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HomeMy WebLinkAboutPlanning & Zoning 08-04-08 NOTICE OF MEETING AND AGENDA PLANNING AND ZONING COMMITTEE MONDAY, AUGUST 4, 2008 1:00 P.M. ST CROIX COUNTY GOVERNMENT CENTER, ROOM 1281 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. Register of Deeds a. Fidlar Software Agreement 2. 2008 Budget a. Register of Deeds b. Planning & Zoning c. Economic Development Corporation ANNOUNCEMENTS & CORRESPONDENCE POSSIBLE AGENDA ITEMS FOR NEXT MEETING ADJOURN (Items may be taken in different order) ** Additions /Changes /Corrections DATE: July 23, 2008 MINUTES PLANNING AND ZONING COMMITTEE ST. CROIX COUNTY GOVERNMENT CENTER, HUDSON WI August 4, 2008 Present: Committee: Supervisors Gene Ruetz, Sharon Norton - Bauman, Steve Hermsen, Lorin Sather Absent: Peter Post Staff. Dave Fodroczi, Dana Baker, Kay Walsh, Geri Campbell, Judy Olson Guests: Administrative Coordinator Chuck Whiting, EDC Executive Director Bill Rubin Call to Order: Chair Ruetz called the meeting to order at 1:00 pm Adoption of Agenda: Motion by Norton - Bauman, 2nd by Sather to adopt the agenda. Motion carried. Approval of Previous Minutes: none Date of Next Meeting: August 12, 2008, at 8:30 a.m. in Hudson. Old and New Business: Register of Deeds Fidlar Software Agreement - Kay Walsh emphasized the fact that the Committee approved the agreement with Fidlar at the last meeting. She stated her appreciation for the questions asked by Committee members and their approval. Because there were some unanswered questions from counties contacted earlier, Baker and Walsh called those counties and obtained additional information. Baker and Walsh found large variations in what counties are being charged by Fidlar. They then contacted the Fidlar representative with their concerns. Negotiations were opened again. They talked with Fidlar regarding the differences in counties' rates, for example, Winnebago County uses the same modules, but its five year rate is lower than St, Croix County's rate. Fidlar said that pricing is based on population and rate of inflation. Fidlar than added that the price also depends on how much revenue Fidlar retains from Laredo and Tapestry. Baker and Walsh explained the concerns of the committee to the Fidlar Representative, again pointing out that there is no consistency in costs for counties. They asked Fidlar to review the agreement and submit to them their lowest cost. Fidlar presented a five year life cycle agreement of $39,900 per year. This is a $90,000 reduction from the original agreement. Walsh stated that she talked to a representative from TriMin, another software vendor for land record management that currently operates on an AS400 platform. St. Croix is a network based platform. Tom Boron, IT Director, told Walsh that a server to operate the AS400 would be approximately $80,000. Walsh distributed copies of the final Fidlar Renewal Life Cycle Agreement that will keep the existing payment cycle but with a rate of $39,900 per year (2009 through 2013) and payments of $9,975 per quarter. Norton -Bauman asked if it is our responsibility to invoice and collect fees from Laredo users. Walsh explained that the external Laredo users escrow three months fees for the plan that they use which is kept in an escrow account with the County. Then each month the amount used is transferred from their escrow account into the revenue account of the Register of Deeds. The users are invoiced quarterly for their plan by the ROD office. They are invoiced monthly for the number of prints that they make. Walsh explained that Fidlar manages all billings for Tapestry. Motion by Norton - Bauman, 2nd by Sather to approve the new Fidlar contract with payment schedule and new price per year. Hermsen stated that we didn't do due diligence by going out and doing an RFP. Six months before contract end, an RFP should have been sent out and that is what would have kept Fidlar honest and that wasn't done. Whiting replied that because of the specifications needed for the software, the Fidlar product is currently the only software that meets our requirements. Norton Bauman stated that Fidlar will likely be unhappy with other counties having all this information. Baker emphasized that in looking at the other two vendors and talking to other counties that have done RFPs we would have to invest a large sum of money to convert to another product. However in five years, the situation will be completely different with more software companies in competition so recommends definitely doing an RFP at that time. Hermsen stated again that what is wrong is Fidlar taking a percentage of the fees. He stated that he is adamantly against that. He believes that it is wrong and it may be possible to find a law and pursue this another way. Motion carried unanimously. 2009 Budget: Register of Deeds - Walsh noted a change in the budget for the temporary position from 96% to 75% of full time. She reviewed the budget with the Committee noting changes in transfer fee revenues, a 31 % reduction from last year. She reviewed specific items in the proposed budget noting changes from 2008. She then distributed copies of the budget worksheet reflecting a 5% reduction from 2008 and 10% reduction from the 2008 budget. Planning and Zoning - Fodroczi showed spreadsheet 2003 -2008 of revenues and expenses noting the years prior to 2004 contained no separate septic budget. That budget item was separated out in 2004. He included budgeted and actual figures. He also pointed out that prior to 2004 Planning and Zoning were two separate departments. Fodrozci reviewed the base budget summary without the percent reduction and showed detail sheet with the seven budgets within the department. Expenditures are down 3% in the first proposal. He explained the two budgets for Recycling and Land Records that are self contained, so no reduced budget was created for those. He showed that other budgets were reduced 4.7% from 07 -08 and 3.85% reduction from 08 -09. He explained that budgets are funded by a mix of revenues. He then reviewed details of revenues with projected Zoning fees. He explained the method of determining projected revenues. 2 The expense part of the Zoning Department budget and the staff that is included in that budget was explained. This budget includes actual for 2006 and 2007 and budgeted amount for 2008. He proceeded to explain line item details and answer questions from committee members. He then explained details of the proposed Planning Department expense and revenue budget and West Central Regional Planning Commission budget for 2009 as well as Real Property, Recycling, Hazardous Waste and Land Information budgets, noting that Recycling is totally grant funded. He explained which staff positions are split between budgets. He asked members to discuss various permit revenues as part of a 2009 projected revenue report showing 2006, 2007, and 2008 fee rates. He proposed increasing the fees by a small percentage. Norton - Bauman recommended including committee member costs in calculating the fees. She stated concern that applicants are charged for all costs incurred in getting the permit. Committee members reviewed the fee schedule including POWTS, Land Use, Land Divisions, and non- metallic mining. Economic Development Corporation - Bill Rubin announced that St. Croix Economic Development Corporation board will meet by teleconference on Wednesday afternoon, August 6 to begin the 2009 budget process. He will present information at the August 12 Committee meeting. He noted that the request for $54,420 from the County will be the same as 2008. Chair Ruetz adjourned the meeting at 4:47 p.m. Respectfully submitted: Judy Olson, Recording Secretary Lorin Sather, Secretary 08 -04 -08 3