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HomeMy WebLinkAboutFinance 02-07-08 t �r r� NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday February 7, 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: March 6, 2008 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: January 3, 2008 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Bank Reconciliation 3. County Clerk a. Passport Changes b. Elections Security Requirements Re: Voting Equipment, Ballots and System Backups c. Future Committee Minutes 4. Corporation Counsel Report a. Department Position Description Modifications 5. Building Services Report a. Presentation By KFI on Geo Thermal & Ice Storage 6. Finance Director Report a. GASB 45 Audit Report — 8:15 a.m. b. Funding for Government Center Room 1259 Remodeling c. 2009 Budget Calendar d. Review of Tip Policy 7. Administrative Coordinator Report a. Options for EDC Location b. Response to Supervisor Cranmer re: County Budgeted Capital Outlay Totals 2006 - 2008 8. Human Resources report a. LAW Side -Letter Agreement re: Reorganization b. 11:00 a.m. Joint Meeting with Ad Hoc Negotiations Committee - Closed session per WI Stat. 19.85 (1) e to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Reconvene into open 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. 4:21 PM 1/30/2008 OFFICIAL -approved March 10, 2008 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting February 7, 2008 Meeting called to order by Chair Krueger at 8:00 a.m. Present: Esther Wentz, Tom Caflisch, Clarence Malick, Daryl Standafer and Stan Krueger. 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. Media present: Judy Wiff. Motion by Wentz, 2 nd by Standafer to adopt the agenda. Carried unanimously. The date of the next meeting is changed from March 6, 2008 to March 10, 2008 beginning at 8:00 a.m. Campbell noted a correction to the January 3 rd minutes: 6.d. Baker reported $7,781 in savings for car rental use in 2007 2986 and $5,500 in 2006 290-5. Motion by Wentz, 2 nd by Malick to approve the minutes of January 3, 2008 with corrections noted. Carried unanimously. 1. Review of Vouchers. Nothing to report per Malick. 2. Treasurer's Report. a. Bank Reconciliation. December 2007 reconciliation report was reviewed. No questions. 3. County Clerk. a. Passport Changes. Campbell reported at the end of January her office received notice concerning changes to passport application processes which became effective February 1 Campbell noted the execution fee paid to the county was reduced to $25.00 from $30.00. Campbell also noted the addition of Passport Cards which are used for travel by land or sea to Canada and Mexico. Passport Cards will not be issued until about May. b. Election Security requirements Re: Voting Equipment, Ballots and System Backups. Campbell noted there are several security requirements implemented by the state for ballot security and voting equipment security. Campbell stated this has created an increase in forms and documentation requirement by municipal clerks. C. Future Committee Minutes. Campbell reported when the Human Resource Administrative Assistant position was being proposed she suggested to Whiting to have this person take minutes for the Finance and Administration Committees. Campbell introduced Sandi Hanson, the Administrative Assistant and indicated Hanson will begin taking minutes in March. Campbell expressed her thanks to the committee members for their support in this change. 4. Corporation Counsel Report. a. Department Position Description Modifications. Timmerman explained last year he modified the position description for the paralegal and legal secretary to include human resource work being done by the Corporation Counsel office. Timmerman added the position descriptions have not Finance Committee February 7, 2008 Page 2 of 4 been reviewed by Funk yet. Discussion regarding changes and the legal secretary position posted as a union position. Motion by Malick, 2 by Wentz to approve the position description modifications. Carried unanimously. 5. Building Services Report. a. Presentation by KFI on Geothermal & Ice Storage. Tobin introduced Robert Aschenbrenner and Randy Christenson engineers for Karges - Faulconbridge, Inc. (KFI). Aschenbrenner explained thermal storage and geothermal system options. Discussion regarding the size of a well field needed for the geothermal system and necessary depth of bore holes. Discussion regarding using a pond option rather then a well field and pumping from the pond. It was estimated the project would take six months from start to finish. Tobin explained four engineering firms were contacted. Timmerman clarified engineering services do not require public bidding but that does not mean the county should not go out for bids. Malick suggested making a decision for engineering costs. Total estimated engineering costs may be 10% of total project which is currently estimated at $1.2 million. Caflisch suggested moving ahead with the geothermal system. Malick suggested retaining KFI to write specifications to have a test well done and authorize Tobin to retain a well driller to drill the wells after checking with two well drillers for costs. Malick would like to have an analysis on the suitability to have a water retention pond as a replacement of a well field. This would need to be done by civil engineers. Motion by Malick, 2nd by Caflisch to authorize expenditure of an amount not to exceed $1,500 for KFI to draw specifications for test bore holes suitable for a geothermal system on this site and connectivity test. Carried unanimously. Motion by Malick, 2 by Wentz to authorize Tobin to hire a well driller at an amount not to exceed $10,000, after comparing at least two well drillers, to perform to the specifications KFI will provide. Carried unanimously. Malick suggested setting the selection of an engineering firm at the March Finance Committee meeting and ask Tobin to get civil engineers in March also. Standafer asked for consideration regarding a new system with the possibility of expansion of the Government Center. 6. Finance Director Report. a. GASB 45 Audit Report — 8:15 a.m. Randy Gomez of Alliance Benefit Group introduced himself and stated he is the actuary to do St. Croix County's GASB disclosures. Gomez reviewed data regarding health care coverage for employees and county retirees. Plan provisions were reviewed with assumptions of what could happen in the future and reviewed actuarial accrued liability. Discussion regarding retiree health care coverage and options. Gomez commented the county is overcharging actives (employees) and undercharging retirees. Finance Committee February 7, 2008 Page 3 of 4 Gomez explained the Net OPEB Obligation. GASB 45 will add a new unfunded obligation to the county's other obligations — referred to as the Net OPEB Obligation. This obligation does affect the county's balance sheet and represents the difference between the ARC and pay -as- you -go costs. Gomez stated the county is done with the actuary until 2010 but will require an interim update if there are changes to benefit provisions, changes to contribution requirements and changes in employment level. Discussion regarding active employees and retirees and reviewing them as groups, not individuals. Malick suggested the next Finance Committee come back next year at budget time to fund this. b. Funding for Government Center Room 1259 Remodeling. Pietrick stated the County Board approved Victim/Witness moving to Room 1259 and would like to know where the funds are coming from to remodel this room. Krueger stated funds should come out of the Victim /Witness budget then out of the Contingency Fund, if necessary. C. 2009 Budget Calendar. Pietrick distributed a proposed timeline for development of the 2009 budget. Pietrick explained department budgets need to be approved by committees in August. Whiting stated this timeline proposes departments presenting their budgets to the full County Board in September because County Board members felt they had been left out of the decision process. The timeline suggests presenting the budget to the County Board three times. Discussion regarding holding the public hearing at the October County Board meeting. Motion by Malick, 2 nd by Wentz to hold the public hearing on the budget at the October County Board meeting and no public hearing at the November meeting. Carried unanimously. Krueger requested Department Heads explain why their proposed budgets are over - budget and present budgets with a 2% increase and zero increase with consideration of wage increases. Brief discussion regarding sales tax figures. Pietrick stated she has requested information from the state. d. Review of Tip Policy. Pietrick stated current policy provides a 15% gratuity reimbursement and explained this is not an easy calculated number and the process her staff is required to take. Pietrick requested to either remove gratuities or reduce to 10 %. Motion by Malick, 2 nd by Wentz to reduce the tip reimbursement to 10% effective March 1 Carried unanimously. 7. Administrative Coordinator Report. a. Options for EDC Location. Tobin is working with Dave Fodroczi and Bill Rubin on some options for relocating office space for Economic Development Corporation (EDC). Tobin explained Planning and Zoning wants to make room in the front of the Planning and Zoning suite and shorten the lobby area for EDC office space. This will be placed on the March Finance Committee agenda. Pietrick will review remodeling funds with Fodroczi. b. Response to Supervisor Cranmer regarding County Budgeted Capital Outlay Totals 2006 — 2008. Pietrick provided a printout of capital outlay expenditures by object codes dating back to the year 2000. Pietrick noted increases in 2003 and 2004 because of the microwave towers. Cranmer explained he is trying to clarify within the 2008 budget what is a current expenditure and a Finance Committee February 7, 2008 Page 4 of 4 capital expenditure. Pietrick confirmed the action by the County Board to remove the positions did not affect the proposed amount to borrow or reduce the amount of surplus used to balance the budget. Discussion regarding recent budget modifications. Cranmer is looking for what department budgets are going to be for 2008 and have some idea about revenues and the number of positions the county has. Pietrick explained the budget for 2008 is what the County Board approved on November 11`", and since then there has been a budget modification. Cranmer stated he is trying to get a firm budget for various departments. Malick suggested that Krueger present at the March County Board meeting a summary of COP and supplement it by the 2008 version of current finance reports. Pietrick will attempt to provide a report to Cranmer. 8. Human Resources Report. a. LAW Side - Letter Agreement re: Reorganization. Funk presented a side - letter regarding the LAW reorganization which has been reviewed by Timmerman. The letter provides how seniority and shifts will be handled. Motion by Standafer, 2 by Wentz to approve. Carried unanimously. 9. 11:00 a.m. Joint Meeting with Ad Hoc Negotiations Committee - Closed session per WI Stat. 19.85(1)(e) to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Reconvene into open session. Motion by Caflisch, 2" d by Wentz to go into closed session per WI Stat. 19.85(1)(e) to discuss bargaining strategy for upcoming negotiations with collective bargaining units. (11:12 a.m.) Roll call — all ayes. Carried unanimously. Included in closed session: Whiting, Funk, Timmerman and Supr. Cranmer. Motion by Malick, 2nd by Caflisch to reconvene into open session. (11:35 a.m.) Carried unanimously. Meeting adjourned at 11:35 a.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary