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HomeMy WebLinkAboutFinance 09-06-07 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday September 6, 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: September 25-27,2007 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: August 9, 2007 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Building Space Study Status Report — 8:30 a.m. 3. 2008 Transportation Department Budget Presentation — 9:00 a.m. 4. Budget Amendment Request - Emergency Communications Voice Recorder Purchase 5. Treasurer Report a. July Bank Reconciliation b. 2008 Treasurer's Budget c. 2006 Real Estate Tax Delinquent Status 6. Circuit Court a. 2008 Proposed Department Budget 7. County Clerk a. 2008 Proposed Department Budget b. Authorization to Exceed Lodging Maximum Allowance ** 8. Clerk of Court a. 2008 Proposed Department Budget 9. Building Services Report a. 2008 Proposed Department Budget 10. Information Services Report** a. 2008 Proposed Department Budget ** 11. Corporation Counsel a. 2008 Proposed Department Budget 12. Risk Manager Report a. 2008 Proposed Department Budget 13. Finance Director Report a. 2008 Proposed Department Budget 14. Administrative Coordinator Report a. Government Center Property Status b. 2008 Proposed Department Budget c. Schedule for County Departments' Budget Presentations to Finance September 26 -28 15. Human Resources report a. PTO Donation Policy Revision b. PTO Service Credit at Hire Policy c. Multiple Position/Reporting Policy d. 2008 Proposed Department Budget e. Joint Meeting with Ad Hoc Negotiations Committee — 10:00 a.m. - Closed session per WI Stat. 19.85 (1) a to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Reconvene into open session. 16. Star Prairie Township Request for Waterline Easement 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. 7:51 AM 9/5/2007 OFFICIAL — approved 9126107 J MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting September 6, 2007 Meeting called to order by Chair Krueger at 8:31 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, Building Services Director Art Tobin and Service Technician David Best and County Clerk Cindy Campbell. Others present: Julie Speer. Media: Doug Stolberg. Motion by Caflisch, 2 nd by Wentz to adopt the agenda. Carried unanimously. Date of next meeting is September 26, 27 and 28 for budget review beginning at 8:00 a.m. Campbell provided proposed changes to the August Finance Committee minutes submitted by Greg Timmerman correcting the Corporation Counsel's report. Motion by Malick, 2 nd by Wentz to approve the August 9, 2007 minutes with the changes by Timmerman. Carried unanimously. 1. Review of Vouchers. Malick reported he did not find anything to bring to the committee's attention regarding voucher review. 2. Building Space Study Status Report — 8:30 a.m. Bob Brown of Ayres Associates presented three revised options. Options one and two provide for an addition to the Government Center for Health and Human Services (HHS) and courts. The floor plans were reviewed. Option one contains courts and HHS in the addition. Option two is a plan locating a courtroom on the first floor of the Government Center. Option three is a standalone facility for Health and Human Services. Brown presented estimated costs for the three options: Option 1 - $9,652,126 to $11,767,949; Option 2 - $10,414,430 to $12,771,751; Option 3 - $10,736,471 to $12,646,605. Standafer expressed concerns regarding the costs and need. Wentz noted if HHS stays in New Richmond there are large vacant buildings in the area which could be leased. Discussion regarding HHS departments need to be close to the courts and the possibility of relocating a judge to New Richmond. Johnson is reviewing which HHS departments need to be close to the courts. Discussion regarding costs involved in leasing a building. Malick thanked Brown for his work. Discussion regarding the potential sale of excess land and not using the proceeds to build an addition or additional building and waiting until bonds are paid in 2013. Judge Needham stated he understands the plans are preliminary and asked the courts be kept in the loop. 3. 2008 Transportation Department Budget Presentation — 9:00 a.m. Present: Tim Ramberg, Dick King, Roger Rebholz, Brian Hurtgen, Charlie Grant and Gerald Peterson. King stated that a Transportation Committee meeting had convened prior to meeting with the Finance Committee. He expressed his hope that the Highway Department budget request could be incorporated in the overall County budget within levy limits. It is also the Transportation Committee's desire that the budgeted miles in maintenance paving and chipseal move toward our goals rather than the away from our goals, as we are have been currently experiencing. Ramberg stated the Highway Department is mindful of the State's proposed budget work. He also noted that the Wisconsin Counties Association (WCA), the Governor, the Joint Finance Committee as well as both the Senate and Assembly budget positions have exempted the county aid bridge levy from any levy limits under consideration. He went on to say that the Governor, Joint Finance and the Senate's budget proposals all included a 4% levy limit provision while the Assembly's version has language that the levy increase not exceed that portion of any increase in equalized valuation due to Finance Committee September 6, 2007 Page 2 of 7 new construction. Ramberg said that the Highway Department's levy increase is $147,702 from the 2007 level of $3,913,455, an increase of 3.92 %. The requested county aid bridge levy, not included in the above, and is $104,750, an increase of $37,625 from the 2007 levy of $67,125. The total of the two together is a levy of $4,018,205, an increase of $185,327 or 4.8% from the 2007 level of $3,832,878 total. Discussion followed regarding the annual vehicle registration fee. Ramberg noted that the estimated amount this fee for 2007 is $696,940 and is included in the overall 2008 budget request. The total Highway Department expenditures, was over $21 million for 2006. Standafer commented on building a budget on speculative numbers as is done with sales tax in which an amount is forecasted. He suggested rather than speculate use a known number from the previous fiscal year. King noted the machinery fund is $482,000 in the hole. Peterson pointed out the increase in budget does not cover the increase in salaries. Motion by Malick, 2 nd by Wentz to move forward into the budget process. Carried unanimously. 4. Budget Amendment Request — Emergency Communications Voice Recorder Purchase. Communications Director Casey Swetlik and Julie Speer were present. Swetlik stated all telephone activity in and out of Emergency Communications is recorded. There is currently a 32- channel recorder which is maxed out and the operating system is Microsoft 2000 which is no longer supported. Data has been lost and this equipment is costly to repair. Swetlik stated a replacement is in the 2008 COP but believes there is funding in 2007 to purchase a replacement. Swetlik noted 2007 budget savings when the Assistance Director position was not been filled for nearly four months along with an AT &T phone contract dispute settlement of approximately $34,000. Swetlik stated he is confident 2007 funds are available to purchase this equipment. Pietrick agreed. Replacement quote for a 40- channel voice recorder is $26,074. Motion by Caflisch, 2nd by Wentz to approve acquisition of a 40- channel voice recorder. Carried unanimously. 5. Treasurer's Report. a. July Bank Reconciliation. July reconciliation report was reviewed. No questions. b. 2008 Treasurer's Budget. Slind reported on a decrease in salary due to a correction in last year's budget. Slind noted bank charges have leveled out. Motion by Malick, 2 nd by Wentz to advance through the budget process. Carried unanimously. C. 2006 Real Estate Tax Delinquent Status. Slind provided a five -year history of delinquent taxes. She reported a 34% increase in delinquent taxes over last year. 6. Circuit Court. a. 2008 Proposed Department Budget. Judge Lundell, Judge Vlack and Judge Needham were present. Judge Lundell indicated most of the increases in the Circuit Court 2008 budget are costs involved with the fourth judge. Lundell noted an increase in law books. The Drug Court budget is separate from the Circuit Court budget. Discussion regarding Steve Dunlap's compensation. Lundell stated this is conditional depending on the fourth judgeship. November 15 is the last date knowing if a judge will be approved for St. Croix County. Discussion regarding Westlaw charges and tracker position. Motion by Standafer, 2 by Wentz to advance this budget into the review process. Carried unanimously. 7. County Clerk. Finance Committee September 6, 2007 Page 3 of 7 a. 2008 Proposed Department Budget. Campbell highlighted increases in the County Board and Committee and Commissions budgets including an increase in per diem because of the proposed additional County Board meetings and creation of ad hoc committees. Campbell noted the audio and video equipment for the County Board Room is back in the County Board budget along with one -half the cost of a new camera for the County Board Room. The cost of the camera would be split with the local cable company. Campbell noted the significant increase in the Elections budget because there are four scheduled elections in 2008. Motion by Wentz, 2 by Malick to move forward into the budget process. Carried unanimously. b. Authorization to Exceed Lodging Maximum Allowance. Campbell explained the WCA lodging rates at the Kalahari exceed the $62.00 maximum daily allowance set by the county. Campbell noted there are rooms reserved at both the Kalahari and Wintergreen resorts. Wintergreen's rate is $62.00 per day. Malick stated this should go the County Board for action. Campbell will place this matter on the County Board agenda. 8. Clerk of Court. a. 2008 Proposed Department Budget. Clerk of Court Lori Meyer distributed her proposed 2008 budget. Meyer reviewed reductions and increases throughout her budget including a reduction in overtime, increases in bailiff fees, guardian ad litem fees, court appointed attorneys, and interpreters, increase in new equipment for the new Court Clerk for the fourth judge, new copier, file system expansion and an upgrade to video conferencing equipment. Meyer stated the video conferencing increase should be shared with the Sheriff's Department. Pietrick explained new positions are the Enforcement Clerk and new Court Clerk which is contingent upon the fourth judgeship. Pietrick asked about the Judges noting revenue increases. Meyer agreed but thought this would happen in 2009. Increase in revenue per the state's budget is $157,000. Meyer indicated she did not include estimated revenues for the Enforcement Clerk's collections because she does not know how much will be county revenue as some may be Sheriff's Department, state's fines, etc. Discussion regarding reduction in civil citations issued. Pietrick noted health insurance is built in all budgets with a 12% increase. Motion by Standafer, 2nd by Caflisch to advance into the budget process. Carried unanimously. 9. Building Services Report. a. 2008 Proposed Department Budget. Tobin and Best were present. Tobin explained the increase in General County Buildings budget is $879,316 of that amount, $761,000 is in capital outlay and of the remaining $118,316 includes the salary, fringe increases and the new position. Tobin reminded the committee the new position is a light utility and custodial worker. Tobin explained the new position could reduce overtime and provide better coverage on weekends. The position would be used in Hudson, New Richmond and Baldwin. Discussion regarding the position in the event of the sale of the Nursing Home. Tobin estimate one -fourth of that position's time would be in New Richmond, but he is considering not contracting lawn care service. Motion by Malick, 2 by Wentz to advance this budget into the process. Krueger asked if maintenance costs are higher at the New Richmond facility. Tobin responded he thinks they are higher because of cut backs on building maintenance and delayed maintenance. Carried unanimously. Finance Committee September 6, 2007 4 Page 4of7 Tobin reported he met with KFI regarding preliminary amounts for chiller replacement. Tobin explained ice storage and geothermal. Cost return for ice storage is estimated at 12 years and 14 years for geothermal replacement. Tobin stated $450,000 is slotted in this budget for chiller replacement yet actual costs could run from $650,000 to $1,000,000. Operating cost for Ground Source Heat Pump (Geothermal) is estimated at $44,931 per year; thermal storage with high efficiency boilers (Ice System) yearly estimate is $66,353. 10. Information Services Report. a. 2008 Proposed Department Budget. IT Director Tom Boron distributed the Information Technology proposed 2008 budget. He stated salary and fringe increases total $28,000, operations increase is $5,800 and capital expenses increase is $67,380. Boron stated several items were moved out of the 2007 budget and placed in borrowing and noted the comparison to last year show a significant increase. Boron highlighted operations increases include software maintenance for Visionair for law, jail and dispatch which include mobile licenses for laptops; Iprism web filter and annual maintenance for filtering websites which limits visits by users; Xiotech Storage Area Network (SAN) shows a reduction on hardware maintenance. Capital expenses include Microsoft client access licenses. Malick suggested applying anti -trust funds from Microsoft claim estimated at $15,000. Also included is an upgrade of the existing SAN and upgrade to the Time and Attendance software. Motion by Wentz, 2nd by Malick to this budget move forward into the process. Carried unanimously. 11. Corporation Counsel. 2008 Proposed Department Budget. Corporation Counsel Greg Timmerman highlighted Corporation Counsel's 2008 operations summary which show a decrease of $600 from 2007. Timmerman noted an increase in staff development which covers 2008 and 2009; postage increase because of new forms and requirements for guardianships; travel increase; law books decrease but overall increase to Corporation Counsel for Westlaw to the county which includes the judges. Timmerman explained the current WestLaw contract is effective through 2008. There are currently two licenses for use of WestLaw, one for Corporation Counsel and one for the judges. However, Timmerman was recently told by a new accounts representative from WestLaw that the contract should not have been set up that way because it is WestLaw's policy to require a license for every attorney in an organization. That would increase the number of licenses required for Corporation Counsel and the judges to six (two attorneys in the Corporation Counsel Office and three judges and a court commissioner in the courts). He stated this is subject to further discussions with WestLaw. Timmerman noted the significant increase in his budget is based on the new position request. Motion by Caflisch, 2nd by Wentz to move the budget forward into the process. Carried unanimously. 12. Risk Manager Report. a. 2008 Proposed Department Budget. Risk Manager Kristen Ziliak explained she is responsible for Workers' Compensation and Liability Fund accounts and the allocation to departments to recover expenses from two years prior and expenses for the upcoming year. Ziliak explained the 2008 budget allocation for the Liability Fund which shows an 11% decrease or $860,346 allocation for 2008. Ziliak explained the decrease is because the WMMIC premium decreased but the county continues to increase the fund balance. The December 31, 2006 Finance - Finance Committee September 6, 2007 Page 5 of 7 Statements record a Liability Fund balance of $272,612 after a subtraction of $733,528 for incurred reserves. Discussion regarding fund balance. WMMIC incurred reserves at year end 2008 is $366,764. Highway has a 3% increase because of the increase in property insurance on vehicles. Parks increase is based on actual claims. Workers Compensation Fund reviewed. Ziliak explained in 2008, $268,504 in Workers Compensation direct claims and indirect programs costs will be allocated to departments, a 5% increase from the 2007 allocation. Ziliak stated there are currently three large claims in workers' compensation. Ziliak reviewed expenses showing a 10% increase due to uncertainty in how a large incurred reserve will impact the 2008 WMMIC premium. Motion by Malick, 2 nd by Wentz to move the Risk Manager's budget into the process. Ziliak reported a fire drill was held at Health and Human Services on September 5th. She noted many of the alarms did not work and fire doors did not close. Ziliak recommends replacement of the entire system. An estimate is being done. Discussion regarding use of the Contingency Fund. Carried unanimously. 13. Finance Director Report. Finance reports were distributed. No review or action since this item was not on the agenda. a. 2008 Proposed Department Budget. Pietrick explained the Enterprise Software System is included in the Finance Department's budget in the amount of $500,000. Whiting stated the amount is speculative and asked what the expectation of this committee is and noted the issue in Nursing Home and the problems with having different types of software and not a clear understanding in positions as to who has responsibility for doing what throughout the county. Pietrick provided scenarios currently with reports and the potential with a new system entering data once and integrating data into other programs. She used Time and Attendance as an example. Caflisch expressed concerns regarding having a $3,000,000 receivable and not knowing it. Wentz commended Pempek on the job she has done in New Richmond. Pietrick stated software being reviewed is designed for municipalities rather than schools. Malick suggested getting back on track in a monthly review of HHS financial reports. Pietrick stated she is responsible for other minor budgets including municipal library allocation which includes a 71% reimbursement to in- county libraries. Motion by Wentz, 2 nd by Caflisch to move this budget forward into the process. Carried unanimously. 14. Administrative Coordinator Report. a. County Government Center Property Status. Whiting reported a meeting of the City of Hudson Planning Commission was held and this property with other development issues within the city will be looked at in its entirety by the city b. 2008 Proposed Department Budget. Whiting distributed his proposed budget and noted the decrease with the elimination of Human Resources. Motion by Malick, 2 nd by Wentz to move forward into the budget process. Whiting noted numbers have to be refined in Human Resources and the PAWG approach and policy. Whiting added there is no Classification Compensation Specialist position in the 2008 budget. Instead he is looking at contracting for services directly with Springsted and have Springsted do the pointing. Whiting stated the policy will need to be re -done and eliminate the PAWG workgroup. Wages which would have been budgeted for the Classification Compensation Specialist would pay for the Springsted services and enough would be left to pay the equivalent of an administration assistant support person within the Administration Suite. Carried unanimously. Finance Committee September 6, 2007 ` Page 6 of 7 C. Schedule for County Departments' Budget Presentations to Finance September 26 — 28. Whiting distributed the Finance Committee budget hearing schedule. ADRC budget review was added to the schedule. Caflisch and Standafer indicated they will be late on Wednesday. Whiting suggested holding a meeting on October 4 th to have departments come back with specifics at the direction of the Finance Committee. Krueger cannot attend October 4 th and Malick noted he may not be able to attend on the 4th 15. Human Resources Report. a. PTO Donation Policy Revision. Funk presented a revised PTO Donation Policy defining "seriously incapacitating" rather than life threatening. Standafer stated seriously incapacitating is easier to define. Malick suggested adding, "which requires employer or immediate family member to not engage in their usual job capacity ". Timmerman stated this is a voluntary policy and consistency and common sense is necessary in administering this policy. Motion by Caflisch, 2 nd by Standafer to approve and propose to the County Board. Carried — Malick voted no. b. PTO Service Credit at Hire Policy. No action needed. Completed in August. C. Multiple Position /Reporting Policy. The revised Multiple Reporting Policy was distributed by Funk per Finance Committee's request last month. Motion by Malick, 2 nd by Wentz to advance to the County Board. Standafer suggested the language "shall be approved by the County Board" in the second paragraph be changed to "may be approved by the County Board ". Motion by Standafer, 2 nd by Malick to change "shall" to "may ". Carried unanimously. Action on motion with change carried unanimously. d. 2008 Proposed Department Budget. Whiting stated he suggested a Human Resource Department budget be created and with this transition it will be difficult to have comparable numbers. Motion by Caflisch, 2 nd by Wentz to move the Human Resource budget forward in the process. Carried unanimously. e. Joint Meeting with Ad Hoc Negotiations Committee — 10:00 a.m. - Closed session per WI Stat. 19.85 (1) a to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Reconvene into open session. Motion by Malick, 2 nd by Wentz to move into closed session per Wisconsin Statute 19.85(1)(e) to discuss bargaining strategy for upcoming negotiations with collective bargaining units. Roll call — all ayes. Carried unanimously. Others present in the closed session: King, Leonard, Whiting, Timmerman, Pietrick, Funk and Speer. Motion by Malick 2 nd by Caflisch to reconvene into open session (10:32 a.m.). Carried unanimously. 16. Star Prairie Township Request for Waterline Easement. Malick stated the Star Prairie Town Chair informed him that the town is working with City of New Richmond to provide water in vicinity west of county farm property. Malick stated there are approximately 60 homes or a potential to have 60 homes on this property. A waterline easement would need to run along County Road K. The city would send water out without annexation. This property served as the dump for city residents which caused water contamination therefore the city has proposed to pay for hookups. There are six other responsible parties involved. Cost of water to these people would be twice the cost to the city residents. Discussion regarding placing conditions on an easement. Motion by Malick, 2 nd by Caflisch to direct Whiting to discuss this matter with the Town of Star Prairie Board Finance Committee September 6, 2007 ` Page 7 of 7 and bring it back to the Finance Committee. Carried unanimously. Meeting adjourned at 12:52 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary