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HomeMy WebLinkAboutAdministration 12-20-10 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday December 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: January 17,2011 (closed) — * *January 18, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: November 15, 2010; December 7, 2010 ** OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. Veterans Services Report a. Review of 2010 Department Activities 4. Information Technology Report a. Electrical Service Project at Nursing Home ** 5. Corporation Counsel Report a. Encroachments on Government Center Property by Adjoining Landowners 6. Risk Manager Report a. Pepper Spray Policy b. Loss Control /Safety Services Contract 7. Human Resources report a. New Employees and Position Vacancies Report b. Review of Scope of Soft hiring Freeze Resolution c. Request to Fill AODA Counselor d. Request to Fill part-time RN/LPN e. Classification & Compensation report/recommendations - Charlie Carlson, Carlson - Dettman f. g. Request to fill Family & Children's juvenile monitoring ** h. Request to fill on -call positions at Health Center ** i. 2 RN ii. 3 LPN iii. 2 CNA i. Request to fill 2 YCSS Social Workers ** j. Request to fill 2 MST Therapists ** k. Request to fill Adult Protection Social Worker 1. Request to fill Benefit Specialist" m. Request to fill on -call positions at St Croix Industries ** i. Job Coach 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 Tuesday morning preceding a County Board meeting. Corrected and Amended - - -- 12:23 PM 12/17/2010 ii. Production Assistant iii. Van Driver n. Request to fill to cover during employee leave Birth to 3 Program ** o. Program Aide restructure ** 8. 10:00 a.m. Joint Meeting with Ad Hoc Labor Negotiations Committee - Closed session per WI Stat. 19.85 (1) a to discuss bargaining strategy relating to the WPPA and AFSCME bargaining units. Reconvene into open session. 9. Finance Director Report a. Financial Reports b. Review of 2011 IRS Mileage Reimbursement Rate 10. Administrative Coordinator Report 11. County Administrator Facilitation - Charlie Carlson, Carlson - Dettman a. Policy and Procedure Review for Change to County Administrator b. Consideration of Interim Coordinator. 12. County Board By -Laws 13. Review of Employee Recognition Dinner Site ** 14. Board Member Travel Request for St. Croix Crossing Lobbying Trip to Washington, D.C. 15. Request for $500 Funding of Coalition for the St. Croix River Crossing ** 16. Resolution to Reconfirm County's St. Croix River Crossing Resolution ** 17. Land & Water Conservation/Parks/UW- Extension Line Item Transfer for Copy Machine ** 18. Joint Meeting with Building Facilities Planning Committee — 11:00 a.m. a. Status of Phase II b. Review of Building Facilities Planning Ad Hoc Committee Status c. Status of Ongoing Projects d. 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 Tuesday morning preceding a County Board meeting. Corrected and Amended - - -- 12:23 PM 12/17/2010 Official Minutes of Committee Meeting ST. CROIX COUNTY ADMINISTRATION COMMITTEE DATE AND TIME: Monday December 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 8:35 a.m. ROLL CALL — Present: Gene Ruetz, Daryl Standafer, Ryan Sicard, Lorin Sather, Sharon Norton - Bauman Absent: Esther Wentz, Buck Malick (arrived at 8:37 a.m.) Others: Administrative Coordinator Chuck Whiting, County Clerk Cindy Campbell, Veterans Services Director Merlin Blaisdell, Treasurer Laurie Noble, St. Croix Industries Director Clark Schroeder, Katie Thermes, HHS Director Fred Johnson, Nursing Home Administrator Frank Robinson, Supervisors Roger Larson, Steve Hermsen, Buzz Marzolf and Roger Rebholz, Finance Director Michelle Pietrick, Human Resources Administrator Tammy Funk, Information Technology Director Tom Boron, Shayla Liebfried, Risk Manager Kristin Ziliak, Corporation Counsel Greg Timmerman, Building Services Director Art Tobin, Emergency Support Services Director Casey Swetlik, Norm Matzek, Dave Simons of SEH. ADOPTION OF AGENDA — Motion by Sather, 2nd by Standafer to approve the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: Tuesday, January 18, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: November 15, 2010; December 7, 2010 — Motion by Sicard, 2 by Sather to approve the meeting minutes of November 15, 2010 and December 7, 2011. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — No report. 2. Treasurer Report a. Monthly Reconciliation — Noble reported on tax collections. 3. Veterans Services Report a. Review of 2010 Department Activities — Blaisdell reported on veterans activities, including funds for needy veterans. He reported the veterans' assistance funds have been depleted for 2010. He noted Wanda Plourde will retire in 2011 and he will be seeking a replacement for the position. He noted Geri Campbell has received training and accredited as a claim officer. Discussion about the depleted veterans' assistance funds. 4. Information Technology Report a. Electrical Service Project at Nursing Home — Boron reported that this request is due to the new server rack and UPS device for the New Richmond facilities. He reported that moving to the Nursing Home would be a proactive step in light of the building issues at HHS and that he has funds left in his 2010 budget due to the vacancy of a position in his department earlier in the year. Motion by Sather, 2 by Sicard to approve the funding of this move paid from 2010 contingency funds. Carried unanimously. 5. Corporation Counsel Report a. Encroachments on Government Center Property by Adjoining Landowners — Timmerman reported on responses from property owners to his letter. He reported all property owners responded positively and understood the County's position. He felt the nature of the respondents' encroachments can be reviewed with the Committee in the spring for an agreeable action. 6. Risk Manager Report a. Pepper Spray Policy — Ziliak reviewed concerns for pepper spray use, particularly by social workers and staff review of the need for a policy. Discussion about whether a policy is needed. Consensus of the Committee is to not have a policy. b. Loss Control/Safety Services Contract — Ziliak reviewed an opportunity to join a contract with three other government entities with a certified safety professional for training and education support, for $25,000. Discussion about the selection of this group to join and whether bidding for the services may be an advantage. Discussion to move forward to take proposals for these services. Discussion about WMMIC's recommendation of the firm in question. Motion by Malick, 2nd by Sather to approve the proposal as presented by Ziliak to go with the proposed safety services with Municipal Electric Utilities of Wisconsin. Carried unanimously. 7. Human Resources report a. New Employees and Position Vacancies Report — Funk reviewed her report. There were no questions. b. Review of Scope of Soft Hiring Freeze Resolution — Funk reviewed the concerns that have risen in the interpretation of the resolution as to just what positions the resolution applies to. Discussion about reviewing each vacancy and position as they become vacant, and considering it a prudent operations approach to include part-time, temporary and contracted positions. Discussion about possible exceptions. Johnson reviewed some positions at HHS that had funding reimbursements attached. Discussion about vendor agreements as not being subject to the resolution. Consensus to interpret policy broadly to include part-time, temporary and contracted positions. c. Request to Fill AODA Counselor — Motion by Malick, 2nd by Ruetz, to recommend the Board approve filling all remaining position vacancies on this meeting's agenda. Discussion about need to continue this policy practice and options that may rise from this approach. Carried unanimously. d. Request to Fill part -time RN/LPN - Approved under Item 7c. e. Classification & Compensation report /recommendations - Charlie Carlson, Carlson - Dettman — Carlson reported by phone that he has received 22 of 28 counties paid information. He said he would meet with the Committee for a couple of hours on how the pay plan would work. He will draw up a plan and report back to the Committee. He sees the work concluding by end of January, and is targeting the March Board meeting for approval. f. Request to increase hours of Prevention/Nutrition Program Coordinator — No action — removed from agenda g. Request to fill Family & Children's juvenile monitoring - Approved under Item 7c. h. Request to fill on -call positions at Health Center - Approved under Item 7c. i. Request to fill 2 YCSS Social Workers i. 2 RN - Approved under Item 7c. ii. 3 LPN - Approved under Item 7c. iii. 2 CAN - Approved under Item 7c. j. Request to fill 2 MST Therapists - Approved under Item 7c. k. Request to fill Adult Protection Social Worker - Approved under Item 7c. 1. Request to fill Benefit Specialist - Approved under Item 7c. m. Request to fill on -call positions at St Croix Industries i. Job Coach - Approved under Item 7c. ii. Production Assistant - Approved under Item 7c. iii. Van Driver - Approved under Item 7c. n. Request to fill to cover during employee leave Birth to 3 Program - Motion by Malick, 2nd by Sather to recommend approval to the Board. Carried unanimously. o. Program Aide Restructure — Motion by Malick, 2 by Sather to recommend approval to the Board. Carried unanimously. 8. 10:00 a.m. Joint Meeting with Ad Hoc Labor Negotiations Committee - Closed session per WI Stat. 19.85 (1) a to discuss bargaining strategy relating to the WPPA and AFSCME bargaining units. Reconvene into open session. Motion by Malick, 2 by Sather, carried unanimously. Closed session at 10:05 a.m. Present with the Committee in closed session: Marzolf, Rebholz, Pietrick, Funk, Whiting. Motion by Standafer 2n by Sather to reconvene into open session. Carried unanimously. Committee reconvened at 11:01 a.m. 9. Finance Director Report a. Financial Reports — Pietrick reviewed her reports. She noted the books for 2010 will be closed for auditing purposes March 31, 2011. b. Review of 2011 IRS Mileage Reimbursement Rate — Pietrick noted the IRS reimbursement rate changed to $.51 per mile. 10. Administrative Coordinator Report — Whiting noted he is cleaning his files, leaving a couple of issues for the Committee to deal with and expressed his appreciation for having worked for the Committee and County these past 10 plus years. 