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HomeMy WebLinkAboutFinance 04-14-05 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 TEAE: Thursday, April 14, 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: May 12, 2005 8:30 A.M. ACTION ON PREVIOUS MINUTES: March 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 6. Clerk of Court's Report 7. County Clerk Report a. Update of COOP /COG Plan ** 8. Update from Economic Development — 9:30 a.m. 9. Finance Director Report a. Financial Reports b. Discussion of Financial Software Planning c. Status of Debt Collection Program 10. Administrative Coordinator Report a. Update on County Property Inventory b. Status of Risk Manager Position 11 U p d a t e-on Wi Tl T T oC_ C ff L in New Rieh -, «a 12. Contingency Fund request - Outside Counsel Review of Sheriff s Department Policies 13. Land Materials Disposition Options — County Limestone Remnants from Highway 65 Project 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 1:06 PM 4/11/2005 OFFICIAL - approved May 12, 2005 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting April 14, 2005 Meeting called to order by Vice Chair Krueger at 8:30 a.m. Present: Esther Wentz, Stan Krueger, and Clarence Malick. Daryl Standafer arrived at 9:10 a.m. 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, 2nd by Malick to adopt the agenda with the addition for approval of the March 15 minutes. Carried unanimously. Date of next meeting is May 12, 2005. Motion by Malick, 2nd by Wentz to approve the March 10, 2005 and March 15, 2005 minutes. Carried unanimously. 1. Review of Vouchers. Malick reported he did not find anything to bring to the committee's attention. 2. Treasurer's Report. Review of the February 2005 reconciliation report as submitted by County Treasurer Cheryl Slind. No questions regarding the reconciliation. Slind indicated she is setting up ACH accounts for fund transfers to the schools and municipalities for August tax settlement purposes. Transfers will be made August 22, 2005. Slind reported Real Property Lister's office is working on improving the input process on parcel title holder name changes. Discussion regarding direct interaction with assessors' offices and sending data electronically. Krueger asked Slind to report back on the status at the June Finance Committee meeting. Krueger thanked Slind for her report. 3. Maintenance Department Report. No report. 4. Computer Services Department Report. Tom Boron reported he completed price quotes on a new UPS system. Quotes are coming in between $30,000 and $40,000. Boron is proposing changing his department's name to Information Technology and will review the necessary process with Corporation Counsel to make this change. 5. Corporation Counsel Report. No report. 6. Clerk of Court's Report. No report. Malick asked if the delinquent fee data is placed on the county's website. 7. County Clerk Report. County Clerk Cindy Campbell reported overall the April 5th election went well. Campbell indicated on April 13' she assisted the school district of New Richmond with a recount regarding its referendum. a. Update of COOP /COG Plan. County Clerk Campbell reported she made minor revisions to the County Clerk's office COOP /COG plan to include voter registration duties and staff changes. Motion by Malick, 2 by Wentz to approve the COOP /COG plan for County Clerk's office. Carried unanimously. 8. Update from Economic Development — 9:30 a.m. Bill Rubin, Director of the St. Croix County Economic Development Corporation, Kelly Dunn, President of the St. Croix County Economic Development Corporation, and Roger Rebholz, County Board Supervisor were Finance Committee April 14, 2005 Page 2 of 3 present. Dunn provided an update on recent initiatives in EDC; activity in the St. Croix County CDBG loan fund; and indicated they are working with Rivertowns in putting together a business journal which will be distributed in May. Discussion regarding local communities hiring their own Economic Development directors along with participating and supporting the program. 9. Finance Department Report. a. Financial Report. General Fund Cash and investments balance as of February 28, 2005 is $27,853,080.10. 2005 Contingency Fund balance is $241,400.00. 2005 Sales Tax received in March 2005 for January 2005 sales are $279,989.69. Revenue and Expenditure Reports, Health and Human Services and Nursing Home report and the March report on investments were distributed and reviewed. b. Discussion of Financial Software Planning. Pietrick and Boron have found some viable options for financial software and are ready to proceed with an RFP. Boron and Pietrick will spec the system. Boron indicated they looked at software currently being used in other Wisconsin counties. Pietrick stated they are estimating a cost of $500,000 for the software. C. Status of Debt Collection Program. Pietrick reported there is a meeting scheduled for April 19th at the Government Center with a collection agency. This collection agency is currently on the state contract list. The meeting will include other departments. Discussion regarding requirements from departments and requirements from the agency. Pietrick has general guidelines for departments to follow. Standafer stated he wants to see a uniform countywide approach to this. Discussion regarding defining "bad debt" and when accounts get turned over to the collection agency. Pietrick will rely on Department Heads to tell her they have made reasonable efforts to collect the debt before turning it over to the collection agency. 10. Administrative Coordinator Report. a. Update on County Property Inventory. Whiting reported he has been able to get a commitment from a student intern who will start at the end of May. b. Status of Risk Manager Position. Whiting reported interviews with five people are scheduled for Monday. H 1 Update on Wicnnm T o f C oun t y r d• N ew Ri h a 12. Contingency Fund request — Outside Counsel Review of Sheriffs Department Policies. Pietrick indicated at the December 8, 2004 Finance Committee meeting a motion passed to hire outside counsel to review the jail policies. The motion was to pay the attorney fees out of the 2004 Contingency Fund, if services can be completed to be taken from the 2004 fund. Pietrick indicated she received a statement and most of the attorney services were done in 2005. Motion by Standafer, 2 nd by Wentz to take the funds out of the 2005 Contingency Fund to pay for the outside counsel services. Carried unanimously. Finance Committee April 14, 2005 Page 3 of 3 Sheriff Hillstead was present and reported there are over seventy policies specific to the jail, patrol division and the Sheriff's Department. Hillstead stated Pollen is reviewing the policies but he is not approving them. Hillstead added he and Corporation Counsel Greg Timmerman have agreed to rewrite the policies as recommended by Pollen. Each policy will include a notation at the bottom indicating reviewed by Corporation Counsel and a place for a signature. Discussion regarding policy approval procedures. Malick stated Pollen and Corporation Counsel's review should be regarding legality. Hillstead's concern is efficiency and department procedures. Malick suggested appropriating more money for review of the other top ten policies and relay to the Public Protection Committee that the Finance Committee views the Public Protection Committee as the committee who should be officially passing motions relating to the Sheriff's Department and Jail policies. Motion by Malick, 2" by Wentz to authorize Attorney Pollen to review the most important ten patrol and investigation policies in the Sheriff's Department for an amount not to exceed $5,000 to be taken from the 2005 Contingency Fund. Carried unanimously. 13. Land Materials Disposition Options — County Limestone Remnants from Highway 65 Project. Krueger reported drilling began on April 13 at the County Farm property. He indicated there is a sewer and water line located north of County Road K which runs in the middle of the field. The drilling is north of the sewer and water line. Krueger stated the cost to drill is $35 a foot. He reported limestone was found at six feet and they are still finding it at thirty -five feet. Krueger indicated that at $35 a foot they can only go 140 feet. In February, the Finance Committee approved $5,000 for digging from Capital Project Fund. Whiting indicated this information is being made available to contractors for the highway project. Standafer confirmed this is to determine what resources are there. Discussion regarding additional drilling. Motion by Malick, 2 nd by Standafer to authorize another $5,000 from Capital Project Fund for purposes of drilling within the next few days. Carried unanimously. Pietrick asked who hired the firm doing the drilling. Krueger indicated the Highway Department through Tim Ramberg. Correspondence: Notice from City of New Richmond regarding Storm Water Utility. Whiting indicated this item should have been deleted from the agenda. Meeting adjourned at 11:03 a.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary