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HomeMy WebLinkAboutFinance 11-08-07 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday November 8, 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: December 6, 2007 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: September 26-28,2007**; October 11, 2007; October 25, 2007; October 31, 2007 ** OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Bank Reconciliation 3. County Clerk a. 2008 County Board and Finance Committee Meeting Schedule b. Election training and equipment update 4. Building Services Report a. Chiller Status Update b. Status of Office Remodeling Projects ** 5. Finance Director Report a. Finance Reports b. Investment Reports — Bob Moore c. Fixed Assets Presentation — Dana Baker d. Review of Retiree Health Insurance Rate Schedule ** 6. Administrative Coordinator Report a. Star Prairie Township Request for Waterline Easement 7. Human Resources report a. Review of Public Protection Committee Employee Questionnaire b. Administrative Leave Policy c. Position Descriptions 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. 8:44 AM 11/2/2007 OFFICIAL -approved 1215107 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting November 8, 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, Finance Director Michelle Pietrick, Human Resource Administrator Tammy Funk, County Clerk Cindy Campbell. Others present: Julie Speer. Media: Judy Wiff. Motion by Wentz, 2nd by Standafer to adopt the agenda. Carried unanimously. Krueger indicated he cannot attend the December 6th Finance Committee meeting. Meeting date changed to December 5 th at 8:30 a.m. Motion by Standafer, 2nd by Wentz to approve the minutes of September 26 — 28, October 11, October 25 and October 31, 2007 with the following changes: Changes to the September 26 -28 Budget Review minutes. Under the Sheriff and Jail on Page 2 add Mary Martell's title " Sheriff's Department Accountant /Office Manager "; Page 3: Medical Examiner. Present: Casey Swetlik. Swetlik stated the single most significant increase is the autopsy line item; Page 4: Revenues and Issues Review. Discussion regarding applying $1.2 million from fund balance, removing $500,000 for Enterprise software, $450,000 for chiller, $200,000 for storage building, $142,000 Emergency Communications equipment, applying Sheriff Department reduction, review of staff develop development costs and new position list.; Page 5: Tobin noted problems with the roof system and leaks in the Government Center. Tobin reported on chiller status. Chiller replacement is $650,000 to $1,000,000; $450,000 was placed in the capital budget prior to his starting.; page 6: Review. Discussion regarding accounting system software and needs assessment. Malick proposed $250,000 applied in 2008 and the remainder in 2009. Changes to the October 11 minutes. Page 3 under Budget Review: Motion by Malick, 2 by Wentz to revise budget numbers to reflect Swetlik's third solution to allow the hiring of the two .07 positions and find $12,209 in his budget to offset reinstating the positions. Page 4 under Review of HHS Accounts Receivables additions proposed by Greg Timmerman "...Timmerman stated there was a fraud investigation and the final report concluded it was most likely poor performance and not fraud and it made no sense to spend time or money to pursue further investigation. There were recommended modifications to the system and checks and balances." and minutes of October 25, 2007 and October 31, 2007 meetings. 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. Finance Committee November 8, 2007 Page 2 of 6 a. September Bank Reconciliation. September reconciliation report was reviewed. No questions. Motion by Malick, 2nd by Wentz to approve. Carried unanimously. 3. County Clerk. a. 2008 County Board and Finance Committee Meeting Schedule. Campbell distributed a proposed meeting schedule for 2008. Budget review dates discussed and determined to move budget review to September 3, 4, and 5 with a second meeting for budget review set for September 23 All Finance Committee meetings will begin at 8:00 a.m. in 2008. Budrt review discussion will be held at the July County Board meeting rather than the June 5 Finance Committee meeting with Committee Chairs. The County Board goal review date was set for April 21 and the County Board Budget Hearing will be November 11 b. Election training and equipment update. Campbell stated approximately 200 election inspectors attended training at the Government Center on October 22 and 23. Bob Ohlsen the Dane County Clerk conducted the training. On October 30 Steve Pickett from the State Elections Board conducted municipal clerk core curriculum training at the Government Center. Campbell reviewed election training requirements. Campbell noted there are six new municipal clerks in the county and one experienced town clerk who has indicated she will be quitting in March. Campbell emphasized the complexity of elections, crucial deadlines and the importance of communications between her office and municipal clerks. She noted she is working with Brett Budrow in Planning and Zoning regarding placing polling place information on the county's website. Campbell reported the county's Edge II touch screen voting equipment which was purchased with municipal HAVA funds is being sold as it has been found not useful for a backup because results cartridges are not transferable. Notice was given to the municipalities and two municipalities have expressed interest. Dana Baker put together an RFB and they are due on November 9' . Campbell also noted the possible replacement of the existing optical scan voting equipment by 2010. 4. Building Services Report. a. Government Center Chiller Status Update. Building Services Director Art Tobin reported on upcoming meetings with KFI concerning emergency heating and tours with KFI to review ice storage and geothermal systems. Krueger and Malick will participate in the tours. Tobin stated he is working with Excel Energy and Excel agreed to waive the eighteen month penalty from going to firm gas to interruptible. Tobin noted Kristen Ziliak is working with the insurance company to recoup up to $100,000 on the current chiller and recoup $12,000 of the last $15,000 put into chiller repair. Tobin thanked Ziliak for her work. b. Status of Office Remodeling Projects. Tobin stated there has been a need or want from departments to expand into Room 1259. Tobin is looking for direction from Finance Committee regarding how to proceed. Discussion regarding highest need for the space. Malick suggested having this part of the goal review and do nothing at this time. It was noted there are no funds in the budget for remodeling. Planning and Zoning Director Dave Fodroczi and EDC Director Bill Rubin were present. Fodroczi stated he would like to address relocation of EDC so the remodeling in Planning and Zoning can be completed. Rubin noted last year's proposal included Finance Committee November 8, 2007 Page 3 of 6 funds which carried forward. Rubin added EDC would like to be located in the Government Center but can go elsewhere. From EDC's standpoint EDC brings value to interact with Planning and Zoning. Fodroczi stated Room 1259 could contain office and meeting space. Malick suggested the County Board participate and have Planning and Zoning Committee put together a recommendation and present it to the County Board. Wentz stated the recommendation needs to include costs. Rubin confirmed EDC funds are still available as long as the costs for remodeling are fair and reasonable. Wentz suggested contacting all departments who put in a request for the space and bring them to County Board in January 2008. Departments need to discuss this with their parent committees. Krueger stated the presentation should come to the Finance Committee first, then to County Board. Tobin reported skidster replacement is in his budget. He has researched costs for a broom to be installed on equipment for snow removal. Costs are estimated from $5,100 to $5,500. Tobin noted the need for lawnmower replacement in New Richmond. He stated if funds are available in his budget at yearend, he will purchase new equipment for New Richmond and use old equipment at the Government Center. Tobin will review costs next summer regarding lawn care and bring it back to the committee. 5. Finance Director Report. a. Finance Reports. General Fund Cash and investments balance as of September, 2007 were $26,715,326.75. 2007 Sales Tax received in October 2007 for August 2007 sales were $495,726.15. Year -to -date sales tax received: $3,465,119.13. Pietrick stated she is projecting sales tax $300,000 below projections received. Contingency Fund balance is $240,000 -- $1,000 paid for EDC Registration for a Technology Study approved by the Finance Committee in July. The report provided unbudgeted items considered for the Contingency Fund with a total estimate of $171,306 which will be dealt with in December. Expenditure and Revenue Summary Reports reviewed. Pietrick is following up with departments regarding revenues. Planning's mitigation grant will not be received in 2007. Krueger stated not enough time is spent on analyzing department budgets. HHS and Nursing Home finance reports were distributed. Pietrick stated the Nursing Home revenues are lagging. b. Investment Reports — Bob Moore. Bob Moore was present. Discussion regarding disruptions in the market. Moore explained the Margins of Safety with the Collateralized Debt Obligations, Commercial Paper, Corporate Bonds and United States Treasuries. Review of borrowing costs and return on investment. Moore noted all sub -prime mortgages are not made by banks. Moore reviewed oil prices, heating and fleets and asphalts byproduct of refinery process and their cost increases. Discussion regarding foreclosures. C. Fixed Assets Presentation — Dana Baker. Baker presented a new database program created to track fixed assets. She thanked Annette Massie from the IT Department for her assistance with this program. Baker showed how fix assets were tracked prior to this program using Excel spreadsheets. She noted missing assets and double counting of assets using the spreadsheet method. Baker demonstrated the program and highlighted the program's features including searchable by status, category, department, make or description. Baker noted this program has been brought to the attention of HHS and Highway. Pietrick explained GASB 34 requirements. Finance Committee November 8, 2007 Page 4 of 6 d. Review of Retiree Health Insurance Rate Schedule. Pietrick stated she has had a number of requests regarding situations where an employee who has retired and if this person failed to file for Medicare D at 65 they have to wait for their spouse to reach age 65. They are going to be in a situation where they will be penalized and unable to migrate off the county's plan. Pietrick added since Medicare D came in, there are strict guidelines. Problems arise with the spouse who is not yet 65. Pietrick proposed a medical only premium for a spouse or retiree age 60 to 65 with the understanding on the retirees part they have no prescription coverage. Whiting stated the retiree has the option to stay on the county's plan. Pietrick stated her proposal is an option. She has heard from four retirees regarding this matter. Pietrick explained the retiree premiums are independently calculated every year by Sara Haines based on the claims experience of the retiree group (65 and older) and health care industry projections. 2006 was the first year retirees were segregated. Liza from the Department on Aging has provided assistance with this matter. Pietrick stated the medical only age 60 — 65 for spouse group consists of less than 10 people. The monthly premium is $421.24. Motion by Malick, 2nd by Wentz to go with this plan. Standafer expressed concerns regarding designing a plan for people who were never county employees. Motion by Malick, 2nd by Wentz to amend the motion to provide that this option is at no cost to the county. Amendment carried unanimously. Main motion with amendment carried unanimously. 6. Administrative Coordinator Report. a. Star Prairie Township Request for Waterline Easement. Whiting distributed a Permanent Limited Water Main Easement from St. Croix County for extension of a waterline. The grantee is the Town of Star Prairie. Whiting stated he worked with Jeff Durkee from the Highway Department to prepare the easement in the county's interest. Whiting noted Timmerman has not reviewed this most recent easement agreement. Whiting stated there is construction occurring in the right -of -way going west and a waterline is being extended. This easement is for a four inch return line creating a loop in the waterline being installed. Whiting described the easement which needs to come across County Road K. Whiting stated the urgency of the easement. Timmerman stated this is a City of New Richmond waterline, the county would not grant an easement to the Town of Star Prairie and added there's an issue on the width of the easement and the original draft easement states it lies north and adjacent to the north right -of -way line of County Trunk K that is not in the right -of -way which means it might be going over land rented out to an individual to grow crops and he may need to be paid for loss of productive land. Timmerman stated these concerns were expressed in his October 1 email. Discussion regarding the reason for the waterline. Whiting joined Durkee by speakerphone. Whiting requested clarification from Durkee regarding Timmerman's concerns. Durkee explained the Town of Star Prairie is the beneficiary, consistent with the other easements granted. Discussion regarding the location and width of the easement. Durkee explained the line will actually be one foot inside the right -of -way. The crop rows would be abutting the right -of -way, but would have time to be restored so not to affect production by next spring. Timmerman stated if it's in the right -of -way, then it's incorrect because the easement lies 15 feet north of the north right -of -way line. Discussion regarding billing the city for Durkee's time. Malick suggested sending a letter to the Town of Star Prairie and City of New Richmond stating the county holds the town and city responsible for any amount owing the land renter to get restoration and include that as part of the easement which holds the county harmless. Timmerman stated this needs County Board approval. Motion by Standafer, 2 by Wentz that the Finance Committee recommends to the County Board to grant the requested permanent limited water main easement Finance Committee November 8, 2007 Page 5 of 6 contingent upon no expense to county for drafting of documents and recording or implementation of the conditions as requested. Carried unanimously. 7. Human Resources Report. a. Review of Public Protection Committee Employee Questionnaire. Julie Speer indicated the employee survey results were distributed to the County Board and also reported to the County Board and the Administration Committee. Speer stated positive comments were received. The questions were broad to allow employees to expand on their answers. The Public Protection Committee composed the format and received and discussed the results. Speer highlighted improvements in the Sheriff's Department with communication. She stated others asked if this could be done in their departments. Funk stated there are important things to look at when surveying employees. There has been an assumption there would be action on results. Standafer expressed concerns and felt the survey should have come from the Finance /Human Resource Committee. Discussion regarding public records. Funk expressed concerns regarding results and follow -up. Speer noted positives coming from the Sheriff's Department and Jail since this survey was completed and reviewed by the Sheriff. Whiting noted the importance of facilitating the process. Malick suggested Funk review the surveys. Speer stated she will bring this back to the Public Protection Committee for consideration. Timmerman disagreed and stated the Public Protection Committee can't decide whether the survey responses will be released or not because the survey responses are public records. Timmerman said they need to be reviewed by Corporation Counsel, Human Resources, Administration and Risk Manager. Timmerman suggested they be submitted to Funk as soon as possible. Whiting stated they will be dealt with in a confidential manner. Timmerman stated he would review the surveys for exposure with respect to claims. b. Administrative Leave Policy. Funk distributed an Administrative Leave Policy. Funk stated her research has found a handful of counties have an administrative leave policy in place. Review of policy. Malick suggested changes to item B in which notification would be "within 2 business days" and change "to be provided" with written notification. Timmerman indicated this policy only provides for paid administrative leave; not unpaid administrative leave. Standafer suggested Funk and Timmerman revise and bring it back to the Finance Committee. C. Position Descriptions. Funk distributed a position description for the Maintenance Utility Worker for Building Services as a proposed pay grade 5. Discussion regarding lifting requirements inconsistent in the position description. Motion by Malick, 2 nd by Wentz to approve with adjustment to lifting requirements. Carried unanimously. Distribution of Sheriff and Jail position descriptions specific to Jail Lieutenant, Jail Sergeant, Patrol Lieutenant and Patrol Sergeant. The Jail Sergeant is proposed to change to a Jail Lieutenant position. The idea is to change sergeants to lieutenants and then create lead worker positions. Discussion regarding wage increase of $2.00 per hour. Wage increases have not been approved. The Corrections Officer IPJailer proposed to change to Jail Sergeant, Sergeant /Shift Supervisor proposed to change to Patrol Lieutenant, and Primary Services Deputy to Patrol Sergeant. Discussion regarding wages, lifting requirements and authority of lead workers. Funk stated the position descriptions are not final but informational only. Discussion regarding approval by the County Board as new positions. Funk stated the sergeants and lead workers are new positions. Whiting noted this may be a LAW contract amendment. Review of the proposed HHS Administration — Accounts Payable Supervisor position description. HHS approved to change the Financial Assistant Lead Worker to an Accounts Payable r Finance Committee November 8, 2007 Page 6 of 6 Supervisor. This is a new position. Pietrick expressed concerns regarding Accounts Receivable and Accounts Payable duties. Krueger suggested this be reviewed with Pempek and Johnson. Whiting stated pay plans will come before the County Board in December. Funk requested clarification on new positions and processes. Malick asked Funk to re -write the policy relating to the PAWG and Springsted role and put the definitions on what kinds of positions need County Board approval. Funk stated the Employee Milestone Banquet is scheduled for November 27` at the Coachman in Baldwin. Funk stated 28 employees are at milestones. Meeting adjourned at 1:14 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary