HomeMy WebLinkAboutFinance 12-08-04 ST. CROIX COUNTY
NOTICE OF V()MMITTF,F, MEETING AND AGENDA
TO: Chairman Buck Malick, St. Croix County Board
FROM: Ralph Swenson, Chair
COMMITTEE TITLE: Finance
DATE AND TIME: Wednesday, December 8, 2004 1:00 P.M. NOTE TIME AND DATE: C 14ANCrF.
LOCATION: St. Croix County Government Center, Hudson — Room 1281
CALL TO ORDER
ROLL CALL
ADOPTION OF AGENDA
DATE OF NEXT MEETING: January 13, 2005
ACTION ON PREVIOUS MINUTES: November 11, 2004
UNFINISHED BUSINESS:
NEW BUSINESS:
1. Review of Vouchers
2. Treasurer's Report
3. Maintenance Department Report
a. Review of Nursing Home Generator Purchase
b. Chiller Report"
4. Computer Services Department Report
5. Risk Management Report
6. Corporation Counsel Report
a. Request for Outside Counsel Review of Sheriff's Department Policies
7. Clerk of Court's Report
a. Capital Purchase Request
8. County Clerk Report
a. Review of Marriage License Fees
b. Government Center Room Rental Policy
9. Finance Department Report
a. Financial Reports
b. Purchasing Report — Government Center Copiers Review**
10. Administrative Coordinator Report
a. Review of Liability Insurance Renewal
b. Status of County Owned Land Inventory
11. Resolution Re: Purchase of Land for Proposed Facility Improvement — Highway Department
12. Review of County Owned Government Center Property — Plan for A Plan Step II
13. Department Head Performance Evaluations Discussion
14. 2005 Finance Committee Calendar
15. Joint Meeting with Planning & Zoning Committee re: Land Records Software Presentation — 3:00 p.m.
CORRESPONDENCE: Letter from Bush - Cheney `04
ADJOURNMENT (Agenda not necessarily presented in this order)
COPIES TO: County Board Office News Media/Notice Board County Clerk
County Board County Departments
* *ADDITIONSICHANGES /CORRECTIONS
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UNOFFICIAL
MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE
Regular Meeting December 8, 2004
Meeting called to order by Chair Swenson at 1:00 p.m. Present: Esther Wentz, Stan Krueger,
Clarence Malick and Ralph Swenson. Daryl Standafer arrived at 1:20 p.m. Staff present:
Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick and County
Clerk Cindy Campbell. Media: Judy Wiff. Others present: Supr. Speer.
Motion by Wentz, 2nd by Malick to adopt the agenda. Carried unanimously. Date of next
meeting is January 13, 2005. Motion by Wentz, 2 by Malick to approve the minutes of
November 11, 2004 with the following correction under the Finance Department report: 2004
Sales Tax received in October for the month of August totaled $507,382.53. Carried
unanimously.
1. Review of Vouchers. Malick indicated there was nothing unusual to report.
2. Treasurer's Report. The Finance Committee reviewed the October 2004 reconciliation
report as submitted by County Treasurer Cheryl Slind. Slind reported over half of the tax
statements have been printed. She will place an explanation regarding the new tax statements in
the newspapers. Slind plans to keep her office open all day on December 30 to collect taxes.
Swenson encouraged an escort to the bank to deposit the funds collected on December 30th.
3. Maintenance Department Report. Ralph Robole indicated natural gas prices have
been slow to rise this year. He is working on closing out of remodeling project at the Nursing
Home.
a. Review of Nursing Home Generator Purchase. Robole and David Best were
present. Swenson indicated the low bid which was accepted by the Health and Human Services
Committee came in $4,200 higher than the previous estimate. Robole indicated this is due to an
additional 600 amp panel needed to complete the job correctly. Simon Electric was the low bid.
Motion by Wentz, 2nd by Krueger to authorize additional $4,185 to come out of Contingency
Fund. Malick indicated it is a tentative item on the December 14 County Board agenda.
Carried unanimously.
b. Chiller Report. Robole provided a strategy for chiller replacement handout
containing three phases. Robole reported he has $450,000 in the Building Services 2008 Capital
Outlay Plan for a heating and cooling replacement at the Government Center. Krueger asked if
there was a guarantee when the system was installed in 1992. Robole indicated he would ask
Trane and added the warranty expired after the first five years. Malick suggested putting money
in the 2007 capital outlay for engineering costs. Swenson thanked Robole for the presentation
and requested he put money in the 2007 capital outlay for consulting engineering services. The
Finance Committee conceptually agreed with Robole's plan.
4. Computer Services Department Report. No report.
5. Risk Management Report. No report.
Finance Committee
December 8, 2004
Page 2 of 5
6. Corporation Counsel Report.
a. Review for Outside Counsel Review of Sheriff's Department Policies.
Timmerman reported in February the Sheriff's Department asked Corporation Counsel to review
the new policies for jail. In June, Corporation Counsel received the policies and told the Sheriff
it would take several months to review them. In October, Timmerman told Sheriff Hillstead the
top ten priority policies would be reviewed. To date Timmerman has not had an opportunity to
review them. Timmerman planned to ask the Finance Committee to authorize outside counsel,
Ray Pollen, to review the policies. Timmerman talked to Pollen who indicated he was familiar
with the ten priority policies, which are the same throughout the Sheriff's Departments in the
state. The cost for the review would be approximately $5,000. Pollen suggested the Sheriff send
the policies to the Department of Justice, Division of Training and Standards Bureau, which does
jail inspections and the Department of Corrections requesting their input on the policies for
adequacy or problems. There would be no cost to the county for the state's review. Pollen did
not guarantee they would be reviewed, but they would respond to municipalities if their
assistance is requested. Malick asked about the other policies outside of the core ten.
Timmerman indicated he is in no position to evaluate which policies are more important.
Swenson asked if we start with the ten priorities would there be a possibility of some dialog from
Corporation Counsel, Public Protection Committee and the Sheriff to determine the ranking on
the remainder of the policies to review on a timely basis to support the operation. Supr. Speer
indicated she would prefer to leave it up to Sheriff and Jail Captain. Motion by Wentz, 2 "d by
Krueger to retain outside counsel, to be chosen by Timmerman, to review the first ten prioritized
policies identified by Sheriff Hillstead, not to exceed $5,000 paid out of the 2004 Contingency
Fund, assuming services can be performed in time to justify conclusion in 2004 fund. Malick
confirmed the process involving the Department of Justice and Department of Corrections is up
to Timmerman and the counsel selected. Carried unanimously. Swenson asked how the other
policies will be addressed. Next phase will be dialog in January from the Sheriff and Jail
Captain. Timmerman will ask Sheriff to put the next ten in order of priority. Timmerman
suggested that as part of Pollen's review, Pollen could identify the other policies he believes are
most important. Swenson requested input from the Sheriff and have a comparable discussion in
January. Malick would like the Public Protection Committee, with the Sheriff take the lead with
what needs to be done. Swenson asked Speer to convey this to the Public Protection Committee.
7. Clerk of Court's Report.
a. Capital Purchase Request. Lori Meyer was present. Meyer is requesting
authorization to purchase a folder /inserter /sealer machine which is neither in her 2004 budget or
Capital Outlay Plan. A cost analysis worksheet was distributed. The cost is $3,112 with an
annual maintenance service contract of $370. The Clerk of Court office manually folds and
inserts an average of 3,250 pieces of mail each month. Meyer indicated by having this machine,
staff time will be freed up to do other things. She could shift some line items in her budget to
purchase this machine, and is not requesting funding from the Contingency Fund. Motion by
Krueger, 2 nd by Standafer to approve expenditure within the confines of the Clerk of Court's
current budget. Carried unanimously.
Finance Committee
December 8, 2004
Page 3 of 5
8. County Clerk Report.
a. Review of Marriage License Fees. County Clerk Campbell provided a proposed
resolution which indicated the marriage license fee has not increase for over ten years in St.
Croix County and provided fee comparisons charged in other Wisconsin counties. The
resolution provided increasing the fee from $55 to $75.00. Motion by Malick, 2 nd by Wentz to
approve the increase. Discussion regarding the fee. Motion by Malick, 2 nd by Wentz to amend
the motion to increase the marriage license fee in St. Croix County to $100 per license. Carried.
b. Government Center Room Rental Policy. Campbell provided a draft of the St.
Croix County Room Rental Policy for the Community Room and conference rooms in the
Government Center. Motion to approve Malick, 2 nd by Wentz to approve. Malick requested
minor edits, which Campbell confirmed she would make to the policy. Carried unanimously.
9. Finance Department Report.
a. Financial Report. General Fund Cash and investments balance as of October 31,
2004 of $19,619,851.01. 2004 Contingency Fund balance is $159,645.00. 2004 Sales Tax
received in November for September sales is $492,840.94. Review of Certificate's of Deposit
and investments. The Finance Committee requested the County's investment manager, Bob
Moore report to the Finance Committee in March 2005. Revenue and Expenditure Reports were
reviewed. Pietrick has followed up with some departments regarding revenues. Pietrick did not
receive the Health and Human Services reports in time for distribution.
Pietrick indicated the IRS mileage rate for 2005 will be $0.405 per mile. Pietrick provided an
estimate of dollar variance of various departments. This matter will be discussed at the
December 14 t11 Finance Committee special meeting.
b. Purchasing Report — Government Center Copiers Review. Pietrick introduced
Dana Baker the county's Management Systems Specialist. Baker began her employment with
the County on November 1, 2004. Baker provided a summary regarding copy machines
containing network print cards requested in the 2005 budget for the County Clerk's office,
Register of Deeds, and Planning and Zoning Department. The Clerk of Court office also had a
copy machine budgeted for 2005. Baker's findings provided copy overage fees will go down
with the new service agreements on the new copy machines and toner and staples will be
included. Discussion regarding a purchasing policy. Swenson asked Baker to maintain a log
showing savings on purchases.
10. Administrative Coordinator Report.
a. Review of Liability Insurance Renewal. Whiting indicated this topic will be
discussed at the Finance Committee's meeting on December 14 Whiting will be attending
WMMIC meetings December 9 1h and 10
b. Status of County Owned Land Inventory. Whiting indicated he has been working
with Fodroczi, Loney, Heise and Pietrick in gathering county -owned land information. Annette
Finance Committee
December 8, 2004
Page 4 of 5
Massie of Computer Services has converted the information into an Access database. Whiting
will look at hiring temporary help to review the properties. Whiting will report the status to the
County Board.
11. Resolution Regarding Purchase of Land for Proposed Facility Improvement —
Highway Department. Tim Ramberg and Rich Loney were present. Ramberg indicated the
Highway Department's intent is to purchase land for the future. This property is located near
Deer Park and would replace the Deer Park shop. The Transportation Committee agreed to this
move forward to County Board and they are asking for the Finance Committee's support.
Swenson indicated typically there is a vote on a "not to exceed" amount to be specified in the
resolution and also suggested there be a sale of the existing facility. The parcel being considered
is thirty -one acres owned by Kramer Industries. Ramberg indicated the purchase price is
$100,000, but there are driveway, easement and site improvement issues. Motion by Malick, 2nd
by Wentz to move forward the Finance Committee's recommendation to the County Board,
adoption of the November 9, 2004 Purchase of Land for Proposed Facility Improvement
resolution with the following friendly amendments: the third Whereas replace Transportation
Committee with Highway Commissioner and change "a parcel" to "parcel(s) "; fourth Whereas
change to include Corporation Counsel's recommendation (...and sell county road machinery as
authorized by the county board, determine whether each piece of county aid construction shall be
let by contract or shall be done by day labor, enter into contracts in the name of the county, make
necessary arrangements for the proper prosecution of the construction and maintenance of
highways provided for by the county board ... and acquire lands for highway purposes,...), and
change Transportation Committee to Highway Commissioner; fifth Whereas change operating
fund to machinery fund; the Therefore paragraph change Transportation Committee to Highway
Commissioner and add to end, "not to exceed $100,000 as is, plus the cost of driveway, driveway
easement, and site improvements "; and the Be It Further Resolved paragraph change
Transportation Committee to Highway Commissioner and operating fund to machinery fund.
The Transportation Committee will meet before the December 14 County Board meeting to
discuss the changes. Carried unanimously.
12. Review of County -Owned Government Center Property — Plan for A Plan Step II.
Whiting had nothing to report at this time. He will bring this back in January.
13. Department Head Performance Evaluations Discussion. Malick indicated he will
make an announcement to the County Board Supervisors that evaluations are coming up for all
committees, and committee chairs will be responsible for performance reviews of staff.
Swenson indicated anonymous comments will not be considered. Swenson discussed
performance evaluations for departments which the Finance Committee is the contact committee.
He will use the same process as last year by obtaining input from committee members then
interview department heads.
14. 2005 Finance Committee Calendar. A calendar containing the 2005 County Board and
Finance Committee meetings dates was distributed. Pietrick asked to have the Budget Review
date changed. Budget Review was set for September 28 -30, 2005. Whiting noted a potential
schedule conflict for him for the August Finance Committee meeting.
Finance Committee
December 8, 2004
Page 5 of 5
15. Joint Meeting with Planning & Zoning Committee regarding Land Records
Software Presentation — 3:00 p.m. Present: Finance Committee members, Jan Zoerb, Brian
Hurtgen, Bob Heise, Tom Boron, Mary Vadnais, Brett Budrow, Kay Walsh, Gary Kollman,
Cheryl Slind and representatives of Nazca Solutions, Inc. Chair Swenson called the joint
meeting to order at 3:09 p.m. Whiting indicated at the WCA conference in Milwaukee he met
Jason Hepp of Nazca Solutions, Inc. who had a product which he felt would benefit St. Croix
County. Mike Blaska, WCA Director of Programs and Services provided information regarding
the Nazca land records program. Jason Hepp, president and COO, gave a presentation of
program. User fees, transaction fees and Nazca license fees were discussed. Hepp indicated
they are interested in using St. Croix County as a Wisconsin pilot county. Pricing and
installation is based on population. Hepp quoted a cost to St. Croix County in the amount of
$85,000. If St. Croix County chooses to go through WCA there would be a discount of
approximately 24% to bring the cost down to $64,000. The pilot discount is half the amount
after the WCA discount or approximately $32,000. Hepp indicated he has no comparable data
for potential county revenue. Motion by Malick, 2nd by Wentz to continue to pursue the Nazca
program and have Whiting head an appropriate study team and report back to the Finance
Committee. Carried unanimously.
Correspondence regarding Letter from Bush- Cheney'04. Malick indicated this will be
discussed at the December 14 County Board meeting.
Meeting adjourned at 5:37 p.m.
Esther Wentz, Secretary
Cindy Campbell, Recording Secretary