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HomeMy WebLinkAboutAdministration 02-19-13 AGENDA ADMINISTRATION COMMITTEE February 19, 2013 8:30 AM County Board Room - Government Center 1101 Carmichael Road, Hudson, Wisconsin 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. CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1. December 17, 2012 8:30 AM PUBLIC COMMENT BUSINESS ITEMS 1. Financial Reports 2. Tax Deed Property Bid Opening 3. 2010 Bond Update 4. Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix County 5. Mailroom Badge Access for County Board Supervisors 6. Land Auction and Capital Projects Update 7. Closed Session Pursuant to Wis. Stat. § 19.85(1)(c) to Discuss County Administrator's Employment Agreement. Reconvene into Open Session. 8. Resolution Approving County Administrator's Employment Agreement ANNOUNCEMENTS & CORRESPONDENCE ADJOURN DATE OF NEXT MEETING: MARCH 18, 2013 REVIEWED AND APPROVED BY: COMMITTEE CHAIR & COUNTY ADMINISTRATOR MINUTES ADMINISTRATION COMMITTEE February 19, 2013 8:30 AM County Board Room - Government Center 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER The meeting was called to order by Chair Peterson at 8:30 a.m ROLL CALL Attendee Name Title Status Arrived Agnes Ring Supervisor Present Tim Hood Secretary Excused Daryl Standafer Supervisor Present Tom Hawksford Vice Chair Excused David Peterson Chair Present Others present: County Administrator Patrick Thompson, Corporation Counsel Don Gillen, Paralegal Office Manager Kathy Spott, Human Resources Director Tammy Funk, Finance Director Tabatha Hansen, Management Analyst Kristen Ziliak, County Clerk Cindy Campbell, County Treasurer Laurie Noble, and Supervisors Roger Larsen, Travis Schachtner, Richard Ottino and Buck Malick. APPROVAL OF MINUTES 1. December 17, 2012 8:30 AM . RESULT: ACCEPTED PUBLIC COMMENT None. BUSINESS ITEMS 1. Financial Reports Finance Director Tabatha Hansen presented financial reports through 12/31/12 for the Administration offices and elected officials as well as the overall County budget figures. Hansen explained analysis of the 2012 budget is in the preliminary stage. She is waiting for final revenue reports. The budget looks good overall and she sees no alarming concern with the final analysis. The auditors are here this week for preliminary preparation of the audit. They will be back in May to finish up. County Treasurer Laurie Noble gave her report and answered general questions from the Committee. Discussion regarding fees charged to municipalities by the County for tax collection. The fees were reviewed two years ago. Finance Director Hansen will look into the current fees to see if they are up to date and covering costs. Additional Meeting Documents 2. Tax Deed Property Bid Opening Two bids were received. County Clerk Campbell opened the bids. City of New Richmond - Peninsula Heights subdivision - Lot 1 and Lot 2 - appraised value $8,000.00 each. Both bids were from Haffner Construction for $3750.00 per lot. Discussion. Motion by Supervisor Standafer, 2nd by Supervisor Ring to postpone consideration of the bids until the next meeting. Carried unanimously. County Clerk Campbell explained in December the Committee directed her to pursue the sale of unsold property by use of a realtor. She requested further direction from the Committee. Discussion ensued. Motion by Supervisor Standafer, 2nd by Supervisor Ring to delegate responsibility to County Administrator Thompson, Corporation Counsel Gillen and County Clerk Campbell to sell land through a realtor. Carried unanimously. Campbell reported on upcoming tax deed parcels. Discussion regarding tax deed process. RESULT: HELD IN COMMITTEE 3. 2010 Bond Update County Administrator Thompson updated the Committee on the 3.3 million dollar bonds the County Board approved in 2010 for various projects and equipment. The balance remaining is $117,156 .13. Thompson explained once all projects are complete there will be approximately $2000 remaining in debt issuance. That amount will be applied to replacing the damaged sod on the east side of the building. The bond money must be used by April 1, 2013. 4. Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix County Administrator Thompson explained the review process for the County Board Rules and Bylaws. The Administration Committee is responsible for the annual review of the rules and bylaws prior to the March County Board meeting. Motion by Supervisor Standafer, 2nd by Supervisor Ring to approve the changes to the Rules and Bylaws. Corporation Counsel Gillen went over the proposed changes with the Committee. Discussion ensued. Ring commented that three minutes seemed too restrictive for public comment. Language will be added to allow the chair to use three minutes as a guideline. Motion carried unanimously. The Rules and Bylaws will be forwarded to the County Board for approval in March. RESULT: APPROVED AS AMENDED [UNANIMOUS] MOVER: Daryl Standafer, Supervisor SECONDER: Agnes Ring, Supervisor AYES: Agnes Ring, Daryl Standafer, David Peterson EXCUSED: Tim Hood, Tom Hawksford 5. Mailroom Badge Access for County Board Supervisors Thompson briefly explained the history of County badge access. In 2007 the County board passed a resolution that supervisors do not have badge access to county buildings. A badge access swipe has recently been installed on the mailroom hall door. A question arose about giving badge access to County Board supervisors to enter the mailroom. Discussion of options. Consensus of Committee was to not provide badge access to supervisors and to proceed with the plan that County Clerk staff delivers mail to supervisors at the counter. 6. Land Auction and Capital Projects Update Ziliak handed out the Real Estate Auction Agreement with Barry Hager, Agreement between BNA Realty, LLC (HHS relocation) and St. Croix County and Land Auction & Capital Projects Update. Administrator Thompson gave an overview of the terms of the two agreements and explained the RFP process for the HHS and 911 relocations. Two RFP selection committees will be formed and will include County Board representation from HHS and Public Protection. Ziliak reviewed the auction timeline and capital projects update with the Committee. Administrator Thompson referred to a previous Committee of the Whole Powerpoint that identified the five drivers for the HHS project that will determine elements in the RFP - IT connectivity, proximity to the judiciary, medical records, functional and financial eligibility. Determinations will be made whether HHS can be housed together or split up. Discussion regarding medical records. Administrator Thompson will provide updates of the projects to the HHS Board, Public Protection, Administration and the County Board on a monthly basis. Expenditures will be tracked and provided to the committees and County Board as the project progresses. The committee took a five minute break. Additional Meeting Documents 7. Closed Session Pursuant to Wis. Stat. § 19.85(1)(c) to Discuss County Administrator's Employment Agreement. Reconvene into Open Session. Motion by Supervisor Ring, second by Supervisor Standafer to go into closed session to discuss the County Administrator’s Employment Agreement. Carried Unanimously. 8. Resolution Approving County Administrator's Employment Agreement Motion by Supervisor Standafer, 2nd by Supervisor Ring to come out of closed session at 12:07 p.m. Carried unanimously. Motion by Supervisor Ring, 2nd by Supervisor Standafer to amend the draft employment agreement as follows: Section I. Term, A. O Change “2018” to “2017” Section II. Salary and Performance Reviews, B. O Remove and replace “Exceptional Performance Incentive Compensation” and its language with “Pay for Performance (P4P) Incentive Compensation” language. Section II. Deferred Compensation. O Remove and replace “Deferred Compensation” language with “Retention Incentive” language. Carried unanimously. Motion by Supervisor Standafer, 2nd by Supervisor Ring to approve the resolution to send the amended draft employment agreement to County Board for approval. Carried unanimously. RESULT: APPROVED AS AMENDED [UNANIMOUS] MOVER: Agnes Ring, Supervisor SECONDER: Daryl Standafer, Supervisor AYES: Agnes Ring, Daryl Standafer, David Peterson EXCUSED: Tim Hood, Tom Hawksford ANNOUNCEMENTS & CORRESPONDENCE The next meeting is scheduled for March 18, 2013 ADJOURN The meeting was adjourned at 12:24 p.m.