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HomeMy WebLinkAboutFinance 03-10-08 AMENDED ` NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Monday March 10, 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: April 3, 2008 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: February 7, 2008 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Bank Reconciliation 3. County Clerk a. Spring Primary Election Report 4. Clerk of Court a. Review of Delinquent Fines and Forfeitures b. Consideration of New Office Shredder ** 5. Circuit Court a. Request to Exceed Lodging Limit 6. Building Services Report a. Geothermal Heating /Cooling System Project for Government Center b. Ag Center Cleaning Contract 7. Finance Director Report a. Financial Reports b. Request to Exceed Lodging Rate c. Review of Fourth Judge Funding d. 2008 Borrowing Options e. Hog Barn Abatement and Demolition Bid Award f. Farm Structures Equipment Bid Award g. Veterans Services Department Request for New Copier Funding ** 8. Risk Management Report a. Review of Government Center Lockdown 2/15 b. Lynx Software Demonstration for Building Safety — 11:00 a.m. c. Safety and Security Report 9. Administrative Coordinator Report a. Resolution for WCRP —Emerald Dairy CDBG Application— 9:30 a.m. b. Town of Hudson Assessing Issue c. Lake Mallalieu Dam Agreement ** 10. Human Resources report a. HHS Staff Scheduling Option b. Elected Officials Salaries c. ADRC Director Position Description and Selection Process d. 8:30 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. e. Resolution Regarding Proposed Contract Settlements for Highway, General Government Support Services, Health Center and Social Services Bargaining Groups 11. * *Supr. Cranmer's request for a summary of the final amended 2008 budget with new anticipated revenues and expenses along with a comparison to 2006 and estimated for 2007 12. * *Supr. Struemke's request for a resolution to be sent to the Wisconsin Counties Association and to the State Legislature with a recommendation to enact legislation that freezes seniors real estate taxes when they reach the age of 65 and continue to reside in their homes 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. 12:33 PM 3/5/2008 OFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting March 10, 2008 Meeting called to order by Chair Krueger at 8:00 a.m. Present: Esther Wentz, Tom Caflisch (arrived at 8:05a.m.), 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 and County Clerk Cindy Campbell. Others present: Health and Human Services Director Fred Johnson, Register of Deeds Kay Walsh, Treasurer Cheryl Slind, Julie Speer, Chuck Mehls. Media present: Judy Wiff. Motion by Standafer, 2 nd by Wentz to adopt the agenda. Carried unanimously. The date of the next meeting changed from April 3, 2008 to April 8, 2008 beginning at 8:00 a.m. Motion by Wentz, 2 nd by Standafer to approve the minutes of February 7, 2008. Carried unanimously. 1. Review of Vouchers. Malick stated he had nothing to report. 2. Treasurer's Report. a. Bank Reconciliation. January 2008 reconciliation report was reviewed. No questions. 3. County Clerk. a. Spring Primary Election Report. County Clerk Cindy Campbell reported on a 24% countywide voter turnout for the Spring Primary Election. She reported she printed additional ballots for the Town of Hudson, Village of North Hudson, City of Glenwood and Town of Springfield on Election Day. The county provides voter registration services to eighteen municipalities. There are approximately 580 new voter registrations to enter as a result of Election Day registrations. The deadline to enter the registrations is 30 days from the election. Campbell noted absentee ballots for the Spring election need to be available for voters on March 11 She intends to deliver the ballots and materials on March 10 4. Clerk of Court. a. Review of Delinquent Fines and Forfeitures. Present: Clerk of Court Lori Meyer, Kristi Severson and DeAnn Persells. Meyer reported the Collections Clerk DeAnn Persells started November 1, 2007. After training and implementing policies and procedures, Persells began working on 2007 warrant cases. In January she began meeting with defendants to set up payment plans. Meyer provided an account receivable report as of February 29, 2008. Meyer stated there is $109,347.83 total owed. Total collected as of February 29, 2008 is $13,636.81. Discussion regarding getting a system in place to see what has been collected which enables the County Board to see if this is worth doing. Meyer explained there is more work being done on delinquent fines which had not been done in the past. Discussion regarding collection agency cases and tax intercept. Net received from collection agency