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HomeMy WebLinkAboutFinance 06-09-05 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, June 9, 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: July 14, 2005 8:00 A.M. (subject to Item 15a) ACTION ON PREVIOUS MINUTES: May 12, 2005 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of WisDoT Property Taking — 8:00 a.m. — 19.85(g) Conferring with legal counsel for the governmental body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. 2. Reconvene in open session 3. Review of Potential Soils Acquisition Interest at County Farm Property 4. 9:00 a.m. 2006 Budget Preparation — Joint Meeting with Committee Chairs a. Review of Budget Data b. Review of Capital Outlay Planning c. 2006 Budget Objectives 5. Review of Vouchers 6. Resolution re: Calling Upon the Governor and Legislature to Act in Response to County Advisory Referendum Concerning Court and Health & Human Service Costs to Taxpayer 7. Treasurer's Report a. Updated COOP /COG Plan 8. Maintenance Department Report 9. Information Technology Department Report a. New UPS for Government Center b. Review of Optical Imaging Status c. Capital Outlay Plan 10. Clerk of Court's Report a. Capital Outlay Plan 11. 10:30 a.m. Circuit Court: Review and Approve Job Descriptions for Department Personnel a. Register in Probate b. Deputy Register in Probate c. Judicial Assistants 12. County Clerk Report a. Memo of Understanding and Resolution regarding the Statewide Voter Registration b. Authorization to Exceed Hotel Maximum Allowance c. Capital Outlay Plan 13. Finance Director Report a. Financial Reports b. Review of New Finance Software Status 2:33 PM 6/2/2005 c. Review of County Investments —Bob Moore, 11:00 a.m. d. Proposed Job Description Revisions 14. Administrative Coordinator Report a. Future Committee Meetings Schedule b. Review of Management Systems Specialist SAGE Audit c. Capital Outlay Plan 15. County Government Property "Plan for a Plan" CORRESPONDENCE: 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 2:33 PM 6/2/2005 MINUTES FINANCE COMMITTEE JUNE 9, 00 Meeting called to order by Chair Swenson at 8:00 a.m. Present: Clarence Malick, Ralph Swenson, Esther Wentz and Stan Krueger. Absent and excused: Daryl Standafer. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, and County Clerk Cindy Campbell. Others Present: Attorney Stu Krueger, Ted Morgan, Mrs. Morgan, Julie Speer, Chuck Mehls. Media: Judy Wiff. Motion by Wentz, 2 by Krueger to adopt the agenda. Carried unanimously. Swenson indicated the date of the next meeting is July 14, 2005 which may be subject to change under item 14a on today's agenda. Motion by Malick, 2 by Wentz to approve the May 12, 2005 minutes. Carried unanimously. 1. Review of WisDoT Property Taking — 8:oo a.m. — 19.85(g) Conferring with legal counsel for the governmental body who is ;rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. Motion by Malick, 2nd by Wentz to go into closed session and invite to stay Appraiser Ted Morgan and Mrs. Morgan, Supr. Mehls, Supr. Speer, Administrative Coordinator Whiting, Attorney Stu Krueger and County Clerk Cindy Campbell. Roll Call: Yes - Wentz, Krueger, Swenson, Malick. Carried unanimously. Motion by Malick, 2nd by Krueger to add Supr. King to the closed session. Carried unanimously. 2. Reconvene in open session. Motion by Malick, 2nd by Krueger move into open session. Carried unanimously. 3. Review of Potential Soils Acquisition Interest at County Farm Property. Krueger indicated Mashuda Contractors, Inc. is requesting ift000 cubic yards of fill material from the county farm property to test and possibly enter into an agreement with St. Croix County to purchase the material for the Highway 64 bypass project. Discussion. Motion by Malick, 2nd by Krueger to authorize proceeding forward to a contract with Mashuda Contractors to allow them to do their six to ten drilling spots as they generally proposed. Swenson asked if it was equitable to separate a contractor and indicated there has been no study done concerning potential before and after modifications. Malick suggested offering a request for proposals for anybody who wishes to make a proposal so it's not preferential to Mashuda Contractors. Whiting suggested making it a requirement that if anybody wants to buy, they must submit a before and after plan. Malick indicated if Krueger is willing he proposes a different motion. Motion by Malick, 2nd by Krueger authorizing the county to retain an expert firm to give the Finance Committee information on the potential for selling fill material for the Highway 64 project and that report should include at least: a plan for exploration or digging, test sites, estimate of the amount of fill to be sold, estimate of price to be paid to the county for the fill, and a description of the plan to restore the site after the sales are complete. The board would be kept informed as to the status. Motion fails. Voting Yes — Malick, Krueger; No — Wentz, Swenson. Swenson ask if anyone wanted to be recognized for reconsideration. Motion by Wentz, 2 by Malick to reconsider previous action. Carried unanimously. Discussion. Motion by Krueger, 2 nd by Wentz to move forwa a recommendation to the County Board indicating the Finance Committee will secure a study regarding consequences concerning taking an amount of fill from the property with guidance in terms of where, amount, restoration, costs and expert opinion on any impact on the property after the soil is removal. Carried unanimously. 4. 9:oo a.m. 2oo6 Budget Preparation — Joint Meeting with Committee Chairs Attending: Supr. Speer, Supr. King, Supr. Mehls, Supr. Zoerb, Supr. Raymond, and Supr. Jacobson. a. Review of Budget Data. Review of St. Croix County Levy History and 2006 Options. Swenson highlighted items removed from previous budgets including optical scanning (digital imaging), radio consoles and Fair Board's request for a new horse barn. Raymond indicated impact fees need to be discussed. Raymond also indicated the Fair Board is looking at fairground needs and are looking into fund raising for fairground improvement and fairground usage throughout the year. Swenson asked for input on the budget target. He added new construction figures will likely be announced in August. Discussion regarding setting a budget target and factors in setting that target. Zoerb requested the Finance Committee put together information regarding impact fees. b. Review of Capital Outlay Planning. Whiting highlighted Capital Improvement Planning and 2006 Capital Outlay Plans by department. Whiting summarized recent meetings with vendors regarding optical imaging. C. 2006 Budget Objectives. Swenson summarized budget discussions and indicated he did not hear objections to the not to exceed new construction target. He added a request for review on impact fees and heard no objections on radio consoles, optical scanning and perspective on the fairgrounds. These were comments from the non - Finance Committee members. Malick would not like to exceed a mill rate of 3.5. 5. Review of Vouchers. Malick reported he did not find anything to bring to the committee's attention. 6. Resolution re: Calling Upon the Governor and Legislature to Act in Response to County Advisory Referendum Concerning Court and Health & Human Service Costs to Taxpayer. Motion to approve by Malick, 2 °d by Wentz. This resolution is to implement the statewide referendum questions and brings these issues back to the legislature and governor. Carried unanimously. 7. Treasurer's Report. Review of the March 2005 reconciliation report as submitted by County Treasurer Cheryl Slind. Question by Malick regarding returned items and how this can be avoided. Pietrick confirmed a returned item is a non - sufficient fund item and added that Slind is passing along the costs associated. Malick asked if he could also review the returned checks or a summary with review of the vouchers. Discussion regarding status of Real Property updates. Krueger indicated the Planning and Zoning Department is working on a solution. Malick asked Shar Croes to join the meeting since Fodroczi was out. Croes explained past practices and indicated the Real Property Lister's office's priority is to assessors and municipalities. Croes explained deed information is being input by municipalities. Malick asked to what date is the information current for purposes of the second half tax b ills. Croes indicated there is no definite date. Swenson asked if Croes has reviewed the offer extended by the County Treasurer which offers help in November and part of December to assist with the data entry process. Swenson indicated there may be merit in exploring this suggestion and asked Croes to investigate this option. Croes agreed. ' a. Updated COOP /COG Plan. Motion to approve by Wentz, 2 " by Krueger. Swenson asked about no backup for receipts and prior records and asked this be a future agenda item. Whiting indicated the optical imaging may address this. Swenson asked Pietrick to ask Slind and Boron for future dialogue at future Finance Committee meetings. Carried unanimously. b. Capital Outlay Plan. Review of COP. Motion by Krueger, 2 "d by Wentz to move County Treasurer's COP forward in the budget process. Carried unanimously. 8. Maintenance Department Report. a. Capital Outlay Plan. David Best provided a breakdown of Building Service's 2006 Capital Outlay Plan for the Government Center, Nursing Home, Health and Human Services, St. Croix Industries and Jail. Discussion regarding future COP items. Motion by Wentz, 2 nd by Krueger to move Building Services COP forward in the budgeting process. Carried unanimously. 9. Information Technology Department Report. a. New UPS for Government Center. Boron indicated the original UPS was put in this building in 1993. The function of this unit has changed over time and the single point of failure is not acceptable. Discussion regarding other industry practices, dual redundancy and additional cost for a dual redundancy option. Boron indicated another option is to replace batteries in the existing UPS for approximately $3,500 and budget for a new UPS in 2006. Motion by Malick, 2 nd by Wentz to authorize Information Technology to spend an amount not to exceed $25,000 from the Contingency Fund for the purpose of a UPS with the proviso that if Boron determines that in his professional judgment he should recommend a more expensive system, with redundancy, that he bring it back to this committee for approval of that additional expenditure. Carried unanimously. b. Review of Optical Imaging Status. Boron reported several vendors have demonstrated their optical imaging product to a group of county employees. Whiting indicated he anticipates ongoing maintenance costs. Malick asked if the records retention ordinance will need to be revised. Whiting state if offsite storage is approved it may need to be revised. Information Technology has $50,000 in its 2006 COP. C. Capital Outlay Plan. Information Technology 2006 COP includes replacing training room PCs in New Richmond, additional storage licenses, secure wireless capabilities throughout Government Center and optical imaging. Motion by Malick, 2 " by Wentz to approve proposal and move forward into budget process. Carried unanimously. 10. Clerk of Court's Report. a. Capital Outlay Plan. Clerk of Court had nothing listed for 2006 COP. Motion by Wentz, 2 nd by Krueger to move it forward into the budget process. Carried unanimously. 11. 10:30 a.m. Circuit Court: Review and Approve Job Descriptions for Department Personnel — Register in Probate, Deputy Register in Probate and Judicial Assistants. Judge Vlack, Judge Lundell, Judge Needham and Ericka Nelson were present. Malick asked to be excused from discussion and action on this agenda item. Judge Vlack indicated the job descriptions have been updated. Whiting asked if this is a request for pay grade upgrade. Nelson indicated that is done through the union. Motion by Wentz, 2 n by Krueger to approve the three revised job descriptions as presented. Carried unanimously. 12. County Clerk Report. a. Memo of Understanding and Resolution regarding the Statewide Voter Registration. Campbell reported she worked with Corporation Counsel in preparing the Memorandum of Understanding (MOU) and resolution as requested. Campbell indicated the proposed fee schedule was revised splitting the population by 500 rather than 1000. The MOU is for a one year term and sets forth a registration submission deadline. Motion by Wentz, 2 nd by Krueger to approve the Memorandum of Understanding and resolution. Carried unanimously. b. Authorization to Exceed Hotel Maximum Allowance. Campbell indicated she has one authorization for the WCA Conference in September and one authorization for the County Clerk UW -Green Bay Conference. Motion by Wentz, 2 "d by Krueger to approve. Carried unanimously. C. Capital Outlay Plan. Campbell reported she recently discovered the Government Center postage meter needs to be replaced by December 2006. The current meter does not contain a safety feature regarding refilling the meter within a 90 -day period. She also included the audio upgrade and video system in the County Board Room and installation of ceiling mount and projector for the County Board Room. Motion by Krueger, 2nd by Wentz to move forward into budgeting process. Carried unanimously. d. Second Deputy Position Upgrade. Campbell indicated the job descriptions for the Second Deputy positions in the County Clerk's office have been revised to reflect the actual duties of the staff people. This request comes from the Second Deputies currently in her office. — Discussion regarding getting comparable information without the Springsted system in place. Motion by Malick, 2 by Krueger to forward to the Personnel Department and the Personnel Committee. Carried unanimously. 13. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of April 30, 2005 is $25,109,224.74. 2005 Contingency Fund balance is $241,400.00. 2005 Sales Tax received in May 2005 for March 2005 sales are $327,002.28. Pietrick is looking at various investment options and looking into the CD market. Revenue and Expenditure Reports were reviewed. Pietrick indicated some of department revenues are seasonal and cyclical. Swenson asked Pietrick to follow up with departments behind in revenues. b. Review of New Finance Software Status. Pietrick has included $350,000 in Finance Department's COP for countywide financial system software. Swenson asked for a full scope and timeframe with respect to this software and asked for a comprehensive presentation on the justification of this request. Malick asked for a "needs analysis" by starting with deficiencies in present system. Pietrick indicated Dana Baker has done an informal request for information regarding the numbers. Pietrick will get back to the committee in July and August with a needs analysis. C. Review of County Investments — Bob Moore 11:00 a.m. Moore indicated the investment strategies are starting to take shape and he is starting to see reinvestment opportunities. Moore reviewed recent various price indexes and treasury yields. Portfolio structure and breakdown of yield to maturity at cost summary as of May 2005 were reviewed. Moore indicated the annualized yield to maturity at cost is currently at a 2.949% (gross). Moore indicated fifty percent of the portfolio is going to adjust upward if the County has the opportunity to reinvest. Malick summarized that based on what Moore knows and expects that the return on two year treasury will be somewhere in the area of four percent. Moore indicated he is working with Pietrick with respect to capital expenditures. Discussion regarding moving more funds from the State Investment Pool to investments with the County's investment advisor. Pietrick asked if she had the authority to move funds to the County's investment advisor. Motion by Malick, 2nd by Wentz to move another $1,500,000 to investments with County's Investment Advisor (Bob Moore). Carried unanimously. d. Proposed Job Description Revisions. Pietrick provided proposed job (descriptions for her staff. She feels her staff performs higher duties then general financial assistants. Discussion regarding overlapping duties and cross training. Malick thought the . ob descriptions could be rolled into one. Malick suggested approval subject to merging the three job descriptions into one with an "as assigned" provision. Motion by Malick, 2nd by Wentz to approve as an accurate job description to forward to the Personnel Department and Personnel Committee after editing by the Department Head to merge into one comprehensive job description. Carried unanimously. 14. Administrative Coordinator Report. a. Future Committee Meetings Schedule. Discussion regarding future Finance Committee meetings. The July Finance Committee meeting is scheduled for July 21, 2005; August Finance Committee meeting is scheduled for August 4, 2005; October Finance Committee meeting is scheduled for October 6, 2005; and October 20` was reserved for a potential second meeting. b. Review of Management Systems Specialist SAGE Audit. Dana Baker presented her review of the SAGE software audit. Baker indicated the purpose is to understand current employee tracking procedures, data integrity issues, SAGE and all application dependencies, departmental needs and current procedures. Baker provided a recommended potential process workflow for data entry into the SAGE system and department responsibilities to input this data. Baker also presented a process when an employee leaves their employment with the County. C. Capital Outlay Plan. Whiting indicated $2,500 for new computer, printer and scanner. Motion by Krueger, 2 by Wentz to move forward in the budgeting process. Carried unanimously. d. New Position Request. Whiting proposed a new position with a title similar to a Compensation Specialist and suggested the Finance Committee forward this for consideration and further discussion to the Personnel Committee. Discussion regarding possibly holding a joint meeting with the Personnel Committee and to have a study done concerning the need. Motion by Wentz, 2 by Malick to move this forward to the Personnel Committee with the job content as roughly outlined in the compensation special job description. Carried unanimously. 15. County Government Property "Plan for a Plan ". Swenson and Whiting provided an outline and sketches including an Ayres' site sketch with overlaying aerial photo, Gair road options, and a 2005 d r a wing prepared by Bruggeman Homes which provided a developer's view on the property. Whiting presented an option and additional considerations relating to the Government Center property. Jim O'Conner and Linda Donaldson were present representing the Hudson Area Joint Library. Whiting suggested getting the City of Hudson's input. The Finance Committee agreed this should move ahead and asked Whiting to make some modifications, discuss this matter with the City of Hudson and bring it back to the Finance Committee. Correspondence: None. Meeting adjourned at 3:21 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary