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HomeMy WebLinkAboutFinance 11-09-06 + NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday November 9, 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: December 14, 2006 APPROVAL OF MINUTES OF PREVIOUS MEETING: September 25-27,2006; October 5, 2006 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Treasurer's Reconciliation 3. Resolution to Authorize the Transfer of St. Croix County Community Development Block Grant — Business Revolving Loan Fund (CDBG -RLF) to the Regional Business Fund, Inc. — Ann Raid — 8:45 a.m. 4. Clerk of Court Report a. Condemnation Commissioner Compensation Rate 5. Corporation Counsel a. Farm Land Lease Agreement Amendments 6. Finance Director Report a. Finance Reports b. Review of 2007 Budget Resolution 7. Administrative Coordinator Report a. County Government Center Plan for a Plan Process — Barsness Consulting Services, Inc. — 9:00 a.m. b. EDC Proposal for Office Space c. Notice re: City of New Richmond rezoning hearing includes County property d. Employee Appreciation Banquet 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. 4:00 PM 11/2/2006 OFFICIAL- approved 12114106 EDC room request corrections MINUTES FINANCE COMMITTEE ST. CROIX COUNTY GOVERNMENT CENTER, HUDSON WI Thursday November 9, 2006 — 8:30 A.M. CALL TO ORDER — Chairman Krueger called the meeting to order at 8:30 a.m. ROLL CALL Present: Clarence Malick, Esther Wentz, Daryl Standafer, Tom Caflisch, Stan Krueger. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Corporation Counsel Greg Timmerman, Clerk of Court Lori Meyer Others present: Ann Raid, Bill Rubin, Kirsten Barsness, Dennis Welsch, Cathy Bennett, Roger Rebholz, Bill Cranmer, Gary Kollman, John Borup Media: Judy Wiff ADOPTION OF AGENDA - Motion by Wentz, 2 „ d by Caflisch to adopt the agenda. Motion carried. DATE OF NEXT MEETING: December 14, 2006, 8:30 a.m. in Room 1281 APPROVAL OF MINUTES OF PREVIOUS MEETING: September 25 -27, 2006; October 5, 2006; Motion by Malick, 2 nd by Wentz to approve both sets of minutes. Motion carried unanimously. Greg Timmerman requested that September 11 minutes be amended. The following will be added to the end of those minutes: "Timmerman's request for $30,000 should the new position not be approved was only for extra legal work. It did not include negotiation costs." Motion by Malick, 2 nd by Wentz to approve this amendment. Motion carried unanimously. OLD AND NEW BUSINESS: Review of Vouchers - No report Treasurer Report - Treasurer's Reconciliation - This report was reviewed by the Committee. Motion by Malick, 2nd by Wentz to approve. Motion carried unanimously. Resolution to Authorize the Transfer of St. Croix County Community Development Block Grant — Business Revolving Loan Fund (CDBG -RLF) to the Regional Business Fund, Inc. — 8:45 a.m. Ann Raid of West Central Regional Planning Commission and Bill Rubin of St. Croix Economic Development Corporation explained the consolidation of business loan funds as presented in the proposed West Central Wisconsin Investment Strategy. The seven county west central region was identified by the Wisconsin Department of Commerce to explore the voluntary consolidation of the local business loan funds into a single regional fund as part of Commerce's Non - Profits Initiative. Regional planning commission staff has been working on this project for12 months, and obtained input on the proposal from the 31 communities (towns, villages, cities, and counties) in the region that currently administer business loan funds. The proposed consolidation would result in a more effective supplemental financing program for small businesses. Raid said the existing federal restrictions like job creation and prevailing wages on new construction activities (known as the Davis Bacon Act) would be eliminated if the funds are managed by a regional non - profit. Raid noted positive responses to the strategy from many of the 31 communities. Each community will be asked to sign on to the transfer of local loan funds to the regional fund. Raid also explained that the regional planning commission acquired web -based software which allows businesses to apply online. Communities that participate in the regional fund may also access information online as a way to monitor the loan activity. Supervisor Standafer said he was supportive of this proposal, and from a banking standpoint, the program's flexibility would assist many additional businesses. Motion by Malick to recommend to the County Board that St. Croix County participate in the regional loan fund program by transferring its business loan funds at the appropriate time. Motion 2 nd by Standafer and carried unanimously. Raid stated that some communities have already approved their participation in the regional loan fund. Motions of approval will be asked of all 31 municipalities. Clerk of Court Report - Condemnation Commissioner Compensation Rate - Lori Meyers distributed a listing of condemnation commissioner rates of pay for three other counties. Statute 32.08(4) states that condemnation commissioners shall be compensated for actual service at an hour rate to be fixed by the county board. She could not find a rate set for St. Croix County, but commissioners have been paid $7.50 per hour. Other counties are currently paying $20.00 or $25.00 per hour. She stated that our county condemnation commissioners should be fairly compensated. Motion by Malick to recommend county board approve a compensation rate of $25.00 per hour for condemnation commissioner chair and $20.00 per hour for regular members. Motion 2 nd by Wentz and carried unanimously. Corporation Counsel - Farm Land Lease Agreement Amendments - Gregg Timmerman reported that he has reviewed the current lease agreement between the County and the renter and found some issues. He met with the renter and proposed some modifications. 1) the lease did not recognize that Highway 64 took several acres. The current total tillable acres needs to be established; 2) part of the land (10 acres) that was disturbed by temporary construction is to be restored as it is not as productive as in first years. An adjustment in the payment rate for this land is proposed at $30.00 /acre; 3) Timmerman suggested the County reimburse the expenses for the lime and fertilizer for this restoration. Motion by Malick to approve the proposed amendments. Caflisch requested that the renter get County approval for the type of products he uses for restoration of the property. Motion 2 nd by Caflisch and carried. Finance Director Report - Finance Reports - Michelle Pietrick reviewed and explained the Finance Committee Report through October 31. Review of 2007 Budget Resolution - The resolution presented to the County Board was the one passed by Finance on October 5, it did not get updated for the revised Net New Construction Increase that we received from Department of Revenue on October 9. The amount is $64,115. Alternatives available would be to call a special County Board meeting, utilize the sales tax fund or use of the contingency fund. Motion by Standafer, 2 °a by Caflisch, to approve the use of $64,000 from the sales tax fund. Motion carried unanimously. Administrative Coordinator Report County Government Center Plan for a Plan Process — Barsness Consulting Services, Inc. — 9:00 a.m. — Chuck Whiting introduced Kirsten Barsness, Dennis Welsch and Cathy Bennett of Barsness Consulting Services, Inc. Whiting stated that he has talked with the City of Hudson regarding appropriate zoning of the County Property located in the City of Hudson. He indicated that the City's preference is commercial zoning. Barsness will put together a Request for Proposal. Welsch stated that he was asked to try to determine what is best for the excess county property. He explained the process they will use and noted that they need input from County Board. The process should take six months to one year. Committee members discussed neighborhood input, the County's and City's role in the development and outcome from this project. Malick recommended Finance Committee be the overseer for the County Board. Motion by Malick to recommend to County Board to have a presentation by the consultants and to authorize Finance Committee to enter into a contract to adopt this consultant's proposed recommendation. Motion 2 °a by Standafer and carried unanimously. EDC Proposal for Office Space — Economic Development Director Bill Rubin reported that because of Planning and Zoning Department staffing needs, he has met with Fodroczi about converting one -half of the large lunch room in the north end of the building into one conference room and office space for EDC. EDC will pay for those improvements over time. This proposal was reviewed by the Planning and Zoning Committee which recommended approval by the Finance Committee. Finance Committee members agreed that it is beneficial having EDC in the building. Fodroczi explained the plans for the office suite remodeling for this year. Timmerman stated that other departments have expressed interest in using that space and that all departments should be notified regarding space needs. Malick asked that a comprehensive study be done of all office space needs. He also noted that, with so much online activity, space may be available in the Register of Deeds office. Malick moved and Wentz 2 °a the motion, to table this item until next month and line sketches of the Planning and Zoning area without EDC, what is proposed for that space, a sketch of room 1259 and what is proposed for that area, plus the reasons why space could not be available by reassigning space in the Register of Deeds office by reducing public use space. Motion carried with three in favor and two opposed ( voting no: Wentz and Malick Recess at 10:12 a.m. Reconvened at 10:17 a.m. Notice re: City of New Richmond rezoning hearing includes County property — Whiting reported that the City of New Richmond is holding a rezoning meeting this day regarding the County farm property. The City wants to rezone it as highway commercial. Wentz will attend the meeting representing St. Croix County. Employee Appreciation Banquet — Whiting announced that the Banquet will be held on Tuesday, November 28 at the Coachman in Baldwin. Employees who have reached significant milestone years of employment will be honored. Krueger and Standafer will attend. 2007 Meal, Lodging and Mileage Reimbursement Rates - New rates as of January 1, 2007. After Committee members questioned why the tip for meals was excluded, Standafer moved to approve the mileage and meal reimbursement rates including reimbursement for the specific amounts listed plus include up to 15% for tip. Motion 2 nd by Malick and carried. Preview of Pay Plan Issues and Development - Scott Guinter gave a presentation on the Non - represented Pay Grid Analysis for the purpose of orienting Committee members on the terms and principals related to pay grids. After explaining the current pay grid system he showed proposed changes to the existing non - represented grid that includes evening out the percentages between the steps and increasing the number of steps from five to seven. He explained the advantages of the seven -step grid. He explained his work with Springsted and the progress being made. Committee members agreed that is a great improvement. Personnel Position Consideration — Planning & Zoning - Proposal to Convert Vacant Zoning Specialist Position to Zoning Technician - Request to Reconsider Real Property Lister Assistant from Part -time to Full -time - Fodroczi explained because of budget reduction, the request to increase the Real Property Lister Assistant from 75% to 100% time was denied. One Zoning