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HomeMy WebLinkAboutFinance 03-10-05 y s 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, March 10, 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: April 14, 2005 8:30 A.M. ACTION ON PREVIOUS MINUTES: February 10, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer's Report 3. Maintenance Department Report 4. Computer Services Department Report 5. Corporation Counsel Report a. Status of Sheriff s Department Policies Review b. Plan for additional review of Sheriffs policies 6. Clerk of Court's Report 7. County Clerk Report 8. Finance Director Report a. Financial Reports b. Investment Report — Bob Moore c. Discussion of Financial Software Planning d. Review of Purchasing Program e. Status of Debt Collection Program f. 2005 Budgeted Revenue - Law Enforcement Grant g. NSF Fee Ordinance Review ** 9. Administrative Coordinator Report a. Update on County Property Inventory b. Status of Risk Manager Position c. Review of Risk Manager Job Description d. 2006 Budget Timeline 10. Update on WisDoT Taking of County Land in New Richmond 11. Approval of Late Per Diem Request — Supervisor Speer 12. Cellular E911 Grant Preview 13. Land Materials Disposition Options — County Limestone Remnants from Highway 65 Project ** 14. Closed session per WI Stat. 19.85 (1) c for the performance of an employee; reconvening into open session to complete agenda items. Positions to be reviewed: a. Maintenance Director b. Information Services Director c. Corporation Counsel d. Administrative Coordinator 15. Reconvene into Open Session for Purposes of Adjourning Meeting CORRESPONDENCE: Notice from City of New Richmond re: Storm Water Utility 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 2:31 PM 3/3/2005 OFFICIAL — Approved 4114105 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting March 10, 2005 Meeting called to order by Chair Swenson at 8:30 a.m. Present: Esther Wentz, Stan Krueger, Clarence Malick, Ralph Swenson and Daryl Standafer. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and County Clerk Cindy Campbell. Others: Supr. Speer. Media: Judy Wiff. Motion by Wentz, 2 nd by Standafer to adopt the agenda. Carried unanimously. Date of next meeting is April 14, 2005. Motion by Wentz, 2nd by Standafer to approve the February 10, 2005 minutes with the following correction: under the Finance Department Report, item 9. c. should read: "Meyer indicated the Clerk of Court would advocate submitting debts more than three years old, but not less than." and strike, "Meye indie.,* °a the Cllr' of Ge • 4 a&oea4es .�u s„t,... it4i g d to e ll ee e ag le tha three y „'a " Carried unanimously. vaiu 1. Review of Vouchers. Malick reported he will refer one item regarding flags to the Public Protection Committee to review. 2. Treasurer's Report. The Finance Committee reviewed the January 2005 reconciliation report as submitted by County Treasurer Cheryl Slind. No questions. 3. Maintenance Department Report. Ralph Robole was present and had emailed his report to committee members. There was a discussion regarding the repair history of the laundry equipment in the jail. Robole will place this in his Capital Outlay Plan. Public Protection will be discussing this matter at its next meeting. The current laundry equipment was installed in 1993 and another set in 1995. Robole indicated the City of New Richmond passed a storm water utility ordinance. The city had initially included twenty -two acres of County land in the city's plan. The city intended to charge $17.92 per acre on a monthly basis, or $403.20 per month. Whiting, Borup and Robole met with city representatives and the city agreed to reduce the acreage by 55 %, leaving ten acres subject to the ordinance. Swenson thanked Robole for his work in getting the payment down to a reasonable amount. 4. Computer Services Department Report. Tom Boron reported last week they had a generator test and the UPS (backup power supply) failed to pick up the load which caused a loss of some radios in 911. Boron indicated the UPS battery is bad. The unit does not have a way of indicating a bad battery unless a physical test is done. Boron will add a replacement UPS or an additional battery pack in the event of a battery failure to his 2006 COP. The current UPS unit is thirteen years old. Boron indicated a new unit is approximately $24,000. Swenson suggested he work with Dana Baker to send out Requests for Proposals for a replacement unit. Discussion regarding procedures on resetting the system and the possibility of setting up a manual transfer in the Emergency Communications Center. Swenson asked the replacement process be reviewed and brought back to the Finance Committee. Boron reported the WIBRS contract is being reviewed. This is a reporting system to replace UCR (Uniform Crime Reporting). Boron is reviewing and working towards developing a policy plan for HIPPA security policies which need to be in place by April. Boron reported he is Finance Committee March 10, 2005 Page 2 of 5 reviewing blade server technology. Blade servers are on cards and dedicated processors to run off the servers which are ultimately cost effective. Time and attendance continues to progress with departments. Boron indicated phase one will be done by June. 5. Corporation Counsel Report. a. Status of Sheriff's Department Policies Review. Sheriff Hillstead was present. Swenson asked if there was a need for additional legal review. Hillstead indicated there were some wording changes necessary. Malick indicated he would like to see the Public Protection Committee involved in policies issues. Whiting indicated the Gallagher study was paid for out of liability fund; Pollen's fees are being paid (not to exceed $5,000) from contingency fund. b. Plan for additional review of Sheriff's Policies. Discussion regarding ongoing policy review and budgeting for this type of work. Budget instructions need to include ongoing policy review and where it would come from. Standafer asked who will take ownership for unresolved issues. Hillstead responded the Sheriff is the policy maker for the department. The county is responsible so it should be a joint effort. Hillstead indicated he intends to spend time with Corporation Counsel Timmerman to get his view. Pollen left some issues to the discretion of the Sheriff. Sheriff indicated there are a number of resources to go to regarding policies. Hillstead indicated he has reviewed five policies and has instructed the Jail Captain to place them in the policy handbook and inform jailers of the changes. Swenson asked for dialogue after review with Timmerman and the Public Protection Committee and Hillstead's opinion regarding getting fiscal help regarding the policies in a timely manner. Hillstead indicated he will continue to keep the Public Protection Committee up -to -date regarding the policies and the Sheriff's Department daily operations. 6. Clerk of Court's Report. No report. 7. County Clerk Report. No report. 8. Finance Department Report. Pietrick indicated she received an invoice in the amount of $3,000 for replacement of a fuel pump from the Sheriff's Department. This item is not in the Sheriff's Department or the Maintenance Department's budget. Discussion regarding replacement of fuel pump. Hillstead and Robole indicated it was a joint decision to replace the pump and agreed that each department will be charged $1,500 each for the replacement. Hillstead confirmed this replacement was necessary and the Finance Committee be aware of this in the event they have exceeded their 2005 budget. a. Financial Report. Pietrick distributed financial reports. There was no discussion. General Fund Cash and investments balance as of January 31, 2005 of $25,602,119.77. 2005 Contingency Fund balance is $250,000.00. 2004 Sales Tax received in February 2005 for December 2004 sales are $437,500. Revenue and Expenditure Reports were also distributed. b. Investment Report — Bob Moore, the county's investment manager provided an overview of financial conditions which impact Federal Reserve and their policies. Moore indicated he has a strong focus on macro economics. Pietrick indicated she needs to know what Finance Committee March 10, 2005 Page 3 of 5 direction the Finance Committee wants to go with CDs. Moore suggested utilizing portfolios. Malick suggested making departments' year two COP more disciplined. C. Discussion of Financial Software Planning. Pietrick indicated Boron, Baker and Pietrick have reviewed three difference software programs. They are currently reviewing other software systems used by other counties in the state to determine if they meet St. Croix County's needs. Pietrick indicated she intends to discuss this with other departments to identify the needs for a new system. Pietrick identified tasks that would help save time, such as, eliminating handwritten receipt books, receipt online, better reporting, tracking fixed assets, budgetary controls, matching invoices with purchase orders, duplicate payment control. Pietrick has placed this in her 2006 COP. d. Review of Purchasing Program. Dana Baker, Management Systems Specialist provided an overview regarding procurement status and an update on the Sage audit review. Baker presented her progress regarding pharmaceutical services for the county, office suppliers and potential car rental options for the county. Baker provided potential savings through her research for these services. She reported the analysis reflects potential cost savings /avoidance at the discretion of each department. Savings /avoidance for technology covers a five year life span. Total potential savings /avoidance is $77,330.11. Baker will make this presentation to the County Board at its next meeting. Baker indicated she is also auditing employee data and working with IDI to enhance data entry to reduce manual effort and reduce mistakes; she is working to clarify definitions across departments; working to automate reports and salary increases. Baker reported she is working with Annette Massie in Computer Services and thanked Annette for her assistance. e. Status of Debt Collection Program. No report. f. 2005 Budgeted Revenue — Law Enforcement Grant. Pietrick reported Sheriff Hillstead notified her when he was aware a grant from the state of $16,000 will not be received. Part of that money was going to be used for COP items in the Sheriff's Department which the Sheriff agreed will not be purchased now. The other part of the grant was going to be used for overtime. This may reflect a shortfall on the revenue side of the Sheriff's Department budget. Hillstead indicated the state changed the way it gives its grants based on statistics in each county. g. NSF Fee Ordinance Review. Pietrick presented a proposed ordinance regarding NSF checks. This is an ordinance creating Chapter 8 of St. Croix County Code of Ordinances authorizing St. Croix County Departments to impose a fee on worthless payments and to waive certain underpayments and to retain certain overpayments. Her research resulted in finding departments are collecting $0 - $25 for NSF fees. The ordinance provides uniformity across county departments. Pietrick indicated the ordinance language is from the statutes. Discussion regarding excluding the fees from the ordinance and create a separate resolution to give the Finance Committee authority to establish fees. This will be discussed further at a special Finance Committee meeting set for 8:30 a.m. before County Board meets on March 15, 2005. 9. Administrative Coordinator Report. Finance Committee March 10, 2005 Page 4 of 5 a. Update on County Property Inventory. Whiting is working on finding an intern to prepare the property inventory. He has been unsuccessful in obtaining help from UW -River Falls. b. Status of Risk Manager Position. Whiting indicated this position is being advertised throughout the county, in the Twin Cities area and on the county's website. The application end date is March 18 Whiting invited members of the Finance Committee to sit in on the interviews. C. Review of Risk Manager Job Description. Whiting handed out a copy of the job description which noted a title change for this position from Workers Compensation and Risk Management Coordinator to Risk Manager. Motion by Krueger, 2nd by Standafer to approve the title change. Carried unanimously. d. 2006 Budget Timeline. Timeline was distributed. 10. Update on WisDoT Taking of County Land in New Richmond. Whiting indicated he talked to Attorney Stu Krueger regarding the status on a new appraisal on the county farm property. Krueger suggested getting a diagram or drawing on what a developer may have drawn for the best use of this property. Steve Fisher of Brueggeman Homes has agreed to prepare this at no cost to the county. This drawing may be used to compliment a new appraisal and is scheduled to be done later this month. Whiting will report back on the status in April or May. The committee asked Whiting to negotiate a fee with Fisher for this service. 11. Approval of Per Diem Request — Supervisor Speer. Motion by Wentz, 2nd by Krueger to send this request to the County Board to suspend rules for approval. Speer indicated her per diem request was submitted in a timely manner. The Administration Committee found her requests fall under the Board's rules and bylaws and was approved in January and February. The question pertained to attendance at meetings or events which are not covered in rules and bylaws. Malick indicated we could rely on Timmerman's March 14 memo and approve payment. There would be no need to take it to the County Board. Motion by Wentz, 2nd by Krueger to withdraw the original motion and approve payment. Carried unanimously. 12. Cellular E911 Grant Preview. Gary Kollman indicated cellular 911 calls originating from within St. Croix County do not provide the receiving public safety answering point (PSAP) with the telephone number and location of the caller. Kollman described phases of Wireless 9 -1- 1. He indicated in December 2006 a wireless surcharge will be assessed to each cellular phone subscriber. The proceeds of which will be used to provide grants to counties wishing to purchase equipment which will display the telephone number and location of cellular 911 calls. The surcharge will run for a three year period. Kollman provided two vendor options. One from CML for an outright purchase of the equipment and a lease purchase option from SBC. Kollman indicated the grant application needs to be submitted by April 1. Motion by Malick, 2nd by Wentz to recommend to the County Board to pass a resolution authorizing submission of a grant application. Carried unanimously. Finance Committee March 10, 2005 Page 5 of 5 13. Land Materials Disposition Options — County Limestone Remnants from Highway 65 Project. Tim Ramberg distributed a synopsis regarding what has been done so far concerning the possibilities of utilizing material resources on the county farm property. Ramberg thanked Malick and Krueger for their input regarding this matter. Krueger, Jim Harer and Dick Erickson (Milestone Materials) visited the site. Ramberg indicated they have defined an area which may contain limestone. Erickson will report to Ramberg estimates and options on that defined area. . Malick suggested to proceed and to bring back a report to the Finance Committee. 14. Closed session per WI Stat. 19.85(1)(c) for the performance of an employee; reconvening into open session to complete agenda items. Positions to be reviewed: a. Maintenance Director b. Information Services Director C. Corporation Counsel d. Administrative Coordinator Motion by Wentz, 2nd by Standafer to move into closed session. Roll call vote: Malick — Yes, Wentz — Yes, Swenson, - Yes, Krueger — Yes, Standafer — Yes. Carried unanimously. No business will be conducted after reconvening. 15. Reconvene into Open Session for Purposes of Adjourning Meeting. Correspondence: Notice from City of New Richmond regarding Storm Water Utility. Meeting adjourned at 1:45 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary