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HomeMy WebLinkAboutFinance 11-06-08 } #te NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday November 6, 2008 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Cannichael Road Hudson, Wisconsin CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: December 4, 2008 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: October 20, 2008 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. Clerk of Court a. Report on Receivables Collection 4. Human Resources report a. Wage Grid Placement for Unit Clarification Non -Rep Positions b. Retirement Health Savings Policy re: Conversion of PTO to Long -term Sick Bank ** c. Employee Appreciation Banquet ** 5. Building Services Report a. Government Center Exterior /Wall Issues 6. Finance Director Report a. Financial Reports b. SCI Busette Purchase 7. Administrative Coordinator Report a. Self- Insured Employee Medical Plan Policy Amendments 8. Planning & Zoning Budget Amendment for Office Remodeling 9. 2009 Budget Review a. New Positions Resolution b. Non -rep Wages c. Budget Resolution d. Budget Presentation Preparation 10. 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. 5:32 PM 10/29/2008 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE November 6, 2008 Official Meeting called to order by Chair Standafer at 8:32 AM MEMBERS PRESENT: Daryl Standafer, Esther Wentz, Clarence Malick (left meeting at 1:30), Dave Peterson & Sharon Norton - Bauman. Absent: None OTHERS PRESENT: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Clerk of Court Lori Meyer, Human Resources Administrator Tammy Funk, Corporation Counsel Greg Timmerman, Director Information Technology Tom Boron, Director Building Services Art Tobin, Terry Thone & Joel Baresh from Roof Specs Inc., Director of Planning & Zoning Dave Fodroczi, County Board Chairman Roger Rebholz, Supervisor Dave Ostness, Supervisor Eugene Ruetz, Norman Matzek, Recording Secretary Amy Sabelko, Media Present: Judy Wiff (left meeting at 12:04) ADOPTION OF AGENDA: Motion by Wentz, 2nd by Peterson to adopt the agenda, motion carried unanimously. DATE OF NEXT MEETING. December 4, 2008 APPROVAL OF MINUTES FROM PREVIOUS MEETING: Motion by Malick to approve the October 20th meeting minutes, 2nd by Wentz, motion carried unanimously. OLD and NEW BUSINESS: 1. Review of Vouchers Norton - Bauman reviewed the vouchers stating nothing to report. Peterson to review vouchers next month. 2. Treasurer Report Monthly Reconciliation from Slind reviewed by Committee, no exceptions noted. 3. Clerk of Court Meyer provided an overview of the report given to the Committee on Collections. The Collection Clerk started January P', 50% of time spent collecting accounts and 50% spent meeting with defendants after being assessed a fine. Meyer provided an explanation of each table in the report, money collected, transferred to a collection agency and what the Clerk's salary is. Total amount collected to date is approximately $177,000 and the Clerk's salary with benefits is $38,800 for the same period of time. 4. Human Resources Report Wage Grid Placement for Unit Clarification Non -Rep Positions Funk provided information to the Committee regarding a compensation schedule for three union positions recently reclassified as non - union. The two Office Manager positions have been classified as a grade 6 and the Register in Probate Manager has been classified as a grade 7. Once the Springsted information is received Funk will determine what the final grade and pay level for these positions will be. Malick made a motion to approve the grade assignments, 2nd by Wentz, motion carried unanimously. Retirement Health Savings Policy re: Conversion of PTO to Long -term Sick Bank ICMA RC is concerned with the choice options for the long -term sick bank. Funk will work with County benefits attorney to get additional information and bring back to the Committee. A recommendation to the Conunittee is that the employees be allowed to transfer unused PTO to the long -term sick bank which will only be paid out if the employee retires. Norton - Bauman made a motion to approve the PTO language provided by Funk, 2nd by Wentz, motion carried unanimously. Employee Appreciation Banquet The banquet is hosted by the Finance Committee and Standafer agreed to be the speaker. Conunittee discussed which employees would be invited and Standafer authorized Funk to make the policy decision. 1 5. Building Services Report Government Center Exterior / Wall Issues Joel Baresh from Roof Specs presented information to the Committee regarding what was discovered when Building Restoration & Roof Specs researched the outside of the building. Baresh explained that the exterior review was completed on the original 1991 building only. The review included visual, water and exterior opening tests. After providing the Committee with Roof Specs findings Baresh provided the Committee with recommendations to the building exterior at an approximate cost of $90,000 which will take a 4 - 5 week duration, and additional recommendations to the lintels, facades, drip metal flashing, weeps, etc. at an approximate cost of $150,000 with another 4 - 5 week duration. The cost estimates are based on individuals working 9 -5 Monday through Friday and does not include the North and South areas of the building. Malick stated that he would like to authorize Timmerman to contact two attorney firms to research whether or not there is a case against the former contractor /builder and if so what the process would be. The Committee asked Timmerman to research the issue and provide a report in December. In addition the Conunittee asked the contractors to provide estimates if work on the building and roof were completed during off hours. Tobin will provide additional information as soon as possible. 