Waupaca County Finance and Human Resource Committee
Minutes – January 14, 2015
Chr. Federwitz called the meeting to order at 9:00 a.m. and gave the opening meeting statement.
Roll Call: Chr. Federwitz, Suprs. Barrington, Craig, Flease--excused, G. Murphy, Penney, Neumann and Co. Bd. Chr. Koeppen, all members present. Others present: Mary Robbins, Heidi Dombrowski, Al Kraeger, Clyde Tellock, Andy Carlin, Mike Mazemke, Megan Feirtag, Terrie Tews, Chuck Price, Bob Reath, Brent Wyland, Brad Hardel, Roger Holman, Joel Mikulsky, Jesse Cuff, Rep’s from Heartland and Mandy Welch.
Review and Approve Agenda. Motion: Co. Bd. Chair Koeppen moved and Supr. G. Murphy seconded the motion to approve the agenda. The motion carried without a negative vote.
Minutes of the previous meeting, January 14, 2015. Motion: Supr. Barrington moved and Supr. Neumann seconded the motion to approve the minutes of the previous meetings. The motion carried without a negative vote.
Public Input. – None.
Finance Director’s Report – Heidi Dombrowski. Update as of 12/31/2014 – 2014 Budget was presented to the committee. Heidi mentioned that DHHS will need to book some revenues. She will be keeping workers compensation assigned for one more year or until it reaches the $1 million mark. All things going as planned we should end 2014 on a very positive note and close out by April of this year.
Audit Committee met on January 5th and discussed the critical control issues and writing policies. We have a start and will be moving forward getting these policies written, approved and implemented this year.
Renew Dissemination Agent for Issuer Continuing Disclosure. Ms. Dombrowski requested that we continue using Ehlers & Assoc. as our Dissemination Agent at an annual fee of $2,800. Motion: Supr. Craig moved and Supr. Barrington seconded the motion to renew contract with Ehlers & Assoc. to be our Dissemination Agent for annual disclosure services. The motion carried without a negative vote.
Vouchers: Motion: Supr. G. Murphy moved and Supr. Neumann seconded the motion to approve the monthly vouchers. The motion carried with Co. Bd. Chr. Koeppen abstaining from the vote.
Clerk of Courts Terrie Tews. Ms. Tews updated the committee on the process she has been going through to update the courtrooms with proper audio/video conference ability, nothing has been done since 1990. Joel Mikulsky, MC&E explained the revised design and pricing. Courtroom 3 needs the most updating. They received two qualified bids; Heartland at $125,233.00 and Camera Corner at $206,684.09. Heartland was the successful bidder. After thorough review some additional changes were requested by the Clerk of Circuit Courts, adding additional fixed cameras to the courtrooms for better video coverage; adding additional LED TV Monitors for better video viewing and adding iPad Control for A/V System, bringing the total for the equipment and installation amount to $189,484.40.
Motion: Supr. Barrington moved and Supr. Penney seconded the motion to approve the additional costs and to refer a resolution to the full board for the budget amendment. The motion carried without a negative vote.
Treasurer’s Report- Treasurer Clyde Tellock. Treasurer’s Report was distributed and placed on file. Cash on hand of $4,295,673.51. Reviewed: Investments, Tax Certificates, County Sales Tax, Interest on Delinquent Taxes, and Interest on Investments. The In Rem letters will be going out soon for the back taxes. Treasurer’s Report placed on file.
Information Systems – Robert Reath. Director’s Report.
Remote Access Fees Refund Requests – IS Department is requesting policy for refunding remote access fees where the contracts are no longer needed, we have had two requests so far..
Department interviews for 2015 - The following requests will be voted on for approval following discussion of all requests.
Highway Department – Add 2 devices to the network. Replace existing laptop with a desktop computer and the laptop configured for user in the meeting room. A laptop for the new Field Assistant Manager position which will not be filled until mid year.
Sheriff Department – Add 3 phones and PC’s for 3 new positions starting 1/1/2015. The sheriff department will pay for the equipment and licensing for these devices.
DHHS - Grant purchase for the Seal-A-Smile program. Terri Brooks has grant funds for a laptop and mobile printer for this position. The new employee will start 12/5/2014.
Veteran’s Service – The veteran’s office is requesting a purchase of internet based software to replace the current ISeries program. They will pay but will need IS Department assistance with the conversion.
Discussion followed. Supr. Craig made a motion to approve the requests as presented. Supr. Neumann seconded the motion. Motion carried with a negative vote.
Treasurer, LIO, Zoning, Register of Deeds departments will be interviewed in 2015. These departments are researching integrating their software into one application.
ISeries Upgrade – The lease on the ISeries hardware/software will expire at the end of 2014 A 3 year lease will go into effect 1/1/2015. This lease includes hardware and software.
Manawa Fiber Project update – MC&E quoted a fiber run to SO Annex of approximately $535,000. There would not be enough funds to run to WCI, approximately $640,000. The balance may come from 2015 – 2017 capital improvement bonding
Motion to pay monthly bills: Supr. Craig moved and Supr. Neuman seconded the motion to pay the bills. The motion carried without a negative vote.
Human Resource Director Amanda Welch. Mandy presented her monthly report; recruitment & terminations, wage/benefit issues, labor relations; which is on file in the Clerk’s office. Several positions are open for recruitment. Ms. Welch is hoping to schedule interviews for Corporation Counsel position by February 16th at 9 a.m. An update on the issues with our Health Insurance from Anthem BlueCross/BlueShield with the prescription drug portion of the plan was explained by Mandy.
DHHS – Resolution for AODA Counselor – Director Chuck Price and Dep. Director Shannon Kelly. The person currently in this position is retiring and they would like to increase the certification requirements and make this position a AODA Counselor with a Bachelor degree to be able to help in other areas. At Labor Grade 12 it will be a $2,000 a year increase. Motion: Supr. Murphy moved and Supr. Penney seconded the motion to forward this resolution to the full county board for approval. The motion carried without a negative vote.
HR Policies & Procedure Updates. Mandy explained they will be updating Sec. 9, Paid Time Off (PTO), changes under a) PTO Allowance Years of Service will be 5 days for all new employees and Annually January 1st = 7 days; under 9.02 d) add “New employees voluntarily resigning before one year of service will not be eligible for payment of unused PTO days. Additionally, the county reserves the right to be reimbursed for any time used; e) Annual Paid time Off Option: “……PTO days will be transferred into their Extended Leave Bank”; f) “Employees of Lakeview Manor who are required to remain off duty for 72 hours due to regulations will be allowed to use ELB even when FML does not apply; and 9.04 add to Group 1: “Sheriff’s Department Administration, Lakeview Manor Administration.” Add to Group 2: “(excluding Administration) and add to Group 3: “(excluding Administration); Work on a Holiday Section: add the following: For employees in Group 1, the time and one half pay applies to work on the actual holiday.
County Clerk – Mary Robbins.
Per Diem & Mileage expense: Per Diem and Mileage total for the month of November $11,192.73. Motion: Supr. Craig moved and Supr. Barrington seconded the motion to approve the per diem and mileage expenses. Motion carried without a negative vote.
Next meeting will be Wednesday, February 11, 2015.
Motion: Supr. Craig moved and Co. Bd. Chair Koeppen seconded the motion to adjourn at 10:50 a.m. The motion carried without a negative vote.
Mary A. Robbins, County Clerk
These minutes will be posted to the website prior to approval from the committee and are considered to be in draft form until approved at the next scheduled meeting.