HomeMy WebLinkAboutFinance 04-08-08 ` NOTICE OF COMMITTEE MEETING AND AGENDA
ST. CROIX COUNTY
FINANCE COMMITTEE
DATE AND TIME: Tuesday April 8, 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: May 8, 2008
APPROVAL OF MINUTES OF PREVIOUS MEETINGS: March 10, 2008
OLD AND NEW BUSINESS:
1. Review of Vouchers
2. Treasurer Report
a. Bank Reconciliation
3. County Clerk
a. Spring Election Report
4. Clerk of Court
5. Circuit Court
6. Building Services Report
a. Geothermal Heating /Cooling System Project for Government Center
b. Ag Center Cleaning Contract Award
c. Review of Courts Area Remodeling
d. Review of County Farm House Lease **
7. Finance Director Report
a. Financial Reports
b. 2008 Borrowing Options
c. Management Systems Specialist 2007 Activity Report
d. Shredding Cost Analysis
e. Review of City of Hudson TID#4 Closing
f. Status of Fines and Forfeitures Collections Tracking Process Development
8. Corporation Counsel Report
a. Report on Hessler v. St. Croix County
9. Risk Management Report
a. Safety and Security Report — Hudson Government Center
b. Safety and Security Report — New Richmond Facilities
c. Request to Exceed Lodging Limit **
10. Human Resources report
a. Human Resources Department Issues and Priorities re: Personnel Manual Updates Including:
Revision of Employee Identification Badge Policy, Revision of Workplace Violence Policy and
Sexual Harassment Policy
11. Administrative Coordinator Report
a. WMMIC Official Representative Designation
b. Emerald Tower Disposition **
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.
4:15 PM 4/3/2008
OFFICIAL
MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE
Regular Meeting April 8, 2008
Meeting called to order by Chair Krueger at 8:00 a.m. Present: Esther Wentz, Clarence Malick,
and Stan Krueger. Absent: Daryl Standafer and Tom Caflisch. Staff present: Administrative
Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman, Finance Director Michelle
Pietrick, Human Resource Administrator Tammy Funk; Building Services Director Art Tobin
and County Clerk Cindy Campbell. Others present: Julie Speer and Bill Cranmer. Media
present: Judy Wiff.
Motion by Wentz, 2 nd by Malick to adopt the agenda. Carried unanimously. The date of the
next meeting is May 8, 2008 beginning at 8:00 a.m.
Campbell noted she received the following corrections to the March 10, 2008 Finance
Committee minutes: 5.a. Circuit Court request to exceed the lodging rate limit should be for two
nights rather than three. Te. should read: 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. 10.e added Wentz and
Malick made the motion to reconvene from closed session. Motion by Malick, 2 nd by Wentz to
approve the minutes of March 10, 2008 with changes noted. Carried unanimously.
1. Review of Vouchers. Malick stated he had nothing to report.
2. Treasurer's Report.
a. Bank Reconciliation. February 2008 reconciliation report was reviewed. No
questions. Motion by Malick, 2 nd by Wentz to accept. Carried unanimously.
3. County Clerk.
a. Spring Election Report. County Clerk Cindy Campbell reported on an 18%
countywide voter turnout for the Spring Election. Campbell reviewed write -in results for County
Supervisor Districts 2, 8 and 9 in which District 2 had a registered write -in candidate, Alfred
Schrank; and District 9, Roger Larson. Campbell reported the highest vote - getter in District 2
has verbally declined the position, but this will not be official until this individual declines the
oath of office on April 15` Campbell explained a municipality called in an incorrect vote total
for Howard Cameron in the Circuit Court Judge Branch 4 race. This resulted in a reduction of
total votes for Cameron, but the end result remained the same.
4. Clerk of Court. No report.
5. Circuit Court. No report.
6. Building Services Report. Tobin presented a $5,000 check from Focus on Energy for
half of the energy audit.
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April 8, 2008
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a. Geothermal Heating /Cooling System Project for Government Center.
Tobin stated he attended a meeting with representatives from the city of Hudson regarding the
geothermal system. The city provided a site map which constitutes the well protection area.
