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HomeMy WebLinkAbout09-07-20231 MINUTES GIS STEERING COMMITTEE September 7 2023 The GIS Steering Committee met on Thursday, September 7, 2023 at 9:00 a.m. in the City of Paducah City Hall Team Room for a regularly scheduled meeting. Members present, asterisk denotes absent: Eric Stuber City of Paducah Acting GIS Coordinator Dallas McKinney City of Paducah GIS Specialist Rick Windhorst Paducah Power System Eng. & Operations Mgr. Nathan Bradley Paducah Water GIS Analyst Josh Webb JSA Eng. & Operations Director **Steve Doolittle McCracken County Fiscal Court Deputy Judge Executive Anthony Copeland Paducah-McCracken Co. 911 Acting Manager **A. Clay Robinson Shawnee Professional Services At Large Member Guests present: Jacob Northington, Engineering Manager, Paducah Water WELCOME AND INTRODUCTIONS Eric Stuber called the meeting to order and thanked everyone for attending. APPROVAL OF AUGUST 21, 2023 MINUTES Eric Stuber asked that the minutes from the August 21, 2023 meeting be approved. Nathan Bradly made a motion to approve the Minutes from the August 21, 2023 meeting. Rick Windhorst seconded the motion and the motion carried. OLD BUSINESS None NEW BUSINESS A. Voting by Proxy 2 Voting by proxy is included in the MAP~GIS Consortium Bylaws that were adopted in 2003. They state in Article IV, Section 11: “Proxy Assignments. Members may designate a proxy to attend and vote at any regularly scheduled meeting.” B. ESRI Enterprise Licensing Agreement (ELA) Renewal Eric Stuber presented the Enterprise License Agreement renewal from ESRI, Inc. He noted: 1. This is the first time in 9 years that ESRI has increased the cost of the ELA. It increased from $60,000 to $68,000 2. All products and services from the current ELA remain. 3. Attention was brought to the 37,500 ArcGIS Online Service Credits Dallas McKinney specified what a service credit is for. He stated that these credits are consumed by training, geo-processing, and storage. Eric Stuber showed the ArcGIS Online dashboard which shows that we currently have 35,882 credits and use 1% of our allotted storage. There is a 30 credit per day “cost” to store this data. In the last month we have only used 1,264 credits. Primarily from analytics. Jacob Northington asked if having a server in-house reduces the use of these credits. Eric Stuber explain that it does if you process analytics from the in-house server instead of from ArcGIS Online. 4. Eric and/or Dallas will run quarterly reports to monitor usage and bring it to the consortium’s attention if needed. 5. Consortium members should notify Eric and/or Dallas if they intend to start a project that may significantly use ArcGIS Online Credits to determine at that time if there are no conflicts. C. ESRI ELA Fee Split Significant time was spent discussing the history of the split of fees for the ESRI ELA among consortium members. 3 Eric Stuber presented a spreadsheet showing splits from 2011, 2017, and 2020. He noted that there is no documentation on how the fees were split in 2014. In addition, he discussed that in all of the previous renewals a model was used to take the current retail value (non-ELA pricing) of the actual licenses assigned to each consortium member to determine the percentage usage for each consortium member of the total. This percentage split is then multiplied by the ELA cost to determine what each consortium member’s fees will be annually for the 3-year license term. An example for 2023 is shown below. Eric stated that using this model for this renewal is problematic in the following ways: 1. Due to all licenses being issued as Advanced by the previous GIS Coordinator, for ArcGIS Pro and ArcGIS Desktop, there is no way to get an accurate accounting of cost by license type. ArcGIS Pro licenses come in three types: Basic, Standard, and Advanced. The cost for each is $765, $3,025, and $4,150 respectively. A viewer, who should be assigned a Basic license at $765 is being assigned an Advanced license at $4,150. 2. Because there is a need to migrate from ArcGIS Desktop to ArcGIS Pro due to ArcGIS Desktop support ending in 2024, some users have both licenses installed on their computers, doubling their license usage. 3. Licenses are not removed from computers/servers before decommissioning so they show as active in MyESRI Licensing reports. Nathan Bradley pointed out that these numbers, specifically ArcGIS Engine and ArcGIS Server, are not accurate. 2011 % of Total 2017 % of Total % Inc/Dec 2020 % of Total % Inc/Dec Paducah Power 20,915$ 41.8%24,978$ 41.6%19.4%25,098$ 41.8%0.5% Paducah Water 11,611$ 23.2%12,637$ 21.1%8.8%13,933$ 23.2%10.3% JSA 4,094$ 8.2%4,889$ 8.1%19.4%4,913$ 8.2%0.5% E911 1,144$ 2.3%1,366$ 2.3%19.4%1,372$ 2.3%0.5% McCracken County 1,144$ 2.3%2,882$ 4.8%152.0%1,372$ 2.3%-52.4% City of Paducah 11,093$ 22.2%13,248$ 22.1%19.4%13,311$ 22.2%0.5% ESRI ELA 50,000$ 60,000$ 60,000$ Agency Agency Total Agency % without ELA without ELA without ELA without ELA without ELA Paducah Water 4 $16,600 2 $3,790 3 $33,333 8 $1,545 $55,268 16.62% Paducah Power 10 $41,500 18 $34,110 4 $43,333 0 $118,943 35.77% Joint Sewer Agency 9 $37,350 9 $17,055 0 $3,333 0 $57,738 17.36% City of Paducah 9 $37,350 7 $13,265 3 $33,333 0 $83,948 25.24% McCracken County 3 $0 0 $0 0 $3,333 0 $3,333 1.00% e911 2 $0 0 $0 1 $13,333 0 $13,333 4.01% Total 37 $132,800 36 $68,220 11 $130,000 8 $1,545 $332,565 100.00% ArcGIS Pro Advanced ArcGIS Desktop Advanced ArcGIS Server Enterprise ArcGIS Engine 4 Rick Windhorst pointed out that these numbers for them are not accurate as well. He believe they only have 2 servers, not 4. In addition, they are being charged 18 licenses for ArcGIS Desktop that he knows are not in use. Josh Webb noted that they are being charged double, ArcGIS Pro and ArcGIS Desktop, while they migrate to Pro. In addition, they don’t have 9 people who actually use ArcGIS products. Eric suggested that he and Dallas reach out to each member and get accurate counts of licenses but asked if this is the model we want to continue to use as a basis of splitting the fees. Jacob Northington noted that while this is one approach, it doesn’t cost the consortium any additional money to have an Advanced license over a Basic license. He would not want a limit being placed on what license you get based on what your share in the fee is. Everyone agreed that the intent of the consortium is to gain access to ESRI products and no one should be limited in their requests, however, we still have to come up with an equitable way to split the fees. Eric updated the spreadsheet to reflect estimates of cleaning up licensing and the committee reviewed. Anthony Copeland recommended that we consider a server/editor pricing model. Instead of considering everyone that has a license on their machine, we take the number of servers you have that run ArcGIS Server and the number of employees that have GIS editing as their core responsibility as the basis. Eric updated the spreadsheet to reflect this model and the committee reviewed. Rick Windhorst recommended that the utilities, Paducah Power, Paducah Water, and Joint Sewer Agency, each by 25% and the City, County, and E911 pick up the remaining 25%. It was noted that this would cause JSA’s fees to go from $4,913 to $17,000. A 246% increase. Anthony Copeland called for a motion. Josh Webb suggested that we needed to take some additional time to digest the information. Jacob Northington suggest a percent change model to even out Paducah Water and Paducah Power but not place a full 25% share on Joint Sewer Agency. Eric updated the spreadsheet to reflect this model and the committee reviewed. 5 Anthony Copeland pointed out that while this would work it doesn’t give us data as a basis for the calculation and most of us have to present the case to our boards who will want to know how we arrived at the calculation. Eric Stuber suggested that we schedule a specially called meeting in October to vote on the fee split. This will give each entity time to take it before their boards, if necessary, and still meet the December 2023 renewal deadline. In the meantime, Eric and Dallas will prepare 4 options: 1. Use the current model that has been in place since 2011 and update the license usage 2. Use a server/editor model as suggested by Anthony Copeland 3. Use a utility/municipality split as suggested by Rick Windhorst 4. Use a percent change model as suggested by Jacob Northington to ease the increase A specially called meeting was agreed by all members to take place on Monday, October 9, 2023 at 9am in the Team Room of City Hall. DISCUSSION Consortium Updates None were given at this meeting. ADJOURNMENT There being no further business, a motion to adjourn was made by Rick Windhorst and seconded by Anthony Copeland and the motion carried. The meeting was adjourned.