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HomeMy WebLinkAboutAdministration 05-11-10 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TEWE: Tuesday May 11, 2010 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER — Convener of Meeting: Daryl Standafer ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: June 8, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: April 8, 2010 OLD AND NEW BUSINESS: 1. Election of Officers a. Chair b. Vice Chair c. Secretary 2. Review of Vouchers 3. Treasurer Report a. Monthly Reconciliation 4. Clerk of Court Report 5. County Clerk Report a. County Board and Committee Meeting Sign -in Update b. County Board Room Remodeling c. 2010 Meeting Schedule d. Annual Department Reports 6. Circuit Court Report a. Drug Court Request for Authorization to Exceed Motel/Hotel Allowance — 8:45 a.m. 7. Information Technology Report 8. Human Resources report a. New Employees and Position Vacancies Report b. On Call Policy c. FMLA Policy 9. Corporation Counsel Report a. Pending Legal Concerns 10. Veterans Services Report 11. Building Services Report a. Review of HHS Campus Water Service Options with City of New Richmond" 12. Risk Management Report 13. Finance Director Report a. Financial Reports b. Investment Report — Bob Moore — 9 a.m. 14. Administrative Coordinator Report NOTE: A quorum of the St. Croix County Board of Supervisors (County Board) may be present at this meeting. Therefore, this notice also serves as notice of a meeting of the County Board for the purpose of obtaining information relating to subjects listed above for use at future County Board meetings. Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 4:50 PM 5/6/2010 R a. Consideration of Finance Function Reorganization b. Review /Approval of Goal Setting Objectives c. 2010 Budget Schedule 15. 11:00 a.m. Joint Meeting with Ad Hoc Labor Negotiations Committee - Closed session per WI Stat. 19.85 (1) a to discuss bargaining strategy relating to the LAW and AFSCME bargaining units. Reconvene into open session. 16. Status of Fair Barn Project Options 17. County Board By -Laws 18. Short and Long Term Planning Goals ADJOURN (Items may be taken in different order) * *Additions /Changes /Corrections NOTE: A quorum of the St. Croix County Board of Supervisors (County Board) may be present at this meeting. Therefore, this notice also serves as notice of a meeting of the County Board for the purpose of obtaining information relating to subjects listed above for use at future County Board meetings. Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 4:50 PM 5/6/2010 Official Meeting Minutes ADMINISTRATION COMMITTEE DATE AND TIME: Tuesday May 11, 2010 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER — Convener of Meeting: Daryl Standafer at 8:30 a.m. ROLL CALL - Members Present: Ryan Sicard, Daryl Standafer, Sharon Norton- Bauman, Esther Wentz, Lorin Sather, Buck Malick, Gene Ruetz Others: Administrative Coordinator Chuck Whiting, HHS Director Fred Johnson, Building Services Director Art Tobin, Human Resources Tammy Funk, UW Extension Agent Pete Kling, Veterans Services Director Merlin Blaisdell, Treasurer Laurie Noble, Information Technology Director Tom Boron, County Clerk Cindy Campbell, Finance Director Michelle Pietrick, Julie Speer, Bob Moore, Supervisors Roger Larson, Steve Hermsen and Roger Rebholz, Probate Administrator Ericka Nelson, Judge Ed Vlack, Clerk of Court Lori Meyer, Corporation Counsel Greg Timmerman, from Pathway Duncan McDougall. ADOPTION OF AGENDA — Motion by Wentz, 2nd by Sather to approve the agenda. Carried unanimously. DATE OF NEXT MEETING: June 8, 2010 — Discussion of meeting options. Meeting set for Monday, June 7, 2010 at 8:30 a.m. APPROVAL OF MINUTES OF PREVIOUS MEETINGS: April 8, 2010 — Motion by Ruetz, 2 by Malick to approve the minutes of April 8, 2010. Carried unanimously. OLD AND NEW BUSINESS: 1. Election of Officers a. Chair — Nomination by Ruetz for Norton - Bauman. Nomination by Sather for Malick. Malick declined. No further nominations. Sicard move to close nominations and cast unanimous ballot for Norton - Bauman. Carried unanimously. b. Vice Chair — Nomination by Sather for Wentz. No further nominations. Malick move to close nominations and cast unanimous ballot. Carried unanimously. c. Secretary — Nomination by Standafer for Sicard. No further nominations. Malick move to close nominations and cast unanimous ballot. Carried unanimously. 2. Review of Vouchers — Wentz reported no issues. Review of how the Committee will be reviewing vouchers in the future. Malick will be next to review vouchers. 3. Treasurer Report a. Monthly Reconciliation — Noble reviewed the February and March reconciliation reports. Discussion about voided checks. She noted the 2006 delinquent parcels are down to 60 and that she is seeing a greater number of postponed first payments on taxes. 4. Clerk of Court Report — Meyer reported on the activities in her department. She mentioned continued interest in security and in building space long -range planning. She noted her use of the City -Watch notification system for both jurors and payment collections. She is still looking into the option for adding another collections staff position. She noted family cases are up. She is looking into community service options as an alternative to fines or jail time. She thinks case loads will increase 9:04 AM 6/8/2010 due to changes in the OWI laws. Discussion about reluctant jurors. 5. County Clerk Report a. County Board and Committee Meeting Sign -in Update — Campbell reviewed how it is proceeding with the committee sign in sheets. Things seem to be working well. b. County Board Room Remodeling — Campbell reported $10,000 is budgeted for remodeling the Board room including some conferencing space in the rear of the room. Tobin noted he is looking at removing the back benches and going with moveable stackable chairs for meetings. Also, improved data line, computer hookups and monitors are being considered. Prospective changes will be within the budget. Campbell updated the status of the Board voting system. Consensus to arrange seating in the Board room with the Chair and Vice Chair in front, and the 17 board members in the first two rows. c. 2010 Meeting Schedule — Campbell reviewed the calendar she sent out. Discussion about the October and November Board meetings. Standafer noted his intent to have a June Committee of the Whole to review meeting schedule. d. Annual Department Reports — Campbell reported on her proposed schedule for department reports before the Board. Suggestion to add this issue to the Committee of the Whole meeting. 6. Circuit Court Report a. Drug Court Request for Authorization to Exceed Motel/Hotel Allowance Vlack and Nelson requested authorization for attending National Association of Drug Court Professionals Conference in Boston in June. Motion by Malick, 2 nd by Sather to approve request. Carried unanimously. 7. Information Technology Report — Boron noted he has had a change in staffing with Janet Smith having moved to Emergency Management. Options are being considered. 8. Human Resources Report a. New Employees and Position Vacancies Report — Funk reviewed her report. She noted Jim Harrer's retirement and several others. She noted there will be eleven interviews for the Emergency Management Coordinator position. Discussion on position advertisements. b. On Call Policy — Funk reviewed on call issues. Discussion about the merits of on call compensation for exempt employees. Johnson addressed the Committee on actions he worked through in the nursing home and discussed other management positions within Health and Human Services that have responsibilities beyond regular business hours. Discussion about merit pay or bonus options for exempt positions. Discussion about issues related to further consideration of this. c. FMLA Policy — Funk handed out information on FMLA and the County's policy. She noted changes and new issues effect what changes the County may need to address. Continued discussion next month. 9. Corporation Counsel Report a. Pending Legal Concerns — Timmerman noted no new pending legal concerns. He discussed bringing forward issues in another format. 10. Veterans Services Report — Blaisdell reported his two interns have started their work with the department. They are converting files to electronic files and assisting in general veterans assistance work. Blaisdell is attending an annual veterans conference in Green Bay next 9:04 AM 6/8/2010 week. Geri Campbell will be attending a program to become accredited. 11. Building Services Report — Tobin reviewed the status of some of his department's work projects. He noted the status of the AgCenter roof and state inspections taking place at the nursing home. He is working on some office builds at HHS and the health center loading dock. a. Review of HHS Campus Water Service Options with City of New Richmond — Tobin reviewed water service issues on the HHS campus and with the City of New Richmond. He reviewed a meeting with the City on options for funding and for addressing water services issues the County faces. Discussion about long term building and planning issues relative to site development on the farm. 12. Risk Management Report — No report. 13. Finance Director Report a. Financial Reports — Pietrick reviewed her department reports. She noted sales tax is ahead of last year's pace. b. Investment Report — Bob Moore reported on global conditions and stresses placed on local units of government. He noted the County's bond rating upgrade and maintaining sound fiscal health as key for the County. He does see some positive signs in the economy. He reviewed the recovery and European actions and its impacts on the US economy. He reviewed several other factors of the economy and its prospects. He noted the County's investment portfolio amidst all these issues is short term and in a good position. 14. Administrative Coordinator Report a. Consideration of Finance Function Reorganization — Whiting noted several vacancies in finance related positions have raised the question and opportunity to consider how the overall finance functions of the County be organized, and whether the Committee would support further review of this. Pietrick reviewed the number of finance positions spread throughout the County and concerns about consistency in process, reporting, efficiency and cross training. Discussion on various County finance functions, internal controls and segregation of duties. Consensus of the Committee to continue to work on this and identify options going forward, including having finance functions under the oversight of the County Finance Director. Consensus that the Accountant/Fiscal Manager at HHS needs to be filled. Motion by Malick to fill the HHS Accountant/Fiscal Manager position with the understanding the position may report to the Finance Director in the future. 2nd by Sather. Discussion regarding need for Board approval for reorganization. Motion by Malick to amend motion to recommend to the Board to have the Accountant/Fiscal Manager report to the Finance Director. 2n by Sather. Discussion that this is too premature. Amended motion unanimously defeated. Motion by Standafer to amend the original motion striking language that the position may report to the Finance Director. 2nd by Wentz. Motion passed 6 to 1, (Malick opposed). Action on original amended motion to fill the position of Accountant/Fiscal Manager passed unanimously. Committee by consensus agreed that the position of Accountant/Fiscal Manager may report to the Finance Director pending further study of finance function options. b. Review /Approval of Goal Setting Objectives — Kling and McDougall reviewed the goal setting product from April 26. He noted the four main areas of effective community services, financial and operational accountability, preservation/protection of the environment and responsible economic and community development were still the agreed 9:04 AM 6/8/2010 upon priority areas of the County. He discussed the interest in having measurable components to assess the level of attaining these objectives, and the work needed with departments and their committees to do this. Discussion on having departments work on their measurable planning items within the next two months. Motion by Wentz, 2 "d by Sicard to approve the plan as presented and forward to the May 18 County Board meeting. Approved. Whiting to do a cover letter to the Board on the report for the May 18 Board meeting. c. 2010 Budget Schedule — Whiting reviewed the schedule recommending the budget be approved at the October Board meeting, with that meeting being moved one week later to October 26. Motion by Standafer, 2 "d by Wentz to approve proposed 2011 budget schedule. 15. 11:00 a.m. Joint Meeting with Ad Hoc Labor Negotiations Committee - Closed session per WI Stat. 19.85 (1) a to discuss bargaining strategy relating to the LAW and AFSCME bargaining units. Motion by Malick, 2 "d Wentz to go into closed session. Carried unanimously by roll call vote. The Committee went into closed session at 11:05 a.m. Staff included in the closed session were Whiting, Funk, Timmerman, Johnson and Pietrick. Reconvene into open session. Motion by Wentz, 2 " by Malick to reconvene into open session. Carried unanimously. The Committee reconvened into open session at 12:16 p.m. 16. Status of Fair Barn Project Options — Ruetz reported an auction at the Fair grounds building and that there will likely not be a new barn ready this year. 17. County Board By -Laws — No report. 18. Short and Long Term Planning Goals — Discussion on producing an organizational chart. Committee to review to at next meeting. There being no further business, the meeting was adjourned at 2:45 p.m. Respectfully submitted, Ryan Sicard Secretary 9:04 AM 6/8/2010