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HomeMy WebLinkAboutPlanning & Zoning 07-20-09 REVISED NOTICE OF MEETING AND AGENDA PLANNING AND ZONING COMMITTEE MONDAY, JULY 20, 2009 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. Land Use Ordinance Applications a. Municipal Plats b. Waivers and rezones to be scheduled c. Discussion of Plats and CSM's currently in the review process 2. Planning and Zoning Business a. Bills and Revenue Reports b. 2009 -2011 Wisconsin State Budget c. September Clean Sweep Collection* d. Municipal Recycling Grant Distribution* e. Permit Fees f. 2010 Budget 3. Register of Deeds a. 2010 Budget b. Staffing ANNOUNCEMENTS & CORRESPONDENCE POSSIBLE AGENDA ITEMS FOR NEXT MEETING ADJOURN (Items may be taken in different order) * Additions /Changes /Corrections DATE: July 17, 2009 MINUTES PLANNING AND ZONING COMMITTEE JULY 20, 2009 Present: Committee: Supervisors Gene Ruetz, Lorin Sather, Steve Hermsen, Peter Post, Sharon Norton - Baumann. Staff: Dave Fodroczi, Kevin Grabau, Ellen Denzer, Jennifer Havens, Alex Blackburn, Monica Lucht Guests: Supervisor Roger Rebholtz Call to Order: Chair Ruetz called the meeting to order at 1:02 p.m. Approval of Previous Minutes: Motion by Post, 2nd by Hermsen to approve the minutes of June 9, 2009. Motion carried. Date of Next Meeting: August 11, 2009, 8:30a.m. at the Government Center. Adoption of Revised Agenda: Fodroczi presented the amended agenda, which included two additional items, but that didn't have a full 24 hours notice - September Clean Sweep Collection and Municipal Recycling Grant Distribution. Discussion took place as to whether these items should be included. Motion by Hermsen, 2nd by Sather to strike items `c' and `d' to cover ourselves, and delay municipality distribution until the August meeting. Motion amended by Post, 2 by Norton - Baumann to add that the committee would like to hear specifically from Corp Counsel where it states in the Statutes that Saturday and Sunday aren't accountable in 24- hour notices. Motion restated by Hermsen, 2 by Post to omit item 2.c and delay item 2.d until the next meeting just to remove any doubt that we are in violation of Wis. Stat. 19.84(1)(b). Motion carried. Post moved to withdraw his amended motion, 2nd by Norton - Baumann, also withdrawn, but added Corp Counsel needs to explain the statute in writing. Old and New Business: Land Use Ordinance Applications Municipal Plats — Heritage Market, City of Hudson. Motion by Sather, 2 by Post for no objections to the plat. 4 ayes, 1 nay. Norton - Baumann objected. The Ridges 1 Addition, Village of Hudson. Motion by Sather, 2nd by Hermsen for no objections to the plat. 4 ayes, 1 abstention. Post abstained due to assessing there. Waivers to be scheduled — None. Rezones to be scheduled — One rezone application was received this month. The Committee agreed to schedule the public hearing on August 26, 2009 at 7:00 p.m. in Baldwin. Discussion of Plats and CSM's currently in the review process — Blackburn reviewed the list of June and July submittals as well as corresponding Technical Review Committee letters. Five CSM applications were received in July. Planning and Zoning Business: Bills and Revenue Reports — The June 2009, Planning and Zoning Bills and Revenue Reports were reviewed and discussed by the Committee. Motion by Hermsen, 2 by Post that revenue and expenditure reports be utilized on a consent agenda for the next meeting and going forward. Motion carried. 1 2009 -2011 Wisconsin State Budget: Fodroczi highlighted that the final version of the state budget was signed by governor. The Clean Sweep program remained in the budget, only the funding was reduced to $750,000. Another noteworthy item is the working lands initiative, which will affect us through Farmland Preservation requirements. The County will need to update our Farmland Preservation program by the end of 2011, and this will be done through the County Comprehensive Plan. Grants will be available in the amount of $30k per county, which are budgeted for in 2010. An agreement is to be setup to start work before July 2010, and be reimbursed. September Clean Sweep Collection — Removed from agenda Municipal Recycling Grant Distribution — Removed from agenda Permit Fees: Fodroczi stated he'd like to verify with the committee how to proceed on discussing fee structure spreadsheets. The fees increased only once since the spreadsheet creation. Fodroczi explained the spreadsheet takes each individual type of permit and prepares time and cost estimates for all different staff. Input based on estimates was also given from the Highway and Land and Water Conservation Departments. Costs for hearings, mailings, and time and travel for field work are included, along with table results comparing fees to other counties in approximately 2005. Hermsen would like to challenge the premise used to go down the path to obtain a sanitary permit. Norton - Baumann clarified what Hermsen was saying is a state permit should be the same statewide and that state law has allowed counties to tack on fees. Hermsen indicated he would like to see fee schedules more in line with other counties. 2010 Budget: Fodroczi stated that three positions have been eliminated in the last three years in response to the market downturn. He explained the challenge of updating the budget package, due to budgeting adjustments for Real Property staff and a full time employee (FTE) position still authorized in 2009. The intention now is to remove the FTE from the Real Property budget for a cost savings. The total levy budget will go down by I%. Support staff has also been allocated more appropriately across all department budgets. Of note is support staff was never allocated to the Real Property budget and to the Land Records budget. Fodroczi described the position summary report stating adjustments have been made to more accurately reflect the work of staff and some budgets have been consolidated. Fodroczi asked for endorsement from the committee for the reorganized and consolidated budgets indicating this would be a better way of allocating staff the way we are organized and would better manage the budgets. Fodroczi stated that Michelle Pietrick gave her approval and assured it would not be difficult to reorganize in the budget package. The vacant positions were discussed. One position will be coming out of the budget, and the other position has a contingent allocation based on receipt of funding. If the funding comes in, a position cannot be filled if it isn't shown in the budget. Fodroczi asked the Committee for any objections to re- tooling the budgets as laid out on the revised sheet. Sather questioned if eliminated positions are enough to cover the shortfall. Fodroczi explained reductions made are from areas of reduced numbers, other areas remain very busy. Positions were eliminated through vacancies and temporary help elimination. The Committee had no concerns on reformatting the budgets. Fodroczi went on to explain five of the seven budgets have levy components, and overall budgets are down just over 1%. Larger items include scanning and document conversion in Zoning and Real Property as well as two major capital outlay items; a vehicle split between the Zoning and Septic budgets, and a replacement copier 2 4 split between the Zoning and Planning budgets. Operating budgets, in total, are well below a 0% increase. Fodroczi discussed the projected revenue report and asked for input on recalculations for more accuracy. The Committee agreed to rerunning numbers based on a new formula for more accuracy on what to anticipate. Chair Ruetz called for a recess at 2:58 p.m. The committee reconvened at 3:09 p.m. Fodroczi explained the budget summary and how the columns and expenses are calculated. Of note is the reduced amount from Land and Water Conservation Department, also the liability insurance is currently the 2009 number as the 2010 amount is not yet known. In most cases, expenditures are reduced. Fodroczi explained the finance budget instructions of 5% and 10% reduction off the levy. The Committee agreed staff needs to present proposals on budget cuts. Lastly, Fodroczi handed out to the Committee a letter from the West Central Wisconsin Regional Planning Commission indicating the mill rate to be charged in 2010. Invoices will be sent out in January, 2010. This letter is provided by the Regional Planning Commission well in advance to aid in budgetary considerations. Register of Deeds 2010 Budget: Pabst detailed the current budget for the month and emphasized amounts are similar to last year. Of note is the dollar amount per document has increased. With every refinance transaction, multiple documents come through the office. Internet access contracts remain consistent. Pabst remarked on significant items looking ahead to 2010, which include the State Vitals Records Office starting phase one of their new system. This will require special printers at the County Offices. Also to be implemented is the new phase of the Fidlar Technologies software called AVID. There is equipment being budgeted for in the Land Information Budget and training will be needed. With this newer technology and processing AVID will be make the process more streamlined and aid in the integration of the Land Information offices. Pabst outlined larger expenses such as staff development of vital statistics training and Fidlar software meetings, which will include meals and travel. The office remodel was discussed. A new copier is included in the cost. Pabst detailed some changes needed in the office for better public access, and to create a secure place for the public to search. Also, equipment needs among staff work stations. Building services provided the remodeling estimate. Staffing Post indicated replacement of retired staff doesn't seem necessary. Pabst explained if just one person is out, staff cannot effectively provide coverage. A replacement is needed based on the process and procedure currently in place. Pabst stated that staff hours have dropped from prior weeks due to staff leaves, but the department cannot afford to cut staff hours yet. The meeting adjourned at 5:03 p.m. Respectfully submitted: r Monica Lucht, Recording Secretary Lorin Sather, Secretary July 20, 2009 3