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HomeMy WebLinkAboutPlanning & Zoning 08-12-03PROPOSED ST. CROIX COUNTY NOTICE OF COMMITTEE TO: Clarence Malick, St. Croix County Board Chairperson FROM: Art Jensen, Chairperson COMMITTEE TITLE: Planning, Zoning & Parks DATE OF MEETING: Tuesday, August 12, 2003 TIME: 9:00 a.m. LOCATION: St. Croix County Government Center 2) Policy Park Dedication Fees for Planning Use 1101 Carmichael Road, Room 1281 Increase of Park Fees Hudson WI CALL TO ORDER: g. ROLL CALL: 2. Planning Business ADOPTION OF AGENDA: Bills and Invoices ACTION ON PREVIOUS MINUTES: DATE OF NEXT MEETING c. 1. Park Business a. Bills and Invoices b. Directors Report c. Capital Outlay Plan d. Non — Motorized Recreational Trail Planning 1) Update from Town of Hudson mtg. 2) Policy Park Dedication Fees for Planning Use e. Increase of Park Fees f. Set date for Budget Review g. Personnel Study - Review 2. Planning Business a. Bills and Invoices b. Town Planning Projects c. Regional Wastewater Issues d. Real Property Lister Report e. Legislative Resolutions f. Land Information Program g. Capital Outlay Plan 3. Ordinance Development a. Work Plan b. Nonmetallic Mining c. Subdivision Ordinance /Sanitary Code 4. County Surveyor Update 5. Zoning Business a. Municipal Plats b. Discussion of N.R. 118 6. Register of Deeds a. Springsted Report b. VitalCheck Software 7. 2004 Budgets a. Economic Development Corp. b. Parks c. Planning d. Register of Deeds e. Zoning AGENDA ITEMS FOR NEXT MEETING- ANNOUNCEMENTS & CORRESPONDENCE - ADJOURNMENT (This agenda not necessarily presented in this order.) Date: July 31, 2003 *Items added or revised for amended agenda. Cc: County Board Office, News Media/Notice Board, County Clerk, Committee Members MINUTES PLANNING, ZONING AND PARKS COMMITTEE ST. CROIX COUNTY GOVERNMENT CENTER, HUDSON WI AUGUST 12, 2003 Present: Chairman Art Jensen, Supervisors Jan Zoerb, Lois Burri and Linda Luckey. Excused, Veronica Anderson. Staff. Dave Fodroczi, Ellen Denzer, Bob Heise, Dave Larson, Steve Fisher, Kay Walsh and Judy Olson. Guests: Bill Berndt Adoption of the Agenda -The meeting was called to order at 9:02 a.m. Motion by Zoerb, 2 by Burri to adopt the agenda and carried. Meeting /Minutes- Motion by Zoerb, 2nd by Luckey to approve the amended minutes of May 27 th , July 8 July 15 and July 23rd, 2003. Motion carried. The next meeting is scheduled for August 13th at 7:00 p.m. at the Ag Extension Center in Baldwin for rezonings. PARKS BUSINESS Bills and Invoices- Heise presented Parks bills to the Committee. Motion by Zoerb, 2nd by Burn to approve payment of the Parks bills in the amount of $10,810.38. Motion carried. Director's Report- The Committee reviewed the Park User Fees report. The fees received at Homestead Parklands are $8,000 higher than projections. The Committee will report on Homestead Parklands at the next meeting of the County Board. Heise stated that there are many geese on the beach area at Glen Hills and Homestead Parklands. He is looking for ways to remedy the problem this year so the goose population will not increase next year. Heise asked the Committee to make a policy allowing staff, with licenses and during regular goose season, to take some of the geese, hopefully encouraging remaining geese to find other places to live. The early season opens September 2. Heise gave an update on the Wamstad property (formerly Rodel property). The new landowners are discussing a new plan with the Zoning Staff. Discussion by Committee. The resolution on confined animal concentrated feeding operations will be taken to the County Board for approval on August 19. Larson reported on the recent Fair Board Task Force meeting. The Fair Board would like to raise $1 million to construct four new buildings. A professional fundraiser has been hired. The Board is looking for support from major users of the fairgrounds and approval of the Planning, Zoning and Parks Committee. The Board hopes to build a multi - purpose year -round building, add green space, new trees, gardens, a trail along the creek, plus additional RV camping sites. Jensen will let the Fair Board know that a specific plan is needed. This Committee agreed that it would welcome a future presentation when the plan is ready. Capital Outlay Plan -The Committee reviewed the revised plan. Heise stated that he received verbal notice from DNR of approval of the park improvement grant of $80,000. Heise explained the changes. A bid of $23,500 was received for replacement of the 1990 pickup truck. The amount for the Glen Hills cold storage building is $16,450, changed from $14,000. The playground equipment for Pine Lake is deleted. A computer server for the Ag Center, $1,375, is added to the plan. The total cost of the server is $11,000, but is prorated between the users - Land Conservation Department, Parks, and UW Extension. Heise stated that a used Gator for use in the parks system would be a worthwhile future purchase. Non - Motorized Recreational Trail Planning -Town of Hudson has been working on a plan with a consultant. Heise will meet with them in September. He shared a letter from Ellen Denzer stating that Park Dedication Fees collected for subdivisions could not be used for planning purposes, however, would be available to use to implement the capital improvements recommended in the bicycle trail plan. This year he would like to determine the interest in such a plan and apply for a DOT grant. If successful, it will pay 80% of the planning costs. However, the trail must be multi - modal, not only recreational, to be considered for a grant. Discuss increasing Park Fees for 2004 -Heise proposed increasing all park user fees. The camping fees would include the daily entrance fee as well as firewood. Including firewood in the fee would greatly reduce the staff time in handling firewood. Fees were last increased in 1998. Motion by Jensen, 2 nd by Zoerb to increase daily stickers to $5.00, annual stickers to $20.00, electric site camping fees to $18.00, with non - electric camping site fees remaining $14.00. Motion carried. Set date for Budget Review — Sneak Peek 2004 budget -The operations portion of the budget was distributed along with an account summary. Heise noted the addition of an Administration account covering the costs of the staff in Baldwin, plus the line for PTO Incentive. He also noted the addition of the page for operating supplies which was not in last year's budget. There are additional costs in the Glen Hills budget associated with the elimination of the house on the property. Heise asked if his salary should be divided in the budget for 2004. Presently 35 -40% of his time is spent in Parks. Joe Grant will not be living in the house next year. The Committee suggested selling the house and moving it rather than tearing it down, saving that cost. The pressure tank will be moved to another building. Also included in this budget is Pine Lake shoreline restoration. There are lower operation costs for Troy Beach, Homestead and for park improvements. $1500 is allocated for the Wildwood Trail. The total projected budget is $14,000 lower than 2003. However, this is subject to change as more inputs are inserted into the budget program. The Committee reviewed and edited a draft letter to Joe Grant explaining the decision by the Committee on February 25, 2003, that he would be required to vacate the house within one year. The committee approved the letter with revisions stating that he vacate the property before March 1, 2004 and other requirements. The Committee requested Heise to send the edited letter to Grant. Personnel Study- Review -Heise distributed copies of a document that was created for the Personnel Study showing structure and management of the County Parks Department, an updated version from a previous personnel study. The changes are indicated. The Committee suggested other changes. 2 Update- Sub - committee Matrix of Responsibilities (Director)- Zoerb reported that she and Ron Raymond investigated the status of the job description for the Land and Water Conservation Director and the Parks Department Director. A comparison was made on how things are stated in the job description used today. In doing so, she and Raymond felt that the job description was inaccurate, incorrect, and incomplete. Therefore a matrix was created of those items in the current job description and the correct points that should be made in an updated job description. At the same time they are also doing a draft job description to implement these items into a correct job description. They plan to revise the job description and bring it to both Committees for further review. They plan to start the process and, perhaps, make a formal request of the Personnel Committee to indicate problems that need to be corrected and bring forward a new job description. The Committee should consider the information. The memo of clarification refers to the letter from Deb Kathan to Al Burnet, the Hay evaluation consultant. This letter was submitted as part of the original Hay evaluation request of the current job description. Zoerb stated that it was clear to her that the original job description was inadequate. It did not encompass the duties being performed for both the Land and Water Conservation Department and the Parks Department. It contained inaccuracies regarding the number of staff supervised as well as other major job responsibilities. She believes that the creation of a new job description should be considered. The subcommittee will continue to work on that and bring a draft that is correct and appropriate. Motion by Jensen, 2 by Burri to accept the material submitted and ask the subcommittee to move forward on making a new job description. Motion carried. Zoerb stated that this is not in alignment with the current budget process regarding the timeline. PLANNING BUSINESS Bills and Invoices- Fodroczi presented the July Planning bills. Motion by Zoerb, 2nd by Burri to accept the revenue report of $1093.50 as presented and approve the payment of the bills in the amount of $6,507.62. Motion carried. Town Planning Projects - Fodroczi stated that the Town of Erin Prairie Plan Commission and Town Board voted to withdraw from the Heartland Project grant and our contract for services. Fodroczi feels that the biggest factor was the Town Board election this year resulting in a complete changeover, which revolved around the current Ag zoning and the expressed interest in Town -wide Ag -Res zoning. The Plan Commission as well as Town Board members indicate that they don't want to develop the whole town, yet desire the change in zoning. The Stanton Plan Commission voted in June to withdraw from the project, however, the Town Board, at its July meeting, voted unanimously to stay in. The Baldwin Town Board, on recommendation of the Plan Commission chair, set a moratorium on the planning process. At the last two or three meetings the Plan Commission didn't make a recommendation. The Town Board then scheduled a special meeting. The following week the Plan Commission voted four to one to withdraw from the project. The Town Board, at last ki week's meeting, voted unanimously to stay in the project on a motion by the Town Chair. The Town Board and Plan Commission may meet jointly with Steve Fisher and Jon Sonnentag. Fodroczi may attend the meeting as well. Zoerb questioned if more can be done to promote community participation at the meetings. Denzer stated that open house notices were sent to