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HomeMy WebLinkAboutFinance 01-03-08 3 c� NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday January 3, 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: February 7, 2008 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: December 5, 2007 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Bank Reconciliation 3. County Clerk 4. Government Center Room 1259 Space Use Options — 8:30 a.m. 5. Building Services Report a. Process for Reviewing Engineering Firms for Boiler Replacement 6. Finance Director Report a. Finance Reports b. Surplus Disposal Status and Alternatives — Dana Baker c. Update on Farm and Manure Pit/Equipment Bids ** d. 2008 IRS Mileage Rate ** 7. Administrative Coordinator Report a. Fourth Judge Preparations Analysis 8. Human Resources report a. Springsted Project 9. Closed session per WI Stat. 19.85 (1) c for the performance of an employee; reconvening into open session to complete agenda items. Positions to be reviewed: a. Building Services Director b. Information Technology Director c. Corporation Counsel d. Administrative Coordinator 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. 3:09 PM 12/31/2007 OFFICIAL -approved 217108 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting January 3, 2008 Meeting called to order by Chair Krueger at 8:00 a.m. Present: Esther Wentz, Tom Caflisch, Daryl Standafer and Stan Krueger. Absent and excused: Clarence Malick. Staff present: Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman, Finance Director Michelle Pietrick, Human Resource Administrator Tammy Funk, County Clerk Cindy Campbell. Others present: Julie Speer. Motion by Wentz, 2 nd by Standafer to adopt the agenda. Carried unanimously. The date of the next meeting is February 7, 2008 beginning at 8:00 a.m. Campbell noted a correction to the December 5 minutes to change under the Finance Director Report to remove "General Fund Cash" and replace with "Countywide Cash and Investments" Motion by Wentz, 2nd by Standafer to approve the minutes of December 5, 2007 with correction. Carried unanimously. 1. Review of Vouchers. No report. 2. Treasurer's Report. a. Bank Reconciliation. November reconciliation report was reviewed. No questions. Motion by Wentz, 2nd by Standafer to approve. Carried unanimously. 3. County Clerk. Campbell provided a status of County Supervisor candidate filings. She reported the deadline to file candidacy papers was January 2, 2008. If an incumbent did not file a s or until Monday, January 7th at 5:00 notification of non - candidacy it extends the time to file 72 hour p.m. There are currently five districts with extensions. Campbell noted there is one primary in District 30. Campbell also reported the increase in customer service activity with passports applications and vehicle registrations. 4. Government Center Room 1259 Space Use Options — 8:30 a.m. Tobin highlighted the usage of Room 1259 by several groups. He stated there are two other viable needs for this space for Victim /Witness Department and Economic Development Corporation (EDC). Tobin indicated storage space in the IT Department was viewed last month and IT is willing to give up this space for EDC office space. Concerns expressed regarding EDC being to secluded in this area. Tobin stated Room 1259 is approximately 820 square feet and could occupy four fulltime employees and a waiting room for Victim/Witness. Rough estimate for remodeling is $14,000. Campbell reported Malick requested this room remain as a conference room for now and added Fred Johnson asked her to report HHS has no need for this room if it can convert the sick room at the Government Center into office space for HHS. Per Tobin, Ziliak indicated her research found a sick room in the building is not mandated. Standafer expressed the need for Victim/Witness space. Discussion regarding locating Victim/Witness away from the courts. Speer reminded committee members Victim/Witness was initially located on the first floor in the Register of Deeds office. District Attorney Eric Johnson distributed considerations for the Victim/Witness move when it was moved from Register of Deeds to the current location in the DA's office. Johnson explained concerns Finance Committee January 3, 2008 Page 2 of 4 regarding victims and witnesses in the same area on the second floor with defendants. Johnson stated distance is a plus rather than a negative. Discussion regarding use of space in the Register of Deeds office. Johnson added there is a space need in the DA's office. Standafer noted competing needs for Room 1259 and felt Victim/Witness has a higher priority and solves one need. Motion by Standafer, 2nd by Caflisch to approve utilization of Room 1259 for the Victim /Witness program and to bring this recommendation forward to the County Board. Wentz stated she is not convinced there isn't room in Register of Deeds. Carried (Wentz voted no). David Fodroczi and Bill Rubin were present. Fodroczi reminded the Finance Committee that Planning and Zoning Committee endorsed relocating EDC to Room 1259. Discussion regarding access to the IT space for EDC office space. Rubin stated only a portion of Room 1259 would be needed for EDC. Caflisch suggested EDC and Planning and Zoning work together with Tobin and come back with a plan to use IT space in February. 5. Building Services Report. a. Process for Reviewing Engineering Firms for Boiler Replacement. Tobin reported he contacted additional engineering firms regarding the county's new HVAC project at the Government Center. Tobin listed information he has requested and firms contacted. He is working with Dana Baker on this project. Tobin reported the Hudson School District is also looking at this type of heating and cooling system and will stay in contact with the school regarding their research. Tobin asked if any member would be interested in the interview process. Committee members agreed the entire committee would be involved with the interviews. Standafer expressed concerns regarding this new type of system. Tobin stated another option is ice storage which has been in place for about 25 years. Standafer would like to interview firms that have ice storage systems installed. 