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HomeMy WebLinkAboutFinance 12-09-1996ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Robert M. Boche, Chair St. Croix County Board FROM: Donald Brown, Chair COMMITTEE TITLE: FINANCE DATE: December 9, 1996 9:00 A.M. LOCATION: St. Croix County Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: January 9, 1997 ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: 1. Review of Vouchers NEW BUSINESS: 1. Citizen Input 2. Administrative Coordinator's Report 3. Finance Director's Report A. 1995 Audit Report Review B. Dates of Finance and County Board Meeting for 1997 *C. Contingency Fund Transfer Request *D. Line Item Transfer Requests 4. County Clerk Report A. Tax Deed Property Bids 5. Corporation Counsel 6. Safety and Security Team Report 9:15 A.M. 7. Request for Permission to Develop Ski Trails on the Government Center Site 8. Library Resolution - Regarding Disbanding of Library Board *9. Final Report of Library Transition Team *10. Clerk of Court Report CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) DATE: 11/27, 12/5 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments *ADDITIONS/CHANGES/CORRECTIONS FINANCE COMMITTEE Regular Meeting December 9, 1996 Meeting called to order by Chair Brown at 9:00 a.m. Guests and press were welcomed. Members present: Don Brown, John Bradley, Tom O'Connell, Tom Dorsey and Robert Boche. Staff present: Administrative Coordinator John Krizek, Finance Director Rich Loney (excused at 10:15), Corporation Counsel Greg Timmerman, County Clerk Sue Nelson. Others present: Suprs. Jack Dowd, Wm. Krueger and John Mortensen; members of the press. Motion by Bradley, 2nd by Boche and approved to adopt the agenda. Next meeting scheduled for January 9, 1997. Motion by O'Connell, 2nd by Bradley to approve the minutes with the following correction. Strike the sentence "Administration Committee is also checking vouchers for people attending seminars without approval of Committee or County Board Chair." Carried. Vouchers: Brown had reviewed earlier; motion by Dorsey, 2nd by O'Connell to approve payment of vouchers. Carried. Administrative Coordinator: John Krizek reported the labor contract is settled with Law Enforcement which includes 3 o increase for 3 years, $.25 per hour across the board first year and 1/2o the second and third years for buy out of standard plan health insurance. A non -union package will be presented to County Board which offers 2.5o and an average of $.24 per hour across all grids, 3.25% the second and third year plus 1/2o buy out for health insurance. Bradley commented the Law Enforcement agreement totaled 9.75% over three years and was reached in the spirit of cooperation. He credited John Krizek and Personnel Director Debra Kathan for their help in reaching a settlement. Safety and Security Team Report: Team members present were Dave McQuillan, Supr. Wm. Krueger, Lori Meyer, Bruce Brantner and Sue Nelson. Judge Lundell appeared representing both this team and the newly formed Security and Facility team. McQuillan spoke for the team and noted that after struggling for several weeks, the team agreed to use the Courthouse Security Planning book from Justice Planning Associates. This book provided structure and common ground and helped the team quantify safety and security in the Government Center. The score of this facility was 46 which was in the poor category. Our strong point was space weaknesses are in technological and operational aspects such as no intrusion alarms, no method to detect weapons, insufficient number of security guards, no closed circuit cameras. The level of safety has not been determined; it does not necessarily have to be at 100. Some of the team's recommendations have been implemented such as the armored car service and a 1 building intercom system. Krueger commented the county would be well served if the committee met periodically. The Government Center provides a lot of opportunity for emotional disturbances. Chair Brown said the report will be kept under advisement and addressed throughout the year. This Safety and Security team will only meet at the request of Finance. McQuillan stated this report was developed as a team and committee worked as a team. Request for Ski Trails on Government Center Site: Greg Erickson, More 4 Companies, and Dag Selander, City of Hudson employee, appeared to request permission to develop cross country ski trails on county property. Some of the trails in place for hiking and biking would be used and the organization would plant tall grasses and trees. Participants would park at the YMCA and lower level Gov't. Center parking lot. Discussion on future of county owned land and possible sale of some parcels. Motion by O'Connell, 2nd by Bradley to refer this request to Planning, Zoning and Parks Committee for their consideration and recommendation to the Finance Committee. Carried. Finance Director: Rich Loney presented proposed meeting dates for 1997. Committee agreed on dates with the note they are subject to change. Loney referred to the Management Letter in the 1996 Audit from Tracey and Thole. Segregation of duties is not possible in smaller departments. Zoning office only had two deposits in December, 1995. Sheriff's Dept. should require up -front payment for process serving when requested by out-of-state government agencies, law firms, private attorneys or private pay persons. Also recommended the C.L.U.E.S. accounting system be programmed to provide collection reports which reconcile more readily to deposits. Health and Human Services was issued a separate management letter. Loney expressed appreciation to the auditors both at the time of the audit and for their help during the year. Contingency Fund transfer request from Corporation Counsel Greg Timmerman for a new chair for assistant Corporation Counsel. Motion by O'Connell, 2nd by Bradley to approve $450 from Contingency Fund for new chair. Carried. Line Item Transfers: Krizek indicated there would be $1600 to $1900 left in the Administrative Coordinator's budget and requested one of the two computers budgeted for 1997 be purchased this year. Motion by Dorsey, 2nd by O'Connell to purchase one from this year's budget. Carried. Planning Director Dave Fodroczi requested approval for purchase of a FAX machine from remaining money in Planning, Zoning and Tax 0 Lister budgets. Chair Brown said new equipment should be budgeted when budgets are presented. Fodroczi replied there are unanticipated left over monies from staff vacancies so he didn't request FAX equipment in the 1997 budget. Motion by Dorsey, 2nd by O'Connell to allow transfer of lines items for a total of $2095 for purchase of a FAX machine. Roll call vote: Dorsey - yes, O'Connell - yes, Bradley -yes, Boche - yes, Brown - no. Motion carried. Extension office requested line item transfers of $1900 to purchase a new computer for 4-H agent. Motion by Dorsey, 2nd by O'Connell to postpone request until January to obtain more information. Carried. Library Resolution Disbanding Library Services Board: Motion by Boche, 2nd by Bradley to approve this resolution and recommend disbanding the Library Board to County Board. Carried. Library Transition Team: Krizek said minutes have been distributed to Supervisors. Deer Park Librarian Kathy Setter was most helpful and provided some innovative ideas to the committee and municipal librarians. Books by Mail will continue until May and then will be moved to an undetermined site. Present Books by Mail employees will stay on the job. Finance Committee will have to make a decision on the building after May. Consideration could be given to storage because we are running out of storage room here. The zoning office secretary and a bookkeeping position at Health and Human Services was offered to existing library staff. One was not interested because she didn't feel qualified and no response was received from the other. The New Richmond Library will coordinate WISCAT and Inter Library Loan programs. Other libraries, except for Hudson, will purchase these services from New Richmond. Krizek said the committee may need to meet one more time. County Clerk - Tax Deed Bids: Old Mill Road Property, Town of Star Prairie: Bids were received from Phil Dotseth - $5,000 with contingencies of variance for driveway, soil evaluation and set back reduced; Classical Investments - $4,311 with contingencies of driveway, zoning change to Ag. Residential, and certified buildable for single family residence; Steve Constant - $4,010 and adjacent landowner with no contingencies. Motion by Bradley, 2nd by Dorsey to award bid to Steve and Rachel Constant. Carried. Lot 5, City of Glenwood City: Bid received from James Luepke for $2,000 but it was under appraised value of $4,000 so committee could not accept. Motion by Dorsey, 2nd by Boche to reduce appraised value to $3,000 and County Clerk to re -advertise. Carried. 3 The SPA Property, Village of Hammond: Bid from Classical Investments (Patricia Johnson) for $27,151 with contingencies of statement that site has been fully remediated, remove dumpster, and no taxes levied until 1998 payable in 1999. Discussion on taxes and possibly pro -rating them. Motion by Boche, 2nd by Bradley to accept the bid subject to clarification of tax issue by Corporation Counsel. County will do survey and letter is on file from the DNR that the contamination remediation has been completed. Carried. (Following the meeting Timmerman checked with Treasurer Mary Jean Livermore who advised the property must be in the buyer's name by January 1, 1997 in order to be assessed. There is a 30 day time frame to pay the remainder of the purchase price so it would not be due until January 10, 1997, and recorded after that date.) Clerk of Court: Lori Meyer requested $2500 for more shelving for basement storage area because the halls are blocked with boxes. Clerk of Court records have to be kept 75 years, some 60 and some 50 years. Discussion on micro filming and future storage needs. Microfilming is no longer done in county offices. Timmerman and Supr. Mortensen both commented on the growth rate of records due to increasing population in St. Croix Co. Brown asked Corporation Counsel to report on records retention and purging at the January meeting. He also postponed the request for more shelving until next month. Meyer has contracted with a local agency to collect overdue Guardian ad Litem accounts. This agency receives 35% of all collections made. Motio to dj ourn by O'Connell, 2nd by Boche . Meeting adjourned at 11:4 a.m. s 'Connell, Secre ary M