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Home My WebLink AboutAdministration 08-19-15 AGENDA ADMINISTRATION COMMITTEE August 19, 2015 5:00 PM County Board Room 1101 Carmichael Road, Hudson, Wisconsin 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, July 15, 2015 2. Wednesday, July 22, 2015 3. Tuesday, August 04, 2015 PUBLIC COMMENT BUSINESS ITEMS 1. Financial Reports 2. Resolution Approving Post-Issuance Tax Compliance Policies and Procedures 3. Resolution Amending Investment Policy 4. HR Assessment Final Report 5. Revision to HR Handbook, Article 10, Personal Time Off(PTO) Section 6 Annual PTO Options 6. Review Compensation of County Board Supervisors Including Chair and Vice Chair 7. Fairgrounds Request to Purchase Adjacement Land 8. The committee may convene into closed session pursuant to Wis. Stat. § 19.85(1)(e) to deliberate on Fairgrounds request to purchase adjacent land proposal for competitive or bargaining reasons. 9. Reconvene into open session to report and/or take action on items discussed in closed session REQUEST FOR FUTURE AGENDA ITEMS ANNOUNCEMENTS & CORRESPONDENCE ADJOURN DATE OF NEXT MEETING MEETING MINUTES ADMINISTRATION COMMITTEE August 19, 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 Excused 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 Supervisors present: Dave Ostness Also in Attendance: Patrick Thompson, Scott Cox, Bob Mittet, Jim Elsbury, Cindy Campbell, Laurie Noble, Jode Frick Formiller, Colleen Krohn, Jeff Klatt, Dean Meyer APPROVAL OF MINUTES 1. Administration Committee – Regular Meeting – July 15, 2015 5:00 PM Berke asked that the spelling of citizen Norm Matzik's last name be corrected to Matzek in public comment Supervisor Kiesler indicated minutes would be approved with the correction stated above. RESULT: ACCEPTED 2. Administration Committee – Regular Meeting – July 22, 2015 5:00 PM Supervisor Kiesler indicated minutes would be approved as presented RESULT: ACCEPTED 3. Administration Committee – Special Meeting – August 4, 2015 4:30 PM Supervisor Kiesler indicated minutes would be approved as presented RESULT: ACCEPTED PUBLIC COMMENT BUSINESS ITEMS 1. Financial Reports County Administrator Thompson presented the Financial Reports. Interim Finance Director Bob Mittet and Treasurer Laurie Noble were present and answered questions from the Committee. 2. Resolution Approving Post-Issuance Tax Compliance Policies and Procedures County Administrator Pat Thompson, along with the Compliance Officer, Interim Finance Director Bob Mittet, gave an overview of the Resolution. Bob indicated that St Croix County has been compliant all along, this is just now being put down on paper. Questions from the Committee were addressed. Motion by Berke, 2nd by Achterhof, to approve the Resolution Approving Post- Issuance Tax Compliance Policies and Procedures RESULT: APPROVED [UNANIMOUS] MOVER: Jill Ann Berke, Supervisor SECONDER: Judy Achterhof, Supervisor AYES: Jill Ann Berke, Ron Kiesler, Judy Achterhof EXCUSED: Travis Schachtner, Roy Sjoberg 3. Resolution Amending Investment Policy County Administrator Thompson introduced the Resolution and the two changes being proposed. The first is a recommendation for a formation of an investment committee comprised of the County Administrator, Finance Director and Treasurer to make recommendations on investments. Currently only the Finance Director has this responsibility. The second recommendation concerns the inclusion of the National Credit Union Share Insurance Fund (NCUSIF) along with the Federal Deposit Insurance Corporation (FDIC) with respect to collateralization requirements. Bob Mittet, Interim Finance Director and County Administrator Thompson addressed questions from the committee. Berke moved to adopt as amended, 2nd by Kiesler with an addition of wording to Section V to invite the County Board Chair and County Board Vice Chair to attend investment policy meetings when they occur. Berke and Kiesler, Yes, Achterhof, no. Original Resolution to adopt as amended, Carried Unanimously. RESULT: APPROVED [2 TO 1] MOVER: Jill Ann Berke, Supervisor SECONDER: Ron Kiesler, Vice Chair AYES: Jill Ann Berke, Ron Kiesler NAYS: Judy Achterhof EXCUSED: Travis Schachtner, Roy Sjoberg 4. HR Assessment Final Report County Administrator Pat Thompson summarized the Final HR Assessment Report, including the following areas St Croix County needs to address for a new HR Director to focus on: 1. Policy and Procedures review and development, 2. Training, 3. Staffing/Time Management, 4. Responsiveness, 5. Employee Relations, 6. Compliance. Pat introduced Dean Meyer who discussed his findings and answered questions from the Committee. When questioned about the time table on the new HR Director recruitment, Administrator Thompson summarized the next steps with the HR Assessment including: 1. Update job description to reflect priorities, 2. Create job recruitment profile, 3. Identify market (local-regional-national), 4. Place notice( advertise), 5. Recruit(In house or Outside source), 6. Collect/Screen applicants, 7. Panel Review & recommend to County Administrator, 8. County Administrator to select and recommend to County Board, 9. County Administrator to negotiate employment offer and establish start date. Thompson believes this could all be done by the end of the year and a new Human Resources Director be in place by January, 2016. Additional input and questions regarding the time table and recruitment process were addressed. 5. Revision to HR Handbook, Article 10, Personal Time Off(PTO) Section 6 Annual PTO Options County Administrator Thompson discussed the Personal Time Off (PTO) to Long Term Sick Bank(LTSB) process including the end of the year pay out. The IRS notified our Finance department in March of this year that converting the 48hours into cash or carrying over to the LTSB has put St Croix County on notice from the IRS. This practice is in violation of the IRS tax code. Along with Thompson, the Interim Finance Director Bob Mittet and Corporation Counsel Scott Cox, they reviewed and discussed the meaning of Constructive Receipt. Motion by Kiesler, 2nd by Berke to consult a tax attorney and advise the St. Croix County employees that the PTO payout is being investigated and may or may not happen in the future. Carried Unanimously RESULT: APPROVED [UNANIMOUS] MOVER: Ron Kiesler, Vice Chair SECONDER: Jill Ann Berke, Supervisor AYES: Jill Ann Berke, Ron Kiesler, Judy Achterhof EXCUSED: Travis Schachtner, Roy Sjoberg 6. Review Compensation of County Board Supervisors Including Chair and Vice Chair Move to September when there is a full Admin Committee present. RESULT: NO ACTION Next: 9/16/2015 5:00 PM 7. 3260 : Fairgrounds Request to Purchase Adjacent Land Supervisor Berke introduced: Fair Board President Gail Maier & Fair Board member Dick Sullwold from the Fair Board Committee. Corporation Counsel Scott Cox handed out the 2014 Property Record for the adjacent land and is attached to this record, and discussed the listing. The 3.5 acre parcel is just east of the fairgrounds in Glenwood City. The Fair Board would like St Croix County to purchase the parcel for camping and parking at the fair. The land has been assessed at $27,800.00, appraised at $40,000.00 and is currently for sale for $97,000.00. Corporation Counsel pointed out 3 issues with the property, 1. A railroad use to run through it. 2. It's zoned for commercial use only and 3. It's on the flood plain. Motion by Berke, 2nd by Kiesler to move into closed session to discuss this further. 8. The committee may convene into closed session pursuant to Wis. Stat. § 19.85(1)(e) to deliberate on Fairgrounds request to purchase adjacent land proposal for competitive or bargaining reasons. Motion by Berke, 2nd by Kiesler to move into closed session to discuss this further. RESULT: APPROVED [UNANIMOUS] MOVER: Jill Ann Berke, Supervisor SECONDER: Ron Kiesler, Vice Chair AYES: Jill Ann Berke, Ron Kiesler, Judy Achterhof EXCUSED: Travis Schachtner, Roy Sjoberg 9. Reconvene into open session to report and/or take action on items discussed in closed session Motion by Berke, 2nd by Achterhof to reconvene into open session. Berke asked Corporation Counsel to develop a purchase offer and bring back to the September Administration meeting for review. RESULT: APPROVED [UNANIMOUS] MOVER: Jill Ann Berke, Supervisor SECONDER: Judy Achterhof, Supervisor AYES: Jill Ann Berke, Ron Kiesler, Judy Achterhof EXCUSED: Travis Schachtner, Roy Sjoberg REQUEST FOR FUTURE AGENDA ITEMS ANNOUNCEMENTS & CORRESPONDENCE ADJOURN 6:45 PM DATE OF NEXT MEETING September 16, 2015