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HomeMy WebLinkAboutFinance 01-12-06 c ST. CROIX COUNTY NOTICE, OF COMMITTEE MEETING AND AGENDA TO: Chairman Buck Malick St. Croix County Board FROM: Ralph Swenson, Chair COMMITTEE TITLE: Finance DATE AND TIME: Thursday January 12, 2006 -- 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: February 9, 2006 8:30 A.M. ACTION ON PREVIOUS MINUTES: December 7, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. December Bank Reconciliation b. Discussion of Ag Use Penalties working with Assessors 3. County Clerk Report a. Election and Statewide Voter Registration Update b. Eliminating DNR sales in the County Clerk's office 4. Building Services Report a. Gas costs b. Bradley Water System in the Jail c. Test on Chillers d. Rising Costs on Chiller Repair e. City of Hudson's Request for Walkway Maintenance 5. Finance Director Report a. Financial Reports b. Sales Tax Reconciliation c. Management Systems Specialist Review of 2005 Program d. Investments Analysis — Bob Moore 6. Administrative Coordinator Report a. Impact Fee Conceptual Review — Nick Dragasich, Springsted 10:00 a.m. b. Review of Land Inventory c. Review of Resolution re: New Richmond Road Design 7. Approval of 2006 Mileage Reimbursement Rate 8. Outdoor Recreation Plan — Financial Policies re: Revenues Generated 9. Review of Personnel Committee Authorization of Funds for Further Springsted Work 10. Emergency Communications/Management Committee request for Addendum to Interoperability Grant - 10:30 a.m. 11. 2005 Budget Line Item Transfer — Sheriff's Department ** CORRESPONDENCE: Letter re: City of Hudson Water Tower Charge ADJOURNMENT (Agenda not necessarily presented in this order) COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments * *ADDITIONS /CHANGES/CORRECTIONS 1:04 PM 1/10/2006 c ST. CROIX COUNTY NOTICE, OF COMMITTEE MEETING AND AGENDA TO: Chairman Buck Malick St. Croix County Board FROM: Ralph Swenson, Chair COMMITTEE TITLE: Finance DATE AND TIME: Thursday January 12, 2006 -- 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: February 9, 2006 8:30 A.M. ACTION ON PREVIOUS MINUTES: December 7, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. December Bank Reconciliation b. Discussion of Ag Use Penalties working with Assessors 3. County Clerk Report a. Election and Statewide Voter Registration Update b. Eliminating DNR sales in the County Clerk's office 4. Building Services Report a. Gas costs b. Bradley Water System in the Jail c. Test on Chillers d. Rising Costs on Chiller Repair e. City of Hudson's Request for Walkway Maintenance 5. Finance Director Report a. Financial Reports b. Sales Tax Reconciliation c. Management Systems Specialist Review of 2005 Program d. Investments Analysis — Bob Moore 6. Administrative Coordinator Report a. Impact Fee Conceptual Review — Nick Dragasich, Springsted 10:00 a.m. b. Review of Land Inventory c. Review of Resolution re: New Richmond Road Design 7. Approval of 2006 Mileage Reimbursement Rate 8. Outdoor Recreation Plan — Financial Policies re: Revenues Generated 9. Review of Personnel Committee Authorization of Funds for Further Springsted Work 10. Emergency Communications/Management Committee request for Addendum to Interoperability Grant - 10:30 a.m. 11. 2005 Budget Line Item Transfer — Sheriff's Department ** CORRESPONDENCE: Letter re: City of Hudson Water Tower Charge ADJOURNMENT (Agenda not necessarily presented in this order) COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments * *ADDITIONS /CHANGES/CORRECTIONS 1:04 PM 1/10/2006 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING AND AGENDA TO: Chairman Buck Malick„ St. Croix County Board FROM: Ralph Swenson, Chair COMMITTEE TITLE: Finance DATE AND TIME: Thursday January 12, 2006 -- 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: February 9, 2006 8:30 A.M. ACTION ON PREVIOUS MINUTES: December 7, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. December Bank Reconciliation b. Discussion of Ag Use Penalties working with Assessors 3. County Clerk Report a. Election and Statewide Voter Registration Update b. Eliminating DNR sales in the County Clerk's office 4. Building Services Report a. Gas costs b. Bradley Water System in the Jail c. Test on Chillers d. Rising Costs on Chiller Repair e. City of Hudson's Request for Walkway Maintenance 5. Finance Director Report a. Financial Reports b. Sales Tax Reconciliation c. Management Systems Specialist Review of 2005 Program d. Investments Analysis — Bob Moore 6. Administrative Coordinator