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HomeMy WebLinkAboutFinance 09-09-04 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, September 9, 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: September 22, 23 and 24, 2004 8:30 A.M. ** ACTION ON PREVIOUS MINUTES: August 12, 2004 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Circuit Court — 2005 Proposed Budget — 8:30 a.m. ** 3. Treasurer's Report 4. Maintenance Department Report 5. Computer Services Department Report 6. Risk Management Report 7. Corporation Counsel Report 8. Clerk of Court's Report a. 2005 Proposed Budget 9. County Clerk Report 10. Finance Department Report a. Financial Reports b. Summary Report of 2003 Debt Financed Projects c. Final Audit Review of GASB 34 Statements — Steve Tracey, 10:30 a.m. ** 11. Administrative Coordinator Report a. Health Insurance Renewal Status ** 12. Update on County Property List 13. Request for County Owned Property — Parcel in Section 11, Town of Star Prairie 14. Proposed 2005 Highway Department Budget Presentation — 10:00 a.m. 15. Status Report on Overall 2005 Budget Progress 16. Contingency Fund Request — Nursing Home Funding Request for New Generating Unit 17. Update on Plan for a Plan for Government Center Property in Hudson ** 18. Review of Goal Setting Objectives for Finance Committee ** 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 9/8/2004 8:53 AM UNOFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting September 9, 2004 Meeting called to order by Chair Swenson at 8:30 a.m. Present: Clarence Malick, Daryl Standafer, Esther Wentz, Stan Krueger and Ralph Swenson. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick and County Clerk Cindy Campbell. Others present: Chuck Mehls, Vern Nelson, Judge Lundell, Lori Meyer. Motion by Wentz, 2 nd by Krueger to adopt the agenda. Carried unanimously. Date of next meeting is September 22" 23 and 24 2004 for budget review. Motion by Malick, 2 nd by Wentz to approve the minutes of August 12, 2004 with one correction from Supr. Speer under item 14 regarding St. Croix Valley Professionals, Inc., line six, "Swenson states they are welcome to come to the meeting but none of the County property is net for sale." Carried unanimously. 1. Review of Vouchers. Malick indicated there were no exceptions to report. 2. Circuit Court — 2005 Proposed Budget — 8:30 a.m. Judge Lundell and Judge Needham were present. Judge Lundell indicated they are not asking for any additional items in their budget and there is a reduction in new equipment. Pietrick reported their budget is basically the same as last year. Judge Lundell indicated they are working on a proposal for a fourth judge in St. Croix County which will require County Board approval. Swenson asked if there would be impact on the 2005 budget. Lundell indicated it will not because this is a three to five year project. Lundell reported they are working on a plan for a drug court which would focus on drug possession cases and asked for consideration for inpatient treatment in the jail. Lundell added they are considering contracting with two or three attorneys to work with defendants who do not qualify for a public defender. They project $80,000 to $85,000 for these attorney fees with approximately 75% recovered. Krueger asked about adding collection orders to collect fees for incidental items from inmates. Lundell indicated the Sheriff needs to provide a memo to the judges which state these fees need to be included in the judge's order. Judge Needham added there is no additional security on the second level of the Government Center. 3. Treasurer's Report. The Finance Committee reviewed the July 2004 reconciliation report as submitted by County Treasurer Cheryl Slind and had no questions. 4. Maintenance Department Report. No report. 5. Computer Services Department Report. Tom Boron indicated on September 10th they are hosting a video conference demonstration with the Public Protection Committee, the St. Croix County Judges and Polk County officials. There have been attempts to use this system. Boron reported they continue to have software incompatibility issues in Emergency Communications with the Enforcer program. Boron reported the status of Visions software and on approval of a grant in the amount of $40,000 to scrub and investigate hard drives. Time and attendance is moving forward. 6. Risk Management Report. No report. 7. Corporation Counsel Report. No report. Finance Committee September 9, 2004 Page 2 of 4 8. Clerk of Court's Report. a. 2005 Proposed Budget. Lori Meyer was present. Projected revenues are approximately $46,000. Meyer reported $550,000 of delinquent fines and fees were entered in the tax intercept program with $22,000 collected. Salary and fringes have a significant increase in her budget. A new copy machine is also budgeted in the amount of $7,600. Meyer indicated the judges mentioned the need for a fourth judge. Projections from the state indicate St. Croix County has a caseload for 4.3 judges and St. Croix County currently has three judges. Meyer indicated caseloads have impacts on her office. Revenues are slightly higher than projected for 2004. Swenson indicated this will move forward in the budget process. 9. County Clerk Report. Campbell indicated she revised her budget since her August report to include capital outlay items which include $13,000 for a new copy machine and $10,000 for audio /video equipment for the County Board room. She also projected a PTO payout for a staff member who plans to retire in March 2005. Notice for bids for the Town of Cady property have been sent to previous bidders, posted on the website and posted on the County's bulletin board. Redneck Scrap will remove the scrap from the property and has agreed to stack the tires while removing the scrap. Removal should be completed on approximately October 1 Bids are due October 13 and will be opened at the October 14 Finance Committee meeting. September Primary is September 14 Malick suggested looking into the copy machines which have been requested and asked if there could be interdepartmental exchanges. He suggested the departments be instructed to not purchase a copy machine until further research is done. 10. Finance Department Report. a. Financial Report. Pietrick reported a General Fund Cash and investments balance as of July 31, 2004 of $43,348,900. Contingency Fund balance is $250,000. 2004 Sales Tax Earned for May (received in July), $480,406.32. The County currently has an interest bearing account at First National Bank of Hudson which earns interest at the pool rate. The County pays the service fees. Pietrick provided copies of Revenue and Expenditure Reports which the committee reviewed and discussed. A Net Current Items for 2004 report was distributed regarding the Nursing Home. End of July the balance is ($197,323.39). Pietrick indicated there is a possible $21,000 error for a duplicate entry. Nursing Home Revenues (includes accruals) through July: $3,269,215.93; Expenses (includes accruals): $3,298.378.91; Excess Revenues over Expense ($29,162.98). This report is a new format showing month by month rather than quarterly. Health and Human Services Excess Revenues over Expenses are $168,755.55 as of July 31, 2004. b. Summary Report of 2003 Debt Financed Projects. Pietrick reported the overall Huber project is under budget $16,332.20. Ayres and Associates' fees came in over budget. Huber bond proceeds versus expenses report demonstrates how the bond proceeds and project costs relate. Finance Committee September 9, 2004 Page 3 of 4 Pietrick indicated bond proceeds need to be fully expended. Excess bond proceeds are $5,524.64. The excess to be covered by Jail Assessment Fund is $18,763.16 for furniture and fixtures. C. Final Audit Review of GASB34 Statements — Steve Tracey 10:30 a.m. Steve Tracey from Tracey & Thole, S.C. was present. Tracey reported on the changes to the audit reports with the GASB 34 standards. There is now a dual reporting system. Tracey provided information regarding the various funds including governmental funds, business -type activities (which include the Nursing Home and Highway Department), internal service funds, fiduciary funds, etc. Tracey reviewed various exhibits in the report with the Finance Committee. Tracey indicated the key component with GASB34 is fixed assets and added governmental entities are not use to keeping these records. 11. Administrative Coordinator Report. Whiting reported the Wisconsin Retirement System increase to the county is approximately $115,000. The county currently pays both employer and employee share. Malick suggested the Personnel Committee review this with the health insurance issues. a. Health Insurance Renewal Status. Whiting reported he had authorized collecting an initial renewal proposal for health insurance from SunLife. This initial renewal was not acceptable and he authorized Sara Haines to work on getting additional proposals. SunLife estimates total costs to county in the amount of $5,690,000 for 2005. 12. Update on County Property List. Whiting reported he has been working on the land inventory report. The list is sorted by parcel size. He will not be able to work on this until after the budget is finalized. Malick suggested reviewing ten parcels at a time. 13. Request for County Owned Property — Parcel in Section 11, Town of Star Prairie. Vern Nelson and Supr. Mehls were present. Mehls explained this four acre parcel is unplatted land owned by the county and is part of a riverbed and is landlocked. Swenson indicated the county would need to look at this, possibly have it appraised and advertised. Nelson indicated NSP deeded this property to the county when the dam was removed. Malick recommends Bob Heise review this request and report back to the Finance Committee. Motion by Malick, 2 nd by Krueger to table this matter until the committee receives a report from Bob Heise of the Parks Department. Carried unanimously. 14. Proposed 2005 Highway Department Budget Presentation —10:00 a.m. Present were Tim Ramberg, Richard King and Roger Rebholz. Ramberg indicated the Highway Department's proposed budget has a 2.97% increase. This does not include the County Aid Bridge budget. The proposed budget for county aid bridges is up from $50,000 in 2004 to $80,000 for 2005. Ramberg reported the General Property and Liability Insurance under the administration budget in 2004 was $39,000 and is down for 2005 to $16,000 in the administration portion only. The administration portion is the part associated with the levy. Incidental labor costs include wages, retirement, etc. Ramberg indicated road salt prices are down but cost for shipping the salt is up. He added fuel prices are up. King indicated the Highway Department is working well with the local towns. Winter maintenance so far has expended 53% of the 2004 budget. Levy number is 2.97 %. Finance Committee September 9, 2004 Page 4 of 4 Swenson indicated the Highway Department's 2005 budget will be moved forward into the budget process. 15. Status Report on Overall 2005 Budget Progress. Swenson provided estimates of current summary figures for calculating the levy. A proposed schedule was presented for the budget review meeting beginning September 22 at 8:30 a.m. 16. Contingency Fund Request — Nursing Home Funding Request for New Generating Unit. John Borup, Carolyn Krieger and Ralph Robole were present. Swenson indicated the Health and Human Services Committee was updated on an electrical outage where the generator failed to provide services for resident rooms, operate oxygen concentrators, pumps and electric beds. He added based on this event and the health and welfare of the clientele there is full merit to check with the Finance Committee to see if there is urgency to take funds out of the Contingency Fund to replace the generator. The Nursing Home has submitted in its 2005 capital outlay plan a 350 KW generator. The current generator is 22 years old. The age of the generator, increased acuity of residents and dependence upon computers, the present generator does not allow the Nursing Home to function adequately. Krieger provided a handout containing an estimate from Northern Electricians, Inc. in the amount of $70,660. Robole indicated hardwiring will be required with this replacement. Malick would like the County Board to participate in the decision to tap into contingency fund. If approved, the money will be is transferred to the Nursing Home with the expenditure and capital asset showing in the Nursing Home financial records. Motion by Malick, 2 by Krueger to approve expenditure from the contingency fund and to recommend to the full County Board to bid the replacement generator project with the understanding to transfer to the Nursing Home and this capital will show in the Nursing Home's financial records. Health and Human Services Board agrees. This amount will come out of Nursing Home capital outlay plan for 2005. Carried unanimously. 17. Update on Plan for a Plan for Government Center Property in Hudson. Whiting presented a map of the currently used property for the Government Center from the Ayres study. There was discussion regarding population growth for St. Croix County and a ratio comparing population growth and county employees. Over the past ten years there has been a 5.5% employee increase and a 40% increase in population. Swenson will present this information to the County Board at the September meeting. 18. Review of Goal Setting Objectives for Finance Committee. Whiting indicated the Administration Committee asked for an update on goals and objectives from the 2004 retreat. Whiting asked Finance Committee members to email him any reports on progress. Malick suggested comparing progress with the departments' mission statements. Meeting adjourned at 2:05 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary