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HomeMy WebLinkAboutCommittee of The Whole 06-01-10 ,,,, • NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY, WISCONSIN COMMITTEE OF THE WHOLE Tuesday, June 1, 2010 — 7:00 P.M. County Board Room, St. Croix County Government Center 1101 Carmichael Road, Hudson, Wisconsin 6:30 p.m. — County Board Supervisor Group Picture — Government Center Parking Lot CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING APPROVAL OF MINUTES OF PREVIOUS MEETINGS OLD AND NEW BUSINESS: 1. Explanation of the purpose and function of The Committee of the Whole 2. County Board and Committee Meeting Schedule 3. Annual Department Reports 4. Building Facilities Discussion and New Richmond Water Tower Issues 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. 12:06 PM 5/12/2010 UNOFFICIAL MINUTES COMMITTEE OF THE WHOLE Tuesday, June 1, 2010 — 7:00 P.M. Community Room, St. Croix County Government Center Meeting called to order by Vice Chair Wentz at 7:00 p.m. Present: 19 members (Stauffer arrived at 7:15 p.m.) Others Present: Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman, Building Services Director Art Tobin, Dave Simons and Dave Carlson both of SEH and County Clerk Cindy Campbell Motion by Standafer, 2 nd by Larson to adopt the agenda. Carried unanimously. Old and New Business: 1. Explanation of the Purpose and Function of the Committee of the Whole. Chair Standafer explained the Committee of the Whole is for deliberation and investigation with no expectation of action. This committee could amend or take a vote to request another committee to consider. The Committee of the Whole reports to the County Board which is a legislative assembly. Standafer explained Roberts Rules provides this committee does not adjourn but rather "rise and report". The Committee of the Whole cannot postpone or table actions. 2. County Board and Committee Meeting Schedule. County Clerk Campbell indicated there have been several committee meeting adjustments to the initial schedule Whiting drafted. The Rules and Bylaws provide the County Board shall meet the third Tuesday of the month with the exception of February and July in which no meeting is scheduled. The Rules and Bylaws also provide documents for County Board action shall be mailed not less than five days prior to each meeting of the County Board. Discussion regarding late receipt of documents in the County Clerk's office for the County Board mailing. Standafer explained supporting documents before the County Board should include a legal, financial and personnel review and changing the date of the County Board may help in the workflow. Campbell suggested legal, financial and personnel review be done before committee meetings. Another consideration is moving the County Board meeting to the first week of the month and hold committee meetings later in the month. Malick indicated he would like to receive documents via email in addition to hard copies mailed. Timmerman suggested any business of a committee forwarded to the County Board be brought before the County Board the following month. Timmerman added legal, financial and personnel reviews should be done before committees meet and indicated departments need to plan better to get this done. Hermsen indicated Fodroczi is lobbying for the Community Development Committee to meet later in the month. Norton- Bauman suggested moving the County Board meeting to the first Tuesday and Community Development to the third Tuesday. Motion by Malick, 2 nd by Sicard referring to the Administration Committee the suggestion of suspending the bylaws for one or two months and move the County Board meeting to the first week of the month, making all documents due in the County Clerk's office six days before the meeting and maintain the five - day mailing deadline in addition to sending documents via email. Discussion regarding sending documents via email and the paper and ink expense to county board members. Standafer indicated a fair expectation is to have the work done by a committee in a given month and not be expected to be on the County Board agenda until the following month. Carried unanimously. 3. Annual Department Reports. Campbell asked the County Board Supervisors what they would like to hear from Department Heads for their annual reports. Shearer suggested more direct and less narrative -- not as much detail but more bullet points and all departments use the same template in a written report. Horne suggested the full handout in advance of the meeting to review ahead of time and to include Department Heads' name and phone number on each report. Discussion regarding limiting oral reports to seven minutes. Standafer suggested all annual reports be heard at the organizational meeting in April. Malick indicated the Board is making more progress this term towards using metrics on finding ways to measure department activities as discussed at goal setting and improves the comparability between departments and comparability of departments from year to year. Malick added the County Board cannot dictate to elected officials but may request they follow an annual report template. Norton- Bauman expressed concerns regarding Department Heads sitting through the County Board meeting waiting to report. Shearer suggested blocking a time for Department Heads to report. Campbell asked if the County Board would like to hear committee reports and reports of the outside groups (i.e. WestCap, IFLS, etc.). Standafer suggested those outside groups report to their standing committees. Malick suggested carrying committee reports on the agenda without the expectation the committee is required to report but any committee chair feels empowered on reporting on what's happening in the committee. Norton- Bauman stated having committees bring information to the Board could help us work better together as issues come forward. Sather likes the idea of the use of an annual report template. Timmerman stated the agenda has committee reports as an item and indicated it would be better to list under the committee what they plan to report on. 4. Building Facilities Discussion and New Richmond Water Tower Issues. Present from Short Elliot Hendrickson (SEH) were Dave Simons and Dave Carlson. Standafer stated he is hopeful this committee could come to a consensus tonight on the water system noting timing issues and mutual interests with the City of New Richmond and on the existing Health and Human Services (HHS) building. Simons stated the water system issues on the New Richmond (HHS) campus tank currently does not comply with DNR and OSHA standards. DNR concerns related to water quality and OSHA concerns relate to safety. Simons reviewed lead paint issues and abandoned lines which could result in contaminated water. Options reviewed. Option 1 is to keep the existing tank in service and replace piping at an estimated initial cost of $430,000 and ongoing tank maintenance. Option 2 is to remove the tank and connect to city water which would require replacing the piping system, demolish the tank and booster pump, relocate communications equipment to a Monopole, add a recirculation line and connect to city water at an estimated cost of $305,000 with no ongoing costs. Discussion regarding option 2 and leasing land for communications equipment. In addition, the city will need another tank in the vicinity of the county farm for the high pressure zone. Discussions are ongoing with the city on the potential joint project to include county water improvements and a city tank. Review of the site showing existing and proposed water lines. Discussion regarding tank location. Funding opportunities reviewed by Dave Carlson noting two funding mechanisms for this project. Safe Drinking Water Fund (SDW) through the DNR and Community Development Block Grant Fund (CDBG) through the Department of Commerce with the potential to get 30% funding. The programs are generally competitive and based on a scoring system. Carlson explained the City currently has an application to the DNR under consideration for the City only. Discussion regarding amending the City's application to the DNR. Carlson stated he recently learned this application is not amendable. The CDBG funding benefits low income households. Carlson indicated the nursing home and WIC services offered at HHS are considered to be for low income housing. Expanding services would be required by CDBG for this project. Discussion regarding expanding services to meet CDBG requirements. Timmerman stated if the County expands its services it doesn't take long to spend $100,000 on staff, which would be an ongoing expense. Sather asked if the County may start the project then look for funding. Carlson stated with DNR funding, yes; with CDBG funding, no. Standafer stated this project is critical. Whiting suggested looking at the bonds recently sold and projects scheduled and the potential to replace items based on the timing or include this project in next year's budget. Simons stated there is no compelling reason to do it this year other then the prices are lower. A letter of support for a grant submittal would be required or a resolution of the County Board. Standafer asked if there was a consensus on the existing HHS building to not spend money on the building other then to proceed with projects related to health and safety. Wentz stated health and safety issues need to be addressed. By a show of hands, the consensus was in favor of not to put money in HHS building except to have the bare minimum of health and safety issues addressed. Adjourned at 9:30 p.m. Vice -Chair Ester Wentz Cindy Campbell, Recording Secretary