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HomeMy WebLinkAboutFinance 10-06-05 f N E 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, October 6, 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: November 10, 2005 8:00 A.M. ACTION ON PREVIOUS MINUTES: September 8, 2005; September 28 -30, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Review of Pierce -St. Croix Humane Society Status and Use by County 3. Treasurer Report a. Monthly Reconciliation Report** 4. Finance Director Report a. Financial Reports 6. Building Maintemanee Repo i ia uvi a. Req est f A „thor ga ion to Exee .l A T 4 bW 4 1 M ax i mum All ewan 8. Clerk ef Court t Rep e44 u. 2006 DepaAment Budget" i. Corporation Counsel Repeft 10. Risk Manager- Report 11. Administrative Coordinator Report a. Employee Health Insurance Renewal 12. Over-all Recommended 2006 Budget ; :e., l opm e ti t St ,tu Approval ** 13. Contingency Fund Request: HHS re: Adult Technical Assistance Session 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 8:35 AM 10/5/2005 OFFICIAL — approved November 10, 2005 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting October 6, 2005 Meeting called to order by Chair Swenson at 8:00 a.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer and Ralph Swenson. Absent and excused: Stan Krueger. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and County Clerk Cindy Campbell. Media: Judy Wiff. Motion by Standafer, 2 nd by Wentz to adopt the agenda. Carried unanimously. Date of next meeting is November 10, 2005 scheduled for 8:30 a.m. Ralph Swenson will not be attending the meeting on the 10th. Motion by Wentz, 2 nd by Standafer to approve the minutes of September 8 and September 15, 2005. Carried unanimously. 1. Review of Vouchers. Malick indicated he had nothing to bring to the committee's attention. 2. Review of Pierce -St. Croix Humane Society Status and Use by County. The Finance Committee joined the Public Protection Committee for a presentation from Theresa Jonas, Volunteer Executive Director for the Pierce -St. Croix Humane Society. Jonas presented facts and financial status of the Humane Society. The Finance Committee left the Public Protection meeting after the presentation. The Public Protection Committee discussed this matter, Chair Speer advised the Finance Committee the Public Protection Committee moved to have excess dog fund money be turned over to the Humane Society. This motion was unanimously approve by the Public Protection Committee. Swenson asked Speer to have Corporation Counsel clarify this procedure. Discussion regarding the effect on municipalities. Malick indicated it is his previous understanding the County cannot divert this income stream and that perhaps the county can at least help by encouraging municipalities to send payment to the Humane Society. There was no action by the Finance Committee. Speer confirmed the Public Protection Committee will put together a resolution. 3. Treasurer's Report. a. Monthly Bank Reconciliation Report. Slind presented the August 2005 reconciliation report. Question regarding a check which cleared the bank incorrectly. Slind indicated it was a keying error and it will show up on the September reconciliation report. Malick asked about the status of the data entry in Real Property Lister's. Slind indicated she has been told they are up to date with data entry. 4. Finance Director Report. a. Financial Reports. No monthly reports. 5. County Clerk Report. No report. 6. Building Services Report. No report. 7. Information Technology Report. No report. Finance Committee October 6, 2005 Page 2 of 6 8. Clerk of Court Report. No report. 9. Corporation Counsel Report. No report. 10. Risk Manager Report. No report. 11. Administrative Coordinator Report. Whiting thanked Malick and Dave Fodroczi for their assistance in hosting the ICMA field demonstration bus tour through the county. a. Employee Health Insurance Renewal. Whiting indicated they have received health insurance renewal proposals. Per employee cost within the represented group total is $1,029.28; the ten percent employee share is $102.93; the County's share is $926.36. Non - represented employee renewal includes single and family coverage. Overall premium for single is $336.79; the ten percent employee share is $33.68; the County's share is $303.12. Non - represented family overall rate $858.11; the ten percent employee share is $85.12; the County's share is $772.99. Discussion regarding retiree premiums. Whiting indicated GASB 45 requires the County to track any subsidization of retiree health insurance benefits. Whiting is working with the consultant on getting amounts for a group 65 and older, and a group 65 and younger with the possibly of retaining the under 65 non - Medicare with employee groups and having the over 65 separated in their own group. Whiting is seeking approval for union and non -union group rates; and approval, in concept, of the separation of the retirees eligible for its own group. Motion by Wentz, 2 nd by Malick to approve the following rates: per employee cost within the represented group is $1,029.28, ten percent employee share is $102.93, County's share is $926.36; non - represented employee renewal for single coverage overall premium is $336.79, ten percent employee share is $33.68, County's share is $303.12; non - represented family overall premium is $858.11, ten percent employee share is $85.12, the County's share is $772.99. Carried unanimously. Motion by Standafer, 2 nd by Wentz to approve and endorse the concept of splitting retirees over 65 into a separate health insurance group. Whiting indicated overall health insurance is higher than what was estimated in the budget and will be brought to the County Board on November 1. Carried unanimously. 12. Recommended 2006 Budget Approval. Pietrick reviewed the changes made from the budget review meeting. • Pietrick indicated the Law Enforcement Clerk in Sheriff's Department was never in the budget so they could not take it out. • Discussion regarding Circuit Court transcription budget and to remove the transcribers rather than reduce transcriptions in this budget. Revisit the transcribers in Circuit Court. • Discussion regarding staffing and policy issues coming in from departments and contact committees. • Discussion regarding out of state travel and what the savings would be to remove all out of state travel. Standafer indicated the focus should be on non - essential out of state travel. Discussion regarding out of state travel to meet continuing education requirements and ways to get credits in another way. Motion by Malick, 2 nd by Standafer to ask all departments to restrict their out of Finance Committee October 6, 2005 Page 3 of 6 state travel relating to the 2006 budget to that which is necessary for continuing education of a license and there is not a nearby alternative and/or a training associated with equipment or software we own which has no nearby alternative. Malick indicated it will take time for Pietrick to notify departments, asking departments to review budgeted travels. Standafer stated there may be some savings, the important statement is the philosophy that in a "crunch year" we are not unmindful of those travel expenses. Malick stressed the importance of training and expressed the shared disappointment in the WCA conference this year and suggested changes the County Board Rules and Bylaws by eliminating the language encouraging WCA conference attendance. Carried unanimously. • Veterans Service Office left $2,000 in for contract services, decreased by $13,000. • Removed $100,000 for remodeling in Planning and Zoning. Planning and Zoning increased revenues by $125,000. • Pietrick reviewed the jail budget with Mary Martell and highlighted jail salary and fringe corrections in the amount of $143,187. Sheriff Hillstead cut $26,000 from the jail budget. Pietrick stated Sheriff Hillstead is requesting the jail nurse be added back. • Pietrick indicated Sheriff Hillstead cut $180,997 from the Sheriff's Department proposed budget. She indicated Sheriff Hillstead stated these are realistic cuts. Cuts include overtime; reduced two patrol squads, two supervisor squads and removed two unmarked vehicles; removed simulation ammunition; reduced emergency response unit equipment. Swenson asked the committee to revisit the Sheriff's cuts. • The Parks Department was asked to cut $50,000. Pietrick indicated they cut some expenses and Heise discovered revenue increases were not budgeted. Heise's cuts totaled $25,000. He eliminated consultant from Administration for education; eliminated parks promotional line; removed a gate and assessor's plat. These cuts were approved by the Land and Water Conservation Committee. • Department on Aging requested cuts other then the Benefit Specialist position. A total of $13,148 were cut from office supplies, Day Away food costs which were double budgeted. Duncan requested, if the Benefit Specialist position cannot become an employee rather than a contract position, they would like to see an increase in hours for this contract position. The Medicare D program has increased the need for this position. • Health and Human Services made cuts totaling approximately $466,000 per Johnson and Pempek. • Nursing Home made cuts estimated at $226,000 per Johnson and Pempek. • UW — Extension reduction is $20,000 by reducing administration secretary to a 60% position. This was approved by the Ag. Extension Committee. Pietrick indicated the reductions total $2,377,853. Additional cuts of $800,000 are needed. Possible funding by loans total $527,000. Pietrick also indicated the health insurance numbers increased by $58,000. Pietrick's calculations provide a deficit before applying the fund balance of $799,515; applying fund balance from sales tax in the amount of $543,000 and the general fund in the amount of $820,000 leaves a balance of $563,485. Discussion regarding the General Fund 2004 audited number. Finance Committee October 6, 2005 Page 4 of 6 Discussion regarding non -union position upgrades /reclassifications. Deb Kathan was asked to join the meeting. Kathan indicated there is currently no money in the budget for six requested non -union position upgrades and indicated $30,000 was a safe number to include for the upgrades. Kathan stated this is based on the Hay System and added this may be re- evaluated based on Springsted's SAFE system which is different from the Hay System. Discussion regarding budgeting for reclassifications. After much discussion on the various items cut and the department offered cuts, the finance committee took the following actions: 1. Added back one bail bonder tracker at $16,500 in the Jail, with a 12/31/07 sunset 2. Added back the AODA counselor in the jail starting 1/1/06 with a 12/31/07 sunset 3. Removed Circuit Court transcriber in place of reducing Clerk of Court transcription contract 4. Added $109,000 vehicles back in Sheriff's budget, because cuts were not realistic 5. Jail Nurse was restored into the budget 6. Jail meal reduction of $7,800 was added back, because the cut was not realistic 7. Agreed to use UW extension estimate of Sales tax revenue 8. Approved all other items on the list provided by the Finance Director from previous budget meetings 9. Designated $189,000 of general fund balance to be reserved for calling and defeasing the jail class action debt in 2009 10. Requested additional reduction of $26,000 from UW extension 11. Requested additional reduction of $27,000 from Emergency Management 12. Approved use of general fund balance not to exceed $600,000 Other issues discussed included $527,000 contemplated in loans and use of fund balances. Whiting reminded the committee that they will be facing levy limits in the future and using the fund balance creates a structural balance in the future Motion by Standafer, 2 " by Wentz authorizing release of legal publication of Finance Committee's 2006 budget. Carried unanimously. Motion by Wentz, 2 " by Standafer to approve the adjustments provided by Pietrick (listed below) of $167,000; bring forward a resolution on a future date borrowing for $527,000 for Emergency Communications Radios, Cellular E911 and the Jail Water System projects; and restricting $189,000 of existing General Fund unappropriated surplus for the purpose of defeasing Jail Class Action bonds. Carried unanimously. CHANGES MADE AS of 10/6/05 Sheriffs Revenue Increase 8,00 DA Diversion Coordinator Grant 20,65 Register of Deeds - Revenue Increase 40,00 Interest Revenue Decrease (40,000 Emergency Communications: Finance Committee October 6, 2005 ` Page 5 of 6 Reduce Cellular E911 grant to $100,000 34,27 Interoperability Initiative 3,71 Global Rechannel 7,50 Reduce OT for River Raids from 18 to 10 2,61 Communication Study Consultant 30,00 Glenwood City Tower Road Imp. 5,00 Storage Building 24,00 Reduce Overtime by 482 hours to avoid contraction 19,68 Reduce Temp 432 hours to avoid contraction 7,34 Remove Weather Station 40 Controller (duplicated w /Cellular E911) 100,00 Economic Development Corporation Increase 50,00 Finance Enterprise Software 350,00 Personnel: Public Health Nurse art time to fulltime) 35,65 Classification/Compensation Specialist 69,15 Law Enforcement clerk art time temporary to fulltime 15,731 Law Enforcement clerk not included in budget -15,73 Chemical Dependency Counselor 56,40 Chemical Dependency Counselor in budget higher than Human Resource's number 8,63 Added back 10/6/05 -65,04 Benefit Specialist (Department on Agin employee vs contract 6,59 Jail Nurse 22,06 Added back 10/6/05 -22,06 Jail Nurse in budget higher than Human Resource's number 2,94 Secret - temp (District Attorney) 6,27 Restitution Specialist (District Attorney/Victim Witness) 19,71 140,33 Bail Bond Trackers - part time 31,50 Added back 10/6/05 1 tracker) (15,750 District Attorney - Paralegal contract 40,00 Administrative Coordinator - out of state conference 1,20 County Board - Audio/Video & Projector 20,00 County Clerk - shredder 2,20 Circuit Court Chairs 10,00 Circuit Court transcriber machine 13,08 Clerk of Court - transcriptions left in, took out transcriber Information Technology - digital imaging 25,00 Finance Department - out of state conference 90 Veterans Service Office - other professional services 13,00 Veterans - furniture 4,00 Planning - remodeling 50,00 Zoning - remodeling 50,00 Finance Committee October 6, 2005 Page 6 of 6 Zoning - Increased fees per Dave Fodroczi 125,00 Jail Salary Corrections 143,18 Jail Cuts per Sheriff 26,18 Added back 10/6/05 Jail Meals 7,800 Sheriff Department cuts per Sheriff 180,99 Added back 10/6/05 Sheriff Vehicles (109,000 Parks revenue increase & cuts 25,00 Department on Aging Cuts (increased Benefit Specialist Contract) 13,14 Health & Human Services 466,73 Nursing Home 226,10 UW Extension - reduce admin secret to 60% 20,00 Additional cut 10/6/05 UW extension 26,00 Additional cut 10/6/05 Emergency Management 27,00 Cuts identified 2,211,20 Possible funding by loans: Emergency Communications Radios 292,00 Cellular E911 100,00 Jail Water System 135,OOC 527,00 Cuts identified plus debt issued 2,738,20 Apply fund balance: 04 Sales Tax Fund 543,00 General Fund - not to exceed 600,00 Total Fund Balance Applied as of 10/6/05 1,143,00 13. Contingency Fund Request: HHS re: Adult Technical Assistance Session. Malick indicated he received an email from Judge Vlack requesting meal reimbursement for those participating a drug court exercise with a Judge from Kentucky. Motion by Malick, 2' by Wentz to pay $90.00 for the cost of the lunches for this drug court exercise from the Contingency Fund. Carried unanimously. Correspondence: None. Meeting adjourned at 1:35 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary