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HomeMy WebLinkAboutFinance 12-04-08 r NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday December 4, 2008 — 8:30 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: January 8, 2009 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: November 6, 2008 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. County Clerk a. 2009 County Board and Committee Meeting Schedule b. Review of Publishing County Board Proceedings 4. Human Resources report a. 2009 Non - Represented Employee Wage Grid b. HHS Personnel i. Public Health Supervisor ii. Nursing Home Administrator 5. Building Services Report a. Government Center Exterior Wall Issues b. HVAC Status c. Request for Line Item Transfer for Equipment Purchase 6. Risk Management Report a. Update on Security Measures b. Security Assessment of the Government Center — John Shilts 7. Finance Director Report a. Financial Reports b. 2009 Budget Modifications Resulting from Employee Health Insurance c. New IRS Mileage Reimbursement Rate d. Review of Office Position Vacancy Options ** 8. Administrative Coordinator Report a. 2008 Performance Evaluations b. Follow -Up Review of Self - Insured Medical Plan Policy Amendments 9. Wireless 911 Grant Money and a Mass Notification Project For HHS and Emergency Communications 10. Emergency Communication 911 Mapping System 11. Request from Planning & Zoning Committee for Legal Review of Recycling Ordinance — 8:45 a.m. 12. Special Consideration Before Filling of Personnel Vacancies during 2009 13. Consideration of AODA Initiative Grant Agreement and Funding ** 14. Short and Long Term Planning Goals — Follow Up to Board Goal Setting 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. 4:34 PM 12/1/2008 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE December 4, 2008 Official Meeting called to order by Chair Standafer at 8:38 AM MEMBERS PRESENT: Daryl Standafer, Esther Wentz (left meeting at 12:00), Clarence Malick, Dave Peterson & Sharon Norton - Bauman. Absent: None OTHERS PRESENT: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Corporation Counsel Greg Timmerman, County Clerk Cindy Campbell, Director of Planning & Zoning Dave Fodroczi, Sr. Planner Ellen Denzer, Director of Building Services Art Tobin, Kurt Reed of Roof Specs, Jay Constable and Wallace Jensen from Karges - Faulconbridge, Inc., Risk Manager Kristen Ziliak, Chief Deputy John Shilts, Director Emergency Communications Casey Swetlik, Director Information Technology Tom Boron, Land Information Manager Brett Budrow, Human Resources Administrator Tammy Funk, Supervisor Eugene Ruetz, Supervisor John Borup, Supervisor Dave Ostness, Recording Secretary Amy Sabelko, Media Present: Judy Wiff (left meeting at 2:00) ADOPTION OF AGENDA: Motion by Malick, 2nd by Wentz to adopt the agenda, motion carried unanimously. DATE OF NEXT MEETING: January 8, 2009 APPROVAL OF MINUTES FROM PREVIOUS MEETING: Motion by Malick to approve the minutes from November 6th Committee meeting, 2nd by Wentz. Discussion regarding Planning & Zoning remodeling and whether or not 2008 funds would be used to pay for the remodeling, and when the remodeling would be completed. Norton - Bauman confirmed that the project will be completed using 2008 funds and the work will be completed as vendors submit the products and Building Services is able to complete the work Motion carried unanimously. OLD and NEW BUSINESS: 1. Review of Vouchers Peterson reviewed the vouchers stating nothing to report. Malick indicated that he started reviewing vouchers for December & stated nothing to report. Wentz asked question regarding cost for storing of Medical Examiner van and whether or not it was a monthly or annual charge. Swetlik explained that the County rents a garage stall for the van and the cost is $50 per month. 2. Treasurer Report Monthly Reconciliation from Slind reviewed by Committee, no exceptions noted. 3. County Clerk 2009 County Board & Committee Meeting Schedule Conflict with September 15th meeting due to WCA conference, budget review schedule may have to change, goal review meeting to be determined by Administration Committee. Review of Publishing County Board Proceedings The County publishes County Board proceedings in all County newspapers. It was brought to Campbell's attention that one of the newspapers published the proceedings too small to read. The Corrunittee discussed publicizing the minutes in some papers but not all. Malick made a motion that the County not pay for the 2 defective publications, 2nd by Norton - Bauman, motion carried unanimously. Malick made a motion that future County Board proceedings be published in the Hudson Star Observer, New Richmond News and St. Croix County Scan, that the County pay for doing so, and that the County supplement the ADRC budget to allow for the facility to have a subscription for one or the other newspaper in each senior facility, 2nd by Peterson, motion passed unanimously. Norton - Bauman expressed concern regarding reaching people on the Eastern side of the County. Campbell to bring information to the next Finance Committee meeting regarding how many computers are in senior facilities and additional information about the County newspapers. 4. Human Resources Report 2009 Non - Represented Employee Wage Grid Funk handed out information regarding three options to pay out the non - represented employee wage increase, wage grids for 2009 and recommendations for such. The Committee discussed the information presented and Peterson made a motion to approve option 1, which is a one time increase of $520 or step increase, 2nd by Norton-Bauman, motion carried unanimously. 1 HHS Personnel Public Health Supervisor Funk explained that at the next County Board meeting the HISS committee members will recommend Wendy Kramer be appointed as the Public Services Officer, and that the Public Health Supervisor position be filled by another individual. The Public Health Supervisor position needs to be a full-time position, upgraded to a grade 9 with approximately a $20,000 increase, and a portion of the funds to pay for the position will be taken from the HI tobacco funds. Malick made a motion to approve the Public Health Supervisor position as a full-time grade 9 position, 2nd by Peterson, motion carried unanimously. Nursing Home Administrator Funk explained that the Nursing Home has utilized contract employees for the Nursing Home Administrator position and the HHS Committee has had discussion and approved the hiring of a full-time Nursing Home Administrator. The Committee discussed options and concerns regarding the hiring of a full-time Nursing Home Administrator rather than having a contract employee in the position. Malick made a motion that the Committee agree with HHS Boards hiring decision, 2nd by Peterson, motion carried unanimously. The Committee encouraged utilization of a hiring firm to fill this position. 5. Building Services Report Government Center Exterior Wall Issues Tobin provided Committee with suggested phases to implement testing and correction of issues for North, South & East elevations of the County Government Center building. Kurt Reed of Roof Specs submitted proposal to the Finance Committee regarding the North, South & East sections of the facility and explained what process would be used to identify problem areas. Reed discussed steps and timeline that will be followed with the Finance Committee. Standafer asked what additional problems may occur with the building between now and May Pt, and what if any additional steps should be taken by the County. Reed explained that most of the damage to the building occurs during the summer months so no additional steps are required at this time. Malick made a motion to authorize the exploratory process and pay for it from the contingency fund, 2nd by Wentz, motion carried unanimously. Second part of the Building Exterior issue is the West wall and Reed submitted a separate proposal to the Committee explaining the process and timeline that will be followed. Reed explained that the intent of this phase is to complete the corrective measures on the West side before the roof project is completed. The Committee discussed the roofing and construction phases with Reed and Tobin. Malick made a motion that the County accept the proposal and pay for it from the contingency fund, 2nd by Wentz, motion carried unanimously. Timmerman explained that he spoke with two different outside attorneys and each of the attorneys brought up the "Statute of Repose" indicating that the County does not have an option to file suit because of a 10 year stipulation between when the County moved into the building, which was 1993, and when the problem was found. Malick and Standafer suggested that the County bring the information to the builder's attention and perhaps the vendor will provide a good faith settlement due to the problems occurring with the Government Center. HVAC Status Jay Constable from Karges - Faulconbridge, Inc. (KFI) provided information to the committee regarding KFI's findings and plan to put the boilers and chillers in place at the Government Center. Constable noted options for the generator shut down, purchase of two boilers and one chiller. Constable stated that KFI is suggesting upgrading the generators and Tobin indicated that his recommendation would be to purchase one 750 KW generator, however, this will raise the price. This would allow the County to re -use, retire or re -sell the current generators that are in place. Norton - Bauman requested information regarding what the estimated cost for a 750 KW generator would be, and Tobin stated that the cost would be approximately $200,000. In addition, the existing diesel generator unit no longer meets the current environment requirements. Constable provided an update on the bid process to the Committee and that the current economical environment is very good for bidding. Request for Line Item Transfer for Equipment Purchase - item pulled from the agenda 6. Risk Management Report Update on Security Measures Ziliak provided an update regarding security improvements to the New Richmond and Government Center facilities and funds that have been used to date. Currently the County is able to keep the information from the security cameras for all 16 cameras for a two month period of time. The Lynx desktop system software, training of Information Technology staff and implementation has been paid for and has to be installed. Boron stated that implementation will be completed by the end of 2008. Identi -pass door swipes have been installed in New Richmond and the Government Center. Updates were provided for the New Richmond facility including the cameras and entrance door swipes. Ziliak's recommendation is to take away key entrance and put in card access which keeps track of when people enter the facility. In addition, hard locks will be changed at the Nursing Home because a number of vendors have keys to the facility were not returned. Ziliak asked for approval from the committee to allow the use of the re mainin g funds budgeted in 2008 for expenses in 2009. The Committee expressed approval of Ziliak's request. The Security 2 Committee knows that the remaining $13,000 will be spent on additional card swipes, however, are waiting for estimates from the vendor. Security Assessment of the Government Center - John Shilts Shilts provided information to the Committee regarding what was found during his security assessment and recommendations to correct security breaches. A study will also be completed at the New Richmond facility, Highway department and Baldwin facilities. Standafer asked for an executive summary of Shilts findings, what the recommended changes would be, along with prioritization and estimated costs. The summary should then be brought to the Finance Committee for what can be approved, or to the County Board for approval if the Finance Committee cannot approve it. 7. Finance Director Report Financial Reports Finance reports were submitted to the Committee prior to the meeting and there were no concerns noted. 2009 Budget Modifications Resulting from Employee Health Insurance Pietrick explained the amendment submitted to the Committee regarding the decrease in medical insurance premium and the increase in the Health Reimbursement Account Fund. The Committee discussed the options provided by Pietrick for each department regarding the amended amount and what should be done with the budget decreases. Pietrick made a recommendation that the amendment be brought to the County Board which then has to be published within 10 days after the County Board meeting according to Timmerman. Motion made by Malick that $132,198.64 be moved into the contingency fund, 2nd by Peterson, motion carried unanimously. New IRS Mileage Reimbursement Rate Effective January 1, 2009 the reimbursement rate has been changed to $35 per mile. Review of Office Position Vacancy Options Pietrick provided information to the Committee regarding an employee retirement in the Finance department and the need to hire an Accountant rather than a Financial Assistant. The Committee directed Pietrick to look at different hiring options including combining the financial departments of Hudson and New Richmond at the Government Center. 8. Administrative Coordinator Report 2008 Performance Evaluations Whiting provided information to the Committee regarding the process to be followed and the employees who the Finance Committee does appraisals for. Malick suggested that the employees who the Finance Committee completes appraisals for submit their comments to Standafer prior to the January meeting and that appraisals be performed in January. Follow -up Review of Self - Insured Medical Plan Policy Amendments Whiting provided a copy of the amended medical plan policy to the Committee explaining that it requires the Finance Committee signature prior to going to the County Board for approval. Malick made a motion to approve the wording of the policy, 2nd by Norton - Bauman, motion carried unanimously. 9. Wireless 911 Grant Money and a Mass Notification Project for HHS and Emergency Communications Swetlik provided update regarding wireless grant money and project updates which will allow the County to recover money from the State. Swetlik also provided the Committee with specific items that the County has been able to get additional grant money from the State, up to approximately $22,000. Swetlik brought information to the Committees attention regarding a 20 port Mass Notification system and the utilization and impact this system would have for the County. This system would allow utilization for more than one department including HHS, Sheriff's, Emergency Management and Emergency Communications. The system allows for missing children alerts, neighborhood watch, gas leaks, evacuation use, immunization information, etc. The quote for the system from City Watch is $37,950. An additional $2,000 is required to get data from AT8ff for the 911 system database to use service. Offside storage would cost an additional $5,000. Supervisor Borup indicated the Emergency Communication & Emergency Management Committee's support of the request and asked for the Finance Committee's approval to move forward. Malick asked questions regarding the funding of the system and Pietrick provided different funding options to the Committee. The Committee discussed the wireless grant money and whether or not it should be used toward the 911 mapping system or the mass notification system. Motion by Malick authorizing Swetlik to apply unanticipated funds from grant along with funds from HHS to purchase the City Watch mass notification system in 2008, 2nd by Norton-Bauman, motion carried unanimously. 10. Emergency Communication 911 Mapping System Swetlik provided information to the Committee regarding the 911 mapping system called Master Street Address Guide (MSAG) that plats the calls and tells staff where the call is coming from. The manufacturer is no longer supporting the product and it is obsolete. Brett Budrow provided the Committee with the difficulties regarding the MSAG system and the ability to enter aerial information or new subdivisions. Malick asked what brought this request forward at this time and Swetlik said that the reason is because the County can now obtain 50% of the cost through a grant. Motion by Malick to approve the acquisition of the 911 mapping system with partial funding to come from the mass notification system grant, 2nd by Norton - Bauman, motion carried unanimously. 11. Request from Planning & Zoning Committee for Legal Review of Recycling Ordinance - 8:45 AM 3 Ruetz brought forth request to obtain outside legal review of recycling ordinance which is not being completed by Corporation Counsel due to current workload and request being low priority. The Planning & Zoning committee is requesting that the Finance Committee approve outside legal counsel review unless Corporation Counsel can review the ordinance and provide a response so the project can move forward. The Committee discussed the request and what issues the delay in obtaining a response by Corporation Counsel would have for the County to obtain grant money. Goal was to implement reporting requirements for grant money for 2009. There are administrative reporting processes which are delayed and will cause delay in time to record entries. This was developed in coordination with Dunn County who are in the same stage of the project as St. Croix County. St. Croix County is working on the recycling ordinance portion of the project. Timmerman indicated that a review of the ordinance has been completed and that Corporation Counsel asked Planning & Zoning what the changes were in regard to. The response from the Planning & Zoning department was that the changes in the ordinance were because of statutory changes. The new provisions apply to part of St. Croix County but not the whole County. Timmerman explained that the ordinance itself would be considered unconstitutional if passed. Norton - Bauman asked for clarification regarding why Timmerman would consider the ordinance unconstitutional if passed. Timmerman explained that there are 2 different laws covered under the same ordinance. Norton - Bauman asked if Timmerman would suggest two ordinances and Timmerman said yes. The money to pay for outside legal review would be taken from the grant received. Malick proposed that the Finance Committee approve outside legal counsel not to be paid by the County taxpayers, 2nd by Peterson. Standafer stated that Corporation Counsel and Planning & Zoning work together to obtain outside legal counsel. Malick clarified that his motion was intended that the Planning & Zoning Cominittee obtain outside legal counsel in cooperation with Corporation Counsel. Motion carried 4 - 1 with Wentz voting no. 12. Special Consideration Before Filling of Personnel Vacancies During 2009 Malick explained the proposal drafted regarding filling of vacant positions in 2009 due to resignations, retirements, etc., to the Committee. The suggested proposal would require County Board approval to fill a position. The Committee discussed what changes would be required prior to taking the proposal to the County Board for approval and would be effective in 2009. Standafer suggested tabling the proposal. The Committee requested that Funk and Whiting work on the document. 13. Consideration of AODA Initiative Grant Agreement and Funding Whiting explained information that he was aware of regarding a grant agreement. The County is being asked to provide the money for this initiative, be the fiscal agent for the accounting and then get reimbursement from the State. Timmerman explained that the Substance Abuse Committee was approached by the Police Chief of Somerset regarding grant money available for juvenile crime prevention programs administered by Youth Service Bureau, Inc. out of Stillwater. Youth Services Bureau would provide an AODA Specialist to work with the school districts in St. Croix County. The application has been approved by the Office of judicial Assistance in Madison. The County has to submit billings to the State quarterly for reimbursement. This is a one year grant for 2009. The Committee agreed to meet at 8:30 AM on December 16Th to discuss the issue. Motion by Norton - Bauman to table motion until the December 16d' meeting, 2nd by Malick, motion carried unanimously. 14. Short and Long term Planning Goals - Follow up to Board Goal Setting Session Meeting adjourned at 2:28 PM Sharon Norton - Bauman, Secretary Amy Sabelko, Recording Secretary 4