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HomeMy WebLinkAboutFinance 09-03,04,05-08 NOTICE OF COMMITTEE MEETING AND AGENDA `; r ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Wednesday, Thursday and Friday September 3, 4 and 5, 2008 — 8:00 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: APPROVAL OF MINUTES OF PREVIOUS MEETING: August 7, 2008 OLD AND NEW BUSINESS: 1. 2009 Budget Review NOTE: This is expected to be a three -day committee meeting lasting approximately to 5:00 p.m. each day. Department budgets will be presented periodically over these three days. A working schedule for those presentations is available from the County Clerk. 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. 10:36 AM 8/28/2008 Schedule for Finance Committee 2009 Budget Hearings, Government Center Room 1281 Wednesday, September 3 8:00 to 8:30 — Finance Committee preparation 8:30 to 10:30 — Public Protection a. Sheriff's Department b. Jail c. District Attorney d. Victim Witness e. Child Support f. Medical Examiner 10:30 to 10:45 — break 10:45 to 12:00 - Emergency Management and Emergency Communications 12:00 to 1:00 break 1:00 to 2:00 - Planning & Zoning 2:00 to 2:15 Land Records 2:15 to 2:45 Register of Deeds 2:45 to 3:00 Economic Development 3:00 to Adjournment - Revenues and Issues Review Thursday, September 4 8:00 to 8:30 — Finance Committee preparation 8:30 to 9:00 — Land & Water Conservation 9:00 to 9:30 — Parks 9:30 to 10:00 — Ag Extension 10:30 to 10:45 —Fairgrounds 10:45 to 11:15 — break 11:15 to 11:30 - Veterans Services 11:30 to 1:00 —break 1:00 to 4:00— Health and Human Services a. HHS budgets b. Nursing Home c. ADRC 4:00 to Adjournment — Revenues and Issues Review Friday, September 5 8:00 to 9:00 — Highway Department 9:00 to 10:30 — Finance Committee Departments and Libraries levy 10:30 to adjournment — Revenues, Issues Review and Budget Preparation MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE September 3, 4 & 5, 2008 Official Meeting called to order by convener Standafer at 8:04 a.m. MEMBERS PRESENT: Daryl Standafer, Esther Wentz, Clarence Malick, Sharon Norton - Bauman, and Vice Chair Dick King. Absent: None Lorin Sather has submitted his resignation from this committee. OTHERS PRESENT: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Administrative Secretary Amy Sabelko ADOPTION OF AGENDA: Motion by Wentz, 2 nd by Norton - Bauman to adopt the agenda. Motion carried unanimously. DATE OF NEXT MEETING: September 17, 2008 at 8:30 AM. APPROVAL OF MINUTES FROM PREVIOUS MEETING: Postponed discussion regarding minutes until next meeting, Malick has edits. OLD AND NEW BUSINESS: 1. 2009 Budget Review - Wednesday, September Y Finance Committee Preparation Standafer stated that the County's challenge this year is to have a recommended and balanced budget prior to the end of the year. It does not have to be balanced by the end of the September meeting. At the County Board meeting on the I6"' all departments will make a presentation to the full County Board stating what their needs are for 2009. The County currently has a $3.4 million dollar deficit that has to be resolved. The County is at a 2% growth for the levy and this is the lowest it has been for quite some time. Public Protection Present — Julie Speer, Sheriff Hillstead, Karen Humphrey, John Shilts, Mary Martell, Cindy Leonard Sheriffs Department Speer brought up the Drug Court graduation today at 9:00 and the committee members would like to attend. Standafer stated we would take a break at 9:00 and those who want to attend can do so. The Sheriff asked what the committee was looking for — the budget presented or what cuts could be made & Standafer stated both. The Sheriff expressed his concern that his budget was decreased by $545,000 in 2008 & that more cuts in 2009 would cause serious problems for the jail and the public. Sheriff Hillstead presented his department's budget requests for 2009. Jail Hillstead stated that two employees have been called up for military leave, they had one employee who just left and another one has been offered a different job within the County. Circumstances cause this department to accumulate overtime expenses and lose people. If this department has to decrease the 2009 budget by 5 or 10% Hillstead would remove the AODA counselor in the jail. 1 District Attorney Present — Eric Johnson, Cathy Halvorsen, Karn Rasmussen Johnson presented the department's budget requests for 2009. Revenues and diversion programs have increased & the DA's office has two grants, one for Drug and one for OWL The last addition made to support staff in the DA's office was in 2004. With the addition of another judge case loads will increase in the DA's office. Victim Witness Johnson presented the 2009 budget requests for this department. There are two employees in this department and the County is reimbursed 50 — 60 %. There are currently two people covering four courts. Wentz asked how long these 2 individuals are in court and Rasmussen indicated that most of their time is spent in court. Johnson requested the addition of a staff member for 2009 at a cost of