Finance & Personnel -through April

FINANCE AND PERSONNEL COMMITTEE April 11, 2024 County Board Room Call Meeting to Order: Chuck Zenner called the meeting to order at 10:00 a.m. Members Present: Chuck Zenner , Scott Mildbrand, Rollie Thums, Jim Gebauer, Catherine Lemke, Lynn Rosemeyer, and Ray Soper. Members Absent: none. Other Attendees: Nicole Hager, Courtney Graff, Tracy Hartwig, Sarah Holtz, Jill Scheithauer, Jaymi Kohn, Melissa Moore, Kevin O’Brien – Star News and Andria Farrand. Approve the Agenda: Motion by Lemke, seconded by Thums, to approve the agenda wit h 16 items. Motion carried. Approve the minutes of the March 14, 2024, Finance and Personnel Committee meeting: Motion by Thums, seconded by Rosemeyer, to approve the minutes. Motion carried. Treasurer’s Report: The Treasurer’s Report was approved as presented. Warrants and Payroll as submitted: Warrants submitted were: Payroll submitted was: March 9, 2024 147911-148130 $278,068.68 Direct Deposit Stubs March 23, 2024 148131-148351 $284,688.90 Direct Deposit Stubs Motion by Gebauer, seconded by Rosemeyer, to approve the warrants and payroll as presented. Motion carried. Ordinance to amend Section 3.03(2) County Employment, Taylor County Code. Request to increase hours of Environmental Health Specialist II/Sanitarian to 40 hours per week: Moore spoke on this request, stating this position was previously contracted and is now part of the Health Department. They can now expand the Environmental Health part of the position, through lead and radon tests to name a few. There will be no impact on levy dollars, this will be covered by their programs. Motion by Mildbrand, seconded by Soper, to approve the additional 5 hours a week. Motion carried. March 15, 2024 276600-276696 $ 5,530.73 Martch 22, 2024 276697-276764 $ 391,213.72 March 29, 2024 276765-276840 $ 279,994.96 March 29, 2024 276841-276846 $ 228,441.01 April 5, 2024 276847-276926 $ 426,866.44 April 11, 2024 276927-276973 $ 68,285.22 Request from the Register of Deeds office for payment of overtime for additional hours of work. Request from Register of Deeds Office to hire a limited -term employee: Jaymi Kon, ROD was present to e xplain both of their requests. The ROD office recently went through a software upgrade, and they paid the previous company, MHC, to extract the images and import them into the new software. They have identified issues with many of the images, and it has been a very manual process to correct the issues. They are requesting an additional 5 hours of overtime a week for the Chief Deputy, and they are cancelling the request to hire the LTE Motion by Rosemeyer, seconded by Mildbrand to approve the 5 hours of overtime a week for the Chief Deputy. Thums asked for an amendment, after consultation with Corporation Counsel, he would like this brought back to Finance and Personnel for an update. After further discussion, Zenner suggested that the initial motion is withdrawn. Rosemeyer withdrew her motion and Mildbrand withdrew his second. Motion by Rosemeyer, seconded by Mildbrand, to approve the payment of overtime to the Chief Deputy, approve the hiring of an LTE and refer to Corporation Counsel to look into the original contract with MHC. Motion carried. Review and approve the contract with Debt Book for the implementation of GA SB #96 for lease accounting: Motion by Soper, seconded by Gebauer, to approve the contract with DebtBook. Motion carried. Request to fill vacant Deputy Clerk of Court position: Jill Scheithauer explained they have an opening in the Clerk of Courts office and would like to fill it with a person working 30 hours a week with a flexible schedule, based on the needs of the office. She would like to maintain the 40 35 hours per week position. Hager suggested that the authorizations not change, rather re - evaluate at a later date. Motion by Rosemeyer, seconded by Thums to approve. Six (6) voting aye, one (1) voting no, (Soper), the motion carried. Discuss compensation for Clerk of Court: Scheithauer presented the committee with a packet and explained that her position is far below the Control Point in the pay scale, where Carlson Dettmann has slated it to be during their compensation studies. She has asked for consideration to adjust her salary for the remainder of her term, which runs through 2026. There was much discussion regarding the legality of changing the salary mid -term, although Scheithauer pointed out that it was just done by Forest County. The committee asked Hager and Graff to reach out to the Labor Attorney for legal advice. No further action was taken. Supervisor Rosemeyer left at 10:55 a.m. Closed Session: At approximately 10:30 a.m. the Finance and Personnel Committee may convene in closed session by taking a roll call vote, pursuant to Section 19.85 (1)(c), Wisconsin State Statutes, to considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility (compensation of Airport Grounds and Maintenance Worker and performance evaluation data of Finance Director). The Closed Session is expected to last about 45 minutes : There was a motion by Thums, seconded by Soper, to go into closed session at 11:10 a.m. A roll call vote cast, 6 (six) voting aye, one absent (Rosemeyer), the motion carried. Open Session: The meeting will reconvene in Open Session pursuant to Section 19.83, Wisconsin State Statutes, to address actions stemming from the Closed Session. There was a motion by Mildbrand, seconded by Gebauer, to go into open session at 11:43. A roll call vote cast, 6 (six) voting aye, one absent (Rosemeyer), the motion carried. Motion by Mildbrand, seconded by Gebauer, to approve the additional compensation, $25.00 and $20.34, for the 2 casual employees at the airport. Motion carried. Update Casual & Seasonal Wage Schedule (Grounds & Maintenance Worker) : Motion by Lemke, seconded by Thums, to approve the update. Motion carried. Adjourn the meeting: Motion made by Soper, seconded by Gebauer, to adjourn the meeting at 11:48 a.m. Motion carried. Andria Farrand Taylor County Clerk FINANCE AND PERSONNEL COMMITTEE March 14, 2024 County Board Room Call Meeting to Order: Chuck Zenner called the meeting to order at 10:00 a.m. Members Present: Chuck Zenner, Rollie Thums, Jim Gebauer, Catherine Lemke, Lynn Rosemeyer, and Ray Soper. Members Absent: Scott Mildbrand Other Attendees: Nicole Hager, Tracy Hartwig, Sarah Holtz, Larry Brandl, Ben Stanfley, Brian Wilson-Star News and Andria Farrand. Approve the Agenda: Motion by Thums, seconded by Soper, to approve the agenda with 12 items. Motion carried. Approve the minutes of the February 15, 2024, Finance and Personnel Committee meeting: Motion by Gebauer, seconded by Lemke, to approve the minutes. Motion carried. Treasurer’s Report: The Treasurer’s Report was approved as presented. Warrants and Payroll as submitted: Warrants submitted were: Payroll submitted was: February 15, 2024 147471-147689 $285,879.21 Direct Deposit Stubs February 29, 2024 147690-147910 $308,009.51 Direct Deposit Stubs Review report of 2023 Contingency General Fund Transfers: The contingency report was approved as presented. Consider request for overtime compensation for the Highway Commissioner and Operations Manager for the new WisDOT 6’-20’ Bridge Inventory and Inspection Program: Ben Stanfley was present to request overtime pay for the WisDOT 6’-20’ Bridge Inventory and inspection, which will be reimbursed at $350.00 per inspection. They are currently offered comp time. Motion by Soper, seconded by Gebauer, to pay the Highway Commissioner and February 16, 2024 276224-276342 $967,905.55 February 23, 2024 276343-276400 $ 75,728.64 March 1, 2024 276401-276479 $132,056.85 March 1, 2024 276480-276482 $ 3,743.97 March 4, 2024 276483-276484 $ 447.84 March 8, 2024 276485-276561 $152,507.59 March 14, 2024 276562-279599 $ 27,888.48 Operations Manager at 1 ½ times their salary for the bridge inventory and inspection. Motion carried. Consider quote from PreCise MRM for GPD on County vehicles: We received a quote from PreCise Fleet Management for GPS devices for all county vehicles, totaling 15, possibly an additional 5 from the Sheriff’s office. The device is free but the cost for the data is $20.00 each. Motion by Thums, seconded by Lemke, to approve the quote from PreCise Fleet Management for GPS on all county vehicles. Motion carried. Powerline Funding requests: • Medford Area Chamber of Commerce/Medford Development Foundation : Billie Hartwig and Joe Harris were present to answer questions from the committee on their request for $15,000.00, for synthetic ice at the new RCU park Pavilion. Motion by Rosemeyer, seconded by Zenner, to recommend this go to the County Board as requested. A roll call vote cast, four voting no, two voting aye (Rosemeyer, Zenner), the motion failed. Motion by Lemke, seconded by Soper, to recommend this go to the County Board for $5,000.00. A roll call vote cast, four voting aye, two voting no (Rosemeyer, Zenner), the motion carried. • Sandbox Childcare: Bryce Kelley and Samantha Hines were present to answer questions from the committee on their request for $65,000.00, for inclusive play equipment and safe play surface at their facility. They stated they are initially asking for $10,000.00 for playground equipment to get started. Motion by Soper, seconded by Thums, to recommend this go to the County Board for $10,000.00. Motion carried. • Jump River Community Center: Joan Heath was present to answer questions from the committee on their request for $7,500.00 for ceiling tiles for the Community Center. Motion by Thums, seconded by Rosemeyer, to recommend this go to the County Board for $7,500.00. Motion carried. • Holway Sluggers Ball Club: Amber Larson, Kaitlyn Erl, Tara Haasl, Ashley Boehlen and Sarah Holtz were present to answer questions from the committee on their request for $25,000.00, for help with their 2023 -2025 projects to include girls softball equipment, small field score board, covered bleachers, yard barn for storage, sand and gravel for the fields, as well as other items. Motion by Lemke, seconded by Soper, to recommend this go to the County Board for $25,000.00. A voice vote cast, five voting aye, one voting no (Rosemeyer), the motion carried. • Spirit Lakes Improvement Association: Tom Noennig was present to answer questions from the committee on their request for $5,000.00 to replace the boat landing pier on Spirit Lake. Motion by Gebauer, seconded by Thums, to recommend this go to the County Board for $5,000.00. Motion carried. • Taylor County Fair: Tim Hobl was present to answer questions from the committee on their request for $100,000.00 for new light poles and lights for the grandstands. Motion by Gebauer, seconded by Rosemeyer, to recommend this go to the County Board for $20,000.00, with the understanding that Buildings and Grounds will budget for future Taylor County Fairgrounds maintenance. Motion carried. Supervisor Thums left at 11:02 a.m. Follow-up on purchase of County Vehicle for Human Services: Farrand stated that the State pricing is still not available to purchase a new car for Human Services, but there are two vehicles at the airport that are used occasionally as courtesy vehicles. Could we use the Durango at the Courthouse, and then move the Fusion to Human Services? Motion by Gebauer, seconded by Rosemeyer, to use the Airport courtesy vehicle at the Courthouse and move the Fusion to Human Services. Motion carried. Review 2022 Audit report with Jon Trautman from Clifton Larson Allen LLP (CLA): Jon Trautman went over the audit with the committee and stated several issues. • Implementation of the leases delayed the close of 2022 and then ultimately the audit. • Regarding the balance sheet on page 8, there is no unassigned fund balance, which he said was unusual, it should be 20 -25% of expenditures. He suggested we come up with a plan to come up with unassigned. • In the single audit, page 16, Section 2, there is a finding on the internal control process. Reconciling monthly is not being done. • There was a compliance finding. There was one transaction that exceeded the threshold that was not checked for suspension and debarment. • Page 19-need to have a review of payroll register prior to payment of checks. • 2023 GASB -looks at subscription -based IT agreements, due by September 30, 2024. Trautman stated we don’t want to be delayed again or it could affect grants. • Recommendations were made in the management letter. Adjourn the meeting: Motion made by Lemke, seconded by Gebauer, to adjourn the meeting at 11:45 a.m. Motion carried. Andria Farrand Taylor County Clerk FINANCE AND PERSONNEL COMMITTEE Thursday, February 15, 2024 County Board Room Call Meeting to Order: Chuck Zenner called the meeting to order at 10:00 a.m. Members Present: Chuck Zenner, Jim Gebauer, Catherine Lemke, Scott Mildbrand, Ray Soper, Rollie Thums. Members Absent: Lynn Rosemeyer. Other Attendees: Jim Metz, Nicole Hager, Rachel Ogle, Larry Brandl, Tracy Hartwig, Brian Wilson – Star News, Andria Farrand, Sarah Holtz Approve the Agenda: A motion was made by Mildbrand, seconded by Soper, to approve the agenda with 11 items. A unanimous vote was cast, the motion carried. Approve the minutes of the January 26, 2024, Finance and Personnel Committee meeting: A motion was made by Gebauer, seconded by Lemke, to approve the minutes of the January 26, 2024, Finance and Personnel Committee meeting. A unanimous vote was cast, the motion carried. Treasurer’s Report: Treasurer’s Report was reviewed and approved as submitted. Warrants and Payroll as submitted. Warrants Submitted were: January 12, 2024 275724-275790 $ 197,658.49 January 19, 2024 275791-275915 $ 577,607.19 January 26, 2024 275916-276008 $ 412,762.25 February 2, 2024 276009-276090 $ 457,518.55 February 9, 2024 276091-276184 $ 139,472.70 February 15, 2024 275185-276223 $ 35,796.24 Payroll Submitted were: January 4, 2024 146799-147029 $ 320,224.49 Direct Deposit Stubs January 18, 2024 147030-147252 $ 327,350.17 Direct Deposit Stubs January 18, 2024 87002-87003 $0.00 Employee Checks February 1, 2024 147253-147470 $ 281,128.89 Direct Deposit Stubs A motion was made by Gebauer, seconded by Mildbrand, to approve warrants and payroll as submitted. A unanimous vote was cast, the motion carried. Ordinance to Amend Section 3.03(2) County Employment, Taylor County Code . HR Manager Hager presented the change to the committee for an increase of two employees in the Circuit Court department to move from 35 hours per week to 40 hours per week. This was approved at the Executive Committee. A motion was made by Mildbrand, seconded by Gebauer, to approve the change to Section 3.03 (2) County Employment to increase staff in the Circuit Court office to 40 hours per week. A unanimous vote was cast, the motion carried. Discussion also occurred regarding the 35 hour per week work schedule. The committee will continue to review these requests as they are brought forward. Ordinance to amend Section 3.035, Departmental Authorizations, Taylor County Code. (Finance). Hager explained that discussion has occurred between the County Clerk’s office and the Finance Department on the Payroll & Benefits Specialist position. We are requesting to move the position to the 3rd floor and have it move to the Finance Department. It will still be a back-up to the County Clerk’s office and will back-up the Accountant position. The recommendation is to have the position 0.7 FTE in Finance & 0.3 FTE in County Clerk’s office. Motion made by Lemke seconded by Thums to update Section 3.035 Departmental Authorizations to read 1.3 Authorized Positions in County Clerk’s Office and 2.7 positions in the Finance Department. A unanimous vote was cast, the motion carried. Approve hours of work for Payroll & Benefits Specialist. Tracy Hartwig requested that with this position moving to Finance and the Accountant position being vacant that the Payroll & Benefits Specialist be allowed to work up to 40 hours for six months as needed. Motion made by Mildbrand seconded by Gebauer to allow the Payroll & Benefits Specialist to work up to 40 hours per week for the next six months as needed. A unanimous vote was cast, the motion carried. Approve purchase of County Vehicle for Human Services . Andria Farrand explained that due to a deer hit in December our insurance company has decided to total the 2017 Ford Fusion. She requested direction on how to proceed getting a vehicle for the Human Services Department. Motion made by Mildbrand seconded by Lemke for Farrand to look into purchasing a small SUV or car to replace the one in Human Services. A unanimous vote was cast, the motion carried. Human Resource Director report: Hager presented a status report to the committee. No action was taken on this item. Adjournment: A motion was made by Gebauer, seconded by Thums, to adjourn the meeting at 10:29 a.m. A unanimous vote was cast, the motion carried. Secretary: Rachel Ogle/Nicole Hager FINANCE AND PERSONNEL COMMITTEE Friday, January 26, 2024 County Board Room Call Meeting to Order: Chuck Zenner called the meeting to order at 10:00 a.m. Members Present: Chuck Zenner, Jim Gebauer, Catherine Lemke, Scott Mildbrand, Ray Soper. Members Absent: Rollie Thums, Lynn Rosemeyer. Other Attendees: Jim Metz, Nicole Hager, Rachel Ogle, Larry Brandl, Tracy Hartwig, Brian Wilson – Star News, Rich Burghaus, Larry Woebbeking, Alex Solawetz. Approve the Agenda: A motion was made by Gebauer, seconded by Lemke, to approve the agenda with 11 items. A unanimous vote was cast, the motion carried. Approve the minutes of the January 11, 2024, Finance and Personnel Committee meeting: A motion was made by Soper, seconded by Mildbrand, to approve the minutes of the January 11, 2024, Finance and Personnel Committee meeting. A unanimous vote was cast, the motion carried. Consider and approve side -letter for Deputy Sheriffs/WPPA contract regarding Detective on-call pay: Larry Woebbeking, Sheriff, explained to the committee that the side -letter would allow for a regular on -call rotation of detectives, to help prevent the current difficulties of finding someone available to come in when a detective is needed during the weekend. Woebbeking clarified that detectives would receive on call pay and be paid for hours worked when responding to a call -in, but they would not receive the regular call -in pay during their scheduled weekend on call. The side letter would be effective for the remainder of this year (2024), to be evaluated again at that time. A motion was made by Soper, seconded by Mildbrand, to approve the side -letter for Deputy Sheriffs/WPPA contract regarding Detective on-call pay. A unanimous vote was cast, the motion carried. Request to fill Accountant – Finance Department position: Tracy Hartwig, Finance Director, presented the request to fill the Accountant – Finance Department position. A motion was made by Mildbrand, seconded by Lemke, to approve to fill the Accountant position. A unanimous vote was cast, the motion carried. Consider and approve Carlson Dettmann wage recommendation for Jail Nurse position: Nicole Hager, Human Resources Manager, presented the wage recommendation from Carlson Dettmann Consulting for the Jail Health Registered Nurse position to the committee. A motion was made by Mildbrand, seconded by Lemke, to approve the wage recommendation and set the Jail Health Registered Nurse position at Grade J on the Taylor County Compensation Plan. A unanimous vote was cast, the motion carried. Closed Session: A motion was made by Gebauer, seconded by Soper, to convene in closed session at 10:18 a.m. pursuant to Wis. Stat. § 19.85(1)(c), Wisconsin State Statutes, to consider compensation and benefits of the Jail Nurse, Finance Director, and Forestry and Recreation Assistant Administrator. A roll call vote was cast, five [5] voting aye, the motion carried. Nicole Hager, Larry Woebbeking, Tracy Hartwig, and Alex Solawetz were present in closed session. Open Session: A motion was made by Lemke, seconded by Mildbrand, to reconvene in Open Session at 11:04 a.m. A unanimous vote was cast, the motion carried. A motion was made by Gebauer, seconded by Lemke, to place the Jail Health Registered Nurse at step 14 on the Taylor County Compensation Plan. A unanimous vote was cast, the motion carried. A motion was made by Mildbrand, seconded by Lemke, to make the Finance Director start date effective 1/1/2024. A unanimous vote was cast, the motion carried. A motion was made by Gebauer, seconded by Soper, to give the Assistant Forestry and Recreation Administrator a $5 interim increase, effective January 15, 2024, through one pay period past the start of the replacement Forestry and Recreation Administrator. A unanimous vote was cast, the motion carried. Review and approve Professional Service Agreement with Carlson Dettmann Consulting for assessment of Taylor County’s classification and compensation plan, job analysis and evaluation, market analysis for wages and recommendations on any changes to salary plan: Hager presented the Professional Service Agreement with Carlson Dettman Consulting. She clarified that the assessment would cost $40,500.00, as opposed to the $37,350.00 previously presented. A motion was made by Gebauer, seconded by Lemke, to approve the Professional Service Agreement with Carlson Dettmann Consulting, for the price of $40,500.00. A roll call vote was taken, three [3] voting aye, two [2] voting no [Soper, Mildbrand], the motion carried. Human Resource Director report: Hager presented a status report to the committee. No action was taken on this item. Adjournment: A motion was made by Gebauer, seconded by Lemke, to adjourn the meeting at 11:27 a.m. A unanimous vote was cast, the motion carried. Secretary: Rachel Ogle FINANCE AND PERSONNEL COMMITTEE Thursday, January 11, 2024 County Board Room Call Meeting to Order: Chuck Zenner called the meeting to order at 10:53 a.m. Members Present: Chuck Zenner, Jim Gebauer, Scott Mildbrand, Lynn Rosemeyer, Ray Soper, Rollie Thums. Members Absent: Catherine Lemke Other Attendees: Jim Metz, Nicole Hager, Rachel Ogle, Larry Brandl, Tracy Hartwig, Sara Holtz, Brian Wilson – Star News, Kelly Phillips. Approve the Agenda: A motion was made by Thums, seconded by Gebauer, to approve the agenda with nine [9] items. A unanimous vote was cast, the motion carried. Approve the minutes of the December 29, 2023, Finance and Personnel Committee meeting: A motion was made by Mildbrand, seconded by Soper, to approve the minutes of the December 29, 2023, Finance and Personnel Committee meeting. A unanimous vote was cast, the motion carried. Review and Approve the use of PayGov.com for credit/debit card transactions for the UW- Extension Office: Kelly Phillips, UW -Extension Program Assistant, presented a request to the committee for the use of PayGov to accept credit/debit card transactions within the UW - Extension department. The County would receive no transaction fees; the user receives the fee. A motion was made by Thums, seconded by Gebauer, to approve the use of PayGov for credit/debit card transactions with the UW -Extension department. A unanimous vote was cast, the motion carried. Treasurer’s Report: Treasurer’s Report was reviewed and approved as submitted. Warrants and Payroll as submitted. Warrants Submitted were: December 15, 2023 275302-275397 $ 372,437.31 December 21, 2023 275398-275463 $ 397,017.03 December 29, 2023 275464-275553 $ 126,653.77 January 5, 2024 275554-275674 $ 306,945.85 January 11, 2024 275675-275723 $ 28,497.52 Payroll Submitted were: December 21, 2023 146556-146798 $ 287,723.89 Direct Deposit Stubs A motion was made by Gebauer, seconded by Rosemeyer, to approve warrants and payroll as submitted. A unanimous vote was cast, the motion carried. Closed Session: A motion was made by Mildbrand, seconded by Rosemeyer, to convene in closed session at 11:05 a.m. pursuant to Wis. Stat. § 19.85(1)(c), Wisconsin State Statutes, for the purpose of interviewing candidates for the Finance Director position. A roll call vote was cast, six [6] voting aye, the motion carried. Larry Brandl and Nicole Hager were present for the closed session. Open Session: A motion was made by Mildbrand, seconded by Thums, to reconvene in Open Session at 1:18 p.m. A unanimous vote was cast, the motion carried. A motion was made by Mildbrand, seconded by Rosemeyer, to offer the Finance Director position to the highest scoring candidate. A unanimous vote was cast, the motion carried. Adjournment: A motion was made by Thums, seconded by Soper, to adjourn the meeting at 1:20 p.m. A unanimous vote was cast, the motion carried. Secretary: Rachel Ogle