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HomeMy WebLinkAboutAdministration 05-21-14 AGENDA ADMINISTRATION COMMITTEE May 21, 2014 5:00 PM 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. April 21, 2014 5:30 PM PUBLIC COMMENT* BUSINESS ITEMS 1. Financial Reports 2. Tax Deed Sales - May 21, 2014 3. Resolution Authorizing the Borrowing of not to Exceed $10,000,000; and Providing for the Issuance and Sale of General Obligation Promissory Notes Therefor 4. Investment Policy 5. Proposed closed session pursuant to Wis Stat § 19.85 (1) (e) and (g) to deliberate on collective bargaining strategy with the WPPA Deputy Sheriff bargaining unit; and to confer with legal counsel who is rendering advice concerning strategy to be adopted by the body with respect to litigation in which it is likely to become involved regarding compensation overpayment. 6. Reconvene into open session Committee may take action on items under discussion in closed session and/or report action taken in closed session, if any 7. Resolution to Approve Budget Amendments 8. Resolution Approving a Five Year Capital Improvement Plan for fiscal years 2015 - 2019 9. Resolution 2011 66 Resolution Adopting Resolution Drafting and Review Policy 10. St. Croix County Governance a. Appointment Authority b. Resolutions/Ordinances c. Agenda Preparation d. Scheduling Meetings e. Management Authority 11. Draft Resolution on County Governance 12. Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix County 13. Compensation Of Department Heads and County Administrator Report 14. Health Center Project Update 15. IT Director Recruitment Update ANNOUNCEMENTS & CORRESPONDENCE ADJOURN DATE OF NEXT MEETING MINUTES ADMINISTRATION COMMITTEE May 21, 2014 5:00 PM County Board Room - Government Center 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER The meeting was called to order by Chair Schachtner at 5:00 p.m. ROLL CALL Attendee Name Organization Title Status Arrived Travis Schachtner St. Croix County Supervisor Present Roy Sjoberg St. Croix County Supervisor Present Jill Ann Berke St. Croix County Supervisor Present Ron Kiesler St. Croix County Supervisor Present Judy Achterhof St. Croix County Supervisor 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 and Paralegal Kathy Spott. APPROVAL OF MINUTES 1. April 21, 2014 5:30 PM Motion by Kiesler, 2nd by Sjoberg to approve the April 21, 2014 Administration Committee meeting minutes. Carried unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Ron Kiesler, Supervisor SECONDER: Roy Sjoberg, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof PUBLIC COMMENT* None. BUSINESS ITEMS 1. Financial Reports Administrator Thompson presented the monthly financial reports for administrative and elected departments through March, 2014 and the monthly financial report. Finance Director Hansen explained the financial summary of sales tax revenue. Hanson answered questions about the Local Government Investment Pool (LGIP). Hanson reported a bank RFP is in the works. 2. Tax Deed Sales - May 21, 2014 County Clerk Cindy Campbell explained the tax deed process for the Committee. 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 May 14, two bids have been received. TOWN OF RICHMOND - 1 bid for $12,000 was opened. PIN: 026-1158-00-64 LEGAL DESCRIPTION: Lot 64 Red Pine Corner 2nd Addition, Town of Richmond APPRAISED VALUE: $25,000 TOWN OF SOMERSET - 1 bid for $10,000 was opened. PIN: 032-2181-02-000 LEGAL DESCRIPTION: Lot 2 Woodland Meadows, St. Croix County Wisconsin APPRAISED VALUE: $21,000 TOWN OF SPRINGFIELD - No bid received to date PIN: 034-1072-40-150 LEGAL DESCRIPTION: Lot 3 of Certified Survey Map #4832, recorded in Volume 18 of Certified Survey Maps, Page 4832 as Document #773772. Being a part of the SE ¼ of the NE ¼ and part of the NE ¼ of the SE ¼ of Section 32, Township 29 North, Range 15 West, Town of Springfield, St. Croix County, Wisconsin. Including an easement for ingress/egress as shown on said Certified Survey Map #4832 and also described in Volume 1688 of Records, Page 174. APPRAISED VALUE: $20,000 Discussion on appraisers, current property conditions, amounts of past bids, past sales of other tax deed properties by absolute auction and future tax deed properties. Motion by Berke, 2nd by Sjoberg to deny the two bids given for two of the three properties and to re-advertise those two properties plus the other property with the new ones that the County Clerk is working on. Carried unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Jill Ann Berke, Supervisor SECONDER: Roy Sjoberg, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 3. Resolution Authorizing the Borrowing of not to Exceed $10,000,000; and Providing for the Issuance and Sale of General Obligation Promissory Notes Therefor Administrator Thompson summarized the draft resolution that upon Board approval will authorize the borrowing of not to exceed $10,000,000 for capital improvement projects and provide for issuance and sale of general obligation promissory notes for projects outlined in the packet. Thompson laid out the bonding resolution timeline. Joe Murray, Financial Advisor from Springsted explained components of his financial memo that was included in the packet. Motion by Sjoberg, 2nd by Berke to recommend the resolution for approval by the full County Board with two minor modifications 1. Signature page change "effect" to "affect" and 2. Add Chair's signature to the resolution signing off on the resolution. Carried unanimously. RESULT: APPROVED AS AMENDED [UNANIMOUS] MOVER: Roy Sjoberg, Supervisor SECONDER: Jill Ann Berke, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 4. Proposed closed session pursuant to Wis Stat § 19.85 (1) (e) and (g) to deliberate on collective bargaining strategy with the WPPA Deputy Sheriff bargaining unit; and to confer with legal counsel who is rendering advice concerning strategy to be adopted by the body with respect to litigation in which it is likely to become involved regarding compensation overpayment. (#5 ON AGENDA) - Corporation Counsel Cox advised that due to the lengthy agenda he recommends the Committee go into closed session for collective bargaining strategy under 19.85 (1) (e) only and take up the compensation overpayment issue at a later meeting. Motion by Berke, 2nd by Sjoberg to go into closed session under Wis. Stat. §19.85(1)(e) to deliberate on collective bargaining strategy with the WPPA Deputy Sheriff bargaining unit. Roll call vote: Sjoberg-yes, Schachtner-yes, Kiesler-yes, Berke- yes, Achterhof-yes. Carried unanimously. The Corporation Counsel, Human Resource Director, Finance Director, County Administrator and Attorney Steve Weld were present during the closed session. 5. Reconvene into open session Committee may take action on items under discussion in closed session and/or report action taken in closed session, if any (#6 ON AGENDA) Motion by Kiesler, 2nd by Achterhof to come out of closed session and to reconvene into open session. Motion carried. Committee came out of closed session at 6:51 p.m. Chair Schachtner confirmed that a closed session under Wis. Stats. §19.85(1)(g) to confer with legal counsel for possible litigation regarding compensation overpayment has been postponed to a later date. 6. Investment Policy (#4 ON AGENDA) Administrator Thompson gave background information on the County’s Investment Policy which the Administration Committee oversees. Thompson and Finance Director Hanson answered questions regarding the County’s Investment Advisor, Robert Moore. Berke commented that local firms should be considered in the future. Sjoberg suggested that Mr. Moore appear before the Committee at no cost. Other firms could then be taken into consideration if the Committee deems it necessary. 7. Resolution on County Governance Options (#11 ON AGENDA) Thompson presented the draft resolution on county governance. He explained that at the organizational meeting of the Administration Committee on April 21, 2014, "Form of Government, County Administrator or Administrative Coordinator" was added as a future agenda item. The Administration Committee seeks County Board direction. Corporation Counsel Cox explained the reasons behind how the resolution was ultimately written. Motion by Kiesler, 2nd by Berke to send this draft resolution to the full county board and do so without recommendation. Motion by Berke, 2nd by Kiesler to amend line 35 to read “changing” to an Administrative Coordinator rather than “reverting back” and line 45 changing “revert back” to “change” to an Administrative Coordinator . . .. Carried unanimously. Discussion regarding the different types of governance and the prescribed duties of each. Cox explained there can be flexibility in the types of duties assigned to either a County Administrator or Administrative Coordinator. There are certain statutory duties that a County Administrator has that cannot be delegated. Supervisor Sjoberg spoke to the timing of action on the resolution in light of other related items on the agenda that have yet to be discussed. Motion by Sjoberg, 2nd by Berke to lay the main motion on the table until after agenda items 9 and 10 have been discussed. Carried unanimously. Chair Schachtner moved the committee to Agenda items 9 and 10. RESULT: APPROVED AS AMENDED [UNANIMOUS] MOVER: Ron Kiesler, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 8. Resolution 2011 66 Resolution Adopting Resolution Drafting and Review Policy (#9 ON AGENDA) Administrator Thompson gave background on Resolution 2011 (66), the Resolution Drafting and Review Policy and IQM2. Sjoberg spoke to recent public perception of the process and handling of resolutions. Sjoberg pointed out the changes that occurred in the format of resolutions when IQM2 was implemented and reasoned that this may have created the perception issue. Sjoberg suggested incorporating chair signatures after committee action on resolutions once again. He also asked for further explanation of #7 in the policy in regard to the 15 business day requirement. Cox explained the 15 business day requirement was added by former Corporation Counsel Timmerman to attempt to alleviate the time crunch that Corporation Counsel frequently experienced prior to County Board meetings. Policy #7 was added to allow time sensitive and/or important resolutions that could not meet the 15 business day requirement. Cox asked Paralegal Kathy Spott, who assisted in drafting the policy and preparing the background, if his explanation was correct in which she responded it was. Thompson said he has never brought a resolution to the County Board that was not supported by committee/board action and that resolutions in the past were frequently written after committee action was taken. Sjoberg asked that #7 not be left so vague. Berke offered #7 language of “The County Administrator may authorize exceptions to this policy only after signed approval by the sponsoring committee chair and County Board Chair (or their designee if absent).” Thompson suggested directing Corporation Counsel to do a thorough review of the policy in light of the IQM2 system being implemented. Motion by Sjoberg, 2nd by Kiesler that staff is directed to review and revise, with the assistance of Corporation Counsel, Resolution 2011 (66), take into consideration the committee’s discussion points raised today and come back to the Administration Committee with a proposed revision to Resolution 2011 (66) and the Resolution Drafting and Review Policy. Carried unanimously. 9. St. Croix County Governance a. Appointment Authority b. Resolutions/Ordinances c. Agenda Preparation d. Scheduling Meetings e. Management Authority (#10 ON AGENDA) Administrator Thompson introduced a document submitted by Supervisor Sjoberg titled Fundamental Questions on St. Croix County Governance. The document outlines five categories of issues and includes a bylaws reference, a description, a level of importance and the best model of governance for each. Supervisor Sjoberg spoke to each of the five issues that included: Appointment Authority, Resolutions/Ordinances, Agenda Preparation, Scheduling Meetings and Management Authority. The Committee discussed each of the issues. Chair Schachtner announced that he asked that governance training by Corporation Counsel be added to the May 29th Committee of the Whole agenda. Further discussion by the Committee. Sjoberg suggested that the governance training by Corporation Counsel be educational only and not discussion. He further suggested that a transitional team member give a history and reasons for changes in the County’s governance. Administrator Thompson will meet with County Board Chair Roger Larson regarding adding this to the Committee of the Whole agenda. The Committee returned to Agenda Item #11/Minutes #7 - “Draft Resolution on County Governance” for action. AGENDA ITEM #11/MINUTES #7 - Continued: Motion by Kiesler, 2nd by Berke to take the Draft Resolution on County Governance off the table. Discussion on what committee/board level the resolution should be discussed and voted on. Carried unanimously. Discussion on the main motion to send the draft resolution with the amendments to the full county board on June 3rd and do so without recommendation. Chair Schachtner called for the vote on moving forward an amended resolution on County Governance to the June 3rd County Board meeting without recommendation. Carried unanimously. 10. Resolution to Approve Budget Amendments (#7 ON AGENDA) Administrator Thompson explained a budget amendment is necessary due to the receipt of unanticipated revenues and the expenditure of funds for these unbudgeted expenses. Thompson reviewed the amendments. Finance Director Hansen informed the Committee that some figures will need to be updated on the draft resolution. The total amount is $1.4 million additional revenue. Cox explained the voting requirements. Kiesler requested the Fiscal Impact statement be clarified. Cox requested a change to the background statement. Motion by Kiesler, 2nd by Berke to approve forwarding the Resolution to Approve Budget Amendments to the full County Board. Carried unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Ron Kiesler, Supervisor SECONDER: Jill Ann Berke, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 11. Resolution Approving a Five Year Capital Improvement Plan for fiscal years 2015 - 2019 (#8 ON AGENDA) Administrator Thompson introduced a draft resolution for a five year capital improvement plan (CIP) for fiscal years 2015 - 2019 as directed by the County Board. The County Board will consider CIP projects annually during the budgeting process. The Board will be able to amend, modify and authorize expenditures of those dollars to proceed. Finance Director Hansen went over the summary and the detail by department and noted the detailed CIP submitted by the Highway Department. The Nursing Home has a separate CIP. Staff addressed questions and concerns from the committee regarding the CIP. Motion by Achterhof, 2nd by Sjoberg to approve forwarding the Resolution Approving a Five Year Capital Improvement Plan for fiscal years 2015 - 2019 to the full County Board. Motion carried 4-1 with Berke in opposition. RESULT: APPROVED [4 TO 1] MOVER: Judy Achterhof, Supervisor SECONDER: Roy Sjoberg, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Ron Kiesler, Judy Achterhof NAYS: Jill Ann Berke 12. Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix County Motion by Kiesler, 2nd by Sjoberg to postpone the Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix County to the August meeting. Carried Unanimously. RESULT: POSTPONED [UNANIMOUS] Next: 8/20/2014 5:00 PM MOVER: Ron Kiesler, Supervisor SECONDER: Roy Sjoberg, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 13. Compensation Of Department Heads and County Administrator Report Thompson presented a report in response to Supervisor Dan Hansen’s request at the April County Board meeting that the Administration Committee review contracts for efficacy and sustainability of all department heads and the Administrator for a report at the June County Board meeting. Discussion by committee. Human Resources Director Funk and Administrator Thompson addressed questions and comments including use of Minnesota as a comparable, committee/administrator authority, recruitment issues, employee morale and treating all positions consistently. Berke requested further discussion of these issues be placed on the Administration Committee agenda. 14. Health Center Project Update Administrator Thompson relayed the Health and Human Services Board has directed staff to begin a process of competitively hiring an architectural design firm to begin design concepts and plans for a 50 bed nursing, a 40 bed CBRF and a 10 bed dementia unit. Staff is also to begin a process of completing a market analysis that would go along with that. The Administration Committee will be involved with financing and bonding when it gets to that point. Eventually the project will go to the County Board for action. Hansen clarified the actions taken by the HHS Board in May, recent County Board action and future HHS Board action. Hansen updated how the bonding for the facility will take place. Sjoberg questioned if green building certification is part of the process. Thompson confirmed it is. 15. IT Director Recruitment Update Human Resources Director Funk updated the committee on the progress of hiring an IT Director. Discussion regarding salary. Supervisor Berke will fill in for Supervisor Schachtner at the final interviews on Friday. Berke requested detailed information for the period of 2008 to 2010 and 2011 to current of all staff in the Administration Departments including position title, employee annual salary, annual raises, bonuses and/or other additional compensation and any other benefit including but not limited to insurance and comp time payout. Berke would like this information by June 10th prior to the other meeting materials being sent out. ANNOUNCEMENTS & CORRESPONDENCE Sjoberg questioned why an Ag Building lease update was not on today’s agenda. Cox and Thompson noted that the documents are being prepared and are due June 6th. A special meeting with a closed session was scheduled for Monday, June 2nd at 5:00 p.m. for the committee to review the RLP. ADJOURN The meeting was adjourned at 11:05 PM. DATE OF NEXT MEETING Special meeting on Monday, June 2nd, 2014 at 5:00 p.m. Next regular meeting on Wednesday, June 18, 2014 at 5:00 p.m. Respectfully Submitted: Kathy Spott