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HomeMy WebLinkAboutResolutions-2011 Removed from Agenda RESOLUTION TO REFILL NURSE SUPERVISOR POSITION Resolution No. St. Croix County, Wisconsin WHEREAS, on October 5, 2010, the St. Croix County Board of Sur requiring any position in which a vacancy occurs to be reviewed by f Administration Committee and the County Board prior to refilling, R�, y ny L J WHEREAS, the Health and Human Services Board is the parent cc� isor position in the Health and Human Services Department; and WHEREAS, a vacancy has occurred in this position; and WHEREAS, the Health and Human Services Board has reviewed the position and determined the position is necessary and there are no viable alternatives to refilling the position, and therefore recommends that the vacant position be refilled; and WHEREAS, the Administration Committee has reviewed the position and agrees with the conclusion of the Health and Human Services Board and recommends the position be refilled; and WHEREAS, the County Board has reviewed the position and agrees with the conclusions of the Health and Human Services Board and the Administration Committee that the position should be refilled. THEREFORE, be it resolved by the St. Croix County Board of Supervisors that the Nurse Supervisor position in the Health and Human Services Department be refilled. Offered by the Administration Committee YES NO ABSTAIN ABSENT SUPERVISOR SIGNATURE ® ❑ ❑ ❑ Ryan Sicard ❑ ❑ ❑ ® Esther Wentz ❑ ❑ ❑ ❑ Vacant ® ❑ ❑ ❑ Lorin Sather Sharon Norton- ® ❑ ❑ ❑ Bauman ® ❑ ❑ ❑ Buck Malick ® ❑ ❑ ❑ Daryl Standafer f This Resolution was adopted by the St. Croix County Board Reviewed as to form on - ' - of Supervisors on Greg TAw6 rrnan, Corporation Counsel Cindy Campbell, County Clerk 90% RN Evening Supervisor 1. What has been the recent annual and monthly trend of work performed by the position? Working 90% as the Evening Supervisor RN as the person in charge of the building after the Administrator and DON leave the building and on weekends. 2. Who fills in for the position during the absences for PTO? Another RN will take charge of the building in the absence of the Evening Supervisor. 3. What will be the impact to the public of the delay in filling the position? Continuity of care is interrupted, use of overtime, which causes greater expense for the County. Difficult to fill this position with limited resources of RN's available to work extra hours as needed. 4. How much is the net savings for each month the position is unfilled? Save on cost of benefits but may have additional costs due to overtime needed to fill this position with our current RN staff. RESOLUTION TO REFILL PART - TIME FOOD SERVICE WORKER POSITION Resolution No. St. Croix County, Wisconsin WHEREAS, on October 5, 2010, the St. Croix County Board of Supervisors adopted a resolution requiring any position in which a vacancy occurs to be reviewed by the parent committee, the Administration Committee and the County Board prior to refilling; and WHEREAS, the Health and Human Services Board is the parent committee for a part-time Food Service Worker position in the Health and Human Services Department; and WHEREAS, a vacancy has occurred in this position; and WHEREAS, the Health and Human Services Board has reviewed the position and determined the position is necessary and there are no viable alternatives to refilling the position, and therefore recommends that the vacant position be refilled; and WHEREAS, the Administration Committee has reviewed the position and agrees with the conclusion of the Health and Human Services Board and recommends the position be refilled; and WHEREAS, the County Board has reviewed the position and agrees with the conclusions of the Health and Human Services Board and the Administration Committee that the position should be refilled. THEREFORE, be it resolved by the St. Croix County Board of Supervisors that the part-time Food Service Worker position in the Health and Human Services Department be refilled. Offered by the Administration Committee YES NO ABSTAIN ABSENT SUPERVISOR SIGNATURE ® ❑ ❑ ❑ Ryan sicard r ❑ ❑ ❑ ® Esther Wentz ❑ ❑ ❑ ❑ vacant ® ❑ ❑ ❑ Lorin Sather /tom Sharon ® ❑ E] El Bauman Orton -dZe"' l CL�CC ® ❑ ❑ ❑ Buck Malick ® ❑ ❑ ❑ Daryl Standafer /" -�-� - .r This Resolution was adopted by the St. Croix County Board Reviewed as to form on < - .3 of Supervisors on Greg Thynerman, Corporation Counsel Cindy Campbell, County Clerk 45% Food Service Worker V 1. What has been the recent annual and monthly trend of work performed by the position? 45% worker has been working in this position and since it has been open, we have been filling it with other kitchen staff and on -call staff. 2. Who fills in for the position during the absences for PTO? On -call staff or another part-time worker fills in. 3. What will be the impact to the public of the delay in filling the position? May impact the quality of meal service to our residents. This position works preparing our evening meal and serving our evening meal to our residents. 4. How much is the net savings for each month the position is unfilled? No savings. This position will be filled with on -call staff or with the use of other part-time staff. We may, as a last resort, utilize overtime to fill this position. RESOLUTION TO REFILL PART -TME CERTIFIED NURSING ASSISTANT POSITION Resolution No. St. Croix County, Wisconsin WHEREAS, on October 5, 2010, the St. Croix County Board of Supervisors adopted a resolution requiring any position in which a vacancy occurs to be reviewed by the parent committee, the Administration Committee and the County Board prior to refilling; and WHEREAS, the Health and Human Services Board is the parent committee for a part-time Certified Nursing Assistant position in the Health and Human Services Department; and WHEREAS, a vacancy has occurred in this position; and WHEREAS, the Health and Human Services Board has reviewed the position and determined the position is necessary and there are no viable alternatives to refilling the position, and therefore recommends that the vacant position be refilled; and WHEREAS, the Administration Committee has reviewed the position and agrees with the conclusion of the Health and Human Services Board and recommends the position be refilled; and WHEREAS, the County Board has reviewed the position and agrees with the conclusions of the Health and Human Services Board and the Administration Committee that the position should be refilled. THEREFORE, be it resolved by the St. Croix County Board of Supervisors that the part-time Certified Nursing Assistant position in the Health and Human Services Department be refilled. Offered by the Administration Committee YES NO ABSTAIN ABSENT SUPERVISOR SIGNATURE ® ❑ ❑ ❑ Ryan Sicard e ❑ ❑ ❑ ® Esther Wentz ❑ ❑ ❑ ❑ Vacant ® ❑ ❑ ❑ Lorin Sather Sharon Norton- Bauman ` l�c: Z f /(Czv ® F El F1 Buck Malick ` •� J VL 4 G� ® ❑ ❑ ❑ 1 Daryl Standafer '? r�" G" This Resolution was adopted by the St. Croix County Board Reviewed as to form on 3 1 ) of Supervisors on Greg Ti erman, Corporation Counsel Cindy Campbell, County Clerk 40% CNA position (six shifts a pay period 3:30 p.m. — 9:30 p.m.) 1. What has been the recent annual and monthly trend of work performed by the position? This position has been filled on a consistent basis and is replaced when the person goes on vacation. 2. Who fills in for the position during absences for PTO? Another CNA (on -call) fills this position during absences or PTO. 3. What will be the impact to the public of a delay in filling the positions? Continuity of care is interrupted, use of overtime which causes greater expense for the County. 4. How much is the net savings for each month the position is unfilled? No savings. We will try to fill it with on -call staff. We may even incur greater expense if we need to fill this position with overtime or agency staff. J J RESOLUTION TO REFILL ECONOMIC SUPPORT SPECIALIST POSITION Resolution No. St. Croix County, Wisconsin WHEREAS, on October 5, 2010, the St. Croix County Board of Supervisors adopted a resolution requiring any position in which a vacancy occurs to be reviewed by the parent committee, the Administration Committee and the County Board prior to refilling; and WHEREAS, the Health and Human Services Board is the parent committee for the Economic Support Specialist position in the Health and Human Services Department; and WHEREAS, a vacancy has occurred in this position; and WHEREAS, the Health and Human Services Board has reviewed the position and determined the position is necessary and there are no viable alternatives to refilling the position, and therefore recommends that the vacant position be refilled; and WHEREAS, the Administration Committee has reviewed the position and agrees with the conclusion of the Health and Human Services Board and recommends the position be refilled; and WHEREAS, the County Board has reviewed the position and agrees with the conclusions of the Health and Human Services Board and the Administration Committee that the position should be refilled. THEREFORE, be it resolved by the St. Croix County Board of Supervisors that the Economic Support Specialist position in the Health and Human Services Department be refilled. Offered by the Administration Committee YES NO ABSTAIN ABSENT SUPERVISOR SIGNATURE ® ❑ ❑ ❑ Ryan Sicard ❑ ❑ ❑ ® Esther Wentz ❑ ❑ ❑ ❑ vacant ® ❑ ❑ ❑ Lorin Sather Sharon Norton- ® ❑ ❑ ❑ Bauman ® ❑ ❑ ❑ Buck Malick ® ❑ ❑ ❑ Daryl Standafer 3 — 1 This Resolution was adopted by the St. Croix County Board Reviewed as to form on of Supervisors on Greg TinVerman, Corporation Counsel Cindy Campbell, County Clerk t Economic Support Specialist Position 1. What is the recent annual and monthly trend of work performed by this position? The current employee manages 400 FoodShare, Medicaid, and Child Care cases, in addition to providing back zip support to the unit for the Wisconsin Home Energy Assistance Program, which served 1, 609 households in the 2009 -2010 season and already 948 households from 10/01/10 - 01/08/11. 2. Who fills the position during absences for PTO? It isn't filled except for complaints and urgent items that cannot wait until the employee returns and are redirected and prioritized to other staff, which creates delays in that employee's work. 3. What will the impact to the public of a delay in filing the position? Economic Support caseloads have risen beyond acceptable levels, and the increase in federal and state program requirements during the last several years have put enormous strains on our current economic support system. I do not believe the Economic Support Specialists (ESS) are currently able to absorb the additional workload generated by a vacancy, and because our programs are entitlement programs, it is not an option to cut a program. More specifically, staff reductions would result in the following: a. An increase of agency preventable errors with the risk of fiscal penalties. b. A decrease in our overall timeliness score with the risk of fiscal penalties. c. A decrease in federal match or pass - through funding. d. Lack of quality service to clients including inaccurate and untimely processing of applications /reviews /changes, inaccurate and untimely distribution of benefits, untimely return ofphone calls, and untimely responses to needs and concerns for resources and referrals. e. Lack of ability to serve other departments within Health and Human Services and the County, such as, ADRC, AODA, Behavioral Health, Child Support, Family & Children, Nursing Home, Public Health, and YCSS that rely on our work to provide their services to mutual clients, generate payments for their services rendered, and meet their own performance measures. f. Lack of ability to maximize our revenue sources through Benefit Recovery, Third Party Liability, and Fraud collections. g. An increase in angry and distressed clients. 4. How much is the net savings for each month the position is unfilled? The savings is approximately $5, 777 /month based on the current employee's salary and fringe, minus federal match funding of 50% equaling a net monthly savings of $2,889. J RESOLUTION ADOPTING EMAIL MANAGEMENT POLICY Resolution No. St. Croix County, Wisconsin WHEREAS, the use of email for business communications is —%mmnn in S it_ Croix County government; and WHEREAS, the use of email also creates challenges in the al n retention, public records requests, and litigation; and WHEREAS, it is advisable to have a policy for the County tl for managing emails. THEREFORE, be it resolved by the St. Croix County Board Management Policy attached to this resolution is hereby ado 1 FURTHER., be it resolved that the Email Management Polic of the St. Croix County Board of Supervisors as section VII] Offered by the Administration Committee YES NO ABSTAIN ABSENT SUPERVISOR SIGNATURE ® ❑ ❑ ❑ Ryan Sicard � ❑ ❑ ❑ ® Esther Wentz ❑ ❑ ❑ ❑ vacant r � ® ❑ ❑ ❑ Lorin Sather ® ❑ ❑ ❑ Sharon Norton - Bauman ® ❑ ❑ ❑ Buck Malick ® ❑ ❑ F] Daryl Standafer fix; r r fn— _ This Resolution was adopted by the St. Croix County Board Reviewed as to form on Q 3 r of Supervisors on t 1�w�rtiv�v� Greg TirVerman, Corporation Counsel Cindy Campbell, County Clerk r Email Management Policy St. Croix County, Wisconsin Adopted 03 -01 -2011 I. Purpose Widespread use of email (electronic mail) has made it more convenient, efficient and cost effective to transact the business of St. Croix County. However, the use of email also creates challenges for the County in the areas of electronic storage capacity, records retention, requests for public records, and producing evidence in litigation. Retaining unnecessary emails can put a strain on the storage capacity of the County's electronic systems and necessitate unnecessary expenditures to increase storage capacity. Locating emails can become overly burdensome if retained haphazardly. An email in existence when a public records request is made may be subject to disclosure and an email in existence when litigation is reasonably anticipated may have to be preserved. To address these matters, the Email Management Policy establishes rules and procedures for retaining, storing and disposing of emails. II. Scope A. This policy covers all employees (for purposes of this policy, the elected County officers - Clerk of Court, County Clerk, County Treasurer, Register of Deeds and Sheriff - are considered employees and department heads), County Board supervisors and all others who have been granted access to, use of or administration responsibilities over the email resources of the County (hereinafter referred to collectively as "Users "). B. This policy covers emails that are created, transmitted, received or stored in connection with the public business or government functions of St. Croix County (public business or government functions hereinafter referred to as "County business "). The term "email" includes instant messaging and texting. The term "email" also includes attachments. C. This policy also covers email resources, including equipment, systems, networks, software and processes that are used to create, receive, transmit or store emails in connection with County business. When a User uses privately -owned equipment and /or a private internet service provider (ISP), email provider or other service provider to conduct County business, the portion of the device and the portion of the provider's system that creates, transmits, receives or stores the email related to County business is covered by this policy. D. Equipment covered by this policy includes any device that can create, send, receive or store email, including but not limited to computers (desktops, laptops, notebooks, etc.), iPads, external hard drives, thumb drives, flash drives, personal digital assistants (PDAs), cell phones and smart phones. E. An email consists of. (1) the structure of an email, including the physical appearance of the information in the email - headings, body, form and signature blocks; (2) the content of an email; and (3) metadata - data about data, including origin, date and time created, formatting, when and who opened it, when and who edited it, network paths, and the record series to which it belongs. F. This policy does not cover appropriate use of County email resources, such as restrictions on use for personal purposes, or transmitting disparaging, abusive or offensive emails. III. Retention of Emails A. Email resources can receive and transmit a wide variety of information. Whether or not an email has to be retained depends upon the content of an email, not the fact that it is an email. For what length of time an email has to be retained also depends upon the content of the email. B. Any email that creates a record identified in St. Croix County Code of Ordinances, Chapter 2, Records Retention Ordinance, shall be retained. The email shall be treated as any other record subject to the ordinance and shall be retained for the period identified in the ordinance. The email shall be retained on the County network drive (\ \co.saint- croix.wi.us\dfsroot\UserFiles) (M:) or other location designated by a department. If another location is used, the User shall notify the Information Technology Department in writing of the other location. The Information Technology Department shall keep an index of other locations that includes the name of the other location and the name of the department or User. No email under this par. B. shall be retained on any other email resource for longer than 180 days. If a record is already being retained under the Records Retention Ordinance, an email containing only that record is not subject to this par. B. However, the email may be a record under par. C., below. C. Any email not covered under par. B, above, that is created, transmitted, received or stored in connection with County business, and has a lasting business purpose to the County, may be retained. Each department head is responsible for identifying emails that have a lasting business purpose to the County and for determining how long the email shall be retained. A County Board supervisor, or other User not a department head, desiring to retain an email that he /she creates, transmits, receives or stores, shall consult with the County Board Chair to determine if the email has a lasting business purpose to the County and if the email shall be retained. For purposes of this email management policy, an email retained under this paragraph shall also be considered a record. An