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HomeMy WebLinkAboutAdministration 10-18-10 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday October 18, 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: November 15, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: September 1-3,2010; September 16, 2010 and September 29, 2010 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. Clerk of Court Report a. Review of Jury Selection Process 4. Circuit Court Report a. Approval to Fill the Deputy Register in Probate Position 5. Corporation Counsel Report a. Encroachments on Government Center Property by Adjoining Landowners ** 6. Human Resources report a. New Employees and Position Vacancies Report b. Request to fill Chief Deputy (if approved by Public Protection 10/13) c. Classification System Conference Call with Charlie Carlson — 8:45 a.m. d. Policy Regarding Health Insurance Premium for Spouses Employed by the County e. Closed session pursuant to Wis. Stats. § 19.85(1)(b) to consider possible dismissal of a public employee. Reconvene into open session ** 7. Finance Director Report a. Financial Reports b. Review of 2010 Bond Projects and Proceeds (to be removed from the table) 8. Administrative Coordinator Report a. Update from Building Facilities Planning Committee b. 2011 HRA Contributions c. 2011 Budget Review and Presentation 9. County Board By -Laws a. Review of Substance Abuse Committee Structure b. Review of Meeting Minutes — Posting and Recordings on County Website 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. 4:35 PM 10/14/2010 Official MINUTES OF COMMITTEE MEETING ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday October 18, 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 at 8:30 a.m. by Chair Norton - Bauman. ROLL CALL — Members present: Sharon Norton - Bauman, Esther Wentz, Lorin Sather, Eugene Ruetz, Buck Malick, Daryl Standafer, Ryan Sicard Others Present: Supervisor Roger Rebholz, Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Human Resources Administrator Tammy Funk, Julie Speer, Charlie Carlson of Carlson Dettman (via phone), Clerk of Court Lori Meyer, Corporation Counsel Greg Timmerman, Register in Probate Erica Nelson, Judge Scott Needham, Building Services Director Art Tobin, Information Technology Director Tom Boron, County Clerk Cindy Campbell. ADOPTION OF AGENDA — Motion by Wentz 2 by Standafer to approve the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: November 15, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: September 1-3,2010; September 16, 2010 and September 29, 2010 - Motion by Sather, 2 by Sicard to approve the minutes of the September 1 -3, 16 and 29 meetings. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — Standafer reviewed vouchers. There were no questions. 2. Treasurer Report a. Monthly Reconciliation — Noble was absent. Discussion about adjustments. 3. Clerk of Court Report a. Review of Jury Selection Process —Wentz reviewed having received a jury notice letter for her late husband. Discussion about how to keep better track of jury pool candidates. Meyer explained her office receives drivers' license names from the DoT and unfortunately about 6 to8 a year are deceased. She reviewed the difficulties cross referencing with death certificates. 4. Circuit Court Report a. Approval to Fill the Deputy Register in Probate Position - Needham noted Deputy Register in Probate Annette Schwab intends to retire at the end of the year. He and Nelson are before the Committee for permission to refill it. Motion by Ruetz, 2n by Sather to recommend approving hiring of the position to the County Board. Discussion about options if the position were not approved and the State's position. Motion carried 6 ayes, 1 nay. ( Malick). 5. Corporation Counsel Report a. Encroachments on Government Center Property by Adjoining Landowners — Timmerman reviewed a draft letter for a list of property owners that may be encroaching on the County's Government Center property in Hudson. Discussion about the degree of issues with the encroachments. Discussion on longer term concerns with encroachments, adverse possession and fencing or signing options. The Committee made editing suggestions for the letter. Discussion about liability and trespassing issues. The Committee asked Timmerman to redraft the letter to Official protect the County from liability and adverse possession and return to the Committee for review in • November. 6. Human Resources report a. New Employees and Position Vacancies Report — Funk reported there are not any current vacancies, just acknowledgment of pending vacancies. b. Request to fill Chief Deputy — Discussion about the hiring process for the Chief Deputy position. The Public Protection Committee approved forwarding the request to the Administration Committee. Motion by Malick, 2nd by Sicard to recommend approving filling the Chief Deputy position to the County Board. Carried unanimously. Discussion about what to include in a resolution. c. Classification System Conference Call with Charlie Carlson of Carlson Dettman — 8:45 a.m. Carlson joined the Committee by phone and reviewed the background information that showed 19 comparable counties to St. Croix County. He was looking for agreement on those counties. He noted the comparables are up to the call of the County for both public and private comparables, and that the selection was as much an art as a science. Committee discussion favored private sector comparables and Twin Cities' comparables. Carlson will send a written summary to Funk outlining the next steps and the time frame for his work. d. Policy Regarding Health Insurance Premium for Spouses Employed by the County — The Committee reviewed the policy language to no longer address health insurance for husband and wife employment for the County. Funk reviewed a legal opinion from Steve Weld stating essentially there is no liability to the County in changing this policy. She reviewed the labor agreements that would have to be addressed to make this change. Discussion about the relevance of the deductible for single and family plans and options for changes. Motion by Standafer, 2 by Malick to eliminate the language that indicates the County will pay the full cost of health insurance for married employee couples, and to maintain a deductible of $1500 for single and change deductible for family to $3000, and to contribute $1200 to single HRA for 2011 and $2400 to family HRA for non - represented employees. Discussion about the actual cost and budget implications. Pietrick estimated the cost would be an additional $149,000. Discussion about retiree rates and timing with open enrollment. Motion by Standafer to amend the motion striking "and to maintain a deductible of $1500 for single and change deductible for family to $3000, and to contribute $1200 to single HRA for 2011 and $2400 to family HRA for non - represented employees ", 2 by Ruetz. Carried unanimously. Action on amended motion, carried unanimously. e. Closed session pursuant to Wis. Stats. § 19.85(1)(f) for preliminary consideration of a specific personnel problem which, if discussed in public, would be likely to have a substantial adverse effect upon the reputation of the person involved in such problem. Reconvene into open session. Funk noted after review with Corporation Counsel, this item was not necessary, and therefore none was taken by the Committee. 7. Finance Director Report a. Financial Reports — Pietrick reviewed the monthly financial reports. b. Review of 2010 Bond Projects and Proceeds (to be removed from the table) — Motion by Sather, 2 by Sicard to remove from item from the table. Carried unanimously. Pietrick reviewed the list of items, their status and changes. Consensus to have Pietrick address items over and under budget as needed. 8. Administrative Coordinator Report a. Update from Building Facilities Planning Committee — Whiting reviewed the Building Official Facilities Planning Committee meeting from October 6, emphasizing discussion of need to commit to phasing out the HHS building and planning for space use in other County facilities. Tobin reviewed the department surveys done on space needs. He noted that despite rumors there are no plans for moving staff, nor is this effort part of a general work study. Motion by Malick, 2 nd by Sather to recommend a resolution to the Board that the County commit to vacating the HHS Building. Discussion about space needs relative to reorganizing options and staffing levels. Carried unanimously. Consensus to combine the two committees meetings starting in November. b. 2011 HRA Contributions — Motion by Standafer, 2 nd by Sather to set the 2011 HRA contributions for the non - represented employees at $1200, instead of the current $1300. Pietrick noted the cost difference to be $18,300 in the 2011 budget. Carried unanimously. c. 2011 Budget Review and Presentation — Whiting reviewed a preliminary budget presentation. The Committee suggested minor changes. Discussion about the ADRC position hours and benefits increase, its funding and increased workload. Discussion about options including considering two fifteen hour positions instead of adding hours to the existing position. Motion by Sather, 2 nd by Malick to remove the cost as proposed for additional hours and benefits for the position from the budget and increase the Contingency Fund by the same amount. Discussion of assuring ADRC review of this budget change. Carried unanimously. Motion by Standafer, 2 nd by Wentz to approve the overall budget and forward to the County Board. Carried unanimously. Discussion about the need to address broader operational issues in the near future. 9. County Board By -Laws a. Review of Substance Abuse Committee Structure — Wentz reported that Committee will be meeting to review this issue later this month. b. Review of Meeting Minutes — Posting and Recordings on County Website — Discussion of recordings and unofficial minutes. No changes considered by the Committee. Boron reviewed the new website that does not allow for archived minutes to be placed on the website at this time. He is working to an off -site link to prior files, no timeline set. Adjournment There being no further business to come before the Committee, the meeting was adjourned at 12:50 p.m. Respectfully submitted, Ryan Sicard Secretary