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HomeMy WebLinkAboutFinance 12-07-05 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: Wednesday, December 7, 2005 -- 8:30 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: January 12, 2006 8:30 A.M. ACTION ON PREVIOUS MINUTES: November 10, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation Report b. Resolution Opposing AB 129 re: Change in Interest/Penalty Calculation on Delinquent Taxes 3. County Clerk Report a. 2006 Committee Meeting Schedule b.. Tax Deed Property Bid Opening — Town of Somerset Property 4. Finance Director Report a. Financial Reports 5. Administrative Coordinator Report a. Follow -up on City of New Richmond Road Design b. Status of Government Center Land Appraisal c. County Farm Lease Renewal Options d. Status of DoT Taking on County Farm Property 6. Planning and Zoning Committee Request for Office Remodeling Funding 7. Performance Evaluations — Committee Preparation CORRESPONDENCE: Letter from First National Bank of 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 /CHANGE S /CORRECTIONS 12:38 PM 12/1/2005 D15+. )Z-I -05 MINUTES FINANCE COMMITTEE DECEMBER 00 Meeting called to order by Chair Swenson at 8:30 a.m. Present: Clarence Malick, Esther Wentz, Daryl Standafer and Ralph Swenson. Stan Krueger arrived at 8:40 a.m. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and County Clerk Cindy Campbell. Media: Judy Wiff. Others present: Attorney Stuart Krueger, Mr. and Mrs. Ted Morgan. Motion by Standafer, 2 by Wentz to adopt the agenda. Carried unanimously. The date of the next meeting is January 12, 2006 at 8:30 a.m. Motion by Malick, 2nd by Wentz to approve the November 10, 2005 minutes. Carried unanimously. 1. Review of Vouchers. Malick reminded the committee there is a cost savings to the County if online office supply ordering is done through Office Depot. Pietrick and Baker were asked to bring a proposal to create a policy for ordering office supplies. Discussion regarding following up with departments and parent committees regarding ordering online through Office Depot. Whiting will have Baker provide a one year report regarding office supply ordering. Malick reported he did not find anything else to bring to the committee's attention regarding voucher review. 2. Treasurer's Report. a. Monthly Reconciliation Report. Review of the October 2005 reconciliation report as submitted by County Treasurer Cheryl Slind. No questions or discussion. b. Resolution Opposing AB129 re: Change in Interest /Penalty Calculation on Delinquent Taxes. Motion by Standafer, 2" d by Krueger to approve the resolution subject to the review of Corporation Counsel. Carried unanimously. Slind read a letter from Senator Harsdorf responding to her correspondence regarding Senate Bill 117. Discussion regarding Ag -Use penalties. Slind stated she will discuss this issue with the Planning and Zoning Committee on December 13. Discussion regarding the County Treasurer signing off on Certified Survey Maps (CSM). Slind indicated CSMs are being approved before payment of taxes are checked. The Committee suggested putting a policy in place where the Planning and Zoning Chair would not sign CSMs until taxes are paid to the Treasurer and in the meantime continue to work on an ordinance update with Corporation Counsel. 3. County Clerk Report. a. 2006 Committee Meeting Schedule. County Clerk Cindy Campbell distributed the proposed 2006 meeting dates for County Board and Finance Committee meetings. Campbell highlighted the County Board meeting dates September through December in which the meetings do not fall on the third Tuesday because of the budget schedule. b. Tax Deed Property Bid Opening — Town of Somerset Property. Campbell explained a three acre parcel was taken on tax deed by the County in June 2005. The property was appraised by F N who e the market value to be $50,500. Notice of Bids was published in the official paper (the Woodville Leader), the New Richmond News and on the County's website for three weeks. The notice included full payment within thirty days from the day the bid is awarded. One bid was received prior to the deadline. Campbell opened the bid and indicated it was submitted by David Levy in the amount of $50,500. The bid included a certified check in the amount of $6,000. Motion by Standafer, 2 "d by Wentz to accept the bid. Carried unanimously. C. Voter Registration Update. Campbell reported St. Croix County is now live on the Statewide Voter Registration System. This enables the County to add data to the state's system. There have been problems with the data conversion process and Campbell indicated she has to clean up address ranges in the system before new voter registrations may be entered and accepted in the system. Discussion regarding revising charges because of the increase in workload. Campbell will check with Corporation Counsel regarding revising the agreements with municipalities relying on the County to do voter registration data entry and report back to Finance in January. 4. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of October 2005 was $20,786,919.74. 2005 Contingency Fund balance is $222,888.08. 2005 Sales Tax received in November 2005 for September 2005 sales are $464,502.74. Discussion regarding sales history and projections. Revenue and summary reports through November 2005 were reviewed. Pietrick stated she emailed several departments requesting revenue status. Pietrick is working on making the transition to Wells Fargo. 5. Administrative Coordinator Report. a. Follow -up on City of New Richmond Road Design. Bob Barbian, City of New Richmond Economic and Planning Director, and Glen Van Wormer of Short, Elliott, Hendrickson, Inc., were present. Barbian and Van Wormer presented a transportation plan for the Highway 64 project. Van Wormer reviewed the current plan, the "Jug Handle Plan ", and an Interim Solution Plan. A map was also provided which included the proposed utility placement. Barbian stated this is being brought to the Finance Committee because of the County's property in this area and employee usage of this road system. Van Wormer added they are asking for an agreement stating this is a viable interim concept to go forward and an agreement of the general alignment of road through the property. Discussion regarding road location planning and potential development. Malick requested input from the Planning and Zoning Department. Whiting indicated the County's choices are to view this !with no development, or if the County wants development, how would it meet the needs. Standafer asked for a timeframe from City's standpoint regarding utility development going north. Barbian indicated adding utilities would add value to the property. He stated the timeframe for the people currently working on the eighty acre parcel is to be in construction in approximately one year from now, so easements need to be in place in approximately six months. Whiting stated the County continues to have to react to what others are proposing. The absence of a plan for the New Richmond farm property is precluding the County from dealing proactively with the City, developers and other interested parties. Malick asked Attorney Krueger if this would affect his work regarding the DoT's taking of some of the County property. Attorney Krueger stated the discussion would have no impact on the recovery sought from the State. Motion by Malick, 2 nd by Standafer that the Finance Committee approves the concepts presented for the Highway 64 / K intersection with a proviso for a future traffic light with left turn phases and a frontage road to be connected as described (end points Wall Street and County Road K / Fourth) on the maps and reasonably direct route, subject to approval of the details by the County. Per Barbian the motion would give the City t opportu to pursue the acquisition of land across from C ounty Road CC and allow working with the DoT in getting a Memo of Understanding in place. This information will be presented at the January County Board meeting. Carried unanimously. b. Status of Government Center Land Appraisal. Whiting indicated he is working with Dana Baker and they are taking a formal approach for soliciting requests for proposals to select an appraiser. Whiting asked if any Finance Committee members would be i interested in participating in the review and selection process. The objective is to have an appraisal to the Finance Committee by the February 2006 meeting. Standafer stated he would recuse himself from the selection process since he works with many of the appraisers. Swenson doesn't see a need for a Finance Committee member to participate, only if someone wishes, and would place the selection recommendation with Whiting and Baker. C. County Farm Lease Renewal Options. Whiting presented lease agreements currently in place relating to the County Farm crop land and farm buildings. The farm land lease expires in one year. Swenson stated there are three things to consider: does the County want year to year protocol; should the leases be let out for bid; and to ascertain exactly which acres would be available for crops. Whiting stated there has been discussion regarding who has the authority to enter into this agreement. This issue will be discussed at the next Health and Human Services meeting. Malick suggested the lease be managed by the Finance Committee with signatures according to the County Board Rules and Bylaws that binds the County; recognize the better procedural practice by using Requests for Bids; and include a one year cancellation provision in the agreement. Malick suggested contacting Lee Milligan for his assistance in this matter. The committee agreed on a minimum of a three year lease with opt -out opportunities. Corporation Counsel must review this matter as well. Motion by Malick, 2 "d by Standafer that the Finance Committee go forward asking the Administrative Coordinator to handle specifics to generate Requests for Bids for leasing the County Farm buildings and land and to report back to the Finance Committee with details; and the Finance Committee takes jurisdiction over the leases. Carried unanimously. d. Status of DoT Taking on County Farm Property. Attorney Stuart Krueger and Ted Morgan were present. Attorney Krueger summarized the status since the taking of the property by the State in March 2004. At this time, Morgan has the data but no firm appraisal number. Attorney Krueger laid out the decisions needed. He stated by March 28, 2006, an appeal of awarded damages by the State needs to be initiated which is commenced by either petitioning the court to appoint the Condemnation Commission to have a hearing to determine damages, or go directly to the Circuit Court to determine the fair amount of damage for the taking either by jury trial or a trial to the court. Discussions regarding deciding the procedure to take and to schedule a closed session at the January County Board meeting to hear the appraisal report, then make a decision. Swenson stated the County should rely on Attorney Krueger in defining the process and the recovery sought can be agreed upon during a closed session at the January Finance Committee meeting. The committee agreed. Motion by Malick, 2 " by Wentz that the Finance Committee authorizes Krueger to make the decision as to the forum and legal choices but reserves to the January County Board meeting the amount of recovery to be sought. Carried unanimously. e. Participation in the Western Wisconsin Intergovernmental Collaborative. Whiting reported the Western Wisconsin Intergovernmental Collaborative is essentially getting people together who work for institutions as ours, and have general discussions regarding what everyone else is doing. This group has bylaws in place and membership fees. Intended membership representatives are chief elected officials and chief administrative officials / clerks in the jurisdiction. Discussion regarding benefits to St. Croix County. Malick stated UW -River Falls desires to be helpful and their faculty can help coordinate activities to assist in doing jobs better and help St. Croix County with presence in Ma d i son. Motion by Malick, 2 nd by Krueger that St. Croix County move fo rward endorsing the bylaws with the understanding not to pay fees in 2006 because it's not in the budget, not to pay the annual fees and pay the $25 per meeting for the December 7` meeting and meetings in 2006, but will not pay per diems. Wentz felt is this is a look at regional issues which gives us more force when we go to Madison. Carried (voting no - Swenson). 6. Planning and Zoning Committee Request for Office Remodeling Funding. Dave Fodroczi and Ralph Robole were present. Robole and Bob Koehnen met with Fodroczi to review suggestions and funds budgeted to make the changes in the Planning and Zoning office possible. Discussion regarding service counter space and eliminating the additional office included in the proposal on south wall of the suite. Fodroczi indicated they will leave the current offices intack and rework the counter area as in the initial proposal and put the Economic Development Corporation staff in front. Pietrick indicated $20,000 was specifically designated in the 2005 Planning and Zoning budget for remodeling and this may be a carryover into the 2006 budget. Planning and Zoning are asking for approval of line item transfers of $35,000 from 2005 to 2006 to be applied toward the remodeling costs. Pietrick stated this $35,000 request requires a budget amendment. Total estimate for remodeling without adding the additional office on the south wall, eliminating the need to remove the wall is $53,139. Pietrick expressed concern regarding setting a precedent on line item transfers. Malick recognized the existing layout is not acceptable and the need for a change to improve workflow. Motion by Malick, 2" d by Krueger to take $20,000 and roll it forward into the 2006 budget; and recommend to the County Board for its decision, the $35,000 roll forward as an amendment to the budget. The proposal will be brought to the December County Board meeting. Supr. Speer was present and stated this project was turned down by the County Board at the budget hearing and now is back for reconsideration. Fodroczi indicated revenues in their department are up and added the department made a conscious decision not to make certain expenditures and emphasized this request comes to the Finance Committee out of respect to the process. Krueger stated if this does not get done, there will still be problems with inefficiencies. Motion carried 3 -2 (voting no - Wentz and Standafer). 7. Performance Evaluations — Committee Preparation. Whiting stated Swenson has drafted criteria for an evaluation and added there ought to be something tied to the Springsted system with respect to performance evaluations including one form based on the Springsted system with instructions. Discussion regarding the Human Resource Department working on this. Wentz agreed it should be tied to Springsted. Standafer stated the objective to the evaluative system should be used by all. Malick suggested a plan to use the same evaluations with two changes: add the Springsted based position description used in conjunction with the evaluation, and within the next couple of months, the Personnel Committee develop an addendum or replacement to current form that relates specifically to Springsted based job descriptions. Swenson suggested a closed session in February for the Finance Committee to review the Administrative Coordinator and other Department Heads reporting to the Finance Committee. Correspondence: Swenson read a letter from the First National Bank of Hudson dated November 10, 2005 thanking the County for allowing them to serve as the County's primary depository bank for the past several years. I Meeting adjourned at 12:1 1p.m. Esther Wentz, Secretary I C indy Campbell, Recording Secretary