email retained by a department shall be retained on the County network drive ( \ \co. saint- croix.wi.us \dfsroot \UserFiles)(M:) or other location designated by a department. If another location is used, the department head shall notify the Information Technology Department in writing of the other location. The Information Technology Department shall keep an index of other locations that includes the name of the other location and the name of the department. An email retained by a County Board supervisor, or other User not a department head, shall be retained on the County network drive ( \ \co. saint- croix.wi.us \dfsroot \UserFiles) (M:) in a folder established by the Information Technology Department. No email under this par. C. shall be retained on any other email resource for longer than 180 days. D. If an email is a record under par. B. or C., above, and is created and distributed within the same County department, thus resulting in duplicate emails, the sender of the email shall be responsible for retaining it. A recipient of the email within the same County department may dispose of it unless there is a County business purpose to retain it, such as to document a business activity thread ( "thread" is defined below). An email that is a record under par. B. or C., above, shall be retained by a recipient if the email constitutes part of a case file or other record series. E. Any email that (1) is a record under par. B. or C., above, and (2) is received from outside a County department must be retained by at least one recipient within the department as determined by the department head. F. Any email and /or an attachment that is a record under this policy that is edited and forwarded becomes a new record and must be retained by the User forwarding the email. G. An email thread, or string, is an email discussion relating to one subject. Any email thread that is a record under this policy shall be retained according to the subject matter of the discussion rather than the subject line of the email. H. If an email, or any part of it, is not a record under par. B or C, above, an email may be disposed of at any time. No email not a record under par. B or C, above, shall be retained for longer than 180 days. If any department head, County Board supervisor or other User has a question regarding retaining an email, the department head, County Board supervisor or other User is advised to consult with the Corporation Counsel Office. IV. Email Destruction Process A. The Information Technology Department has implemented an email deletion program. Every 30 days, the Information Technology Department shall dispose of any email older than 180 days located in Outlook. It is the responsibility of each User to delete emails older than 180 days located somewhere other than in Outlook. B. For further information about the deletion process, contact the Information Technology Department. V. Litigation Hold A. A litigation hold is a communication issued by the Corporation Counsel Office, or outside counsel if assigned, as a result of current or reasonably anticipated litigation, an audit, a government investigation, or other such matter, that suspends the normal disposition or processing of records. It is also known as a "legal hold." This email management policy is subject to the County Litigation Hold Policy. If a litigation hold is issued, it suspends the management and destruction of emails while the litigation hold is in effect. Please refer to the County Litigation Hold Policy for details. It can be found in the St. Croix County Board of Supervisors Operations Policies. VI. Compliance and Enforcement A. All Users shall comply with this email management policy. Additionally, any User knowing of anyone willfully disposing of any email that is a record under this policy is under an obligation to report such information to the Human Resources Administrator. B. If any User fails to comply with this policy, action may be taken against them. Failure of an employee (but not the elected officers - Clerk of Court, County Clerk, County Treasurer, Register of Deeds or Sheriff) of the County to comply with this policy may result in disciplinary action, up to and including termination. Failure of other Users (including the elected officers) to comply with this policy may result in suspension or revocation of the right of access to or use of the County email resources, or legal action. C. If any User believes he /she has accidentally disposed of an email that is a record under this policy, the User should contact the Information Technology Department immediately. The email may be recoverable.