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HomeMy WebLinkAboutAdministration 02-10-14 AGENDA ADMINISTRATION COMMITTEE February 10, 2014 1:30 PM Room 1281 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. January 17, 2014 8:30 AM PUBLIC COMMENT* BUSINESS ITEMS 1. Financial Reports 2. Ordinance to Repeal and Recreate Chapter 2, Records Retention of the St. Croix County Code of Ordinances with the Adoption of the Wisconsin Public Records Board Records Retention/Disposition Schedule 3. Resolution Establishing Compensation for Elected Officials for the years 2015 - 2018 4. Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix County 5. Capital Projects Update ANNOUNCEMENTS & CORRESPONDENCE ADJOURN DATE OF NEXT MEETING: MARCH 17, 2014 @ 8:30 A.M. MINUTES ADMINISTRATION COMMITTEE February 10, 2014 1:30 PM Room 1281 Government Center 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER The meeting was called to order by Chair Peterson at 1:30 p.m. 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 Absent David Peterson St. Croix County Chair Present Others present: County Administrator Patrick Thompson, Corporation Counsel Scott Cox, Finance Director Tabatha Hansen, Management Analyst Kristen Ziliak, Human Resources Director Tammy Funk, Facilities Director Jim Elsbury, IT Director Jim Williams, County Clerk Cindy Campbell, Sheriff John Shilts, Clerk of Circuit Court Lori Meyer and Paralegal Office Manager Kathy Spott. APPROVAL OF MINUTES 1. January 17, 2014 8:30 AM The January 17, 2013 Administration Committee meeting minutes 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 December, 2013. Actual amounts for Pay for Performance will be allocated from the P4P fund to each department fund. These amounts will be included in the March County Board report. Sales tax revenue is estimated to come in well over the budged $4.8 million with two more months yet to be added. Hansen handed out the December Treasurer’s report on behalf of County Treasurer Laurie Noble. Committee members should email Treasurer Noble with any questions. Hansen and Administrator Thompson reported most departments involved in the Schaffhausen trial were able to absorb related costs. Some expenses could still come in. Final costs will be reported at a later date. 2. Ordinance to Repeal and Recreate Chapter 2, Records Retention of the St. Croix County Code of Ordinances with the Adoption of the Wisconsin Public Records Board Records Retention/Disposition Schedule Supervisor Standafer questioned who monitors the retention/disposition schedule. Corporation Counsel Cox explained the role of the State Historical Society and State Public Records Board. Compliance with the schedule is self-policing by department. Issues can arise through a public records request if a record is destroyed prior to the record’s scheduled retention date. The schedule before the committee is tailored to Wisconsin counties and was developed by a task force and approved by the Public Records Board in 2010. Committee members discussed and asked questions regarding staff training, liability, on and off-site storage, scheduled purge days, records requests and designated support staff for management of county records. Staff responded to the questions and gave examples of how various departments handle their records and addressed liability issues. Motion by Standafer, 2nd by Ring to approve the ordinance to repeal and recreate Chapter 2. Ring questioned how records would be addressed going forward. Administrator Thompson offered that a more formal process should be developed. Carried unanimously. RESULT: RECOMMENDED [UNANIMOUS] MOVER: Daryl Standafer, Supervisor SECONDER: Agnes Ring, Supervisor AYES: Agnes Ring, Tim Hood, Daryl Standafer, David Peterson ABSENT: Tom Hawksford 3. Resolution Establishing Compensation for Elected Officials for the Years 2015 - 2018 Administrator Thompson addressed the resolution establishing salaries for the Sheriff and Clerk of Court. The County Board is required to establish the total annual compensation for services to be paid to county elected officials prior to the earliest time for filing nomination papers for county elected office. The term of office for Sheriff and Clerk of Court is 2015 through 2018. Thompson stated the current salaries of the elected officials, staff salaries, and comparable counties in the region were taken into consideration. He believes the recommended levels are where they should be. Human Resources Director Funk spoke to the reasoning of keeping the salaries at a flat level over the term just as it was done for the other elected officials two years ago. Supervisor Standafer explained that setting the salaries for elected officials is based on the value of the position not the performance of the individual holding the position. Supervisor Hood questioned the amount and driver of the increases. Funk responded it was a 10% increase with the drivers being internal comparisons with like positions within the County. Thompson added the 10% is spread out over the four year term. Funk pointed out comparisons with other counties were based both on geographic and same size counties but not compared with Minnesota counties. Motion by Ring 2nd by Hood to forward the resolution to the County Board for approval. Carried unanimously. RESULT: RECOMMENDED [UNANIMOUS] MOVER: Agnes Ring, Supervisor SECONDER: Tim Hood, Secretary AYES: Agnes Ring, Tim Hood, Daryl Standafer, David Peterson ABSENT: Tom Hawksford 4. Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix County Motion by Standafer, 2nd by Ring to approve the resolution amending Rules and Bylaws of the Board of Supervisors of St. Croix County. Administrator Thompson explained the Rules and Bylaws of the Board of Supervisors are reviewed by the Administration Committee annually and any recommended amendments are acted on by the County Board each March. Staff kept track of requested changes throughout the year. The current amendments have been reviewed by and are recommended by Administrator Thompson and Corporation Counsel Cox. Thompson went through the amendments with the Committee. Thompson brought up an additional amendment to the rules and bylaws to add a duty to the Public Protection Committee. Discussion ensued. It was the consensus of the Committee to add a duty to the Public Protection Committee to annually tour the jail with the Sheriff and Facilities Director. Cox recommended a duty be added to the Community Development Committee stating it acts as the County Zoning Agency pursuant to the statutes. Committee was in agreement to add the duty. The Committee discussed the public comment language that was added last year. All agreed it is working well. Chair Peterson restated the motion and called for the vote. Carried Unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Daryl Standafer, Supervisor SECONDER: Agnes Ring, Supervisor AYES: Agnes Ring, Tim Hood, Daryl Standafer, David Peterson ABSENT: Tom Hawksford 5. Capital Projects Update Administrator Thompson handed out a capital projects summary sheet showing the progress on current projects. The 911 expansion and relocation of the EOC target completion dates were revised due to some construction delays. An open house for 911 is scheduled for April. The 911 Merger Feasibility Study Report from PSC has been released. The consultant will be present at the Committee of the Whole meeting to go over the report. Public Protection will take action on the report prior to the County Board meeting. Thompson went over the 2013 expenditures and 2014 budgeted activities for Government Center renovations including retrofitting the board room with the sound system, microphones and audio/ video equipment. Thompson went over the different budget categories and costs of the Health and Human Services relocation. Construction has begun and is scheduled through mid-June. Ziliak reported on the construction alternates. Thompson stated this is a more robust build-out than what was originally planned when the strategy was to rent space for five years. The building is being constructed and equipped for ten plus years and beyond. IT Director Williams updated the Committee on the County Board room renovation. ANNOUNCEMENTS & CORRESPONDENCE Next meeting scheduled for March 17, 2014. ADJOURN The meeting was adjourned at 3:09 p.m. Respectfully Submitted: Kathy Spott