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HomeMy WebLinkAboutAdministration 08-16-10 3 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday August 16, 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: September 1-3,2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: July 19, 2010 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation b. 2011 Department Goals c. Proposed 2011 Department Budget 3. Veterans Services Report a. 2011 Department Goals b. Proposed 2011 Department Budget 4. Clerk of Court Report a. 2011 Department Goals b. Proposed 2011 Department Budget 5. Circuit Court Report a. 2011 Department Goals b. Proposed 2011 Department Budget— 8:30 a.m. 6. County Clerk Report a. Proposed 2011 Department Budget b. Request to Exceed Lodging Maximum Allowance — County Board WCA Annual Conference 7. Information Technology Report a. 2011 Department Goals b. Proposed 2011 Department Budget 8. Building Services Report a. Review of Government Center Property in Hudson b. 2011 Department Goals c. Capital Outlay Plan d. Proposed 2011 Department Budget 9. Human Resources report a. New Employees and Position Vacancies Report b. Status of Position Administration Options c. Review of Results Oriented Work Environment d. Department Head and Organizational Chart Follow Up 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. 8:02 AM 8/10/2010 i e. 2011 Department Goals f. Proposed 2011 Department Budget 10. Corporation Counsel Report a. Electronic Mail Management Policy b. Request to Exceed Lodging Allowance c. Follow Up on Litigation Hold Policy d. 2011 Department Goals e. Proposed 2011 Department Budget 11. Risk Management Report a. Proposed 2011 Department Budget 12. Finance Director Report a. 2009 Audit Report — 8:45 a.m. b. OPEB GASB 45 Actuary Study c. Modifications to Management Systems Specialist Position Description d. 2010 Department Goals e. Proposed 2011 Department Budget 13. Administrative Coordinator Report a. Administration Committee Goals for 2011 b. September 1 -3 Budget Review Meeting Schedule c. 2011 Department Goals d. Proposed 2011 Department Budget 14. County Board By -Laws a. Review of Substance Abuse Committee Structure b. Creation of Land Information Advisory Council c. Review of Resolution Establishing Building Facilities Long -Term Planning Committee 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. 8:02 AM 8/10/2010 Official MEETING MINUTES ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday August 16, 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 at 8:30 a.m. ROLL CALL — Present: Daryl Standafer, Lorin Sather, Sharon Norton - Bauman, Ryan Sicard, Eugene Ruetz, Buck Malick, Esther Wentz Others present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Corporation Counsel Greg Timmerman, Human Resources Administrator Tammy Funk, Health and Human Services Director Fred Johnson, Treasurer Laurie Noble, Veterans Services Officer Merlin Blaisdell, Register in Probate Ericka Nelson, Judge Edward Vlack, Judge Scott Needham, Supervisor Roger Rebholz, Doug Post and Steve Tracey from Larson Allen, Maintenance and Purchasing Supervisor Rich Loney, Information Technology Director Tom Boron, Joe Polley of Nyhart, County Surveyor Brian Halling, Land and Water Conservation Director Bob Heise, County Clerk Cindy Campbell, Clerk of Court Lori Meyer, and Land Information Manager Brett Budrow. ADOPTION OF AGENDA — Motion by Wentz, 2 "d by Ruetz to approve the agenda. Carried unanimously. DATE OF NEXT MEETING: September 1-3,2010; September 20, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: July 19, 2010 — Motion by Ruetz, 2 by Sather, to approve the minutes of July 19, 2010. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — Sicard reviewed the vouchers and had no issues to report. Discussion about audit payments 2. Treasurer Report a. Monthly Reconciliation — Noble reviewed the monthly reconciliation. b. 2011 Department Goals — Noble review her department goals. She noted a tax collection survey could be done and a cost analysis of doing some communities' tax statements. c. Proposed 2011 Department Budget — Noble presented her proposed budget. She noted a request for a new computer. Motion by Malick, 2 by Wentz to move the proposed budget forward in the process. Carried unanimously. 3. Veterans Services Report a. 2011 Department Goals — Accepted as presented. b. Proposed 2011 Department Budget — Motion by Sather, 2nd by Sicard to approve moving the proposed budget forward in the process. Carried unanimously. 4. Clerk of Court Report a. 2011 Department Goals — Meyer presented her department goals. She noted cross training, improvements in the jury program and expand her file scanning and purging efforts. Official b. Proposed 2011 Department Budget — Meyer presented her proposed budget. She noted the need to replace a video conference unit. Other costs are basically the same as the current year. Motion by Sather, 2nd by Wentz to move the proposed budget forward in the process. Carried unanimously. 5. Circuit Court Report a. 2011 Department Goals — No goals were presented, but have been completed and will be forwarded. b. Proposed 2011 Department Budget — Needham, Vlack and Nelson presented their proposed budget. They reported the budget is essentially the same as 2010 except they would like to see a 5% increase for the family court commissioner due to the increase in case load and length of time since the last increase. Needham clarified data from a recent news article. Motion by Wentz, 2 by Sather to approve the proposed budget for further consideration. Carried unanimously 6. County Clerk Report a. Proposed 2011 Department Budget — Campbell presented her proposed budget to the Committee. She noted decreases due in elections, the reduction of the Board size and no proposed capital outlay. Motion by Sather, 2 by Wentz to move the budget forward. Carried unanimously. (Absent — Malick) b. Request to Exceed Lodging Maximum Allowance — County Board WCA Annual Conference — Motion by Sather, 2nd by Wentz to approve the lodging request. Carried unanimously. 7. Information Technology Report a. 2011 Department Goals — Boron presented his department goals. He included reducing energy demand, use of thin clients instead of personal computers, improve network stability and communications, promote employee mobility and enhance his department's service. b. Proposed 2011 Department Budget — Boron reviewed his proposed budget. He noted the cost of the high speed link between New Richmond and Hudson amongst other increases to his operations budget. He reviewed his capital outlay items again. Motion by Sicard, 2nd by Malick to move proposed budget forward into the process. Carried unanimously. 8. Building Services Report a. Review of Government Center Property in Hudson — Halling and Tobin reviewed inspection of the County Government Center property. The impetus had been to determine trails that existed on the property, but the inspection also revealed encroachments into the County's property. Halling reviewed those encroachments with the Committee. Encroachments ranged from mowing, to planted trees, fence lines, concrete steps, brush dumping, satellite dishes and sprinkler systems. Discussion about next steps. Discussion about liability issues. Discussion about notifying property owners of the encroachments. Motion by Wentz, 2nd by Ruetz to draft letters to the property owners with apparent encroachments for review by the Committee at the next meeting and to have cost estimates for signage ready for consideration. Carried unanimously. Discussion with Heise as to future maintenance of the Government Center property. He noted the nature of the growth on the property and what upkeep may be needed. The option of having an FFA group maintain the property on behalf of the County was official discussed. Discussion about brush cutting the property on a regular basis, possibly costing ` $10- 20,000, as a consideration for the next budget. Tobin to report at next meeting. b. 2011 Department Goals — Tobin reviewed his goals for the next year. Motion by Sicard, 2nd by Malick to approve the goals as presented. Tobin reviewed measureable items to meet goals. Motion withdrawn by Sicard, consensus to accept goals as presented. c. Capital Outlay Plan — Tobin reviewed his proposed capital outlay items for County facilities. d. Proposed 2011 Department Budget — Tobin reviewed his department's budgets. Motion by Sicard, 2 by Wentz to move both the Building Services Department capital outlay plan and budget forward. Carried unanimously. Tobin noted a new position proposed in the budget for an office coordinator in his department. 9. Human Resources report a. New Employees and Position Vacancies Report — Funk shared her report with the Committee. b. Status of Position Administration Options - Funk reported on her findings of other counties' work on classification and compensation systems. She reviewed a consultant proposal she has had discussion with. Discussion about the County's expectations and options. Discussion about real and perceived issues with the previous efforts and the validity of position descriptions. Funk reviewed budget options for addressing the cost of using a new vendor. Discussion about how to approve position descriptions. Discussion about having the consultant appear before the County Board. Motion by Malick to proceed with the vender, Carlson Dettmann, not to exceed $5,000 to review position descriptions, reviewed with department heads and taken to the County Board with the assistance of Carlson Dettmann, 2 by Sather. Discussion again about how to review position descriptions. Carried unanimously. Wentz noted concerns over compensation from the Aging staff that are not on the non - represented wage grid. Funk reviewed Aging wages and options to consider and will report back at the September Committee meeting. c. Review of Results Oriented Work Environment — Funk reviewed the ROWE information she forwarded to the Committee. She noted the implementation in Hennepin County and has been in contact with Culture Rx which developed the ROWE concept in full. She has received a proposal to migrate from our current work structure to the ROWE concept. She suggested bringing in someone from Culture Rx to discuss this with the Committee. Discussion about meeting results as a condition of this concept. Discussion about how and whether this concept may work in the County. d. Department Head and Organizational Chart Follow Up — Funk noted the issues in determining a department head in a pointing system may lead to different conclusions on what is a department head. No action taken. e. 2011 Department Goals — Funk reviewed her department goals including looking into the ROWE concept, improving a workplace wellness program and assisting in the enterprise software effort. Discussion on status of NeoGov and exit interviews. f. Proposed 2011 Department Budget — Funk reviewed her proposed budget. She noted no funds budgeted for classification/compensation services. She did add the ROWE proposed cost. She is looking for a new staff computer and upgrades to file cabinet locks. Motion by Wentz, 2 by Malick to move the proposed budget forward. 10. Corporation Counsel Report Official a. Electronic Mail Management Policy — Timmerman reviewed updated changes to the ` draft policy. Further changes may come in the future with new storage equipment. No action taken. b. Request to Exceed Lodging Allowance - Motion by Sather, 2nd by Wentz to approve the request for attending the Wisconsin Association of Corporation Counsels conference. Carried unanimously. c. Follow Up on Litigation Hold Policy — Timmerman followed up on the Board discussion on this proposed policy and the changes made. Motion by Sicard, 2nd by Wentz to bring the revised policy to the next Board meeting. Carried unanimously. d. 2011 Department Goals — Timmerman presented his department goals. e. Proposed 2011 Department Budget — Timmerman reviewed his proposed budget. He noted a replacement of a computer and a standing work station. Motion by Malick, 2 by Wentz to move the proposed budget forward in the process. Carried unanimously. 11. Risk Management Report a. Proposed 2011 Department Budget — Motion by Wentz, 2nd by Malick to approve moving the proposed budget forward in the process. Carried unanimously. 12. Finance Director Report a. 2009 Audit Report — Tracey and Post presented the 2009 audit. Post reviewed the requirements of the audit. He reviewed the summary of the auditor's results. He noted five material weaknesses although not serious, he is required to report. Discussion on the material weaknesses. Discussion on timeliness of cash reconciliation and tax records accounting. Post reviewed a summary of the audit. He noted cash levels have been consistent, but tax delinquencies are up. He and Tracey noted general fund balance is down from 2008 and the percentage of undesignated fund balance to general fund balance is down, much in part due to the tax delinquencies, but still over the County's policy of 25 %. Post reviewed other fund balances. He reviewed the history of revenues for the County, noting the County is more dependent on taxes and intergovernmental revenues. He noted under expenses the impacts of long -term care reform and new accounting of capital outlay items. Discussion about the utility of the current software in assisting the audit. b. OPEB GASB 45 Actuary Study — Polley presented his GASB 45 OPEB liability review for the County. He summarized the County's situation as normal and on track for addressing employee health insurance benefit liabilities. He noted retirees do have an implicit subsidy based on their use and premium charged, but that the liabilities at this time are not material enough for the benefit being offered by the County. c. Modifications to Management Systems Specialist Position Description — Pietrick presented the further updated position description emphasizing accounting software management skills. Motion by Malick, 2 by Wentz to approve the change to the position description. Carried unanimously. Discussion about whether to fill the position. Motion by Sather, 2 by Malick to hold on filling the position pending review of the budget. Two ayes (Sather, Wentz), five nays. (Standafer, Norton - Bauman, Sicard, Malick, Ruetz) Motion failed. d. 2010 Department Goals — Approved as presented. e. Proposed 2011 Department Budget — Pietrick reviewed her proposed budget. New software costs are not included. She noted her overall budget is down and that libraries funding is set at 100% of circulation rate. Motion by Wentz, 2 by Sather to approve moving the proposed budget into the process. Carried unanimously. Official e 13. Administrative Coordinator Report a. Administration Committee Goals for 2011— The Committee discussed its goals for 2011 and will review at the September 20 Committee meeting. b. September 1 -3 Budget Review Meeting Schedule — Whiting reviewed the proposed schedule for meeting with departments on their proposed 2011 budgets. c. 2011 Department Goals — The Committee reviewed and accepted the goals for the Administrative Coordinator. d. Proposed 2011 Department Budget — Motion by Sather, 2 by Wentz to approve moving the proposed budget forward in the process. Carried unanimously. 14. County Board By -Laws a. Review of Substance Abuse Committee Structure — the Committee reviewed the concern regarding quorums of the Substance Abuse Committee. The change in the structure of County committees has made this committee no longer a standing committee, but a non - standing committee reporting the HHS Committee. While nothing changes for the function of the committee, it now requires a quorum of the full 17 members. Timmerman to attend their next meeting to address membership size. b. Creation of Land Information Advisory Council — Budrow and Timmerman reviewed the resolution creating the Land Information Advisory Council as approved by the Community Development Committee. The Committee discussed the by -law amendments and proposed a change clarifying appointments are to be made by the Board Chair and confirmed by the County Board. Motion by Malick, 2nd by Sather to amend the proposed resolution to nominate members by the County Board Chair, and confirmed by the County Board. Amendment carried unanimously. Motion by Sather, 2 by Wentz to approve the resolution as amended. Carried unanimously. c. Review of Resolution Establishing Building Facilities Long -Term Planning Committee — The Committee reviewed the resolution that created the Building Facilities Long -Term Planning Committee. Discussion about whether that committee's term had actually ended in April. Discussion about the buildings and grounds responsibilities of the Administration Committee since the Board reorganization last April. Discussion about reporting responsibilities of the Building Facilities Long -Term Planning Committee to the Administration Committee. Discussion about the status of the phased plan work with SEH and emphasis on space needs. Motion by Malick, 2 by Sather to extend the Ad Hoc Building Planning Committee's life through the end of this year with the same membership of Supervisors Standafer, Rebholz, Horne, Wentz, Larson and Ruetz and reporting to the Administration Committee as an ad hoc committee. Carried unanimously. ADJOURN There being no further business to come before the Committee, the meeting was adjourned at 3:48 p.m. Respectfully submitted, Ryan Sicard Secretary