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HomeMy WebLinkAboutFinance 02-06-03 ST. CROIX COUNTY NOTICE OF C'ON011ITI E_MEETIN(~ TO: Chairman Burk Malick St. Croix County Board FROM: Ralph Swenson, Chair CONUWrrrEE TITLE: Finance DATE: Thursday, February 6, 2003 8:30 AM LOCATION: Room 1281, Government Center, Hudson CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: March 13, 2003 8:30 AM ACTION ON PREVIOUS MINUTES: January 9, 2002 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of vouchers 2. Maintenance Department Report 3. Computer Services Department Report 4. Risk Management Report a_ Review of Wausau Worker's Compensation Administrative Services Agreement b. Consideration of Resolution for Reauthorization of Re-Insurance 5. Corporation Counsel Report 6. Treasurer's Report a. Review of Deputy Treasurer's Compensation 7. County Clerk Report 8. Finance Department Report a. Internal Loan Options for St. Croix Industries Bus Purchase 9. Administrative Coordinator Report a. County Funds Investment Policies b. Interim Funding for Huber Expansion Project c. Ag Land Zoning Changes Penalty Charges d. Review of Position Descriptions: Corporation Counsel, Chief Accountant/Auditor (Finance Director), Director of Computer Services, Administrative Coordinator e. Request to Advertise Finance Director Position f Review of Finance Department Operations During Department Head Vacancy g. Consideration of Employee Insurance Consultant Agreement h_ Review of Dunn County Staffing Study CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) COPIES TO County Board Office News Medial ice Board County Clerk County Berard County Departments "ADDITIONS/CHANGESICORRECTIONS Lust Updated 1 13 011 0 0 3 FINANCE MEETING Regular Meeting February 6, 2003 Meeting called to order by Vice Chair Krueger at 8:30 a.m. Present: Stan Krueger, Clarence Malick, Daryl Standafer, Esther Wentz. Absent and excused: Ralph Swenson. Staff present: Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman and County Clerk Cindy Campbell. Others present: County Treasurer Cheryl Slind and Judy Wiff, media. Motion by Malick, 2nd by Wentz to adopt the agenda. Next meeting is March 13, 2003. Motion by Malick, 2nd by Wentz to approve the minutes of January 9, 2003 with the following corrections: Item 3.a (fourth paragraph) Currently, Huber inmates are charged $19.00 per day. jail inmates are ,,h-,tee`' $58.00 Y° pef-~ The rates are set by the State of Wisconsin and the Public Protection Committee. Jail inmates cost $58.00 per day per inmate. (fifth paragraph) Discussion ensued on who should negotiate this ility, he architect's agreement, Finance or Huber Building committees. It was decided the Huber Building Committee should negotiate the €ae-i-litycontract and Finance Committee should approve how it will be funded. Item 5. (fifth paragraph) Budrow is gathering information to put into a spreadsheet that provides a listing of all coverages in effect in the County. She has reviewed surety bond crime coverage renewals for elected officials. Item 7. It's believed the County collects $.55 per parcel from the municipalities for which it collects taxes. This may be too low. Item 10.d. (paragraph 3) The hourly not to exceed amount is approximately $98,000. Larson indicated the e edttchar e is approximately $10,000 for the original study done on this project. Carried. 1. Vouchers. January vouchers were reviewed by Malick on January I Wh. Motion to approve by Malick, 2„d by Wentz. Carried. 2. Maintenance Department Report. No report by Facilities Manager Ralph Robole. Standafer noted making a workspace for the part time Personnel employee in the Administration Suite is proceeding without remodeling. 3. Computer Services Department Report. No report. Finance Committee February 6, 2003 Page 2 4. Risk Management Report. a. Review of Wausau Worker's Compensation Administrative Services Agreement. Dawn Budrow presented a comparison chart for third party administration for St. Croix County workers compensation claims between Wausau Insurance and WMMIC. WMMIC offers basically the same services as Wausau plus the opportunity to utilize WMMIC's loss control resources. Loss control services are not available from Wausau. WMMIC's cost comparison was $90,000 lower than Wausau's. Motion by Wentz, 2nd by Standafer to terminate third party administration coverage with Wausau and contract with WMMIC. Carried b. Consideration of Resolution for Reauthorization of Self-Insurance. Budrow presented a proposed resolution and pointed out the State now requires reaffirmation that we are self-insured. Motion by Standafer, 2nd by Wentz to approve resolution. Carried. 5. Corporation Counsel Report. No Report. 6. Treasurer's Report. County Treasurer Cheryl Slind reported the total amount of taxes collected from January 1 through February 5, 2003 is $22,436,628.54. As of December 31, 2002, payment on back taxes owing on the dog track property was not received. Slind reported she is in receipt of a proposed resolution regarding a 5-year re-certification process for lottery credit. The resolution proposes re-certification of residential properties for lottery credit. Slind is not in favor of doing it because it would entail manual re-entry of lottery credits for St. Croix County and she feels the records are accurate. a. Review of Deputy Treasurer's Compensation. Slind recommended First Deputy June Sather be compensated for additional responsibilities she took on during the absence of the County Treasurer from September 14 through December 4, 2002. Personnel Director Deb Kathan explained if the Finance Committee approved additional compensation it would then go to the Union for consideration. This situation was compared to additional compensation law enforcement officials get while training new officers. Motion by Standafer, 2n by Malick to compensate June Sather, County Treasurer First Deputy, $2.00 per hours worked from September 13, 2002 to December 4, 2002 while she performed the duties of County Treasurer. Total number of hours worked were 456 for a total of $926.00. Carried. 7. County Clerk Report. County Clerk Cindy Campbell reported she is preparing for the February 18, 2003 and April 1, 2003 elections and continues researching various alternative audio recording devices to replace the system in the County Board Room. 8. Finance Department Report. a. Internal Loan Options for St. Croix Industries Bus Purchase. Health and Human Services Director John Borup and Director of St. Croix Industries Ron Eichstaedt reported the Health and Human Services Committee has approved a request to allow St. Croix Industries to Finance Committee February 6, 2003 Page 3 purchase a bus instead of leasing one as they have traditionally done. The amount for a new bus is $42,560 (after trade in), which would be an internally funded loan with a four-year repayment. Borup indicated the bus lease payments are in the 2003 budget. After the budget was set, it was determined it was more economical to purchase a bus rather than lease it. Borup indicated life of a bus is four to five years, based on mileage and condition. Eichstaedt noted the bus is actually called a busette, which is smaller version of a bus. Discussion regarding St. Croix County Highway Department's system for maintaining its vehicles. Eichstaedt indicated he would work with the Highway Department regarding vehicle maintenance software. Borup asked for $42,560 up front with Health and Human Services making one-fourth of the payment now. Motion by Wentz, 2°a by Malick to approve one payment per year to be transferred from Health and Human Services to the General Fund each January for three successive years. Carried. 9. Administrative Coordinator Report. a. County Funds Investment Policies. Administrative Coordinate Whiting presented a first draft of the County Investment Policy. Standafer would like to see an emphasis on maintaining investments in St. Croix County rather than external. Our primary interest is preservation and safety and not to put taxpayer dollars at risk. b. Interim Funding for Huber Expansion Project. Whiting indicated he conferred with Finance Director Rich Loney, before his retirement, on interim funding for the Huber expansion project. Loney suggested the Capital Projects Fund as well as the State Pool sub- account be considered for use in 2003 for construction of the Huber Facility, the Emergency Communications Center project and construction of the storage shed at Perch Lake. Separate revenue and expense accounts could be established in the Capital Projects Fund to track activity. Expenditures to Ayres Associates for Huber design work have been charged to the Jail Assessment Fund. C. Ag Land Zoning Changes Penalty Charges. Zoning Director Steve Fisher and Planning Director David Fodroczi reported changes regarding collecting taxes from landowners who have rezoned their property from Ag to Ag-Residential and farmland use change penalty enforcements. In general, taxes on agricultural property are lower. Fisher indicated it was up to the municipalities to monitor. Fodroczi explained the responsibilities of the State and County regarding Farmland Preservation. The State has found it is not cost effective to staff for tracking the payback penalties. A change this year makes the County responsible for collections. The County would in turn, retain 50% of the penalty collected and disburse the remainder of the funds collected to the municipality where the property is located. After rezonement, the process starts with the assessor to determine use valuation. The assessor is to report to the County when land is sold. Fodroczi explained this process is very detailed and is the County and assessors' responsibility. Krueger asked this matter be reviewed at a later date The Clerk will calendar this for review. d. Review of Position Descriptions: Corporation Counsel, Chief Accountant/Auditor (Finance Director), Director of Computer Services, Administrative Coordinator. Whiting Finance Committee February 6, 2003 Page 4 distributed position descriptions including an updated description for the Finance Director position. Malick pointed out the job description provides the Finance Director position be supervised by the Administrative Coordinator. The Finance Director would replace the Chief Accountant/Auditor position, as it is currently defined. Timmerman asked if the Administrative Coordinator would have the ability to hire, fire and direct work of the Corporation Counsel, Finance Director and Director of Computer Services. The Finance Committee desired the positions report to the Administrative Coordinator. These positions now report to the Finance Committee. Timmerman will check the statutes and report on options available. e. Request to Advertise Finance Director Position. Discussion regarding Finance Director job description. It was suggested the language in the last sentence under General Statement of Duties change from, "The work is performed under the direction of the Administrative Coordinator..." to, "The position reports to the Administrative Coordinator and assumes the duties of Auditor under WI Stat. 59.47(2)." Krueger suggested removal of the words "Public" and "General" under Required Skills Knowledge and Abilities. The first sentence shall read, "Bachelor's degree in accounting or a related field, Master's degree preferred, and five years of progressively responsible governmental accounting experience...." Motion by Malick, 2nd by Standafer to table job description discussion until after lunch. Wentz indicated she had a commitment and would not be able to return to the meeting. Carried. Meeting adjourned until 1:30 p.m. Meeting reconvened by Krueger at 1:30 p.m. Members present: Krueger, Malick, Standafer. Motion by Malick, 2°d by Standafer to approve in concept the Finance Director job description to include this position reports to the Administrative Coordinator and deletion of Public and General Accounting language under Required Skills, Knowledge and Abilities, to send it to the Personnel Director with a request to advertise and forward proposed job description to the Personal Committee for review. Standafer noted he sees this position going in the direction of accounting professional as opposed to managerial profession. Timmerman will review the language on the Administrative Coordinator's authority. Carried. f. Review of Finance Department Operations During Department Head Vacancy. Whiting reported another individual is transferring out of the Finance Department, leaving the office with two staff people. He believes the basic day-to-day routines will get done and any issues, which may arise should be referred to him. Malick moved to enable the Administrative Coordinator to call on Jim Steel (former Finance Director) or someone else if the need arises for additional help. Motion failed due to lack of 2nd. Whiting indicated he was not comfortable with putting someone in that position without observing how this individual works. The committee agreed to empower the Chair of the Finance Committee to coordinate with Administrative Coordinator if there's a need to add a staff person during this period. Standafer expressed his confidence in the staff working in the Finance Department. Finance Committee February 6, 2003 Page 5 g. Consideration of Employee Insurance Consultant Agreement. Whiting reported the County does not have someone working on our behalf regarding long-term health insurance issues and other insurance needs. Currently the County is facing renewal with Unum for its employee life and disability insurances. Whiting proposes the County retain the services of Sara Hames of Frank Haack & Associates to review the renewal and work on upcoming health insurance plan issues. In 2000, Hames, then an employee of TE Brennan, was retained by the County to assist in the review, bidding and transaction of its health insurance plan administrator. The Frank F. Haack & Associates, Inc., Proposal Letter for Consulting Services dated January 30, 2003 was discussed. Two options included are a project-by-project basis on an hourly rate, or a monthly retainer flat amount. Malick was in favor of contracting with Frank Haack & Associates as long as Hames was assigned to St. Croix County. Fees for services rendered would be paid through the Contingency Fund. Motion by Malick, 2°d by Standafer to authorize Administrative Coordinator and Corporation Counsel, with coordination of the Personnel Committee, to negotiate with Frank Haack & Association regarding consulting services for life, disability and heath insurance issues for the County with a maximum of fees for services rendered to be $150 per hour, with one-half that rate for travel time ($75.00), agree to not less than $15,000 per year and to report back to the Finance Committee. Carried. h. Review of Dunn County Staffing Study. Whiting reported Dunn County recently used Bjorklund Compensation Consulting to review its staffing levels relating to other counties, including St. Croix County. Because the data has been collected it is possible to request Bjorklund to reconfigure the report using St. Croix County as the comparative base for approximately $1,000 to $1,200. The Committee agreed not to pursue this at this time. Adjournment. Meeting adjourned at 2:09 p.m. Esther Wentz, Secretary