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HomeMy WebLinkAboutFinance 09-08-05 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, September 8, 2005 -- 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: September 28-30,2005 8:00 A.M. ACTION ON PREVIOUS MINUTES: August 4, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. 2006 Proposed Transportation Budget 3. Treasurer Report a. Monthly Bank Reconciliation Report b. 2006 Proposed Budget 4. Finance Director Report a. 2006 Proposed Budget b. Review of Enterprise Software Needs Assessment c. Financial Reports 5. County Clerk Report a. 2006 Proposed Budget 6. Building Maintenance Report a. 2006 Proposed Budget 7. Information Services Report a. 2006 Proposed Budget 8. Clerk of Court Report a. 2006 Proposed Budget 9. Corporation Counsel Report a. 2006 Proposed Budget 10. Risk Manager Report a. 2006 Proposed Budget 11. Administrative Coordinator Report a. 2006 Proposed Budget b. Review of Plan for a Plan Presentation of County Owned Property in Hudson c. Review of Compensation/Classification Specialist Position d. Status of Employee Health Insurance Renewal 12. Overall 2006 Budget Development Status 13. Result of County Farm Soils Sales 14. Action Regarding Proposed WCA Resolutions 15. Intergovernmental Advisory Committee Recommendation re: Local Wildlife Over - Population, Particularly Whitetail Deer 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 /CHANGE S /CORRECTIONS 8:15 AM 8/31/2005 SEPTEMBER MINUTES FINANCE COMMITTEE oo Meeting called to order by Chair Swenson at 8:0o a.m. Present: Clarence Malick, Ralph Swenson, Esther Wentz, Stan Krueger and Daryl Standafer. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and (County Clerk Cindy Campbell. I Motion by Wentz, 2nd by Krueger to adopt the agenda. Carried unanimously. Date of next meeting is September 28, 2005 which begins the three -day budget review process. Motion by Malick, 2nd by Wentz to approve the minutes of August 4, 2005. Carried unanimously. 1 1. Review of Vouchers. Malick reported he would like to see more !departments using the online ordering feature with Office Depot. No other matters to bring to the committee's attention. 2. 2oo6 Proposed Transportation Budget. Highway Commissioner Tim Ramberg, Supr. Dick King and Supr. Charlie Grant were present. Ramberg indicated the Highway Department is requesting an increase in the levy of $104,185.00, a 2.99 percent increase, which includes County -Aid Bridges. Ramberg provided a winter maintenance summary. Ramberg reported 2oo6 expense and revenue estimates. Total levy related expenditure estimates are $6,684,671.0o and anticipated associated levy related revenues total $6,684,671.00. Discussion regarding fuel rates. Ramberg indicated the state regulates the rates and used the rates in building the budget. Ramberg stated they are contemplating delaying the Deer Park shop project. Discussion regarding the bidding process. Ramberg explained bid proposals for asphalt are taken in April for the upcoming construction season. Ramberg indicated wages and fringes are in the proposed budget at 3 %. Standafer asked if it would be fair to look at percentages to say that roughly 54% of wages and fringes are supported by the county levy and the rest gets passed elsewhere. Ramberg stated he built this budget on the 2004 actuals. Motion by Wentz, 2nd by Krueger to move the 20o6 Highway Department budget forward into the county's planning process. Carried unanimously. 1 3. Treasurer's Report. i a. Monthly Bank Reconciliation Report. Slind presented the July 2005 reconciliation report. Discussion regarding payroll direct deposits. Malick requested something in writing showing savings for direct deposit. Slind reported St. Croix County will host the Wisconsin County Treasurer's conference next month. The conference will be held at the Hudson House. Malick requested a data entry status in the Real Property Lister's office. Slind indicated the data is being entered and added they have brought in two part time people to do the data entry. b. 2oo6 Proposed Budget. Slind presented the Treasurer's 2oo6 proposed budget and explained increases in Staff Development, Bank Services Charg a copy expenses. Di scuss i on regardi Ag -Use R Malick suggested the Planning and Zoning Committee propose legislation regarding enforcing ag -use penalty fees. Motion by Malick, 2nd by Wentz to move the County Treasurer's 2oo6 proposed budget into the budget process. Carried unanimously. Wentz left the meeting at noon. 4. Finance Director Report. a. 2oo6 Proposed Budget. Pietrick presented proposed 20o6 budget. Finance Department's largest budgeted item is the Enterprise -Wide Software. Pietrick prepared a separate budget for Other Finance Categories which are matters that do not fall under any particular department. Motion by Malick, 2 nd by Krueger to advance the Finance Department's 20o6 proposed budget into the process. Swenson asked about funding for planning and acquisition of the Enterprise software. Whiting suggested looking into options for paying for the software. Carried unanimously. b. Review of Enterprise Software Needs Assessment. Pietrick indicated departments are currently working on the needs assessment. She wants policies in place before purchasing new software. Internal procedures need to be identified between departments. C. Planning & Zoning 2005 Budget Amendment (2004 continuing appropriation). Pietrick reported in 2003 and 2004 the Zoning Director budgeted $1o,000 each of those years for automated permitting software. At the end of 2003 the unspent software dollars were rolled over to 2004. So far, $1o,000 has been spent for the purchase /development of the permitting software. Pietrick indicated $1o,000 should have rolled over to 2005 at the end of 2004. Pietrick is requesting approval to reinstate continuing appropriation of $1o,000 using the general fund unreserved fund balance. Swenson asked if there was a signed contract and what are the merits to purchase this software. Pietrick indicated they have suspended further work on this since the reorganization of the office. Swenson suggested this be revisited and to place it in the 2oo6 capital outlay and see if it passes on the merits. Action was tabled until further feedback. d. Health Insurance Impact and Options of Medicare D. This matter was discussed under the Administrative Coordinator's report. e. Financial Reports. General Fund Cash and investments balance as Of July 31, 2005 is $45,297,o64.03. 2005 Contingency Fund balance is $236,400.00. 2005 Sales Tax received in August 2005 for June 2005 sales are $5 Discussion regarding sales tax projections. 5. County Clerk Report. a. 2oo6 Proposed Budget. County Clerk Cindy Campbell presented the proposed 2oo6 budgets for County Board, Committees and Commissions, Legal Notices, County Clerk and Elections. Campbell indicated the elections budget increased because there are potentially four elections in 20o6. She reported she included funds in the County Board budget for audio /video upgrades in the County Board room. Motion by Wentz, 2nd by Malick move these proposed budgets forward in the budgeting process. Carried unanimously. 6. Building Services Report. a. 2oo6 Proposed Budget. Facilities Manager Ralph Robole provided the 20o6 proposed budget for Building Services. Robole indicated the overall increase is 5.42 %. Robole highlighted capital outlay items for 2oo6 showing a 1.86% increase. Additional increases highlighted were refuse pick up, grounds keeping for Government Center and Baldwin Ag- Center and an increase in electrical services at the Ag- Center. Discussion regarding natural gas costs. Robole indicated he has a sufficient amount budgeted for natural gas costs. Discussion regarding engineering services to evaluate alternative heating and cooling equipment to replace the existing Trane Thermachill absorption chillers. Wentz Associates, Inc. submitted a proposal to do the evaluation on the system in an amount not to exceed $4,000. Malick suggested placing this in the 2oo6 capital outlay plan. Swenson feels this may be an item of more urgency before something goes down on the system and feels this may be a Contingency Fund matter. Discussion regarding length of time this building can operate on one chiller. Motion by Malick, 2nd by Wentz to recommend to the County Board an amount not to exceed $4,00o be spent from this year's Contingency Fund for the study as outlined in the Wentz Associates letter. Swenson stated the Finance Committee manages the Contingency Fund and prefers to have the Finance Committee make the decision. Malick and Wentz withdrew their motion. Motion by Malick, 2nd by Standafer to add an amount not to exceed $4,000 to the Building Services' 2oo6 capital outlay plan for evaluating the heating and cooling equipment at the Government Center. Carried unanimously. Motion by Wentz, 2nd by Krueger to move Building Services' 2oo6 proposed budget into the process. Carried unanimously. Swenson asked Robole if he has reviewed the Jail's, Health and Human Services' and Nursing Home capital outlay items. Robole confirmed he has reviewed Health and Human Services and Nursing Home capital outlay plans and will review the Jail's capital outlay plan. 7. Information Technology Report. a. 20o6 Proposed Budget. Information Technology (IT) Director Tom Boron presented IT's 20o6 proposed budget. Total proposed budget increase is 8.217 %. This increase includes capital outlay items consisting of optical imaging ($50,000), training room computers for New Richmond, secure wireless capability for Government Center and New Richmond and additional storage capabilities. Discussion regarding upgrading New Richmond's telephone system. Discussion regarding staffing reorganization status in IT Department. Motion by Malick, 2nd by Wentz to move 2oo6 proposed IT budget forward in the budget process. Carried unanimously. 8. Clerk of Court Report. a. 2oo6 Proposed Budget. Clerk of Court Lori Meyer highlighted changes in the Clerk of Court 20o6 proposed budget. Increases in Legal Services, Interpreter Services, Other Professional Services, Repairs and Maintenance, Transcriptions, and Postage. Law Books line item is decreasing because of the eli mination of WestLaw in the law library. Motion by Malick, 2nd by Wentz to move the Clerk of Court budget forward into the budget process. Carried unanimously. 9. Corporation Counsel Report. a. 20o6 Proposed Budget. Corporation Counsel Greg Timmerman presented Corporation Counsel's 20o6 proposed budget. Timmerman indicated the legal service line item decreased, copy expense increased, law books increased to include WestLaw charges. Discussion regarding status of jail policy review. Question regarding second policy review to be placed in the jail's budget. Motion by Krueger, 2nd by Wentz to approve 2oo6 proposed budget and move into the budget process. Carried unanimously. f 10. Risk Manager Report. a. 20o6 Proposed Budget. Risk Manager Kristen Ziliak presented Risk Management's 2oo6 proposed budget. Ziliak explained the Liability Fund expense budgeted increased $ from the 2005 budget; Work Comp increased $ 2 75, 1 34• Ziliak indicated WMMIC asked the County to change the way it funds the Work Comp account. St. Croix County pays $30,000 a month to WMMIC to fund a checking account in anticipation of paying claims. Ziliak stated at some point they will review the account and check on accruing interest. The Liability Fund and Work Comp Funds are based on historical basis. Funds will be recovered in the Risk Manager's budget in 2008. Discussion regarding refunding unused funds. Motion by Malick, 2nd by Wentz to move the Risk Manager's 2oo6 budget forward into the budget process. Carried unanimously. Swenson reminded the committee that the issue to be addressed at the end of September is the amount in the fund balance. Ziliak confirmed the need for a report on the WMMIC premium. Ziliak distributed the 2oo6 Liability Fund Balance Projection (year -end). 2005 fund balance estimate was $400,000; 20o6 Revenues are $753,75 2oo6 Budgeted Expenses are $545,75 which leaves an estimated 20o6 fund balance of $6o8,001. Swenson requested a detailed report for County Board budget presentation. Discussion regarding reviewing liability and work comp claims. The committee requested to see trend information and /or exceptions on the county's exposure and recommendation at the November or December meeting. 