(2) Introduction to BAS (Jan 2012)

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2012 Boundary and Annexation Survey (BAS) training by Census. Training sponsored by WVAGP.

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  • Circular No. A-16 designates layers of geographic information and what agencies are responsible for maintaining them. For example, geo.data.gov and the National Map are both maintained by USGS, but the Census Bureau supplies the boundaries and the street features.
  • This survey replaced the long form. **If the audience asks about the ACS ACS is conducted monthly and reported annually. 3 types of ACS estimates: 1-year estimates: produced annually for geographic areas with pop > 65,000 3-year estimates: produced annually for geographic areas with pop > 20,000 5-year estimates: for small areas. In 2010, Census plans to release the 1 st 5-year estimates for small areas, based on ACS data collected from 2005-2009. 5-year estimates released in 2010 use older geography (ex: 2000 census tracts, but 2009 legal boundaries, etc.) and provide a picture of the country for that 5 year period. By contrast, the data reported from the 2010 Decennial Census uses 2010 geography and provides a picture of the country in 2010.
  • This program and ACS (previous slide) are available through American Fact Finder.
  • All groups benefit from more accurate assignment to geographic areas Federal funding is determined by the findings of the BAS In some states, state funding too
  • All groups benefit from more accurate assignment to geographic areas Apportionment of Federal funds In some states the apportionment of state funds are affected Community planning
  • For Georgia and Michigan, the state government will send the list of entities with boundary changes and/or legal updates directly to the Census. The Census then uses this list to determine which entities will receive a BAS package. For all other states, the entities provide the updates directly to the Census. Please note that we don’t eliminate contact with the local governments. Once a year, they still receive a letter from us, even if they are in a state agreement.
  • There are currently more than 40 county-level BAS agreements. These help us reduce duplication, save on packaging costs, and are also more environmentally friendly If you are interested in a county-level agreement please contact the Legal Areas Team
  • Reasons it’s good to have a good BAS contact: It’s important to get it to the right people It saves money It makes a more effective BAS We used to have a terrible package return rate; now we spend a lot of time keeping contacts up-to-date, which has improved the return rate immensely.
  • We will not be shipping paper maps to anyone, unless they request one.
  • If the contact information is the same as the BAS Mailing contact simply check this box (point out box) If the contact information is the same as the HEO check this box (point out box) We also need to know who made the updates.
  • If we are missing anything, this is the respondent’s chance to correct it.
  • Five steps to update BAS: 1. annotate legal boundary changes and/or corrections on the map 2. compare the address breaks at the intersection of any road and boundary to a local source 3. complete the form 4. print and sign your name, and enter the date in the “Signature Box” on each map that has changes return the signed maps and survey forms Boundary changes are drawn by the participants relative to the features present on the map. This may cause spatial inaccuracies but ensure correct topological location. Legal Disputes If it comes to our attention that an area of land is in dispute between two or more jurisdictions, we will not make boundary corrections or add annexations until the parties come to written agreement, or there is a documented final court decision regarding the matter/dispute.
  • Digital BAS is for participants who do not want to update paper maps, and who are experienced with using GIS.
  • MTPS is a customized GIS system for developed by the Census Bureau for participants who do not have their own GIS or are not experienced GIS users.
  • Maps can be viewed and downloaded directly from the BAS website. Remember that you won’t receive a paper map unless you request one.
  • Re-emphasize contacts sheet
  • (2) Introduction to BAS (Jan 2012)

    1. 1. Introduction to the Boundary and Annexation Survey (BAS)
    2. 2. Presentation Overview <ul><li>What is the BAS? </li></ul><ul><li>Why do we conduct the BAS? </li></ul><ul><li>Why should local officials respond to the BAS? </li></ul><ul><li>Who benefits from the BAS? </li></ul><ul><li>State and County BAS Agreements </li></ul><ul><li>Advance Response and BAS submission methods </li></ul><ul><li>State Certification </li></ul><ul><li>Important dates for the BAS </li></ul>
    3. 3. What is the Boundary and Annexation Survey (BAS)? <ul><li>A voluntary survey of local, county, and tribal governments </li></ul><ul><li>Conducted annually to collect information about legal geographic areas </li></ul><ul><li>Primary source of information for: </li></ul><ul><ul><li>Legal boundaries </li></ul></ul><ul><ul><li>Names of governments </li></ul></ul><ul><ul><li>Functional status </li></ul></ul><ul><ul><li>Types of governmental units </li></ul></ul><ul><ul><li>New governments </li></ul></ul><ul><ul><li>Dissolved governments </li></ul></ul><ul><ul><li>Boundary changes </li></ul></ul><ul><ul><li>higher-level geographic relationships </li></ul></ul><ul><ul><ul><li>e.g. a place annexes into a new county </li></ul></ul></ul>
    4. 4. <ul><li>Governmental units (entities) included in the BAS: </li></ul><ul><ul><li>Counties and County Equivalents </li></ul></ul><ul><ul><li>Minor civil divisions (MCDs) </li></ul></ul><ul><ul><li>Incorporated places & consolidated cities </li></ul></ul><ul><ul><li>American Indian reservations and federally recognized off-reservation trust lands </li></ul></ul>What is the Boundary and Annexation Survey (BAS)?