6. Finance Director Report Financial Reports Pietrick and Committee discussed the monthly Finance report. The County received payment for the Dog Track's 3 year tax delinquency. After review the report was accepted by the Committee. SCI Busette Purchase - Schroeder contacted Pietrick requesting a loan from the general fund to purchase two busettes. Schroeder currently has $55,000 budgeted in 2009 for one busette. Historically the County provides a four year loan and St. Croix Industries levies the payments in subsequent years. This shows on the Counts books as an Accounts Receivable. Wentz stated that Schroeder did provide information to the F HS Committee and the purchase was approved. Norton - Bauman asked what the practice /policy was for loaning to departments internally from the general fund. The Committee requested that additional information be provided later today for review in order to finalize the budget. Two vehicles are needed and one of them has broken down. Discussion regarding whether or not St. Croix Industries is an Enterprise fund and Pietrick will do further research before a determination is made. Total cost for two vehicles is $100,548. St. Croix Industries has contracted with Community Health Partners to transport the clients. Malick asked Pietrick what interest rate would be charged and Pietrick said 3 %. Malick made a motion approving an internal loan to St. Croix Industries for $45,548, 2nd by Wentz, motion carried unanimously. 7. Administrative Coordinator Report Self - Insured Employee Medical Plan Policy Amendments Timmerman provided information to the Committee regarding a resolution to the funding of the medical plan and other policy amendments. Timmerman made a suggestion to change the funding of the self - insured medical plan indicating that the County has currently been funding the Plan at 131 %. The plan will be funded at 128% in 2009 and 125% in 2010 forward. Malick made a motion to approve the resolution, 2nd by Wentz, motion carried unanimously. Policy amendments will be reviewed at next months Committee meeting. 8. Planning & Zoning Budget Amendment for Office Remodeling Fodroczi presented information to the Committee regarding remodeling and adjustment of budget dollars for approximately $25,000. Standafer asked if this would finalize the remodeling process and whether or not the work would be completed in 2008 with 2008 funds. Malick made a motion to approve remodeling request, 2nd by Norton - Bauman, motion carried 4 - 1, with Wentz voting no. Timmerman said that the reallocation of money in the budget would need County Board approval. The Committee discussed the Statute provided by Timmerman and after review of Section 5(b) of the Statute it does indicate that the Finance Committee can authorize the transferring of funds, County Board approval is not required. 9. 2009 Budget Review New Positions Resolution Funk provided information to the Committee regarding new positions for review. Motion by Malick to approve the resolution for new positions provided by Funk, 2nd by Wentz, motion carried unanimously. Non -Rep Wages Discussion regarding how to provide the lump sum payment or step increase to non - represented employees. 2 Malick made a motion that non - represented employees receive either a step increase or a flat dollar amount of $520 addition to base rate, 2nd by Wentz. The Committee discussed the options and how to proceed with the increase and /or payment. Motion carried unanimously. Budget Resolution Peterson made a motion to approve and forward to the County Board the Resolution, 2nd by Wentz, motion carried unanimously. Budget Presentation Preparation Norton - Bauman brought up obtaining additional information about staffing needs in each department and cross training that should be taking place before reviewing the budget for 2010. Norton - Bauman feels a staffing study would be appropriate. Whiting went through the budget presentation which will be shown to the County Board on November 11th explaining where the budget began and providing information regarding how the Committee balanced the budget including department cuts and revenue changes. Whiting made a recommendation that the remaining funds in the budget be transferred to an account to fund the Retirement Health Savings account in order to balance the budget and the Committee agreed. There is approximately $800,000 in the capital improvements fund a portion of which will be used to pay for the Government Center building improvements which were brought to the Committee today. 10. Short and Long term Planning Goals - Follow up to Board Goal Setting Session Meeting adjourned at 2:10 PM Sharon Norton - Bauman, Secretary Amy Sabelko, Recording Secretary 3