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HomeMy WebLinkAboutCounty Board 08-03-10 NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY BOARD OF SUPERVISORS TUESDAY, AUGUST 3, 2010 — 9:00 A.M. St. Croix County Government Center —1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER INVOCATION: Pastor Larry Szyman, Faith Community Church in Hudson PLEDGE OF ALLEGIANCE TO THE FLAG ROLL CALL ADMINISTRATIVE COORDINATOR REPORT REVIEW OF AGENDA CONSENT AGENDA (Unless separation of an item is requested, all will be adopted in one motion.) 1. Minutes of Previous Session —June 15, 2010 2. Date of Next Meeting —September 7, 2010 — 9:00 a.m. 3. Rezoning —* Gregory Nelson, Town of Star Prairie Ag to Ag -Res PRESENTATION: * Sheriff's Department K9 Unit Recognition APPOINTMENTS: OLD AND NEW BUSINESS 1. Review of Building Facilities Planning Study Phase II — Dave Simons. SEH 2. D A n De er - g , a i z i g L'i aeAee r„n„4: Staff Repei4:n^ Resolution to Place the Accountant/Fiscal Manager Position at the Health and Human Services Department under the Finance Director Position 3. Resolution Adopting Litigation Hold Policy COMMITTEE AND DEPARTMENT REPORTS: Highway Department, Surveyor, La*d p. WeAef Building Services Department, Information Technology Department, Health and Human Services COUNTY CLERK'S REPORT OF CORRESPONDENCE AND REZONING REQUESTS ANNOUNCEMENTS: ADJOURN (Items may be taken in different order) * Changes or Additions after the Preliminary Agenda ** Late Changes and Additions Official — approved 917 MINUTES OF THE ST.CROIX COUNTY BOARD OF SUPERVISORS Regular Meeting — August 3, 2010 The invocation was given by Chair Standafer and the Pledge of Allegiance was recited. Meeting called to order by Chair Standafer at 9:00 a.m. ROLL CALL: 17 present; absent and excused: Supr. Marzolf and Supr. Horne ADMINISTRATIVE COORDINATOR REPORT: Administrative Coordinator Chuck Whiting reported on the upcoming budget process and noted a Committee of the Whole meeting is scheduled for September 14 to cover a summary version of the 2011 budget. The equalized value numbers will be available later this month. Whiting reported the Administration Committee discussed 2010 non- represented employee wages and took no action and noted there will be funds left in the budget and to be mindful of the commitment to the water tower project in New Richmond. Whiting stated the Administration Committee reviewed a report developing a request for proposal for an enterprise software system. A consultant prepared a report on the County's needs which is available if anyone is interested in reviewing it. Whiting announced Dana Baker has taken a position with Ramsey County, Minnesota. CONSENT AGENDA: Motion by Supr. Malick, 2 nd by Supr. Ruetz to adopt the consent agenda approving the June 15, 2010 County Board minutes; setting the next meeting for September 7, 2010 and approving Ordinance 793(20 10) for Gregory Nelson, Town of Star Prairie, rezoning land from Ag to Ag- Res. Carried unanimously. PRESENTATION: Sheriff s Department K9 Unit Recognition postponed. Former County Board Supervisor Dave Ostness introduced the Emergency Management Coordinator Kristen Sailer. Sailer thanked the County Board and provided a brief background of her experience in Emergency Services. APPOINTMENTS: None. OLD AND NEW BUSINESS 1. Review of Building Facilities Planning Study Phase H — Dave Simons, Short, Elliot, Henderson (SEH). Simons highlighted the New Richmond Campus including Health Center Building, Health and Human Services (HHS) Building and update on the water system. Review of Resolution 18(20 10) passed by the St. Croix County Board on June 15, 2010 providing benchmarks for the New Richmond Campus. Review of the Health Center building noting a recommendation it stay as a Health Center. Review of the HHS building noting preliminary indications are a new building will be needed. Simons listed options regarding location of a new building in New Richmond and an addition to the Government Center in Hudson and estimated today's costs based on the 2007 Ayres study. Simons highlighted evaluating the "Work from Home" concept which could reduce office space needs. Simons reported recommendations for a new HHS building indicates more clientele from some departments are located in the New Richmond area and New Richmond is more centrally located in the County than Hudson. Review of water system funding update. Simons reported the City of New Richmond submitted an application for Joint County /City Water Project to the DNR Safe Drinking Water Program. The project ranked 187' out of 315 submittals with funding only available this year for the top 31 projects. The City of August 3, 2010 Page 2 of 3 New Richmond has put this project on hold. Simons indicated the County should continue to cooperate with the City of New Richmond on grant possibilities for this project. Schematic design of improvements to confirm project layout and cost estimates and allocate money in the 2011 budget for the construction project are recommended. Simons reported the County is on track to complete Phase H study by the end of 2010. Supr Rebholz, Chair of the Ad Hoc Building Facilities Committee summarized at the last committee meeting a decision was made to bring back to the County Board a recommendation to tear down the old building and build a new appropriately sized facility in New Richmond after utilizing all space in county buildings prior to building. Supr. Malick expressed his reluctance to base a decision on this matter from the 2007 numbers from Ayres. He recalls a $50,000 annual savings to have HHS employees in Hudson rather than travel to and from New Richmond to appear in court in Hudson. Simons stated the cost estimates were updated to today's dollars inflated based on the engineers cost index. Simons stated the low end option is estimated at $12.1 million and the high end option estimate is $16.1 million for the building or addition to the Government Center. Per Simons, the Ayres figures included soft costs and site costs. Discussion regarding travel costs. Vice Chair Wentz indicated there have been discussions with the City of New Richmond regarding utilizing space in the New Richmond Civic Center for a courtroom for use by traveling judges. HHS Director Fred Johnson stated if the Government Center has additional larger space for HHS staff this would be a more permanent solution in terms of travel back and forth. Johnson added another option is to have staff work on a remote basis. Supr. Norton- Bauman expressed security concerns with judges traveling to New Richmond. Supr. Hermsen expressed disappointment on the rationale focusing on the New Richmond site only and asked why the County continues to compete with the private sector. Supr. Hermsen could see an advantage to satellite work sites. Chair Standafer indicated this is a "no action" item noting the Building Facilities Committee has reasonably come to a consensus noting there are a number of unanswered questions that need to be addressed before taking action on this matter. 2. Resolution #22(2010) to Place the Accountant/Fiscal Manager Position at the Health and Human Services Department under the Finance Director Position. Motion by Supr. Norton - Bauman, 2 nd by Supr. Sather to approve. Carried unanimously. 3. Resolution Adopting Litigation Hold Policy. Motion by Supr. Malick, 2 nd by Supr. Schrank to approve. Supr. Stauffer questioned electronically stored records. Corporation Counsel Timmerman explained this policy maintains records being stored or kept and stops people from deleting electronic files and prevents them from modifying existing records. Discussion. Supr. Norton -Bauman indicated the Administration Committee would be willing to review the changes, if not approve today. Motion by Supr. Malick, 2 nd by Supr. Stauffer to table this matter until the next meeting for further review. Carried unanimously. August 3, 2010 Page 3 of 3 Committee and Department Reports: Highway Department: Tim Ramberg, Highway Commissioner, provided a brief review of the organizational structure and highlighted department responsibilities. Road maintenance goals reviewed. Ramberg reported in 2009 the Highway Department paved 9.90 miles which is 70% of the goal. Bridges and construction reviewed noting in 2009, 5.70 miles of construction was completed which is 81 % of the goal. Review of procedures, analytical tools and references utilized by the Highway Department. Ramberg indicated funding from the bonds will be used on County Trunk N and is a two -year process. County Surveyor: Brian Halling, County Surveyor, highlighted the surveyor's statutory obligations. Review of the 2009 Public Land Survey System maintenance program and completed projects. Review of 2009 subdivisions noting 36 certified survey maps (72 lots) were reviewed. Halling reviewed highway projects explaining the surveyor's job is to align and develop legal descriptions for right -of -way and easements. Building Services Department: Art Tobin, Director, reported on goals and objectives completed in 2009 and goals and objectives in progress in 2010. Tobin reported utility costs are estimated at $800,000 for the three campuses. Review remainder of this year goals and objectives including reduction in utility /energy costs at all campuses by 5 — 10 %; working towards depreciation schedule for all major equipment and purchases; working with all campuses to achieve better utilization of space needs through the Building Facilities Committee; increase education and cross - training of all building services staff; and completion of Phase II and III of the building study. Information Technology Department: Tom Boron, Director, reported on 2009 goals achieved and reviewed 2010 goals and objectives in progress including upgrading the Time & Attendance software in the Nursing Home, developing a new website which can be managed by each department and upgrading the email system to MS Exchange. Review of issues, concerns and restraints. 2011 goals and objectives highlighted. Health and Human Services: Fred Johnson, HHS Director provided a compilation from various HHS departments. Johnson reported on 2009 audited financial statements for HHS, the Nursing Home, ADRC and St. Croix Industries. Supr. Rebholz requested receiving department reports in advance for proper review. County Clerk's Report of Correspondence and Rezoning Requests: None. Chair Standafer stated a meeting of the Committee of the Whole is scheduled for September 14 beginning at 9:00 a.m. for budget consideration and may have Department Heads present abbreviated department budgets. Chair Standafer also reported he has scheduled an October County Board meeting for October 5th beginning at 9:00 a.m. in addition to the October 26 County Board meeting. Meeting adjourned at 11:29 a.m. Daryl Standafer, Chair, St. Croix County Board of Supervisors Cindy Campbell, County Clerk