Loading...
HomeMy WebLinkAboutFinance 06-08-06 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TI IE: Thursday June 8, 2006 — 8:00 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: July 13, 2006 APPROVAL OF MINUTES OF PREVIOUS MEETING: May 8, 2006 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. April Bank Reconciliation b. Update on Ag Use Penalty Collection c. Treasurer Mission and Business Responsibility Statement ** 3. County Clerk Report a. County Clerk Mission and Business Responsibility Statements c. ADA- Voting System Funding Status 4. Clerk of Court Report a. Request to Exceed Hotel Allowance 5. Information Services Report a. Image Server Upgrade 6. Finance Director Report a. Financial Reports b. State Trust Fund Borrowing Resolution for June 20 County Board meeting c. 2007 Budget Instructions 7. Request from Judges for Drug Court Coordinator Position — 9:00 a.m. 8. Administrative Coordinator Report a. Land Disposition b. "Plan for a Plan" Next Step — Review of Government Center Property Survey c. Notice from WisDoT to Appraise County Property in Baldwin for Highway 63 Project d. Contingency Fund Request — County Board Room Computer and Projector e. Employee Picnic Dates 9. Status of Springsted Project a. Approval of Position Descriptions b. Formation of Position Administration Work Group c. Policy on Having County Board Approve New Positions d. New Position Request — Planning & Zoning Department* 10. Follow Up to Goal Setting Session Action Items 11. 2007 Budget Discussion — Joint Meeting with County Committee Chairs — 10:00 a.m. 12. Farm Properties Lease Agreements 13. Review of Developer's Proposal Plan for County Land Parcel in New Richmond 14. Closed session pursuant to Wis. Stats. sec. 19.85(1)(b) to consider discipline of a public employee. Reconvene in open session. 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. 4:42 PM 6/6/2006 UNOFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting June 8, 2006 Meeting called to order by Chair Krueger at 8:02 a.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer, Stan Krueger and Tom Caflisch. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Corporation Counsel Greg Timmerman and County Clerk Cindy Campbell. Others present: Bill Crammer. Media: Judy Wiff. Motion by Malick, 2nd by Standafer to adopt the agenda. Carried unanimously. Motion by Malick, 2 by Wentz to approve the May 8, 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. April Treasurer's Reconciliation. April reconciliation reports were reviewed. Krueger highlighted Health Insurance claims paid in the amount of $1,010,958. There were no other questions or comments. b. Update on Ag Use Penalty Collection. Slind reported the result of offering a five percent incentive from the county and municipality encouraging ag -use penalty has resulted in sixteen municipalities not participating, ten participating and no responds from eight municipalities. Slind stated the tax and assessment software has a report that will report G4 changes to any other use. The report would show potential ag -use. Malick stated he had a discussion with the Springfield Town Chair who feels it's a bad policy for the county to offer an incentive. Malick does not recommend a change. Krueger thanked Slind for her work. C. Treasurer Mission and Business Responsibility Statement. Slind stated she has minor changes to the Treasurer's statements. This will be reviewed at budget time. 3. County Clerk Report. a. County Clerk Mission and Business Responsibility Statements. Campbell distributed revised Mission and Business Responsibility Statements highlighting the changes. Motion by Malick, 2 by Wentz to approve. Carried unanimously. b. ADA- Voting System Funding Status. Campbell reported the agreements have been sent to the municipalities. She has received about half back to date. The voting equipment should be arriving at the end of July. Campbell highlighted 2005 Wisconsin Act 451 containing several election law changes. 4. Clerk of Court Report. Finance Committee June 8, 2006 Page 2 of 7 a. Request to Exceed Hotel Allowance. Whiting stated Register in Probate Ericka Nelson is requesting to exceed the $62.00 per night authorized room rate for a conference she is attending. The lodging rate for this particular conference is $72.00 per night. Motion by Malick, 2nd by Standafer to approve. Carried unanimously. 5. Information Services Report. a. Image Server Upgrade. IT Director Tom Boron and Register of Deeds Kay Walsh were present. Boron stated the Register of Deeds office has come across an unexpected cost for an imaging server upgrade because Fidlar does not support the current software under Windows 2003 and recommends St. Croix County switch to the image storage software. Walsh stated she budgeted to digitize aperture cards back to 1974 in the amount of $90,000. The bid came in at $45,625 leaving $44,000 available. Discussion regarding potential additional costs involved for software and the conversion process. Walsh indicated the funds come from the Land Records Fund generated by recording fees. Questions regarding software support. Fidlar will not support the current software on the new image server. Motion by Malick, 2 by Wentz to approve the transaction to make the purchase as requested of the imaging software upgrade. Carried unanimously. 6. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of April 30, 2006 was $27,788,528.65. Brief discussion regarding investments. 2006 Contingency Fund balance, is $250,000. 2006 Sales Tax received in May 2006 for March 2006 sales are $396,966.13. No questions or comments regarding the Expenditure and Revenue Summary Reports. Whiting stated at the goal setting session a pre -audit report to the County Board was requested. Malick suggested attaching the Finance Committee Monthly Report along with the expense and revenue reports to Whiting's monthly report to the County Board. Whiting suggested attaching the reports to the unofficial minutes of the Finance Committee meeting. The Finance Committee agreed to have the reports attached to the unofficial minutes. b. State Trust Fund Borrowing Resolution for June 20 County Board Meeting. Pietrick distributed the State Trust Fund Application including resolution and stated the documents must be approved in its form. The amount was reduced to $663,274.00 because centerline mapping will be done at no cost. The original amount requested was approximately $715,000. Motion by Malick, 2nd by Wentz to recommend approval to the County Board. Carried unanimously. C. 2007 Budget Instructions. Pietrick distributed the 2007 Budget Instructions. Whiting highlighted instructions to the Department Heads. Malick suggested we recognize the mileage rate may change. Motion by Malick, 2 by Wentz to finalize as is. Carried unanimously. 7. Request from Judges for Drug Court Coordinator Position — 9:00 a.m. Judge Lundell and Judge Needham were present. Judge Lundell stated the Drug Court is up and running but there is a lack of coordination between the parties involved and requested a Drug Court Coordinator, which is a key position to get this system running smoothly. Judge Lundell stated this position will be requested in the 2007 budget process but would like to see it start earlier. Judge Lundell stated Finance Committee June 8, 2006 Page 3 of 7 they will be applying for a grant through the State Office of Justice Assistances, Department of Correction and Family Services. There are three grant proposals which they feel will be able to fund the Drug Court Coordinator position. The application is due July 19 for a twelve month grant for 2007. Judge Lundell stated the position description was drafted and submitted last year. This position was not previously approved by the Personnel Committee. Questions regarding where this person will be housed. Malick suggested working the process as though it would be fully on the county levy and working the process as though it were on the grant. Wentz stated the Meth Advisory Committee would like to see the drug court go forward. Judge Lundell asked if the grant is approved could county funds be used to start the position early. Malick stated he is open to that but wants to see specifics and details, and to continue with the study of this position. 8. Administrative Coordinator Report. a. Land Disposition. Whiting reported the only piece of land for disposition is property in the town of Cylon. He stated Bob Heise is talking to the DNR and U.S. Fish and Wildlife. Whiting stated he is unable to get to this project. Malick suggested the County advertise for a consultant or contractor to be put in charge with the assumption we will make enough revenue to pay for this. Discussion regarding which committees have an interest in retaining parcels and the disposal of the low value parcels. Motion by Standafer, 2 °a by Caflisch to send out a request for proposal on land disposition to see who is out there and has interest, capacity and ability to do land disposition. Carried unanimously. b. "Plan for a Plan" Next Step — Review of Government Center Property Survey. Whiting went through a process of using the Highway Surveyor to survey the Government Center property. The survey will be done complete with easements. Discussion regarding the county completing the survey and processing through rezoning. Malick proposed the County handle as a staff function rather then having the Finance Committee Chair meet with City of Hudson officials. No action. C. Notice from WisDoT to Appraise County Property in Baldwin for Highway 63 Project. Whiting stated he received a letter from the Wisconsin DOT regarding reconstructing Highway 63 in the Baldwin area where County property will be affected by this project. The DOT appraiser has contacted Whiting and will get back to him. No action. d. Contingency Fund Request — County Board Room Computer and Projector. Whiting asked Boron to follow up on an audio and video upgrade for the County Board Room including a computer and projector for presentations. Boron has contacted a River Falls vendor but Finance Committee June 8, 2006 Page 4of7 9. Status of Springsted Project. a. Approval of Position Descriptions. Whiting stated the Liaison Committee continues to meet. Whiting suggested the job descriptions not be approved until July and added the pointing is nearing completion. The Liaison Committee will meet again on June 2I b. Formation of Position Administration Work Group. Whiting is requesting membership be modified to include Department Heads who manage the most people and are at the top of the pay scale. Whiting proposed the following membership: Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman, Finance Director Michelle Pietrick, Highway Commissioner Tim Ramberg, Health and Human Services Director Fred Johnson, Planning and Zoning Director Dave Fodroczi, Sheriff Dennis - Hillstead, Information Technology Director Tom Boron, Finance Committee Member Esther Wentz. Motion by Caflisch, 2 nd by Standafer to approve the new members for the Position Administration Work Group effective immediately. Carried unanimously. C. Policy on Having County Board Approve New Positions. Discussion regarding the requirement to have County Board approval for reclassifications vs. new position requests and what constitutes a change in a position. Timmerman distributed the current policy. Timmerman stated a situation has arisen during the Springsted work regarding new positions vs. reclassification of positions. Timmerman requested the Finance Committee accept his interpretation that a reclassification is the changing of a job description reflecting actual changes in the work being done and that the work has been done for at least 6 months previous. Any thing else is a new position. Motion by Caflisch, 2 nd by Standafer to accept Timmerman's interpretation of reclassifications vs. new positions. Carried unanimously. Planning and Zoning Committee Chair Habhegger and Planning and Zoning Director Dave Fodroczi were present. Whiting stated the Land Information Manager and Senior Planner job descriptions were approved by the Personnel Committee as part of the Hay system. The job descriptions were not approved by the Finance Committee or the County Board. Timmerman stated he feels the job descriptions need County Board approval. Fodroczi stated the job descriptions of Senior Planner and Land Information Manager were submitted as reclassifications of the Planner and Planner /GIS Technician positions last June. He added the process was done with Human Resource staff at that time and supported by the Planning and Zoning Committee. Fodroczi stated there was no intention or expectation that these actions would put the Planning and Zoning Department in a position where it would have four staff positions out of two. There is no record of specific action by the Personnel Committee. Fodroczi stated he received notice after the September Personnel Committee meeting indicating the reclassifications were approved. Whiting recommended removing two positions and clarification of the existing positions (Land Information Manager and Senior Planner) and review those positions with the Springsted system. Discussion regarding supervisory positions. Motion by Malick, 2 nd by Caflisch providing under new authority, acting in Personnel capacity, the Finance Committee give recognition to the revised position descriptions as being the ones in effect and one being a supervisory position of nobody which will be picked up in the Springsted system. This will need to go to the County Board for approval. Fodroczi stated he thought the positions were a reclassification eight months ago. Malick would like to see how the Springsted study group analyzes these positions. Whiting confirmed the initial Finance Committee June 8, 2006 Page 5 of 7 process be completed by getting it to the County Board. Malick wanted to be sure the current staffing is what the department needs. Motion by Malick to table his motion and give a month's delay waiting for the Liaison Committee recommendation. Motion to table failed due to lack of a 2nd Action on main motion carried; Malick voted no. d. New Position Request — Planning & Zoning Department. Whiting distributed new job description for the Office Manager in Planning and Zoning Department and stated this was approved by the Planning and Zoning Committee. Motion by Malick, 2 by Wentz to approve. Carried unanimously. 10. Follow Up to Goal Setting Session Action Items. Krueger stated he would like to see the Finance Committee continue with follow up on the goals. Malick suggested sending a letter to all legislative candidates regarding state mandated court funding. The Finance Committee directed Whiting to send a letter requesting an introduction of state mandated court funding into legislation on behalf of the County Board. Malick suggested Facilities Manager Ralph Robole initiate the steps regarding an energy policy. Whiting has searched for energy policies on the web. Malick suggested he forward them to Fodroczi. 11. 2007 Budget Discussion — Joint Meeting with County Committee Chairs — 10:00 a.m. Krueger welcomed the committee chairs and department heads attending. (Present: Chuck Mehls, Tim Ramberg, Katy Kapaun, Wallace Habhegger, Dick Sullwold, Ron Raymond, Julie Speer, Sheriff Hillstead, Greg Timmerman). Handouts relating to St. Croix County Levy History and 2007 Scenarios were distributed. Pietrick indicated she put the scenarios together. Known and unknown expenditures and revenues were highlighted. Whiting reviewed the levy history and capital improvement planning items and amounts. Discussion regarding storage at the Government Center. Whiting highlighted salary and fringes and anticipates some new position requests. Malick stressed the need to remind everyone of the risk of overrunning the 2006 budget because of the ultimate wage contracts settlements and something may need to be done in order to make if fit within the budget such as days off without pay for both represented and non - represented employees. Each committee chair or department head were asked to highlight anticipated 2007 budget issues for their department. Mehls handed out a plan regarding Emergency Communications highlighting a decrease in Emergency Communications capital outlay. Mehls stated 2013 is the deadline to go with narrowband. The plan is to replace any radios without narrowband capability by 2010. The plan is to make three payments beginning in 2007 in amounts of $142,000 so equipment can be ordered and installed in 2010. Storage shed update by Mehls. Ramberg highlighted increases in supplies and services for the Highway Department. Ramberg stated most of the highway's projects are material- based. Katy Kapaun stated revenue has been cut at the federal level. Her department can no longer claim 66% of the money which are performance incentives. Kapaun is guessing $15,000 in 2007 and $50,000 in 2008. Kapuan is looking for monies to restore the funds. Employment and training program will be implemented by the Child Support office. Finance Committee June 8, 2006 Page 6 of 7 Habhegger stated the remodeling in the Planning and Zoning Department will likely be brought back. Dick Sullwold representing the Fair Board stated they are catching up with capital improvements at the fairgrounds. The revenues have also increased. Malick highlighted insurance issues with the sale of beer and emergency services available during the fair. Sullwold stated they will look into this. Sheriff Hillstead reported on rough drafts of estimates for 2007. He stated the jail funds depend on what happens with the drug court. There has been a drop in the daily population of the jail part due to the education provided and the awareness of the meth problems. Diversion programs offered have an impact. They have taken offers from different companies that provide medical care within jails and the prices have decreased from previous years. He stated there will be no personnel increases in the jail. The Sheriffs Department is reviewing time savings if one staff position were added to specifically transcribe reports dictated by deputies rather then having the officer type the reports. Patrol officers will then be more available on the road. Hillstead stated another position which may be sought is an IT person in the Sheriff s Department. Discussion regarding equipment upgrades and space needs because of the requirement to record all interrogations. Ron Raymond represented the Land and Water Conservation Department and the Ag- Extension Office. Raymond stated Land and Water will likely hold a constant budget and capital outlay is nominal. Staffing shifts are being made. Raymond added the capital items deferred last year in the Parks Department will likely come forward for 2007. Ag- Extension will likely see a slight decrease partly because of Jim Janke's retirement. Wentz indicated budget has been reviewed at Health and Human Services. Speer distributed preliminary projections for the District Attorney and Victim Witness departments for 2007 budget. Whiting highlighted considerations when preparing the budgets — i.e. energy policies, land uses. Whiting stated the levy will likely end up to the maximum because of constraints and levy shortfalls. 12. Farm Properties Lease Agreements. Whiting stated he received two bids for lease on the farmland and one bid on for the lease of the barn. Discussion regarding bids. Whiting recommended two -year agreements pending Timmerman's satisfaction. Malick suggested having the Highway Department use it for storage. Whiting will check with the Highway Department. 13. Review of Developer's Proposal Plan for County Land Parcel in New Richmond. Wentz stated Fred Katter from Pineapple Management submitted a plan to the City of New Richmond. Pineapple made another proposal $50,000 to $65,000 per acre. Discussion regarding the property being in a TIF district and the parcels location which is separated because of the new highway. Wentz stated Pineapple needs to provide concrete plans. Whiting suggested 20% after public improvement is completed. Malick suggested a storm water analysis, appraisal of property, Finance Committee June 8, 2006 Page 6 of 7 Habhegger stated the remodeling in the Planning and Zoning Department will likely be brought back. Dick Sullwold representing the Fair Board stated they are catching up with capital improvements at the fairgrounds. The revenues have also increased. Malick highlighted insurance issues with the sale of beer and emergency services available during the fair. Sullwold stated they will look into this. Sheriff Hillstead reported on rough drafts of estimates for 2007. He stated the jail funds depend on what happens with the drug court. There has been a drop in the daily population of the jail part due to the education provided and the awareness of the meth problems. Diversion programs offered have an impact. They have taken offers from different companies that provide medical care within jails and the prices have decreased from previous years. He stated there will be no personnel increases in the jail. The Sheriffs Department is reviewing time savings if one staff position were added to specifically transcribe reports dictated by deputies rather then having the officer type the reports. Patrol officers will then be more available on the road. Hillstead stated another position which may be sought is an IT person in the Sheriff s Department. Discussion regarding equipment upgrades and space needs because of the requirement to record all interrogations. Ron Raymond represented the Land and Water Conservation Department and the Ag- Extension Office. Raymond stated Land and Water will likely hold a constant budget and capital outlay is nominal. Staffing shifts are being made. Raymond added the capital items deferred last year in the Parks Department will likely come forward for 2007. Ag- Extension will likely see a slight decrease partly because of Jim Janke's retirement. Wentz indicated budget has been reviewed at Health and Human Services. Speer distributed preliminary projections for the District Attorney and Victim Witness departments for 2007 budget. Whiting highlighted considerations when preparing the budgets — i.e. energy policies, land uses. Whiting stated the levy will likely end up to the maximum because of constraints and levy shortfalls. 12. Farm Properties Lease Agreements. Whiting stated he received two bids for lease on the farmland and one bid on for the lease of the barn. Discussion regarding bids. Whiting recommended two -year agreements pending Timmerman's satisfaction. Malick suggested having the Highway Department use it for storage. Whiting will check with the Highway Department. 13. Review of Developer's Proposal Plan for County Land Parcel in New Richmond. Wentz stated Fred Katter from Pineapple Management submitted a plan to the City of New Richmond. Pineapple made another proposal $50,000 to $65,000 per acre. Discussion regarding the property being in a TIF district and the parcels location which is separated because of the new highway. Wentz stated Pineapple needs to provide concrete plans. Whiting suggested 20% after public improvement is completed. Malick suggested a storm water analysis, appraisal of property, Finance Committee June 8, 2006 Page 7 of 7 do an RFP or bid, negotiate with the City of New Richmond, keeping in mind tax payer amendments and TABOR considerations. Malick would like to see us move ahead. Whiting stated he will meet with the City of New Richmond officials and return with a report for the July Finance meeting and ask Bob Heise to look at a storm water analysis. 14. Closed session pursuant to Wis. Stats. § 19.85(1)(b) to consider discipline of a public employee. Motion by Caflisch, 2nd by Wentz to go into closed session pursuant to Wis. Stats. §19.85 to consider discipline of a public employee. Roll call vote — all aye. Carried unanimously (12:30 p.m.). Reconvened to open session at 12:50 p.m. Motion by Malick, 2 by Wentz to affirm the Sheriff's denial of the grievance. Carried unanimously. Meeting adjourned at 1:38 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary