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HomeMy WebLinkAboutFinance 09-08-95ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Robert M. Boche, Chair St. Croix County Board FROM: Donald Brown, Chair COMMITTEE TITLE: FINANCE DATE: September 8, 1995 TIME: 9:00 A.M. LOCATION: St. Croix County Center Government CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: September 8, 1995 ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: 1. Review of Vouchers 9:00 A.M. NEW BUSINESS: 1. Administrative Coordinator 2. Finance Director 3. County Clerk A. Report on Spa Cleanup B. Student Work Permits 4. Personnel Report 5. Corporation Counsel Report A. Claim of Will Studtmann St. Croix County Report vs . Town of St. Joseph and B. Claim of St. Paul Ramsey vs. Services C. Barn Contract With Van Dyks St. Croix County Social 6. Maintenance A. Electric Door Strikes in Courtroom 7. Clerk of Court Report A. Request for Line Item Transfer for Over Time Wages 8. Election of Committee Secretary 9. Auditors Report 9:10 A.M. 10. Closed Session Per WI Statute 19.85 (1)(g) to Discuss ARR Bankruptcy Case. Joint Meeting With Waste Management 9:30 A.M. Reconvene to Open Session Per WI Statute 19.85(2) *11. Contingency Fund Requests A. Request for Temporary Help in Real Property Office - Dave 12, Revolving Loan Fund - Dave Piggot, Economic Development Director 10:15 A.M. *13. Computer Services Report ANNOUNCEMENTS & CORRESPONDENCE: POSSIBLE AGENDA ITEMS FOR NEXT MEETING: ADJOURNEMENT Fodroczi B. Repair Flooring in Sheriff's Department (Agenda not necessarily presented in this order) DATE: COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments *ADDITIONS/CHANGES/CORRECTIONS ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Robert M. Boche, Chair St. Croix County Board FROM: Donald Brown, Chair COMMITTEE TITLE: FINANCE DATE: September 8, 1995 TIME: 9:00 A.M. LOCATION: St. Croix County Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: September 8, 1995 ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: 1. Review of Vouchers 9*00 A.M. NEW BUSINESS: 1. Administrative Coordinator Report vs St. Croix County Social A. Electric Door Strikes in Courtroom 7. Clerk of Court Report A. Request for Line Item Transfer for Over Time Wages 8. Election of Committee Secretary 9. Auditors Report 9:10 A.M. 10. Closed Session Per WI Statute 19.85 (1)(g) to Discuss ARR Bankruptcy Case. Joint Meeting With Waste Management 9:30 A.M. 11. Request for Temporary Help in Real Property Office Dave Repair Flooring in Sheriff's POSSIBLE AGENDA ITEMS FOR NEXT MEETING: *ADDITIONS/CHANGES/CORRECTIONS T) eo C FINANCE COMMITTEE Regular Meeting September 8, 1995 Meeting called to order at 9:00 a.m. by Chair Brown. New member LuVerne Burke was welcomed to the Committee. Members present: Don Brown, Bill Oemichen, John Bradley, Robert Boche and LuVerne Burke. Staff present: Administrative Coordinator John Krizek, Finance Director Rich Loney, Corporation Counsel Greg Timmerman, County Clerk Sue Nelson. Others present: Solid Waste Committee members - Einar Horne, Daryl Standafer, Tim Filipiak, John Mortenson, and Jack Dowd; Supr. Raymond, Chair of the Computer Advisory Committee, and members of the press. Motion by Bradley, 2nd by Boche to adopt the agenda. Carried. Next regular meeting is October 9; budget review sessions are set for September 26 and 27. Motion by Bradley, 2nd by Boche to approve the minutes as corrected. Carried. Correction: Ti ormmerman replied on the number of preliminary hearings and transcripts filed rather than Lori Meyer. Administrative Coordinator: John Krizek reported all budgets are in. Both Health and Human Services and the Highway Department budgeted for a zero increase in county appropriations and absorbed wage increases by making other cuts. The Highway Dept. would like the wages covered if there is money available. Chair Brown noted these are not final budgets until the budget review is held. Krizek explained the budget procedure: the Finance Committee reviews and takes a position. If the Department Head disagrees, it is taken back to the parent committee for further review. The budget will need to be published shortly after Sept. 27th so any changes after that will have to be amendments. Audit Report: Steve Tracey of Tracey and Thole gave an overview of the 1994 audit. The General Fund decreased last year from $1.9 million to $1.279 million which is less than 8% of General Fund expenditures. ($1 million was funded from the General Fund for Emergency Communication equipment.) Tracey noted there is no black or white answer to the balance in the General Fund but a sufficient amount is needed to prevent temporary borrowing and to fund working capital. Tracey recommended a minimum of 10o but 150 or 16o is a better cushion. The County also needs to keep a good bond rating. Krizek stated monies were used from the General Fund for county operations the past two years but this can't be done this year. Steve Scheidler addressed the Management Letter's reportable conditions. One problem that is difficult to solve is proper separation of duties in small offices in relation to dealing with money. The cost of hiring additional personnel to segregate the duties is not worth the benefit. 1 The CLUES accounting system in the Sheriff's jail has some shortfalls. It does not provide: a checkbook register for a running book balance, a detail of monthly collections relating to bank deposits, details for funds held in trusts for inmates, Huber Law and commissary and lacks monthly totals of transactions. Recommendation was for Finance, Computer Services and Sheriff and Jail Departments to work together on the CLUES accounting system. Closed Session per WI Statute 19.85 (1) (g): Motion to move into closed session by Boche, 2nd by Bradley. Roll call vote: all yes. Joint closed session was held with Waste Management Committee regarding the ARR Bankruptcy case. Motion to reconvene into open session by Bradley, 2nd by Boche. Carried. Computer Services: Computer Advisory Comm. Chair Ron Raymond explained future plans for automation include four options or phases and the cost savings for each option. The Computer Committee recommended Option 1 at a cost of $90,000. This includes funding of the Client Information System which will save $50,000 for Health and Human Services. Computer Services Director Bruce Callen indicated his department operating budget is less than last year. The WAN (wide area network) is a separate budget. Callen noted no additional personnel would be hired until 2000 if Option 1 is approved. This would be a savings in wages and fringe benefits of $40,000 per year. This added to the $50,000 client info. savings totals $90, 000. (Callen did add $3, 000 to Option 1 for an additional port to serve the Library but Computer Advisory had not approved this.) Chair Brown thanked Callen and Raymond for their fine presentation. Contingency Fund Transfer: County Planning Director Dave Fodroczi requested $1600 for temporary help through the end of the year. He explained the $2500 granted earlier was expended in August. Extra help was hired for previous testing and training but there were conversion problems. Staff time was lost due to both part time and 5 weeks full time disability of one staff person. Testing and training has resumed and 180 hours will be required from the present two staff members. The $1600 would be used to expand the hours for the staff person who is 35 hours to 40 hours plus temporary help needed at tax roll time. Fodroczi said there are funds in the Planning Dept. budget from wages for a staff member who took some unpaid maternity leave. Motion by Bradley, 2nd by Oemichen to transfer $1600 from the Planning budget to the Real Property budget for expanded hours for Sharleen Croes and temporary help at tax time. Carried. Revolving Loan Fund: Economic Development Director Dave Piggot explained money can be obtained from grants for counties and municipalities to loan to business ventures. When the business 2 repays their loan, a revolving fund can be implemented to loan money to another starting business. There would be no cost to the county, but additional responsibility. The City of Hudson is at their limit of $500,000. The limit for the county would be $7501000. Piggot would apply for and administer the original grant. After the initial set-up, the Finance Committee would administer or be bankers of the fund. Two reasons to set up this revolving loan fund would be the opportunity to keep the money in the county and people throughout the county could borrow from the county fund. Chair Brown commented do the Finance members wish to become bankers and the County Board should make this decision. This can be discussed further after the budget process is completed. Corporation Counsel Report: Greg Timmerman explained the claim of St. Paul Ramsey vs. St. Croix County Social Services involved emergency treatment for a county resident who was unable to pay. Part of the claim has been paid and Health and Human Services Director John Borup indicated they are working with St. Paul Ramsey to reach a fair settlement. Barn Contract with VanDyks: This contract expries on May 31, 1996. Henk VanDyk has requested another 3 year rental agreement, would like to rent 100 to 120 acres and also rent the house located near the barn. Presently John Schottler is renting the land and has another 28 months in the contract. Timmerman stated if the contract is renewed, language should be added regarding no county responsibility for repair and maintenance of the barn. Borup estimated $23,000 profit from barn rental after deducting the expenses for stray voltage and silo repair. Motion by Boche, 2nd by Bradley to send request from Henk Van Dyk for barn rental to Health and Human Services for them to negotiate including the stipulations from Corporation Counsel regarding maintenance and repair of the barn. The negotiated contract is to be brought back to the Finance Committee for their consideration. Carried. Burke requested John Bradley and Chris Bethke be advisors on farm and barn rental matters. Motion by Brown, 2nd by Oemichen to send John Bradley as a representative of Finance to advise on rental of the barn. Motion carried; Bradley abstained. Claim of Will Studtmann: Timmerman explained Studtmann owns property adjacent to the Cajun Club which features adult entertainment. The county's Adult Entertainment Ordinance regulates a bar not being located within 500' of an adult entertainment ordinance. A letter has been sent challenging and denying the method of measurement used and the outcome may or may 3 not allow a bar to be built. Transcripts: As part of his report Timmerman noted he contacted the Director of State Courts on the copying of transcripts issue. The Director shares an interest in this issue and at this point does not agree or disagree. Timmerman will continue to explore an answer to this issue. Judge Lundell appeared to report that there would be no more permanent staples used in transcripts. He requested a correction to the August minutes regarding the number of hearings and transcripts filed. Judge Lundell distributed a listing of preliminary hearings held in Branch I since January 1 numbering 13 of which eight are filed and the remaining five are being transcribed. Chair Brown noted that this statement included in the record would suffice as the correction. Doa Track Tax Deed Procedures: Timmerman said since the ARR bankruptcy hearing has been extended for 60 days, he would have more time to work on the In Rem procedure of taking the tax deed on St. Croix Meadows. Electric Door Strikes: Rich Loney said Facilities Manager Ralph Robole was unable to appear but the door locks on the three courtrooms had been reversed and there is no DLHR violations at the present time. Clerk of Court Request: Motion by Boche, 2nd by Oemichen to approve the line item transfer of $7, 174 from Professional Services budgeted for the KIDS project to the wages and fringes line item for overtime. Carried. Finance Director: Rich Loney noted the 1996 budget books would be distributed on September 15 to Finance Committee members. In reply to Bradley's question on Victim Witness Coordinator's overtime, Loney has not yet received a request for payment. Election of Committee Secretary: Motion by Oemichen, 2nd by Bradley to elect LuVerne Burke as Finance Committee Secretary. Carried. Continaency Fund Request: Motion by Boche, 2nd by Oemichen to approve a $2700 bid to repair the flooring in the hallway by the Sheriff's Department and transfer this from the Contingency Fund. Carried. County Clerk: Sue Nelson reported an unofficial bid from Bill Liddle of $10,000 to place the building materials from The Spa in his landfill. He would charge $2,000 more to tear the building down and would provide dumpsters for equipment and items still remaining in the building. Committee recommended looking for a less expensive landfill. 0 Nelson said the County Clerk's office is now issuing student work permits and the county retains $2.50 for each permit and 15 have been issued since August 1st. Personnel Report: Chair John Bradley indicated costs for temporary positions have decreased by 250. In regard to new/upgraded positions the following were recommended. four Corrections Officers for the Jail; one Law Enforcement Clerk for Jail- regular half time position; one Project Technician for South Fork of Hay River and one Secretary for South Fork of Hay River, regular, half time. Denied were two Project Technicians for the Kinnickinnic watershed and half time Victim Witness Assistant. Oemichen requested an in-depth discussion on indirect costs of positions funded by grant monies sometime in the future. Announcements Clerk noted the Financial Report distributed by Treasurer Mary Jean Livermore giving the status of delinquent taxes. Rich Loney had visited with Supr. Draxler who had received a strong dose of chemotherapy and the next 10 days would be crucial to treatment of the acute leukemia. Oemichen, who is serving on the Hudson TIF District, requested some direction from the Administrative Coordinator and Finance Director on the County's position regarding these districts. Bradley expressed concern about DAM buying large tracts of land for wildlife areas and the effect this had on school and property tax. Motion by Oemichen, second by Boche to adjourn. Meeting adjourned at 12*06 p.m. LuVerne Burke Secretary FINANCE COMMITTEE Regular Meeting September 8, 1995 Meeting called to order at 9:00 a.m. by Chair Brown. New member LuVerne Burke was welcomed to the Committee. Members present: Don Brown, Bill Oemichen, John Bradley, Robert Boche and LuVerne Burke. Staff present: Administrative Coordinator John Krizek, Finance Director Rich Loney, Corporation Counsel Greg Timmerman, County Clerk Sue Nelson. Others present: Solid Waste Committee members - Einar Horne, Daryl Standafer, Tim Filipiak, John Mortenson, and Jack Dowd; Supr. Raymond, Chair of the Computer Advisory Committee, and members of the press. Motion by Bradley, 2nd by Boche to adopt the agenda. Carried. Next regular meeting is October 9; budget review sessions are set for September 26 and 27. Motion by Bradley, 2nd by Boche to approve the minutes as corrected. Carried. Correction: Timmerman replied on the number of preliminary hearings and transcripts filed rather than Lori Meyer. Administrative Coordinator: John Krizek reported all budgets are in. Both Health and Human Services and the Highway Department budgeted for a zero increase in county appropriations and absorbed wage increases by making other cuts. The Highway Dept. would like the wages covered if there is money available. Chair Brown noted these are not final budgets until the budget review is held. Krizek explained the budget procedure: the Finance Committee reviews and takes a position. If the Department Head disagrees, it is taken back to the parent committee for further review. The budget will need to be published shortly after Sept. 27th so any changes after that will have to be amendments. Audit Report: Steve Tracey of Tracey and Thole gave an overview of the 1994 audit. The General Fund decreased last year from $1.9 million to $1.279 million which is less than 8% of General Fund expenditures. ($1 million was funded from the General Fund for Emergency Communication equipment.) Tracey noted there is no black or white answer to the balance in the General Fund but a sufficient amount is needed to prevent temporary borrowing and to fund working capital. Tracey recommended a minimum of 10% but 150 or 169.1 is a better cushion. The County also needs to keep a good bond rating. Krizek stated monies were used from the General Fund for county operations the past two years but this can't be done this year. Steve Scheidler addressed the Management Letter's reportable conditions. One problem that is difficult to solve is proper separation of duties in small offices in relation to dealing with money. The cost of hiring additional personnel to segregate the duties is not worth the benefit. �1 The CLUES accounting system in the Sheriff's jail has some shortfalls. It does not provide: a checkbook register for a running book balance, a detail of monthly collections relating to bank deposits, details for funds held in trusts for inmates, Huber Law and commissary and lacks monthly totals of transactions. Recommendation was for Finance, Computer Services and Sheriff and Jail Departments to work together on the CLUES accounting system. Clcz ed Session er WI Statute 19.85 1 Motion to move into lsoe session by Boche, 2nd by Bradley. Roll call vote: all yes. Join closed session was held with Waste Management Committee regarding the ARR Bankruptcy case. Motion to reconvene into open session by Bradley, 2nd by Boche. Carried. Computer Services: Computer Advisory Comm. Chair Ron Raymond explained future plans for automation include four options or phases and the cost savings for each option. The Computer Committee recommended Option 1 at a cost of $90,000. This includes funding of the Client Information System which will save $50,000 for Health and Human Services. Computer Services Director Bruce Callen indicated his department operating budget is less than last year. The WAN (wide area network) is a separate budget. Callen noted no additional personnel would be hired until 2000 if Option 1 is approved. This would be a savings in wages and fringe benefits of $40,000 per year. This added to the $50,000 client info. savings totals $90,000. (Callen did add $3,000 to Option 1 for an additional port to serve the Library but Computer Advisory had not approved this.) Chair Brown thanked Callen and Raymond for their fine presentation. Continaeney Fund Transfer: County Planning Director Dave Fodroczi requested $1600 for temporary help through the end of the year. He explained the $2500 granted earlier was expended in August. Extra help was hired for previous testing and training but there were converson problems. Staff time was lost due to both part time and 5 weeks full time disability of one staff person. Testing and training has resumed and 180 hours will be required from the present two staff members. The $1600 would be used to expand the hours for the staff person who is 35 hours to 40 hours plus temporary help needed at tax roll time. Fodroczi said there are funds in the Planning Dept. budget from wages for a staff member who took some unpaid maternity leave. Motion by Bradley, 2nd by Oemichen to transfer $1600 from the Planning budget to the Real Property budget for expanded hours for Sharleen Croes and temporary help at tax time. Carried. Revolving Loan Fund: Economic Development Director Dave Piggot explained money can be obtained from grants for counties and municipalities to loan to business ventures. When the business 2 repays their loan, a revolving fund can be implemented to loan money to another starting business. There would be no cost to the county, but additional responsibility.\ The City of Hudson is at their limit of $500,000. The limit for the county would be $7501000. Piggot would apply for and administer the original grant. After the initial set-up, the Finance Committee would administer or be bankers of the fund. Two reasons to set up this revolving loan fund would be the opportunity to keep the money in the county and people throughout the county could borrow from the county fund. Chair Brown commented do the Finance members wish to become bankers and the County Board should make this decision. This can be discussed further after the budget process is completed. Corporation Counsel Report: Greg Timmerman explained the claim of St. Paul Ramsey vs. St. Croix County Social Services involved emergency treatment for a county resident who was unable to pay. Part of the claim has been paid and Health and Human Services Director John Borup indicated they are working with St. Paul Ramsey to reach a fair settlement. Barn Contract with VanDyks: This contract expries on May 31, 1996. Henk VanDyk has requested another 3 year rental agreement, would like to rent 100 to 120 acres and also rent the house located near the barn. Presently John Schottler is renting the land and has another 28 months in the contract. Timmerman stated if the contract is renewed, language should be added regarding no county responsibility for repair and maintenance of the barn. Borup estimated $23,000 profit from barn rental after deducting the expenses for stray voltage and silo repair. Motion by Boche, 2nd by Bradley to send request from Henk Van Dyk for barn rental to Health and Human Services for them to negotiate including the stipulations from Corporation Counsel regarding maintenance and repair of the barn. The negotiated contract is to be brought back to the Finance Committee for their consideration. Carried. Burke requested John Bradley and Chris Bethke be advisors on farm and barn rental matters. Motion by Brown, 2nd by Oemichen to send John Bradley as a representative of Finance to advise on rental of the barn. Motion carried; Bradley abstained. Claim of Will Studtmann: Timmerman explained Studtmann owns property adjacent to the Cajun Club which features adult entertainment. The county's Adult Entertainment Ordinance regulates a bar not being located within 500' of an adult entertainment ordinance. A letter has been sent challenging and denying the method of measurement used and the outcome may or may 3 not allow a bar to be built. Transcripts: As part of his report Timmerman noted he contacted the Director of State Courts on the copying of transcripts issue. The Director shares an interest in this issue and at this point does not agree or disagree. Timmerman will continue to explore an answer to this issue. Judge Lundell appeared to report that there would be no more permanent staples used in transcripts. He requested a correction to the August minutes regarding the number of hearings and transcripts filed. Judge Lundell distributed a Listing of preliminary hearings held in Branch I since January 1 numbering 13 of which eight are filed and the remaining five are being transcribed. Chair Brown noted that this statement included I n the record would suffice as the correction. Dog Track Tax Deed Procedures: Timmerman said since the ARR bankruptcy hearing has been extended for 60 days, he would have more time to work on the In Rem procedure of taking the tax deed on St. Croix Meadows. Electric Door Strikes: Rich Loney said Facilities Manager Ralph Robole was unable to appear but the door locks on the three courtrooms had been reversed and there is no DLHR violations at the present time. Clerk of Court Recruest: Motion by Boche, 2nd by Oemichen to approve the line item transfer of $7, 174 from Professional Services budgeted for the KIDS project to the wages and fringes line item for overtime. Carried. Finance Director: Rich Loney noted the 1996 budget books would be distributed on September 15 to Finance Committee members. In reply to Bradley's question on Victim Witness Coordinator's overtime, Loney has not yet received a request for payment. Election of Committee Secretary: Motion by Oemichen, 2nd by Bradley to elect LuVerne Burke as Finance Committee Secretary. Carried. Contingency Fund Request: Motion by Boche, 2nd by Oemichen to approve a $2700 bid to repair the flooring in the hallway by the Sheriff's Department and transfer this from the Contingency Fund. Carried. County Clerk: Sue Nelson reported an Liddle of $10,000 to place the building his landfill. He would charge $2,000 down and would provide dumpsters for remaining in the building.' Committee less expensive landfill. unofficial bid from Bill materials from The Spa in more to tear the building equipment and items still recommended looking for a Nelson said the County Clerk's office is now issuing student work permits and the county retains $2.50 for each permit and 15 have been issued since August 1st. Personnel Report: Chair John Bradley indicated costs for temporary positions have decreased by 250. In regard to new/upgraded positions the following were recommended: four Corrections Officers for the Jail; one Law Enforcement Clerk for Jail- regular half time position; one Project Technician for South Fork of Hay River and one Secretary for South Fork of Hay River, regular, half time. Denied were two Project Technicians for the Kinnickinnic watershed and half time Victim Witness Assistant. Oemichen requested an in-depth discussion on indirect costs of positions funded by grant monies sometime in the future. Announcements Clerk noted the Financial Report distributed by Treasurer Mary Jean Livermore giving the status of delinquent taxes. Rich Loney had visited with Supr. Draxler who had received a strong dose of chemotherapy and the next 10 days would be crucial to treatment of the acute leukemia. Oemichen, who is serving on the Hudson TIF District, requested some direction from the Administrative Coordinator and Finance Director on the County's position regarding these districts. Bradley expressed concern about DNR buying large tracts of land for wildlife areas and the effect this had on school and property tax. Motion by Oemichen, second by Boche to adjourn. Meeting adjourned at 12*06 p.m. IuVerne rke Secretary 5