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HomeMy WebLinkAboutFinance 04-13-06 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday April 13, 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: May 11, 2006 8:30 A.M. APPROVAL OF MINUTES OF PREVIOUS MEETING: March 9, 2006; March 21, 2006 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. January and February Bank Reconciliations 4. Request from Judges: Requesting Part-time Family Court Commissioner Position Change to a Full -time Position — 9:00 a.m. 5. h 1 f ,-., ti To,.L.,,. 1 egy D o,.n, -f * 6. Corporation Counsel Report a. Fair Grounds Lease 7. Building Maintenance Report a. Status of Jail Spr-inlde Water System Project b. Approval of COOP -COG Update c. Resolution Authorizing the Highway Department to Chip Seal Parking Lot 8. Finance Director Report a. Financial Reports b. Budget Review of Prospective Wage Settlements c. 2007 Budget Schedule ** 9. Risk Manager Report a. Resolution for Reauthorization of Self - Insurance 10. Administrative Coordinator Report a. Review of Land Inventory b. "Plan for a Plan" Next Step (Follow up to Government Center Land Appraisal) c. Administration Suite Reorganization — New Position Authorization and Budget Request d. Schedule of Future Finance Committee Meetings e. County Farm Leases — Approval to Seek Request for Proposals 11. Joint Meeting with Emergency Management/Communications Committee (move to Community Room) 11:00 a.m. a. Borrowing Plan for Radio Consoles, Cellular E911 and Jail Spfink4er Water System Projects b. P25 Ready Grant Obligation — Budget Request 12. Letter from City of Hudson and Hudson Area Joint Library Board re: County Owned Property ** 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. 3:24 PM 4/11/2006 UNOFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting April 13, 2006 Meeting called to order by Vice Chair Krueger at 8:34 a.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer and Stan Krueger. Absent and excused: Ralph Swenson. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and County Clerk Cindy Campbell. Media: Judy Wif£ Motion by Standafer, 2 nd by Wentz to adopt the agenda. Carried unanimously. The date of the next meeting is May 11, 2006 at 8:30 a.m. Motion by Wentz, 2 nd by Standafer to approve the March 9, 2006 and March 21, 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. January and February Reconciliation Report. Krueger stated the January report was the only report available. February will be available in May. No discussion. 3. County Clerk Report. No report. 4. Request from Judges: Requesting Part -time Family Court Commissioner Position Change to a Full -time Position — 9:00 a.m. Present: Judge Lundell, Judge Vlack, Judge Needham. Judge Lundell indicated the agenda item would not be discussed at this time. The issue may be reviewed in the fall during the budget process. The Judges mentioned the need for a digital recording system for the Family Court Commissioner hearing room due to the inability to get court reporters. This item will be placed on the next Finance Committee agenda. Judge Lundell commented about judicial staff vacation time and declared that the County's employee benefit package was too generous. Corporation Counsel Timmerman asked the Judge about the judges' benefit package and Judge Lundell exclaimed why is Mr. Timmerman allowed to speak when he is not a member of the Finance Committee. The Judge indicated that their 2007 budget may include an LTE for office coverage when staff is gone. Also mentioned was a fourth judge for the County, the drug court and video conference usage. 5. Information Technology Report. No report. 6. Corporation Counsel Report. a. Fair Grounds Lease. Corporation Counsel Greg Timmerman reported in 2000 St. Croix County entered into a lease agreement with the St. Croix County Fair Board to lease property in Glenwood City. The lease expired in 2005. The revised lease includes language specific to liability insurance coverage in regard to serving alcohol beverages at a specific event during the fair. Discussion regarding emergency medical services during the fair. Malick suggested the Fair Board and city be reminded they are responsible for appropriate staffing of Finance Committee April 13, 2006 Page 2of5 emergency medical services. Motion by Standafer, 2 nd by Wentz to adopt the lease agreement. Carried 3 to 1 with Malick voting no. 7. Building Maintenance Report. a. Status of Jail Water System Project. Robole reported on the completion of the testing of replacement component parts for the Jail Bradley Water System. He recommended the water control system funds be used for replacement in the Jail. Estimated time and material for this project is $65,264. b. Approval of COOP -COG Update. Robole indicated his COOP -COG plan was reviewed by Risk Manager Kristen Ziliak. Motion to approve by Malick, 2 " by Wentz. Carried unanimously. C. Resolution Authorizing the Highway Department to Chip Seal Parking Lot. Robole stated he is seeking approval authorizing the Highway Department to chip seal the parking lot. Robole budgeted $25,000 with the original bid coming in at $21,000 but with the increase in oil costs the bid has increased to $22,000. Discussion regarding public bidding process. Timmerman stated there is no need for County Board approval and no public bidding is necessary since the Highway Department is the only entity that does this type of work. Discussion regarding requirements necessary for public bidding. Robole reported TR Landscaping in River Falls has been selected for lawn mowing services; Wentz and Associates is completing the study regarding chiller replacement; a used aerial lift was purchased in the amount of $5,250 and is working well. Natural gas costs have fallen to last year's levels. 8. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of February 28, 2006 was $30,360,420.87. Investments were reviewed. 2006 Contingency Fund balance is $250,000. 2006 Sales Tax received in March 2006 for January 2006 sales are $372,035.24. Expenditure and Revenue Summary Reports reviewed. b. Budget Review of Prospective Wage Settlements. Pietrick distributed a revised summary report regarding wage settlements by department. Discussion regarding providing clear indication and expectation to departments in which the likelihood is to come in under budget. Departments likely to overspend should be developing a contingency plan. Motion by Malick, 2 nd by Wentz that Administrative Coordinator Whiting share the estimates with Department Heads and indicate that those who are shown to come in under budget stay, and those shown to come in over get down within budget; those likely to overrun develop and report a specific contraction plan by the end of July if they do not appear to be on track to adapt. Clarification relating to the term budget includes expenditure and revenue budget. Standafer suggested an amendment to change the deadline to the end of June. Malick and Wentz agreed. Vote on amendment carried unanimously. Vote on motion as amended. Carried unanimously. Finance Committee April 13, 2006 Page 3 of 5 C. 2007 Budget Schedule. The proposed budget timeline for 2007 was distributed. The timeline includes the Finance Committee's new role regarding approving position descriptions. August will be the time to review new or modified position descriptions for proposed budgets. Malick suggested review of 2006 budget status be added to September 14 Discussion regarding alerting implications of a budget overrun. 9. Risk Manager Report. a. Resolution for Reauthorization of Self - Insurance. Risk Manager Kristen Ziliak presented resolution required every three years stating St. Croix County will continue the self - insured worker's compensation program that is currently in effect. Motion by Malick, 2 "d by Standafer to approve. Carried unanimously. 10. Administrative Coordinator Report. a. Review of Land Inventory. Whiting distributed a report containing Land and Water Conservations' review of the county -owned land. He added the Highway Department has not had an opportunity to complete the review. Discussion regarding the need to create a disposition plan. Motion by Malick, 2 "d by Standafer to encourage the Land and Water Conservation Committee to come up with a plan for divesting the parcels which they have recommended for divestment in a manner that will be best for the county's interest and inform the Finance Committee what that is so the Finance Committee can join the Land and Water Conservation committee in such a recommendation to the County Board. Carried unanimously. b. "Plan for a Plan" Next Step (Follow up to Government Center Land Appraisal). Whiting distributed portions of the "Plan for a Plan" regarding policy guidelines. Discussion regarding the ongoing dialog with the city and identified public need. Motion by Malick, 2 "d by Standafer to issue a Request for Proposal for a survey of the land to be rezoned commercial. Carried unanimously. C. Administration Suite Reorganization — New Position Authorization and Budget Request. Whiting distributed the costs estimated. The Human Resource Specialist position will be converted to a full time position beginning May 15 and the Compensation Classification Specialist will start June 1 Whiting described the proposed suite office arrangement including putting the Compensation Classification Specialist in the County Board Chair's office and converting the former Human Resource Director's office into a conference room for the suite, which will also serve as the County Board Chair's office. Whiting stated the forecast is approximately $56,500 over budget by the end of the year for the Human Resource budget. Motion by Standafer, 2 " by Wentz to approve of the plan as submitted. Carried. Krueger voted no. d. Schedule of Future Finance Committee Meetings. Whiting suggested the Finance Committee consider future meeting dates. The committee agreed to reschedule the May meeting to May 8 th 1:00 P.M. Finance Committee April 13, 2006 Page 4of5 e. County Farm Leases — Approval to Seek Request for Proposals. Whiting suggested Requests for Proposals be done for the County Farm Leases. Whiting stated he understands the need for lead time for farming. Whiting will work on getting RFP's out for the lease of the outbuildings which expires in May and for the crop land for three years. 11. Joint Meeting with Emergency Management /Communications Committee (move to Community Room) 11 :00 a.m. Present: Daryl Standafer, Stan Krueger, Esther Wentz, Buck Malick, Charlie Grant, Art Jacobson, Chuck Mehls, Chuck Struemke, Pam Engen, Casey Swetlik, Gary Kollman, Doug Briggs, Michelle Pietrick, Chuck Whiting, Cindy Campbell and Judy Wiff. Called to order by Chuck Mehls. a. Borrowing Plan for Radio Consoles, Cellular E911 and Jail Water System Projects. Kollman explained the Cellular E -911 summary. Four bids were received for this project. Cellular E -911 Hardware /Software total cost is $321,599 with a total reimbursement of $133,904. Reoccurring costs through November 2008 is estimated at $35,621. Mapping which is completed by the Planning and Zoning Department is $118,405 with a request for reimbursement from PSC in the amount of $62,202. Mapping yet to do is $52,540. Security cameras will replace the current cameras in place in the amount of $14,666 which is submitted as an option and recommended by the Safety and Security Committee. Reimbursement is $7,333. Sentinel Statistics provides investigative management and tells peaks holds, average talk time, etc. in the amount of $13,461 with no reimbursement by the PSC. County needs to pay for everything initially and payments will be reimbursed quarterly by the PSC. Radio Console Project cost is $227,290 — original estimate was $290,000. This bid was received and chosen by the committee. b. P25 Ready Grant Obligation — Budget Request. Original grant was for a total of $70,000 of which St Croix County paid $18,100 to Clark County which is the grantee. Project 25 is a set of standards that the FCC is adopting. The intent is to be certain everybody's equipment works with other equipment. Kollman highlighted the letter from Gale Sorum of OJA and its requirements regarding P25. Financial impact of OJA ruling was reviewed. Kollman stated two vendors were asked to submit bids quoting both P25 capable and P25 ready. Capitol 2 -Way and Rassbach Communications submitted bids. Malick stated the county is better off adding $7,500 and thereby increasing the original grant from $70,000 to $100,000. Discussion regarding funding and borrowing. Basic amount is $7,500 needed immediately. Kollman was directed to work with Pietrick to arrive at the final costs and present them at the next Finance Committee meeting for borrowing option considerations. Discussion regarding borrowing and the need for County Board approval. The Finance Committee would need to approve the amounts to be presented to the County Board with or without borrowing resolution. Emergency Management/Communications Committee action: Motion by Mehls, 2 " by Struemke for $7,500 to continue with the fire base project and to meet the May deadline. Carried unanimously. Finance Committee April 13, 2006 Page 5 of 5 Finance Committee action: Motion by Malick, 2 nd by Standafer to authorize $7,500 - understands request and work it out and deal with it later. No commitment to contingency fund but proceed. Carried unanimously. 12. Letter from City of Hudson and Hudson Area Joint Library Board re: County Owned Property. Jim O'Connor was present for the Library Board. The April 11, 2006 letter from the City of Hudson and the Hudson Area Joint Library Board was distributed requesting a purchase agreement with St. Croix County. Krueger stated there will be no action at this time and the County is not going to act as the developer. Meeting adjourned at 12:42 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary