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HomeMy WebLinkAboutFinance 02-09-06 T 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 February 9, 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: March 9, 2006 8:30 A.M. ACTION ON PREVIOUS MINUTES: January 12, 2006 UNFINISHED BUSINESS: NEW BUSINESS: L Review of Vouchers 2. Closed Session pursuant to Wis. Stat. Sec. 19.85(1)(g) conferring with legal counsel for the County who is rendering advice concerning strategy to be adopted by the County with respect to probable litigation. Reconvene into Open Session 3. Treasurer Report a. January Bank Reconciliation 4. County Clerk Report a. Election and Statewide Voter Registration Update b. ADA Voting Equipment Update 5. Building Services Report 6. Finance Director Report a. Financial Reports b. Budget Review of Prospective Wage Settlements 7. Administrative Coordinator Report a. Review of Land Inventory b. Contract Award for Optical Imaging Services Agreement 8. Closed session per WI Stat. 19.85 (1)(c) for the performance of an employee; reconvening into open session to complete agenda items. Positions to be reviewed: a. Maintenance Director b. Information Services Director c. Corporation Counsel d. Administrative Coordinator 9. Resolution promoting Impact Fee for School Districts 10. Fiscal Agent Status for Stillwater Crossing Mitigation Project ** 11. Discussion of Human Resource Director Options ** CORRESPONDENCE: 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 10:24 AM 2/6/2006 UNOFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting February 9, 2006 Meeting called to order by Chair Swenson at 8:30 a.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer and Ralph Swenson. Stan Krueger was absent and excused. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and County Clerk Cindy Campbell. Media: Judy Wiff. Motion by Wentz, 2nd by Standafer to adopt the agenda. Carried unanimously. The date of the next meeting is March 9, 2006 at 8:30 a.m. Motion by Malick, 2 by Standafer to approve the January 12, 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. Closed Session pursuant to Wis. Stat. Sec. 19.85(1)(g) conferring with legal counsel for the County who is rendering advice concerning strategy to be adopted by the County with respect to probable litigation. Motion by Malick, 2 „ d by Wentz to move into closed session. Roll Call Vote: All aye. Others present in closed session: Attorney Stuart Krueger, Corporation Counsel Greg Timmerman, Chuck Whiting, Michelle Pietrick and Cindy Campbell. Carried unanimously (8:35 a.m.) Reconvene into Open Session. Motion by Standafer, 2nd by Wentz to return to open session. Carried unanimously (9:08 a.m.) 3. Treasurer's Report. a. January Reconciliation Report. Review of the January 2006 reconciliation report as submitted by County Treasurer Cheryl Slind. No questions or discussion. 4. County Clerk Report. a. Election and Statewide Voter Registration Update. County Clerk Cindy Campbell indicated members of the Statewide Voter Registration Team are in the area assisting the County and municipalities in the clean up of voter registrations, address ranges and other program assistance. The goal is to get poll lists printed for those municipalities with a Primary Election. The SVRS program continues to have problems such as system speed, inability to merge address ranges, the format and inability to print poll lists. Campbell indicated it was necessary to obtain maps from the Planning and Zoning office showing wards and school district boundaries for municipalities relying on the County for voter registration data input. Charges for these maps were not budgeted and Campbell indicated she will likely need twelve more maps for the remaining Relier municipalities. The committee agreed to address this later in the year when budgets are reviewed. Swenson suggested Campbell draft a resolution asking for some relief from the State for the March County Board meeting. This matter will be addressed at the March Finance Committee meeting. b. ADA Voting Equipment Update. Campbell indicated HAVA requires ADA voting equipment in each polling place by the September 2006 Primary Election. Grant t Finance Committee February 9, 2006 Page 2 of 3 applications and handicap accessible information were sent to municipalities. Campbell is gathering information from the local municipalities regarding coordinating a purchase of the ADA voting equipment. Campbell stated all of the responses so far have requested the County's involvement to coordinate this purchase. Campbell discussed this with Dana Baker and will request Baker's assistance in coordinating this purchase. 5. Building Services Report. No report. 6. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of December 2005 was $24,312,659.78. 2005 Contingency Fund balance is $220,864.85. Pietrick indicated the Contingency Fund balance will lapse at yearend. 2005 Sales Tax received in January 2006 for November 2005 sales are $432,520.67. Discussion regarding payments received from the State and sales tax issues. Revenue and Expenditure Summary Reports were reviewed. Pietrick highlighted some department expenditures. b. Budget Review of Prospective Wage Settlements. Pietrick distributed budgetary impact by fund and department on estimated actual and budget impacts relating to wage settlements. Pietrick calculated an approximate $23,000 impact. This does not include the LAW union. Health and Human Service estimates were reviewed. Pietrick suggested reporting this to departments and possibly review options. Discussion regarding tightening up on line items transfers and operating line items transfers not spent that were transferred to purchase capital items. Swenson suggested two things: 1) without Finance Committee or County Board approval a departmental expenditure cannot cross years; 2) without Finance Committee or County Board approval, transfers from operating to capital or capital to operating cannot be made. Swenson added we need to determine if the first two work before anything is attempted to control transferring within operating. Malick suggested the County adopt a policy prohibiting transfers between capital to operating and operating to capital with only approval of the parent committees. The committee concurred and asked Pietrick to work with Corporation Counsel in preparing a resolution for the March Finance Committee meeting and to bring this forward to the County Board in March. 7. Administrative Coordinator Report. a. Review of Land Inventory. Whiting stated he is not ready to report on this today and will attempt to have it ready for the March meeting. b. Contract Award for Optical Imaging Services Agreement. Whiting stated he is not ready for action on the Optical Imaging Services Agreement today and will not to commit to have it ready for March. 8. Closed session per WI Stat. 19.85 (1)(c) for the performance of an employee; reconvening into open session to complete agenda items. Positions to be reviewed: a. Maintenance Director b. Information Services Director Finance Committee February 9, 2006 Page 3 of 3 C. Corporation Counsel d. Administrative Coordinator Motion by Standafer, 2nd by Wentz to move into closed session. Roll Call Vote: all aye. Carried unanimously. 12:15 p.m. Standafer left the meeting at 1:22 p.m. Motion by Malick, 2 by Wentz the reconvene into open session. Carried unanimously (1:47 P.M.). 9. Resolution Promoting Impact Fee for School Districts. Malick stated he received a note from Supr. Linda Luckey that promoting school districts to use impact fees was endorsed by the Hudson Area Intergovernmental Advisory Council and asked it be referred to a committee. Motion by Malick, 2 " by Wentz to recommend to the County Board that this resolution be forwarded for approval with the addition of the County's name and some minor editing. Discussion regarding the positives of growth for new and existing residents and benefits from high quality education and a high tax burden. Malick recommended a rigorous analysis. Dave Fodroczi clarified an impact fee is about increments. School districts would have to calculate what budgeting would be necessary which is directly in response to the additional households coming to the school districts for the additional demands for services. Increments would be specific to project development and service requirements. Bill Berndt was present and expressed the view of the housing industry. Motion carried. Standafer voted no. Malick requested Timmerman improve the resolution for review at the March 9 th Finance Committee meeting. 10. Fiscal Agent Status for Stillwater Crossing Mitigation Project. Malick stated he received a call from the regional DNR office in Eau Claire requesting the County act as a fiscal agent for the DNR. The Wisconsin DNR is not able to do it under federal and state law. Whiting stated if the County serves as the fiscal agent it makes no decisions. It only receives and disburses funds. Audit requirement questions were reviewed and interest earnings were discussed. It was noted that the final version of the MOU is not available yet. Timmerman confirmed the Wisconsin DNR would control when funds would be disbursed. Pietrick stated she will set up a separate agency fund which would not be part of the budget process. Motion by Malick, 2 by Wentz to get an agreement firmed up with final approval at that time. Carried unanimously. 11. Discussion of Human Resource Director Options. Swenson stated after conferring with Standafer it was appropriate to place this on the agenda. Whiting distributed a draft of options regarding the Human Resource Director position. Standafer stated this is an opportunity to review the options concerning the Human Resource Department Head vacancy. Discussion regarding reviewing the options with the Administration Committee and the functions in the Human Resource Department and committee structure. Discussion regarding in -house legal services vs. outside legal services and health insurance consultation services. No action. Meeting adjourned at 1:48 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary Note — item #8, Closed Session for performance review, was the last matter taken up by the Finance Committee.