ATTACHMENTS: Description Minutes of August 16, 2016

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1 ATTACHMENTS: Description Minutes of August 16, 2016 Type Minutes

2 WASHINGTON COUNTY EXECUTIVE COMMITTEE Courthouse Government Center August 16, 2016 West Bend, WI 7:00 a.m. Present: Michael Bassill, John Bulawa, Kristine Deiss, Rick Gundrum, Donald Kriefall, and Timothy Michalak. Excused: Mark McCune. Also Present: County Administrator Joshua Schoemann, Administrative Services Director Jamie Ludovic, Administrative Intern Jack Rettler, Convention and Visitors Bureau Executive Director Elaine Motl, County Attorney Kim Nass, County Clerk Brenda Jaszewski, Finance Director Margaret Hamers, Assistant Finance Director Aaron Dahl, Sheriff Dale Schmidt, Supervisor Roger Kist, and Chief Deputy Clerk Linda Doro. Chairperson Gundrum called the meeting to order and read the Affidavit of Posting, followed by the Pledge of Allegiance. CONSENT AGENDA Minutes of July 19, 2016 Priority Based Budgeting Report Appointment: Human Services Committee, Todd White, unexpired three-year term, 9/13/16-4/16/19 Moved by Mr. Michalak, seconded by Mr. Bulawa to approve the minutes and accept the report and appointment in the consent agenda. Motion carried. DISCUSSION ITEMS On-Site Health Clinic Update Mr. Schoemann reported the On-site/Near-site clinic will be a joint venture between Washington County and the City of West Bend. QuadMed is being recommended as the County's onsite clinic provider. The On-site/Near-site team is currently reviewing location options including existing space within the County and City, leasing space, buying space or a building. Highway 60 Reliever Route Update Mr. Schoemann reported three route options are being proposed and will be considered by the Public Works Committee on Wednesday, August 24, 2016, at 7:00 a.m. Irish Delegation Mr. Gundrum reported a delegation from Galway, Ireland will be visiting Washington County on Friday, August 19, The delegation will tour Erin Hills Golf Course, Holy Hill, and Glacier Hills County Park. PACE Program Mr. Gundrum reported he has appointed Mark McCune to serve as Washington County's representative on the PACE Consortium.

3 Executive Committee August 16, 2016 Page 2 of Budget Calendar The 2017 budget timeline was presented Budget Request for Financial Support - Convention & Visitors Bureau The Convention and Visitors Bureau request for 2017 financial support was presented Budget - Administration Ms. Ludovic presented the Administration budget request for Budget - County Attorney Ms. Nass presented the County Attorney budget request for Budget - County Board Mr. Gundrum presented the County Board budget request for ANNUAL REPORTS Ms. Motl presented the Convention and Visitors Bureau Annual Report. NEXT MEETING DATE The Executive Committee will meet on Tuesday, September 20, 2016, at 7:00 a.m. for its regular meeting and Thursday, October 6, 2016, at 7:00 a.m. to review the 2017 County budget. ADJOURNMENT Chairperson Gundrum adjourned the meeting at 7:48 a.m. Brenda J. Jaszewski, County Clerk

4 ATTACHMENTS: Description WCA 2016 Convention Resolutions Type Backup Material

83 ATTACHMENTS: Description Amend CIP Plan - Computer Room Air Conditioning project Amend CIP Plan - Computer Room Air Conditioning project Type Report Resolution

84 ADMINISTRATION DEPARTMENT Joshua Schoemann, County Administrator 432 E. Washington St. West Bend, WI Phone (262) FAX (262) WI COMMITTEE REPORT To: From: Executive Committee Jamie Ludovic, Administrative Services Director Date: 20 September 2016 RE: Amend Capital Improvement Plan Computer Room Air Conditioning Project POLICY QUESTION: Should the County Board amend the Capital Improvement Plan (CIP) to use excess funds from the Demolition Project to fund the 2016 Computer Room Air Conditioning (CRAC) Project? DISCUSSION: The computer room air conditioning unit is the sole cooling source for the primary computer/server room for the County. The existing unit is just large enough to cool the room. On very warm days, it struggles to keep up. Modern units are available with built in redundancy to assure cooling operations continue if one cooling circuit fails. The CIP currently includes $62,500. The bid came in at $72,740. Staff recommends using leftover funds from the demolition project to cover the difference. COST: The resolution shifts an amount not to exceed $14,000 from the demolition project to the CRAC project. ATTACHMENTS: Resolution amending the CIP for the computer room air conditioning project RECOMMENDATION: Motion to approve amending the Capital Improvement Plan to include an amount not to exceed $14,000 for the 2016 CRAC Project in addition to the already budgeted $63,000, to be funded from unused funds designated for the Annex II and Senior Center Demolition Project.

85 WASHINGTON COUNTY, WISCONSIN Date of enactment: Date of publication: 2016 RESOLUTION Amend Capital Improvement Plan Computer Room Air Conditioning Project WHEREAS, since the imposition of a county sales and use tax, Washington County has developed and approved annual Capital Improvement Program budgets and 5 year plans; and WHEREAS, the 2016 sales tax revenue is estimated at $10.55 million. WHEREAS, an amount of $63,000 was identified in the Capital Improvement Plan for use in 2016 for the Computer Room Air Conditioning ("CRAC") Project; and WHEREAS, the bid for the CRAC Project is approximately $10,240 more than the amount budgeted and additional funding is needed; and WHEREAS, in addition, a contingency of $3,760 for flexibility of unforeseen issues is being requested; and WHEREAS, an amount of $420,000 was moved from the 2017 Capital Improvement Plan and approved in the Capital Improvement Plan for use in 2016 for the Annex II and Senior Center Demolition Project; and WHEREAS, total expenditures for the Annex II and Senior Center Demolition Project are approximately $100,000 less than the amount budgeted; NOW, THEREFORE, BE IT RESOLVED by the Washington County Board of Supervisors that the Capital Improvement Plan is hereby amended to include an amount not to exceed $14,000 for the 2016 CRAC Project in addition to the already allocated $63,000, to be funded from unused funds designated for the Annex II and Senior Center Demolition Project. BE IT FURTHER RESOLVED that the funding includes a $3,760 contingency to be utilized only upon the approval of the County Administrator. BE IT FURTHER RESOLVED that the County Board Chairperson and County Clerk are authorized to execute the necessary contracts, subject to review and approval of the County Attorney's Office. VOTE REQUIREMENT FOR PASSAGE: 2/3 of the members elect Page 1 of 2

86 RESOLUTION SUMMARY: Resolution authorizing an amendment to the Capital Improvement Plan to use excess funds from the Annex II and Senior Center Demolition Project to fund the 2016 CRAC Project APPROVED: Kimberly A. Nass, County Attorney Dated Considered Adopted Ayes Noes Absent Voice Vote Introduced by members of the EXECUTIVE COMMITTEE as filed with the County Clerk. Richard P. Gundrum, Chairperson (This amendment to the Capital Improvement Plan (CIP) to designate an additional $14,000 to the CRAC project has no net impact on budgeted expenditures. Any unspent amounts will be returned to the CIP and sales tax fund.) Page 2 of 2

87 ATTACHMENTS: Description County Administrator's 2016 Goals Type Backup Material

88 Complete and Implement Priority Based Budgeting (PBB) o In an age of tax levy freezes and continued flat or reduced State Aids, establishing and funding to specific program priorities is key to financial sustainability. Additionally, given the $1.5 million budget deficit in 2016, tools such as this will be essential to discontinue this long held practice. o Success will be defined in 2016 by having a fully functional Fiscal Health Tool and Resource Alignment Diagnostic Tool. Success will be further defined in 2016 by utilization of both tools by the Executive Committee as part of the 2017 Budget process. Health Insurance Fund Revitalization o Given the financial limitations of the County budget, the skyrocketing costs of health care are putting additional pressure on our ability to fiscally maintain a Well Governed and Administered County, further jeopardizing our ability to achieve all of our results and priorities. In 2016 we must provide an array of options for Administrative Committee or County Board to consider on ways to mitigate costs in this area, while also providing a quality benefit to staff. o Success will be measured by 2016 by the number of cost saving solutions recommended and/or implemented by the Administrative Committee or County Board. (In future years this goal can be measured by cost savings, however such savings are not likely to be realized until several years after implementation). Reinvigorate Hartford Reliever Route Project o Given the County s high priority on Safe and Secure Community, Economic Growth and Vitality and Effective Mobility and Reliable Infrastructure it is a good time to resurrect this significant project which was largely dropped after In order to make STH 60, the main thoroughfare in Hartford, a safe and vibrant residential and commercial area, and in order to provide an effective truck transportation alternative to continue to promote positive industrial economic development in Hartford, this project is important to our County s future. o In 2016 success will be measured by determining the most effective route to be utilized, and proposing funding for the proper planning and designing of the project.

89 Intergovernmental Cooperation o Again, as we struggle with tax levy freezes, continued flat or reduced State Aids, and the $1.5 million budget deficit in 2016, finding a way to provide effective services to our citizens in an economical manner is an essential component of achieving a Well Governed and Administered County. Furthermore, doing so will also ensure that the County s results can be achieved despite ongoing financial pressures. o Success will be defined in 2016 by identifying and recommending at least one complete proposal for shared or merged services with either a public or private partner. Success will be further defined by presenting a proposal(s) which will reduce spending through the shared service(s) by at least $50,000. Revitalize CIP/Budget o Providing effective communication and fostering transparency are essential to a Well Governed and Administered County. This especially relates to the two largest policy documents that the County Board approves each and every year. Although today both of these documents are very difficult to read and even harder to comprehend, making them readable and understandable is crucial to achieve our desired result. o Success in 2016 will be measured by completion and publication of a first version of a newly formatted CIP and Budget document. (In the next four years the goal will be to have both documents eligible for GFOA awards). 5 Year Financial Plan o Although budgeting is an essential function of a Well Governed and Administered County, our traditional annual budget is only a snapshot in time providing just enough information for us to focus on policy for 4-6 months before having to shift focus to budget again. Although the statutory annual budget process will always need to be followed, the development of a 5 year financial plan in cooperation with Priority Based Budgeting will provide for a more comprehensive and strategic approach to managing taxpayer dollars for the long-term. o Success in 2016 will leverage the new Fiscal Health Tool to develop five (5) year forecast, and a plan to eliminate the current $1.3 million budget deficit. This information will then be utilized to develop a county government performance dashboard.

90 LEAD Training o Over the course of the past 30 months the County has experienced a high degree of turnover, including significant changes in leadership and mid-level management. This turn of events creates both significant challenges and unique opportunities for organizational repositioning. In an effort to properly mold these new leaders and guide this organizational repositioning, aimed at achieving the result of Well Governed and Administered County, we will implement a twelve (12) session leadership curriculum. o Success in 2016 will be measured by initiating at least 25% of all mid-level managers and all Department Heads by 31 December The ultimate goal will be to get all mid-level managers and Department Heads through the curriculum by 31 December Additionally, all new hires and aspiring mid-level managers will be enrolled in future years. o Success will also be measured by the inclusion of a cross-training session incorporated into the curriculum with all LEAD classes. Reposition Information Services and establish a new accountability structure for centralized decision making throughout the County, ensuring a Well Governed and Administered County, by January 1, o Develop a technology plan for the County that includes setting countywide priorities and addresses County direction as it relates to technology infrastructure and the role of County staff in the provision/security of application delivery. o Reevaluate and recommend strategies to budget for and fund information services in the County by July 1, 2016.

Courthouse - Government Center September 2, Present: Dawn Eyre, Raymond Heidtke, Robert Milich, Gerald Schulz, and Daniel Stoffel.

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