Tobin explained the DNR puts in place a 1,200 foot radius from the production well which
constitutes a wellhead production area. Tobin met with KFI representatives and measured the
area needed for a well field. Approximately a 2.5 acre plot is needed. Tobin expressed concerns
regarding the well field and a possible expansion of this building in the future. Tobin and Baker
met with three bore drillers regarding test well specs. Responses are due on Friday, April 11
Tobin confirmed they are within the $10,000 budget.
b. Ag Center Cleaning Contract Award. Tobin reported the current cleaning
contractor has terminated the contract for cleaning the Ag Center building in Baldwin. Tobin
stated the current custodial contract for the Ag Center building is $16,200 per year. Lawn care
contract averages $750 per month for six months or $4,500 per year. Total for both services per
year is $20,700. Baker indicated a Request for Bids (RFB) was done with the same
specifications written to the same level as other buildings. The Ag Center has added security
measures because of the federal office working out of the building. Seven RFB responses were
received with the lowest responsive, responsible, no exception bid coming in at $41,820. Baker
explained lower bidders were sole proprietors which are not bonded or insured now but could
obtain bonding and insurance if awarded the contract. Tobin proposed hiring a limited term
employee (LTE) responsible for cleaning and lawn care at $14.18 per hour with a maximum of
600 hours. This person would report four hours per day to Baldwin and results in a savings to
reduce overtime costs, mileage reimbursement and eliminate the lawn care contract. Motion by
Krueger, 2 by Wentz to approve the LTE position as proposed for the Building Services
Department with maximum of 600 hours. Carried unanimously.
C. Review of Courts Area Remodeling. Tobin reported he is entering discussions
with the second floor judicial assistants and probate office regarding adding space for the fourth
judicial assistant. Tobin explained there is under 400 square feet in the judicial assistant office
and approximately 1,000 square feet in the probate office. He will be discussing this with the
judges and noted the need for space improvement.
d. Review of County Farm House Lease. Tobin stated there is a lease agreement
with the house on the county farm property in New Richmond and has discussed this with the
Health and Human Services (HHS) Board. HHS directed no money be put into this house for
improvements and to cease the contract for the rental property which expires in May 2008.
Tobin stated the house needs external work. Revenue is $630 per month. Motion by Malick, 2nd
by Wentz to accept the recommendation of HHS and move forward to look at removing the
building. Carried unanimously.
7. Finance Director Report.
a. Finance Reports. Countywide Cash and Investments balance as of February 29,
2008 were $35,415,836.29. 2008 Vehicle Registration Fees for February registration received in
March -- county share: $53,103.60; total year -to -date: $92,139.30. 2008 Sales Tax received in
March 2008 for January 2008 sales: $395,470. Contingency Fund balance is $250,000 with a
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April 8, 2008
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potential cost of $14,000 to remodel Room 1259 in the Government Center. Review of
expenditure and revenue report. Questions regarding the IT expenditures. Pietrick will look into
this. Motion by Malick, 2 by Wentz to accept the reports. Carried unanimously.
b. 2008 Borrowing Options. Pietrick continues to review borrowing options for
2008 capital items previously identified for borrowing. Pietrick explained a lease option through
Wells Fargo with a 3.85% rate subject to change based on market conditions. The State Trust
Fund is at 4 %. Pietrick stated the State Trust Fund application is due in May or June. Lease
arrangements will be reviewed by Corporation Counsel. Pietrick stated the approximate
borrowing amount is $600,000. Discussion regarding options. Pietrick will review the motion
made approving the 2008 budget.
C. Management Systems Specialist 2007 Activity Report. Baker highlighted 2007
procurement initiatives. Discussion regarding procurement cards and review of usage and
savings. Whiting will report back in May regarding what should be reviewed when it comes to
procurement cards. Whiting asked Baker to develop a program which monitors the use of
procurement cards. Discussion regarding Sheriff's Department finance charges on current credit
cards. Baker reported nine contracts and agreements for county goods or services were
completed in 2007. Reviewed completed 2007 Request for Proposals and Request for Bids.
Total procurement cost savings in 2007 was $136,000 with the highest savings in services and
vehicle purchases. Review of savings from 2004 to 2007 with a total savings of $513,000.
Projected 2008 procurement initiatives reviewed.
Baker highlighted Fixed Asset and Surplus Disposal which included the IT database created for
fixed asset tracking and the implementation of public surplus auction site and repurposing items
as appropriate. Baker reported on the Nursing Home asset project which involved extensive
work on Baker's part to inventory items in storage at the Nursing Home and, with help from
Nursing Home staff determine, what was to be kept, sold, and disposed. The project began in
November 2006 and was completed in February 2008. Baker thanked individuals from Building
Services, HHS and the Nursing Home for their assistance in this process.
Reviewed 2007 Alio (SAGE) data audits and clean -up initiatives. Baker stated several audit
initiatives are now stable in Alio.
Baker reported ongoing work with Weidenhammer (Hammer) concerning improvement needed
to the Alio budget module. Progress has not been successful and Baker thanked Annette Massie
of the IT Department for her time and efforts. Hammer has not met deadlines to correct
problems. Discussion regarding migrating to new software. Baker is working on reviewing
processes starting with the payroll departments at HHS, Government Center and Highway
Department. Malick requested a timeline and deadlines to meet to use different software for
budget preparation in 2009. Baker stated she is looking at internal processes and procedures
first. Krueger stated Baker, Pietrick and Whiting need to move forward with the review process.
d. Shredding Cost Analysis. Present: Clerk of Court Lori Meyer. Baker reported
she completed a shredding analysis requested by the Finance Committee in March. Results show
St. Croix Industries is the most cost effective shredding method for the county. Baker stated the
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April 8, 2008
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local industry is based on per pound cost. St. Croix Industries picks up documents for shredding
at $50 per round trip. Baker described the shredding process at St. Croix Industries. The
individual who shreds documents is paid $9 per hour and a local farmer uses the shredding (and
materials are recycled for County use like paper clips, boxes, folders, etc.). BDRS, which does
the hard paper storage for the county, has a shredding option used in the comparison. Meyer
stated they still do daily shredding and will need to upgrade their shredder. Baker thanked Sonya
Skramstad for her help in providing St. Croix Industry information used in the comparison.
Malick suggested using St. Croix Industries and small shredders for daily shredding. Krueger
recommended Meyer place a replacement shredder in next year's budget.
e. Review of City of Hudson TID #4 Closing. Pietrick reported the city of Hudson
is closing out TID #4. The county will receive funds in the fall but has not been given an amount
to date.
f. Status of Fines and Forfeitures Collections Tracking Process Development.
Pietrick stated at the request of the Finance Committee she reviewed the spreadsheets and the
CCAP system used in the Clerk of Court office. Pietrick stated there is a significant amount of
staff time spent regurgitating data. Data cannot be exported from CCAP, so it is manually
segregated out. Pietrick asked Massie in IT to review the possibility of extracting CCAP data
into a database. Pietrick recommended minor changes to the spreadsheets used in the Clerk of
Court office. Meyer stated she will report back next month as to the status of reports and will
continue to report the status of collections quarterly. Malick suggested outside assistance to
write a program. Pietrick requested time be given to create a program in- house. Malick
indicated he is willing to wait another month but recognizes there is no system to track what the
collection clerk does.
8. Corporation Counsel Report.
a. Report on Hessler vs. St. Croix County. Timmerman reported the parents of
Brandon Lee Hessler filed a lawsuit against St. Croix County in Eau Claire County. Hessler died
in the St. Croix County jail. Timmerman reported, at the recommendation of the attorney
representing the county, paperwork has been filed to transfer this case to Federal Court. The
lawsuit filed in Eau Claire County did not indicate an amount claimed. Discussion regarding
limit on claims and damages and parties named in the action.
9. Risk Management Report.
a. Safety and Security Report — Hudson Government Center. Risk Manager
Kristen Ziliak and Emergency Communications Director Casey Swetlik were present. On behalf
of the Safety and Security Committees, Ziliak presented specific recommendations for security
changes at the Government Center and Health and Human Services. Ziliak stated the top three
items recommended for the Government Center are additional security cameras estimated at
$10,000, desktop notification software estimated at $19,000 and additional door card swipes
estimated at $28,600. Malick suggested presenting this to the County Board and to get bids for
the notification software. Ziliak proposed using funds from the Liability Fund and allocate back
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April 8, 2008
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to the departments in 2009. Discussion regarding additional and placement of cameras. Tobin
suggested reviewing all entrances.
b. Safety and Security Report — HHS New Richmond Facilities. Ziliak stated she
has met with the HHS Safety and Security Committee and presented recommendations for
changes at HHS facilities in New Richmond including: two items include card swipe for
employee entrance to the Nursing Home estimated at $2,500 and migration to single public
entrance for HHS estimated at $28,000 which includes security cameras and buzzer and ADA
opener for main hallway access doors. Pending issues reviewed including after hour access.
Swetlik noted the need for an evaluation of the current PA system at HHS.
Ziliak stated she is working with Mike Winberg in the Sheriff's Department in preparing
lockdown training to employees. Ziliak is also reviewing training regarding defusing hostile
situations. Ziliak reported the lockdown training will be near end of July. Malick requested the
training be held by the end of April. The Finance Committee agreed to have the training done as
soon as possible.
Discussion regarding prioritizing items and funding for the recommendations presented. Motion
by Malick, 2nd by Wentz to authorize the card swipe for the employee entrance at the Nursing
Home at an amount not to exceed $2,500 from the Contingency Fund and present the rest items
to the County Board at the April meeting with our a recommendation that all four remaining
action items should be authorized as soon as possible using best available data regarding price
and design as presented by staff. Carried unanimously. The Finance Committee thanked Ziliak
and all involved in this process.
C. Request to Exceed Lodging Limit. Ziliak requested to exceed the lodging limit
for the Wisconsin Counsel of Safety which Katy Kapaun and Ryan Thompson plan to attend at a
rate of $114 per night at the Kalahari which is where the conference is held. Kapaun will stay
one night and Thompson will stay for two nights. Motion by Wentz, 2nd by Krueger to approve
exceeding the limit for lodging as described. Carried. Malick voted no.
10. Human Resources Report.
a. Human Resources Department Issues and Priorities re: Personnel Manual
Updates Including: Revision of Employee Identification Badge Policy, Revision of
Workplace Violence Policy and Sexual Harassment Policy. Funk distributed a list of
identified needs from the Human Resources (HR) Department including: new employee
orientation program; sexual harassment policy and training; update Personnel
Manual /Policies /Forms; performance appraisals; Springsted evaluation of all jobs and creation of
ongoing policies; update HR website; conflict resolution program, supervisory training; open
enrollment program; exit interview process and wellness program including an employee
assistance program. Fund distributed general updates to the Personnel Manual. Discussion
regarding the requirement to wear employee badges. Motion by Malick, 2nd by Wentz to
approve the updates to the Personnel Manual related to employee badges. Carried unanimously.
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April 8, 2008
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Review of updates to Employee Performance Evaluation which includes changing
training/orientation period to probation and remove references to non - exempt, exempt, or non -
represented employees and to "employees ". Discussion regarding training supervisors and staff
and feedback. Review of policies to be finalized and brief discussion regarding Springsted and
the Position Administration Workgroup. Malick requested timelines. Funk is hopeful to have
Springsted in time for 2009 budget process. Exit interview process reviewed. Funk stated this is
usually a voluntary process. Funk would like to find a way to create a separate employee
assistance program.
11. Administrative Coordinator Report.
a. WMMIC Official Representative Designation. Whiting requested Risk
Manager Kristen Ziliak be appointed as St. Croix County's official representative to WMMIC.
He stated he has not been able to get appointed to the WMMIC board and added Ziliak is ready
for the appointment and indicated Pietrick will also attend the meetings. Motion by Malick, 2 °d
by Wentz that Ziliak be named as the official representative to WMMIC for St. Croix County.
Carried unanimously.
b. Emerald Tower Disposition. Whiting reported the Emergency
Management /Emergency Communications Committee made the decision to get rid of the
Emerald Tower. Malick indicated the committee agree to remove the liability as soon as
possible and proceed to sell the property. Motion by Malick, 2 °a by Wentz to assign disposition
of the Emerald Tower and site to Dana Baker to get proposals and give Finance Committee
something to authorize. Carried unanimously
Krueger stated he has enjoyed serving on the County Board for the last nine years and eight
years on the Finance Committee.
Meeting adjourned 12:15 p.m.
Esther Wentz, Secretary
Cindy Campbell, Recording Secretary