INFORMATION SYSTEMS COMMITTEE

Transcription

1 Notice of Public Meeting Thursday, June 9, :00 p.m. INFORMATION SYSTEMS COMMITTEE 1 of 23 Door County Government Center Chambers Room (C102), 1 st Floor 421 Nebraska Street, Sturgeon Bay, WI IS Committee - Oversight for Information Systems, Real Property Listing and Register of Deeds AGENDA 1. Call Meeting to Order 2. Establish a Quorum 3. Adopt Agenda / Properly Noticed 4. Approve Minutes of the May 12, 2016 Information Systems Committee Meeting 5. Public Comment 6. Correspondence 7. Register of Deeds A. Office Update 1. Recorded Documents/Vital Records Report 2. Approve CIP Request New Land Records System 8. Land Information Office (LIO) Coordinator A. Report Balance of County LIO Funds B. Status of Parcel Fabric Project C. FYI/Project Update(s) 9. Real Property Listing A. Office Update 1. Sales Report Assessment Changes 3. Web Map Updates B. FYI/Project(s) Update(s) 10. Information Systems A. CATS 1. Status Chambers Island Microwave 2. Brussels Hill Possible Interest in Abandoned Tower 3. Next Scheduled CATS Meeting Date 6/29/2016 9:00 AM B. Old Business 1. Status - Microphone System Presented at Property 2. Status City of Sturgeon Bay Dark Fiber Agreement 3. Status South Fiber Build to Brussels Hill, Andres, Mill Road and Southern Door 4. Status North Fiber Build to Sunny Slope, Jacksonport and Sevastopol School District C. New Business 1. Review 2017 IS Capital Outlay by Department (Overhead with Spreadsheet-Adjust as needed) 2. Approve Adjusted 2017 IS Capital Outlay 3. Review 2017 IS Maintenance Outlay 4. Approve Adjusted 2017 IS Maintenance Outlay D. Project(s) Update(s) 1. HP LeftHand CMC outage 2. Xoom Reuse Update 11. Review Vouchers, Claims and Bills 12. Matters to be Placed on a Future Agenda or Referred to a Committee, Official, or Employee 13. Next IS Committee Meeting Date: June 9, :00 p.m. 14. Adjourn Deviation from order shown may occur Members of the Door County Board of Supervisors and/or its sub-units may be in attendance at this meeting to listen and gather information. Notice is hereby given that the above meeting may constitute a meeting of the Door County Board of Supervisors or one of its sub-units. However no official action will be taken except by the Information Systems Committee. In compliance with the Americans with Disabilities Act, any person needing assistance to participate in this meeting, should contact the Office of the County Clerk at (920) Notification 48 hours prior to a meeting will enable the County to make reasonable arrangements to ensure accessibility to that meeting. Posted, 2016

2 MINUTES Thursday, May 12, 2016 INFORMATION SYSTEMS COMMITTEE 2 of 23 Door County Government Center Chambers Room (C102), 1 st Floor 421 Nebraska Street, Sturgeon Bay, WI IS Committee - Oversight for Information Systems, Real Property Listing and Register of Deeds Call Meeting to Order Chairman David Enigl called the Thursday, May 12, 2016 meeting of the Information Systems Committee to order at 2:00 p.m. Establish a Quorum Members present: David Enigl, Mark Moeller, David Englebert, Don Sitte, Richard Haines, Jon Koch, and Linda Wait. Others present: Administrator Ken Pabich, Register of Deeds Carey Petersilka, RPL Holly Hansen, IS Director Tim Ullman, Finance Director Mark Janiak, Fidlar Representative Mark Schwarting, Brown County Register of Deeds Cathy Williquette Lindsay, and County Clerk Jill Lau. Election of Vice-Chairperson Motion by Sitte, seconded by Koch to nominate Mark Moeller Vice-Chairperson. Motion by Sitte, seconded by Koch to close nominations. Motion carried by unanimous voice vote. Adopt Agenda / Properly Noticed Motion by Moeller, seconded by Englebert to approve the agenda. Motion carried by unanimous voice vote. Approve Minutes of the April 14, 2016 Information Systems Committee Meeting Motion by Koch, seconded by Haines to approve the minutes of the April 14, 2016 IS meeting. Motion carried by unanimous voice vote. Public Comment N/A. Correspondence No correspondence was presented. Register of Deeds Office Update Recorded Documents/Vital Records Report Information included in the meeting packet was reviewed. 1 st Quarter Budget to Actual Information included in the meeting packet was reviewed. "These minutes have not been reviewed by the oversight committee and are subject to approval at the next regular committee meeting." New Land Records System Presentation ROD Petersilka introduced Mark Schwarting, Fidlar Technologies and Kathy Williquette Lindsay, Brown County Register of Deeds. Mark and Cathy presented information regarding the benefits of a new land records system for the Register of Deeds Office. Benefits of a new system for recording documents include efficiencies, more technology, no third party imaging, electronic workflow/reduction in paperwork, increase in accuracies/reduction in errors, and reduction of duplicate data entry. Allows companies to access records through a subscription service managed by the ROD Office and supported by Fidlar. Allows access by many more persons than we can currently reach, thus increasing revenues. Mark explained proposed costs of the system to lease; to switch the land records system is $25,000 (one-time fee), annual fees are based on amount of documents recorded estimated costs are $20,000 per year (for next three years) which includes software license, upgrades, and support (complete package). There is also an option to purchase the system outright. The only items not included in the pricing is hardware. Cathy Williquette Lindsay, Brown County Register of Deeds, explained she has been a longtime user of the Fidlar system and has been instrumental in the development of the system. Cathy further explained additional services offered by Fidlar that Door County could chose to add on to the basic system, many at no additional costs.

3 3 of 23 IS Director Ullman explained there is not a way to determine a cost analysis of the new system versus the current system; it is not an apples to apples comparison. Ullman suggested committee members visit the ROD Office in Door County and spend time exploring the current system and then visit the Brown County Register of Deeds Office for a comparison of systems. Petersilka noted technology rapidly changes and a new system offers many more opportunities than our in-house system can provide. The committee recessed at 3:01 p.m. and reconvened at 3:06 p.m. Land Information Office (LIO) Coordinator IS Director Ullman read a portion of an sent to committee members from Tom Haight regarding his personal opinion on the Register of Deeds land records system purchase. Supervisor Moeller requested, and committee members agreed, future correspondence be submitted to the Department Head for their review and determination of inclusion in the meeting packet. Report Balance of County LIO Funds The report included in the meeting packet was reviewed. 1 st Quarter Budget to Actual Information included in the meeting packet was reviewed. Status of Parcel Fabric Project Tom Haight ed a project update report to committee members. FYI/Project Update(s) Tom Haight ed a project update report to committee members. Real Property Listing Office Update Sales Report Hansen reported sales and splits Assessment Changes Eight of the nineteen municipalities have been submitted. Web Map Updates Updated through the end of March. 1 st Quarter Budget to Actual Information included in the meeting packet was reviewed. FYI/Project(s) Update(s) Parcel Fabric Project Information Systems CATS Status - Move to Verizon Tower on Brussels Hill Site Completed. Approve Renewal of ECB (Ellison Bay Tower) 5 year Tower Lease Due on June 30 th. CC Thomas is involved with the review of the renewal. Cost sharing in the amount of $2,500 for engineering study of the tower to determine if the tower has been overburdened has been requested; Ullman approved. CATS recommends renewal of the contract. Interference issues have been resolved and are holding at this point. Motion by Sitte, seconded by Koch to recommend approval of the 5-year tower lease and move on to the County Board for approval. Motion carried by unanimous voice vote.

4 Approve CATS CIP Requests Generators Jacksonport, Fish Creek, Baileys Harbor Ullman explained this request has been in front of the committee for two years and will be included in the CIP for Ullman explained the need for the generators. Generator Chambers Island Recent request Fiber Laterals $200,000 request to complete the project Fiber Electronics $27,000 per site needed to terminate fiber from numerous sites. Remove CIP Request for New Tower-Northern Door The request stems from the interference issues at the Ellison Bay tower. Those issues are currently rectified and the request will be removed CIP Demolition of Old County Tower Brussels Hill There may be an opportunity for a company to remove the old tower; if not funding is needed to demolish. Motion by Moeller, seconded by Sitte to approve the CATS CIP requests as presented. Motion carried by unanimous voice vote. Status Chambers Island Microwave Attempting to put licensed microwave on Chambers Island. This is a solid dish; old dish was a mesh dish. An engineering study is in the process and installation is on hold until complete. Status SunnySlope Lighting Completed. Approve the ARES RACES proposal with WECOMM for Brussels Hill To enhance the system from the Brussels Hill tower to Suring/Waupaca. CATS Committee recommends approval. Motion by Moeller, seconded by Haines to approve the ARES-RACES proposal for the Brussels Hill tower contingent upon review and approval by CC Thomas. Motion carried by unanimous voice vote. Next Scheduled CATS Meeting Date June 29, :00 AM. CATS committee meetings will be held every other month on the 4 th Wednesday going forward. Old Business Status - Microphone System Presented at Property Presented at Property Committee. The committee decided to move forward with a wired microphone system in the Chambers Room and Peninsula Room. Status City of Sturgeon Bay Dark Fiber Agreement Continue to work on the agreement and to attach a value to the current agreement. $600/month is the current offer; expecting to negotiate fees once a value is determined. Status Fiber Network to Brussels Hill, Andres and Mill Road, SunnySlope, Southern Door and Sevastopol School Districts Southern ring is completed. Southern Door switch installed and operational on our network. County Board Xooms Return / Clearing / Repurposing Moeller Most Xooms have been returned but not all power supplies. Supervisor Moeller has cleared the Xooms for repurposing. Intending to supply the Board of Adjustment members will Xooms. Supervisor Moeller noted two Supervisors have not returned their Xooms (Charles Brann and Holly Runquist). 4 of 23

5 5 of 23 Motion by Moeller, seconded by Haines to draft a letter to Charles Brann and Holly Runquist requesting the return of the Xoom. Administrator Pabich will have CC Thomas draft and send the letter. Motion carried by voice vote with Supervisor Sitte voting no. New County Board Tablets Initial Installation Set-Up To Date IS hasn t received many calls; appears the new tablets are working well. Positive comments received. Computer mouses are available through the IS Department if a Supervisor would like one. New Business Aging Compute Platform CIP Request to Replace Compute in 2017 Replaces 28 current servers with 6. Estimated costs to replace are $250,000 and are requested in the 2017 CIP with an additional $75,000 in the 2018 CIP. Motion by Moeller, seconded by D. Englebert to approve the Aging Compute Platform CIP request for 2017 and Motion carried by unanimous voice vote. Approval to seek funding to Terminate Fiber at Sunny Slope and Jacksonport in year 2016 (Reference 3d Above) This request is for electronics; will be put on hold until physically terminated. Virtual PC Outage of 4/14 AV Software Update An outage of 130 PC s at the Government Center occurred which lasted most of the day on April 14 th. IS Department worked to correct the situation throughout the day and had the PC s back up and working late afternoon on the 14 th. 1 st Quarter Budget to Actual Information included in the meeting packet was reviewed. Personnel Update Retirement of Bob Moellenberndt Ullman updated the committee that Bob Moellenberndt retired; his last day was Tuesday, May 3 rd. Mary Ledvina will be used as a contracted service as a short-term fix. Project(s) Update(s) MS Exchange Cumulative Update, DCGCFile Server Upgrade and Storage Upgrade, Mac Address Security from SBPD to DCS Projects reviewed by Ullman. Review Vouchers, Claims and Bills Reviewed without comment. Matters to be Placed on a Future Agenda or Referred to a Committee, Official, or Employee County Board Tablet Replacement/Xoom Return Capital Improvement Plan Next IS Committee Meeting Date June 9, :00 p.m. Adjourn Motion by Sitte, seconded by Moeller to adjourn. Time: 4:25 p.m. Motion carried by voice vote. Respectfully submitted by Jill M. Lau, County Clerk

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14 14 of 23 Door County Land Information Office LIO Accounts Report 31-May-2016 A/C Balance - Jan. 1, 2016 Land Modernization $ 274, Revenues: xxxxx LIO Training Grant (43253) $ 1, WLIP Base Budget Grant (43254) $ 37, WLIP Strategic Initiative Grant (43256) $ 25, Interest (48111) $ Land Modernization (48342) $ 27, LIO Misc Revenues (48344) $ - Total Funds Available $ 366, Expenditures: xxxxx Land Modernization Exp (52122) $ LIO Internet Exp (52126) $ - Software Maintenance (52302) $ 13, Membership Dues (52402) $ - Conference Fees & Training (54101) $ Mileage, Meals, Lodging (54102) $ Training (58116) $ 1, Strategic Project (58170) $ 17, Department Outlay (69901) $ 32, Total Expenditures $ 64, Total LIO Modernization Funds $ 301, GIS Fees Collected Year 2016 $ ( ) 5/31/2016_9:29 AM LIO_Accounts Report_2016monthly.xls Finance Department

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