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HomeMy WebLinkAboutAdministration 06-20-11 --AMENDED- - ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING AND AGENDA ADMINISTRATION COMMITTEE June 20, 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: July 18, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: April 14, 2011; April 18, 2011; May 3 & 4, 2011; May 16, 2011; May 17, 2011; and May 25, 2011 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. Corporation Counsel Report a. Resolution Preparation and Review Policy 4. County Clerk Report a. County Board — Attendance at Committee Meetings Via Video /Telephone Conference 5. Building Services Report a. * *Baldwin Ag Center- Phene System— 6. Human Resources Report 7. Finance Director Report a. Financial Reports b. 2012 Budget Instructions 8. Renewal of Fairgrounds Lease Agreement with St. Croix County Fair, Inc. — 10:00 a.m. 9. * *Review of Changes to Redistricting Plan — Ellen Denzer 10. Discussion -- County Farm Land New Richmond 11. Wildwood Trail Encroachment Issues — Bob Heise 12. Property encroachments and trails on Government Center Property 13. Repeal of Resolution No. 30(2010), 37(2010) and 27(2011) relating to vacant position review policy 14. Wisconsin Retirement System (WRS) — Request to Oppose Possible Retroactive Application of Employee Contribution Requirement 15. * *Resolution Implementing County Pick -Up of Employee Retirement Contributions Pursuant to 26 U.S.C. Section 414(h)(2) (Employee Contributions to Wisconsin Retirement System) 16. Closed session pursuant to Wis. Stat. § 19.85 (1)(e) for bargaining reasons related to negotiations with 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. 6/16/2011- -2:21 PM Official Minutes of Committee Meeting ST. CROIX COUNTY ADMINISTRATION COMMITTEE June 20, 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 called at 8:30 a.m. ROLL CALL - Present: Daryl Standafer, Sharon Norton- Bauman, Esther Wentz, Roger Rebholz, Lorin Sather and Ryan Sicard; absent and excused - Buck Malick. Others Present: Pat Thompson, Tammy Funk, Kristin Ziliak, Greg Timmerman, Michelle Pietrick, Laurie Noble, Ellen Denzer, Bob Heise, Tim Ramberg, Brian Halling, Dave Ostness, Supr. Steve Hermsen, Norm Matzek, Supr. Roger Larson, Cindy Van Dyk, Gayle Sullwold, Dick Sullwold, Randy Gunderson, Jane Bond and Katie Thurmes. ADOPTION OF AGENDA: Motion by Wentz, 2nd by Sicard to approve the agenda as presented. DATE OF NEXT MEETING: July 18, 2011 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: Motion by Standafer, 2nd by Wentz to approve the minutes as listed on the agenda. OLD AND NEW BUSINESS: Review of Vouchers — Rebholz reviewed the vouchers and had no questions. Treasurer Report — Laurie Noble a. Monthly Reconciliation — Noble reported approximately 598 fewer delinquent notices were sent out than in the previous year. Tax notices sent out were flagged in red to indicate a tax notice. Review of Changes to Redistricting Plan — Ellen Denzer Denzer updated the committee of the minor changes that were requested. Approvals of the municipal ward plans are due by July. Any adjustments to the municipal ward plans will mean adjustments to the county plans. The change in Woodville was due to an annexation near County Road B. The Village of Somerset had an annexation on its Westside, which took land out of Supervisory District 2 and put into District 1. All annexations through August 1, 2011 have to be in the redistricting plan. The Town of Hudson and City of Hudson also requested some shifting with a net affect to combine two wards for alderman districts to be closer together. Denzer stated the changes are all good and will be better in the long run. One more set of changes may still occur before all is finished. Wentz congratulated Denzer on a job well done. Corporation Counsel Report — Greg Timmerman a. Resolution Preparation and Review Policy - Timmerman stated a question arose regarding the present rule which requires all resolutions to start with the committees and if there would be situations where the County Administrator could bring resolutions on his own. Standafer questioned if any counterparts have that situation. Resolutions must originate with their committee before County board can act on it. Thompson stated, in the past he has never brought forward a resolution without prior Administration Committee June 20, 2011 Page 2 of 4 review of the affected committee, and committee meetings can be called in an emergency. Norton - Bauman questioned who would sign off on finance and human resource implications. Timmerman stated there is a policy drafted now to read that the committee, in charge of the resolution, has to provide the fiscal impact. The department head would develop the statement, with the finance director signing off on the fiscal impact. Thompson agreed to leave the process in place. Timmerman replied that most resolutions, however, are policy impacts and not fiscal, and suggested Thompson should still review but not sign the resolutions so as to be aware of the big picture impact and have opportunity to go back to the committee in charge. Timmerman will draft language for the next meeting. Sicard questioned the continuation of county board signatures on resolutions. Standafer replied that most resolutions have had the votes listed, as well as the initiator of the resolution along with the motion. Sather commented that it is easier to list the result of votes and just have the County Board chair sign off. Motion by Sather, 2nd by Sicard to change the policy from an individual signature, to vote results with the Chairperson signing along with the County Clerk, as well as who initiated and seconded the motion. Timmerman added that it be listed as a notation on the resolution. Carried unanimously. Property encroachments and trails on Government Center Property Timmerman explained the statute regarding adverse possession that cannot be claimed against a government entity unless a fence line has been there 20 years prior. Therefore, the situation at the government center and the Wildwood Trail takes us out of adverse possession for lack of a fence line. However encroachments are issues that still need resolutions. No decisions have currently been made with adjoining landowners and the issue remains open. Discussion regarding the county ending encroachments, or accommodating the uses and the liability issues that creates. Motion by Sather, 2nd by Wentz that letters should be sent to all encroaching landowners to cease and desist of all encroachments and remove permanent structures. Discussion by the committee regarding the response to the first letters that were sent to landowners along with options of what the county should take care of Motion carried. Rebholz and Standafer opposed. Norton - Bauman asked the committee for an action on encroachments. Ziliak responded that recreational immunity would protect the county along with signs clearly stated, and recommended the county either removes the trails, or maintains them. Motion by Sather, 2nd by Standafer that area has a sign posted stating closed due to public land, no trespassing except on asphalt easement. Motion carried. Rebholz opposed. 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 Sicard, 2nd by Rebholz to go into closed session pursuant to Wis. Stat. § 19.85(1)(e) for bargaining reasons related to negotiations with collective bargaining units. Motion carried unanimously. Time: 9:35 a.m. Members of the Administration Committee were present in the closed session as well as Steve Hermsen, Tammy Funk, Tim Ramberg, Randy Gunderson and Jane Bond. Motion by Wentz, 2nd by Standafer to reconvene in open session. Motion carried unanimously. Closed session vote carried, 4 -2 in favor of forwarding contracts to the County Board for approval. Renewal of Fairgrounds Lease Agreement with St. Croix County Fair, Inc. Sullwold, Chair of the Fair Board, explained that Timmerman sent copies of the lease to the committee members and that it is a lease routinely renewed every five years. The vast majority of the land was deeded to St. Croix County by the City of Glenwood as long as it's used for the Fair, with the lease explaining the history. Norton - Bauman questioned if the liability insurance is adequate, and Ziliak responded that it is. Motion by Wentz, 2nd by Rebholz to approve. Motion carried unanimously. Administration Committee June 20, 2011 Page 3 of 4 Wildwood Trail Encroachment Issues - Bob Heise Heise explained the encroachment on the Wildwood Trail is similar to the issue on the government property, with two landowners encroaching. Heise has offered different options to the owner with the encroaching sump pump, and believes the owner will find an option to rectify the situation. Heise recommend to the committee they send a letter to the landowners with a specific date of accomplishment. Motion by Sather, 2nd by Sicard to send a letter, date specific, for relocation of the sump pump. Timmerman advised the letter to be worded to ask the owner to correct the issue, and not inform them of what to do. Motion carried unanimously. Regarding the second owner with the encroaching utility shed, Halling was asked to mark the boundary of the Wildwood Trail because of the owner's dispute. Halling is confident what is marked, as the property lines and corners set on the original plat of Southview Heights, are correct. The shed encroaches almost halfway across the property line on the county land._ Motion by Sather, 2nd by Standafer to send a letter to the owner asking to move or remove the shed to comply with setback requirements on county property. Motion carried unanimously. Motion by Sather, 2nd by Standafer to send a letter to adjoining landowners, as well, on the cease and desist of mowing. Finance Director Report — Michelle Pietrick a. Financial Reports — No questions. b. 2010 Budget Instructions — Pietrick handed the 2012 budget guidelines to the committee and stated that she tried to incorporate the assumptions from the last two Committee -of -the -Whole meetings into the document. Zero -based budgeting will include the County Administrator (Thompson) implementing the pay study to the extent possible with no fund increase. Sather questioned if departments should submit a list of priorities, and if there should be an established format for departments to list priorities in a similar structure. He also questioned who makes determinations of what is considered adequate staffing in each department. Thompson will submit a template of what is needed. Adequate staffing is established by the county and each department, and the Thompson will make decisions at budget time. The Committee -of -the -Whole has recommended no levy increase in 2012 and no wage increases for 2012. Motion by Standafer, 2nd by Sicard to move budget instructions and changes forward. Motion carried unanimously. Human Resources Report No report given. Wisconsin Retirement Systems (WRS) — Request to Oppose Possible Retroactive Application of Employee Contribution Requirement Thurmes stated this to be a moot point and is effective based on implementation by the Department of Administration. Repeal of Resolution No. 30(2010) and 27(2010) relating to vacant position review policy These are resolutions establishing the vacant review policies in both the Sheriffs and Emergency Communication Departments; however, since the appointment of the County Administrator, these positions are vested towards him as of June 8, 2011. Timmerman suggested a cleanup resolution be created to show the paperwork that repeals the resolutions, and shows procedure to be in the hands of the County Administrator. Motion by Sather, 2nd by Standafer to recommend repeal of the resolutions discussed. Motion carried unanimously. Administration Committee June 20, 2011 Page 4 of 4 Resolution Implementing County Pick -Up of Employee Retirement Contributions Pursuant to 26 U.S.C. Section 414(h)(2) (Employee Contributions to Wisconsin Retirement System) Motion by Sicard, 2nd by Standafer to implement. Motion carried unanimously. County Clerk Report a. County Board — Attendance at Committee Meetings Via Video/Telephone Conference Norton - Bauman summarized that some counties are allowing attendance at committee meetings by video and telephone conferencing. The committee discussed the pros and cons. Thompson indicated current rules do require attendance, but we could allow the chairperson to give authority on a case by case basis. The committee was in agreement to continue with attendance by coming to meetings. Discussion — County Farm Land New Richmond The committee discussed the county farm land in New Richmond as it pertains to selling. The price of farmland has increased and would be a good revenue enhancement or buildup of the county's fund balance. It is property the County may not use and farmers are being paid well to farm. Discussion regarding continuation of farming, or to aggressively market the property. Sather suggested those interested in selling should generate a report and bring to the Administration committee. The County will continue to rent the land based on the 2009 contract due to renew in 2012 and will be based on the commodity price. Meeting adjourned at 11:30 a.m. Respectfully submitted, Ryan Sicard, Secretary Monica Lucht, Recording Secretary