February 7, 1974 Missouri State Land Survey Authority Meeting Minutes

STATE LAND SURVEY AUTHORITY

Minutes of Meeting

February 7, 1974

     The meeting of the State Land Survey Authority was called to order at 9:10 a.m. at the Land Survey Authority Building, Rolla, Missouri, by Chairman Daniel Kennedy. Others present were James Anderson, Richard Barr, Willard Eckhardt, Larry Fellows and Robert Myers.

     Minutes of the December 13th meeting were reviewed and approved with minor changes.

     Mr. Kennedy gave a brief report on the meeting of Messrs. Eckhardt, Myers and himself with the Deputy State Auditor. It was agreed that the meeting had been very useful. Mr. Kennedy stated that a report should be prepared by Messrs. Eckhardt, Kennedy and Myers for the file.

     Mr. Myers reported on the status of equipment being purchased.

          a) T-2 - requisition has been submitted.

          b) Microfilm camera to be delivered in 7 to 10 days.

          c) Processor to be delivered within 30 days.

          d) Bid for 4-wheel drive vehicle to be let on this date.

     The financial summary for January was noted.

     Mr. Myers reviewed the context of the recently adopted Reorganization Bill as it pertains to the State Land Survey Authority. He reported that as of this date no communication had been received concerning the reorganization. Mr. Kennedy suggested that a recommended plan of operation for the SLSA should be formulated and presented to the new controlling officials when reorganization is a reality; also that a record of accomplishment should be prepared by the Authority prior to being abolished.

     Mr. Myers reviewed the proposed Capital Improvement schedule for FY-74. The following work is planned: Tuckpoint and waterproof outside of main building; patch plaster inside walls throughout building; prime and paint inside walls, windows, doors, etc.; rebuild electrical fuse boxes and replace hazardous wires; convert Rooms G-3 and G-4 into office space; and replace outside building doors and jambs.

     Mr. Myers reported that at present nine students are employed part time indexing records. Eight of the students work approximately 10 hours per week and one student is presently working 35-40 hours per week while waiting for his school term to resume.

     It was agreed that the camera room should be adequately screened with temporary panel partitions rather than curtained off. It was the opinion of the Authority that this would be the most economical method at present.

     Mr. Myers reported the Governor's recommendation for FY-75 budget as follows:

          Personal Service               $138,855
          Equipment Purchase & Repair      10,000
          Operations                      100,405
          Federal and Other Sources        11,675
                      TOTAL..........    $260,935

          Capital Improvements            $12,800

     It was the consensus of the Authority that a letter should be sent to the Governor to again call attention to the urgent need for a land survey vault. It was agreed that Mr. Myers should write the letter to be signed by the Authority members.

     Mr. Myers requested approval of funds for participation of two Survey technicians in an ICS surveying course. Registration fee is $75 each and cost per course unit is $10. Fourteen units are available. Maximum cost would be $430 for the two employees. Each employee must make satisfactory progress in the course or the SLSA State Land Surveyor can terminate the employee's participation. Motion made by James Anderson, seconded by Richard Barr, that this course be made available to the two SLSA survey technicians. Motion carried.

     State Land Survey Authority policy concerning reimbursement for personnel subpoened [sic] to appear in court as expert witnesses was discussed. Mr. Myers will contact Mr. Loren Wood, Assistant Attorney General, for advisement of handling any possible fees received.

     Approval for attendance at the following meetings was requested: Robert Myers to attend meeting of Kentucky Section of ACSM on January 31, and the Iowa registered land surveyor's meeting in April; Daniel Kennedy to attend meeting of registered land surveyors in Alabama, February 26, and the Arkansas Association of Registered Land Surveyors meeting in Little Rock, April 19th. Part of expenses will be paid by the requesting organizations. Motion made by Willard Eckhardt, seconded by Richard Barr that attendance at the above meetings be approved.

     Mr. Jack McDermott, Chief of Repository, reported on his recent attendance at the Annual Microfilm meeting at Houston, Texas. James Matlock also attended the meeting. Mr. McDermott reported that microfilming of all recorded surveys in Franklin, Montgomery, Pulaski and Phelps Counties has been completed. A majority of the records in eleven additional counties have been filmed.

     Mr. Norman Brown, Chief of Surveys, reported on the following survey projects in progress:

          1) Pattonsburg
          2) Iron Co.
          3) Carter Co. (Ozark Scenic Riverways)
          4) Smithville
          5) City of Liberty

     The next meeting of the SLSA is tentatively scheduled for March 7th.

     Meeting adjourned at 3:30 p.m.


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transcribed by Steven E. Weible

December 21, 1973 Missouri State Land Survey Authority Meeting Minutes

MINUTES OF MEETING

December 21, 1973

     A meeting of the State Land Survey Authority was held at the Officer's Club at Fort Leonard Wood, Missouri, December 21, 1973. Authority members met at 6:30 p.m. to discuss the status of the Capital Improvement project. Mr. Myers reported that priorities in the program had been changed and were now acceptable to the State Land Survey Authority. A copy of the contract has been received from the Office of Design and Construction and Mr. Myers and Mr. Jacobs met with Mr. Edward Hodge and Mr. Heagler to discuss the project. Attending the meeting were Willard Eckhardt, Wallace Howe, Larry Fellows, Arthur Jacobs and Robert Myers.

     The next meeting of the Authority will be held January 17 at the State Land Survey Authority Building, Rolla, Missouri.


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transcribed by Steven E. Weible

December 13, 1973 Missouri State Land Survey Authority Meeting Minutes

MINUTES OF MEETING

State Land Survey Authority

December 13, 1973

     The meeting of the State Land Survey Authority was held December 15, 1973 at the State Highway Patrol Academy building, Jefferson City, Missouri. The meeting was called to order at 9:40 a.m. by Chairman Daniel Kennedy, with James Anderson, Richard Barr, Willard Eckhardt, Larry Fellows and Robert Myers present.

     The minutes of the November 15th meeting were reviewed. Paragraph 6, sentence 2, was revised to read, "All members, with Dr. Fellows abstaining, agreed..." Minutes approved as revised.

     A draft for revision of Paragraph 16.060 - Overtime--Compensatory Leave of the State Land Survey Authority Rules and Regulations was presented for approval. It was agreed that Line 2, Paragraph 2, be deleted from the draft. Dean Eckhardt made a motion that the draft be approved as revised. Seconded by Mr. Barr. Motion carried.

     The financial summary for November was noted.

     A bid for public liability insurance from Bumdiek [sp?] Insurance Agency, Carthage, was presented for review and recommendation. Approval was given to commit funds for this insurance.

     Mr. Myers submitted a proposed schedule of charges for documents distributed by the State Land Survey Authority. The new schedule is based on cost of materials and cost of search for documents. Motion made by Mr. Barr, seconded by Dr. Fellows that the price schedule be approved. Motion carried.

     Third quarter budget requests were approved as follows:

          Personal Services            $33,160.38

          Operations                    33,701.00

          Equipment Purchase & Repair   29,262.50

     Mr. Myers requested approval to attend a meeting in West Lafayette, Kentucky, January 31, and the Minnesota Land Surveyor's Association meeting in Minneapolis, Minnesota, February 21-23. Mr. Myers will speak at both meetings and all expenses except transportation will be paid by the two host organizations. Request approved.

     Approval was requested for Jack McDermott and James Matlock to attend a microfilm conference in Houston, Texas, January 15-18. Approximate cost of the trip will be $321 per person. Request approved.

     Attendance by Jack McDermott at the National Microfilm Meeting in Boston was not approved.

     Mr. Myers reported that communications concerning the Capital Improvements had greatly improved. The S.L.S.A. has received a copy of the contract and priorities have been changed following the November 15th meeting.

     Mr. Myers reported that budget figures as recommended by the Governor had been received by phone from Mr. Steve Gurwell, Budget Analyst. A S.L.S.A. budget of $260,935 has been recommended by the Governor for Fiscal year 1975. A request for $347,814 had been submitted. The four additional personnel requested were deleted along with the workload increase resulting form the added personnel. A total of $10,000 was recommended for purchase and repair of equipment for Fiscal Year 1975.

     Adjourned for lunch.

     Mr. Myers reviewed the proposed 1975 budget and items he planned to bring to the attention of the House Appropriation Committee during his appearance at 3:30 p.m. following the meeting of the S.L.S.A. Additional suggestions were offered by S.L.S.A. members.

     Mr. Myers presented a map detailing a proposed demonstration project in the City of Liberty, Missouri. Approval was given for Mr. Myers to proceed with a detailed proposal. Tentatively, 10 stations in Liberty would be occupied at an approximate cost of $400 each. It was the consensus of opinion that the City of Liberty should contribute $2,000 or approximately half of the cost. The S.L.S.A.'s share would include S.L.S.A. personnel time and expenses, plus additional funds if necessary.

     The next meeting of the Authority will be December 21 at Fort Leonard Wood at 6:00 p.m. Capital improvement plans will be reviewed at this meeting.

     Possible solutions to the fuel shortage were discussed in the event UMR is unable to provide the necessary fuel to heat the S.L.S.A. building.

     The meeting adjourned at 1:45 p.m. Mr. Myers, Dean Eckhardt, and Mr. Kennedy met with the Deputy State Auditor immediately following adjournment of the meeting.


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transcribed by Steven E. Weible

November 15, 1973 Missouri State Land Survey Authority Meeting Minutes

STATE LAND SURVEY AUTHORITY

Minutes of Meeting

November 15, 1973

     A special meeting of the SLSA was held at 9:00 a.m., November 15, 1973 at the Land Survey Authority Building, Rolla, Missouri. The meeting was called to order by Chairman Daniel Kennedy with James Anderson, Richard Barr, Willard Eckhardt, Larry Fellows, Robert Myers, and John Twitty, State Representative, present. The primary purpose of the meeting was to review the State Land Survey Authority Report of the State Auditor, July 1, 1970 through June 30, 1972, as released on November 5, 1973.

     Mr. Kennedy reviewed the SLSA's first year of operation and the developments that made it necessary for the SLSA to obtain additional funds for Repair and Replacement.

     Mr. Myers reviewed the steps leading to the audit of the SLSA, receipt of the initial report on October 30, 1973, and the final report on November 5th, 1973.

     The final audit report, as received November 5th, was studied in detail and comments made as to what remedial steps had already been taken.

     Representative Twitty, before leaving, expressed the opinion that the audit report had been released prematurely with some facts not expressing the actual case. He will make an effort to discuss these facts with the appropriate people.

     It was the opinion of the Authority members that an answer to the audit should be sent to the Office of the State Auditor. All members, with Dr. Fellows abstaining, agreed that a copy of the above answer should be sent to the Governor. Dean Eckhardt and Mr. Kennedy agreed to prepare an answer to the audit following the meeting.

     Mr. Myers asked for approval from the Authority members to hire additional temporary, part-time personnel with the unused funds available in Personal Services. These funds are available because all approved 1973-74 positions were not filled on July 1, 1973. Authority members approved hiring of additional personnel as long as the qualification requirements of the position are met.

     Mr. Myers presented proposed amendments to the SLSA Rules and Regulations. These amendments would make the SLSA employee sick and vacation leave in line with that of the State Merit System employees. Minor revisions were made to the amendments. Mr. Barr made a motion that the amendments be adopted as revised. Seconded by Dean Eckhardt. Motion carried.

     Changes in the Rules and Regulations concerning Overtime - Compensatory Leave were discussed briefly. Action on this amendment was deferred until the next SLSA meeting.

     Mr. Myers reviewed the Capital Improvements program and stated that the Division of Design and Construction is handling the contract for the work, and to date, the SLSA has had no control of the Capital Improvement appropriation. It was agreed that the Authority should write a letter to the Office of Design and Construction in an effort to obtain better communications between the offices in connection with the Capital Improvement program.

     Meeting adjourned for lunch.

     During the afternoon, Dean Eckhardt, Mr. Kennedy and Mr. Anderson drafted correspondence as approved during the morning session.

     Meeting adjourned at 4:00 p.m.


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transcribed by Steven E. Weible

October 25, 1973 Missouri State Land Survey Authority Meeting Minutes

STATE LAND SURVEY AUTHORITY

Minutes of Meeting

October 25, 1973

     The meeting of the State Land Survey Authority was called to order at 9:00 a.m., October 25, 1973 by Chairman Daniel Kennedy at the Land Survey Authority Building, Rolla, Missouri. Present besides Chairman Kennedy were James Anderson, Richard Barr, Willard Eckhardt, Larry Fellows and Robert Myers.

     Minutes of the September 27th meeting were reviewed. Paragraph 3, Page 1 was revised to read as follows:  "Mr. Myers called attention to an Executive Order concerning equal employment opportunities that had been received from the Office of the Governor. Dean Eckhardt will send a copy of the University of Missouri's affirmative action plan on equal employment opportunities for SLSA reference in adopting a plan as requested in the Executive Order." The last paragraph, Page 2 was revised to read, "....any request from the Attorney General (or other appropriate State agency), but until that time the SLSA cannot comment or take action." Minutes approved as corrected.

     A draft prepared by Arthur Jacobs entitled, "State Land Survey Authority Code of Fair Practices" was reviewed along with suggested changes drafted by Dean Eckhardt. Several additions and deletions were made. After complete review a motion was made by Mr. Barr, seconded by Mr. Anderson, that the Affirmative Action Plan be approved as revised. Motion carried. Mr. Kennedy and Dr. Fellows, in voting against the motion, expressed the opinion that the plan as presented was too voluminous and was not specific enough on timetable and goals.

     The revised SLSA Rules and Regulations and Personnel Policies and Procedures were reviewed and changes noted. Additional minor changes were suggested and approved. In Chapter 16.060, further inquiry will be made concerning carry over of compensatory time and Chapter 16.060 written in accordance with that finding. The Rules and Regulations and Personnel Policies and Procedures were approved as revised.

     The financial statement for October 1973 was noted. A transfer of "up to $3,000" to Data Processing from Surveying Services was approved.

     Mr. Myers reviewed the proposed Smithville Restoration Project, T. 53 N., R. 32 W., along with additional information received from Mr. Harvey Evans since the September 1973 meeting. Mr. Evans submitted the following cost for the project: Cost of survey, $23,149.72; additional monuments in gravel road, $65 each; additional monuments not in road, $40 each, or approximately $2,085.00. Approximate total cost of project is $25,234.72. Accuracy requirements and details of the project were discussed. Motion made by Mr. Anderson, seconded by Mr. Barr that this project be approved and authority given Mr. Myers to enter into a contract with Harvey Evans to complete the project. Minor modifications in the work detail can be negotiated by Mr. Myers in execution of the contract. Mr. Kennedy voted for the motion with the following stipulation: Mr. Myers will furnish to the SLSA a statement of accuracy required (what can be expected if corners are lost and have to be recovered, and what standard --rural, urban, etc.-- Myers expects to receive). Dr. Fellows and Dean Eckhardt abstained from voting. Motion carried.

     Mr. Myers requested approval of the following equipment purchase:

          Drafting Machine                250.00
          Survey Stands (2)             5,400.00
          Short Range EDM Equipment     6,000.00
          Camera (35 mm.)              11,000.00
          Processor                     4,280.00
          Densitometer & Accessories    1,000.00

Motion made by Mr. Barr that purchase of equipment be approved. Seconded by Dr. Fellows. Motion carried.

     All members reported that they had received a copy of the letter from Mr. Charles Valier acknowledging receipt of the memorandum concerning the Reorganization Bill. No further action will be taken at this time.

     The increased time factor involved in purchase approvals was discussed. An attempt will be made to allow for this time lapse in future purchases in order that the SLSA purchase schedule can be maintained.

     Mr. Myers reported that he and Mr. Jacobs had met with Robert Lee, Ed Hodge, and W. B. Heagler to discuss Capital Improvements. Mr. Myers reported that it appeared that the Capital Improvement contract would not follow the line items as approved in the budget. It was agreed that if the Capital Improvement request was approved by line item, an opinion should be obtained from the Attorney General's office before signing a contract not including all items as approved.

     Mr. Myers stated that he had talked to Mr. Peter Ruger, Assistant Attorney General, and that Mr. Ruger and the Attorney General plan to go to Nebraska in the near future to work out a settlement of the boundary dispute.

     Mr. Myers reported that a request for Mr. Brown to give a court deposition concerning surveys in Iron County had been received. Mr. Myers requested an opinion from the Authority on the policy the SLSA should adopt with court hearing procedures. Dean Eckhardt stated that procedure would probably vary in accordance with the type of request--whether the SLSA representative was requested to testify as an expert witness or a witness who had done the work. It was agreed that this should be cleared with Loren Wood, Assistant Attorney General.

     Mr. Myers requested approval to send a questionaire to all surveyors to obtain names of surveyors interested in entering into contracts with the SLSA. Request approved.

     The articles presented for review were approved for inclusion in the next issue of Survey Bulletin.

     Motion made by Dean Eckhardt, seconded by Mr. Kennedy that SLSA meetings be held the last Thursday of each month. Motion carried. The date for the next meeting is November 29th.

     Meeting adjourned at 4:45 p.m.


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transcribed by Steven E. Weible

General Process for the Resolution of Property Boundaries

Preliminary Resolution

- Examine record information and put the pieces together.

- Are the calls in adjoining tract descriptions calling for the same thing?

- Are they calling for something different?

- What will control the boundary location?

- What will the field crew be looking for?

- Are there any red flags or discrepancies in any of the descriptions?

- Calculate search areas based on the reconciled record information.


Search for Evidence

- Find enough evidence to “get on the system” with your search coordinates.

- Based on the reconciled record information, look for called-for corners.

- Half the battle is knowing where to look.

- If you don’t look for it, it is almost certain that you won’t find it.


Evaluate Evidence and Reconcile with Record Information

- Did you find the evidence called for in the record?

- Do the field measurements match the record?

- If not, is there an explanation?

- Was there additional uncalled for evidence that sheds light on the boundary location?

- Can you reconcile the red flags identified in the preliminary resolution.


Revise Search locations and Search for more Evidence

- Revise your preliminary resolution to match the evidence found.

- Identify refined search areas where nothing was found on the first attempt.

- Identify additional areas to search when the search area must be expanded.

- Return to the field and look for more evidence.


Final Conclusion

- Did you find the original called for corners?

- Did you find original uncalled for corners?

- Did you find later uncalled for corners?

- Will you accept or reject what you found?

- For corners not found, which legal principles apply?

- Do you feel confident with your conclusions?

- Does the evidence support your decision?

- If evidence is lacking, is your conclusion reasonable? sensible? equitable?


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from presentation by Steven E. Weible on May 10, 2014

September 27, 1973 Missouri State Land Survey Authority Meeting Minutes

STATE LAND SURVEY AUTHORITY

Minutes of Meeting

September 27, 1973

     The meeting of the State Land Survey Authority was called to order at 9:15 a.m. by Chairman Daniel Kennedy at the Land Survey Authority Building, Rolla, Missouri. Present besides Mr. Kennedy were James Anderson, Larry Fellows, Willard Eckhardt and Robert Myers. Richard Barr joined the group at 10:00 a.m.

     The minutes of the August 30th Authority meeting were approved as written.

     Mr. Myers called attention to an Executive Order concerning equal employment opportunities that had been received from the Office of the Governor. Dean Eckhardt will send a copy of the University of Missouri's affirmative action plan on equal employment opportunities for SLSA reference in adopting a plan as requested in the Executive Order.

     Mr. Myers stated that letters had been sent to Governor Bond, members of the House Reorganization Committee, and members of the Senate Reorganization Committee following the August 30th Authority meeting. Dean Eckhardt reported that he had talked to Mr. Charles Valier after he received the letter, and that Mr. Valier was more interested in the regulatory powers of the SLSA over other items mentioned in the letter. Mr. Myers stated that he had been contacted by Ms. Ann Tettlebaum for additional information, and copies of the SLSA advisory regulations were sent to Ms. Tettlebaum. Mr. Anderson reported that the Missouri Society of Professional Engineers would support the Authority in the Reorganization Bill.

     Mr. Myers brought the Authority up to date on action taken toward eliminating or raising the statutory limit on the State Surveyor's salary. Dr. Howe had talked to Mr. Charles Valier, Office of the Governor, and Mr. Valier had indicated that it was the intent to remove the statutory salary limits of the State Surveyor and State Geologist. Salaries of Department Heads would be set in the Reorganization Bill, and organization head salaries be adjusted accordingly. Therefore no action was taken by Mr. Myers.

     The Budget Request for 1975 was presented for final approval. Minor changes had been made after Mr. Myers' meeting with Mr. Steve Gurwell, budget analyst. It was agreed that a detail sheet on the user fee and budget requests through 1978 be submitted with the 1975 Budget Request. Budget approved for submission.

     The 1975 Capital Improvement budget request was approved.

     Expense summary for the month of September was noted.

     The following action on second quarter budget requests was taken:

     Personal Service request for $32,311.21. Motion made by Dean Eckhardt, seconded by Mr. Barr that request be approved. Motion carried.

     Equipment Purchase & Repair request for $32,282.00. Motion made by Mr. Barr, seconded by Dr. Fellows that request be approved. Motion carried. The following items were approved for immediate purchase:

               4 Microfilm readers
               1 4-Wheel drive vehicle

     Operation request for $55,467.00. Motion made by Mr. Anderson, seconded by Mr. Barr that Operations request be approved. Motion carried.

     Following approval of the quarterly budget requests, and prior to the arrival of Miss Julia Duke, the Missouri-Nebraska boundary dispute was reviewed and SLSA Members brought up to date on recent correspondence and telephone contacts with Miss Duke. Mr. Myers reviewed all previous activity he had encountered concerning the boundary dispute. It was agreed that the position of the SLSA is as follows: The SLSA is ready to cooperate and comply with any request from the Attorney General (or other appropriate State agency), but until that time the SLSA cannot comment or take action.

     Adjourned for lunch.

     At 1:30 p.m., SLSA Members met with Miss Julia Duke. Miss Duke outlined action that had been taken by herself and other parties involved in the Missouri-Nebraska dispute. Mr. Kennedy advised Miss Duke that the SLSA could take no action unless so requested by the Attorney General; also that at the present time the SLSA had no funds available for a project in the area. Upon request by the Attorney General's office, the SLSA would be ready to give technical assistance. Miss Duke indicated she had a better understanding of the SLSA position after meeting with the Authority.

     At 2:30 p.m. the general meeting of the SLSA resumed. Review of revised Rules and Regulations was deferred until the next Authority meeting.

     Mr. Myers reported that after a preliminary survey of contractors available for surveys to be executed for the National Park Service, letters were sent to M. J. Huffman & Associates and S. H. Smith & Co. requesting a design and proposal for the project. Mr. Myers requested approval to enter into two contracts totaling $11,675. Mr. Anderson made a motion that the contracts be approved, seconded by Mr. Barr. Motion carried.

     Mr. Myers reviewed a project including a majority of two townships to be completed by Mr. Harvey Evans under contract with the Corps of Engineers at Smithville, Missouri. Mr. Myers proposed that the SLSA complete either one or both of the townships, depending upon funds available. Mr. Myers requested approval to negotiate with Mr. Evans and return to the Authority for contract approval. Mr. Anderson made a motion that the request be approved. Seconded by Mr. Barr. Motion carried.

     Mr. Myers read a letter received from Mr. Teller, Bureau of Land Management, concerning the recording of BLM surveys. A proposed SLSA news release concerning delay of filing BLM surveys was reviewed. It was agreed that a copy of the news release be forwarded to Mr. Teller, requesting permission to include the release in the next SLSA Bulletin.

     The next meeting of the Authority is tentatively set for October 25th.

     Meeting adjourned at 4:00 p.m.


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transcribed by Steven E. Weible