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HomeMy WebLinkAboutFinance 04-09-10 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Friday April 9, 2010 — 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: May 11, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: March 10, 2010 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation b. Tax Deed — 2006 & 2007 Unpaid Parcels c. Fees for Tax Deed Process 3. Human Resources report a. New Employees and Position Vacancies Report b. Consideration of Elected Officials Salaries c. Building Services Request for Additional Administrative Secretary Hours d. Job Evaluation Project/Non- represented Employee Compensation Plan Status 4. Corporation Counsel Report a. Work -flow Summary b. Pending Legal Concerns 5. Finance Director Report a. Financial Reports b. Transfer of 2009 Contingency Fund Balance to Retirement Health Savings Fund c. Status of Enterprise Software Consulting 6. Administrative Coordinator Report a. 2011 Budget Calendar b. Issues for Next Committee Term 7. Fair Board Budget Request 8. Communications Van Recorder Purchase Request — Emergency Management and Communications Committee 9. Short and Long Term Planning Goals 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. 12:28 PM 4/2/2010 Official MINUTES OF ST. CROIX COUNTY FINANCE COMMITTEE MEETING DATE AND TIME: Friday April 9, 2010 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER - The meeting was called to order by Chair Standafer at 8:30 a.m. ROLL CALL Members Present: Standafer, Peterson, Norton - Bauman, Malick Members Absent: Wentz Others Present: Clerk of Court Lori Meyer, Sheriff Dennis Hillstead, Chief Deputy John Shilts, Risk Manager Kristin Ziliak, Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman, Human Resources Administrator Tammy Funk, Emergency Support Services Director Casey Swetlik, Finance Director Michelle Pietrick, Treasurer Laurie Noble, St. Croix County Fair Board members Dick Sullwold and Steve Smart, Economic Development Director Bill Rubin, Supervisor Lorin Sather. ADOPTION OF AGENDA Motion by Norton- Bauman, 2 nd by Peterson to adopt the agenda, carried unanimously. DATE OF NEXT MEETING: May 11, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: March 10, 2010 Norton- Bauman noted a spelling error in Esther's name. Motion to approve with the noted change by Malick, 2 nd by Peterson, carried unanimously. OLD AND NEW BUSINESS: 1. Review of Vouchers — Peterson noted he had reviewed the March vouchers and had no issues to report. 2. Treasurer Report a. Monthly Reconciliation — Noble reviewed the monthly reconciliation. Discussion on voided checks. b. Tax Deed — 2006 & 2007 Unpaid Parcels — Noble reviewed the unpaid tax deeds for 2006 and 2007. Discussion about next steps the Treasurer will take. c. Fees for Tax Deed Process — Noble discussed increasing fees to recover costs of notification mailings associated with tax forfeiture properties. The Committee will review what Noble brings to the next meeting. 3. Human Resources report a. New Employees and Position Vacancies Report — Funk reviewed personnel changes and vacancies that are being addressed. She noted the Emergency Management Coordinator is open until April 23 b. Consideration of Elected Officials Salaries — Meyer and Hillstead addressed the Committee on setting salaries for the offices they currently hold for the next term. The Committee reviewed comparable wage information from other counties. Discussion about the relative duties of each position. Meyer proposed a four year wage range form $67,755 to $70,514. Hillstead proposed 2% increases for each year over the current wage. Discussion on addressing these prior to position filing deadline in early June. Motion by Page 1 of 3 • Official Norton- Bauman, 2 by Peterson to recommend to the County Board setting the Sheriff annual wage at $80,225 for each year of the four year term and to set the Clerk of Court wage at $63,000 for each year of the four year term. Discussion. Malick commented on preferring percentage adjustments for years two through four. Motion by Norton- Bauman, 2nd by Standafer, to amend her original motion to set the Clerk of Court wage at $64,000 for each year of the four year term. Amendment motion carried unanimously. Amended main motion carried unanimously. Resolution to be presented to the County Board on April 20. c. Building Services Request for Additional Administrative Secretary Hours — Funk and Tobin addressed an interest to add hours to the Human Resources Administrative Secretary position to assist the Building Services department. No additional budget dollars would be required as overtime would be reduced and the funds reallocated to provide additional secretarial services. Discussion on the timing and merits of the need and past Committee discussion on additional hours. Consensus of the Committee to consider at a later date. d. Job Evaluation Project/Non- represented Employee Compensation Plan Status — Whiting and Funk reported work is proceeding at the staff level and will report back when ready. Discussion on position descriptions, process and authority. 4. Corporation Counsel Report a. Work -flow Summary — Timmerman reported work is proceeding well with the jail staff and jail policies. He expressed confidence that jail practice is consistent with jail policies and that there is a much better understanding of issues being addressed. Standafer expressed his appreciation on behalf of the Committee for the Corporate Counsel and Sheriff departments' work on the jail policies and procedures. b. Pending Legal Concerns — No new issues were reported. 5. Finance Director Report a. Financial Reports — Pietrick reviewed the financial reports. She noted Dennis Peterson, a stalwart employee in her department for 35 years, is retiring at the end of this month. She reviewed the transition to take place for his position. b. Transfer of 2009 Contingency Fund Balance to Retirement Health Savings Fund — Pietrick reviewed the County's obligation for funding banked sick leave and retirement health savings account payouts, and proposed repeating the action from last year of sweeping the unused balance from 2009 in the contingency fund of $180,000 into the retirement savings account fund. Motion by Norton- Bauman, 2 by Peterson to transfer the balance of the contingency fund into the retirement health savings fund, carried unanimously. c. Status of Enterprise Software Consulting — Pietrick reviewed the past week's work with the software consultant. Discussion about maintaining security. 6. Administrative Coordinator Report a. 2011 Budget Calendar — Whiting and Pietrick reviewed a draft 2011 budget schedule. Discussion about the options for October and November Board action on final approval of the budget. Discussion about getting employee health insurance renewals earlier allowing the overall budget to be completed earlier. Discussion about the timing of contract negotiations with the next budget. Discussion about scheduling the October Board meeting a week later and foregoing the November Board meeting, to be determined by the next committee. b. Issues for Next Committee Term — Whiting briefly noted some changes that will come Page 2 of 3 • Official before the new Administration Committee with the beginning of the next Board, including the committee the Building Facilities Planning Committee, contract negotiations and the compensation plan work, employee health insurance work, and oversight of the Veterans Services department and Board by -laws, and attention to state legislative issues. 7. Fair Board Budget Request — Dick Sullwold and Steve Smart were present from the Fair Board requesting assistance in funding the construction of a new dairy barn on the fairgrounds. Discussion about funding options and purpose of the building. They reviewed their fund raising efforts. Bill Rubin joined the discussion and will follow up on funding options for later consideration. 8. Communications Van Recorder Purchase Request — Emergency Management and Communications Committee — Swetlik and Ziliak reviewed a request approved by the Emergency Management and Communications Committee to purchase a van recorder with funds returned to the County from an over - billing by AT &T. Motion by Malick, 2 nd by Peterson to approve the purchase, carried unanimously. 9. Short and Long Term Planning Goals — The Committee did not discuss this item. There being no further business before the Committee, the meeting was adjourned at 12:06 p.m. Respectfully submitted, Sharon Norton - Bauman Secretary Charles Whiting Recording Secretary Page 3 of 3