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HomeMy WebLinkAboutFinance 06-07-07 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday June 7, 2007 — 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: July l2, 2007 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: May 7,2007; May 15,2007; May 25, 2007 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Review of Building Space Study and Next Steps — 8:30 - 11:00a.m. ** 3. Joint Meeting with Committee Chairs to Review 2008 Budget Objectives —10:00 a.m. 4. Treasurer Report a. Bank Reconciliation b. 2008 Capital Outlay Plan 5. County Clerk a. 2008 Capital Outlay Plan 6. Clerk of Courts Report a. Review of Collections Efforts 7. Building Services Report a. Status of Wisconsin Energy Application Status Report 8. Corporation Counsel a. Review Mission Statement and Business Responsibilities b. Review Department Position Description Changes 9. Risk Manager Report a. Resolution Affirming County Property Coverage with Local Government Property Insurance Fund 10. Finance Director Report a. Finance Reports b. Resolution for State Trust Fund Borrowing 11. Administrative Coordinator Report a. County Government Center Property Status — Barsness Consulting, Inc. - X00 9:30 a.m. ** b. City of Hudson — Water Tower Improvement Fee c. Review of Marathon County Resolution in Support of SB -122 12. Resolution of Support for Fourth Judge Position 13. District Attorney Presentation on Diversion Program — 11:30 a.m. 14. Personnel a. Building Services Director Hiring b. Position Administration Items i. Approval of Position Descriptions ii. Review of Pointing and Regression Analysis c. 8:31 a.m. ** Discuss /Consider convening in closed session pursuant to Wis. Stats. §19.85(l)(f) and (1)(g), for preliminary consideration of specific personnel problems or Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 9:59 AM 6/5/2007 the investigation of charges against specific persons and to confer with legal counsel for the governmental body who is rendering oral advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. i. Discussion of specific county employee(s). ii. Confer with legal counsel regarding pending litigation. d. Motion to reconvene to open session for possible discussion and/or action on the matters entertained in closed session. i. Discussion of specific county employee(s). ii. Confer with legal counsel regarding pending litigation. 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. 9:59 AM 6/5/2007 OFFICIAL — approved 7112107 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting June 7, 2007 Meeting called to order by Chair Krueger at 8:30 a.m. Present: Clarence Malick, Daryl Standafer, Esther Wentz and Stan Krueger. Absent and excused: Tom Caflisch. Staff present: Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman and County Clerk Cindy Campbell. Others present: Julie Speer, Gordon Awsumb, Media: Judy Wiff. Motion by Wentz, 2 by Malick to adopt the agenda. Carried unanimously. Krueger stated the next scheduled meeting is July 12, 2007 beginning at 8:30 a.m. Malick stated there may be a July County Board meeting and asked if the Finance Committee meeting could be changed to meeting the 5 -day County Board mailing rule. The decision was made to keep the Finance meeting on July 12 and schedule the County Board meeting for July 24 to begin at 7:00 p.m. Motion by Malick, 2 by Wentz to approve the May 7, 2007, May 15, 2007 and May 25, 2007 minutes. Carried unanimously. 1. Review of Vouchers. Malick reported he did not find anything to bring to the committee's attention regarding voucher review. 2. Review of Building Space Study and Next Steps — 11:00 a.m. Bob Brown of Ayres Associates presented the results of the space study of the Health and Human Services (HHS) building (excluding the Nursing Home) and the Government Center. Brown indicated his study of HHS shows HHS occupies 62,000 square feet. A new facility with 10 years growth would need 45,000 square feet. Current utility costs (gas /electric) at HHS are $168,000 per year. A new facility utility cost was estimated at $45,000 per year. Anticipated upgrades at HHS were reviewed. Staff transportation between New Richmond and Hudson costs per year were estimated at $48,700. Review of the 1974 HHS building floor plan and its initial uses at the time it was built. The Government Center floor plans were reviewed as well as department needs including adding an HHS addition to the Government Center, two additional courtrooms, basement, secure corridor in existing basement and a secure elevator for the new courtrooms. Preliminary project cost estimate, including 12% for construction costs, were $8.9 million to 10.9 million. Remodeling of the existing HHS building of 62,000 square feet was estimated at $4.9 million. Brown provided a proposed site plan with an addition on the north end of the Government Center. Fred Johnson stated the HHS Board supports a proposal for two concept plan studies by Ayres for a standalone facility and a facility attached to the Government Center and requests Finance approval for the study. Brown stated the cost of the concept plan study is estimated at $4,000. Krueger suggested consideration of adding a library as an addition to the Government Center building. Motion by Malick, 2nd by Standafer to authorize Ayres Associates to do an additional study to get the schematics of an addition to the Government Center and a building built anywhere in the county for HHS at a cost not to exceed $4,000. Malick asked if an addition includes two courtrooms, what does the county do with two vacated courtrooms. Carried unanimously. 3. Joint Meeting with Committee Chairs to Review 2008 Budget Objectives — 10:00 a.m. Whiting provided general budget information with goals and objectives. 2008 budget scenarios were reviewed with a 2% increase, 3% increase and 4% increase. 2007 budget cuts were listed and i Finance Committee June 7, 2007 Page 2 of 7 a 2008 Capital Improvement Plan was distributed. Review of levy limits and economic slow down in the county which will likely affect the new construction amount. Present: Chuck Mehls, Julie Speer, Gene Ruetz, Dick King, Tim Ramberg, Jim O'Connor, Linda Donaldson, Bill Crammer, Fred Johnson, Dick Sullwold and Chris Libby. Mehls distributed the Emergency Communication capital project plan which includes replacement of radio base stations and audiolog voice recorder. Mehls stated the audiolog replacement is a high priority. 2010 capital project includes expansion of the Emergency Communications suite. Mehls stated the City of River Falls EMS and fire service has asked the county to do its dispatching. To do this the department would need to expand and add staff. Adding River Falls would be a source of revenue for the county. Mehls highlighted the need for 2.8 staff positions which were cut last year. Speer, on behalf of the Public Protection Committee, highlighted the need for more patrol people in the Sheriff's Department, reviewed the possibility of increasing jail rental and the need for evidence storage space. Speer indicated the District Attorney is in need of additional staffing and equipment. King and Ramberg appeared on behalf of Highway Department. King stated the Highway Department is a core service department and noted the increase in material prices to maintain roads. In 2007 the Highway Department's share of levy is 16.9 %. King stated department goals have been set for many years and they are unable to meet the goals. The Highway Department and Transportation Committee are against borrowing for ongoing routine items because there is no exit strategy for funding these expenditures. Ramberg highlighted a potential revenue option where there would be a $10.00 registration fee charge per St. Croix County vehicle. Revenue alternatives were reviewed. Ramberg stated Wisconsin Statutes allow counties to charge vehicle registration fee. The State charges $.10 per vehicle for the state to process and sends payment to county. Ramberg stated he plans to bring this forward to the County Board for the 2008 budget. Ruetz appeared on behalf of Planning and Zoning. Ruetz stated the committee has not had an opportunity to discuss 2008 budget issues since they have been focused on the ordinance amendments. Ruetz indicated the City of Hudson has not yet turned over its Real Property Lister duties to the county. The department still has open positions and the remodeling is not complete yet. Ruetz appeared on behalf of Land, Water and Parks. Ruetz stated there is a need to replace the 1994 trucks. Ruetz added they realize cuts need to be made. Discussion regarding increase in attendance at the parks and use of some of the timber cut revenues by the department. Wentz and Fred Johnson highlighted building service needs for Health and Human Services. Johnson stated he met with David Best and reviewed items in the 2007 budget that were deleted and also looked at new issues that would need to be addressed. Items they felt would be necessary for the County Board to consider were placed on the COP rather than circumstances for space study and current Nursing Home situation. Johnson stated the only new item under the Nursing Home is Wisconsin Fire Sprinklers. Discussion regarding building improvement needs at HHS. Finance Committee June 7, 2007 Page 3 of 7 Dick Sullwold and Chris Libby appeared on behalf of the Fair Board. Sullwold stated with rate increases they have purchased a lawn mower and built a new horse arena. Capital expenditures may decrease because of the progress in the last few years. Libby stated the fairground is an economic growth driver for the county and City of Glenwood. There is a need for an adequate and safe environment. Sullwold distributed the plan for the fairgrounds. Libby stated they are marketing fund raising at this year's fair. Fair improvements are estimated $3.6 million dollars. Jim O'Connor and Linda Donaldson were present on behalf of the Hudson Area Library. The committee was reminded of the request last year for incremental increases in support of the library by at least a quarter of percent. Donaldson stated expenses have increased because of the growth. The county currently funds rural circulation at 70% of costs with the remaining 30% of costs of rural circulation shifted to villages and cities. Donaldson suggested 75% funding for 2008 and incremental increases. Malick asked if 2.5% justifies the cost of living increase for salary increases. Estimated health insurance, salary and fringe increases are $712,000. 4. Treasurer's Report. a. Bank Reconciliation. April reconciliation report was reviewed. No questions. b. 2008 Capital Outlay Plan. Slind expressed concerns regarding lack of security and provided budget information and a floor plan changing the public access entrance to the main hall and adding a secure name badge lock to her door. She stated this is in her 2008 capital outlay and is for the Finance Committee's information. 5. County Clerk. a. 2008 Capital Outlay Plan. Campbell highlighted the capital outlay items for the County Board, County Clerk and Elections. 2008 items include audio, ceiling mounted projector, and a video camera in the County Board Room and a LaserJet printer in her office. Malick prioritized the items as follows: 1 — LaserJet printer; 2 — Projector and ceiling mount for Board Room; 3 - audio system for Board Room; 4 — video camera for Board Room. Campbell noted the 2010 COP includes new election equipment and software as the optical scan system the county has will be ten years old in 2010. 6. Clerk of Court Report. a. Review of Collection Efforts. This matter was not addressed at the meeting due to lack of a quorum. 7. Building Services Report. a. Status of Wisconsin Energy Application — Status Report. David Best reported Building Services has proceeded to identify energy conservation. A summary of the county's energy conservation study RFP was distributed. KFI, an engineering company, identified energy Finance Committee June 7, 2007 Page 4 of 7 conservation measures /initiatives based on a one -time site visit to the Government Center. Estimated KFI study costs are $74,000 to study everything listed. Discussion regarding items identified and payback time. Best suggested considering the chiller immediately which may include other items as part of the process and will not affect the cost of study. Motion by Malick, 2 nd by Standafer authorizing Best to proceed immediately on the chiller plant study and pay the costs out of the Building Services budget and review the budget status in September. Carried unanimously. Best stated he may need to renegotiate the contract for this one item and the estimate may not be $10,000. The committee instructed Best to use his judgment. Wentz left at 12:20 p.m. — was not present for items: 2, 4, 6, 7, 8, 9, 10, l Lb, 1 Lc, 12, 14. a. and b. 8. Corporation Counsel. a. Review Mission Statement and Business Responsibilities. Timmerman stated the Mission Statement and position description changes are clean-up items. Timmerman noted the workload and the need for an additional assistant. Timmerman explained how he prioritizes his work and determines what needs immediate attention. Timmerman asked the Finance Committee to consider advising on how he prioritizes his workload and if he continues to have departments wait for work to be done, or does the Finance Committee want to entertain a concept for outside counsel. Timmerman explained the contract review process and an incident in which he recommended changes, but the department did not follow up with the vendor or sign the contract before starting the services. Standafer suggested a final contract review by Corporation Counsel. Timmerman suggested having Corporation Counsel more directly involved in negotiating contracts from start to finish. Malick suggested if Corporation Counsel is unable to get projects done in a timely manner, to bring it back to the Finance Committee for direction. Malick requested adding "Corporation Counsel Prioritization" to the July agenda. b. Review Department Position Description Changes. Timmerman stated one change to the Assistant Corporation Counsel position is increasing the number of years experience from four to six. Malick suggested further review of the changes and to make a final decision at the July Finance meeting. 9. Risk Manager Report. a. Resolution Affirming County Property Coverage with Local Government Property Insurance Fund. Motion by Malick, 2 nd by Krueger to approve. No discussion. Carried unanimously. 10. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of April 30, 2007 was $33,143,162.37. 2007 Sales Tax received in May 2007 for March 2007 sales were $386,471.96. Year -to -date sales tax received is $1,087,074.22. Contingency Fund estimated costs for unbudgeted items were included on Pietrick's report. Estimated costs were listed by Pietrick with a total estimate of costs to be $142,649. Currently, the 2007 Contingency Fund balance is $250,000. Expenditure and Revenue Summary Reports reviewed. No discussion. Finance Committee June 7, 2007 Page 5 of 7 b. Resolution for State Trust Fund Borrowing. Motion by Malick, 2' by Krueger to approve. No discussion. Carried unanimously. 11. Administrative Coordinator Report. a. County Government Property Status — Barsness Consulting, Inc. — 9:30 a.m. Dennis Welsch of Barsness presented information he received from the Wisconsin DNR regarding endangered resources as being within one mile from the Government Center site which included two butterflies, a Tiger Beetle, a Loggerhead Shrike bird and the Dotted Blazing Star plant. Welsch stated it is the property owner's responsibility to have a management plan. Discussion regarding property owner's responsibility. Welsch stated he received no direction from the DNR. Rezoning timing and budget discussed. Welsch provided a copy of the "Plan for a Plan" adopted by County Board in 2004 and stated the County Board has acted consistently with the "Plan for a Plan ". Should the County Board decide to move forward, the Finance Committee would review environmental and soil boring issues and then eventually take it to the City of Hudson Planning Commission. Discussion regarding reaffirming zoning on the northern half of the Government Center property. Motion by Krueger, 2 nd by Wentz to accept the concept plan from Barsness and present it to the County Board as the next step in the "Plan for a Plan" to develop the southern half of the Government Center property. Carried unanimously. Jim O'Connor stated the Hudson Area Library would like to enter into an option agreement with the County for the three to four acres on the corner parcel whereby the committee and library negotiate a proposal to take to the County Board for approval. O'Connor stated the library needs to work with four municipalities and would like to pin down a potential future site but needs a firm option exercisable. The library needs to begin working on a plan and fundraising. Malick stated the county is not in the position to accept an offer and noted the library would prepare and present a written proposal to the county. Standafer indicated the first step is to see what happens at the June County Board meeting. b. City of Hudson — Water Tower Improvement Fee. Whiting explained he and Pietrick met with the city and reviewed the balance due for the water tower improvement. The committee directed Whiting to pay the balance due out of the budget. C. Review of Marathon County Resolution in Support of SB -122. Krueger stated this resolution asks for support of Senate Bill 122 which is specifically written to close an unanticipated property tax loophole for major corporations in Wisconsin. Motion by Malick, 2 nd by Standafer to have Corporation Counsel prepare a similar resolution and recommend approval to the County Board. Carried unanimously. 12. Resolution in Support of Fourth Judge Position. There was no need to address this item. 13. District Attorney Presentation on Diversion Program — 11:30 a.m. District Attorney Rick Johnson and Diversion Program Coordinator Lisa Multhauf were present. Johnson explained the Diversion Program started in the fall of 2005 and is a program in which eligible persons can divert out of the formal criminal court process by meeting the requirements of the agreement they Finance Committee June 7, 2007 Page 6 of 7 sign. Johnson stated this program has been grant funded the first and second years. Both grants were earmark grants. Johnson stated if more grants don't come through he will ask the county to pick up funding for the program. Multhauf described the program in further detail. Johnson stated this program gives another option for the courts and Sheriff's Department and added the program works. Approximate per case cost saving were reviewed in court savings, jail savings, and probation savings. Discussion regarding criteria for getting people into the program. Johnson stated the primary referrals come through the District Attorney's office, judges and defense attorneys. There is a fee of $150 per defendant for participation in the program. 14. Personnel Items. a. Building Services Director Hiring. Whiting stated approximately 35 applications were received for the Building Services Director position. Ten applicants were interviewed and because of a mix -up on scheduling, second interviews were done. Krueger stated all involved in the interview process agreed on one top candidate. Whiting stated Art Tobin has been offered the job pending approval by the Finance Committee. Whiting stated starting pay is a pay grade 9 at step 6. Motion by Krueger, 2 nd by Malick to hire Art Tobin as the Building Services Director. Carried unanimously. b. Position Administration Items. Whiting explained the Position Administration policy adopted last year requires a review by the Finance Committee in June 2007. i. Approval of Position Descriptions. Whiting stated PAWG determines if position descriptions are minor changes. Guinter provided a summary of changes and stated the job descriptions will be reposted on the intranet. Guinter stated most of the position modifications have been approved by PAWG. Those pending include Legal Secretary in the District Attorney's office which is pending for further review and position survey completion; Administration's Classification / Compensation Specialist to add benefits responsibilities, which was placed on hold until the new Human Resources Administrator is hired; Land and Water Conservation for the Conservation Specialist position is pending for review of other county specialist education and experience requirements; and Highway Department with Accounting Assistants and Accountant /Office Manager experience requirement pending global review of experience category in the SAFE System. Health and Human Services certifications and licensing discussed. Malick noted Corporation Counsel's request to change the experience required was delayed earlier in this meeting until next month. Motion by Malick, 2 nd by Krueger to approve the job descriptions which have been finalized with the exception of the Administration, Corporation Counsel, District Attorney, Highway and Land and Water positions on the pending list. Carried unanimously. Whiting indicated there is still confusion regarding who approves job descriptions and conflicts if parent committees want job descriptions different. ii. Review of Pointing and Regression Analysis. Guinter stated before Wentz left the meeting she requested this matter be placed on hold for the time being since PAWG did not have time to review and approve. Whiting explained this is a benchmark then asked the committee for direction on what they want to see done. The Salary Curve was reviewed. Whiting stated this will not significantly alter the value of these positions. Malick stated the low end of the pay scale has a significant number below the line and higher paid are above the line. Malick asked the record Finance Committee June 7, 2007 Page 7 of 7 reflect the Salary Curve was reviewed and was found to be reasonable. The Finance Committee agreed. C. 8:31 a.m. Discuss /Consider convening in closed session pursuant to Wisconsin Statutes §19.85(1)(f) and (1)(g) for preliminary consideration of specific personnel problems or the investigation of charges against specific persons and to confer with legal counsel for the governmental body who is rendering oral advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. Motion by Malick, 2nd by Wentz to move into closed session pursuant to Wisconsin Statutes §19.85(1)(f) and (1)(g) for preliminary consideration of specific personnel problems or the investigation of charges against specific persons and to confer with legal counsel for the governmental body who is rendering oral advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. Roll call: All ayes (8:38 a.m.). Present: Fodroczi, Timmerman, Awsumb, Cranmer, King, Speer and Attorney Tom Rusboldt of Weld, Riley, Prenn and Ricci by phone. Motion by Malick, 2nd Standafer requesting Attorney Rusboldt to be available only if needed during the course of the closed and not engage in his services yet. i. Discussion of specific county employee(s). ii. Confer with legal counsel regarding pending litigation. d. Motion to reconvene to open session for possible discussion and /or action on the matters entertained in closed session. Carried unanimously. Motion by Malick, 2 by Standafer to reconvene into open session (10:00 a.m.). Carried unanimously. i. Discussion of specific county employee(s). ii. Confer with legal counsel regarding pending litigation. Meeting adjourned at 2:14 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary