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HomeMy WebLinkAboutAdministration 12-17-14 AGENDA ADMINISTRATION COMMITTEE December 17, 2014 3:00 PM St. Croix County Government Cntr-County Board Room 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1. Wednesday, November 19, 2014 PUBLIC COMMENT* BUSINESS ITEMS 1. Financial Reports 2. Market Analysis Vendor Interviews and Selection 3. Quarterly Investment Reports & Cash Flow Analysis- Bob Moore Institutional Capital Management 4. Resolution Adopting Changes to the Fund Balance Policy 5. Rules and Bylaws Subcommittee Report 6. Strategic Planning Communication Workgroup Report 7. Extension of ESR Lease to 6/30/2015 8. Hudson Area Joint Library Funding 9. Committee may convene into closed session pursuant to Wis. Stat. 19.85(1)(f) for preliminary consideration of specific personnel problems if discussed in public, would be likely to have a substantial adverse effect upon the reputation of any person involved in such problems, and to confer with legal counsel who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is likely to become involved. Reconvene into open session. ANNOUNCEMENTS & CORRESPONDENCE ADJOURN DATE OF NEXT MEETING *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. MEETING MINUTES ADMINISTRATION COMMITTEE December 17, 2014 3:00 PM County Board Room-Government Center County Board Room - 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER ROLL CALL Attendee Name Organization Title Status Arrived Travis Schachtner St. Croix County Chair Present Roy Sjoberg St. Croix County Supervisor Present Jill Ann Berke St. Croix County Supervisor Present Ron Kiesler St. Croix County Vice Chair Present Judy Achterhof St. Croix County Supervisor Present Roger Larson St. Croix County Supervisor Present Dave Ostness St. Croix County Supervisor Present Staff in attendance: Patrick Thompson, Scott Cox, Tammy Funk, Tabatha Hansen, Kristen Ziliak, Robert Mittet, Laurie Noble APPROVAL OF MINUTES 1. Administration Committee - Regular Meeting - Nov 19, 2014 5:00 PM Supervisor Schachtner indicated the minutes would stand as presented. RESULT: ACCEPTED [UNANIMOUS] AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof PUBLIC COMMENT* BUSINESS ITEMS 1. Financial Reports Tabatha Hansen, Finance Director reviewed the Financial Reports and answered questions. Treasurer Laurie Noble reviewed the Treasurers report. 2. Market Analysis Vendor Interviews and Selection Tammy Funk, HR Director explained that one response was received to the County's request for proposals for a Market Study Analysis from McGrath Human Resources Group. Dr. Victoria McGrath was introduced to the Committee and reviewed McGrath's experience and other Wisconsin projects (Chippewa County, Eau Claire County and City of Eau Claire) as well as methodology. Dr. McGrath answered the Committee members questions and there was considerable discussion about what the scope of the study should be. Discussion about the existing components of the compensation plan and what this new study will add to the existing components (which are based on other studies) and whether its best to expand the current scope of the work for McGrath to evaluate the entire compensation plan and possibly start over. The committee directed that McGrath begin working on the original scope as outlined in the Request for Proposal but if at some point there is a recommendation from McGrath to expand the existing scope of the project, the new scope come back to the Admin Committee for consideration. Motion by Kiesler to authorize the Administrator to negotiate a contract with McGrath Human Resources Group regarding wage compensation. 2nd by Sjoberg Second. Carried unanimously. 3. Quarterly Investment Reports & Cash Flow Analysis- Bob Moore Institutional Capital Management Bob Moore of Institutional Capital Management presented an Investment Report and Comprehensive Cash Flow Analysis. The Administration Committee would like to see the Investment Report presented quarterly. Upon completion of the Comprehensive Cash Flow Analysis, the results will be brought back to the Administration Committee for review of a plan to make future investments. 4. Resolution Adopting Changes to the Fund Balance Policy Tabatha Hansen, Finance Director reviewed the proposed changes and answered questions about specific changes. Supervisor Sjoberg requested distinction between Funds and accounts. A fund for 2015 debt service will be created when and if the debt for the new Health Center project is approved by the County Board. Motion by Kiesler, 2nd by Berke to approve Resolution Adopting Changes to the Fund Balance Policy. Carried unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Ron Kiesler, Vice Chair SECONDER: Jill Ann Berke, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 5. Rules and Bylaws Subcommittee Report Supervisor Sjoberg reviewed the discussion points at the Subcommittee's first meeting on 12/10/2014. Sjoberg was elected Chair and Berke was elected Vice Chair of the Subcommittee. The next meeting of the full Subcommittee is 12/30/14. 6. Strategic Planning Communication Workgroup Report County Administrator Thompson presented the Strategic Planning Communication Workgroup report and addressed questions from the Committee. Supervisor Achterhof, as well as Management Analyst Ziliak further clarified the committee's work plan to focus first on internal staff communication by evaluating existing systems of communication and developing a staff grievance procedure as the existing procedure in the HR Personnel Handbook focuses on staff grievances post-discipline and does not provide a procedure to staff for grievances that are not discipline related. Going forward the committee will be called the Internal Communication Committee. 7. Extension of ESR Lease to 6/30/2015 County Administrator Thompson explained the existing Lease with ESR for the use of the former St. Croix Industries building and out building expires 3/31/15 and ESR has requested an extension through the summer of 2016. Thompson recommended an extension to 6/30/15 due to the long range plans the County has for the demolition of outdated buildings on site including the current Maintenance Building and the construction of a new Health Center. ESR is currently paying a lease rate below market (approximately $2/sq foot) for the 11,800 + square feet they have access to. The committee discussed the issues and merits with subsidizing ESR's operation with a below market rent as well as the County's commitment to the service provided. An ESR representative was not present at the meeting to speak to ESR's transition plan and impact of relocation. Motion to amend by Sjoberg, 2nd by Achterhof, that ESR be asked to present a business plan at the 3/18/2015 Administration Committee meeting, to then entertain the idea to extend lease beyond 6/30/2015. Roll call vote 3 to 2, carried. Motion by Kiesler, 2nd by Berke to extend the lease to 6/30/2016 with a business plan presented by 6/30/2015. Roll call vote 4 to 1, carried. 8. Hudson Area Joint Library Funding Corporate Counsel Scott Cox presented the Hudson Area Joint Library Funding obligations regarding the Hudson Area Joint Library Agreement and its provisions. Scott Cox suggests it would be prudent to go into Closed Session to discuss further. 9. Committee may convene into closed session pursuant to Wis. Stat. 19.85(1)(f) & (g) for preliminary consideration of specific personnel problems if discussed in public, would be likely to have a substantial adverse effect upon the reputation of any person involved in such problems, and to confer with legal counsel who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is likely to become involved. Reconvene into open session. Sjoberg motioned to convene into closed session, 2nd by Kiesler. Unanimous roll call vote. Kiesler motioned to reconvene into open session, 2nd by Sjoberg. Carried unanimously. ANNOUNCEMENTS & CORRESPONDENCE ADJOURN 9:20 p.m. DATE OF NEXT MEETING January 21, 2015