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HomeMy WebLinkAboutAdministration 04-18-11 --AMENDED- - ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING AND AGENDA ADMINISTRATION COMMITTEE April 18, 2011 — 8:30 A.M. St. Croix County Government Center — ter *County Board Room 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: May 16, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: March 21, 2011 and April 5, 2011 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. * *Discussion regarding Phone System in Baldwin 5. Human Resources Report a. Position Vacancy Report b. Position Requests i. Update on HHS positions previously approved but not yet taken to Board for consideration ii. Request to fill Cook position (80 FTE) Health Center iii. Request to fill Nurse Supervisor (Evening .50 FTE) Health Center iv. Request to fill Administrative Secretary -- Planning & Zoning V. Request to fill Fiscal Administrator - Finance vi. Request to refill Lead Telecommunicator — Emergency Communications vii. * *Request for on -call staff in the Treasurer's Office c. Non Represented Employee Pay Plan d. County Administrator Recruitment & Selection e. * *Schedule Committee Dates for Administrator Hiring Process 6. Finance Director Report a. Financial Reports a. Pelieies b. c. Gettnt-y Beafd By Laws 8. * *Review and Recommend Alternative Redistricting Plans Repe —Ellen Denzer — 1:00 p.m. 9. County Board Quorum Change — Timmerman Report 10. Consider a County Board Policy Requiring a Financial, Human Resources and Legal Impact Review Before a Resolution may be Presented to the County Board 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. 4/14/2011- -4:46 PM ADMINISTRATION COMMITTEE April 18, 2011 — 8:30 A.M. 11. Closed session pursuant to Wis. Stats. § 19.85(1)(c) to consider performance evaluation data of the following public employees over which the committee exercises responsibility: a. Veterans Service Officer b. Building Services Director c. Information Technology Director d. Corporation Counsel Reconvene in open session. "The Administration Committee may break for lunch at approximately 12:30 p.m. ADJOURN Items may be taken in different order * *Additions /Changes /Corrections 4/14/2011 - -4:46 PM Official Minutes of Committee Meeting ST. CROIX COUNTY ADMINISTRATION COMMITTEE April 18, 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, Esther Wentz and Buck Malick Others Present (not listed below): Norm Matzek ADOPTION OF AGENDA — Motion by Wentz, 2nd by Sather to approve the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: May 16, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: Motion by Sather, 2nd by Standafer to approve the meeting minutes of March 21, 2011 and April 5, 2011. Carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — Wentz reviewed. No questions. 2. Treasurer Report — Laurie Noble (not present) a. Monthly Reconciliation — No discussion. 3. County Clerk Report — Cindy Campbell a. Election Update - Campbell reported on the April 5, 2011 Spring Election, noting the County Clerk's office printed over 3,300 ballots on election day because of the higher than anticipated voter turnout. Campbell explained the process in getting results from reporting units, noting votes from the touch screen voting equipment are faxed or called in and manually entered into the election software system. 4. Building Services Report - Art Tobin a. Discussion regarding Phone System in Baldwin — Tobin noted the uncertainty of Farm Service Agency (FSA) at the Ag- Center in Baldwin. FSA pays rent for office space but owns the phone system which the County rents. Casey Swetlik reported the County would lose the phone system if the Federal Government shuts down. Swetlik reported on a presentation to the Public Protection Committee concerning voiceover internet having a savings of $21,000 per year in long distance charges at the Government Center. Action was tabled by the Public Protection Committee. Swetlik stated if approved the County could offer the service to the Baldwin Ag- Center offices. Swetlik stated this would require a new phone system estimated at $31,000 with a five -year return rate. Motion by Malick, 2nd by Sicard authorizing Swetlik to begin negotiations with the FSA representative regarding phone service. Carried unanimously. 5. Human Resources Report — Tammy Funk a. Position Vacancy Report — Funk reviewed her report on the current vacancies. No questions. b. Position Requests i. Update on HHS positions previously approved but not yet taken to Board for consideration — Funk stated HHS would like County Board action on vacant positions in May. Administration Committee April 18, 2011 Page 2 of 4 ii. Request to fill Cook position (.80 FTE) Health Center — Motion by Malick, 2nd by Wentz to move this position request to the County Board. Carried unanimously. iii. Request to fill Nurse Supervisor (Evening .50 FTE) Health Center - Motion by Malick, 2nd by Wentz to move this position request to the County Board. Carried unanimously. iv. Request to fill Administrative Secretary -- Planning & Zoning — Funk reported CDC reviewed and approved this position. Sather felt workload in Planning and Zoning is down and felt there is no urgency in filling at this time. Fodroczi stated if not filled other positions would need to be realigned. Motion by Malick, 2nd by Rebholz to approve the position and recommend to the County Board. Carried (Sather voted no). V. Request to fill Fiscal Administrator - Finance — Funk indicated the person in this position has resigned and will be working for Dunn County as the Finance Director. Malick stated this position primarily does financial work for HHS. Motion by Malick, 2nd by Wentz to approve. Pietrick stated this position could possibly be looked at as an Assistant Finance Director because the skill set is similar to that of the Finance Director. Pietrick indicated she did not complete a position justification because of the consideration to elevate this position. Fred Johnson stated the fiscal reporting is convoluted and not straight forward for HHS. Discussion regarding the need to fill this vacancy as soon as possible. Motion by Sather, 2nd by Wentz to refill and move to the County Board for consideration. Discussion regarding adding duties to make it an assistant director. Motion by Sather, 2nd by Wentz to amend the motion to include "and revise the position description ". Amendment carried. Motion as amended carried unanimously. vi. Request to refill Lead Telecommunicator — Emergency Communications — Motion by Standafer, 2nd by Sicard to remove from the table. Carried unanimously. Motion by Malick, 2nd by Sicard to approve. Carried unanimously. vii. Request for on -call staff in the Treasurer's Office — Funk stated the Treasurer's office is experiencing workload issues and Noble is asking for on -call positions. Discussion regarding moving Real Property Lister staff to the Treasurer's office or the wall between the Register of Deeds and Treasurer's office to allow staffing assistance. Tobin indicated he has reviewed the possibility of moving the Register of Deeds office to the current Treasurer's office and the Treasurer's office to the Register of Deeds and add the Finance Department staff to the Treasurer's office. Standafer asked if this has been discussed with the departments. Norton - Bauman suggested a definitive answer from staff and asked CDC to review and bring forward a recommendation. No action was taken and to ask the Treasurer's office to do the best they can. c. Non Represented Employee Pay Plan — Funk reported the Pay Plan is on the Intranet and has indicated to employees that there's nothing to do now. She is fielding questions from employees. Norton - Bauman indicated this will come back in May. No appeals may be made until the plan is adopted. Timmerman asked if the merit pay program will be detailed when adopted. Human Resources will need to administer the pay for performance structure and train Department Heads. Discussion regarding a percentage increase for non - represented employees this year, and begin performance reviews in July of next year. d. County Administrator Recruitment & Selection — Funk reported she received fifty -five resumes. e. Schedule Committee Dates for Administrator Hiring Process - Review of proposed schedule. The committee will meet April 19 to review applications and determine which applicants will be sent a question for response. Funk requested input from the committee regarding the question. Malick suggested, Administration Committee April 18, 2011 Page 3 of 4 "We are considering a new pay for performance plan. What are your qualifications to administer a pay for performance plan and what would you suggest as the most important characteristics of such plan ?" The reply is due no later than April 26 and the committee will review responses on April 27 at 1:00 p.m. The question will be sent via email and returned via email. Discussion regarding having a video conference with each candidate. The committee determined all candidates are to appear by video initially. Timmerman reminded reviews of applications are not in closed session but interviews are. 6. Finance Director Report — Michelle Pietrick a. Financial Reports — Reports were emailed in advance. No questions. Pietrick explained there was a meeting with CESA 10 and a review of how staff is utilizing the ALIO program. Training with CESA 10 has been scheduled. Pietrick reported on ALIO upgrades. Updating to the web -based version is $1,000; ALIO Intelligence is $2,000 and includes two days of installation and training; accounts receivable module, not currently used, was quoted at a cost of $4,500; and ALIO Content is the scan option for the software which will attach images within the system was quoted at $36,450. Pietrick stated upgrading costs are roughly $44,000 and is seeking authorizing to spend or release the RFP for new software. Norton- Bauman stated this matter is not on the agenda and will be addressed next month and asked Pietrick to prepare a memo describing the upgrades for action next month. 7. Consu Presentation Char-lie !`.Aron o so Dettman a. Policies b. Employee Handbool c. County Board By Laws 8. Review and Recommend Alternative Redistricting Plans — Ellen Denzer — 1:00 p.m. — Denzer reviewed the guidelines for creating districts including lowest possible deviation; compact, contiguous district size and shape; district lines follow easily understood boundaries; and splits meet ward guidelines. Communities with a population greater than 4,439 have one or more districts wholly within that community. Denzer stated three assembly districts make up a senate district. Review of ward guidelines. Municipalities with population of greater than 1000 must create wards: 300 to 1000 people per ward if less than 10,000 or 600 and 2100 people per ward if population is 10,000 to 39,000. Ward boundary lines must follow census block boundaries (roads, rivers, municipal boundaries). Six plans were reviewed. Motion by Malick, 2nd by Standafer to move forward with Plan 6 to the County Board on May 3 for consideration and set May 12 for the public hearing and vote on the tentative plan. Carried unanimously (Sather was not present for the vote). 9. County Board Quorum Change — Timmerman Report — Timmerman supplied an email based on the March 21 Administration Committee request regarding consideration of a reduction in the number of supervisors that would be required to make up a quorum for the County Board meetings. Timmerman's email indicated state law requires that a quorum be a majority of the number of seats on a county board. There is no law that allows a quorum of less than a majority of seats. Administration Committee April 18, 2011 Page 4 of 4 10. Consider a County Board Policy Requiring a Financial, Human Resources and Legal Impact Review Before a Resolution may be Presented to the County Board — Norton -Bauman stated consideration of a policy change which would require all resolutions or plans brought to the County Board include a financial impact statement, Human Resource impact statement and legal review. Timmerman highlighted the proposed process in which the concept is taken to the parent committee, the committee endorses it and then staff goes to work on the details of the concept as part of the department's work in preparing the information including the fiscal impact, working with the Finance Director to complete. The draft resolution and fiscal impact is forwarded to Corporation Counsel, County Board Chair, County Administrator, County Clerk and Corporation Counsel Paralegal. Corporation Counsel would review and sign off before it goes back to the parent committee. Motion by Sather, 2nd by Standafer to institute the common sense recommendation process as submitted by Timmerman. Timmerman stated this requires a change to the rules and bylaws. Discussion regarding including the Human Resource review as part of the fiscal review. Timmerman will review and bring back to the Administration Committee next month. Carried unanimously. 11. Closed session pursuant to Wis. Stats. § 19.85(1)(c) to consider performance evaluation data of the following public employees over which the committee exercises responsibility: a. Veterans Service Officer b. Building Services Director c. Information Technology Director d. Corporation Counsel Motion by Wentz, 2nd by Sather to go into closed session pursuant to Wis. Stat. § 19.85(1)(c) to consider performance evaluation data for the Veterans Service Officer, Building Services Director, Information Technology Director and Corporation Counsel. Carried unanimously. Time: 11:31 a.m. Members of the Administration Committee were present in the closed session. Motion by Sicard, 2nd by Standafer to reconvene in open session (1:37 p.m.). No action taken. Carried unanimously. Sather left a 2:00 p.m. Meeting adjourned at 3:09 p.m. Respectfully submitted, Ryan Sicard, Secretary Cindy Campbell, Recording Secretary