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HomeMy WebLinkAboutFinance 12-05-07 A NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Wednesday December 5, 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: January 3, 2008 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: November 8, 2007 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Bank Reconciliation 3. Circuit Court a. 4` Judge Preparations and Approvals 4. Building Services Report a. Chiller Status Update b. Request for Department Funds and Inclusion in HHS Phone Project 5. Finance Director Report a. Finance Reports b. 2007 Contingency Fund Appropriations 6. Corporation Counsel Report a. Department Work Space Needs 7. Administrative Coordinator Report a. Government Center Room 1259 Options b. Employee Performance Evaluations c. Review of Emerald Tower Property Site d. Human Resources Legal Assistance e. Review of Assistant Corporation Counsel Position Option ** 8. Human Resources Report a. Administrative Leave Policy b. 2008 Non - Represented Employee Pay Grid c. Review of New 2008 Job Descriptions and Wages d. Additional Positions related to 4` Judge e. United Way Update f. Employee Banquet Review 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. 5:02 PM 12/3/2007 OFFICIAL -approved 113108 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting December 5, 2007 Meeting called to order by Chair Krueger at 8:30 a.m. Present: Clarence Malick, Esther Wentz, Tom Caflisch and Stan Krueger. Daryl Standafer arrived at 9:25 a.m. 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 Caflisch, 2 by Wentz to adopt the agenda. Carried unanimously. The date of the next meeting is January 3, 2008 beginning at 8:00 a.m. Motion by Wentz, 2 by Krueger to approve the minutes of November 8, 2007. 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. October reconciliation report was reviewed. No questions. Motion by Caflisch, 2nd by Wentz to approve. Carried unanimously. 3. Circuit Court. a. Fourth Judge Preparations and Approvals. Present: Judge Needham and Judge Vlack. Needham explained the fourth judgeship has been approved for St. Croix County and it appears there will be a primary in February for the position. Needham thanked the Finance Committee for its support with this position. Needham stated the purpose today is to affirm funding for the judicial assistant position and furniture for the new Judge and Judicial Assistant. He requested the Judicial Assistant start July 1 St for case assignment purposes as the Judge will take office on August 1. Pietrick stated a budget amendment is necessary, as it was taken out of budget but funds are reserved. Malick questioned doing a budget amendment if there is no change in the levy and no impact to taxpayers. Pietrick explained statutes provide if the changes exceed 5% of the department's expenses then a budget amendment is necessary. Discussion regarding expenditures not exceeding 5% of the Circuit Court and Clerk of Court budgets. Needham highlighted additional state revenues with the addition of the judge. Judge Needham expressed concerns regarding security issues. Malick suggested holding traffic court at night in New Richmond or Baldwin. Discussion regarding space issues and a separate location for jurors reporting for jury duty. Malick asked if a decision could be made in January 2008. Timmerman explained the budget amendment statute and didn't feel an amendment was necessary, and advised this be reported to the County Board. Pietrick and Whiting will put together an analysis for what is needed to be authorized. 4. Building Services Report. a. Government Center Chiller Status Update. Building Services Director Art Tobin reported they are working on putting an emergency plan in place and would like to purchase a Patterson Kelly boiler which matches the existing 15 -year old boiler in the event it goes down. He Finance Committee December 5, 2007 Page 2of5 stated when new system is installed the new boiler will replace the existing boiler. The old boiler would be used a backup. The cost for the boiler is $20,000, which is not in the budget. Discussion regarding performing a background review on KFI, a potential engineering firm for the new system, and Tobin was encouraged to look into other contractors. Tobin will report back in January. Discussion regarding facilities toured by Malick, Krueger and Tobin with geothermal systems. Tobin noted engineering costs are estimated at 7% of project. Timmerman confirmed equipment and professional services do not require going out for bids, but is recommended. Krueger, Dana Baker and Tobin will work on the criteria and will have something ready for January. Wentz suggested using $20,000 for the boiler from the Contingency Fund. Caflisch suggested Tobin visit Interfacial Solutions in River Falls which recently installed a geothermal system. Tobin explained the need for a mower in New Richmond. He explained $24,000 is in the 2007 budget for chip sealing the New Richmond campus. A separate budgeted item of $15,000 for repaving parking lot which was completed but $24,000 for chip sealing remains in the budget since it was determined chip sealing was not necessary for a few years. Tobin requested use of a portion of the $24,000 to purchase a mower in the amount of $16,500 for use in New Richmond. He would take the snow blower with broom from New Richmond and use it at the Government Center. Tobin stated the new mower includes a mower deck, bag collection, snow blower and rotary broom. b. Request for Department Funds and Inclusion in HHS Phone Project. Tobin requested a new phone system in the building services shop in New Richmond. The total cost with fiber optics is $4,400 to run the system to the shop in New Richmond. Tom Boron and Fred Johnson explained history and current system. Tobin proposes using $4,400 for the phone project and $16,500 for the mower to replace the $24,000 chip sealing capital item. Pietrick stated approval for reallocation of the funds is necessary. Motion by Malick, 2 nd by Wentz to replace funds for chip sealing with the mower and phone system at the amounts indicated. Carried unanimously. Motion by Malick, 2nd by Wentz to authorize the expenditure of $20,000 for the replacement boiler and charge this amount to the Contingency Fund. Carried unanimously. 5. Finance Director Report. a. Finance Reports. Countywide Cash and Investments balance as of October, 2007 were $25,457,486.34. 2007 Sales Tax received in November 2007 for September 2007 sales were $449,215.14. Year -to -date sales tax received: $3,914,334.27. Contingency Fund balance is $249,000 - - $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 $172,608. Expenditure and Revenue Summary Reports reviewed. b. 2007 Contingency Fund Appropriations. Pietrick reported no action has been taken to deal with unbudgeted items from the Contingency Fund. Krueger asked if the figures were accurate and Pietrick confirmed they were except for the Nursing Home RFP. Motion by Malick, 2 nd by Wentz authorizing use of the Contingency Fund for items listed totaling 172,608. Carried unanimously. Unbudgeted items listed and estimated costs: $24,000 — Ayres Space Study; $63,000 — Human Resource Administrator; $3,817 — Human Resource temporary help; $17,000 — Human Resource Job Finance Committee December 5, 2007 Page 3 of 5 Posting Ads; $19,634 — PTO Incentive under budgeted; $45,157 - Nursing Home RFP as of October 19, 2007. 6. Corporation Counsel Report a. Department Work Space Needs. Timmerman stated there are other departments in the county which are in more dire need of Room 1259 and withdrew his request. 7. Administrative Coordinator Report. a. Government Center room 1259 Options. Whiting indicated he distributed a memo to department heads and noted receipt of interest from the District Attorney, Judges, Planning and Zoning for Economic Development Corporation (EDC). Campbell noted her request is to keep the room as a conference room. Whiting stated Boron came forward with an option to convert an IT storage room to office space for EDC. The committee toured the IT Department area. The Finance Committee asked Tobin to develop a proposal including costs and bring it back in January. Discussion regarding options for Room 1259. Fred Johnson indicated his initial request included office space in 1259 and is now asking the sick room be converted into office space for HHS. Discussion concerning the need for a sick room in the building. Campbell suggested using the County Board Room on days of jury trials. Krueger suggested Campbell send a memo to the Circuit Court offering use of the County Board Room. DA Eric Johnson invited the Finance Committee to visit the DA's office and review space issues. He noted the need for Victim Witness separation from the courts. Malick suggested abolishing law library. This matter will be reviewed next month. b. Employee Performance Evaluations. Whiting stated this is the time of year for employee evaluations. Whiting will make this announcement at the next County Board meeting. The Finance Committee evaluates Whiting, Boron, Timmerman and Tobin which will be done in January. Krueger will invite Supervisors for input and ask those being evaluated to draw up a "to do" list and include goals and accomplishments. C. Review of Emerald Tower Property Site. Malick stated there is a two acre tower site in the Town of Emerald with an appraised value of $32,000 if the tower is removed. There is a party interested in using the tower as a relay station to get weather information to Eau Claire and Chippewa. Malick stated there is some damage to the tower from a wind storm. Dairyland Power would like an opportunity to bid to purchase the land and tower. Discussion regarding value of the tower on site. Standafer felt it should be determined if the tower should be up or down. Whiting stated the tower has no value to the county and the estimated removal cost is $8,000. Discussion regarding liability issues. The Finance Committee agreed to put this out for bid "as is" and will ask Baker to prepare a Request for Bid. d. Human Resources Legal Assistance. Whiting stated this matter is tied in with 7.e. Whiting indicated they will be looking at using the Weld law firm for negotiations. Review of Assistant Corporation Counsel Position Option. Child Support Director Katy Kapaun thanked the Finance Committee for placing this matter on today's agenda. Kapaun explained there is merit for considering an additional assistant corporation counsel with the addition of the fourth judge position. Kapaun provided information regarding Child Support needs for additional legal Finance Committee December 5, 2007 Page 4 of 5 representation and steps involved prior to court. Kapaun noted the Child Support Department receives 66% reimbursement from the state and when the position was eliminated at the County Board meeting there was no consideration of this reimbursement. She estimated $27,000 in reimbursement. Judge Needham confirmed the Judges will give more time for child support cases. Kapaun stated child support funding is contractually linked to how well we do in establishing and enforcing child support orders. If administrative enforcement measures fail, they have no alternative but to schedule a case for court enforcement. Kapaun noted there are approximately 28 child support cases are heard per month, which does not match the caseload. Kapaun added if the Child Support Department cannot maintain its benchmarks it will get financially penalized by the state. Currently cases are being booked out to August 2008. Timmerman stated this was Kapaun's initiative and appreciates her efforts. Timmerman explained his original proposal for the position and with the position his ability to do more human resource work in- house with an estimated cost savings of $50,000. Malick reminded those present the Finance Committee supported the position. Costs were reviewed. Timmerman noted the levy did not change when positions were eliminated. Whiting stated a motion to reconsider would need to come from someone who voted in the majority when the positions were removed from the budget. Krueger asked Timmerman, Kapaun and Pietrick to gather numbers for the County Board members. Motion by Malick, 2 nd by Wentz to support a motion to reconsider if one is advanced to the County Board to establish an additional assistant Corporation Counsel position. Whiting recommended a budget amendment. Pietrick stated when the positions were cut the funds were applied to fund balance. Caflisch indicated he felt support is not appropriate as this changes action of the County Board. Motion carried. Caflisch voted no and Standafer abstained since he was not in attendance for the entire discussion. 8. Human Resources Report. a. Administrative Leave Policy. Funk distributed a revised Administrative Leave Policy. The committee reviewed the policy and discussed various changes. Discussion regarding short-term leave and if it should be added to this policy. Malick suggested this policy be re- titled to Investigative Administrative Leave. Wentz requested policies of other types of leaves with a clean copy of this policy. Motion by Malick, 2 nd by Wentz to adopt this policy changing the title to Investigative Administrative Leave and under item (e) remove the word "suspension" and replace with "action ". Carried unanimously. b. 2008 Non - Represented Employee Pay Grid. Funk distributed the general non - represented employee's pay grid reflecting a 2% pay increase, which was the percentage factored into the 2008 budget. Funk stated there are other non - represented employees including nursing home exempt employees, temporary /seasonal and Department on Aging. Whiting stated last year the grid was redone. Discussion regarding separate non - represented grids and that they could be combined. Department on Aging employees will be reviewed in Springsted and needs to be integrated into the grid. Part time Department on Aging employees are listed in a miscellaneous grid. Malick stated we could move people into grid at what they are currently paid and then they would have the advantage of a step system. Whiting confirmed that could be done in- house. Malick requested a proposal in January for Department on Aging staff. Standafer stated approval of the 2008 non - represented employee pay does not have to be done at this time. Caflisch expressed concerns regarding percentage increases. Motion by Standafer, 2 nd by Malick to move the adoption of the proposed non - represented pay grid for Finance Committee December 5, 2007 Page 5 of 5 2008 as presented with a 2% factor. Pietrick confirmed this includes the Nursing Home exempt employees and Department on Aging staff Carried unanimously. C. Review of New 2008 Job Descriptions and Wages. Review of Human Resources Administrative Secretary position description. Funk stated this is a fairly generic job description. Lifting and experience requirements reviewed. Questions regarding this being a union position. Funk stated she does not intend to have this person do confidential human resource work. The pay grade is under review. Whiting indicated this is an entry level position. Motion by Malick, 2 nd by Wentz to approve the HR Administrative Secretary position description. Carried unanimously. Review of Accounts Payable Supervisor position description for Health and Human Services (HHS). Funk stated this was presented last month and the account receivable language has been removed. Funk added this is being reviewed as a supervisor responsibility and possibly moved out of the union. Discussion regarding comparable positions. The pay grade is under review. Motion by Wentz, 2 nd by Malick to approve this job description. Carried unanimously. It was confirmed that neither are new positions. Review of the 2008 St. Croix County Non - Represented Grade & Position list. Funk stated five jobs were identified and moved from one grade to a grade above. The position list provided those positions moved. Funk stated the Elderly Benefit Specialist is related to ADRC. That position is being recommended as a pay grade 7. Discussion regarding increases and language in the employee handbook which provides the affected employee is granted a wage increase to be placed on the new Pay Grade at the step next highest to a five percent increase in current salary. Whiting stated reclassifications were reported to the County Board but no action was taken by the County Board because they are included in the budget. Malick stated this needs to be reported to the County Board. Pietrick stated this was cut from everyone's budget except Health and Human Services and department budgets will need to absorb the increases. Motion by Malick, 2nd by Wentz to approve the reclassifications. Carried unanimously. d. Additional Positions related to Fourth Judge. Reviewed under item 3.a. e. United Way Update. Funk explained there is a countywide United Way campaign effort going on and is encouraging employees to do payroll deductions. Funk explained there is also a basket raffle as part of the fund raising effort. f Employee Banquet Review. Funk thanked Standafer for his comments at the Employee Recognition Banquet. She indicated approximately 15 employees attended. Meeting adjourned at 12:00 noon Esther Wentz, Secretary Cindy Campbell, Recording Secretary