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HomeMy WebLinkAboutFinance 08-07-08 NOTICE OF COMMITTEE MEETING AND AGENDA ' ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday August 7, 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: September 3, 4 and 5 , 2008 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: July 22, 2008 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation b. 2009 Proposed Budget 3. Clerk of Court a. 2009 Proposed Budget 4. Circuit Court a. 2009 Proposed Budget (8:45 a.m.) 5. County Clerk a. 2009 Proposed Budget 6. Information Technology a. 2009 Proposed Budget" 7. Human Resources report a. 2009 Proposed Budget b. AFSCME Contracts Review for Post July 1 Effective Date and County Board Action c_ Retirement Health Saving (RHS) Plan Option Funding in 2009 Budget d. RHS (Article 8 Employee Benefits /PTO /Retirement) e. Flexible Scheduling (Article 5 Employment/Section 6 Flexible Scheduling) f. PTO Multiplier Non -reps g. PTO Donation Application h. Early Retirement Option i. Behavioral Health Unit 4x10 Pilot 6 Month Update 8. Building Services -Report a. 2009 Proposed Budget b. KFI Services Agreement Approval for Chiller/Boiler Replacement Project c. Government Center Reroofing Project Approval (10:00 a.m.) d. ADRC Office Expansion Option (Tabled per 7- 22 -08) e. Status of HHS House Structure f HHS Building Compressor Unit Failure Report" 9. Finance Director Report a. 2007 Audit Report (9:00 a.m.) b. 2009 Proposed Budget c. Initial Financing Resolution for 2008 Projects Borrowing d. Financial Reports Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 8:30 AM 8/4/2008 10. • Corporation Counsel Report ' , a. 2009 Proposed Budget 11. Risk Management Report a. 2009 Proposed Budget b. Safety and Security Report 12. Administrative Coordinator Report a. 2009 Proposed Budget b. 2009 County Budget Considerations i. New Positions ii. Budget Presentations for Board Review c. Review of Employee Health Insurance Premium Policy and Preliminary Discussion of Possible Amendments for Health Reimbursement Account Inclusion d. Review of FSA Annual Lease 13. 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 preceding a County Board meeting. 8:30 AM 8/4/2008 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE August 7, 2008 Official Meeting called to order by convener Standafer at 8:30 a.m. MEMBERS PRESENT: Daryl Standafer, Esther Wentz (left meeting at 3:20), Clarence Malick, Sharon Norton - Bauman, and Lorin Sather. Absent: None OTHERS PRESENT: Administrative Coordinator Chuck Whiting, Corporate Counsel Greg Timmerman (arrived at 8:42), Finance Director Michelle Pietrick, Human Resource Administrator Tammy Funk (arrived at 10:00), Building Director Art Tobin (arrived at 9:36), Human Resource Assistant Amy Sabelko, Clerk of Court Lori Meyer (arrived at 8:45), County Chair Roger Rebholz, Treasurer Cheryl Slind, County Clerk Cindy Campbell, Risk Management Specialist Kristen Ziliak (arrived at 11:30), Director Information Services Tom Boron (arrived at 8:38), Ron Kiesler Behavioral Health, Ericka Nelson Circuit Court (arrived at 8:43), Judges Eric Lundell & Scott Needham (arrived at 8:45), Steve Tracey from Larsen Allen (arrived at 8:50), Media present: Judy Wiff (arrived at 8:55; left at 12:00), Supervisor Bill Cranmer (arrived at 9:38; left at 12:30), Terry Thone from Roof Specialist Inc. (arrived at 9:50). Robert Ashenbrenner from KFI (arrived at 9:53) & Dana Baker Management Systems Specialist (arrived at 11:25). ADOPTION OF AGENDA: Motion by Malick, 2 "d by Wentz to adopt the agenda. Motion carried unanimously. DATE OF NEXT MEETING: September 3, 4 & 5, 2008 at 8:30 AM. APPROVAL OF MINUTES FROM PREVIOUS MEETING: Motion by Wentz, 2 "d by Sather to approve the July 22 "d meeting minutes. Motion carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers Sather reviewed the vouchers and noted nothing to report for the month of July. 2. Treasurer Report a) Monthly Reconciliation Reconciliation reviewed by committee. Motion by Malick to accept report, 2 "d by Wentz. Motion carried unanimously. b) 2009 Proposed Budget To determine the costs that would be incurred if temporary help was cut from her budget, Slind explained that she took the average weekly balance of deposits and based payment processing on a 1 week delay. Standafer asked whether or not the County has considered remote deposit and encouraged Slind to look into this. Motion by Malick to advance preliminary budget into the budget review process, 2 n by Wentz. Motion carried unanimously. 3. Clerk of Court a) 2009 Proposed Budget Meyer explained that the County should receive approximately $45,000 in grants from the State and that court fines and fees should go up. The fines from the State are down from last year. Expense budget should go down approximately 2 %. Feels it is risky but dropping overtime for 1 2009 since there are now 4 judges. Dropping court appointed council by $5,000 which is out of Meyer's control. Other professional services will be increased by $10,000; current amount is over budget for 2008 and out of her control. Transcripts will be decreased for 2009 — coming in under budget for 2008. Added $1,500 for shredding expenses and decreased postage. Motion by Sather to advance preliminary budget into the budget review process, 2 "d by Wentz. Motion carried unanimously. 4. Circuit Court a) 2009 Proposed Budget (8:45 A.M.) Judge Needham explained the Circuit Court budget proposal which includes a photocopier to capitol outlay — current copier is working but does not have a long shelf life. Adjustments to Courtroom 3 are included in the budget such as replacing chairs. Capitol outlay section goes down $3,700 from 2008 to 2009. Drug court staff is requesting approval to attend the national convention in 2009 for staff development. Budget proposal is up about $760 due to this 1 time expense. Question was raised regarding whether or not the addition of a 4`" judge translates to financial efficienciesP Needham explained that it does allow the judges to work on the revenue and collection side of services and keep up with court cases more efficiency. Department still needs law books, photo copies, postage, etc. Postage and photocopying is driven by case load and the increase on the budget shows an increase in processing cases faster with 4 judges. Rather than a 1 year delay in cases being processed through the court system, it may now be 9 months. Needham indicated that the case load continues to grow and with the 4 judicial assistants work is being completed faster. Malick motioned to advance preliminary budget with the exception of striking the copier, 2 "d by Sather. Standafer stated that it is unnecessary to strike the copier at this time until Pietrick and the full board have an opportunity to review. Malick stated that the 5 or 10% reductions were not completed on this budget. Norton - Bauman said that she agreed with Standafer and withhold striking copier until the committee gets to final review process. Motion failed with a vote of 2 — 3 ( Malick & Sather voted for motion). Motion made to advance preliminary budget into the budget review process by Wentz, 2 nd by Norton- Bauman. Motion carried 4 -1; Malick opposed. 5. County Clerk a) 2009 Proposed Budget Campbell completes budgets for County Board, Committees & Commissions, County Clerk, Elections and Legal Publications. Campbell provided options to reduce expenses which could include eliminating or reducing County Board meetings. Standafer suggested using time efficiently and have more than 1 Committee meeting on the same day so that there is only 1 per diem and mileage expense. Campbell asked if data should be sent out to the County Board members and department heads and the committee stated they would like this sent out. Sather also suggested that the County Board members take a decrease in the per diem they receive. If the committee is requesting employees take decreases then we should expect to do the same and set by example. Campbell explained the budget numbers she came up with. County Board proceedings are published in every newspaper and the rates have not changed since Campbell took office. Discussion regarding the official County newspaper and how it is determined, which is alphabetically on a rotation basis. The County is only required to print the County Board proceedings in the official newspaper. Wentz moved to advance preliminary budget into the budget review process, 2 nd by Sather. Motion carried unanimously. 6. Information Technology a) 2009 Proposed Budget Boron explained that 70% of budget is salary and fringe and 17% is software maintenance. Boron reviewed the budget proposal provided as well as options for additional 5% and 10% reductions. What is not reflected in the 2008 budget is $75,000 that was taken from the levy. Boron is reflecting a budget without any capitol expenditures for 2009. To get to a 5% reduction Boron removed Microsoft Exchange 2007 which ties the voice mail and e -mail together. Standafer requested clarification on capitol expenses and Boron explained that the 2 amounts were reflected in the 8000 account numbers on the spreadsheet provided. Standafer asked Boron what would happen if there was a reduction in staff members. Boron explained that projects would not be completed on a timely basis or would have to be dropped completely. In addition, customer service to employees who contact the help desk would fall. Motion made by Wentz to advance preliminary budget into the budget review process, 2 nd by Malick. Motion carried unanimously. Malick asked about the auditor's comments stating that the County should change passwords more often than once a year. Boron stated that this could be done but wouldn't be without problems. When passwords have to be changed more often employees have a tendency to write them down, or they forget them and need to have them reset. This would cause additional work for the IT help desk. 7. Human Resources report a) 2009 Proposed Budget Salaries are less due to the cut of the grade 7 position; did add the Spingsted project when this position was cut and this amount is reflected in the professional services section. In the proposed budget Funk wants to add $5,000 for harassment training which would require purchasing a training program which includes videos, booklets, etc. If required to make the 5% or 10% cuts this could be accomplished by canceling training, cutting the employee picnic and /or employee appreciation banquets. Malick asked about recruitment advertising. Is the County ready to move to Internet advertising and totally online application processing? Whiting indicated that this will get done and move forward. This task falls on Funk & Sabelko to accomplish. Motion by Norton - Bauman to advance preliminary budget into budget review process, 2 " by Wentz. Motion carried unanimously. a) AFSCME Contracts Review for Post July 1 Effective Date and Country Board Action Recommend that the Finance Committee request the County board acknowledge that the contracts were approved subsequent to the July 1" deadline and approve the contract as is, and that the 1% be applied as of July 1. Malick made motion to recommend to the County Board that the County Board officially wave the July 1" deadline, 2 "d by Wentz. Motion carried unanimously. b) Retirement Health Savings (RHS) Plan Option Funding in 2009 Budget Usage of the long -term sick bank will be reflected in the levy amount in 2009 if used for health insurance. If the employee elects the pay out option 50% of the amount goes against the department's budget. The value of the long -term sick bank as of 12/31/2007 was $2 million. There will no longer be a pay out option since the long -term sick bank value amount will now go into the Retirement Health Savings Plan. The unknown factor is how many employees will retire in 2009. Pietrick provided the Committee members with a number of options on how to estimate and fund expenses for this account. Individuals that have a long -term sick bank have an average balance of $11,000. Pietrick would like to create a separate fund for the long -term sick bank and take the money from the unreserved funds to fund it for 2009. In the future the County could charge a per capita fund to each department which would be considered a fringe expense. c) RHS (Article 8 Employee Benefits /PTO /Retirement) Decision was made at the last Finance Committee meeting to provide the same program for non -union employees regarding the elimination of the cash out for the long -term sick bank. This document provides the language for the Personnel Manual. Motion by Malick to adopt new language, 2 "d by Norton - Bauman. Motion carried unanimously. d) Flexible Scheduling (Article 5 Employment/ Section 6 Flexible Scheduling) Funk brought sample language to the committee for approval and explained what changes would be necessary. Standafer suggested that a County wide approval may not be necessary. If changes will be made in department's schedules does the Finance committee want each situation brought to their attention or should the request go to the supervising committee. 3 Malick wants to make sure that the departments are also checking with Building Services and Security. The only time that this committee needs to be brought into the decision is if it affects the entire department /office. Discussion regarding wording and requested a second draft be brought to next meeting in September. e) PTO Multiplier Non -Reps Accrual rates are not changing, the objective is to make the union and non -union employee multipliers the same. Motion by Wentz that we approve the detail multiplier for non -union representatives as well as union employees so they are the same, 2 " by Sather. Motion carried unanimously. This will be approved as of the last payroll date in August. f) PTO Donation Application Funk explained that the person requesting PTO donation does meet the policy qualifications. Standafer asked whether or not this was something that could fall under HIPAA and Funk stated it was. This request does fall within the guidelines and Funk is comfortable making the decision to approve the request. Wentz made a motion to approve this application, 2 "d by Sather. Malick noted that the Finance committee does not need to be included in the decision and we should not have changed the policy. Standafer said that the committee will assist Funk when the decision is questionable. Motion carried 4 — 1 Malick voted no. g) Early Retirement Option Funk provided the committee with 3 different verbiage options for early retirement, explained what each option provided and how they would work. Committee brought forth concerns and discussed wording options. Malick suggested another option that could be provided in 2009. Waiting until 2009 would allow the County the opportunity to see what will happen with the Retirement Health Savings Account before the County provides other retirement incentive options. It was noted that this will not help with the budget process. The Committee will address this issue again on September 17` to determine what could be done. h) Behavioral Health Unit 4X10 Pilot 6 Month Update Process of 4X10 is working very well. This has increased behavioral health hours; staff is now available before 8:00 AM and after 5:00 PM by 50 %. Public is using this service. Still operating 5 days per week, not all active employees are working 4 -10 hour days. Motion by Wentz to continue 4 -10 hour days in the Behavioral Health unit & no longer consider it a pilot program, 2nd by Malick. Sather asked who monitors hours. It was explained that employee hours are monitored by billing reports. Motion carried unanimously. 8. Building Services Report a) 2009 Proposed Budget Tobin provided the core budget to the committee but did not get the 5% & 10% budget proposals put together yet. Committee decided to table his proposal at this time and discuss the full budget proposal at the September meeting. b) KFI Services Agreement Approval for Chiller /Boiler Replacement Project Ashenbrenner from KFI discussed the chiller /boiler replacement project with the committee. The budget amount for the project is $1,750,000 however, could come out under budget; there is a contingency of 5% for this project. KFI will not rebuild the coolers, stated they are in good shape. Standafer asked what a proposed Gantz chart would look like for this project. The timeline KFI and the County are looking at is 6 months. The design phase will be 2 — 3 months and the completion of the project will take another 2 — 3 months. Question was raised regarding the difference between the 2 budget options provided. Ashenbrenner explained that the difference is based on whether we have 1 or 2 chillers, and the design of the chillers. Motion made by Malick to accept the chiller /boiler replacement project and forward it to the County Board Chair for signature, 2 by Wentz. Motion carried unanimously. KFI also discussed an estimate for solar panels at a cost of $450,000 - $460,000 which would result in a savings to the County of around $30,000 per year. In addition there are a number of rebates the County could sign up for; an estimate for the rebates is up to $10,000. The panels 4 would be set at a 30 degree incline and are stationary units. Tobin indicated that the County is also looking at panels that would follow the sun. e) Government Center Re- roofing Project Approval (10:00 A.M.) KFI is recommending a change to the initial project proposal. KFI recommends that the County does not put on a mechanically fastened roof because it is labor intensive and because the current insulation on the roof needs to be torn off. Additional investigation located more wet areas on the roof than anticipated and additional wet insulation than was initially determined. "Rhone from Roof Spec Inc. provided information about the company itself. Roof Spec Inc. is an independent engineering consulting roofing firm that works primarily with clients and their duty is only to the client. Roof Spec will evaluate the current roofing system, come up with a specification design, and are responsible for project management of the roofing system installation. The County's current roof when it was installed had a life span of 10 — 15 years. The rubber membrane that is currently on the roof has a shrinkage factor of 1 — 2 %. Thone explained what happened to the current roof and why the County shouldn't use this type of roofing system again. Thone recommends that the County use an adhesive system which provides a double adhesive process. This process will not allow for shrinkage because it is adhered in 2 places. There is no rock ballast placed on top of this roofing system, it is a white sheet of membrane. The County can get up to a 20 or 30 year warranty on the adhesive system. Questions were raised about what would happen if the County used solar panels on top of an adhesive roof, what would happen to the membrane, would it cause problems. Thone indicated that Roof Spec would work with KFI, or whoever the County selected, to determine what mounts could be put on prior to the adhesive roofing system membrane. Thone recommends that the County use an 88 or 92 mil membrane which would stand up well to maintenance traffic. A 92 mil membrane is virtually cut proof and would meet the County's needs. Thone discussed warranties with the committee. No penal sum, no dollar limit is the only type of warranty that the County should consider. This type of warranty means that if the roof needs to be replaced in 1 year or 10 years, it is replaced based on the current year dollar expense. The Committee asked Thone which option he would suggest the County use. Thone said he would recommend using option 2 and replace the roof in April, May or June. Bid the project out in February to get a better deal from the contractor. Would not recommend using asphalt because of the smell, would recommend using an adhesive. There is an issue regarding borrowing money for this project and when the County borrows the money to include the HVAC system, roof — engineering costs, etc. Pietrick stated that the County has the ability to bond but if they borrow it could come up to the $10,000,000 mark. Roof Spec would put on a "cool roof system" which is a spray over on the Huber roof. Roof Spec would paint the roof white which can provide for a substantial cost savings for the County due to the change in R value and heating and cooling expenses. Warranty on the Huber roof could be up to 10 years depending on the mil thickness used. Malick asked whether or not the Huber roof section could be used for solar collection and Tobin indicated it could. If the County were to select Option 2 when does the County need to start the engineering process? Thone said that Roof Spec would start this month. At this point the County is looking at the first phase of the project at a cost of approximately $37,000. Malick made a motion to authorize the contract for phase 1 which is approximately $37,000, 2nd by Wentz. Question by Norton - Bauman regarding what mil quantity the County should use. Thone indicated that this would be determined in the engineering phase. Motion carried unanimously. 5 d) ADRC Office Expansion Option (Tabled per 7/22/08) Tobin explained that he was not able to put together a floor plan or cost estimate. Norton - Bauman made motion to remove this from the agenda, 2nd by Sather. Motion carried unanimously. e) Status of HHS House Structure Baker summarized the information sent out regarding the demolition of the house in New Richmond. The bid received is to demolish the home and re- excavate the land. There is no septic on site that the County has been made aware of Motion by Wentz to accept the bid for the removal of the home and return the land to usable form, 2 by Malick. Motion carried unanimously. fl HHS Building Compressor Unit Failure Report Compressor failed and needs to be completely replaced, has been ordered, will be installed and running by next week. The cost of this is approximately $16,000 - $18,000. There is a possibility that this can be run through insurance due to damage from storm. If the County is not able to obtain money through insurance Tobin will use money out of the building services capitol fund. Motion by Sather to move ahead with project, 2nd by Norton - Bauman. Motion carried unanimously. 9. Finance Director Report a) 2007 Audit Report (9:00 A.M.) Tracey explained the audit process and report with the committee. The annual audit is completed for General County, nursing home and human services. An audit for Federal and State funding projects is generally completed in the fall of the year. It was completed with the annual audit this year. The final report will be completed shortly and forwarded to the committee. There were new risk standards implemented this year and Larson Allen is working on a paperless audit system. Tracey explained and discussed the summary handouts, Management Letter and the items that the County needs to review. Most issues in the Management Letter are because of the number of staff members. Larson Allen would recommend that the County change the policy on security passwords. Currently passwords are changed on an annual basis and Larson Allen would suggest changing passwords every 90 days. Tracey discussed combining ADRC with the Health & Human Services budget in 2009. Motion by Malick to accept the audit report, 2 „ d by Wentz. Motion carried unanimously. b) 2009 Proposed Budget Budget for 2009 is less than 2008 because Pietrick had 2 computers in 2008, reduced staff development; also received quotes on check stock and hoping check usage will decrease. Pietrick also provided 5% and 10% reduction budgets to committee. Motion made by Sather to advance preliminary budget into the budget review process, 2 by Wentz. Motion carried unanimously. c) Initial Financing Resolution for 2008 Projects Borrowing Resolution came from Bond council and the County can go down from the current amount but cannot increase the amount. If the resolution is moved to 2009 the County needs to stay under the $10 million cap or the bond is no longer bank qualified and interest rates go up. The $3 million amount is slightly more than we need for the roof and HVAC system as Emergency Communications Project had not yet been discussed. The amount to repair the Health & Human Services building is not included in the bond resolution. This committee needs to determine whether or not changes need to be made before this resolution goes to the County board. Whiting indicated that it would be better to have a higher dollar amount in this process before we borrow. Pietrick asked if there were any other projects that should be included in the resolution. The committee stated that the resolution should also include the radio base station. Motion made by Sather to go with the $3 million resolution for presentation to the County Board at the next County Board meeting, 2" by Wentz. This resolution includes the roof, 6 HVAC and radio base station. Pietrick stated that a 3 /a vote is needed to approve this when it goes to the County Board. Motion carried unanimously. d) Financial Reports — Committee members reviewed and have no questions regarding reports. 10. Corporate Counsel Report a) 2009 Proposed Budget Timmerman explained that operation expenses in the Corporate Counsel department will be going down by approximately $6,239 in 2009. The department will no longer receive the West Law publications which they utilized as resource documents. In addition, this department is splitting away from the Circuit Court regarding the billing for West Law. Motion made by Sather to advance preliminary budget into budget review process, 2 nd by Wentz. Motion carried unanimously. 11. Risk Management Report a) 2009 Proposed Budget Risk Management budget includes workers compensation and liability funds. The items in bold cannot be adjusted. In order to get to the 5% budget reduction Risk Manager would have to eliminate program monies and 30% of current salary. To get to 10% reduction the County would have to eliminate the Risk Manager position. Motion by Malick to advance proposed budget into budget review process, 2nd by Wentz. Motion carried unanimously. b) Safety & Security Report — Committee members reviewed and have no questions. 12. Administrative Coordinator Report a) 2009 Proposed Budget Whiting reviewed the Administration budget with committee explaining that a retro payment for $22,200 for the Mallalieu dam was included in the 2008 budget that would have been in planning and zoning. This was a one time expense. Budget includes a new copier /fax machine for the suite. Decreased mileage expenses and staff development expenses. To meet the 95% budget would have to cut everything other than salary and benefits. To meet the 90% budget would have to decrease salary and benefits by about $7,900. Whiting is still requesting that the Committee approve his membership for ICMA which is a percentage of his salary. Whiting is paying for the ICMA conference himself and doesn't go to the WCA conference. In addition, Whiting put $2,500 in the budget for Momentum West. Motion made by Sather to advance preliminary budget into the budget review process, 2 "d by Malick. Motion carried unanimously. b) 2009 County Budget Considerations New Positions — Whiting explained that there needs to be communication to the departments regarding a freeze on new hires in 2009 if that is what the committee approves. Malick made a motion that the committee recommend to the County Board a resolution that budget requests from committees are not to include new positions in 2009 which are to be funded by levy dollars, 2 ° by Sather. Motion carried unanimously. Norton - Bauman stated that the ADRC council is getting a new position and motion was made that no County tax levy involved in paying for this position. Malick stated that he would amend his motion to include new positions funded with levy dollars, 2 "d by Wentz. Motion carried unanimously. Budget Presentations for Board Review — Whiting suggested that summaries to the County Board should be on a scheduled time basis. Department heads will ask which budget they bring to the County Board. Standafer stated that the presentation the department head should bring to the County Board is the one that has been adjusted after the Finance Committee's review. Whiting said that the other Committees should meet the week of the 8`'' of September to address any of the issues that came up after the Finance budget review meetings. Pietrick explained that she is locking out budget entries on the 15 Sabelko will be printing out budget reports and assembling the books so they are ready for delivery by August 22 Sather asked if Pietrick could provide a rough number to show what salary savings the County could receive if the work week were cut to 37 '/z hours rather than 40. c) Review of Employee Health Insurance Premium Policy and Preliminary Discussion of Possible Amendments for Health Reimbursement Account Inclusion. Whiting reviewed the policy adopted by the County regarding how to construct the health insurance premium. The premise is that the County fully funds the potential liability. The expenditures are broken down by employee by month and show exactly how the amount was obtained. In the past the County has been successful collecting more revenue than is spent in claims. Some of the excess fund balance is used to fund the next calendar year. The amount is split to show union and non -union separately. Over 65 retirees are not included with the active employee group and their expenses are determined based on the over 65 experience rating. Retiree insurance for over 65 retirees is very expensive and the County needs to determine if this should continue to be offered. The County's re- insurer is getting bids to determine what the cost will be for stop loss insurance. The re- insurer receives a monthly payment for services which equates to $24,000 per year. Norton - Bauman asked for clarification regarding offering retiree medical insurance. Funk explained that the County is not required to offer health insurance to retirees that are eligible for Medicare, age 65 or over. The Department on Aging states that they could assist retirees with other options if the County did not offer insurance. Malick asked what would trigger the County to no longer offer retiree insurance. One risk is that the County will no longer be able to get the fund to a zero balance. The County is currently in arrears by $43,878 and will probably be in arrears again this year. The County can send a letter to the retirees stating that retiree insurance may no longer be offered and provide the vendor's phone number for the retiree to contact. d) Review of FSA Annual Lease Whiting explained that there has been an annual renewal with the FSA lease. Since the County is currently concerned with space issues now is a good time to determine what to do with the lease. In the next year or 2 FSA will be looking for a 5 year renewal. FSA tells the County how much they will pay monthly. This document is being provided to the committee members for their information only. 13. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session Meeting adjourned at 4:00 P.M. Sharon Norton - Bauman, Secretary Amy Sabelko, Recording Secretary 8 NOTICE OF COMMITTEE MEETING AND AGENDA ` ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Wednesday September 17, 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: October 9, 2008 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: September 3, 4 and S, 2008, August 7, 2008 ** OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. County Clerk a. Authorization to Exceed Lodging Maximum Allowance — WCA Conference b. Resolution Approving Reimbursement Due Listing Officials for Listing Dogs for 2008 4. Human Resources report a. Retirement Health Saving (RHS) Plan Agreement b. Wellness Reimbursement Non -Reps c. Time & Attendance Rollout d. Hotel Reimbursement State Rate e. Flexible Schedule Policy and Economic Support Department Work Schedule Change Request 5. Building Services Report a. Govermment Center Reroofing Project Updated Schedule b. ADRC Office Expansion Option (Tabled per 7- 22 -08) c. Government Center Chiller Update* 6. Finance Director Report a. Financial Reports 7. Risk Management Report a. Safety and Security Report 8. Administrative Coordinator Report a. Status of 2009 Health Insurance Renewal b. County Farm Oversight Issues and Rental Request for Proposals — 9:00 a.m. 9. Request to Use County Property— Big Ring Flyers Cyclo -cross Bike Race — 8:30 a.m. 10. Short and Long Tenn 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 preceding a County Board meeting. 3:25 PM 9/15/2008