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HomeMy WebLinkAboutFinance 04-09-97ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Robert M. Bache, Chair St. Croix County Board FROM: Donald Brown, Chair COMMITTEE TITLE: FINANCE DATE: April 9, 1997 9#00 LOCATION: St. Croix County :!ALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: May ACTION ON PREVIOUS MINUTES A.M. Government Center 9, 1997 UNFINISHED BUSINESS: 1. Review of Vouchers *A. Consideration of Late Voucher 2. Review of Voucher Approval Process NEW BUSINESS: 1. Administrative Coordinator's Report A. Progress Report on Ag. Center Building 2. Finance Director's Report A. Approval of Automated Data Processing for Payroll *B. Contingency Fund Transfer, Perch Lake Access Road Design *C. Disposition of Library Building *D. Contingency Fund Request from Computer Services **E. Line Item Transfer Request 3. County Clerk Report A. Survey of SPA 4. Corporation Counsel A. Release of Rights to Remove Sand, Gravel, Limerock and Rip Rap Rock from the Estate of Glenn R. Hegland Property Located in the Town of Baldwin 5. Closed Session per WI Statute 19.85 (1) (g) Alice, Inc. 6. Reconvene to Open Session per WI Statute 19.85 (2) 7. Discussion and Recommendation on Additional Jail Pod **9:30 A.M. CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily DATE: 3/27/97, 4/3/971 4/7/97 COPIES TO. County Board Office County Clerk County Departments *ADDITIONS/CHANGES/CORRECTIONS presented in this order) News Media/Notice Board County Board ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Robert M. Boche, Chair St. Croix County Board FROM: Donald Brown, Chair COMMITTEE TITLE: FINANCE DATE: April 9, 1997 LOCATION: St. Croix County CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: May ACTION ON PREVIOUS MINUTES Government Center 9, 1997 UNFINISHED BUSINESS: 1. Review of Vouchers *A. Consideration of Late Voucher 2. Review of Voucher Approval Process NEW BUSINESS: 1. Administrative Coordinator's Report A. Progress Report on Ag. Center Building 2. Finance Director's Report A. Approval of Automated Data Processing for. Payroll *B. Contingency Fund Transfer, Perch Lake Access Road Design *C. Disposition of Library Building *D. Contingency Fund Request from Computer Services 3. County Clerk Report A. Survey of SPA 4. Corporation Counsel A. Release of Rights to Remove Sand, Gravel, Limerock and Rip Rap Rock from the Estate of Glenn R. Hegland Property Located in the Town of Baldwin 5. Closed Session per WI Statute 19.85 (1) (g) Alice, Inc. 6. Reconvene to Open Session per WI Statute 19.85 (2) 7. Discussion and Recommendation on Additional Jail Pod CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily DATE: 3/27/97, 4/3/97 COPIES TO: County Board Office County Clerk County Departments *ADDITIONS/CHANGES/CORRECTIONS presented in this order) News Media/Notice Board County Board ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Robert M. Boche, Chair St. Croix County Board FROM: Donald Brown, Chair COMMITTEE TITLE: FINANCE DATE: April 9, 1997 LOCATION: St. Croix County Government 9, UNFINISHED BUSINESS: 1. Review of Vouchers 2. Review of Voucher Approval Process NEW BUSINESS: 1. Administrative Coordinator's Report A. Progress Report on Ag. Center Building 2. Finance Director's Report A. Approval of Automated Data Processing for Payroll 3. County Clerk Report A. Survey of SPA 4. Corporation Counsel A. Release of Rights to Remove Sand, Gravel, Limerock and Rip Rap Rock from the Estate of Glenn R. Hegland Property Located in the Town of Baldwin 5. Closed Session per WI Statute 19.85 (1) (g) Alice, Inc. 6. Reconvene to Open Session per WI Statute 19.85 (2) 7. Discussion and Recommendation on Additional Jail Pod CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) DATE: 3/27/97 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments *ADDITIONS/CHANGES/CORRECTIONS FINANCE COMMITTEE, Regular Meeting April 9, 1997 Meeting called to order by Chair Brown at 9:00 a.m. Members present: Don Brown, John Bradley, Robert Boche, Tom Dorsey; and Tom O'Connell who arrived at 9*10 a.m. Staff present: Administrative Coordinator John Krizek, Finance Director Rich Loney, Corporation Counsel Greg Timmerman, County Clerk Sue Nelson. Others present: Public Protection Committee members Wm. Krueger, Herb Giese, Chuck Mehls, Jack Dowd and Bob Gunderson; Supr. Mortensen, Jail Captain Karen Humphrey, Sheriff Paul Burch, Chief Deputy Max Ihrke and 4-H Youth Agent Kim Reaman. Chair Brown welcomed Supervisors and the press. Next meeting scheduled for May 9, 1997. Motion by Bradley, 2nd by Boche to adopt the agenda. Carried. Motion by Boche, 2nd by Dorsey to adopt the March 17, 18 and 25 minutes. Carried. Vouchers: Brown had reviewed and found no problems. A Supervisor had submitted a voucher with per diems included past the 90 day time limit. Motion by Bradley, 2nd by Dorsey to approve payment of the vouchers and approve payment of the late voucher. Carried. In the County Board Rules and By -Laws in Section C. County Board Supervisor Per Diems, item # 4 states "Vouchers for per diems should be submitted to the County Clerk monthly, but cannot be submitted later than 90 days subsequent to the meeting date. Announcements: County Board Chair Boche announced Tom Dorsey would be the liaison from the Finance Committee and the Ag. Building Committee. Voucher Approval Process: Finance Director Rich Loney prepared a written format for voucher approval which details what is expected of departments and committees for the payment process. Motion by Boche, 2nd by Bradley to approve the Voucher Approval Process and distribute it to departments. Carried. Administrative Coordinator: Krizek noted the Ag. Building minutes had been distributed. He referred to the design plan which is now rectangular in shape, has a southerly entrance and consideration is being given to a basement area for storage. More open space is planned to cut down on hallways. The site for the building may be a problem. There is concern whether or not Mr. Peters had an agreement to purchase. The Village of Baldwin is concerned about placing this facility in a TIF district and receiving no property taxes. Farm Services Agency Director Dick Gade assured Krizek another site would not violate the Federal building moratorium unless the CAC oversight committee does not like any new proposed site. Motion by Bradley, 2nd by Boche to empower Chair Brown to attend the Village of Baldwin Board meeting tonight as an observer only; not a negotiator. Carried. Corporation Counsel Timmerman advised that if an alternate site is chosen, written approval would be needed from the Federal agencies. Krizek said there is a possibility of moving Economic Development to the Baldwin Ag. Agency and if this is feasible, he needs to plan for space and needs guidance for rental agreement, i.e. would space be provided by the County rent-free. Supr. Giese said it does not make sense to move Economic Development in with the Ag. Agencies as it conflicts with their mission of bringing in new businesses from the Twin Cities area. He believed it would isolate this department and there is room in the Government Center. Boche commented that Economic Development is county -wide, not just the Hudson area. Krizek noted that Planning and Zoning is running out of space and Dorsey agreed that these departments need all the space in that suite. Supr. Mortensen suggested using storage space in the Ag. facility for Government Center records. Krizek stated plans are included for an Emergency Operations Center satellite in case of a disaster. Finance Committee agreed Krizek could send a letter to the Economic Development Corporation offering rent-free space at the Baldwin site. In response to O'Connell's question on the size of the meeting room planned, Krizek said it is very similar in size to the Community Room at the Government Center. O'Connell suggested planning a full basement in the new Ag. Building for record retention of older records. Corporation Counsel noted some of the storage space in the present site is used for food, Christmas decorations, etc. Krizek said the Ag. Building Committee is meeting tomorrow to work on office sizes. 4-H Youth Agent Reaman commented the design plan is a working document and offices and work areas need to be functional for Extension's work in reaching people. Discussion and Recommendation on Additional Jail Pod: Public Protection Chair Wm. Krueger reported the county jail is at 85% capacity of 120 beds with Federal, State and County prisoners and is well run by Jail Captain Karen Humphrey. The law requires some beds be available for emergency incarcerations. Only 25 out of the 120 inmates are county prisoners and this is increasing at the rate of one per year. Federal Immigration personnel have indicated an interest in building an additional jail pod onto our facility. There are many details to clarify and Public Protection would like a joint meeting with the Finance Committee. Chair Brown said consideration should be given to the idea do we and the community want to be in the jail business. Krizek defined 2 one philosophy stating should this be the business of county government. Some counties operate a golf course; others nursing homes. Chapter 59, which governs counties, does not prohibit a jail business. The mission of the county should be to provide service to county residents. If this additional jail pod is not directly serving the community, should we consider a for -profit facility. However, a for -profit business could reduce property taxes. It may be difficult to get a firm commitment from the Federal Government. O'Connell commented we promised the taxpayers our present jail site would be sufficient for many years. Bradley said the present jail size and occupancy was good long range planning and he is satisfied with the status quo. Boche asked if we could get a contract for 100 beds in the new facility from Immigration. Krueger replied yes and there would be two payments from Immigration - the first to pay off the building and the second for prisoners housed. Chair Brown indicated it should be a decision of the County Board if this matter should be investigated further. Neither Public Protection or Finance sets policy; both work for the County Board. Time, effort and staff hours should not be wasted if the Board will reject the proposal. Brown distributed an article claiming that private companies can build new prisons more cheaply than government and run them more efficiently. Timmerman commented a similar procedure was done for the Perch Lake project - Board approval was requested before the project was researched. Motion by Bradley, 2nd by Boche to bring this to County Board without recommendation from Finance to determine whether or not to proceed with investigation of an additional jail pod. Carried. County Clerk: Sue Nelson said the SPA property was sold with the condition of the County providing a survey. The estimate from Highway Commissioner Dan Fedderly for work done by the County Surveyor was $2,000. Committee requested the Clerk get bids from surveyors. Finance Director: At the request of the Committee, Loney will send Ag. Building minutes to the Finance members after each meeting. Perch Lake Access Road: Dorsey requested a contingency fund transfer of $5,367 for the Highway Department survey of Perch Lake Road. The 1997 budget included $6,000 for survey of the property and $2500 for right-of-way survey. Chair Brown requested postponement for one month to clarify budget items. Automated Data Processing: Loney reported with the planned elimination of the HP 3000, some programming changes are needed. Payroll will move to another application and Loney recommended contracting with Automated Data Processing with conversion around October 1 at a cost of $1.25 per check. Information Services 3 Committee approved ADP for payroll processing. Motion by Boche, 2nd by Dorsey that the Finance Committee approves contracting with Automated Data Processing for payroll processing under the direction of the Finance Department. Carried. Library Building: Loney said the Books by Mail contract runs through the end of May and may be extended a few weeks but should be moved by the end of June. Chair asked for discussion of this next month after site of the Ag. Agencies is determined. Contingency Fund Transfer: Loney said this request evolved from Computer Services due to problems with the Clues application especially with City of Hudson and Village of North Hudson. Consultants were hired for crisis management and recommendations. The contingency fund request for $4960 will purchase a scanner, monitoring software and a network module. Motion by O'Connell, 2nd by Bradley to approve $4960 from the contingency fund for computer qui epment. Carried. Line Item Transfer: Motion by Dorsey, 2nd by Bradley to approve line item transfer of $757.60 from #814 Software to #157 Staff Development. This is for a Networks and Data Communication seminar to be attended by Dale Kalsow, Technical Support Technician. Carried. Corporation Counsel: Timmerman said in 1970 the county sold property in the Town of Baldwin to Glenn Hegland. This property I ncluded a railroad right-of-way and the county kept the rights to remove sand, gravel, etc. The Highway Commissioner indicated they had no objections to the release of these rights. Motion by Bradley, 2nd by O'Connell to approve Corporation Counsel drafting a document releasing the mineral rights on the Hegland property. Carried. Closed Session: Motion by Bradley, 2nd by O'connell to move into closed session. Roll call vote: all yes. Motion by Boche, 2nd by Bradley to come out of closed session. Carried. No action was taken as a result of the closed session. Motion by Bradley, 2nd by O'Connell to adjourn. Meeting adjourned at 12j30, p.m. Thoma O Connell l Secretary 0