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HomeMy WebLinkAboutFinance 11-11-04 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 TEMIE: Thursday, November 11, 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: ACTION ON PREVIOUS MINUTES: October 7, 2004 October 14, 2004 October 28, 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 6. Corporation Counsel Report 7. Clerk of Court's Report a. Request for Part Time Position to Be Reinstated in 2005 Budget 8. County Clerk Report a. Town of Cady Tax Deed Property** 9. Finance Department Report a. Financial Reports 10. Administrative Coordinator Report 11. Draft Policy re: Billing of County Costs for Presidential and Vice Presidential Candidate Campaign Events 12. Request for Reimbursement of Expenses over Three Months Old — Emergency Mgt. /Com Committee 13. Request for Reimbursement of Expenses over Three Months Old — Planning & Zoning Committee ** 14. Contingency Fund Request — Late USDA Phone Bills 15. Request for Installation of Antennae on Government Center Building 16. Delinquent Taxes Waiver Request from the Village of Deer Park ** 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 11/9/2004 OFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting November 11, 2004 Meeting called to order by Chair Swenson at 8:30 a.m. Present: Daryl Standafer, Esther Wentz, Stan Krueger, Clarence Malick and Ralph Swenson. Staff present: Administrative Coordinator Chuck Whiting and County Clerk Cindy Campbell. Media: Doug Stohlberg. Others present: Supr. Julie Speer, Supr. Buzz Marzolf and Supr. Chuck Struemke. Motion by Standafer, 2nd by Krueger to adopt the agenda. Carried unanimously. Date of next meeting is December 9, 2004. The October 7, 2004 minutes were approved at the October 14 Finance Committee meeting. Motion by Wentz, 2nd by Standafer to approve the minutes of October 14, 2004 and October 28, 2004. Carried unanimously. 1. Review of Vouchers. Malick indicated there was nothing unusual to report. 2. Treasurer's Report. The Finance Committee reviewed the September 2004 reconciliation report as submitted by County Treasurer Cheryl Slind and had no questions. 3. Maintenance Department Report. No report. 4. Computer Services Department Report. No report. 5. Risk Management Report. No report. 6. Corporation Counsel Report. Julie Speer was present and indicated she would like to discuss an issue under Corporation Counsel's report. Timmerman was present and indicated there was nothing on the agenda under Corporation Counsel's report. Timmerman reported every Department Head has been instructed to specifically list items they intend to report. Timmerman indicated he has nothing to report to the Finance Committee. 7. Clerk of Court's Report. a. Request for Part Time Position to be Reinstated in 2005 Budget. Lori Meyer indicated funding for the part-time position was included in her 2005 budget. Meyer reported this part time position files documents for the deputy clerks because they cannot keep up with the filing due to the case load increase. The 2005 Clerk of Court budget included $14,600 for the part time position. The Clerk of Court office has had a part time position for twelve years. Motion by Malick, 2 nd by Swenson to authorize that part time position be restored with the understanding that the cost of $14,600 will be taken from the Contingency Fund. Carried. Wentz voted no. Meyer indicated the main reason for a request for a new position is collections and file scanning. The Clerk of Court office has entered ten years back into the tax intercept program. Meyer indicated their plan was going to implement a payment plan system in 2005 where an individual would meet with debtors /defendants to determine fine payment ability. This would be done at post - judgment time. Swenson asked what the process was for writing -off balances due older than ten years. Meyer indicated they plan to begin working on this process. Swenson asked if there was a policy regarding what the County would write off and when. Meyer indicated there is nothing in Finance Committee November 11, 2004 Page 2 of 4 place at this time. Swenson confirmed the part time position will be funded and there was no action on the full time position at this time. 8. County Clerk Report. Campbell reported the overall election process in St. Croix County went very well. The County had a 72% turnout. a. Town of Cady Tax Deed Property. Campbell reported she has checked the status on the clean up of the property. Chad Peabody from Redneck Scrap indicated he anticipates completion in approximately one week. The Behlings have indicated they are waiting to pay the balance due until the junk and tires are removed. The Behlings are willing to put the balance due into escrow. Campbell indicated several years ago this property was subject to a clean up of circuit boards which were dumped on the property. Peabody contacted Campbell and indicated he found a barrel containing circuit boards. Campbell met with Jack Eslien of the DNR at the property. Eslien directed the County to put the boards in a 55 gallon drum with a lid, dig up soil around the area in which they were found; deliver the drum and dirt to Seven -Mile Landfill in Eau Claire and to get a trip ticket and forward it to Eslien. Campbell indicated the Parks Department agreed to assist in doing this. The Behlings are aware of the circuit boards on the property and Campbell has explained that the county will dispose of them. As for the tires, Campbell has asked Peabody to submit a cost to the county in removing the tires. Peabody provided an approximate cost of $2,084 depending on the number of tires on the property. Motion by Krueger, 2„d by Wentz to hire Redneck Scrap to transport the tires to Mondovi and to pay fee out of proceeds from the sale; place the balance due from the Behlings in escrow and issue a quit claim deed with a provision the clean up is completed. Carried unanimously. 9. Finance Department Report. Pietrick was not present. Reports were reviewed by the Finance Committee. a. Financial Report. General Fund Cash and investments balance as of September 30, 2004 of $20,692,641.67. 2004 Contingency Fund balance is $179,340.00. Revenue and Expenditure Reports were reviewed by the committee. 2004 Sales Tax received in October for the month of August totaled $507,382.53. Health and Human Services. Revenues for Health and Human Services through September are $18,626,857.09 with expenditures at $18,496,627.89. Excess Revenue over Expenses is $130,229.20. Nursing Home expenses exceed revenue by $34,334.38 through September 2004. 10. Administrative Coordinator Report. Whiting reported he is working with WMMIC on the renewal premium. He attended a meeting with staff members and other counties in Western Wisconsin to review a software program which provides land record information different than what the County's program does. 11. Draft Policy re: Billing of County Costs for Presidential and Vice Presidential Candidate Campaign Events. Supr. Buzz Marzolf and Supr. Chuck Struemke were present. Malick indicated the Administration Committee defeated the request regarding the proposed resolution which read as follows: "Resolved that, St. Croix County shall bill each election candidate or his/her campaign for overtime and related expenses incurred in providing security for y . Finance Committee November 11, 2004 Page 3 of 4 the candidate." Malick suggested adding at the end of the sentence: "But only if the aggregate of all such expenditures for all candidates exceeds $ in a calendar year." Standafer expressed concern regarding the need for a policy of this type and added there is a difference between policy and procedure. The procedure to bill was followed. Wentz suggested taking it case by case. Marzolf indicated he received questions regarding the costs incurred by the County for the President's campaign visit. Struemke stated he supports this issue. Swenson indicated in October the Finance Committee passed a motion to send a statement for services to the Republican Party for the President's visit. Struemke stated this is designed for future visits by candidates. Whiting indicated his understanding was the campaign would pay for the visits. By sending the bill, the County attempted to recover some costs. Malick asked Swenson to report to the County Board on behalf of the Finance Committee, and will ask the Administration Committee Chair and Public Protection Committee Chair to report on this issue also. Marzolf thanked the Finance Committee. 12. Request for Reimbursement of Expenses over Three Months Old — Emergency Management /Communications Committee. Jack Colvard was present. This is a request for reimbursement from Supr. Mehls for attending meetings and exercises for a school design exercise grant. The Emergency Management/Communications Committee approved this request. The funds being requested are fundable through an Exercise Design grant through Homeland Security. Supervisor Mehls incurred approximately $250. Motion by Wentz, 2 nd by Krueger to approve payment to Supr. Mehls in the amount of $250. Colvard indicated the County will be reimbursed through grant funds. Carried unanimously. 13. Request for Reimbursement of Expenses over Three Months Old — Planning & Zoning Committee. Dave Fodroczi was present. Fodroczi indicated an expense voucher was submitted by Ellen Denzer which contained a request for reimbursement for mileage expenses incurred in May and June in the amount of $102.00, which exceed the 90 -day submission policy. Fodroczi indicated the expenses are all reimbursable by service fees and grants. The Planning and Zoning Committee approved the request to waive the 90 -day submission policy. Motion by Malick, 2 nd by Standafer to approve reimbursement and that approval is considered final. Carried unanimously. 14. Contingency Fund Request — Late USDA Phone Bills. Gary Kollman was present. Bob Heise contacted Kollman indicating it was recently discovered the federal offices that occupy the Ag Center Building have not billed the County for use of the phone system from 2001 to 2004. The County uses the federal office phone system and has agreed to pay its portion of the bills. Kollman requested funds to pay the charges for 2001, 2002, 2003 in the amount of $15,510. He has funds budgeted for the 2004 amount. Swenson requested that Kollman review this matter for the future. Motion by Malick, 2 nd by Standafer to pay the back years for 2001 2002, 2003 from contingency fund and requested Kollman study a recommendation for 2006. Kollman agreed with the request to study the matter for 2006. Carried unanimously. 15. Request for Installation of Antennae on Government Center Building. Dave Kaun from the St. Croix Valley Radio Amateurs was present. Kaun indicated Amateur Radio is requesting authorization to secure a few square feet of space in the storage room located off the Community Room to locate equipment owned by the county and also permission to place an antenna on the upper level next to the antennas already in place on the Government Center to operate radios in support of County emergency situations and install a long wire antenna off the lower portion of the Finance Committee November 11, 2004 Page 4 of 4 building that would enable the County to aid with contact to the Wisconsin Emergency Management Operation Center in Madison. Kaun confirmed there is conduit in place through the Communications Center up to the roof. The antenna mount would be bolted onto an existing fixture. The lower antenna would be installed with the assistance of the Maintenance Department. Placing this equipment here would enable St. Croix County to perform backup communications. They are also looking for space for a file cabinet with drop down shelf in the storage room. Whiting indicated the Emergency Committee has approved this concept. Malick indicated he has researched this matter and found this would be a substantial benefit to the County. Motion Malick, 2nd by Wentz to approve the physical installation of the antennas and ask Corporation Counsel to review the draft Memo of Understanding and work it up into final form for signature on behalf of St. Croix County and the amateur radio group. Carried unanimously. 16. Delinquent Taxes Waiver Request from the Village of Deer Park. Attorney Andy Schuette of Bakke Norman Law Firm representing the Village of Deer Park and Duane Arndt attorney for Michael Shelby were present. Attorney Schuette explained in late 2002 a parcel of land containing a house, flooded in the village and became worthless. The property owner, Michael Shelby ceased paying real estate taxes on this parcel. The Village of Deer Park purchased the property. The deed to the village contains a restriction which provides the land will become park land. Attorney Schuette indicated one stumbling block for the village is the real estate taxes due. The village is asking the County waive the unpaid taxes. The amount owing $1,789.76 with fees and penalties. Original amount of unpaid taxes are approximately $1,500. Arndt indicated the village owns adjoining property. There was an action for inverse condemnation because of the flooding. Arndt stated the County would need to remove the structure if it takes the property through the tax deed process. They are requesting a waiver of the unpaid taxes because the property is essentially worthless. There was no indication this property was not in a floodplain zone. Standafer asked if we waive the taxes, what precedent are we setting for similar future requests? Whiting reported the County Treasurer has indicated she is opposed to the waiver of paying the taxes. Motion by Malick, 2 nd by Krueger to deny the request. Carried unanimously. Meeting adjourned at 10:38 a.m. Esther Wentz, Secretary Cindy Campbell, Recording Secretary