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HomeMy WebLinkAboutAdministration 07-19-10 AMENDED NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday July 19, 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: August 10, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: June 7,2010; April 7, 2010 and April 9,2010** OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. Information Technology Report a. Capital Outlay Plan b. Fiber Lines to New Richmond 4. Human Resources report a. New Employees and Position Vacancies Report b. Revision to Job Title /Description Help Desk Position in Information Technology Dept. c. Program Review /Analysis of HHS Accounts Receivable and Support Staff Functions d. Proposed Modification of Vacant Clerk Typist position to Program Aide in HHS e. Department Head and Organizational Charts Discussion 5. Corporation Counsel Report a. Electronic Mail Management Policy b. Litigation Hold Policy 6. Finance Director Report a. Review of Enterprise Software — Schaefer Consulting b. Financial Reports c. 2011 Budget Schedule —Modified d. Management Systems Specialist Vacancy 7. Administrative Coordinator Report a. Resolution Signature Follow Up b. Position Administration Policy c. CountyTV Follow Up d. Non - Represented Employees Compensation and Wage Grid Issues e. Finance Function Reorganization Follow Up ** 8. County Board By -Laws a. Daytime to Evening Supervisor Per Diems Policy 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. 12:23 PM 7/15/2010 Official Meeting Minutes ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday July 19, 2010 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER ROLL CALL — Members Present: Supervisors Sharon Norton - Bauman, Daryl Standafer, Buck Malick, Gene Ruetz, Lorin Sather, Esther Wentz, Ryan Sicard Others Present: Treasurer Laurie Noble, Finance Director Michelle Pietrick, HHS Director Fred Johnson, Information Technology Director Tom Boron, Behavioral Health Clinical Services Supervisor Steve Kirt, Behavioral Health Coordinator Ron Kiesler, Family and Children's Coordinator Kathy Dunlap, HR Administrator Tammy Funk, Corporation Counsel Greg Timmerman, Highway Department Maintenance and Purchasing Specialist Rich Loney, Supervisor Roger Rebholz, Nancy Schafer of Schafer Consulting, Katie Thurmes, and Julie Speer. ADOPTION OF AGENDA — Motion by Wentz 2 by Ruetz to approve the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: August 16, 2010. APPROVAL OF MINUTES OF PREVIOUS MEETINGS: June 7, 2010; April 7, 2010 and April 9, 2010 Motion by Malick, 2nd by Standafer to approve all three meeting minutes. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — Ruetz reviewed, no issues reported. 2. Treasurer Report a. Monthly Reconciliation — Noble reviewed. Questions about reconciliation to the outstanding check list being out of balance. Discussion. Noble reported she will report on balancing next meeting. She noted an increase in second half tax notices over last year. Discussion on easements and outlots. 3. Information Technology Report a. Capital Outlay Plan — Boron presented his 2011 capital outlay plan. Boron reviewed updated annual maintenance cost estimate increases of over $5,000 for a leased fiber line to New Richmond. Motion by Malick, 2 by Sicard to move the presented items into the 2011 budget process. Carried unanimously. b. Fiber Lines to New Richmond — Boron reviewed latency issues in the phone system between the Hudson, Baldwin and New Richmond facilities causing disruptions in calls and voicemails. As an option he reviewed connecting a new fiber optic line between Hudson and New Richmond. He noted due to construction seasons, this would need to be done quickly and can be paid for within the HHS telephone system budget while ongoing maintenance costs continue in the IT budget. Discussion. The terminus would be the Health Center building. Motion by Sicard, 2 by Wentz, to proceed with the fiber optic line between Hudson and New Richmond. Carried unanimously. 4. Human Resources report a. New Employees and Position Vacancies Report — Funk reviewed her report. She reviewed the status of the HHS Accountant/Fiscal Manager. b. Revision to Job Title/Description Help Desk Position in Information Technology Dept. — Funk reviewed changes proposed to the IT position of Operations Specialist to IT Support Specialist. Motion by Malick, 2nd by Sicard to approve request as presented. Carried unanimously. c. Program Review /Analysis of HHS Accounts Receivable and Support Staff Functions — Kirt Official presented his review of the need and opportunity for staffing changes in the HHS accounts receivable function. He reviewed the use of staff time and contracted time, the breakdown of time spent on duties and changes in staffing that have occurred. In summary, he has arranged positions to better suit the compensation levels. d. Proposed Modification of Vacant Clerk Typist position to Program Aide in HHS — Johnson, Kiesler and Dunlap reviewed this change prompted by a retirement. Kiesler reviewed the option determined to better meet needs in YCSS. There is a cost increase, but that can be recouped through payments. Motion by Wentz to approve proposed modification of the vacant clerk typist position to program aide, 2 nd by Malick. Carried unanimously. (Sather absent). e. Department Head and Organizational Charts Discussion — Funk reviewed the question about what constitutes a department head. The pointing evaluation system does take this into consideration. Timmerman noted the responsibilities of a position are necessary in a position description. Motion by Malick, 2 nd by Sather to table until next month. Further discussion on various positions and responsibilities. Carried unanimously. 5. Corporation Counsel Report a. Electronic Mail Management Policy — Timmerman reviewed his draft policy with the Committee. Discussion regarding County Board supervisor emails and the recent state Supreme Court ruling on private emails. Discussion about the risks and benefits of saving all email. Final draft to be presented next month. b. Litigation Hold Policy — Timmerman reviewed this draft policy that pertains to records and their retention in litigation hold situations. Motion by Malick, 2 nd by Wentz to approve the presented policy and forward to the Board. Carried unanimously. 6. Finance Director Report a. Review of Enterprise Software — Schafer Consulting — Pietrick presented Nancy Schafer from Schafer Consulting to review the ERP Business Case for the County. She reviewed the process for a needs analysis for the County's options for new enterprise software. Her review noted over 250 manual processes worked on by employees outside the existing County system, a lack audit trails and several other issues noted in her report. Her analysis reviewed constraints and inefficiencies, lack of capital outlay tracking, and a great deal of external manual processes to supplement the County's current software. She reviewed options for addressing the County's needs. Option 1 was status quo. Option 2 was to purchase a new software system, its implementation and any hardware needed. Option 3 was service on demand with offsite service provided. She considered Option 2 the most viable approach for the county and reviewed the potential costs of that option. She explained the tier level of vendors and thought a Tier 2 level vendor would be appropriate for St. Croix County, meaning about five to seven suitable vendors for the County. Work would include determining a project manager, software and policy and procedure transition, and installation and contingency costs of between $2m to $3m. She estimated another $1.3m of equivalent internal costs of staff working on the conversion and implementation. She reported on her discussions with our current vendor. She noted other counties have switched from our current vendor. Discussion about working with other counties on acquiring software. Schaefer reviewed Option 3 where the vendor deploys their system over the internet. While resulting in lower upfront costs, does lead to higher annual costs, similar to a leasing arrangement. She recommends Option 2 for the County. Discussion on other options and additional considerations. Review of manual tasks currently being done. Discussion about acquisition proposals. Discussion about seeking other counties with similar software needs to share an effort going forward. Discussion about committing to an RFP process. Motion by Standafer to proceed with the development of an RFP and contact other counties in sharing the effort, 2 " by Sicard. Discussion of options for developing an RFP. Carried unanimously. b. Financial Reports — Pietrick reviewed her report. c. 2011 Budget Schedule — Pietrick reviewed of Board meeting schedule changes. The September 14 Committee of the Whole meeting is included in the schedule and the October County Board • Official meeting will be held October 5, in addition to the previously scheduled budget presentation before the Board October 26. Each meeting time is to be 9:00 a.m. d. Management Systems Specialist Vacancy — Pietrick reviewed the recent vacancy in this position. She reviewed the work from the position in the past and her needs for data auditing between Finance and Human Resources. She would like to emphasize the management systems aspects of the position. Discussion about expectations on the purchasing side of the position. Discussion about where purchasing has progressed from the inception of the position and options for consideration. Pietrick to come back at the next meeting with further refined position description. 7. Administrative Coordinator Report a. Resolution Signature Follow Up — Motion by Sicard, 2 by Standafer that the Administrative Coordinator sign on resolutions in regards to their financial and human resources implications. Carried unanimously. b. Position Administration Policy — Loney and Timmerman reviewed a draft policy for a position classification plan. The draft does not handle existing positions but could be applied to the fix for existing positions. Timmerman noted the perspective of the proposal is long term. He noted key to the draft is the identification of decision makers in the process, and that new positions and significant modifications to positions would go the Board, while lesser changes would be decided by the Administration Committee. Discussion of process for reviewing and approving position descriptions and what would be the basis for the evaluation of positions. Discussion on the County's history in handling position descriptions and review procedures. Malick presented an option to the drafted position administration workgroup. Discussion on the validity of position descriptions and length of time needed to serve on a review committee. Discussion of various options for determining accurate position descriptions and who should review descriptions. Standafer asked staff if a compensation classification system is better accomplished working on the current project or starting with a different system. Funk favored completing the current effort. Timmerman favored starting with a new vendor. Whiting expressed concerns similar issues will arise with another vender, and while he preferred finishing the current effort would support a new vender if that would move things along. Loney favored completing the current effort. Discussion about how position descriptions could be reviewed. Discussion about the need to bring this to an end. Discussion about how or who approves position descriptions. Motion by Sather, 2n by Standafer to have Funk contact vendors for prices for an overview of an updated compensation/classification system. Discussion on the SAFE system. Discussion about how to regain confidence in a system. Action on the motion — 4 ayes, 3 nays. ( Standafer, Malick, Sicard). Discussion about determining the cost of an outside vendor and comparing to completing the current effort. Discussion about status with Springsted. Whiting to follow up to close the project with them. c. CountyTV Follow Up — Whiting presented the policy position from CGI Communications for linking secondary websites to the County's video link. Motion by Malick, 2n by Sicard to proceed with the agreement and video. Carried unanimously (Wentz absent). d. Non - Represented Employees Compensation and Wage Grid Issues — Norton- Bauman asked the Committee whether there was any interest in a non -rep compensation increase for 2010 in lieu of appearing to not having a compensation plan in place. Discussion noted funds are budgeted in the 2010 budget. Discussion regarding concerns from non -rep employees, the condition of the economy, morale, upcoming bargaining and political realities of public sector wages at this time. Consensus of the Committee to hold to a zero increase on non -rep wage adjustments for 2010. e. Finance Function Reorganization Follow Up — Funk reported on' the filling of the Accountant/Fiscal Manager position and noted that if a realignment of this position to be overseen by the Finance Director, an action by the Board would be required. Motion by Malick, 2n by Sather to have this position report to the Finance Director. Discussion on how work is being done in the interim. Discussion noted this does not mean relocation of position at this time. Carried unanimously. Official 8. County Board By -Laws a. Daytime to Evening Supervisor Per Diems Policy — Norton -Bauman reviewed the issue as it has developed in the Community Development Committee concerning whether a second per diem could be had by a supervisor for meetings passing from afternoon to evening. No action taken. ADJOURN Sather noted County meetings should be posted on the County's website. Discussion. Staff will follow up. There being no further business to come before the Committee, the meeting was adjourned at 1:30 pm. Respectfully submitted, Ryan Sicard Secretary