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HomeMy WebLinkAboutFinance 05-08-06 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Monday May 8, 2006 -- 1:00 P.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER — Meeting Convener: Supervisor Wentz ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: APPROVAL OF MINUTES OF PREVIOUS MEETING: April 13, 2006 OLD AND NEW BUSINESS: 1. Election of Officers a. Chair b. Vice Chair c. Secretary 2. Review of Vouchers 3. Treasurer Report a. February & March Treasurer's Reconciliation 4. County Clerk Report a. Resolution Supporting Memorandum of Understanding for Purchase of ADA- Complaint Election Equipment and Supplies and Approving an Advance from the General Fund 5. Clerk of Court Report a. Request to Purchase Digital Recording System for Family Court Commissioner Hearing Room — 1:45 p.m. b. Part-time Employee Pay Rate c. Update on Fines Collections 6. Corporation Counsel Report a. Department of Justice Notice re: Methamphetamine Materials Found in Road Right -of -way 7. Finance Director Report a. Financial Reports 8. Administrative Coordinator Report a. Review of Land Inventory b. "Plan for a Plan" Next Step (Follow up to Government Center Land Appraisal) c. Status of Springsted Project d. Status of Health Center Collective Bargaining 9. Review of Goal Setting Session Action Items for Committee Consideration 10. Contingency Fund Request — Drug Court Program Fee 11. Financing Options for E911 and Radio Console Projects and Resolution -2:00 p.m. UNOFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting May 8, 2006 Meeting called to order by Meeting Convener Supr. Wentz at 1:00 p.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer, Stan Krueger and Tom Caflisch. Staff present: Administrative Coordinator Chuck Whiting and County Clerk Cindy Campbell. Media: Judy Wiff. Motion by Malick, 2 by Krueger to adopt the agenda. Carried unanimously. Motion by Standafer, 2nd by Krueger to approve the April 13, 2006 minutes. Carried unanimously. 1. Election of Officers. a. Chair — Wentz asked for nominations for Finance Committee Chair. Nomination by Standafer, 2nd by Caflisch to nominate Krueger for Finance Committee Chair. No other nominations were made. Motion by Malick, 2 by Caflisch to close the nominations and call a unanimous ballot for Krueger as Chair. Carried unanimously. b. Vice Chair — Nomination by Caflisch, 2 by Wentz to nominate Standafer for Finance Committee Vice Chair. No other nominations were made. Motion by Malick, 2 by Wentz to close the nominations and call a unanimous ballot for Standafer as Vice Chair. Carried unanimously. C. Secretary — Nomination by Standafer, 2 by Malick to nominate Wentz for Finance Committee Secretary. No other nominations were made. Motion by Malick, 2 by Caflisch to close nominations and call a unanimous ballot for Wentz as Secretary. Carried unanimously. 2. Review of Vouchers. Malick reported he did not find anything to bring to the committee's attention regarding voucher review. Malick stated if this committee approves of this process he will continue to review the vouchers and direct questions to Pietrick. Malick invited committee members to review the monthly vouchers if they wish to do so. 3. Treasurer's Report. a. February and March Treasurer's Reconciliation. February and March reconciliation reports were reviewed. Discussion regarding a deposit adjustment for February. Slind reported the system with the new bank is working better. 4. County Clerk Report. a. Resolution Supporting Memorandum of Understanding for Purchase of ADA- Compliant Election Equipment and Supplies and Approving an Advance from the General Fund. Campbell summarized the Help America Vote Act (HAVA) requirement to have an ADA- compliant voting system in place in every polling place by the September Fall Primary election. Campbell explained the resolution authorizes the County Clerk to enter into an agreement with municipalities within St. Croix County, interested in participating in a cooperative purchase of this equipment to purchase an ADA- compliant voting system. The resolution further provides $210,000 Finance Committee May 8, 2006 Page 2 of 4 be advanced from the St. Croix County General Fund to cover the cost of obtaining the voting system with the provision the total amount advanced be restored to the General Fund when the Wisconsin State Elections Board reimburses St. Croix County for the voting system. In addition, the agreement provides if the County is not reimbursed by the State, the municipality will pay the County the balance due. Motion by Malick, 2 nd by Caflisch to approve the resolution. Carried unanimously. 5. Clerk of Court Report. a. Request to Purchase Digital Recording System for Family Court Commissioner Hearing Room. Lori Meyer and Kristi Severson were present. Meyer stated funds are available in her budget for court reporter services and confirmed these funds could be used to purchase the digital recording system for the Family Court Commissioner hearing room. Discussion regarding who will operate the system. Motion by Wentz, 2 nd by Standafer to approve use of the funds from the Clerk of Court budget to purchase the digital recording system for the Family Court Commissioner hearing room. Carried unanimously. b. Part -time Employee Pay Rate. Meyer stated she has a new person in the part-time position in her office. Meyer referenced a resolution freezing part-time pay and is asking for reconsideration to increase the set part-time pay rate specific to this person in this position. Discussion regarding the variance in part-time pay rates and this being part of the ingression analysis with the Springsted system. No action was taken. C. Update on Fines Collections. Meyer distributed a collection information sheet describing types of payments, payment plans and incentives. When initial practices fail more coercive measures are taken. Discussion regarding staff time costs to the County in dealing with delinquent fee collection rather then correcting the problem. Meyer updated the committee on the tax intercept funds received and assessments turned over to tax intercept. Malick suggested scheduling this for a future meeting and asked that the Public Protection Committee discuss issuing warrants with the Sheriff's Department. 6. Corporation Counsel Report. a. Department of Justice Notice re: Methamphetamine Materials Found in Road Right -of -way. Corporation Counsel Greg Timmerman reported the Highway Department received a letter from the Department of Justice indicating the State seized drug materials on county property. The State is seizing materials only, not the property. Timmerman stated he talked to the Department of Justice regarding this matter and found the materials found were in a culvert on 330"' Street which is a town road. No action. 7. Finance Director Report. a. Financial Reports. Pietrick was not present but had emailed reports to committee members for review. General Fund Cash and investments balance as of March 31, 2006 was $28,276,740.74. 2006 Contingency Fund balance is $250,000. 2006 Sales Tax received in April Finance Committee May 8, 2006 Page 3 of 4 2006 for February 2006 sales are $352,342.52. Expenditure and Revenue Summary Reports reviewed. Whiting stated the auditors will be arriving soon. 8. Administrative Coordinator Report. a. Review of Land Inventory. Whiting stated the Highway Department has reviewed the report and is waiting for the Transportation Committee to act on it. Discussion regarding New Richmond property. b. `Plan for a Plan" Next Step (Follow up to Government Center Land Appraisal). Whiting talked to Denny Darnold at City of Hudson regarding the zoning application change. Whiting is waiting for information from Darnold and asked the committee if they want to pursue this. Next step is to complete the application and obtain a surveyor for the commercial portion of the property. C. Status of Springsted Project. Whiting stated the Springsted Liaison committee is nearing finalizing position description revisions. The committee is working on point rationale for point value for positions. Whiting stated pointing is the last thing to be completed for the aggression analysis. Discussion regarding studying part time personnel pay rates. d. Status of Health Center Collective Bargaining. Whiting stated the Health Center Union bargaining is going to arbitration and added when arbitration is necessary a two -year contract is required. 9. Review of Goal Setting Session Action Items for Committee Consideration. Whiting emailed the action steps from the goal setting session to the Finance Committee members. Standafer would like to see status and measure of progress of goals regularly. Malick stated the Chair and Administration Committee have that primary purpose. The report will be reviewed by the Administration Committee and will be presented to and ratified by the County Board. 10. Contingency Fund Request — Drug Court Program Fee. Malick stated in June there is a conference regarding the Drug Court Program in Menomonie. The cost is $325 per person. Discussion regarding who should attend. Motion by Malick, 2 by Caflisch to allocate from the Contingency Fund enough money for registration of the essential non -state employees involved in the drug court to attend this training session. Carried unanimously. 11. Finance Options for E911 and Radio Console Projects and Resolution. Communications Director Gary Kollman was present. As requested from the April joint meeting Pietrick followed up on the capital projects and put together two scenarios using State Trust Fund numbers. County Board needs to approve purchase and approve borrowing. Kollman agrees with disbursement schedule. Timmerman was present and stated he had a draft of a resolution approving project costs for the Jail Water Control System, Cellular E911 improvements, new Emergency Communications radio consoles and fire radio repeaters, and authorizing borrowing for these costs. The resolution approves the purchases and authorizes the County Finance Director to take all action necessary to secure a loan for not more than five years and to proceed with the loan application through the State Trust Fund. Motion by Malick, 2nd by Wentz to make recommendation to the Finance Committee May 8, 2006 Page 4 of 4 County Board for approval. Estimated amount to borrow is not to exceed $715,184. Carried unanimously. 12. Schedule of Committee Meetings. Discussion regarding meeting dates. The following schedule was set: Thursday, June 8 — 8:00 a.m. Thursday, July 13 — 8:00 a.m. Monday, August 7 —1:00 p.m. Thursday, September 7 — 8:00 a.m. Thursday, October 5 — 8:00 a.m. Thursday, November 9 — 8:00 a.m. December's meeting will be decided at a later time. Discussion regarding the June Finance Committee meeting with the committee chairs and requesting a written budget report forecasting how each department will end the year. Krueger stated the purpose of the report is to aid in budget planning. Wentz announced a Meth Forum is scheduled on May 9 at 6:30 p.m. at the Baldwin - Woodville High School. Meeting adjourned at 3:36 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary