HomeMy WebLinkAboutFinance 07-03-08 NOTICE OF COMMITTEE MEETING AND AGENDA
ST. CROIX COUNTY
FINANCE COMMITTEE
DATE AND TIME: Thursday July 3, 2008 — 8:30 A.M.
LOCATION: Room 1281, St. Croix County Government Center,
1101 Carmichael Road Hudson, Wisconsin
CALL TO ORDER
ROLL CALL
ADOPTION OF AGENDA
DATE OF NEXT MEETING: August 7, 2008
APPROVAL OF MINUTES OF PREVIOUS MEETINGS: June 5, 2008
OLD AND NEW BUSINESS:
1. Review of Vouchers
2. Treasurer Report
a. Monthly Reconciliation
3. Clerk of Court
a. Update on Collections
b. Installation of and Payment for Additional Speakers in the Courtrooms **
4. Circuit Court
a. Introduction of New Judge
b. Hearing Room Rental Fees
C. Courts Secure Holding Area
5. Human Resources report
a. Nurse Practitioner Position Wage Grade
b. Department Mission Statement and Business Responsibilities
c. Harassment policy
d. Performance Evaluation Form
e. Review of Retirement Health Saving (RHS) Plan Option **
f. Closed session pursuant to Wis. Stats. § 19.85(1)(f) for preliminary consideration of a
specific personnel problem which, if discussed in public, would be likely to have a
substantial adverse effect upon the reputation of the person involved in such problem **
6. Building Services Report
a. Geothermal Heating/Cooling System Project for Government Center
b. Government Center HVAC Choices, Timelines and Cost Estimates
c. Government Center Roof Choices, Timelines and Cost Estimates
d. Government Center Courtroom # 2 Issues
e. Update on HHS Buildings Roof Repairs
f. Update on HHS Building Foundation, Windows and Drainage
g. Update on HHS Water Tower Issues
h. Request from St. Croix Industries regarding Custodial Work
i. ADRC Office Expansion Option
7. Finance Director Report
a. Financial Reports
b. Resolution Designating Official to Declare Official Intent
c. New IRS Mileage Rate
8. Corporation Counsel Report
Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning
preceding a County Board uweiiW.
12:32 PM 6/30/2008
a. Authorization to Exceed Room Rate for State Child Support Conference
9. Risk Management Report
a. Safety and Security Report
10. Administrative Coordinator Report
a. 2009 Budget Issues
b. Interim Budget Steps Continued
i. Review of department revenues and expenses
ii. 2008 budget actions relative to carryover for 2009 budget
ill. Discussion of hiring and purchasing freezes
c. Emerald Tower Disposition
d. Department Mission Statement and Business Responsibilities
11. Momentum West Presentation — Mike Armstrong 10:00 a.m.
12. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session
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
�W i .a'.County Board meeting.
12:32 PM 6/30/2008
MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE
JULY 3 2008
Official — approved July 22, 2008
Meeting called to order by Chair Standafer at 8:30 a.m.
MEMBERS PRESENT: Present: Daryl Standafer, Esther Wentz, Clarence Malick, Sharon
Norton - Bauman, and Lorin Sather. Absent: None
OTHERS PRESENT: Administrative Coordinator Chuck Whiting, Corporation Counsel
Greg Timmerman (joined at 8:45), Finance Director Michelle
Pietrick, Human Resource Administrator Tammy Funk, Building
Director Art Tobin, Human Resource Assistant Amy Sabelko,
Howard Cameron, Lori Meyer, Sheriff Dennis Hillstead, Judge Scott
Needham, Director Health & Human Services Fred Johnson, County
Chair Roger Rebholz, Mike Armstrong, Dale Jorgenson St. Croix
Corp., Bill Rubin EDC, ADRC Manager Brad Beckman, Renea
Aeschliman. Mental Health/AODA Coordinator Ron Kiesler and Social Work
Coordinator Kathy Dunlap. Media: Judy Wiff,
ADOPTION OF AGENDA: Motion by Wentz, 2 by Norton -Bauman to adopt the agenda.
Motion carried unanimously.
DATE OF NEXT MEETING: August 7, 2008 at 8:30 AM.
APPROVAL OF MINUTES FROM PREVIOUS MEETING:
Motion by Malick, 2nd by Sather to approve the June 5"' meeting minutes. Motion carried unanimously.
OLD AND NEW BUSINESS:
I. Review of Vouchers
Norton- Bauman reviewed the vouchers for June. Sather will review the vouchers for July.
2. Treasurer Report
a) Monthly Reconciliation — Received and reviewed Treasurer's report for the month of May.
3. Clerk of Court
a) Update on Collections
Meyer reported that trial collections project has moved forward and updates are being provided
quarterly. Meyer stated they have collected approximately $67,000 through the end of May, there
is $124,000 outstanding and payments continue to come in on the outstanding items. In addition
$2,000 has been raised due to the charges to set up a payment plan.
Malick stated that we should share the report with the full County Board and asked that it get
included in the mail to them. Malick asked if the Clerk of Courts was able to keep up with the
current case demand and Meyer said that there are 4 employees available to keep up with the
defendants, and this is currently working well.
4. Circuit Court
a) Introduction of New Judge — Howard Cameron — to Branch 4.
b) Hearing Room Rental Fees — The room is used by the Family Court Commissioner. Malick
moved to raise fees effective August 1S to $40 for %2 day & $80 for full day. Wentz 2nd the
motion. Pietrick reported that the County has received 2 rental checks this year. Motion carried
unanimously.
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i
c) Courts Secure Holding Area
Hillstead reported that there are issues regarding the ability to move inmates through if there is a
trial in session and had spoken with Meyer to determine if the County could do video conferencing
as a possibility. Renovation of the jail to secure prisoner transit would be about $14,573 plus an
additional $7,000 to the Courtrooms. $15,000 cost is for the video conferencing equipment &
wiring. Malick moved to approve that $15,000 for video conferencing equipment from jail
assessment fees be used for modifications and $7,000 for courtrooms in Lori Myer's budget,
second by Sather. Motion carried unanimously.
There is a minimum cost of $500 - $600 to move the benches from Judge Needham's courtroom.
If covered in the building and maintenance budget the moving of the benches can be done for
$500. Approved by consensus.
Malick asked about the speakers so that the judge can hear during the court sessions. Wentz
moved that we approve this in concept and then seek additional bids left to the discretion of Tobin
for $4,048 second by Sather to get speakers set up in all 4 courtrooms; this includes speakers,
wiring and installation. This would be taken from Circuit Court budget and Tobin will get 2 more
bids. Motion carried unanimously.
5. Human Resources report
a) Nurse Practitioner Position Wage Grade
Mental Health/AODA Coordinator Ron Kiesler and Social Work Coordinator Kathy Dunlap presented a plan to
create a nurse practitioner position to replace two current contracted staff. Johnson and Funk
spoke to the difficulty finding Nurse Practitioners and Nurses in general because of pay and
benefit issues. Wentz moved to change the Nurse Practitioner position to a grade 10, 2nd by
Malick. Funk will continue recruitment efforts. Motion carried unanimously.
b) Department Mission Statement and Business Responsibilities — Changes were noted changing
Personnel to Human Resources, Lewis' position to full -time and adding Sabelko's position.
Group acknowledged and accepted mission statement with changes.
c) Harassment policy — Malick noticed that bullying was not included and would like to see that
added; would also like to see demeaning behavior added. Malick moved to approve with
modifications, 2nd by Wentz. Motion carried unanimously.
d) Performance Evaluation Form — This committee liked the report and approved its use with
department head approvals.
e) Retirement Health Savings Plan (RHS) option — A RHS plan allows employees to transfer
unused sick leave balance at retirement into their own a tax free account. Funk and Whiting spoke
to the RHS being tentatively accepted by the AFSCME groups and that the option should be
extended to the non - represented employees.
f) Closed session pursuant to Wis. Stats. & 19.85(1) (f) for preliminary consideration of a specific
personnel problem which, if discussed in public, would likely have a substantial adverse effect
upon the reputation of the person involved in such problem.
Motion made by Sather, 2 by Norton - Bauman. Roll call vote was 4 — 1 with Standafer voting
no, session began at 12:50 PM. Funk, Whiting and Timmerman were asked to stay by Standafer.
Timmerman asked to be excused because he did not feel he would add anything objective to the
discussion. Excused by Standafer. Motion made by Sather to come out of closed session, 2nd by
Wentz Closed session ended at 1:17 p.m. and the meeting reconvened into open session.
6. Building Services Report
Geothermal Heating/Cooling System Project for Government Center
a) Tobin presented the KFI Estimate at approximately $lmillion which included the electrical
equipment, miscellaneous design and detail, construction fees, installation fees and
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contingencies. He noted a back up generator cost of an additional $500,000, totaling $2.2 to
$2.3 million.
b) Government Center HVAC Choices, Timelines and Cost Estimates — Tobin reported on two
option, Option A being the replacement of a chiller with two Trane system units for
$171,000, and a 20 year life span with the ability to cycle the chillers at a cost of
approximately $1,706,000. Option B is $1.7 million with scheduled maintenance every 5
years with an ice/ thermal storage option.
Standafer asked what the annual operating costs would be with either one of the systems.
Tobin indicated that yearly operating costs for geothermal would be $45,000; high
efficiency boilers would be $66,500. Tobin also reported that Excel's energy cost could see
a 29% increase in electrical charges. According to the Corporation Counsel department the
County would possibly be able to apply for $70,000 for additional energy study dollars.
Tobin requested 2.1 to 2.2 million for a new heating/cooling system and roof for the
Government Center.
There are two water to water heat pumps scheduled for the Government Center building
with the geothermal option. The cost would be approximately $160,000 to replace a pump.
With KFI's estimated start date of August l KFI predicts a fully operational plan by July
1, 2009. The Trane system has a 5 month time period for installation to completion.
Tobin's recommendation is to go with ice /thermal storage. Tobin requested that the
Committee move ahead with putting $2,000,000 in the budget and would like to ask for a
special meeting to bring in both technical teams so the Committee members would be able
to ask as many questions as they want. Standafer asked about the possibility of adding on to
this building and whether or not there would be a problem with one system or the other.
Tobin responded that if the chiller system is used, additional stage could be easily added for
a possible addition to the building. Geothermal would require an additional well field of
450/250. Therefore, the chiller system would be better when looking at the purpose of
additions to the building.
Malick recommended that the Committee meet with KFI at the next meeting and they can
discuss this with their representatives. Tobin will get this set up. Tobin is also going to see
if they will provide operational cost estimates into the future. Timmerman asked whether or
not there was a problem with the City and the wells to be drilled for geothermal or has this
been taken care of Tobin stated that since the State got involved this issue has been taken
care of; the issue was primarily with the bore well.
c) Government Center Roof Choices, Timelines and Cost Estimates
Tobin reviewed issues with the Government Center building roof. There is no warranty on
the roof. He reviewed estimates for repair. The first Rainbow Carlson out of the Twin
Cities, provided an estimate of the same type of roof currently on the building for $226,563
with a 10 year warranty. The second, from Derrick Construction for 40 mill membrane
surface mechanically fastened non - ballasted roof system for approximately $457,148 with
insulation or $394,469 without insulation and a 15 year warranty. Rebates from Focus on
Energy maybe an option as well. The third are two Fischer roof system options, one with a
25 year warranty, but not additional insulation for an 80 mill roof for $494,328. The other a
50 mill roof for $404,029 with 15 year warranty. Standafer asked what Tobin's professional
7/22/2008
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opinion would be. Tobin suggested that the County put on the Fischer roof at 80 mills, with
insulation and a 25 year warranty. Tobin would also be willing to go with the Derrick
system with insulation for $457,148. Norton -Bauman requested what the additional cost
would be if Fischer included insulation. Tobin will bring the remaining information to the
Committee at their next meeting along with what rebates the County may be able to get.
d) Government Center Courtroom # 2 Issues — Listed under #4 (Circuit Court above)
e) Update on HHS Buildings Roof Repairs
Tobin has not been able to get anyone to look at the roof because of the hail damage. The
County's insurance covers roof replacement after a $15,000 deductible. There is damage to
the HHS building and the Highway department. Repair expense to the HHS roof will be
$172,551.
fl Update on HHS Building Foundation, Windows and Drainage
Expenses to repair the building were presented at $255,000. Tobin reviewed his projections
to repair the HHS buildings. Tobin is recommending that the Committee approve $70,000
for improvements plus $5,600 for gutters that are already in process.
Motion by Malick to move this forward to be taken from contingency fund for a total not to
exceed $74,000, 2 nd by Wentz. Standafer stated that he does not believe that this building
warrants capitol improvements, yet he does want employees to work in a safe environment.
Tobin stated that he is looking at the most important issues to improve the building for
safety purposes only. Whiting stated that the County has to make a decision on what they
are going to do with the Nursing Home so that they can determine what to do with the
Health & Human Services building. Tobin and Whiting have also talked about the Baldwin
building.
Fred Johnson stated that the Health & Human Services Committee did send a request to the
County Board regarding the building of a new Nursing Home which will be discussed at the
July Board meeting. Johnson indicated that he would be reluctant to put money into the
current HHS building at this time due to its structure and that other options can be looked
into. He said approximately $50,000 a year is lost on productivity and expense because
employees are traveling back and forth between the Government Center and New
Richmond. After further discussion on options Malick moved to table this discussion until
the next meeting, 2 nd by Wentz. Motion carried unanimously.
g) Update on HHS Water Tower Issues
Tobin reported he had moved ahead with Short, Elliott & Hendrickson (SEH) after reducing
the scope of work and its cost to $8,550. Motion by Sather to move the project forward, not
to exceed $8,550 to be taken from contingency fund, 2 nd by Malick. Motion carried
unanimously.
h) Request from St. Croix Industries regarding Custodial Work
Tobin reviewed manpower and management issues involved in his department overseeing
custodial work at St. Croix Industries (SCI). Committee decided it is not ready to move
forward with this at this time.
i) ADRC Office Expansion Option
Request was made to Tobin by Johnson and reviewed by the Committee to fully move the
ADRC into the Department on Aging and adjoined vacated IT storage space. Estimated
remodeling is approximately $70,000 including furniture Johnson stated that the County
could get about $40,000 in 2008 from the State to assist with these expenses. No action was
taken.
7. Finance Director Report
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4
a) Pietrick distributed financial reports and confirmed operations are within budget through end
of May.
b) Resolution designating Official to Declare Official Intent — Malick moved that this be
recommended to County Board at July meeting, 2 nd by Wentz. Motion carried unanimously.
c) New IRS Mileage Rate — Pietrick reported the IRS has increased the rate to $.585 effective
July 1. Motion to approve the new rate by Malick, 2 nd by Wentz effective July 1. Motion
carried unanimously.
8. Corporation Counsel Report
a) Authorization to Exceed Room Rate for State Child Support Conference
Timmerman reported Heather Wolske will be attending her first Child Support Conference
and asked for authorization to exceed the County's room rate to $90 per night for 3 nights
rather than $62 or total amount of $84 being requested. He noted 60% of this is reimbursed
by Child Support agency. Norton - Bauman moved to approve the request, 2 nd by Sather.
Motion carried 4 to 1. Malick voted no.
9. Risk Management Report
a) Safety and Security Report
Ziliak reported Hudson security cameras will be installed the week of July 15. The Lynx
system desk top notification software system will also arrive by the end of that week. Door
swipes have been ordered at the cost that was requested of $28,600. New Richmond swipes
have been ordered, with a projected installation of the single door public entrance plan by
September 2 Lock down training was done for 155 people in New Richmond in June and
125 people in Hudson in April and May. John Schilz is going to evaluate the safety of the
Highway department.
10. Administrative Coordinator Report
a) 2009 Budget Issues - Whiting reported on staff discussion on optional work weeks/hours if
it saves the County money based on operational expenses. No action taken.
b) Interim Budget Steps Continued — Items were deferred to the next meeting.
i. Review of department revenues and expenses
ii. 2008 budget actions relative to carryover for 2009 budget
iii. Discussion of hiring and purchasing freezes
c) Emerald Tower Disposition — Whiting had nothing new to report.
d) Department Mission Statement and Business Responsibilities — The statement for the
Administration department was accepted by consensus.
Momentum West Presentation — Mike Armstrong of Momentum West met with the
Committee. He reported his organization is composed of 10 counties involved in a regional
approach to economic development issues in west central Wisconsin under a board of directors
made up of 22 individuals and 10 ex- officio Directors. Momentum West is asking for $2,500
from each county.
Malick stated this was added during the County Board goal planning session and moved that
$2,500 be advanced in our budget process for 2009 to Momentum. Motion was 2nd by Sather.
Motion carried unanimously.
11. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session
Discussion was deferred to the next meeting.
Meeting adjourned at 1:21 P.M.
Sharon Norton - Bauman, Secretary
Amy Sabelko, Recording Secretary
7/22/2008
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