INFORMATION SYSTEMS COMMITTEE

Transcription

1 Notice of Public Meeting Thursday, September 8, :00 p.m. INFORMATION SYSTEMS COMMITTEE 1 of 27 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 August 11, 2016 Information Systems Committee Meeting 5. Public Comment 6. Correspondence 7. Register of Deeds A. Office Update 1. Recorded Documents/Vital Records Report 2. Review and Recommendation re: Register of Deeds 2017 Budget 3. FYI/Project Update(s) 8. Land Information Office (LIO) Coordinator A. Report Balance of County LIO Funds B. Conservation Goals on Web Map C. FYI/Project Update(s) 9. Real Property Listing A. Office Update 1. Sales Report Assessment Changes 3. Review and Recommendation re: Real Property Listing 2017 Budget 4. Web Map Updates B. FYI/Project(s) Update(s) 10. Information Systems A. CATS 1. Brussels Hill Surplus Equipment Property Committee 2. Approve Change of Annual Maintenance Contract from Time and Material Basis to Fixed period - 3 or 5 year 3. Next Scheduled CATS Meeting Date 10/26/2016-9:00 AM B. Old Business 1. Status City of Sturgeon Bay Dark Fiber Agreement 2. Status South Fiber Build to Brussels Hill, Andres, Mill Road and Southern Door Network Connection to Radio 3. Status North Fiber Build to Sunny Slope, Jacksonport and Sevastopol School District C. New Business 1. Review and Recommendation re: Information Systems 2017 Budget 2. Resolution Recognizing Jim Lienau 3. Approve Sturgeon Bay School District Technical Support Memorandum of Understanding 4. IS Personnel Approve Refill of PC/Network Specialist Position with IS Help Desk Representative Position D. Project(s) Update(s) 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: October 13, :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, August 11, 2016 INFORMATION SYSTEMS COMMITTEE Door County Government Center 2 of 27 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, August 11, 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, Jon Koch, and Linda Wait. Richard Haines was excused. Others present: Administrator Ken Pabich, Finance Director Mark Janiak, Register of Deeds Carey Petersilka, RPL Holly Hansen, IS Director Tim Ullman, Planning Director Mariah Goode, Soil & Water Conservationist Krista Lutzke, and County Clerk Jill Lau. "These minutes have not been reviewed by the oversight committee and are subject to approval at the next regular committee meeting." Adopt Agenda / Properly Noticed Motion by Moeller, seconded by Koch to approve the agenda. Motion carried by unanimous voice vote. Approve Minutes of the July 14, 2016 Information Systems Committee Meeting Motion by Koch, seconded by Moeller to approve the minutes of the July 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. ROD Petersilka reviewed fees. 2 nd Quarter Budget to Actual Information included in the meeting packet was reviewed. Supervisor Wait questioned fees and the trend of higher in spring and summer versus fall and winter. FYI/Project Update(s) Continue to work on redacting social security numbers Back scanning of DV214 s Grantor/Grantee of documents back to 1966 Land Information Office (LIO) Coordinator Report Balance of County LIO Funds Information included in the meeting packet was reviewed. Supervisor Wait questioned what strategic projects was for; Haight explained this is for grant funding for a particular project. Research Status of Register of Deeds System The report included in the meeting packet was reviewed. Discussion regarding fees charged. ROD Petersilka explained there was some grandfathering when the County went on-line with records versus the old practice of issuing CD s. Most fees in the ROD Office are set by statute. Haight has been researching if the current software can be enhanced. Petersilka explained Door County is one of three counties remaining in the state with an in-house system. Petersilka noted that the software we currently have is working but is not comparable to moving to a new, updated, software package. Ullman explained the research is to determine if the County can enhance the current in-house system enough to improve it to new software standards. Petersilka explained the County needs to determine if enhancing the in-house system makes fiscal sense; how long will the enhancement last or can it fully be achieved. Discussion regarding reviewing and potentially adjusting the current fees charged. Further information will be provided at next month s meeting.

3 Greenprint 3 of 27 LIO previously funded Greenprint. For the past couple of years it has been funded by the Soil & Water Department. A request to fund Greenprint with LIO funds again was made. Planning Director Goode explained what Greenprint offers to the county and others. $8,000 remains in the Soil & Water Departments budget that will be used towards Greenprint. The intention is to bring a similar system in-house. The County will need to continue to update and upgrade the current system until such time as a County system could be created. The estimated cost is $8,350 for one year; worst case scenario if the County needs to continue for three years is $14,368. Haight noted there is more efficient ways and more cost effective ways to achieve the same result as Greenprint. $8,000 of the $8,350 can be taken from the Soil & Water Departments funds. Short $350 for 2016; $2,400 for webhosting needed in 2017; final transfer and potential updates costs needed at the time of the potential transfer to an in-house system. Motion by Koch, seconded by Moeller to use $350 from the LIO Fund to cover the costs of the Greenprint. Supervisor Wait expressed concerns that the majority of taxpayers aren t using Greenprint; the majority of users are non-taxpaying entities. Motion carried by unanimous voice vote Draft LIO Project Budget Haight reviewed the addition of $2,400 since the last review for the Greenprint. This amount is for Greenprint. Motion by Sitte, seconded by Moeller to approve the LIO 2017 updated Draft Project Budget as presented. Motion carried by voice vote with Supervisors Englebert and Wait voting no. FYI/Project Update(s) Submitting data Attended meeting in Appleton Maps for Chambers Island Sanitarians Office Continuing work with RPL Real Property Listing Office Update Sales Report Hansen reported 276 sales; 48 splits Assessment Changes Received two towns; one municipality still out. Web Map Updates Update through July 31 st. 2 nd Quarter Budget to Actual Information included in the meeting packet was reviewed. FYI/Project(s) Update(s) Working on publishing Plats of surveys Information Systems CATS Brussels Hill Possible Interest in Abandoned Tower Surplus Equipment Property Committee Ullman explained he met with Administrator Pabich and CC Thomas. A RFP will be drafted and advertised. Two options - lease and use on-site or remove tower. Review of Recent Public Safety Radio System Network Outages Ullman reviewed recent outages. A summary outlining the cause was included in the meeting packets and was reviewed. The outages will require additional work to reconfigure our network. Next Scheduled CATS Meeting Date August 24, 2016 at 9:00 a.m. Old Business Status City of Sturgeon Bay Dark Fiber Agreement Researching one year and three year fiber pricing.

4 Status South Fiber Build to Brussels Hill, Andres, Mill Road and Southern Door Network Connection to Radio 4 of 27 New UPS s installed at Brussels, Andres and Mill Road. Status of the North Fibert Build to Sunny Slope, Jacksonport and Sevastopol School District Ongoing; moving forward. New Business Resolution Recognizing Jim Lienau Ullman received a draft resolution from Greg Diltz. The draft is currently being reworked. 2 nd Quarter Budget to Actual Information included in the meeting packet was reviewed. Review updated 2017 IS Capital / Maintenance Outlay (Overhead with Spreadsheet-Adjust as Needed) Approve Updates 2017 IS Capital Outlay Approve Adjusted 2017 IS Maintenance Outlay Change in the Maintenance Outlay area reviewed. Motion by Wait, seconded by Moeller to approve the updated and adjusted 2017 IS Maintenance Outlay as presented in the amount of $605, with a 2017 levy of $528,095. Motion carried by unanimous voice vote. Approve Sturgeon Bay School District Technical Support Memorandum of Understanding Will be moving to a time and materials contract. The contract is currently under review by the Sturgeon Bay School District. IS Personnel Staffing Shortage Ullman reported the department is short one PC/Network Specialists; looking to repost position soon. Phone system upgrade and E911 upgrade will be pushed back. Department reorganization being reviewed following audit. Project(s) Update(s) Microphones installed in meeting rooms at the Government Center Windows 10 upgrade Review Vouchers, Claims and Bills Reviewed without comment. Matters to be Placed on a Future Agenda or Referred to a Committee, Official, or Employee Nothing as of this meeting. Next IS Committee Meeting Date September 8, :00 p.m. Adjourn Motion by Koch, seconded by Englebert to adjourn. Time: 4:03 p.m. Motion carried by voice vote. Respectfully submitted by Jill M. Lau, County Clerk

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8 8 of 27 Door County Land Information Office LIO Accounts Report 31-Aug-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) $ 45, LIO Misc Revenues (48344) $ 2, Total Revenues year-to-date $ 112, Total Funds Available $ 387, Expenditures: xxxxx Land Modernization Exp (52122) $ LIO Internet Exp (52126) $ 22, Software Maintenance (52302) $ 17, Membership Dues (52402) $ - Conference Fees & Training (54101) $ Mileage, Meals, Lodging (54102) $ Training (58116) $ 2, Strategic Project (58170) $ 17, Department Outlay (69901) $ 35, Total Expenditures $ 96, Total LIO Modernization Funds $ 290, GIS Fees Collected Year 2016 $ ( ) 8/31/2016_9:13 AM LIO_Accounts Report_2016monthly.xls Finance Department

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20 20 of 27 County of Door Information Systems County Government Center 421 Nebraska Street Sturgeon Bay, WI Tim Ullman Information Systems Director (920) To: From: Subject: Information Systems Committee Tim Ullman, Information Systems Director Refill of PC Network Specialist position with dedicated Help Desk Representative Date: September, 1 st 2016 CC: Administrative and Finance Committee Attachments: Draft Job Description Help Desk Representative Signed - Fiscal Impact from Finance Signed - DC HR Form Request to Refill Position The IS Department is looking to refill a vacant PC Network Specialist position with a dedicated Help Desk Representative. The main purpose of the refill is to have a full time employee dedicated to the IS Help Desk. We are hopeful that the candidate we choose will be able to cover tier one (1) technical issues. (See attached Job Description for details) They will be asked to pass on tier 2 and 3 technical issues to other Information Systems Department peers, or outside vendors as needed. This position is also tasked with routine daily, weekly and monthly workloads that the IS Department performs. Over the last two years, the IS Department thru resignations has been reduced by three full time positions. Two (2) PC Network Specialists (Koors, Peterson) and one (1) Programmer Analyst. We have back filled some of the needed tier 2 and 3 coverage as needed with outside professional services, but that is on a limited basis at best and only when we cannot do it ourselves. But the largest vaccum left is the day to day running with tier 1 problems. We (IS Director and Assistant IS Director) believe we need additional Tier 1 coverage during normal business hours as well as after hours in order to make us more efficient as a support department. I look forward to answering any questions when we meet. Respectfully Submitted, Tim Ullman Information Systems Director

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