Agenda Information Systems Committee Chambers Room, 1st Floor Government Center, 421 Nebraska Street, Sturgeon Bay. Tuesday, March 12, 2013

Transcription

1 Agenda Information Systems Committee Chambers Room, 1st Floor Government Center, 421 Nebraska Street, Sturgeon Bay Tuesday, March 12, of Call Meeting to Order 10:00 AM 2. Establish a Quorum members present 3. Adopt the Agenda 4. Approve the IS Committee Meeting Minutes of January 8, Public Comment 6. Land Information Office (LIO) Coordinator 6.1. Report Balance of County LIO funds 6.2. Report DOA State parcel map initiative 6.3. Authorize web-based Pictometry access 6.4. FYI / Project Update 7. Register of Deeds 7.1. Update on filed/recorded documents 7.2. Balance of Redaction account/update 7.3. Microfiche conversion update 8. Real Property Listing 8.1. Office Update Report Web Map/Map Coverage s 8.2 FYI/Project Updated 9. Information Systems 9.1. CATS From CATS to IS CIP Planning for Discussion and approval FEMA Grant Approve 10% or $125, now, but pay in Baileys Harbor as a Repeater Site in Any other actionable Items from CATS Central Tower, SW Tower status Next scheduled CATS Meeting 4/2/ Old Business Status AT&T ISDN PRI contract Status AC Install GC Ops room Status Technical Support for local municipalities Current Discussion Packaged Service Status Enterprise wide Door Access Control Tabled till Gov Center Security figured out Forms automation Moeller / Ullman Recent Requests from departments New Business 9.4. Approve 2012 Carry Forwards 9.5. FYI Meeting with Door County School Districts-Fiber Initiatives Charter/Wiscnet Internet connection changed from 20 MB to 30 MB-No Cost SBPD video project-ipconfigure servers configured 10. Approve Vouchers, Claims and Bills 11. Matters to be Placed on a Future Agenda or Referred to a Committee, Official, or Employee. 12. Set Next Regularly Scheduled Meeting Date 13. Adjourn Meeting *** Please Note: Deviation from order shown may occur *** 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 72 hours prior to a meeting will enable the County to make reasonable arrangements to ensure accessibility to that meeting. Q:\Committees\IS\Agendas\2013\ ISCM Agenda.docx posted.lv

2 Minutes Information Systems Committee Chambers Room, 1st Floor Government Center, 421 Nebraska Street, Sturgeon Bay Tuesday, February 12, of Call Meeting to Order 9:00 AM by Chairman Gunnlaugsson. 2. Establish a Quorum members present: Ben Meyer, Joel Gunnlaugsson, Mark Moeller, Dave Enigl. Excused was Dave Lieanau. Others Present: Tim Ullman, Holly Hansen, Carey Petersilka, Tom Haight, Maureen Murphy, Shirley Scalish and Linda Viste. 3. Adopt the Agenda Motion by Moeller, second by Enigl, to adopt the agenda. Motion carried. 4. Approve the IS Committee Meeting Minutes of January 8, 2013 Motion by Meyer, second by Moeller, to approve the minutes of January 8, Motion carried. 5. Public Comment-none 6. Register of Deeds 6.1. Update on filed/recorded documents-attachment 2012 Comparison 2013 Certified Copies / Month Birth Marriage Death Domestic VA Total Total Fees Total Total Fees January $1, $1, February $1, March $1, April $1, May $1, June $1, July $2, August $2, September $2, October $2, November $1, December , Totals to Date $1, $21, Vital Records Dom Birth Marriage Death VA Total Filed /Month Ptn. Totals January February 0 55 March 0 43 April 0 59 May 0 73 June July August September October 0 86 November 0 65 December 0 71 Totals to date: Recording Fee Breakdown $30 flat fee $15 General Fund $10 Land Records ($6 County Land Records) ($2 State Land Records) ($2 County Internet Fund) $5 - Redaction Fund 2013 Documents Month Documents Recorded Money Turned Over to County Treasurer Comparison erecordings Documents $$ erecordings January , February , March , April , May , June , July , August ,

3 September , October , November , December , TOTALS: ,000 1,031, of Balance of Redaction account/update-attachment Balance of redaction account is $118, Request/Approve Microfiche conversion updated price proposal When AMCAD did the initial price proposal for Microfiche conversion, their estimate of how many documents were to be included, were way low. Turns out there are a lot more addendums connected to some original documents than anticipated; therefore, the price quote is low. Additional funds of $58, is needed. Motion by Moeller, seconded by Meyer, to approve the additional money needed and the funds to be taken out of the Redaction Account. Motion carried. 7. Real Property Listing 7.1. Office Update Report Holly reported there was a 13% increase in sales and 5% increase in splits for 2013 than in past 4 years January February March April May June July August September October November December TOTAL Web Map/Map Coverage s Web-Map and in house projects are updated through the end of Year End Conversion January 22, 2013 we finished processing all the 2012 changes to parcels. Info Systems backed up our entire systems the night of the 22 nd. On the 23 rd, converted all AS/400 files over to Assessor Materials After converting files, hard copies of work rolls for assessors were run and also transmitted text file of work to those assessors who do uploads. Also printed out all revised tax parcel maps for assessors, the office & some municipalities, which totaled 450 (18X24 size) copies * Request/Approve LIO Funds Purchase of Survey File Cabinets-$4, Quote from Staples Holly is requesting to purchase odd size survey file cabinets. After numerous searches at different sites to find this size cabinet, Staples was the only one to have them at a cost of $4,984.98, and the intent was to use LIO Funds. Tom Haight was not in favor of using these funds to purchase the cabinets. The funds were meant to preserve data. After discussion, motion by Moeller, seconded by Enigl to send this request to the Finance Committee and let them decide where the money would come from. Motion carried. 2012

4 4 of FYI/Project Updated Tie Sheet Project Update-Bob Moellenberndt, IS, has been working on an interface for selecting and displaying the tie sheets. The interface would bring up a drop down of the Town-Ranges available in Door County. Once selected, a grid of the municipality with icons on the section corners will be visible and will display an open tie sheet or no tie sheet available. Currently in test mode and when ready, it will go live. 8. Land Information Office (LIO) Coordinator 8.1. Report Balance of County LIO funds Land Modernization Balance: $200, LIO Internet Balance: 34, Total Land Modernization and LIO Internet Balance: GIS Fees Collected to Date Authorize AutoCAD software & CPU upgrade purchase RPL Discussion held. Motion by Meyer, second by Enigl, to purchase AutoCAD software and CPU upgrade for the Real Property Office. Motion carried WLIA Annual Conference Feb in Lake Geneva, WI Tom Haight and Holly Hanson will be attending the WLIA Annual Conference in Lake Geneva from February 13-15, Information only FYI / Project Update -Broad Band mapping is up on our web map, which lists the companies that service Door County. By clicking on a vendor, it will give you information of where their service is available. This information comes from the federal level, then circulates through the state and finally ends up with the county. This means this information could have a 6 month lag time of being current and available to the public. -The ADRC Website is getting ready to push out and close to going live. -EMS work map with the stations on it is up. -Snowmobile maps have been updated, which the information for this site comes directly from the clubs. -Census data needs to get back to the state with the annexation changes. -Real Property files need to be updated to coincide with all the changes Holly and Chris have input to their system. 9. Information Systems 9.1. CATS Ongoing General Status of Radio/Portable Narrow Banding Project Totals See Vouchers Tim was in contact with Gary Behling, Chief Deputy, regarding problems that still exist with communication on their radios; downtown Fish Creek being the worst area. Baileys Harbor is still a problem area; but, for the most part, radio communication is working well From CATS to IS CIP Planning for Discussion (More info available from 2/7/2013 CATS Meeting minutes) Three priority issues came out of the C.A.T.S. meeting: 1-Immediate need in Baileys Harbor to update their communication issues 2-Fiber for the School Districts for Northern Door is not complete, but will be in approx. 4 months. 3-Fiber Initiatives are priority plans for the future: for schools and public safety issues. Meyer asked the question is running fiber all along the waters of Door County would ever be reachable? Tim said is sounds like a great idea, but the cost would be extremely expensive and we would run into problems with the DNR, as well as property owners along the shorelines Any other actionable Items from CATS-none SE Tower, Central Tower, SW Tower status. Contract for SW Tower is signed and Edge Consulting will be managing the project Next Meeting for C.A.T.S. is 3/5/ Old Business Status AT&T ISDN PRI contract AT&T has signed off on their contract and the County will be taking credit from the bills. Finance will be monitoring this and should take place within 30 to 60 days.

5 5 of Approve Additional Funds for Bassett Mechanical AC Proposal GC Ops room The current Ops Room housing the AC unit at the Justice Center has been deemed too small to house all the computer equipment with the current AC unit; therefore, a new AC unit is needed to elleviate the heat problem in that room. The original quote did not include the extra piping or electrical needs or that our maintenance staff cannot do this kind of work. Therefore, an additional sum of $24, is needed to make this room efficient. Motion by Meyer, second by Moeller to send this request to the Finance Committee and let them decide what funds this dollar amount would be taken out of. Motion carried Status Technical Support for local municipalities Current Discussion Packaged Service Corp Counsel, Finance Director, Administrator and IS Director met. Consensus was to offer a Package Deal service to municipalities stating the County has a Standard Way of Doing Business and if the municipality conforms to that, it is a possibility to sign a contract. County will not support technology other than what IS employees are trained in. Village of Sister Bay is still having issues with conforming and the Town of Sevastopol is still mulling the contract over Status Enterprise wide Door Access Control-no report Forms automation Moeller / Ullman - Moeller stated he talked with Jill Lau, County Clerk and Tim about installing an electronic bulletin board at the 2 main entrances at the Government Center to display the county meeting calendar in place of the board where paper copies are now posted. Would be maintained by the County Clerk s Office, who posts agendas on the bulletin board at this time. -Moeller also suggested a forms automation process on our website for the public. This would allow the public to go onto any department s site and pull off any form that would pertain to that office and be able to either fill it out on-line or of running it off and filling it out. This suggestion will be going to the Department Head Mtg letting them know this option exists Legislative Items Any? It was first thought to bring suggestions from this Committee to our Supervisors to bring to Legislative Days in Madison, any concerns from the County. After discussion, the thought of one person bringing up a sugject would get lost in the whole scheme of things. Consensus was to suggest Associations bring up the topics would get more recognition New Business 9.4. Long Distance State Contract Change from AT&T to Centurylink by 3/1/2013 AT&T has chosen CenturyLink for their long distance services. AT&T s charge was $.04/minute and CenturyLink is $.03. IS Dept needs to make changes to every phone line in the system by March 2, *7.1.5 Request/Approve LIO Funds Purchase of Survey File Cabinets Holly Hansen researched the County Plan for spending LIO Funds, and discovered that the purchase of the survey file cabinets was legal under the plan. She ed Meyer during this mtg and informed him of such. Because of that information; Motion by Meyer, second by Moeller to reconsider motion to send this decision to Finance Committee. Motion carried. Motion by Meyer, second by Moeller to approve the funds from the LIO Account for the purchase of 2 survey file cabinets for Real Property in the amount of $4, Motion carried IS CIP Plan Long range Fiber Needs Discussion-see FYI Meeting with Door County School Districts-Fiber Initiatives Southern Door & Sevastopol are still interested in fiber connection. Cost would be approximately $125,000. Connection would run from Sevastopol to Sturgeon Bay and then Southern Door to Sturgeon Bay with Sturgeon Bay being the hub of connection Charter/Wiscnet Internet connection changed from 20 MB to 30 MB-No Cost This is a free up-grade; only cost is $ for fiber link to Madison SBPD video project-ipconfigure servers ordered Jail Video Change of recording from 24 X 7 to motion only Done Keeping video recording is no longer needed. Cameras equipment with motion only recording is all that is needed. Info only.

6 6 of Approve Vouchers, Claims and Bills Register of Deeds vouchers totaled $26, Motion by Meyer, second by Enigl to approve. Motion carried. Real Property vouchers totaled $2, Motion by Moeller, second by Enigl to approve. Motion carried. Information Systems vouchers for 2012 is $63, and vouchers for 2013 is $45, Motion by Enigle, second by Moeller to approve. Motion carried. Narrow Banding Vouchers -- $ 43, $ $ CIP Maintenance Total Narrow Banding Vouchers is $ 46, Motion by Enigl, seconded by Moeller to approve. Motion carried. 11. Matters to be Placed on a Future Agenda or Referred to a Committee, Official, or Employee. No items at this time. 12. Set Next Regularly Scheduled Meeting Date Next meeting date is set March 12, 2013 at 9 AM in the County Board Room. 13. Adjourn Meeting Motion by Moeller, second by Enigle to adjourn at 11:40 AM. Recorded by Linda Viste, Deputy County Clerk. *** Please Note: Deviation from order shown may occur ***

7 7 of 18 Door County Land Information Office LIO Accounts Report 7-Mar-2013 A/C & Beginning Balance Land Modernization $ 205, Computerized Internet $ 32, Revenues: xxxxx LIO Training Grant (43253) $ - WLIP Base Budget Grant (43254) $ - Interest (48111) $ Land Modernization (48342) $ 12, LIO Internet (48343) $ 3, LIO Misc Revenues (48344) $ - Total Funds Available $ 254, Expenditures: xxxxx Land Modernization Exp (52122) $ 5, LIO Internet Exp (52126) $ - Software Maintenance (52302) $ 9, Membership Dues (52402) $ Conference Fees & Training (54101) $ Mileage, Meals, Lodging (54102) $ Training (58116) $ - Department Outlay (69901) $ - Total Expenditures $ 16, Land Modernization Balance $ 201, LIO Internet Balance $ 36, Total LIO Modernization Funds $ 238, GIS Fees Collected Year-to-Date $ ( ) 3/7/2013_9:17 AM LIO_Accounts Report_2013monthly S.M.Scalish, Finance Director

8 8 of 18 SCOTT WALKER GOVERNOR MIKE HUEBSCH SECRETARY Division of Intergovernmental Relations Post Office Box 8944 Madison, WI Voice (608) Fax (608) DATE: March 1, 2013 TO: FROM: SUBJECT: County Land Information Officers, Surveyors, Register of Deeds, and other Land Information Stakeholders Ed Eberle, Administrator Division of Intergovernmental Relations Governor s GIS Initiative to Create a Statewide Digital Parcel Map A complete, accurate, and maintained statewide digital parcel map would protect and grow Wisconsin s $460 billion in real estate assets and enhance the state s economic competitiveness. Such a state parcel map would be the cornerstone of a modern GIS system and make Wisconsin a geospatial tech leader once again. Parcels are paramount because they describe ownership characteristics of land and can serve as the basis for many other GIS map layers, such as: 1. Floodplains 6. Zoning 2. Land use 7. Emergency service districts 3. Municipal boundaries 8. Utility districts 4. School districts 9. Public lands 5. Public hunting grounds In order to fund this initiative, the Governor s proposed budget would reallocate a $5 portion of the register of deeds document recording fee. The fee-payer would continue to pay the same $30 rate for documents recorded, but would benefit from more efficient and enhanced governmental services on account of modernized state and local geospatial infrastructure. Until 2015, this portion of the fee will continue to fund the completion of social security number redaction projects at county register of deed offices in order to prevent online identity theft. Many counties, particularly those in more rural areas of the state, have lacked the funding to create complete and accurate digital parcel datasets. Therefore, much investment is needed in local source data to be integrated into a statewide GIS system. If the Governor s GIS initiative is passed, much of the reallocated fee revenue submitted to the Department of Administration would be targeted for investment at the local level, likely in the form of Wisconsin Land Information Program strategic initiative grants. Eligible activities would likely include digitization of parcel mapping, surveying for PLSS remonumentation, indexing, and other activities to make a complete and accurate statewide digital parcel map. The Department of Administration will be responsible for developing an implementation plan to create the statewide digital parcel map. During this planning process, we will seek input from county surveyors, land information officers, register of deeds, state agency GIS staff, and other stakeholders. We look forward to working with you on this important initiative! WISCONSIN IS OPEN FOR BUSINESS Wisconsin.gov

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11 11 of 18 Month REAL PROPERTY LISTING 2009 SALES UPDATE MONTHLY REPORT 2009 January February March April May June July August September October November December TOTAL

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14 Potential cost saving considerations 14 of 18 Costs from the current project list that could be shifted to the grant. Description Costs estimate Jacksonport Microwave $40, Chambers Island Microwave $40, Fish Creek Microwave $40, Southwest tower Microwave $75, Forestville Tower Microwave $60, Costs from other project(s) current identified as needed Project - Addition of Baileys Harbor as a transmit and receive sight for Police, Fire, EMS and paging. Description Cost Estimate Engineering costs / pathway studies / Installation $30, Microwave connection to Sunny Slope $75, Paging transmitter $15, Antenna system $20, Future considerations The current paging transmitters are 1997 vintage and will need to have a replacement schedule planned as they are nearing the end of their life expectancy. The grant will replace those units currently in service and add 5 additional units. Paging bases Description Cost Estimate $15, each The initial simulcasting of the paging system also paves the way Sheriff, EMS and Fire to convert to a simulcast system in the future. A simucasted paging system will provide the necessary hardware, infrastructure and backbone necessary to convert those systems at a lesser cost compared to implementing them from the ground up. Simulcast also potentially frees up currently used frequencies for potential use for future systems. Example, the Sheriff Department could potentially implement a tactical repeated channel, thus allowing the main working channel to be free for vital communications.

15 15 of 18 Explanation of Simulcast and why Door County needs it. On the dispatch or transmit side Door Counties current paging system is a simple system of a dispatcher transmitting an emergency message over a single tower. The dispatcher has a choice of five towers to transmit the message over: Washington Island, Ellison Bay, Sunny Slope Road, Justice Center and one on the Brussels Hill each on its own frequency. On the receiving or listening side of the system the units in the field can only listen to one of the Five towers, again as each one transmits on a unique frequency and the pager on the belt can only listen to a single frequency. Units in the field have to choose what tower they think will serve them best the majority of the time. Individuals who work or live in areas equally far from multiple towers may have no or minimal coverage. Currently we have many areas with minimal or limited success in paging due to these distance issues, many of these issues have become worse with the recent narrow banding requirement. Simulcast adds five additional transmitters to our current system of five single transmitters and links them together to form a single network of transmitters all working together on a single frequency. This system is able to flood the void areas from multiple directions eliminating all or most dead spots. Additionally the simulcast system is redundant in that if a single tower sight fails the others still cover a significant portion of the affected area. Due to Door Counties unique geography, topography, size and shape a simulcast system has been known to be the preferred solution to many of our problems for over twenty years. The simulcast option was never chosen due to the initial infrastructure costs associated with it.

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