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HomeMy WebLinkAboutFinance 09-28-05 �S c � ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Buck Malick St. Croix County Board FROM: Ralph Swenson, Chair COMMITTEE TITLE: Finance DATE: Wednesday, Thursday and Friday September 28-30,2005 8:00 A.M. LOCATION: Room 1281, Government Center, Hudson CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: October 6, 2005 8:00 A.M. ACTION ON PREVIOUS MINUTES: September 8, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. 2006 Budget Review NOTE: This is expected to be a three -day committee meeting. Department budgets will be presented periodically over these two days. A working schedule for those presentations are available from the County Clerk. 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 ��- q �5 MINUTES FINANCE COMMITTEE SEPTEMBER 00 Meeting called to order by Chair Swenson at 8:oo a.m. Present: Ralph Swenson, Esther Wentz, Daryl Standafer and Stan Krueger. Clarence Malick arrived at 11:2o a.m. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick and County Clerk Cindy Campbell. Motion by Wentz, 2nd by Krueger to adopt the agenda. Carried unanimously. Date of next regular meeting is October 6, 2005. No action on previous minutes. 2oo6 Budget Review. ,Budget Review — Wednesday September 28, 2005 Finance Committee Preparation. Chair Swenson indicated there is currently a 3.6 million dollar spread with respect to expenditures and revenues. Discussion regarding the procedure and follow -up with departments and committees after the budget review. Current total estimated revenues prior to the budget review $84.3 million; total estimated expenses prior to budget review $87.9 million; variance ($3.6 million). Health and Human Services. Present: Fred Johnson, Jennifer Pempek, Ron Kiesler and Carolyn Krieger. a. Health and Human Services Budget Johnson indicated there is approximately a four percent increase from 2005 to 2oo6 or an increase of approximately $96o,000 which is mostly made up of county levy. Johnson highlighted each department. `Administration. Revenue changes in Administration are WIMCR funds in the amount of $390,000. Program cost increases include strategic planning, in- service development, centralized repository for interpreter services and criminal background checks for employees. AODA. Total expenses from 2005 to 20o6 expenses have increased primarily in the outpatient area. AODA position in the jail is treated as a revenue for the AODA budget. There is an $81,000 increase in purchase service for alcohol and drug abuse based on current utilization. Discussion regarding detoxification increase. Coordinated Family Services. Johnson explained the grant amount was budgeted more than what should have been. Decreased purchased service by $io,000 and increased target case management by $1o,000. This program is working more efficiently and rolled staff time into this budget which is part of the increase. Mental Health. The request for county levy has gone up because of the loss of the WIMCR revenue which is part of the Administration budget. Mobile crisis unit for emergency services increased from $6o,000 to $8o,000. Kiesler described the program and decrease in beds available. He stated more people are being transported to Mendota — Winnebago. Other counties are seeing a decrease through diversion. Long -Term Support. Johnson indicated there is a $605,000 levy request in the Long -Term Support budget. Program revenue has decreased which increases the net effect on the levy request. St. Croix Industries program includes $93,000 levy increase and Community Integration (CIP 1B) levy increase is $284,377 which entails additional services for clients currently on the waiver. This does not include expanding services. Discussion regarding waivers and partial slot funding. Johnson indicated this program has to be reviewed to see what service is strictly necessary relating to health and safety. F amily and Children Ser Family and Children Services and SED w have moderate increases `because of moved county levy and leverage of federal money through SED waiver. Johnson indicated some grant funds require a match. Public Health. Public Health increases are primarily staff related. A part-time position is going to a fulltime position. Discussion regarding staffing. Economic Support. Note an increase in administration in terms of levy from $89,00o to $180,000. Pempek explained previous budgets showed net rather then gross. Expenses need to be included in order to get federal funding. The net effect will be similar at the end of the year. Capital Outlay Items. Total COP is $188,200. Other building services costs include $39,000. Discussion regarding telephone system upgrade and the possibility of leaving $5,000 in if entire upgrade is cut. b. Nursing Home Krieger indicated the budget was prepared based on census. This budget (includes strategic planning to look at alternatives to review ways to offset anticipated continued pull on county levy. Salaries include a 3.81 percent increase. 2005 and 20o6 budgets may not include shift differential. Krieger highlighted Medicaid and IGT funding is down and hopes to get state approval for an add -on for IGT which was an additional $281,000 last year. There is a potential for $300,000 which is currently not reflected in the budget. Discussion regarding placement options. Whiting asked if it is the State and Federal philosophy to position higher reimbursed people into non - public homes and others in the county's nursing home. Krieger indicated the county's nursing home houses people with special needs that other nursing homes would not take. The nursing home is staffed for 72 beds; the budget is based on a 66 census. Strategic planning for the nursing home is in the 2oo6 budget. Discussion regarding this planning being done earlier and taking funds out of the 2005 contingency fund. Johnson suggested reviewing old strategic planning reports and then requesting a study on what has not been addressed. Krieger indicated many of the referrals are from hospitals and the county is dependent on the hospitals. Krieger added it's been the Health and Human Services Board's policy is to give St. Croix County residents preference over out -of- county referrals. Swenson is a proponent of getting a study because of the amount on the levy and the need to have it done soon. Johnson stated they are willing to do what they can. Wentz stated the study would show current trends and possible options. Swenson suggested criteria for a target regarding private pay, Medicare and Medicaid for the Health and Human Services Board October meeting. Swenson indicated the board will have to decide on the levy. Capital Outlay Plan. Krieger indicated the Nursing Home capital outlay items were prioritized. Total COP is $159,000 of which $39,000 include maintenance costs. Card Caddy and fires doors requests will likely not be spent per Johnson. Electric beds could be cut back per Krieger. Krieger indicated the braising pan needs to be eliminated because Building Services fixed it. Johnson will discuss potential cuts with department heads and send the board staff recommended proposals. Motion by Wentz, 2 ❑d by Krueger to move the Health and Human Services and the Nursing Home budgets forward in the process. Carried unanimously. Department on Aging. Present: Kjersti Duncan and Supr. Buzz Marzolf. Duncan stated when putting together this budget she focused on the goals of the Department on Aging and how to best serve the citizens of the county. Discussion regarding Benefit Specialist which is currently a contract position and the request to be a county employee position. The adjustment made in Congregate Meals budget is due to discontinuing Friday meals at the Hudson site and change in percentage for salary percentage taken from the Congregate Meals budget from 50% to 25 %. Duncan indicated she is streamlining grocery purchases for the Congregate Meals and enforcing a 24 hour reservation policy for senior meals. DayAway budget is a fees for service program beginning January 2oo6. DayAway has been sustained through fund raising. The Education budget changes include attracting a more diverse audience. This is funded through state and federal dollars and other revenue dollars. Duncan has placed a moratorium on purchasing items to sell which falls under the Faith and Action program. Home - Delivered Meals adjustment made is clerical work salary from 0% to 25%. Caregiver Support is funded by state and federal funding and donations. Preventative Health is made available for nutrition counseling, public information and tra i n ing. Service Management budget include changes to salary percentage appropriation. Discussion regarding grant from the Wisconsin Department of Transportation in the amount of $98,465 which is an increase. The State requires at 20% match from the county for this grant. Duncan indicated overall there is a one percent increase in the Department on Aging budget. Swenson asked if the county is unable to fund this budget in its entirety, what are the consequences to this department. Duncan said possibly increasing fund raising to help cover costs. Marzolf petitioned the Finance Committee to leave the Department on Aging's budget intact. Swenson reminded regrettably there are not enough funds to go around and requested Duncan review the budget. Committee requested a list of priorities. Motion by Wentz, 2nd by Standafer to move this budget forward in the budget process. Carried unanimously. Economic Development. Present: Bill Rubin, Volunteer President Pam Brion and Roger Rebholz. Economic