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Home My WebLink AboutAdministration 11-18-15 AGENDA ADMINISTRATION COMMITTEE November 18, 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, October 21, 2015 PUBLIC COMMENT BUSINESS ITEMS 1. Financial Reports 2. Tax Deed Sales via Wisconsin Surplus Online Auction Service - November 2015 3. 2016 Budget Process Debrief 4. Resolution Amending the Rules and Bylaws of the Board of Supervisors, St. Croix County, regarding the County Library Planning Committee Membership 5. Resolution to Modify the Human Resources Handbook regarding PTO Payout 6. Resolution Authorizing the Borrowing of not to Exceed $5,000,000; and Providing for the Issuance and Sale of General Obligation Bonds Therefor 7. Fund Balance Policy Review 8. The committee may convene into closed session pursuant to Wis. Stat. §19.85 (1) (e) and (g) to deliberate on collective bargaining strategy concerning the successor WPPA labor agreement and to confer with legal counsel who is rendering oral advice concerning strategy to be adopted with respect to litigation in which it is involved. 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 November 18, 2015 5:00 PM County Board Room-Government Center County Board Room - 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER Call to order by Schachtner 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 Late 5:04 PM 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: Patrick Thompson, Scott Cox, Kristen Ziliak, Bob Mittet, Fred Johnson, Laurie Noble, Cindy Campbell APPROVAL OF MINUTES 1. Administration Committee – Regular Meeting – October 21, 2015 5:00 PM Supervisor Schachtner indicated minutes would be accepted as presented. RESULT: ACCEPTED PUBLIC COMMENT BUSINESS ITEMS 1. Financial Reports County Administrator Thompson presented the Financial Reports through September 2015, as well as the Treasurers report. Interim Finance Director Mittet noted on the Treasurer's report, the bond proceeds for the first $10,000,000 in borrowing for the Health Center project are reflected. The $4,000,000 is transferred in from the LGIP to cover payroll. 2. Tax Deed Sales via Wisconsin Surplus Online Auction Service - November 2015 County Clerk Cindy Campbell presented the tax deed property located in the Village of Baldwin, listed for $6,000. The deadline is today, with no bids received. Corporation Counsel Scott Cox summarized options: 1. Continue bidding online via Public Surplus or2. Go back to the traditional manner and the County Clerk accept bids directly. Cox gave the opinion that both options should not be utilized at the same time. Motion by Kiesler, second by Berke to go back to the traditional process for 2 months, with a minimum bid of $6000. 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 3. 2016 Budget Process Debrief County Administrator Thompson and Bob Mittet discussed the 2016 budget process. The Committee provided their input on the budget process and offered suggestions and overall positive feedback. Bob Mittet will incorporate the Committee's suggestions into future budgets. 4. Resolution Amending the Rules and Bylaws of the Board of Supervisors, St. Croix County, regarding the County Library Planning Committee Membership Sjoberg explained the intent and proposed filling in the blanks on the draft resolution with "two library directors chosen from among the public libraries in the County with two year term for all committee members". Sjoberg introduced Tina Norris the new Library Director from the Hudson Area Joint Library as of 10/6/15. Monday night Hudson City Council approved re-opening the Hudson Area Joint Libraries on Mondays as of 1/4/16. Sjoberg recommended Norris be appointed to the Committee as well as Nancy Miller of the River Falls library as they represent the two largest libraries. Discussion ensued Motion by Sjoberg, second by Berke to approve and to fill in the blanks on the draft resolution lines 9, 20 and 25 with "two library directors chosen from among the public libraries in the County with two year term for all committee members". Motion carried 5-0. RESULT: APPROVED [UNANIMOUS] MOVER: Roy Sjoberg, Supervisor SECONDER: Jill Ann Berke, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 5. Resolution Amending the Human Resources Policies and Procedures Handbook Article 10 Employee Benefits - Personal Time Off (PTO) County Administrator Thompson reviewed the PTO payout practice. Corporation Counsel recommends that the Human Resources handbook be modified to reflect current changes until something more permanent is decided. Corporation Counsel reviewed a handout and summarized proposed changes to the handbook regarding a change to the PTO payout practice. Discussion ensued. Motion by Sjoberg, second by Keisler to approve the proposed modification to the Human Resources handbook as presented by Corporation Counsel. 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 6. Resolution Authorizing the Borrowing of not to Exceed $5,000,000; and Providing for the Issuance and Sale of General Obligation Bonds Therefor County Administrator Thompson, along with Interim Finance Director Mittet, presented the resolution and answered questions from the committee. Interim Finance Director, Bob Mittet explained that the Authorizing Resolution will allow different options to fund 2016 Capital Projects. The plan is to bond in 2016 for the second $10,000,000 for the Health Center and also for an additional $5,000,000 for the CIP for a total of $15,000,000 in bonding in 2016. Mittet would prefer to avoid two bonding issuance's to avoid a second set of issuance costs but the loan would no longer qualify for bank qualification. He also explained that the documentation in the packet for 2016 Capital projects totals $5,702,852. $5,000,000 would be bonded in 2016 and $702,852 would be bonded in 2017 but all the projects could be completed in 2016 if the authorizing resolution is approved. The purpose of the Authorizing Resolution is for the projects to continue in 2016 and be paid for out of General Fund dollars with the commitment that those General Fund dollars will be paid back via the bonding. 15 votes would be required at the County Board level to approve this resolution. Motion by Berke, Second by Schachtner to approve the resolutinon. Motion carried 4 yes, 1 abstained. RESULT: APPROVED [4 TO 0] MOVER: Jill Ann Berke, Supervisor SECONDER: Travis Schachtner, Chair AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler ABSTAIN: Judy Achterhof 7. Fund Balance Policy Review County Administrator Thompson presented the Fund Balance Policy for review. Mittet drew the Committee's attention to packet page 58 which estimates that the Excess Unassigned Fund Balance at the end of 2016 will be $3,007,087 Kiesler asked that the committee discuss changing the language in the fund balance policy that reads the unassigned fund balance should be maintained at 25-35% to a 'minimum of 35%'. Berke prefers to keep the current language. Sjoberg proposed some discussion at the next meeting of a variety of wording options. Sjoberg doesn't want 43% to be perceived as being too high. However, the fund balance should not be so high that the public perception is that the County is over taxing. Administration will do more research and bring several options back to the Committee at the December meeting. RESULT: NO ACTION 8. The committee may convene into closed session pursuant to Wis. Stat. §19.85 (1) (e) and (g) to deliberate on collective bargaining strategy concerning the successor WPPA labor agreement and to confer with legal counsel who is rendering oral advice concerning strategy to be adopted with respect to litigation in which it is involved. Motion by Kiesler, second by Berke to convene into closed session. RESULT: APPROVED [UNANIMOUS] MOVER: Ron Kiesler, Vice Chair SECONDER: Judy Achterhof, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof 9. Reconvene into open session to report and or take action on items discussed in closed session Motion by Schachtner, second by Achterhof to reconvene into open session. RESULT: APPROVED [UNANIMOUS] MOVER: Travis Schachtner, Chair SECONDER: Judy Achterhof, Supervisor AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof REQUEST FOR FUTURE AGENDA ITEMS ANNOUNCEMENTS & CORRESPONDENCE Berke announced that at the middle or end of next week the water main project at the Fairgrounds will be completed. ADJOURN 8:15 p.m. DATE OF NEXT MEETING December 16, 2015