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HomeMy WebLinkAboutFinance 11-10-05 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, November 10, 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: December 8, 2005 8:00 A.M. ACTION ON PREVIOUS MINUTES: October 6, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation Report b. Selection of County Bank 3. County Clerk Report a. Reimbursement Due Listing Officials For Listing Dogs for 2005 4. Finance Director Report a. Financial Reports 5. Administrative Coordinator Report a. City of New Richmond Request re: Road Improvement Connection of CC to K (9:00 a.m.) b. Consideration of Changing Date for December Finance Committee Meeting 6. Request from Planning and Zoning Committee for Office Remodeling Funding ** CORRESPONDENCE: Letter from St. Croix Valley YMCA regarding their interest in acquiring County owned property in Hudson. Letter from City of Hudson regarding their interest in acquiring County owned property in Hudson ** 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 1:49 PM 11/8/2005 11 ��e7� • I I MINUTES FINANCE COMMITTEE NOVEMBER io, oo Meeting called to order by Vice Chair Krueger at 8:00 a.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer and Stan Krueger. Absent and excused: Ralph Swenson. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and County Clerk Cindy Campbell. Media: Judy Wiff. Motion by Wentz, 2" d by Standafer to adopt the agenda. Carried unanimously. The date of the next meeting is December 8, 2005 which may change under item 5b on today's agenda. Motion by Malick, (2 "d by Standafer to approve the September 28, 29 and 30 Budget Review minutes and the October 6, 2005 minutes. Carried unanimously. 1. Review of Vouchers. Malick reported he did not find anything to bring to the committee's attention. i 2. Treasurer's Report. a. Monthly Reconciliation Report. Review of the September 2005 reconciliation report as submitted by County Treasurer Cheryl Slind. Motion by Malick, 2 " by Standafer to accept the report. Carried unanimously. Review of ag -use penalty report. Discussion regarding acreage amounts from assessors and the need for town boards to be active with the assessors. Krueger suggested Slind report this information to the Planning and Zoning Committee on December 13` b. Selection of County Bank. Scott Wagner and Laurie Malchow were present from the First National Bank of Hudson. In August, Slind and Management Systems Specialist Dana Baker prepared a Request for Proposal (RFP) for banking services for the County. Slind explained the process was thorough and complex. RFPs were sent the first of October and were due Friday, November 4` The current County depository is the First National Bank of Hudson. Standafer confirmed Citizens State Bank did not bid and the Citizens Bank listed is out of Michigan. Slind explained August quantities were given to the banks for use in their figures. The scoring was done in two categories: 350 possible points for technical and 650 possible points for cost total. Discussion regarding the ranking process. The RFP was put together by using five different models with eleven different sections, eight of which were scored. Malick asked if any of the banks submitted an objection to the process. Slind stated she did not receive any objections, only comments regarding the difficult process. Discussion regarding earnings credit. Pietrick stated all came back with earnings credits and added this as part of the interest component. Slind stated based on the scoring it is recommended Wells Fargo be the County's bank for the next two years beginning January 2006 and added she is very appreciative of First National Bank of Hudson's service for the last three years. Pietrick confirmed every bank in the County received an RFP. Standafer commented on the use of an objective RFP process and that every bank was evaluated on the same criteria. Motion by Standafer, 2 " by Malick to concur with the recommendation brought forward by Pietrick and Slind establishing Wells Fargo Bank as the County depository for two years effective January 2006. Carried unanimously. 3. County Clerk Report. a. Reimbursement Due Listing Officials For Listing Dogs for 2005. County Clerk Cindy Campbell distributed the proposed resolution listing reimbursement for listing dogs for 2005. Campbell indicated this resolution routinely goes to the County Board without committee approval. Corporation Counsel suggested this be brought to the Finance Committee then to County Board. Motion by Standafer, 2 nd by Wentz to approve. Carried unanimously. 4. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of September 2005 was $22,676,682.43. Pietrick indicated one CD matured on October 18, 2005. She met with the County's investment advisor to review cash flows and received some investment ideas from him. Pietrick indicated that will factor in how much money to leave in the operating accounts and she may be able to invest more money long -term. 2005 Contingency Fund balance is $222,888.08. 2005 Sales Tax received in October 2005 for August 2005 sales are $462,479.23. Pietrick indicated the Department of Revenue has put together a task force to work on the sales tax issue. Pietrick indicated the reason why revenues are behind is because the County is not getting credit for car sales. The state estimates we should have collected an additional $300,000 for car sales which will meet our budgeted revenues for sales tax. Revenue and summary reports through October 2005 were reviewed. Pietrick will review revenues with Planning and Zoning and indicated some grants are running behind in reimbursements. Krueger expressed his thanks to Pietrick for her assistance with the cost analysis in Planning and Zoning. 5. Administrative Coordinator Report. a. City of New Richmond Request re: Road Improvement Connection of CC to K (9:00 a.m.) Present were Bob Barbian, Economic and Planning Director from the City of New Richmond and Glen Van Wormer from Short, Elliott, Hendrickson, Inc (SEH). Van Wormer distributed drawings showing the current plans for the Highway 64 project near New Richmond. Van Wormer stated the proposed design is approximately ten years old. Discussion regarding the preliminary map showing a "Jug Handle Concept" prepared by SEH for this project, and a map showing plans of an interim solution which includes a frontage road from County Road K to Wall Street. Whiting stated the Transportation Committee has reviewed and approved the concept. The timeframe for implementing is based on the need and when necessary. Van Wormer stated they are working with the Highway Department and DOT. Van Wormer is seeking conceptual approval of the roadway provided on the preliminary map and to move forward with the interim solution which adds a frontage road and a stop light. Whiting stated there are several issues for consideration including what the DOT is seeing for the future at this particular intersection and the potential for development of this property. Malick made three observations regarding the proposed interim solution map: the stoplight to include a fourth light for left -hand turn; the city has authority with what the state statutes call "official mapping" and a tool that could be used with respect to the future rights -of -way and other things contemplated; and, is there a need for a northwest jug handle link with concerns about traffic stacking. Van Wormer indicated there is no stacking alternative needed and official mapping is the intent but this matter needs be discussed with the County first. Krueger would like to see joint meeting with Transportation Committee. Whiting indicated the Transportation Committee is okay with concept and stressed the committee's point that it does not want the County to pay for anything. Discussion regarding Tax Incremental Districts. Malick would like to review this matter next month when Chair Swenson is present. Motion by Malick, 2 "d by Wentz to approve the concept of the end points as shown from Wall Street and the new intersection with the traffic signal with the understanding the traffic signal includes a left turn signal which is shown on Interim Solution. Standafer agrees with the concept and added the County needs to preserve its options. Barbian stated the City respects the fact that this is the County's property. Carried unanimously. Malick commended the City on its planning and the decision to squaring the intersection. Brief discussion regarding locating a Park -n -Ride in this area. b. Consideration of Changing Date for December Finance Committee Meeting. Whiting has a conflict with the December 8` Finance Committee meeting. The December meeting was re- scheduled for December 7, 2005 to begin at 9:30 a.m. Future meetings will begin at 8:30 a.m. 6. Request from Planning and Zoning Committee for Office Remodeling Funding. Jan Zoerb and Dave Fodroczi were present. Zoerb indicated the Planning and Zoning Committee unanimously requested their presence at this meeting to consider line item changes in the 2005 budget. Fodroczi stated they have gone through the process of redesigning the Planning and 'Zoning suite which did not make the 2006 budget. The projected cost was under $100,000. The Planning and Zoning Committee met with staff to discuss other options for space needs. Fodroczi presented changes to the original plan including eliminating the permanent walls in the original proposal. The total cost adjusted to $53,139. Fodroczi indicated there was discussion regarding the possibility of moving the Economic Development office to the conference room next to the Planning and Zoning suite. The Planning and Zoning Committee request the Finance Committee consider the following: approve relocation of EDC staff to the conference room (Room 1216); approve carryover of $20,000 budgeted in 2005 budget specifically budgeted for remodeling; and approve line item transfers and carryover of $35,000 in 2005 budgets (specifically $15,000 in personnel cost savings (Septic Inspections), $10,000 in contractual services cost savings (Septic Inspections); and $10,000 in equipment purchase savings (Zoning)). Zoerb indicated this is very important to the Planning and Zoning Department and added the value to go forward with the remodeling to increase efficiency and improve the general operation of the department. Fodroczi indicated the revenues are up, likely over $100,000 greater than estimated. ' Standafer expressed concern regarding delaying services and timely receipt of permits. Discussion regarding validity of delaying personnel and contractual services. Malick expressed concerns including the loss of a conference room, larger than necessary space for EDC, and the use of the lunch/break area. Motion by Malick, 2" d by Standafer to table this matter to the next meeting and request Building Services Director Ralph Robole to get involved in the analysis and asked the committee to specifically look for a way to do this without using the conference room. Fodroczi indicated time is a concern because of the cyclical workload and it is important this be done in the first quarter of the year. Discussion regarding consideration that the Finance Committee closely evaluates the use of the large lunchroom to use that space for conference rooms. Carried unanimously. Correspondence: Letters from St. Croix Valley YMCA and the City of Hudson regarding their interest in acquisition of County -owned property in Hudson. Whiting indicated with the discussion regarding appraisal on the Govt. Center property it generated letters from the YMCA and the City of Hudson. Whiting indicated Dana Baker has put together an RFP for selection of the appraiser. Malick noted the letter from the city requesting a right of first refusal. Whiting will place progress report on appraisal status on next month's agenda. Meeting adjourned at 11:25a.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary