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HomeMy WebLinkAboutFinance 10-05-06 z' NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday October 5, 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: November 9, 2006 APPROVAL OF MINUTES OF PREVIOUS MEETING: September 11, 2006 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. 2007 Budget Follow Up Issues 3. Treasurer Report a. August Bank Reconciliation b. Illegal Tax Resolution 4. County Clerk Report a. Dog Damage Claim b. Reimbursement Due Listing Officials For Listing Dogs for 2006 c. Review of Use of Ole Anderson Room for Community Groups 5. Finance Director Report a. Finance Reports b. 2007 Budget Levy Resolution 6. Administrative Coordinator Report a. 2007 Budget Personnel Positions Resolution b. 2007 Health Insurance Renewal c. Bearcom Performance Bond Follow -up d. Child Support Position Review — Follow up to 2005 action ** ADJOURN (Items may be taken in different order) * *Additions /Changes /Corrections z' NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday October 5, 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: November 9, 2006 APPROVAL OF MINUTES OF PREVIOUS MEETING: September 11, 2006 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. 2007 Budget Follow Up Issues 3. Treasurer Report a. August Bank Reconciliation b. Illegal Tax Resolution 4. County Clerk Report a. Dog Damage Claim b. Reimbursement Due Listing Officials For Listing Dogs for 2006 c. Review of Use of Ole Anderson Room for Community Groups 5. Finance Director Report a. Finance Reports b. 2007 Budget Levy Resolution 6. Administrative Coordinator Report a. 2007 Budget Personnel Positions Resolution b. 2007 Health Insurance Renewal c. Bearcom Performance Bond Follow -up d. Child Support Position Review — Follow up to 2005 action ** ADJOURN (Items may be taken in different order) * *Additions /Changes /Corrections i • UNOFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting October 5, 2006 Meeting called to order by Vice Chair Standafer at 8:30 a.m. Present: Clarence Malick, Daryl Standafer, Tom Caflisch and Esther Wentz. Absent and excused: Stan Krueger. 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 Wif. . Motion by Wentz, 2 by Caflisch to adopt the agenda. Malick noted he would like to talk about the camera replacement for the County Board Room under the budget follow -up review. Standafer noted Kjersti Duncan from Office on Aging would like to discuss the Benefits Specialist position which falls under item 6.a. Carried unanimously. Next meeting is November 9, 2006 at 8:30 a.m. Motion by Malick, 2nd by Wentz to approve the September 11, 2006 and September 20, 2006 minutes. Standafer requested the notation in the September 11 minutes that he left the meeting at 3:50 p.m. move to after the Bearcom discussion. Carried unanimously. 1. Review of Vouchers. Malick reported he did not find anything to bring to the committee's attention regarding voucher review. 2. 2007 Budget Follow Up Issues (this issue was the last item addressed by the Finance Committee on October Y h ). Revised budget summary reviewed. Pietrick highlighted changes in the summary including adding back the Planner position as it is grant funded and moved to contractual services; correction to Real Property Lister position number from part-time to fulltime; long -term sick bank increased for known retirees using long -term sick bank; exempt computer aid revised revenue figure; Child Support revenue and expense correction; and Office on Aging position correction. Discussion regarding restoring the Contingency Fund and use of sales tax funds in the amount of $408,000 to cover the proposed budget deficit. Standafer highlighted shortfalls including anticipated increase in health insurance not included and $3,980 for the Department on Aging Benefit Specialist position. Total shortfall including the Department on Aging request is $412,453. Discussion with Kjersti Duncan regarding the Benefit Specialist position. Motion by Caflisch, 2nd by Wentz to restore $3,980 to the Department on Aging budget not for the moving of the contract position to a new position but to restore this amount to the budget for the Department on Aging. Carried unanimously. Motion Malick, 2 nd by Wentz to amend proposed detailed budget to transfer funds from the sales tax fund the amount of $412,453 to cover health insurance, contingency fund restoration, list of adjustments and correction in the amount of $44,283 and Department on Aging. Carried unanimously. Pietrick will revise the publication notice and send out. i Finance Committee October 5, 2006 Page 2 of 4 On behalf of the Finance Committee, Standafer thanked Whiting and Pietrick for their work done on the budget. Caflisch added thanks to all Department Heads who came back with requested adjustments. Discussion regarding quote received from Alpha Video, Inc. for replacing a camera in the County Board Room. The quote is for one Panasonic Color Unitized Camera Robotic in the amount of $1,580.00. Motion by Malick, 2nd by Wentz to replace the camera if funds are available from the County Board, Committees and Commissions and County Clerk's budget. Carried unanimously. 3. Treasurer's Report. a. August Bank Reconciliation. August reconciliation report was reviewed. No questions. b. Illegal Tax Resolution. Slind indicated this resolution lists unlawfully charged taxes due to assessor's errors last year and is placed on the next apportionment of county taxes. Motion by Malick, 2 by Wentz to approve. Standafer asked if there is any statutory requirement to use the word "unlawful ". Timmerman stated the statute refers to "unlawful taxes ". Malick requested substitute the word "incorrect" in place of "unlawful" throughout the resolution. Carried unanimously. 4. County Clerk Report. a. Dog Damage Claim. Campbell reported she received an Owner's Claim for Damages to Animals from Patricia Morris. The claim request is $532.35 for damage to ducks, duck eggs, one goose and one rabbit and veterinary bills. The Town of Somerset Constable, Leonard Breure completed the Affidavit of Investigation. Discussion regarding the claim. Motion by Malick, 2nd by Caflisch to approve $145.00 maximum to injuries to animals and no payment for veterinary bills. Carried unanimously. b. Reimbursement Due Listing Officials For Listing Dogs for 2006. Campbell explained this is a routine resolution approving payment to listing officials who, by September 1, ascertain by diligent inquiry the dogs owned or kept within the assessment district. Compensation is $.50 per dog listed and is paid out of the dog license fund. Per Wisconsin Statute 174.06(7), the listing official shall, by September 15, deliver one copy of the list to the county clerk. Campbell explained four of the eight lists were received after September 15 ' Motion by Malick, 2nd by Caflisch to approve payment to the four municipalities that submitted request on or before September 15th. Motion failed for lack of majority. Motion by Wentz, 2nd by Caflisch to pay all claims and next year, if not received on time, requests will not get paid. Carried unanimously. C. Review of Use of Ole Anderson Room for Community Groups. Campbell stated her office is receiving numerous calls from groups requesting use of the Community Room. The groups requesting are both profit and non - profit groups with set up requests and i Finance Committee October 5, 2006 Page 3 of 4 leaving clean-up for Building Services. The Room Rental Policy provides that county meetings and activities take precedence. The following non - county groups currently use the Community Room on a routine basis: Red Cross, City of Hudson Polling Place, Amateur Radio, St. Croix Valley Restorative Justice, Legal Clinic, DNR for hunter and boat safety, Lower St. Croix Management Commission Partnership Team. Campbell requested guidance from the Finance Committee on usage of the Community Room or consideration of increasing the rental fee. Standafer requested Campbell return with recommendations for use of the Community Room. Whiting stated this takes time and attention to manage. Campbell will bring recommendation back next month. 5. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of August 31, 2006 was $26,756,266.10. 2006 Contingency Fund balance is $250,000. 2006 Sales Tax received in September 2006 for July 2006 sales are $517,135.66. Review of Expenditure and Revenue Summary Reports. b. 2007 Budget Levy Resolution. Pietrick presented the resolution adopting the 2007 budget. The total of $24,983,902.81 is the limit, plus debt service. Motion by Malick, 2nd by Wentz to approve the resolution as presented. Carried unanimously. 6. Administrative Coordinator Report. a. 2007 Budget Personnel Positions Resolution. Department on Aging Director Kjersti Duncan expressed concerns regarding the Benefit Specialist position in her department. She stated $3,980 was asked from the department off the levy. This amount fits in the 2.5% increase for staffing. This request moves the Benefit Specialist position from contract to a county employee. $39,080 includes salary and fringes. Duncan stated adjustments were made in her department's budget to cover this increase. The Department on Aging intends to continue this service. Motion by Malick to revise tentative budget recommendation by increasing the amount for Department on Aging of $3,980. Motion fails for lack of second but topic will be discussed later in this meeting. Standafer thanked Duncan for her concern and expressed appreciation for her work. i Whiting provided a draft of the resolution approving new positions including the position of the Drug Court Coordinator. Motion by Caflisch, 2 nd by Wentz to approve the resolution approving positions for 2007. Carried unanimously. b. 2007 Health Insurance Renewal. Whiting reported health insurance amounts arrived yesterday. Whiting described the process regarding the market for reinsurers, limits and funding the county's health insurance fund. Whiting highlighted how the groups are split -- non union, union and retirees over 65. Costs for retirees will go up significantly as costs are based on what the history has been. Whiting advises no change to current policy for health insurance. County's budget included a 10% premium increase across the board for both groups. Whiting stated increases totaling $307,075 for both groups is an amount over what was in the budget. Finance Committee October 5, 2006 Page 4 of 4 The county is currently with ING which is currently not the low bid. Mutual of Omaha came in as the lowest bid. Whiting described laser claims and stated Mutual of Omaha's bid did not include lasers. Motion by Wentz, 2nd by Caflisch authorizing Whiting to enter into an agreement with Mutual of Omaha, or a lower cost bid if one comes in within the next couple of days. Carried unanimously. C. Bearcom Performance Bond Follow -up. Present: Emergency Communications Director Gary Kollman, Corporation Counsel Greg Timmerman, Bearcom representative David Fidelman. The issue is to get a performance bond or reduce $11,200 from contract. Timmerman explained he has had conversations with Fidelman and the contract is substantially completed on the installation of the equipment. Timmerman recommended acceptance of the offer of $11,200 off the contract since everything is installed and working. Kollman provided a chronological order of events with the installation. Kollman stated nothing has been paid to Bearcom and the county has been operating on the system since August 17 Kollman received an email from CML, the prime contractor to Bearcom, providing CML has been paid in full by Bearcom. Timmerman received a faxed copy of a lien waiver. Mapping installation and mapping adjustments are left to be done as well as AT &T work. Total contract amount is $331,250. Kollman confirmed the steps covered in the performance bond have been completed. Motion by Malick, 2 by Caflisch to make a partial payment of $300,000 and ask Timmerman to obtain what is needed, in his legal opinion, to assure CML would have not a claim against St. Croix County, and proceed with the installation of the mapping expeditiously and adjustments that follow, and AT &T hookup; and after that make, the final payment less the remainder minus $11,200. Kollman confirmed the equipment supplied by Bearcom is satisfactory. Carried unanimously. Caflisch suggested Whiting indicate to Department Heads that no work is done unless a performance bond is in hand. d. Child Support Position Review — Follow up to 2005 action. Katy Kapaun and Julie Speer were present. Kapaun explained last year during mid - summer she completed a job description change that was brought forward to the Personnel Committee. This position description for a Child Support Case Aide was not forwarded for approval to the County Board. Kapaun explained this position is filled and performing case aide work this year. Whiting explained this needs to be approved by the Finance Committee and by the County Board on October 31 st and will likely have retroactive compensation. He added this is a correction of an oversight. Item to be placed on the County Board agenda in October is: Approval of job description as a new position. Motion by Wentz, 2 by Caflisch to recommend approval of the position description of the incumbent Child Support Case Aide. Carried unanimously. Meeting adjourned. Esther Wentz, Secretary Cindy Campbell, Recording Secretary