Loading...
HomeMy WebLinkAboutFinance 03-09-06 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 March 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: April 13, 2006 8:30 A.M. ACTION ON PREVIOUS MINUTES: February 9, 2006 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. February Bank Reconciliation 3. County Clerk Report a. Election and Statewide Voter Registration Update b. ADA Voting Equipment Update c. Resolution re: County Calling for State Audit Review of Voter Registration System 4. Information Technology COOP -COG Plan Update 5. Corporation Counsel Report a. Resolution re: Promoting Impact Fee for School Districts 6. Finance Director Report a. Financial Reports b. Budget Review of Prospective Wage Settlements c. Request to Exceed Hotel Rate d. COOP -COG Plan Update e. Policy re: Requirements for Inter -Fund Transfers 7. Administrative Coordinator Report a. Review of Land Inventory b. Contract Award for Optical Imaging Services Agreement c. Department and Risk Management COOP -COG Plan Updates 8. Calumet County Resolution on Legislature 9. Inter- county Workforce Development Consortium Agreement 10. Consideration of Eau Claire County Resolution on Tax Freeze 11. Review of Personnel Committee Reorganization Options 12. 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 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 8:21 AM 3/6/2006 UNOFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting March 9, 2006 Meeting called to order by Vice Chair Krueger at 8:34 a.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer and Stan Krueger. Ralph Swenson was absent and excused. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and County Clerk Cindy Campbell. Media: Judy Wiff. Krueger indicated 7.b will not be acted on today. Motion by Malick, 2nd by Wentz to adopt the agenda. Carried unanimously. The date of the next meeting is April 13, 2006 at 8:30 a.m. Motion by Standafer, 2 by Wentz to approve the February 9, 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. Treasurer's Report. a. February Reconciliation Report. Downloading issues with Wells Fargo prevented Slind from preparing the January reconciliation report. 3. 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. b. ADA Voting Equipment Update. Campbell indicated HAVA requires ADA voting equipment in each polling place by the September 2006 Primary Election. Grant 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. C. Resolution re: County Calling for State Audit Review of Voter Registration System. Action on this resolution will occur at a special Finance Committee meeting prior to the March County Board meeting. 4. Information Technology COOP -COG Plan Update. IT Director Tom Boron presented Information Technology's COOP -COG plan. He revised the contact staff information and contacts of software vendors. The plan and software licenses are stored offsite. He will replace Jack Colvard's name with Chuck Whiting's. Motion by Malick, 2nd by Wentz to approve. Carried unanimously. 5. Corporation Counsel Report. a. Resolution re: Promoting Impact Fee for School Districts. Timmerman stated the Hudson Area Intergovernmental Advisory Council would like to allow impact fees for school districts. Timmerman indicated the resolution he has needs revising. Discussion regarding adopting the resolution subject to appropriate edits by Corporation Counsel and authorize the County Clerk to Finance Committee March 9, 2006 Page 2 of 4 forward to the County Board and to place this matter on the March 21" County Board agenda and March 21" Finance Committee agenda. Standafer disagrees with the conclusion and is not in favor of this. Motion by Malick, 2 nd by Wentz to adopt subject to edits by Corporation Counsel and to be sent out by the County Clerk to the County Board; and that it be placed on the agenda for the March 21 St Finance Committee meeting and submit it to the County Board on March 21. Carried. Standafer voted no. 6. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of January 2006 is not complete because of software issues with Wells Fargo. Investments were reviewed. 2006 Contingency Fund balance is $250,000. 2005 Sales Tax received in February 2006 for December 2005 sales are $324,541.30. Final 2005 Sales Tax $5,788,223.53. Sales tax receipts over the budget includes back pay received from the State totaling $737,393.53. Expenditure Summary Report reviewed. Revenue report was not available. Nursing Home and Health and Human Services Operations Report reviewed. b. Budget Review of Prospective Wage Settlements. The committee reviewed the proposed wage settlement impact report. The report reflects $44,634 more than budgeted which does not include Nursing Home. Pietrick indicated the Highway line includes only the County's share and does not include the amount of recovery. C. Request to Exceed Hotel Rate. Pietrick requested the committee approve hotel rate of $72.00 per night rather then $62.00 for a Finance Department staff member. Motion by Malick, 2 nd by Standafer to approve. Carried unanimously. d. COOP -COG Plan Update. Pietrick stated the Finance Department's revised COOP - COG plan was distributed via email to committee members prior to the meeting. Motion by Malick, 2 nd by Wentz to approve the plan with the provision that Jack Colvard's name be replaced with Chuck Whiting's name. Carried unanimously. e. Policy re: Requirements for Inter -Fund Transfers. Pietrick presented a draft of the Line Item Budget Transfer Policy. Pietrick stated this is a policy stating Department Heads can manage their department budget in conjunction with their contact committee. Any line item transfers under $2,000 may be done by action of the contact committee and any transfers which exceed $2,000 must have approval of the Finance Committee. Discussion regarding capital purchases and dollar amounts. Malick suggested this be tabled to next month to address Ralph Swenson's question and suggested Pietrick fine tune the policy and bring it back next month. 7. Administrative Coordinator Report. a. Review of Land Inventory. Whiting stated the appraisal of the Government Center property was completed by Jeff White of Valuation Specialists. White was present and recapped his appraisal. White stated the valuation was done on approximately 50 acres on the property around the Government Center. He indicated the County could sell the excess land for $6.6 million. White explained there are approximately 27 acres zoned residential and 23 acres zoned commercial and recommends selling commercial property to a commercial developer and residential property to a residential developer. He also recommended the property be surveyed and rezoned before selling. • Finance Committee March 9, 2006 Page 3 of 4 Discussion regarding going through the rezoning stages, defining the boundaries and working with the city. Whiting reminded committee members there is a plan for a plan in process. It was recommended that White present this to the County Board. Bye Barsness, Jim O'Connell and Linda Donaldson were present for the presentation and discussion on behalf of the Hudson Area Joint Library. O'Connell thanked the County for its efforts and requested bids include a reservation for public use. He added this is an ideal location relative to the schools. Discussion regarding the Joint Library Board open to a co- location or adjoining location with the Fire / EMS facility. Whiting indicated the bulk of the county -owned property has been identified with most of the property inventory falling under the Land and Water Conservation Department and Highway Department. He has asked departments to look at the properties and categorize them into current usage or no current use. Discussion regarding liability on the small parcels the county owns and disposing of the small parcels with first determining if they are tax deed parcels. Malick suggested bringing in a staff person to work on this, making it a high priority and figure out how to pay for this staff person. Motion by Malick, 2 nd by Standafer that the Finance Committee prepare and issue a request for proposal for a professional independent contractor who would take responsibility for making this move forward with the respective Department Heads and respective contact committees and the funding for paying the services would be from capital project fund. Timmerman suggested a title search be done on some of the questionable parcels. Malick suggested that a draft of a Request for Proposal be presented at the next Finance Committee meeting and action next month to send out. Timmerman asked for 60 days because the next 30 days will be busy with possible reorganization. Malick recognized the County does not have resources in- house. Carried unanimously. b. Contract Award for Optical Imaging Services Agreement. Removed from agenda — no action. C. Department and Risk Management COOP -COG Plan Updates. Kristen Ziliak stated contacts were updated, details regarding storing were added and changes in communication with the board to Chair and Vice Chair. Motion by Malick, 2nd by Wentz to approve of both plans. Carried unanimously. 8. Calumet County Resolution on Legislature. Malick distributed the Calumet resolution which provides a request that state legislators return to part-time status. WCA responded and stated this type of resolution is making our legislators unhappy. Malick suggested no action on this but hold it. 9. Inter - county Workforce Development Consortium Agreement. Malick updated the committee that the former Private Industry Council was replaced in 1984 with the Consortium in which federal money for training and retraining of employees is passed through the states to regions to help under employed and unemployed people to get training for suitable jobs. County Board chairs are members of the consortium and make appointments to a governing body. Counties have always been responsible for any misuse of the approximately $3 million annual budget for our multi- county region. It has just been made explicit in the operating agreement that all of the retained assets (around 1.1 million) will be available to indemnify the counties for such misuse or abuse of the funds. Malick stated this was passed by the County Board in 1984 so there is no need to do it again. Out of the Federal money is taken enough money to pay for an annual outside audit. There has not yet been an abuse or misuse of funds. • Finance Committee March 9, 2006 Page 4 of 4 10. Consideration of Eau Claire County Resolution on Tax Freeze. A draft of the Eau Claire County resolution requesting the state legislature to oppose the Wisconsin Taxpayer Protection Amendment was distributed. Motion by Standafer, 2nd by Malick to approve the resolution with the exception of the fourth paragraph regarding the State of Colorado which should be removed. Carried unanimously. 11. Review of Personnel Committee Reorganization Options. Whiting distributed portions of the Personnel and Administration Committee actions regarding Personnel Committee reorganization options. Standafer indicated the Personnel Committee reviewed the staffing needs for Human Resources. He indicated the Personnel Committee found it appropriate to reorganize the Administration Suite and identified the need for additional staffing work rather then staff a Department Head position. Standafer stated the conclusion was if there were appropriate ways to conduct the work in the Administration Suite, with realignment of duties resulting in more efficiencies, and if the Department Head position is not re- staffed and the Department Head previously the only Department Head reporting to the Personnel Committee then the Personnel Committee itself would probably no longer have a function as a functioning monthly committee meeting. Bargaining for union contracts would be accomplished by having a specific committee appointed with the sole purpose of union bargaining. Standafer added this was passed unanimously by the Personnel Committee with one committee member missing. Discussion regarding negotiating ad hoc committee structure. Discussion regarding getting answers on employment matters relating to retirement, health insurance, accounting issues. Malick asked if this restructure would save the County money. Two things with financial implications are eliminating the Human Resource Director position and creating the Compensation Classification Specialist, legal work will be sent to the Corporation Counsel and the elimination of a committee. Motion by Malick, 2nd by Standafer that the Personnel Committee as it stands will be dissolved with the appropriate responsibilities directed to the Finance Committee with a specific ad hoc committee for negotiations and other purposes to be appointed by the chair and vice -chair and consisting of at least three supervisors with no more than one Finance Committee member and sun - setting when tasks of the ad hoc Committee are complete. Carried unanimously. Timmerman and Whiting will prepare summary in memo form and send to the County Board with a resolution. Malick thanked the Personnel Committee Chair Standafer for his work. 12. 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 Motion by Malick, 2nd by Wentz. to move into closed session. Roll Call Vote: all aye. Carried unanimously. 12:28 p.m. Motion by Wentz, 2„d by Malick the reconvene into open session. Carried unanimously (12:55 p.m.). Meeting adjourned at 12:55 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary