Hollis Select Board Transparency Archive

Hi John,

Thanks for sending it along. I will run through a conversion test today and will let you know if I encounter any problems.

Regards,

Tonya L. Baldwin Customer Support/Installation Services Northern Data Systems, Inc 800-649-7754 / 207-781-3236 [email protected]

From: John O'Donnell <[email protected]> Sent: Monday, August 10, 2026 2:42 PM To: Tonya Baldwin <[email protected]> Cc: Roger Hicks <[email protected]>; townmanager <[email protected]>; Tammy Thompson <[email protected]>; Greg Clifford <[email protected]> Subject: Hollis NDS & CAI new map-lot numbers

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Hi Tonya,

The attached file is meant for your initial testing of the NDS to CAI map-lot numbering. I found this project very difficult. I have reluctantly relied on the original cross reference I received for a large number of properties. I hope to do more cross referencing when I can get a CAI file.

The attached file is my workspace and your test file. The worksheet named "starting cross reference" is your cross-reference source

Column G in Starting Cross Reference is named "joinkey". The joinkey field has been edited to make the corrections* to match the realestate_id in Remast1. The workbook contains a worksheet named "NDS 2026-07-16" I used these two worksheets for my join. Note: Remast1 may have edits since July 16.

*corrections are mostly padded spaces and zeroes that are in realestate_id but were not in the cross reference file I was given to start with. Some are records that had to be added due to new NDS accounts since 2019.

I checked to confirm there are no duplicate records.

Please let me know if you have any questions.

Thanks, John O'Donnell

________________________________ From: John O'Donnell <[email protected]> Sent: Friday, August 7, 2026 10:24 AM To: Tonya Baldwin <[email protected]> Cc: Roger Hicks <[email protected]>; townmanager <[email protected]>; Tammy Thompson <[email protected]>; Greg Clifford <[email protected]> Subject: Hollis NDS & CAI new map-lot numbers

Hi Tonya, I will be sending the file for testing today or Monday.

Thanks, John

Get Outlook for iOS https://aka.ms/o0ukef ________________________________ From: Tonya Baldwin <[email protected]> Sent: Friday, 07 August 2026 08:30:26 To: John O'Donnell <[email protected]> Cc: Roger Hicks <[email protected]>; townmanager <[email protected]>; Tammy Thompson <[email protected]>; Greg Clifford <[email protected]> Subject: RE: Hollis NDS & CAI new map-lot numbers

Good morning,

I hope everyone is having a good summer.

Touching base to see when you might have the final map/lot conversion spreadsheet completed? I am going to need a 2 week turn around between when I get the final spreadsheet and we run the conversion live on Hollis’s system.

Once I run the final conversion here to test, I plan to create a testing database at Hollis where I will run the conversion. This will give you all a chance to look it over before we go live with it.

Regards,

Tonya L. Baldwin

Customer Support/Installation Services Northern Data Systems, Inc 800-649-7754 / 207-781-3236

[email protected]

From: John O'Donnell <[email protected]> Sent: Tuesday, July 28, 2026 1:38 PM To: Tonya Baldwin <[email protected]> Cc: Roger Hicks <[email protected]>; townmanager <[email protected]>; Tammy Thompson <[email protected]>; Greg Clifford <[email protected]> Subject: Hollis NDS & CAI new map-lot numbers

Caution: This is an external email and may be malicious. Please take care when clicking links or opening attachments.

Hi Tonya,

I understand. This is helpful with the various issues we have to flush out with the original cross reference file and all the changes in subsequent years. My July 16th email outlined what we intend to do to clean up the file. I will add your notes below and check against these issues as best I can.

Thanks for the feedback.

John

From: Tonya Baldwin <[email protected]> Sent: Tuesday, July 28, 2026 1:11 PM To: John O'Donnell <[email protected]> Cc: Roger Hicks <[email protected]>; townmanager <[email protected]>; Tammy Thompson <[email protected]>; Greg Clifford <[email protected]> Subject: RE: Hollis NDS & CAI new map-lot numbers

HI John,

You will likely have addressed this in the final conversion mapping spreadsheet, but I wanted to point out a few issues that I have run into.

There are duplicates in both the NDS key and the CAI key. These are shown in Red below. We cannot have duplicates, so they will have to be corrected. There are also several properties that have a null CAI keystring. The conversion won’t work with a Null keystring. They will have to be assigned a new map/lot/sub/type. Or, if this is not changing then you can assign them the same ID’s as they are in NDS. For example, NDS 003 040 000 000 -> CAI 003 040 000 000.

Please reach out if you have any questions.

Regards,

Tonya L. Baldwin

Customer Support/Installation Services Northern Data Systems, Inc 800-649-7754 / 207-781-3236

[email protected]

From: John O'Donnell <[email protected]> Sent: Friday, July 24, 2026 10:58 AM To: Tonya Baldwin <[email protected]> Cc: Roger Hicks <[email protected]>; townmanager <[email protected]>; Tammy Thompson <[email protected]>; Greg Clifford <[email protected]> Subject: Hollis NDS & CAI new map-lot numbers

Caution: This is an external email and may be malicious. Please take care when clicking links or opening attachments.

Hi Tonya,

We will proceed with the plan I laid out in the earlier email. We will send along a file as soon as we think we have a final version.

Thanks, John

From: Tonya Baldwin <[email protected]> Sent: Friday, July 24, 2026 10:37 AM To: John O'Donnell <[email protected]> Cc: Roger Hicks <[email protected]>; townmanager <[email protected]>; Tammy Thompson <[email protected]>; Greg Clifford <[email protected]> Subject: RE: Hollis NDS & CAI new map-lot numbers

Hi John,

I did get your email on the 16th, my apologies for not acknowledging it. I have just started testing, but I think that the cross reference you provided will work. I did run into an issue on my initial test with how we were handling cases where an existing map/lot is reassigned to a new map/lot on another property. I have to discuss this with programing, but others seemed to handle the conversion as expected.

An example of this is:

OLD NEW

Map/Lot 001-001-000-000 -> 054-080-000-000

013-13A-000-000 -> 001-001-000-000

Regards,

Tonya L. Baldwin

Customer Support/Installation Services Northern Data Systems, Inc 800-649-7754 / 207-781-3236

[email protected]

From: John O'Donnell <[email protected]> Sent: Thursday, July 23, 2026 3:52 PM To: Tonya Baldwin <[email protected]> Cc: Roger Hicks <[email protected]>; townmanager <[email protected]>; Tammy Thompson <[email protected]>; Greg Clifford <[email protected]> Subject: Hollis NDS & CAI new map-lot numbers

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Hi Tonya,

Did you get the email on July 16 pasted below? I went looking for the message in my sent mailbox and did not find it. The message below is copied from a reply from a Board member on another subject.

Please read below and look at the attached file. I'm want to make sure the cross-reference file is going to work for you before I put any more time toward this. Please give me your thoughts when you have time to look at this.

Thanks, John

On Jul 16, 2026, at 10:42 AM, John O'Donnell <[email protected]> wrote:

Hi Tonya,

FYI May Hoffman is no longer on the Hollis Board so I removed her from the cc: line. I added Mike Harnois who is the Board Chair.

I think it is a good time for a TEST RUN but I want to be clear about what we have to work with for a cross-reference file and what we are doing with the file to make it as clean as possible.

Hollis received a cross reference file from CAI in 2019. Or the Town made the cross reference, I'm not sure. I don't know that the Town did anything with the file at the time to verify the completeness of the file. I know that the Town intended, and did so to some unknown extent, to manually update the cross reference in subsequent years. This file is a worksheet named "Original 2019" in the attached workbook.

The worksheet name named "NDS 2026-07-13" is a remast1 extract done today. The worksheet named "starting cross reference" is meant to be THE cross-reference file for your use. The "orphans" worksheet are notes cut from the "Original 2019" worksheet to get these notes out of the way.

As I see it the work left to be done on the cross-reference worksheet is:

• Research and populate the 44 records that are missing the CAI map-lot in "starting cross reference".

• Research the properties listed on the "orphans" worksheet on the assumption these are not in the cross reference.

• Join the "NDS 2026-07-13" worksheet, using column "realestate_Id", to the "starting cross reference" worksheet, using column "NDS keystring", to identify NDS accounts that do not have a record in "starting cross reference"

• Review available lists of new accounts from tax maps revisions going back as close to 2019 as possible. I believe we have useable lists for 2022 to 2025. The 2026 tax map changes are not done yet. Note: this is a second check, the join should flush out new accounts that are not in the cross reference.

Please consider the information above and give me feedback on the "work in progress" cross reference worksheet and its suitability for your conversion program. Please let me know if you have any input on the "work left to be done" points.

Thanks, John

From: Tonya Baldwin <[email protected]> Sent: Wednesday, July 15, 2026 4:46 PM To: John O'Donnell <[email protected]> Cc: Mary Hoffman <[email protected]>; Tammy Thompson <[email protected]>; Bennet Flinner <[email protected]>; Townmanager <[email protected]>; Greg Clifford <[email protected]> Subject: RE: Hollis NDS & CAI new map-lot numbers

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