Administrative AdHoc

ADMINISTRATIVE AD-HOC COMMITTEE May 13, 2025 3rd Floor Meeting Room (#3308) Call Meeting to Order: Scott Mildbrand called the meeting to order at 10:41 a.m. Members Present: Scott Mildbrand, Chuck Zenner, Bud Suckow, Catherine Lemke and Mike Bub. Members Absent: Jim Metz and Lorie Floyd. Other Attendees: Nicole Hager, Christina Schuld, and Brian Wilson (Star News). Approve the Agenda: Motion by Bub to approve the agenda with six (6) items; Seconded by Zenner. Motion carried. Approve the Minutes of April 4, 2025 Administrative Ad-Hoc Committee Meeting: Motion by Lemke to approve the minutes from the April 4th meeting; Seconded by Bub. Motion carried. Review job description of Administrative Coordinator: A job description titled Administrative Coordinator/Human Resource Manager was emailed to Committee members prior to the meeting for review. • Lemke presented a few options for possible change to 2d. Discussion was held regarding wording for discipline to include termination for all employees including department heads. Motion by Bub to remove draft wording and change to Option 2 of Lemke’s suggestions; Seconded by Lemke. Motion carried. • Addition of language for 1b. Motion by Suckow to include wording “committee organization(s)” between ‘ordinances or regulations ’ of the proposed description; Seconded by Bub. Motion carried. • Hager suggested splitting 1a into two (2) separate duties. Members agreed this was a formatting issue with no change to the duties. No action was taken. • Heading section at top of job description. Motion by Zenner to make Department as Human Resource and Immediate Supervisor as Executive Committee; Seconded by Lemke. Motion carried. • Motion by Zenner to approve the job description as amended ; Seconded by Lemke. Motion carried. Next steps: The job description as approved with amendments will be emailed to Cottingham & Butler for classification and will be presented at the next Personnel Committee meeting. Hager will email suggested roles for County Board members, Department Heads, and Administrative Coordinator/Human Resource Manager to Committee members for review prior to Personnel Committee meeting. Adjournment: Motion by Bub to adjourn; Seconded by Suckow. Motion carried. Meeting adjourned at 11:27 a.m. Christina Schuld Confidential HR Assistant ADMINISTRATIVE AD-HOC COMMITTEE April 4, 2025 3rd Floor County Board Room Call Meeting to Order: Jim Metz called the meeting to order at 11:01 a.m. Members Present: Jim Metz, Scott Mildbrand, Chuck Zenner, Bud Suckow, Lorie Floyd, Catherine Lemke and Mike Bub. Members Absent: none Other Attendees: Nicole Hager, Christina Schuld, Rollie Thums, Nick Trimner (Price Co.), Brian Wilson (Star News) and present via zoom: Sarah Diedrick -Kasdorf (WCA), Andy Phillips (WCA), Cassandra Hanan (Vernon Co.), and Alycann Taylor (Vernon Co. Board Member). Approve the Agenda: Motion by Zenner to approve the agenda with seven items; Seconded by Mildbrand. Motion carried. Approve the Minutes of March 21, 2025 Administrative Ad-Hoc Committee Meeting: Motion by Floyd to approve the minutes from the March 21 meeting; Seconded by Mildbrand. Motion carried. Administrative structure presentations from other counties: Diedrick-Kasdorf facilitated a question/answer session for Trimner and Hanen, along with Taylor. These questions were emailed to the Committee members prior to the meeting for review. They consisted of how did the transition occur, what are some of the duties of each administrative structure, reaction from department heads and County Board members, current status of operations, efficiencies found in current structure, funding of the position, cu rrent roles of the County Board and oversight committees, challenges that occurred during the transition, current state of operations, overall County budgeting efficiencies, County finances and long -term budgeting. Discussion was held regarding all these topics and current Taylor County administrative structure. No action was taken. Review job description for administrative structure for Taylor County: A job description was emailed to Committee members prior to the meeting for review. Discussion was held regarding the need to review current duties and give more authority for some duties, such as enforcement for day-to-day operations. No action was taken on the job description at this time. Next steps: Motion by Bub to present at the April County Board meeting a recommendation to update the job description of Administrative Coordinator/Human Resource Manager with empowered authority; Seconded by Mildbrand. Roll call vote taken: YES – Floyd, Mildbrand, Metz, Zenner, Lemke, and Bub. ABSTAIN – Suckow. Motion carried. Adjournment: Motion by Bub to adjourn; Seconded by Lemke. Motion carried. Meeting adjourned at 1:26 p.m. Christina Schuld Confidential HR Assistant ADMINISTRATIVE AD-HOC COMMITTEE March 21, 2025 3rd Floor County Board Room Call Meeting to Order: Jim Metz called the meeting to order at 9:02 a.m. Members Present: Jim Metz, Scott Mildbrand, Chuck Zenner, Bud Suckow, and Lorie Floyd. Members Absent: none Other Attendees: Nicole Hager, Christina Schuld, Mike Bub, Catherine Lemke, Sarah Diedrick - Kasdorf (WCA via zoom), Andy Phillips (WCA via zoom), and Brian Wilson (Star News). Approve the Agenda: Motion by Suckow to approve the agenda with 6 items; Seconded by Zenner. Motion carried. Approve the Minutes of February 20, 2025 Administrative Ad -Hoc Committee Meeting: Motion by Floyd to approve the minutes from the February 20 meeting; Seconded by Mildbrand. Motion carried. Prepare packet to present to County Board regarding administrative structure in Taylor County: Schuld emailed a complied list of pros & cons from the committee members for both administrator and administrative coordinator and a proposed job description prior to the meeting for review. Discussion was held regarding having other counties present information about their transition periods and how things have progressed since then. Floyd stated this would be extremely beneficial to the process and that we wou ldn’t have to re -invent the process if not necessary. Floyd and Suckow questioned why this didn’t occur as agreed upon at the last meeting. Zenner stated he was in favor of giving more authority to Hager’s current job description and evaluating the progr ess over time. Phillips and Diedrick -Kasdorf gave a brief update on other counties in the review process. Mildbrand stated he believes the citizens of Taylor County would not want a drastic change to the administrative structure of their government that has been in place for so long, as it would add another layer of bureaucracy between citizens and the County Board. Mike Bub entered the meeting at 9:45 a.m. Further discussion was held regarding some duties to be given that would streamline the day-to- day operations. Bub stated a proposed job description was created and asked why it appears things are going backwards on making a decision. No action was taken. Next steps: It was suggested at the next meeting to have three (3) counties (Vernon, Trempealeau, and Price) present information about their transition, have some questions drafted by Phillips and Diedrick-Kasdorf for those counties, as well as individual questions from the committee members, and review the proposed job description with the addition of Hager’s current HR manager duties. The next meeting is tentative for April 4 th at 11am or April 11 th at 9am. This information would then be presented at the April County Board meeting for review with a possible vote in June. Adjournment: Motion by Suckow to adjourn; Seconded by Floyd. Opposed by Zenner and Mildbrand. Motion failed. Further discussion was held regarding the next steps as noted above. A suggestion was to remove the committee members’ names from anything presented to th e County Board and remove the job description title. Metz added Mike Bub and Catherine Lemke to the Administrative Ad-Hoc Committee as members. Motion by Suckow to adjourn; Seconded by Mildbrand. Motion carried. Meeting adjourned at 10:33 a.m. Christina Schuld Confidential HR Assistant ADMINISTRATIVE AD-HOC COMMITTEE February 20, 2025 3rd Floor County Board Room Call Meeting to Order: Jim Metz called the meeting to order at 2:05 p.m. Members Present: Jim Metz, Scott Mildbrand, Chuck Zenner, Bud Suckow, and Lorie Floyd. Members Absent: none Other Attendees: Nicole Hager, Christina Schuld, Mike Bub, Sarah Diedrick-Kasdorf (WCA), Andy Phillips (WCA via zoom), and Brian Wilson (Star News). Approve the Agenda: Motion by Mildbrand to approve the agenda with 6 items; Seconded by Zenner. Motion carried. Approve the Minutes of February 7, 2025 Administrative Ad -Hoc Committee Meeting: Motion by Zenner to approve the minutes from the February 7th meeting; Seconded by Mildbrand. Motion carried. Review and discuss job descriptions of full -time Administrative Coordinator and Administrator from other counties: Hager emailed job descriptions from Shawano, Vernon, Sauk and Richland Counties to committee members prior to meeting for review. A copy from Trempealeau County was handed out during the meeting. Discussion was held regarding envisioned duties of this position (either Administrator or Administrative Coordinator, they were interchangeable during the discussion). Such duties included: more involvement in the budgeting process and working with Finance Director for long -term goals of the County; monitor existing grant allocations and compliance and coordinate with dept heads of new grant opportunities; coordination dept head meetings and follow-up with County Board policies/procedures; maintain consistency in hiring, discipline and enforce policy; work and collaborate with local government agencies; enforce/follow-up with implementation of strategic plan; and represent the County as the spokesperson/single point of contact for employees/citizens. Discussion was held regarding a dual role or separate positions. Sarah stated all counties but Washburn have separate positions for Administrative and Human Resources roles. Zenner stated he would like to hear more from Washburn about their status, funding and management roles. Establish timeline and next steps: Hager provided an estimated timeline. It was suggested to have a few counties (such as Vernon, Price, Lincoln) present their structures and pros/cons of each at the next meeting. Hager is to draft a job description with the above mentioned duties. Next meeting is scheduled for March 21st at 9:00 am. Adjournment: Motion by Zenner to adjourn; Seconded by Mildbrand. Motion carried. Meeting adjourned at 3:27 p.m. Christina Schuld Confidential HR Assistant ADMINISTRATIVE AD-HOC COMMITTEE February 7, 2025 3rd Floor County Board Room Call Meeting to Order: Jim Metz called the meeting to order at 10:32 a.m. Members Present: Jim Metz, Scott Mildbrand, Chuck Zenner, Bud Suckow, and Lorie Floyd. Members Absent: none Other Attendees: Nicole Hager, Christina Schuld, Rollie Thums, Andy Phillips (WCA via zoom), and Brian Wilson (Star News). Approve the Agenda: Motion by Zenner to approve the agenda with 7 items; Seconded by Mildbrand. Motion carried. Approve the Minutes of January 16, 2025 Administrative Ad -Hoc Committee Meeting: Motion by Floyd to approve the minutes from the January 16 meeting; Seconded by Zenner. Motion carried. Review and discuss pros & cons of each administrative structure: Committee members listed pros and cons for each administrative structure (Executive, Administrator, and Administrative Coordinator). Discussion was held regarding pros for Administrator/Empowered Administrative Coordinator, such as more day -to-day operat ions and oversight, potential cost savings in reduction of committee meetings, consistent decisions between departments, and greater financial oversight of county budget. Some cons included co st of position in wages/benefits, requirement to be knowledgeable in county functions to provide big picture oversight, reduction of budget involvement by committees/county board supervisors and the future of Act 10 (the responsibility assigned to negotiate on behalf of the county). Discussion regarding a County Executive being a political position by a popularity vote. Additionally, the individual may have the expertise to be able to run the county like a business (pro and con). Zenner suggested a two (2) year trial run of an empowered Administrative Coordinator and depending on the outcome, the possibility of a full-time position. Discuss roles and expectations within county government structure (committees, department heads): Currently the Administrative Coordinator can only organize and lacks the authority for direction and decisions fall back on committees. Phillips stated the committee needs to look at the current operation and the direction it is headed, administrative s tructure before committee structure, and establishing a timeframe to stay on track. Establish next steps: Hager is to contact Sarah with WCA for job descriptions of Administrator and Administrative Coordinator with the roles and responsibilities for each and to reach out to counties (Price, Grant, Trempealeau, and Barron) that have recently changed structure s for feedback. Next meeting date is February 20, 2025 at 2:00 pm. Adjournment: Motion by Mildbrand to adjourn; Seconded by Suckow. Motion carried. Meeting adjourned at 11:54 a.m. Christina Schuld Confidential HR Assistant ADMINISTRATIVE AD-HOC COMMITTEE January 16, 2025 3rd Floor County Board Room Call Meeting to Order: Scott Mildbrand called the meeting to order at 11:29 a.m. Members Present: Scott Mildbrand, Chuck Zenner, Bud Suckow, and Lorie Floyd (via zoom). Members Absent: Jim Metz Other Attendees: Nicole Hager, Christina Schuld, and Brian Wilson (Star News). Approve the Agenda: Motion by Zenner to approve the agenda with 7 items; Seconded by Suckow. Motion carried. Review Strategic Plan, Goals, Action Plan and Strategies related to government efficiency and operational effectiveness: Hager reviewed the original goal in the Strategic Plan with an update to be provided to the County Board at the April meeting (based on the Executive Committee meeting minutes from Nov. 12, 2024). No action was taken. Review and discuss previous resources presented to Taylor County regarding Wisconsin County administrative structure: Hager presented information from previous resources, Carlson Dettman and a WCA attorney. Information consisted of differences between the structure of Executive, Administrator, and Administrative Coordinator and roles of committees, elected officials vs. hired positions. No action was taken. Review authority and assigned duties under Taylor County’s current structure: Discussion was held regarding differences between an Executive, Administrator, and Administrative Coordinator, streamlining Committee structure, and roles of the Executive Committee. No action was taken. Establish future resources to assist with researching county administrative structures: Tasks were established for gathering comparisons for each position listed above from different few sources, such as WCA and other counties that either have or went through a change from one position to another. Discussion was held regarding how the info rmation would be presented, in written format or in -person presentations. Consensus was for each committee member to formulate questions along with pros and cons for discussion and Hager to contact other resources, UW-Extension, WCA, and other counties. Next meeting was set for Feb. 7th at 10:30am. Adjournment: Motion by Zenner to adjourn; Seconded by Suckow. Motion carried. Meeting adjourned at 12:06 p.m. Christina Schuld Confidential HR Assistant