programs to improve land information systems,
including costs, general benefits, and prospective cost savings
involved in the installation of components described above.

e. System desfgps.and/or development of computer software for in-
dividual components described above, where requested by an operat-
ing agency or agencies as the client.

3. To identify sources of funding to support research and poss-ibly act

as a contractingagent or liaison between potential funding parties

and researchers.

4. To supply.task forces.t,o work-on specific problem-oriented,research

projects.

5. To assist in the development.of background and guidelines for pursuit
of the additional objectives of.the institute listed under Education

and Information above.

III. OPERATING POLICIES

It shall be the policy of the Land Information Institute to cooperate

with other interested organizations and Institutions tovMrd inter-
disciplinary acceptance'and-;promotion of these objectives among

representative systems-suppliers, administrators, and users.

IV. ORGANIZATION

A. General Approach
Jhe Land Information Institute will make'use ofthe methods of

organization and decision-making developed by private business

corporations. Advicewill be sought from a management expert prior to

the organizational meeting.
8 P63iSy Direction

1. The Board of Directors of the Land Information.Institute will have

15.members, who eventually will be elected annually for one-year

terms. However, to ins ure some continuity for at least the first

5 years, the 15 people elected at the organi,zational meeting will
have terms of 5, 4, 3,.2, and,1 years, respectively (3 Oach). Re-

-election thereafter will be for only one year terms, without limit

on how many times one person may be re@-elected.

2. Membership in the Board 'of Direct&s will be based upon individual

-merits, not upon representation of some organization or interest

group.
3. The membership of the Board of Directors will be required to

include at least one skilled practicioner in each of the following

disciplines required for a"modern land information system: real

estate-law-, surveyi-ng; systems'design; and local government

administration.

4. For Oe first election at the organizational meeting 6nly, the

Board may not include more than four members whose primary

practice is in the same discipline.

5. Nomination and election of directors will be by those members

in good standing in attendance at the annual meeting, who may

collect and exercise the proxy votes of other members in good

standing who are unable to attend.

6. The Chairman of the Board of Directors, to be elected by all

members of the Land Information Institute, will have authority to

appoint committees, hire staff, convene Board meetings, and

manage the funds of the Institute according to detailed procedures

to be presented at the organizational meeting. From the outset,

however, the following decisions will require ratification by a
majority of the Board of Directors, or by the membersh.ip of-the

Institute.

a. Setting of dues

b. Acceptance of grants

c. Adoption of the annual budget

d. Employment of auditors

e. Employment of chief staff officer

f. Contracts for more than $5,000

g. Convening of meetings of the Institute

C. Personnel

1. An "Administrative Secretary" will be recruited to start'up the

or ganization for part-time pay. An office secretary will also

be needed from the start, full-time.

2. Once the organization is established and an adequate, continuing
budget has been obtained, a full-time position of Executive

Director will be created. The pierson who had served as the

Administrative Secretary may become a candidate for this position

but a differnt range of skills is expected to be necessary.

3. Project Director positions will be funded out-of the separate

budgets for individual research grant projects, publications,

etc. They will play important roles in the direction of the

Institute, but their financial support.will be tied to the project

budgets.

D. Location

An address in a major metropblitan center of the United States will

be sought.

V. OUTLINE OF PROSPECTIVE FINANCIAL RESOURCES

A. Internal, from the.membership

1. A donation of $25.00 will be expected from each person partici-

pating in the organizational meeting.

2. Membership dues will be set at the organizational meeting with

provisions for increases to accommodate inflation of.the costs
of business. It is anticipated that dues will be about $25.00.
3. 'A schedule of higher levels of contributions should be established

for contributing' agencies, sustaining members, etc.

B. Grants or Donations (including_materials)

1. Public interest sponsors

2. Private sponsors

C. Grants or contracts for research projects or conferences

1. Information system designs.

2. Feasibility studies or project designs.

D. Pub lications

1. Subscriptions, and sale or publications.

2. Grants for publication of specific research (see under Objective C)

3. Possibly a grant for publication of a journal.

4. Fees for documents delivered. 4..

VI. ORGANIZATIONAL MEETING

A. -Enlistment of Charter Members

To become a charter Member, a person must send his name and address,

together with a donation of $25.00 payable to the Land Information

Institute, as soon as possible to: Dr. Terrence Keating, Dept. of

Civil Engineering, University of Maine, Orono, ME 04473.

B. Convening of the Organizational Meeting

When the number of people enlisting as Charter Members reaches 80,

Dr. Terrence Keating shall notify Professor David Tyler, Chairman of

the Orono Committee, who shall thereupon convene the organizational

meeting of the Land Information Institute and serve as chairman of

said Meetings until the election of a Chairman of the Board of

D'irectors has been accomplished. Professor Tyler shall proceed no

later than November 1, 1977, to convene said meeting even if the

number of people enlisting as charter members has not reached the

target by that date. A notice of the time and place of sai d meeting,

together,with a form for a proxy vote for the Chairman and the members

of the Board of Directors, a list of the names and addresses of all

Charter Members to date and other information as appropriate, shall be

mailed to each person enlisting as a Charter Member at least 30 days

before the date of the meeting. People enlisting after the date of

said mailing, but before the organizational meeting will also be

considered Charter Members, but will be sent notices and other materials

for the meeting only as their applications are received. Proxy votes

may be collected and exercised at the organizational meeting by any

,Charter Member.

C. Conduct of.the Organizational Meeting

Election of the Chairman and the members of the Boatd of Directors

shtll be conducted during the organizational meeting by the Chairman

of the meeting, following the rules set forth in this Prospectus.

Election shall be by a majority of the votes cast for each position, to

be counted by whatever method is deemed appropriate by the Chai man

of the meeting. The Chairman of the Board of Directors, upon election,

may present any plans or proposals that are within his authority to

the membership for ratification by a majority of those present and

voting. The Chairman, or any other Charter Member, also may offer

interim by-laws, or any amendments to the rules set forth-in this

Prospectus, for adoption by a majority of the Charter Members present

and voting. However, the latter may not include amendments to

Section I (the Statement of Principle) which, together with this

sentence, may be amended only by the adoption of permanent by-laws

or Constitution.

D. Constitution and By-Laws

A BY-Laws Committee shall be appointed by the Chairman subject to

confirmation by the Board of Directors and confirmed by the Board

within 60 days after the organizational meeting. The Committee shall

prepare a draft of the By-Laws.of the Land Information Institute and

a Constitution ifAt.so chooses, and arrange for mailing of the draft

or drafts to a11 members in good standing of the Institute no-less

that 180 days after the organizational meeting. The Board of Directors

shall convene a meeting.no less than 30 days, but no more than 90

days after the mailing of sa A draft or drafts for the purpose of

adopting the By-Laws and the Constitution if proposed. Said draft

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or drafts may be amended by majority vote during the meeting but

adoption of the By-Laws or Constitution shall require a two-thirds
of the members in good standing of the Land Information Institute

who are present and voting.

In preparing the drafts of the By-Laws or Constitution, the Committee

shall consider the requirements of the Federal Internal Revenue

Service for qualification as a non-profit organization.

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