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HomeMy WebLinkAboutFinance 04-29-08 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Tuesday April 29, 2008 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin I CALL TO ORDER — Convener of Meeting: Supervisor Standafer ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: To Be Determined APPROVAL OF MINUTES OF PREVIOUS MEETINGS: April 8, 2008 OLD AND NEW BUSINESS: 1. Election of Officers a. Chair b. Vice Chair c. Secretary 2. Review of Vouchers 3. Treasurer Report a. Bank Reconciliation 4. Clerk of Court a. Report on Department Activity 5. Information Technology a. Report on Department Activity 6. Building Services Report a. 4th Judge Area Remodeling Project b. Geothermal Project Update c. Water Softener Replacement d. Custodian Hiring Status 7. Finance Director Report a. Financial Reports b. Intern Option c. Borrowing Options d. Funding Source for Building Security Improvements 8. Risk Management Report a. Safety and Security Report 9. Human Resources report a. Closed session per WI Stat. 19.85 (1) a to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Reconvene into open session. b. Department Activities Report 10. Administrative Coordinator Report a. Lake Mallalieau Dam Agreement b. 2009 Budget Issues and Schedule c. Department Mission Statements and Business Responsibilities d. Capital Outlay Planning 11. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session 12. Economic Development Corporation Activities Report ** ADJOURN (Items may be taken in different order) * *Additions /Changes /Corrections Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 4:45 PM 4/23/2008 Official — approved 5115108 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Tuesday April 29, 2008 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER — Convener of Meeting: Supervisor Standafer The meeting was convened by Supervisor Standafer at 8:30 a.m. ROLL CALL Present: Standafer, Malick, Wentz, Norton - Bouman, Sather Staff Present: Whiting, Funk, Pietrick, Timmerman, Boron, Tobin, Meyer, Needham Others: Speer, Rebholz ADOPTION OF AGENDA The agenda was adopted as presented. DATE OF NEXT MEETING: The Committee agreed to have the next meeting on Thursday, May 15, 2008 at 8:30 a.m. in the Government Center. Succeeding meetings would be as previously scheduled either on the first or second Thursday of the month, depending on the County Board meeting date. APPROVAL OF MINUTES OF PREVIOUS MEETINGS: April 8, 2008 Motion by Malick, seconded by Wentz to approve the Finance Committee meeting minutes of April 8, 2009, passed unanimously. OLD AND NEW BUSINESS: 1. Election of Officers a. Chair Supervisor Standafer called for nominations for Committee Chair. Motion by Wentz to nominate Daryl Standafer for Committee Chair. Motion by Malick to close nominations and cast a unanimous ballot for Standafer as Chair, passed unanimously. b. Vice Chair Chairman Standafer called for nominations for Committee Vice Chair. Motion by Norton - Bauman to nominate Esther Wentz for Committee Vice Chair. Motion by Malick to close nominations and cast a unanimous ballot for Wentz as Vice Chair, passed unanimously. c. Secretary Chairman Standafer called for nominations for Committee Secretary. Motion by Malick to nominate Sharon Norton - Bauman for Committee Secretary. Motion by Sather to close nominations and cast a unanimous ballot for Norton - Bauman as Secretary, passed unanimously. 2. Review of Vouchers The Committee had been provided with a pdf copy of the vouchers. Chairman Standafer opened discussion on the Committee's preferences for reviewing vouchers. Agreed by consensus to provide committee members a pdf copy of vouchers with committee members taking turns by alphabetical order to report to the Committee each month, except the Chair will not review vouchers unless the reviewing member cannot report, then the Chair will fill in. 3. Treasurer Report a. Bank Reconciliation Treasurer Slind reviewed the bank reconciliation report. Motion by Malick, seconded by Wentz to approve the bank reconciliation report as presented, passed unanimously. 4. Information Technology a. Report on Department Activity IT Director Boron reported on his department's activities including the installation of the server area network device, an email archive system, improvements to the computer presentation equipment in the County Board Room, remodeling of the department space and an internet filter. Discussion about email retention and storage, and related policies. Timmerman and Boron are to study and develop policy options for email retention. Malick suggested developing plans to allow the County Board room to be partitioned into smaller meeting rooms. 5. Building Services Report a. 4`" Judge Area Remodeling Project Building Services Director Tobin reported on plans for remodeling the Probate and Judicial Assistants offices in preparation for the fourth judge this summer, including additional security improvements. Judge Needham concurred with the plans. The total projected cost is approximately $8,500, of which approximately $6,400 is not currently budgeted. Motion by Malick, seconded by Wentz to pay for the office improvements from the Contingency Fund. Discussion. Motion by Sather, seconded by Norton - Bauman to amend the motion to not exceed $6,400 in remodeling costs, passed unanimously. Amended motion to pay for office improvements from the Contingency Fund, not to exceed $6,400, passed unanimously. Malick noted this is four times the original estimate due to the security enhancements. b. Geothermal Project Update Tobin reported the City of Hudson is requiring a DNR permit to drill a test bore despite the DNR not requiring one. Discussion. The contractor is to follow up on the permit for the project. c. Water Softener Replacement Tobin reported on the Government Center's failing water softeners. He has obtained quotes ranging between $22,000 and $36,000 and will report back to the Committee at a later date. d. Custodian Hiring Status Tobin reported on the hiring status of a new custodian. He has received 48 applications and plans to interview in the next week. 6. Finance Director Report a. Financial Reports Finance Director Pietrick reviewed the financial reports. b. Intern Option Pietrick reviewed work needs and her consideration of utilizing an accounting intern. c. Borrowing Options • Pietrick reviewed the amounts planned for borrowing for capital projects in 2008. The state trust fund loan program is again a likely option. Bonding is also an option however issuance costs and rising rates make for a more costly option. d. Funding Source for Building Security Improvements Pietrick noted the Board's approval of approximately $60,000 of security improvements to the Government Center and $28,000 of security improvements to the HHS facilities in New Richmond. No funding source had been determined in the Board's action. Motion by Sather, seconded by Wentz to pay for the approximately $88,000 of security improvements from the Contingency Fund. Discussion. Options other than the Contingency Fund were reviewed. Motion passed unanimously. 12. Economic Development Corporation Activities Report Economic Development Director Bill Rubin introduced EDC members Trudy Poppenhagen and Jeremy Price. They reviewed the activities of the EDC including legislative lobbying efforts, revolving loan use and business activity around the County. Funding was reviewed. Malick noted his interest in job creation for residents currently commuting to the Twin Cities. 4. Clerk of Court a. Report on Department Activity Clerk of Court Meyer reported on her department's activities including the number of foreclosures, fines and collections, and collections options. 8. Risk Management Report a. Safety and Security Report Risk Manager Ziliak reported on training she and Mike Winberg of the Sheriff's Department have been doing on building lockdown procedures. 108 employees have participated in the sessions to date. Of the Board approved security improvements, the desktop security software options are still be looked at although no other venders have been found so far. 7. Human Resources report a. Closed session per WI Stat. 19.85 (1) a to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Reconvene into open session. Motion by Wentz, seconded by Malick to go into closed session per WI Stat. 19.85 (1) to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Roll call vote showed all in favor. The meeting went into closed session at 10:52 a.m. Present in closed session in addition to all Committee members were Whiting, Timmerman, Funk and Rebholz. Motion by Norton - Bauman, second by Wentz to reconvene into open session, passed unanimously. The Committee reconvened in open session at 11:32 a.m. b. Department Activities Report Human Resources Administrator Funk was to report on department activities, but had to leave for an appointment. Administrative Coordinator Whiting and the Committee reviewed some human resources department activities, including the status of union contract action, the Springsted position description and pointing system, employee orientation and policy development, the personnel handbook revision and the status of the yet to filled administrative assistant position in Human Resources. This position had been filled by in a union posting, and then vacated by the employee within the ten day allowance per contract. The vacancy has been advertised and applications reviewed. An initial interview had been done, but not yet a second interview or a hiring. The Committee discussed options to hiring, including not hiring or hiring part time. County budget concerns were noted. Work load and the department ability to address additional human resources issues were discussed. The discussion concluded with a majority consensus to proceed with the hiring of the position. 8. Administrative Coordinator Report a. Lake Mallalieu Dam Agreement Chairman Standafer reported on the prior evening's meeting of the Intergovernmental Advisory Council's discussion of the Lake Mallalieu Dam agreement. A rolling three year agreement for dam maintenance had been proposed by the City of Hudson and will be further reviewed at a future meeting. b. 2009 Budget Issues and Schedule c. Department Mission Statements and Business Responsibilities d. Capital Outlay Planning Whiting and Pietrick reviewed the projected 2009 budget issues and the schedule for developing the budget. The schedule moves the process up in time one month from previous years. Department mission statements and business responsibilities under the Finance Committee were handed out for review, as were the initial projected capital outlay plans for participating departments. Whiting noted all department heads have been instructed to share these with their parent committees and modify as needed by the June department head meeting. 11. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session The Committee reviewed the initial draft results of the April 21 Board goal setting meeting. It was noted that where measureable progress is to be made towards the identified goals that the current starting point or measurement should be benchmarked immediately in order to show progress in future. There being no further business, the meeting was adjourned at 1:13 p.m. Respectfully submitted, Sharon Norton - Bauman Secretary Chuck Whiting, Recording Secretary > O, r 7" G O b Q M cz c. 00 ti O M ccl O M O [� O N M Gr � O vj N O O O O M O N O O ON M O M EZ O '7 U O I c 00 Q O cn N M ON �¢ N N N ON O ct CO l O M X O O "t O 00 «Y O O o0 O N rq ON 0 00 0 �, M O K1 r- � --� O - 00 N ON O 00 l- M 01 M M V) O t` �"i 2y O -"' W) �o _y N I� 0 0 O a\ M O r` O v'^ N O cr') � O � M I O\ M� '--� N 0\ N --+ - --. O h � v') C/7 O x 00 N Z 00 ° Gt. 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