HomeMy WebLinkAboutResolution 2018 (11) Resolution No. 11 (2018)
�
, ��, UNTY RESOLUTION APPROVING COUNTY ADMINISTRATOR
GOALS REPORT, ESTABLISHING RATING PERIOD AND
CONSIDERATION OF INCENTIVE COMPENSATION
1 WHEREAS, the St. Croix County Board has provided guidance to the County Administrator by
2 establishing annual goals; and
3
4 WHEREAS, the County Administrator has prepared a report highlighting the completion of said goals;
5 and
6
7 WHEREAS, the St. Croix County Board would like to establish a rating period for the County
8 Administrator that will include participation of any newly elected Supervisors after the April 2018 Spring
9 Election; and
10
11 WHEREAS, the 2018 budget has funds allocated for discretionary use by the County Board for County
12 Administrator incentive compensation;
13
14 NOW,THEREFORE, BE IT RESOLVED that the St. Croix County Board of Supervisors does hereby approve
15 the County Administrator Goal's Report(attached), establishing the next rating period of the County
16 Administrator of July 1, 2018-June 30, 2019, and approves a 1.25% non base incentive compensation
17 payment for the County Administrator to be paid on the anniversary of his contract July 1, 2018.
Legal—Fiscal—Administrative Approvals:
Legal Note:
Fiscal Impact: No fiscal impact beyond 2018 budgeted funds.
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01/24/18 Administration Committee NO ACTION
RESULT: NO ACTION
02/21/18 Administration Committee RECOMMENDED
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RESULT: RECOMMENDED [UNANIMOUS]
MOVER: Tammy Moothedan, Supervisor
SECONDER: Scottie Ard, Supervisor
AYES: Sjoberg, Moothedan, Berke, Ard, Leibfried
Vote Confirmation.
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Roy ,'Sjober' Supp ryr or 2/23/201
SL Croix County Board of Supervisors Action:
Roll Call -Vote Requirement— Majority of Supervisors Present
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ..................
RESULT: ADOPTED [UNANIMOUS]
MOVER: Roy Sjoberg, Supervisor
SECONDER: Shaela Leibfried, Supervisor
AYES: Matter, Babbitt, Coulter, Sjoberg, Nelson, Berke, Ostness, Larson, Hansen, Ard,
Peterson, Anderson, Achterhof, Leibfried, Peavey
ABSENT: Ryan S. Sicard, Bob Long, Tammy Moothedan, Andy Brinkman
This Resolution was Adopted by the St. Croix County Board of Supervisors on March 6, 2018
Cindy Campbell, County Clerk
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County Administrator
Goals Report March 1, 2017 — February 28, 2018
Resolution No. 8 (2017)
ST ROUK,,, RESOLUTION ESTABLISHING COUNTY ADMINISTRATOR
' �' GOALS FOR 3/1/2017 -2/28/2018
1 WHEREAS, the St. Croix County wishes to provide guidance to the County
2 Administrator by establishing annual goals; and
3
4 WHEREAS, the County Board Chair, Vice Chair and Administration Committee
5 Chairperson met to discuss goals with the County Administrator; and
6
7 WHEREAS, the Administration Committee has reviewed and recommended goals for
8 the County Administrator for the next year.
9
10 NOW, THEREFORE, BE IT RESOLVED THAT, the St. Croix County Board of
11 Supervisors does hereby set the following goals for the County Administrator for the period of
12 March 1, 2017 to February 28, 2018:
13
14 1. Review and revise the County's Strategic Plan
15 2. Develop and implement a Communications and Community Relations Plan and report on
16 its effectiveness
17 3. Improve "on-boarding", aka orientation, of new employees and report on its effectiveness
18 4. Provide monthly reports to the Board on CIP projects
19 5. Implement a 2-Year Rolling Budget for the County
Legal-Fiscal-Administrative Approvals:
Legal Note:
Fiscal Impact: No fiscal impact.
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Pa ck Tim County Admini 2110/2017
02/15/17 Administration Committee APPROVED AS AMENDED
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ..........
RESULT: APPROVED AS AMENDED [UNANIMOUS]
MOVER: Ron Kiesler, Supervisor
SECONDER: Laurie Bergren, Supervisor
AYES: Roy Sjoberg, Laurie Bergren, Jill Ann Berke, Ron Kiesler
ABSENT: Shaela Leibfried
Vote Confirmation.
Y Sio on,Chaiq7A- 227/2017
o
SL Croix County Board of Supervisors Action:
Roll Call -Vote Requirement— Majority of Supervisors Present
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ..........
RESULT: ADOPTED [UNANIMOUS]
MOVER: Roy Sjoberg, Supervisor
SECONDER: David Peterson, Supervisor
AYES: Sicard, Ring, Babbitt, Coulter, Sjoberg, Nelson, Berke, Ostness, Larson, Hansen,
Kiesler, Brinkman, Peterson, Anderson, Achterhof, Leibfried, Peavey
ABSENT: Bob Long, Laurie Bergren
This Resolution was Adopted by the St. Croix County Board of Supervisors on March 7, 2017
Cindy Campbell, County Clerk
Goal 1: Review and revise the County's Strategic Plan
Accomplished:The revised Strategic Plan for the County was approved by County Board Resolution 38
(2017).
• The update process started with a review by Departments of SWOT analysis
• The SWOT analysis were combined to find common issues
• The common issues were prioritized by Department Heads
• Those issues were brought to a Committee of the Whole for review and recommendation
• 5 Strategic Issues were identified along with a goal to address that issue
Resolution No. 38 (2017)
ST. CR016RESOLUTION ADOPTING 2017-2019 STRATEGIC PLAN
`�" � `��` '° '' VISION, MISSION, GUIDING PRINCIPLES,AND STRATEGIC
GOALS
1 WHEREAS, the St. Croix County Board has made strategic planning a top priority; and
2
3 WHEREAS, the St. Croix County Board adopted Strategic Plan in 2011 with Resolution
4 72 (2011) and updated the goals in 2015 with Resolution 6 (2015); and
5
6 WHEREAS, a process for updating the strategic goals was implemented with assistance
7 from UW-Extension; and
8
9 WHEREAS, the process for updating the strategic goals involved feedback and input
10 from staff, department heads and elected officials to identify top strategic issues.
11
12 NOW, THEREFORE, BE IT RESOLVED by the St. Croix County Board of
13 Supervisors that it hereby approves the 2017-2019 Strategic Plan Vision, Mission, Guiding
14 Principles, and Strategic Goals.
Legal—Fiscal—Administrative Approvals:
Legal Note:
Fiscal Impact: No fiscal impact.
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Pa County Admin 8/1=017
08/16/17 Administration Committee APPROVED
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RESULT: APPROVED [UNANIMOUS]
MOVER: Jill Ann Berke, Vice Chair
SECONDER: Tammy Moothedan, Supervisor
AYES: Sjoberg, Moothedan, Berke, Ard, Leibfried
Vote Confirmation.
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Y J ,5ugervr ar 8/28/20I7
St. Croix County Board of Supervisors Action:
Roll Call -Vote Requirement— Majority of Supervisors Present
RESULT: ADOPTED [UNANIMOUS]
MOVER: Jill Ann Berke, Supervisor
SECONDER: Dave Ostness, Vice Chair
AYES: Ring, Babbitt, Coulter, Sjoberg, Long, Moothedan, Nelson, Berke, Ostness, Larson,
Hansen, Ard, Brinkman, Peterson, Anderson, Achterhof, Leibfried
ABSENT: Ryan S. Sicard, William Peavey
This Resolution was Adopted by the St. Croix County Board of Supervisors on September 5, 2017
Cindy Campbell, County Clerk
Strategic Goal -Area that needs significant improvement in the next 3 years
September 5, Strategic Issue:Allocation of Services for Improved Response and Service Delivery
2017
Goal:Develop a process to evaluate programs and costs using data and information to identify mandated versus optional
..i, ,C) i T programs,chart program statistics and trends,and track changing demand for County services.
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r Discussion:This goal addresses the need for the County to effectively identify changes in demand for its services,and respond
to those changes through reallocation of resources as needed.This goal recognizes the real limits on available resources and
the need to systematically and fairly realign limited resources according to priority and need.
2017-2019
STRATEGIC PLAN Strategic Issue:Funding and Revenue
Vision Goal:Identify expenditure reductions and non-tax levy revenue increases of 10%in the face of State imposed levy limits within 2
Bea model of service in the State for years.
effective,sustainable governance,
vibrant economy and quality rural and Discussion:This goal was developed in recognition of the need to meet the financial requirements needed for effectively
urban life providing services for the citizens of St.Croix County,while also avoiding increased tax burdens.This goal was further supported
Mission by the recognition that financial resources for the county are shrinking.
St.Croix County government provides
services that promote the safety,health Strategic Issue:Staff Training and Education
and welfare of our citizens and other
public,through cooperation and Goal:Create County and department orientation onboarding programs within 1 year for new staff during their first year of
innovation,in a fiscally responsible and
accessible manner. employment.
Guiding Principles—we will... Discussion:This goal was developed from a concern for the County to ensure that staff fully understand their position within
1. Responsible-We will make effective the larger workforce environment,and to also ensure that staff are able to perform and progress effectively in their positions.
use of tax dollars,time,county and
natural resources It is also believed that more effective onboarding will reduce staff turnover.
2. Respect-We will respect those we
have been entrusted to serve,co- Strategic Istue:Staff Development and Retention
workers,and leadership
3. Honesty-openly
h will communicate Goal:Improve staff development program's which will,contribute to maintaining a turnover rate.below the national average,.
openly and honestly
4. Accountability-We will hold each
other accountable through our culture Discussion:Thisgoal.seeks to address the Issue of finding ways to'retain high quality stafffor the County.Advertising,recruiting,
and practices hiring,training,and onboarding,of staff pose a considerable cost to the County.Reducing,turnover presents a potential cost
s. Integrity-we will owls trust
6. Transparent-We will share savings for the oountyandallows for more effective delivery of services.This-goal addresses awide range of issues looking
information with stakeholders to specifically at the correlation between well trained supervisors,staff development opportunities,and retention.
increase engagement and awareness
7. Cooperation-We will work together
for the common benefit of the whole
County and it's citizens
8. Innovative-We will take a prudent
and creative approach to problem
solving
Goal: Develop a process to evaluate programs and costs using data and information to identify
mandated versus optional programs, chart program statistics and trends, and track changing
demand for County services.
• Administration will lead analysis of County programs to direct resources to biggest needs
• Community Development Department will seek better balance between need for change and ability to
coordinate resources to better manage volume of change and find a better balance with workload
• Emergency Support Services will improve response readiness to internal and external challenges and needs
• Health and Human Services will develop and implement planning to better address increasing complex
needs of consumers, both for children and adults
• Human Resources will develop strong relationships between departments and be a strong internal resource
• The Medical Examiner Office will collect the data to look at current model of 24 staffing contract US
employee status
• Facilities will analyze data to determine energy projects that reduce energy costs and move the County
toward sustainability.
Goal: Identify expenditure reductions and non-tax levy revenue increases of 10% in the face of
State imposed levy limits within 2 years.
• Administration will look for additional revenue sources to address funding challenges
• Child Support will increase child support collections to increase support passed on to families and reduce
need for public assistance
• CJCC will apply for more grant funding
• CJCC will promote changes to criminal justice system to make it more efficient
• The County Board will advocate for change at State and Federal levels
• Finance Department will work cooperatively to look for ways to achieve sustainable funding within the
context of existing levy limits
• Health and Human Services will continue collaboration efforts with community partners and recruitment of
new providers to expand service array
• Register of Deeds will enhance opportunities for recording, and internal&external increasing partnerships.
Goal: Create County and department orientation onboarding programs within 1 year for
new staff during their first year of employment.
Child Support will improve the path for continuing education and promotion to staff
Corporation Counsel will lead relevant training for County employees
County Clerk will continue to provide and improve Elections Training
Finance Department will provide staff development and plan for staff succession
Health and Human Services will improve onboarding and training of employees
Health and Human Services will become a Trauma Informed Agency,including improvements to address the impact of
secondary trauma.
Health Center will develop policies and marketing for potential employees in high demand positions
Human Resources will educate staff and develop a train the trainer model
Information Technology will reduce risk of loss of institutional knowledge when staff retire/vacate positions
Register of Deeds plan for more effective capacity to handle cyclical workloads that are beyond their control with low
staffing levels during times of higher work flow.
Register of Deeds will utilize skilled&experienced staff that are fully cross trained.
Sheriff Department(Staff)will improve data services for timely review to project proper staffing for influx of population.
Sheriff Department will increase training on mental health and drug dependence in the County.
Goal: Irnproue staff development programs which will contribute to maintaining a turnover,
rate below the national average.
Administration will develop policies to hire and retain best employees for the county
Community Development Department will adapt to changing staff expectations to reduce turnover and
minimize loss of knowledge
Comm,unity Development Department seek support for increased staff;support for cross-tra n ng budget,
and a flexible multi-generational workforce
Highway Department will look to minimize impact of seasonal canstraint on the quality,quantity and
resourcefulness of their work
Human Resources will establish HR policies that are legally compliant and adhere to best practices in the
industry
Human Resources will improve education of county benefits, resources,and policies to end users
Information Technology will increase efficiencies to meet increased demand from users and systems
UW-Extension will work to minimize uncertainty with,their future staffing pians.
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Goal 2: Develop and implement a Communications and Community Relations Plan and report on its
effectiveness
Accomplished:The External Communication and Community Relations Plan was approved by the
Administration Committee on December 20, 2017.
• The Plan was created with bi-weekly meetings of the County Administration and a group of
employees from a wide range of departments.The group was hand selected employees that
work with social media and other forms of external communication.
• The plan identified the types and methodology for external communications.
• We found several areas that we were doing well already, like our Branding Committee was
working on standardizing our output messages.The Website Team just finished a new and
expanded website. Analytics demonstrate an increase number of daily"hits" from 2476 per day
on the old website to 3557 per day on the new website, an increase of 44%.
• We also found areas that we will continue to work on, with training on writing Press Releases.
EXTERNAL COMMUNICATION AND COMMUNITY RELATIONS PLAN
Introduction
St. Croix County recognizes the value of providing information to ensure public transparency.
Much of the County's overall success is shaped by the quality of its communication efforts. The
County should identify, create, and budget adequate resources to engage the public and enable
them to become informed citizens of the County's decision-making process. It is important to
increase the County's understanding of citizen concerns, ideas, and values so that they can be
utilized to make better decisions. Therefore, a proactive approach is needed for ongoing
community relations and to foster effective two-way communication.
Guiding Principles
Transparent — The County's decisions, actions, and policies will be guided by the disclosure or
sharing of information to its employees and the public.