collections is $2,204.80. Supr. Mehls suggested placing information on individuals owing the county on fine or forfeitures on the internet. Meyer stated execution on warrants is done by the Sheriff's Department. Meyer reported there is approximately one million owing within the previous one to five year period and of that about 20% is paid to the county. Finance Committee March 10, 2008 Page 2 of 6 Krueger asked Speer to meet with Meyer to get information to the Public Protection Committee. Malick suggested getting someone with mathematical expertise to set up a system to track collections and report back in two to three months. Pietrick offered to look at the spreadsheets the Clerk of Court uses. Motion by Malick, 2 nd by Standafer that Whiting and Pietrick, after consulting with Dana Baker, report back on ways to improve the recordkeeping to minimize labor involved in tracking collections in the Clerk of Court office. Carried unanimously. Meyer stated the judges are referring defendants to the Collections Clerk as the defendants come out of court. b. Consideration of New Office Shredder. Meyer reported purchases exceeding $250 not included in the budget need to be brought before the department's contact committee. Meyer is requesting consideration of a new office shredder in the amount of $743. Last year her department spent $1,254 to have St. Croix Industries shred documents. Discussion regarding contracting with an outside vendor for shredding services. Wentz encouraged using St. Croix Industries. The Finance Committee agreed to support St. Croix Industries. St. Croix Industries have established fees for shredding and document pick up. Fred Johnson stated he is willing to look at costs to see if price point is competitive. The committee agreed to table this to the April meeting to have Baker's input. 5. Circuit Court. a. Request to Exceed Lodging Limit. This request was made on behalf of the Register in Probate by Judge Lundell to attend a conference at the Cove in Lake Geneva at $75 per night for two nights. Motion by Malick, second by Wentz to approve exceeding the lodging rate for the Register in Probate to attend the conference at the Cove in Lake Geneva. Motion passed. 6. Building Services Report. a. Geothermal Heating /Cooling System Project for Government Center. Tobin reported he is working with KFI on preliminary test bore sites and working with Dana Baker regarding contracting well drillers. The test bore specs are being finalized and Tobin is working on list for civil engineers. Discussion regarding city ordinance on wells. b. Ag Center Cleaning Contract. Tobin reported the custodial service provider has given notice to terminate cleaning service at the Ag Center in Baldwin. Tobin, working with Baker, has put out bids for this service. The current service provider is paid $1,400 per month on a 20,000 square feet building. Tobin reported lawn care at the Ag- Center runs between $450 to $750 per month in the summer, and snow removal at the Ag- Center approximately $200 to $500 per month in the winter. 7. Finance Director Report. a. Finance Reports. Countywide Cash and Investments balance as of January 31, 2008 were $37,657,753.11. 2007 Sales Tax received in February 2008 for December 2007 sales were $504,301.32. 2007 year -to -date sales tax received: $5,447,555.34. Motion by Malick, 2 nd by Standafer to transfer back $190,000 to cover sales tax deficit from the General Fund. Carried unanimously. Vehicle Registration Fees revenue for 2007: $15,295.50 and 2008: $39,035.70. 2007 Contingency Finance Committee March 10, 2008 Page 3 of 6 Fund balance: $48,495.52. Motion by Malick, 2n by Wentz to accept the finance reports and to file and forward to County Board members. Carried unanimously. b. Request to Exceed Lodging Rate. Pietrick presented a request to exceed the County's lodging rate by $10 for Baker to attend the Wisconsin Association of Public Purchasing meeting in Milwaukee. Motion by Standafer, second by Wentz to approve exceeding the County's lodging rate for Baker to attend the WAPP meeting in Milwaukee. Motion approved. C. Review of Fourth Judge Funding. Pietrick reviewed the Committee and Board's action in January to amend the budget to allow for funding of the fourth judge position. Statute requires publication of a notice amending the budget to take place within ten days of the Board's action. The publication took place fifteen days after the January 15 Board meeting. Timmerman clarified the requirements. Motion by Malick, second by Standafer to present the original resolution to the Board March 18 for action again, with assurance publication will happen within the ten day requirement thereafter. Motion passed. d. 2008 Borrowing Options — Pietrick reviewed borrowing options for 2008 capital items previously identified for borrowing. Bonding, state pool borrowing and local bank borrowing are options with rates varying around 4 %. Pierce County has recently borrowed at a low rate and she will follow up on that and more specific options that exist. e. Hog Barn Abatement and Demolition Bid Award and f. Farm Structures Equipment Bid Award. Baker reviewed the bids for the hog barn abatement and farm structures equipment bids. The respective low qualifying bids were from J. Haas Excavating in the amount of $12,385 for the Hog Barn and Chicken Coop abatement and $64,600 for the Farm Structures and Additional Equipment removal. Discussion, the Committee and staff reviewed timing options, road postings, performance bonds and disposal of demolition. Further review of the house the County owns near this site will be done by Building Maintenance. Motion by Malick, second by Caflisch to award the bids for the hog barn abatement and demolition and the farm structures equipment removal to J. Haas Excavating. Motion passed. The Committee also asked Baker to report to the Committee in April on her office's work for the prior year. f. Farm Structures Equipment Bid Award. (see e. above) g. Veterans Services Department Request for New Copier Funding. Blaisdell presented a request for funding for an unbudgeted new copier in the Veterans Services department. The current copier has already been repurposed and no longer can be serviced. Blaisdell is working with Baker and the Administration Committee, as the parent committee, will review the need for a copier March 11. Pending that Committee's review, the Finance Committee is asked to approve the funds for a new copier. Motion by Wentz, second by Standafer to approve the request for funds for a new copier in Veterans Services from the Contingency Fund. Motion passed. 8. Risk Management Report. a. Review of Government Center Lockdown 2/15. Ziliak reviewed the lockdown of the Government Center on February 15. She reviewed discussions and analysis of how the incident was responded to with the Sheriff and his staff, the Emergency Communications Director, Administrative Finance Committee March 10, 2008 Page 4 of 6 Coordinator and the employee safety and security work group in the days that followed relevant to building security. Supervisor Marzolf requested the Lynx software demo be shown to the County Board. The Committee asked for further review of building security options and a follow up at the April committee meeting. This will also be reviewed with the County Board on March 18. b. Lynx Software Demonstration for Building Safety. Ziliak arranged for an internet presentation on Lynx Software designed to facilitate communication during emergencies through a facilities computer network and terminals. The Emergency Management and Communications Committee have also reviewed this software, but with other needs in mind. C. Safety and Security Report. Above. 9. Administrative Coordinator Report. a. Resolution for WCRP — Emerald Dairy CDBG Application — 9:30 a.m. Present: Economic Development Corporation Executive Director Bill Rubin and Char Gurney of WWRPC. Gurney reviewed a community development block grant proposal for Emerald Dairy to build a waste water treatment filtration system for manure at the dairy in Emerald. Four new positions would be created and the system could be expanded in the future. The $200,000 would come to Emerald Dairy as a loan to be repaid to the revolving loan fund. Motion by Malick, second by Caflisch to recommend approval to the County Board of the application and agreements for the Emerald Dairy CDBG. Motion passed. b. Town of Hudson Assessing Issue. Whiting reviewed an issue that developed for the Town of Hudson where a recording error resulted in a significant property tax statement error. Whiting and real property staff met with Town representatives to review the matter. The error was the assessor's, and after meeting with the Town and its assessor reviewed procedures for eliminating the potential for another error were clarified. The assessor can and will apply to the state for funds to reduce the taxing lost to the Town, but the state's process does not cover the first $500 of such a loss. Whiting agreed with the Town Chair to propose splitting the difference. Motion by Malick, second by Wentz to send a check to the Town of Hudson for $250 to help minimize their tax collection shortage from this issue. Motion passed. C. Lake Mallalieu Dam Agreement. The Committee reviewed a draft agreement regarding the dam. No action was taken. 10. Human Resources Report. a. HHS Staff Scheduling Option. Johnson, Kiesler and Funk reviewed proposed scheduling changes in the Behavioral Health group in HHS to go to four ten hour days to better serve clientele. Personnel rules require Committee approval of such changes. The HHS Board has approved this for a six month trial period. Motion by Caflisch, second by Wentz to approve the change for a six month period. Motion passed. b. Elected Officials Salaries. Present: Treasurer Cheryl Slind, Register of Deeds Kay Walsh, County Clerk Cindy Campbell. Information containing salary comparisons of the county constitutional officers to county non - department head positions was distributed. Salaries must be set • Finance Committee March 10, 2008 Page 5 of 6 before June 1, 2008 for the three county elected positions. Discussion ensued regarding the nature of compensating elected officials, needed skills, accountability and objectivity towards the offices. Walsh indicated she will be retiring after 30 years with the county and First Deputy Geri Campbell intends to run for the position. Standafer stated the compensation level needs to be set for the positions with no regard to the incumbency. Wentz felt consideration of the experience, amount of work and responsibilities of elected officials is necessary. Malick added if the county didn't have skilled incumbents in the positions it would need to hire additional people to do the work. Wentz stated unrepresented employees are not evaluated yet continue to receive annual increases including step increases. Motion by Malick, second by Wentz to recommend to the County Board raising the salaries for the Clerk, Treasurer and Register of Deeds to $61,000 per year for each of the four years of the next term. Motion by Standafer to table the motion until the May Finance Committee. Motion failed for lack of a second. Original Motion passed 3 to 2 with Krueger, Standafer voting against. C. ADRC Director Position Description and Selection Process. Funk and Johnson presented the ADRC director position description. To avoid confusion with director titles elsewhere in the County workforce, the position title will be "Section Manager ", referring to the business sections that exist in HHS. Until the Springsted project is complete, this new position will be implemented to replace the Director of Aging position, and will be compensated at a Grade 9 level. The process for filling the position can begin with the current Council on Aging and HHS Director working with Human Resources. Motion by Malick, second by Wentz to approve the position description. Motion passed. d. 8:30 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, 2nd 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. (8:46 a.m.) Roll call — all ayes. Carried unanimously. Included in closed session: Supr. Leonard, Attorney Steve Weld, Whiting, Funk, and Timmerman. Motion by Wentz, 2nd by Malick to reconvene into open session (10:06 a.m.) e. Resolution regarding Proposed Contract Settlements for Highway, General Government Support Services, Health Center and Social Services Bargaining Groups. Motion by Malick, second by Wentz to adopt contract proposals for the four AFSCME bargaining groups and recommend approval to the County Board. Contracts are for three years and will include various language changes, a 2% wage increase for each contract year, and changes to the employee health insurance plan still to be determined in exchange for an additional 1% wage adjustment on July 1 of each contract year. Contracts will be presented to the County Board likely before the union groups have acted on the contracts themselves. Motion passed. 11. Supr. Cranmer's request for a summary of the final amended 2008 budget with new anticipated revenues and expenses along with a comparison to 2006 and estimated for 2007. Pietrick reviewed the budget summary taking into account the changes that were made as part of the fourth judge budget amendments. This has been presented to Supervisor Cranmer and will be on the March 18 County Board agenda. 12. Supr. Struemke's request for a resolution to be sent to the Wisconsin Counties Association and to the State Legislature with a recommendation to enact legislation that freezes • Finance Committee March 10, 2008 Page 6 of 6 seniors real estate taxes when they reach the age of 65 and continue to reside in their homes. Supervisor Struemke presented an outline draft of his resolution. Caflisch pointed out the intent will not be legal. Motion by Malick, second by Caflisch to send to the County Board without prejudice his right (Malick's) to vote against the resolution on the Board floor. Discussion on other options including tax deferrals. Motion passed 4 to 1. Standafer voting against. Meeting adjourned. Esther Wentz, Secretary Cindy Campbell and Chuck Whiting, Recording Secretaries