HomeMy WebLinkAboutFinance 07-17-06 ` NOTICE OF COMMITTEE MEETING AND AGENDA
ST. CROIX COUNTY
FINANCE COMMITTEE
DATE AND TIME: Monday July 17, 2006 — 8:30 A.M.
LOCATION: County Board Room, St. Croix County Government Center,
1101 Carmichael Road Hudson, Wisconsin
CALL TO ORDER
ROLL CALL
ADOPTION OF AGENDA
DATE OF NEXT MEETING:
APPROVAL OF MINUTES OF PREVIOUS MEETING: June 8, 2006
OLD AND NEW BUSINESS:
1. Review of Vouchers
2. Treasurer Report
a. Treasurer's Reconciliation
3. County Clerk Report
4. Clerk of Court Report
5. Corporation Counsel Report
6. Joint Meeting with Public Protection Committee re: Collection of Unpaid Fines and
Forfeitures — 10:30 a.m.
7. Information Services Report
a. County Board Room Communications System
8. Finance Director Report
a. Finance Reports
b. 2007 Library Funding — 9:30 a.m.
c. Hard Copy Storage Agreement
9. Administrative Coordinator Report
a. Position Descriptions Approval
b. Drug Court Administrator Position Description
c. County Farm Barn Status
d. Government Center Property Survey
e. Non -rep Dental Insurance Plan Renewal
10. Review of WisDoT Property Taking — Closed Session per 19.85(1)(g) Conferring with legal counsel
for the governmental body who is rendering oral or written advice concerning strategy to be adopted
by the body with respect to litigation in which it is or is likely to become involved.
Reconvene into open session.
11. Review of WisDoT Offer to Purchase County Property in Baldwin for USH 63 Project
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.
12:13 PM 7/11/2006
UNOFFICIAL
MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE
Regular Meeting July 17, 2006
Meeting called to order by Vice Chair Standafer at 8:36 a.m. Present: Clarence Malick, Esther Wentz,
Daryl Standafer and Tom Caflisch. Stan Krueger arrived at 9:15 a.m. Staff present: Administrative
Coordinator Chuck Whiting, Finance Director Michelle Pietrick and County Clerk Cindy Campbell.
Others present: Bill Cranmer. Media: Judy Wiff.
Motion by Wentz, 2 by Caflisch to adopt the agenda. Carried unanimously. Motion by Malick, 2nd
by Wentz to approve the June 8, 2006 minutes. Carried unanimously.
1. Review of Vouchers. Malick reported he did not find anything to bring to the committee's
attention regarding voucher review. Malick provided the voucher report he reviews and circulated it to
the committee members for review and encouraged Finance Committee members to review it.
2. Treasurer's Report.
a. Treasurer's Reconciliation. May reconciliation reports were reviewed. Slind was not
present. The committee accepted the report as distributed.
Malick stated that there was an incentive plan approved for Ag -Use penalty collection. Corporation
Counsel reviewed the incentive procedure and found it to be inappropriate to reward an incentive since
the penalty is the assessors' responsibility. Malick stated Slind relayed this information to the local
municipalities. No reimbursement was awarded prior to this finding.
3. County Clerk Report. Campbell stated she is preparing for the fall elections. She added the
funding application for the ADA- voting system was submitted and approved by the State Elections
Board with the exception of the approval of funding for two machines for the City of New Richmond.
The State denied the funding request for two machines for the city because the city's polling place
consists of one room splitting wards 1 — 6 and 7 - 13. Campbell stated the County Constitutional
officers have completed the filing of their candidacy papers. All incumbents have filed along with
James Jackson for the office of Sheriff.
4. Clerk of Court Report. No report.
5. Corporation Counsel Report. No report.
6. Joint Meeting with Public Protection Committee re: Collection of Unpaid Fines and
Forfeitures — 10:30 a.m. Present: Finance Committee members and Public Protection Committee
members (Julie Speer, Denise Gunderson, Chuck Mehls, John Borup and Tom Dowd) Others present:
Lori Meyer, Kristi Severson, Sheriff Hillstead, Bob Klanderman and Karen Humphrey. The joint
meeting was called to order at 10:40 a.m. Mehls highlighted the amounts owed to the county for
unpaid fines and collections through the tax intercept program. Mehls stated this matter has been a
priority on the last four County Board goal setting sessions. Mehls distributed a "Possible Collection
Algorhythm" he prepared. Questions from Standafer regarding staff time, phone calls, postage and the
expense to collect a revenue stream. Speer stated the Public Protection Committee does not have the
authority to tell the staff to work on this because the departments involved report to the Finance
Committee and added the Public Protection supports this concept. Pietrick reminded members that a
Finance Committee
July 17, 2006
Page 2 of 4
contract was entered two years ago with a collection agency and two departments are using the
collection agency — Health and Human Services and the Jail.
Meyer outlined an overview of what the Clerk of Court office does in attempting to collect fines. She
also provided reports detailing collections through the tax intercept program; active receivable
summary which highlighted how old some of the debt is; outstanding receivables by account;
assessments added by quarter in 2005 broken down by case types; and the Clerk of Court collection
practices.
Meyer stated the Collection Agency contracted with the county indicated it did not want matters with
warrants or tax intercept. If her department was to use the collection agency, warrants would need to
be sorted out if there are multiple debts. Meyer stated this is labor intensive for her staff.
Total outstanding as of December 31, 2005 is $2,428,849. Total turned over to tax intercept is
$1,647,857. Total funds received through tax intercept are $98,651. Meyer indicated of the total
amount due approximately $1,300,000 is due to the state.
Krueger asked what the Public Protection Committee wants the Finance Committee to do. Speer asked
the Finance Committee to go forward with this. Meyer stated the county has collection tools and
indicated collections are getting better. Malick asked Sheriff Hillstead to look into providing driving
record information.
Standafer suggested surveying other counties on collection processes. Malick suggested the Clerk of
Court and Sheriff propose as a 2007 budget item more time to generate receivables and query peers
about best practices in other counties. Caflisch suggested they report back at the next meeting.
Joint meeting adjourned at 12:07 p.m.
7. Information Services Report.
a. County Board Room Communications System. Tom Boron provided a quote from
Quality Design for a ceiling mount projector, sympodium interactive display, cables, mounting
hardware, speakers, and audio system digital recorder. The quote totaled $11,036.00. Boron stated
this was the first and only quote he has, but this provides a baseline. Whiting suggested this would fit
into the 2007 capital outlay plan. If there is interest to complete this before the end of the year, it may
work through the contingency fund. Discussion regarding the benefit. Motion by Malick, 2nd by
Wentz authorizing Boron to work with Whiting to get comparable estimates on the same items.
Carried unanimously.
8. Finance Director Report.
a. Financial Reports. General Fund Cash and investments balance as of May 31, 2006
was $28,118,578.09. 2006 Contingency Fund balance is $250,000. 2006 Sales Tax received in June
2006 for April 2006 sales are $486,032.75. No questions or comments regarding the Expenditure and
Revenue Summary Reports. Pietrick indicated she received no feedback from County Board members
regarding the distribution of the financial reports last month.
Finance Committee
July 17, 2006
Page 3 of 4
b. 2007 Library Funding — 9:30 a.m. Pietrick distributed the 2007 library funding
estimates. Area librarians present: Linda Donaldson of Hudson, Nancy Miller of River Falls, Bev
Jacobson of Roberts, Scott Vrieze of New Richmond and Mary Ellen Brue representing IFLS. Pietrick
reported the seventy percent cost of rural circulation (Act 150) is $479,568; the 2007 funding total is
$492,175 for a difference of $12,607. Pietrick reported Deer Park's circulation figures placed them
below the Act 150 line. St. Croix County has received requests from eight libraries outside of the
county. Malick stated this information provides budget analysis in preparing for the 2007 budget.
Potential disbursement is $492,175 and if the decision is strictly seventy percent for rural circulation
the amount is $492,568. In the past, St. Croix County has supported Act 150 amounts.
Linda Donaldson of the Hudson Area Joint Library distributed 2004 Wisconsin Public Library Service
Data per the Indianhead Federated Library System (IFLS). She stated they are facing funding
problems and impacts because of the increase in population. In addition to other challenges they
receive technological requests. The IFLS report reflected an average tax rate per capita of $24.21,
$.0302 per $1,000 which makes St. Croix County fourth of the nine counties in IFLS. Malick asked
how much libraries improve the quality of life in St. Croix County as it would be measured by people
who consider their residence or business in St. Croix County. Malick stated the Economic Develop
Corporation through surveys may have data to determine the attractions to St. Croix County. Nancy
Miller of River Falls indicated the funds from the county pay for operating costs. Whiting stated Act
150 sets a minimum responsible to those municipalities that do not have libraries. The lower threshold
has been less than what St. Croix County has put into those libraries.
Malick recommended moving forward with $492,175 which maintains the same level of funding as
before the Act 150 which was previously paid. Krueger stated no motion was necessary.
C. Hard Copy Storage Agreement. Whiting requested Dana Baker report on the status.
Whiting stated this research was done because of the lack of storage space in the basement. Baker has
worked with Cathy Halverson from the DA's office. Baker stated Business Data Record Services
(BDRS) of New Brighton, Minnesota specializes in document storage, copy destruction and retrieval.
Several companies were reviewed and visited. BDRS has good standing with the Secretary of State of
Minnesota and do business with municipalities and counties in Minnesota. Baker stated Corporation
Counsel has reviewed the contract. Pricing will vary between the departments. Baker stated when
documents are moved and time of retention expires, BDRS would destroy the documents only after
authorization from the department. Baker indicated there is estimated to be 300 banker's boxes, 200
paper boxes and 30 large ledgers to store offsite. Motion by Malick, 2" d by Standafer to enter into a
contract with BDRS and make those charges known to the departments as soon as possible. Baker will
invite representatives from BDRS to talk to departments. Malick would not foresee a use of that
company's recycling bins be here at the Government Center, but rather use this service from St. Croix
Industries. Carried unanimously.
9. Administrative Coordinator Report.
a. Position Descriptions Approval. Whiting stated he was hoping to get approval of the
job descriptions today but job descriptions review by the Position Description Work Group were not
complete. Another meeting with Department Heads is scheduled for July 31 Whiting stated they are
making progress but it is an ongoing process. Scott Guinter, the Classification Compensation
Specialist started and is working on this. This will be on the August agenda.
Finance Committee
July 17, 2006
Page 4 of 4
b. Drug Court Administrator Position Description. Whiting distributed the Drug
Court Coordinator job description. This Position Description Work Group reviewed and approved it to
form. The Finance Committee will need to act on the job description, not the position, which will be
part of the budget process. Whiting stated this is an area of responsibility that falls between the courts,
law enforcement, District Attorney and the Social Services department and it's not clear where it
should reside in the budget and who has responsibility over the position. The judges are the logical
place to put it. Malick suggested under the Required Skills, Knowledge and Abilities the line stating
"Ability to provide effective leadership and plan/direct the work of others" the word "direct" be
replaced with "coordinate ". Malick also noted the word "alcoholism" is misspelled. Motion by
Malick, 2n by Wentz to approve the job description with noted changes. Carried unanimously.
C. County Farm Barn Status. Whiting stated the county has not consummated an
agreement with potential renter. He added there are still issues with the prior renter. The Health and
Human Services Board will be discussing this at their next meeting. Discussion regarding continuing
with the barn as a rental property.
d. Government Center Property Survey. Whiting reported he has not received the
survey from the Highway Department. No further discussion.
e. Non -rep Dental Insurance Plan Renewal. Whiting stated non - represented employees
have a dental plan which is no cost to the county. Funds for the plan are deducted from participants'
paychecks. Whiting reported the county has been with Humana for a number of years. The Humana
contract expires at the end of July. The county will switch to the Delta Dental plan at the end of
October and will continue with Humana by renewing on a month -to -month plan until end of October.
Motion by Malick, 2 by Caflisch to allow Whiting to sign a contract to continue with a month -to-
month plan with Humana until the end of October. Carried unanimously.
10. Review of WisDoT Property Taking — Closed Session per 19.85(1)(g) Conferring with legal
counsel for the governmental body who is rendering oral or written 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 Caflisch, 2 by Malick to move into closed session per 19.85(1)(g) to confer with legal
counsel for the governmental body who is rendering oral or written 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
aye. Also present in the closed session was Assistance Corporation Counsel Don Gillen. Carried
unanimously. Reconvene into open session at 12:44 p.m.
11. Review of WisDoT Offer to Purchase County Property in Baldwin for USH 63. Whiting
stated the Wisconsin DOT is looking at acquiring a small piece of property from the county adjacent to the
Baldwin Ag- Center along Highway 63. Whiting reported the DOT's appraisal offered approximately
$7,950. Whiting stated the county has the option to get second appraisal at the state's expense. The parcel
is approximately 4,800 square feet. Motion by Caflisch, 2 by Wentz directing Whiting to obtain another
appraisal for this property. Carried unanimously.
Meeting adjourned at 12:44 p.m. Esther Wentz, Secretary
Cindy Campbell, Recording Secretary
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