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HomeMy WebLinkAboutAdministration 09-20-10 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday September 20, 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 30, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: August 16,2010; September 1-3,2010; September 14, 2010 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation b. Review of Tax Collecting for Municipalities 3. County Clerk Report a. Resolution Approving Reimbursement Due Listing Officials for Listing Dogs for 2010 — St. Croix County, Wisconsin b. Schedule of Future County Board Meetings 4. Information Technology Report a. Review of Google Phone Options 5. Building Services Report a. Status of Nursing Home Loading Dock 6. Human Resources report a. New Employees and Position Vacancies Report b. Approval of Carlson - Dettman Consulting Services Agreement c. Status of Position Descriptions d. Department on Aging Wage Grid Recommendations 7. Finance Director Report a. Financial Reports 8. Administrative Coordinator Report a. Review of 2010 WCA Resolutions b. 2011 Budget Status and Options c. Consideration of Hiring Freeze Options 9. County Board By -Laws a. Review of Substance Abuse Committee Structure 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. 7:59 AM 9/16/2010 Unofficial Meeting Minutes ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday September 20, 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 — Members present: Sharon Norton - Bauman, Esther Wentz, Lorin Sather, Buck Malick, Ryan Sicard and Gene Ruetz Absent: Daryl Standafer Others present: Supervisors Roger Larson, Roger Rebholz and Steve Hermsen; Administrative Coordinator Chuck Whiting, Treasurer Laurie Noble, Finance Director Michelle Pietrick, County Clerk Cindy Campbell, Building Services Director Art Tobin, Information Technology 'Director Tom Boron, Human Resources Administrator Tammy Funk, Register of Deeds Beth Pabst, ADRC Manager Brad Beckman; HHS Director Fred Johnson and Director of St. Croix Industries Clark Schroeder (both via phone) ADOPTION OF AGENDA — Motion by Wentz, 2 nd by Sather to adopt the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: September '29, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: September 14, 2010 - Motion by Sicard, 2nd by Sather to approve the September 14, 2010 minutes. Carried unanimously. Whiting noted the minutes of August 16, 2010 had previously been approved and the minutes of September 1 -3, 2010 are not yet completed. OLD AND NEW BUSINESS: 1. Review of Vouchers — Sather reviewed the vouchers and had questions regarding monitor mounts purchased in Risk Management. 2. Treasurer Report a. Monthly Reconciliation — Noble reviewed her reconciliation report. Questions on discrepancies. b. Review of Tax Collecting for Municipalities — Noble reported on five municipalities that want the County to do tax collection. 3. County Clerk Report a. Resolution Approving Reimbursement Due Listing Officials for Listing Dogs for 2010 — St. Croix County, Wisconsin — Campbell presented a resolution and reported on the dog listing. Motion by Sather, 2nd by Wentz to approve resolution as presented. Carried unanimously. b. Schedule of Future County Board Meetings — Campbell reviewed the Board resolution that changed the August and September Board meeting schedule. Board members had indicated last week their interest to move Board meetings to the first part of each month. It was noted a change in the meeting schedule requires a by -law change. Motion by Malick, 2nd by Sicard to recommend to the Board a by -law change setting the monthly Unofficial County Board meeting on the first Tuesday of the month, starting in December, 2010. Carried unanimously. Discussion about the Board voting on resolution in October. 4. Information Technology Report a. Review of Google Phone Options — Boron reviewed options for using Google Voice in the County. He noted some time and effort to set up accounts for employees. Consensus of the Committee that use would be on a user choice basis. Boron will contact employees on how to use Google Voice. Discussion about pros and cons of open office software. He noted the new website has a couple of final issues to resolve before it is ready. He also commented on late year computer purchases. Discussion about assuring computer purchases are vetted through the IT department. 5. Building Services Report a. Status of Nursing Home Loading Dock — Tobin reviewed the bid results for the loading dock project at the Health Center. He noted the low bid was just over $73,000, considerably more than had been estimated. The Committee reviewed options. Tobin emphasized the work needs to be done and there is a structural issue with the building. Discussion about redesigning and rebidding. Motion by Malick, 2 nd by Sather to send the project back to the engineers for redesign and rebidding. Carried unanimously. 6. Human Resources report a. New Employees and Position Vacancies Report — Funk reviewed the current vacancy report and the status of NeoGov. b. Approval of Carlson - Dettman Consulting Services Agreement — Funk reviewed conditions of an agreement with Carlson= Dettman. She reported department heads have met with Charlie Carlson and that he has been well received. Motion by Malick, 2 nd by Sicard, to accept the offer of Carlson at $32,000 with a completion date within 90 days for non -union employees. Whiting to notify Carlson. Funk noted Carlson is open to an agreement acceptable to the County. Carried unanimously. Sather and Malick offered to assist in the effort if so needed. c. Status of'Position Descriptions —No action taken. d. Department on Aging Wage Grid Recommendations — Funk reviewed options for placement of the Aging staff on the non - represented wage grid. She noted the changes as presented would cost approximately $22,000 for the rest of 2010, and about $90,000 for a full year. Beckman spoke to the use of trust funds to help pay for these wage adjustments. Approximately $140,000 in the Aging Nutrition trust is available for use in 2011. Funk noted this is using the existing pay grid and not one adjusted by Carlson. Discussion about moving ahead with this year to be paid with contingency funds and using Carlson's work to determine next year's grid with the wage changes to be paid by the trust fund. Motion by Malick, 2 nd by Wentz to implement the pay grid as proposed for the Aging positions, starting October 10 paid from contingency funds, and with the understanding that the Carlson study could readjust the compensation further, and that the 2011 grid adjustments for Aging positions would be compensated by the Aging Nutrition trust account. 5 ayes, 1 nay (Sather) Motion carried. Discussion about whether any other positions in the County need to be considered for grid placement. 7. Finance Director Report a. Financial Reports — Pietrick reviewed her financial reports. Discussion about sales tax revenues, contingency funds and year to date expenditures and revenues. Discussion on the percentage variation between expenses and revenues in the operations report. Unofficial Discussion about controlling expenses for the rest of the year. Motion by Malick, 2 by Sicard that purchases may not be placed with a vendor after October 1 unless the chair of the parent committee or designee approves the purchases prior to placing the order. Discussion about dollar amount. Motion by Malick, 2n by Sicard to amend the motion that a dollar amount of $750 or more would be approved by the parent committee chair. Discussion. Carried unanimously. Action on main motion. Carried unanimously. Department heads are to be informed by email from Whiting. 8. Administrative Coordinator Report a. Review of 2010 WCA Resolutions — General discussion about how to evaluate the WCA resolutions. Consensus of the Committee to give voting discretion to the Chair at the WCA conference. Whiting to review with Standafer prior to his attending the conference. b. 2011 Budget Status and Options — Discussion about consideration of lowering the per diem and mileage reimbursements for Board members. Norton- Bauman noted a draft letter from Standafer intended for Board members on this. Consensus of Committee members to support Standafer sending the letter to the rest of the Board. Discussion about limitations on changing per diem mid -term. Motion by Malick, 2n by Sather for the Administration Committee to support Standafer forwarding his draft letter to Board members. Carried unanimously. Malick requested committee size be placed on the next meeting agenda. The Committee reviewed input received from employees and supervisors on how to address the budget shortfall. Pietrick and Whiting reviewed additional reductions from department heads received last week. They noted additional reductions from the Sheriff for vehicles, rifles, software and overtime. The IT budget was reduced. Clerk of Court reduced as well, and has other options that depend on interaction with the judges. Child Support's revenues increased. The Circuit Court budget was reviewed with the lead judge who preferred making cuts based on their priorities. Emergency Management and Communications budgets were discussion. The Medical Examiner was reviewed in light of the incumbent's pending resignation date. Options were reviewed. The Public Protection Committee will meet later this week on Medical Examiner options. Building Services submitted further reductions. The Committee reviewed the resulting gap of approximately $2m noting this difference does not include any levy increase or application of general fund reserves. Discussion about the future of levy limits. Pietrick noted shared revenue will increase by $21,000. She noted that by having transferred the HHS balance into the general fund and applying the past practice of applying half of the amount over 25% of the general fund reserve, would leave about $1.2m to apply to the 2011 budget. The HHS departments are still considering their options for reducing. Pietrick noted consolidating the finance functions between New Richmond and Hudson may allow for the reduction in staff. Discussion about consolidation of planning, zoning, real property, and other land records staff. Whiting reviewed discussions with Highway Department staff on the reduction of the tax levy. He noted they will try to absorb the health insurance costs but are concerned about funding flood repairs and possibly needing contingency funds within the next year. Discussion about the impact of labor negotiations, settlements or arbitrator's decisions on the 2011 budget and beyond. Discussion about following the fund balance applied forward approach and not considering any more than the $1.2m applied with the zero percent increase in the levy. Motion by Malick, 2 by Sicard that the budget is proposed .....__... -..... . Unofficial with no levy increase and a draw down of fund balance from the general fund consistent with past practice of approximately $1.2m. 4 ayes, 2 nays (Sather, Norton- Bauman). The Committee recessed at 12:30 p.m. The Committee came back from recess at 1:35 p.m. and discussed changes in the work week and potential savings. Discussion of what any wage increases would mean for the budget. Discussion about a 37.5 hour work and its impacts on operations. Discussion about longer term structure issues that impede staffing consolidation and other labor options. Discussion about whether the nursing home could implement ;a 37.5 hour work week. Johnson and Schroeder joined by phone. Johnson reviewed further reduction options including the impacts of a reduced work week. He said he would prefer having a target to aim at for reductions. He is trying to determine positions that could move from levy support to reimbursement options. He noted the health center shifts would have to be addressed with a shortened work week and would potentially put off some capital outlay expenses. Discussion about short and long -term options and the difference between finding cuts and making operational changes. Motion by Sather, 2 nd by Malick that the County implement a 37.5 hour work week for 2011, or a 5.5% labor reduction in hours for those .5 FTE positions or greater. Discussion about the ramifications on department generating revenue reimbursement for labor costs. Discussion about whether this option is better relative to further expense reductions. 5 ayes, 1 nay (Wentz). Concern expressed about loss of revenue in this approach. Whiting to inform department heads and ask for revenue impacts in their departments coming from a shorter work week. Discussion about publishing the levy. Wentz left at 2:04 p.m. Discussion on publishing the levy at the maximum increase of 3% with an Administration Committee recommendation of a 0% increase in the notice so as not to preclude the Board's right to decide the levy. Discussion about the administration secretarial position and finance consolidation between Hudson and New Richmond. Motion by Sather, 2 nd by Ruetz to remove the office coordinator position from Building Services. 3 ayes, 1 nay ( Malick). Staff is to continue to determine possible reductions and options for the next meeting. Review of the Circuit Court reductions. Motion by Sather, 2 nd by Sicard to maintain the original reduction of $7,700 plus reduce the drug court by $5,000, and leaving the $2,500 reduction in the family court commissioner for the Circuit Court budget. 3 ayes, 2 nays (Ruetz, Norton- Bauman). Discussion about informing department heads about the day's decisions. Request to review bond proceeds and projects status at the next meeting. c. Consideration of Hiring Freeze Options — Whiting discussed the subject of hiring freezes when vacancies occur as a possible way to address costs. The Committee discussed more review be taken prior to filling positions for options or simply to delay costs. Discussion regarding Board action that vacancies go through the parent committee and Administration Committee, and/or the Board to get approval to fill. Discussion about getting contract positions instead of regular employees, relevant to what is allowed per labor agreements. Motion by Sather, 2 nd by Ruetz to recommend to the Board a hiring freeze requiring approval by the parent committee, the Administration Committee and the County Board in order to fill position vacancies. Discussion characterizing the freeze as a Unofficial soft freeze, where positions can still get filled when determined necessary. Discussion on the resolution to the Board. Discussion about the appropriate role in this issue of the Administration Committee. Clarification with the motion maker that the intent is to apply policy to all positions. Carried unanimously. 9. County Board By -Laws a. Review of Substance Abuse Committee Structure — No action to be taken at this time pending the Substance Abuse Committee meeting later in the month. ADJOURN There being no further business to come before the Committee, the meeting was adjourned at 2:22 p.m. Respectfully submitted, Ryan Sicard Secretary