Sauk County Planning, Zoning and Land Records Committee Meeting

August 24, 2010

Committee Members Present: Lehman, Ashford, Gaalswyk, Nobs and Halfen.

Others Present: Mark Steward, Tim McElmeel, Brian Simmert, Gina Templin, Alene Kleczek, Marty Krueger, Brent Bailey, and Kelly Felton.

Vice Chair Ashford called the meeting to order at 9:00 A.M. Compliance with open meetings law was certified.

Motion by Halfen, seconded by Gaalswyk to adopt the amended agenda, with the agreement that the Department Update - Planning and Zoning, Item D, to be discussed after communications. Motion carried 4-0 with Lehman absent.

Motion by Gaalswyk, seconded by Halfen to approve the minutes of the August 12, 2010 Committee meeting. Motion carried 4-0, with Lehman absent.

Public Comment: None.

Communications: Steward spoke of the updated mapping from the DNR.

Lehman present at this time.

Departmental Updates: Planning & Zoning, discussion on junk ordinance language within Sauk County Code of Ordinances. Kleczek appeared and discussed issues relating to the junk ordinance and asked for input as to what the committee is looking for. Gaalswyk suggested creating a committee from owners living in a subdivision to provide input as to what they would like and not like. Kleczek asked if 3 junk vehicles are the limit they would like to stick with. The committee decided 3 was adequate. They discussed public viewing and suggested a fenced in area. Krueger agreed with Gaalswyk on getting input from residents of subdivisions on this part of the ordinance through Town Chairs or a resident or two from area subdivisions to provide input to Alene, as well as possibly putting it on the Town's Association meeting in November.

Simmert asked how to apply, if you do by plats or by zoning of single family. He spoke of issues doing it either way and suggested applying by zoning. The committee suggested reviewing Merrimac's junk ordinance and discuss how to apply towards the county zoning ordinance in platted subdivisions.

Lehman asked for the committee to look at the use value assessment and not allowing ag related activities within a platted subdivision that is zoned other than Agriculture.

Departmental Updates: Mapping. Felton appeared and stated that Pate is in budget reviews this week, so there is no departmental report or vouchers. She then provided the preliminary budget for Land Records Modernization to be reviewed at next months meeting.

Halfen asked for reasoning behind the 2.5 salary increase showing up in most budgets. Krueger stated that due to salary increases, union negotiations, etc., that will provide enough of a cushion during reviews.

Felton continued with the budget review. Halfen asked questions about the redaction revenue. Ashford asked about the other revenue increase of recording fees. Bailey provided revenue numbers for the redaction fees. Ashford confirmed there is no tax levy request in this budget. Felton also spoke of a new vendor for the GIS site for updates. Lehman asked about the committee per diem. Felton explained. Halfen asked how the use of the funds and carryovers work. Felton stated that she is not exactly sure, but feels the carryover is a combination of money that was not used due to projects not accomplished or started yet.

Felton then updated the committee on working with the County Surveyor to get current surveys out of his office and filed and online to provide to the public. She stated there is a large backlog and plan on changing the process which will start with her and then go the Surveyor to be indexed. The backlog will hopefully be scanned and entered by an Intern until caught up and Felton will take care of current and future mapping. The committee stated concern with someone not fulfilling their job duties.

Departmental Updates: Registe of Deeds – Bailey appeared and presented a monthy report, year to date through July. He then provided the committee with a preliminary budget. He explained the revenue changes in transfers and department fees. Halfen asked about the cost of Insurance and MIS chargebacks. Bailey explained. Ashford asked why the employee portion is part of the department budget.

He then presented an activity report from 1999 to 2009 for fees and transfer for the Department and provided that the document count will be around 19,000.

He then provided vouchers for the Department in the amount of $2,376.32. Motion by Gaalswyk, seconded by Ashford to approve the vouchers. Motion carried 5-0.

Departmental Updates: Planning and Zoning

Steward provided vouches in the amount of $646.76. Motion by Halfen, seconded by Nobs to approve the vouchers. Motion carried 5-0.

Steward spoke of the work the GIS Intern has been working on regarding vacant lots in the County at this time. Committee asked for a hard copy report. Gaalswyk spoke of the need for the committee to keep the empty lots in mind when a subdivision comes to them for approval.

Steward then spoke of the possibility of departmental restructuring in the future, staff reclassifications, etc. He also spoke of the GIS Technician position, the creation of GIS Coordinator and the GIS Intern and the need for an internal GIS position within the Department for the day to day operations and the public assistance, that is different that what is provided by the Mapping Department. He also spoke of possible staff changes in the Land Conservation Department with staff leaving for other positions and possible retirements. The committee discussed the need for proper planning for the future of the department and open discussions between Department heads and Marty and/or Kathy if a department combination is to be discussed.

Steward then discussed the budget for the Board of Adjustment. Halfen asked about the changes in the revenues and staff levels. Steward explained that the reduction in revenue is due to possible changes in the ordinance and the staffing expense will change. Motion by Ashford, seconded by Gaalswyk to approve the budget for the Board of Adjustment. Motion carried 5-0.

Steward then provided the budget for the Planning and Zoning Department. He discussed grants received and proposed grants through the HoChunk, the DATCP, the DNR, and through Tammy Baldwins office. The committee then discussed carryforward amounts and the PDR program. They then reviewed salaries and the authorized positions and noted that only 2.5 staff are truly levy funded and all other positions are funded by department revenue from fees and grants. Motion by Halfen, seconded by Ashford to approve the budget for Planning and Zoning. Motion carried 5-0.

Next meeting scheduled for August 31, 2010 @ 7:00 p.m.

Motion by Halfen, seconded by Gaalswyk to adjourn.

Respectfully submitted,

Joel Gaalswyk, Secretary

Notes by Templin