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HomeMy WebLinkAboutFinance 04-08-04 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Buck Malick St. Croix County Board FROM: Ralph Swenson, Chair COMMITTEE TITLE: Finance DATE: Thursday, April 8, 2004 8:30 A.M. LOCATION: Room 1281, Government Center, Hudson CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: May 13, 2004 8:30 A.M. ACTION ON PREVIOUS MINUTES: March 11, 2004 April 1, 2004 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer's Report a. Review of Department Mission and Business Responsibilities b. Discussion of Fire Proof Safe /Cabinet to Treasurer's Office 3. Maintenance Department Report a. Review of Department Mission and Business Responsibilities 4. Computer Services Department Report a. Review of Department Mission and Business Responsibilities 5. Risk Management Report 6. Corporation Counsel Report a. Review of Department Mission and Business Responsibilities 7. Clerk of Court's Report a. Review of Department Mission and Business Responsibilities 8. County Clerk Report a. Tax Deed Properties in the Village of Baldwin and Town of Cady b. Resolution Authorizing Finance Committee to Sell Tax Deed Property for Less than the Appraised Value c. Review of Department Mission and Business Responsibilities 9. Finance Department Report a. Financial Reports b. Review of Department Mission and Business Responsibilities c. County Investments Policy and Practices ** 10. Administrative Coordinator Report a. Update on Huber Project b. 2005 Budget Schedule c. Review of Department Mission and Business Responsibilities 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 April 6, 2004 1:53 PM Approved 5113104 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting April 8, 2004 Meeting called to order by Vice Chair Krueger at 8:30 a.m. Present: Clarence Malick, Daryl Standafer and Stan Krueger. Absent and excused: Ralph Swenson and Esther Wentz. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick and County Clerk Cindy Campbell. Motion by Standafer, 2nd by Malick to adopt the agenda. Carried unanimously. Date of next meeting is May 13, 2004. (It was later decided to have a brief meeting after the Board meeting on April 20). Motion by Malick, 2nd by Standafer to approve the minutes of March 11, 2004. Carried unanimously. 1. Review of Vouchers. Malick indicated there were no exceptions to report. 2. Treasurer's Report. The Finance Committee reviewed the February 2004 reconciliation report as submitted by County Treasurer Cheryl Slind and had no questions. a. Review of Department Mission and Business Responsibilities. Slind indicated she will add Ag Use Penalty under Financial Resources. No other changes. b. Discussion of Fire Proof Safe /Cabinet to Treasurer's Office. Slind submitted a proposal to purchase a fire proof safe for her office. Discussion regarding auditors' recommendation and waiting for 2005 budget review. No action. 3. Maintenance Department Report. Robole reported Dell is scheduled to be back to complete repairs in the Huber facility. The contractor has started the remodeling project at the Health Center and intends to be done by the end of May. a. Review of Department Mission and Business Responsibilities. Robole indicated some changes include eliminating hiring additional custodian for the jail and added requirement language for maintenance mechanic. 4. Computer Services Department Report. a. Review of Department Mission and Business Responsibilities. Boron submitted his changes which are primarily in staffing under Structure and Management. 5. Risk Management Report. Whiting introduced Rachel Rubin the new Risk Manager who started on April 1St 6. Corporation Counsel Report. a. Review of Department Mission and Business Responsibilities. Timmerman indicated he would like his staff to have more training and will be making some changes to the Finance Committee April 8, 2004 Page 2 of 3 Staffing and Education Statement. Discussion regarding providing litigation review report to the Finance Committee. He agreed to prepare a report to the Finance Committee for its June meeting. 7. Clerk of Court's Report. a. Review of Department Mission and Business Responsibilities. One modification noted to change the budget year referenced. 8. County Clerk Report. a. Tax Deed Properties in the Village of Baldwin and Town of Cady. Campbell reported the second notice advertising the sale of tax deed properties was published with bids to be submitted by 5:00 p.m. on April 19, 2004. The notice included the statutory language providing bids under the appraised value maybe accepted or rejected by the County Board or designated committee. b. Resolution Authorizing Finance Committee to Sell Tax Deed Property for Less than the Appraised Value. The agenda provided this was a resolution but it was noted this is an ordinance amending Chapter 3 regarding delegating power to acquire, manage and sell tax - deeded lands. This was prepared by Corporation Counsel Timmerman which incorporates the new law providing the committee could deal with appraised value bids and under appraised value bids received. Motion to approve by Malick, 2nd by Standafer. Carried unanimously. Next Finance Committee meeting will be held April 20 immediately following the County Board meeting to include reorganization of the Finance Committee before other business is brought before the committee and bid opening the tax deed parcels. C. Review of Department Mission and Business Responsibilities. Campbell indicated one addition under Responsibilities may be to provide assistance to St. Croix County municipalities with Statewide Voter Registration. 9. Finance Department Report. a. Financial Report. Pietrick reported a General Fund Cash and investments balance as of February 28, 2004 of $24,230,873.18. 2004 Contingency Fund balance is $250,000. Sales Tax Progress through January 2004 (received in March 2004) is $351,812.71. Pietrick provided copies of Revenue and Expenditure Reports. Discussion regarding unemployment compensation paid to date. Pietrick provided Health and Human Services report for January and February. Revenues for Health and Human Services were reported at $3,869,811.6 with expenses being $3,839,644.26. Excess revenues over expenses: $30,166.80. Nursing Home operating revenue through January is $685,837.24 with operating expenses of $882,819.24 providing net from operations $(196,992.00). John Borup was present. Borup indicated the bussette bids were in and they were about $4,300 under bid. This will go before the Health and Human Services Board for action. Borup reported i Finance Committee April 8, 2004 Page 3 of 3 on outstanding revenues which were received after his report to the Finance Committee in March. Human Services net current items for December 31, 2003 total $132,487. Nursing Home net current items for December 31, 2003 total $295,835. Borup indicated due to state funding changes, the County ended the W -2 program on September 30, 2003. From this, the County lost $41,168. Borup pointed this loss out to show an example of the unreliability of the state. There was a discussion regarding prior year carryovers. Whiting suggested the Finance Committee review over the next six months how to approach Health and Human Services issues knowing there is a trend towards lower revenues and increase in expenses. Borup indicated costs are higher and state reimbursement is lower because the state has viewed St. Croix County as a wealthy community. Malick indicated this is a good news report and there are excellent people on the task devoting their energy to managing this as best they can. b. Review of Department Mission and Business Responsibilities. Pietrick has made changes based on her duties and responsibilities and indicated GASB 34 is not complete yet. C. County Investments Policy and Practices. The Investment Policy provides the Finance Director may do the investing on behalf of the County. Pietrick indicated the state investment pool does not pay the best interest and is working on appropriate kinds of investments, both short and long term. 10. Administrative Coordinator Report. Policy information is coming together which will be included with the Springsted report. a. Update on Huber Project. Whiting indicated Robole's report included update the Huber facility. b. 2005 Budget Schedule. Whiting distributed proposed time line for development of 2005 operating budget. Motion to approve by Malick, 2' by Standafer. Carried unanimously. C. Review of Department Mission and Business Responsibilities. No significant changes except budget amount. Meeting adjourned at 11:50 a.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary