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HomeMy WebLinkAboutAdministration 01-03-07 NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE January 3, 2007 9:00 a.m. St. Croix County Government Center Room 1281 1101 Carmichael Road, Hudson CALL TO ORDER ROLL CALL APPROVAL OF AGENDA ACTION ON PREVIOUS MEETING MINUTES: November 1, 2006 DATE OF NEXT MEETING —February 7, 2007 OLD AND NEW BUSINESS 1. Status of County Board Goal Setting Objectives 2. County Board 2007 Goal Setting Session 3. Review of County Fair Structure 4. Review of County Board By -Laws a. Article III, Section D(1)(f) re: Board decorum ADJOURN (Items may be taken in different order) ** Additions /Changes /Corrections Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 12/27/2006 2:14 PM OFFICIAL MINUTES ADMINISTRATION COMMITTEE JANUARY 3, 2007 Meeting called to order by Chair Caflisch at 9:00a.m. MEMBERS PRESENT: Roll call. Present: Ron Raymond, Don Jordan, Tom Caflisch and Daryl Standafer. Absent and excused: Dick King. OTHERS PRESENT: Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman, Julie Speer, Chuck Struemke, Sharon Norton -Bauman and Amy Geurkink. ADOPTION OF AGENDA: Motion by Raymond, 2 by Standafer to adopt the agenda. Carried unanimously. DATE OF NEXT MEETING: February 7, 2007 at 9:00am. ADOPTION OF MINUTES: Motion by Jordan, 2nd by Standafer to approve the November 1, 2006 minutes. Carried unanimously. STATUS OF COUNTY BOARD GOAL SETTING OBJECTIVES: Whiting provided a brief update concerning the status of the following goal- setting objectives: Nursing Home (self - sufficiency), County Energy Policy, County Owned Property, Technology (optical imaging, etc.), County Board Restructure, Economic Growth, Public Safety, Transportation Issues, Developing Long Range Plan, Fair Grounds, Quality Services with Available Resources, Financial Stability and Land Management Plan. Whiting summarized that in general, things are moving in the right direction. COUNTY BOARD 2007 GOAL SETTING SESSION: Discussion regarding ideas for the 2007 Goal Setting Session and it being the Administration Committee's responsibility to coordinate and facilitate the session. Discussion concerning the 2007 session being a transition from previous years and we ought not to reinvent the wheel. Caflisch commented we are better off than prior years because the goals are being monitored more closely and asked that the goal status information provided by Whiting be updated for the 2007 session. Discussion regarding reporting what has been accomplished, the future goals for 2007, report criteria and possibly having the committees designate a speaker. Timmerman recommended first identifying whether the previous goals remain in effect. Discussion regarding providing a report at the January County Board meeting so others are aware of the status; Whiting will have this item placed on the agenda. REVIEW OF COUNTY FAIR STRUCTURE: Standafer commenced discussion concerning the County owned land located at the Glenwood City fairgrounds and reported he consulted Timmerman for research and input. Standafer noted he is not referring to the administration of the fair. Standafer reported the understandable assumption is the County -owned fairground property has value. However; he presented his questions and concerns regarding the property as follows: 1) if the property is subject to the provision of the existence of the county fair is the property really an asset, 2) if the property has no value down the road does it make sense to continue to spend capital dollars and is the County better off not owning it, and 3) what is the County's liability in the event of a tragic situation on the property? 1 e Timmerman provided a map of the subject property and presented the conveyance history of the individual parcels. He explained in 1967 a parcel described as " Outlot 56, less the athletic field," was conveyed by the city of Glenwood City to St. Croix County subject to a reversionary interest in the city if the County fair ceased to operate on the property. He noted the deed indicates the conveyance is also subject to a ninety -nine year lease between the city and the St. Croix County Fair Association but reported that the city nor the County nor the Fair Association could find the lease. Therefore in 1994, the County entered into a lease with the Fair Association and such lease provides that the Fair Board manages the property and assumes all liability. He also reported the County owned a parcel described as Outlot 55 immediately south of Outlot 56. Timmerman also provided detail concerning a parcel owned by the County immediately north of Outlot 56 which in 1996 was exchanged with the city for the athletic field. Then in 1998, the County purchased Outlot 54 immediately south of Outlot 55. Timmerman summarized the County owns roughly forty acres and of that, only about ten acres ( Outlot 56, less the athletic field) is subject to reversion and approximately thirty acres is owned without condition. Discussion regarding the gifting of land to the city, whether the city would accept the gift and future construction on the fairgrounds, etc. Jordan suggested dividing it into two issues, the lease and the land, and keeping them separate. Discussion regarding liability, shifting liability through the gifting of land and the liability insurance cap, etc. Jordan described the results of a similar situation he was involved with in the state of Minnesota and encouraged investigation of possible renegotiation with the city in this particular case. Standafer reported there are counties in which the fair operation is totally separate from the county. Discussion regarding research to determine what is being done in other states /counties. Discussion concerning the statutory obligations of the Fair Board; Timmerman reported the Fair Board is a non - profit organization and is subject to the rules of non - profit organizations in the state of Wisconsin. Raymond expressed concern for the county fair indicating the fair relies on the County for a portion of its operating funds. He reported he currently serves on the Fair Board and believes the fair is an important event for the County. Discussion this is not a worrisome situation for the Fair Board and making it apparent this issue is under study only. Caflisch asked that Raymond provide the information to the Fair Board and report back to the Administration Committee. Discussion whether there are other factors that need consideration; Timmerman responded there ought to be further consideration of future arrangements and this is a complicated issue due to the ten acres subject to reversion. Discussion regarding the buildings being insured by the County. Discussion regarding the thirty acres not subject to reversion and broaching with the city, the subject of the ten -acre parcel reversion. REVIEW OF COUNTY BOARD BY -LAWS (Article III, Section D(1)(f) re: Board decorum): Caflisch reported the topic of reviewing the bylaws concerning board decorum came to light at the December County Board meeting in which Supr. Struemke questioned the conduct of the Public Protection Committee. Struemke reported the current bylaws concerning decorum refer to the County Board only and not to the individual subcommittees/boards. He reported there is nothing in the bylaws that provide for oversight of committee chairs and there are no rules that address the conduct of subcommittees/boards. Struemke distributed a draft resolution to amend the bylaws; Jordan asked for clarification concerning this issue as he has no idea of what transpired. Struemke reported he wants the rules currently set for the County Board/Chair to also apply to the individual committees /chairs. Standafer reported it is already covered and 2 referred to page thirteen of the bylaws in which it states that Roberts Rules of Order shall govern. Struemke responded Roberts Rules of Order do not identify what he is suggesting; discussion regarding what difference it would have made had the bylaws been worded differently. Caflisch reported we can expect committees and chairs to act and behave appropriately without having to change the bylaws. Struemke explained his resolution conceivably addresses control upon the chairs of subcommittees because all chairs ought to be held to the same standards as that of the County Board Chair. Jordan announced he needs to leave the meeting and reported he cannot address the resolution and make an informed decision without further information. Struemke responded the resolution stands alone and the other issue will be addressed as an ethics matter. Discussion regarding the necessity of the resolution; Caflisch reported there will be no action because the item was not on the agenda. Raymond reported the current bylaws now govern the way we operate and as a chair himself (both past and present) he is comfortable with the bylaws and Roberts Rules of Order as is. Discussion concerning how subcommittees may differ from the County Board; Timmerman reported it is generally understood if the rules apply to the County Board they do filter down to committees because they are created by the County Board. Jordan left the meeting at 10:35am. Whiting reported his recollection of the December County Board meeting was there would be discussion of the decorum issue but the Administration Committee would not be in consideration of a resolution. Standafer left the meeting at 10:37am at which time Caflisch reported there is no longer a quorum and therefore the meeting shall be adjourned. Struemke indicated if the Administration Committee will not address this issue he will bring it to the County Board. Caflisch adjourned the meeting at 10:37am. Submitted by: Amy Geurkink, Recording Secretary Approi 0310712007 3