Sauk County Land Information Council Meeting September 22, 2015

09_22_2015_land_council_minutesfinal.docx (479 KB)

Land Information Council September 22, 2015

Meeting Minutes

Committee Members Present: Felton, Pate, Geoghegan, Paulson, Gavin, Bailey, Cunningham, Wenzel

Committee Members Absent: Dederich, Michalek, Stieve

Wenzel called meeting to order @ 10:10am

Motion by Pate, seconded by Geoghegan to approve agenda.

Motion by Pate, seconded by Geoghegan to approve minutes from May 26, 2015 meeting.

Public Comment: none

Communications: none

Review of 2015 Projects and Budget Status: Intern POS project discussed. Update on parcel edits updates.

Discussion of Land Records Activities & Updates by Department

Land Information: 2015 Orthophotography & Building Footprints data

Felton discussed the new products.  QC of photos & footprints in currently in process. CPZ is using new data and apps. FEMA wanting to know how many parcels in floodway and floodplain. Very useful to use new photos and building footprints for this.  More accurate with this new data.  Within a week of a flood incident they have to know what is damaged and if its 50% loss and such all within a week of the incident.

ROD: Bailey explained that there are volumes yet that need to be converted.  Need migration of books and pages then we can get to the data records better.  ROD uses doc#s, RPLs use book & pages. About a month or two til that gets figured out. Electronic records are now back to 1895.  Need the records for 1840-1895 to get done. Currently working on spreadsheet to connect volumes with book/pgs.  Very close to getting that finalized now.

Cunningham inquired about what processes have changed, stated it seems to be very streamlined and more current now. Paulson stated they are on a daily basis.  Processed deeds filed yesterday in today.  It is approximately the day after things are processed from recording date that they are put into ALRS and recorded for map changes. Adding document numbers into that as well to have it all follow with what is being done in RODs.  Working to get the docs/files integrated and easily retrievable.

Grantor/Grantee all electronic to 1840 next year.  SCAT (Sauk County Abstract and Title) went out of business. Brent talked to them about "looking" at their backup books/records.  He rented the books for $3500 and paid $1300 to get them scanned. Someday the plan is to migrate the data into ROD indexing system. File w/qtr section/twn/range and subs.  Would like to have it scanned in color too as it was coded for conveyances and vacations.  WI River Title bought all the records from SCAT.

2015 FEMA Firm panels updated. The new FIRM panels were added to online application.

New Online Applications and Future Projects: Public Notification App coming online soon, ready now.  Talked about current apps available.  Encouraged everyone to use them and work with the apps at home too on all their devices.

Update on Remonumentation Projects:  No report

2016 Land Records Modernization Budget:  Pate handed out documents.  Admin review was in August.  In 2005 Mapping Dept removed and GIS staff was made part of MIS dept, employees were pooled within that budget. Recently MIS Coordinator took GIS wages and employee expenses out of MIS budget and put it into the Land Info Dept.  For accounting purposes the Dept codes and such were not removed previously.  Land Info is now under those current codes. Land Info has both levee items (salaries) and projects and computers within Land Records budget. Previously $50,000 was supplemented from MIS to chargeback to LRM budget.  Wages are always going to be on tax levy.

Discussed the budget: Fund balance projected 1/1/2016 - $538,444.00.  Good fund balance.  Haven’t hit those numbers, or gone over. No big projects coming up. Want to pursue projects that are worthy of land records.

Projects Discussed: Survey records - resurvey books - project to get the encapsulated volumes scanned and binding redone.  Current books are over-filled and have a great deal of wear. We need to talk to vendor that ROD went with for his books and scanning.

Discussed printer/scanning issues that ROD has with plats. Need to contact Chad about this.

2015 – 2018 Land Records Modernization Plan: Update timeline; Grant App deadline due Dec 31, 2015.  Draft plans due Dec 31st, Final plans due to DOA by March 31, 2015.  New opportunity for strategic initiative grant discussed.  Looking into what V2 requirements are, SIG is based upon successful data submittal for V2.

Felton discussed the process for the plan.  All were requested to provide feedback and projects for the new plan.

All items and information are needed for the plan ASAP.  Felton discussed wanting to have Draft plan turned in to DOA by Nov 30th!

Items for plan include:

** Re-survey books

** Wenzel discussed getting old records from Co. surveyor, field notes...field books. Looking to get records from the State Historical Society.  Wenzel will look to get the information for the Land Info Plan to find out the amount of books and cost to get copies. He will look to see who (which Co. surveyors) have their field books there.

We will put in the plan a conglomerated list of what we have for maintenance and try to put a number to it.  DOA is looking for budget figures.  They are also looking for itemized list of layers and all the details about status, custodian, maintenance and standards.  

Agenda items for next meeting: No specific items discussed.  Will add standard items for draft agenda.

Next meeting: (set for Tuesday January 26, 2016 @ 10:00 AM ) [note:WSLS Jan.27-29, 2016]

2016 dates: Tues. January 26; May 26 – Thurs (?); September 15 or 22^nd (Thurs)

Adjournment:  Motion by Gavin, seconded by Pate to adjourn @11:50am

Submitted by,

Kelly K. Felton, Secretary