    5. 5. Why do we conduct the BAS? <ul><li>Ensure that population and housing counts are assigned to the correct geography in all Census Bureau products. </li></ul><ul><li>Support the Office of Management and Budget (OMB) Circular No. A-16 </li></ul><ul><ul><li>The Census Bureau is responsible for collecting and maintaining boundary information for legal areas, and provides them to other agencies, such as USGS </li></ul></ul><ul><ul><li>Geo.data.gov </li></ul></ul><ul><ul><li>The National Map ( http://nationalmap.gov/ ) </li></ul></ul><ul><li>Present statistics for various censuses and surveys: </li></ul><ul><ul><li>American Community Survey (ACS) </li></ul></ul><ul><ul><li>Population Estimates Program </li></ul></ul><ul><ul><li>Economic Census </li></ul></ul><ul><ul><li>2010 & 2020 Decennial Census Programs </li></ul></ul>
    6. 6. <ul><li>A monthly nationwide survey providing communities with a fresh look at how they are changing. </li></ul><ul><li>Collects and produces population and housing information every year. </li></ul><ul><li>The ACS reports data for legal areas and some statistical areas, using the most recent boundary information from the BAS. </li></ul><ul><li>The ACS releases demographic, housing, social, and economic data for smaller communities and statistical areas for 5-year period estimates. </li></ul><ul><li>http://www.census.gov/acs/www/ </li></ul>American Community Survey (ACS)
    7. 7. <ul><li>Retabulates the most recent decennial census results in the current year’s geography to update the Census Bureau’s official population estimates. </li></ul><ul><li>Uses boundary information collected during the BAS. </li></ul><ul><li>http://www.census.gov/popest/estimates.html </li></ul>Population Estimates Program
    8. 8. Why should local officials respond to the BAS? <ul><li>Local officials know their areas best. </li></ul><ul><li>The state, county, and city will all benefit from more accurate assignment to geographic areas and better data. </li></ul><ul><li>The BAS has implications for the allocation of federal funds, and in some states, state funds as well. </li></ul><ul><li>Provides important information for community planning and decision-making. </li></ul>
    9. 9. Who benefits from the BAS? <ul><li>States </li></ul><ul><li>Counties </li></ul><ul><li>Townships </li></ul><ul><li>Cities </li></ul><ul><li>American Indian Areas </li></ul><ul><li>State Redistricting officials </li></ul><ul><li>The Census Bureau </li></ul><ul><ul><li>Accurate housing tabulation count for our censuses and surveys </li></ul></ul><ul><ul><li>Accurate statistical data </li></ul></ul><ul><ul><li>Reliable geographic reference source </li></ul></ul><ul><li>Other Federal Agencies </li></ul><ul><ul><li>Example: US Geological Survey uses BAS boundaries for map products </li></ul></ul>
    10. 10. <ul><li>Available to states that mandate local governments to report boundary updates to the state government. </li></ul><ul><li>Under this agreement, states report to the BAS by: </li></ul><ul><ul><li>Submitting all boundary updates in the state, OR </li></ul></ul><ul><ul><li>Submitting a list of entities that had boundary updates. </li></ul></ul><ul><li>State participation improves the BAS process in the following ways: </li></ul><ul><ul><li>Reduces duplication of effort in collecting information </li></ul></ul><ul><ul><li>Reduces the burden on local governments </li></ul></ul><ul><ul><li>Improves the completeness of the boundary data collected in a given year </li></ul></ul>BAS State Agreements
    11. 11. <ul><li>The county government responds to the BAS for governmental units within their jurisdiction. </li></ul><ul><li>Under this agreement, the county reports to the BAS by: </li></ul><ul><ul><li>Establishing an agreement with entities whereby the county shall respond to the BAS for the undersigned entities. </li></ul></ul><ul><ul><li>County agreement does not require every entity to sign on </li></ul></ul><ul><li>County participation improves the BAS process by: </li></ul><ul><ul><li>Reducing the burden on local governments </li></ul></ul><ul><ul><li>Minimizing mailout; only the County BAS contact receives materials. </li></ul></ul><ul><ul><li>Improving the completeness of the reported boundary data </li></ul></ul>BAS County Agreements
    12. 12. <ul><li>Each year, BAS materials are mailed to the BAS contacts. </li></ul><ul><li>How do we determine the BAS contact person? </li></ul><ul><ul><li>Local official tells us. </li></ul></ul><ul><ul><li>A local government employee responding to the BAS for consecutive years will be assigned as the BAS contact. </li></ul></ul><ul><ul><li>If we have not received a BAS response for several years, we will attempt to establish a contact in either the local planning or GIS department. </li></ul></ul><ul><ul><li>The State Data Center (SDC) provides contact updates to the Census Bureau during the telephone follow-up phase of BAS. </li></ul></ul><ul><ul><li>If contact cannot be established, the BAS package is mailed to the Highest Elected Official (HEO). </li></ul></ul>Determining the BAS Contact
    13. 13. <ul><li>The advance response letter and form will be sent to the BAS contacts in November and December </li></ul><ul><li>Respondents that wish to report boundary or feature updates must request or download materials from the BAS website. </li></ul><ul><li>Participants who want to submit their changes by the first deadline of March 1 should request their materials by February 1. </li></ul><ul><li>Forms and materials are available online: </li></ul>Advance Response http://www.census.gov/geo/www/bas/bashome.html
    14. 14. BAS Material Review
    15. 15. Review and Update the BAS Form <ul><li>Review the jurisdiction information </li></ul><ul><li>If any information needs to be changed, cross out the incorrect data and write the correct data </li></ul>January 1, 2011
    16. 16. <ul><li>There will be several short questions on the form regarding types of changes being reported for this year </li></ul><ul><li>Also, review or provide the name contact information for the BAS Respondent , who is the person completing the form. He/she may be different from the BAS Contact. </li></ul>Review and Update the BAS Form
    17. 17. <ul><li>Review the BAS Contact and HEO contact information </li></ul><ul><li>Cross out any incorrect information and write in the new information </li></ul>Review and Update the BAS Form
    18. 18. Review and Update the BAS Form (County Participants) <ul><li>The names and status of each entity located within the county will be listed on this page. </li></ul><ul><li>Verify that this information is accurate and up to date. </li></ul>
    19. 19. <ul><li>The last page of the form lists the legal changes that were reported during the last BAS cycle. </li></ul><ul><li>Review each of the annexations and deannexations reported last year to ensure that the correct data was captured. </li></ul><ul><li>You may add any applicable changes that were not listed on the form. </li></ul>Review and Update the BAS Form (Incorporated Place Participants)
    20. 20. <ul><li>Census Bureau: </li></ul><ul><ul><li>Mails maps and BAS form to the BAS contact </li></ul></ul><ul><ul><li>Provides online maps and forms for download </li></ul></ul><ul><li>Participants : </li></ul><ul><ul><li>Annotate and return paper maps and forms </li></ul></ul><ul><ul><li>Provide effective date and number for each annexation and deannexation </li></ul></ul><ul><ul><li>Or, return the “No Change” postcard if no changes to report. </li></ul></ul>BAS Submission Methods - Paper
    21. 21. <ul><li>First offered during the 2005 BAS for a limited number of entities </li></ul><ul><li>Designed to accept submissions from experienced users of Geographic Information Systems (GIS) who have the ability to modify Census Bureau spatial data </li></ul><ul><li>Spatial data provided in GIS shapefile format </li></ul><ul><li>Goal is to permit governmental units to use a GIS to create BAS submission files and electronically submit to the Census Bureau. </li></ul>BAS Submission Methods - Digital