approximately $46,000 a year. Malick made a motion that the position be removed from the Victim Witness budget request along with 1/3 d of the furniture equipment, 2 "d by Wentz. Removal of $46,360 in salary plus $2,500 in equipment from budget. Motion carried unanimously. Child Support Present — Katy Kapaun Kapaun presented 2009 budget requests for department. Revenues & sources of revenues are expected to be less in 2009. Kapaun is requesting a new copier / scanner for department. In 2010 there will be a substantial change to the Child Support area because the State is going to a single call center concept, which means that 80% of calls will go to the center rather than coming into the County's office. Medical Examiner Present — Casey Swetlik Swedik presented budget requests for department. Malick stated that the Committee could work with Swedik by approving the 5% budget. There will be a $1,300 savings for this department due to a grant from the State for body bags. Norton - Bauman made a motion that we approve Swed k's budget with 5% cuts, 2 "d by Wentz. Motion carried unanimously. Emergency Management Present —John Borup, Jack Colvard, Dave Ostness Colvard presented 2009 budget requests for department. Money for this department comes in from FEMA. Colvard was able to take expenditures from Swetlik's budget totaling $10,000 which enabled the County to receive an additional $5,000 in grants. If Colvard can find additional eligible expenditures of $20,000 then the County would be able to get additional income of $10,000 from the State. Request was made to have Colvard review items and report back to Committee. Emergency Communications Present — Casey Swetlik, John Borup, Dave Ostness Swetlik presented 2009 budget request to Committee. The additional sheet handed out shows that Swedik decreased the department's budget by $8,675. There was concern when using the 2008 budget which came from salary and benefits. Staff increased by 2.7 persons in 2008. Norton - Bauman asked about getting to a 0% budget and Swetlik stated to get to this would mean the loss of 2.7 positions which would change the backbone of the system or overtime would increase. Malick made a motion to proceed with the $1,615,909 budget, 2 "d by Norton- Bauman. This preserves maintenance system and personnel. Motion carried unanimously. Planning & Zoning /Land Records Present — Dave Fodroczi & Kevin Grabau Fodroczi presented 2009 budget for departments. Recycling and Land Record budget are all levy based and revenue driven budgets. The County just received notice this week that there is an item in the recycling budget which is listed as a recycling issue grant. The DNR is going to use the grant to balance their budget and the 2 County will not get the $45,314 that was budgeted. Hazardous waste budget grant information was received ,yesterd -ay and the County will receive $34,470. Register of Deeds Present — Kay Walsh & Geri Campbell Walsh presented 2009 budget requests for this department. After discussion and questions Norton - Bauman made a motion to eliminate the temporary employee position, 2 nd by Malick. Wentz asked whether or not we will do this with all GC departments and Daryl said yes. Motion carried unanimously. Economic Development Present - Bill Rubin & Jeremy Price Rubin & Price presented budget requests to Committee. Department is looking for the same budgeted amount as was requested in 2008. Revenues and Issues Review The Committee discussed issues that came up during the day and how to approach some of the cuts needed. It was agreed that the Sheriffs department would be willing to make cuts (while not the same as last year), Child Support is a very well run department however cuts may need to be made in this department as well. Health & Human Services is going to have to make cuts but the only way to make any cuts in the Nursing Home is if the number of beds is decreased. There is the option of combining the Medical Examiner, Emergency Communications and Emergency Management departments into one — this has been discussed before and this may be the year to proceed. Planning & Zoning and Register of Deeds still need to look at other ways to cut their budgets. The first number the County has received for medical insurance in 2009 is an 11 % increase. The County has to fund the HRA and the RHS as well. In prior years the County Board has reacted to what the Finance committee has done and this year the County's process will force the Board to look at our budget to determine what decisions have to be made. In addition the County will have to make a decision about the Nursing Home. Meeting adjourned 3:53 PM 2. 2009 Budget Review - Thursday, September 4` Meeting reconvened at 8:08 AM — All present w /the exception of Malick who joined at 8:10 AM —Julie Speer joined 8:12 AM — Buzz Marzolf joined at 8:15 AM Finance Committee Preparation The large departments which the County needs to make adjustments to are Health & Human Services, Sheriff's, Highway, etc. Malick stated that this Committee should recommend to the Board that a ruling be passed indicating that no new positions will be filled in 2009, and when someone leaves the County these positions will not be filled either. Land and Water Conservation Present — Bob Heise joined meeting at 8:21 AM — Bill Peavy joined meeting at 8:23 AM Heise & Peavy presented budget requests for 2009. This department's overall budget is down 6% so Heise did not complete the 5% budget decrease but did complete the 10% decrease request. Parks Heise & Peavy presented budget request to Committee. When the budget process began Heise was at 2008's budgeted amount or above. The County received a Parks improvement grant of $95,000. This was approved in 2008 even though the money didn't come in and it was approved to put that into the 2009 budget. 3 AP Extension Present — Lee Milligan and Bill Peavy Milligan & Peavy presented this department 2009 budget requests. The County pays 40% of salaries and the State provides 60 %. Pietrick asked about the grant and whether or not the County has received it yet, Milligan said we have received it and that there is an error on the report. Fairgrounds Present — Dick Sullwold & Buzz Marzolf Sullwold presented budget requests for 2009 indicating that this Committee is requesting the same amount as was requested in 2008. Veteran Services Present — Merlin Blaisdell Blaisdell presented budget request for this department and tried to reduce as much in the budget as possible. The department believes the transportation program is one of the most important benefits offered and fuel expenses have caused increases. With the increase in revenues Merlin believes that his department can reduce their budget by 5 %. Revenues and Issues Review Budget request items this year are going to be done via prioritization. Standafer brought up eliminating expenses that the County is not required to do like extension, fair board, etc.; with which the County would still have a shortfall. In the budget Norton- Bauman asked what the fringe benefit rate applied to salaries is. Pietrick said the amount is 21% + medical for all employees with the exception of law which is 26% + medical because protective employees have a higher retirement benefit. Norton- Bauman stated that we could suggest no capital improvements to the County Board and this would reduce the budget by approximately $1.5 million. Standafer said that there are no salary increases for non -reps and that he does not believe that there is anything that can be done without having to cut employees. Speer asked what the RHS was and Whiting explained that it is the Retirement Health Savings Account which is a liability already on the books as the long -term sick bank. By the end of this month the County will have the medical expense numbers. In addition the County and this Committee cannot jump to a conclusion until it is known what the referendum decision is. Whiting suggested that the Committee meet again at the very end of September beginning of October. Lunch Meeting reconvened at 1:46 PM Health & Human Services HHS Budgets Present — Fred Johnson, Jennifer Pempek, Ron Kiesler & Steve Hermsen Johnson, Pempek & Kiesler presented 2009 budget requests to Committee. The County paid 100% for the programs under "program diversification ", St. Croix Industries. This has been changed in the 2009 budget to reflect the County paying 40% of the cost and the State paying the difference. When programs are made available by the State we do apply. Malick asked Johnson if he is reducing staff as quickly as possible and there is 1 contracted position and 1 part -time position that will not be filled once case load is reduced. St. Croix Industries is moving off the levy in 2009 so the County is going to set this department up as an enterprise fund. There are 14 fleet vehicles and all 14 vehicles received hail damage, the department is looking at purchasing two vehicles in 2009. Hail damage money could be used to assist in purchasing one vehicle which would reduce the capital outlay expense. In the Economic Support unit which determines eligibility for public services, Johnson explained that the County is currently out of compliance with the influx of programs and with energy assistance, the department 4 does not have the ability to process the programs. Johnson stated that it may come down to making a decision to down grade other positions and /or look for reductions elsewhere to assist in correcting this area. Johnson said that his team will do more work on the budget request to reduce the amount of purchased services that they have on the levy. Nursing Home Present Fred Johnson, Jennifer Pempek & Ron Kiesler Johnson & Pempek presented 2009 budget requests. The only way to decrease expenses in this budget is to decrease the facility to 50 beds. To meet the requirements for the enhanced reimbursement options the County must keep at least 50 beds, in addition there is a requirement that we have a specific number of staff for every 4 residents. Malick asked what the certainty of IGT is and asked Johnson to speak to this. Johnson explained this is based on estimates received from Larry Lester through 2010 and the problem that has just been brought to our attention is that managed care is not required to give this amount to the County, the managed care area may now keep the funds themselves. Marzolf stated that he spoke with Kitty Rhodes and she said the IGT funds were intercepted and led Marzolf to believe that the County will receive funding in 2009. ADRC Present — Fred Johnson, Jennifer Pempek, Brad Beckman & Ron Kiesler Johnson & Beckman presented 2009 budget requests. The budget requested for 2009 is less in 2009 than 2008 & ADRC is not subject to the levy. ADRC is State mandated and the County is provided $632,000 to run the department. There is $218,000 in the levy for Aging programs which is for meals, contracted services, fuel, etc. Beckman has requested a new position at 19 hours a week to manage the nutrition program. This position would manages the meal program, home delivered programs, nutrition programs, assessments, etc.; hiring this position does not change the levy amount. Revenues and Issues Review Committee discussed progress made, next steps and full County Board discussion / concerns. Meeting adjourned at 4:20 PM 3. 2009 Budget Review — Friday, September 5` Meeting reconvened at 8:02 AM - All present w /the exception of Malick who joined at 8:07 AM — Roger Rebholz, Julie Speer joined meeting at 8:10 AM Highway Department Present — Tim Ramberg & Dick King Ramberg & King presented 2009 budget requests for department. Discussed different scenarios and how the Transportation Committee arrived at them. The State mandates certain requirements of the County such as mowing, wearing long sleeves and pants, etc. There is $160,000 in the budget for salt and the County is responsible for keeping the roads safe for the public. Finance Committee Departments & Libraries levy Building Services Tobin presented budget & current building status information to Committee. Tobin stated that the roofs will all be repaired within the $15,000 deductible cost & in New Richmond his team is finishing the down spouts. In addition the Building Services team is completing stop gap in New Richmond until it is determined what will happen with the Nursing Home. The water towers are still an issue and we believe there are leaks in New Richmond. Hudson uses 5 million gallons and New Richmond is currently using 6.5 million gallons. There is $109 000 for repairs to the Health & Human Services building. Standafer said that the County will make repairs for safety issues such as carpeting, skylight replacements, new walls and windows and foundation. 5 Tobin is requesting 2 vehicles for 2009. There is project money in the Building Services 2008 budget for Emergency Communication renovations that will not be completed. Tobin requested approval from the Committee to use this money to purchase one vehicle in 2008. Swetlik & Tobin have discussed this and agreed this project will not be completed in 2008. Wentz asked if there is a liability issue if the project were not completed and Tobin explained that it is a function of the exhaust going from one end of the building to the other. Norton- Bauman asked Speer for her opinion and Speer was surprised stating she didn't know anything about the issue. The money put in Tobin's budget was for the whole expansion of the Emergency Communications department. Standafer said that we will get back to Tobin regarding this issue. Meeting reconvened at 12:32 PM Present — All Committee members, Tobin, Speer & Swedik Discussion resumed regarding using money from Tobin's budget for exhaust system and Emergency Communications expansion allowing Tobin to purchase a truck in 2008 since the money cannot be moved into the 2009 budget. Malick said that the Committee should approve Tobin using the funds to purchase one vehicle in 2008 to alleviate one vehicle purchase from the 2009 budget. Malick made a motion to authorize the line item transfer allowing Tobin to purchase a vehicle in 2008, 2 by Wentz. Standafer asked for clarification on the amount approved in the motion. Malick stated that the motion was for the purchase of a truck in the amount Tobin and Baker received, $28,000 of project money from 2008, the remaining amount will expire at the end of the year. Pietrick presented information regarding the funding of the libraries. Statutes require that the libraries be funded by 70% and the County currently funds at 71 %. The libraries are requesting funding of 100 %. Malick made a motion to increase library funding to 72 %, 2nd by Wentz. The vote was 2/2 — Wentz and Malick voted for; Standafer and Norton - Bauman voted against. Motion failed. Revenues, Issues Review and Budget Preparation Motions were made by the Committee to eliminate 2 positions and Whiting suggested that we make a motion that no new positions be filled in 2009. Prior to the 16"' information will be sent to all Board members. Pietrick asked if the 5 & 10% cuts were to be sent out to the Board members as well as the original budget. After discussing the issues the Committee agreed to include the information. Meeting adjourned at 1:50 PM Sharon Norton - Bauman, Secretary Amy Sabelko, Recording Secretary 6