11. Administrative Coordinator Report. a. 2oo6 Proposed Budget. Whiting presented his 20o6 proposed budget and highlighted staff development increase and an increase in the County's NACO's membership dues. Whiting added he budgeted for a new computer and printer scanner. Motion by Malick, 2nd by Krueger to accept the 2oo6 proposed budget for the Administrative Coordinator and move it forward into the budgeting process. Carried unanimously. b. Review of Plan for a Plan Presentation of County Owned Property in Hudson. Whiting presented the "Plan for a Plan" which is the same presentation made to the County Board with revisions made to road planning. The plan provides for a plan consisting of the entire piece of property and requires approval by the County Board. Whiting indicated this plan is based on several years of reviewing the property's uses. Swenson reminded the committee that requests to purchase the property continue. The Finance Committee agreed this is a good review. Motion by Malick, 2nd by Wentz to recomm the Policy Guidelines to the County Board. Carried unanimously. C. Review of Compensation /Classification Specialist Position. Whiting indicated this position was approved by Personnel Committee. Discussion regarding pending funding review at the end of September and firming up 1 personnel data. I d. Status of Employee Health Insurance Renewal. Whiting reported he has renewal amounts from Sara Hames which look favorable to renew with ING. The renewal from ING is an approximate 17% increase. Discussion regarding retiree premiums and creating a separate retiree group for health insurance. Whiting indicated this is further complicated by Medicare D which is prescription related and allows retirees to have pharmaceuticals paid for by Medicare. Discussion regarding maintaining a fund balance for the retiree group. Whiting is seeking the Finance Committee's guidance to proceed with creating a third group. Swenson requested feedback at the end of the month. Motion by Krueger, 2nd by Standafer to start a third health insurance group for retirees. Carried unanimously. 12. Overall 2oo6 Budget Development Status. Pietrick reported she has not consolidated the overall budget yet. She indicated committees are being thorough in reviews of the budgets. 13. Result of County Farm Soils Sales. Ramberg reported Mashuda wants to start moving dirt September 12th. Ramberg indicated the final price for the good material was estimated at $.75 per cubic yard and $.30 per cubic yard for the other material. Mashuda used the 18o,000 cubic yard estimate at $.75 per cubic yard for a total of $135,000. The upfront check is to be about half or $67,500. 14. Action Regarding Proposed WCA Resolutions. Swenson distributed two resolutions from the Wisconsin Counties Association 2005 Resolution booklet for the Finance Committee's review. WCA Resolution #2o related to Opposing Changes to the Real Estate Transfer Fees Retained by the County, #22 relates to Calling Upon the Legislature to Adopt a Set of Broad Principles that Ensure Government Accountability to Taxpayers. It was suggested that WCA Resolution #21 relating to Charging Back of Uncollected Personal Property Taxes also be reviewed. Malick indicated the committee would need to direct the Chair to vote yes on the resolutions. Motion by Krueger, 2nd by Malick requesting Chair Malick to vote in favor of WCA Resolutions 20 and 21; and to vote in favor of a portion of WCA Resolution 22 stopping at item 1 of the resolution. Carried unanimously. i 15. Intergovernmental Advisory Committee Recommendation re: Local Wildlife Over - Population, Particularly Whitetail Deer. Swenson indicated this resolution affirms there is an issue to make grant requests and how the grant will be used is to be determined. Village of North Hudson has approved this and the City of Hudson approved a portion of the recommendation. Malick indicated the Intergovernmental Advisory Committee unanimously passed a motion in favor to move forward. Motion by Malick, 2nd by Krueger to move this recommendation forward to the full County Board. Carried unanimously. 16. Request from Planning & Zoning to Review Office Reconfiguration Options. Dave Fodroczi explained the 2005 Planning and Zoning budget included $20,000 for office remodeling costs. The department has worked with different cont working out a remodeling plan. Fodroczi stated the remodeling cost estimate is $88,000. Fodroczi described the proposed remodeling plan. Fodroczi indicated the contractors are willing to work with the 1office if it needs to split funds between two fiscal years. Whiting suggested using the $2o,000 budgeted this year and budget $68,000 for 2oo6. Swenson suggested placing $68,000 in the Planning and Zoning capital outlay for 2oo6. Correspondence: None. Meeting adjourned at 1:30 p.m. Esther Wentz, Secretary Cin Campbell, Recording Secretary