6. Finance Director Report. a. Finance Reports. Countywide Cash and Investments balance as of November, 2007 were $23,623,863.21. Pietrick stated she has not received the 2007 Sales Tax revenue figures for the report this month. With regard to the Contingency Fund, Pietrick stated the nursing home amount increased from last month to $53,000. The Contingency Fund balance of $48,000 will go back into the General Fund. Expenditure and Revenue Summary Reports reviewed. Pietrick stated grant funding is running behind. b. Surplus Disposal Status and Alternatives — Dana Baker. Baker explained Procurement and Disposal of County Owned Property Guidelines were approved in July 2006. Baker stated there has been a significant amount of surplus disposed of since that time via repurposing to other County departments or by selling items on Public Surplus. Discussion regarding modifying the guideline to include "donation" as a part of the disposal program per the request of a County Board Supervisor. The process would then be to repurpose any surplus items to other County departments; if the item(s) cannot be repurposed, to sell the item(s) via Public Surplus; if the item(s) cannot be sold, to donate the item to local charities; if the item(s) cannot be donated, to dispose of the item(s). Baker explained the County would post notification of available surplus items for donation to local charities via a public service announcement and /or the official county paper and on the county internet site. The notification will inform local charities of the date, time, and location of the surplus items and will Finance Committee January 3, 2008 Page 3 of 4 invite local charities to come to the event and take what is of interest to their organization. Motion by Caflisch, 2 by Wentz to include donations as part of the Procurement and Disposal of Property Guidelines as amended. Carried unanimously. C. Update on Farm and Manure Pit /Equipment Bids. Baker stated the Finance Committee asked that Request for Bids (RFB) be written for the abatement and demolition of the hog barn and chicken coop and a separate RFB for the sale or removal and/or demolition/removal of the remaining barns and associated equipment. Baker indicated Bob Heise informed her of the possible availability of a DNR grant up to $5,000 for help in removal and disposal of the manure pit. Baker also noted Tobin found three septic tanks in a wooded area, two of which will be included in bid as they are no longer in use. Tobin confirmed the newer septic tank is currently used as part of the city sewer and water line out to the property. Caflisch asked the RFB get to Amish communities and to advertise in those areas (Arkansas, Neillsville, Augusta, Clark County and LaCrosse County). Baker stated the RFBs are scheduled to go out late January or early February. d. 2008 IRS Mileage Rate. Pietrick indicated the IRS increased the mileage rate to $.505 as of January 1. Baker reported $7,781 in savings for car rental use in 2007 and $5,500 in 2006. Savings does not include Highway Department or Health and Human Services. Motion by Standafer, 2nd by Wentz to approve utilization of the IRS rate for mileage reimbursement at $.505 per mile effective January 1, 2008. Carried unanimously. 7. Administrative Coordinator Report. a. Fourth Judge Preparations Analysis. Judge Lundell and Judge Needham were present. Pietrick distributed a list containing staff, furniture with amounts needed for the Circuit Court Judge, Branch 4 addition. Pietrick explained $100,000 was removed from the budget and placed in a fund balance reserve in the event the fourth judge position was approved by the state. Total estimated costs related to fourth judge is $115,861. Pietrick reminded the committee the Sheriff offered the security officer as part of his cuts during the budget process. Lundell indicated the security officer would not need to start until September 1 Pietrick recommends approval and forward the recommendation to the County Board as a budget amendment. She added a separate resolution would be needed for the additional three positions related to the fourth judgeship. Pietrick stated if the amount needed is over $100,000 the remainder would come out of general fund reserves. The Judges explained cases will begin to get assigned to the Branch 4 Judge on April 1. The Clerk of Court position could possibly begin August 1. Motion by Standafer, 2nd by Wentz to recommend approval of a resolution to the County Board to approve three new positions and the position descriptions as listed relative to the position of the fourth judge. Carried unanimously. Motion by Standafer, 2nd by Wentz to recommend to the County Board a budget amendment as described and the funding to come from the General Fund. Carried unanimously. 8. Human Resources Report. a. Springsted Project. Funk stated with the Compensation Classification Specialist position eliminated from the budget, the county entered into a contract with Springsted of St. Paul. Scheduling of onsite employee meetings with Springsted is being done. The goal is to get all employees to attend these meetings but issues have come up in the Sheriff's Department and Nursing Home regarding paying staff overtime to attend these meetings. Wentz asked if there will be • Finance Committee January 3, 2008 Page 4 of 4 comparisons with other counties. Funk stated there will be 12 to 15 comparables. Standafer asked if the questionnaires could be completed online. Funk stated the questionnaire will be available online but with that it loses the question/answer period. Standafer indicated this is an opportunity for employees and not to allow overtime. 9. Closed session per WI Stat. 19.85(1)(c) for the performance of an employee; reconvening into open session to complete agenda items. Positions to be reviewed: a. Building Services Director. b. Information Technology Director. C. Corporation Counsel. d. Administrative Coordinator. Motion by Caflisch, 2 nd by Wentz to go into closed session per WI Stat. 19.85(I)(c) for the performance of an employee to include the Building Services Director, Information Technology Director, Corporation Counsel and Administrative Coordinator (9:54 a.m.) Roll call — all ayes. Motion by Caflisch, 2 nd by Wentz to reconvene into open session. (12:11 p.m.) Carried unanimously. Meeting adjourned at 12:12 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary