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HomeMy WebLinkAboutFinance 03-10-10 _ NOTICE OF COMMITTEE MEETING AND AGENDA • ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Wednesday March 10, 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: April 8, 2010 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: February 11, 2010 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. Clerk of Court Report a. Consideration of Elected Officials Salaries b. Update on Collections 4. Human Resources report a. New Employees and Position Vacancies Report b. HHS Position Requests i. Economic Support Specialist ii. Adjustment of Positions in Public Health/Medical Records iii. Nursing Home FTEs c. Proposed New Position Descriptions i. Emergency Support Services Director ii. Emergency Management Coordinator iii. Emergency Management Deputy Coordinator iv. Emergency Management Administrative Secretary d. Review of Committee Department Head Position Descriptions i. Information Technology Director ii. Building Services Director iii. Corporation Counsel iv. Administrative Coordinator 5. Information Technology Report a. Update on Website Design 6. Risk Management Report a. Requests to Exceed Lodging Reimbursement 7. Corporation Counsel Report a. Work -flow Summary b. Pending Legal Concerns 8. Finance Director Report a. Financial Reports b. Nursing Home Financial Report c. Retiree Health Fund Closure d. Status of Enterprise Software Consultant RFP Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 4:31 PM 3/2/2010 9: Administrative Coordinator Report a. Tobacco Use Policy Options b. Compensation Plan Appeals Process c. Bond Sale Preview d. Contingency Fund Transfer Request for Emergency Management Facilitation Services e. Update on I -94 Corridor Coalition 10. 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. 4:31 PM 3/2/2010 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE OFFICAL March 10, 2010 — 8:30 A.M. Meeting was called to order by Daryl Standafer at 8:30am in Room 1281 of the Government Center in Hudson. Members Present: Daryl Standafer, Esther Wentz, David Peterson, Buck Malick, and Sharon Norton - Bauman. Others Present: Supervisors Roger Rebholz, Julie Speer, Dave Ostness, John Borup, Sheriff Dennis Hillstead, Chief Deputy John Shilts, Clerk of Court Lori Meyer, Treasurer Laurie Noble, HHS Director Fred Johnson, Nursing Home Administrator Frank Robinson, Corporation Counsel Greg Timmerman, Human Resource Administrator Tammy Funk, Building Services Director Art Tobin, Emergency Communication Director Casey Swetlik, Information Technology Director Tom Boron, Finance Director Michelle Pietrick, Human Resources Administrative Assistant Leah Mergens, Administrative Coordinator Chuck Whiting, Economic Support Supervisor Mary Squyer, Health Information Management Supervisor Tammy Wilson, AFSCME Representative Steve Hartmann and County employees Kim Dupre, Katie Thurmes, and Loyla Waskul. Adoption of Agenda: Motion by Wentz, 2nd by Peterson to adopt the agenda, motion carried unanimously. Approval of Previous Minutes: Motion by Malick, 2 nd by Wentz, motion carried unanimously. Date of Next Meeting: The Committee discussed and agreed to move the next meeting to Friday, April 9 OLD AND NEW BUSINESS: 1. Review of Vouchers - Norton - Bauman will report on vouchers at the next meeting. 2. Treasurer Report - a. Monthly Reconciliation — There was no report from the Treasurer. 3. Clerk of Court Report a. Consideration of Elected Officials Salaries — Meyer and Hillstead addressed the Committee on salaries for the next terms for the Clerk of Court and Sheriff. Standafer spoke to the responsibility of the Committee to set a salary to be known to prospective candidates by June. Discussion on coordinating all salaries for elected positions into one consideration. Discussion about revisiting the issue next month. Malick motioned to table discussion to April meeting, 2 nd by Wentz, carried unanimously. b. Update on Collections - Meyer reported that collection payment plans have been established, and there are successes collecting those funds. She attributed the success in collections to having the program in place and established and the use of follow- up reminder calls. The Committee commended Meyer on her work. 4. Human Resources report a. New Employees and Position Vacancies Report - March 2010 Vacancies — Funk reported the Economic Support Supervisor currently open for applications. She reported on the following positions as vacant or retirement/resignation received, but not yet in recruitment: Health Benefits Information Specialist, Administrative Assistant -ADRC (part- time), Program Aide/Mental health, Administrative Secretary (UW Extension). b. HHS Position Requests — Squyer reviewed the request for the Economic Support Specialist position. Wentz moved to approve request and approval for Economic Support Specialist, 2 " by Malick, carried unanimously. Funk, Johnson and Williams reviewed the proposed changes in position in Public Health and Medical Records. Wentz motioned to approve Public Health & Medical Technician, 2 " by Norton- Bauman, carried unanimously. Robinson reviewed the proposed position changes in the Health Center. He noted corresponding changes to offset costs related to changes in nursing home FTE positions. Wentz motioned to approve added Nursing home staff, 2 "d by Malick, carried unanimously. C. Proposed New Position Descriptions — Borup reviewed the Emergency Management and Communications Committee's work on department reorganization. He reviewed the position descriptions brought to the Finance Committee for approval. Discussion on reorganization issues. Discussion about use of Contingency funds for any department budget overruns due to these hires. Discussion about start date options for the half time deputy position. Malick motioned to approve position descriptions of Emergency Support Services Director, Emergency Management Coordinator and Emergency Management Deputy Coordinator positions. Peterson 2 "d , carried unanimously. Motion by Malick, 2 "d by Peterson to fund for any department overrun due to these positions from the Contingency Fund not to exceed $30,364.04, carried unanimously. Peterson commended Borup and Swetlik for their work on this. d. Review of Committee Department Head Position Descriptions - Norton - Bauman motioned to change language in line 4 of Corporation Counsel position description to read, work involves setting policies and goals under the direction of the Finance Committee, 2 "d by Peterson, carried unanimously. The Committee accepted the Administrative Coordinator, Building Services Director and Information Technology Director position descriptions as presented. 5. Information Technology Report a. Update on Website Design - Boron reported IT department has selected GovOffice to help redesign county website. Work to maintain the county website will still remain within the IT department. Will also create a logo for St. Croix County website. 6. Risk Management Report a. Requests to Exceed Lodging Reimbursement — Whiting presented two requests on behalf of Risk Management. Motion by Malick, 2 " by Wentz, carried unanimously. 7. Corporation Counsel Report a. Work- flow Summary - Timmerman reviewed his department work flow for February. Discussion on whether all contracts are being forwarded to Corporation Counsel's office. b. Pending Legal Concerns - Timmerman reported no pending legal issues. 8. Finance Director Report a. Financial Reports - Pietrick reviewed financial reports. She noted the 2009 interest earnings are well below budget but that the sales tax revenue has met budget. b. Nursing Home Financial Report — Robinson reviewed the unaudited 2009 year- end nursing home financial report with the Committee. He noted the increase in Medicare revenue due to the rehab units and better private pay revenues. c. Retiree Health Fund Closure — Pietrick reviewed the closing of the retiree health insurance fund. A 2009 deficit exists of approximately $53,000. Wentz motioned to approve the use of contingency fund to close the deficit in Fund 701, 2 "d by Norton - Bauman, carried unanimously. Discussion on funding the Retirement Health Savings fund. Motion by Malick, 2 nd by Norton- Bauman to utilize Contingency Fund balance to transfer to the Retirement Health Savings Fund. Discussion on need to have such motion as an agenda item. Motion by Malick to table the motion, 2 nd by Wentz, carried unanimously. Action to be placed on the next meeting agenda. d. Status of Enterprise Software Consultant RFP — Pietrick reviewed the consulting proposals. She noted GFOA excluded human resources from their RFP removing them from consideration. SRF has been selected as the County's consultant. 9. Administrative Coordinator Report a. Tobacco Use Policy Options - Whiting reviewed draft language for changing the County tobacco use on County grounds policy. Discussion about the use of smoking cessation options developed for employees. Discussion about non - AFSCME employees and the policy and an end date for designated smoking areas for employees. Hartmann noted no interest in bargaining this issue again in the upcoming negotiations. Malick motioned to amend the draft resolution to have it apply to AFSCME employees and that designated smoking areas expire 12 -31 -2010. Motion died for lack of a second. Malick motioned to table until a special Finance Committee meeting prior to the County Board, 2nd by Norton - Bauman. Discussion. Motion defeated unanimously. Further discussion. Malick motioned to approve the proposed language with changes in last paragraph to identify " AFSCME" employees, Peterson 2n Funk voiced concern with the difficulty in separating employees and need to make resolution apply to all county employees. Norton- Bauman motioned to amend proposed motion and strike " AFSCME" and let resolution apply to all county employees, 2nd by Wentz. Amended motion approved 4 to 1 (Malick opposed). Action on amended motion, approved 4 to 1 (Malick opposed). b. Compensation Plan Appeals Process — Discussion about the options for proceeding. Discussion about concerns and issues related to a three- member staff panel. Discussion about processes and decision - making involved in putting together a compensation plan. Discussion about deferred wage adjustments to 2011. Discussion on results of the consultant's work. Discussion again about options for the three- member staff panel and assigning them to fix the plan. Discussion about the appeals option. Consensus of Committee to ask the County Board to refer the tabled resolution back to the Finance Committee to fix the drafted wage grid. C. Bond Sale Preview — Pietrick reviewed the draft resolution for awarding the bond sale by the Board. Whiting reviewed the bond rating call with Moody's. Norton - Bauman motioned to send the draft resolution awarding bond sale to County Board pending the results of the sale, 2n by Wentz, carried unanimously. d. Contingency Fund Transfer Request for Emergency Management Facilitation Services - Whiting reviewed having utilized the services of Buck Rhyme to facilitate the Emergency Management reorganization. The amount is just over $3,500 and was not budgeted. Motion by Malick 2n b Peterson to a the am from 2 y pay amount om the 010 Contingency Fund, carved unanimously. e. Update on I -94 Corridor Coalition — Whiting reviewed the initial March 2nd meeting of the official Wisconsin I -94 Corridor Coalition. Rebholz attended. Whiting also noted having met with Met Council staff on potential for extending transit service to St. Croix County. Discussion on rail issues. 10. Short and Long Term Planning Goals — No action taken. There being no other business to come before the Committee, the meeting was adjourned at 1:31 p.m. Respectfully submitted, Sharon Norton -Bauman