Development's budget request for 2006 is $99,927 compared to the $48,490 requested in 2005. Rubin stated they are asking the County to take on the public funding which explains the increase. Brion explained there is a significant increase request from the county rather than the historical one -third request and highlighted the department's functions. $3,00o has been allocated to fund traveling to Madison to promote St. Croix County. Those intending to travel to Madison would be required to pay registration and lodging fees. Standafer stated if this department does well it creates revenue for the county and expressed concerns regarding funding from other municipalities. Swenson asked what are the consequences if the county is unable to fund the request. Rubin indicated they would go back and look at the extra ordinary programs placed in the budget and will look at doing more with less. Rubin expressed his appreciation for the opportunity to be located in the Government Center. Motion by Wentz, 2nd by Standafer to move this budget move forward in the budget process. Carried unanimously. Human Resource Department. Present: Deb Kathan. Kathan indicated the Human Resource's budget does not have significant changes in operating. Publication and advertising increased approximately $2,50o and there is a small increase in office supplies. There is an increase for extended hours of the current part-time staff. The additional position approved increased the budget. Discussion regarding attorney services and upcoming bargaining. Wentz asked if the temporary help assures the Springsted project would be fully operational including the point system. Kathan assured Wentz she will personally be working on this project. The Personnel Committee will be reviewing this on October 7th. Kathan confirmed her efforts to continue working on the Springsted job descriptions and added if PTO tracking responsibility moved to the IT Department or Finance Department, her staff would focus more on the Springsted project. Motion by Malick, 2nd by Wentz to move it the Human Resource budget forward in the process. Carried unanimously. 12:2o Lunch Break. ( Public Protection: Present: Julie Speer and Chuck Mehls. Sheriff & Jail: Present: Sheriff Dennis Hillstead, Karen Humphrey and Mary Martell. a. Sheriff: Sheriff Hillstead highlighted increases and decreases in the Sheriffs Department 20o6 proposed budget including a reduction in overtime by $24,00o because of the decrease in Somerset concerts; the addition of the sergeant positions have aided in reducing the overtime; visibility at the Apple River has also decreased problems; an increase in contracted services from $7,000 to $15,000; liability insurance increased $160,00o and operating costs increased mostly in gas expenditure. Discussion regarding capital outlay items including moving remodeling squad room, storage building, and one squad car to 2007. New ,equipment increases and ammunition increases discussed. All interviews with juveniles must now be recorded which increased new equipment to include digital recorders and transcription machines. Hillstead indicated the COPS grant ends after three years. Swenson asked what a cut of $180,00o would do in terms of consequences to the Sheriffs Department. Hillstead will provide answers by the October 6th Finance Committee meeting. Sheriff Hillstead stated he understood the Finance Committee has to do what it has to do and he hopes it's done in a fair and impartial manner. Motion by Malick, 2nd by Wentz to move the Sheriffs Department budget forward in the process. Carried unanimously. b. Jail: Sheriff Hillstead highlig increased operating costs including medical and dental with an increase of approximately $97,000 which includes the Jail Nurse and AODA counselor positions. Discussion regarding water control system which controls the showers in each block at $131,000. This allows the water to be shut off remotely. Discussion regarding Jail Assessment Fund. Overtime increases are due to staffing turnover. Budgeted amount for overtime is $142,956.00. Swenson offered a suggestion to borrow for the purchase of the water system and asked what the consequences are if the Jail budget would be half of the increase requested. Wages and benefits have increased $156,000. AODA position increase is $65,00o and Trackers (Sheriffs Department budget) is $31,000. Swenson requested the consequences if a downward adjustment of $230,000 was requested. Discussion regarding drug court and the AODA counselor position. Sheriff highlighted $3,500 is budgeted for the AODA service in the event the AODA counselor position is not !approved, the $3,500 will be removed if the position is approved. Motion by Malick, 2nd by Wentz to move the proposed jail budget forward into the process. Carried unanimously. C. District Attorney/Victim Witness: Present: Eric Johnson, Ann Gustafson and Cathy Halverson. Victim Witness. Gustafson indicated the increase is due to a restitution specialist increased hours. VOCA ,grant is $500 less which is a decrease in revenues. Motion by Krueger, 2 „d by Wentz to move the Victim Witness proposed budget forward in the process. Carried unanimously. District Attorney. Johnson indicated the original budget provided $10,00o for a law student to do case study. He indicated he conferred with Human Resource Director Deb Kathan regarding adding $40,000 for an LTE paralegal position to prepare files, complaints and to assist with traffic court. It was noted that no offset shows in the budget for the Diversion Coordinator grant. Johnson indicated he believes this grant will come through, but stated there is a possibility it may not. If the grant doesn't come through the position is eliminated. Pietrick will adjust budget so the grant position is not on the levy. Swenson explained the current budget deficit and the need to review and communicate with committees and department heads in order to balance the budget. Johnson stated his assist DA positions have decreased from 5 to 3.7 and cases of increased. Motion by Malick, 2nd by Wentz to advance the District Attorney's 2006 proposed budget into the process. Carried unanimously. d. Child Support. Present: Linda Geraghty. Child Support 2006 revenues are $529,524 and are reimbursed 66% by the federal funds. Fees charging have increased due to more application fees for enforcement on cases. Paternity testing is also included. Geraghty stated the department did not fill a part-time position which was vacated in 2005. Expenses include lower paternity testing. New equipment includes two new chairs and custom headsets. Motion by Malick, 2nd by Wentz to advance the 2oo6 proposed Child Support budget forward in the process. Carried unanimously. e. Medical Examiner. Present: Casey Swetlik. Swetlik stated the budget deals with projections from year to date totals as the best estimate. Swetlik has decreased the autopsy line item and scene visits. Other factors include cremations which are 80% reimbursed; training has increased. Discussion regarding on -call increases. Salary increase was because of a $10,000 elimination in the 2005 budget. Motion by Wentz, 2nd by Krueger to move the proposed budget forward in the process. Carried unanimously. Veterans Services. Present: Lorin Sather. Sather stated his increase is includes $15,000 for contract labor for a filing project and a possible retirement his in office for PTO payout. Motion by Malick, 2nd by Wentz to move the Veterans Service budget forward in the planning process. Carried unanimously. Library Funding. Pietrick distributed preliminary 20o6 library funding. Act 150 provides 70% reimbursement of the rural circulation cost. Four libraries historically have received more than Act 150. The calculations provide if the county doesn't pay more than 70 %, it would save the county $18,000. Out of county total is $12,442.73, an increase of $6,500 from 2005. Discussion regarding library funding from other counties. Pietrick indicated she needs to ascertain if the libraries have sent bills. Total funding is $461,427. Issues Review. Review of summary sheet and discussion regarding potentially borrowing funds. Adjourned at 4.45• Meeting will begin at 8:3o a.m. on Thursday. Budget Review Continued - Thursday, September 29 Meeting called to order by Chair Swenson at 8:32 a.m. Present: Esther Wentz, Daryl Standafer, Stan Krueger, Ralph Swenson and Clarence Malick. Staff present: Administrative Coordinator Chuck Whiting, Finance ,Director Michelle Pietrick and County Clerk Cindy Campbell. Emergency Management and Emergency Communications. Present: Chuck Mehls, Gary Kollman, Casey Swetlik and Jack Colvard. Emergency Management. Colvard indicated operating expenses did not increase. Increases were due to salary and liability insurance. PTO payout is calculated for Colvard's anticipated retirement in 20o6. Motion by Standafer, 2nd by Krueger to advance this budget forward into the process. Carried unanimously. Emergency Communications. Kollman indicated the Emergency Communications budget largest increase is in salaries. There is an increase in temporary and overtime to fill shifts rather than contraction. Kollman indicated it is recommended radio consoles be replaced every ten years. Discussion regarding storage building. Mehls indicated the storage building can be removed from the 2006 proposed budget. The feasibility study funding was placed in the budget to hire a consultant to investigate the cost and benefit of other potential enhancements since the County is required to migrate to narrow band by January 2013 per FCC regulations. Reduce the county portion of region wide Interoperability Initiative to $25,284 from $29,000. Swenson asked for a minimum of a $1oo,000 budget adjustment not counting the top three items on the capital outlay plan. E911 grant funding discussed. County contribution to the Cellular E911 Grant to purchase all necessary PSAP equipment, mapping and software is $134,000. Kollman stated if the County participates in the Cellular E911 grant, it would not need to replace the existing 911 controller because the replacement would be included in the grant. Mehls will review where cuts may be made and get back to the Finance Committee later this morning. Swenson requested for planning purposes, prioritizing 2007 and 20o8 capital outlay items and reminded there will still be levy limits. Motion by Malick, 2nd by Wentz, with changes and amendments to come in later, and to move ahead in the process. Carried unanimously. Planning and Zoning and Land Records. Present: Jan Zoerb and Dave Fodroczi. Fodroczi indicated the proposed overall budget increase is 3.5% which includes remodeling expenses and a new vehicle. Sanitary fees are up 3o% and other increases are other ordinance related fees. Fees also include Land Record fees. The Land Record budget provides to only spend what is received in revenues. Projected recordings were reduced for 20o6 based on 2005 activities. Land Record fees are down $16,000. Fees for ordinance administration are up $124,785, which includes adjustment for surveyor participation. Planning services are down for town plans — two towns at $9,000 per town. Fodroczi stated he is targeting next year to incorporate indirect costs and restructuring the department's budget. Swenson asked if it makes sense to hire someone to do the indirect cost analysis. Krueger stated the Planning and Zoning Committee has discussed looking at the indirect costs to find where adjustments need to be made. Discussion regarding aggressively pursuing the need to incorporate indirect costs. Fodroczi stated if Pietrick is willing to work with the Planning and Zoning Department he would rather invest internal time to do this study. Swenson asked for a reconciliation as to why base fees aren't high enough to start with and for most probable for additional fees with indirect costs. Fodroczi indicated fee structure is built on adding 5% per year. Remodeling expense included $1oo,000 split between Planning and Zoning budgets. There are currently four people working under makeshift work spaces. Planning capital outlay items total 129,700. Software maintenance should be $7,000 rather than $4,700. Zoning capital outlay items include a new vehicle at $28,000 and field equipment is delayed to 2007. Motion by Malick, 2nd by Standafer to move the proposed 2006 budget forward into the process. Carried unanimously. Register of Deeds. Present: Jan Zoerb and Kay Walsh. Walsh stated she adjusted temporary help from i$41,725 to $20,134. Revenues were projected on last year's activity. Revenues include real estate transfer fees, l internet access fees and Register of Deeds fees. Walsh estimated total revenues in the amount of $500,000 for 2oo6. Walsh stated there are currently fifteen Laredo users. Tapestry is the web access program which entitles people to do research with the use of a credit card and the county is credited 50% of the total amount generated quarterly. Tapestry charges have paid for Laredo so far. Walsh explained the need for back scanning of aperture cards. She indicated the more years digitized will increase the number of users. Land Records budgeted for the back scanning from 1998 to 1974 will cost $89,000. Discussion regarding Nazca vs. Laredo. Motion by Wentz, 2nd by Krueger to move the Register of Deeds budget forward into the process. Carried unanimously. Whiting suggested looking at Nazca more seriously. Ag- Extension. Present: Ron Raymond and Kim Reaman. Reaman indicated additions include a laptop computer and a maintenance agreement for the collateral. Reaman added state aid grants were reduced by $1,200 and workshop fees and bulletins increased by $2,200. Increases include PTO payout for one retirement in 2006. Operational increases include additional mileage. 4 -H expenses reduced for state fair premiums and transportation. Discussion regarding retirements. Reaman indicated agent salaries are split 60/40 with the state paying 60% and the County paying 40 %. Swenson stated the 2oo6 expenditures exceed the revenues. The Finance Committee is asking if there is a need for cuts, what the consequences would be. Motion by Standafer, 2nd by Krueger to move this budget forward in the process. Carried unanimously. Fairgrounds. Present: Ron Raymond and Dick Sullwold. Sullwold indicated the estimated 20o6 revenue is $154,250; estimated expenses are $154,250. Request for 20o6 funding from the County is $56455• Raymond explained that a fund raiser has been hired to review the feasibility for the Fair Board to raise a substantial amount of money. Funds budgeted for a fundraising drive is $5,000. Discussion regarding renting fairgrounds to other groups but the lack of facilities prevents many opportunities. Motion by Wentz, 2nd by Krueger to move the Fair Board budget forward in the process. Carried unanimously. Krueger thanked Sullwold for assuring the fairgrounds were safe at the fair this year. Land & Water Conservation. Present: Ron Raymond and Bob Heise. Heise reviewed capital outlay items requested which include a computer, monitors and replacing four alarm systems for the Glen Hills dam. 2oo6 estimated revenues are $712,441.80; 2oo6 total request is $ There is a $15,000 increase under the target Resource Management of $85,000 (grant pending). In the event the grant comes through the County's portion is $15,00o as a match for work on the Willow River watershed. If the County doesn't put the funds in, the project stalls which impacts several other groups. The grant is a three -year grant at $15,000 per year. Swenson asked if all projections go accordingly there would bean $85,50o balance forward at the end of 2oo6. Motion by Wentz, 2nd by Standafer to move this forward into the budget process. Carried unanimously. Parks. Present: Ron Raymond and Bob Heise. Balance available calculated for 2005 is $81,043; projected available for 2oo6 is $15,795• Heise reviewed capital outlay items. Improvement items will be moved to 2007. Safety and Maintenance items remain in the Park's 2oo6 budget request. Discussion regarding campground refunds. Heise explained they now issue vouchers for another day of camping. Swenson asked Heise if he received half of the proposed increase what would the consequences be. Heise indicated he would go back to the capital outlay items. Motion by Malick, 2nd by Standafer to advance this budget into the process. Carried unanimously. Circuit Court. Present: Judge Lundell, Judge Vlack and Judge Needham. Judge Lundell indicated the Circuit Court budget increase includes new chairs for the courtrooms and a digital tape recording device. The recording device may be used in certain procedures rather than using court reporter services. Discussion regarding lack of court reporters. Swenson highlighted the shortfall the Finance Committee needs to work with and asked if the budget was $39,000 less what would the consequences be. Judge Lundell indicated it would likely be eliminating the new chairs then the digital recorder or to postpone the purchases for a few months. Discussion regarding the potential for Judge Vlack to have a pilot program through the state for digital recording for his use. Discussion regarding the possibility of offsetting Clerk of Court Transcription budget for digital recording equipment by fifty five percent. Motion by Malick, 2nd by Wentz to move the Circuit Court 2oo6 proposed budget forward in the proc Carrie unanimously. Judge Lundell a s k ed for access to the intranet for his staff. Lunch Break — reconvene at 1:15 p.m. Revenues and Issues Review. Pietrick reviewed the budget summary. Discussion regarding the state's sales tax projections, Ag -Use Penalty, Board of Prisoners, potential borrowing. Review of capital outlay and operation items. September 29, Budget Review adjourned at 3:55 P.m. Budget Review Continued — Friday, September 30, 2005 Meeting called to order by Chair Swenson at 8:30 a.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer, Stan Krueger and Ralph Swenson. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick and County Clerk Cindy Campbell. iIssues Review and Follow up Work. The committee reviewed all budgets. Further consideration of the following: ■Library funding ;;Review personnel needs in Emergency Management and UW- Extension office 1MMedical Examiner on call amount. Last years budget with normal inflation plus 3%. Pietrick will provide figures ImSheriffs Department position imPlanning and Zoning Department remodeling ;N-Parks discussion regarding levy increase and request to reduce budget by $50,000 if possible i;Highway overall budget and additional $81,00o in transportation aids InFred Johnson is aware of the request of a $660,00o adjustment in Health and Human Services and Nursing — Home. Discussion regarding number of beds and staffing. Proposed changes from budget review of September 28 and 29 were reviewed. Pietrick provided a handout. The committee discussed borrowing for three capital asset items in the estimated amount of $527,000. Standafer indicated he is reluctant to borrow but it's inevitable. The Finance Committee agreed to pursue borrowing. Next meeting is scheduled for October 6th to begin at 8:0o a.m. i Adjourned at 12:30 p.m. Esther Wentz, Secretary i I Cin Campbell, Recording Secretary