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HomeMy WebLinkAboutFinance 07-12-07 4 � y V NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday July 12, 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: August 9, 2007 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: June 7, 2007 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Bank Reconciliation 3. County Clerk 4. Clerk of Courts Report a. Review of Collections Efforts b. New Position Request — Collections Clerk 5. Building Services Report a. Introduction of Building Services Director Art Tobin b. Status of Wisconsin Energy Application Status Report c. St. Croix Industries Parking Lot Resurfacing Project 6. Corporation Counsel a. Review Mission Statement and Business Responsibilities b. Review Department Position Description Changes c. Discuss Department work load issues 7. Risk Manager- Report 8. Finance Director Report a. Finance Reports b. Public Surplus Program c. Purchasing Cards Status d. Enterprise Software e. Request for Readjustment of Paid - Time -Off Accrual Rate f. 2007 Budget Instructions" 9. Administrative Coordinator Report a. County Government Center Property Status b. Excess County Property — Review of Tower Site in Emerald Township c. Position Description d. Department Mission and Business Responsibilities 10. EDC Request — Funds for St. Croix County Participation in Regional Technology Assessment Study 11. Personnel a. Picnic Dates b. Review of Employee/Position and Multiple Committee Reporting Requirements Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 9:32 AM 7/9/2007 t c. Review of Position Administration Work Group Work and Status d. Review of Arbitrator's Settlement of Nursing Home Contract e. Review of Nursing Home Non -rep Employees Wages f. Post Employment Benefits Options g. 11:30 a.m. Joint Meeting with Ad Hoc Negotiations Committee - Closed session per WI Stat. 19.85 (1) a to discuss bar ag ining strategy for upcoming _negotiations with collective bargaining units. Reconvene into open session. to eemplete other- agenda items- 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. 9:32 AM 7/9/2007 OFFICIAL — approved 819107 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting July 12, 2007 Meeting called to order by Chair Krueger at 8:30 a.m. Present: Clarence Malick, Daryl Standafer, Esther Wentz, Tom Caflisch and Stan Krueger. Staff present: Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman, Finance Director Michelle Pietrick, Human Resource Administrator Tammy Funk and County Clerk Cindy Campbell. Others present: Bill Cranmer, Dave Best, Art Tobin, Bill Rubin and Julie Speer. Media: Judy Wiff. Motion by Caflisch, 2 "d by Standafer to adopt the agenda. Carried unanimously. Krueger stated the next scheduled meeting is August 9, 2007 beginning at 8:30 a.m. Motion by Malick, 2 "d by Wentz to approve the June 7, 2007 minutes with the addition under the Joint Meeting with Committee Chairs and Supr. Mehl's report adding "EMS and fire service" to the City of River Falls request. Carried unanimously. 1. Review of Vouchers. Malick reported he did not find anything to bring to the committee's attention regarding voucher review. 2. Treasurer's Report. a. Bank Reconciliation. May reconciliation report was reviewed. Brief discussion — no action. 3. County Clerk. No report. 4. Clerk of Court Report. a. Review of Collection Efforts. Present: Lori Meyer, Kristi Severson, Katie Kapaun, Gretchen Meierotto and Betsy Wesser. Meyer stated the six month pilot project with Child Support staff relating to the collection of outstanding fines and forfeitures has completed. Meyer stated the project was successful with collections of $17,472 as of July 11, 2007. Meyer summarized the project and staff feedback. Discussion regarding access to credit bureaus. b. New Position Request — Collections Clerk. Meyer requested the Finance Committee recommend moving forward with the Collection Clerk position which has been re- titled to Enforcement Clerk. The proposed annual salary and fringe benefit cost is $56,597. The estimated annual revenue is $149,760. Meyer explained that twenty hours per week would be spent on collection of past due accounts and twenty hours per week would be spent meeting with clients to establish payment plans, enforcement, etc. Standafer expressed concerns regarding spending county budgeted dollars to try to collect what is owed and the return on the investment. Discussion regarding a curve down in collections. Meyer stated the judges are in support of this position. The Clerk of Court will set up a fee schedule and have the judges approve it. Motion by Caflisch, 2nd by Malick to move forward as a positive recommendation to the County Board. This will be placed on the August County Board agenda. Discussion regarding the budget. Malick stated this is a revenue generated position. Carried - Standafer and Wentz voted no. Finance Committee July 12, 2007 Page 2 of 7 5. Building Services Report. a. Introduction of Building Services Director Art Tobin. Art Tobin and David Best were present. Tobin thanked Whiting and the selection board for selecting him to serve as the Building Services Director and thanked Best and the Building Services crew for their assistance in the transition. b. Status of Wisconsin Energy Application — Status Report. Tobin stated there was a meeting on July 2, 2007 with Focus on Energy which included a tour of the Government Center facility. A report on results of the tour will be completed in five to six weeks. Tobin indicated he signed the $5,000 grant application with Lee Schwebs of Focus on Energy. C. St. Croix Industries Parking Lot Resurfacing Project. Tobin reported a meeting was held at St. Croix Industries in New Richmond with Highway Department staff. Tobin described the parking lot resurfacing project and stated a resolution is necessary authorizing work to be done by the Highway Department in an amount not to exceed $15,000. The project may begin at the end of July. Pietrick confirmed work done by the Highway Department needs County Board approval. Motion by Wentz, 2 "d by Caflisch to recommend approval for the Highway Department to perform the repair work on the St. Croix Industries parking lot at a cost not to exceed $15,000. Carried unanimously. 