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HomeMy WebLinkAboutAdministration 08-16-11NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE August 16, 2011 - 8:30 A.M. St Croix County Government Center — Room 1281 1101 Carmichael Road Hudson, Wisconsin L CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES OF PREVIOUS MEETING: July 18, 2011 IV. BUSINESS ITEMS: 1. Financial Report 2. 2010 Audit Report — Larson Allen 3. Consideration of City of Hudson Deer Reduction Program 4. Farm Rental of Government Center Property 5. Final County Supervisory District Plan 6. Amendment to County Board Rules & Bylaws Regarding Appointment of Board of Adjustment Members 7. Amendment to Operations Policies, Sec. III, Relating to Signatures Required on Contracts 8. Possible Amendments to County Board Rules & Bylaws a. Changing Article IV.A. (Number of Members on Committees) b. Article IV.C. (Standing Committee Members are Elected) c. Article IV.A. & B. (Creation of an Executive Committee) 9. Ad -Hoc Building Facilities Long Term Planning Committee 10. Health Insurance Renewal 11. Compensation Classification Plan V. ANNOUNCEMENTS & CORRESPONDENCE VL ADJOURN DATE OF NEXT MEETING: September 19, 2011 REVIEWED AND APPROVED BY: Committee Chair and County Administrator DATE APPROVED: A quorum of the St. Croix County Board of Supervisors (County Board) may he present at this meeting. Therefore, this notice also serves as notice of a meeting of the County Board for the purpose of ohtaining information relating to subjects listed above for use at future County Board Meetings. 8/11/2011 Official Minutes of Committee Meeting ST. CROIX COUNTY ADMINISTRATION COMMITTEE August 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 Others Present (not mentioned below): Kristen Ziliak, Greg Timmerman, Pam Benson (HHS- Family and Children's) APPROVAL OF MINUTES OF PREVIOUS MEETINGS: Motion by Rebholz, 2nd by Standafer to approve the July 18, 2011 minutes. Carried unanimously. 1. Financial Report — County Administrator Patrick Thompson highlighted the financial reports for the Administration offices. He noted a large claim was paid out of the Risk Management budget in July. The Election budget will be over budget due to the recall elections. Reconciliation report reviewed. County Treasurer Laure Noble was present. No questions. 2. 2010 Audit Report — Larson Allen — Larson Allen representatives present: Steve Tracey and Douglas Host, and Finance Director Michelle Pietrick. Host reviewed the audit report with the committee highlighting internal controls noting five material weaknesses. Host reported delinquent tax receivable is down, there is an increase in the General Fund from 2009 to 2010, and a Highway Department increase in inventory. Review of county revenues and expenditures, general obligation bonds and notes. Nursing Home and Highway fund analysis reviewed. Management letter reviewed. Discussion regarding material audit adjustments and segregation of duties including cross - training between departments. Malick requested a list of departments in which segregation of duties would apply and provide to Thompson who will review and bring back a plan to the Administration Committee. Discussion regarding reconciliation of cash to general ledger and the frequency in which computer system passwords are changed. Pietrick indicated password changes are per the recommendation of the IT Director. Malick requested password changes be addressed by Thompson with a follow -up to the Administration Committee. Capital Assets reviewed noting no formal written policy has yet been completed. Host suggested revisions to the ledger account numbers and recommends revising the account code structure in Health and Human Services to provide ready determination of revenue sources. Review of Children/Long -Term Support Program reporting issues recommending the County review and implement a process for accurate reporting in this area and for the CARS reporting in order to be compliant. Thompson will prepare a management response to the Management Letter which will detail his recommendation that county management needs to take in response to any audit issues identified in the Management Letter. 3. Consideration of City of Hudson Deer Reduction Program - Lon Feia, Managing Partner of River Valley Deer Management, LLC was present. Malick suggested approving without a term until either party wishes to end the agreement and this being contingent upon approval by the City of Hudson. Motion by Malick, 2nd by Standafer to approve the agreement being extended indefinitely so long as the City of Hudson gives annual approval. Carried unanimously. 4. Farm Rental of Government Center Property - Thompson reported on the possibility of renting Administration Committee August 16, 2011 Page 2 of 4 approximately nine acres of county -owned property along Carmichael Road and County Road UU (Vine Street). Malick indicated Jeff Beer is interested as he farms the land across County Road UU. It was noted the property is located in the city limits which has an ordinance against burning the brush after cleared. Thompson recommended referring this matter back to him to proceed with a similar lease as the New Richmond Farmland Lease and direct appropriate people to address this matter and bring it back to the Administration Committee. Timmerman reported the property is zoned public and any type of agriculture use would require a conditional use permit from the City or contemporaneously, agree to the lease terms. Thompson stated he will address the zoning and lease issue and bring it back next month. Motion by Malick, 2nd by Sather authorizing the County Administrator to pursue a farming agreement on the corner of Carmichael and County Road UU (Vine Street). Carried unanimously. 5. Final County Supervisory District Plan — Motion by Malick, 2nd by Sicard to approve and forward to the County Board. Carried unanimously. 6. Amendment to County Board Rules & Bylaws Regarding Appointment of Board of Adjustment Members — Malick indicated appointments to the Board of Adjustment ought to be made by the County Administrator rather than County Board. Motion by Malick, 2nd by Standafer to recommend to the County Board an amendment to the County Board Rules and Bylaws to provide appointments to the Board of Adjustment are made by the County Administrator. Carried unanimously. 7. Amendment to Operations Policies, Sec. III, Relating to Signatures Requirement on Contracts - Thompson requested the Operations Policies be amended where it indicated all contracts are signed by the County Administrator include "or his or her designee ". Motion by Malick, 2nd Wentz to approve the change. Carried unanimously. 8. Possible Amendments to County Board Rules & Bylaws — Thompson explained these items were discussed at the committee chair meeting held in July. a. Changing Article IV.A. (Number of Members on Committees) — Discussion regarding committee size. Currently most standing committees have seven members and should there be a reduction to five members. b. Article IV.C. (Standing Committee members are Elected) — Current policy is the County Board conducts elections to standing committee membership. Discussion regarding the possibility of revising the rule to allow the County Board Chair, Vice Chair and the Chairs of standing committees appoint committee members. The County Board would still elect the County Board Chair, Vice Chair and Chairs of the standing committees. c. Article IV.A. & B. (Creation of an Executive Committee) — Thompson suggested consideration of an Executive Committee consisting of the County Board Chair, Vice Chair and Chairs of the standing committees. Powers would be delegated by the County Board. This would free -up some work of the Administration Committee and the future of Ad Hoc Building Facilities Committee. The Executive Committee would take on long -range planning. Malick suggested before a significant change is made, to spend more time having a County Administrator form of government. Standafer indicated he is in favor of seven - member committees and the benefits on improved communication between committees. Sicard indicated there could be efficiencies with five- Administration Committee August 16, 2011 Page 3 of 4 member committees. Malick would like to see a proposal on how an Executive Committee would function and how it is defined in other counties. Norton- Bauman expressed concerns regarding seeing no information of committee interest from County Board members when it comes to electing individuals to committees. Thompson will prepare information and proposal to the Administration Committee before the November 2011 meeting. Malick left the meeting at 9:55. The committee took a break and reconvened at 10:04 a.m. 9. Ad -Hoc Building Facilities Long Term Planning Committee — Thompson recommends the Administration Committee take on the role and responsibility of the Ad Hoc Building Facilities Long -Term Planning Committee and dissolve the ad hoc committee and reassign the duties to the Administration Committee. Motion by Wentz, 2nd by Rebholz to recommend this change to the County Board. Sather would like to see review of office space and space reallocation. Rebholz suggested the Administration Committee set up a subcommittee to do the legwork and bring back recommendations to the Administration Committee. Carried unanimously. 10. Health Insurance Renewal - Thompson reported he is in process of receiving renewal bids on health insurance noting the deadline is August 23 Human Resources (HR) will review the bids and bring back a recommendation to the Administration Committee with plan design changes to help reduce overall costs. Thompson noted there is a handful of high usage claims driving the increase in the health insurance. HR Director Tammy Funk indicated she is working with Willis on the health insurance plan. 11. Compensation Classification Plan — Thompson reported Charlie Carlson will provide an update on the compensation classification plan and has reviewed appeals submitted through HR. Thompson indicated the Administration Committee has two options: 1) to approve of consultant's recommendation; 2) refer recommendations back to the Administrator and HR to bring back a recommendation. Funk distributed the appeals summary. Carlson explained 35 appeals, which include multiple incumbents, were received and of the 35, nine were incomplete and 25 have an opportunity of a maximum pay range increase of $5,000. Carlson approved four appeals and indicated two are future changes for consideration. Review of social worker positions by Carlson. Carlson stated the Administration Committee has the authority to approve classification changes to be led with an evaluation by Carlson, an internal analysis by HR with a recommendation to the County Administrator and then bring the matter to the Administration Committee for consideration. Review of the Administration Committee's involvement in classification changes. Carlson suggested the Administration Committee not get involved as long as the staff work is done appropriately. Discussion regarding adopting Carlson's recommendation or wait one month. Thompson indicated the County Board hired an expert to do the study and approved the process. The expert has done his job and it's time to move on. Sather suggested a delay and to have Thompson involved. Motion by Rebholz, 2nd by Sicard to accept the classification appeals as submitted by Carlson. Carried: 4 — 2 (opposed Wentz and Sather). Malick was absent. Funk stated the last piece of the recently approved SCOPE union agreement includes merging the Human Services and General Government wage grids. Funk indicated she has had discussions with the union president and noted an upcoming labor management meeting to address merging the wage grids. The County cannot negotiate those details. Funk received a response indicating the possibility of an advisory rule and may accept a grid to be put together. Options are to review job descriptions and have job description questionnaires completed. Funk indicated the current grids and rate systems are poor and like- Administration Committee August 16, 2011 Page 4 of 4 job descriptions don't match. Another option is to contract with a consultant to do evaluations on an internal basis or look into the market. Funk stated this affects the SCOPE wage grid. Funk noted it would be easier for an outside person to decide on like jobs versus an internal staff member. Funk provided Carlson with the number of job classifications and indicated Carlson's approximate charge to be $15,000. Carlson reported general wage increases are limited by the Consumer Price Index (CPI) and how wage grids are set up are the responsibility of the employer. Thompson recommends the County proceed and engage with Carlson to complete this portion of the classification study since the County is obligated to do so. Carlson is familiar with the structure and departments. Motion by Standafer, 2nd by Sicard to contract with Carlson to complete this step per the agreement. Sather asked if this could be done internally. Thompson indicated he will do as much as he can to keep costs down. Carried unanimously. Norton - Bauman indicated the next Administration Committee meeting is September 19 and added there will be a tour of the Government Center grounds. Meeting adjourned at 10:52 a.m. Respectfully submitted, Ryan Sicard, Secretary Cindy Campbell, Recording Secretary