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HomeMy WebLinkAboutAdministration 09-29-10 r NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Wednesday September 29, 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: October 18, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: September 1-3,2010; September 20, 2010 OLD AND NEW BUSINESS: 1. Review of Minutes of September 14, 2010 Administration Committee ** 2. Human Resources report a. Position Vacancies Hiring Requests 3. Administrative Coordinator Report a. 2011 Budget Status and Options b. Review of Bond Proceeds and Projects Status c. Review of Hiring Freeze Resolution d. Review of Health Insurance and Premium Policy e. Review of Spending Limit Policy and Process from September 20 Meeting 4. County Board By -Laws a. County Committees Size 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. 8:08 AM 9/27/2010 Official MINUTES OF MEETING • ST. CROIX COUNTY • ADMINISTRATION COMMITTEE DATE AND TIME: Wednesday September 29, 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 — Present: Sharon Norton - Bauman, Daryl Standafer, Esther Wentz, Buck Malick, Lorin Sather, Ryan Sicard Absent: Gene Ruetz Others present: Steve Hartmann of AFSCME, Katie Thurmes, Finance Director Michelle Pietrick, HHS Director Fred Johnson, Kim Dupre, Supervisor Roger Rebholz, Highway Commissioner Tim Ramberg, Building Services Director Art Tobin, Human Resources Administrator Tammy Funk, District Attorney Rick Johnson, Administrative Coordinator Chuck Whiting ADOPTION OF AGENDAS --Motion by Wentz, 2 by Standafer, to approve the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: October 18, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: September 1 -3, 2010; September 20, 2010 - Action deferred to the October 18, 2010 meeting. OLD AND NEW BUSINESS: 1. Review of Minutes of September 14, 2010 Administration Committee — Whiting addressed the minutes from September 14 that included information that had not been discussed during the meeting. Motion by Standafer, 2 by Wentz to strike the language from the minutes. Discussion about clarifying the information in the minutes with a notation. Carried unanimously. 2. Human Resources report a. Position Vacancies Hiring Requests — Funk reviewed current position openings that have been brought forward from departments since the last Committee meeting in anticipation of hiring. Ramberg spoke to five current openings in the Highway Departments. He explained how his department fills positions. Whiting explained decisions to make later in the meeting on the hiring freeze resolution and the recommendations ou the positions. Discussion about the intent of the original soft freeze. Discussion about the need for the positions in the Highway department. Discussion about supporting a hiring freeze and existing policies that allow the County to review vacant positions. Motion by Sather, 2nd by Wentz to continue with the existing operations policies that in effect allow Highway to fill their vacant positions. Carried unanimously. 3. Administrative Coordinator Report a. 2011 Budget Status and Options — Whiting explained the impact of the health insurance costs work for the Highway Department. Ramberg further explained how their incidental labor costs work. Pietrick reviewed the changes to the budget that have occurred since the Official last meeting on both the revenue and expense sides. Johnson reviewed state revenue changes in Health and Human Services. Pietrick proceeded through a list of budget changes. Discussion about the health insurance premium deficit and how to address it. Whiting recommended use of fund balance or contingency funds to balance the budget. It was noted that a balanced budget at this point contains nothing for wage adjustments. Discussion about concluding the budget and setting the notice of the tax levy at a 3% increase. Discussion about use of fund balance and other options for longer term budgeting needs. Review of employee cost savings ideas. Discussion about selling County property. Discussion about County priorities and labor costs. Discussion about subsidizing the nursing home and private pay residents. The Committee reviewed the levy increase for the nursing home. Johnson reviewed nursing home operations costs. He spoke to developing a business plan for the nursing home. Discussion about nursing home options, issues and patient mix. Discussion about private pay rates. The Committee recessed for fifteen minutes. Discussion of four ten hour work days and use of the Ag Center building. Discussion about health insurance for employee couples. Discussion about car pooling and travel to department head meetings. Discussion about cutting the administration secretary position from the budget. Discussion about on -call pay, smart phones, staff development, training travel and conference attendance. Motion by Malick, 2nd by Standafer that an estimated $20,000 for health insurance from employee couples is placed back into the budget. Discussion about addressing the policy that addresses the employee couple health insurance issue. Carried unanimously. Motion by Malick, 2 by Wentz to reduce the budget by a further $38,000 to reflect shifts in yet to be determined health insurance costs. Carried unanimously. Motion by Sather, 2 by Norton -Bauman to remove the 33 hour a week administration secretary position. Discussion about the need for the position between administration and building services. Motion failed: 1 aye. (Sather) 5 nay (Standafer, Sicard, Norton- Bauman, Wentz, Malick). Motion by Malick, 2 by Sather to budget zero dollars for the contingency fund and instead budget the amount for additional health insurance fund balance. Discussion about the motion. Suggestion by Malick that it instead be funded from delays in hiring. More discussion. Motion failed: 1 aye (Malick) 5 nay (Standafer, Sicard, Wentz, Norton - Bauman, Sather). Discussion about the status of finance software. Motion by Malick, 2 n by Sicard to transfer from fund balance to balance the increase health insurance costs per the County's health insurance premium policy. Carried unanimously. Discussion about reporting budget status to the Board as a Committee report at the October 5, 2010 Board meeting. b. Review of Bond Proceeds and Projects Status — Motion by Sicard, 2 by Malick to table until the October 18, 2010 Administration Committee meeting. Discussion about covering the status of bond. Carried unanimously. c. Review of Hiring Freeze Resolution — Discussion about the need for a hiring freeze and a resolution for County Board consideration. Funk shared a draft resolution. Discussion on the nature of soft hiring freeze and/or a process for hiring. Discussion about Board involvement in hiring for vacant positions. Motion by Sather, 2 by Malick to implement a hiring freeze process in a resolution for the Board to consider. Discussion about reinforcing current policies for review of vacant positions. Discussion about the authority of the Administration Committee and the role of the County Board, relative to current policies. Motion carried unanimously. Official d. Review of Health Insurance and Premium Policy — The Committee reviewed funding the difference between the two insurance fund balances and the 25% of expected claims amount in their budget discussion where Whiting had estimated the amount to be about $259,000 between the two funds. Motion by Malick, 2 nd by Sather to table pending review by legal regarding the aggregate stop loss percentage. Carried unanimously. e. Review of Spending Limit Policy and Process from September 20 Meeting — Discussion about the response of departments on the $750 spending limit acted upon at the last meeting. Whiting noted most department heads that replied favors addressing reductions in their budgets. Discussion that the intent of the action had been to discourage unplanned or unneeded expenses through the rest of the year. Motion by Sather, 2 nd by Malick to recommend a resolution to the County Board a policy requiring purchases of $750 or more is approved by committee chairs for the rest of this year. 5 ayes, 1 nay (Wentz). 4. County Board By -Laws a. County Committees Size — Discussion about the number of committee members on committees. Discussion on meetings and their productivity, awareness of County issue awareness. No action taken. ADJOURN There being no further business to come before the Committee, the meeting was adjourned at 12:11 p.m. Respectfully submitted, Ryan Sicard Secretary