INFORMATION SYSTEMS COMMITTEE

Transcription

1 Notice of Public Meeting Thursday, March 10, :00 p.m. INFORMATION SYSTEMS COMMITTEE 1 of 33 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 February 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. Legislative Report 8. Land Information Office (LIO) Coordinator A. Report Balance of County LIO Funds B. WLIP Parcel Data in new V2 format and 2015 Grant Report submitted to State C. Status of Parcel Fabric Project D. FYI/Project Update(s) 9. Real Property Listing A. Office Update 1. Sales Report 2. Web Map Updates B. FYI/Project(s) Update(s) 10. Information Systems A. CATS 1. Status - Move to Verizon Tower on Brussels Hill Site 2. Status Bay Electronics Maintenance Agreement 3. Next Scheduled CATS Meeting Date 3/23/2016 9:00 AM B. Old Business 1. Status Microphone System Presented at Property 2. Status City of Sturgeon Bay Dark Fiber Agreement 3. Status Fiber Network to Brussels Hill, Andres and Mill Road 4. Status Tablets for County Board C. New Business 1. Aging Compute Platform Servers and Storage Area Network Discussion / Demonstration 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: April 14, :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, February 11, 2016 INFORMATION SYSTEMS COMMITTEE 2 of 33 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 The Thursday, February 11, 2016 meeting of the Information Systems Committee was called to order by Chairman David Enigl at 1:00 p.m. Establish a Quorum Members present: David Enigl, Mark Moeller, Richard Haines, Jon Koch, and Joel Gunnlaugsson. Don Sitte and David Lienau were excused. Others present: Administrator Ken Pabich, RPL Holly Hansen, IS Director Tim Ullman, Finance Director Mark Janiak, EMS Deputy Director Aaron LeClair, Sister Bay Liberty Grove Fire Chief Chris Hecht, Police Chief Arleigh Porter, Fire Chief Tim Dietman, Human Services Director Joe Krebsbach, and County Clerk Jill Lau. Adopt Agenda / Properly Noticed Motion by Koch, seconded by Moeller to approve the agenda. Motion carried by unanimous voice vote. Approve Minutes of the January 14, 2016 Information Systems Committee Meeting Motion by Moeller, seconded by Haines to approve the minutes of the January 14, 2016 IS meeting. Motion carried by unanimous voice vote. Public Comment No one from the public commented. Correspondence No correspondence was presented. Register of Deeds Office Update Recorded Documents/Vital Records Report Information included in the meeting packet was reviewed. Land Information Office (LIO) Coordinator LIO Coordinator Haight was not present at the meeting; a memo updating committee members was sent previous to the meeting with detailed information regarding the agenda items that follow. Report Balance of County LIO Funds Information included in the meeting packet was reviewed. Approve Purchase of Non-Budgeted SWCD Conference Room Equipment from LIO Fund A request for a mini PC with added memory to be used in Soil and Water Departments conference room was requested. This is a nonbudgeted item. Haight recommends approval of the purchase with LIO funds in the amount of $ Motion by Moeller, seconded by Gunnlaugsson to approve the purchase of the non-budgeted conference room equipment from LIO funds. Motion carried by unanimous voice vote. Approve Purchase of RPL Workstations from LIO Fund 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." Motion by Moeller, seconded by Haines to approve the purchase of workstations from LIO funds. Motion carried by unanimous voice vote.

3 Status of Parcel Fabric Project Project is going well and continues to move forward. 3 of 33 FYI/Project Update(s) Preparing parcel data to the new State V2 format; zoning data will also need to be in new State V2 format and submitted by March 31 st. Submitting the data is tied to receiving WLIP grant funding. Mapping Sheriff s 4 th quarter 2015 accidents and providing online; updating Spillman road addressing files for Dispatch mapping Updated Parcel Hyperlink online app Provided technical assistance to Becky Kerwin in the Planning Department in her research of slope restrictions along escarpment Real Property Listing Office Update Sales Report Hansen reported 233 sales; 45 splits for January. Web Map Updates Updating Monday. FYI/Project(s) Update(s) Parcel fabric Topology cleanup V2 data submission Monumentation in regards to municipalities and roadwork Information Systems CATS Move to Verizon Tower on Brussels Hill Site Status Moving and installing new cabling and antennas. Repeaters expected to be moved late next week or the following week. Expected to move site over by end of February. Fiber Laterals Built to Mill Road and Andres Tower Sites Completed Project has been completed Public Safety Radio System Maintenance Agreement Negotiated with Bay Electronics a Maintenance Contract, by site, has been submitted. Original contract $137,000 included a yearly inspection and radio sweep and an equipment inventory; negotiated to $105,000 for a 5-year contract. Discussions with County administration recommended a time and materials one-year contract. If county decides on a time and material contract Bay Electronics will not have a technician on-call and readily available; repairs will be made as personnel become available. Chris Hecht spoke regarding the need for service and the availability of Bay Electronics personnel being ready with back-up equipment in the event the county s system goes down. Tim Dietman spoke regarding the need for service and timing of the fix to get the equipment operational. With many concerns being brought forward Administrator Pabich suggested this be referred back to the CATS Committee for further discussion; there are too many unknowns to move forward on a 5-year contract. The County can begin with a time and materials contract for one-year, monitor the situation, continue to research a long-term contract and access all needs while under the one-year contract. Motion by Gunnlaugsson, seconded by Koch to approve a one-year time and materials contract with Bay Electronics and refer a future long-term contract back to CATS for further review and recommendation. Discussion regarding if the time and materials contract is the best way to move forward. It was noted if after review CATS determines a long-term contract or full-service contract is needed the IS Committee will reconsider the contract. Motion carried by voice vote with Supervisor Haines voting no. Next Scheduled CATS Meeting Date March 23, :00 AM

4 4 of 33 Old Business Status Technical Support for Municipalities No new information presented. Forms Automation and/or Technology Automation Moeller/Ullman County Board Tablet Replacement Ullman presented two options an Asus laptop and a Surface Pro3 - $599 with keyboard, $499 without keyboard; Pen $30; includes Office 365 license which includes Word, Excel, PowerPoint, and Outlook. $10,000 has been budgeted in the 2016 budget. Asus notebook at a cost of $436 discussed. Motion by Gunnlaugsson, seconded by Koch to approve the purchase of a Surface Pro3 with keyboard for a cost of $599 plus a pen at a cost of $30 and move on to the Finance Committee for an additional funding source. Motion carried by unanimous voice vote. Discussion on how to dispose of current county board tablets. Enigl suggested 7 Xooms be given to the Planning Department to be used by Board of Adjustment members. Supervisor Moeller can assist with clearing the Xooms. Motion by Moeller, seconded by Haines to return all Xooms to the IS Department and direct the IS Department to redistribute as needed. Motion carried by unanimous voice vote. Motion by Gunnlaugsson, seconded by Moeller to amend the motion to approve the purchase of 21 Surface Pro3, keyboards and pens with any overage over budgeted amounts to come from County Board budgeted funds in Motion carried by unanimous voice vote. The committee recessed at 2:45 p.m. and reconvened at 2:51 p.m. New Requirement of an Intranet Looking Site for County Board Administrator Pabich requested a shared intranet site for County Board use; Ullman reported the IS Department is researching. Not expecting to be up and running for April. Justice Center Jail Security Project Conversion of Jail Interview Rooms Project is moving forward; 2 rooms are being converted. Aging Compute Platform Servers and Storage Area Network Moved to next month. New Business Approve Additional Funding for Database Encryption for Human Services Ullman explained software used by Human Services requires upgrading to certify for HIPPA compliance; this will require encrypting the database. Costs to encrypt data is $35,000. Motion by Gunnlaugsson, seconded by Moeller to approve funding for database encryption for Human Services and move on to the Finance Committee for the funding source. Motion carried by unanimous voice vote CIP Fiber Project Review of Electronics Needed and Costs per Site Ullman presented an outline of costs per site to terminate fiber. Original intent was to pay for sites in the CIP project; unanticipated costs due to the need for additional equipment doesn t allow all original costs to be covered. School districts will be asked to contribute $18,110 each. Additional funding needed to terminate fiber is $189,245.10; may be able to include in the 2017 CIP; funds aren t needed at this time. Equipment Maintenance Agreement with School Districts Continue to negotiate with schools on how the districts will pay an additional $18,100 and payment of additional gear needed. Won t be charging schools until the county ensures the equipment works. Approve Additional Funding for County Based Fiber Sites Completed in 2016 As sites are completed will look at how to fund them.

5 5 of 33 Approve Five(5) Year Contract with Nsight Teleservices $1,500/month for 5-year contract. $1,500/month has been budgeted. Due to 5-year contract this needs county board approval. The contract has not been reviewed by Corp Counsel. Motion by Koch, seconded by Gunnlaugsson to approve the contract and move on to county board for approval. Motion carried by unanimous voice vote. Status City of Sturgeon Bay Dark Fiber Agreement Received notice that Charter will be terminating their dark fiber agreement in the City of Sturgeon Bay. May need to determine costs to install county owned fiber. Microphone System Peninsula Room/Chambers Room No discussion or demonstration due to Camera Corner receiving wrong equipment. Status of Projects Currently Under Consideration for Funding Requests for 2016 Other than Already Budgeted Terminate fiber sites sooner than expected - $172,500 County fiber termination gear - $190,000 School District fiber termination gear - $37,000 TCM HIPAA encryption - $36,000 Charter dark fiber pulled in City of Sturgeon Bay for County buildings - unknown Project(s) Update(s) Nothing to report at this time. Review Vouchers, Claims and Bills Reviewed without comment. Matters to be Placed on a Future Agenda or Referred to a Committee, Official, or Employee Aging Compute Platform Servers and Storage Area Network Next IS Committee Meeting Date March 10, :00 p.m. Adjourn Motion by Koch, seconded by Gunnlaugsson to adjourn. Time: 3:28 p.m. Motion carried by voice vote. Respectfully submitted by Jill M. Lau, County Clerk

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20 20 of 33 Door County Land Information Office LIO Accounts Report 2-Mar-2016 A/C Balance - Jan. 1, 2016 Land Modernization $ 274, Revenues: xxxxx LIO Training Grant (43253) $ - WLIP Base Budget Grant (43254) $ - WLIP Strategic Initiative Grant (43256) $ - Interest (48111) $ Land Modernization (48342) $ 11, LIO Misc Revenues (48344) $ - Total Funds Available $ 285, Expenditures: xxxxx Land Modernization Exp (52122) $ LIO Internet Exp (52126) $ - Software Maintenance (52302) $ 2, Membership Dues (52402) $ - Conference Fees & Training (54101) $ Mileage, Meals, Lodging (54102) $ Training (58116) $ - Strategic Project (58170) $ - Department Outlay (69901) $ 4, Total Expenditures $ 7, Total LIO Modernization Funds $ 278, GIS Fees Collected Year 2016 $ ( ) 3/2/2016_9:24 AM LIO_Accounts Report_2016monthly.xls Finance Department

21 _ CHECKLIST òprep Crucial! Review the schema documentation and V2 webpage Choose: SEARCHABLE or EXPORT FORMAT SEARCHABLE FORMAT County data submittal is ready for immediate aggregation into the statewide layer, as it matches the statewide schema exactly. All attribute data exists in the GIS table. Some domains standardized. EXPORT FORMAT Flexible format which will be converted to the searchable format on behalf of counties, accommodating several options, including GIS data, text files, and/or tax roll data in the Dept of Revenue s XML format. EXPORT FORMAT ONLY: Select 1 of 4 models of join type from Appendix B Be aware of tools that may be useful: Data Standardize Tool Standardize file geodatabase feature class data via the creation of a lookup table Address Parsing Tool Parse site addresses into sub-address elements DOR XML Parse Tool Translate valid Wisconsin Department of Revenue tax roll XML into a GIS table Condo Stack Tool Model condos by stacking condo parcel geometries by owner Class of Property Dissolve Tool Format class of property data to V2 schema definitions GIS Templates Feature class templates for either parcels or zoning in the V2 schema ò ATTRIBUTE TABLE All attribute data in ONE table (.gdb,.dbf, or DOR XML format) Include county-wide digital parcel data with attributes according to schema in Appendix F (annotated list ) EXPORT FORMAT ONLY: Choose condo model scenario from Figure A-1. If condos are not modeled geometrically (Figure A-1) so that each record attaches to one and only one parcel geometry, then submit using Condo Type #5 Export-RELATIONAL EXPORT FORMAT ONLY: If the model requires a join between the attribute data and parcel geometries, specify join PINs in submission form and, if applicable, include XREF TABLE (for RELATIONAL MODEL) òparcel FEATURE CLASS SEACHABLE FORMAT ONLY: Follow instructions in Appendix A to format, standardize domains, and model condos EXPORT FORMAT ONLY: Follow instructions in Appendix B to format ò CO. ZONING DATA Submit a separate feature class for each of 5 types of zoning data the county administers 1 with DESCRIPTION or LINK info Follow instructions in Appendix C and schema in Appendix G ò OTHER LAYERS Submit rights-of-way Submit street centerlines Submit hydrography ò SUBMISSION FORM Complete the mandatory submission form crosswalk and certify that your submission is complete 2 ò ZIP & SUBMIT Submit data to legis.wisconsin.gov/ltsb/gis/wise-decade Statewide Field Name Clickable! STATEID PARCELID TAXPARCELID PARCELDATE TAXROLLYEAR OWNERNME1 3 OWNERNME2 PSTLADRESS V2 Data Submission Checklist Definition From Schema in Appendix F An ID generated by concatenating <PARCELFIPS>with<PARCELID> Parcel ID Tax Parcel ID Parcel Date Tax Roll Year Primary Owner Name Secondary Owner Name Full Mailing Address For Benchmark 2 SITEADRESS Full Physical Street Address Concatenate ADDNUMPREFIX Address Number Prefix Parse ADDNUM Address Number Parse ADDNUMSUFFIX Address Number Suffix Parse PREFIX Prefix Parse Yes STREETNAME Street Name Parse STREETTYPE Street Type Parse Yes SUFFIX Suffix Parse Yes LANDMARKNAME Landmark Name Parse UNITTYPE Unit Type Parse UNITID Unit ID Parse PLACENAME Place Name ZIPCODE Zip Code ZIP4 Zip + 4 STATE State SCHOOLDIST School District Yes SCHOOLDISTNO School District Number Yes IMPROVED Improved Structure Yes CNTASSDVALUE Total Assessed Value 4 LNDVALUE Assessed Value of Land IMPVALUE Assessed Value of Improvements FORESTVALUE Assessed Forested Value ESTFMKVALUE Estimated Fair Market Value NETPRPTA Net Property Tax (or Gross) GRSPRPTA Gross Property Tax (or Net) PROPCLASS Class of Property Yes defined in Appendix F AUXCLASS Auxiliary Class of Property Yes/No ASSDACRES DEEDACRES GISACRES Assessed Acres Deeded Acres GIS Acres CONAME County Name Yes PARCELFIPS Parcel Source FIPS Yes PARCELSRC Parcel Source Name Yes 21 of 33 Standardize Domains for SEARCHABLE FORMAT Digital Appendix Notes 1. County-administered zoning is limited to county general, farmland preservation, shoreland, floodplain, and airport protection zoning. Do not submit zoning ordinance data administered by cities, villages, and towns. 2. Completeness relative to Element Occurrence Standard. This means that if an element (such as a property address, total assessed value, total property tax value, etc.) actually occurs for a given parcel, then this element should be included in the submitted dataset. This also means that there may be justifiable omissions from the submitted dataset. Examples might be missing tax data for tax exempt properties, no address when no structure is present on a property, etc. Data elements must be included only if they actually occur in the county land information system. 3. Redaction policy. Owner names are necessary for data submittal to be usable by state agencies. Any redaction of owner names, as required by an existing county or municipal policy, should be handled explicitly in the data before it is submitted. If any or all owner names are not included, the county must include the written policy for excluding them as adopted by the county or municipality. 4. Total Assessed Value must be calculated before submitting. Often this is Assessed Value of Land + Assessed Value of Improvements. See schema for more. 01/26/16

22 STATE OF WISCONSIN DEPARTMENT OF ADMINISTRATION DIVISION OF INTERGOVERNMENTAL RELATIONS DOA (R 02/2016) S (7) WIS STATS S (2)(b) WIS STATS 22 of 33 RETURN COMPLETED FORM TO: WISCONSIN LAND INFORMATION PROGRAM PO BOX 8944, MADISON, WI VOICE (608) FAX (608) Instructions: Wisconsin Land Information Program County Retained Fee/Grant Report If your county has accepted a grant under s (7) WIS STATS or retained any fees under s (5) WIS STATS, submission of this report to the Wisconsin Department of Administration, Division of Intergovernmental Relations is required by June 30 th of the following year in accordance with s (2)(b) WIS STATS. County County FIPS Recording Period: Door 029 From Jan. 1, 2015 To Dec. 31, 2015 Name of Land Information Officer Address Phone Number Tom Haight thaight@co.door.wi.us Amount received in WLIP grants under s (7) Wis. Stats. in the reporting period (Jan. 1 Dec. 31, 2015) 2. Amount of document recording fees retained under s (5) Wis. Stats. for land information in the reporting period at $8 per document (Jan. 1 Dec. 31, 2015) $ 36, $ 66, Total amount of grants and retained fees provided through the WLIP in 2015 $ 102, Brief narrative or bulleted summary of 2015 land information activities, including relevant web-links: Door County continued to provide GIS and land information through the internet in 2015, by maintaining the site and various layers of information on the Door County Web Map - Layers that are maintained and posted monthly to the Web Map include: Tax Parcels Road Centerline Addressing County Zoning The County Web Map includes many other layers that do not require the same frequency of updates; there were a number of layers that had at least one update in Aerial imagery was collected in the Spring of 2015 and the orthophoto of that flight appears as a backdrop on the Door County Web Map and all images (both orthophotos and obliques) can be accessed from Pictometry s host server. The Pictometry service can be accessed using the Aerial Viewer tool from the Door County Web Map. Several ESRI online training classes were taken by County staff in the 2 nd half of 2015 in preparation to migrate to the Parcel Fabric in 2016 for future parcel maintenance. In 2015, Door County continued to maintain parcel hyperlink service hosted on ESRI ArcGIS Online server and learn more about online capabilities with anticipation of expanding services to other County applications. Much of the other land information efforts to improve and maintain systems were accomplished by existing staff utilizing software tools and services on annual subscriptions. Door County drafted an updated Land Information Modernization Plan ( Plan_2015.pdf) last year and it received County Board approval this past December. This document can be made available in alternate formats to individuals with disabilities upon request.

23 Wisconsin Land Information Program County Retained Fee/Grant Report Continued 23 of 33 Land Info Spending Category Project Description(s) If you have multiple projects in a Spending Category. Row height will automatically expand as you type. Land Info Plan Citations Page number or section reference Project Cost Note unit cost and project total for each project Total Cost for Spending Category (ONE total per Spending Category) Digital Parcel Mapping 0.00 PLSS 0.00 Other Parcel Work (e.g., ROD indexing) 0.00 LIDAR 0.00 Orthoimagery Pictometry acquired Spring 2015 images (orhtophotos & obliques) Page 8 $17, , Address Points 0.00 Street Centerlines 0.00 Software Hardware Website Development/ Hosting Services Administrative Activities and Management ESRI Maintenance ESRI ArcGIS added 1 Basic License NSC Zend server license for IBM Power 720 Spillman Map DLT Solutions maint on 2 AutoCad-EaglePt Tax folder/inserter machine RPL Barcode printer - ROD Computer monitors Sanitarian Two CAD station PC s & monitors SWCD GPS Turning Point surveyor station - SWCD Pictometry Hosting Service ArcGIS Online credits - ESRI Pages 18 & 19 $ 6, $ 3, $ 7, $ 2, $ 2, Page 17; Pages 15, 18 & 19 $ 6, $ 2, $ $ 2, $10, Page 19 $ 1, $ , , , Training and Education WLIA Conference & Membership dues Travel Expenses w/ conference or training ESRI training online RPL & LIO Page 20 $ 1, $ $ 6, , Other Plotter, scanner supplies & maintenance Pages 15, 18 (specify & 19 in second column) $ 1, , TOTAL Amount of retained fees and grants spent on land records modernization in the reporting period Total may be more or less than the amount of grants and retained fees received in 2015 (if carried over from year to year) $ 74, Amount of retained fees and grants carried forward to calendar year 2016 from previous years $ 274, Door County Page 2

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