11. County Administrator Facilitation - Charlie Carlson, Carlson - Dettman a. Policy and Procedure Review for Change to County Administrator — Carlson summarized his work for the County on this to date. Discussion about the staff work needed to make the changes, including policy rewrites, which he sees happening January to March. He reviewed having management staff in place to work on these things. b. Consideration of Interim Coordinator — Carlson reviewed options for an interim coordinator, using a retiring coordinator, Barb Petkovsek from Adams County as an interim. He offered to have an agreement with Carlson under which Petkovsek would work. He figured the currently budgeted amounts for the position could cover this arrangement. Discussion about the advantages of having the relationship with Carlson and working with Petkovsek. Standafer noted having talked with her. Discussion about an acceptable cost for this work. Discussion about the steps, processes and areas to be addressed as a result of his work. Discussion about how to collect information from other counties and get to the Committee. Discussion about the transition and an acceptable cost. Motion by Standafer, 2 by Malick to proceed with Carlson for assistance in transitioning the coordinator position for $7,500 a month. Discussion on the option and review of related information. Discussion to have Carlson include a timeline and benchmarks in the agreement with him. Motion carried 5 ayes, one nay (Sather). 12. County Board By -Laws — No report. 13. Review of Employee Recognition Dinner Site — Funk reviewed how the site for the employee appreciation dinner was selected. Discussion about the appearance of possible conflict of interest. Motion by Standafer, 2 by Malick to approve the selection of the banquet facility at Kilkarney Golf Club for the employee recognition dinner. Carried 5 ayes to 1 nay (Sather). 14. Board Member Travel Request for St. Croix Crossing Lobbying Trip to Washington, D.C. — Standafer reported on a delegation going to Washington on the river crossing, possibly in March. Discussion about practicality of such a trip. Consensus to wait on how plans may develop. 15. Request for $500 Funding of Coalition for the St. Croix River Crossing — Standafer and Rubin have been participating in the formation of a new Coalition for the St. Croix River Crossing. Standafer moved, 2nd by Sather to request $500 for funds for the Coalition, along with Stillwater and Washington County from 2010 contingency funds. Carried unanimously. 16. Resolution to Reconfirm County's St. Croix River Crossing Resolution — Standafer summarized past County action on the Stillwater Bridge. Malick noted changes to consider given the recent decisions regarding the river crossing project. Motion by Standafer, 2 by Malick, approving support of constructing a new St. Croix River crossing bridge. Malick summarized issues addressed in his draft amendments to the resolution, noting Congress can make changes to allow for the river crossing, including noting cost savings he felt would make approving the bridge by Congress more likely. Malick noted removing cost items such as bicycle paths and historic preservation concerns could help reduce the project cost. Discussion regarding whether the proposed changes may complicate the issue. Motion by Malick, 2nd by Ruetz to amend the motion to include the word "new" in two places in the proposed resolution where the bridge is referred to, and change bicycle paths to recreational paths. Amendment carried unanimously. Action on main motion fails, 2 ayes, 3 nays (Norton- Bauman, Standafer, Sather) Motion by Standafer, 2 by Ruetz, to approve the original draft motion. Discussion to point out in the resolution that prior resolutions have been adopted. The resolution being acted upon under this motion does not included italicized language proposed by Malick. Standafer noted corrections to be noted. Carried 5 ayes, 1 nay ( Malick). 17. Land & Water Conservation /Parks/UW- Extension Line Item Transfer for Copy Machine — Hermsen reported on the Committee's need for a funds transfer for a new copier. Motion by Ruetz, 2 by Sather to approve the funds transfer for this purchase. Carried unanimously. 18. Joint Meeting with Building Facilities Planning Committee — 11:00 a.m. a. Status of Planning Study Phase II — Rebholz noted Phase II concluded as was shown in the presentation before the County Board. Rebholz noted there was never an intention of moving or laying a brick until the full study was complete. Discussion about how to determine space use and maintain open communication within a planning structure. Johnson reviewed options for the County that have been studied on the Health Center and assisted living that was reviewed by the HHS Committee. b. Review of Building Facilities Planning Ad Hoc Committee Status — Rebholz noted he thought the Committee should continue to the conclusion of the study. Discussion about the future of the Committee and options to consider, including continuing the committees as has been done, meeting jointly and extending the committee to April of 2012. Motion by Standafer, 2 by Sather to continue the working relationship as it has been in which the Building Facilities Planning Committee continues to meet jointly with the Administration Committee. Carried unanimously. c. Status of Ongoing Building Projects — No report. d. Items for Next Agenda — The consensus of the two committees was to proceed with Phase III as the Health Center issues are developed. Discussion about scheduling discussion on the future of the nursing home. Supervisor Hermsen requested a review of the website can be on the January Committee agenda. Campbell noted she is working on getting archived data on the website. ADJOURN There being no further business to come before the Committee, the meeting was adjourned at 1:13 p.m. Respectfully submitted, Ryan Sicard Secretary