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HomeMy WebLinkAboutFinance 10-09-03 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Buck Malick St. Croix County Board FROM: Ralph Swenson, Chair COMMITTEE TITLE: Finance DATE: Thursday, October 9, 2003 8:30 A.M. LOCATION: Room 1281, Government Center, Hudson CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: November 13, 2003 8:30 A.M. ACTION ON PREVIOUS MINUTES: September 11, 2003 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Treasurer's Report a. Francis Ogden Property - Deed Corrective Action b. Resolution for Tax Deeded Properties c. Resolution for Illegal Taxes (Charged back to Municipalities) 3. Maintenance Department Report 4. Computer Services Department Report a. Authorization to Exceed Motel/Hotel Maximum Allowance 5. Risk Management Report 6. Corporation Counsel Report 7. Clerk of Court's Report 8. County Clerk Report 9. Finance Department Report a. Financial Reports b. Final 2004 Budget Review c. 2004 Budget Resolution 10. Administrative Coordinator Report a. 2004 Health Insurance 13. Follow up to WisDoT on County Land in New Richmond 14. Planning Dept: Request for 2003 Budget Amendment 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 OFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting October 9, 2003 Meeting called to order by Chair Swenson at 8:30 a.m. Present: Ralph Swenson, Clarence Malick, Esther Wentz, Daryl Standafer and Stan Krueger. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick and County Clerk Cindy Campbell. Others present: Supr. Julie Speer and Judy Wiff (media). Motion by Wentz, 2°d by Standafer to adopt the agenda noting there will be no Risk Management and Corporation Counsel reports. Carried unanimously. Date of next meeting is November 13, 2003. Motion by Wentz, 2°d by Standafer to approve the minutes of September 11, 2003, with the following correction: Page 3, item 8, GAL is spelled out to read Guardian ad Litem fees. Carried unanimously. Motion by Krueger, 2nd by Wentz to approve the minutes of September 24 and 25, 2003 and minutes of September 30, 2003, with the following corrections to the September 24 and 25 minutes: Page 1 under Medical Examiner line one: Speer stated the budget contains only actual expenses. Page 2 under Jail the motion should read: Motion by Malick, 2nd by Wentz to accept budget with the addition of steamer replacement in the amount of $4,338.85 to be placed in the 2004 Capital Outlay, deletion of $50,000 to fix the floor, and to move it forward into the budgeting process. Page 4 under Recycling: Grant is driven by how many communities apply. Fodroczi has projected $2,950 for 2004 which is part of the $237,016. Page 6 under Health & Human Services paragraph one, line three: amount changed from $375,000 to $575,000. Item three regarding Homeland Security Grant - Building Entry / Key Management Option was moved to action taken on September 24, 2003. 1. Vouchers. Malick continues to review weekly. 2. Treasurer's Report. County Treasurer Cheryl Slind was attending a conference in Waupaca Waukesh County. Prior to leaving she emailed her report and the reconciliation report showing a balance as of August 31, 2003 of $1,244,330.41. Motion to approve Treasurer's reconciliation report by Krueger, 2nd by Wentz. Carried unanimously. Krueger indicated he is pleased to see the reconciliation reports done on a prompt and timely basis. a. Francis Ogden Property. A tax deed was taken on this property on October 8, 2003. There is an underlying Land Contract on this property which has not been satisfied. Proper notification was not given to the land contract holder, Carmichael Development Group. Slind recommended the property be deeded back to Ogden and to proceed with proper notification to Carmichael Development Group. Motion by Malick, 2nd by Wentz to approve treasurer's recommendation to proceed with the deed back to Ogden and proper notification to Carmichael Development Group. Carried unanimously. b. Resolution for Tax Deeded Properties. Quit claim deeds have been prepared to deed back the property to the three property owners who have repurchased their property by paying the delinquent taxes, interest and administration fees. An ordinance dated May 10, 1988 was discovered by Corporation Counsel with a procedural chart dated August 1989, in which the County Treasurer and County Clerk would work together in setting up payment systems Finance Committee October 9, 2003 Page 2 of 4 with property owners. Slind's report indicated there is no need for a resolution or ordinance for the October County Board meeting. C. Resolution for Illegal Taxes (Charged back to Municipalities). This resolution provides amounts to be placed on the apportionment to municipalities. The properties listed were incorrectly charged taxes in the years listed and corrections were made by the assessors for placement on this resolution. There were questions regarding this process. Motion by Malick, 2nd by Wentz to postpone this resolution to the November 13, 2003 regularly scheduled Finance Committee meeting. Carried unanimously. 3. Planning Dept: Request for 2003 Budget Amendment. County Planner Dave Fodroczi requested a line item transfer for funds to change the partitions in the Real Property Lister's office from five foot dividers to three and one-half foot dividers to allow and extend site lines between staff and counter area. The cost for the shorter panels is $1,737.00 plus delivery and installation in the amount of $145.00. Motion by Malick, 2nd by Wentz to agree to the proposed line item change. Carried unanimously. 4. Maintenance Department Report. Facilities Manager Ralph Robole reported he contacted the City of Hudson regarding adjoining landowners dumping waste on County land. The City sent letters to the property owners to clean up the property. Robole will monitor the clean up. Whiting reported the proposed removal of the 2004 custodial/groundskeeper position in the Maintenance Department eliminates the custodial position for the Huber facility. Robole indicated the Huber facility creates more work for his department and without this position he does not have enough staff to cover the newly created hours. 5. Computer Services Department Report a. Request from Boron to exceed $62.00 motel/hotel allowance as he will be attending a conference and indicated the daily room rate is $89.00. Motion to by Wentz, 2nd by Krueger to approve request to exceed the $62.00 allowance. Carried unanimously. 6. Risk Management Report. No report. 7. Corporation Counsel Report. No report. 8. Clerk of Court's Report. No report. 9. County Clerk Report. County Clerk Campbell reported in September she attended a passport seminar in Eau Claire and has recently set up a UPS account for St. Croix County. 10. Finance Department Report. a. Financial Report. Pietrick indicated she has devoted all of her time for budget preparation therefore was unable to complete the financial reports. Finance Committee October 9, 2003 Page 3 of 4 b. Final 2004 Budget Review. Pietrick reviewed and made changes recommended at last budget review. Nursing Home budget did not balance because the Capital Outlay was entered twice resulting in an overage of approximately $342,000, which would be part of the levy. Standafer Swensen rclarified the Finance Committee's objective is not to exceed a $20,111,000 levy which is a 6.663% increase, the same percentage increase as the change in new construction. Pietrick reported her calculations indicate total revenues of approximately $73,542,000; total expenses of approximately $73,825,000. Expenditures exceed the revenue by approximately $283,000. This does not include funds from the Building Fund. Motion by Malick, 2"d by Wentz to include the Huber/Groundskeeper position in the Maintenance Department in the amount of $45,813 in the 2004 budget. Carried unanimously. Discussion regarding the Family Court Commissioner pay increase. Malick indicated he is not participating in discussion or action relating to this topic because of possible conflicts of interest relating to his law practice and potential hearings before the St. Croix County Judges. Judge Needham and Judge Vlack requested the Finance Committee consider keeping this in the budget. Judge Needham indicated Supreme Court rates are $70.00 per hour. The current rate for the Family Court Commissioner is calculated at $55.00 per hour. Motion by Wentz, 2°d by Standafer to approve Family Court Commissioner pay increase by $14,000 for 2004. Carried unanimously (Malick did not vote). The District Attorney Legal Secretary and Sheriff's Department Security Officer positions will have start dates of April 1, 2004. Malick requested reconsidering one-half of the request for Veteran's Service Office for additional assistance. No action. Fair Board $25,000 payment will be incorporated into the Capital Outlay Plan rather than the County making an annual payment. Krueger agreed to this. Discussion regarding Purchasing Agent position and a possible start date of November 1, 2004. Motion by Malick, 2nd by Standafer to restore the Purchasing Agent position to the budget with a November 1 proposed start date providing a $10,800 amount for 2004 budget. Discussion regarding contracting this position either with a service or another county or city for a trial period. Amendment to motion by Malick, 2nd by Standafer to keep the Purchasing Agent open to being an employee, retaining a contractual service or sharing service with another county or city. Carried unanimously. Motion by Krueger, 2'd by Malick to move adoption of a 2004 budget to be used in preparation of the formal documentation for the October County Board budget hearing with a general property tax levy not to exceed $20,111,265 which is a 6.663% increase over the 2003 levy and incorporating actions taken by the Finance Committee and documented in motions from the budget reviews of September 24, 25 and 30 and actions from the October 9, 2004 Finance Committee meeting and to transfer funds from the Building Fund in the amount of $353,957. Pietrick confirmed the mill rate will be $3.485. Carried unanimously. Finance Committee October 9, 2003 Page 4 of 4 C. 2004 Budget Resolution. Pietrick distributed proposed resolution. Amounts will be filled in upon approval by the County Board. Pietrick indicated the budget books will be available by October 30. 11. Administrative Coordinator Report. a. 2004 Health Insurance. Whiting recommended staying with PreferredOne with SunLife as the re-insurer. The renewal is effective November 1. Internal premium rates will be effective January 1, 2004 with contributions reflected in December. Whiting noted with non- represented employees paying 10% and represented employees paying roughly 3.5%, splitting the group into non-represented and represented would be more equitable. Administrative fees, the specific stop loss premium, and the aggregate premium remain the same for two groups, but the SunLife aggregate attachment point is different for the two groups. Motion by Krueger, 2nd by Malick to authorize the Administrative Coordinator and County Board Chair to sign necessary paperwork for renewal with PreferredOne and SunLife and to calculate premiums based on 10% for non-represented employees and approximately 3.5% for represented employees. Carried unanimously. 12. Follow up to WisDoT on County Land in New Richmond. Whiting received an estimate from the Highway Department for construction of a frontage road along newly constructed Highway 64. Total preliminary cost estimate is $240,100. Whiting indicated issues of concern are per acre value and the road design to facilitate traffic to the north. Whiting will pursue the northern access issue and set up a meeting with WisDoT to negotiate or plan the development and possible acquisition of Parcel B by the state. Meeting adjourned at 11:43 a.m. Esther Wentz, Secretary