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HomeMy WebLinkAboutAdministration 10-03-07 NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE October 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: September 5, 2007 DATE OF NEXT MEETING — November 7, 2007 OLD AND NEW BUSINESS I. Supervisors Attendance In Committee Closed Sessions — Discussion Continued 2. Review of WCA Resolutions 3. Goal Setting Planning Status 4. Change to Article V. Section B. 7. of the St. Croix County Board of Supervisors Rules and Bylaws relating to County Board Proceeding distribution and publication 5. Review of Public Protection Committee Employee Questionnaire 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. 9/25/2007 2:36 PM OFFICIAL MINUTES ADMINISTRATION COMMITTEE OCTOBER 3, 2007 Meeting called to order by Chair Caflisch at 9:OOa.m. MEMBERS PRESENT: Roll call. Present: Ron Raymond, Dick King, Don Jordan and Tom Caflisch; Daryl Standafer arrived at 9:02am. OTHERS PRESENT: Supr. Julie Speer, Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman, County Clerk Cindy Campbell, Veterans Service Director Lorin Sather (arrived at 9:53am) and Amy Geurkink. ADOPTION OF AGENDA: Motion by Raymond, 2nd by King to adopt the agenda. Carried unanimously. DATE OF NEXT MEETING: November 7, 2007 at 9:OOam. ADOPTION OF MINUTES: Motion by King, 2nd by Raymond to approve the September 5, 2007 minutes. Carried unanimously. REVIEW OF WCA RESOLUTIONS: The committee reviewed the WCA resolutions and determined to support the following resolutions at the 2007 WCA Fall Conference: four, five, six, seven, nine, ten, eleven, fourteen, fifteen, eighteen, twenty through twenty - three, twenty -five through twenty -nine and A2 and A3; the information will be forwarded to County Board Chair Malick. SUPERVISORS ATTENDANCE IN COMMITTEE CLOSED SESSIONS: Timmerman reported he surveyed other counties concerning supervisors' attendance of closed session meetings and of the nine responses all indicated they cannot exclude unless there is a policy. Discussion regarding the individual committee determining whether a conflict of interest exists and supervisors excluding themselves from closed sessions. Discussion regarding specific rules for closed session, confidentiality, oath and responsibility. Discussion regarding litigation aspects, protecting the county and whether a policy is necessary. Discussion regarding outlining guidelines for supervisor responsibility and ethical duties at the next goal setting session. 1 I CHANGE TO ARTICLE V. SECTION B.7 OF THE ST. CROIX COUNTY BOARD OF SUPERVISORS RULES AND BYLAWS RELATING TO COUNTY BOARD PROCEEDING DISTRIBUTION AND PUBLICATION: Campbell explained the current procedure of releasing the unofficial County Board minutes for publication and described the confusion when corrections are received within the 14 -day period and the uncertainty if the minutes should be redistributed and held for publication. Campbell is proposing to publish only official County Board minutes and presented the following suggested changes to Article V. Section B. 7 of the County Board Rules and Bylaws: Minutes of the County Board shall be kept in accordance with Wis. Stats. §59.23(2). Minutes shall be transcribed within seven (7) days of the Board meeting and sent to each supervisor for review. It is recommended that any Supervisor requesting an addition or correction to the minutes should submit the request to the County Clerk within 14 days of receipt of the unofficial minutes. Upon approval of the minutes, or approval of the minutes with changes, at the subsequent County Board meeting, the minutes shall become official and the County Clerk shall certify and publish a copy of the minutes in all county newspapers as the official proceedings of the County Board meeting pursuant to Wis. Stats. §59.14(2). Proceedings of the County Board shall be recorded electronically by tape recorder. Said tapes will be preserved by the Clerk for one year. Discussion regarding definition of proceedings containing actions only vs. minutes which contain slightly more detail, requested corrections to the minutes, unofficial and unapproved minutes and the thirty -day delay when publishing official minutes. Campbell reported the County Board Chair's preference is to publish proceedings immediately which requires preparation of two separate documents; Campbell's preference is to publish official proceedings only. Timmerman reported the law provides the County Clerk shall submit a certified copy of the proceedings for publication. Discussion regarding recording the meeting discussion as it is an important part of the record and provides insight for future reference. Motion by Standafer, 2 nd by Jordan, to move Campbell's proposed changes to the rules and bylaws (as written above) to the County Board. Carried unanimously. Campbell and Timmerman left the meeting at 10:35am. GOAL SETTING PLANNING STATUS: Caflisch reported the following are possible topics to be included in the goal setting session: budget goals, building(s) goals, Enterprise software, surplus land and a presentation by Corporation Counsel concerning the responsibility of supervisors when attending closed sessions. 2 Discussion regarding having a Department Head and/or committee member report to the Administration Committee; discussion regarding county wide priorities and operating in the best interest of the county. Whiting reported the search for a facilitator continues. VETERANS SERVICES DIRECTOR: Lorin Sather, Director of Veterans Services submitted a written resignation with regard to his position as Director of Veterans Services. He reported he is giving a ninety day notice in an attempt to keep vacancy time to a minimum. The committee commended Sather and thanked him for his years of service and dedication to the veterans; this item will be placed on the next Administration Committee meeting agenda. REVIEW OF PUBLIC PROTECTION COMMITTEE EMPLOYEE QUESTIONNAIRE: Speer explained the Public Protection Committee prepared an employee questionnaire and it was submitted to the employees of departments that report to the Public Protection Committee. Speer reported approximately forty percent of the surveys were returned and there has been some positive outcome as a result. Speer explained by leaving the questions broad, the responses were easily categorized and the top concerns were easily identified. Discussion regarding other committees /departments that may want to conduct a similar survey; discussion regarding the purpose may be different for each committee; Speer reported she will present the results to the Finance Committee. Caflisch reported he will not be in attendance at the November meeting; meeting adjourned at 11:OOa.m. Dick King, Secretary Amy Geurkink, Recording Secretary Approved Noj�einber 7� 2007 3