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HomeMy WebLinkAboutAdministration 02-14-11 --- AMENDED - -- ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING AND AGENDA ADMINISTRATION COMMITTEE February 14, 2011 — 11:00 A.M. St. Croix County Government Center — Room 1281 1101 Ca rmi c h ae l R oad H W i sco n s in CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: March 21, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: January 18, 2011 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. Veterans' Service Officer Report 4. Clerk of Circuit Court a. * *For the Record (FTR) Software Upgrade for Court Commissioners 5. Corporation Counsel Report a. Report on Bettendorf Lawsuit Against the County b. Email Retention Policy 6. Human Resources Report a. New Employees and Position Vacancies Report b. Request to Hire Seasonal Employees for Tax Collections - * *Treasurer c. Request to Hire Part-Time Temporary Employee - * *Veterans' Service Office d. Request to Hire Temporary Employees — Victim Witness e. Request to Hire Summer Help — Highway Department f Request to Fill Nurse Supervisor — Health Center g. Request to Fill Part-Time Food Service Worker — Health Center h. Request to Fill Part-Time CNA Position — Health Center i. Request o Fill Economic Support Specialist j . Request to Fill Contract Job Developer — St. Croix Industries k. Request to Fill Positions for Seasonal Park Staff — Parks Department 1. Request to Fill Positions for Summer 4 -H Assistant and Fair and Office Assistant — U.W. Extension M. * * 911 Telecommunicator Vacancies & Soft Hiring Freeze Policy 7. Encroachment Issues on the Wildwood Trail R.O.W. — Bob Heise 8. Finance Director Report a. Financial Reports b. 2012 Budget Schedule 9. County Administrator Facilitation - Charlie Carlson, Carlson - Dettman — Status Report a. Review Job Description for County Administrator b. County Administrator Recruitment Timeline c. County Board By -Laws 10. * *Review Process of Performance Evaluations of Department Heads 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. 2/10/2011--1:20 PM ADMINISTRATION COMMITTEE F 14, 2011 — 11:00 A.M. 11. "Resolution to Reallocate Bond Proceeds. 12. Live Cablecast of County Board Meetings 13. Resolution Establishing St. Croix County Redistricting Committee 14. Consideration of Resolution Supporting Legislative Changes to Modify Binding Arbitration for Public Employees 15. Joint Meeting with Ad Hoc Building Facilities Long -Term Planning Committee — 12:00 p.m. a. Status of Planning Study Phase III b. Space for ADRC Contracted Staff c. VOIP and Network Issue update between New Richmond and Hudson d. Status of Ongoing Building Projects e. Items for Next Agenda ADJOURN Items may be taken in different order * *Additions /Changes /Corrections 2/10/2011--1:20 PM Official- approved 3121111 Minutes of Committee Meeting ST. CROIX COUNTY ADMINISTRATION COMMITTEE February 14, 2011 — 11:00 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 11:00 a.m. ROLL CALL — Present: Daryl Standafer, Ryan Sicard, Lorin Sather, Sharon Norton - Bauman, and Buck Malick; Absent: Esther Wentz and one vacancy Others Present (not listed below): Jessie Dahlberg, Jamie Palesh, Lisa Dahl, Rich Monn, Drew Boxrud, Katie Thurmes, Marion Standaert, Pam Bellrichard, Bob Heise, Rod Kongshaug, Sandi Hanson, Clark Schroeder, Kim Dupre, Dan Inlow, Brenda Kearns, County Supervisors Steve Hermsen and Robert Shearer ADOPTION OF AGENDA — Motion by Sather, 2nd by Standafer to approve the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: March 21, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: Motion by Standafer, 2nd by Malick to approve the meeting minutes of January 18, 2011. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — Sather asked a few questions. 2. Treasurer Report — Laurie Noble a. Monthly Reconciliation — No questions. 3. Veterans Services Report — Merlin Blaisdell — see item 6.c. 4. Clerk of Circuit Court a. For the Record (FTR) Software Upgrade for Court Commissioners — Judge Needham explained the need for the FTR software upgrade at a cost of $1,221. This program interfaces with CCAP. Motion by Malick, 2nd by Standafer to authorize and to tentatively identify the Contingency Fund as the source of payment hoping before year end there is a savings in the court's budget to fund this upgrade. Judge Needham stated they may have available funds in the law books budget. Carried unanimously. Pietrick will add this item and maintain a tentative Contingency Fund list. 5. Corporation Counsel Report — Greg Timmerman a. Report on Bettendorf Lawsuit Against the County — Timmerman provided a history of the Bettendorf zoning matter which began in 1985 and the various state and federal court actions. Timmerman stated the Seventh Circuit Court of Appeals in Chicago affirmed the federal district court's decision that Bettendorf had no claim against St. Croix County. b. Email Retention Policy — Timmerman explained this policy is now known as the Email Management Policy. Timmerman explained he was unable to get a technical description from the IT Department regarding the deletion policy and re -wrote that section to say if anyone has questions about the deletion policy they should contact the IT Department. Timmerman requests this policy go the County Board and be added to the County Board Operations Policies. Motion by Sather, 2nd by Sicard to take the policy to the County Board. Carried unanimously. Administration Committee February 14, 2011 Page 2 of 5 6. Human Resources Report — Tammy Funk a. New Employees and Position Vacancies Report — Funk reviewed her report. There were no questions. b. Request to Hire Seasonal Employees for Tax Collections — Treasurer — Motion by Malick, 2nd by Sicard to hire temporary seasonal help for July 2011. Sather asked that employees come through Human Resources and are not self - appointed. Funk confirmed she intends to put a plan in place. Hermsen indicated the County charges $.75 per parcel for collection of taxes for municipalities and urged sending collections back to municipalities or raising the fee. Carried unanimously. c. Request to Hire Part -Time Temporary Employee - Veterans' Service Office — Blaisdell completed a justification for the temporary position if surgery is necessary for Plourde. Blaisdell estimated 6 to 8 weeks at approximately $4,000. Motion by Malick, 2nd by Sather authorizing temporary help for six weeks and to let the office fall behind if staff is out for more than six weeks and authorizing a maximum $3,000. Carried unanimously. d. Request to Hire Temporary Employees — Victim Witness — District Attorney Rick Johnson reported the Public Protection Committee approved 14 weeks of temporary help. Their original request was for 16 weeks. Discussion. Motion by Malick, 2nd by Standafer to authorize 14 weeks noting the approximate amount to be $6,000 which will be placed on the tentative Contingency Fund list. Carried unanimously. e. Request to Hire Summer Help — Highway Department - Tim Ramberg explained cost savings in hiring Highway Department seasonal help and noted the funds are in the budget. Motion by Malick, 2nd by Sather to approve. Carried unanimously. Motion by Malick, 2nd by Sicard to approve items f — j. Fred Johnson stated the job developer position is an on -call position and is not budgeted, but revenues should cover expenses. Carried unanimously. L Request to Fill Nurse Supervisor — Health Center g. Request to Fill Part -Time Food Service Worker — Health Center h. Request to Fill Part -Time CNA Position — Health Center i. Request to Fill Economic Support Specialist j. Request to Fill Contract Job Developer — St. Croix Industries k. Request to Fill Positions for Seasonal Park Staff — Parks Department — Motion by Malick, 2nd by Sather to approve, reducing the two positions from six months, who are then entitled to retirement benefits to 5.5 month positions. Heise confirmed he can work with that. Carried unanimously. 1. Request to Fill Positions for Summer 4 -H Assistant and Fair and Office Assistant — U.W. Extension. Motion by Sather, 2nd by Malick to approve. Carried unanimously. m. 911 Telecommunicator Vacancies & Soft Hiring Freeze Policy. Swetlik reported his request to fill Telecommunicator vacancies rather than going through the soft hiring freeze was approved by the Public Protection Committee's with a majority support. Discussion regarding committee approval and staffing level. Swetlik stated 16.4 is the minimum staffing level. Motion by Malick, 2nd by Sicard to recommend to the County Board that its approval be dispensed within this new policy and only the approval of the Administration Committee for filling of Telecommunicator positions when vacancies fall below 16.4. Carried 4 — 1 (Sather voted no). 7. Encroachment Issues on the Wildwood Trail R.O.W. — Bob Heise - Heise reviewed the subdivision along Wildwood Trail in Woodville showing encroachments where property owners have extended their yards. Heise stated the County Surveyor surveyed the lots. Discussion regarding sump pump draining onto county property. Timmerman was asked to send letters to each homeowner and include a deadline to correct the encroachments. Timmerman stated the surface water and discharge of waters will require research on his part. Timmerman will have drafts of letters for the Administration Committee's review at the next meeting. Timmerman added landowners encroaching on the Government Administration Committee February 14, 2011 Page 3 of 5 Center property would like to come to this committee and to add this to the April Administration Committee agenda. Timmerman indicated as part of his letter to the homeowners along Wildwood Trail he will identify the encroachment and deadline and invite homeowners to the April Administration Committee meeting to discuss. 8. Finance Director Report — Michelle Pietrick a. Financial Reports — Pietrick emailed reports in advance. Review of sales tax. b. 2012 Budget Schedule — Discussion regarding Governor Walker's budget impact and scheduling a strategic planning session to decide various matters. Carlson suggested convening a workshop in April for the County Board and requested Pietrick provide a 20 -year history of expenditures and revenue and a five year projection for the workshop. Carlson suggested two meetings to get the numbers on the table and to get the financial situation in some context. Strategic Planning session tentatively set for April l th at 9:00 a.m. and May 12 at 9:00 a.m. 9. County Administrator Facilitation - Charlie Carlson, Carlson - Dettman — Status Report a. Review Job Description for County Administrator — Funk distributed the County Administrator job description with a memorandum, salary survey information and recruitment timetable. Discussion regarding pay range and recruitment timeline. Motion by Sicard, 2nd by Standafer to bring this recommendation forward to the County Board. Carried unanimously. b. County Administrator Recruitment Timeline - addressed in a. above. c. County Board By -Laws - Timmerman has a draft — no discussion. 10. Review Process of Performance Evaluations of Department Heads - Funk submitted guidelines and questions to committee chairs. Evaluations of department heads reporting to the Administration Committee will be on the March agenda. 11. Resolution to Reallocate Bond Proceeds — Timmerman explained in the January 2011 Administration Committee minutes Pietrick reported the Administration Committee had the authority to reallocate bond proceeds. Timmerman asked Tom Griggs if bond proceeds could be reallocated and who had the authority. Griggs indicated that unless the County Board has delegated the authority to another committee, only the County Board would have the authority to reallocate the funds or the County Board could pass a resolution designating the Administration Committee the authority to reallocate funds. Motion by Malick, 2nd by Sicard to recommend to the County Board the authority for the Administration Committee to reallocate the bond proceeds for the 2010 Economic Recovery Zone Bonds. Discussion regarding providing routine reports to the County Board on bond proceeds reallocations. Carried unanimously. 12. Live Cablecast of County Board Meetings — Nate Skoog from River Channel was present. Discussion regarding equipment needed to broadcast live County Board meetings. Skoog reported the equipment currently in the County Board Room is old equipment from the City of Hudson. A modulator is needed to send a cable signal to broadcast live and the Comcast wiring to the building is complete. Discussion regarding funding the modulator at a cost of approximately $1,000. Motion by Standafer, 2nd by Sicard that we purchase the modulator not to exceed $1,000 to allow the live broadcast of County Board meetings. Sather stated this is not necessary. Motion failed 2 — 3. Motion by Malick, 2nd by Norton- Bauman to agree to pay half, not to exceed $500 to come out of the Contingency Fund. Standafer stated this is a disadvantage to the citizens by not giving them the most current information. Skoog stated he would need to take this to his board. Carried. Administration Committee February 14, 2011 Page 4 of 5 13. Resolution Establishing St. Croix County Redistricting Committee — Motion by Sicard, 2nd by Sather to approve. Carried unanimously. 14. Consideration of Resolution Supporting Legislative Changes to Modify Binding Arbitration for Public Employees — Norton- Bauman stated this was a resolution forwarded from Lincoln County. Motion by Malick, 2nd by Sather to bring this forward to the County Board. Carlson stated there is current pending legislation which is broader than this resolution. Motion by Standafer, 2nd by Sather to table the motion because it will be rendered by legislative activity occurring this week and it would be a moot point. Motion to table carried 4 — 1 (Malick voted no). 15. Joint Meeting with Building Facilities Planning Committee — 12:00 p.m. —joint meeting called to order at 12:22 p.m. Administration Committee present — Daryl Standafer, Ryan Sicard, Lorin Sather, Sharon Norton - Bauman, and Buck Malick; Absent: Esther Wentz and one vacancy Ad Hoc Building Facilities Committee present - Roger Rebholz, Roger Larson, Fred Horne and Daryl Standafer; Absent — Esther Wentz, one vacancy Others present - Dave Simons from SEH, Tom Boron, Casey Swetlik, Dave Fodroczi and Art Tobin a. Status of Planning Study Phase III — Simons stated a report on the space study will be given at the March 4 th Department Head meeting. Simons added later in March they will meet with each department head on a one -on -one basis to review survey information with a follow -up summary reported at the April 8 t11 Department Head meeting. Later in the year they will complete a short -term and long- term plan for the three campuses. Simons stated a cost component will be included in the study — estimates only, not how it gets funded. Discussion regarding future financial impacts the County will be facing. Malick suggested taking space allocations from the international group as the base point, not just a reference point. Malick stated modern office furniture is smaller than older office furniture, and electronic files and computers reduce office space needs. From a global perspective, how much we have to spend deserves extensive discussion and asked this be on future agendas and to have in mind maintaining a constant level of debt service with any additional dollars needing a new revenue source. Malick highlighted the space use of HHS facility is the result of the fact there was an existing building and people were moved from the old courthouse in Hudson to the HHS building which was not designed on need but occupied based on availability. Discussion regarding the long -term vision. Tobin stated the long -term vision will come out of the additional meetings. Malick suggested this be a strategic planning session topic along with appropriate debt service level. Norton- Bauman stated the HHS Board needs to bring a recommendation forward regarding the Health Center. b. Space for ADRC Contracted Staff — Tobin reported several meetings have occurred to see how to make room for five additional staff coming into ADRC. Dave Fodroczi offered up office space and a cubical in the Planning and Zoning Department. Furniture will be needed in room 1249. Tobin thanked Fodroczi. c. VOIP and Network Issue Update between New Richmond and Hudson - Tom Boron reported they have looked at an internet based connection. Swetlik had Five Star Communication, a consulting firm, review this and they agreed with the process and the price. Boron stated they will proceed with the internet connection at Frontier and has had Assistant Corporation Counsel Heather Wolske review the contract. There are no additional funds necessary. Boron stated this is not a long term fix. d. Status of Ongoing Building Projects — Tobin reported on the K -Tag status and will send a letter of extension this week. He will report back next month noting that June 2011 is the deadline to fix it. Tobin stated the loading dock project is going out for a rebid. Administration Committee February 14, 2011 Page 5 of 5 e. Items for Next Agenda — Not discussed. Sather left at 2:00 p.m. Standafer reported a future agenda item referred to him from the Fair Board relates to collateral security for the Dairy Barn. Meeting adjourned at 3:13 p.m. Respectfully submitted, Ryan Sicard, Secretary Cindy Campbell, Recording Secretary