HomeMy WebLinkAboutFinance 08-07-06 NOTICE OF COMMITTEE MEETING AND AGENDA
ST. CROIX COUNTY
FINANCE COMMITTEE
DATE AND TIME: Monday August 7, 2006 —1:00 P.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: July 17, 2006
OLD AND NEW BUSINESS:
1. Review of Vouchers
2. Budget Request — Disabled American Veterans — Richard King
3. Treasurer Report
a. June Bank Reconciliation
4. County Clerk Report
a. Authorization to Exceed Motel /Hotel Maximum Allowance
5. Clerk of Court Report
a. Fines and Forfeitures Collections Procedures
b. 2007 New Position Request — Collections
c. Request to Revise Department Position Descriptions*
6. Judges Report — 2:00 p.m.
a. Request to Revise Position Descriptions for Circuit Courts /Judicial Dept staff. Court
Commissioner, Court Commissioner Secretary, Deputy Register in Probate, Judicial
Assistants, and Register in Probate
7. Corporation Counsel
a. 2007 New Position Request — Assistant Corporation Counsel
8. Finance Director Report
a. Finance Reports
b. Disposition Guidelines
c. 2005 Audit Report — Steve Tracy, 3:00 p.m.
9. Planning & Zoning Department Budget Transfer Request
10. Administrative Coordinator Report
a. Position Descriptions Approval - Status
b. County Farm Barn Status
c. Government Center Property Survey
d. Review of County Appraisal of County Property in Baldwin Subject to WisDoT Taking
e. Review of Human Resources Reorganization
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.
11:50 AM 8/4/2006
UNOFFICIAL
MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE
Regular Meeting August 7, 2006
Meeting called to order by Vice Chair Standafer at 1:01 p.m. Present: Clarence Malick, Esther Wentz,
Daryl Standafer, Tom Caflisch and Stan Krueger (arrived at 1:03 p.m.). Staff present: Administrative
Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Corporation Counsel Greg Timmerman
and County Clerk Cindy Campbell. Others present: Julie Speer. Media: Judy Wiff.
Motion by Caflisch, 2 by Wentz to adopt the agenda. Carried unanimously. Motion by Malick, 2 by
Wentz to approve the July 17, 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.
2. Budget Request — Disabled American Veterans — Richard King. Present: Richard King,
Rocky Shalberg, Jerry Grantham, and Terry Milon on behalf of Disabled American Veterans Tri- County
Chapter 26 representing Dunn, St. Croix and Pierce counties. The chapter has approximately 500
members mostly from St. Croix County and Dunn County. The group explained a Disabled American
Veterans (DAV) Center is now located in Dunn County. The DAV Center is a place for area veterans to
meet and could also be used for numerous events which would benefit the local community. The group is
requesting funding for necessary upgrades to its kitchen facility, specifically electrical upgrades and range
hood in the amount of $10,000. They indicated they have approached the Dunn County Board which will
meet some of their requests. The building, formerly known as Windmill Sports, was purchased by land
contract approximately 1.5 years ago. Grantham stated this is a place where disabled vets can get
together and is the only one in the nation. Caflisch stated this request will need to be considered when the
budget is being put together at the end of September. King explained some of the programs they have and
plan to offer. No members are paid — all are volunteers. Motion by Standafer, 2 by Malick to refer this
request to Lorin Sather of Veteran Service Office for recommendation to the Administration Committee
for the budget review process and consideration. Carried unanimously.
3. Treasurer's Report.
a. June Bank Reconciliation. June reconciliation reports were reviewed. Slind was not
present. The committee accepted the report as distributed.
4. County Clerk Report.
a. Authorizing to Exceed Motel/Hotel Maximum Allowance. Campbell explained the
County Clerk's conference was held in June in Waukesha County. The lodging rate is $89.00 per night
and requested approval at this rate. Motion by Malick, 2nd by Wentz to approve. Carried unanimously.
5. Clerk of Court Report.
a. Fines and Forfeitures Collections Procedures. Lori Meyer and Kristi Severson were
present. Krueger distributed a letter from Kitty Rhoades' office regarding the status of Assembly Bill 30
to address current backlog of unpaid fines and forfeitures. The bill was written to temporarily increase the
financial incentives for counties that hire a collection agency to collect these outstanding fees. Meyer
stated she and Sheriff Hillstead discussed a pilot project on warrants and the possibility of hiring one of
Finance Committee
August 7, 2006
Page 2 of 4
his deputies on a part time basis to act on warrants and to keep track of expenses and how much time it
takes to execute on the warrants. Motion by Malick, 2 by Caflisch that the Finance Committee take on
the responsibility for working on the County Board Supervisor goal for this term dealing with collection
of fines, fees and penalties. This would be in partnership with Meyer to provide reports and dialog, and
work with staffing including issues regarding the possibility of writing off some debt. Standafer noted it
is clearly understood this is in no way a reflection to the Public Protection Committee that something was
not being done and now being done by the Finance Committee. Carried unanimously.
b. 2007 New Position Request — Collections. Meyer stated in 2005 a new position was
approved by Finance and Personnel Committee and denied by the County Board at the budget hearing.
Meyer met with the judges last week to discuss the possibility of collection clerk position to meet with
people to determine eligibility for payment. Meyer presented a Financial Assistant — Collection Clerk Job
Description modeled after Eau Claire and Chippewa counties. Malick questioned the education
requirements. Discussion regarding the proposed process with the development of a local court rule.
Standafer suggested moving incrementally and look at the possibility to contract this position, possibly an
independent service provider to do this. Meyer stated an LTE is a possibility. Motion by Wentz, 2 by
Malick to put this position into the mix and forward to the Position Work Group (POWG). Carried
unanimously. -
C. Request to Revise Department Position Descriptions. Motion by Wentz, 2nd by Malick
to accept as presented and move the job descriptions forward to POWG for review on August 30
Carried unanimously.
6. Judges' Report — 2:00 p.m.
a. Request to Revise Position Descriptions for Circuit Courts /Judicial Department Staff:
Court Commissioner, Court Commissioner Secretary, Deputy Register of Probate, Judicial
Assistants, and Register in Probate. Judge Lundell and Ericka Nelson were present. Nelson explained
in 2005 revised job descriptions were approved, since then, additional changes have been made. Nelson
handed out a position evaluation reconsideration summary and major requested changes to job
descriptions for the Court Commissioner, Court Commissioner Secretary, Deputy Register in Probate,
Judicial Assistants and Register in Probate. Discussion regarding the Springsted pointing procedure.
Whiting explained if there are job description changes, the parent committee needs to approve then
forwarded to POWG to ensure pointing is consistent with other positions. Scott Guinter was also present
and noted some of the changes including a substantial change in the educational requirements. Whiting
explained it is important to understand the process. Motion by Wentz, 2 by Malick to pass this matter
onto POWG. Carried unanimously. POWG's next meeting is August 30 at 9:00 a.m.
7. Corporation Counsel Report.
a. 2007 New Position Request — Assistant Corporation Counsel. Corporation Counsel
Greg Timmerman requested approval to hire a second Assistant Corporation Counsel beginning in 2007.
Timmerman explained the workload continues to grow and the response time to requests from
departments gets longer. In addition, Timmerman stated the Corporation Counsel office is now
responsible for legal matters regarding personnel issues. Timmerman provided an estimated cost of the
new position, and a comparison of the cost of a new position vs. cost of outsourcing. Timmerman
expressed the importance of having a person available to address the needs of other departments.
Finance Committee
August 7, 2006
Page 3 of 4
Timmerman indicated the legal secretary in his department is in law school and will complete her degree
at end of June. He would like to give her an opportunity to apply for this position. Standafer stated there
may be avenues to cut down response time and to provide those legal services on a very cost efficient
basis without necessarily adding a fulltime employee. Standafer asked Timmerman to quantify what it is,
has been, and faster turn around so there is someway to better see the need. Timmerman stated his
department's work is determined by other departments and he cannot plan for things from year -to -year,
making it difficult to quantify the need. Malick suggested increasing the legal budget but not by hiring a
person as a fulltime employee but rather using the outsourcing process. Motion by Malick, 2 nd by Wentz
to enter this request into the budget scenario based on the low end of the range with a starting date in the
middle of 2007. Standafer clarified if Corporation Counsel submitted a budget with a fulltime employee
with benefits as of July 2007 or later, that same dollar amount could be converted through the budget
process from the addition of a fulltime staff to contracted outside legal support which may or may not be
used and this determination could be made during the budget process. Carried unanimously.
8. Finance Director Report.
a. Financial Reports. General Fund Cash and investments balance as of June 30, 2006 was
$28,568,609.53. 2006 Contingency Fund balance is $250,000. 2006 Sales Tax received in July 2006 for
May 2006 sales are $480,384.46. The Finance Committee requested a total of delinquencies in real estate
taxes for 2006 compared to 2005. Pietrick will forward this request to Slind. No questions or comments
regarding the Expenditure and Revenue Summary Reports.
b. Disposition Guidelines. Management Systems Specialist, Dana Baker was present. Baker
explained the Procurement and Disposal of County Owned Property Guidelines assists departments with
expenditure of County funds for materials, supplies, equipment, maintenance agreements and contractual
services as well as guidelines for the disposal of St. Croix County property, excluding land and buildings.
It was noted Information Technology and the Sheriff s Department have a process in place for disposing
of computers and Sheriff Department vehicles. Discussion regarding dispensation of property. The
Finance Committee confirmed these are countywide guidelines. Motion by Standafer, 2 nd by Caflisch to
adopt the guidelines as presented. Wentz stated these are guidelines and are not imposed on someone
who does not want to follow them if they have a good reason not to follow them. Carried unanimously.
Wentz thanked Baker for her work.
C. 2005 Audit Report — Steve Tracey — 3:00 p.m. Steve Tracey from Tracey & Thoel, S.C.
was present. Tracey stated the audit review was issued for the general county. The Nursing Home and
Health and Human Services are done separately. Tracey reviewed the audit report issued based on
GASB34. He indicated Highway and Health and Human Services are treated as enterprise funds.
Government wide statements and County Debt Service Fund were reviewed.
Tracey reviewed the Management Letter and highlighted the Segregation of Duties under Reportable
Condition and Recording of Capital Assets in Nursing Home Fund. Tracey summarized that the overall
financial condition of county is better in 2005 then it was in 2004. The General Fund undesignated is in
good shape as well as outstanding debt for a county this size. Motion by Caflisch, 2 nd by Wentz to accept
the 2005 audit report. Carried unanimously.
9. Planning & Zoning Department Budget Transfer Request. Dave Fodroczi was present.
Fodroczi stated last year the Planning and Zoning Department requested an amount to remodel the suite
Finance Committee
August 7, 2006
Page 3 of 4
Timmerman indicated the legal secretary in his department is in law school and will complete her degree
at end of June. He would like to give her an opportunity to apply for this position. Standafer stated there
may be avenues to cut down response time and to provide those legal services on a very cost efficient
basis without necessarily adding a fulltime employee. Standafer asked Timmerman to quantify what it is,
has been, and faster turn around so there is someway to better see the need. Timmerman stated his
department's work is determined by other departments and he cannot plan for things from year -to -year,
making it difficult to quantify the need. Malick suggested increasing the legal budget but not by hiring a
person as a fulltime employee but rather using the outsourcing process. Motion by Malick, 2 nd by Wentz
to enter this request into the budget scenario based on the low end of the range with a starting date in the
middle of 2007. Standafer clarified if Corporation Counsel submitted a budget with a fulltime employee
with benefits as of July 2007 or later, that same dollar amount could be converted through the budget
process from the addition of a fulltime staff to contracted outside legal support which may or may not be
used and this determination could be made during the budget process. Carried unanimously.
8. Finance Director Report.
a. Financial Reports. General Fund Cash and investments balance as of June 30, 2006 was
$28,568,609.53. 2006 Contingency Fund balance is $250,000. 2006 Sales Tax received in July 2006 for
May 2006 sales are $480,384.46. The Finance Committee requested a total of delinquencies in real estate
taxes for 2006 compared to 2005. Pietrick will forward this request to Slind. No questions or comments
regarding the Expenditure and Revenue Summary Reports.
b. Disposition Guidelines. Management Systems Specialist, Dana Baker was present. Baker
explained the Procurement and Disposal of County Owned Property Guidelines assists departments with
expenditure of County funds for materials, supplies, equipment, maintenance agreements and contractual
services as well as guidelines for the disposal of St. Croix County property, excluding land and buildings.
It was noted Information Technology and the Sheriff s Department have a process in place for disposing
of computers and Sheriff Department vehicles. Discussion regarding dispensation of property. The
Finance Committee confirmed these are countywide guidelines. Motion by Standafer, 2 nd by Caflisch to
adopt the guidelines as presented. Wentz stated these are guidelines and are not imposed on someone
who does not want to follow them if they have a good reason not to follow them. Carried unanimously.
Wentz thanked Baker for her work.
C. 2005 Audit Report — Steve Tracey — 3:00 p.m. Steve Tracey from Tracey & Thoel, S.C.
was present. Tracey stated the audit review was issued for the general county. The Nursing Home and
Health and Human Services are done separately. Tracey reviewed the audit report issued based on
GASB34. He indicated Highway and Health and Human Services are treated as enterprise funds.
Government wide statements and County Debt Service Fund were reviewed.
Tracey reviewed the Management Letter and highlighted the Segregation of Duties under Reportable
Condition and Recording of Capital Assets in Nursing Home Fund. Tracey summarized that the overall
financial condition of county is better in 2005 then it was in 2004. The General Fund undesignated is in
good shape as well as outstanding debt for a county this size. Motion by Caflisch, 2 nd by Wentz to accept
the 2005 audit report. Carried unanimously.
9. Planning & Zoning Department Budget Transfer Request. Dave Fodroczi was present.
Fodroczi stated last year the Planning and Zoning Department requested an amount to remodel the suite
Finance Committee
August 7, 2006
Page 4 of 4
and $20,000 was carried forward to address immediate office space with existing staff. That project cost
came in at $25,700. Fodroczi stated the Planning and Zoning Committee supported requesting that the
Finance Committee approve expenditures to that level for the project and one other large capital items
which was budgeted for a new vehicle. The cost savings on the vehicle purchase was $7,900. Fodroczi is
requesting $5,700 be applied to the cost overage for the remodeling project. Motion by Caflisch, 2 by
Malick to approve transfer. Carried unanimously.
10. Administrative Coordinator Report.
a. Position Descriptions Approval — Status. Whiting explained the reason for doing this
approval is to essentially benchmark job descriptions as to when the last changes were made. The
Finance Committee will see a list of all positions with significant changes with recommendation from
POWG for inclusion in the budget. Motion by Wentz, 2nd by Standafer to approve position descriptions
as they exist today. Carried unanimously.
b. County Farm Barn Status. Whiting stated Fred Johnson and Greg Timmerman have been
working on the barn rental matter. They are finding as details are being sorted out with the amount of
effort and returns that perhaps it may not be in the .County's best. interest to rent the county barn. The
potential for costs is relatively high. Discussion regarding maintenance and existing equipment. Motion
by Malick, 2 by Caflisch to suspend any effort to lease the barn-and to review this matter next month
after Health and Human Services Board's review. Carried unanimously.
C. Government Center Property Survey. Whiting received the survey of the Government
Center property done by the county surveyor. Whiting will confer with Fodroczi regarding lines before
the rezoning application is filed.
d. Review of County Appraisal of County Property in Baldwin Subject to WisDoT
Taking. Whiting stated he has not received the appraisal from Ted Morgan. He will follow up with
Morgan. There is a deadline to respond to the DOT. Whiting will respond on the Finance Committee's
behalf.
e. Review of Human Resources Reorganization. Whiting stated this matter was placed on
the agenda as a result of a request from Supr. Speer during the June County Board meeting. Discussion
regarding the reorganization and the "go to" person. Whiting stated he has talked to Timmerman and
Pietrick about how things are going and they agree it's going fairly well. Whiting is spending more time
on Human Resource matters and is working closely with Timmerman and Pietrick. He added there are
still things to iron out including data management issues and areas on who is to respond to certain issues
and needs. Whiting is comfortable with being the initial person "to go" to if there is confusion as to who
a person should talk to about certain matters. Malick stated it is the Finance Committee's responsibility
to report back to the County Board. Speer confirmed employees have stated they are not comfortable
with who they go to for HR matters. Malick confirmed Whiting is the first person, then Timmerman and
Pietrick as backups. Malick and Standafer are in favor of the way things are going. Timmerman stated
it's too early to tell how well this reorganization is working. Wentz added time will tell if we're on the
right path.
Meeting adjourned at 5:07 p.m. Esther Wentz, Secretary
Cindy Campbell, Recording Secretary
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