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HomeMy WebLinkAbout10-23-2013 Committee of the Whole Minutes MINUTES COMMITTEE OF THE WHOLE October 23, 2013 9:00 AM County Board Room - Government Center 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER ROLL CALL Attendee Name Organization Title Status Arrived Travis Schachtner St. Croix County Supervisor Present Agnes Ring St. Croix County Supervisor Present Tim Hood St. Croix County Supervisor Present Daryl Standafer St. Croix County Chair Present Fred Yoerg St. Croix County Supervisor Present Buck Malick St. Croix County Supervisor Present Chris Kilber St. Croix County Supervisor Absent Richard Ottino St. Croix County Supervisor Present Tom Hawksford St. Croix County Supervisor Absent Dave Ostness St. Croix County Supervisor Present Roger Larson St. Croix County Vice Chair Present Fred Horne St. Croix County Supervisor Absent Ron Kiesler St. Croix County Supervisor Present Andy Brinkman St. Croix County Supervisor Present David Peterson St. Croix County Supervisor Present Joe Hurtgen St. Croix County Supervisor Present Brian Hurtgen St. Croix County Supervisor Absent Duane Russett St. Croix County Supervisor Present William Peavey St. Croix County Supervisor Present APPROVAL OF MINUTES 1. July 10, 2013 9:00 AM RESULT: ACCEPTED PUBLIC COMMENT* Charlotte Croes, Town of Stanton; Mary Omann, Town of Baldwin regarding keeping the Ag- Center in Baldwin. BUSINESS ITEMS 1. 2014 County Administrator's Recommended Budget County Administrator Patrick Thompson reported the proposed 2014 total budget is $67.8 million dollars a reduction of $228,836 from 2013. Thompson indicated the proposed 2014 Property Tax Levy is $28,021,926, a 1.06% increase from the 2013 Property Tax Levy noting an increase in County Operating Levy of $497,263, a decrease in Debt Service Levy of $202,428, an increase in Library Levy of $13,894 and a decrease in Bridge Levy of $14,175. Net new construction saw an increase of 1.364% or $355,618. The 2014 County Administrator recommended mill rate of $3.99 is a reduction of 2.33% from the 2013 mill rate of $4.09. Thompson reported the General Fund unassigned fund balance remains at approximately 45%. Recommended percentage is 25% to 35%. Thompson highlighted the health insurance premium will increase 1% for 2014. Review of capital expenditures prioritized for 2014. The recommended budget includes $930,827 for capital. Thompson highlighted the 2014 Pay for Performance (P4P) budget is $400,000 and reviewed Wisconsin Retirement System contribution rates. Thompson reported $801,852 was cut or changed from initial 2014 department budget. Review of staff position changes and detailed capital requests. nt and strategic initiatives and -tested set of tools and an organization desire to reduce waste and defects within systems and processes by engaging your staff to improve productivity, quality, staff morale and customer services. Review of Lean by Finance Director Tabatha Hansen. Thompson reviewed 2014 budget objectives which include a zero increase in controllable levy, continue to control health care costs, continue to address long range facility planning, maintain a high performing workforce. Hansen noted the debt service shows decrease noting 2003A and 2003B bonds will be paid off in 2013. Hansen reviewed the Library Levy reimbursement. The 2014 levy is $1,076,935, a $14,000 increase from 2013 and is based on actual submissions at 100%. Discussion regarding General Fund unassigned fund balance. Thompson noted the which is important for assigned interest rates. The 2014 budget shows a $12,000,000 balance. Sales tax history reviewed. Thompson reported the 2014 budget contains 96% of what was recommended to the County by the State of Wisconsin. Revenue detail reviewed by Hansen by category and property tax. The 2014 recommended revenue Discussion regarding Nursing Home revenue. Hansen indicated they used an average census of 47 and adjusted on payor mix with higher private pay and Medicare and less for Medicaid. Hansen reported the average private pay is 12, Medicare is 5 and Medicaid is 30. Expenditures reviewed. Discussion regarding Health and Human Services (HHS) expenditures and the St. Croix Industries (SCI) transition noting 3 months for SCI in 2014 for operations. Review of Pay for Performance compensation system. Discussion regarding the purchase of E-Appraisal software a tool to provide a comprehensive system for evaluators and participants and to enhance administration of P4P and reporting options. Initial cost is $27,285 to be purchased in 2013 and has an annual maintenance fee of $23,000. Yoerg questioned measuring employee morale. Funk noted the distribution of a survey regarding the evaluation process to all county employees which she hopes will provide feedback to HR. Review of the recent P4P cycle and outcomes. Funk reported 381 employees were evaluated -- 19 employees (5%) received a base increase plus merit; 159 (42%) received a base increase; 172 (45%) received a merit; and 31 (8%) received no increase. This Vice Chair Larson left at 10:10 a.m. Staffing levels reviewed. Thompson reported four new positions are recommended as well as several revised positions and 7.5 new positions were not approved, 2 increase to FTE not approved and 1 reclassification was not approved. Health insurance summary reviewed noting a 1% premium increase for 2014. Thompson report the Health Insurance Fund has stabilized and added the Affordable Healthcare Act is a great unknown for the county and the impacts of the act. Thompson reported on challenges current and future including: foreclosure, unpaid property taxes, tax deeded properties (increasing costs) and decreasing state and federal revenues. RESULT: DISCUSSED 2. Resolution Adopting 2014 Budget and Approving Other Expenditures Thompson stated the Committee of the Whole has the authority to forward the resolution as recommended to the County Board. The County Board has the opportunity to amend the budget on November 5th. Motion by Malick to table the resolution until next meeting to commit to proceed and needs more information. Standafer ruled the motion out of order since the motion assumes the next meeting of COTW and a COTW meeting is not scheduled. Malick withdrew his previous motion which was not seconded. Motion by nd Malick, 2 by Yoerg to advance the resolution to the County Board without recommendation. Malick indicated he is not committed approving the resolution and making an inconsistent argument at the County Board meeting on November 5th. Carried unanimously. RESULT: REVIEWED 3. 2014 Library Exemptions Hansen reviewed the report listing municipalities with libraries that have submitted documentation showing their qualification for exemption from the County Library Tax. Hansen confirmed every municipality that made a submission qualifies for the exemption. Malick asked if the County Board is required to approve this report or if the County Board can deny the exemption. Assistant Corporation Counsel Elizabeth Rohl reported Wisconsin Statutes provide if the definition is met for either of a joint library or a municipal funded library and the formula fits, there is no discretion for anything other than an exemption. Rohl added if a joint library is properly formed under Wisconsin Statutes and meets the mathematical formula, it is exempt. Rohl indicated as it applies to the exemption, the report needs to come to the County Board for recognition. Malick questioned the current law and indicated if the County Board sets a condition of the joint library within its county and that condition is threatened, perhaps that is why the County Board would deny the exemption to the members of the joint library. Malick mentioned offering an amendment to remove from the list of approved exemptions the four members of Hudson Joint Library unless they make payments. Standafer indicated this type of amendment needs to be confirmed. Discussion regarding the need to bring this to the County Board. Rohl indicated the statutes require the application be made to the County Board. Standafer confirmed the County Board validates receipt of the written reports. RESULT: DISCUSSED 4. IT Assessment Thompson reported two companies were retained to assess Information Technology (IT) capital of IT and the intent to develop a long range improvement plan. Compudyne assessed IT security and technology. IT Director Jim Williams introduced the representatives from McGladrey and Compudyne. Dean Lemons of McGladrey summarized the IT organization and interviews with IT staff and staff in other departments. Lemons reviewed opportunities for improvement and recommended the formation of an IT Steering Committee for guidance and alignment of the IT Department and business; to define and institute IT Department informational reports and KPIs; for IT Department oversight and accountability measures; and to assess results of independent third party security reviews. Lemons also recommended a technology training coordinator role and overall user training. IT Systems Analysis by Compudyne was reviewed by Patrick Gibson. Gibson reported the IT Systems analysis performed for St. Croix County has found the overall health of the infrastructure is above average. Gibson noted IT has managed to keep up with the new trends in technology and has not increased staff in 15 years. Review of areas of improvement including optimization of existing investment, organizational structure, augmentation, documentation, centralized management and security. Discussion regarding IT Steering Committee formation. Thompson indicated membership would consist of users, stakeholders, business users of IT, and IT staff. Lemons indicated the Steering Committee would evaluate priorities and provide guidance to IT. Discussion regarding implementing virtual desktop which would allow employees to access their desktop applications from anywhere. Williams stated this process was on a fast track and thanked the departments and staff for the quick turnaround. RESULT: DISCUSSED 5. Capital Projects Update Thompson reported on capital projects to date for the 911 expansion and relocation of the Emergency Operating Center (EOC), Health and Human Services (HHS) New Richmond interior build out, and the Baldwin Ag-Center. Thompson reported on the HHS build out to finish approximately 28,000 square feet with a cost estimate of $1.5 million noting the amount does not include furniture, IT systems including security and HVAC or other alternative upgrade options. Review of build out alternative options totaling $843,499 and HHS preliminary layout design. Thompson reported on the status of the Baldwin Ag-Center noting his attendance at various meetings. Thompson stated approximately seven of the 19 CDD and UW-Extension staff primarily serve the farming or 4-H community. He intends to continue to negotiate with Farm Service Agency (FSA) for a short term lease extension. Discussion regarding Baldwin Ag-Center staff relocation and allowing flex space in employees to have more interaction in the agricultural community they have the ability to either work remotely or transitory. The remaining CDD staff and UW Extension staff will relocate to Hudson. Thompson indicated the relationship defined with FSA staff is not clear and he is uncertain of the percentage of time certain employees interact with the agricultural community. Thompson noted the interaction with FSA is at times enhanced by their ability to have access to those staff people. Discussion regarding meeting room usage at the Baldwin Ag-Center. Thompson requested the list of 1,200 meetings scheduled at the Baldwin Ag-Center. Malick remains cautious of a lease with the federal government and cannot lose sight to past experiences. He suggested the building be condominiumized and sell the section occupied by FSA. Russett expressed concerns regarding expansion of the Government Center in five to ten years when the County currently owns the Baldwin Ag-Center noting the costs of an expansion. Kiesler and Ring expressed the need to serve the public and the ag-community and to slow the sale down and engage the stakeholders. Thompson indicated he is listening to the citizens. Discussion regarding 4-H club locations. It was noted there are 18 clubs in St. Croix County and 12 are located from Roberts and east. Yoerg left at 12:25 Peavey indicated an important consideration is having sheriff staff on the east side of County where they currently have an office at the Baldwin Ag-Center. Thompson noted they are negotiating a lease with FSA from 2010 to now and indicated the rent payments have ceased and intends to go back to recover payments with the short- term lease extension. RESULT: DISCUSSED ANNOUNCEMENTS & CORRESPONDENCE ADJOURN - 12:40 PM Respectfully Submitted: Cindy Campbell