    22. 22. <ul><li>MAF/TIGER Partnership Software (MTPS) </li></ul><ul><ul><li>First available during the 2008 BAS </li></ul></ul><ul><ul><li>MTPS is a free GIS software provided by the Census Bureau </li></ul></ul><ul><ul><li>Participants install the MTPS on their computers </li></ul></ul><ul><ul><li>Participants use the MTPS to create a Digital BAS submission file </li></ul></ul><ul><li>Participants receive: </li></ul><ul><ul><li>MTPS installation CD </li></ul></ul><ul><ul><li>one or more CD(s) containing the Census Bureau boundary data for their entity and the surrounding area </li></ul></ul><ul><li>Participants submit submission file electronically to the BAS </li></ul>BAS Submission Methods - MTPS
    23. 23. Viewing and Downloading BAS Maps http://www.census.gov/geo/www/bas/bashome.html
    24. 24. <ul><li>A program for state governments to review information that local governments reported to the previous BAS: </li></ul><ul><ul><li>Legal boundary changes (annexations & deannexations) </li></ul></ul><ul><ul><li>Functional status of governments </li></ul></ul><ul><ul><li>Legal names of governmental units. </li></ul></ul><ul><li>The current State Cert reports information collected during the previous BAS year: </li></ul><ul><ul><li>Ex: 2012 State Cert reports information collected during the 2011 BAS. </li></ul></ul>BAS State Certification Program (State Cert)
    25. 25. <ul><li>Ensure that legal boundary changes and government status changes reported to the BAS are legal . </li></ul><ul><ul><li>implemented in accordance with applicable State Laws </li></ul></ul><ul><li>Maintain the accuracy and completeness of boundary information: </li></ul><ul><ul><li>The Census Bureau is responsible for collecting and maintaining correct Legal Boundary information </li></ul></ul><ul><ul><li>Make sure Census Bureau MTDB matches State record </li></ul></ul><ul><li>Verify the attribute information submitted to BAS is correct: </li></ul><ul><ul><li>Ordinance Number </li></ul></ul><ul><ul><li>Effective Date </li></ul></ul>Why do we conduct State Cert?
    26. 26. <ul><li>The extent of State Cert varies depending on the State Laws for incorporations/disincorporations and boundary changes: </li></ul><ul><ul><li>State Statutes </li></ul></ul><ul><ul><li>Constitution </li></ul></ul><ul><ul><li>or State Code </li></ul></ul><ul><li>Some states have strong state laws requiring local governments to report to the state government: </li></ul><ul><ul><li>The state contact has the authority to request the Census Bureau to edit or delete BAS information </li></ul></ul><ul><li>In states that do not have such provisions, the Census Bureau will not edit or delete BAS information without confirmation with the local government. </li></ul>State Laws and State Cert
    27. 27. <ul><li>In strong law states, the state contact may notify the Census Bureau of any missing or illegal boundary changes: </li></ul><ul><ul><li>The local entity is sent a discrepancy letter describing the issue </li></ul></ul><ul><li>For boundary changes missing from the Census file: </li></ul><ul><ul><li>The entity may simply report the missing boundary change to the BAS </li></ul></ul><ul><li>For boundary changes flagged as invalid by the state: </li></ul><ul><ul><li>The entity is responsible for resolving the discrepancy with the proper state authority. </li></ul></ul><ul><ul><li>After resolving the issue, the entity may submit the valid boundary change to the BAS. </li></ul></ul>Missing Annexations and Reversals
    28. 28. If it comes to our attention that an area of land is in dispute between two or more jurisdictions, we will not make boundary corrections or add annexations until the parties come to a written agreement, or there is a documented final court decision regarding the matter/dispute. Legal Disputes
    29. 29. Important Dates and Deadlines Date(s) Description December Advance Response Letters and Forms mailed to the BAS Contacts December -February BAS Materials mailed to the BAS Contacts January 1 Boundary Changes (annexations and detachments) reported to the current BAS must be in effect on or before this date. February 1 Last day for participants to request BAS materials to be shipped by mail. March 1 First Deadline: Changes received by this date will be included in the upcoming Population Estimates Program and ACS. Boundary updates will be depicted on the next release of BAS maps. May 31 Final Deadline: Changes received by this date will be depicted on the next release of BAS maps

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