Report a. Impact Fee Conceptual Review —Nick Dragasich, Springsted 10:00 a.m. b. Review of Land Inventory c. Review of Resolution re: New Richmond Road Design 7. Approval of 2006 Mileage Reimbursement Rate 8. Outdoor Recreation Plan — Financial Policies re: Revenues Generated 9. Review of Personnel Committee Authorization of Funds for Further Springsted Work 10. Emergency Communications/Management Committee request for Addendum to Interoperability Grant - 10:30 a.m. CORRESPONDENCE: Letter re: City of Hudson Water Tower Charge ADJOURNMENT (Agenda not necessarily presented in this order) COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments * *ADDITIONS /CHANGE S /CORRECTIONS 8:52 AM 1/6/2006 UNOFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting January 12, 2006 Meeting called to order by Vice Chair Krueger at 8:30 a.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer, and Stan Krueger. Absent and excused: Ralph Swenson. Staff present: Administrative Coordinator Chuck Whiting, n Director i g, Finance D ec or M chelle Pietnck, and County Clerk Cindy Campbell. Media: Judy Wiff. Motion by Malick, 2nd by Wentz to adopt the agenda. Carried unanimously. The date of the next meeting is February 9, 2006 at 8:30 a.m. Motion by Malick, 2 by Standafer to approve the December 7, 2005 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. Treasurer's Report. a. December Reconciliation Report. Review of the November 2005 reconciliation report as submitted by County Treasurer Cheryl Slind. No questions or discussion. b. Discussion of Ag Use Penalties working with Assessors. Slind explained she met with the Planning and Zoning Committee in December regarding Ag Use penalties. Slind plans to contact municipalities in late March with 2005 information letting them know this is possibly a conversion process. Discussion regarding giving the assessor an incentive to follow through with Ag Use penalties. Standafer hesitates with the incentive on the basis of principal, because it's part of their job. Motion by Malick, 2 by Krueger the County would offer to local units of government, where the County would waive five percent of its Ag Use Penalty if the local unit of government will too and if their assessor will deliver the results of the Board of Review within one month of the Board of Review. Motion passes 3 — 1 ( Standafer voted no). Slind stated she traveled to Madison regarding AB 129 /SB 117 concerning three -day grace period to allow real estate tax payments. Discussion. 3. County Clerk Report. a. Election and Statewide Voter Registration Update. County Clerk Cindy Campbell provided an update regarding the Spring Primary and Spring Election. Campbell stated there is a County Board Supervisor primary in District 24 which affects the Village of North Hudson only and a primary for school board race in the New Richmond School District. The only statewide race on the ballot for the April election is Justice of Supreme Court, candidate Patrick Crooks and one countywide race for Circuit Court Judge, Branch III, one candidate, Scott Needham. Campbell added out of the thirty -one supervisor seats, there are five challenged races and four districts in which no candidates have registered. Finance Committee January 12, 2006 Page 2of6 Campbell reported the County's voter registration relier municipalities in the New Richmond School District have been moved to the top of the priority list in getting setting up in the Voter Registration system. Those municipalities relying on the County in the New Richmond School District include Town of Cylon, Town of Erin Prairie, Town of Richmond, Town of Somerset, Town of Stanton and Town of Star Prairie. Campbell stated clean -up continues with address ranges and district combos in the SVRS system. Last month the Finance Committee asked that I check with Corporation Counsel regarding revising the agreements with the relier municipalities because of the additional clean -up and time it is taking the County Clerk's office to get this SVRS working. Corporation Counsel Timmerman's advice was to honor the agreements and fee schedules as they are in place now. b. Eliminating DNR sales in the County Clerk's Office. Campbell indicated she is requesting committee support to eliminate DNR sales in the County Clerk's office. In 2004 the County Clerk's office sold 1,076 licenses which amounted to $428.50 in revenue for the County, the state's share was $12,778.50. In 2005, with sales as of December 7, 2005, the County sold 812 licenses and received $334.00 in revenue, the state received $8,310.00. Campbell explained the time it takes to issue licenses, to keep up with the DNR rules and regulations, deadlines and maintain the equipment could be better spent in her office. One consideration is to begin issuing renewal tabs for license plates which goes along with title transfers and temporary plates. Motion by Malick, 2 nd by Standafer to approve eliminating DNR sales in the County Clerk's office. Carried unanimously. 4. Building Services Report. a. Gas Costs. Robole explained in 2005 he budgeted at $.83 per therm, and was averaging $33 per therm coming into the Fall. The hurricanes caused the market to shoot up to $1.20 per therm. Coupled with colder weather, the monthly costs doubled resulting in a shortfall of $37,000 for 2005. Unspent monies in the 2005 budget might be able to cover the shortfall. Robole indicated his 2006 budget was based on 1.21 cents per therm. b. Bradley Water System in the Jail. Robole reported parts are no longer made for some of the water system in the jail. The jail staff needs the ability to turn the equipment off and on. Accurate Controls were contacted to give a quote which came in at $134,000. Robole indicated during the budget process he worked with Bradley to find a cheaper more direct retrofit. The new product was installed in cell number eight in early September and has been working without incident. The retrofit will be incorporated into the Jail's touch screen control system. Costs are substantially lower at $67,100. Robole stated costs are in the Capital Outlay Plan with the possibility of borrowing the funds for this replacement. C. Test on Chillers. Robole stated it appears the County is running into the same situation with the chiller system tubes. The last test revealed a 30% loss in thickness in the tubes. d. Rising Costs on Chiller Repair. Robole reported the cost for maintaining the chillers and related equipment has increased the last couple of years. Maintenance costs in 2005 Finance Committee January 12, 2006 Page 3 of 6 were approximately $8,000. Building Services has money in its 2006 budget for engineering services to begin the process of planning for replacement. Robole is working with Wentz and Associates concerning chiller issues. e. City of Hudson's Request for Walkway Maintenance. Robole indicated the City of Hudson has requested the County maintain the walkway along Carmichael Road from County Road UU to the property line north of the Government Center. Robole explained when the City plows the road it covers the walkway. Robole indicated according to the City, its ordinance states the County is responsible to keep it clear. Krueger asked Robole to see if the City could change the direction it plows. Robole highlighted other 2005 activities including the purchase and installation of air conditioning by his staff in the St. Croix Industries workshop; the assembly and installation of a boiler and all the controls and piping by his staff at the St. Croix Industries rental property; and the update to an HCFC refrigerant, replacement and update of fault components of the walk -in coolers and freezer unit at the Nursing Home. 5. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of November 2005 was $18,564,370.85. 2005 Contingency Fund balance is $220,864.85. 2005 Sales Tax received in December 2005 for October 2005 sales are $772,577.49 which includes $361,643.04 in pay back from the state. Revenue and Expenditure Summary Reports were reviewed. b. Sales Tax Reconciliation. Discussion regarding Sales Tax Reconciliation County Detail Report. Pietrick highlighted the Motor Vehicles Sales Errors column. Pietrick provides a Sales Tax Reconciliation (per the Department of Revenue) and an Estimated Lost Interest on Sale Tax which totaled $17,252.57. Whiting suggested we ask for that formally through the County Board. Motion by Standafer, 2" by Wentz to bring a resolution to the County Board to call for the State to pay St. Croix County lost interest. Carried unanimously. C. Management Systems Specialist Review of 2005 Program. Dana Baker provided a 2005 yearend review of Procurement and the Human Resource audit. Baker presented an office supply update through the use of Office Depot and noted 2005 expenses with Corporate Express. Office supplies from June — December total $70,745 with 87% ordered through Office Depot and 13% ordered through Corporate Express. Total 2004 office supply expenditures were $88,159. Baker highlighted total procurement savings totaling $156,651.92. Baker also noted her work on a document storage solution, Enterprise Software user needs assessment and explained she is working on placing Requests for Bids on the County's website. Baker highlighted the 2005 Human Resource data audit. She explained she audited Sage in relation to Human Resource data. Three audits were completed and detailed. Other Human Resource initiatives include salary advancement utility and a workflow chart for the Finance and Human Resource Departments. 2006 initiatives highlighted including implementing the workflow with updated documentation handouts; audits and cleanup; position title and positions; Finance Committee January 12, 2006 Page 4 of 6 implement the salary advancement utility after data cleanup; further implementation of pre and post data entry processes. Whiting stated having Baker has been a good choice and that she has identified issues that needed attention. d. Investments Analysis — Bob Moore. Moore provided quarter ending December 2005 report and a report from the FDTR Index. Moore highlighted the federal trends in the interest rate cycle and reviewed the two year treasury yield. Moore stated the average yield for this period is a 3.76 with the average coupon at 3.7. Moore highlighted 2005 events and strategies. Total rate of return basis by Merrill Lynch was 1.23; St. Croix County's rate of return was 1.84. He added this is a good performance on total rate of return. Moore ended by stating to expect the economy to be slow in 2006 and at some point the feds may reverse policy course. 6. Administrative Coordinator Report. a. Impact Fee Conceptual Review — Nick Dragisich, Springsted 10:00 a.m. Dragisich gave a PowerPoint presentation highlighting the Cost of Growth. Dragisich indicated voluntary cash proffers (impact fees) are based on a combination of: capital improvement plan methodology, cost to build methodology, and existing level of service standards (typically used for park and recreation facilities and library facilities). The capital cost impacts transportation, administration, parks and recreation, libraries, schools, fire and rescue, and sheriff. Dragisich's presentation includes cost of growth examples. Discussion regarding levering Wisconsin County Association's resources for assistance in this area and steps for Wisconsin county's to do what is legal under Wisconsin law. Malick would like to see the WCA Board of Directors develop a paradigm we and other counties can use to create a list of needs. Malick will report back. b. Review of Land Inventory. Whiting stated he has not completed categorizing property inventory. He will report back either in February or March and go to the County Board with the results. An Eau Claire appraiser has been selected to appraise the Government Center property. C. Review of Resolution re: New Richmond Road Design. Whiting indicated the Finance Committee asked the New Richmond road design be reviewed by the County Planning Department. In attendance were Dave Fodroczi, Bob Barbian of the City of New Richmond and Glen Van Wormer of Short, Elliott, and Hendrickson. Malick suggested this matter get reported to the County Board in January. Malick pointed out concerns regarding added time of a trip to parts of Star Prairie to get to the New Richmond Hospital as a result of the jug handle plan. Van Wormer stated they reviewed emergency services going both ways and the jug handle with the bridge would provide better service to the north because there is no stoppage. The current plan would require going through two intersections. Barbian stated he reviewed this with the emergency services director and there seemed to be recognition that this was a good layout and plan. Barbian added they are getting close on term with the State of Wisconsin on a Memorandum of Understanding. Discussion regarding Ramberg and Fodroczi presenting this to Finance Committee January 12, 2006 Page 5 of 6 the County Board with Barbian and Van Wormer on hand. Whiting stated details on costs would still need to be worked out. 7. Approval of 2006 Mileage Reimbursement Rate. 44.5. Motion by Wentz, 2 nd by Standafer to adopt mileage rate of $.445 per mile effective January 1, 2006 to be consistent with the IRS. Carried unanimously. Malick excused from the meeting at 11:10 a.m. 8. Outdoor Recreation Plan — Financial Policies re: Revenues Generated. Ellen Denzer and Bob Heise were present. Pietrick indicated Malick had sent a series of questions regarding the Outdoor Recreation Plan specifically related to sections of the plan that talk about setting aside money in separate funds. The intent it not to create a slush fund but it is designed to create a new account within the Park's fund which is a non - lapsing fund. Pietrick indicated the Parks Fund is a separate general fund. Any fund balances that exist from 2004 were applied to the 2006 budget. Pietrick explained it should not be referred to as non - lapsing in the sense that it's just a separate fund and any fund balance is specifically applied. The reason it's written this way is to get full disclosure of what is going on in the Outdoor Recreation Plan. Discussion regarding tax deed land being reviewed by the Parks Department for a recommendation for parks or recreation. 9. Review of Personnel Committee Authorization of Funds for Further Springsted Work. Standafer reported the Personnel Committee authorized by motion the engagement of Springsted for the completion of the position analysis and scattergram. Springsted's response to the County was a cost impact not to exceed $10,000. The Personnel Committee authorized the expenditure of $10,000 with funds to be found in the existing budget under the professional services area. If necessary, there will be a request at the end of the year for contingency funds. 10. Emergency Communications/Management Committee request for Addendum to Interoperability Grant —10:30 a.m. Supr. Chuck Mehls and Communications Director Gary Kollman were present. Kollman highlighted the history, and local and regional initiatives. Kollman indicated it became apparent that not all eleven counties could afford to participate in all aspects of the grant, which meant the existence of excess funds. Kollman stated this is an opportunity to perhaps fund some of the local initiatives. Part of the local initiatives recommended by the consultant was replacement of the fire base stations with the repeaters. Kollman discussed this with the grant administrator who indicated there was extra money available. There is a total of $70,000 which can be spent, of which St. Croix County would need to provide 25% of that $70,000 in order to do this. Kollman stated the fire base stations need to be replaced with narrowband. Narrowband replacement for all the base stations is part of the Capital Outlay Plan. The County would need to provide $18,100 to get $70,000 worth of equipment. The grant administrator would get $600 for contingency in case of overrun. Motion by Malick, 2 nd by Wentz to go ahead but try to find money within the department budget if possible and put this on the list of 2006 contingency fund requests and keep this in mind when we do the borrowing. Kollman stated as long as the bills are processed by April 30, 2006, work itself does not necessarily need to be done at that time. Carried unanimously. I Finance Committee January 12, 2006 Page 6 of 6 11. 2005 Budget Line Item Transfer — Sheriffs Department. Sheriff Hillstead was present. Whiting stated the Public Protection Committee minutes reflected a transfer in the Sheriff's Department budget. Hillstead stated digital recording equipment was removed from the budget. He added the problem with having this equipment removed is the Wisconsin Supreme Court rules all in- custody juveniles are to be recorded by video or voice. Governor Doyle signed a bill requiring the recording of all felony adult interviews (voice or video). Hillstead stated patrol officers do not have recorders. Hillstead requested Baker research digital recorders which were tested by investigators. Hillstead stated this purchase was necessary. Hillstead reviewed his budget and found he could utilize money within his budget to purchase the equipment. The Public Protection Committee approved to use that money to pay for the digital recorders. Pietrick stated the Finance Committee approves line item transfers between operating and capital. Motion by Wentz, 2nd by Standafer to approve line item transfer to cover the amount of the digital recorders. Hillstead mentioned he was able to reinstate part of the task force grant of which St. Croix County receives $30,000. Carried unanimously. Correspondence: Letter re: City of Hudson Water Tower Charge. Whiting stated he received notice from the City of Hudson requesting the remainder due of $91,819.75 for the Carmichael Road Water Tower Project. This would be the second payment; the first was made in 1993. Discussion regarding carrying this as a liability on the County. Further research will be done. Meeting adjourned at 12:55 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary