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HomeMy WebLinkAboutAdministration 06-15-16 AGENDA ADMINISTRATION COMMITTEE June 15, 2016 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. Tuesday, May 17, 2016 PUBLIC COMMENT BUSINESS ITEMS 1. Financial Reports 2. Willow River Bluffs Conservation Easement 3. ERP Project Update 4. Modifications to St Croix County Service Center for Additional Office Space 5. New Richmond Easement Rezoning 1752 Dorset Lane 6. County Administrator Employment Agreement 7. Resolution Approving a 2016 Budget Amendment Amending the Cap on the Drawdown of the $5M State Trust Fund Loan 8. 2017 Budget Guidelines and Schedule 9. Solar Installation on Government Center Roof vs Xcel Energy Community Solor REQUEST FOR FUTURE AGENDA ITEMS ANNOUNCEMENTS & CORRESPONDENCE ADJOURN DATE OF NEXT MEETING MEETING MINUTES ADMINISTRATION COMMITTEE June 15, 2016 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 Ron Kiesler St. Croix County Supervisor Present Shaela Leibfried St. Croix County Supervisor Present Roy Sjoberg St. Croix County Chair Present Laurie Bergren St. Croix County Supervisor Present Jill Ann Berke St. Croix County Vice Chair Present Others present: County Administrator Patrick Thompson, Corporation Counsel Scott Cox, Administrative Operations Manager Ken Witt, County Treasurer Laurie Noble, County Clerk Cindy Campbell APPROVAL OF MINUTES 1. Administration Committee – Regular Meeting – May 17, 2016 4:30 PM RESULT: ACCEPTED PUBLIC COMMENT None. BUSINESS ITEMS 1. Financial Reports County Administrator Thompson reported on the financial reports which include the administrative departments through the end of April 2016. Discussion regarding receipt of the reports after review by the County Board. RESULT: DISCUSSED 2. Willow River Bluffs Conservation Easement Thompson reported the Administration Committee authorized Corporation Counsel and staff to negotiate and approve a conservation trail easement with the City of New Richmond regarding the Willow River Bluff Development. Thompson added a survey was ordered. Corporation Counsel Scott Cox reported an agreement was reached with the City of New Richmond on the conservation easement. The survey needs to be included and incorporated into the agreement. In addition, there needs to be public access and the county is proposing a deed restriction of the southern portion accessing from CTH A. The county is warranting the title and the parties have agreed to split the cost of the title insurance and the title work. Once the easement is recorded the county would put the property up for sale. RESULT: DISCUSSED 3. ERP Project Update Thompson and IT Director John Allegro provided an update on the ERP project and impact on the organization. Allegro indicated the proposals will close on June 22nd. The next phase is to gather a management team together consisting of 7 members to score the proposals and to select three vendors and invite them back for product demonstrations. Negotiations and vendor selection is scheduled to be completed by December. RESULT: DISCUSSED 4. Modifications to St Croix County Service Center for Additional Office Space Thompson reported on modifications to the Services Center for the Comprehensive Community Services (CCS). Elsbury explained the build out is on unoccupied space and added this build out was included in the CIP along with the Community Development Department remodel. Health and Human Services Director Fred Johnson reported the final reconciliation with this program will be next year and build this cost in the rates structure with CCS. RESULT: DISCUSSED 5. New Richmond Easement Rezoning 1752 Dorset Lane Elsbury introduced Jeremiah Wendt, City of New Richmond's Director of Public Works. Wendt explained the proposed public Right-of-Way for Dorset Lane. This will be done at no cost to the county and will provide access to future Aldi's and Taco Bell. Wendt indicated the city will relocate the county sign and reconstruct the curb. RESULT: NO ACTION 6. County Administrator Employment Agreement Sjoberg reported there was a meeting of the County Administrator Employment Committee ad hoc committee formed by Administration Committee and an initial review of the County Administrator's employment agreement, which expires the end of June 2017. Chair Larson was unable to attend. Cox indicated the committee was formed as an "ad hoc committee" and this committee is reporting to Administration Committee and is thus acting as a "subcommittee". Motion by Sjoberg, 2nd by Berke to change the official title of this committee to the Subcommittee to Review the County Administrator's Employment Agreement. RESULT: APPROVED [UNANIMOUS] MOVER: Roy Sjoberg, Chair SECONDER: Jill Ann Berke, Vice Chair AYES: Ron Kiesler, Shaela Leibfried, Roy Sjoberg, Laurie Bergren, Jill Ann Berke 7. Resolution Approving a 2016 Budget Amendment Amending the Cap on the Drawdown of the $5M State Trust Fund Loan Thompson reported in March of 2016 the County Board passed a resolution limiting borrowing under the State Trust Fund Loan to $3,707,099 and an appropriation from the Jail Improvement Fund of $50,000 for projects including the Sheriff Day Reporting Center. The construction costs