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HomeMy WebLinkAboutAdministration 09-16-15 AGENDA ADMINISTRATION COMMITTEE September 16, 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, August 19, 2015 PUBLIC COMMENT BUSINESS ITEMS 1. Financial Reports 2. County Administrator's 2016 Group Health and Life Insurance Renewal Recommendations 3. Resolution to Terminate Coverage With LGPIF and Elect Property Insurance Coverage From the New Municipal Property Insurance Company (MPIC) 4. 2014 Audit Report by Brock Geyen, CPA, CliftonLarsonAllen LLP 5. Enterprise Resource Planning (ERP) System Selection Vendor Introduction and Process Overview 6. 2016 Budget Requests - Administration Committee Departments 7. Tax Deed Sales via Wisconsin Surplus Online Auction Service - September 2015 8. Resolution Supporting Constitutional Amendment Prohibiting Nonfiscal Matters in State Budget 9. HR Director Hiring Process Update 10. Revision to HR Handbook, Article 10, Personal Time Off (PTO) Section 6 Annual PTO Options 11. Review Compensation of County Board Supervisors Including Chair and Vice Chair 12. 2016 County Board Supervisor Orientation - Review Survey Results 13. Ad Hoc Library Services Subcommittee Report 14. Create and Appoint Members to the County Library Planning Subcommittee 15. Fairgrounds Adjacent Land Purchase Offer 16. 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. 17. 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 September 16, 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, Agnes Ring Also in Attendance: Staff: Scott Cox, Pat Thompson, Kristen Ziliak, Robert Mittet, Laurie Noble, John Allegro, Jim Elsbury, Fred Johnson, Chad Wolske, Lisa Plunkett, Cindy Campbell, Jode Frick Formiller, Colleen Krohn Presenters: Jim Jansch of WILLIS, Dean Boes and Danielle Rogacki of WMMIC, Rob Roque and Eva Olsaker of GFOA, Brock Geyen of CliftonLarsonAllen APPROVAL OF MINUTES 1. Administration Committee – Regular Meeting – August 19, 2015 5:00 PM Removed Supervisor Schachtner from the 'Ayes' voting line and changed to 'Excused' as he was not present for the Resolution Approving Post Issuance Tax Compliance Policies and Procedures. Grammatical revisions: 'r' in railroad should be lower case , no period at then end of the first point and the #2, and flood 'plane' should be flood 'plain'. The word meeting was missing the second 'e' in the vote section under Reconvene into open session to report and or take action on items discussed in closed session Supervisor Schachtner indicated minutes would be accepted with the changes stated above RESULT: ACCEPTED AS AMENDED PUBLIC COMMENT None BUSINESS ITEMS 1. Financial Reports County Administrator Thompson presented the Financial Reports through the end of July for the Administration Committee, as well as the Treasurers Reports. Supervisor Sjoberg requested additional information on 2014 budget variance as it relates to vehicle registration fees. He also would like a running total of all the years when the report shows various comparison's, rather than just a total at the end. Sjoberg had additional questions regarding use of sales tax revenue. Mittet stated that in 2015 the County did apply some sales tax fund surplus to off-set the levy. Supervisor Berke had a question regarding general fund balance. Mittet answered that at the end of 2014, general fund balance was 49%. He expects that at the end of 2015 that number will decrease. 2. County Administrator's 2016 Group Health and Life Insurance Renewal Recommendations County Administrator Thompson introduced Jim Jansch of WILLIS, the County's employee benefits insurance broker. Jansch provided an overview of the County's Health Insurance program, claims performance and 2016 renewal factors. Competitive bids were received for Claims Administration and Reinsurance for 2016. Preferred One is the current claims administrator and the recommendation is to stay with Preferred One in 2016 based on lowest cost bid. Preferred One did agree to start administering COBRA notices for no additional cost. The current reinsurer is Munich RE. Guardian's reinsurance bid came in lower than Munich RE and is recommended for the 2016 renewal. For Dental, currently the employee pays 100% of the monthly premium with Delta Dental. Dental bids result in a recommendation to switch from Delta Dental to Guardian. The County is considering contributing 25% of monthly dental premium in 2016. The County is recommending adding a vision benefit to the program for 2016, 100% employee paid, voluntary. Life insurance is currently offered to employees through Sun Life. The recommendation for 2016 is to move the coverage to UNUM based on their low bid. Voluntary life insurance is also offered to employees through Sun Life and the recommendation for 2016 is also to switch to UNUM. ID theft coverage is being recommended as a new program for 2016, 100% employee paid premium, voluntary. The County Administrator requested approval for recommended changes to the 2016 employee benefits programs including; switching reinsurers from Munich RE to Guardian, switching dental providers from Delta Dental to Guardian with the County contributing 25% of the dental premium, switching life and voluntary life providers from Sun Life to UNUM and adding a voluntary 100% employee paid vision plan with Guardian and a voluntary 100% employee paid Identity Theft benefit with ID Watch Dog. The Committee requested Jim Jansch of WILLIS seek additional quotes from Guardian on the dental with the County contributing at higher rates. Jansch estimated he could obtain quotes by next Tuesday. The Committee will vote on all the recommended changes at next week's meeting on 9/23/15. RESULT: DISCUSSED-NO ACTION 3. Resolution to Terminate Coverage With LGPIF and Elect Property Insurance Coverage From the New Municipal Property Insurance Company (MPIC). County Administrator Thompson introduced Dean Boes and Danielle Rogacki of WMMIC. Boes summarized the work to date to form a new entity to provide property insurance coverage to government entities in consideration of the issues with the State's Property Insurance Fund, LGPIF. Motion to recommend as presented by Kiesler, second by Achterhoff Discussion of the other options available to the County and when comparable renewal quotes from LGPIF and MPIC would be available. Quotes have not been obtained from the commercial marketplace to date. Ziliak acknowledged the lack of comparable quotes from LGPIF and MPIC but requested the committee consider forwarding the recommendation to the full board for discussion on October 6th due to the County's existing policy renewal date of 11/7/15 and requirement that the full County Board approve withdrawal from LGPIF and LGPIF has requested notification of withdrawal as soon possible. Boes and Rogacki indicated the MPIC quote will be available by 10/6 and Ziliak indicated the LGPIF quote will be in by then as well. Berke made a motion to postpone the vote until October 6th when both quotes could be considered. There was no second. Vote on the original motion - motion passed. RESULT: RECOMMENDED [4 TO 1] MOVER: Ron Kiesler, Vice Chair SECONDER: Judy Achterhof, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Ron Kiesler, Judy Achterhof NAYS: Jill Ann Berke 4. 2014 Audit Report by Brock Geyen, CPA, CliftonLarsonAllen LLP Supervisor Schachtner introduced Brock Geyen of CliftonLarsonAllen who reviewed the 2014 Audit summary with the Committee. Supervisor Sjoberg had a question regarding appendix B statement about the basis for adverse opinion. Geyen clarified the statement means that the audit report is in a condensed version vs a full detailed version but overall the County received a clean audit opinion. 5. Enterprise Resource Planning (ERP) System Selection Vendor Introduction and Process Overview Information Technology Director, John Allegro introduced GFOA representatives Rob Roque and Eva Olsaker who will lead the County through the process of determining how current finance and human resources systems can be integrated for improved efficiency, or if a new system should be obtained to achieve long term business process improvements and best practices. The process takes about 16 months and identifies needs and opportunities for business process improvements. GFOA does not sell software or enter into arrangements with any software companies. GFOA will not make a system selection recommendation but will assist staff in evaluating the differences between system proposals so the County can make the best selection. The Committee's questions were answered by staff and the GFOA representatives. If new software if recommended and purchased, the value of the software and associated costs will be depreciated as a capital asset. Options for funding the full project were discussed including general fund use or additional bonding. 6. 2016 Budget Requests - Administration Committee Departments Initial discussion focused on how the payroll for the Assistant County Administrator is budgeted. Right now the position is budgeted in the Risk Management budget. Discussion about the best budgeting practice for the Assistant County Administrator position. The County Administrator was asked to bring a recommendation to the Committee of the Whole meeting regarding budgeting a portion of the position in the County Administrator's budget. Senior Management Analyst, Kristen Ziliak indicated 2016 liability allocations to departments are the same in 2016 as they were in 2015. There has not been an increase in Liability Fund allocations to departments since 2010. The allocations to departments are based on department claim history and exposure (percentage of payroll and number of vehicles operated) and do not fluctuate based on increases in expenses for staff who support Risk Management programs. The other departments reviewed their budgets with the Committee highlighting any line items where the amount for 2016 has increased or decreased significantly and any new position requests. All of the budgets reflect payroll increases for the implementation of the McGrath Study. Corporation Counsel has an increased budget request for software. Facilities is requesting one new position for the Health Center. IT budget increases include cost shifting of telephone expenses to the IT Budget from the Health and Human Services and Emergency Support Services budgets as well as annual software licensure cost increases. One new position will be requested which will perform low voltage audio visual and networking job tasks which are currently being contracted out. 7. Tax Deed Sales via Wisconsin Surplus Online Auction Service - September 2015 County Clerk, Cindy Campbell provided a handout summarizing the results of the bids through Wisconsin Surplus Online Auction Service. These were bids that were on the books since July. All the properties received a bid except the on in the Village of Baldwin. Corporation Counsel suggested keeping it on Wisconsin Surplus Online Auction Service with some deadlines until bids are received. Total bids were less than the appraised value but the parcels will be returned to the tax role. Motion by Kiesler, second by Berke to approve all of the bids as presented by the County Clerk (additional handout included in minutes) 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 8. Resolution Supporting Constitutional Amendment Prohibiting Nonfiscal Matters in State Budget Moved to September 23, 2015 RESULT: NO ACTION 9. HR Director Hiring Process Update Moved to September 23, 2015 RESULT: NO ACTION 10. Revision to HR Handbook, Article 10, Personal Time Off (PTO) Section 6 Annual PTO Options Moved to September 23, 2015 RESULT: NO ACTION 11. Review Compensation of County Board Supervisors Including Chair and Vice Chair Moved to September 23, 2015 RESULT: NO ACTION 12. 2016 County Board Supervisor Orientation - Review Survey Results Moved to September 23, 2015 RESULT: NO ACTION 13. Ad Hoc Library Services Subcommittee Report Moved to September 23, 2015 RESULT: NO ACTION 14. Create and Appoint Members to the County Library Planning Subcommittee Moved to September 23, 2015 RESULT: NO ACTION 15. Fairgrounds Adjacent Land Purchase Offer Moved to September 23, 2015 RESULT: NO ACTION 16. 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. Moved to September 23, 2015 RESULT: NO ACTION 17. Reconvene into open session to report and/or take action on items discussed in closed session Moved to September 23, 2015 RESULT: NO ACTION REQUEST FOR FUTURE AGENDA ITEMS Items not covered tonight will be covered at the meeting next Wednesday, September 23rd ANNOUNCEMENTS & CORRESPONDENCE Some will be attending the WCA Conference starting this weekend. Acknowledge receipt of correspondence from John Kucinski regarding front entrance screening and day reporting. ADJOURN Meeting adjourned at 9:05pm DATE OF NEXT MEETING September 23, 2015