Specialist position is now vacant. He _proposed changing that position to a Zoning Technician, one pay grade lower, creating a cost savings that will cover the costs for increasing the Real Property Lister Assistant position to full time. This should be a break even. The Zoning position has been vacant for some time resulting in more cost saving this year. Motion by Caflisch, 2 nd by Standafer to approve converting the Zoning Specialist Position to Zoning Technician and increasing the Real Property Lister Assistant position to full time. Motion carried. Emergency Management/Communications Committee Request — Use of Unspent Borrowing Funds for Capital Outlay Grant Match - John Borup reported for the Emergency Management/Communications Committee which met on November 7. In order to act as the fiscal agent for the funding of radios through the current OJA Interoperability Grant Emergency Management is requesting funding from the unspent State Borrowing Funds. This request was approved by Emergency Management Committee on November 7. The grant from OJA would provide 75% of the funding. The deadline for applying for this grant on behalf of the county and municipalities is November 17, 2006. Total request for funding would be $93,500, $70,125 would be reimbursed by OJA with 25 %, $2,375, reimbursed by municipalities, leaving a net balance to the County for a maximum cost of $21,000. Three county departments and two municipal fire departments are included in this grant. Pietrick explained that we had borrowed in 2006 for a number of capital outlay projects and costs for those projects are coming in under budget leaving unused borrowed state trust fund loans of County farm property. The City wants to rezone it as highway commercial. Wentz will attend the meeting representing St. Croix County. Employee Appreciation Banquet — Whiting announced that the Banquet will be held on Tuesday, November 28 at the Coachman in Baldwin. Employees who have reached significant milestone years of employment will be honored. Krueger and Standafer will attend. 2007 Meal, Lodging and Mileage Reimbursement Rates - New rates as of January 1, 2007. After Committee members questioned why the tip for meals was excluded, Standafer moved to approve the mileage and meal reimbursement rates including reimbursement for the specific amounts listed plus include up to 15% for tip. Motion 2 nd by Malick and carried. Preview of Pay Plan Issues and Development - Scott Guinter gave a presentation on the Non - represented Pay Grid Analysis for the purpose of orienting Committee members on the terms and principals related to pay grids. After explaining the current pay grid system he showed proposed changes to the existing non - represented grid that includes evening out the percentages between the steps and increasing the number of steps from five to seven. He explained the advantages of the seven -step grid. He explained his work with Springsted and the progress being made. Committee members agreed that is a great improvement. Personnel Position Consideration — Planning & Zoning - Proposal to Convert Vacant Zoning Specialist Position to Zoning Technician - Request to Reconsider Real Property Lister Assistant from Part -time to Full -time - Fodroczi explained because of budget reduction, the request to increase the Real Property Lister Assistant from 75% to 100% time was denied. One Zoning Specialist position is now vacant. He _proposed changing that position to a Zoning Technician, one pay grade lower, creating a cost savings that will cover the costs for increasing the Real Property Lister Assistant position to full time. This should be a break even. The Zoning position has been vacant for some time resulting in more cost saving this year. Motion by Caflisch, 2 nd by Standafer to approve converting the Zoning Specialist Position to Zoning Technician and increasing the Real Property Lister Assistant position to full time. Motion carried. Emergency Management/Communications Committee Request — Use of Unspent Borrowing Funds for Capital Outlay Grant Match - John Borup reported for the Emergency Management/Communications Committee which met on November 7. In order to act as the fiscal agent for the funding of radios through the current OJA Interoperability Grant Emergency Management is requesting funding from the unspent State Borrowing Funds. This request was approved by Emergency Management Committee on November 7. The grant from OJA would provide 75% of the funding. The deadline for applying for this grant on behalf of the county and municipalities is November 17, 2006. Total request for funding would be $93,500, $70,125 would be reimbursed by OJA with 25 %, $2,375, reimbursed by municipalities, leaving a net balance to the County for a maximum cost of $21,000. Three county departments and two municipal fire departments are included in this grant. Pietrick explained that we had borrowed in 2006 for a number of capital outlay projects and costs for those projects are coming in under budget leaving unused borrowed state trust fund loans of $25,000. In order to use State trust fund loans to pay for another capital outlay project, Finance Committee must authorize utilizing those funds. Standafer questioned using unspent money to pay down the loan rather than spending it. Pietrick listed options for getting the 25% match as 1) using the contingency fund, 2) utilizing the State Trust Fund borrowing, 3) put it in the 2007 borrowing, or 4) using the general fund. Motion by Malick to recommend to County Board that $21,000 be added to the 2007 borrowing pool for the purpose of the grant, if awarded. Motion 2 °a by Wentz and carried unanimously. Krueger requested that the County begin looking for options on lower cost health insurance. ADJOURN: The meeting adjourned at 11:47 am Esther Wentz, Secretary Minutes Recorded by Judy Olson