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HomeMy WebLinkAboutAdministration 06-07-10 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday June 7, 2010 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: July 13, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: May 11, 2010 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. County Clerk Report a. Capital Outlay Plan b. 2011 Goals c. County Board and Committee Meeting Schedule d. Per Diem Reports Approved by the County Board 4. Human Resources Report a. New Employees and Position Vacancies Report b. FMLA Policy c. County Organization Chart 5. Corporation Counsel Report a. Pending Legal Concerns ** b. Email Policy* 6. Building Services Report a. Review /Approval of Goal Setting Objectives b. CESA 10 Proposal for Energy Management c. County Board Room Remodeling Options d. Health Center HVAC Issue ** 7. 'Information Technology Report a. Capital Outlay Plan b. Review /Approval of Goal Setting Objectives 8. Risk Management Report a. HIPAA Policies Review 9. Finance Director Report a. Financial Reports b. Intern c. 2011 Budget Instructions 10. Administrative Coordinator Report a. Consideration of Finance Function Reorganization 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. 8:28 AM 6/4/2010 Page 1 of 2 b. Review /Approval of Goal Setting Objectives c. Capital Improvements Plan d. NACo Presentation on CountyTV.com e. Compensation/Classification Plan Status Update f. Resolutions Review for Finance and Human Resources Impact 11. Consideration of Action on HHS Campus Water System Improvements and Tower Removal Committee members are invited to bring a lunch 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. 8:28 AM 6/4/2010 Page 2 of 2 Official MINUTES OF COMMITTEE MEETING ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday June 7, 2010 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER — The meeting was called to order by Chair Norton- Bauman. ROLL CALL - Member Present: Sather, Sicard Standafer, Norton - Bauman, Wentz, Malick, Ruetz Others Present: County Clerk Cindy Campbell, Administrative Coordinator Chuck Whiting, HHS Director Fred Johnson, Finance Director Michelle Pietrick, Information Technology Director Tom Boron, Corporation Counsel Greg Timmerman, UW- Extension Agent Pete Kling, Nursing Home Director Frank Robinson, Building Services Director Art Tobin, Human Resources Administrator Tammy Funk, Risk Manager Kristin Ziliak, Assistant Corporation Counsel Heather Wolske, Tad Beeksma from CESA 10. ADOPTION OF AGENDA — Motion by Wentz, 2nd Sather by to adopt the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: July 19, 2010 — Discussion on suitable dates for meetings. APPROVAL OF MINUTES OF PREVIOUS MEETINGS: May 11, 2010 — Motion by Sicard, 2 by Wentz to adopt the minutes as presented. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — Malick reported no issues. Ruetz to review vouchers for June. 2. Treasurer Report a. Monthly Reconciliation — The Committee reviewed an emailed report from Treasurer Noble. 3. County Clerk Report a. Capital Outlay Plan — Campbell noted a new computer and scanner in her capital outlay plan for 2011. She reviewed department scanning capabilities and needs. Motion by Standafer, 2 nd by Sicard to include Campbell's items in her 2011 budget proposal. Carried unanimously. b. 2011 Goals — Campbell reviewed her goals, including scanning and office management items. c. County Board and Committee Meeting Schedule - Campbell reviewed the overall schedule of meetings and the motion that was made at the Committee of the Whole meeting moving the Board meeting to the beginning of the month and suspending the by -laws. Discussion. Consensus to start a new meeting schedule for the Board meetings in August and September. Consensus to move the July Administration Committee meeting to July 19. Discussion about budget schedule relative to meeting dates. Consensus to move September 28 Administration Committee meeting to September 30. Discussion about the budget process. Whiting and Pietrick to figure out appropriate budget meeting dates for the Committee and report back in July. Sicard move, Wentz 2 nd to recommend to the Board to move the County Board meeting to the first Tuesday of the month for August and September by suspending the Board rules. Carried unanimously. d. Per Diem Reports Approved by the County Board — Campbell reviewed Board review of per diems and suggested changes. Motion by Malick to discontinue monthly report of supervisors per diem and instead have an annual report in connection with the annual budget, 2 nd by Standafer. Discussion. The 10:06 AM 7/20/2010 Page 1 of 5 Official Clerk would still review the per diem requests. Carried unanimously. Campbell will submit a proposed resolution. 4. Human Resources Report a. New Employees and Position Vacancies Report — Funk reviewed her report on positions. Discussion. Standafer noted the Patrol Superintendent position. b. FMLA Policy — Funk reviewed the draft policy. She noted the importance of the employer documenting the implementation of an employee's leave. Motion by Malick, 2nd by Standafer to approve the revised and amended FMLA policy. Carried unanimously. c. County Organization Chart — Funk shared and reviewed departmental organizational charts. Committee to follow up on this next month. 5. Corporation Counsel Report a. Pending Legal Concerns — Timmerman noted this agenda title is not specific enough for a public notification. He noted he will list pending legal concerns as specific items if there are items to review with the Committee. Discussion on of what is of interest to the Committee. Consensus to allow Timmerman to use his discretion to notify the Board Chair or a committee chair regarding an instance for further disclosure with a committee. b. Email Policy — Timmerman summed up where the Committee left off with its review of the draft email policy. He recommended giving the department heads discretion for determining what business emails need to be kept. Discussion. Timmerman was asked to come back next month with a more definitive policy. 6. Building Services Report a. Review /Approval of Goal Setting Objectives — Tobin reviewed his goals verbally, awaiting templates. He is trying for a 15% reduction in energy costs, better tracking of department work and its timeliness. He is also interested in implementing the Energy Committee goals. He will report again next month. b. CESA 10 Proposal for Energy Management — Tobin introduced Tad Beeksma of CESA 10, who has been reviewing energy costs savings. Tobin reviewed objectives to attain, and an energy team he has put together to review. He listed several changes in operations and equipment to meet energy reduction objectives. Kling added engaging staff is critical to the success of such a program. Tobin noted Jennifer Havens' involvement from a recycling aspect. Beeksma reviewed CESA 10's role and objectives. Savings CESA 10 finds is returned to the entity after covering their costs. He reviewed several examples of CESA 10's work. Consensus of the Committee to move along with this effort. c. County Board Room Remodeling Options — Tobin reviewed options he is looking at for redoing the back half of the County Board room. The ADRC management is also interested and may be able to assist in partially funding these improvements. Tobin reviewed some of the improvements this would present. Motion by Sicard, 2 by Wentz to approve moving ahead with the remodeling as presented by Tobin. Carried unanimously. d. Health Center HVAC Issue — Tobin and Robinson reviewed the state's inspection of the Health Center. While the survey was good, the most serious were citations for wall penetrations violating fire codes and using corridors as a return air plenum, an early estimated cost to address of $150,000, for improvements to the lower level non - residential portion of the building. They noted the facility has been inspected every year since 1982 10:06 AM 7/20/2010 Page 2 of 5 Official without this issue being cited. The state has not responded to the County's waiver request and proposal for how to address this issue as of yet. Discussion on funding options. Motion by Wentz, 2nd by Sather to move ahead on rectifying the matter, funding to be determined later. Motion to amend by Standafer, 2 nd by Sicard to include this project as a 2011 budget item. Discussion. Ayes — Standafer, Norton- Bauman, Ruetz. Nays. Malick, Wentz, Sather, Sicard. Amendment fails 3 to 4. Action on main motion, carried unanimously. 7. Information Technology Report a. Capital Outlay Plan — Boron reported on his capital outlay items for 2011. He reviewed the department's need for a storage area network device, server disaster recover appliance, a VMware ESX server and a desktop virtualization project. Discussion on the speed and efficiency of these improvements. He noted leasing fiber lines from Hudson to Baldwin and New Richmond. Malick move, 2 nd by Standafer to move these improvements into the 2011 budget. Carried unanimously. b. Review /Approval of Goal Setting Objectives — Boron will report on these next month. 8. Risk Management Report a. HIPAA Policies Review — Ziliak and Wolske reported on the HITECH Act and its impact on the County's HIPAA compliance. The County has several requirements and needs to bring its HIPAA policies and operations up to standard for compliance. They both noted several issues for the County to address. Discussion on risk gap analysis. Ziliak noted a staff steering committee will meet to review how to proceed in addressing bringing the County into compliance. She has received a cost estimate of $20,000 to address the County's needs. Motion by Sicard, 2 nd by Wentz to approve allowing the staff committee to move ahead and possibly contract for assistance to do the gap analysis, policies development and procedure updating. Discussion about level of liability concerns and whether additional training is needed. Discussion noting the increased penalties stemming from the HITECH Act and concerns about creating policies that impose duties on the County over and above of legal requirements. Motion approved six ayes to one nay (Sather). 9. Finance Director Report a. Financial Reports — Pietrick reviewed her financial report. She noted the bond proceeds have been temporarily placed in the state pool. b. Intern — Pietrick noted she has an intern started. Cheryl Harmon is a student and started June 1. She is working on updating capital assets spreadsheets. Roberts Good Neighbor Dennis Peterson made an appearance before the Committee. c. 2011 Budget Instructions — Pietrick reviewed the 2010 instructions as the base for changes the Committee may want for 2011. Discussion about options and implications. No changes were made leavin� the 0% operations increase, and the 5 and 10% reduction options. Motion by Malick, 2 by Wentz to approve the budget instructions as presented. Carried unanimously. 10. Administrative Coordinator Report a. Consideration of Finance Function Reorganization — Whiting reviewed rationale for considering reorganizing County finance functions and staff. Pietrick noted her interested in centralized reporting using consistent standards and centralized financial information. 10:06 AM 7/20/2010 Page 3 of 5 Official She noted issues being addressed as the enterprise software effort moves forward. Discussion of staff levels and work issues that could be better met with reorganization. Discussion on the ongoing reporting needs and opportunities for efficiencies. Discussion about status of department head title for Finance Director. Johnson noted several aspects of ongoing work that could be better understood if oversight was more consistent and that those specialized needs be recognized. Discussion of the timing and review of progress. Consensus to report to the Board in June, have the HHS Committee review the discussion, and present something more formal to the Board in August. Discussion on filling an existing position in Information Technology, and Building Services needs. b. Review /Approval of Goal Setting Objectives — Whiting handed out a goal setting template for department head use. Consensus to approve Kling's template. The Committee reviewed Whiting's draft goals. c. Capital Improvements Plan — Whiting reviewed the county capital outlay information as it currently stands. He noted departments and committees will be updating their plans in the next several weeks. d. NACo Presentation on CountyTV.com — Whiting reviewed an opportunity through NACo to produce website videos for the County. The Committee watched a video example and discussed as an item for the Committee as the Whole. Staff was directed to follow up and report back. e. Compensation /Classification Plan Status Update — Whiting reviewed the work he, Loney, Timmerman and Funk have been meeting on to bring this effort to a conclusion. He noted the first step is to return the effort internal to the County and end the consultant's involvement. Timmerman reviewed the need for a process for adopting an original plan, adopting another process for annual maintenance of the system, internal training in the use of the SAFE system and establishing a position review committee. Discussion on history of the project, costs and process issues. Discussion on final payment to Springsted. Motion by Standafer, 2nd b y Wentz to proceed with the SAFE system and classification/compensation program without the assistance of Springsted. Motion passes six ayes to one nay (Sather). L Resolutions Review for Finance and Human Resources Impact — Whiting presented a draft resolution format to include a signature line for the Administrative Coordinator to sign that the resolution has been reviewed for human resource and finance considerations. Motion by Sicard, 2 by Wentz to adopt the resolution format. Carried unanimously. 11. Consideration of Action on HHS Campus Water System Improvements and Tower Removal Motion by Malick, 2nd by Wentz to commit $305,000 to improvements in the water system on the HHS campus and removal of the water tower. Discussion regarding the timing of a grant application with the City of New Richmond. Tobin noted the need to consider the County and City needs as one project for improving the grant opportunity. SEH has noted that the grant application process is in December. Discussion about moving jointly with City and having the County Board approve a resolution to assure the City the County is committed to the project. Resolution carried unanimously. ADJOURNMENT There being no further business to come before the Committee, the meeting as adjourned at 2:29 p.m. 10:06 AM 7/20/2010 Page 4 of 5 Official Respectfully submitted, Ryan Sicard Secretary 10:06 AM 7/20/2010 Page 5 of 5