WASHINGTON COUNTY EXECUTIVE COMMITTEE. Courthouse Government Center January 11, 2016

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1 WASHINGTON COUNTY EXECUTIVE COMMITTEE Courthouse Government Center January 11, 2016 West Bend WI 9:00 a.m. Present: Herbert Tennies, Joseph Gonnering, Rick Gundrum, Donald Kriefall, and Mark McCune. Also Present: County Administrator Joshua Schoemann, County Attorney Kim Nass, County Clerk Brenda Jaszewski, Assistant to the County Administrator Jamie Ludovic, Finance Director Margie Hamers, Health Department Director Kirsten Johnson, Highway Commissioner Scott Schmidt, Register of Deeds Sharon Martin, and Chief Deputy County Clerk Linda Doro. Chairperson Tennies called the meeting to order and read the affidavit of posting. MINUTES Moved by Mr. Gundrum, seconded by Mr. Gonnering to approve the minutes of December 14, 2015, as presented. Motion carried. APPOINTMENTS Mr. Tennies announced the following appointments: Shereen Kressin to the County Library Services Board, and Supervisor Rick Gundrum, Supervisor Roman Schulteis, Supervisor Robert Milich, Doreen Buntrock, and Cynthia Sieloff to the Washington-Ozaukee Public Health Department Board of Health. RESOLUTION: RESCIND WASHINGTON COUNTY S INTERNET ACCESS PRIVACY POLICY Moved by Mr. Kriefall, seconded by Mr. Gonnering to approve a resolution rescinding Washington County s Internet Access Privacy policy, and forward to the County Board. Motion carried. RESOLUTION: COMMENDATION OF WEST BEND MUTUAL INSURANCE COMPANY - FAIR PARK STAGE DONATION Moved by Mr. Gonnering, seconded by Mr. Kriefall to approve a resolution commending West Bend Mutual Insurance Company for its generous donation of $600,000 for the construction of a permanent main stage at Washington County Fair Park, and forward to the County Board. Motion carried. HIGHWAY MERGER DISCUSSION Mr. Schoemann reported the Transportation Committee, at their last meeting, authorized him to investigate opportunities for Highway Department shared services with other counties, including a possible department merger. The Executive Committee requested Mr. Schoemann investigate shared services with Dodge, Fond du Lac, Ozaukee, and Waukesha counties.

2 Executive Committee January 11, 2016 Page 2 of REPORTS The Fields General Fund Transfer Mr. Schoemann reported a resolution requesting a General Fund transfer for calling the outstanding bonds for The Fields and Golf Course debt will be presented to the County Board tomorrow. NEXT TENTATIVE MEETING DATE The Executive Committee is tentatively scheduled to meet on Monday, February 1, 2016, at 9:00 a.m. CLOSED SESSION Mr. Tennies stated he would entertain a motion to Convene in Closed Session Pursuant to 19.85(1)(c), Wis. Stats., considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, specifically, to conduct the annual performance evaluation of the County Administrator. Moved by Mr. Kriefall, seconded by Mr. Gundrum to convene in Closed Session at 9:24 a.m. Motion carried unanimously by roll call vote. OPEN SESSION Moved by Mr. Gonnering, seconded by Mr. Kriefall to return to Open Session at 12:12 p.m. Motion carried unanimously by roll call vote. ACTION ON ITEMS DISCUSSED IN CLOSED SESSION There was no discussion and no action. ADJOURNMENT Moved by Mr. Gundrum, seconded by Mr. Kriefall to adjourn at 12:13 p.m. Motion carried. Brenda J. Jaszewski, County Clerk

3 REQUEST FOR NON-LAPSING ACCOUNTS When to use: When 2015 budget money needs to be carried forward and added to 2016 budget. Due date: This form is due in Finance no later then 2/12/16. It must be ed in excel format by the Department Head to Margaret Hamers, Finance Director. Note- If an exact amount to be non-lapsed isn't known fill the "AMOUNT" column in with the word "BALANCE" for each unknown amount. Then the entire amount will be carried into the 2016 budget. DEPARTMENT Administration The following non-lapsing accounts were approved by the Committee at their meeting on 1-Feb-16 Executive Committee Cost Center And Purpose/Use of Object Description Non-Lapse Funds ACCOUNT NUMBER SUBLEDGER TYPE AMOUNT Consulting Services Priority Based Budgeting Project , Balance Conference Fees & Training Sister County Ireland Visit Balance Note: If you would like the entire account non-lapsed, please write the dollar amount or the word "balance" Total of Department's non-lapses 37, DEPARTMENT HEAD MUST THIS EXCEL FORM DIRECTLY TO MARGARET HAMERS, FINANCE DIRECTOR AS DOCUMENTATION OF THEIR APPROVAL.

4 REQUEST FOR NON-LAPSING ACCOUNTS When to use: When 2015 budget money needs to be carried forward and added to 2016 budget. Due date: This form is due in Finance no later then 2/12/16. It must be ed in excel format by the Department Head to Margaret Hamers, Finance Director. Note- If an exact amount to be non-lapsed isn't known fill the "AMOUNT" column in with the word "BALANCE" for each unknown amount. Then the entire amount will be carried into the 2016 budget. DEPARTMENT County Attorney The following non-lapsing accounts were approved by the Committee at their meeting on 1-Feb-16 Executive Cost Center And Purpose/Use of Object Description Non-Lapse Funds ACCOUNT NUMBER SUBLEDGER TYPE AMOUNT Finalize Recodification of County Recodification Code Balance Legal Expenses May need to evict tenant Balance Total of Department's non-lapses Balance Note: If you would like the entire account non-lapsed, please write the dollar amount or the word "balance" DEPARTMENT HEAD MUST THIS EXCEL FORM DIRECTLY TO MARGARET HAMERS, FINANCE DIRECTOR AS DOCUMENTATION OF THEIR APPROVAL.

5 ADMINISTRATION DEPARTMENT Joshua Schoemann, County Administrator 432 E. Washington St. West Bend, WI Phone (262) FAX (262) WI COMMITTEE REPORT To: From: Executive Committee Joshua Schoemann, County Administrator Date: 1 February 2016 RE: Amend Capital Improvement Plan Equipment Replacement POLICY QUESTION: Should the County Board amend the Capital Improvement Plan (CIP) to include funding for vehicles? DISCUSSION: During the 2016 budget process, several items were removed throughout the process by the County Administrator in order to balance the budget. It was the intent at the time that these items be funded through the new equipment replacement program in the CIP, with Sheriff Department vehicles. At that time, it was noted to impacted departments and committees that this request would be made. The items are as follows: (1) Service Van for Facilities in the amount of $22,000. The existing Suburban is over 20 years old and well past its useful life. It is rusting heavily and has several mechanical breakdowns pwer year. The vehicle was originally the Highway Commissioner s vehicle and was purchased by Facilities in (1) ¾ ton 4 X4 HD gas truck with a regular cab, plow and liftgate for Planning and Parks in the amount of $40,000. The equipment being replaced is a 2001 ¾ ton GMC # ,800 miles, heavily used with frame, brake line, fuel line, transmission line, and plow issues. This replacement provides scheduled fleet turnover. The current CIP provides for $225,000 for equipment replacement. $198,000 is estimated for 2016 squad replacements.

6 COST: Budgeted Sales Tax Revenues will increase by $50,000 and be applied to the Capital Improvement Plan for 2016 Equipment/Vehicle Replacement Fund. ATTACHMENTS: Draft Resolution to amend the Capital Improvement Plan to fund 2016 vehicle replacement. RECOMMENDATION: Motion to approve amending the Capital Improvement Plan to include funding for additional vehicle replacements.

7 WASHINGTON COUNTY, WISCONSIN Date of enactment: Date of publication: 2015 RESOLUTION Amend Capital Improvement Plan - Funding 2016 Washington County Vehicle Replacements WHEREAS, for the 2016 operating budget, Administration - Facilities proposed adding a service van in the approximate amount of $22, and the Planning and Parks Department proposed adding a ¾ ton Heavy Duty 4x4 truck at an approximate amount of $40,000.00; and WHEREAS, as a part of the 2016 Operating Budget process, the Finance Committee upon the recommendation of the County Administrator, removed vehicle replacements from Department Operating Budgets, shifting the funding source to the Capital Improvement Budget; and WHEREAS, the estimated cost of the vehicles to be purchased in 2016 will be funded by the 2016 Capital Improvement Plan funds; NOW, THEREFORE, BE IT RESOLVED by the Washington County Board of Supervisors that the Capital Improvement Plan is hereby amended to increase the estimated sales tax revenue projection to $10.6 million from $10.55 million to cover the approximate cost for the 2016 vehicle replacements referred to herein. VOTE REQUIREMENT FOR PASSAGE: 2/3 of the members elect RESOLUTION SUMMARY: Resolution authorizing an amendment to the Capital Improvement Plan to increase projected sales tax revenue to fund vehicle replacements. APPROVED: Introduced by members of the EXECUTIVE and FINANCE COMMITTEES as filed Kimberly A. Nass, County Attorney with the County Clerk. Dated Considered Herbert J. Tennies, Chairperson Adopted Executive Committee Ayes Noes Absent Voice Vote Raymond W. Heidtke, Chairperson Finance Committee 44 Page 1 of 1

8 1 2 (Budgeted Sales Tax Revenues will increase by $50,000 and be applied to the Capital Improvement Plan for 2016 Equipment/Vehicle Replacement Fund.) Page 2 of 1

9 COMMITTEE REPORT To: From: Executive Committee Joshua Schoemann, County Administrator Date: 01 February 16 Re: Cost Savings Incentive Program POLICY QUESTION: Should the Executive Committee (EXC) and Administrative Committee (ASC) reconsider the Cost Savings Incentive Program? DISCUSSION: As you will recall, at the 30 November 2015 joint meeting of the EXC and ASC the committees considered the merits of implementing a Cost Savings Incentive Program. As you also may recall, this discussion originated from the County Board's Strategic Initiatives. After an initial attempt to develop an acceptable policy through ASC and a report to EXC, EXC insisted on a policy focused specifically on cost savings rather than performance. With that background in mind the joint meeting produced a thorough dialogue about the intent of both committees, ultimately resulting in a policy that would be ratified at the December meeting of the respective committees (this policy, as approved, is attached for your reference). While this dialogue seemed to capture the feelings and intent of the members of both committees, there was a perspective that failed to be heard. Fortunately, at the 14 January 16 Department Head meeting an opportunity was captured to hear this perspective. Under 'New Business' District Attorney (DA) Bensen voiced some concerns he has regarding this policy and its implementation. In addition, County Attorney Nass voiced similar concerns, which due to being out of the office on 30 November 15 she was not able to voice to the joint committee meeting. Consequently, rather than further debate the merits of a policy ratified by two County Board committees, I suggested to DA Bensen that I would request the matter be considered by EXC. After discussing this above described history with Chariman Tennies the matter was placed on today's agenda for your consideration. To be clear, it is important to know that no Cost Savings Incentives have been considered or awarded by the County Administrator's Review Committee to date. It is also important to know that there has been a package submitted for the committee's consideration. However, because I felt that EXC needed to hear this new perspective prior to implementation of the policy no action has been taken on this package. Submit this form in WORD format to CLKagenda_dg@co.washington.wi.us ONE CALENDAR WEEK PLUS 3 WORK DAYS prior to the Committee meeting WITH the Committee Agenda Preparation Form. Rev. 12/2015

10 Finally, please note that today's policy discussion is intended for you to consider whether or not the policy should be reconsidered. If EXC takes no action the policy will remain as is and will be implemented accordingly. If EXC desires to reconsider the matter, then a future joint meeting of the ASC and EXC will be called to reconsider the existing policy. FISCAL EFFECT: NA ATTACHMENTS: Cost Savings Incentive Program Policy RECOMMENDATION: NA Submit this form in WORD format to CLKagenda_dg@co.washington.wi.us ONE CALENDAR WEEK PLUS 3 WORK DAYS prior to the Committee meeting WITH the Committee Agenda Preparation Form. Rev. 12/2015

11 Washington County Cost Savings Incentive Program Program Guidelines The cost savings incentive program is intended to reward and motivate employees for ideas and initiatives that result in reduced expenditures or increased revenues for the County. Employment agreements shall supersede this policy and employees governed by these agreements are eligible only for benefits explicitly granted. Additionally, elected officials and the County Administrator are not eligible for the cost savings incentive program. With the exception of those noted above, all employees will be eligible for this program. Cost Savings Incentives The cost savings incentive is a lump sum amount for rewarding: i. Increased revenues or reduced expenses ii. Quantifiable increased productivity or efficiency such as eliminating the need for new equipment or materials The incentive shall not exceed ten-percent of the initiative s total cost savings or up to $25,000. Any requests to deviate from these terms shall be presented for consideration to the Review Committee and authorized by the Executive Committee. Incentive payments are one-time payments and are not factored into the employee s ongoing base pay. The Department Head shall make a written recommendation for each employee s incentive to the County Administrator or his designee. All completed incentive forms, available on Packet, shall be maintained in the employees personnel file. Completing a recommendation form does not guarantee approval of an incentive. The County Administrator s Review Committee, composed of the County Board Chair, Administrative Services Committee Chair, County Administrator, Human Resources Director and Finance Director or designees, shall finalize the allocation of incentive rewards. Funding will be diverted from the cost savings area to fund the

12 incentive program. Employee Recognition for Incentive Rewards Employee actions deemed eligible for incentive rewards shall be reported to the oversight committee of their County department. It is recommended that employees be asked to attend the Committee meeting for proper recognition. Appeals and concerns shall be directed to the Review Committee.

13 COMMITTEE REPORT To: From: Executive Committee Brenda Jaszewski, County Clerk Date: February 1, 2016 Re: Ordinance - Amend 2.01 County Code - County Board Supervisory District Descriptions POLICY QUESTION: Should the Executive Committee amend 2.01 of the Washington County Code to reflect the current descriptions of the County Board Supervisory Districts? DISCUSSION: Washington County Code 2.01 describes the municipalities and wards associated with each County Board Supervisory District. When there are annexations, attachments, incorporations, detachments, or consolidations, these descriptions may need to be updated to reflect the changes. The attached ordinance amendment shows the change to the 2016 Revised County Board Supervisory District boundary descriptions to be incorporated into the County Code. It is important to note that the actual Supervisory District boundary lines do not change with this ordinance, the only change is in the description of the wards within those districts. FISCAL EFFECT: None. ATTACHMENTS: Draft Ordinance C/Hartford - Annexation Ordinance & Annexation Map New Ward 25 C/West Bend Annexation Ordinance & Annexation Maps New Wards RECOMMENDATION: Motion to approve the ordinance amendment to 2.01 of the Code relating to County Board Supervisory District boundary descriptions, and forward to the County Board. Submit this form in WORD format to countyclerk@co.washington.wi.us ONE CALENDAR WEEK PLUS 3 WORK DAYS prior to the Committee meeting WITH the Committee Agenda Preparation Form. Rev. 11/2014

14 WASHINGTON COUNTY, WISCONSIN Date of enactment: Date of publication: 2015 ORDINANCE 18 AN ORDINANCE to amend Section 2.01 relating to: Supervisory Districts. The people of the County of Washington, represented in the Board of Supervisors, do ordain as follows: SECTION 1. Section 59.10(3)(c), Wis. Stats., allows the Board to amend the supervisory district plan from time to time after its enactment to reflect municipal incorporation, annexation, detachment or consolidation. SECTION 2. Section 2.01(3) of the code is amended to read: 2.01 SUPERVISORY DISTRICTS. (3)(AM 15-18) The supervisory districts of the County Board of Supervisors are numbered and described as follows: * * * District 7 That portion of the Town of West Bend consisting of Wards 1, 2, 3, 4, 5, 6, and 7, and that portion of the City of West Bend consisting of Ward 32. * * * District 12 That portion of the Town of Trenton consisting of Wards 1, 2, 4, 5, 6, 7 and 8, and that portion of the Village of Newburg consisting of Wards 1 and 2, and that portion of the City of West Bend consisting of Wards 18, 28, 29, 30, and 31. * * * District 20 The entire Town of Erin consisting of Wards 1, 2, 3 and 4, and that portion of the Town of Hartford consisting of Wards 1 and 2, and that portion of the City of Hartford consisting of Ward 25. * * * SECTION 3. EFFECTIVE DATE. This ordinance shall become effective upon passage by the Board of Supervisors and publication as provided by law. SECTION 4. SUMMARY. An ordinance adjusting supervisory district descriptions to accommodate wards due to incorporation, annexation, detachment or consolidation. Page 1 of 2

15 VOTE REQUIREMENT FOR PASSAGE: Majority APPROVED: Introduced by members of the EXECUTIVE COMMITTEE as filed with the County Clerk. Kimberly A. Nass, County Attorney Dated Herbert J. Tennies, Chairperson Adopted Ayes Noes Absent Voice Vote Countersigned: Herbert J. Tennies County Board Chairperson (No fiscal effect.) Page 2 of 2

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