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HomeMy WebLinkAboutAdministration 05-16-11 --AMENDED- - ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING AND AGENDA ADMINISTRATION COMMITTEE May 16, 2011 - 8:30 A.M. St. Croix County Government Center - 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: June 20, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. Corporation Counsel Report a. Resolution Preparation and Review Policy b. Discussion with Adjoining Landowners Regarding Encroachments on Wildwood Trail - 9:00 a.m. c. Discussion with Adjoining Landowners Regarding Encroachments on Government Center Property - 9:00 a.m. 4. County Clerk Report a. Report on Statewide Recount 5. Building Services Report 6. Human Resources Report a. Position Vacancy Report b. Vacant Position Requests i. Request to Fill Contract Social Worker Position ii. Request to Revise Social Worker to Clinical Social Worker and then Fill Position iii. Request to Revise Early Intervention Supervisor to Speech Therapist/Family Service Coordinator and then Fill Position c. Non Represented Employee Pay Plan d. Administrator Candidate Finalists - travel expense allowance for interviews e. Modifications to Employee Handbook 7. Finance Director Report a. Financial Reports b. Bond Proceeds Report c. Approval ALIO Upgrades or Releasing the RFP for New Software 8. Consultant Report - Charlie Carlson of Carlson - Dettman a. Policies b. County Board By -Laws 9. Ag Center Phone System and Usage Fee Proposal for the Federal Agency Tenants 10. * *Redistricting Plan- Possible Revisions - -Ellen Denzer 11. Closed session pursuant to Wisconsin Statutes § 19.85 (1) (e) to discuss collective bargaining strategy regarding ue -AIR- C -teF Union * *all collective bargaining units. Reconvene in open session. 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. 5/13/2011- -3:13 PM Official Minutes of Committee Meeting ST. CROIX COUNTY ADMINISTRATION COMMITTEE May 16, 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, Lorin Sather, Sharon Norton - Bauman, Roger Rebholz, Esther Wentz, Buck Malick, and Ryan Sicard (arrived at 8:33) Others Present (not listed below): Norm Matzek, Supr. Steve Hermsen, Fred Johnson, Katie Thurmes, Kathy Huston, Lisa Plunkett, Janet Smith, Bob Heise ADOPTION OF AGENDA — Motion by Wentz, 2nd by Rebholz to approve the agenda as presented. Carried unanimously. DATE OF NEXT MEETING: June 20, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: No minutes to approve. OLD AND NEW BUSINESS: 1. Review of Vouchers — Malick reviewed vouchers and had no questions. 2. Treasurer Report — Laurie Noble a. Monthly Reconciliation — No discussion. 3. Corporation Counsel Report — Greg Timmerman a. Resolution Preparation and Review Policy. Timmerman distributed proposed changes. Motion by Malick, 2nd by Wentz to table until next month. Carried unanimously. b. Discussion with Adjoining Landowners Regarding Encroachments on Wildwood Trail — 9:00 a.m. Timmerman explained at the April Administration Committee meeting he was directed to send a letter to adjoining property owners regarding encroachments on the Wildwood Trail property to end the encroachments. Property owners present: Alan and Tambri Lawless and Scott Nemitz. Timmerman asked landowners to address issues. Lawless requested confirmation of his property line. Bob Heise confirmed the Norvold shed location is okay since it is three feet from the back property line. Discussion regarding adverse possession. Nemitz received a letter from Timmerman concerning encroachments of a sump pump pipe and lawn and leaf compost and confirmed his sump pump drains onto County property but expressed concerns about the drainage issues on the County property. Heise stated a remedy of the County drainage system would be costly. Malick suggested Heise get back to the Administration Committee after he gets an estimate and feasibility to reroute the water. Heise will follow up with County Surveyor regarding Lawless property line and property owners stop dumping branches and grass clippings on the County property. c. Discussion with Adjoining Landowners Regarding Encroachments on Government Center Property — 9:00 a.m. Timmerman explained last November he was asked to send a letter to property owners encroaching on the Government Center property. Property owners present: Sandra Drace, Michele Denison, Gary and Joanne Campbell, Bryan Leonard, Robert Long, Darwin Huppert, Jeff Hitchcock and Patrick Harrigan. Each property owner was asked to speak. Robert Long stated he mows on the County property to keep the weeds away. He noted use of the walking path Administration Committee May 16, 2011 Page 2 of 6 on County property and they are good stewards of the property. He acknowledges this is County property but would like to continue to mow area beyond the fence to keep the weeds from encroaching on property. Gary and Joanne Campbell stated they planted and maintain a row of trees on County property knowing it's not their property. Weeds are a problem so they mow back further to keep thistles out. They have mowed this area for twenty years. Michelle Denison stated she moved to the property in 1996. The trees they maintain are on the County property and were there before 1996. They continue to mow the area. They moved their temporary compost pit. She indicated they do not want to stake ownership in the property and asked if the trees could stay. Bryan Leonard stated he mows behind shrubs which is part of the County property. Sandy Drace stated she purchased her property in 2006 and disputes the property line. She has not had the property surveyed but stated she assumed the lawn and trees belonged to her. She would not like to see this area left unattended. Darwin Huppert stated he mows 15 feet extra on the County property. He stated after a storm 7 — 8 years ago the County never cleaned it up so he did. Jeff Hitchcock stated there is invasive species of buckthorn on the County property and he is working on cleaning it out. He is seeking exact location of property line. He requested help on what the County Board would like to see and become better stewards of this land. He expressed concerns regarding liability issues. Standafer spoke on behalf of Dean Knudson and the Professional Building. They do not dispute the contractor built steps over the property line. They suggested if there's a workable way, they would pay an annual rental for the use of the land or purchase some property. He noted it would be a significant effort and cost to remove the steps. Malick stated no one has said they are unwilling to do anything and suggested all landowners that have done something to the County property to sign a letter acknowledging they understand this is County property and they are not making a claim for it. Norton- Bauman stated there are a number of trails on the property which the County needs to eliminate use of the trails because of potential liability issues. She was not aware if "no trespassing" signs were posted. Discussion regarding county -owned land and public land. Timmerman stated public land is open to the public. Sicard suggested the Administration Committee or Community Development Committee follow -up and possibly designate the trails as public use with restrictions and resolve the Knudson building issue and move on. Patrick Harrigan stated he is a real estate attorney and suggested, unless there is major enforcement happening, send a letter to everybody recognizing they are good stewards of the property and acknowledge it is county -owned property and maintaining the property is okay but the County has the option to cease use of the property at any time. Harrigan felt the letter notifying the property owners of the encroachment strengthens everyone's adverse possession right but a letter acknowledging use of the county -owned property would remove the adverse possession. Administration Committee May 16, 2011 Page 3 of 6 Malick asked Timmerman to draft a letter which would be signed by each property owner acknowledging use of the county -owned property and bring the draft back to the Administration Committee in June. Discussion regarding adverse possession, use of the property and property owner refusing to sign the letter. Timmerman stated the first step in a process is to come to a conclusion and have the Administration Committee come up with an ultimate recommendation to the County Board. Motion by Malick, 2nd by Standafer to have Timmerman draft letter for review next month on both the Government Center property and Wildwood Trail property. Carried unanimously. Motion by Malick, 2nd by Sather to have County Surveyor mark lines again on the Drace and Hitchcock property along the Government Center property and mark lines on the Lawless property along Wildwood Trail. Carried unanimously. Timmerman will notify the surveyor. Norton - Bauman thanked all who attended and stated all will be treated equally. 4. County Clerk Report — Cindy Campbell a. Report on Statewide Recount - Campbell reported the recount for the Justice of the Wisconsin Supreme Court race began at 9:00 a.m. on April 27 and ended in St. Croix County on Tuesday, May 3 The result was plus four for Prosser and a plus seven for Kloppenburg. GAB provided specific instructions for the recount via a telephone conference on April 25 and relayed changes at 4:30 p.m. on April 26 The Recount Board of Canvassers consisted by Campbell, Mary Johnson and Skip Jewett. Tabulators hired were Barb Dillow, Tom and Mary Redner, Marilyn Antiel, Jim Harer, Linda Hawkins and Jackie Mitchell. First Deputy Amy Geurkink took minutes and served as the runner to retrieve each reporting unit materials and ballots. Estimated recount cost is just over $3,000. Malick suggested Campbell draft a resolution that would address two issues — legislation removing the need to recount touch screen ballots and additional clerk and election official training. 5. Building Services Report - Art Tobin — No report. 6. Human Resources Report — Tammy Funk a. Position Vacancy Report — Funk reviewed her report on the current vacancies. No questions. b. Vacant Position Requests i. Request to Fill Contract Social Worker Position. See 6.b.ii. below. ii. Request to Revise Social Worker to Clinical Social Worker and then Fill Position — Kathy Huston explained the contracted position became vacant after a maternity leave. There is an existing social worker that has a master's degree which is required to admit patients. They are looking to fill the contracted position and take existing social worker to fill the Clinical Social Worker position. Motion by Wentz, 2nd by Sicard to fill both requests. Carried unanimously. iii. Request to Revise Early Intervention Supervisor to Speech Therapist/Family Service Coordinator and then Fill Position — Norma Vrieze announced her retirement. Funk stated the request is not to fill the Early Intervention Supervisor position but rather a Speech Therapist/Family Service Coordinator. Motion by Malick, 2nd by Wentz to approve and move to the County Board. Carried unanimously. c. Non Represented Employee Pay Plan — Charlie Carlson indicated he made changes to the handbook and pay plan. He explained he addressed questions from Rich Loney and received no other comments. This pay plan deals with professional and supervisory positions. He indicated employee briefings are scheduled for next week and will explain the appeal process at that time. Discussion regarding Administration Committee May 16, 2011 Page 4 of 6 this year's pay increase for non - represented employees. Carlson stated eighty -five percent of the employees covered by this plan are maxed -out. He recommends a 3% pay increase as a non -base accumulative pay paid out in July. This is 3% of the current earnings for those at the control point or above and anyone below the control point would go to the step that provides the 3% increase. Control point is an average regression on the market. Discussion regarding increases. Standafer confirmed this increase has nothing to do with performance; this is an equity adjustment. Carlson explained this plan includes an administrative process on how to manage job classifications. Carlson reviewed the appeal process. The deadline to file an appeal is June 30 and will be collected by the Human Resources Department who will forward them to Carlson. Carlson will review and give a recommendation which goes to the Administration Committee for a final decision. There is no appeal beyond that. Department Heads cannot stop the appeal process of an employee. Carlson recommends reclassifications are handled in the same way. Employees will complete a questionnaire, give it to the Department Head for comment and submit to Human Resources, who forwards to Carlson for a recommendation. Carlson recommends reclassifications are done in June. Carlson stated he subcontracts at a rate of $250 per job evaluation. d. Administrator Candidate Finalists — travel expense allowance for interviews - Motion by Sicard, 2nd by Rebholz to approve up to $1,000 travel expense for purposes of interviews. Carried unanimously (Wentz and Sather were not present for the vote). e. Modifications to Employee Handbook — Carlson stated the Employee Handbook is the responsibility of the Administration Committee and does not require County Board approval. Carlson stated this committee needs to decide how to enact. Malick suggested this be given as information to the County Board. Review of handbook. Sather requested clarification for the Human Resources (HR) Administrator and HR Director. Discussion regarding the pay plan and HR Administrator vs. HR Director. Timmerman suggested the County Board take the necessary steps if they want the Finance and HR Departments to be stand -alone departments. In addition, clarification if the Risk Manager melds into the County Administrator's department. A resolution clarifying Finance and HR are their own departments will be drafted. Sather left at 2:15 p.m. 7. Finance Director Report — Michelle Pietrick a. Financial Reports — No questions. b. Bond Proceeds Report — Pietrick stated the majority of the projects have been started or bid out and they are on track for allocation of funds at the appropriate time. C. Approval ALIO Upgrades or Releasing the RFP for New Software — Pietrick explained $300,000 is dedicated for new software. Part of this has been utilized to get RFPs developed. Pietrick stated CESA 10 and other counties have purchased a few components for ALIO that appear to be worth the money spent to make the current system better. Pietrick explained ALIO Content provides integrated access and captures documents. Pietrick requested purchasing ALIO Content, ALIO Intelligence which is a reporting writing tool with the ability to capture five years of data into a report and the Web version of the software. The total for the additional components is $45,000 which includes training. The remainder of the funds would be available for other projects. Pietrick stated this could be in place as early as mid -June. Motion by Administration Committee May 16, 2011 Page 5 of 6 Sather, 2nd by Malick to approve this expenditure. Malick would like to get away from the use of Excel spreadsheets. Pietrick indicated she cannot guarantee that will eliminate use of spreadsheets but this is an attempt to make the current system more functional and will get us through at least five years. Standafer is looking for assurance the module expenditure of $45,000 for the ALIO system is moving us forward and eliminating concerns. Standafer suggested discussing this with Barron County who uses the web -based version. Malick stated this is the kind of question a County Administration addresses and brings a menu of choices. Rebholz suggested having Department Heads available as part of the discussions. Motion by Malick, 2nd by Rebholz to table until after the County Administrator is available to make a recommendation. Carried (Sather voted no). 8. Consultant Presentation — Charlie Carlson of Carlson - Dettman a. Policies — addressed under item 6. b. County Board By -Laws. Timmerman reviewed proposed changes to the bylaws and operations policies. Discussion regarding changes. Administration Committee will meet after the May 25 County Board meeting to review. Motion by Sicard, 2nd by Standafer to approve the Pay Plan Study and forward it to the County Board on June 7 th with a review of policies on May 25 Carried unanimously. 9. Ag Center Phone System and Usage Fee Proposal for the Federal Agency Tenants — Casey Swetlik - Swetlik reported the Federal Government representatives are open to shared responsibility of the new phone system at the Baldwin Ag Center, but need an amount. Swetlik estimated the project will cost $31,000. Options were reviewed. Swetlik indicated the fourth option has more features and everything would be migrated to Hudson. Number prefixes would be 386, 381 or 377. This option includes four phone lines (Baldwin), Direct Inward Dialing where an outside call has the ability to directly dial an employee and bypass the auto attendant. The project cost is estimated at $31,700 with a return rate of 6.2 years and charge the Federal Government $2,000. Swetlik stated the timeline is 45 — 60 days in Hudson and added there is no need to allocate funds this year but make it part of the 2012 budget. Motion by Sicard, 2nd by Rebholz to endorse option four as submitted by Swetlik Carried unanimously. 10. Redistricting Plan — Possible Revisions — Ellen Denzer — Denzer provided materials with alternate plans labeled 8 and 9. City of New Richmond has a horizontal split in Plan 9. Wentz agrees with Plan 9 over the tentative plan. Carolyn Barrette, Town of St. Joseph citizen, thanked Denzer for trying to comply with the requests and favored Plan 9. Discussion regarding adjustments to the Town of St. Joseph. Denzer was asked to adjust the plan and bring it back later this meeting. 3:06 p.m. Denzer presented two revisions Plan 9A and Plan 9B. Denzer recommends 9B. Motion by Standafer, 2nd by Malick to move Plan 9B as the tentative plan. Carried unanimously. 11. Closed session pursuant to Wis. Stats. § 19.85(l)(e) to discuss collective bargaining strategy regarding all collective bargaining units. Reconvene in open session. Motion by Sather, 2nd by Wentz to go into closed session pursuant to Wis. Stat. § 19.85(l)(e) to discuss collective bargaining strategy regarding all collective bargaining units. Carried unanimously. Time: 11:32 a.m. Members of the Administration Committee were present in the closed session as well as Steve Hermsen, Charlie Carlson and Tammy Funk. Motion by Standafer, 2nd by Wentz to reconvene in open session (12:31 p.m.). Carried unanimously. Administration Committee May 16, 2011 Page 6 of 6 Motion by Sather, 2nd by Sicard to redraft a resolution regarding bargaining strategy with the Nursing Home Union and to seek information from Larsen Allen who will provide the dollar amount that the Administration Committee will instruct the Negotiations Committee to seek from the union to get the Health Center off the levy. Carried unanimously. Katie Thurmes confirmed all members received a copy of the petition and asked how to get this matter on the agenda. Thurmes requested the Administration Committee send a resolution to our legislators that the retroactive payments of employee portion of VWRS be a date certain as of June 30 Malick suggested this be placed on the June 20 agenda. Meeting adjourned at 3:20p.m. Respectfully submitted, Ryan Sicard, Secretary Cindy Campbell, Recording Secretary