every property owner. Fodroczi noted that a recent letter to the editor of the Baldwin Bulletin by a resident stating support of the planning project received much notoriety. Three Towns, Cylon, Hammond and Pleasant Valley, have continued work on schedule in the proj ect. Regional Wastewater Issues - Fodroczi stated that the Comments on Facility Plan Amendment were submitted by deadline. A follow -up Commission meeting was held last week, but no feedback on comments was received, though DNR comments are expected within the following three to four weeks. The Commission was to hold a conference call session with DNR staff yesterday. Fodroczi noted a change in engineering staff. The original engineer has left the company, and three other Ayres staff will work on the project. There has been no discussion regarding the changes. Zoerb questioned if any other agencies or organizations should receive copies of the documents. Fodroczi stated that comments were received secondhand from Town of Warren and Kinnickinnic Land Trust and some individuals. Zoerb concluded that it would not be good to send it if not able to include all agencies. The Committee reviewed a memo from Fodroczi to the Wastewater Work Group summarizing the responses received from four different consultants that reviewed the request for proposal documents. These were companies that were either operating with the affected communities or had expressed interest in or were following the Commission's activities. They were asked to give estimates based on the scope of work and expected costs as well as other comments to improve the RFP. The individual responses are confidential. The memo summarizes the results. The overall range of cost estimates was $190,000 to $400,000. A meeting is scheduled on August 13 with the work group that was established by the Commission to make some recommendations to the larger Commission, which will then meet on August 21 to discuss the reaction and develop a strategy on how to proceed with the project. How to respond and participate in this regional evaluation is one of the largest possible budget items to consider. This issue will not be resolved by the August 20 budget meeting but could be held open to be addressed again before the budget if finalized. Real Property Report -Shar Croes distributed copies of and reported on the current status of assessment roll processing. The reports show those Towns, Cities and Villages that are waiting for results from Board of Review. The report also shows the actual number of parcels that have been done for each Town. Renee Potter is working on the mapping project. Real Property, Computer Services, Treasurer and Planning have been working together planning for a software conversion to Windows for next year. Legislative Resolutions - Fodroczi noted that copies of Legislative Resolutions were received from some northern counties that have objected and advocated rescinding the new 4 Comprehensive Planning Law. Other counties have talked about the need to pass some other kind of position. The Wisconsin Counties Association Environment and Land Use Committee is working on a policy paper for WCA to consider to address some of the concerns that have been raised without rescinding the law. Some of the very rural towns may not need to do things to the same extent as more urban areas. There is also the financial impact to be considered. Land Information Program- The Land Information Committee met recently and is looking to work with consultants on a work program to lay out procedures and policies for website development and parcel mapping. An extension of the contract was just completed with the Parcel Mapping contractor from Tennessee to do parcel mapping in Deer Park and Wilson. That contract was originally signed in 2000, but work will be done at the same rate. Additional State funding was received for this project. Budrow is working on organizing a briefing session on the digital orthophotos with our local contacts, surveyors, and federal agencies so that we can find out who is willing to partner on that project. Fodroczi stated that he, Chuck Whiting and Tom Boron attended a County Administrators' meeting in Neillsville recently. The focus of the meeting was regional cooperation on some software applications and acquisitions. One of the major items discussed was land information areas emphasizing commonalities, yet each County using different software products. Using a cooperative approach on an area wide basis might lead to some collective improvements on software that could meet everyone's needs. Capital Outlay Plan -With new staff and staff in new positions there are some new ideas to make improvements in the Real Property office layout. The staff has been working with Corporate Express office consultants in planning for new furniture and dividers. The plan is for a staged approach, lowering the existing dividers in 2004, and make adjustments to the counter in 2005, which will improve the work, space both for the staff and the public. This will be the only outstanding Capital Outlay issue in the budget this year. It should be ready for the budget on August 20. The large expense items for the 2004 budget will be the Wastewater Project, Real Property software and hardware conversions, and the Land Information digital orthophotos and County wide website development. In addition, the Register of Deeds Department plans to capture all documents prior to 1999 off microfilm during the next 3 — 4 years. ORDINANCE DEVELOPMENT Nonmetallic Mining- A revised draft of the Nonmetallic Mining ordinance was received from Greg Timmerman. The Zoning and Planning staff will review that ordinance and report at the next meeting. This new version will also be sent to the DNR to review. The time of their review will determine when this can move forward at Committee level. Fisher stated that DNR is obligated to review existing ordinances, and only St. Croix and Marathon Counties have existing nonmetallic mining ordinances. The DNR should only need to review the revised draft. Fodroczi asked the Committee to hold this in a separate track so the subdivision and sanitary ordinances can move forward. 5 Subdivision Ordinance /Sanitary Code -The last group work session on the subdivision ordinance was held last week. Jay Tappen is going to be working next week at finalizing all the various changes, annotations, etc. His version will be reviewed during the weeks of August 25 and September 1. It will be brought to the Committee for an overview, then determine what type of sessions are needed to review in more detail. The staff will begin reviewing the sanitary code next week. The sanitary code staff has developed the draft plus further work on how the sections on community systems will be detailed. That ordinance will be ready for Committee review in October. The intention is to track the two ordinances together for further review beyond the County. Timmerman will give legal review, which should be relatively simple since they were revised, not totally rewritten. Fodroczi stated he would like to have the staff draft ready for Committee review and Timmerman's legal review concurrently. The finished ordinances need to be adopted by the end of 2003 to be in place for the 2004 construction season. During the review process with Committee and the public, which will not generate much staff time, the staff will work on finalizing the remaining components in the General Zoning Ordinance. That ordinance requires more process such as action by the Towns and a larger public and other vested interests. It will take more strategy in terms of when the ordinance can be adopted in the spring or ready to hand off to another Committee. Through discussions with Town officials, it is apparent that the setback portion of the ordinance needs to be changed. This issue has been discussed with staff including revised setbacks in the changes to the existing General Zoning Ordinance that goes with the subdivision regulations and sanitary code. There is the question of how to do public review and when it should be done. Surveyors, developers and local officials should look at the subdivision ordinance. Surveyors, developers, local officials as well as plumbers should review the sanitary code. This could be done in a public information session where there would be opportunity for comments. Luckey suggested that there be Committee review before going to the public. COUNTY SURVEYOR UPDATE -Chuck Whiting reported that Brian Halling is working with Tim Ramberg on the organization in the four budget areas. The plan as an option is to break out the work related to the Surveyor into the categories for budgeting. From the staff perspective, the most notable change will be accounting for reviewing subdivision maps for Zoning Department. Staff and Committee members determined that the PZP expectations and needs must be determined and whether they are adequately being done. Highway Department created a breakdown of time spent on various functions including subdivision review. After much discussion about the need for a detailed plan showing priorities, it was decided that Zoerb and Luckey will compile the needs and wants of the Planning and Zoning Departments. Zoerb will inquire of other counties about their work plans. This item will be removed from the August 13 meeting agenda. A plan should be ready for Committees' budget reviews. ZONING BUSINESS No municipal plats submitted. on � � k Discussion of N.R. 118 - Fisher stated that at the public hearing the comment deadline was extended to August 31. Luckey and Anderson will meet with Buck Malick on August 18 to prepare comments. Temporary Help -The committee unanimously voted to approve Judy Kahler as a temporary part-time zoning employee for 296 hours at a rate of $12.10 (rate she formerly received as a temporary employee in the Treasurer's office). REGISTER OF DEEDS Motion by Zoerb, 2 nd by Jensen to accept the Springsted Study Report by the Register of Deeds as presented. Motion carried. Walsh requested permission to install VitalCheck software to provide service to people that need to obtain copies of their birth certificate on a short notice. Walsh explained the service. Motion by Zoerb, 2nd by Jensen to approve the use of VitalCheck software by the Register of Deeds for payment to expedite records by that office for one a one -year trial period contingent upon Corporate Counsel reviewing the contract. Motion carried. Walsh reported that the PC that was approved for public access area has been installed and is being used every day. Walsh distributed a list of Register of Deeds preliminary budget items for review. She has done some research on the scanner for aperture cards. The office viewed demo of a different model, an actual Windows PC with scanner attached that can continue to be used after the project is completed. An attachment is also available to do the microfilm on reels. Walsh noted that book binding repairs are also needed and will be included in the budget. Plat envelopes also need to be replaced and she plans to replace the current envelopes with a more efficient style. Walsh noted the need to budget for more overtime and an additional part-time position. 2004 Budgets -The Committee and Staff agreed on Wednesday, August 20, 9:00 a.m. for a meeting to review budgets. The chairman adjourned the meeting at 3:45 p.m. Respectfully submitted: 4 dy 401sffn, Recording Secretary 4�� 06� _C� , - Lois Burri, Secretary 7