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HomeMy WebLinkAboutAdministration 03-21-11 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING AND AGENDA ADMINISTRATION COMMITTEE March 21, 2011 — 8:30 A.M. AMENDED 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: April 18, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: February 14, 2011 and March 1, 20011 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. County Clerk Report a. Election Update 4. Building Services Report a. Reallocation of Bond Proceeds — Loading Dock (New Richmond Health Center) b. Reallocation of Bond Proceeds - Attic / Heat Loss (Baldwin Ag- Center) 5. Human Resources Report a. New Employees and Position Vacancies Report b. Update County Administrator on Recruitment c. Request to Refill Lead Telecommunicator — Emergency Communications d. Building Services Seasonal Help 6. Finance Director Report a. Financial Reports b. Bond Proceeds Report c. 2010 Contingency Fund Closeout d. 2012 Preliminary Budget Instructions 7. Consultant Presentation - Charlie Carlson of Carlson- Dettman a. Policies b. Employee Handbook c. Non - Represented Pay Plan d. County Board By -Laws 8. Redistricting Report — Ellen Denzer 9. Fair Board Request — Collateral Security for the Dairy Barn 10. "County Board Quorum Change 11. "Ordinance review: Parks Ordinance /Outdoor Recreation Plan 12:00 noon 12. Closed session pursuant to Wis. Stat. § 19.85 (1)(e) for bargaining reasons related to negotiations with collective bargaining units. Reconvene in open session. b Building C',,,- 71;,-,,.l f Reeefiven- .4. ADJOURN 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 Tuesday morning preceding a County Board meeting. 3/18/2011- -8:17 AM Official Minutes of Committee Meeting ST. CROIX COUNTY ADMINISTRATION COMMITTEE March 21, 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, Roger Rebholz and Buck Malick; Absent: Esther Wentz Others Present (not listed below): Katie Thurmes, Steve Hermsen, Robert Shearer, Buzz Marzolf, Beth Pabst, Pete Kling, Norm Matzek ADOPTION OF AGENDA — Motion by Rebholz, 2nd by Standafer to approve the agenda as presented. Supr. Sather asked item 11 be removed from the agenda as the Community Development Committee has addressed this matter. Norton - Bauman felt this matter is appropriate for the Administration Committee to address as there is a financial ramification. Carried unanimously. DATE OF NEXT MEETING: April 18, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: Motion by Sicard, 2nd by Sather to approve the meeting minutes of February 14, 2011 and March 1, 2011. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — Standafer reviewed vouchers. No discussion. 2. Treasurer Report — Laurie Noble a. Monthly Reconciliation — Brief discussion regarding NSF checks. Discussion regarding turning off the option for people to pay taxes online one week before the deadline. Noble will consider this option. Noble stated next month she will bring more detail on tax deed status. She currently has 86 parcels on track for taking on tax deed. There are currently approximately 25 individuals on tax payment plans. Sather expressed concerns regarding posting payments. Noble explained payments received on time and not posted will show as delinquent in the GCS program. Noble explained her department dealt with a lot of hostility this past tax collection period. Noble will work with Pietrick on a procedure for processing tax payments more quickly and will report back in April. 3. County Clerk Report — Cindy Campbell a. Election Update - Campbell noted the potential of a recall election mid -July and reported there are no funds in the 2011 elections budget for additional elections. Campbell estimated a $12,000 to $15,000 cost for the recall election which includes coding, publication and ballot printing costs. She noted if a primary is necessary to double the estimated cost. 4. Building Services Report - Art Tobin and Dave Simons were present a. Reallocation of Bond Proceeds — Loading Dock (New Richmond Health Center) — Tobin reported on the rebids of the loading dock noting an overall $11,000 decrease from the last bid. Review of wall and door issues. Derrick Construction of New Richmond had the lowest bid. Motion by Malick, 2nd by Sicard to approve the reallocation and to proceed with the project. Carried unanimously. Administration Committee March 21, 2011 Page 2 of 6 b. Reallocation of Bond Proceeds — Attic / Heat Loss (Baldwin Ag- Center) — Tobin explained initial results of the infrared testing done at the Baldwin Ag- Center noting heat loss and vapor area problems. The cost of the project repairs are $35,000. Motion by Rebholz, 2nd by Standafer to move ahead and reallocate the bond proceeds. Carried unanimously. 5. Human Resources Report — Tammy Funk a. New Employees and Position Vacancies Report — Funk reviewed her report noting the current open position for County Administrator. Discussion regarding retirements. b. Update County Administrator on Recruitment — Funk reported ads have been placed and she has received fifteen applications. c. Request to Refill Lead Telecommunicator — Emergency Communications — Emergency Support Services Director Casey Swetlik stated this lead position is for dispatcher guidance and works night hours. He stated the current Lead Telecommunicator wants to move off the night shift. Swetlik explained the shifts and staffing in Emergency Communications. Carlson recommended this be a supervisor position. Motion by Malick, 2nd by Sather to table this matter until the April Administration Committee meeting. Carried — Standafer voted no. d. Building Services Seasonal Help — Discussion regarding shrinking the grounds to be maintained or applying an element to slow growth of the grass similar to what is used by the Highway Department. Tobin stated the mowing area has reduced but will look into this further. Estimated cost is $1,523 per month from Memorial Day thru Labor Day and the funds are budgeted. Motion by Malick, 2nd by Standafer, when submitted to the County Board, the request be accompanied with an analysis of ways to reduce the amount of hours used for this mowing as discussed or anything else Tobin offers. Standafer explained he is hesitant to tie this to approval for the help and would rather ask Tobin to come in under budget. Malick explained his motion enunciates a clear policy that represents a conscious direction to Tobin to make reductions as discussed. Carried unanimously. 6. Finance Director Report — Michelle Pietrick a. Financial Reports — Reports were emailed in advance. Pietrick stated they are working on closing out the 2010 books. Pietrick stated there were more vehicle registration fees in 2010 compared to 2009 and sales tax revenue came in nearly $800,000 above budget. Contingency Fund balance is $266,000. b. Bond Proceeds Report — Pietrick noted authorization previously approved at this meeting. Norton- Bauman stated she received no concerns from County Board members regarding her memo regarding bond proceeds. C. 2010 Contingency Fund Closeout — Pietrick reported Fund 701 for retirees 65 and older has a fund deficit of $2,116.27 and requests a transfer from the Contingency Fund to close out this account. Motion by Standafer, 2nd by Sicard to approve this Contingency Fund transfer. Carried unanimously. Discussion regarding closing the Contingency Fund into the Retirement Health Savings (RHS) Fund. Pietrick reported as of December 31, 2010 she calculated the number of employees eligible to retire, not saying they are going to retire and noted the RHS fund needs a total of $732,419. The current balance is short $256,000. Discussion regarding long -term sick bank. Pietrick stated she needs authorization sweeping the 2010 Contingency Fund to the RHS fund. Pietrick stated this account may potentially not have to levy in 2012 or the amount may be fairly small. Another option is to put this money in the General Fund and it will flow through the fund balance for application in 2012. Motion by Malick, 2nd by Standafer to authorize or direct the Finance Director to make that reallocation or assignment to the RHS fund and to closeout the Contingency Fund. Carried unanimously. Administration Committee March 21, 2011 Page 3 of 6 d. 2012 Preliminary Budget Instructions — Standafer indicated a Committee of the Whole budget workshop is scheduled for April 14 Department Heads and standing committees need clear indication as to preparation work to be done in advance of the meeting. Carlson indicated the April meeting is a time to come together to inform and understand. Carlson suggested put stake in ground as to what we can spend this year and have Department Heads begin to budget out of that. Norton- Bauman stated she would like to see a value plan from the committees and Department Heads - What do they value within individual departments; what is mandated; what is desirable (what they would like to do); and what five things are at bottom of their list (what are they are willing to eliminate ?). Norton- Bauman would like to see prioritization. Standafer indicated he asked municipal leaders what we can do cooperatively with other units of government. Sather would like to see a tool where the cuts are and see what we can get by without. Carlson suggested a prioritization discussion be held in May not in April and to ask the Department Heads and committees what are the implications of the governor's budget. Funk reported a worksheet entitled "Suggested Steps for St. Croix County Budget Priority Planning" was prepared based on input from Tim Ramberg, John Shilts, Fred Johnson, Pete Kling and Funk. Discussion regarding adding an analysis of impact of the Governor's proposed budget. Discussion regarding impact from the reduction in union activities, state aids and revenues. Norton- Bauman thanked the group for their work on this planning document. Motion by Malick, 2nd by Sicard to endorse this process that was described and encourage Department Heads to continue so we have the benefit of it for the working session on April 14 Carried unanimously. 7. Consultant Presentation — Charlie Carlson of Carlson - Dettman a. Policies — discussed under item b. b. Employee Handbook - Carlson reported there are a number of changes that need to be made to the Employee Handbook using collective bargaining and the grievance process as examples. Carlson suggested waiting until this law is published so all necessary changes are made at one time. He would prefer to bring this to the County Board in one big package. Timmerman stated the Administration Committee could direct redrafting parts of the employee handbook in anticipation of what we know now going into effect. Carlson hesitates in doing this because of the current stay and by doing this it could arguably be an unfair labor practice. Timmerman disagreed because it's not bargaining. Carlson stated collective bargaining doesn't die if the law becomes effective but changes collective bargaining materially. Malick recalled there were supposed to be meetings with the public and employees in connection with the administrator form of government. Carlson expected to see more interest or opposition to the concept by the public, but didn't. Carlson noted the benefit of the Department Head meeting with the Eau Claire and La Crosse County Administrators. Standafer stated internal constituency is very important. Standafer did take the suggestion of utilizing external individuals in the interview process and has asked an administrator, manufacturer, and educator to sit in on the final interview to get feedback. Funk stated decisions need to be made with respect to changes to the Employee Handbook and asked if there is a recommendation for input from Department Heads and employees. She indicated this needs to be a consistent and objective process. Standafer feels this matter is appropriate for the Administration Committee to handle. Carlson indicated the genesis of the policy is a Human Resources function. Discussion regarding review process. Timmerman suggested the Administration Committee take this to the County Board to endorse as a starting point. Carlson recommends framework and a schedule with regard to the Employee Handbook be provided. Funk and Carlson will work together on the Employee Handbook update and report back on April 14 to the Committee of the Whole. Administration Committee March 21, 2011 Page 4 of 6 c. Non - Represented Pay Plan — Carlson stated in view of the fiscal reality to talk about wage increases would be inconsistent until we understand what the budget reality looks like. Carlson indicated he has evaluated every job he has, knows what the outcomes look like, looked at market data and where we are relative to the market, and knows what kind of pay plan he is inclined to recommend if there was a reasonably stable financial situation. Malick asked when Carlson would feel comfortable in proposing a plan. Carlson stated he wants to know the worst case scenario first but would like to have it wrapped up before hiring County Administrator and is on target for the May County Board meeting. d. County Board By -Laws — no discussion. Norton- Bauman — add these items to the April Administration Committee agenda. 8. Redistricting Report — Ellen Denzer — Denzer reported she will attend training on the state's software program in Eau Claire on April 14 Denzer stated the official census official information will be mailed the week of March 28 and April I't which starts the 60 -day timeframe for the County to prepare proposed ward plans. Denzer distributed maps showing percentage and numerical changes from the 2000 census and a redistricting timeframe. Denzer stated the 2010 census shows a St. Croix County population of 84,345. Discussion regarding meeting dates and County Board approval. Denzer will report back next month and present this information to the County Board on April 5th 9. Fair Board Request — Collateral Security for the Dairy Barn - Dick Sullwold, St. Croix County Fair Board President and Cindy VanDyk, Treasurer were present. Sullwold provided an update of the new Dairy Barn building plan. Walters Poll Building will be constructing the building. Sullwold reported the architect and engineering work has been paid. The Fair Association will obtain a loan for the construction of the building from Bremer Bank. Sullwold explained the terms of the $100,000 five year loan would be at 5.5% if unsecured or 5% if secured. If secured, the Fair Association would save $1,340 and asked the Administration Committee to consider securing this loan. Standafer suggested to Sullwold that since the loan is approved, to take the offer and not have the County get involved. Motion by Malick, 2nd by Standafer to encourage the Fair Board to take the opportunity without the County pledging any security. Carried unanimously. 10. County Board Quorum Change - Malick stated our bylaws provide the County Board quorum is 10 and he suggests it be 8 or 9. Malick is advocating a change to the bylaws for a minority group to deny the majority the ability to function and suggested this change now when there isn't a crisis. Timmerman believes statutes identify the quorum as a majority of a governmental body and you shouldn't allow a minority to control a majority. Timmerman doesn't believe you can delegate a quorum as less than half and would like time to research that matter. Motion by Malick, 2nd by Sather directing Corporation Counsel to determine if the law allows us to limit to reducing our quorum. Carried unanimously. 11. Ordinance review: Parks Ordinance / Outdoor Recreation Plan 12:00 noon — Norton- Bauman reported at the last Community Development Committee (CDC) meeting the CDC voted to allow ATVs on the Wildwood Trail. Norton- Bauman stated she was in the minority vote on this issue and this matter was placed on this agenda to review if policies and procedures regarding CDC's authority to decide the issue were proper. Norton- Bauman explained the County Board adopted the Outdoor Recreation Plan (the Plan) in January 2006 and added any changes to the Plan or Parks Ordinance which directs attention to this issue need to go before the County Board. She stated she has fiscal concerns relating to impacts to the Sheriff's Department and the need to purchase ATVs to patrol the trail. Administration Committee March 21, 2011 Page 5 of 6 Sather stated he was on the majority vote of the decision from the CDC meeting. Sather stated the question is who has the authority to make changes and read from the County Board Rules and Bylaws which stated the CDC is responsible for policies related to parks. Sather read from Chapter 30 of the ordinances, "APPLICABILITY: Except when the context provides otherwise, the provisions of this ordinance shall apply to all lands, structures and property owned, leased or administered by St. Croix County under the management, supervision and control of the County Comprehensive Planning, Zoning and Parks Committee. He feels this is a regulation issue whether or not to allow ATVs on trail with restrictions and other guidelines. Who has the authority to regulate the use of the trail? CDC felt it was their responsibility. Hermsen, Chair of the CDC, expressed his disappointment that this matter was before the Administration Committee and felt the actions at CDC were valid. Discussion regarding interpretation of the rules and bylaws. Standafer stated the County Board has the ultimate authority. Timmerman repeated the information he provided at the CDC meeting relating to liability issues by adding ATV traffic to walking and bicycling on the Wildwood Trial and if changes need to be done, it's done by the County Board. The Administration Committee deals with liability and rules of the County Board. Timmerman explained the Plan was adopted by the County Board in January, 2006. Management of plan was vested in the CDC. CDC has no more authority than the County Board and CDC is attempting to overrule the County Board when it prohibited ATVs on the Wildwood Trail. The Plan is reviewed for changes and when changes are desired to be made that will go back to the County Board for approval. Malick stated it seems to be appropriate for the Administration Committee to say this be presented to the County Board as a question of allowing ATVs on the Wildwood Trail, but with or without a recommendation from the Administration Committee on what the role of the CDC is. Malick suggested the Administration Committee state, "It is our judgment, based on the bylaws of which we have jurisdiction that it is not for the CDC to make that decision to allow ATV use, but recommend the County Board agree with us and say that ATV use is not permitted on the Wildwood Trail." Norton- Bauman asked the CDC to take this issue to the County Board but the request was turned down by the CDC. Norton- Bauman stated the CDC is on schedule to review the plan in 2011 and suggested addressing changes at that time by going through the public hearing process, getting recommendation from citizens and taking it to the County Board for approval. Norton- Bauman added an advisory committee of 37 people worked on this Plan and read a list of priorities of this group. Hermsen stated the Administration Committee is referencing the Plan and rules and bylaws. He feels Chapter 30 of the Ordinances takes precedence over the Plan and rules and bylaws. Hermsen highlighted the APPLICABILITY and VEHICULAR TRAFFIC sections of the ordinance noting the traffic on the Wildwood Trail shall be restricted to authorized vehicles only. Hermsen stated he feels CDC may determine what an authorized vehicle is. Section T (OFFICIAL FUNCTIONS) provides "nothing in this ordinance shall prohibit or hinder the Committee, its supervisors, managers, foresters, wardens, rangers or other duly authorized agents, or any peace officer, from performing their official duties." Hermsen indicated the CDC's official duties are to manage and control what goes on that trail and stated CDC acted appropriately. Norton- Bauman read item G. 2 from the ordinance, "It shall be unlawful to operate or park any motor vehicle upon any bridle path, hiking trail, beach area, playground, picnic area, or anywhere else contrary to posted notice other than upon established roads, parking areas, boat ramps and service areas." Administration Committee March 21, 2011 Page 6 of 6 Malick suggested this matter be brought to the County Board to either ratify or deny what CDC did. Standafer stated the Administration Committee should remain neutral and it's not appropriate for this committee to weigh -in on the merits of the issue. Malick reminded liability and insurance falls under the Administration Committee. Motion by Malick, 2nd by Rebholz to ask the County Board to decide on the appropriateness of authorizing ATV use on the Wildwood Trail. Malick explained the word appropriateness implies both the jurisdictional aspect of it and the committee or somebody else, and "is it a good policy ". Discussion regarding the question and liability. Sather expressed concern that the question could be distorted as to who has the authority and would like to see proof that there is a known risk. Risk Manager Ziliak stated it's difficult to say what liability will be in a hypothetical situation and we never know what's going to happen. We try to figure out how we would defend ourselves or what questions would be asked. The way we would have to defend ourselves is by explaining why we changed the use of the trail to allow ATVs and what process we went through to analyze potential hazards. We have protection under recreational immunities unless there's a known hazard. Ziliak explained by posting speed limit signs or don't go off the trail signs might be interpreted as recognizing the risk and the hazards to the people using the trail. Currently, WMMIC has no ATV claims but Ziliak does not know how many WMMIC members allow ATVs on trails. Timmerman asked if the CDC considered adopting rules -- speed limits, hours of operation, and seasons in which they would operate. Creating operational rules creates an enforcement obligation that requires staff to patrol the trail which requires expenditures of funds. The Sheriff's Department has estimated $22,000 worth of expenses in 2011 to patrol the trail. Ziliak noted additional risk to deputies in riding ATVs. Motion carried (Sather was opposed). 12. Closed session pursuant to Wis. Stat. § 19.85 (1)(e) for bargaining reasons related to negotiations with collective bargaining units. Reconvene in open session. Motion by Sather, 2nd by Sicard to go into closed session pursuant to Wis. Stat. § 19.85(1)(e) for bargaining reasons related to negotiations with collective bargaining units. Carried unanimously. Time: 12:44 p.m. Members of the Administration Committee were present in the closed session as well as Funk, Carlson and Hermsen. Motion by Standafer, 2nd by Sather to reconvene in open session (1:33 p.m.). No action taken. Carried unanimously. 13. Closed session PUFSttant to Wis. Stats. § 19.85(l)(c) to consideF peFfOFmanee evaluation data of the a. NleteFans Sep4ee Office b. Building SefN4ees DiFecto 0. hIfOFmation Technology DiFeetoF d. Gor-pOFation Counsel R Meeting adjourned at 1:33 p.m. Respectfully submitted, Ryan Sicard, Secretary Cindy Campbell, Recording Secretary