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Home My WebLink AboutAdministration 09-23-15 AGENDA ADMINISTRATION COMMITTEE September 23, 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 PUBLIC COMMENT BUSINESS ITEMS 1. County Administrator's 2016 Group Health and Life Insurance Renewal Recommendations 2. Resolution Supporting Constitutional Amendment Prohibiting Nonfiscal Matters in State Budget 3. HR Director Hiring Process Update 4. Revision to HR Handbook, Article 10, Personal Time Off (PTO) Section 6 Annual PTO Options 5. Pay for Performance Update 6. Review Compensation of County Board Supervisors Including Chair and Vice Chair 7. 2016 County Board Supervisor Orientation - Review Survey Results 8. Ad Hoc Library Services Subcommittee Report 9. Create and Appoint Members to the County Library Planning Subcommittee 10. Fairgrounds Adjacent Land Purchase Offer 11. 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. 12. 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 23, 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: Roger Larson Also in Attendance: Patrick Thompson, Scott Cox, Kristen Ziliak, Jim Elsbury, John Allegro, Jode Frick Formiller, Colleen Krohn APPROVAL OF MINUTES PUBLIC COMMENT BUSINESS ITEMS 1. County Administrator's 2016 Group Health and Life Insurance Renewal Recommendations County Administrator Thompson 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 (the County has not contributed anything to the dental premium in the past), 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 identify theft benefit with ID Watch Dog. Motion by Kiesler to approve the changes as recommended, second by Sjoberg. Discussion ensued. Motion by Kiesler, second by Sjoberg to amend the motion by increasing the 25% County contribution to dental to 50%. Motion failed 3-2. Discussion ensued. Vote on the main motion, carried 5-0. RESULT: APPROVED [UNANIMOUS] MOVER: Ron Kiesler, Vice Chair SECONDER: Roy Sjoberg, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 2. Resolution Supporting Constitutional Amendment Prohibiting Nonfiscal Matters in State Budget Supervisor Schachtner requeseted this resolution be brought in front of the Board due to last minute proposals that was accepted at the State level and how it impacted the local and school government. Polk County took it to the Wisconsin Counties Association, but he feels as though the counties also need to get involved. Motion by Schachtner, 2nd by Berke to approve the resolution. Motion to amend the main motion by Schachtner, second by Berke to change line 43 by adding, after the word Legislature, 'and all County Clerks'. Motion to amend carried 5-0. Vote on the motion as amended. carried 5-0. RESULT: APPROVED [UNANIMOUS] MOVER: Travis Schachtner, Chair SECONDER: Jill Ann Berke, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 3. HR Director Hiring Process Update County Administrator Thompson summarized the results of the HR Director hiring process. HR received 9 responses from search firms to the Request for Proposal. It is the County Administrator's recommendation to the committee that the County not hire a search firm. The process of recruiting candidates will involve a representative of the Administration Committee, other departments leaders, as well as Administration staff. 4. Revision to HR Handbook, Article 10, Personal Time Off (PTO) Section 6 Annual PTO Options County Administrator Thompson presented information to the committee regarding the outside counsel that has been retained to represent the County in contesting the decision by the IRS on the County's past practice of allowing employees to elect to cash out up to 48 hours of PTO at the end of the calendar year. Representing the County will be attorneys from von Briesen & Roper; Daniel Welytok and Andy Phillips who will be paid an hourly rate of between $225.00 and $275.00. 5. Pay for Performance Update County Administrator Thompson summarized an email he sent on 9/4/15 updating County employees as to the status of the current P4P cycle as a result of the McGrath Compensation Study which recommended changes to the current version of the P4P program. Kiesler clarified, employees will be evaluated in May 2016 and will receive corresponding step increases if applicable in January of 2017. Kiesler questioned if the job descriptions will be updated as recommended by McGrath. Thompson informed the committee that a contract has been signed with Dr. McGrath to update the job descriptions and the project is in process. 6. Review Compensation of County Board Supervisors Including Chair and Vice Chair County Clerk Campbell reviewed current per diem rates of $60 for first meeting, additional $30 if meeting goes past 6pm or for 2nd meeting after 6pm with a max per diem of $90/day. Per Diem rates for County Board Supervisors who get elected in April of 2016 need to be announced before the filing deadline in November of 2015. Kiesler indicated he asked for this item to be on the agenda and would propose to eliminate the distinction between per diem rates based on meeting start time and also proposes a monthly stipend for the Chair and Vice Chair. Kiesler proposed a flat per diem of $75/meeting/day, Chair $1000/month, Vice Chair $500/month Discussion ensued. Berke reviewed data request from the Finance Dept summarizing amounts paid to the Chair and Vice Chair in 2015 to date Chair Larson $3360 + $500/month Vice Chair Ostness $3900 Berke proposed increasing Chair position to $750/month and begin a policy to compensate the Vice Chair position at a rate of $300/month Achterhoff proposed $75/meeting regardless of how many meetings/day or time of meeting. Sjoberg proposed amt/meeting regardless of time of meeting and perhaps P4P for Chair and Vice Chair. Chairs of all meetings should get paid more (perhaps $25 more) for the meetings they chair. Motion by Kiesler, second by Berke to direct staff draft a resolution for Administration Committee consideration with the following per diem rates: $750/month stipend for chair, $300/month stipend for Vice Chair, Committee chairs $100/meeting, $75/meeting for non-committee chairs + $25/each additional meeting. Motion carried 5-0. 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 7. 2016 County Board Supervisor Orientation - Review Survey Results Supervisor Achterhof and County Clerk Cindy Campbell presented information regarding the County Board Supervisor orientation survey results. 8. Ad Hoc Library Services Subcommittee Report Sjoberg summarized the work to date by the Ad Hoc Library Services Subcommittee on an updated Library Services Plan. The plan should be updated annually. A public hearing has been scheduled for October 21, 2015 at 5pm as part of the October Administration Committee meeting. The updated plan does not address how much neighboring libraries are reimbursed when residents visit libraries outside of where they live and recommends the formation of a standing committee to serve as the County Library Planning Subcommittee. Sjoberg provided a historical overview of past actions taken by the County and the Hudson Area Joint Library which have affected how local libraries are reimbursed via taxes for the services they deliver. Sjoberg has requested the Hudson Area Joint Library honor its commitments to neighboring libraries so the County doesn't have to take action to hold the Hudson Area Joint Library accountable. The public was asked to review the material Sjoberg has put together and posted on the internet under the County Board tab to become educated as to the actions of the Hudson Area Joint Library. Achterhoff indicated the Library Plan is more than the Hudson Area Joint Library Issue. 9. Create and Appoint Members to the County Library Planning Subcommittee A Library Planning Committee should have the responsibility of regularly updating the County Plan of Library Service. A County Library Planning Committee should be established. Corporation Counsel Cox indicated Wisconsin Statutes indicate how to create a County Library Planning Committee and describes duties and powers. The Library Planning function has been served in the past by the Finance Committee and then the Administration Committee. The County Board can delegate the duties to any committee, or create a new committee. Corporation Counsel Cox recommended the County form a County Library Planning Committee versus a subcommittee via resolution. It would not be a standing committee of the Board. The County Board could designate which standing committee has authority over this new Library Planning Committee. Motion by Sjoberg, second by Kiesler to direct Corporation Counsel to prepare a resolution that satisfies the requirements for the formation of a County Library Planning Committee in time for the October County Board meeting even if that requires a special meeting of the Administration Committee. Motion carried 5-0. RESULT: APPROVED [UNANIMOUS] MOVER: Roy Sjoberg, Supervisor SECONDER: Ron Kiesler, Vice Chair AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 10. Fairgrounds Adjacent Land Purchase Offer Corporation Counsel Cox recommended going into closed session for discussion. 11. 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 Kiesler, second by Berke to convene into closed session. Motion carried 5-0. 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 12. Reconvene into open session to report and/or take action on items discussed in closed session Motion by Schachtner second by Berke to reconvene into open session. Motion carried 5-0. RESULT: APPROVED [UNANIMOUS] MOVER: Travis Schachtner, Chair SECONDER: Jill Ann Berke, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof REQUEST FOR FUTURE AGENDA ITEMS Berke - discussion of John Kucinski letters regarding screening and day reporting Sjoberg - by next Admin Committee a proposed resolution that would support the continuation of the Government Accountability Board as a protector of a fair governance of the State ANNOUNCEMENTS & CORRESPONDENCE Kiesler - will not be at 10/21/15 meeting. He will be at 10/14/15 COTW meeting ADJOURN Adjourned 7:40pm DATE OF NEXT MEETING October 21, 2015