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HomeMy WebLinkAboutAdministration 01-18-11 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING AND AGENDA ADMINISTRATION COMMITTEE January 18, 2011 — 8:30 A.M. AMENDED St. Croix County Government Center — Room 1281 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: Tuesday, February 22, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: December 20, 2010 and January 4, 2011 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation b. Seasonal Employees for Tax Collections 3. * *County Clerk Report a.Document Scanning Status b.Agreement to Provide Statewide Voter Registration Services to Village of Baldwin 4. * *Veterans' Service Officer Report a. Part-time temporary help 5. Corporation Counsel Report a. William Sandoval Claim 6. Human Resources Report a. New Employees and Position Vacancies Report b. Soft - freeze hiring resolution C. "Filling of Patrol Positions d. p equestte fi'�atrel Captain eriA�sDepai4fnen4 , Li S � D ,4v,, e. i teq�tte f i l l P atro l f p equestte fi'�atrelSergeaat Sneri s Depai4fneat g. p equestte fi'�atrelPesit3enSneriA�sDepai4fneni h. Request to hire temp to provide coverage during Maternity Leave - -Clerk of Court i. Request to h ' j. Willis Contract 2011 k. Pay Study Workshop -- Charlie Carlson, Carlson - Dettman 1:00 p.m. 7. Finance Director Report a. Financial Reports b. ALIO Report per Supr. Sather's Request c. Status of the Bond Proceeds 8. County Administrator Facilitation - Charlie Carlson, Carlson - Dettman — Status Report a. Policy and Procedure Review for Change to County Administrator b. County Board By -Laws 9. Live Cablecast of County Board Meetings 10. Authorization to Exceed Lodging Maximum Allowance —WCA Legislative Exchange - Standafer 11. Report on Redistricting Based on 2010 Census — Ellen Denzer ** 10:00a.m. Items may be taken in different order * *Additions /Changes /Corrections • 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 Tuesdav morning preceding a County Board meeting. 1/14/2011- -8:03 AM ADMINISTRATION COMMITTEE January 18, 2011 — 8:30 A.M. 12. "Preparation for Goal Setting Session 13. "Reminder of Committee Evaluations of Department Heads 14. Joint Meeting with Ad Hoc Building Facilities Long -Term Planning Committee — 11:00 a.m. a. Status of Planning Study Phase III b. Space for ADRC Contracted Staff c. Site to Site Communication — Telephone /TT (Fred Johnson and Tom Boron) d. Status of Ongoing Building Projects e. Items for Next Agenda ADJOURN Items may be taken in different order * *Additions /Changes /Corrections 1/14/2011- -8:03 AM Official Minutes of Committee Meeting ST. CROIX COUNTY ADMINISTRATION COMMITTEE January 18, 2011 — 8:30 A.M. 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 — Present: Daryl Standafer, Ryan Sicard, Lorin Sather, Sharon Norton - Bauman, and Buck Malick (arrived at 8:34 a.m.); Absent: Esther Wentz and one vacancy Others Present (not listed below): Norm Matzek ADOPTION OF AGENDA — Motion by Sather, 2nd by Standafer to approve the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: Tuesday, February 22, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: Motion by Sicard, 2nd by Standafer to approve the meeting minutes of December 20, 2010 and January 4, 2011. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — No report. 2. Treasurer Report — Laurie Noble a. Monthly Reconciliation — No questions. b. Seasonal Employees for Tax Collections — Noble requested approval to have seasonal employees during the peak of tax collections. Norton - Bauman indicated this will be addressed later in the meeting. 3. County Clerk Report — Cindy Campbell a. Document Scanning Status — Campbell reported her staff is working on scanning agendas, minutes, resolutions and ordinances. She indicated this is a timely process and is temporarily short- staffed and has taken on extra duties with the Administrative Coordinator's vacancy. She hopes this addresses Steve Hermsen's website request from last meeting. b. Agreement to Provide Statewide Voter Registration Services (SVRS) to Village of Baldwin — Campbell explained the Village of Baldwin currently has vacancies in the Clerk/Treasurer and Deputy Clerk positions. With the upcoming Spring Primary election, the village has no one to work in SVRS. A Memorandum of Understanding (MOU) has been drafted for the County Clerk's office to do voter registration duties for the village for the Spring Primary election, and if necessary, for the Spring Election. Motion by Sather, 2nd by Standafer to approve the MOU to do voter registration services for the village of Baldwin for the Spring of 2011 elections. Carried unanimously. 4. Veterans Services Report — Merlin Blaisdell a. Part -time Temporary Help — Blaisdell requested part-time temporary help during a six to eight week staff vacancy due to surgery. Norton- Bauman stated the soft hiring freeze will be addressed later in the meeting. Discussion determined an estimated $4,000 for part-time help. 5. Corporation Counsel Report — Greg Timmerman a. William Sandoval Claim — Timmerman reported a claim has been filed against the County for an accident on County Road I outside of Somerset. The claim is requesting $5,000,000 along with a Administration Committee January 18, 2011 Page 2 of 6 request by the spouse for $1,000,000 for loss of companionship and society. Plaintiff's attorney has provided the same claim to landowners. 6. Human Resources Report — Tammy Funk a. New Employees and Position Vacancies Report — Funk reviewed her report. There were no questions. b. Soft Hiring Freeze Resolution — Discussion regarding the soft hiring freeze process. Malick would like to see the process continue with the County Board as part of the review process as this is the only practical way the public gets knowledge of this. Standafer stated this resolution was well- intended but has gotten us into the law of unintended consequences and has created more work for staff Malick suggested giving this process another few months to get past the beginning of the year rush. Discussion regarding seasonal help and to exempt seasonal help from the process. Malick suggested having this discussion with the County Board at the March meeting and to postpone this discussion until the next Administration Committee meeting. Timmerman provided a draft to assist in clarifying the intent of the position review policy. Committee members requested the draft be included as part of the minutes. VACANT POSITION REVIEW POLICY Greg Timmerman, Corporation Counsel January 14, 2011 1 was asked to draft some language to clarify the intent of the position review policy established by the "soft hiring freeze" resolution adopted on October 5, 2010. Below is proposed language. I structured the coverage of the proposed policy based on the last Administration Committee meeting in which it appeared to be decided that all forms of employment with the County were contemplated, which resulted in 11 resolutions being presented to the County Board I offer this language as a starting point. A. In order to further the continuing goal of improving County operational efficiencies without jeopardizing the provision of essential County services, a vacant position review policy is implemented. This policy applies to: regular full -time positions; regular part -time positions; full -time and part -time contract employee positions; temporary positions, including on -call, casual, reserve or auxiliary, summer or seasonal, limited -term employee (LTE), or fill -in help. It also applies to any of the above positions that have never been filled. B. If a vacancy occurs in any position described above, or if there is a wish to fill a position that has never been filled, the position shall not be filled unless the need for the position is first reviewed and the filling of the position is approved by the parent committee and the Administration Committee. I took the category of positions from the Employees Handbook, Article 111, Section 3. (Tammy, I also note that Article 111, Section 2, is a position administration section based on Springsted and the SAFE System. Doesn't that need to be removed ?) The requirement for County Board approval is proposed to be removed from the vacant position review policy. This proposal is based on my perception of a substantial lack of interest by the County Board at the January, 2011 meeting to undertake the review process of the 11 resolutions presented to it. By removing the County Board from the review process, it also eliminates the need to identify the exempt positions from the Sheriff's Office. I contemplated adding language to the proposal that, in the event the parent committee and the Administration Committee did not agree on whether to fill a position or not, either committee could take the matter to the County Board for a final decision. Technically, it is implicit in a situation where 2 committees cannot agree that the County Board can step in. But sometimes it's good to state that. If the Administration Committee favors removing the County Board from the process, the committee can decide whether or not to add that language. Administration Committee January 18, 2011 Page 3 of 6 Ultimately, a policy should be presented to the County Board to be added to the County Board Operations Policies. GREG TIMMERMAN CORPORATION COUNSEL ST. CROIX COUNTY 715-381-4315 Motion by Standafer, 2nd by Malick to approve the draft from Timmerman. Carried unanimously. Motion by Malick, 2nd by Sather to table this matter until the March Administration Committee meeting. Carried. Malick requested orderly justification memos in February for the Treasurer and Veterans' position requests. Discussion regarding seasonal help and hiring relatives temporarily. Norton - Bauman indicated Funk is working on a policy to be disseminated to all Department Heads and Constitutional Officers concerning seasonal help, putting a list together for seasonal help and who can be on the list and who cannot. c. Filling of Patrol Positions — Sheriff Shilts distributed information regarding exercising his right to fill vacancies pursuant to Wis. Stats. §59.26(3). Shilts explained he has the authority to fill appointee positions within his department without honoring the soft hiring freeze but understands the need to work with the County Board and proper budgeting. Malick confirmed this is strictly to sworn officers and not clerical staff. Brief discussion regarding double bunking and minimum staffing in the jail. d. Request to Hire Temp to Provide Coverage During Maternity Leave — Clerk of Court - Clerk of Court Lori Meyer stated Judge Needham's courtroom clerk will be on maternity leave sometime in March. Meyer would like to bring back a recent retiree to work three days a week for a maximum of twelve weeks and does not anticipate a budget impact only if she is forced to use overtime. Motion by Sather, 2nd by Malick to approve the request and take to it to the County Board with written justification. Carried unanimously. e. Willis Contract 2011 — Funk reported St. Croix County has contracted consulting services to market health, dental, life insurance and employee assistance. Funk presented an agreement from Willis of Wisconsin, Inc., Vice President Ryan Barbieri. Barbieri replaced Sara Hames. Funk indicated the agreement provides for a $30,000 annual fee plus travel charges of $75 per hour. In 2010 approximately $27,000 was paid to Willis. Discussion regarding renewal vs. non - renewal and waiting until the new Administrator is onboard. Timmerman stated the agreement from 2006 would continue if we choose not to renew and stay with the old agreement until an Administrator is hired. Discussion. Motion by Malick, 2nd by Standafer to respond with a proposed amendment which we are prepared to accept, under item V. Term /Termination, the first sentence remains the same, accepting the term from January 1, 2011 to December 31, 2011 and add after the first sentence, "This agreement shall not automatically renew." and strike everything from "Thereafter" and on. Sather stated the old proposal was adequate. Malick and Standafer withdrew the motion. No objection from the other committee members. The consensus of the committee was to continue under the existing contract until further notice. f. Pay Study Workshop — Charlie Carlson, Carlson - Dettman 1:00 p.m. - Charlie Carlson presented a Pay Plan Workshop regarding Non - Represented Staff Compensation. Carlson reviewed the components of a good plan and the impact of unions on the process. Review of job evaluation system — training and experience, decision - making, thinking challenges and problem - solving, interactions and communications, and working conditions. Point factor system reviewed. Carlson stated his proposed plan is based on existing job descriptions. Carlson reviewed benchmark jobs. Current plan covers 170 employees in 106 job classifications. Measurement objectives include collecting pay ranges and actual salaries, pick jobs that are relatively easy to match and are representative of the breadth of the pay plan and make sure the benchmarks encompasses at least 50% of employees in the current pay plan. Carlson Administration Committee January 18, 2011 Page 4 of 6 is recommending 40 benchmarks jobs which cover 110 of the 170 employees (65 %). Review of market measurements. Carlson stated the current pay ranges are too wide for a step system and the steps are too big. Almost 75% of the employees are at the range maximum. Carlson suggests hiring be at the minimum point with small steps per pay plan and two years between step increases rather than one. Discussion. Next steps are to design a plan that fits; review recommendations with the Administration Committee for action; present final plan and supporting policies to the County Board; following adoption and implementation, recommend that employees have an opportunity to appeal. Completion is preferred by June before budget preparation. Carlson will present information to Department Heads on February 4, 2011 and plans to provide pay plan options to the Administration Committee in February, act on it in March at Administration and present to the County Board in April. 7. Finance Director Report — Michelle Pietrick a. Financial Reports — Pietrick reviewed her reports. b. ALIO Report per Sup. Sather's Request — Pietrick stated the directive was to see what CESA 10 could do for us with the ALIO program. Pietrick stated IT and Finance Departments have been working with Weidenhammer (owner of ALIO) for the past five years. Boron and Pietrick met with CESA 10, which is a support agency, and for no additional costs to the County, see what they can do as far as training. Pietrick stated there have been numerous upgrades to the software since staff have been trained. Boron has been in contact with the President of Weidenhammer who offered training last year and to hold them to that, Weidenhammer agreed to contact CESA 10 to do the training. Pietrick stated she budgeted for ALIO staff training. Boron and Pietrick agreed to try this with CESA 10 and document what issues are a direct result of the software not programmed correctly. Pietrick reported she is trying to explore every option to forego having to install a new software system. Barron County is going to the web -based version of the software and Pietrick will follow -up with Barron County on this transition. Sather stated a Barron County contact told him the cost was $1,000 to go to the web -based version. Pietrick hopes to start the training sessions in April. Norton - Bauman requested Pietrick keep the committee up -to -date on the training and improvements. c. Status of the Bond Proceeds — Pietrick provided a spreadsheet listing projects, amounts, responsible department, funds spent through December 31, 2010 and anticipated project completion dates (as provided by Tobin). Pietrick stated funds must be spent within 24 months from the sale of the bonds which was April 2010. Sicard requested a report on the bond proceeds every other month. 8. County Administrator Facilitation - Charlie Carlson, Carlson - Dettman — Status Report a. Policy and Procedure Review for Change to County Administrator — Carlson summarized that Steve O'Malley from LaCrosse County and Tom McCarty from Eau Claire County have agreed to be available to counsel through the change to County Administrator and will be available February 4 th for the Department Head meeting. Carlson indicated a draft of the job description is complete and will provide a recommendation to the Administration Committee in February and to the County Board in March. b. County Board By -Laws. Brief discussion regarding bylaw changes necessary with the change to a County Administrator. Discussion regarding the County Administrator appointing members to boards and commissions and not appoint members of standing committees. Discussion regarding transition for those Department Heads appointed by the County Board. 9. Live Cablecast of County Board Meetings — Standafer stated he contacted Nate Skoog from the local cable company to see what it takes to broadcast live County Board meetings. Discussion. Cost to the County would be approximately $1,000 for the modulator. Motion by Standafer, 2nd by Sicard to do Administration Committee January 18, 2011 Page 5 of 6 whatever it takes to broadcast the County Board meetings live; and negotiate with the local cable provider to arrange either a combination of fee or the cable company providing the equipment, but we are prepared to do it if no other arrangements are possible. Motion to amend by Malick, 2nd by Sather to contribute a maximum of 50% and the County would own the equipment. Discussion to have a meeting with Nate Skoog. Motion by Malick, 2nd by Sather to table this matter until further discussions with Nate Skoog. Carried unanimously. Standafer will invite Skoog to the next Administration Committee meeting. Lunch break at 12:25 p.m. Reconvened at 1:00 p.m. 10. Authorization to Exceed Lodging Maximum Allowance — WCA Legislative Exchange — Standafer. Campbell explained the lodging rate at the Concourse Hotel in Madison for the WCA Legislative Exchange is $101 per night and no government rate is allowed. Chair Standafer plans to attend the legislative exchange. Motion by Malick, 2nd by Sicard to approve. Standafer abstained. Carried unanimously. 11. Report on Redistricting Based on 2010 Census — Ellen Denzer — 10:00 a.m. Denzer gave a brief overview of the redistricting timetable. Denzer stated the Federal deadline for delivery of census data is April 1, 2011. Timeline reviewed noting the County Board needs to choose a special committee or assign a committee to serve as the Redistricting Committee. Motion by Malick, 2nd by Sather to recommend to the County Board that the Administration Committee be charged to come up with the redistricting plan. Carried unanimously. 12. Preparation for Goal Setting Session — Discussion regarding Goal Setting sessions. Standafer asked Charlie Carlson to assist with the strategic planning process because of the magnitude of what we are dealing with now. Discussion regarding current economic conditions related to strategic planning. Carlson suggested getting projections from the Finance Director for 2012, 2013, 2014, and 2015. Norton - Bauman suggested parent committees work with Department Heads to come up with a list of priorities to bring to the Goal Setting Session in April and name the first five things each department would cut, excluding capital items. Standafer will work with Carlson on this matter. 13. Reminder of Committee Evaluations of Department Heads — Discussion regarding the current process in which evaluations are done by the Parent Committee and the need for consistency in the process. Discussion regarding the value of performance reviews and encouraging Parent Committees to have closed sessions with Department Heads to have open discussions. Discussion regarding future professional evaluations with the County Administrator. Malick encouraged committees do oral dialogs about last year Department Head performance. Sicard suggested a scripted tool — a list of consistent questions. Funk will come up with a list of questions for oral dialog. Standafer will send an email to the five committee chairs regarding the suggested process and refer to Funk for details. 14. Joint Meeting with Building Facilities Planning Committee — 11:00 a.m. — Members present from Ad Hoc Building Facilities Committees — Roger Rebholz, Roger Larson and Daryl Standafer. Absent — Esther Wentz, Fred Horne and one vacancy; five members of the Administration Committee were present. The Ad Hoc Building Facilities Committee did not have a quorum. a. Status of Planning Study Phase HI — Rebholz had nothing to report at this time. b. Space for ADRC Contracted Staff — Tobin stated two more staff members are coming into ADRC and there is no room in the current ADRC department. Tobin indicated he will work with Dave Fodroczi and Brad Beckman to use Planning and Zoning office space on the south end for a temporary fix. Tobin stressed the need to address a long -term solution for space needs. Fred Johnson noted space Administration Committee January 18, 2011 Page 5 of 6 whatever it takes to broadcast the County Board meetings live; and negotiate with the local cable provider to arrange either a combination of fee or the cable company providing the equipment, but we are prepared to do it if no other arrangements are possible. Motion to amend by Malick, 2nd by Sather to contribute a maximum of 50% and the County would own the equipment. Discussion to have a meeting with Nate Skoog. Motion by Malick, 2nd by Sather to table this matter until further discussions with Nate Skoog. Carried unanimously. Standafer will invite Skoog to the next Administration Committee meeting. Lunch break at 12:25 p.m. Reconvened at 1:00 p.m. 10. Authorization to Exceed Lodging Maximum Allowance — WCA Legislative Exchange — Standafer. Campbell explained the lodging rate at the Concourse Hotel in Madison for the WCA Legislative Exchange is $101 per night and no government rate is allowed. Chair Standafer plans to attend the legislative exchange. Motion by Malick, 2nd by Sicard to approve. Standafer abstained. Carried unanimously. 11. Report on Redistricting Based on 2010 Census — Ellen Denzer — 10:00 a.m. Denzer gave a brief overview of the redistricting timetable. Denzer stated the Federal deadline for delivery of census data is April 1, 2011. Timeline reviewed noting the County Board needs to choose a special committee or assign a committee to serve as the Redistricting Committee. Motion by Malick, 2nd by Sather to recommend to the County Board that the Administration Committee be charged to come up with the redistricting plan. Carried unanimously. 12. Preparation for Goal Setting Session — Discussion regarding Goal Setting sessions. Standafer asked Charlie Carlson to assist with the strategic planning process because of the magnitude of what we are dealing with now. Discussion regarding current economic conditions related to strategic planning. Carlson suggested getting projections from the Finance Director for 2012, 2013, 2014, and 2015. Norton - Bauman suggested parent committees work with Department Heads to come up with a list of priorities to bring to the Goal Setting Session in April and name the first five things each department would cut, excluding capital items. Standafer will work with Carlson on this matter. 13. Reminder of Committee Evaluations of Department Heads — Discussion regarding the current process in which evaluations are done by the Parent Committee and the need for consistency in the process. Discussion regarding the value of performance reviews and encouraging Parent Committees to have closed sessions with Department Heads to have open discussions. Discussion regarding future professional evaluations with the County Administrator. Malick encouraged committees do oral dialogs about last year Department Head performance. Sicard suggested a scripted tool — a list of consistent questions. Funk will come up with a list of questions for oral dialog. Standafer will send an email to the five committee chairs regarding the suggested process and refer to Funk for details. 14. Joint Meeting with Building Facilities Planning Committee — 11:00 a.m. — Members present from Ad Hoc Building Facilities Committees — Roger Rebholz, Roger Larson and Daryl Standafer. Absent — Esther Wentz, Fred Horne and one vacancy; five members of the Administration Committee were present. The Ad Hoc Building Facilities Committee did not have a quorum. a. Status of Planning Study Phase HI — Rebholz had nothing to report at this time. b. Space for ADRC Contracted Staff — Tobin stated two more staff members are coming into ADRC and there is no room in the current ADRC department. Tobin indicated he will work with Dave Fodroczi and Brad Beckman to use Planning and Zoning office space on the south end for a temporary fix. Tobin stressed the need to address a long -term solution for space needs. Fred Johnson noted space Administration Committee January 18, 2011 Page 6 of 6 needs for Family Children and Behavioral Health staff at the Government Center to create efficiencies. Tobin will report to the Administration Committee in February with a recommendation to use space available with little or no wall movement. c. Site to Site Communication — Telephone/IT (Fred Johnson and Tom Boron) — Johnson stated the current communication system and the need to go to one system vs. two. Johnson stated HHS staff experience skips in voicemail and in actual conversations and difficulties in loading documents. Discussion regarding current microwave system. Boron stated New Richmond has no available fiber and he cannot get the amount of bandwidth needed. Boron received a quote from Frontier with a bundling service for an additional $50 per month for a 10 meg connection. The committee agreed to move forward with that package. Boron confirmed this reduces the amount budgeted for the site to site communication. Terry Anderson from Emergency Communications indicated Swetlik is getting a quote from Elert and Associates for a microwave upgrade. Norton- Bauman requested a report come back next month on the status. d. Status of Ongoing Building Projects — Tobin reported he continues to work on the Ktag issue in New Richmond. Door and door frames were fixed to meet the approval by the Fire Marshall in New Richmond. Tobin reported he will be going out for bids on the cooling towers in the Spring to go from two to one tower. He is working with Human Resources with entry and exit interviews to collect and reassign keys for internal doors. Tobin reported a moisture problem the Baldwin Ag- Center attic and discovered a lack of vapor barriers in some locations. Tobin wants to move forward with repairs as soon as possible with funding from the bond proceeds. Pietrick stated she does not have the authority to move bond proceeds, but the Administration Committee has that authority. Pietrick stated we have latitude because the bond proceeds were classified under building improvements and safety and security. Pietrick said the Committee could approve the repurposing as noted in her spreadsheet for this project or the Committee could delegate the responsibility to her. Pietrick indicated budget amendments go through Parent Committees. Pietrick asked this Committee to approve redirecting the dollars. Malick asked if there was a cost estimate yet for fixing the vapor leaks. Tobin confirmed nothing will be done unless he has firm numbers for the project. Norton - Bauman stated to get this repair on the fast track, this Committee could approve repurposing up to $32,000 which is in the plan for the building entrance extension at the Ag- Center to complete the repair project on the vapor barriers. Tobin stated infrared shots need to be done which he can take out of his budget. Motion by Sather, 2nd by Standafer to endorse the concept of fixing the vapor barrier problem in Baldwin Ag- Center attic and move monies as necessary. Carried unanimously. e. Items for Next Agenda — Not discussed. Norton - Bauman highlighted items for the next Administration Committee agenda: Bob Heise to report on Wildwood Trail encroachment issues and to start budget hearings earlier than last year including distributing budget instructions and open the software earlier. There being no further business to come before the Committee, the meeting was adjourned at 4:15 p.m. Respectfully submitted, Ryan Sicard, Secretary Cindy Campbell, Recording Secretary