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AGENDA

KGIS Policy Board Meeting

Thursday, July 15th, 2004

8:30 A.M. Room 549

City-County Building

1. Call to Order / Approval of Minutes (V)

2. Quarterly Budget Review

3. FY 2004-2005 Budget Amendment (V)

4. ids Revenue Transfer (V)

5. Next Meeting: Tentative October 14th, 2004, 8:30 a.m.

(V) denotes that a vote be taken by the Policy Board

2

1. Call to Order / Approval of Minutes 1. (V) See Attachment of April 26, 2004 Policy Board Minutes

Policy Board Action Approve the Minutes

Agenda 1 Call to Order /

Minutes 2 Quarterly Budget

Review 3 FY 2004-2005

Budget Amendment 4 ids Revenue Transfer 5 Next Meeting

KGIS Policy Board Meeting Monday, April 26, 2004

City/County Building Room 549

Members Present: Mayor Mike Ragsdale, Knox County; Mintha Roach, President/CEO KUB; Mayor Bill Haslam, City of Knoxville Others Present: Keith Stump, KGIS; Mark Rauhuff, KUB; Bruce Wuethrich, Engineering & Public Works; Sam Parnell, City Engineering; Dick Moran, Information Technology; Jon Gustin, Information Technology

I. Call to Order / Approval of Minutes – Mayor Ragsdale called the meeting to order. The minutes were reviewed. A motion was made by Mayor Haslam to approve the minutes from February 12, 2004. The motion was seconded by Mintha Roach. The minutes were approved as written.

II. Quarterly Budget Review – A representative from Knox County Finance

was unable to attend the meeting. Mr. Stump indicated that from previous conversations with Mr. Troyer (Knox County Finance) the current budget was on track.

III. Current and Long Range Plans Update – KGIS provided a list of current

projects and planned projects for FY 2005.

a. Landbase Remap Completion: the delivery of the complete county-

wide Landbase data is scheduled for September 2004 with final acceptance by years’ end.

b. User Inventory and Questionnaire/Software Upgrade – completion of the departments wide questionnaire is expected by the end of April 2004. GIS consulting services is planned for Spring/Summer 2005 to complete this project

c. LandViewer Upgrade – a significant upgrade to the KGIS LandViewer product is nearing completion. A final version is expected by the end of April 2004.

d. Datawork Flow Improvement – as part of it’s continue efforts at improving existing processes KGIS plan to work on data and workflow throughout the City, County and KUB. However, these items are secondary to the above listed items.

IV. Fiscal 2004-2005 Budget Approval – The operating budget request for fiscal

year 2004-2005 represents an 11% increase over last year’s operating budget. Mayor Ragsdale asked for a motion to approve the requested FY 2004-2005

budget. Mintha Roach made a motion to approve the budget as requested and this was seconded by Mayor Haslam. The Policy Board approved the requested 2004-2005 budget.

V. Next Meeting – The next Policy Board meeting is tentatively scheduled for

July 15, 2004 at 8:30 a.m. in room 549 of the City/County Building.

Miscellaneous – Mayor Ragsdale made mention of the good job that Mr. Stump was doing and how much he appreciated the time given to each of the Policy Board members by Mr. Stump to brief them of the upcoming meeting. The briefings help to expedite the actual Policy Board meeting.

3

2. Quarterly Budget Review 2. A representative of the Knox County Finance Department will present a summary of the quarterly financial activity of KGIS. KGIS records indicate that FY 2003-2004 was one of the best ever for external map sales and licensing revenues, exceeding budgeted figures by more than $37,000.

$0 $50,000 $100,000

95-96

97-98

99-00

01-02

03-04

Total Sales Revenues

Map Sales Licenses & Renewals

Total billed costs to each of the KGIS members were all less than budgeted. Policy Board Action None Required



Review 3 FY 2004-2005


$103,063

4

3. Fiscal 2004-2005 Budget Amendment 3. (V) KGIS is proposing to amend its FY 2004-2005 operating budget to reflect the final Cost of Living and Consumer Price Index adjustments. The overall budget numbers, including the expected Tri-Party allocations, are the same as those approved at the April Policy Board meeting.

Adjustments include the following: Salaries: reduce by $1,588.68 resulting from lower COLA (2.75%) and merit increases. Office Space: reduce by $ 229.46 based upon final Consumer Price Index figures (CPI). Fringe Benefits: increase by $1,818.15 for expected increases to Family Health Insurance. [Detailed Budget Sheets are included as an attachment] The Coordinating Committee unanimously approved this Budget request.

Policy Board Action Approve the FY 2004- 2005 Budget amendments as presented above.



Review 3 FY 2004-2005

Budget Amendment

4 ids Revenue Transfer 5 Next Meeting

5

4. ids Revenue Transfer 4. (V) KGIS requests that the FY 2003-2004 ids CdRom product revenues of $19,820 be transferred back into the Equipment Reserve fund, from which the development costs were paid. [Similar actions were approved by the Board over the past three years.] Policy Board Action Approve transfer of $19,820 into Equipment Reserves.



Review 3 FY 2004-2005 Budget

Amendment 4 ids Revenue

Transfer 5 Next Meeting

6

5. Next Meeting 5. The next tentatively scheduled meeting is October 14, 2004 at 8:30 a.m. in Room 549 of the City County Building. Policy Board Action None Required



Review 3 FY 2004-2005


KGIS FY 2005 BudgetSummary Sheet

Budgeted Operating Expenditures Revenues for the Year

City County MPC KUB Outside Reserves Total

Salaries $442,804.52Operating incl. Deprec. $248,461 $288,447 $2,000 $252,695 $56,000 $847,604

Fringe Benefits $103,884.65Capital Outlay $304,400 $304,400

Travel and Training $25,765.00Aerial Photography $26,000 $72,000 $0 $66,000 $36,000 $0 $200,000

Operating Expenses $44,864.00Total Revenues $274,461 $360,447 $2,000 $318,695 $92,000 $1,047,604 $1,352,004

Contract Services $25,750.00

Office Space $58,569.67

Maintenance $55,966.00

Capital Reserve Expenditures $304,400.00 June 30, 2003 FY 2004 FY 2004 June 30, 2004 FY 2005 FY 2005 June 30, 2005

Aerial Photography $200,000.00 Reserve Funds Balance Expenditures Contributions Balance Expenditures Contributions Projected Balance(1) (2) (3)

Depreciation $90,000.00 Aerial Photography $636,526 $673,557 $200,000 $162,969 $156,821 $200,000 $206,148

Reserve Funds

9/29/2010KGISBudgetFY2005SummaryFINAL.xls

Equipment Reserve $466,907 $32,063 $67,500 $502,344 $304,400 $106,000 $303,944Total Budget $1,352,003.83 (including estimated Depreciation)

Total Reserve Funds $1,103,433 $665,313 $510,092

$1,047,603.83

Notes

1 Equip Reserve Contributions include projected ids revenue re-investment2 Balances do not include Interest to be credited July 1, 20043 Equip Reserve Contributions include projected ids revenue re-investment

Revenues (with Depreciation)

9/29/2010KGISBudgetFY2005SummaryFINAL.xls

KGIS -- Detailed Revenue Forecast

2002 2003 2004 2005 2006 2007 2008 2009 2010 20113% 5% 3% 3% 3% 3%

OperationsCity of Knoxville 206,510 206,510 198,071 218,461 225,015 236,266 243,354 250,654 258,174 265,919Knox County 222,385 222,385 223,561 258,447 266,201 279,511 287,896 296,533 305,429 314,592Knoxville Utilities Board 204,810 204,810 192,994 222,695 229,376 240,845 248,070 255,512 263,178 271,073Other 201,948 142,000 137,719 128,000 128,000 158,000 178,000 178,000 178,000 178,000

Total 835,653 775,705 752,345 827,604 848,592 914,622 957,320 980,700 1,004,781 1,029,584

Aerial ProjectCity of Knoxville 38,000 38,000 38,000 26,000 35,500 50,000 47,500 47,500 47,500 47,500Knox County 84,000 84,000 84,000 72,000 93,000 119,000 105,000 105,000 105,000 105,000Knoxville Utilities Board 78,000 78,000 78,000 66,000 85,500 110,000 97,500 97,500 97,500 97,500Other 6,096 0 0 36,000 36,000 21,000 0 0 0 0

Total 206,096 200,000 200,000 200,000 250,000 300,000 250,000 250,000 250,000 250,000

Equipment ProjectCity of Knoxville 20,000 20,000 16,667 30,000 80,000 100,000 80,000 80,000 50,000 50,000Knox County 20,000 20,000 16,666 30,000 80,000 100,000 80,000 80,000 50,000 50,000Knoxville Utilities Board 20,000 20,000 16,667 30,000 80,000 100,000 80,000 80,000 50,000 50,000Other 57,302 0 0 0 0 0 0 0 0 0

Total 117,302 60,000 50,000 90,000 240,000 300,000 240,000 240,000 150,000 150,000

Total All FundsCity of Knoxville 264,510 264,510 252,738 274,461 340,515 386,266 370,854 378,154 355,674 363,419Knox County 326,385 326,385 324,227 360,447 439,201 498,511 472,896 481,533 460,429 469,592Knoxville Utilities Board 302,810 302,810 287,661 318,695 394,876 450,845 425,570 433,012 410,678 418,573Other 265,346 142,000 137,719 164,000 164,000 179,000 178,000 178,000 178,000 178,000

Total 1,159,051 1,035,705 1,002,345 1,117,604 1,338,592 1,514,622 1,447,320 1,470,700 1,404,781 1,429,584

(as of March 11, 2004)

KGIS -- Reserve Funds Forecast(as of March 11, 2004)

2002 2003 2004 2005 2006 2007 2008 2009 2010 2011

OperationsBeginning Fund Balance 440,119 572,348 247,931 235,631 235,631 235,631 235,631 235,631 235,631 235,631

Revenues (Budget) 835,653 775,705 752,345 827,604 848,592 914,622 957,320 980,700 1,004,781 1,029,584Revenues (Other) 0 57,071 0 0 0 0 0 0 0 0Transfer In (Out) 0 (280,031) 0 0 0 0 0 0 0 0Expenditures (703,424) (877,162) (764,645) (827,604) (848,592) (914,622) (957,320) (980,700) (1,004,781) (1,029,584)Ending Funds Available 572,348 247,931 235,631 235,631 235,631 235,631 235,631 235,631 235,631 235,631

Aerial ProjectBeginning Aerial Reserves 285,217 223,640 636,526 162,969 206,148 86,148 36,148 136,148 116,148 216,148

Revenues (Budget) 206,096 200,000 200,000 200,000 250,000 300,000 250,000 250,000 250,000 250,000Revenues (Other) 0 6,147 0 0 0 0 0 0 0 0Transfer In 0 580,031 0 0 (100,000) (200,000) 0 0 0 0Expenditures (267,673) (373,292) (673,557) (156,821) (270,000) (150,000) (150,000) (270,000) (150,000) (150,000)Ending Aerial Reserves 223,640 636,526 162,969 206,148 86,148 36,148 136,148 116,148 216,148 316,148

Equipment ProjectBeginning Equipment Reserves 891,254 790,424 466,906 502,343 303,943 333,943 393,943 263,943 271,943 333,943

Revenues (Budget) 117,302 60,000 50,000 90,000 240,000 300,000 240,000 240,000 150,000 150,000Revenues (Other) 0 33,690 17,500 16,000 16,000 0 0 0 0 0Transfer In (Out) 0 (300,000) 0 0 100,000 200,000 0 0 0 0Expenditures (218,132) (117,208) (32,063) (304,400) (326,000) (440,000) (370,000) (232,000) (88,000) (92,000)Ending Equipment Reserves 790,424 466,906 502,343 303,943 333,943 393,943 263,943 271,943 333,943 391,943

Total All FundsBeginning Reserves 1,616,590 1,586,412 1,351,363 900,943 745,722 655,722 665,722 635,722 623,722 785,722

Revenues 1,159,051 1,132,613 1,019,845 1,133,604 1,354,592 1,514,622 1,447,320 1,470,700 1,404,781 1,429,584Transfers In (Out) 0 0 0 0 0 0 0 0 0 0Expenditures (1,189,229) (1,367,662) ######### (1,288,825) (1,444,592) (1,504,622) (1,477,320) (1,482,700) (1,242,781) (1,271,584)Ending Reserves 1,586,412 1,351,363 900,943 745,722 655,722 665,722 635,722 623,722 785,722 943,722

Knox County Map Sheets 1505Knoxville Map Sheets 692KUB Map Sheets 1391

Total 3588OLD

Percentage Knox County 0.41945 0.42 0.42Percentage Knoxville 0.19287 0.19 0.19Percentage KUB 0.38768 0.39 0.39

1 1

Office Space

Annual Lease $58,569.67 CPI increase 2.10% previous years

KGIS FY 2004-2005 Capital Expenditures

Capital Expenses

Hardware $21,100.00

Oracle Backup / ArcServe Host Server $6,000.00HP Color LaserJet 5500dtn $5,100.00HP ProCurve 5300xl Switch w 3yr support $10,000.00

Software $52,300.00

ESRI ArcGIS-Info (3 copies of data maintenance s/w) $21,300.00ArcIMS RouteMap $16,000.00ArcIMS Web Site Framework Toolkit $15,000.00

Services

ids CDRom Re-Issues / Enhancements (pass thru) $16,000.00Long Range Planning User Needs Analysis (carryover from FY 200 $60,000.00Routable Road Network design and maintenance app $45,000.00Web Site Security Front-End design $10,000.00Software Upgrade Migration Services (Scope Definition) $100,000.00

Total $304,400.00

Contract Services

Contract Services

Knox County Finance $8,300.00Audit Expense $8,400.00Legal Services $0.00Security $350.00Building Content Insurance $400.00Liability Insurance $800.00Worker's Compensation $2,500.00 will increase to .58 per $100 = approx $2,487Network Services $0.00Annual Report Design Services $5,000.00Misc contracted services $0.00

TOTAL $25,750.00

Page 1

Operating Expenses

Operating Expenses

51710 - 300sCommunications $10,700.00 advertising 2 $1,000.00 communications 7 $9,700.00Photocopy, postage & freight $3,500.00 freight expenses 27 $600.00 landbase deliveries postage 48 $100.00 printing 49 $2,800.00 includes $1000 for CLT hardcopy mapsDues / Memberships $700.00 dues and memberships 20 $300.00 bank charges (credit card) 6 $400.00Licenses $3,600.00 licenses 34 $3,600.00 LandViewer $3400

51710 - 400sSupplies $6,150.00

Software 80 $10,429.00 Miscellaneous small software $500.00 VISIO $500.00 MicroSoft MSDN $2,800.00 GPS Coordinate Software [dropped] $0.00 InstallShield Upgrade $600.00 Symantec Ghost Upgrade (15 licenses) $360.00 Symantec AntiVirus $2,169.00 server/desktop virus protection (30 licenses) to replace Esafe ESRI ArcPress (for faster plotting) $1,400.00 Keyhole Annual Subscription $600.00 ESRI ArcPad Application Builder $1,500.00 for PDA data entry front-end

Small Equipment 93 $9,785.00 Miscelleneous Equipment / Devices $1,500.00 500 Backup tape drives for Firewalls / Internet $2,100.00 Dell PV100T DDS4 Firewall Ethernet GIG Adaptors $390.00 upgrade Internal firewall 2 PC monitor replacements $2,000.00 no longer under warranty DVD/RAM upgrade for Landbase Mngr $695.00 Cell Phone upgrades $500.00 Fiber Converters (Gigabit) $2,600.00 upgrade converter for connection to CC Bldg

Total $44,864.00

Products1000 CLT Hardcopy Map Books

Page 1

GIS Maintenance Worksheet

FY 2005 Maintenance Budget Last Year's Budget Last Year's Actual

Axiom Filefixer $0.00 $0.00Bentley Support $3,796.00 $3,796.00 same as last yearCisco T-1 Router $800.00 $784.00 1 year support contractDell $5,800.00 $3,795.00 2 yr extensions for Firewalls machines, Internet Servers, WorkstationsDomain Registration $0.00 $125.00 Not needed till next FYDoubletake (Mirroring) $1,000.00 $0.00 now comes under maintenanceESRI (Internet IMS) $11,830.00 $7,500.00 extra IntraNetSDE comes under maintenanceFireWall (Checkpoint) $8,380.00 $8,300.00 via Sword&ShieldHP Plotters $959.00 $3,006.00 DesignJet 1055CM ColorPrinterIntergraph H&S $7,896.00 $7,896.00LizardTech / MrSID $1,000.00 $1,400.00MicroSoft $0.00 $0.00 windows client access licensesNetWork (Nortel Switch) $0.00 $7,520.00 new switch purchase removes this from maintOracle Support $10,520.00 $10,019.00Quest / Toad Software $1,000.00 $0.00 Conn needs upgradeSafe Software (FME) $450.00 $399.00 data translation softwareServlet Exec $1,795.00 $0.00 version upgrade is needed along with 2-yr supportSQL Server $0.00 $0.00 General Public Web SiteSQL Server (Intra) $0.00 $0.00 Intranet Web SiteVirus Protection (esafe for G $740.00 $200.00 virus protection upgrade for gateway only; desktop no longer supporte

Total $55,966.00 54740 0

Page 1

Salaries and Fringe

FY 2004 Total Salaries $424,990.80 COLA Percentage 2.7500% Merit Adjustment 2.5000%

COLA (MidPoint) $12,347Merit Adjustment $5,467

FY 2005 Salaries Total $442,805

FY 2005 Fringe Total $103,885

FY 2005 Total Salaries + Fringe $546,689

Page 1

KGIS FY 2005 Budget Comparison with FY 2004

Budget Budget $ Percent Budget Actual Percent Fiscal 2005 Fiscal 2004 Change % Change Fiscal 2005 Fiscal 2004 Change

7 act./ 5 forcastSalaries $442,804.52 $433,819.52 $8,985.00 2.07% $442,804.52 $432,193.00 2.8%

Fringe Benefits $103,884.65 $94,380.45 $9,504.20 10.07% $103,884.65 $88,068.00 15.9%

Travel and Training $25,765.00 $4,884.00 $20,881.00 427.54% $25,765.00 $4,885.00 427.4%

Operating Expenses $44,864.00 $17,145.00 $27,719.00 161.67% $44,864.00 $13,061.00 243.5%

Contract Services $25,750.00 $19,810.00 $5,940.00 29.98% $25,750.00 $19,348.00 33.1%

Office Space $58,569.67 $57,365.60 $1,204.07 2.10% $58,569.67 $57,365.60 2.5%

Maintenance $55,966.00 $54,940.00 $1,026.00 1.87% $55,966.00 $54,640.00 2.4%

Operating Costs $757,603.83 $682,344.57 $75,259.26 11.03% $757,603.83 $669,560.60 13.1%

Aerial Photography $200,000.00 $200,000.00 $0.00 0.00% $200,000.00 $200,000.00 0.0%

Depreciation $90,000.00 $50,000.00 $40,000.00 80.00% $90,000.00 $60,000.00 50.0%

COMPARISON SHEET

9/29/2010

Depreciation $90,000.00 $50,000.00 $40,000.00 80.00% $90,000.00 $60,000.00 50.0%

TOTAL Billed Costs $1,047,603.83 $932,344.57 $115,259.26 12.36% $1,047,603.83 $929,560.60 12.7%

Aerial Photography $200,000.00 $720,995.00 ($520,995.00) -72.26% $200,000.00 $673,557.00 -70.3% Equipment Reserve Fund $304,400.00 $93,500.00 $210,900.00 225.56% $304,400.00 $32,063.00 849.4%

Reserves Costs $504,400.00 $814,495.00 ($310,095.00) -38.07% $504,400.00 $705,620.00 -28.5%

9/29/2010

City County KUB MPC External

FY 2004 - 2005 $274,461 $360,447 $318,695 $2,000 $92,000 (vs. FY 2003 - 2004) $252,553 $324,316 $287,757 $2,000 $65,719 (vs. FY 2002 - 2003) $264,510 $326,385 $302,810 $2,000 $40,000 (vs. FY 2001 - 2002) $264,833 $327,192 $304,230 $2,000 $40,000 (vs. FY 2000 - 2001) $247,539 $322,140 $288,232 $2,000 $30,000 (vs. FY 1999 - 2000) $243,289 $314,862 $300,414 $2,000 $7,871 (vs. FY 1998 - 1999) $226,871 $300,820 $283,006 $2,000 $34,494

FY 2005 increase from FY 2004 $21,908 $36,131 $30,938 $0 $26,281FY 2005 % increase from FY 2004 7.98% 10.02% 9.71% 0.00% 28.57%

KGIS FY 2005 Estimated Costs DistributionCosts Distribution Sheet

2004-2005 Projections

Cost Item Cost Allocation Personnel Time Allocations Amount City County KUB MPC Type Formula Salary Costs Total incl. Fringe Admin Ast DBA Dir GIS Anal Landbase Program Web Sys 546,689.16$ General Administration 70.93 4.91 71.79 27.96 13.3 51.52 52.87 20.87 221,423.88$ 73,807.96$ 73,807.96$ 73,807.96$ shared equal System Administration 0 2.81 0 0.11 0 0 3.22 58.55 46,412.11$ 15,470.70$ 15,470.70$ 15,470.70$ shared equal Database Administration 1.55 41.52 0 0 0 0 0 0 33,086.32$ 11,028.77$ 11,028.77$ 11,028.77$ shared equal Usergroup Organization & Supp 0 0.84 3.8 0 0 0.69 0 0 5,369.28$ 1,789.76$ 1,789.76$ 1,789.76$ shared equal General Education 1.95 1.58 4.52 4.18 1.3 3.5 2.64 3.07 16,289.37$ 5,429.79$ 5,429.79$ 5,429.79$ shared equal Base Map Update 12.49 3.96 7.84 6.25 85.14 7.18 6.03 4.56 80,784.82$ 15,349.12$ 33,929.62$ 31,506.08$ shared sheets Core Application Support 9.68 6.16 2.12 14.73 0 1.84 8.77 0.33 25,211.23$ 4,790.13$ 10,588.72$ 9,832.38$ shared sheets GPS Base Station 0 0 0 0 0 0 0 0 -$ -$ -$ -$ shared equal Viewer \ Web Support 0.73 6.95 1.48 0.08 0 27.51 15.72 0.05 40,005.80$ 13,335.27$ 13,335.27$ 13,335.27$ shared seats Service Bureau requests 1.27 4.2 0 38.77 0.06 1.05 0 7.05 45,662.82$ 18,813.48$ 26,332.25$ 115.08$ 400.00$ designated time and materials User Projects 1.11 25.18 8.09 1.03 0 6.33 10.75 4.88 47,433.61$ 12,004.12$ 20,092.25$ 13,737.24$ 1,600.00$ designated time and materials External product sales 0.29 1.89 0.36 6.89 0.2 0.38 0 0.64 Pre-Paid 0 0 0 0 0 0 0 0 Service Bureaus Hourly Rate Adjustment for Ser. Bur. Requests (14,990.06)$ (4,996.69)$ (4,996.69)$ (4,996.69)$ 45.00$

Travel and Training Expenses General 25,765.00$ 8,588.33$ 8,588.33$ 8,588.33$ shared equal Project Specific designated

Operating expenses General 44,864.00$ 14,954.67$ 14,954.67$ 14,954.67$ shared equal

designated

Office Space 58,569.67$ 19,523.22$ 19,523.22$ 19,523.22$ shared equal

Maintenance General 55,966.00$ 18,655.33$ 18,655.33$ 18,655.33$ shared equal Project Specific designated

Base Map Update 200,000.00$ 38,000.00$ 84,000.00$ 78,000.00$ shared sheets

Contract services (general) 25,750.00$ 8,583.33$ 8,583.33$ 8,583.33$ shared equal System Backup Finance Audit

Equipment Depreciation 90,000.00$ 30,000.00$ 30,000.00$ 30,000.00$ shared equal

Landviewer Licenses

Total Revenues 1,047,603.83$ 305,127.31$ 391,113.29$ 349,361.23$ 2,000.00$ 1,047,601.83$

Adjustment for Adjust for Net AmountExternal Sales Payable

Revenues from External sources Map City of Knoxville 305,127.31$ 30,666.67$ 274,460.64$ Outside Sales $92,000 Knox County 391,113.29$ 30,666.67$ 360,446.62$

Knoxville Utilities Board 349,361.23$ 30,666.67$ 318,694.56$ MPC 2,000.00$ 2,000.00$

9/29/2010 KGISBudgetFY2005SummaryFINAL.xls

O F F I C E O F C O U N T Y M A Y O R

Deportment of f inonce . 4oo Moin Si reet , Sui le 630, Knoxvi l le , TN 37902

July 9, 2004

Policy BoardKnoxville/Knox County Geographic Information SystemsKnoxville. Tennessee

The following information is preliminary. More complete information will be shared asit becomes available.

In fiscal year 2004. results show KGIS operating well within its adopted budget. Thevariance in the revenue budget to actual is an unfavorable amount of $129,256.llowever. the fourth quarter personnel charges. interest eamed. and other miscellaneousreceivables totaling approximately $109,500 have not been posted yet. When thesercvenues post, the variance will be much closer to the actual revenue budget.

The expenditure budget to actual has a favorable balance of$210,729. Dep.eciation andother miscellaneous payables have not posted yet. However, when these expenditureshave posted, the budget to actual variance should remain favorable.

As always, we are happy to provide any additional details or further information. As thefiscalyear results are finalized, we will update you with a linal report.

Sincerely.

14*/]PA

Deputy Director ofFinance and Administration

fakra;*,4"L@--l'atncra (ialvan.Accountant

FY'IX PRELIMINARY GIS FINANCIAL STATEI'ENT INFORTJIATION - (48 OI JUNg 30. ZIO4}

REVENUE

Account D6c.iption Buds6t Actual Variance

415240432111432112432113432114432121432122432123432131432132432133441101441400441500441710

EXPENDITURES

Account

Vie!!er Licens€sOperating Reimb - Cityoperating Reimb - CountyOperating Reimb - KUBOperatjng Reimb - MPCAerial Res€rve - CityAerial Reserve - CountyAerial Reserve - KUBEquipment Reserve - CityEquipment Reserve - CountyEquipment Reserve - KUBlnterest EarnedSale of MapsSale of IDS cD'sNon GIS Equipment Maint

Totial Revenue

Doscrlp{on

214,738240.227209,661

2,00038,00084,00078,000

65,719

5 ,010'143,886'180,920

159,7291,092

38,00084,00078,00016,66716,66716,666

98,68319,820

5,0'10(70,852)(59,307)(49,932)

(908)

16,66716,66716,666

32,96419,820

100,000 43,949 (56,051)

1.032,345 S03,089 1129,258\

Budget

51710 (100 Series)51710 (200 Series)51710 (300 Series)51710 (400 Series)51710 (500 Series)

51711 (300 Sedes)51711 (400 Series)51712 (300 Series)

PersonneiEmployee BenefitsContracted ServicesSupplies & MaterialsOther

Sub-total Operations

Contracted ServicesSupplies & MaterialsContracted Services

Total Expenditures

433,82094,380

210,5507,880

431,86586,912

155,1037,809

1,9557,468

55.44771

110,126 61,149 48,977

856,756 742.838 113,918

180.7723,706

65,8571 ,810

94.9151,896

720,995 720,995

1,742,229 1,531,500 210.729

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AGENDA


Monday, November 8, 2004

2:00 P.M. Room 549

City-County Building

1. Call to Order / Approval of Minutes (V) 2. Quarterly Budget Review 3. TeleAtlas Data Sharing Agreement (V) 4. US Census Data License Agreement (V) 5. Future GIS Solution RFP Status Update 6. Other Items 7. Next Meeting: Tentative January 13, 2005


2

1. Call to Order / Approval of Minutes 1. (V) See Attachment of July 15, 2004 Policy Board Minutes

Policy Board Action Approve the Minutes

Agenda 1 Call to Order / Minutes 2 Quarterly Budget Review 3 TeleAtlas Data Sharing

Agreement 4 US Census Data License

Agreement 5 Future GIS Solution RFP

Status Update 6 Other Items 7 Next Meeting

KGIS Policy Board Meeting Thursday, July 15, 2004

549 City/County Building Members Present: Mayor Mike Ragsdale, Knox County; Mayor Bill Haslam, City of Knoxville; Ms. Mintha Roach, CEO/President KUB Others Present: Janet Wright, City Information Systems; Paul Randolph, KUB; Dick Moran, Information Technology; Jon Gustin, Information Technology

I. Call to Order / Approval of Minutes - Mayor Ragsdale called the meeting to order. Mayor Haslam made a motion to approve the minutes as written, Ms. Roach seconded the motion. The minutes from the April 26 meeting were approved as written.

II. Quarterly Budget Review – Mr. Troyer from Knox County Finance was

unable to attend the meeting; however, he did provide a preliminary summary report. The report stated that KGIS has remained within the budget provided. Final numbers will be provided to the Policy Board upon completion. Mr. Stump informed the Policy Board that this year was one of the highest for map sales in the history of KGIS. Mayor Haslam asked who was the typical organizations that purchased maps and if it would always be cheaper for them to use KGIS. Mr. Stump indicated that developers were our biggest clients and that it would be cheaper for them to get their information from KGIS as to anywhere else. (See Additional Information at the end.)

III. FY 2004-2005 Budget Amendment – The 2004-2005 FY budget was

approved in April with COLA adjustments still to be reflected. KGIS requests to make the following adjustments to the approved budget:

Salaries: reduce by $1,588.68 resulting from lower COLA (2.75%) and merit increases. Office Space: reduce by $229.46 based upon final CPI figures. Fringe Benefits: increase by $1,818.15 for expected increased to family health insurance.

The overall budgeted numbers did not change from the previously approved 2004- 2005 FY Budget. Mayor Haslam made a motion to approve the changes, Ms. Roach seconded the motion. The FY 2004-2005 budget was approved as amended. Ms. Roach asked if the Coordinating Committee could review and develop a recommendation to follow when changes such as these occur so that they do not

KGIS Policy Board Meeting Thursday, July 15, 2004

2

have to be brought before the Policy Board for approval. The Coordinating Committee will meet to make recommendations and present them to the Policy Board.

IV. Ids Revenue Transfer – KGIS requests that the revenues brought in by the sale of the ids CDRom ($19,820) be transferred back into the Equipment Reserve Fund from which the development of the cost was obtained. Ms. Roach made a motion to transfer the revenue of $19,820 back into the Equipment Reserve Fund, Mayor Haslam seconded the motion. The transfer of the ids revenues was approved.

V. Next Meeting – The next meeting is tentatively scheduled for October 14 at

8:30 a.m. in Room 549 of the City/County Building. Additional Information – Mr. Stump stated that KGIS gives away a lot of free data subsidized through the City, County, or KUB to subcontractors. Mayor Haslam asked how someone would go about getting the free data and Mr. Stump explained the data is given to various organizations/companies only after approval from a Policy Board member of a representative of the Policy Board. Mayor Ragsdale asked Keith to give an overview of how KGIS is helping TDOT. TDOT wanted data related to the orange beltway project. Knox County Engineering & Public Works subsidized this data at no cost (essentially $40,000 work of data was given to TDOT for this project). Mayor Ragsdale asked for a motion that the meeting be adjourned. Mayor Haslam made a motion to adjourn the meeting which was seconded by Ms. Roach.

3

2. Quarterly Budget Review 2. A representative of the Knox County Finance Department will present a summary of the quarterly financial activity of KGIS. Policy Board Action None Required

Agenda 1 Call to Order / Minutes 2 Quarterly Budget

Review 3 TeleAtlas Data Sharing




4

3. TeleAtlas Data Sharing Agreement 3. (V) Approve contract to provide TeleAtlas Inc. (formerly GDT Inc.) with monthly updates of road, address, sign inventory and traffic count data for $40,640 + annual update fee of $3,125. TeleAtlas can re-sell the KGIS data as part of their product suite, except for the individual house address information. In return, KGIS gets regular updates (minimum frequency of 3-month intervals) of the TeleAtlas routable road database for the entire 16 East Tennessee Development District counties (including Knox). The license agreement is for a one-year term, renewable in one-year increments. The initial license fee of $40,640 is to be paid over a 5-year period, interest-free, in equal increments of $8,128 per year. If TeleAtlas elects to not renew the contract for the entire 5-year timeframe, the entire remaining balance will be due upon contract termination. A copy of the proposed agreement is attached as a separate document (albeit with minor revisions from the one reviewed by the Coordinating Committee). The Coordinating Committee unanimously approved. Policy Board Action Approve the Contract





5

4. US Census Data License Agreement 4. (V) Approve contract, contingent upon the execution of the proposed TeleAtlas license agreement above, that will provide the Census Bureau with an up-to-date Road Centerline, Street Name, and Address database (similar to what is included in the TeleAtlas contract above) for free. US Census will in turn update their Public-Domain road database (TIGER) to match with KGIS Data. The value to this to KGIS is that future Census-related maps will match exactly with KGIS boundaries, eliminating the need for “warping” of such things as Census Blocks and Tracts to fit with the more accurate KGIS data. (A significant effort was expended by KGIS and MPC as part of the 2000 census.) A copy of the proposed agreement is attached as a separate document. The Coordinating Committee unanimously approved. Policy Board Action Approve the Contract


Agreement 4 US Census Data

License Agreement 5 Future GIS Solution RFP


6

5. Future GIS Solution RFP Status Update 5. The distribution timeframe of the GIS Upgrade RFP is being delayed until December, to allow for further review and refinement of specifications, to make sure that all critical components are included. It should be noted that the RFP calls for solutions to all KGIS applications, and not just the “core” workflows themselves. KGIS will need to enlist the help of the KGIS user departments to make sure that the RFP is complete prior to its distribution. KGIS has formed an RFP evaluation committee to be made up of representatives from the KGIS Office, City, County, KUB and MPC.

Although tentative at this point, the following is an anticipated proposal solicitation and selection schedule:

Publish Request for Proposals (RFP) December 10, 2004 RFP Deadline February 10, 2005 Selection of Finalists March 4, 2005 Award May 13, 2005 Presentation to KGIS Policy Board June 30, 2005 KGIS Policy Board Approval July 7, 2005 Vendor(s) may begin work July 11, 2005

The latest draft version of the RFP and related documents can be found on the internal KGIS home page www.kgis.net , in the Long Range Planning section. The KGIS Policy Board has previously been briefed about future expected increases in KGIS’s budget back in the February 2004 as part of its approval for the User Inventory task. The resulting proposals from this RFP will help KGIS to further quantify the exact budgetary requirements. Policy Board Action None Required



Agreement 5 Future GIS Solution

RFP Status Update 6 Other Items 7 Next Meeting

http://www.kgis.net/

http://www.kgis.net/KGISPortal/KGISDefault.aspx?tabindex=12&tabid=90

7

6. Other Items 6.

A. Level II License Renewal Status / Map Sales LCUB, HallsDale Powell, First Utility and UT have all agreed to pay in full the increased license dues (total approx. $90,000) this year rather than extend payment over 3 years. Good news is that none of the Level II Licensees canceled their contracts even with the significant one-year increase. B. Donation of Maps to Knox County Schools KGIS plans to donate 1450+ hardcopy maps to the Knox County Schools Social Studies program to be used as a curriculum resource and teaching aid. These maps are a by-product of the County-wide re-map project. C. KGIS welcomes its newest employee: Mr. Jimmy Brink KGIS's newest employee, Mr. Jimmy Brink, comes to Knoxville with over 15 years of GIS experience as a programmer, having worked for such firms as Montgomery Water Works, Utility Automation 2000, Florence Utilities and Mevatec Corporation (all of them in Alabama). Jimmy received his BS in Geography from the Univ. of North Alabama. We wish Jimmy, his wife Susanne, and two children, a warm welcome to Knoxville. D. Demonstration of KGIS Web Site Integration Projects As the City, County and KUB grow their respective businesses onto the Internet, they are beginning to reap benefits from the shared KGIS investments that have already been made. Several integrated web sites have already been created by the Tri-Party organizations that allow end users to view map-related data without leaving the original website. By using the centralized KGIS database, integrated designs such as these help to reduce duplication of data and resources across our respective organizations. Examples Web Sites: City Survey Control Water Quality Forum KUB Outage Summary

Policy Board Action None Required





http://www.ci.knoxville.tn.us/engineering/civil/surveypoints2.asp

http://www.waterqualityforum.org/asp/watershed.asp

http://www2.kub.org/KUBWeb.nsf/outage?openframeset

8

7. Next Meeting 7.

The next tentatively scheduled meeting is January 13, 2005 at 8:30 a.m. in Room 549 of the City County Building.






DATA LICENSE AGREEMENT

License Number Anniversary Date User’s Name: TeleAtlas North America, Inc. (TANA) Contact Robert Brock Company Name: TeleAtlas North America, Inc. (TANA) Phone 1-800-331-7881 Address: 11 Lafayette Street ___x3063__________ Lebanon, NH, 03766 Email [email protected] PRODUCT DESCRIPTION: EXHIBIT A (PART I) PRODUCT FEE Road Centerlines & Attributes (ESRI Geodatabase) $40,640 Address Points & Attributes_(ESRI Geodatabase)_______ ______no charge____ Sign Inventory & Attributes_(ESRI Geodatabase)_______ ______no charge____ Traffic Counts & Attributes_(ESRI Geodatabase)______ _ ______no charge____ Annual Update Fee _______$3,125___ __ TOTAL $43,765_____ Payment Plan for License Fee (excluding Annual Update Fee) The license fee shall be payable over five years, in equal payments of $8,128 per year. KGIS will annually submit an invoice to TANA adjusted to this five year payment plan. If TANA terminates this agreement prior to the five years, then the entire remaining balance shall be due upon the termination date. Rate for Annual Update Option By paying the annual update fee, the licensee is entitled to updates to Licensed KGIS data at a frequency of no more than twelve (12) times per year. The amount of the annual fee is based upon both geographic coverage of Licensed data and KGIS’s current amount budgeted for Landbase map updates ($200,000). For the first five (5) years of this agreement, the annual fee will be set at $3,125 per year. Thereafter, the annual fee is subject to annual adjustment based upon changes in funds budgeted for updating. KGIS will annually submit an invoice to TANA for this update fee.

KGIS OFFICE USE: Termination Date: Prepared By: Keith Stump This data license agreement is subject to the terms and conditions on the reverse side hereof. In witness whereof, this license is executed on the date set

forth under the parties named. The anniversary date of the license shall be the later of the dates set forth below.

Knoxville/Knox County GIS (KGIS): Licensed User: Name: Keith G. Stump Name: Robert Brock Title: KGIS Director Title: Manager, Research / Acquisition Signature: Signature: Date: Date:

Knoxville/Knox County/KUB Geographic Information System, 606 Main Street, Suite 150 Main Place, Knoxville, TN 37902

White: KGIS File Copy; Canary: Finance Copy; Pink: User Copy 27Oct2004

EXHIBIT A (Part II)

Project Description, Further Restrictions on Use and/or Permitted Uses

License #

Project Name: TANA Database Improvement Project Description: update TANA database of centerline-related information Project Goals / Objectives: TANA is working to improve the content and accuracy of its nationwide street centerline database. As part of this effort, TANA is seeking geographic information in a variety of formats and media. Project Deliverables to KGIS: Complete updates of the TANA DynaMap Transportation and DynaMap Transportion Transaction products and database(s) at a frequency of at least twelve(12) times per year, on a regular monthly delivery cycle, and covering the geographic coverage area defined below. The DynaMap Traffic Counts product will also be provided with the same specs as mentioned above, but on at least a four (4) times per year quarterly delivery cycle. Geographic Coverage of Licensed KGIS Data: 16 counties in the East Tennessee Economic Development District, which includes: ANDERSON, BLOUNT, CAMPBELL, CLAIBORNE, COCKE, GRAINGER, HAMBLEN, JEFFERSON, KNOX, LOUDON, MONROE, MORGAN, ROANE, SCOTT, SEVIER, UNION. Further Restrictions on Use and/or Permitted Uses: Notwithstanding the provisions of the Agreement attached hereto, TANA may use, reproduce, reformat and copy the KGIS information and any update(s) on TANA’s, or an authorized TANA subcontractor’s, local network systems and free-standing workstations owned, leased, or operated by TANA for use by authorized users at TANA’s, or an authorized TANA subcontractor’s, principal place of business. TANA may use the KGIS information and any update(s) to update the street network and attributes of TANA’s nationwide proprietary database from which commercial data products are produced. Apart from the data incorporated into the TANA database, the KGIS information and any update(s) will not be resold or redistributed to third parties. The original information and any update(s) will be retained at TANA as a reference resource in the TANA map library for the duration of this agreement. Upon receipt of the KGIS update deliveries, TANA shall incorporate all valid changes as quickly as possible into its street centerline database, and shall make the associated product changes available to KGIS at no later than three (3) months from that initial time of receipt. TANA may NOT reproduce, reformat or sell any KGIS address-specific information without express written authorization and formal amendment to this agreement. The address specific information being provided to TANA, including the individual house #s, geographic coordinates and other site-specific attribution, shall only be used towards the stated objectives of this project as described above, specifically toward the improvement to the centerline datasets. Except for internal purposes, TANA shall in no form create, re-distribute or makes available a product revealing the address-specific information derived from the KGIS address datasets.

PRODUCT LICENSE AGREEMENT: TERMS AND CONDITIONS THIS AGREEMENT is a license and made and entered into by and between the Office of the Knoxville/Knox County/KUB GIS, a political subdivision of the State of Tennessee, having as its principal address for purposes of this agreement at Suite 150, 606 Main Street, Knoxville, Tennessee 37902 (hereinafter referred to as KGIS), and the client identified on the reverse (hereinafter referred to as “User”). WHEREAS, the City of Knoxville, Knox County and the Knoxville Utilities Board have jointly developed a Geographic Information System (hereinafter KGIS), which composed of hardware, operating systems, proprietary GIS software and databases (the copy of the database, or portions thereof, which are the subject of this Agreement, are more particularly described in Exhibit A, attached hereto and made a part hereof, and are referred to herein as the “Database”); and WHEREAS, User wishes to acquire a copy of the Database, or portions thereof, for its own, but restricted, use as defined elsewhere in this Agreement; and WHEREAS, the KGIS Policy Board is willing to make said copy or copies available to User, on the terms and conditions, and for the express purposes, herein stated and has delegated administrative authority for licensing such use to the KGIS Director; NOW THEREFORE, for and in consideration of the mutual consideration of the mutual covenants herein contained, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, each of the parties hereto, intending to be legally bound hereby, covenant and agree as follows: 1.0 Grant of License: License Term 1.1 KGIS grants User, subject to the provisions of this Agreement, a nontransferable, nonexclusive license to use the Database solely for internal use by User. 1.2 This Agreement does not constitute a sale of any title or interest in the Database. KGIS reserves all rights in the Database not expressly granted to User by this Agreement. 1.3 The Database will be prepared in a GIS data format that is based on the proprietary software licensed by KGIS and used in KGIS’s Geographic Information System. User represents and warrants that User has the right to receive the Database in that format, and further covenants and agrees to indemnify and hold KGIS harmless from any liability incurred by KGIS for any breach of this representation and warranty by User. 1.4 User agrees that the development and provision of the Database by KGIS is a service, and stipulates the Database is not public record, and User further covenants and agrees that the delivery of the Database to User falls outside the Tennessee Public Records Law, and that none of the provisions thereof shall govern this License Agreement. 1.5 User agrees that the Database is further protected and controlled by the Tennessee State Code 10-7-504, on the Confidentiality of Certain Records, especially related to the Terrorism Prevention and Response Act of 2002. 1.6 The term of this License shall continue for one (1) year from the date of this Agreement. The term may be extended for successive periods of not more than (1) year each, upon execution of a written amendment to this Agreement and payment by the User of the license fee provided for in paragraph 3.2. 2.0 Delivery 2.1 User is responsible for all shipping, insurance and related charges, and risk of loss or damage shall transfer from KGIS to User upon delivery by KGIS to User or to a common carrier for delivery to User. 2.2 KGIS shall in no event be liable for any damages or penalty for delay in delivery, or for failure to give notice of delay in delivery. 3.0 Payment by User 3.1 User shall pay an annual license fee for the use of the Database, as outlined in Exhibit A. The amount of the license fee shall be determined by KGIS and may be reduced or waived in lieu of affirmative duties for accounting, reporting, database verification and maintenance. 3.2 Payment of the license fee for the extension of the term shall be made upon the execution of the Amendment to this Agreement provided for in paragraph 1.6, above. 3.3 All payment due hereunder shall be made in immediately available funds. 4.0 Restrictions on Use 4.1 User shall not disclose, publish, sell, assign, lease, sublicense, market or transfer the Database or any portion thereof, except as authorized in Exhibit A. User shall not use the Database to operate a service bureau, nor shall the User engage in any processing of the Database for other persons or entities except as authorized in Exhibit A. User shall not use the Database in any manner or for any purpose not expressly authorized by this Agreement. 4.2 User shall not alter, augment, or remove any copyright notice contained in or on the Database. 4.3 User is authorized to make copies of the Database solely to the extent necessary for backup or archival purposes. 4.4 User shall adhere to any further restrictions, requirements, and/or permitted uses described in Exhibit A.

5.0 Data Quality 5.1 User acknowledges that the Database is complex and that it may contain some nonconformity’s, defects, or errors. KGIS does not warrant that the Database will meet the User’s needs or expectations, or that all nonconformity’s can or will be corrected. User accepts the Database “as is.” 6.0 Limitation of KGIS’s Liability: Indemnity 6.1 KGIS shall not be liable under any circumstances for any lost profits, lost savings, or any other consequential damage which may arise from any use of the Database. KGIS shall bear no liability if the Database does not meet any particular purpose for which User may use the Database, nor shall KGIS be liable under any circumstances for the installation of the Database or for any results obtained from its use. 6.2 User shall indemnify and hold harmless KGIS against all losses, damages, claims, expenses or attorney’s fees which may be sustained or asserted against KGIS arising from or connected with any breach by User of any provision of this Agreement. 7.0 User’s Duties upon Expiration or Termination 7.1 Immediately upon expiration or termination of the License granted by this Agreement, User shall delete from its computers, workstations, and other storage devices all copies, including hardcopies, of all or portions of the Database which are in its possession, custody, or control, excepting those portions that have been incorporated into User’s unique database. User shall also notify KGIS of the existence and identity of any custodian of any copy of any portion of the Database not in User’s possession, custody, or control, but obtained or derived directly or indirectly from User, excluding those portions that have been incorporated into User’s unique database, User shall certify to KGIS, in writing, that it has complied with the provisions of this paragraph 7.1 8.0 Remedies upon Breach 8.1 In the event User breaches any of the terms, conditions, covenants, or agreements contained in this Agreement, the License granted by this Agreement shall immediately cease and KGIS shall thereupon have the right to any and all legal or equitable remedies, including but not limited to injunctive relief or the right to require an accounting by User of any profits which User may have realized by its use of the Database in violation of this Agreement. Any and all such profits realized by User by its use of the Database in violation of this Agreement shall be forthwith paid to KGIS. 9.0 Miscellaneous 9.1 This Agreement, and attached Exhibit A, constitutes the complete and exclusive agreement between KGIS and the User relating to its subject matter. This Agreement supersedes all prior and contemporaneous representations, correspondence, proposals, or agreements relating to its subject matter, whether oral or written. 9.2 This Agreement may be modified only by a written amendment signed by both KGIS and User, and may not be altered or supplemented by course of dealing or trade usage. 9.3 Neither this Agreement nor any of the rights granted by it may be assigned or transferred by User. This restriction on assignments or transfers shall apply to assignments or transfers by operation of law, as well as by contract, merger, or consolidation. Any attempted assignment or transfer in derogation of this prohibition is void. 9.4 This Agreement shall be governed by the internal laws of the State of Tennessee. 9.5 The exclusive jurisdiction and venue for any lawsuit between the parties arising out of this Agreement shall be Knox County, Tennessee. 9.6 If any provision of this Agreement is determined to be invalid or unenforceable, the remaining provisions of this Agreement shall continue to be valid and enforceable. 9.7 User shall be responsible for payment of all taxes, fees, assessments, or levies on the items covered by this Agreement or arising out of or imposed by reason of the transactions contemplated by this Agreement. 9.8 Paragraphs 4, 5, 6, 7, and 8 of this Agreement shall survive the expiration or termination of this Agreement. 9.9 Subject to the provisions of paragraph 9.3, this Agreement shall be binding upon, and shall inure to the benefit of, the successors and assigns of KGIS and User. 9.10 User agrees that KGIS has the right to modify or discontinue the Database at any time whatsoever, without prior written notice to User. In the event the Database is modified or discontinued, KGIS shall have no obligation to modify, replace, or make any refund with respect to any copy of the Database previously delivered to User. 9.11 Any notice required to be made pursuant to this Agreement shall be delivered by first class certified mail, postage prepaid, return receipt requested, and addressed as follows: To KGIS: Attention: Director, Knoxville/Knox County/KUB GIS Suite 150 606 Main Street Knoxville, Tennessee 37902

KGIS Revised: 27-Oct-2004

DATA LICENSE AGREEMENT

License Number 642-20040512 Anniversary Date MAY12, 2004 User’s Name David Wiggins Contact David Wiggins Company U. S. Bureau of the Census Zip 28217-2935 901 Center Park Drive Suite 106 Phone 1-800--331-7360 Charlotte, NC Fax# 1-704-344-6169 PRODUCT DESCRIPTION: EXHIBIT A (PART I) PRODUCT FEE Parcels (full use value: $291,000) ______$ 0.00__ Addresses (incl. w Parcels)______________________ ____________0.00__ Street centerlines (incl. w Parcels) 0.00 Planimetric Building Footprints (full use value: $291,000) 0.00 Hydrography (incl. w Planimetric) 0.00 Railroads (incl. w Planimetric) _______ 0.00__ Boundaries (city and county boundaries) (full value: $200) 0.00__ Processing / Media Fees 360.00__ Sales Tax N/A TOTAL $360.00

KGIS OFFICE USE: Termination Date: Prepared By: Chris Halcomb This data license agreement is subject to the terms and conditions on the reverse side hereof. In witness whereof, this license is executed on the date set

forth under the parties named. The anniversary date of the license shall be the later of the dates set forth below.

Knoxville/Knox County GIS (KGIS): Licensed User: Name: Chris Halcomb Name: David Wiggins Title: GIS Analyst Title: Geographer Signature: Signature: Date: May 12, 2004 Date: May 12, 2004

Knoxville/Knox County/KUB Geographic Information System, 606 Main Street, Suite 150 Main Place, Knoxville, TN 37902

White: KGIS File Copy Canary: Finance Copy Pink: User Copy 15SEP03

Licensed Users Addendum

License # 642-20040512 Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________ Licensed User Name: Title: ______________________________ Signature: Date: ______________________________

EXHIBIT A (Part II)

Project Description and Further Restrictions on Use

License # 642-20040512 Project Name: TIGER FILE ENHANCEMENT Project Description: The U.S. Census Bureau has the authority to access the data pursuant to Title 13 U.S.C., Section 6, and will use the KGIS data to enhance TIGER files. Current TIGER data will be re-positioned to match with the geopositional accuracy of the KGIS data, and corrections/additions of features will be made in order to better match with KGIS information. The U.S. Census Bureau intends to use the data to enhance the Topologically Integrated Geographic Encoding and Referencing system (TIGER®) with all or portions of the data set. The U.S. Census Bureau is expressly authorized to enhance the TIGER® file with all or portions of the data set, and post the enhanced TIGER® file on the internet or re-sell the enhanced TIGER® file on a DVD. This clause is not intended to restrict the distribution of printed mapped information produced from the digital data. Project Goals / Objectives: The U.S. Census Bureau will evaluate the files and provide feedback of the evaluation to KGIS. The U.S. Census Bureau also will provide an updated TIGER/Line dataset once all changes have been incorporated. Project Deliverables to KGIS: Enhanced Tiger/Line Data set Geographic Coverage: Knox County See Map Attachment GIS Data Requirements: Street centerlines, Boundaries (city and county boundaries) Parcels, Address, Building Footprints, Hydrography, Railroads Further Restrictions on Use: The KGIS data is not to be used for any purposes other than for the MAF/TIGER enhancement program (MTAIP) unless so authorized by KGIS. In addition, it is KGIS's understanding that the following datasets will not be made available as part of a publicly-accessible database: 1) the specific address point data (including individual house numbers and geo-positional coordinates for those sites), 2) the property boundary data, and 3) building footprint data. The KGIS data is to be used solely for the benefits of the MAF/TIGER enhancement program.

PRODUCT LICENSE AGREEMENT: TERMS AND CONDITIONS THIS AGREEMENT is a license and made and entered into by and between the Office of the Knoxville/Knox County/KUB GIS, a political subdivision of the State of Tennessee, having as its principal address for purposes of this agreement at Suite 150, 606 Main Street, Knoxville, Tennessee 37902 (hereinafter referred to as KGIS), and the client identified on the reverse (hereinafter referred to as “User”). WHEREAS, the City of Knoxville, Knox County and the Knoxville Utilities Board have jointly developed a Geographic Information System (hereinafter KGIS), which composed of hardware, operating systems, proprietary GIS software and databases (the copy of the database, or portions thereof, which are the subject of this Agreement, are more particularly described in Exhibit A, attached hereto and made a part hereof, and are referred to herein as the “Database”); and WHEREAS, User wishes to acquire a copy of the Database, or portions thereof, for its own, but restricted, use as defined elsewhere in this Agreement; and WHEREAS, the KGIS Policy Board is willing to make said copy or copies available to User, on the terms and conditions, and for the express purposes, herein stated and has delegated administrative authority for licensing such use to the KGIS Director; NOW THEREFORE, for and in consideration of the mutual consideration of the mutual covenants herein contained, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, each of the parties hereto, intending to be legally bound hereby, covenant and agree as follows: 1.0 Grant of License: License Term 1.1 KGIS grants User, subject to the provisions of this Agreement, a nontransferable, nonexclusive license to use the Database solely for internal use by User. 1.2 This Agreement does not constitute a sale of any title or interest in the Database. KGIS reserves all rights in the Database not expressly granted to User by this Agreement. 1.3 The Database will be prepared in a GIS data format that is based on the proprietary software licensed by KGIS and used in KGIS’s Geographic Information System. User represents and warrants that User has the right to receive the Database in that format. 1.4 To the extent permitted by law, User agrees that the development and provision of the Database by KGIS is a service, and stipulates the Database is not public record, and User further covenants and agrees that the delivery of the Database to User falls outside the Tennessee Public Records Law, and that none of the provisions thereof shall govern this License Agreement. 1.5 To the extent permitted by law, User agrees that the Database is further protected and controlled by the Tennessee State Code 10-7-504, on the Confidentiality of Certain Records, especially related to the Terrorism Prevention and Response Act of 2002. 1.6 The term of this License shall continue for one (1) year from the date of this Agreement, or until the completion of the project described in Exhibit A, whichever occurs first. 2.0 Delivery 2.1 User is responsible for all shipping, insurance and related charges, and risk of loss or damage shall transfer from KGIS to User upon delivery by KGIS to User or to a common carrier for delivery to User. 2.2 KGIS shall in no event be liable for any damages or penalty for delay in delivery, or for failure to give notice of delay in delivery. 3.0 Payment by User 3.1 User shall pay an annual license fee for the use of the Database. The amount of the license fee shall be determined by KGIS, and may be reduced or waived in lieu of affirmative duties for accounting, reporting, database verification and maintenance. The initial license fee shall be paid prior to delivery of the Database to User. 3.2 All payment due hereunder shall be made in immediately available funds, subject to availability. 4.0 Restrictions on Use 4.1 User shall not use the Database in any manner or for any purpose not expressly authorized by this Agreement. 4.2 The Database may be used only with a single central processing unit at any one time. 4.3 User shall not alter, augment, or remove any copyright notice contained in or on the Database. 4.4 User is authorized to make a maximum of two (2) copies of the Database solely to the extent necessary for backup or archival purposes, provided no more than one (1) copy of the Database may be in use at any time. 4.5 User shall adhere to any further restrictions and requirements described in Exhibit A. 5.0 Data Quality 5.1 User acknowledges that the Database is complex and that it may contain some nonconformity’s, defects, or errors. KGIS does not warrant that the

Database will meet the User’s needs or expectations, or that all nonconformity’s can or will be corrected. User accepts the Database “as is.” 6.0 Limitation of KGIS’s Liability: Indemnity 6.1 KGIS shall not be liable under any circumstances for any lost profits, lost savings, or any other consequential damage which may arise from any use of the Database. KGIS shall bear no liability if the Database does not meet any particular purpose for which User may use the Database, nor shall KGIS be liable under any circumstances for the installation of the Database or for any results obtained from its use. 6.2 Unless permitted by Federal law, User may not indemnify and hold harmless KGIS against all losses, damages, claims, expenses or attorney’s fees which may be sustained or asserted against KGIS arising from or connected with any breach by User and User’s contractors of any provision of this Agreement. 7.0 Remedies upon Breach 7.1 To the extent permitted by Federal law, in the event User breaches any of the terms, conditions, covenants, or agreements contained in this Agreement, the License granted by this Agreement shall immediately cease and KGIS shall thereupon have the right to any and all legal or equitable remedies, including but not limited to injunctive relief or the right to require an accounting by User of any profits which User may have realized by its use of the Database in violation of this Agreement. Any and all such profits realized by User by its use of the Database in violation of this Agreement shall be forthwith paid to KGIS. 8.0 Miscellaneous 8.1 This Agreement, and attached Exhibit A, constitutes the complete and exclusive agreement between KGIS and the User relating to its subject matter. This Agreement supersedes all prior and contemporaneous representations, correspondence, proposals, or agreements relating to its subject matter, whether oral or written. 8.2 This Agreement may be modified only by a written amendment signed by both KGIS and User, and may not be altered or supplemented by course of dealing or trade usage. 8.3 Neither this Agreement nor any of the rights granted by it may be assigned or transferred by User. This restriction on assignments or transfers shall apply to assignments or transfers by operation of law, as well as by contract, merger, or consolidation. Any attempted assignment or transfer in derogation of this prohibition is void. 8.4 This Agreement shall be governed the Federal laws of the United States and, as applicable, internal laws of the State of Tennessee. 8.5. If any provision of this Agreement is determined to be invalid or unenforceable, the remaining provisions of this Agreement shall continue to be valid and enforceable. 8.6 To the extent permitted by Federal law, User shall be responsible for payment of all taxes, fees, assessments, or levies on the items covered by this Agreement or arising out of or imposed by reason of the transactions contemplated by this Agreement. 8.7 Paragraphs 4, 5, 6, and 7, of this Agreement shall survive the expiration or termination of this Agreement. 8.8 Subject to the provisions of paragraph 8.3, this Agreement shall be binding upon, and shall inure to the benefit of, the successors and assigns of KGIS and User. 8.9 User agrees that KGIS has the right to modify or discontinue the Database at any time whatsoever, without prior written notice to User. In the event the Database is modified or discontinued, KGIS shall have no obligation to modify, replace, or make any refund with respect to any copy of the Database previously delivered to User. 8.10 Any notice required to be made pursuant to this Agreement shall be delivered by first class certified mail, postage prepaid, return receipt requested, and addressed as follows: To KGIS: Attention: Director, Knoxville/Knox County/KUB GIS Suite 150 606 Main Street Knoxville, Tennessee 37902

KGIS Revised 6-Aug-2004

REVE UE

4't5240432111432112432113432114432't21432122432123432131432132432'133441101441400441500441710

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KGIS Policy Board

GPS Base Station Contract Approval

December 13, 2004

Contract between Earl Dudley & Associates and KGIS KGIS is seeking approval for a contract with Earl Dudley & Associates of Nashville, for the purchase and installation of a survey- and map-grade GPS (Global Positioning) System. This contract is being initiated on behalf of the Knox County Engineering & Public Works department, which has also obligated itself towards the full financial responsibility of this project (see attached “Internal Agreement” between Knox County and KGIS). By contracting with KGIS rather than the County itself, this allows for the potential additional use of the base station by City and KUB personnel. The Knox County Law Department has approved of the contract and the accompanying internal agreement. POLICY BOARD ACTION Approve the Contract and related Internal Agreement Attachments: KGIS Knox County Internal GPS Agreement

KGIS Earl Dudley Contract

INTERNAL AGREEMENT

LEICA GPS System

Technical & Contractual Representatives

Knox County KGIS Technical: Chris Granju Technical: Chad Scheidecker Contractual: Bruce Wuethrich Contractual: Keith G. Stump

Agreement

It is the Intent of Knox County to initially fund a project providing GPS capabilities to the KGIS system and its collaborative users. Funding for the project comes from dedicated Stormwater Management FY05 capital plan funds for the Knox County Department of Engineering and Public Works to be used for the one-time procurement of equipment to meet FEMA and EPA Storm water regulations. It has been agreed upon that KGIS will act as technical support for the GPS Base Station, its networking, and will ensure that data collected by Knox County and any future users becomes available on the KGIS system for all users to share. A. Financial Responsibilities Knox County assumes full financial responsibility for the contract between Earl Dudley Associates (EDA) and KGIS for the entire term of the contract. KGIS will be responsible for all technical related issues. In the case of contract termination, Knox County will retain all hardware, software, and firmware related to the GPS base station. KGIS will remain a "pass-thru" for predetermined funds distributed in support of this system. If the total amount of these funds produce a budgetary constraint within the KGIS organization, the remaining funds will be paid by Knox County at the time of invoice. B. Incorporation of New Users to the GPS system KGIS will not generate any provisions or guidelines for the GPS system in regards to new users. The addition of new users to the system will be granted under terms and conditions determined by Knox County in the form of cost sharing among subscriber entities. Recognizing the potential for future participation by KGIS users other than Knox County in the use or financing of this GPS base station, amendments to this internal agreement shall be allowed, but only upon the formal written authorization of both KGIS and Knox County and other future subscribers.

Knox County KGIS Signature: Signature: Print: Print: Title: Title: Date: Date:

1

Donna Chamberlain

From: Keith G. StumpSent: Thursday, December 16, 2004 11:38 AMTo: Donna ChamberlainSubject: FW: KGIS Board Approves GPS Contract

-----Original Message----- From: Keith G. Stump Sent: Thursday, December 16, 2004 11:37 AM To: 'Mintha Roach ([email protected])'; 'Bill Haslam ([email protected])'; 'Janet McGaha ([email protected])'; 'Mike Ragsdale ([email protected])'; 'Margie Loyd'; 'Karen Beal' Cc: 'Steve King ([email protected])'; 'Bruce Wuethrich ([email protected])'; Chris Granju; 'Dick Moran ([email protected])'; 'Gretchen Beal ([email protected])'; 'Janet Wright ([email protected])'; 'Jim York ([email protected])'; 'John Troyer ([email protected])'; 'John Werner ([email protected])'; 'Jon Gustin ([email protected])'; 'Paul Randolph ([email protected])'; Keith G. Stump Subject: KGIS Board Approves GPS Contract Dear Policy Board Members: The GPS contract and accompanying agreement have been unanimously approved. Best Regards, Keith Stump --------------------------------------------- -----Original Message----- From: Mike Ragsdale [mailto:[email protected]] Sent: Wednesday, December 15, 2004 1:27 PM To: [email protected]; [email protected]; Keith G. Stump Cc: [email protected]; [email protected] Subject: Formal Vote For KGIS Board Members Dec. 15, 2004 Fellow KGIS Policy Board Members:

2

Keith Stump and I have met and approved the specific arrangements concerning the GPS contract between KGIS and Earl Dudley & Associates as well as the internal agreement between KGIS and Knox County. I know Keith has visited with each of you to brief you on the issue and that we have a general consensus to move forward. As Policy Board chair, I request that this item be formally addressed by the Board members without adding any more meetings to our already hectic schedules. Please register your vote on this item by submitting an email to Keith Stump for the official record at <mailto:[email protected]> [email protected] . Thanks and Best Regards, Mike To examine the documents referenced you can click on the links below to connect to the KGIS server where they are located. <http://www.kgis.net/landbase/Misc_Docs/KGIS_EDA_Contract.pdf> <http://www.kgis.net/landbase/Misc_Docs/KGIS_KnoxCounty_Internal_Agreement.pdf>

AGENDA


Thursday, April 14th, 2005

8:30 A.M.

KGIS Conference Room (606 Main Street, Suite 150)

1. Call to Order / Change of Chairperson (V) 2. Approval of Minutes (V)

3. Final Audited FY 2004 Financial Report

4. GIS Upgrade Proposal Evaluation Status

5. Long-Range Plans / Forecasts

6. Proposed FY 2005-06 Budget (V)

7. Other Items

8. Next Meeting


2

1. Call to Order / Change of Chairperson 1. (V) Under rules adopted by the Policy Board, the Chairperson of the Board rotates on an annual basis. The order of the rotation is KUB-City-County; therefore, for the calendar year 2005 the chair rotates to KUB and Mintha Roach.

Policy Board Action Approve appointment of Mintha Roach as 2005 Policy Board Chairperson.

Agenda 1 Call to Order / Change

of Chairperson 2 Approval of Minutes 3 Final Audited 2004 Financial

Report 4 GIS Upgrade Proposal

Evaluation Status 5 Long-Range Plans /

Forecasts 6 Proposed FY 2005-06

Budget 7 Other Items 8 Next Meeting

3

2. Approval of Minutes 2. (V) See Attachment of November 8, 2004 Policy Board Minutes Policy Board Action Approve the Minutes

Agenda 1 Call to Order / Change of

Chairperson 2 Approval of Minutes 3 Final Audited FY 2004

Financial Report 4 GIS Upgrade Proposal




KGIS Policy Board Meeting Monday, November 8, 2004

Room 549 City/County Building Members Attending: Mike Ragsdale, Knox County Mayor; Mintha Roach, CEO/President KUB; David Hill, City of Knoxville (representing Mayor Bill Haslam) Others Attending: Keith Stump, KGIS Director; Janet Wright, City Information Services; Paul Randolph, KUB: John Troyer, Knox County Finance; Bruce Wuethrich, Engineering & Public Works; Jon Gustin, Information Technology; Steve King, City Engineering

I. Call to Order / Approval of Minutes – Mayor Ragsdale called the meeting to order and asked for an approval of the minutes from July 15 Policy Board meeting. Ms. Mintha Roach made a motion to approve the minutes as written and this was seconded by Mayor Ragsdale. The minutes were approved.

II. Quarterly Budget Review – John Troyer, Knox County Finance, presented a

summary of the first quarter financial report stating that KGIS is on tract at this time. Mr. Troyer also stated that the final audit report from 2004 has not been completed but at this time but all figures show that KGIS worked within the budget allotted.

III. TeleAtlas Data Sharing Agreement – KGIS is seeking to sign an agreement

with TeleAtlas that will be renewable in one-year increments. This agreement would allow TeleAtlas to receive monthly updates of road, address, sign inventory, and traffic count data from KGIS. In return, KGIS will receive regular updates from TeleAtlas of their routable road database for the entire 16 East Tennessee Development Districts. Mr. Dave Hill made a motion to approve the license agreement with TeleAtlas and this was seconded by Ms. Mintha Roach. The Policy Board approved the license agreement.

IV. US Census Data License Agreement – KGIS is seeking to sign an agreement

contingent upon the TeleAtlas agreement being signed. The agreement with the US Census would provide the Census Bureau with an up-to-date Road Centerline, Street Name, and Address database for free. In return the US Census will update their Public-Domain road database to match with KGIS Data. Ms. Mintha Roach made a motion to approve the license agreement with US Census and this was seconded by Mr. Dave Hill. The Policy Board approved the license agreement.

V. Future GIS Solution RPF Status Update – On December 10, KGIS is

planning on releasing the RFP for the system wide upgrade. An upgrade has not been done for 10 years so this is a major upgrade to undergo. The Policy

KGIS Policy Board Meeting Monday, November 8, 2004

2

Board was presented with the expected increases to the budget in February 2004 due to this upgrade. Depending on the cost of this project the funds may have to be financed. When the proposals have been received, three representatives each from the Tri-Party will meet with the KGIS staff to review the proposals and chose the best one to present to the Policy Board. Ms. Mintha Roach stated that she wanted to make sure that the company chosen was one that would produce value to each system. The Policy Board will make the final decision as to which company, what platform, and whether or not it is feasible to move forward with the upgrade. The latest draft version of the RFP and related documents can be found on the internal KGIS home page www.kgis.net, in the Long Range Planning section.

VI. Other Items –

a. Level II License Renewal Status / Map Sales – All but one of the

Level II licensee have agreed to pay in full the increased amount this year rather than extend it across a three year payment.

b. Donation of maps to Knox County Schools – KGIS is going to donate approximately 1450 hardcopy maps to the Knox County School system to be used as a curriculum resource and teaching aid for the middle school classrooms.

c. KGIS welcomes its newest employee: Mr. Jimmy Brink – Jimmy comes to KGIS with extensive GIS experience as a programmer.

d. Demonstration of KGIS Website Integration Projects – a demonstration could not be completed due to internet access in the conference room not being available. Mr. Stump provided the Policy Board members with a handout of three different websites that use the KGIS database without leaving their own web pages. The integrated designs such as these help reduce duplication of data and resources across the respective organizations.

VII. Next Meeting – The next Policy Board meeting is tentative scheduled for

January 13, 2005 at 8:30 in room 549 of the City/County Building. Mayor Ragsdale asked if there were no other items to be discussed that a motion be made to adjourn the meeting. Ms. Mintha Roach made a motion that the meeting be adjourned and it was seconded by Mr. Dave Hill.

4

3. Final Audited FY 2004 Financial Report 3. Review / comment on Final Year End financial report. Policy Board Action None Required







5

4. GIS Upgrade Proposal Evaluation Status 4.

Discuss the proposal evaluation progress and timeline for RFP-related events.

• Preliminary Assessment and Vendor-provided Cost Estimates (Summer 2002) • KGIS-wide Inventory Project (Summer 2004) • RFP Issued (Dec. 10, 2004) • Pre-Proposal Meeting (Jan. 4, 2005)

o 32 vendors represented • Proposal Deadline (Feb. 17, 2005)

o 7 proposals received • Two Finalists Selected (Mar. 4, 2005)

o Est. 5-Yr KGIS costs (max): KGIS: $2.3 million o Est. 5-Yr Additional City, County, KUB and MPC Combined costs (max): $2.2 million

• Adjusted Proposal Deadline (April 11th, 2005) • Finalists’ Presentations (April 18th – 22nd, 2005) • Expected Award (May / June 2005) Proposal Finalists CH2MHill Partners: ESRI, Miner & Miner, Mesa, Univ. of Tenn., Avineon Plangraphics Partners: Michael Baker, Jr. Inc., Intergraph, Oracle

Est. 5-Yr KGIS costs (max): $2.3 million Est. 5-Yr Additional City, County, KUB and MPC Combined costs (max): $2.2 million

Evaluation Team Members: City: Brent Johnson, Steve King, Janet Wright; County: Vickie Dalton, Chris Granju, Jon Gustin; KUB: Kevin Cunningham, Drew Lancaster, Mark Rauhuff; MPC: Tim Kuhn; KGIS: John Edwards, Bryan Lynn, Conn McAnally, Keith Stump Purchasing Rep: Dale Dubose Finance Rep: John Troyer (Knox County)








6

5. Long-Range Plans / Forecasts 5.

KGIS has updated its long-range plans and capital improvement estimates to reflect current fund status and latest projections. More detailed long-range graphs and projections are included in the attachments.

Significant KGIS Projects Currently Underway and Planned for FY 2006

• Comprehensive GIS Upgrade

In response to its formal solicitation for proposals, KGIS will undergo the initial phase of its necessary GIS upgrade / replacement. The upgrade will ensure the following benefits:

- Moves KGIS from a software platform that is no longer supported to one that is fully supported

- Provides capabilities for increased integration with other enterprise systems that exist within the City, County and KUB (e.g. City’s 311, KUB’s Customer Information, and County’s Mass Appraisal)

- Re-engineers our present GIS-related workflows to reduce errors, duplication and inefficiencies

- Eliminates the “splintering effect” of users choosing GIS solutions other than KGIS’s presently outdated one

- Improves KGIS’s communication with subcontractors and external licensees who are using the latest GIS software

• Other Projects

Pictometry: The Emergency Management Agency is in the process of purchasing aerial ortho and oblique photography viewing product from Pictometry, Inc. This product consists of both data and software that works in consortium with GIS data, and can be installed onto KGIS’s existing website for viewing by all KGIS users. KGIS staff will assist EMA with the management of this project.

TeleAtlas: As part of the recently signed KGIS / TeleAtlas data sharing agreement, KGIS will incorporate their routable road data into our existing datasets. The agreement provides KGIS with monthly updates of the road network for the entire State of Tennessee.

Agenda 1 Call to Order / Chair 2 Approval of Minutes 3 Final Audited FY 2004





7

Long-Term Timeline and Milestones Software / Application Upgrade implementation is scheduled to take place during the next three years. APPLICATION / SOFTWARE MIGRATION Summer 2005 – Award Migration and Negotiate Migration Contract Spring 2006 – Begin Pilot Migration Winter 2006 – Begin Core Migration / KUB Pilot Migration Winter 2007 – Begin KUB Full Migration Spring 2008 – Complete Core App Migration Winter 2008 – Complete KUB Migration Summer 2009 – Complete non-Core Migration tasks The Landbase Update Cycle will be delayed until FY 2007 (originally scheduled for FY 2006) in order to better allocate funding towards the software upgrade tasks. LANDBASE (Aerial Update) Re-map Spring 2005 – Data Delivery completed Interim Product Spring 2005 or Spring 2006 – County-wide Color OrthoPhotography as part of Pictometry product Update Cycles Spring 2007 – Refly Entire County for Color OrthoPhotography Only Spring 2008 – No flight; but update ¼ of County based upon Spring 2007 photography Spring 2009 – No flight; but update ¼ of County based upon Spring 2007 photography Spring 2010 – Refly Entire County for Color OrthoPhotography Only Spring 2011 – No flight; but update ¼ of County based upon Spring 2010 photography Spring 2012 – No flight; but update ¼ of County based upon Spring 2010 photography

2003 2006 2009 2012 2015 2018 2020

Software / Application Upgrade

Software / Application Upgrade

8

Long-Term Revenue and Reserve Fund Forecasts

KGIS’s long-range budgetary forecast figures have been updated to reflect latest estimates for Equipment and Aerial-related expenditures over the next several years. Based upon the recently submitted costs proposals, the KGIS Office’s share of the total GIS Upgrade project’s cost has been adjusted to $2.2 million. As a result, long-range budget forecasts have been adjusted upwards for all three Tri-Party members and KGIS’s reserve funds are projected to be at their lowest level ever over the three years.

Projected Long Range KGIS Revenues

City County KUB Other Total

2002 $264,510 $326,385 $302,810 $265,346 $1,159,0512003 $264,510 $326,385 $302,810 $142,000 $1,035,7052004 $252,738 $324,227 $287,661 $137,719 $1,002,3452005 $274,461 $360,447 $318,695 $164,000 $1,117,603

2006 $375,790 $468,073 $431,499 $142,000 $1,417,3622007 $486,679 $581,277 $543,174 $172,000 $1,783,1312008 $493,040 $600,595 $560,029 $189,000 $1,842,6652009 $390,106 $499,163 $457,605 $189,000 $1,535,8742010 $377,384 $487,988 $445,408 $189,000 $1,499,7812011 $384,881 $497,078 $453,446 $178,000 $1,513,4042012 $402,102 $527,440 $481,224 $178,000 $1,588,766

A graphical view of the Projected Costs to each of Tri-Party members, along with long-range reserve fund forecasts, is presented below.

050,000

100,000150,000200,000250,000300,000350,000400,000450,000500,000

$

Year

City Projected Costs

Equipment Project 20,000 20,000 16,667 30,000 120,000220,000210,000100,000 80,000 80,000 80,000

Aerial Project 38,000 38,000 38,000 26,000 38,000 38,000 47,500 47,500 47,500 47,500 57,000

Operations 206,510206,510198,071218,461217,790228,679235,540242,606249,884257,381265,102

2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012

9

0

100,000

200,000

300,000

400,000

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700,000

$

Year

County Projected Costs

Equipment Project 20,000 20,000 16,666 30,000 120,000 220,000 210,000 100,000 80,000 80,000 80,000

Aerial Project 84,000 84,000 84,000 72,000 84,000 84,000 105,000 105,000 105,000 105,000 126,000

Operations 222,385 222,385 223,561 258,447 264,073 277,277 285,595 294,163 302,988 312,078 321,440

2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012

0

100,000

200,000

300,000

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$

Year

KUB Projected Costs

Equipment Project 20,000 20,000 16,667 30,000 120,000 220,000 210,000 100,000 80,000 80,000 80,000

Aerial Project 78,000 78,000 78,000 66,000 78,000 78,000 97,500 97,500 97,500 97,500 117,000

Operations 204,810 204,810 192,994 222,695 233,499 245,174 252,529 260,105 267,908 275,946 284,224

2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012

10

Reserve Funds

History and Long-Range Projection Charts

KGIS Equipment ReservesHistory and Projections Chart

$0

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

$700,000

$800,000

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$1,000,000

$1,100,000

1989

1990

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1997

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2001

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2003

2004

2005

2006

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2008

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2010

2011

2012

EquipContributions

EquipExpenses

Equip Balance

KGIS Aerial ReservesHistory and Projections Chart

$0

$100,000

$200,000

$300,000

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$500,000

$600,000

$700,000

1989

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AerialContributions

AerialExpenses

Aerial Balance

Includes Software Upgrade and Migration Costs

11

Long-Term Capital / Equipment / Aerial Expenditures

FY 2006:

2006 Data Migration (Planning & Design) Migration 7/1/05 $560,0002006 Server Upgrade Hardware 7/1/05 $8,0002006 Migration Server Hardware 9/1/05 $19,0002006 Tape Library Upgrade Hardware 10/1/05 $7,3002006 Firewall Upgrades Hardware 11/1/05 $10,0002006 Server Backup Software Upgrades (BrightStore) Software 2/5/06 $8,000

FY 2007:

2007 Data Migration (Core Apps) Migration 7/1/06 $900,0002007 Intranet Server Replacement Hardware 7/1/06 $15,0002007 Internet Web Server Replacement Hardware 7/6/06 $15,0002007 Migration Related Hardware Software 8/15/06 $40,0002007 Misc Software Software 11/1/06 $15,0002007 INTRAnet Standby Server Hardware 1/30/07 $5,0002007 County-wide Flight and AT and Orthos Landbase 2/1/07 $270,0002007 App Dev and Consulting Services Services 2/2/07 $30,0002007 Pictometry Ortho and Photo Product 1 Yr Renewal Landbase 4/1/07 $12,000

FY 2008:

2008 1Q Update / No Flight Landbase 7/1/07 $150,0002008 Data Migration (Non-Core Apps) Migration 7/1/07 $650,0002008 Firewall Upgrade to Appliance Hardware 7/1/07 $30,0002008 Misc Software Software 11/1/2007 $30,0002008 App Dev and Consulting Services Services 2/2/2008 $20,0002008 Old Production Server (Enhancement) Hardware 3/1/08 $20,0002008 Pictometry Ortho and Photo Recapture Landbase 4/1/2008 $60,000

FY 2009:

2009 2Q Update / No Flight Landbase 7/1/08 $150,0002009 Data Migration Final Tasks Migration 7/1/2008 $100,0002009 Web Standby Server Hardware 7/6/08 $6,0002009 Misc Software Software 11/1/2008 $30,0002009 App Dev and Consulting Services Services 2/2/2009 $50,0002009 Pictometry Ortho and Photo Recapture Year 2 Landbase 4/1/2009 $60,0002009 High Speed Map Plotter Hardware 5/1/2009 $10,000

FY 2010:

2010 Misc Software Software 11/1/2009 $30,0002010 App Dev and Consulting Services Services 2/2/2010 $40,0002010 County-wide Flight and AT and Orthos Landbase 3/1/2010 $270,0002010 Pictometry Ortho and Photo Product 1 Yr Renewal Landbase 4/1/10 $12,0002010 Data Center Switch Replacement Hardware 5/4/10 $10,000

FY 2011:

12

2011 3Q Update / No Flight Landbase 7/1/10 $150,0002011 Intranet Server Replacement Hardware 7/1/2010 $17,0002011 Internet Web Server Replacement Hardware 7/6/10 $16,0002011 Misc Software Software 11/1/2010 $30,0002011 INTRAnet Standby Replacement Hardware 1/30/2011 $5,0002011 App Dev and Consulting Services Services 2/2/2011 $30,0002011 Pictometry Ortho and Photo Recapture Landbase 4/1/2011 $60,000

FY 2012: 2012 4Q Update / No Flight Landbase 7/1/11 $150,0002012 Firewall Upgrades Hardware 7/1/2011 $10,0002012 Misc Software Software 11/1/2011 $40,0002012 App Dev and Consulting Services Services 2/2/2012 $30,0002012 Production Server Replacement Hardware 3/1/2012 $60,0002012 Pictometry Ortho and Photo Recapture Year 2 Landbase 4/1/2012 $60,000

13

6. Proposed KGIS Fiscal Year 2005-2006 Budget 6. (V) Discuss the proposed KGIS budget for the upcoming fiscal year. KGIS is proposing a 28% increase in its annual budget. Detailed Budget documentation is included in the accompanying Excel Spreadsheet attachment: FY2006BudgetSummary.xls The net result for the Tri-Party Members is: City: $ 101,329 increase (vs. last year’s budget) County: $ 107,626 increase (vs. last year’s budget) KUB: $ 112,804 increase (vs. last year’s budget) ____________________________________________________________________________

City County KUB MPC External Total

FY 2005 - 2006 $375,790 $468,073 $431,499 $2,000 $70,000 $1,347,362 (vs. FY 2004 - 2005) $274,461 $360,447 $318,695 $2,000 $92,000 $1,047,603 (vs. FY 2003 - 2004) $252,553 $324,316 $287,757 $2,000 $65,719 $932,345 (vs. FY 2002 - 2003) $264,510 $326,385 $302,810 $2,000 $40,000 $935,705 (vs. FY 2001 - 2002) $264,833 $327,192 $304,230 $2,000 $40,000 $938,255 (vs. FY 2000 - 2001) $247,539 $322,140 $288,232 $2,000 $30,000 $889,911 (vs. FY 1999 - 2000) $243,289 $314,862 $300,414 $2,000 $7,871 $868,436 (vs. FY 1998 - 1999) $226,871 $300,820 $283,006 $2,000 $34,494 $847,191

FY 2006 increase from FY 2005 $101,329 $107,626 $112,804 $0 -$22,000 $299,759FY 2006 % increase from FY 2005 26.96% 22.99% 26.14% 0.00% -31.43% 28.61%

KGIS FY 2006 Estimated Costs DistributionCosts Distribution Sheet

Agenda 1 Call to Order / Chair 2 Approval of Minutes 3 Final Audited FY 2004





KGIS FY 2006 Budget Summary Sheet

Budgeted Operating Expenditures Revenues for the Year

City County MPC KUB Outside Reserves Total

Salaries $465,201.32 Operating incl. Deprec. $337,790 $384,073 $2,000 $353,499 $70,000 $1,147,362

Fringe Benefits $108,970.30 Capital Outlay $628,300 $628,300

Travel and Training $18,962.50 Aerial Photography $38,000 $84,000 $0 $78,000 $0 $0 $200,000

Operating Expenses $55,620.00 Total Revenues $375,790 $468,073 $2,000 $431,499 $70,000 $1,347,362 $1,975,662

Contract Services $20,750.00

Office Space $60,561.38

Maintenance $57,297.00

Capital Reserve Expenditures $628,300.00 June 30, 2004 FY 2005 FY 2005 June 30, 2005 FY 2006 FY 2006 June 30, 2006

Aerial Photography $200,000.00 Reserve Funds Balance Expenditures Contributions Balance Expenditures Contributions Projected Balance (1) (2) (3) (4)

Depreciation $360,000.00 Aerial Photography $257,272 $247,480 $252,433 $262,225 $300,000 $200,000 $162,225

Equipment Reserve $509,182 $81,875 $108,300 $535,607 $628,300 $676,000 $583,307 Total Budget $1,975,662.50 (including estimated Depreciation)

Total Reserve Funds $766,454 $797,832 $745,532

$1,347,362.50

Notes

1 Aerial Contributions include additional $52,433 Level II License revenue; Equip Reserve Contributions include projected ids revenue of $18,300 2 Balances do not include Interest to be credited July 1, 2005 3 Aerial Expenditures include transfer of $300,000 to Equipment Reserve for previous year borrowing for ReMap Project 4 Equip Reserve Contributions include projected ids revenue re-investment and Aerial transfer of funds

14

Reserve Funds

Revenues (with Depreciation)

15

Major items related to the proposed Budget are as follows:

• Equipment Reserve Fund increases. 90% of the proposed increase is to support comprehensive GIS software replacement project over the next three years. (Estimated KGIS costs: $2.2 million)

• Operating Budget increase of 3.9% - Salary / Fringe Benefits: 3% Cost of Living; 2.5% Merit - Cyclical replacement of three workstations now included in Operating - Office Space rental increase of 3.4% - Additional plotting / backup media supplies • Aerial Update Cycle delayed one year to FY 2007 - Interim Orthophoto product provided through EMA’s Oblique-/Ortho-photo procurement • Withholding of Excess Map Sales Revenue - KGIS will withhold all map sales revenues in excess of the budgeted amount until end of

Fiscal Year, for potential Policy Board allocation to Equipment Reserve Fund. Policy Board Action Approve KGIS Budget

16

7. Other Items 7.

• EMA has solicited for Oblique-/Ortho- Photography GIS viewing product, which can be utilized by all KGIS partners

• KGIS finalizes TeleAtlas (GDT) Road Data Sharing Agreement (KGIS to receive $56,000 and use of State-wide routable road data over 5-year period)

• Landbase Re-Map project scheduled to finish in April 2005

• County-Funded GPS System is operational

• Only one more scheduled iteration of IDS Software product

Agenda 1 Call to Order / Chair 2 Approval of Minutes 3 Final Audited 2004 Financial





17

8. Next Meeting 8. The next tentatively scheduled meeting is July 14, 2005 at 8:30 a.m. in Room 549 of the City County Building. Policy Board Action None Required

Agenda 1 Call to Order / Chair 2 Approval of Minutes 3 Final Audited 2004 Financial





l(nqvl€ l,rtlitb Eoard

March 18, 2005

Mr. Keith StumpPolicy BoardIGoxvillg Knox County, KUBGeographic Information SvstemSuite Ll-03. City-County

-Buildinl

400 West Main AvenueKnoxvif f e, Tenness€e 37902-2405

Dear Keith:

I have asked -Mr Bill R. Elmore to repres€nt KUB at the KGIS Board me€tingon Ap.il 14, 2005.-He has my permission to vote on my behalfon any matters-that come before the Board.

Sincerely,

/QLrta-Mintha E. RoachPresident and CEO

c: Bill Elmore, Sr. Vice president ad COO, KUB

El.c i r lchv . W.t . r . W.srew.t€rP.O Box 59017 t Knorilta,.fN 37960-9017

O F F I C E O F C O U N T Y E X E C U T I V E , M I K E R A G S D A L E

4 0 0 M a i n s r r e e r , 5 u i l e 6 1 5 , K n o x v i l l e T N 3 7 9 0 2

April I l , 2005

Dear Menrbers ofthe Board:

I hcreby designate Richard Moran to sit in my place at the KGIS Board meeting,Thursday, April 14, 2005. Said designee shall have the powers, including the power tovote, as are otherwise confened upon me as County Mayor, whcn serving on such board.

Sincerely,

4*?r*q/Mike RagsdaleKnox County Mayor

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KGIS FY 2006 Estimrted Cosis DistributionCosts Distribution Sheet

city cornry KUB MPC

FY 2005 - 2006(vs. FY 2004 - 2005)(vs. FY 2003 - 2004)(vs. FY 2002 - 2003)(vs. FY 2001 - 2002)(vs. FY 2000 - 2001)(vs. FY 1999 - 2000)(vs. FY 1998 - 1999)

FY 2006 increrse from FY 2005FY 2006 % increase from FY 2005

7!n $431s274,461$252,553$264,5r0$24,813$241,539$243,289s226,871

$160,447$324,3r6$326,385$321,192s322,t40$314.862$300,820

$318,695$281,151$302,810$304,230$288,212$300.414$283,006

$2,000$2,000$2,000$2,000$2,000$2,000$2,000$2,000

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$?opoo$92,000$65,719$40,000$40,000$30,000$7,8?l

s34,494

-$22,000-31.430/0

Total

$t,347,362$1,047,603

s932,345$935,705

$889,911$868,436$847,191

$299,75928.6t%

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$0.00$350.00$400.00$800.00

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$20,750.00

Contract Services

TOTAL

Page I

Caqital Expgnsss

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Migration SeryerTape Library Replacement

Softrrrc

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Se.vicei

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s44,300.00

$8.000.00

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ids C DRom product (pass-thru) $ I 6,000.00 fi nal of 4 scheduled deliverie!

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Initial Scope Definition. Sonware. and Pilot Implementarion Serviq $560.000.00

Totrl $628,300.00

Office Space

Annual Leasc $60,561.38 CPI Estimate 3.4070 previous years 58570

Knox County Map Sheet! 1505Knoxville Map Sheets 692KUB Map Sheets l39l

Total 3588OLD

Percentage Knox County 0.41945 0.42 0.42Pcrccntagc Knoxvil le 0.19281 0.19 0.19Percentage KUB 0.38768 0.39 0.39

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Clty County KUB Other Total

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11,117,42tr,783,131$1,842,E65$1,535,674s1,499,781$1,513,/m4s1,588,7E6

v30no05

The Board ofDirectorsCeoglaphic Infonnation SYslemsKnoxville. Tennessee

Dear Members:

We have audited the financialstatements ofCeographic lnforrnation Systems (lhe "S)stem') for lhe year ended June 30.

2004, and have tssued our report thereon dated Decembef 17,2004. As required by audilinS standards generally

accepted in the United Srates ofAmerica (GAAS), we are providing you wlth the informalion shown below relative to

the conduct ofour audit. Such information is intended for the use ofthe Board ofDirectors and managemenland should

not be used for any other PurPose

As required by prolessional standards, we plan to discuss with you our rudgmenl as to the quallty ofthe accounling

principles used and underlying estimates made by management in the financial sEtements

OUR RESPONSIBILITY UNDER CAAS

Our responsibility under GAAS is to express an opinion on the financial stalemenls ofthe System based on ouraudit. In

carrying out this responsibitity, we assessed lhe riskthat the financial sotements mayconBin a matenal misstatement

either intenllonal or unintentional, and design€d and conducted ouraudit to provide reasonable, not absolule, assurance

ofdetecting misstatements that are mate.ial to the financial statements. In addition, we considered the intemal control

stnrcture oi the Syslem to gain a basic understanding of the accounting system in order to design an effeclive and

efficient audit approach, not for ihe purPose ofproviding assurance on the inlemal control structure

As pan ofobtalning reasonable assurance about whether the System s basic financial statements are free ofmaterial

nusitatement, we performed tests ofits compliance with certain provisions oflaws, regulatlons, conlracts and gnnts,

noncompliance with which could have a ditect and material effecl on the determination offinancialstalement amounts.

Howevei, providing an opinion on compliancewith thoseprovisions wasnotan objective ofouraudtt. whileouraudtt

provides a reasonable basis for oui opinion, it does not provide a legal determination on the System's compliance with

those requlremenls,

INDEPENDENCE

We are familiar with Rule I O I of the AICPA'S Code o f Professional Conduct, and its interprelations and rulings. As far

as the system is concemed, our firm has been, for lhe period covered by the financial strtements under report and

thereafter to date, in facl independent as conlemplated by such Rule.

SIGNIFICANT ACCOUNTING POLICIES

Note I to the financial statements of the System contains a surrmary of signi ficanl accounting policies. During the year

ended June jO, 2004, no new significant accounting policies were adopted and the application ofexisling policies was

nol changed. We noted no transactions entered intoby the Sysrem during the year lhal were significanl and unusual or

any significant transactions for which there is a lack ofauthonlalive guidance or consensus.

[IANAGIMENT JUDGMENTS AND ACCOUNTING ESTILIATES

Accounling €stimates are an integnl pan of the financial statemenls pr€pared by manag€ment and are based upon

management,s currentj dgments. Cenain accounting estjmales are particularly sensitive because oftheirsignificance to

the financial statements and b€cause of th€ possibility lhat future events aflecting them may differ markedly lrom

management's cufi ent judgments.

Sensitive eslimates include the estimated useful lives for property and equipment and the accrual for compensaled

absences. Management bases the useful lives on histoncal information, cunent economic conditions, and expectedfuture trends. Management calculates the accrued compensated absences based upon payroll information. We evaluated

the key factors and assumptions used to develop these estimales to determine that tley seem reasonable in relation to the

basic financial statements of the Slstem for the year ended June 30,2004, taken as a whole. While the Procedures used

by management and the calculated €slimates seemreasonable at this time, there will usually be differences belween the

estimate and actual results and lhese differences may be matenal.

SUMMARY OF AUDIT DIFFER'NCES

Thete were no financial statement misstatements aggregaled during ourauditofthe System's financial statements for the

Deriod ended June 30, 2004, that were not conected by management.

4^"1, \rj"t l i M//../r L. L, l,

Knoxville, TennesseeDecember 17, 2004

KNOXVILLE, KNOX COIJNTY, ICU.B.GEOGRAPHIC INFORMATION SYSTEMS

FINAIICIAL STATEMENTS

June 30,2004 and June 30,2003

KNOXVILLE, KNOX COI'NTY, TLUA.GEOGRAPHIC INFORMATION SYSTEMS

POLICY BOARDI|D! m,lXN

BiU Hr5lm, lvlsyor of tb. City of KDxviIb

Midb E. RDsch, Picsid.d d CEo -t(Dxvillc Utitli6s Boq'd

!'fichd Ragsdrla lfuox Cordy lvlayor

FINANCIAL SECTION

Report of lndependent Auditors

The Board ol DirectorsCeographic Information SystemsKnoxville- Tennessee

we have audited the accompanying basic financlal stalements of the Geographic Information Systems(the "System") as of and for the years ended June 10. 2004 and 2003, as listed in the table of conlents.These financial statements are the responsibiljty ofthe System's management. Our responsibility is toexpress an opinion on these financial statements based on our audlts.

we conducted our audits in accordance with auditing standards generally accepted in the Uniled States ofAmerica and the standards applicable to financial audits contained in Govennent Auditing Standards,issued by the Comptroller Ceneral ofthe United States. Those standards require that we plan and performthe audits to obtain reasonable assurance aboul whether the {inancial statements are free of materialmlsstatement. An audit includes examining, on a test basis, evidence supporting the amounts anddisclosures in the financial statements. An audil also includes assessing the accounting piinciples usedand significant estimates made by management, as well as evaluating the overall financial statementpresentation. We believe that our audits provide a reasonable basis for our opinion.

ln our opinion, the basic financial statements refened to above present fairly, in all material respects, thefinancial position of the System as of June 30, 2004 and 2003, and the changes in its financial positronand cash flows for the years then ended in conformiry with accounting principles generally accepted in!h€ United States ofAmeflca.

In accordance with Government Auditing Standards, we have also issued our report dated December 17,2004 on our conslderation ofthe System's intemal control over financial reporting and on our tests ofitscompliance with certain provisions oflaws, regulations, conracts and grant agreements and other matters.That repon is an integral part ofan audit performed in accordance with Government Audiling Standardsand should be considered in assessing the results olour audit.

The management's discussion and analysis information ls not a required part of the basic financialstatements but is supplementary information required by accounting principles generally accepted in theUnited States of America. we have applied certain limited procedures, which consisted principally ofinquiries of management regarding the methods of measurement and presentation of the requiredsupplementary lnformation. However, we did not audit the inlormation and express no opinion on it.

Our audits were made for the purpose offorming an opinion on lhe financial statements. The informationlisted as supplementary info.mation in the accomPanying lable of contents ls presented for purposes ofadditronal analysis and is not a required part of the basic financial stalements. Such information has notbeen subjected to the auditing procedures appJied in our audil of the basic financial statements and,accordingly, we express no opinion on it.

o*y, A.bl i ltlt,*a,t,,'f,Knoxville, TennesseeDecember 17, 2004

KNOXVILLE, KNOX COUNTY, K.U.B.CEOGRAPHIC INFORMATION SYSTEMS

Ktoxvi e, Temess€e

FINANCIAL STATEMENTSJunc 30.2004 alld June 30. 2003

Contents

Intmductory Seclio!

Policy Board

Financial Sectiol

Report of Independent Auditors

Marngement's Discussion and Analysis

Basic Financial Statements:

Comparative Statements of Net AssetsComparative Staternents of Revenucs, Expcrues andChanges in Fund Ner Assets

CompaEtive Statelrnts of Cash FlowsNotes to the Financial Statem€nts

SupplcDeDtrry loformrtion

Comparative Schedules ofRevenues and Expens€s and Changes in FundBalances - Budget to Actual (Budget Basis) (Unaudited)

Comparative Schedules of Dedicated Ass€ts (Unaudited)

Compfiative Schedules of Reconciliation of Available Funds (Unaudited)

ItrterDal Control rnd Complirnce S€ction

Rcpon on Intemal Control Over Financial Repoititg and on Cornpliance andOther Matters b€s€d on an Audit ofFinancial Staternents Performed in

Accordance with Gorernme t Auditing Standards

PageNumber

i

8-9

l 011-12t3-20

l-2

3-'l

2 l

22

23

24

INTRODUCTORYSECTION

hno.rrillc, Ano.r ( urnt.r, A.l .lJ.( i , r ' , 1s111 ,111 , I r t l , t r u t r r t t o r t , \ t ' t , t t r '

^ r r r . \ l . r r r S l | . . r \ l l r l . i r j \ l r r r l ) l ] r . K r , , r r l l r | \ i r l r , j

K . r l r 5 1 | | , | \ . . L 1 r \ i l ) r r .I , t j , ! r r , i _ . i . r . t L I ] \ ' t . . , ,

Manrgement's Discussion srd Anrlysig

As management of the Knoxville, Knox County, K.U.B. Geographic InfbrmationSystems (th€ System), we offer the readem of the System's financial statements thisnafiative overview and analysis of the financial activities of the System for the fiscalyea$ ended June 30, 2004 and June 30, 2003. We encourage readers to consider theinformation pres€nted here in conjunction with the information provided in the linancialstatements, notes to financial statements and supplementary information when reviewingthe System's financial activities and condition.

Finstrcial Highlightg

> The assets of the System exceeded its liabilities at the close ofth€ most recent fiscalyear by $1,299,545 ( et qssets). Of this amount, $28'1.419 (tnrestticted ,tet .ll.,rcts\may be used to meet the System's ongoing obligations to citizens and creditors.

> The System's total net assets decreased W $446,722 This decrease is primarily dueto increased spending llom the Aerial Photography Reserve.

> The System's total capitalassets before depreciation remained the same as fiscalyear 2003 as ther€ were no new capital ass€t purchases in fiscal year 2004.

> The System's total liabilities decreased by $20,263. This decrease is primarily dueto a reduction in accounts payable.

Overview of Finrncial Saraements

This discussion and analysis is intended to serve as an introduction to the System's basicfinancial statements. The System's basic financial statements consist oftwo components:I) financial statements compdsed of the Comparative Statements of Net Assets, theComparative Statements of Revenues, Expenses and Changes in Fund Net Assets, and theComparative Statements of Cash Flows, and 2) notes to the financial statements. Thisrepo.t also contains other supplementary informalion in addition to the basic financialstatementS themselves.

Financirl Strt€ments. The Compamtive Statements ofNet Assets pres€nts informationon all of rhe systcm's ass€ts ard liabiliiies, with the difrerence betwegn the two r€portcdas nel osEels. Over time, increases or decrgases in net ass€ts Inay serve as a usefl.rlindicator ofwhelher the financial position ofthe System is imFoving or detedorating.

The Comparative Stat€ments of Revenues, Expenses and Changes in Fund Net Assetspres€nts infornEtion showing how the System's net assets changed during the la$ t*'ofiscal years. All changes in nel assets are reported as soon as the underlying event givingris€ to the change occurs (full accrual accounting), regardless ofthe timing of the relatedcash flows. Thus, revenues and expenses are repo.ted in this statement for sonE itemsthat will only resuh in cash flows in future fiscal periods (e.9., uncollected user servicefees, and eamed but unus€d vacation leave).

The Comparative Statements of Cash Flows pres€nts infonmtion on the actual cashinflows and outflows resulting from the various operating, financing, capital andinvesling activities ofthe SystEm for the last two fiscal yeals.

The financial statements can bo found on pages 8 - 12 ofthis report.

Notcs to the FlnrDcisl StrtemeBts. The notes provide additional information that isess€ntial to a full uderstanding of th€ dsta provided in the firwrcial stalern€nts. Thenoles to the fimncial slatements can be found on pages l3 - 20 ofthis report.

Other lDfonrstior. In addition to the basic financial statcments and accompanyingnotes, this report also pres€nts c€rtain supplenrntary infornEtion concaming theSystem's budgetary conrpliance and variances fiom the original budget and finalamended budget. This supplementary inforfiution csn be found on pages 2l through 23ofthis report.

FiDancid ADrlysig

As no1€d earlier, n€t assels |Day s€rte over tirDe as a us€fuI indicator of the System'sfinancial position. As of June 30, 2004, the System's assets exceeded its liabilities by$1,299,545 (net assets). At June 30, 2003, the System's net assets totaled $1,'146,267.Tbe majo.ity of the System's net ass€ts reflects its crnent assets (e.g., cash and cashequivalents, accounts recei ble and due from other govemrtents). These curcnt assets(less current [abilities) anounts to 85 perce of total net assets, however, all are notavailable for future operational spending as 63 percent arc restricted on how they rnay beus€d. Also, 15 percent of the System's net ass€ts is invested in capital assets. Therernaining balaDce of unresticted net assets ({287,419) nEy be used to me€t theSystem's ongoing obligations to citizens and creditors.

As the following table shows, the System reported a decrease in net assets of$446,722 atthe end of the cureff fiscal year ended June 30, 2004. As previously noted, this decreaseis primarily the result of ircreased spendirg Aom the Aerial Photograplry Reserveaccormt- Eryrenses in th€ Aerial Photography Reserve account were $582,898. The

decrease in capital assets was due to depreciation expense charged dudng the curentdroar year of$99,989.

Duri8 th€ fiscal year ended June 30, 2003, the Syslem reported a deqeas€ ill net asselsot $227,310. This decr€as€ was prhnadly the resuft of the increased spending in theAerial Photography Reserve and a de$erse in capitsl assets. Expenses in the AerialPhotography Reserve account were $373,292. The decrease in capital assets was due todepreciation expense cbarged during fiscd year ended June 30, 2003 of $95,683 whilethe acquisition of new office equipment or y totaled $33,798.

Kro rv i l l . , K ro r Cour t y , K .U .B .G.ogr.phic Informrtiotr Systcms

N.l Ass.ts

FYEJune 30 ,2004

FYEJune 30 ,2003

Current and other asseis | , 264 ,533 $ 1 ,631 ,529Cspitaf asscts 199,526 299 ,515

Totrl sssets I ,464 ,059 | , 93 1 .044Lons-term l iabi l i t i€s outstanding 2,621 l , l t 0Other lisbilities | 5 l , 8 9 3 183,461

Total l iabi l i t ies 164 ,514 184,17 7Net assets:lnvcsted in capital assets | 99.526 299,5 | 5Restricted 812 ,600 t , t 9 E , 8 2 lUnrastricled 287,419 247 ,93 |

Totalnet assets |,299,545 $ | ,146,267

The next table shows the key elements ftom ongoing opelations that cootribuled to thedecrease in n€t ass€ls of $446,722 during the curent fiscal y€ar. Operatitlg revenues,comprised mainly of user service fees, decreased W 522,703 in fircal year 20O1, while infiscal year 2003 they decreased by $104,413. User servic.e fees deqeased by $37,168 infiscal year 2004 prinarily due to a rcduction in revenue from Klmxville, Knox County,and K.U,B. as well as a rcduction in Non KGIS equipnent mairtenanc€ revenue of$llJ80. ln fiscal year 2003, user service fees decreased by $82,141. Miscellaneousrevenue which is comprised of viewer licenses, sale of maps, and sale of IDS c.d'sincreased by $14,465 in fiscal year 2004 compared to a decrease in fscal year 2003 of$22,2'12. This increase *ras due to an increas€ in sales of rnaps. Additionaly, mleresreamings in fiscal year 2004 were $14,576 carnparcd to fiscal year 2003 of $25,613resuhing in a decrease of$11,037 fiom lower rates and plarmed lower bolanc-es inrcse es.

ExpeDses for fiscal year 2004 increased by $185,672 primarily due to irrreased spendingin the Aerial Res€rve Acrau . During fiscal year 2003, expenses increased by $28.486

over 6scal year 2002 due to inqeas€d costs of sales and services, as well as increasedcosts of administration.

Krorvill€, ltuor County, ICU.B.G.ogr.pbic hfonutior Sy .Dt

Chrng.8 itr Net Alset3

June 30. 2004FYE

June 30, 2003FYE

Op€raling revmu€s:Usrr s€rrice ft€s 880.t92 $ 917,160Miscellaneous raflen e 125.760 1l t.295

Noooo€fl rtini revenues:lntercst income 14.576 25,613

Total revanucs t,020,52E 1,054,26tExpcl|ses:Opaating expcns€s - cGt oflslas and s€rvic€sPef,smal servic€$ 431,865 4t 1.578Employ€. benefits E7.012cmtract€d servicrs 111,3t9 56 |,710Supplies and matcdals 9,789 ?I,E3E

57,366 57,366lnsursnc€ 3,9t0 2.n0Deprccistion 99.9t9 95.683

Totaf €xpcns€s - coct ofssl€s and s.rvices 1,467.250 1281.578[bc1e6sc in not asscts (446.TU\ Q27 3tolNet asB€ls July I | ,146,267 t,973,577Nel asscts Jun€ 30 t t299,545 $ 1,146,261

Budgctrry Higblights

The final anpnded budg€t exceeded the original budget by $105,108 because ofadditional appropdatio$ for th€ Systenl- The System's operating budget had a netincresse of $34,130 primadly to accomnodate additional charges for depreciation thanplamed. The Equiprn€nt Reserve budget had an increase in appropriations of $70,978due to the carryforward of budgel to cover outst rxCing purchase orders ardencumtrances from fscal year 2003, The balance left unspent fo! the Landbase Mappingp.oject ($138,097) in the Aerirl Photography budget in fscal yeor 2004 will be reservedas a prior year encumbrance and re-appropriated in fiscal year 2005. All otherdifferences hween the origiml budgel and final anrcnded budget werc relatively minor.The Schedule of Revenues and Expenses ard Changes in Fund Balances - Budget toActual (Budget Basis), which is found in rhe supplementary information section of thisreport on page 21, details the original budget, budget amendrnents, amsnd€d budget, andactual rcvenues and expenses, as well as the variances Aom the 6nal anended budget.

Crpit.l Assets rnd Debt Adminiltntiotr

Crpitd Assets. The Syst€m's investment in capital ass€ts as of June 30, 2004 amountsto $ 199,526 (net of accumulated depreciation). This investment in capital assets includescornmunications and office equipment and computer softwar€. The System had no newcapital ass€t purchases during fiscal year 2004. Depreciation on the System's capitalass€ts was $99,989 for 2004. Accordingly, tlle System's total capital assets had areduction of $99,989, As of June 30, 2003, the System's investnrent in capital asseisarpunted lo $299,515 (ner of accumulated depreciation). The System increased itsinvestment in capital ass€ts during fiscal year 2003 by $33,798 for the acquisition ofoffice equipment, so that total net ass€ts decreased by $61,885 considering depreciationcharges for fscal year 2003 were $95,683 .

Inng-terD Lirbilities. At the end of the current fiscal year, the System's long-termliabilities consisted of cornpensated abs€nces palable of $2,621 compared to $1,310 atthe end offiscal yeal 2003.

Roquosts for InfomrtioD

This financial repoa is designed to provide a general overview of the Knoxville, KnoxCourfy, K.U.B. Geographic lnforrution System's firanaes for all of those whh anint€rest in the System's firunc€s. Questions concerning any of the information providedin this report or requests for additional financial infonnation should be addressed to theOffic.e of the Executive Direclor, Knoxville, Knox Couiy, K.U.B. GeogmphiclnfonrEtion Systerns, 606 Main Street, Suite 150 Main Place, Knoxville, TN 37902.

KNOXVILLE, KNOX COIJNTY, K.U.B.GEOGRAPIIIC INFORMATION SYSTEMS

COMPARATTVE STATEMENTS OF NET ASSETSJum 30, 2ln4 rnd ftne 30' 2003

2fiX xn3ASSETSCurctrt rlreB:Cash and cash equivalentsAccounts r€ceivableDue tom other gover rFntsAccru€d inlerest rec€il'ablePrepsid iterns

Total curetrt sssets

Notrcurielt r$ct!:Cqital ass€ts:Conmmications and ofrc€ equigrcntConputer software

Subtotall,ess: ac{umulEted depreciationTotal capital ass€ts (net ofaccumulated depreciation)

Total ass€ts

$ I,132,3203l,86470,999t4,57614,774

1,2&,533

736,792

$ 1,385J3544,127

159,50625,61316,848

|,631,529

'136,792

13.956 13,956

The acconpanying notes qre qn integrul parl of these Jinanciol stalements.

750,748(551,222\

199,526

't,464,059

150,748(451,233)

299,5t5

1.931.0,t4

8

continued . . .

KNOXVILLE, KNOX COUNry, K.U,B,GEOGRAPHIC INFORMATION SYSTEMS

COMPARATM STATEMENTS OF NET ASSETS (Contirued)June 30, 2fi)4 rnd June 30, 2fi)3

2004 2003LIABILITIESCurrent Liabilitics:Accounts payableAccrued payroll payableCompensat€d abs€nces payableDue to other governments

Total current liabilities

Noncurr€nt Lirbilities:Compensated absences payable

Total liabilities

NET ASSEISlnvested in capital assetsRestrictedUnrestrictedTotal net assets

$ 102,63322,89r23,59012,779

1 3 1 , 1 9 61.844

28,9412t,486

t61.893 t83,467

2,621 r . 3 t 0164,514 184.'t't'l

199,526812,600287,419

$ 1,299,545 | .'t 46.267

299,515I ,198.821

247.931

Nole: Restric,ed assets consist of amounts resemed jor prior year encumbrances and designatedamounts for aerial photograplty snd equipmenl. The source of the revenue Jor the aeriolpltotography arrd equipne is the City of Knoxville, Knox County, and KIIB. The Boarddelermines hors this rcyenxe may be spent.

Ihe accompanyihg notes are an integral pa of these fnanciol statements.

KITOXVILLO, KNOX COUNTY, K.U,B.GEOGRAPHTC INFOR]VIATION SYSTEMS

COMPARATIVE STATEMENTS OF REI'ENUES, EXPENSES ANI)CHANGES IN FUND NET ASSETS

For the Y€rrs Ended Jurc 30, 20(X and June 30, 2003

2004 2003Operrtitrg rweDuea:User serviae feesMiscellaneous rcvenue

Tolal op€rating r€venucs

Operating erpeDses - colt oflrl€s snd servicesiPersonal servicesEmployce b€nefitsContract€d servic€sSupplies and materialsRentalInsuranceDepreciation

Total oper&ting expenses - cost of sales and services

Operating loss

Nonope.atiDg rcvenues:Intqrest income

Change in net assets

Total net assets - b€ginning

Total net asseta - ending

The accompanying notes arc an integrul pa ofthese Jinancial statemefis.

880,r92125.760

1,005,952

43r,86587,012

777,3199,789

57,3663.910

99.989

|,467,250

(461,298)

t4,576

(446,722)

|,746.267

$ 1,299,545

r.028.655

917,360

4 ,57880,503

561,7 t07 t ,83857,3662,900

t ,281.578

(227,3t0\

746,267

6 1 32 t

913

10

KNOXVILLE, KNOX COUNTY, K.U.B,GEOGRAPIIIC INFORMATION SYSTEMS

COMPARATIVE STATEMENTS OF CASH FII)WSFor the Years Ended Junc 30. 20lX rnd June 30. 2003

2003Crrh Flo*,s fmm Operating Activiticr

Receipts from customers and usersPayrnents to vendorsPayments to cmployees

Net cash us€d in operating activities

Carh Flows from Capitrl strd RebtcdFinrncing ActiviticrPurchase ofequipment

Cslb Flowr fi$m lDvelting ActivitigIntercst recoived

Net decrease in cash and cash equivalents

Cash and cash equivalents - begiDning ofyear

Cash ard cash equivalents - end ofyear

$ t,t06,722(883,580)(501,870)

(z'�t8,728)

$ 970,146(s94,867)(486,951)

(ttt,672\

(33,7e8)

25.613 25,984

(253,1ls)

1,385,435

t 1 r l t l t n

(l19,486)

r,504,921

$ 1,385,435

The accompanyinq notes sre an integrcl part of these frnancial statemehts.

11

continued . . .

KNOXVTLLE, KNOX COUNTY, I(U,B.GEOGRAPHIC INFORMATION SYSTEMS

COMPARATII'E STATEMEMS OF CASH FLOWS (Cortiru.d)For the Years Elded Jure 30, 2004 |!d Jule 30, 2003

Recorcllirtion of Op€rrtilg 1,o.3 toNsa Cslh Ur€d ir Opcreting Activitier

2tD4 2003

Op€rating loss $ (461,298) S (252,923)Adjusunents to rrconcil€ opcrating lossto nct cash uscd in opersting activities:Dcprcciation and amortizstion 99,989 95,683

Changes in ass€ts ard lisbilitias:Decrrae€ in accounts r€crivablc 12,263 3,973(lnq€sse) decr€{s€ in recrivsble from oth€r govemmens 88,507 (62,482)(lncrease) decltese in F€paid iiems 2,074 (13,854)Incre€se (decrcss€) in acaounts psFbl€

and accrucd lhbilitics (16223) I 14,645lncrcosc (decr€ose) in comp€nsaled absenccs (4,M0) 3,286

Net cash used in operaring activities $ (278.7281 $ ( | | | .672)

Tle accompanyw rcres are an integral Wt of lhese frrmhcial statements.

72

K.IOXVILLE. KNOX COTINTY. K.U.B.GEOGRAPHIC INFORMATION SYSTEMS

NO'TES TO THE FINA}.ICIAL STATEMENTSJune 10, 2fiX and 2003

NOTf, l: SUMMARY Or SIGNIFICANT ACCOIJNIING POUCIES

A. Reportin! Eotitv

TlE Krlowile, Krcx Cornty, Knoxvile Utilita's Board (ICU.B.) G€ogmphic lDfomalion System (tlre'System') is an automated mapping aDd geogtaphb infonnalion syst€rn creatc4 owrrcd, ard fiIdcd by theCity of Krcxville, Knox County, and ttE Ituoxvi e Utilities Board. The Slstem rmintains digital geographicdata for all of Knox County, Ternessee. The Systsn is r€sponsibl€ for mintaining ttE c€mralized KGISseften, databsses, ard rEtwork thal is dur€d by the varioru d€psrtrFlrts ard users. Sonrc of the corrnEppirg bfonrDtion, nrhding topognphy and asial photogaptry, arc nDnaged by ttE Syslcn

A swmEry ofsignificafi accounting policies oftbe S)stem is pr€serted as bllowsi

B. Br.lis of Acclunthq

Ttre fturEial state[Ents of tlp System ar€ ac.lunted ftr on the flow of economic resources npasurernentfocus ard use the accrual b€sis of ac{outing. Urdsr this rrEtho4 re\€nues are recoded wtren earrrcd ardeperses are rEcord€d at ttr tire ttrc liabilities arc ircur€d.

The System qpplies FirurEisl Accouqting Stadsds Board FonouncenEnts issued on or beforc November 30,1989, unles.s those Forpurc€rpnts conficl with or coffradict Got€nmental Aacoutting Stadads Board(GASB) FonourFerEtltr in *fiich case, GASB pr€4/ails. TtE Syslen lus el€cted rpt to adopt the FinancialAccoutting St€rdards Bodd satertEds and irterg€tations iasued affer Nor/ernber 30, 1989, in ac.cordarrc.ewith Govemnpntal Accounting St$d8rds Boad StqterDcnt No. 20, 'Tccouiring atd Finawiol Repo ingforProprietoy Fotds and Other Goternnental E ttities tha! use Proprieta.y Futd Accoufting".

In June 1999, the GovemrEotal AccorntiB Stardards Board (CASB) unanfuousv approved StatenEnt No.34, "Basic Financial Ststernents - qnd Matagemen!'s Discltssion and Analysis - for Sare qnd LroqlGovermnefts. " The System inpl€nEnted GASB StalenEnt 34 in 6sc€l year 2003, along with GASBStatenEnt No. 37, "Basic Financial Statements - and Maragenent's Discussion and Awlysis .[or Stateand Incal Govemments: Onnibw" ufr, GASB Strale(IEnt No. 38, "C'ed4i, Financial StateneDisclonaes, " both of wlrbh wer€ rEquir€d ro be iqlenpnted in conjrnction with GASB Ststement No. 34.

1 3

KNOXVILLE, KNOX COUNTY, KU.B.GEOCRAPH1C INFORMATION SYSTEMS

NOTES TO THE RNANCIAL STATEMENTS (Continued)June 10, 201X ard 2001

NOTE 1; SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Cortinucd)

B. Brsir of Accountins (Cotrtitrucd)

Additionaly, proprietary fuds di&ing\rtllr' oryalw rs\renucs ard expenses fiom rcnoperating itens.Operating rewnues ard expenses generaly r€suh fiom providing services ard ptodttcing ad delivering goodsi[comection with a Foprietlry flud's pdncipal onSoing op€ratbns. The prircipal openting revenues oftheSystem at9 user s€rvic€ ft€s (openling r€imbuserrFnts) fiom Knoxville, Krnx Coufy, ard KU.B. Operatingexpenses for proprierary fluds include the cost of sales and servb€s such as persotul servic€s' enplo,€ebmefitq contl'acl€d s€rvices, supplies ard rnaterials, rental, it5urarce, atd depr€cistior on capital assets. Allrerenues ard eryenses not rrEe'ting this dcfunion are reported as nonop€ratiDg r€wnues ad expenses.

Whsn both restictod ard unreslriclcd rcsources are arnilable for ur, it is the Syslern's poliry to use r€strictedresourres fr$ ud then ur€€tuict€d r€sot[c€s, as ttrcy are needed.

c. @irllBtiqldNglllss

l. Demsits ad lnve*rcms

Tile Sysism's cash and cash equivalents are consider€d to bc dsmsd deposits ad short-term investrnents withoriginal nnturities oftbree npnths or less fiom the date ofacquisition" Ttre System's cash ard cash equivalentsare pooled ard nunaged b dE Trusrce ofKnox County.

Teruressee Code Annotated Section 5-8-201 rcqui€s fnatcial institutions to s€oure the S)$em's deposits bypledging govemnrrtal s€curities as collatsral The rnarket value ofthe pledged secudties must equal at leaslI 05 percsm ofdr alerage daily balance ofdcposis.

2. Receivables ard Pavables

A[ trade ard subcidy receivables ad peyables are rccognized when incur€d ard racordcd st f.JI ralue. AnyarDounts larer detemirEd to be upolbctible arE written otrwhen that daennirntion is nude. Any necessaryallowance for doubtfirl ac,counrs would not be narerial

3. Prepaids

Cedair payEEr{s to veldors reflect costs ap,plicable !o futur€ scaourfing periods ard are recorded as prspaiditerm when pai4 and expensed in ttrc applicabb firture ac.counling period.

TA

KNOXVILLE, KNOX COIJNTY, K.U.B.GEOGRAPHIC INFORMATION SYSTEMS

NOTES TO TIIE FINANCIAL STATEMENTS (Continued)June 30, 2004 and 2003

NoT[ l: SUMMARY OF SIGNmCAI{T ACCoLNIING PIOLICIES (conlhued)

c. Ascg-L!c!iE!s-!!!l.!I9!]!Eclg (Continued)

4. Capital Assets

Cspital assets, which inchrde co[putc! softwlte ard cormunication and offce equipnrnt, are defrrd asassets with an initial, irdivilual cost ofnpre than $5,000 (arnount not rourd€d) ad an estitnatcd useful lift inexcass of tivo )€ars. Such assets are r€corded at historical cost or estinuted historical cost if purchased orconstructed. Donated capit8l ass€ts ar€ r€corded al estinaled fih rlla*et value 8t the date of domtio[ Thesecqital ass€ts ar€ deF€ciated using the straight-lirrc nrtlod ove! ttrc frllowing estin8ted usef.{ liws of theassets.

Assets YealsCormunication erd Ofrce EquiptrErt 5-10Crnput€rsoftwar€ 5

t\4aintenarrc€ and rcpair arE charyed to opemtiors as irpuned; nqior rercvlals ud bettcrnrrts are capitalized.Wh€n propedy or equip(Ent is sol4 the r€latcd costs ud accurulated deprcciatioa are remvcd tom therespecti\€ accounts, ard any gain or bss is charged or q€dited to opsrations.

5. Conpensated Aksrr€s

It is the System's policy to permit erplo)rces to areumujate earrEd but unused vacalion 8rd sick pay benefits.Thse is no liability for wpaid accunulated sick leave since it is tlte Sys'tqn's polly to rccord the cost ofsickleave only ulrn it is used. Upon sep$ation or rctirEnEnl, efiploye€s do mt rccei]E sny payrE- for unusedsick tinr. Vacation pay is ac.rued when eanrcd by Syst€m enpktyEes.

E ployees Imy accumulate vacation leav€ ac.ording to the following schedule:

MaxinumYears ofservic€ Ac.tual

0-8 36 days9-20 39 days2l and greater 42 dals

1 5

KNOXVILLE, KNOX COUNTY, K.U.B.GEOGMPHIC INFORMATION SYSTEMS

NOTES TO TIIE FINANCIAL STATEMENTS (Continued),une 30, 20(X rnd 2003

NOIE 1: SUMMARY OF SIGNInCANT ACCOUNTING POUCIES (Cotrtinued)

C. ASgg.!ir!!If6 r!qNg4$sts_ (Cotrtitrucd)

6. Eslir|ates

Th€ preparation of fiDancial staterFnts in accordance with accountiDg principles generally accepted in theUnited States of America requires nEnagenent to nake estinBtes and asswrptions that affect cenainreported amounts and disclosures. Accordingly, actual results may differ fiom these estirxates.

NOTE 2r BUDGETARY INI'ORMATION/DEDICATf,D ACCOUNTS

Annurly, the Systsm's Policy Board adopts a budget on a besis consislent with accourtiog principles generalyacrepted in the United Stales of ArrErica The legal level of control, tlsl is the level at which manage[Fntcarrpt oveGperd ftnds wilhout a budget arHdnEnt by tlE Poli(y Bo[d is d the nEjol category bveL

TIF budget adopted by tlrc Polby Boad ircludes as rcwnues two dodi)ated user f€es to be expended only forspecifc purposes. olp fee is expeded for costs associaled with tbe naintenance ad update of asrialphologaphy maps ard the second fee is dedixed to the Frchase ofsoftwsr€ ard/or hsdwEE for the Sy$enThe fees oe collected fiom the Courty, the City and KUB.

The folbwing r€pr€sents the dedicated activity:

Flrcrl Y.rr

2@! 2003

t H i c a l c d A $ € 8 . 8 € s i n n i n g o f Y . a r l l . l 0 l , 4 3 2 $ 1 . 0 1 4 . 0 6 4

Dedi6r.d coitrib ids 314,0?0 564.756

Denicat d Expcns€s (613,065) (4s6.702t

Dedicated Pryments - Capital Purchas€s - (13,79E)

Intcr€st liamed on Dedicated Assers 8.16] l5.ll2

R6eB. for Prid Y6 Enonbdd (l?5,597)

Dedicatcd Assels. End of Y€3r _!____-gi100l_ -!___lJ!i,112_

1 6

KNOXVILLE, KNOX COT'NTY, KU,B.GEOGRAPHIC INFORMATION SYSTEMS

NOTES TO THE FINANCIAL STATEMENTS (Continued)June 30,20(X .nd 2001

NOTE 3: DEPOSITS AND II{VF,STMENTS

Tbe Syslem's cash ard cash equiralents, pooled ard nranaged by the Trustee of Knox County, a1 JurE 30,2004 ard June 30, 2003, werc covered by the ba* calatcral pool adoinistered by the Treasurer ofthe State ofTenn€ssee. Banks participating in the colhreral pool det€nniDe the aggregate balance of their public fi[daccourfts for the Systenl The armunt ofcollate€l rcquired to secur€ these dsposits must equal between 90ad ll5 percent oftbe average daily balance of public deposits lrcH, Colhteral secwities required to bepbdged by the pqticipding banks to protecl their publb fud ac{ouds are pledged to the Stde Treasurer onbetulf of the bsnk collaferal t'ool. The seaudties pledg€d to Fotect tlFse accounts ar€ pl€dged in aggr€gaterather than against each irdividual ac{ount. Tlre nrnrbers ofttre pool may be required b agreerrcnt to pay anassessrpnt to cover any defciercy. Under this additiorul aswssnrrf agreenrcnt, public fl[d apcour(s cover€dby the pool are consliercd to be edirev insurcd or colhleralized.

NOTE 4; COMMITMENTS AI{D CONTINGENCIES

In fscal year 2003, tbe System ertercd ifo a corfiact with M€niak ard Conpory for the runapping ofttrcedir€ cowtry at a cosl of $1,179,912. The Tn-Pady nrrnben approved a $28O031 tnnsftr from ttFUdesigrnfed Furd Balanc€ and a $300,000 transfri from tlE EquiprEnt Reserve accout into ttrc AerialPhotography Reserve account to help fimd this project. TtF Tri-Party nFnbers agr€ed thal the $300,000trar$Er from the &uipnFrt Reserve be transfened back irro ttr Eauipnrrn Reserve accourd in fscal year2N6DN1.

NOfi 5: DEFERRED COMPENSATION PI"AN

The systern proviies the opportu'ity for each of its erpbyees to participate in a deferred compensation planqealed in accodar€ with Internal Reverue s€rvic€ code section 457. urder this plaa enployees rnay electto rcduc€ their salary by at leas $20 per mntb in taxdeftr€d savings to $ppbnFnt retherEnt inconE. Thcdeftned conpensation is geDemly not available to erployees until t€rrninatioq EtirerEnl, dealh orunforcseeable orrrgerrcy.

The assets ofttp defrrred conpensation plan are beH in tnrsl for the exclusive berFfit ofpaiicipants atd theirbeneiciaries ard arc not Eflected as an asset or liabitiw ofthe Svsern

1 1

KNOXVILLE, KNOX COTINTY, K.U.B.CEOGRAPHIC INFORMATION SYSTEMS

NOTES TO TIIE FINANCIAL STATEMENTS (Continred)Juflc 30, 2004 rnd 2003

NOTE 6r CAPITAL ASSETS

Capital asset activity for the )par erded Jurp 30, 2004, was as follows:

B€ginningB.lonce

EndingAdai{E

Coftmunicoaig|s 3nd offica

Tolal capiial rsscb

l.3s raqrnulorcd d.prcciatioo for:Comnunicatiod and offcc

Toral a.c|lfi ul.tcd dcprccidion

Toad capibl as.rs, ncr

Comlnuriodidrs md officc

Tolal {apit3l as$ts

Lrs acauulatcd dcpr.cialion for:Communicatida and ofroe

Total acqEulatcd deprccialion

Tdal cqi.al lss.rs, n.t

736,192 S13,956

s 736,19213.956

750,748 750,?{8

(441,785)(9,{48)

(9t,443)0,546)

(540,22r)( 10.994)

({5r.233) (99,989, (55r,222)

299.515 $ (9.989) t I 19.526

Capitsl asset activity for the year eded June 30, 2003, vas as folbws:

BcginninS EndingBalanoc Lt r.{!as Dcdtar.s Batancc

702,994 $ 33.798 $t3,956

- s 736,12- t3,956

7t6.950 33,79r 750.748

(347.6/�81Q,90�2)

(94,137)(1,546)

(44r,785)(9,448)

(355,550) (95,683) (45r.231)

361,4m S (6r,t85) t J 299.515

1 8

KNOXVILLE, KNOX COIJNTY, KU.B.CEOGRAPHIC INFORMATION SYSTEMS

NOTES TO Tm FINANCIAL STATEMENTS (Continu€d)June 30, 2004 dnd 2003

NOTE 7: LONG.TERM LIABILITIES

torig-tenn liability activity for the yea ended Jurr 30, 2004, was as follows:

BcgiminS Endin8 Due Within

Como.nsar€d ah.nc.s J 30.251 t 27.922 S 31, 2 $ 26.211 I 23.590

Irng-t€rm liabil.ity activity for the,ear eded June 30, 2003, was as follows:

B.Binning Endins Duc Within

Balance Inseases Decreiscs Balancc o|re Y€at

Balance lncrc€!€s Dccra8ls Balance Orc Ye-at

Conecnsatcd abs€nc.s S 26,965 S 28,941 $ 25.655 $ 30.251 $ 28.941

NOTE t: RELATED PARTY TRANSACTIONS

In ttrc 2004 and 2003 years, the County provided varbus adminisFati!€ finMions to the S)slern at a dir€ct costtotheSystem'IfESyst€mpaidtbeCounty$23,132ad$ll,48lforvadousadminitrativeservicesforthe2004 ad 2003 yesrs, r€spectively.

Us€r service ftes p6id by tlrc Coufy, City, ad KUB druing ttrc year eding Jurr 30, 20O4 were $318,152,$225,598 ad $284,440, resp€ctivoly, rcpesentirg apgoxitrDlely 8l perc€nt of total relEnu€s for the 2004)€ar. User s€rvbe fees paid by the Coufy, City, and KfrB during the yea uding Jule 30, 2003 were$325,972,924/.,520 aA $282,814, respectiveh reFeserting apFoxiEtatety 8l perc€nt oftotal leverru€s forthe 2003 year.

ArrDu s due from rhe City dd Coutry, included ia due fiom other govenrrnnts, lrer€ $30,639 ard $37,916d June 30,2004 ard $106,175 s,rAS47,W at Jue 30,20O3, respectively. Arnourts dw fron KUB, ircluddin accounts rcceivablg wer€ $30,724 ard $44,127 st Jrne 30,2004 ad 2003, respectively. These amoultsgeneraily relale to operating r€imbu.senEnls due to the S)slerII

1 9

KNOXVILLE, KNOX COIJNTY, K.U.B.GEOGRAPHIC INIORMATION SYSTEMS

NOTES TO TllE FINANCIAL STATEMENTS (Continued),unc 30.2004 snd 2003

NOTE 9: RETIREMENT PI,A}IS

certain enployees of the System are allowed to individually pafiicipate in th€ Knox County defin€dconfibution plan (assst ac.urnulation pian). The plan cown ftll-tirE System erplo)'ees Plsn benefits dependsoleb on amounts contribtrted to ttE plan phu hvesnrrrt e3dng$ Sysiem erployees are eligjble toporticipate fom then enplolIltent date. Erployees d|ay contribtrte up to fiftcen percent ofconpensation andthe S)stem wil tnatch these contributbns up to six percent ofconpensation During the yt9r, the enployerud npmber contributions anDurrted to $26,038 ad $26,038, tEspeditev. The Systems coltsibutions to theplan vest at tw€nty percent per y€sr ad are fu.lly vescd after fiw years. A description of th€ signifcantaccounting policitx usd in the phn are described i llB Kr,lE Cottnty Comprehensive Awinl Fi sncialRewrt (CAFR) for ttr, 6scal year erded June 30, 2004.

NOTE l0: RISK FINAIICING

Ttrc Syslem is exposed to various risks of loss related torts; ttrefl o[ dannge to, ard destuction of assets;enon ard omissions; injuries to e[pb]€es; and natual disasters.

TtE System purchased Gerrrat Liability, Workers Conpensatiotl, 8d Prop€rty insurance fiom outsideverdon. Liabilities alc rccorded wlrn it is probable thal a bss has occulEd ard th€ arput$ ofthe loss can bereesorubly estimated. Liabilities irrcludc an annunt for clairns that have been incur€d but not rcported Claimliabilities arc calcul*ed coruidering the effects ofinflation 8nd r€c€nt claim setilsmerts.

During the 2004 ard 2003 fscal ycars, rn charges or liabilities hare been estabtished for the SystenlSeltbrnerds have not exceeded coruage in the pes ttree fscal yeas.

NOTT ll: LEASES

ln 6scal year 2003, tlle System r€Ew€d tE corf.act with Ritchie Farnily ParuErship, L.P. (forrrrly MainAvenu€ Paruprshb) for ofice space rentat The 6ve-year lease tenn cornEtrced Juty l, 2003 and winterminate June 30, 2008. Rent epense for the year eding June 30, 2004 is $57,366. Rental expense for 6scalyear 2005 will be $58,570 ad wiu be adjustd in years (2) tlrcugh (5) by the Corcurrr Price lrdex.

2A

STjPPLEMENTARYINSORMATION

I

R

q

e

3

B

. i - i ; { ; ;

; a ; g : a a a E

: $ s ; g g E t Eg d i i t ' d $ d E

R 8 3 A 3 A R F A R. i . j F t s . i F i o r i d

€ 8 * R 8 F 8

e : 4 f , : a G a a

q

s

&X EE - E

E " c t E c i c { U , i , !iiii:r € ecitea!'iiegt: $ :

3 ' : 9 8

E ? E9 9 . 4- e

T E; 6

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3 !. ? 6

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T P5 :

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E

z

e

KNOXVILLE. KNOX COIJNry. KU.B,GDOCRAPHTC INFORMA'TION SYSTTMS

COIfrARATM SCIIEDIILES OF DEDICATED ASSETS rumudir.d)Fq thc Yr.n &d.d Juft 30, 2004 lr|(l Julc 30, 2u)3

[email protected]

A6irlPhoto*tlDhy

C.narlEquipmal T6l

Ni..t d tuscts . July I

Dodicd.d Cdtribltidr3

Hicatad E gairias

Sd. ofMqB CqlEibutioll

IDS CD's Rdsrua Cqttsibutioo

tncrlsl Erncd

R6crv! ft. Prid Yaaa En.rmbranc6

Ddi6&d Alt |! - Junc 30

Hic3&d Assas - July I

IHicrtd Contibutio.ts

Nicdod EpC'l'.3

IDS CDb Rcwrluc Cont ibution

Intrrrsl Earn.d

IMic{t d E)q.ns.s - Capit l A-$.ts

Bad Apploval fiqtr Unddignstcd Fufit B.lsn .

Bod Approval fiDrn Equip Rrsc|rv€

Ihdicotd tu3crs - Jutre 30

636,526 |

200,000

(582,898)

44250

166,$6 I

50,000

(30,167)

I9,820

4,519

t,lo3A32

250,000

(613,06s)

44,250

19,820

t,1633,641

038,09n (37Jm) 075,59)

s 163J25 I 4?3J7t S 637.003

2003

Eduipmat

A6id Gaoar!lPhotogEphy Equipo.nt

s 223,64 |

200,(x)0

(3732r2\

6,141

2E0,031

I 1,014064

260,000

(456,702)�

24,725

l5, l l2

(33,?98)

280,031

7m,4U

60,000

(83,410)

24,725

8,96J

(33,7e8)

300,000 (300.000)

$ 636.526 t 466,906 S l. r03.432

KNOXVILq KNOX COUNTY, KU.E.GEOGRAPIIIC INFORMATION SYSTEMS

COMPARATIVE SCHEDULES OF RECONCILIATION OI AVAILABLE FUNDS rutrrditld)Jtr. t0, 2|n4 |rd Jr|. 31, 2m'

June 30. 20(X

t,to2,g0

(17s,597)(2,62r')

(r63,42s)(473,578)

(815,221)

l-39419-

June 30- 2003

$ 1,631,529(183,467)

(1.310)(536,525)(166,906)

C.ri..t Allct Appru.h:

Curent AasetsCumnt Liabllltes

ilet Cunent Assets

l2s R.eNd Cmat tlgtsReaarve for Encumbrance Rior Yearlbncunefl t Compensad AbseicesAerialR6erwEqulpment Reaerve

'Avallable" Cun€nt Assets

I L26,F33(161,893)

1,448,062

(1,200,131)

1247,931

June 30. 2mt lun€ 30. 2003

R.rri..d E nilt! or l4rlty Appro.ch

RetliEd Emi'Es g r,299,545 I 1,746,267

ks specilic R.ws:R€aefle fur Encombrance Prbr Year 175,597 95,389AerialRes€rve 163,425 63G,526Equip.r€nt treserve 473,578

subbbt (812'600)

4gG,945 @

uar,*u

Ias " Notspcndable' Funds :Rebined Eamlng6lnv€sted in Net Flxed Assets (199,525) (299,515)

"Ulddirr.lrd Fund 8.h..." t 287,4t9 I 247 ,93t

INTERNAL COT{TROLAND COMPLIANCE SECTION

Report on Internal Control over Financial Reporting and on Compliance andOther Matters Based on an Audit of Finrncial Statements Performed in

Accordance with Goternme t Au.lilinp Sta dads

The Board of DireclorsGeographic Information SystemsKnoxville. Tennessee

We have audlted the financial statements of the Geographic Information Systems (lhe "System") as ofand for the year ended June 30, 2004, and have issued our report thereon dated December 17, 2004. Weconducted our audit in accordance wlth auditing standards generally accepted in the United States ofAmerica and the standards applicable to financial audits contained in Coverntnent Auditing Stanrlards,issued by the Complroller General ofthe United States.

Intemal Control Over Financial ReportineIn planning and performing our audit, we considered the System s inlernal control over financialreporting in order to determine our auditing procedures for the purpose ofexpressing our opinion on thefinancial statements and not to provide an opinion on the intemal control over iinancial reporting. Ourconsideration ofthe intemal control would not necessarily disclose all matters rn the internal control overfinancial reporting that might be material weaknesses. A material weakness is a reportable condition inwhtch the design or operation of one or more of the intemal control components does not reduce to arelatively low level the risk that misstatements caused by error or fraud in amolnts that would be materialin relation to the financial statements being audited may occur and not be detected within a timely periodby employees in the normal course of performing their asslgned functions. We noted no mattersinvolving the intemal control over financial reporting and its operation thal we consider to be materialweaknesses.

Compliance and Other MattersAs part of obtaining reasonable assurance about whether the System's financial statements are fiee ofmaterial misstatement, we perform€d tests ofits compliance with cenain provisions oflaws, regulations,contracts and grant agreements, noncompliance with which could have a direct and material effect on thedetermination of financial statement amounts. However, providing an opinion on coftpliance with thoseprovisions was not an objective ofour audit, and accordrngly, we do not express such an opinion. Theresuhs of our tests disclosed no instances of noncompliance that are required to be reported underGovennent A diting Standaftls.

This report is intended for the information ofthe Board ofDirectors and management and is not intendedto be and should not be used by anyone other than these specified panies.

Knoxville, TennesseeDecember 17, 2004

6"\, 04'ht i l4'tt^^,t, u, f.

REVENUE

Accourt Dccalptlon Budqd Aclu'l V hnce

115210432111432112132'�1134321't4432t21432122432123+32131432132432133441101441400441sco441710

218,441258,47222,455

2,00026,00072,W66,00030,00030,00030,000

92,001

Vkrwer La@n6€6Oper.ting R.imb - CitYOper€ting R6imb - CountyOp€ratiE R6imb - KUBOp€rding Relmb - MPCA€ri9l Rasrrv€ - CityAerialRact\€ - CountyAedel R€s.rlg - KUBEquipm6r{ R9.6r€ - CnYEqubmdt RelorvB - CountyEquipment R€s€FD - KUBlnt.r€st Ea|rEdSal€ of Maps5.16 of IDS CD'8Non GIS Equlpmern i,iaint

Total R6€nu€

Appropriations from Fund B.lancs

3,346 3,34691,A27 (26,8341

111,918 (1&,5291108,138 1114,557)

73s (1,265)28,500 2,50063,000 (8,000)58,500 (7,500)19,'167 (10,833)19,167 00,833)19,167 (10,E33)

161,409 89,40823,650 23,650

4999S8

100.000 3?J35 {67,2651

1,147,604 741,057 (406.547)

304,400 par49;

EXPEIIDITURES

51710 (100 S€ri.s)51710 (200 SelitE)51710 (300 Ssrios)51710 (.{(,0 Sedd)51710 (500 Sed!8)

P6llonn€lEmploye€ Bon6fitBContraclgd Sgrvi:€3Supplic€ & Material8Oh6r

Sub-{otgl operaliong

Contractad SoNic€8Supplhs & MaletulsCapitel OdlayCont€atgd SeMces

Totel beenditures

432,80597,6E5

232,2E132,94

303,46766,883

135,74919,484

129,33831,002s6,53212,880

152,270 59.3q1 92,910

51711 (300 Sedes)51711 (400 S€ri€!)517'll (700 S.ri66)51712 (3O0 Sode8)

584,943 362,661

32,000 5,50030,7S5 252,50510,100 11,000

338,097

947,605

37,500283,30021,100

338.097

1,527,602 ee5,935 0!!p66

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P P P 9 9 * P 9 P * 9 P P P 9 P P 9 P P P P P P 3 3 8 3 8 3 3 3 3 3 3 3 3 3 3 3 3 3 F; ; ; ; i d 5 5 i 5 5 6 5 6 E E 5 5 = 6 E E E E 5 € o

8 f * f f f B f , a B B s s 5 3 3 3 3 3 3 3 3 b 5 b I E R N R F t r t r e X * : t r 8 : f E X

3

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i 6 - - e J E E: 6 1 6 * e e . d l 9 9 o . 9 9 9 = d X E * F ; g g h e

F lE- :833 EEaaaaxif EE iE s.; ; ;-";-E sE3"p{ !98 =A=7 EEl l l : : tF =E =? BE$s{qHs;c:Fe=4:gr E€5 E6E*" .gSTTEEEEE E€ EH E€EBi=eH:EEEi iE€3 g 3 3 3 3 3 3 3 3 8 3 8 3 3 3 B 3 8 P 5 3 3 3 3 : 3 3 8 3 3 :

E , " = i @ ?

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E E i i i i E E i € o & N a t t e i

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6 o

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S S B B 3 t B 9 5 9 : = ! 8 8 8 3 3 3 t s 3 3 3 3 3 3 3 3 3 3 3 3 3 3 e e e : : :* : - i - i a* E i ! i * F n

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s x n - ; i - ; 3 : : 3 -

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3 3 8 3 3 3P- 33 3.R. Scc

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6 < j c i q i t s d d d d d d d - r i

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i

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