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HomeMy WebLinkAboutAdministration 11-15-10 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday November 15, 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: December 20, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: October 18, 2010 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation b. Review of Tax Deed Properties for 2007 Unpaid Taxes ** 3. Corporation Counsel Report a. Encroachments on Government Center Property by Adjoining Landowners b. Resolution to Add the Litigation Hold Policy to the County Board Operations Policies c. Resolution to Add the Review Process for Vacant Positions to the County Board Operations Policies 4. Human Resources report a. New Employees and Position Vacancies Report b. Clerk Typist HHS c. Admin Secretary HR/Building Services d. Corrections Officer/Patrol Deputy Positions" e. Nursing Home Position-s" f. Certified Nursing Assistant - -3 part -time positions 5. Finance Director Report a. Financial Reports 6. Administrative Coordinator Position Vacancy — Char-lie C ar 4 son C ea Doa.V.,,„ 7. Consideration of County Administrator Position — Charlie Carlson, Carlson Dettman ** 8. Monitoring Departments Ongoing Revenues and Expenditures 9. County Board By -Laws a. Amendment to the County Board Rules and Bylaws to Restructure the Substance Abuse Subcommittee 10. Joint Meeting with Building Facilities Planning Committee - 11:00 a.m. a. Status of Phase II b. Status of Ongoing Projects c. Items for Next Meeting 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. 8:12 AM 11/11/2010 Official Minutes of Committee Meeting ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday November 15, 2010 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER — Meeting was called to order at 8:30 a.m. by Chair Norton- Bauman. ROLL CALL - Members Present: Esther Wentz, Lorin Sather, Ryan Sicard, Buck Malick, Daryl Standafer, Sharon Norton - Bauman, Gene Ruetz Other present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Corporation Counsel Greg Timmerman, Loyla Waskul, Human Resources Administrator Tammy Funk, Building Services Director Art Tobin, Supervisors Roger Rebholz, Steve Hermsen and Roger Larson, Chief Deputy John Shilts, Sheriff Dennis Hillstead, Norm Matzek, Charlie Carlson of Carlson Dettman, HHS Director Fred Johnson, Nursing Home Administrator Frank Robinson, Dave Simons of SEH. ADOPTION OF AGENDA - Motion by Wentz, 2 nd by Sather. Carried unanimously. DATE OF NEXT MEETING: December 20, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: October 18, 2010 — Motion by Ruetz, 2 n by Wentz. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — Wentz reported no concerns to address. 2. Treasurer Report a. Monthly Reconciliation — Noble reviewed her monthly reconciliation. b. Review of Tax Deed Properties for 2007 Unpaid Taxes — Noble reviewed the number of delinquent tax properties she is seeing, including a number of lots in New Richmond that will go to tax foreclosure. Discussion about the process and merits of extending a taxpayer's option. 3. Corporation Counsel Report a. Encroachments on Government Center Property by Adjoining Landowners — Timmerman reviewed the draft letter to encroaching property owners. His letter addresses adverse possession concerns for the County. Discussion about planted items. Motion by Wentz, 2 nd by Sather to approve the letter and send to property owners. Carried unanimously. b. Resolution to Add the Litigation Hold Policy to the County Board Operations Policies — Motion by Malick, 2nd by Sather to approve as presented. Carried unanimously. c. Resolution to Add the Review Process for Vacant Positions to the County Board Operations Policies - Motion by Malick, 2nd by Sather to approve as presented. Discussion about how the Board could reverse this policy. Carried unanimously. 4. Human Resources report a. New Employees and Position Vacancies Report — Funk reviewed the vacancy report. Standafer noted the Chief Deputy has submitted his resignation effective January 3, 2011. b. Clerk Typist HHS — Funk noted that no action was needed at this time. c. Administration Secretary HR/Building Services — Funk noted this position is vacant and in the 2011 budget. She reviewed the position and how it would serve the departments it is responsive to. Tobin noted he is incurring an average of two hours per week of overtime that could be reduced or eliminated with this position. Discussion about Official options if the County were to create an administrator position. Motion by Malick, 2 by Wentz to approve hiring a temporary employee to fill the position. Discussion about options again. Motion carried 5 ayes to 2 nays. (Standafer, Malick) d. Corrections Officer/Patrol Deputy Positions — Hillstead reviewed the opening in the jail and the need to be able to fill patrol positions. He asked to refill the open position. Motion by Malick, 2nd by Sicard to recommend the Board approve refilling the jail position. Carried unanimously. Discussion about the motion from Public Protection to refill patrol and jail positions as they occur due the high need of the positions, rather than going through the newly adopted process. He added that vacancies create cost in overtime. Discussion about the merits of the request. Discussion about revisiting the policy going to the Board to create an exception for jailers and patrol positions from the soft hiring freeze policy. Timmerman suggested two resolutions, one dealing with this issue and the other to amend the operations policy that was previously adopted. Motion by Malick, 2nd by Sather to recommend a resolution excepting patrol and jail positions from the Board approval needed in the soft hiring freeze and to incorporate the exception into the operations policy previously approved. Carried 6 ayes to 1 nay. (Standafer) Discussion about options if the Public Protection Committee and the Administration Committee do not agree. e. Certified Nursing Assistant - 3 part -time positions — Funk reviewed the three CNA vacancies. Motion by Wentz, 2nd by Sather to approve recommending filling these positions to the Board. Carried unanimously. 5. Finance Director Report a. Financial Reports — Pietrick reviewed the financial reports. There were no questions. 6. Administrative Coordinator Position Vacancy — No action was taken. 7. Consideration of County Administrator Position — Charlie Carlson, Carlson Dettman — Carlson discussed options for converting to an county administrator. He reviewed how Calumet County started with an administrative coordinator and later converted to an administrator. He noted that clearly the trend is to go to an administrator position around the state. He noted the populist culture of the state and the change going to an administrator represents. He sees it as a three stage process. First, that at the Board level, it is decided to move to an administrator in principle. If at the Committee of the Whole, it is agreed to move, then the Board can decide in December. Then the full details of an administrator approach would be flushed out and formally adopted later, perhaps February. The last stage would be to hire for the position and having a process for reviewing how this has worked. He noted two significant changes the administrator's responsibility to put together a proposed budget for the Board. Second, the administrator is the leader from the standpoint of employment, meaning all department heads report to the administrator. He noted all operations policies need to be clear prior to hiring. He suggested other input from citizens and employees would help. He feels that by doing all this, it will demonstrate commitment to the position. He also suggested an interim appointment to have someone in charge during this transition period, someone who is not a candidate for the position. Discussion about how existing staff will transition relative to statutory requirements on Board appointed incumbents. Carlson noted the Board still has control over the transitions process. Discussion about hiring agreements and in what form. Motion by Sather, 2nd by Sicard to move in the direction of finding an administrator. Standafer noted how he has been sensitized to getting this done right rather than quickly after talking with board chairs and administrators from around the state. He noted the motion would give the County a direction leading into next week's Committee of the Whole meeting. He noted Carlson will facilitate the discussion and that several other counties' chairs and administrators will attend the Committee of the Whole meeting on this subject. Discussion about the need for the Board to discuss this issue. Motion by Malick, 2 nd by Wentz to amend the motion to move forward in accordance with the three stage process Carlson laid out. Action on amended motion, carried unanimously. Action on the main motion, carried unanimously. Official Malick questioned the compensation for an interim administrative coordinator if a sitting Board member acts in the interim position. Discussion regarding options for an interim position. Carlson walked through the process once again laying out decisions and when they would be made. Discussion about getting position descriptions and employment contracts, but Carlson thought that may be too much detail too early. He agreed to stress items and issues to address for the second stage before the Committee of the Whole. He agreed to advise for stage one at his hourly rate, and then if the County wanted to move forward that a more formal agreement as to who would be doing what between he and the County would be worked up. Motion by Standafer, 2 by Wentz to engage Charlie Carlson at his rate to address stage one as described earlier, including today and the Committee of Whole meeting. Carried unanimously. Carlson noted he has been collecting county wage comparisons. 8. Monitoring Departments Ongoing Revenues and Expenditures — The Committee discussed having departments share their month to month financial information. Discussion about concerns. Motion by Sather, 2nd by Wentz to give to the Committee monthly financial reports on department revenues and expenses. Motion to amend by Malick, 2 by Wentz that the information be the same that is given to parent committees. Carried unanimously. Action on original motion, carried unanimously. 9. County Board By -Laws a. Amendment to the County Board Rules and Bylaws to Restructure the Substance Abuse Subcommittee — Wentz explained the issues regarding member representation on the Substance Abuse Committee. She noted the HHS Committee will review the draft resolution. Motion by Malick, 2nd by Wentz. Carried unanimously. 10. Joint Meeting with Building Facilities Planning Committee — 11:00 a.m. — The Building Facilities Ad Hoc Committee called to order and the members met jointly. (Horne absent) a. Status of Phase II — Simons summed up the work of Phase II. He reviewed the scope and schedule of Phase II, its focus on the New Richmond facilities, space utilization for contemporary work spaces and analysis needed for the County. He reviewed five options for the future of the Health and Human Services staff being moving HHS staff to Hudson and the Health Center, moving HHS staff to Baldwin, building an addition in Hudson for HHS staff, building a new facility in New Richmond, and adding a judicial wing to the Government Center. He reviewed the costs of these options and what leasing space options there may be. He recommended the next steps be to present Phase II to the County Board and begin work on Phase III. Motion by Malick, 2nd by Wentz to accept Phase II and recommend to the Board to proceed with Phase III. Sicard left the meeting at 12:15 p.m. Carried unanimously. b. Status of Ongoing Projects — No projects were renewed. c. Items for Next Meeting — The Committee will review the conclusion of the Board's review. ADJOURN There being no further business to come before the Committee, the meeting was adjourned at 1:06 p.m. Respectfully submitted, Ryan Sicard Secretary