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HomeMy WebLinkAboutFinance 02-12-04 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Buck Malick St. Croix County Board FROM: Ralph Swenson, Chair COMMITTEE TITLE: Finance DATE: Thursday, February 12, 2004 8:30 A.M. LOCATION: Room 1281, Government Center, Hudson CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: March 11, 2004 8:30 A.M. ACTION ON PREVIOUS MINUTES: January 8, 2004, January 20, 2004 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer's Report a. Taxpayer request for penalty and interest waiver ** 3. Maintenance Department Report 4. Computer Services Department Report a. Land Information Internet Data Access Policy ** 5. Risk Management Report 6. Corporation Counsel Report 7. Clerk of Court's Report 8. County Clerk Report a. Dog Damage Claims 1. Daniel J. Heintz 2. Tammy Tornio - Belisle 3. Thomas Miller b. Tax Deed Property Bid Opening 9. Finance Department Report a. Financial Reports b. 2003 Budget Closeout ... <. n B rnnjicscxnccrco 10. Administrative Coordinator Report a. Status of Risk Manager position b. Update on Huber Project c. Update on WisDoT Taking of County Farm Property d. 2005 Budget Prioritization Plan ** 11. Personnel Performance Evaluations - Closed Session pursuant to Wis. Stats. Sec. 19.85(1) (C) — considering performance evaluation data of County employees under the committee's oversight a. Maintenance Director b. Computer Services Director c. Finance Director d. Corporation Counsel e. Administrative Coordinator 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 02/06/04 OFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting February 12, 2004 Meeting called to order by Chair Swenson at 8:30 a.m. Present: Ralph Swenson, Clarence Malick and Daryl Standafer. Absent and excused: Stan Krueger and Esther Wentz. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick and County Clerk Cindy Campbell. Motion by Malick, 2nd by Standafer to adopt the agenda. Carried unanimously. Date of next meeting is March 11, 2004. Motion by Malick, 2 by Standafer to approve the minutes of January 8, 2004 and January 20, 2004. Carried unanimously. 1. Vouchers. Malick continues to review routinely. No discussion. 2. Treasurer's Report. County Treasurer Cheryl Slind distributed the December 2003 reconciliation report. Balance as of December 31, 2003 is $6,338,812.40. Slind reported approximately $59,000 was received through the online payment system by credit card or ACH debit. Slind indicated item a. under her report regarding taxpayer request for penalty and interest waiver will not be necessary. The taxpayer withdrew his request. 3. Maintenance Department Report. Ralph Robole indicated there was a minor fire in the Nursing Home which started in a humidifier. The damage was to the unit only and replacement costs are estimated to be $12,000 to $15,000 which includes labor. Robole provided an update on the Huber Building. 4. Computer Services Department Report. a. Land Information Internet Data Access Policy. Tom Boron and Dave Fodroczi were present. Boron indicated both the Information Services Committee and Planning and Zoning Committee have reviewed this policy. Fodroczi added this policy was passed unanimously by the Planning and Zoning Committee. He indicated they are organizing an informational meeting for the public. Planning and Zoning Committee should make the recommendation to the County Board. The Finance Committee agrees to move forward on the merits. 5. Risk Management Report. Budrow is resigning as Risk Manager effective at the end of February. Chair Swenson expressed his regret in having this being Risk Manager Budrow's last report. Budrow reported the actuary will be in St. Croix County to review the liability fund. The COOP -COG plans, which are the disaster recovery plans are done, and are being sent to the State. Budrow thanked the Finance Committee. Swenson complimented Budrow for the progress she has made. 6. Corporation Counsel Report. No report. Finance Committee February 12, 2004 Page 2 of 4 7. Clerk of Court's Report. No report. 8. County Clerk Report. a. Dog Damage Claims 1. Daniel J. Heintz — Owner's Claim for Damages to Animals was submitted by Mr. Heintz in the amount of $285.00 for damages by stray dogs to seven turkeys, one guinea hen, one yearling peacock and a Nubian female goat. Motion to approve by Malick, 2 by Swenson. Carried unanimously. 2. Tammy Tornio — Belisle — Owner's Claim for Damages to Animals was submitted by Ms. Tornio in November requesting $2,333.50. At that time, the Finance Committee passed a motion to pay the claim contingent upon receiving proof of the value of the horse and receipt of the investigation report. Tom Dorsey, Town of Cylon Chair and Ms. Tornio submitted supplemental documentation as requested. Motion by Malick, 2 " by Standafer to pay $2,000 or the amount allowed by statute whichever is less based on review of Corporation Counsel. Carried unanimously. 3. Thomas Miller — Owner's Claim for Damages to Animals was submitted by Mr. Miller requesting $2,574.92. Malick asked if Miller could make an insurance claim and recover from insurance. If so, payment the County makes should be net of insurance recovery if any. Campbell indicated Miller has filed a small claims action against Lori Passe to recover damages in the amount of $2,574.92. This matter is scheduled for a trial on March 4, 2004. Motion to postpone with the provision the County would pay the fair market value, but subject to insurance recovery and result of lawsuit, by Malick, rd by Standafer. County Clerk is to notify Miller of the Finance Committee's decision. Carried unanimously. b. Tax Deed Property Bid Opening. No bids received. County Clerk Cindy Campbell reported pursuant to the motion passed by the Finance Committee on January 8, 2004 she and Greg Timmerman talked to appraiser Fred Nagel to verify his conclusions of his appraisals on property taken by the County by tax deed located in the town of Cady also known as the Helmer Severson property and village of Baldwin also known as the Rex Berg property. Nagle indicated he was satisfied with the amounts in his appraisals and the comparison sites he used. The appraisal for the Cady property is $73,500 or $2,450 per acre and for the Baldwin property $29,000. Standafer asked if the statutes defined appraisal -- if it doesn't say that it needs to be a certified appraisal or get market analysis from a realtor. Motion to get a new appraisal on the town of Cady property by Malick, 2nd by Standafer. Carried unanimously. Motion to place a "For Sale by Owner" sign on the property in the village of Baldwin and place an advertisement in the real estate section of Baldwin Bulletin by Malick, 2nd by Standafer. Carried unanimously. Finance Committee February 12, 2004 Page 3 of 4 Campbell also indicated she held an election workshop at the Government Center on February 3 Approximately 80 municipal clerks and poll workers were in attendance. The afternoon session was led by the State Elections Board staff explaining the Statewide Voter Registration System. 9. Finance Department Report. a. Financial Report. Pietrick reported a General Fund Cash balance as of December 31, 2003 of $22,047,782.22. Contingency Fund balance is $20,675.73. Sales Tax Progress through November sales received in January 2004 total $380,384.91 -- $356,130.11 is left to collect for 2003. Pietrick provided copies of Revenue and Expenditure Reports and indicated she did not have the Nursing Home or Health and Human Services reports because they are working on closing them out. Year -end close out reports will be provided in March. b. 2003 Budget Closeout. Pietrick requested approval to amend 2003 budget. Pietrick indicated the Polk/St. Croix Drug Task Force and Confiscated Property both through the Sheriff's Department and Recycling through the Planning Department received more revenue through grants and other sources which corresponds to an increase in expenditures than were budgeted for 2003. The Administrative Coordinator's Office includes a contract approved in 2002 with Springsted, to conduct the personnel study which was not completed until 2003. The contract in the amount of $20,000 should have been recorded as a continuing appropriation in 2003. Motion to approve budget amendments by Malick, 2nd by Standafer. Carried unanimously. Pietrick reported the Family Court Commissioner attended a conference in September. The voucher for lodging and mileage was inadvertently not submitted to the Finance Department within the 90- period. The Finance Committee instructed Pietrick to pay. Pietrick indicated her staff is behind with January and February work and requested temporary help to get caught up. She anticipates no more than 80 hours and payment will be managed within the Finance Department's budget. Motion to approve by Malick, 2 by Standafer. Carried unanimously. 10. Administrative Coordinator Report. a. Status of Risk Manager Position. Whiting does not intend to restructure the position. Ads have been placed and will close February 17, 2004. Malick will participate in the interviewing process. b. Update on Huber Project. Robole provided update on progress. He indicated the Maintenance Department will need time to seal the floors. The Huber Facility will have its own support systems but is joined with the Government Center as far as operation and monitoring. The jail surveillance system is coupled with the Huber Facility. The HVAC is integrated with the Government Center system and will be monitored by the Maintenance Department. Huber Building Committee will meet weekly until completed. C. Update on WisDoT Taking of County Farm Property. Whiting reported WisDOT J ' Finance Committee February 12, 2004 Page 4 of 4 is proceeding on the taking. They will do the paperwork and issue the check to County. Attorney Stuart Krueger is researching utility costs. Determination of the County's end objective, road design and cost will need to be finalized after receiving Attorney Krueger's report. Whiting indicated accepting the check from the State does not preclude any alternatives in the future. He will request Attorney Krueger's research results by the March Finance Committee meeting. Discussion regarding rescheduling the March County Board meeting because of the uncertainties about the settlement of the strip search case. Malick tentatively set the meeting for Monday, April 5, 2004. d. 2005 Budget Prioritization Plan. Whiting indicated Administration Committee has been discussing the goal setting session using the Springsted products. Whiting plans to distribute department business mission responsibilities to committees and departments before the April goal setting session for review in April, May and June so priorities may be set for the 2005 budget. He will provide information to the facilitator. Malick suggested budget requests be submitted with categories (i.e. state mandated, committee priority, other) within the committee. Swenson will work with Pietrick regarding the layout. Whiting and Malick attended a WCA conference in Madison. Discussion regarding taxpayers' bill of rights (TABOR). Colorado uses this formula which includes Consumer Price Increase (CPI) plus population growth. 11. Personnel Performance Evaluations — Closed Session pursuant to Wis. Stats. Sec. 19.85(l)(c) consideration performance evaluation data of County employees under the committee's oversight a. Maintenance Director b. Computer Services Director C. Finance Director d. Corporation Counsel e. Administrative Coordinator Roll call vote to go into closed session — Yes: Malick, Standafer, Swenson. 12. Reconvene into Open Session. Finance Committee came out of closed session at 1:25 p.m. No action was taken in closed session. Meeting adjourned at 1:25 p.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary