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HomeMy WebLinkAbout03-19-2013 Committee of the Whole Minutes MINUTES COMMITTEE OF THE WHOLE March 19, 2013 1:00 PM County Board Room - Government Center 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER ROLL CALL Attendee Name Title Status Arrived Travis Schachtner Supervisor Present Agnes Ring Supervisor Present Tim Hood Supervisor Present Daryl Standafer Chair Present Fred Yoerg Supervisor Present Buck Malick Supervisor Present Chris Kilber Supervisor Absent Richard Ottino Supervisor Present Tom Hawksford Supervisor Absent Dave Ostness Supervisor Present Roger Larson Vice Chair Present Fred Horne Supervisor Absent Ron Kiesler Supervisor Present Andy Brinkman Supervisor Absent David Peterson Supervisor Present Joe Hurtgen Supervisor Absent Brian Hurtgen Supervisor Absent Duane Russett Supervisor Present William Peavey Supervisor Present APPROVAL OF MINUTES 1. January 29, 2013 9:00 AM RESULT: ACCEPTED PUBLIC COMMENT - NONE BUSINESS ITEMS 1. Resolution Amending Rules and Bylaws of the Board of Supervisors of St. Croix County Thompson indicated annually the County Board is to review the Rules and Bylaws of the Board of Supervisors. Gillen reviewed the changes. Malick commented on Article IV, Section A. 1. item 16 regarding Smart Goals for the County Administrator’s Pay for Performance. Malick requested taking information from the broadest possible sources and submit to all County Board members a list of the recommendations. Discussion. Motion by Hood, 2nd by Yoerg to amend the proposed language to read: Recommend to the County Board a list of Smart Goals, developed in consultation with the chairs of each committee or board with county board supervisor membership standing committee and HHS Board, for the County Administrator’s Pay for Performance. Carried. Motion by Schachtner, 2nd by Malick to add item 17 under Article IV, Section A. 1.: 17. Recommend annually to the County Board the performance review of the County Administrator for the County Administrator’s Pay for Performance. Carried. Motion by Malick, 2nd by Ostness to change Article IV, Section A.1. item 16 to add the word “annually” after the word “Recommend”. Carried unanimously. Ostness indicated he would like to see language added where agendas and materials would be provided five days before each committee meeting. Ostness expressed concerns regarding the timeliness. Ostness stated for the record he has requested a report for all capital projects for 2010, 2011 and 2012 and which projects were completed with costs and has not received it. Peterson agreed with Ostness in which timing is an issue to receive agenda information. Malick expressed concerns in a too rigorous requirement and added what is appropriate for the County Board may not be the same for committees which are less formal and a decision may not be made the first time a matter is presented to the committee. Malick suggested if this is an issue to take it up with the committees and staff to allow more time for review. Motion by Kiesler, 2nd by Malick to insert under Article IV, Section G. 2. The agenda and supporting documentation and this addition be offered throughout the bylaws where appropriate. Discussion regarding workflow and the approval process between department heads and Thompson. Thompson indicated he highly recommends to staff to complete reports in a timely manner. Russett is opposed to the amendment and feels this falls on the department head. Motion failed. Further discussion regarding Article IV, Section G. 2. regarding preparing and approving agendas. Malick indicated the committee chair is responsible if there is a violation to an open meeting law. Per Thompson coordination between County Administration and committee chairs needs to improve. Motion by Malick, 2nd by Peterson to amend Article IV, Section G. 2. to read: “The agendas of standing committee meetings shall be prepared by the County Administrator and approved by the committee chairs as reviewed by the County Administrator and approved by the committee chair. The agenda shall be provided to the County Clerk's Office in time for the County Clerk to give notice of each meeting pursuant to Wisconsin Statutes § 19.84.” and to replace where appropriate throughout the bylaws. Discussion. Carried (Yes - 7; No - 5; Abstention - 1) Discussion regarding Article IV, Section G. 3. Public Comment. Malick expressed concerns regarding adding a public comment item to the agenda and how it may seriously damage the meeting atmosphere and puts the presiding officer and staff on the defensive. Malick noted other methods the public may comment by way of letters and emails. Malick stated to avoid disruption, an option is to have public comments later in the meeting or at the end of the meeting. Standafer felt it is important to remove barriers and have public interaction and felt a comment period is appropriate. Standafer added Roberts Rules indicates personal items are not a part of the discussion and places more responsibility on the presiding officer. Public comments should be limited to matters not on the agenda. Motion by Malick, 2nd by Kiesler to remove item 3. (Public Comment) from the rules and bylaws. Peterson asked if public comment is eliminated would it restrict us from offering a public comment. Malick indicated comment cards could be made available. Motion failed. Motion by Malick, 2nd by Kiesler to change item 3 (Public Comment) to read: “Any The public comment section of the agenda shall follow public comment protocol as follows:” Carried unanimously. Motion by Standafer, 2nd by Hood to amend Article IV. Section G. 3. item F. to read: “Public comments may only address items not on the agenda.”, and eliminate the remainder of the sentence. Carried unanimously. Article IV, Section F. eliminates the position of Secretary. Malick recognizes this as a significant change. Gillen continued his review of changes and noted changes in Article IX, Section E.3. adding Public Comment to the County Board agenda. Review of item 5 - public comment guidelines. Motion by Malick, 2nd by Peterson to delete the Public Comment item on the County Board agenda but authorize the Chair to institute public comment as a test and use the rules as previously mentioned applicable to committee agendas and leave in item 5 and strike the proposed item 5. Carried. RESULT: REVIEWED 2. Capital Projects Update Thompson presented an updated PowerPoint presentation on the land auction capital projects. Closings are scheduled for first part of April on County land sales. Review of 911 expansion project and timeline and relocation of Health and Human Services (HHS) staff. Review of Government Center existing space noting five Finance Department staff working in 350 square feet of space. Question by Malick to move Farm Service Agency (FSA) out of the Baldwin Ag-Center and move more HHS staff to Baldwin. Thompson stated he is considerate of FSA location and intend to adjust the FSA lease. Utilities in the HHS building need to be assessed per the environmental studies and deconstruction project. Phase II of the 911 infrastructure is being planned and will take place in 2014. Thompson will continue to provide updates at every County Board meeting and other committees as appropriate. 3. Citizen Survey - Preliminary Results Thompson highlighted preliminary results of the citizen survey used to determine citizen priorities. Thompson reported there were 1,146 surveys mailed and as of March 18th 349 received. University officials will analyze the results of the survey and a final report will be reported at the May or June County Board meeting. 4. WCA Legislative Forum Update Standafer provided a state legislative update from the Regional Legislative Meeting and highlighted the 2013 - 2015 State Biennial Budget. Standafer noted two area state legislators serve on the Joint Finance Committee - State Senator Harsdorf and Assembly Representative Dean Knutson. Standafer highlighted spending increases in the Department of Health Services, Department of Public Instruction, UW System, Department of Transportation and Department of Natural Resources and noted a proposed change in allocation of Register of Deeds redaction fees to be used for digital parcel maps. He reported Register of Deeds Beth Pabst indicated the Register of Deeds Association has gone on record as opposed to this change. ANNOUNCEMENTS & CORRESPONDENCE ADJOURN DATE OF NEXT MEETING