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HomeMy WebLinkAboutFinance 05-12-05 r 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, May 12, 2005 -- 8:00 A.M. ** *NOTE SUMMER MEETING TIME CHANGE 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: June 9, 2005 8:00 A.M. ACTION ON PREVIOUS MINUTES: April 14, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. County Government Property "Plan for a Plan" 2. Review of Preliminary HHS Audit Report 3. Review of Vouchers 4. Treasurer's Report a. Review and Approval of Updated Department COOP /COG Plan** 6. Computer Services Department Report a. Proposal to Change Name of "Computer Services Department" to "Information Technology Department" :7. Corporation Getmsel Repeft 8. Clerk of Court's Report a. Review of Video Conferencing b. Review of Tax Intercept c. Review of Use of Website for Delinquent Fines 9. County Clerk Report a. First Deputy Position b. Statewide Voter Registration Update 10. Finance Director Report a. Review and Approval of Updated Department COOP /COG Plan 11. Administrative Coordinator Report a. Status of Risk Manager Position 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 12:32 PM 5/5/2005 MINUTES FINANCE COMMITTEE MAY 00 Meeting called to order by Chair Swenson at 8:00 a.m. Present: Clarence Malick, Daryl Standafer, Ralph Swenson, Esther Wentz (arrived at 8:20), and Stan Krueger (arrived at 8:25). Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and County Clerk Cindy Campbell. Media: Doug Stohlberg. Motion by Standafer, 2 nd by Malick to adopt the agenda. Carried unanimously. Date of next meeting is June 9, 2005. Standafer indicated he will not be at the June Finance Committee meeting. Motion by Malick, 2 nd by Standafer to approve the April 14, 2005 minutes. Carried unanimously. 1. County Government Property "Plan for a Plan ". Swenson reported he and Whiting have reviewed a draft of a plan from Steve Fischer. Swenson indicated more questions have been raised and they will work on potential options. Swenson stated there is a need to have these issues defined before coming to the committee. Discussion regarding plan options. Swenson stated he will bring this forward next month and see if we agree on the concept before investing money into the process. 2. Review of Preliminary HHS Audit Report. Swenson indicated the auditors and the Health and Human Services staff are working on this. There is nothing to report at this time. 3. Review of Vouchers. Malick reported he did not find anything to bring to the committee's attention. 4. Treasurer's Report. Review of the March 2005 reconciliation report as submitted by County Treasurer Cheryl Slind. A question was asked regarding the U.S. Bank payment. Pietrick indicated this was a debt service payment. No other questions regarding the reconciliation. a. Review and Approval of Updated Department COOP /COG Plan. Slind was not available. This item will be deferred to the June agenda. 5. Maintenance Department Report. No report. 6. Computer Services Department Report. Boron has received quotes on a new UPS system. Two of the lower quotes are in at $17,441 and $17,575. Swenson asked that this matter be placed on the June agenda. Boron indicated he has met with a representative from Iron Mountain which is a records management company. Swenson asked that optical scanning status be placed on the June agenda. a. Proposal to Change Name of "Computer Services Department" to "Information Technology Department ". Boron indicated this change carne up with the Springsted Study and stated the Personnel Committee and Administration Committee have approved the concept to change Computer Services Department to Information Technology Department. Standafer indicated the Personnel Committee approved name changes for Computer Services, Maintenance (to Building Services) and Personnel (to Human R esources). Motion by Malick, 2 ❑d by Standafer to approve name changes f or Computer Services to Information Technology and Maintenance to Building Services. Carried unanimously. 7. Corporation Counsel Report. No report. 8. Clerk of Court's Report. a. Review of Video Conferencing. Meyer reported the Judges are using video conferencing regularly. Swenson asked if savings could be tracked. Meyer will work with Sheriff Hillstead on tracking savings. Meyer acknowledged Tom Boron's efforts with his assistance on getting video conferencing in place. b. Review of Tax Intercept. Meyer stated they have input about $1,000,000 into the tax intercept program and have gone back about ten years. She stated they have collected approximately $50,000. Swenson thanked Meyer for her work with this program. Meyer reminded the committee this is for State of Wisconsin refunds only, not Federal. Discussion regarding what to turnover to the collection agency. C. Review of Use of Website for Delinquent Fines. Meyer met with Boron and reviewed the CCAP program. She indicated with this technology it doesn't appear there is a way to use the county's website to publish names of individuals who have delinquent fines. She added Corporation Counsel has legal concerns regarding posting names on the website. Malick asked Corporation Counsel to report back on the legal impediments. Discussion regarding what would be gained by placing these names on the website. 9. County Clerk Report. a. First Deputy Position. Campbell reported she has hired Amy Geurkink as First Deputy in the County Clerk's office. b. Statewide Voter Registration Update. Campbell reported she attended Statewide Voter Registration Training (SVRS) last week. Statewide voter registration will be required throughout the State of Wisconsin January 1, 2006. All registration records will be stored within a single centralized registration system maintained by the state. Municipalities are required to have a computer, high -speed printer and a secure high -speed internet connection in order access the state's data base to add, update and maintain voter registrations. Approximately 17 municipalities have asked the county to maintain voter registration data because they are unable to obtain a secure high -speed internet connection. Campbell distributed a proposed fee schedule and an SVRS overview. Discussion regarding the SVRS program and staff time to do this. Campbell indicated this is new to the state and staff time is unknown at this time. The Finance Committee agreed to have the County Clerk's office provide assistance to the small municipalities. Campbell will work with Corporation Counsel in preparing Memorandums of Understanding and a resolution and bring them back to the Finance Committee in June. Swenson asked the base fee be based on the most probable to break even. 10. Finance Department Report. Pietrick indicated she will bring in new job descriptions for her staff in June. a. Review and Approval of Updated Department COOP /COG Plan. Pietrick indicated she incorpo the Management Systems Specialist into the plan. Discussion regarding performing an exercise in the event of a disaster to see if this plan works and to be sure the New Richmond and Baldwin offices are ready to host in the event of an emergency. The plan will be updated and brought back to the Finance Committee. b. Financial Reports. General Fund Cash and investments balance as of March 31, 2005 is $25,533,319.69. 2005 Contingency Fund balance is $241,400.00. 2005 Sales Tax received in April 2005 for February 2005 sales are $370,582.54. Revenue and Expenditure Reports were reviewed. Swenson asked Pietrick to add last year's sales tax collected by month to her monthly report for comparison. 11. Administrative Coordinator Report. Whiting reported he attended the WMMIC annual meeting last week. Whiting serves on the WMMIC Claims Committee. The Claims Committee's meetings conflict with Finance Committee meetings. Whiting will look into this and report back in June. a. Status of Risk Manager Position. Whiting indicated interviews were completed and Kristen Ziliak was offered and accepted the position. She will begin May 26 Correspondence: Utity. Whiting indicated this item should have been deleted from the agenda. Meeting adjourned at 9:47 a.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary