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HomeMy WebLinkAboutPlanning & Zoning 06-18-08 NOTICE OF MEETING AND AGENDA PLANNING AND ZONING COMMITTEE WEDNESDAY, JUNE 18, 2008 8:30 A.M. ST CROIX COUNTY GOVERNMENT CENTER, ROOM 1216 1101 CARMICHAEL ROAD, HUDSON, WISCONSIN CALL TO ORDER — ROLL CALL ADOPTION OF AGENDA APPROVAL OF PREVIOUS MINUTES — DATE OF NEXT MEETING — OLD AND NEW BUSINESS 1. Committee Orientation 2. Approve Register of Deeds Mission Statement and Business Responsibilities 3. Register of Deeds Capital Outlay Plan 4. Review of Recycling Ordinance 5. WCA Letter on GIS Council ANNOUNCEMENTS & CORRESPONDENCE POSSIBLE AGENDA ITEMS FOR NEXT MEETING ADJOURN (Items may be taken in different order) ** Additions /Changes /Corrections DATE: June 13, 2008 NOTICE OF MEETING AND AGENDA PLANNING AND ZONING COMMITTEE WEDNESDAY, JUNE 18, 2008 8:30 A.M. ST CROIX COUNTY GOVERNMENT CENTER, ROOM 1216 1101 CARMICHAEL ROAD, HUDSON, WISCONSIN CALL TO ORDER — ROLL CALL ADOPTION OF AGENDA APPROVAL OF PREVIOUS MINUTES — DATE OF NEXT MEETING — OLD AND NEW BUSINESS 1. Committee Orientation 2. Approve Register of Deeds Mission Statement and Business Responsibilities 3. Register of Deeds Capital Outlay Plan ANNOUNCEMENTS & CORRESPONDENCE POSSIBLE AGENDA ITEMS FOR NEXT MEETING ADJOURN (Items may be taken in different order) ** Additions /Changes /Corrections DATE: June 5, 2008 MINUTES PLANNING AND ZONING COMMITTEE ST. CROIX COUNTY GOVERNMENT CENTER, HUDSON WI June 18, 2008 Present: Committee: Chair Gene Ruetz, Supervisors Peter Post, Sharon Norton - Bauman, Lorin Sather, Steve Hermsen Staff: Dave Fodroczi, Brett Budrow, Jennifer Havens, Kay Walsh, Geri Campbell, Judy Olson Call to Order: Chair Ruetz called the meeting to order at 8:35 a.m. Adoption of Agenda: Motion by Norton - Bauman, 2nd by Sather to adopt the agenda. Motion carried. Date of Next Meeting: July 8, 2008, 8:30 a.m. in Hudson Approval of Previous Minutes: Motion by Hermsen, 2nd by Ruetz to approve the minutes of June 10, 2008. Motion carried. Old and new Business Committee Orientation — Kay Walsh explained how the present software was selected in 1997. The Register of Deeds, Planning and IT Departments prepared and sent RFPs to 22 potential contractors. Five of those responded and attended an informational conference. Three of those submitted proposals. After evaluations by a reviewing committee, the consensus was to select Fidlar & Chambers. This product was already being used in several Wisconsin counties. Dane County was the first in Wisconsin to install these products which are presently being used by 20 Wisconsin counties. She reviewed the estimated costs to change from the present vendor to another vendor. Walsh reviewed her annual report covering her 14 years as Register of Deeds that outlines the progress over those years especially in automation. Vital records are now automated. They are indexed and scanned. There are presently 24 monthly subscriptions to the External Laredo system that generates revenue for the county. She reviewed the revenues generated from 1994 — 2007. She explained a chart showing the distribution of funds generated by the Register of Deeds Office by percentage to state funds, county general fund and county land record fund. There was discussion regarding why Fidlar collects a portion of the fees for the web access portion of the software and returns (credits) the county with 50% of those revenues quarterly. The contract with Fidlar Technologies expires the end of 2008. There was discussion whether the software should be offered for bids each year that the contract is due. Walsh reviewed the life cycle vs. one time charge for the software and services. She presented future projected costs for the Fidlar products for the next five years. Fodroczi talked about the process used in selecting the product - what went into that selection. He emphasized how well the software has worked for staff and public alike. It has saved many staff hours. Geri Campbell talked about the ease of use and the amount of information that is generated. Sather stated that the cost for one year should be entered into the budget for next year. Post asked what it would take to prepare an RFP before September 30 and what the time frame would be. Hermsen suggested using Fidlar for the one year then send out an RFP before the end of that term. Motion by Sather to put $58,000 in the budget for one year and explore other options for lower costs and make the change if opportunity exists. Motion 2nd by Post and carried. Walsh will bring information back to the Committee in July. She noted that the present software does generate revenue. Approve Register of Deeds Mission Statement and Business Responsibilities - Walsh reviewed the documents and noted the changes from the previous year. Motion by Post, 2 nd by Sather to approve. Motion carried. Register of Deeds Capital Outlay Plan - Walsh stated that the figures include software maintenance for the Register of Deeds budget and 25% of the annual life cycle fee for the software. Motion by Sather, 2 nd by Hermsen to accept the Register of Deeds Capital Outlay Plan as presented. Motion carried. The meeting recessed from 10:25 a.m. to 10:40 a.m. Review of Recycling Ordinance - Fodroczi gave the history of the present recycling ordinance and stated that the updating process began the previous year. St. Croix County is responsible for 26 of the 35 municipalities in the County. Two public meetings were held earlier this year. The proposed ordinance must be reviewed by this Committee and an updated timeline needs to be adopted. The ordinance updating is necessary to meet current requirements. Havens reviewed the ordinance showing what portions need legal interpretation and those that need follow -up with Committee. The question is how can the County better help municipalities deal with solid waste. She noted that the ordinance title includes the term Municipal Solid Waste. She reviewed the ordinance through section 21.2, and Committee members suggested several changes. A continuation of the review will be done at the July 8 meeting. Havens reviewed the current timeline and Committee members agreed on revisions including a wrap -up meeting with Committee on July 15 and a public meeting on July 31. Adoption by County Board is planned for October 21. WCA Letter on GIS Council - Fodroczi presented a request from the WCA for nominations for two county representatives to serve two -year terms on the soon -to -be chartered Wisconsin Geographic Information Coordination Council, a statewide council for coordinating geographic information. Committee members agreed to review this request. Chair Ruetz adjourned the meeting at 12:50 p.m. spectfully sub tted: udy Olso ,Recording Secretary Lorin Sather, Secretary 2 MINUTES PLANNING AND ZONING COMMITTEE ST. CROIX COUNTY GOVERNMENT CENTER, HUDSON WI June 18, 2008 Present: Committee: Chair Gene Ruetz, Supervisors Peter Post, Sharon Norton - Bauman, Lorin Sather, Steve Hermsen Staff: Dave Fodroczi, Brett Budrow, Jennifer Havens, Kay Walsh, Geri Campbell, Judy Olson Call to Order: Chair Ruetz called the meeting to order at 8:35 a.m. Adoption of Agenda: Motion by Norton - Bauman, 2nd by Sather to adopt the agenda. Motion carried. Date of Next Meeting: July 8, 2008, 8:30 a.m. in Hudson Approval of Previous Minutes: Motion by Hermsen, 2nd by Ruetz to approve the minutes of June 10, 2008. Motion carried. Old and new Business Committee Orientation — Kay Walsh explained how the present software was selected in 1997. The Register of Deeds, Planning and IT Departments prepared and sent RFPs to 22 potential contractors. Five of those responded and attended an informational conference. Three of those submitted proposals. After evaluations by a reviewing committee, the consensus was to select Fidlar & Chambers. This product was already being used in several Wisconsin counties. Dane County was the first in Wisconsin to install these products which are presently being used by 20 Wisconsin counties. She reviewed the estimated costs to change from the present vendor to another vendor. Walsh reviewed her annual report covering her 14 years as Register of Deeds that outlines the progress over those years especially in automation. Vital records are now automated. They are indexed and scanned. There are presently 24 monthly subscriptions to the External Laredo system that generates revenue for the county. She reviewed the revenues generated from 1994 — 2007. She explained a chart showing the distribution of funds generated by the Register of Deeds Office by percentage to state funds, county general fund and county land record fund. There was discussion regarding why Fidlar collects a portion of the fees for the web access portion of the software and returns (credits) the county with 50% of those revenues quarterly. The contract with Fidlar Technologies expires the end of 2008. There was discussion whether the software should be offered for bids each year that the contract is due. Walsh reviewed the life cycle vs. one time charge for the software and services. She presented future projected costs for the Fidlar products for the next five years. Fodroczi talked about the process used in selecting the product - what went into that selection. He emphasized how well the software has worked for staff and public alike. It has saved many staff hours. Geri Campbell talked about the ease of use and the amount of information that is generated. Sather stated that the cost for one year should be entered into the budget for next year. Post asked what it would take to prepare an RFP before September 30 and what the time frame would be. Hermsen suggested using Fidlar for the one year then send out an RFP before the end of that term. Motion by Sather to put $58,000 in the budget for one year and explore other options for lower costs and make the change if opportunity exists. Motion 2nd by Post and carried. Walsh will bring information back to the Committee in July. She noted that the present software does generate revenue. Approve Register of Deeds Mission Statement and Business Responsibilities - Walsh reviewed the documents and noted the changes from the previous year. Motion by Post, 2 nd by Sather to approve. Motion carried. Register of Deeds Capital Outlay Plan - Walsh stated that the figures include software maintenance for the Register of Deeds budget and 25% of the annual life cycle fee for the software. Motion by Sather, 2 nd by Hermsen to accept the Register of Deeds Capital Outlay Plan as presented. Motion carried. The meeting recessed from 10:25 a.m. to 10:40 a.m. Review of Recycling Ordinance - Fodroczi gave the history of the present recycling ordinance and stated that the updating process began the previous year. St. Croix County is responsible for 26 of the 35 municipalities in the County. Two public meetings were held earlier this year. The proposed ordinance must be reviewed by this Committee and an updated timeline needs to be adopted. The ordinance updating is necessary to meet current requirements. Havens reviewed the ordinance showing what portions need legal interpretation and those that need follow -up with Committee. The question is how can the County better help municipalities deal with solid waste. She noted that the ordinance title includes the term Municipal Solid Waste. She reviewed the ordinance through section 21.2, and Committee members suggested several changes. A continuation of the review will be done at the July 8 meeting. Havens reviewed the current timeline and Committee members agreed on revisions including a wrap -up meeting with Committee on July 15 and a public meeting on July 31. Adoption by County Board is planned for October 21. WCA Letter on GIS Council - Fodroczi presented a request from the WCA for nominations for two county representatives to serve two -year terms on the soon -to -be chartered Wisconsin Geographic Information Coordination Council, a statewide council for coordinating geographic information. Committee members agreed to review this request. Chair Ruetz adjourned the meeting at 12:50 p.m. spectfully sub tted: udy Olso ,Recording Secretary Lorin Sather, Secretary 2