6. Corporation Counsel. a. Review Mission Statement and Business Responsibilities. See item b. below. b. Review Department Position Description Changes. Timmerman explained he is bringing this forward from last month's meeting. Timmerman distributed revised job descriptions for Corporation Counsel, Paralegal Office Manager and Legal Secretary positions in his department. Timmerman noted personnel and labor - related work has been added. Discussion regarding adding this language to the Assistant Corporation Counsel's job description. Timmerman requested the experience level for Assistant Corporation Counsel be changed from four to six years. Wentz noted six years would make it extensive experience. Malick indicated in some position descriptions there is a mention that particular incumbent is to advise county positions. Malick feels this language needs to be added to the mission and business responsibilities statements. In addition, Malick noted the phrase in the general statement of duties in the Corporation Counsel position description states "and determines course of action for St. Croix County Board of Supervisors" and suggest this state "recommends" rather than "determines ". Malick requested the word "some" be inserted in the item referring to attending committee meetings as requested. Malick requested for the Paralegal and Legal Secretary positions under the general statement of duties it provide "in the absence of the Corporation Counsel, everything go through the Assistant Corporation Counsel." This responsibility should also be placed in the Assistant Corporation Counsel position description. Malick confirmed the supervisor of the Paralegal and Legal Secretary is Corporation Counsel not the Assistant Corporation Counsel. Motion by Malick, 2nd by Wentz to approve the job descriptions with the changes noted. Carried unanimously. + Finance Committee July 12, 2007 Page 3 of 7 C. Discuss Department Work Load Issues. Timmerman stated last month he asked for approval of his way of prioritizing his work. Timmerman provided two examples, one from the Finance Committee requesting an opinion from the Attorney General relating to retirees from the Sheriff's Department attending court hearings and the second from Health and Human Services (HHS) regarding secondhand smoke. Timmerman indicated he has not researched either at yet. Malick suggested to the HHS Board that the county does not have resources to handle that particular project and would authorize the HHS board to use outside legal assistance under Timmerman's oversight if they pay for it. Wentz confirmed this is not an urgent matter. Motion by Malick, 2nd by Caflisch to send this issue to HHS with authorization to use its own money, if found, for an outside lawyer who must report to Timmerman to address the secondhand smoke issue. Carried (voting no - Wentz and Standafer). The Finance Committee requested Timmerman provide a list of work needed to be done and prioritized by him for the August meeting. 7. Risk Manager Report. No report. 8. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of May 31, 2007 was $30,144,523.40. 2007 Sales Tax received in June 2007 for April 2007 sales were $456,190.69. Year -to -date sales tax received is $1,543,264.91. Contingency Fund balance is $250,000. The report provided unbudgeted items with a total of estimated costs of $137,545. Expenditure and Revenue Summary Reports reviewed. Pietrick reported she had a draft of the financial statements for December 31, 2006. Steve Tracey will be present to give the final audit report in August. b. Public Surplus Program. Tom Boron and Dana Baker were present. Baker explained the process if there is a county asset not being used and steps taken to determine if the items can be re- purposed. She indicated there are currently 328 re- purpose items tagged. Baker presented a program called Public Surplus used by other governmental groups in which items are placed on the Public Surplus website. Baker explained the bidding process. There is no cost to the county unless an item is sold. Public Surplus will charge the county 7% per item sold through Public Surplus. Items sold are cash and carry only. Baker is seeking Finance Committee approval to move forward. Boron stated silent auctions for computers are not moving the products fast enough. Malick stated this will be treated as an information item to the County Board and requested Baker present a short description to the County Board. C. Purchasing Cards Status. Baker stated in March the Finance Committee approved to move forward with procurement cards. Baker stated a task force of fourteen members was created. The task force did reference checks with vendors. Unanimously the group approved US Bank and would like to move forward with obtaining procurement cards. The IT Department will be the first department to be issued procurement cards after terms and conditions are established. Baker stated there is also a rebate incentive. Wentz stated this is a good idea and would like to proceed. The Finance Committee agreed. Whiting stated the County Board should be informed. Standafer asked for a comparison from what has been done and time study savings once in place. d. Enterprise Software. Pietrick stated she asked for accounting software a few years ago but it was cut from the budget. At that time, a needs assessment group was formed and Finance Committee July 12, 2007 Page 4 of 7 software programs were reviewed. Pietrick is looking for a commitment from the Finance Committee to reassemble the needs assessment group for implementation of a new accounting program in 2009. IDI, which supported SAGE, the county's current system, has been bought out by another company. Boron stated the support has dropped significantly. He indicated the county has maintenance contract on the SAGE software. Discussion regarding data audits and the human resource side of the software. Pietrick stated the approximate cost for new software is $500,000. Whiting indicated the only way to coordinate fiscal matters is through software that allows it to happen. This software would be used countywide and the Highway Department would be interfaced. Discussion regarding inability to get audit reports. Krueger stated the Finance Committee needs to realize the need to spend the money for a new system. Pietrick will request funds in 2008. Standafer asked about providing services to the area local units of government and to look at collectively purchasing software with other counties or municipalities. Malick requested steps be taken to advance forward and obtain needs and more analysis including ways to generate revenue, cooperative purchases, and selling the service to municipalities. e. Request of Readjustment of Paid - Time -Off Accrual Rate. Pietrick requested she be allowed to bump a Finance Department employee's Paid - Time -Off (PTO) accrual rate to the next level. Pietrick stated when Dana Baker negotiated her employment with the county with the former Human Resource Director, Baker requested a higher PTO multiplier. Baker was told that without government employment experience, the county did not give a higher multiplier. Pietrick stated that was different a year prior when she was told St. Croix County did not negotiate PTO at all. Subsequently, St. Croix County has hired four employees, one of which without government experience, and were hired with higher PTO multiplier rates. The request is to give Baker the second step accrual two years early. This would result in an additional 40 hours this year and 35 additional hours next year. Wentz stated in past practice, the Personnel Committee has indicated PTO is part of the employment package and nothing is done after that. If this is granted, others will be requesting changes. Pietrick requested a written policy regarding PTO. Discussion regarding past government experience. Malick would like to see a draft policy for next meeting which applies to everybody. Whiting recommended any new hire that is other than step one will come to the Finance Committee for a decision. Funk expressed concerns regarding coming to the committee to make the PTO multiplier decision because of timing. Standafer expressed concerns regarding granting exceptions and tracking the exceptions. Funk will draft a policy. Motion by Malick, 2nd by Wentz to deny the request. Carried unanimously. f. 2007 Budget Instructions. Pietrick distributed the 2008 Budget Instructions. Malick requested Pietrick add one per diem will be allowed when County Board members accompany a Department Head to the budget review meeting. Pietrick stated 0% increase excludes personnel and capital outlay expenditures. Pietrick will distribute copies to Department Heads. 9. Administrative Coordinator Report. a. County Government Center Property Status. Dennis Welsch of Barsness Consulting, Inc. stated he met with Dennis Damold from the city of Hudson. He indicated the county will need to submit a request from County Board Chair to the City Planning Commission requesting map amendment for the Government Center site. The Planning Commission will make a formal recommendation to the City Council. Welsch explained the city will not accept a rezoning Finance Committee July 12, 2007 Page 5 of 7 requested until the comprehensive plan is corrected; the zoning needs to be consistent with comprehensive plan. Rezoning begins after the approval of the comprehensive plan which may begin in September or October. Caflisch requested Welsch be the county's representative through this process. Welsch will prepare a letter for Malick's signature and send it to city to get on the city council's agenda. Welsch explained Barsness is at its budget limit because of the additional public meetings. He estimates approximately 50 hours of additional work. Malick would like to see an amended contract with Barsness rather than going with an hourly rate. Discussion regarding legal descriptions. Malick suggested contracting with a surveyor to get legal descriptions. Whiting will work on getting an estimate from a surveyor. This will be brought to Finance next month. b. Excess County Property — Review of Tower Site in Emerald Township. Discussion regarding a party interested in renting the site and possibly purchasing at a later date. Motion by Caflisch, 2 by Malick to put this property out for bid for sale as is. Carried unanimously. C. Position Description. Whiting stated he revised his job description and mission statement since it had not been done when the Human Resources was put under him. The Finance Committee asked to be provided with the documents in advance and to place this item on the next Finance Committee agenda. d. Department Mission and Business Responsibilities. See above — no action. 10. EDC Request — Funds for St. Croix County Participation in Regional Technology Assessment Study. Bill Rubin, Executive Director of the St. Croix County Economic Development Corporation explained St. Croix County has been asked to participate in a regional technology assessment which is a way to identify both the type of technology -based businesses in the region plus the talent level of area residents. The cost per county is approximately $3,000. St. Croix EDC has requested a $1,000 grant from Xcel Energy to help underwrite a portion of the costs. EDC's board of directors authorized $1,000 of available funds toward the project. Rubin stated he respectfully requests $1,000 from St. Croix County for the participation in this assessment. Discussion regarding connection between counties. Polk and Pierce are also included. Rubin stated the planning committee will meet in early August regarding the launch of this assessment. The study would be a 60 or 90 -day process prior to the delivery of a written report. Motion by Malick, 2nd by Caflisch to grant the request of $1,000 from the Contingency Fund, contingent upon Excel's match. Carried unanimously. 11. Personnel Items. a. Picnic Dates. Human Resource Administrator Tammy Funk indicated county employee picnic dates are: July 18 at the Government Center - 11:30 to 1:00; August 8 at Health and Human Services in New Richmond - 10:45 to 12:45; August 29 — noon to 1:00 at the Highway Department in Hammond. Malick stated no per diem or mileage will be allowed for County Board Supervisors attending the picnics. b. Review of Employee /Position and Multiple Committee Reporting Requirements. This was not addressed at the meeting. r Finance Committee July 12, 2007 Page 6 of 7 C. Review of Position Administration Work Group Work and Status. This was not addressed at the meeting. d. Review of Arbitrator's Settlement of Nursing Home Contract. Attorney Steve Weld and Attorney Pamela Macal of Weld, Riley, Prenn & Ricci were present. Weld reported the arbitration award regarding the Nursing Home contract was received. Weld stated the county did a wage freeze in 2006 and a two percent increase on January 1, 2007 and a one percent increase on July 1, 2007. Weld explained the freeze in the first year was designed to "catch a breath" at the Nursing Home because of the recent changes. Weld added the reason for the award was because of going below the pattern with other union groups. Weld stated there is no appeal right — arbitration cannot change. The County Board will need to confirm the arbitrator's award. This needs to be placed on the County Board agenda for the July meeting. e. Review of Nursing Home Non -rep Employees Wages. Whiting stated the question is what does the arbitrator's settlement mean for Nursing Home non - represented employees' wages. Wentz stated it's unfair to have represented employee get increases and non - represented employees no increase. Discussion regarding the bargaining process and setting non - represented employees' wages. Discussion regarding dealing with 2006 amount and holding off on the 2007 amount. Malick stated he not ready for a decision as to all of 2007. Motion by Malick, 2 by Caflisch to give the same retroactive increase for the employees who worked for the county in 2006 at the same percentage rate as the other non - represented employees received at places other than the Nursing Home. Carried unanimously. Discussion regarding 2007 wage rate. Motion by Wentz, 2 by Caflisch to pay the non - represented employees working in the Nursing Home for the first six month at the same rate as the other employees worked in the county to bring them current. Wentz amended the motion to include "to continue through 2007 as long as they are employed." 2nd to amendment by Caflisch. Pietrick confirmed funds were budgeted. Krueger summarized estimated county costs. Discussion regarding employment status and back pay. Weld confirmed receipt of back pay for non - represented employees is at the discretion of the County Board. Carried unanimously. f. Post Employment Benefits Options. Whiting introduce Chris Solimine with ICMA RC — retirement corporation. Solimine reviewed option relating to post employment issues. The program allows employee to place money into a plan which may be used for qualified health care expenses and is never taxed. Participation would be mandatory for all members of a covered group which includes all employees, non -union employees, public safety employees (fire and police), etc. Contribution examples were reviewed provided — direct employer contribution, mandatory pre -tax employee contributions, mandatory pre -tax employee contribution from leave. Reimbursements may be used for health care premiums, COBRA premiums medicare supplemental insurance premiums dental insurance premiums, or qualified long -term care insurance premiums. Solimine explained there is no fee to the employer but employees will pay a quarterly asset fee. Solimine explained Dunn County recently signed up to offer this benefit option. g. 11:30 a.m. Joint Meeting with Ad Hoc Negotiations Committee — Closed session per WI Stat. 19.85(1)(e) to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Reconvene into open session to complete other agenda items. Finance Committee July 12, 2007 Page 7 of 7 Motion by Caflisch, 2 by Wentz to move into closed session per WI Stat. 19.85(1)(e) to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Roll call vote — all ayes — others present: Cindy Leonard, Dick King, Whiting, Timmerman, Funk, Speer, Weld and Macal. Motion by Caflisch, 2nd by Wentz to reconvene into open session to complete other agenda items. (1:27 p.m.). Carried unanimously. Meeting adjourned at 2:14 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary