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HomeMy WebLinkAboutFinance 07-08-04 I f ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Buck Malick St. Croix County Board FROM: Ralph Swenson, Chair COMMITTEE TITLE: Finance DATE AND TIME: Thursday, July 8, 2004 8:30 A.M. LOCATION: St. Croix County Government Center, Hudson — Room 1281 CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: August 12, 2004 8:30 A.M. ACTION ON PREVIOUS MINUTES: June 10, 2004 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer's Report 3. Maintenance Department Report 4. Computer Services Department Report 5. Risk Management Report a. Status of Liability Fund Analysis 6. Corporation Counsel Report 7. Clerk of Court's Report a. New position request — status of request to Personnel Committee b. Request to Exceed Lodging Limit 8. County Clerk Report 9. Finance Department Report a. Financial Reports b. Workers Compensation/Payroll Policy c. Supplemental 2005 Budget Instructions ** 10. Administrative Coordinator Report a. New position request — status of request to Personnel Committee 11. Hudson Joint Library — Discussion regarding potential acquisition of county -owned land 10:30 a.m. 12. Hudson Joint Fire Board — Discussion regarding potential acquisition of county -owned land ** 13. Review of Personnel Committee Approved Positions Budget Impact ** 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 /CHANGES /CORRECTIONS 7/6/2004 • OFFICIAL Approved August 12, 2004 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting July 8, 2004 Meeting called to order by Chair Swenson at 8:30 a.m. Present: Clarence Malick, Daryl Standafer, Esther Wentz and Ralph Swenson. Absent and excused: Stan Krueger. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick and County Clerk Cindy Campbell. Others present: Supr. Julie Speer. Media: Judy Wiff. Motion by Wentz, 2nd by Standafer to adopt the agenda. Carried unanimously. Date of next meeting is August 12, 2004. Motion by Malick, 2 by Wentz to approve the minutes of June 11, 2004. Carried unanimously. Malick indicated the Administration Committee approved a new form of the agenda for the County Board and if approved by the County Board, committees may consider adopting a similar format. 1. Review of Vouchers. Malick indicated there were no exceptions to report. 2. Treasurer's Report. The Finance Committee reviewed the May 2004 reconciliation report as submitted by County Treasurer Cheryl Slind and had no questions. Slind reported she is working on the outstanding checks. Slind indicated she sent out Requests for Proposals for Certificate of Deposit investments totaling $1,000,000. Two six month CDs in the amount of $500,000 each were awarded to Eagle Valley Bank at a rate of 2.65% and Citizens State Bank at a rate of 2.60 %. Slind reported second half tax statements were sent out and she attended the Treasurer's Conference in June and indicated they are working on a website for online tax payments. The County's website will be linked to this site. This is scheduled to begin January 2005. 3. Maintenance Department Report. No report. 4. Computer Services Department Report. No report. 5. Risk Management Report. Rubin provided worker's compensation status as of July 1, 2004. Total 2004 incidents are 62. Breakdown as follows: General County — 5, Highway Department — 4, Human Services — 8, Law Enforcement — 9, Nursing Home — 36. 2004 year to date total medical and wage payments (based on January — May 2004 WMMIC, Wausau and one pre - Wausau claim) total $88,504.12 (payments are for claims occurring in any year). Of the 36 Nursing Home incidents, twenty are currently reported as "record only ", nine are currently "medical only" and eight involve lost time. Rubin attended a nursing home in- service and other in- services are scheduled for July, August and September. a. Status of Liability Fund Analysis. Rubin reported the liability fund analysis to be provided by Milliman U.S.A. Consultants and Actuaries is still in draft form. Whiting indicated in June the Finance Committee passed a motion not to include catastrophic claims in the Liability Fund. Milliman's draft indicated that at a 95% probability level, the County needs to keep the fund balance at $386,830. Pietrick indicated she has not received recommendations for allocation methodology. Discussion regarding the aggregate exposure of $600,000 and possibly seek a Finance Committee July 8, 2004 Page 2 of 4 medium between the two numbers with the minimum being $386,830. Swenson asked Pietrick to bring back what it would look like to maintain it at $600,000 level. 6. Corporation Counsel Report. No report. 7. Clerk of Court's Report. a. New Position Request — status of request to Personnel Committee. Standafer indicated this request was approved by the Personnel Committee on a split vote of 3 — 2. b. Request to Exceed Lodging Limit. Whiting indicated the amount exceeded is a difference of $10.00. Motion to approve by Malick, 2 nd by Wentz. Carried unanimously. 8. County Clerk Report. Campbell reported she has not received the balance due from the successful bidder on the tax deed property located in the town of Cady. She is working with the financial institution and successful bidder. Campbell indicated she attended the County Clerk's conference and discussed requirements regarding Statewide Voter Registration which is scheduled to be implemented by January 2006. 9. Finance Department Report. a. Financial Report. Pietrick reported a General Fund Cash and investments balance as of May 31, 2004 of $25,281,004.41. 2004 Contingency Fund balance is $250,000. Sales Tax Progress through April 2004 (received in June 2004) is $398,255.39. Pietrick did projections for sales tax and indicated these four months are significantly ahead of her original projections. Pietrick provided a Certificate of Deposit report as of July 1, 2004. Pietrick indicated Request for Proposals (RFP) for Investment Advisory Services have been sent to eight different firms and are due on July 12, 2004. Interviews will be scheduled the week of July 26 for those firms the County chooses to interview. Swenson, Whiting and Pietrick will be interviewing the candidates. Pietrick provided copies of Revenue and Expenditure Reports which the committee reviewed and discussed. A Draft Preliminary Projection worksheet showing projections with a 7 %, 10% and 12% levy increase was distributed. The projections did not include $534,000 levied in error in 2004. Pietrick explained she did not want to compound the error. Her projections started from base of the intended actual levy not the amount collected. Whiting indicated this does not include what we want the undesignated fund balance to be, liability insurance, and the issue of excess revenues over expenses which the County may have. Swenson asked Pietrick to add to this worksheet General Fund Balance, salaries not part of the levy and over and shortages in fiscal 2004. Pietrick added to keep in mind library funding. She reported Out -of- County library funding requests received thus far are slightly less than last year. Nursing Home and Health and Human Services Operating Report was distributed. Discussion regarding Health Insurance payment made in the Nursing Home. Nursing Home — Excess Revenues over Expenses are ($30,230.28) as of May 31, 2004. Revenues are behind as well as the expenses. Health and Human Services Excess Revenues over Expenses are $345,187.87 as of May 31, 2004. Total Operating Expenses are at 39.1 %. Finance Committee July 8, 2004 Page 3 of 4 b. Workers Compensation/Payroll Policy. Pietrick's goal is to have policy for Finance by August. The payroll process policy needs to be completed. C. Supplemental 2005 Budget Instructions. Pietrick indicated grants need to be included in departments' budgets. This will be included in the budget instructions. Whiting suggested creating an expense account regarding the $534,000 over -levy amount. Swenson requested a breakdown on the "Transfers to Other Funds" line. Pietrick provided a layout for departments to complete for their budget summary. She added a portion for parent committee to sign showing approval. 10. Administrative Coordinator Report. a. New position request — status of request to Personnel Committee. Whiting reported the Personnel Committee approved amending the job description from Purchasing Agent / Fixed Asset Coordinator to Management Systems Specialist. This position, originally the Purchasing Agent position, was budgeted to begin in November 2004. Duties include acting as double -check on all personnel data and insuring the integrity of that data. Whiting reported the next step is to begin advertising for position to begin in November. A coordinated purchasing system needs to be in place which will be a requirement for this position in addition to managing personnel data. This position requires familiarity with accounting systems. 11. Hudson Joint Library — Discussion regarding potential acquisition of county -owned land 10:30 a.m. Jim O'Connor was present representing the Hudson Joint Library. O'Connor reported the Library Foundation is in the early stages for the eventual construction of a new library building. The Capital Campaign will be seeking donations to construct a new building with non -tax funds. A site needs to be identified for the new building. The Library is tentative interested in a small site on the western port of the property. The funds are available for land acquisition and they are seeking approximately four acres. Swenson conveyed up until this time none of the county land is for sale. Malick referred to the County Board goal setting sessions which members have expressed a plan should be in place before land may be sold. Malick is proposing to move forward to figure out a process to initiate a plan for excess property. Swenson outlined his recall from the Government Center special committee which formulated a report to the County Board where a decision was made to take no action. Swenson suggested this matter be addressed at least every two years when County Board members change. Wentz recalled the consensus by the Board is to not sell and if a plan is in place it will be advertised. O'Connor stated public use would be fitting for this site and added drainage for this site would need to be reviewed. O'Connor asked the Finance Committee to start the process to see what is available. The Hudson Joint Library would like to identify a site this year so they may move forward. Swenson expressed concern about the financial burden imposed by the class action suit and other debt service items and ponders how much sense it makes to sit on property owned by the County. Motion by Malick, 2 nd by Standafer that Chair Swenson and Whiting give the Finance Committee a proposal at the August meeting on how to create strategic plan for this site to include types of neighbors, highest use, ponds and road locations and address infrastructure. O'Connor agreed. Finance Committee July 8, 2004 Page 4 of 4 12. Hudson Joint Fire Board — Discussion regarding potential acquisition of county -owned land. Roger Riedel, Chairperson was present from the Hudson Joint Fire Board. Riedel indicated with Hudson area growing the current facility located downtown will no longer be adequate to meet the needs of the Hudson Area Fire Department. The population growth is moving east. The location south of the Government Center would better serve the population of the district. A station at this site would provide 95% coverage (residents would be within five miles from this site allowing faster response time and direct impact of homeowners insurance with good access to I -94). The Hudson Joint Fire Department is working with the Village of Roberts and Town of Warren to work with daytime coverage and this location would be well suited for this. The Hudson Joint Fire Board is looking for a minimum of two acres with a timeline beginning 2005 to 2007 to start construction to begin construction on a second station. Malick finds the previous motion under the Hudson Joint Library's request fits this request as well. Supr. Speer requested an addendum to this motion to include all county -owned land. Whiting indicated a list of county -owned land is compiled from the tax records. Motion carried unanimously. 13. Review of Personnel Committee Approved Positions Budget Impact. New and Upgraded Position Requests for 2005 cost analysis handout was provided showing County Levy Impact of New/Upgraded Position requests totaling $404,031.00. These will be part of the department budgets as they are brought forward in the budget process. Meeting adjourned at 11:07 a.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary