HomeMy WebLinkAboutAdministration 04-15-15 AGENDA
ADMINISTRATION COMMITTEE
April 15, 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, March 18, 2015
PUBLIC COMMENT*
BUSINESS ITEMS
1. Financial Report
2. Resolution Adopting a County Library Plan
3. ESR Lease Update
4. Draft Facilities Energy Conservation and Sustainability Policy
5. Resolution Approving the Horty Elving Design of a 50 Bed Skilled Nursing Facility,
10 Bed Dementia Crisis Stabilization Unit and 40 Bed Community Based Residential
Facility
6. Resolution Approving 2015 Budget Amendments
7. 2015 Pay for Performance Cycle Deadlines
8. St. Croix County Internal Communication Process Update
9. Approval of the Rules & Bylaws Subcommittee March 13, 2015 Meeting Minutes
10. Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix
County
11. Closed session pursuant to Wis. Stat.19.85 (1)(c) to consider the County
Administrator's Annual performance. Reconvene into open session.
12. Resolution Approving the County Administrator's 7/1/2014-2/28/2015 Pay for
Performance Assessment and Goals for 3/1/15-2/28/2016
ANNOUNCEMENTS & CORRESPONDENCE: MAY 5, 2015 SPECIAL
ADMINISTRATION COMMITTEE MEETING REGARDING BONDING
ADJOURN
DATE OF NEXT MEETING
MEETING MINUTES
ADMINISTRATION COMMITTEE
April 15, 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 Present
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 Supervisors Present: Dave Ostness, Roger Larson, Dan Hanson
Staff present: Patrick Thompson, Scott Cox, Bob Mittet, Kristen Ziliak, Jim Elsbury,
John Allegro, Fred Johnson, Laurie Noble, Jode Frick Formiller, Colleen Krohn
APPROVAL OF MINUTES
1. Wednesday, March 18, 2015
PUBLIC COMMENT*
Katie Thurmes, Village of Somerset, spoke regarding the previous nights Health and Human
Services Board meeting agenda item regarding e-cigarettes and language in Human Resources
handbook that should be updated to reflect a past agreement that was made with a staff Union in
response to the County Board approved 2010 tobacco ban on County campuses and in County
buildings. Thurmes requested that the Employee Handbook be updated to reflect the agreement
with the union.
Multiple members of the public, Al Wilke, Tim Hood, Jamie Johnson, Lon Feia, Mike Nieskes,
Paula Fry, Tim Sackeet, Robert Schearer and Randy Simonson, commented on the proposed
change to County Board Rules & Bylaws to replace the word invocation with 'a moment of
silence' at the opening of the County Board meetings.
BUSINESS ITEMS
1. Financial Report
Administrator Thompson presented the Financial and Treasurer reports through February
2015 and staff answered questions from the Committee. Thompson introduced interim
Finance Director, Bob Mittet.
2. Resolution Adopting a County Library Plan
Norma Scott, Somerset Public Library and Rebecca Dixen, Baldwin Public Library,
distributed an updated draft Library Plan different than the draft plan in the meeting
packet and summarized changes and answered questions.
Motion by Sjoberg, 2nd by Berke that the Administration Committee form a
subcommittee for the purpose of exploring county library services including the
fairness of it's equitable delivery of services and existing taxation model. Achterhoff,
Sjoberg, Ostness and Larson volunteered to be members of the subcommittee.
Carried Unanimously.
RESULT: NO ACTION
3. ESR Lease Update
County Administrator Thompson reviewed staff activity since the 2/18/15 Administration
Committee meeting. The existing lease has been amended to extend the expiration date
from 3/31/15 to 6/30/15. The building has been appraised with and without the cost to
construct a separate access road. A separate electric meter has been installed to better
quantify the usage and cost of the electrical utilities. Facilities staff will finish assessing
the building's condition. A new boiler will need to be installed soon. Staff will use the
information compiled to begin negotiating new lease terms with ESR which will go into
effect 7/1/15. New lease terms will be brought back to the Committee in May or June.
The Committee inquired as to any recent complaints about the transition from the County
providing the services to ESR. Staff indicated there were none to their knowledge.
RESULT: DISCUSSED
4. Draft Facilities Energy Conservation and Sustainability Policy
County Administrator Thompson presented the Energy Conservation and Sustainability
Policy. Facilities Director Elsbury answered questions. The policy would be applied
consistently to all County buildings and includes consideration for moving all County
buildings off the electrical grid over time. The draft policy will be updated based on
feedback and brought back for further discussion at next week's meeting on 4/22/15.
RESULT: NO ACTION Next: 4/22/2015 5:00 PM
5. Resolution Approving the Horty Elving Design of a 50 Bed Skilled Nursing Facility, 10
Bed Dementia Crisis Stabilization Unit and 40 Bed Community Based Residential
Facility
County Administrator Thompson indicated the Health and Human Services Board
reviewed the design and budget at their 4/14/15 meeting and endorsed both. The current
design and budget identify geothermal, a therapy pool and adult day care as alternates.
Each alternate will be included in the request for bid and then considered for inclusion
once all the bids are compiled.
Motion by Schachtner, 2nd by Berke to approve the Resolution Approving the Horty
Elving Design of a 50 Bed Skilled Nursing Facility, 10 Bed Dementia Crisis Stabilization
Unit and 40 Bed Community Based Residential Facility
Motion to amend by Sjoberg, 2nd by Berke to increase the project budget from 20
million to 21 million to allow for geothermal and the therapy pool and adult day
care.
Motion by Achterhoff to postpone the vote. No 2nd. Motion to postpone fails.
Discussion on amendment:
County Administrator Thompson recommended the project budget not be amended this
week but delayed at least until the geothermal soil borings are complete and possibly
until after the bidding results are compiled when it will be known more exactly what
additional dollars are needed.
Vote on motion to amend fails unanimously.
Vote on motion to approve passed unanimously.
RESULT: APPROVED [UNANIMOUS]
MOVER: Travis Schachtner, Chair
SECONDER: Jill Ann Berke, Supervisor
AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy
Achterhof
6. Resolution Approving 2015 Budget Amendments
Postponed till the April 22, 2015 Administration Committee Agenda.
RESULT: NO ACTION Next: 4/22/2015 5:00 PM
7. 2015 Pay for Performance Cycle Deadlines
Postponed till the April 22, 2015 Administration Committee Agenda.
RESULT: NO ACTION Next: 4/22/2015 5:00 PM
8. St. Croix County Internal Communication Process Update
Postponed until the April 22, 2015 Administration Committee meeting.
RESULT: NO ACTION
9. Approval of the Rules & Bylaws Subcommittee March 13, 2015 Meeting Minutes
This item was moved up on the agenda for consideration, from item #9 to item #3.
There were no changes to the proposed minutes. The minutes were approved as
presented
RESULT: APPROVED [UNANIMOUS]
MOVER: Roy Sjoberg, Supervisor
SECONDER: Jill Ann Berke, Supervisor
AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy
Achterhof
10. Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix County
Chair Schachtner moved the Resolution Approving the Rules and Bylaws on the agenda
from item #10 to item #4 in order to discuss the proposed invocation change while
concerned citizens were still in the audience. Supervisor Sjoberg summarized the Rules
and Bylaws amendments to date including comments received from the April 6, 2015
County Board meeting. Sjoberg welcomed the earlier public comments and went on to
explain what the reasoning was for the suggestion of replacing “Invocation” with
“Moment of Silence and Reflection” on the County Board agenda.
Sjoberg asked Corporation Counsel Cox to read a summary of the recent Supreme Court
ruling that allowing prayer at a meeting is not illegal. Sjoberg explained that no
complaints were received but rather that not all his constituents are of the Christian faith
and that no one, no matter what their religion or beliefs, should be made to feel
uncomfortable by the government representing them. Sjoberg summarized a poll of other
counties. Of the 72 Wisconsin counties 28 have an opening invocation to begin their
County Board meetings. The remaining 44 either have none, have a moment of
silence/reflection and one having a moment of silence for the troops. Supervisor Sjoberg
would like the committee to reconsider the change replacing the word invocation with “a
moment of silence.”
Motion by Chair Schachtner, 2nd by Supervisor Kiesler to bring the resolutions to
the floor Motion carried unanimously.
Motion by Berke, 2nd by Schachtner to change the wording on page14 from
“Moment of Silence and Reflection” to “Invocation or Moment of Silence.” Motion
carried unanimously.
Discussion of proposed change on page 5 (packet page 91) regarding Supervisor absences
with clarification of how absences are tallied and which committees/boards are counted.
Motion by Chair Schachtner, 2nd by Supervisor Kiesler to direct Corporation
Counsel to draft absence language that applies only to Standing Committees and the
County Board as well as include language that meetings held for the purpose of
gathering information with the chance of a quorum of a Standing Committee does
not apply. Motion carried 4-1 (Berke-no).
Sjoberg pointed out a footnote has been added to reflect that unless otherwise noted in the
Rules and Bylaws, day or days are defined as calendar days. Supervisor Sjoberg also
pointed out clarifications made throughout the document which were requested by Board
members comments.
Discussion of proposed change on page 12 (packet page 98) regarding County Board
meeting start times. County Administration Thompson spoke to staff demands and
suggested that all County Board meetings be held at 5:00 p.m. Motion by Schachtner,
2nd by Kiesler that all County Board meetings shall begin at 5:00 p.m. and strike
exception language for May, June, July and August and leave language that County
Board Chair can change meeting dates and times when necessary. Motion carried
4-1 (Berke-no).
Discussion of proposed change on page 13 (packet page 99) regarding adding agenda
items (same change will need to be made on page 20 Section F. 4. b.). Motion by
Supervisor Sjoberg, 2nd by Supervisor Kiesler to remove language after the word
“item” and strike the next 6.5 lines; add “does not respond or is otherwise
unavailable,” after “If the Chair refuses,” to the new second sentence and make the
same changes for Standing Committees on page 20, SectionF. 4. b. Motion carried
unanimously.
Supervisor Sjoberg reaffirmed that on page 14 the order of business will be changed to
reflect the reinstatement of the invocation and will read “Invocation or Moment of
Silence.” Supervisor Kiesler questioned if there is a procedure in place for scheduling
clergy. Corporation Counsel Cox offered that County Clerk Campbell works with area
clergy to schedule. Discussion regarding what happens in the absence of clergy. Motion
by Supervisor Sjoberg, 2nd by Kiesler the Administration Committee’s statement of
intent is there will be a regular invocation provided by invited religious leaders and
in the absence of a religious leader, the County Board Chair can request a moment
of silence or request another Supervisor or person in the room to provide an
invocation. Motion carried unanimously.
Sjoberg explained the additional language of #5 c. regarding public comment. Supervisor
Ring questioned video recordings #7 on page 15 (packet page 101). Corporation Counsel
Cox offered that the Records Retention Ordinance would cover this and confirmed that
#7 could be removed from the Rules and Bylaws. Motion by Supervisor Sjoberg, 2nd
by Supervisor Kiesler, to remove #7 from the Rules and Bylaws. Motion carried
unanimously.
Supervisor Sjoberg explained the amendment to Article 4, Section F. 1. regarding the
timeframe for providing the agenda and packet materials to Standing Committees
recognizing the amount of staff effort needed in material preparation compared to that of
County Board packet preparation. Supervisor Ostness questioned if staff would continue
to provide materials in a timely fashion. Supervisor Sjoberg stated materials would not
be held to the County Board meeting timeline but it is the expectation that staff will
provide Standing Committee materials as soon as practicable and without unreasonable
delay.
Supervisor Sjoberg pointed out the duplicate changes made to language for County Board
and Standing Committee meetings regarding agenda items and public comment.
Discussion regarding changing the name of the Public Protection Committee at the
request of the Judges. Motion by Supervisor Berke, 2nd by Supervisor Kiesler to
rename Public Protection to Public Protection and Judiciary Committee. Motion
carried unanimously.
Management Analyst Ziliak questioned if a responsibility needed to be added to the
Administration Committee regarding the County Library Plan. Motion by Sjoberg, 2nd
by Kiesler to add item 20 to Administration Committee duties on page 24 - “Reviews
and recommends to the County Board changes to the St. Croix County Library
Service Plan.” Motion carried unanimously.
Supervisor Ostness asked to return to page 13 in regard to County Board agendas. In
Section C. Agendas and C. 1. b., Ostness requested the reference of “five days” be
changed to “seven days” in regard to agendas. Supervisor Sjoberg explained as it had
already been discussed, staff would have no difficulty meeting the seven day for County
Board meetings. Ostness also requested that the seven day timeframe be added to
Standing Committee agendas. Chair Schachtner suggested changing Standing Committee
meeting days. Committee consensus to not change from five days to seven days.
Supervisor Sjoberg clarified changes made to the Board of Adjustment change in Article
5 that vacancies, appointments and residency requirements are pursuant to BOA Rules;
wording for the Council on Aging and Disabilities; wording clean up under County
Traffic Safety Commission; compensation language under Article 6; and updating the
Resolution number in Article 7.
Staff was directed to update the draft and send all changes made tonight via email to all
County Board Supervisors and request any changes by next Wednesday night's
Administration Committee meeting.
Motion by Sjoberg, 2nd by Berke to postpone a vote by the Administration
Committee tonight on the Resolution and any additional consideration of the Rules
and Bylaws until next Wednesday's meeting. Motion carried 4 to 1 (Schachtner no).
RESULT: POSTPONED [UNANIMOUS] Next: 4/22/2015 5:00 PM
MOVER: Roy Sjoberg, Supervisor
SECONDER: Jill Ann Berke, Supervisor
AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy
Achterhof
11. Closed session pursuant to Wis. Stat.19.85 (1)(c) to consider the County Administrator's
Annual Pay for Performance Assessment. Reconvene into open session.
Postponed until the April 22, 2015 Administration Committee meeting.
RESULT: NO ACTION Next: 4/22/2015 5:00 PM
12. Resolution Approving the County Administrator's 7/1/2014-2/28/2015 Pay for
Performance Assessment and Goals for 3/1/15-2/28/2016
Postponed until the April 22, 2015 Administration Committee meeting.
RESULT: NO ACTION Next: 4/22/2015 5:00 PM
ANNOUNCEMENTS & CORRESPONDENCE: MAY 5, 2015 SPECIAL
ADMINISTRATION COMMITTEE MEETING REGARDING BONDING
ADJOURN
9:15 p.m.
DATE OF NEXT MEETING
April 29, 2015