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HomeMy WebLinkAboutAdministration 11-18-13 AGENDA ADMINISTRATION COMMITTEE November 18, 2013 8:30 AM County Board Room - Government Center 1101 Carmichael Road, Hudson, Wisconsin *If allowed by the Chair per the Rules and Bylaws of the Board of Supervisors. 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. October 21, 2013 8:30 AM PUBLIC COMMENT* BUSINESS ITEMS 1. Financial Reports 2. Tax Deed Bid Opening 3. 2014 Budget Amendment Regarding Libraries 4. State Funded ADA Drug Prosecutor Positions 5. Agricultural Services & Education Center Building - Future Use 6. Capital Projects Update 7. Position Re-class Procedure ANNOUNCEMENTS & CORRESPONDENCE ADJOURN DATE OF NEXT MEETING: DECEMBER 16, 2013 MINUTES ADMINISTRATION COMMITTEE November 18, 2013 8:30 AM County Board Room - Government Center 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER ROLL CALL Attendee Name Organization Title Status Arrived Agnes Ring St. Croix County Supervisor Present Tim Hood St. Croix County Secretary Present Daryl Standafer St. Croix County Supervisor Present Tom Hawksford St. Croix County Vice Chair Excused David Peterson St. Croix County Chair Present Others present: County Administrator Patrick Thompson, Corporation Counsel Scott Cox, Human Resources Director Tammy Funk, Finance Director Tabatha Hansen, Management Analyst Kristen Ziliak, County Clerk Cindy Campbell, Supervisor Travis Schachtner, Supervisor Roger Larson, Supervisor Bill Peavey and Paralegal Office Manager Kathy Spott. APPROVAL OF MINUTES 1. October 21, 2013 8:30 AM The minutes of the October 21, 2013 Administration Committee meeting were accepted as distributed. RESULT: ACCEPTED PUBLIC COMMENT* None. BUSINESS ITEMS 1. Financial Reports Finance Director Hansen presented financial reports for administrative and elected departments through September, 2013. Hansen reported the Treasurer’s budget is over in wages and benefits. An employee is scheduled to work 30 hours/week but due to seasonal workload the employee has been working 40 hours/week. The position is budgeted for 40 hours/week in the 2014 budget. Hansen asked if there were any questions on the Treasurer’s report. Hansen updated the committee on trial expenses, the contingency fund and projected sales tax revenue. 2. Tax Deed Bid Opening At the September 16, 2013 Administration Committee meeting action was taken directing the County Clerk to continue posting the three available tax deed properties on the County's website until the Spring of 2014. As of November 13, 2013, one sealed bid has been received. The bid is from the same individual whose $5,000 bid was rejected at the October meeting. 1. Lot 2 Woodland Meadows 3.21 acres -Town of Somerset-032-2181-02-000 - Appraisal of $21,000 BID: $6,000.00 The Committee discussed obtaining sales comparisons of recently sold lots in the area. Administrator Thompson reminded the Committee that action was taken to reject low bids that come in and wait until next spring. Motion by Standafer, 2nd by Hood to reject the bid as received for the Town of Somerset tax deed property. Supervisor Standafer stated he was willing get some comparables of lots contiguous to Lot 2. Carried Unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Daryl Standafer, Supervisor SECONDER: Tim Hood, Secretary AYES: Agnes Ring, Tim Hood, Daryl Standafer, David Peterson EXCUSED: Tom Hawksford 3. 2014 Budget Amendment Regarding Libraries Administrator Thompson read the motion made by the County Board at the budget hearing regarding libraries. The motion states: “Motion to amend the budget to pay from the sales tax fund any reimbursements, not to exceed $40,000 to Libraries in the County which the Hudson Area Joint Library does not pay in 2014; and to request legal advice to the County Board, not later than the March meeting, whether the County can 1) require the Hudson area Joint Library to pay these and future reimbursements or 2) rescind the County Board’s approval of the Hudson area Joint Library.” This item was placed on the agenda for discussion. The committee members spoke to several issues in regard to the motion: 1) the advisability of the action taken by the County Board and what repercussions it may cause in the future; 2) what if any ability does the County have to enforce the agreement without being a party to it; 3) does Resolution 28(2002) approving the joint library offer any recourse and/or is the reimbursement provision conditional; 4) the fairness to all County residents of reimbursing the three libraries from the sales tax fund rather than the Joint Library making payments; and 5) future procedure for processing applications for exemption. Corporation Counsel Cox is researching and gathering information and will address the issues in an opinion by not later than the March County Board meeting. 4. State Funded ADA Drug Prosecutor Positions Administrator Thompson recapped that the County Board denied a county funded ADA Drug Prosecutor position at the November 5th budget meeting. Subsequent to the Board meeting Thompson had a discussion with District Attorney Johnson and County Board Chair Standafer regarding the State’s responsibility to fund ADA positions. A draft resolution was prepared and emailed to the Committee on Friday. The original draft resolution will be included in the minutes packet. The resolution urges the State to support and fund additional ADA drug prosecutor positions statewide to aggressively prosecute individuals trafficking and selling illegal drugs and forwards it to State officials. Supervisor Standafer summarized the history of recent ADA positions and the need to recognize where additional drug enforcement is needed throughout the State and that those positions should be funded by the State. Supervisor Hood respectfully acknowledged the emotional aspects included in the resolution but offered that a factual case load analysis would better bolster the argument for additional ADAs. Administrator Thompson will request a case load analysis from District Attorney Johnson to include in the resolution. Supervisor Ring suggested the resolution cover letter capture some of the stories of families affected firsthand by increased drug use in St. Croix County. Motion by Standafer, 2nd by Hood to approve and forward an amended resolution to the County Board. Carried unanimously. Corporation Counsel Cox confirmed the fourth and fifth whereas clauses are to be removed and replaced with data from the District Attorney. Stories of local families are to be included in the cover letter. RESULT: APPROVED [UNANIMOUS] MOVER: Daryl Standafer, Supervisor SECONDER: Tim Hood, Secretary AYES: Agnes Ring, Tim Hood, Daryl Standafer, David Peterson EXCUSED: Tom Hawksford 5. Agricultural Services & Education Center Building - Future Use Administrator Thompson reported the FSA lease extension amendment was executed last week. Thompson reviewed the amendments with the Committee noting the lease is from June 1, 2013 through December 31, 2014. Supervisor Standafer pointed out the addition of an annual rental increase of 3% and termination clauses which were not in the original lease. A copy of the lease is included in the meeting packet. Thompson noted the packet also includes a 2013 4H club map and an Ag Building staff summary. Thompson said the long range plan is to move the CDC related positions to the Government Center after ADRC has moved to New Richmond. The location of the remaining FSA related positions will ultimately depend on whether the FSA extends the lease in 2014 or moves elsewhere. Thompson stated all efforts will be made to locate the FSA related positions near the FSA and keep the relationship intact. The Committee discussed the ag-related, non-ag-related and UW-Extension positions. Thompson stated the ag building is not being marketed at this point but eventually this discussion will be back before the Committee. Supervisor Ring asked if other options could be explored at that point. Thompson stated all options and Board suggestions would be welcomed and explored. Thompson and the Committee members discussed the progression that took place with the marketing of the ag center to date and the perceptions that came of it. Thompson stated it has come up in one or two meetings whose decision is it in regard to County organization and structure to relocate staff - is it a Board or operational decision. Thompson interprets his job is to make managerial and operational decisions. If the Board does not agree these are his duties, Thompson would like to be directed otherwise. The Administrator and Board should all be on the same page. Supervisor Hood said employee location and space use is the Administrator’s duty and the ultimate decision to dispose of property belongs to the Board. Supervisor Hood and Chair Peterson felt that Administrator Thompson has operated within the purview of his duties. Supervisor Ring spoke to doing a better job placing issues on the agenda so the public has a better idea of what will be discussed. Administrator Thompson said this has been discussed internally and efforts are being made to notice items properly. He welcomes the input received and the discussions with the community. Thompson assured there was no intent to keep information from the public and all those involved. 6. Capital Projects Update A capital projects update sheet was provided to the committee. County Administrator Thompson updated the Committee on 1) 911expansion and relocation of EOC; 2) 911 merger feasibility study; 3) HHS relocation; 4) HHS deconstruction - late summer 2014; and 5) Government Center renovation update. Supervisor Standafer questioned the retention requirement for paper medical files with the transition to electronic medical records. Ziliak explained once Electronic Health Records (HER) is implemented paper records going forward will not be kept. Existing paper files, if not scanned into the HER must be kept in accordance with the Records Retention Ordinance. Supervisor Ring questioned the 911 merger feasibility study and what it will provide. Administrator Thompson said it will provide policy direction to the Board on the feasibility of merging the two 911 centers. It will outline the costs and benefits for both the St. Croix and Pierce County Boards. 7. Position Re-class Procedure Administrator Thompson said Human Resource Director Tammy Funk emailed a two page summary of the reclassification process and policy of the County to the Committee on Friday afternoon. Thompson felt it was important after the November 5th County Board budget hearing to make sure the Administration Committee is firm in their understanding of the position reclassification language in the Human Resources Handbook. Funk gave an overview of the documents sent to the Committee and added the documents will be included in the meeting packet. Thompson and Funk explained the market analysis used for establishing appropriate levels of classification and retention for positions. Market analysis is separate from Pay for Performance (P4P). Market analysis is applied to the position while P4P is for performance of the employee. Funk explained that positions being reclassified over consecutive years could be a result of continual added duties and responsibilities justifying that the position be upgraded. Supervisor Ring questioned if the process for reclassification was readily available to employees. Funk explained there was some confusion as to the process due to the September, 2012 amended Human Resource Handbook not being updated on the Intranet and employee portal. Steps are being taken to replace the old version with the most recent version of the Handbook. Supervisor Hood asked how employee morale is. Thompson explained the Staff Advisory Group, made up of 20 employees, has had some tough discussions with Administration regarding the reclasses, morale, P4P, increasing employee engagement and communications between the departments and Administration. The group recently sponsored a survey and is assessing the results and feedback to identify areas that need improvement. Funk added there is more work to do and time is needed to move forward. Supervisor Ring asked what Board members can do to make sure the morale is at a place they want it to be. Funk replied support from the Board is very important whether it’s supporting P4P or listening to and referring an employee with an issue to the proper administrative person. Thompson added supporting all staff as the County transitions through this culture of change is important as well. St. Croix County has a reputation as being a leader and we need to foster that culture as a board and administration and continue to support it. ANNOUNCEMENTS & CORRESPONDENCE The next meeting is scheduled for December 16, 2013. ADJOURN Meeting adjourned at 10:37 a.m. Respectfully Submitted: Kathy Spott