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HomeMy WebLinkAboutAdministration 01-07-09 i AMENDED NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY ADMINISTRATION COMMITTEE January 7, 2009 9:00 a.m. St. Croix County Government Center Room 1281 1101 Carmichael Road, Hudson CALL TO ORDER ROLL CALL APPROVAL OF AGENDA ACTION ON PREVIOUS MEETING MINUTES: December 3, 2008 DATE OF NEXT MEETING — February 4, 2009 OLD AND NEW BUSINESS 1. Veterans Services Officer Department Report 2. *Authorization to pay supervisor per diem voucher submitted beyond the 90 -day limit 3. Redistricting Issues 4. Review of County Board By -Laws a. Orderly Succession of Board Administration b. Committee Structure Issues Under a 19 Member Board 5. Follow Up to Committee Action for the Planning & Zoning Committee to Rescind Action regarding Reconsideration to Raise Fees 6. Review of County Goal Setting Session — Short and Long Term Goals ADJOURN (Items maybe taken in different order) ** Additions /Changes /Corrections Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 1/2/2009 1:39 PM MINUTES OF THE ST. CROIX COUNTY ADMINISTRATION COMMITTEE January 7, 2009 Official Meeting called to order by Chair King at 9:00 AM. MEMBERS PRESENT: Esther Wentz, Richard King, Eugene Ruetz, Julie Speer, Daryl Standafer MEMBERS ABSENT: None OTHERS PRESENT: Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman, Veteran Services Officer Merlin Blaisdell, Sr. Planner Ellen Denzer, County Clerk Cindy Campbell, Director of Planning & Zoning Dave Fodroczi, Resource Agent Pete Kling, Supervisor Buzz Marzolf, Supervisor Sharon Norton - Bauman, Supervisor Steve Hermsen, Supervisor Dave Ostness, Norman Matzek, Recording Secretary Amy Sabelko ADOPTION OF AGENDA: Motion by Ruetz, 2 by Standafer to adopt the agenda, motion carried unanimously. DATE OF NEXT MEETING: February 4, 2009 APPROVAL OF MINUTES FROM PREVIOUS MEETING: Motion by Wentz to approve the minutes from December 3 2 °d by Ruetz, motion carried unanimously. NEW AND OLD BUSINESS: 1. Veterans Services Officer Department Report: Blaisdell reported that he is in the process of filing for a County Veteran Service Officer grant which will provide $13,000 to the County; due by 15 of March. Office staff change coming due to changes in Register of Deeds office, expecting that Geri Campbell will post into Linda Brown's position. Department was very busy in 2008 and expect that 2009 will be a busy year as well with all of the deployments at the beginning of 2009. Performance review for Blaisdell will be added to February's agenda. 2. Authorization to Pay Supervisor Per Diem Voucher Submitted Beyond the 90 -day Limit: Campbell explained the request from Tellijohn to approve his per diem payment request and the Committee agreed that the request should move forward to the County Board. Standafer made a motion that the request be submitted to the County Board with a recommendation to approve the per diem payment request, 2 by Wentz, motion carried unanimously. 3. Redistricting Issues Denzer explained what process was followed to make municipalities more compact and to meet with the instructions provided from December's meeting by Speer and Standafer. Denzer handed out information to the Committee regarding the new designs. Denzer explained that each Supervisor will be representing approximately 3,300 persons in the new municipalities. Denzer provided a second option and explained the statistical findings to the Committee. There were positives to the second design because it doesn't split the communities up as much as the first design. Denzer explained that the Committee has the option to make some deviations between the two options. Standafer noted that in the 1 second set of designs, District 15 has more than a 7% statistical deviation and that this was the only District that had such a large statistical deviation. Denzer explained the reason was due to the areas around the District not providing the option to come up with the appropriate number of citizens. The Committee discussed whether or not they could look at the new census numbers as of 2008 and Denzer explained that this wasn't an option because there is no way to determine the wards where the new growth is. Standafer requested that Denzer walk the Committee through what steps were taken to get to the "Less Municipal Splits & Shared Districts" design. Denzer provided an explanation to the Committee by District and how they were split. King brought up concerns regarding Star Prairie and the number of splits in the Town and Village. Denzer stated that in two years all Towns, Villages, Cities, Wards, etc., start from scratch for redistricting. Whiting suggested the Committee determine how they want to move forward with the designs and how to present this to the County Board. Statistically the second design is better for the citizens, establishes more of the objectives that the Committee is trying to achieve and creates a good starting point when the process begins again in 2010. The Committee stated that the next step is for Denzer to present the design to the County Board. Whiting asked Denzer to provide information to the County Board regarding what requirements must be followed and Wentz asked to have the names of the Townships, Cities, Villages, etc. added to the example. Denzer said that additional options will also be reviewed for the Star Prairie area to see what changes can be made prior to the County Board meeting. 4. Review of County Board By -Laws: a) Orderly Succession of Board Administration: Ruetz brought up the issue regarding electing a Chair, Vice -Chair and next in order to be the moderator of the County Board Meeting. Standafer stated that the current By -laws allow us to appoint a Chairman pro -tem for the day. In the future we should determine a different structure where the County has a Chair and perhaps two Vice - Chairs. b) Committee Structure Issues Under a 19 Member Board: Kling explained that after speaking with Whiting there is an understanding that the County is looking at strategic planning and how the County should be structured with a 19 member Board. Whiting provided information to the Committee regarding what issues should be addressed with a new structure. Standafer explained that the County Board should meet twice a month, one meeting as a working session and one regular County Board meeting. Whiting discussed the draft memo handed out to the Committee and reasons for the issues being brought forth. One of the biggest issues is preparation before meetings, for example handing data out to the County Board Members prior to the day of the meeting. Whiting suggested scheduling different Committee meetings with enough time between them so that agendas can be revised if necessary. Standafer discussed the option he sketched out for a 19 member Board with 7 different committees with 5 members on each committee. King explained the options he sketched out for a 19 member Board with 6 different committees with 5 members on each committee. King explained that he would suggest that members have to be a Chair on one of the other committees in order to serve on the Finance /Executive Committee. Kling stated that he thought that what Whiting presented was a good representation of what the County body should look like. The structure presented allows the County Board members to move forward and deal with issues on a level which includes department heads. This type of structure allows more follow through to setting and following through on goals and objectives. The Committee requested that Kling come to next month's meeting to discuss planning and scheduling. 5. Follow up to Committee Action for the Planning & Zoning Committee to Rescind Action Regarding Reconsideration to Raise Fees: The Planning & Zoning Committee voted against rescinding the Administration Committee's reconsideration to raise fees at the December meeting. Ruetz explained that at a recent conference he attended a parliamentary procedure course and spoke with a Professor from Lawrence College who is a parliamentarian who said that Timmerman's explanation was incorrect. Ruetz has also checked with others regarding the issue. Standafer asked what the Administration Committee was being asked to look into today. Speer moved to rescind her motion 2 explaining that a full understanding of the Planning & Zoning fee schedule had not been presented. Timmerman explained what occurred at the last meeting, what the legal opinion was and what the motion was at the last meeting. Timmerman did state that an issue the Administration Committee needs to be concerned about is whether or not this Committee or other Committees follow procedural rules. The Committee discussed the motion taken at December's Administration Committee meeting and what the Planning & Zoning Committee discussed and voted on. Hermsen stated that he believed the Administration Committee cannot rescind the action it took on the Planning and Zoning Committee's action and it now has to be taken to the County Board. Timmerman disagreed with Hermsen. King asked for clarification regarding next steps and Timmerman explained that at this time there is a conflict between two committees and when that happens the conflict needs to be resolved by the County Board or discussed at next month's Committee meeting. Wentz said that she would not reconsider her 2nd. Timmerman stated that after reviewing the agenda item Speer could reconsider the motion at today's meeting. Speer made a motion to reconsider the previous motion made in December to rescind the previous action taken by the Planning & Zoning Committee to reconsider fees, 2 by Standafer. Norton- Bauman provided information regarding information she is aware of as a member of the Planning & Zoning Committee regarding the fee issues based on Roberts Rules. Norton- Bauman stated that the Planning & Zoning Committee saw the issue as a new motion. Wentz said that she is concerned about having this issue reviewed again and what this says to our constituents and citizens. Hermsen explained that in September the Planning & Zoning Committee voted against the $25 POWTS fee and what it says in the By -laws regarding fees for the Planning & Zoning department. Whiting asked for clarification regarding how to finalize this issue and Timmerman said that the issue can be taken to the County Board but that it is not a requirement. Fodroczi explained that correspondence from the State was received by e -mail in September which did not include the actual fee increase, and the information regarding the actual fee increase was received in October. King asked for a verbal vote on the motion - Yes vote by Standafer & Speer, No vote by Wentz & King, Ruetz abstained, motion failed. Chairman King indicated that the issue is considered final and that no further action is required. 6. Review of County Goal Setting Session — Short and Long Term Goals: Meeting adjourned at 12:16 PM Julie Speer, Secretary Amy Sabelko, Recording Secretary Approved February 4, 2009 3