Land Information Council Meeting September 25, 2014

09_25_2014_land_council_agenda_minutestentative.doc (35 KB)

09_25_2014_land_council_agenda_minutestentative_0.doc (36 KB)

Land Information Council September 25, 2014

Meeting Minutes

Committee Members Present: Pate, Felton,  Geoghegan,  Burton, Bailey, Wenzel, Dederich, Gavin, Michalek

Committee Members Absent: Stieve, Cunningham

Gavin called the meeting to order @ 10:04am.

Motion by Pate, seconded by Geoghagen to approve agenda. Motion by Burton, seconded by Pate to approve minutes from May 22, 2014 meeting.  Gavin presided over meeting until Wenzel arrived.

Public Comment: None

Communications: None

2015 Land Records Modernization Budget: Discussion 2015 Goals & Priorities (item #9) - Review of 2015 Budget – discussed the expenditures proposed and budgeted for and that the main increase was with the Land Info LTE position.  Discussed the $100,000 budget for Remonumentation, and Register of Deeds redaction funds will stop being retained January 1, 2015.  Discussed the scanning of older document records and getting all information online and searchable, and the details of how this need to be done for older records to get all the data off the docs. 2014 Remonumentation is expected to be $60,000 by year end, according to Co. Surveyor.

This year is projected to have $150,000 in revenue, with $306,000 in fund balance expenditures. Roughly $662,000 is projected for end of the year balance.  The end of 2015 is projected to have a balance of approximately $356,840, including redaction funds.

Review of 2014 Projects and Budget Status (item #7) - Discussed projects for Land Information; GIS migration is done, 250 out of 1000 edits have been completed.  Talked about the new web application, new GIS platform for GIS web, discussed ArcGIS online. New applications will be built off the updated data utilizing ArcGIS online.  Went live a couple weeks ago with an app called Tie Sheet Finder, has been shown to many surveyors and very positive feedback.  Working currently on a CPZ app and will be working on a parcel finder application.  These are focused applications for simple, modified searches and inquiries.

Land Information has been assisting on the new E911 system, providing address ranges update.  The work the GIS intern is doing with updating the address ranges was discussed.

Discussion of Land Records Activities & Updates by Department (item #8)

1. New Plotter pricing – We discussed the need for the new plotter this year.  It was budgeted for 2015, but with the HP having many more issues and the Xerox recently causing smears and having toner problems; it was decided to replace it now. Land Information gathered several quotes and information on various machines.  Land Info staff had seen demos on several models at a conference and had done extensive research on the models, differences, pricing for plotting costs along with supplies and materials pricing.

Land Information staff decided on a Epson model through Big Systems in Menomonee, WI.  The system is a dual-roll unit, allowing two different size papers loaded, similar to what we currently have with the Xerox machine.  The machine allows for both color and B/W scanning, plotting and printing.  There is a separate unit for scanning, that when assembled to the plotter it looks to be part of the machine.  The pricing is for 2 separate units, each under $10,000. The plotter quote, including the printer, stand, software and inks, along with an internal print server is $8,120.  The quote for the multifunction module, scanner and stand is $4,525.  Land Council members concurred with the staff recommendations for the purchase of a new plotter system.

2. 2015 Orthophotography project – The Orthophoto contract was discussed.  After the RFP went out quotes came back in late May.  There were 9 vendors that submitted proposals.  All contracts were evaluated on their content, adherence to the details and requirements of the RFP, looking at all services quoted and evaluating pricing a vendor was chosen.  The Sanborn Map Company, Inc was chosen.  It was noted that the Sanborn and Ayres were very similar in contract consistency and details in which they noted how their work would be done.

The main difference was pricing.  Sanborn’s base price for 6” color photos was $52,332, which included 6” B/W product along with 6” Infra-red as well.  We also are going to contract with them to acquire Building Footprints countywide, which will cost $11,383.28.  Ayres quote was $83,104, which included the 6” B/W product.  Their pricing for 6” Infra-red product was $4,155.20 and building footprints was quoted at $40,600.

The resolution for the copy fee changes was also discussed. CPZ committee has already approved the resolution, going before the County Board on October 21, 2014.  The fees were altered for reproduction of paper maps and printing of GIS maps to accommodate sizing requests and the new plotter’s materials (ink & paper) pricing.  The resolution also addresses the change in digital data requests.  Land Information is requesting to stop charging for digital data requests, but allowing for potential customization should it be necessary.  The data requested is paid for with fees obtained from tax payers for deed recordings and with the changes in the GIS systems and subsequent website features, people will have the ability to download data from the Land Information website.  Many counties are now not charging for data due to the same reasons.

3. Update on Remonumentation Projects (status) – The Surveyor stated that remonumentation is crawling right now.  With leaf-off fast approaching the contracts should be out very soon.  Three contracts will be going out.  With the new pre-qualified process done for vendors, there are only 3 contractors that finalized the entire process and were put on the prequalified list.  All prior years projects that were outstanding  have been completed.  The County Surveyor estimated that 75-80% of the county remonumentation is done.  He stated that approximately 500 corners are left to acquire.  Currently they have been paying out $434/corner. The Co Surveyor hopes to get time to do evaluation on what corners are left.

Other Departmental Reports:

Treasurers:  Ann stated that they have sent Sauk County’s data in an XML format to the Dept. of Revenue. Ann explained that Tarek converted the data to fit in to the XML format.  Sauk Co didn’t have to change the way the data is retrieved or processed in order to get this to DOR.  DOR wants to make the Equalization process less labor intensive.  Details were discussed.

Agenda items for next meeting: No items recommended, will go off of previous topics for January.

The dates of future meetings were discussed.  4^th week in January is always WSLS annual conference, 4^th week in May is conflict for another conference and 4^th week in September is budget and another conference conflict, discussed alternatives.  It was chosen to have January meeting on the 4^th Tuesday, being Tuesday January 27^th for 2015.  The May meeting with be the 4^th Tuesday, being Tuesday May 26^th in 2015, and September’s meeting will be the 5^th Tuesday, which will be Tuesday September 29^th in 2015.

Next meeting (set for Tuesday January 27^th @ 10:00 AM, place TBD ) 2015 dates: January 27^th, May 26^th, September 29th

Adjournment: Motion by Gavin, seconded by Pate to adjourn @ 11:21am

Submitted by,

Kelly K. Felton, Secretary