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Home My WebLink AboutAdministration 02-18-15 AGENDA ADMINISTRATION COMMITTEE February 18, 2015 5:00 PM County Board Room 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. Wednesday, January 21, 2015 PUBLIC COMMENT* BUSINESS ITEMS 1. Financial Reports 2. Resolution Approving Alteration of Supervisory District Boundary - Village of Baldwin 3. Microsoft Surface Pilot By County Board Supervisors 4. ESR Inc. Business Performance and Transition Plan Presentation 5. McGrath Market Analysis Update 6. Resolution to Approve a Budget Amendment for the new Health Center Building & Renovations 7. Strategic Plan Vision Statement Development 8. Resolution Approving The 2015-2017 Strategic Plan Vision, Roadmap, Guiding Principles and Summary Sheet 9. Rules and Bylaws Subcommittee Report 10. Finance Director Position Update 11. The committee may convene into closed session pursuant to Wis. Stat. § 19.85(1)(f) and (g) to consider personal histories of specific persons and preliminary consideration of specific personnel problems which , if discussed in public, would likely have a substantial adverse effect upon the reputation of any person referred to in such histories or involved in such problems; 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. Reconvene into open session. ANNOUNCEMENTS & CORRESPONDENCE ADJOURN DATE OF NEXT MEETING MEETING MINUTES ADMINISTRATION COMMITTEE February 18, 2015 5:00 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 Excused Jill Ann Berke St. Croix County Supervisor Present Ron Kiesler St. Croix County Vice Chair Present Judy Achterhof St. Croix County Supervisor Present Other County Board Supervisor's Present: Dave Ostness, Roger Larson, Stephen Nielsen Staff Present: Patrick Thompson, Robert Mittet, Kristen Ziliak, Jim Elsbury, John Allegro, Tammy Funk, Fred Johnson, Scott Cox, Laurie Noble, Cindy Campbell, Joann Sprain APPROVAL OF MINUTES Berke requested an amendment to the Microsoft Surface item - insert before current last paragraph "Berke requested that a study of comparable WI counties be conducted and reviewed at the next meeting" 1. Administration Committee - Regular Meeting - Jan 21, 2015 5:00 PM Berke motioned for additional information be added to the second to last paragraph involving the Microsoft Pilot discussion: Supervisor Berke requested that a study of comparable Wisconsin counties be used to be conducted and reviewed at the next meeting. Accepted as amended. RESULT: ACCEPTED AS AMENDED PUBLIC COMMENT* none BUSINESS ITEMS 1. Financial Reports Administrator Thompson presented the Financial Reports and indicated year end 2014 figures are still being evaluated and adjusted. Robert Mittet, Assistant Finance Director reviewed that adjustments to 2014 year end numbers for payroll have been made since the report was printed. Staff answered other questions from Committee members including an explanation on how Pay For Performance amounts to staff are tracked and accounted for in department budgets. There is a line item on the monthly County Board Financial Report for Pay For Performance. In 2014 about $313,000 was transferred from that line into department accounts as employee pay for performance increases are expensed against department budgets in payroll line items. 2. Resolution Approving Alteration of Supervisory District Boundary - Village of Baldwin County Clerk, Cindy Campbell presented the Resolution approving alteration of supervisory district boundary in the Village of Baldwin and answered questions from the Committee. Motion by Kiesler, 2nd by Berke to approve Resolution Approving Alteration of Supervisory District Boundary-Village of Baldwin. Carried unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Ron Kiesler, Vice Chair SECONDER: Jill Ann Berke, Supervisor AYES: Travis Schachtner, Jill Ann Berke, Ron Kiesler, Judy Achterhof EXCUSED: Roy Sjoberg 3. Microsoft Surface Pilot By County Board Supervisors IT Director John Allegro summarized responses from government agencies about the devices used by their elected officials during meetings. The agencies include; City of Hudson, Lacrosse County, Burnett County, Jefferson County, City of Fond du Lac and Janesville. Devices used vary but all report success/satisfaction. Allegro gave his opinion that iPads are not as productive in the St. Croix County network environment as the Microsoft Surface. Berke requested more time to review the materials handed out before the pilot begins. Keisler stated the Administration Committee already approved the pilot. Schachtner requested to be part of the pilot. The 2015 Budget does not contain funding for 19 new devices for all County Board Supervisors. The pilot will allow identification of the new device all County Board Supervisors will use in 2016 and for 2016 budget planning. Berke requested a written summary to all County Board Supervisors of the existing system and all systems being considered as well as information on required vs. recommended software and licenses. 4. ESR Inc. Business Performance and Transition Plan Presentation Administrator Thompson welcomed Ed Boeve, Executive Director of ESR. Ed Boeve presented an overview of the services provided by ESR. ESR took over the services previously provided by the County on 4/1/2013. Boeve invited committee members to arrange a visit by calling 715-246-8299. Boeve reviewed search results for alternative appropriate spaces in St. Croix County and has identified possible locations in New Richmond, Baldwin and North River Falls. ESR completed 2014 with a $90,000 surplus partly because they have planned for increased rent costs. ESR requested the Count y extend the existing lease to 6/30/2017. ESR expects to negotiate a new lease rate with the County and would expect no tenant improvements beyond basic services from the County. Questions were addressed from the Committee. Thompson recommended the Administration Committee authorize him to negotiate a lease extension which would be brought back to the Administration Committee. Motion by Berke, 2nd by Kiesler, that County Administrator Thompson work with Corporate Counsel to draft terms of an extended Lease Agreement and bring them back to the Administration Committee for approval. Carried unanimously. 5. McGrath Market Analysis Update Human Resources Director Funk updated the committee on work to date. McGrath has met with all Department Heads to identify issues and concerns. Department organizational charts were reviewed. Most department heads indicated current job descriptions are mostly accurate. A few job descriptions will be updated. Employee meetings will be held towards the end of March into April. McGrath will report to the Administration Committee at its April meeting on her findings and recommendations regarding system changes and data collected from the 18 counties identified as comparables. 6. Resolution to Approve a Budget Amendment for the new Health Center Building & Renovations Administrator Thompson introduced the draft Resolution to Approve A Budget Amendment for the new Health Center Building and Renovations and reviewed the reason the budget amendment is necessary. Staff answered questions about the project schedule and cost estimates. Supervisor Nielson requested the County Board receive a full accounting of how the $1,000,000 will be spent. Motion by Schachtner, 2nd by Berke to bring the Resolution to Approve a Budget Amendment for the new Health Center Building and Renovations to the full County Board. Carried unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Travis Schachtner, Chair SECONDER: Jill Ann Berke, Supervisor AYES: Travis Schachtner, Jill Ann Berke, Ron Kiesler, Judy Achterhof EXCUSED: Roy Sjoberg 7. Strategic Plan Vision Statement Development Administrator Thompson introduced Eric Biltonen, Joan Sprain and Ryan Sterry from the UW Extension to facilitate development of a vision statement for St. Croix County. A draft of the vision statement will be submitted to County Board as part of the Strategic Plan Resolution and Summary Sheet. 8. Resolution Approving The 2015-2017 Strategic Plan Vision, Roadmap, Guiding Principles and Summary Sheet Discussion of the Roadmap, Guiding Principles and Summary Sheet. Draft vision statement will be incorporated into Summary Sheet. Berke asked for more time to review and edit. Staff laid out goal of approving strategic plan at the April County Board meeting so that the next cycle of P4P goals could be developed to align with the County's new strategic plan. Current P4P cycle ends 4/30/15. Motion by Kiesler, 2nd by Achterhof the Resolution Approving the Strategic Plan Vision, Roadmap, Guiding Principles and Summary Sheet. Carried unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Ron Kiesler, Vice Chair SECONDER: Judy Achterhof, Supervisor AYES: Travis Schachtner, Jill Ann Berke, Ron Kiesler, Judy Achterhof EXCUSED: Roy Sjoberg 9. Rules and Bylaws Subcommittee Report Corporate Counsel Cox reviewed the major topics discussed at the Rules and Bylaws Subcommittee's most recent meeting on 2/13/15 * Committee of the Whole recommending resolutions to the County Board * Number of Supervisors on Administration Committee - recommending 7 with 6 elected members and the County Board Chair * Process to populate standing committees; term of office; membership limitations; organization/conveyer language * Public Comment * Invocation at County Board Meetings The next Rules and Bylaws Subcommittee meeting is March 13 at 1 p.m. Committee of the Whole in April - date TBD May County Board, May 5. 10. Finance Director Position Update Administrator Thompson provided an update on the hiring process to select a new Finance Director. Human Resources has received 25 applications, the panel has interviewed 9 candidates and 2 will be invited back for a 2nd interview. Thompson stated that he hopes to bring a candidate to the County Board in March or April. 11. The committee may convene into closed session pursuant to Wis. Stat. § 19.85(1)(f) and (g) to consider personal histories of specific persons and preliminary consideration of specific personnel problems which , if discussed in public, would likely have a substantial adverse effect upon the reputation of any person referred to in such histories or involved in such problems; 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. Reconvene into open session. Kiesler made the motion to go into closed session pursuant to Wis. Stat. 19.85(l)(f) and(g) to consider personal histories of specific persons and preliminary consideration of specific personnel problems which, if discussed in public, would likely have a substantial adverse effect upon the reputation of any person referred to in such histories or involved in such problems; 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, second by Berke. Roll Call vote-unanimous. Kiesler made the motion to come out of closed session, second by Berke. Unanimous vote. RESULT: APPROVED [UNANIMOUS] MOVER: Ron Kiesler, Vice Chair SECONDER: Jill Ann Berke, Supervisor AYES: Travis Schachtner, Jill Ann Berke, Ron Kiesler, Judy Achterhof EXCUSED: Roy Sjoberg ANNOUNCEMENTS & CORRESPONDENCE ADJOURN 9:05 p.m. DATE OF NEXT MEETING March 18, 2015