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HomeMy WebLinkAboutFinance 09-10-02 t. ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Buck Malick St. Croix County Board FROM: Ralph Swenson, Vice Chair COMMITTEE TITLE: Finance DATE: Tuesday, September 10, 2002 8:30 A.M. LOCATION: Room 1281, Government Center, Hudson CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: September 18 and 19, 2002 8:30 A.M. ACTION ON PREVIOUS MINUTES: August 9, 2002 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Joint Meeting with Personnel Committee 8:45 a.m. Closed Session for purposes of Discussing Contract Negotiations Strategies per Wis. St. 19.85 (1)(e) 3. Review of 2003 Personnel Positions Budget Requests 4. Request from Personnel Committee re: Budget Instructions for 2003 Wages 5. Highway Department 2003 Budget Proposal 9:45 a.m. 6. Emergency Management and Communications Committee Request re: Action Request for Matching Funds for Defibrillator Grant 10:45 a.m. 7. Hudson Joint Library Proposal Consideration 11:00 a.m. 8. Building Maintenance Report a. 2003 Building Maintenance Department Budget Proposal 9. Information Services Report a. 2003 Information Services Department Budget Proposal 10. Finance Director Report a. Cash Handling/Deposit Policy b. County Retirement Obligations c. 2003 Finance Department Budget Proposal 11. Corporation Counsel Report a. 2003 Corporation Counsel Department Budget Proposal 12. Clerk of Court Report a. 2003 Clerk of Court Department Budget Proposal b. Personnel Positions Job Description Changes 13. Clerk's Report a. 2003 Clerk's Department Budget Proposal b. Room Rental Increase c. Security Committee Budget 14. Risk Manager's Report 15. Administrative Coordinator's Report a. Schedule for Budget Review for September 18 and 19 b. Affirmation of Date for County Board Budget Resolution CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) Date: August 29, 2002 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments Finance Minutes September 10, 2002 FINANCE COMMITTEE Regular Meeting September 10, 2002 Meeting called to order by Vice Chair Swenson. Present: Stan Krueger, Esther Wentz, Ralph Swenson and Clarence Malick. One vacancy. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Rich Loney, Corporation Counsel Greg Timmerman and County Clerk Sue Nelson. Others present: Committee members (listed later) and Judy Wiff media. Motion by Krueger, 2nd by Malick to adopt the agenda. Carried. Next meetings are September 18 and 19, 8:00 a.m. for budget review. Finance Committee will also meet September 17 at 8:30 a.m. prior to the County Board meeting. Motion by Wentz, 2nd by Malick to approve the August 9 minutes with the correction of all Highway Departments under the Corporation Counsel report regarding impact of two recent Supreme Court cases. Carried. Swenson thanked Loney for taking the August minutes. Vouchers: Wentz and Swenson reviewed the bills and moved to approve all but one for $145 to Five Star Detailing for cleaning and waxing a vehicle. Following discussion Loney explained this was a Zoning vehicle that was cleaned inside and out after being used in the field for their work. Motion to amend to include Payment of this bill by Wentz, 2nd by Swenson with the recommendation to find less expensive vehicle cleaning in the future. Carried. County Clerk: Room Rental Increase: Clerk Nelson requested the room rent for the large Community Room increase to $50 for full day and $25 for half day. Current rates are $25 and $15. Motion by Malick, 2nd by Wentz to increase the rates to $50 and $25 effective now with any new rentals booked. Carried. Security Committee Budget: Committee Chair Sue Nelson reported this committee is to set a budget for 2003 and not request funds from the Contingency Fund. She outlined plans Committee has been discussing for abandoned vehicle towing signs, cement planter for front entrance, painting cross walks to Government Center entrances, copies of policy booklets for employees, attendance at Safety/Security seminars and a small amount for incidentals. Motion by Malick, 2nd by Wentz to approve $2000 for the 2003 Security Committee budget. Carried. 1 A Finance Minutes September 10, 2002 On behalf of both the Finance and Personnel Committees, a motion was made by Malick, 2nd by Wentz to move into closed session per WI Statutue 19.85(l)(e) for the purpose of discussing contract negotiation strategies. Roll call vote: Swenson, Malick, Krueger and Wentz, all in favor. Personnel Committee members present: Chair Daryl Standafer, Julie Speer, Leon Berenschot, Richard King and Stan Krueger (also member of Finance). At 9:30 AM, motion by Malick, 2nd by Krueger to return to open session. Carried. Motion by Malick, 2nd by Krueger to modify the budget instructions and ask that they include provision for a 3% increase in wages. It was also noted the instructions call for a 90%-10% employer-employee split in the cost of health insurance premium. Carried. Request for October 1, 2002 Start Date for VOCA Position: Victim Witness Coordinator Ann Gustafson reported a Federal grant of $35,140 has been received to make the Legal Advocate position full time. November and December are noted as crisis months, therefore the request is for this position to begin full time in October at a county cost of $3519. Start date of November 1 would cost $2346.50. Motion by Malick, 2nd by Wentz to approve the VOCA position starting November 1 thru December 2002 at a cost of $2346.50 contingent upon approval of Public Protection and does not pre-approve the position for 2003; this approval must go through the budget process. Public Protection Chair Speer said this committee had approved the full time position for this October through December, 2002 and 2003 with a sunset clause. Motion by Krueger, 2nd by Swenson to amend the motion to an October 1 start date with a County cost of $3519.50. Motion to amend carried. Malick voted no. Main motion as amended carried. Personnel Position Requests for 2003: Motion by Krueger, 2nd by Wentz to accept the summary listing of new position requests into the budget process with final review by Finance Committee and County Board. Carried. Highway Department Budget: Committee Chair Richard King and members Jack Dowd, Charlie Grant, Highway Commissioner Dan Fedderly and Maintenance Supervisor Tim Ramberg present. Fedderly reported the only issue in the 2003 budget is the 2 or 3% wage increase. The total budget has a 2.25% increase. Machinery and materials funds remain at the same number; the only increase is labor. 2 Finance Minutes September 10, 2002 The goal of the department is to offer the same level of services as in past years. The county Surveyor is also included in the Highway budget. Malick asked about the possibility of adopting an Ordinance that would require a developer to pay all costs of the Highway Surveyor. This was agreeable to Fedderly. He also asked if Highway has the means to do central purchasing for county trucks and cars. Fedderly replied yes and said Ramberg could facilitate this. Motion by Krueger, 2nd by Wentz to give formal approval to the Highway budget with no changes made until the County Board budget review. Carried. Chair and Committee commended Fedderly and the Transportation Committee for their good work in holding the budget line. Schedule for Budget Review: Schedule was presented with the notation to add Economic Development and Library funding. Swenson suggested a summary of levy impact from 2002-2003 from each department. Request for Matching Funds for Defibrillator Grant: Chair of Emergency Management/Emergency Communication Chuck Mehls reported United Way has approved an in kind contribution for four defibrillators to be located a the four county sites - Hammond, Baldwin, New Richmond and Hudson. County share would be $5182 which would include the cost of training which is $10.55 each for about 40 people. Emergency Management Director Jack Colvard recommended taking advantage of grants available. Motion by Krueger, 2nd by Wentz to approve request to not exceed $9,000 for training and equipment payable from the Contingency Fund. Malick said employees have enough to do and Swenson said it does not include other life saving measures. Wentz said a defibrillator allows time to save a life before an ambulance arrives. Tie vote: motion failed. Hudson Joint Library Proposal: Jim O'Connor and Tom Irwin spokesmen from Hudson Library. Also present: Slator Lampman, Robin Flory, Hudson; Nancy Miller, River Falls; Kathy Setter, Deer Park; Norma Scott and Kay Walsh, Somerset and Sandy Robbers IFLS. Finance Director Rich Loney said the County reimburses the Libraries the higher number when compared to the Act 150 mandate compared to County funding rate. 3 Finance Minutes September 10, 2002 O'Connor said the Hudson Area Joint Library will reimburse other libraries in St. Croix County for any shortfall in the circulation they will lose from Towns that join the Joint Library. So far the Village of North Hudson and Town of Hudson are planning to join and St. Joseph is invited to participate. O'Connor encouraged the county to keep the current level of supports. He estimates the joint library would pay between $5,000 and $10,000 next year. O'Connor said all library users should pay the same amount and $.21 per thousand is proposed for everyone. Currently the range is $18 to $.30. Several librarians present agreed with the proposal as long as it makes provisions for loss of rural circulation. Sandy Robbers from IFLS recommended a longer term of agreement; one year is too short because a municipality can opt out in six months. Discussion on Library Board having authority to implement a contract rather than the local Council or Board. Connor said Chapter 43 gives Library Boards independent authority. Robbers said approval is needed from the County for Towns to join the joint library system. Motion by Malick, 2nd by Krueger to grant the request contingent on contractual language included regarding paying loss of rural circulation and contract supplemented by resolution of other Towns included in the Joint Library System. Carried. Finance Report and Budget: Rich Loney reported a balance of $233,000 in the contingency fund (before action taken today). Sales tax collection is on tract and may exceed the budgeted amount. The Nursing Home shows continued improvement in the cash balance which is $482,000. Swenson requested August numbers be ready for Budget Review. The Board of Prisoners fund is down $400,000 from projected revenue. Loney distributed a policy on Depositing of Funds. Malick suggested taking one facet of revenue and see if control can be improved. Motion by Malick, 2nd by Wentz to affirm the policy but change the time limit for deposit from 10:00 to 10:30 am and modify the language for deposits before holidays. (Later in the meeting the County Treasurer affirmed this time would be workable in order to make the bank deposit.) Carried. Loney is working with Personnel Director Kathan on retirement obligations and will address this at budget review. The Finance Dept. budget is -5.25% due to elimination of an employee. Clerk 4 Finance Minutes September 10, 2002 of Court added a position and the Finance employee who previously worked in Clerk of Court will be full time in Finance. Motion by Malick, 2nd by Wentz to approve the Finance budget. Carried. Maintenance Report and Budget: Ralph Robole noted the budget has a 4.53% increase. He said the present fire alarm panel and system will have to be replaced at an estimated costs of $50,000 to $54,000. The company that made the ESA system is no longer in business and replacement parts and programming are no longer available. If we do not replace it now, it might have to be done on an emergency basis. Swenson asked if Maintenance would be willing to work with the Highway Dept. on purchase of vehicles. Robole replied yes. Motion by Krueger, 2nd by Wentz to approve the Maintenance budget. Carried. The Committee thanked Robole for his good budget. Computer Services: Director Tom Boron indicated a 2.46% increase. The budget includes purchase of Optical Scanning equipment in order to convert paper to electronic images and can be shared by other departments. Time and attendance software will be up soon. In regard to Visions used in the Sheriff's department and jail, Boron noted LaCrosse County has a full time technician working with the program and the City of Coon Rapids has a part time techician. Motion by Malick, 2nd by Krueger to approve the budget with 3% wage increases, $7500 for Time and Attendance and the SAGE program for the Nursing Home. Carried. Corporation Counsel Budget: Greg Timmerman said this budget has a 4% increase with the largest item being a new computer desk and storage furniture. Building maintenance will divide the wall in the larger secretarial office so the two clerical can be in the same location. There will be a wall between with a door. This will provide better communication between staff. Wages and fringes make up 96% of this budget. Timmerman plans to codify ordinances and Policies and Procedures. Motion by Malick, 2nd by Wentz to approve the Corporation Counsel budget. Carried. Clerk of Court: Lori Meyer Frascht discussed the progress of collecting fines and fees. So far six people have paid by credit card and 5 of these were out of state. Many people fined, object to the 5% additional fee to use their credit card. 5 Finance Minutes September 10, 2002 Motion by Malick, 2nd by Krueger to absorb the 5% collection fee from the Contingency Fund for the remainder of the year. Carried. Frascht noted a potential court case that could have extra expenses of $25,000 for Clerk of Court and $50,000 for the District Attorney. Following discussion on this situation, motion by Malick, 2nd by Wentz that a separate department be created for potential criminal case expense with a $75,000 budget for 2003, accessible only to Clerk of Court and District Attorney and not subject to line item transfer. Carried. Frascht had budgeted for video conferencing equipment and new file storage. Motion by Wentz, 2nd by Malick to table the video conferencing and file storage until September 18th meeting. Carried. Discussion on updated job descriptions. Deputies' descriptions had not been done in 12 years and the lst Deputy was done in 1998. Whiting stated union positions will be reclassed in the bargaining process. Frascht pointed out changes in 1st Deputy job description which includes many managerial duties. Motion by Malick, 2nd by Krueger to recommend this the lst deputy position be a management position and not in the union. Carried. Frascht pointed out no other counties have Clerk of Court deputies rated lower than a legal secretary and she supports a reclassification from a pay range 2 to a 4. Motion by Malick, 2nd by Krueger to forward the new Deputy Clerk job description to the Personnel Committee. Carried. Motion by Malick, 2nd by Wentz to forward the 1st Deputy job description for approval to the Personnel Committee with the addition of a minimum requirement of a four year degree or equivalent. Carried. Budget Hearing for County Board: Date of October 29th was set. No meeting on October 13th. Finance Committee will meet at 8:30 a.m. on September 17 regarding Highway land sale. Administrative Coordinator: Committee recommended Whiting place payment of the $800 dues to the ICMA (International City/County Management Assoc.) in his budget and order the kit regarding the annual citizen survey. County Clerk: Sue Nelson submitted the County Board, Committees and Commissions, Elections, County Clerk and Legal Publication 6 Finance Minutes September 10, 2002 budgets. Motion by Krueger, 2nd by Malick to amend the budget and add two weeks pay for County Clerk assisting new Clerk as needed subject to mutual agreement. This would be listed in the Other Professional Services line item. Discussion on eligibility for per diem by Supervisors. Attendance at other Committee meetings is paid only if the Chair of the parent Committee approves. Motion by Malick, 2nd by Wentz to approve the County Clerk's, Elections, Committees and Commissions, County Board and Legal Publication budgets. Carried. County Treasurer: Mary Jean Livermore noted this budget is down by 8.25% because in 2002 she budgeted for the retirement of one employee. Motion by Wentz, 2nd by Krueger to have Treasurer's budget include two weeks of salary to help train the new Treasurer and to update to 3% increase in salaries. Carried. Motion to adjourn by Wentz, 2nd by Krueger; meeting adjourned at 5:02 p.m. Stan Krueger, Secretary 7