for the Sheriff Day Reporting Center have exceeded the architect's estimates by $117,456. Elsbury introduced Mark Ludgatis of BWBR Architect. Ludgatis reported on the study to convert the Huber Center Visitation Area for the Sheriff Day Reporting Center. Ludgatis explained construction bids were estimated at $140,000 but came in at $260,000. Ludgatis indicated heightened security level of the remodeling including visitation booths and windows, and the mechanical and electrical systems came in higher than estimated and found to be more extensive work than anticipated. Ludgatis indicated the construction industry is extremely busy which also increases cost to get contractors onsite. Motion by Berke, 2nd by Bergren to approve the resolution for the additional costs. RESULT: APPROVED [UNANIMOUS] MOVER: Jill Ann Berke, Vice Chair SECONDER: Laurie Bergren, Supervisor AYES: Ron Kiesler, Shaela Leibfried, Roy Sjoberg, Laurie Bergren, Jill Ann Berke 8. 2017 Budget Guidelines and Schedule Thompson highlighted the 2017 budget guidelines and reported the Finance Department prepared projections of revenues and expenditures for 2017. Thompson reported sales tax will be budgeted closer to actual rather than projections and sales tax and Fund Balance will not be used to balance the budget. Thompson added he is not projecting use of undesignated fund balance to balance the budget. Thompson highlighted expenses include a 2.5% increase in the wages based upon the average step increase of the employees and projecting a budget increase for the compensation grid as a reflection of the CPI possibly in the range of .5 to 1%. Health insurance is projected with a 5% increase, but Thompson does not have firm estimates as of this date. Overall budgeted a 1% increase in overall general expenditures over and above compensation. That creates a deficit of $891,560. Discussion regarding wage increase percentage. Thompson confirmed the budget projects a net new construction increase for the tax levy of $400,000. Thompson reported it's not unusual to have a gap with the budget projections, but that he expects to be able to propose a balanced budget by November. Motion by Bergren, 2nd by Kiesler to approve the budget guidelines. RESULT: APPROVED [UNANIMOUS] MOVER: Laurie Bergren, Supervisor SECONDER: Ron Kiesler, Supervisor AYES: Ron Kiesler, Shaela Leibfried, Roy Sjoberg, Laurie Bergren, Jill Ann Berke 9. Solar Installation on Government Center Roof vs Xcel Energy Community Solor Sjoberg stated he invited Craig Tarr from Energy Concepts for an opinion on solar energy for the Government Center in comparison to the prior presentation from Xcel Energy regarding a community solar garden. Tarr reported he is a licensed engineer with 30 years of experience in the energy industry and is a solar energy developer. Tarr explained the more common approach for non-profits and government agencies is a third-party ownership model where a tax-bearing company/developer has a liability. The developer owns the solar system and puts it on the county's facility. The county enters into an arrangement to purchase the energy produced from the system or have a lease on the equipment. Tarr compared the community solar program proposed by Xcel Energy noting a 16 to 21 year pay back on a 25-year contract. Tarr recommended the Xcel proposal be vetted out. Tarr explained the benefit of a third-party ownership is that these contracts approved by the IRS and the equipment can be purchased by the county after seven years. Thus, the county can buy out the remaining contract and own the system; then all of the energy is free for the next twenty years. Tarr stated the Xcel program is relatively new and a brief analysis could be done or a more in depth analysis by a third party. His office is prepared to do that. Berke asked if bids are required. Thompson confirmed bids are not required because it is considered a professional service. Sjoberg introduced Tarr to Facilities Director Jim Elsbury and asked they meet to discuss this matter and report back to the Administration Committee on additional steps. Tarr added that it is common for government agencies to add solar energy to more than one building and then the cost becomes a smaller percentage. Tarr also noted the Xcel plan requires money down and the third-party plan is zero money down and then paying for the electricity over time. RESULT: DISCUSSED-NO ACTION REQUEST FOR FUTURE AGENDA ITEMS Thompson reported the Transportation Committee is requesting the appointment of an ad hoc committee to study the future transportation facility needs in Hammond and are recommending that one member from the Administration Committee serve with 3 members of Transportation Committee and 2 citizen members and possibly ask Supervisor Paulette Anderson to serve. Sjoberg commented on changes to the Human Resource handbook under Article 10 and notice to staff advisory. Sjoberg also mentioned there will be a report from the County Library Planning Committee. Elsbury stated there will be an update on the solar energy proposals. Thompson indicated there will be a Contingency Fund request. ANNOUNCEMENTS & CORRESPONDENCE ADJOURN 6:32 p.m. DATE OF NEXT MEETING July 20, 2016 - 5:00 PM