Engaged—Provide citizens with complete, accurate, and timely information enabling them to be
engaged and make informed opinions and decisions.
Proactive — The County will identify issues and areas of interest or concern of its citizens to
proactively present information and "tell its story."
Consistent—The communication and community relations plan supports, reinforces, and reflects
the goals of the County, as established by the County Board and Administration,underscoring the
idea of an organization with a common purpose: informing the citizens, visitors and other
interested parties.
Targeted Audiences
Identifying and prioritizing target audiences are key components of a communication and
community relations plan.
Primary Target Audiences
• Citizens of St. Croix County
Citizens of St. Croix County are the highest priority targeted audience. Strengthening the
relationship between County government and over 80,000 residents is the starting point of
a sound communications plan.
There are numerous subsets to this audience. Municipalities,businesses and organizations,
schools, etc.
• Members of County boards, commissions and committees.
1
While the members of these groups may also be covered under the broad umbrella of
"Citizens of St. Croix County," the work they do on behalf of the community and St. Croix
County makes them a distinct and specific target audience.
• County Employees
People employed by St. Croix County in its various departments and agencies are an
integral part of the success of the communication plan. Each individual reflects the
organization in their daily work.
• Media
All forms of media are important because their coverage of County government can have
significant influence on the County government's image by the public.
Secondary Target Audiences
• People outside of St. Croix County, including residents who primarily work in or visit St.
Croix County.
• Other local governments in the St. Croix River Valley, Minnesota, greater Wisconsin, and
beyond.
• Government associations and organizations.
Goals of the Communication and Community Relations Plan
• Improve communication between St. Croix County and the citizens, businesses, and
organizations that reside here.
• Enhance and improve community and media relations.
• Ensure the Chairman and County Board are an active and integral part of the overall County
Communication Plan.
• Increase awareness, interest, and participation of the citizens of St. Croix County in
government goals and activities.
• Increase awareness, interest, and participation of County employees in the goals and
activities of the County.
• Build organizational pride among employees and positive identification with the County
government as a whole.
• Identify any weaknesses or gaps in an effort to improve community relations and County
communications.
• Develop protocols for handling difficult, adverse events, if or when they occur.
2
Strategies and Actions
Strategies
• Use interactive communication tools and techniques whenever and wherever possible to
involve citizens in the communication process to become better informed about St. Croix
County's decision-making process.
• Continue to employ a multi-faceted communication approach. Monitor,fine tune, and seek
additional tools to create adequate resources to engage citizens.
• Ensure public transparency by quality of communication efforts using both qualitative and
quantitative methods to measure overall reach.
Actions
• Market Research
Conduct surveys (online and written) to reach a broad spectrum of citizens, so the results
accurately reflect the demographic make-up of the county. Use analytics, such as Google
and Facebook, to determine the demographics of people who rely on social platforms for
information.
• Communication Audit
Conduct communication audits periodically. Review the tools which are in place and
overall communication effort in order to determine which fits the county the best and what
more could be done. Determine what is missing or outdated and what could be added to
foster better two-way communication.
• Communication Training
Provide communication counseling and training for County officials and staff, including
training with County Administrator and Department Heads, as well as managers of both
social media and website. This will ensure the same message and tone is being conveyed
across all departments and platforms in a timely, accurate, and consistent manner.
External Communication Tools
County Budget Summary
Description: Summary of key annual budget priorities and changes.
Objective: To provide basic information about the current fiscal year budget.
3
Strengths: Easy to read simple layout "not overwhelming".
Weaknesses: Attempts to simplify a very complex subject.
Audience: Posted on St. Croix County website.
Web Site
Description: Comprehensive web site designed to enable staff to post information from
any computer. The site contains news items, department listings, calendar
of County meetings and events, agendas, and minutes for all Commissions,
Committees and Boards. The website offers easy access to County
programs, services, documents, and more. Viewers can request news items,
agendas, calendar postings, etc. be automatically e-mailed when posted.
Objective: To provide "one-stop" access to County information via the internet. Cross
reference information so that it is accessible from a variety of entry points.
Strengths: Extremely flexible and easy to read with a powerful search tool. Easy to
keep content current.
Weaknesses: Is only available to citizens with internet access.
Audience: Anyone with access to the internet.
Public Survey Tool
Description: Simple surveys or questionnaires. Persons who have completed the survey
may be able to view results. Participation can be limited to one entry per
IP address or mailing address.
Objective: To provide citizens with a means of commenting and providing input on
County issues from their devices.
Strengths: Extremely flexible.
Weaknesses: Only available to citizens with internet access for electronic surveys.
Expense for mail surveys. Low response rate. Multiple responses from the
same person with different devices.
Audience: Anyone with access to the internet or County mailing address.
Public Meeting Broadcasting
Description: Public access television provides coverage of County Board meetings. Live
and recorded broadcasts of County Board, Commission, and Committee
4
meetings can be viewed on the internet. Playback can be selected from the
County website.
Objective: To provide information about County issues to the community by
broadcasting meetings.
Strengths: Reliable and knowledgeable staff, who are always willing to help and to
improve coverage. Internet playback can be watched anytime. Offers access
to citizens unable to physically attend meetings.
Weaknesses: Television program scheduling makes it difficult to determine what time
County programs will air. Television viewers tend to land on the public
access channels by chance. Limited viewing network. Technical
difficulties.
Audience: Cable Television viewers and internet users.
Brochures
Description: A variety of brochures are created in-house. They are mailed in response to
inquiries and used as a resource by front-line staff.
Objective: To provide brief,easy-to-understand information about County services and
programs.
Strengths: Inexpensive, simple, easy to create.
Weaknesses: Limited distribution. Can become outdated quickly.
Audience: St. Croix County residents and visitors.
Assorted Printed Materials
Description: Flyers, door hangers,postcards, maps, etc. are created as needed to provide
information about County program and issues.
Objective: Support other communication tools with printed materials for targeted
audiences.
Strengths: Provides specific information designed to targeted audience.
Weaknesses: Limited materials can be made in-house; most materials must be printed
professionally.
Audience: Various targeted audiences depending on the message.
5
News Releases
Description: A prepared news or publicity item about St. Croix County activity. News
releases should be timely and relevant and contain the facts of the
information. The release should include basic information: who, what,
where, when, why, and how. Releases are distributed to the media and
posted on County website and social media sites.
Objective: To provide the public with timely,accurate, and useful news about St. Croix
County.
Strengths: Easy to write and distribute.
Weaknesses: Not always "picked-up" and used by the media.
Audience: Local media and general public
Public Meetings
Description: In addition to the regularly scheduled Board and assorted Committees and
Commission meetings, which are always open for public comment, other
public meetings targeted towards specific issues are also held as needed.
Objective: To present the community and media with an opportunity to express
opinions, give input on specific County issues, and provide access to elected
officials. To provide the public and media with information on topics being
considered by posting agenda packets online.
Strengths: Attendees hear the opinions of others and have a greater appreciation for
the issue as a whole beyond their own personal opinions.
Weaknesses: Often attracts the same people repeatedly. Public notices often overlooked.
Limited attendance.
Audience: Either broad base citizenry, or specific targeted groups.
Social Media
Description: Facebook, Twitter, YouTube, Pinterest, Linkedln, and other yet to be
developed social media applications.
Obj ective: To present the community with an opportunity to engage on specific County
issues.
Strengths: Timely notification to followers.
6
Weaknesses: Message can get lost in the feeds. Only those that are on specific social
media platforms will receive the information. Trendy platforms, can go out
of style quickly.
Audience: Citizens with internet access.
Public Records Request
Description: Responses to request for specific records.
Objective: To provide the requested records to the extent allowed by law.
Strengths: Engaging a resident with a particular interest in government.
Weaknesses: One on one engagement. Requestor often is not satisfied.
Audience: Requestor.
St. Croix County Alert Notification System
Description: Immediate notification to an emergency situation.
Objective: To provide timely information on emergency situations.
Strengths: Immediate information dissemination.
Weaknesses: Limited to those who have a landline or sign up for the service.
Audience: St. Croix County residents and other interested persons.
7
Goal 3: Improve "on-boarding",aka orientation, of new employees and report on its effectiveness
Accomplished:The Human Resources Department has taken some steps to improve the on-boarding
process and has additional plans that will be implemented in 2018.
2017 Action Steps and Initiatives Taken to Improve New Employee Orientation and Onboarding
The HR staff researched and learned about best practices for New Employee Orientations and
Onboarding through methods such as:
o Collaborating with other organizations
o Attending trainings such as "The Essentials of New Hire Onboarding" and "HR Law'
o Reviewing HR White Papers, i.e. "Onboarding Toolkit: Everything You Need to Optimize
Your Onboarding Program"
o Researching SHRM (Society of Human Resources) Materials
o Staff Surveys
o Applying Course Material/Learning (One of the HR staff is currently attending college to
earn her Master's Degree in Human Resource Management)
The steps taken to date as a result of the above research are as follows:
o Implementing the recommendations from the survey that went out to St. Croix County
Supervisors and recently hired employees.This included:
■ Increasing the time spent on benefits coverage during New Employee
Orientation
■ More communication to employees through The Bridge and e-mail so that new
hires have access to information in various formats
■ More time discussing who HR is and HR's roles during New Employee
Orientation and introductions to HR staff
■ Check-in's a week after New Employee Orientation to see if there are any
questions
■ Follow up benefit sessions after New Employee Orientation
■ Review of the Employee Service Portal during New Employee Orientation
(There were other recommendations from the survey that fall into different areas
for responsibility, i.e.the supervisors. We will be outlining these in the Supervisor's
Onboarding Guide that we are completing in 2018.)
o Offering some St. Croix County "swag" to the new hires, i.e. pens and cards.
o Creating a tracking sheet for all new hires to assist with ensuring a quick pre-employment
process.
o Expanding HR Personnel Policy review during New Employee Orientation.
o Implementing an Employee Action form (EA Form) process which assists in ensuring new hires
have all accesses and equipment ready on their first day.This EA form includes input from the
supervisor, Facilities, IT, Finance, and HR.
o Conducting"stay interviews"with employees at the Health Center where we have consistent
turnover to help understand what helps retain the employees we are retaining and what we can
do differently to increase attraction and retention.
o Creating a draft of a "Supervisors Onboarding Guide" that we will continue to refine in 2018.
Initiatives/Plans for 2018 and Improving New Employee Orientation and Onboarding
o HR will complete the Supervisors Guide for Onboarding.
o HR will complete a New Employee Onboarding Guide to help new employees understand the
county,their 1St year, and expectations.
o HR will continue to stay up to date on best practices trending with New Employee Orientation
and Onboarding.
o HR will continue to partner with SCC supervisors to obtain their suggestions and feedback.
o Continue to provide training and coaching to all supervisors on how they should be interacting
with new hires during their first year as well as during the hiring process.This will partner with
the Supervisors Guide for Onboarding New Employees.
o Implement a Mentor/Buddy program for new employees.
o Have a list of all required trainings for new hires set up in the new ERP so that new employees
are notified upon hire through the system of all their required trainings.
o Continue to refine New Employee Orientation as part of the overall Onboarding process.
o Continue to improve the "candidate experience". Statistics indicate that companies that invest
in improving their candidate experience improve their quality of hires by 60%.
o Survey current employees and new hires again to collect their thoughts and recommendations
about company culture, candidate experience, and to ask what they think are our strengths and
opportunity areas as an employer.
Goal 4: Provide monthly reports to the Board on CIP projects
Accomplished: Additional CIP progress report was added to the monthly financial reporting to the
County Board in April 2017.This report is updated monthly and reported to the County Board. We also
use these reports for our monthly County Wide Projects meeting with staff to review the progress of
each project.
2017/2018 St. Croix County Capital Improvement Plan Project Status
Report Date: November 30,2017
2017 2018 Project to Date
Revenue 2016 Carryover Budget Budget Total Actual Balance
Squad Cars 0 25,0001 25,000 50,000 0 50,000
Total Revenue 0 25,0001 25,000 50,000 1 0 50,000
2017 2018 Project to Date
Expenses 2016 Carryover Budget Budget Total Actual Balance
ALL
Vehicle Replacement 0 150,000 150,000 300,000 191,290 108,710
Administrator
External Website 75,000 0 0 75,000 62,446 12,554
Clerk of Court
New Copy Machine 0 10,000 0 10,000 8,739 1,261
Video Conference/Presentation Equipment 6,580 58,995 51,487 117,062 53,462 63,600
Community Development/Parks/Land&Water
Upgrades of the Wis DOT Constructed Trail Head Facilities 0 100,0001 100,000 200,000 34,380 1 165,620
Homestead Park Entrance Station&History Center 0 20,000 0 20,000 0 20,000
Homestead-Additional Parking Areas for Vehicles and Buses 0 150,000 0 150,000 32,818 117,182
Glen Hills-Group Area Shelter w/Kitchen Facilities 0 0 100,000 100,000 0 100,000
Reconstruction of Cty Park Driveways and Parking lots 0 50,000 0 50,000 67,371 -17,371
Park Facilities Design Guidelines and Construction Plans 0 50,000 0 50,000 0 50,000
Bike/Pedestrian Plan Implementation 0 100,000 0 100,000 0 100,000
Park Facilities for Property on St.Croix River 0 01 5,000 5,000 0 1 5,000
Park Facilities for Property on Bass Lake 0 0 5,000 5,000 0 5,000
Restroom/Shower Structure 386,998 0 0 386,998 283,170 103,828
Park Facilities Maintenance 50,000 0 0 50,000 36,309 13,691
District Attorney/Victim Witness
New Copy Machine 0 0 17,000 17,000 0 17,000
Emergency Support Services
P1,1 111 t 1 1 1 C .h Fund 414 Phase II Radio System Upgrade 7,724,247 500,000 0 8,224,247 6,667,000 1,557,247
Replacement of Coax on Hudson Wisconsin Street Water Tower 0 0 100,000 100,000 0 100,000
Audio Log-Audio Recorder System 0 0 80,000 80,000 27,873 52,127
Facilities
HVAC&Boiler Replacement 0 125,000 125,000 250,000 44,541 205,459
Remodel,Carpet Replacement 0 100,000 160,000 260,000 133,052 126,948
Equipment/Furniture/Appliance Annual Purchase 0 56,400 56,400 112,800 104,114 8,686
SCCSC HVAC Controls&Mechanical Equipment Installation 0 400,000 0 400,000 285,007 114,993
SCCSC Add'I Security Improvements 0 45,000 0 45,000 22,872 22,128
Energy Reduction-All Cty Buildings 0 100,000 80,000 180,000 46,820 133,180
LED Lighting Replacement-Government Center 0 72,000 0 72,000 46,988 25,012
Parking Lot Replacement-GC 0 675,0001 0 675,000 278,481 396,519
Safety&Security 0 44,000 46,000 90,000 84,859 5,141
Parking Lot Replacement-Baldwin 0 350,000 0 350,000 37,144 312,856
Finance
P1,1 111 Ct 1 1 1 Wh Enterprise Resource Planning System 1,000,000 1,900,000 100,000 3,000,000 1,247,707 1,752,293
Health&Human Services
ADRC Site Transportation 25,0001 25,000 50,000 22,555 27,446
Trauma Informed Care 0 20,000 10,000 30,000 0 30,000
Behavioral Health Office Space 0 22,500 22,500 45,000 0 45,000
Pi, ct I,, wi, Fund 415 Health Center Infrastructure&Elevator 21,602,000 185,000 0 21,787,000 21,506,266 280,734
Fund 415 Video Equipment 32,175 0 32,175 0 32,175
Highway
Hwy Wiring 13,808 0 0 13,808 0 13,808
Highway Facility Building Fund 0 150,000 0 150,000 966,894 -816,894
Information Technology
Cell Repeaters 0 37,000 27,000 64,000 12,000 52,000
IT Infrastructure Updates 22,878 75,000 75,000 172,878 54,179 118,699
Law Enforcement
Squad Cars 0 199,500 305,000 504,500 230,700 273,800
Total Station Laser Scanner(Crime&Crash Scene Documention) 0 80,000 80,000 0 80,000
Evidence Module Interface 0 10,000 0 10,000 0 10,000
Computer Forensic Upgrade 0 0 8,500 8,500 0 8,500
Camera Upgrades in Interview Rooms 0 6,800 0 6,800 6,800 0
Body Cameras 01 01 250,0001 250,000 0 250,000
Day Reporting/Jail Renovation 18,347 0 0 18,347 18,355 -8
Grand Total Expenses 30,932,0331 5,787,1951 1,978,887 38,698,115 32,614,194 6,083,921
County Wide Project Meeting
Agenda fair December 28, 2017 Date of next meeting: TBD
Minutes bebw firarn November 30, 2017
A. All /Administrator- Ken Witt
1. Vehicle Replacement: all set for 2017
2. Civic Plus has handed the website over.The project is done and live.
B. Clerk of Court - Kristi Severson
1. Video conferencing equipment: installed and finished
C. Community Development - Ellen Denzer
1. WisDot constructed trail head facility upgrades: Ryan is meeting with the Well installer on Friday 12/1,
then hoping the installation will take place in the next week or so. Cost coming in at approximately
$23,000.
2. Homestead Park-design for interpretive center: continuing to be worked on.
3. Additional parking areas for Homestead Park: Allowing the parking are to settle until next year at which
HWY will then pave.
4. Glen Hills Park Group Shelter: Has been moved to 2018.
5. Reconstruction of park driveways and lots: The bills are exceeding the budget, staff will need to check on
this.
6. Park Facilities Design and Construction Plans: Continue to work with the architect, but this will be
postponed until 2018 along with adding operating budget to cover overages.
7. Bike/Pedestrian Plan: Emergency Support Services has said there is a new universal grid marking system.
If we go that route, staff will need to be educated on how to use.
8. Park facilities for property on St. Croix River and Bass Lake: The architect is working on designing picnic
structures. Obtaining grants is also being worked on.
9. Shower structure: installing more insulation yet, but otherwise finished.
10. Park facilities maintenance carryover funds: Some slight erosion yet, HWY will continue to clean up the
chip seal. Jeff Durkee was going to take a look at where water is running.
D. District Attorney/Victim Witness - Cathy Halvorsen
E. Emergency Support Services -Steve T'Kach
1. Phase II Radio System: There are still bugs to be worked out. This will be rolled over to 2018 and will be
worked on until at least the summer.
2. Wisconsin Street Tower: Anticipate that Hudson will not be painting in 2018. The CIP will need to roll to
2019.
3. GC Roof: The stick antennas will be replaced on the roof of the Government Center, also installing a
weather station.
F. Facilities -Jim Elsbury
1. HVAC/Boiler: Got rid of the old cooling condensers and freezers.
2. Remodel/Carpet: Working with the Sheriff's Office on carpet needs, and Judges area for 2018.
3. Equipment/Furniture/Appliances: New snow machine is coming in the next week or so. This will
broom/sweep around curbs only. Contractor will continue to do the plowing.
4. SCCSC HVAC Controls & Mechanical Equip: Project is just about done, still putting ceiling back and still
have insulation work. Started the boilers and all should be done by the end of the month.
5. SCCSC Add'I Security Improvements: Still only received the one bid, but the intention is for a rolling shutter
to come down and block the front.
6. Energy Reduction/LED Lighting: Continuing to work on CBRF energy management. A note was sent to the
contractor. LED lights are here and being installed. The Government Center will also have vacancy sensors
coming to all the offices.
7. Parking Lot Replacement-GC: Finished. The snow will be plowed to the sides and the middle.
Landscaping turned out well.There will be a "No line parking" event in spring before the 2nd layer of
asphalt goes down.
8. Safety and Security: No updates.
9. Parking Lot Replacement- Baldwin: The sidewalk is in. A temporary ramp was created because of the
single layer of asphalt.
G. Finance - Bob Mittet
1. ERP System: Preliminary meeting was held November 29th. All looks good to go live on January 2nd.
H. HHS - Steve Kirt
1. ADRC Site Transportation: Finished for 2017
2. Trauma care: Still in the planning stage. Will not be spending the CIP in 2017, but will carry to 2018.
3. Behavioral Health space: Space is cleared for construction. Construction will start December 4th. Once
finished at about the 1st of the year, there will be opportunity to work on the Trauma Care.
4. Video equipment: Still waiting to hear if there is funding to install equipment in 171/172. $32,175 was
moved to the Health Center. If funding is not available, then there will be a need for a future CIP. Per Ken,
funding does look available and Bob will check to make sure its included the in carryover.
I. Highway-Todd Rehnelt
1. Updates on the HWY Facility Building Fund: Moving forward with the design and working with the
Architect to get their needs and eliminate the wants. We are looking to get the walls out for bid in later
December. Earthwork has started as well. Still working out where the gates and fueling will be located.
J. Information Technology-John Allegro
1. Infrastructure Updates: no updates.
2. Cell Repeaters: There isn't enough money in the CIP, so will need to take a different route. Received a
pilot unit from Verizon and put it in the Sheriffs are; seems to be working good. Three more have been
ordered to cover the 1st floor. More can be added if needed. Purchased one for HWY and HHS, and will
see how they work. The hope is to get the project done under$30,000.
3. Purchased additional wireless Polycoms available through check-out through IT. Also purchased Polycoms
for HHS and will mount the receiver in rooms 171/172. HWY will received one as well.
K. Sheriffs -Scott Knudson
1. Squad Cars: No new updates.
2. Document Scanner: We have received an estimate from the Seiler Geospatial Division. This was one of
the products that we tested and seems to be the best option of the two available that fit our needs. The
estimate comes in at about$60,000.
3. Evidence Interface: Not much has changed, will carryover to 2018.
4. Forensic Upgrade: Looking towards 2018.
5. Body Cameras: Looking at testing a 4th product. This 4th one is known for having a wider field of view, so
we will look at that function and compare to some of the other features from the other tested cameras.
Additionally, the WI Legislature is still working through some wording for a senate bill as it pertains to body
cameras and giving direction on open records issues.
M. Long Range Environment & Sustainability Plan
1. Appropriating sustainable options into upcoming projects—heating and lighting: The old Nursing Home
expended 20 million gallons of water, which was a huge waste of energy. A more efficient system has now
replaced the old. The water used to cool the refrigerator and freezer. A meter was put on to see the
water usage. A Freon unit will be put on to save on water.
2. Possible Expansion of Court Room needs—dependent on decision for additional judge: Other counties
have a greater need. St. Croix County is#54 out of 72 counties on the list for an additional judge. This puts
expansion needs out possibly another 10 years.
3. CIP and Future Sustainable Projects— Use of building, grounds and storage needs-where to house records
4. Policy initiative of the county board. Keep in mind for these projects—Solar panels—we need to show
other energy saving initiatives-ongoing.
O. Other
Completed Projects and Action Items:
➢ Microwave Project Awarded March 1St
➢ Clerk of Courts Carpeting Project Completed.
➢ Ellen's department remodel Completed.
➢ Jail Equipment Upgrade on track.
➢ 1 St Floor Wall covering Completed.
➢ Baldwin rekey Completed.
➢ High density filing system in CDD—Completed.
➢ Park Signs—Troy Beach and Homestead- Completed.
➢ Towers—Somerset, Deer Park and River Falls are up.
➢ 1281 Remodel and Projector installed Completed.
➢ HWY Dept. Wireless access and kiosks Completed.
➢ Baldwin and SCCSC Asset-Condition Analysis Completed
➢ Work Order System—On track
➢ IT furniture remodel Completed
➢ GC Cameras Analog to Digital change-out Completed
➢ New office addition-Completed
➢ Jail Equipment Upgrade—Completed
➢ HWY IP Phone Wiring—Completed
➢ Day Reporting/Jail Renovation—Completed
➢ Health Center IT infrastructure &elevator-Completed
➢ Clerk of Courts new copy machine- Completed
➢ Audio Log -Completed
➢ Parking Lot Replacement GC -Completed
➢ Clerk of Courts-Video conferencing equipment-Completed
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Goal 5: Implement a 2-Year Rolling Budget for the County
Accomplished:The 2018 budget was approved by the County Board with Resolution 50 (2017).The new
budget format includes operating revenues and expenses for 2018 and projected revenues and
expenses for 2019.
Other Considerations:
NEXT GOALS REPORTING PERIOD—Suggested -July 1, 2018-June 30, 2019
• New County Board seated in April
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