HomeMy WebLinkAboutFinance 09-18/19-02
ST. CROIX COUNTY
NOTICE OF COMMITTEE MERTINf:
TO: Chairman Clarence Malick
St. Croix County Board
FROM: Ralph Swenson, Acting Chair
COMMITTEE TITLE: Finance
DATE: September 18-19,2002 8:00 A.M.
LOCATION: Government Center
CALL TO ORDER
ROLL CALL
ADOPTION OF AGENDA
DATE OF NEXT MEETING: October 10, 20018:30 a.m.
ACTION ON PREVIOUS MINUTES
UNFINISHED BUSINESS:
NEW BUSINESS:
1. Election of Officers
2. 2003 Budget Review
3. Review of Treasurer Position Status*
CORRESPONDENCE:
ADJOURNMENT
(Agenda not necessarily presented in this order)
Date: September 13, 2002
COPIES TO: County Board Office News Media/Notice Board
County Clerk County Board
County Departments
*ADDITIONS/CHANGES/CORRECTIONS
Finance Budget Review September 18, 19, 2002
FINANCE BUDGET REVIEW
September 18 and 19, 2002
Meeting called to order by Secretary Krueger at 8:03 a.m. in the
absence of the Vice Chair and vacancy in the Chair. Present:
Stan Krueger, Esther Wentz, Clarence Malick and Daryl Standafer.
Ralph Swenson was absent and excused and arrived at the meeting
at 2:45 p.m. Staff present: Administrative Coordinator Chuck
Whiting, Finance Director Rich Loney and County Clerk Sue Nelson.
Elections were postponed until the next day and minutes will be
approved at a regular meeting. Motion by Malick, 2nd by Wentz to
adopt the agenda with the elections change. Carried.
Loney gave an overview of the 2003 budget - currently the levy is
$18,972,000, which is a 15% increase and the mill rate is 3.82.
The budget includes the Huber addition for $1,475,000, 3% wage
increase for an additional $120,000. The Health Insurance rates
will be lower but are not yet determined.
Loney is working on the PTO retirement numbers; not that many
retire and use long term sick leave and in some cases wages for
the unfilled position cover the retirement pay.
Economic Development: Director Bill Rubin and First Vice
President Joel Kraemer present. Rubin explained the County
share is based on per capita charges - Towns are assessed at $.50
per person; Cities and Villages at $1.25 and County at $.75.
With the $2000 in-kind contribution of office space and telephone
service, the request is $46,564. He suggested the County could
make quarterly payments rather than one payment at the beginning
of the year. EDC is an extension of the Community Block Grant
loans. The loan pool has grown to $15,000 per month from
previous block grant loans.
Kraemer noted the goal of Economic Development Corp. is to
provide new business development and retention to keep people
working here and spending dollars in the county. The
manufacturing county sales tax increased from $85,526 in 1999 to
$112,050 in 2001.
Motion by Malick, 2nd by Standafer to increase County contribution
by $6,000 which is % of incremental increase of manufacturers'
sales tax proceeds from 2000 to 2001 and pay % of the amount the
first month and Y. in October and certification to the County of
the match received by municipal and private equal to county's
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Finance Budget Review September 18, 19, 2002
contribution. Kraemer stated this would leave EDC $3,000 short
of their request.
Motion by Standafer, 2nd by Wentz to amend the motion to pay
$46,564 for 2003 and in subsequent years tie the payment to a
sales tax formula. Amendment passed; Malick voted no. Main
motion passed; Malick voted no.
Public Protection: Chair Julie Speer and Suprs. Dan Raebel and
Denise Gunderson present.
District Attorney: D.A. Eric Johnson, Victim Witness Coordinator
Ann Gustafson, Office Manager Jane Ebensen Moore. Johnson noted
$10,000 was added to this budget for Expert Witness fees formerly
paid by Clerk of Court. After discussion, it was agreed the D.A.
office should have control over the funds. The Clerk of Court
fund is Court ordered; the D.A. fund is for witnesses hired to
testify.
Johnson was asked to get other bids for six new desks for
assistant D.A.'s and District Attorney. He supports $150,000 in
an unplanned litigation fund.
Committee agreed to leave line item 8130 open for new equipment
in order to get firmer bids on new furniture. Motion by Malick,
2nd by Standafer to reduce 2190 Other Professional Services by
$5,000 and add $75,000 to the $75,000 already placed in the
litigation fund for a total of $150,000. The Clerk of Court 2190
line item should be reduced also. Carried.
Victim Witness: Gustafson explained the salary increase was due
to a part time position becoming full time. The VOCA grant pays
65% of the salary. Motion by Wentz, 2nd by Malick to approve the
Victim Witness budget. Carried.
Sheriff: Sheriff Hillstead, Chief Deputy Ron Volkert and
Administrative Assistant Mary Martell. Sheriff reported the
average daily jail census is 113 as of August, 2002. The
situation has flip-flopped - in 1997 there were 58 paying inmates
and 28 county; in 2002 there were 23 paying and 59 county
inmates. Electronic monitoring is slow to get going. Many
people sentenced to Huber have DWI charges and they are not good
candidates for electronic monitoring.
The Medical and Dental line item was changed to reflect hiring
two half time nurses for 40 hour per week coverage. Presently
this service is contracted with Public Health who indicated a 30
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Finance Budget Review September 18, 19, 2002
hour per week nurse could be contacted for $79,000. Using the
two half time nurses, the Sheriff budgeted $51,000.
The County pays the medical and medicine and then bills the
inmate but often does not collect. Martell asked for MA
ambulance rates and reduced charges from $1,000 to $800.
Hillstead said the Huber Officer is budgeted but will not be used
until new addition is built. Speer said Public Protection would
like a commitment for the Huber addition in 2003 and would like
the addition to have a basement and ability to add a second
floor.
Committee recommended starting the Huber officer November 1, 2003
and separate the officer pay into the Huber budget. This removed
$54,805 from the Jail budget along with $5,600 for a copier which
has been purchased from the Jail improvement fund. At the second
day meeting, the Huber officer was eliminated entirely on the
premise the Huber facility would not be completed.
Malick asked if video conferencing would save money on
transports. Sheriff said costs would be saved but transports
have doubled. Part time people are used so no overtime is paid.
Volkert said transport of females creates overtime pay and he
would estimate a 10% reduction in costs. Malick asked the Sheriff
to make a prediction on cost savings and report back on October
10th
Comments by Sheriff: It take officers an extra 10 minutes to
process fines using a credit card. There is not enough staff to
pick up people with warrants for unpaid fines. There were 1425
arrests in 2001 and so far this year - 1014. There have been 15
fatalities and 12 have been county residents. An officer spends
an average of 3 hours on an accident and if fatal, 6 to 12 hours.
Burglaries are increasing in homes and at construction sites.
The most increases have been in worthless checks, computer crimes
and OWI's. There have been 43 cases of child abuse so far this
year and emergency detentions have already exceeded last year's
number.
Sheriff has implemented three shifts to help eliminate overtime.
The Confiscated Funds cannot be used to supplant any budgeted
item so cannot be used for overtime. The department will be
staying with the Visions software; most users are accustomed to
the difficulties. Receiving and storing information works great
but Visions is unfriendly to users getting in and out.
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Finance Budget Review September 18, 19, 2002
whiting recommended not setting aside dollars for boat
replacement so $5,000 was removed and Malick asked if the files
could be purchased over two years and $7500 was removed.
Motion by Wentz, 2nd by Standafer to approve the Sheriff and Jail
budgets with the modifications made. Carried.
Department on Aging: Chair Richard Peterson and Director Sandy
Gerhmann. Gehrmann said Aging services are primarily
preventative in nature by keeping seniors active and prevent
premature institutionalization. More than 1200 seniors are
served with the basic programs. The 318 volunteers have provided
over 1400 hours of service saving more than $100,000.
The total county request is $127,103 which is 18% of their total
budget and is actually lower than last year. Committee
complimented Gehrmann and the department for their good work.
Motion by Malick, 2nd by Wentz to approve the Department on Aging
budget. Carried.
Emergency Management: Chair Mehls and Director Jack Colvard.
Colvard has applied for terrorist prevention grant money. He
listed needs such as radios for police departments and is asking
for communication equipment. Mehls and Colvard are not sure how
much money is available but at least as much as last year.
Motion by Malick, 2nd by Wentz to move $21,600 for new equipment
to capital outlay. Carried.
Colvard said the SARA program will be eligible for $6,000 next
year and is used to buy communication equipment with an 80% state
and 20% county split. Motion by Wentz, 2nd by Malick to approve
Emergency Management and SARA budgets. Carried.
Emergency Communications: Chair Mehls and Director Gary Kollman.
Kollman indicated a new emergency generator will be needed for
the Glenwood City tower in 2003. He is requesting changing the
four part-time to full time and adding another lead person. The
technical lead tele-communicator would devote 50% to
telecommunication and 50% to maintaining the Government Center
telephone system. One department should control the phones and
Kollman suggested moving everything regarding the phone system to
the Communications department except the budget.
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Finance Budget Review September 18, 19, 2002
Kollman explained the need for 13.5 people for re-organization
and outlined the shift coverage which would eliminate all
overtime and save $33,000.
Regarding the digital microwaves budgeted for 2004, Kollman
offered to serve as a consultant and save county dollars. The
consultant in 1993 was paid $100,000.
Motion by Malick, 2nd by Standafer to approve the Emergency
Communication budget. Carried.
Discussion on a defibrillator. Both Whiting and Dawn Budrow,
Risk Manager, are concerned about the liability issue. Mehls
indicated the Good Samaritan clause would cover liability.
Emergency Management/Communications committee should review this
issue and send recommendation to the Personnel Committee for
review.
Child Support: Public Protection Chair Julie Speer and Director
Katy Kapaun. Committee asked about lack of expenses in the new
equipment line item budgeted at $5,065. Kapaun plans to replace
a computer in 2004 rather than 2002. She noted her department
has earned 100% of the available performance base funding for
which she was commended. Motion by Malick, 2nd by Wentz to
approve the Child Support budget. Carried.
Medical Examiner: Chair Speer noted the Public Protection
Committee had made adjustments to the budget. The status as
employees of the individuals included in the budget was reviewed
as were the duties of this department. Motion by Wentz, 2nd by
Standafer to approve the Medical Examiner budget. Carried.
Veterans' Service: Director Lorin Sather explained the inclusion
of the VIMS software that makes operations compatible with other
counties as well as the State. Moved by Standafer, 2nd by Malick
to approve the budget. Carried. Sather reported approximately
5,000-5,200 veterans in the county with 300-500 active.
Swenson arrived for the meeting at 2:45.
Health and Human Services: Director John Borup, Long Term
Support Supervisor Ron Lockwood, Accounting Supervisor Judy
Ziegler, Family and Children Supervisor Fred Johnson, Public
Health Nurse Wendy Kramer and Economic Support Supervisor Mary
Squyer. Borup advised Federal and State revenues are receding
but the mandates are still there. In 2001 there were 204
Emergency Detentions and 288 are projected for 2002. Placement
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Finance Budget Review September 18, 19, 2002
costs have increased from $200 a day in the 180's to $555 now and
will be increasing to $875.
Health and Human Services is committed to Community Care and
Safety. The budget has a 3.04% increase. Long Term Support
keeps 300 people in the community who otherwise would be
institutionalized. Lockwood said State and Federal subsidy is
frozen at 59%.
Fred Johnson indicated the contract for foster care could
decrease some this year. The 36 hour PACE training course helps
with retention of foster parents. Malick suggested a 50% cut in
the contract but Johnson believed $15,000 or $20,000 would be
more reasonable.
Motion by Malick, 2nd by Wentz to approve the Health and Human
Services budget with the following modifications: apply farm
fund balance of $18,000 to offset the levy; increase State and
Federal revenue for Long Term Support by $40,000; reduce contract
expense for Family and Children's services by $20,000; under
Public Health eliminate the Jail Inmate services by $48,043 and
eliminate the revenue of $65,000. Carried.
Wendy Kramer objected to elimination of a public health nurse
because presently there is one nurse per 12,000 people in the
County. This position does not have to be eliminated if
alternate funding can be found.
Committee thanked everyone for the good work on the budget and
the levy comparison chart.
Nursing Home: Administrator Carolyn Krieger also present along
with H&HS staff. Krieger said the estimated excess of revenues
over expenses in December would be $416,955.00. The cash balance
as of August 31 is $547,159. Total cash balance with IGT funds
for December 2002, is estimated at $479,687 and without IGT
receipts $37,687.
The total county request is $798,941. Motion by Malick, 2nd by
Wentz to approve Nursing Home budget as presented. Carried.
Library Funding: Supervisor Leon Berenschot, Librarians Kathy
Setter, Deer Park; Jim O'Connor, Hudson; Nancy Miller, River
Falls and Lynn Barringer, Glenwood City. Setter noted ACT 150
provides for cost of rural circulation at the lowest rate that
can be paid. She asked the Committee to consider reimbursement
to out of county libraries so other counties would pay our
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Finance Budget Review September 18, 19, 2002
libraries for services to out of county residents. The Deer Park
Library as 30% of rural circulation in Polk County but does not
get paid because St. Croix County does not pay. Estimated cost
to our county libraries is $40,000.
Berenschot said funding the Glenwood City library at 70% with 1/5
of rural circ in Dunn County equals a $16,477 loss. Wentz
suggested setting this up for next year.
Motion by Wentz, 2nd by Malick that the Finance Committee
recommend Corporation Counsel Timmerman draft a resolution for
St. Croix County cross-county reimbursement to libraries.
Carried. Barringer and Setter encouraged 100% payment of costs,
however the Deer Park Library would be harmed by loss of $9,000.
Motion by Malick, 2nd by Swenson to fund at $435,197, keep funding
system in place and use the higher of 70% of rural circulation
costs or the 2002 amount. Carried. Wentz voted no.
Meeting recessed at 5:30 until September 19.
September 19 budget review: Meeting called to order by Vice
Chair Ralph Swenson. The following were elected by casting a
unanimous ballot: Standafer nominated Ralph Swenson for Chair;
Malick nominated Krueger for Vice Chair; Malick nominated Wentz
for Secretary.
Planning: Chair Art Jensen and Director Dave Fodroczi. Fodroczi
said this budget including Planning, Recycling, Real Property and
Land Records. Using a $10,000 grant and working with DNR and
West Central Regional Planning, area Waste Water Treatment will
be a priority. Many are at or near capacity and regional long
term solutions are needed. Standafer asked how many total
dollars would be needed. Fodroczi replied $30,000 for the first
study by Regional Planning and a total of $70,000 to $100,000.
Krueger thanked Fodroczi for staying within budget guidelines.
Real Property: Fodrozci requested the temporary part time person
be made % time permanent at a cost of $18,000. This was approved
by the Personnel Committee. In reference to property tax, he
said Real Property does everything except collect the money. The
last two weeks in December are busy with calls and questions in
order for people and mortgage holders to pay by the end of the
year. Tax information should be on-line by the end of next year.
Recycling: This program is funded by the State Recycling Grant.
The application for a Hazardous Waste collection was denied so
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Finance Budget Review September 18, 19, 2002
this budget has all County money. Malick requested the next
newsletter include information on ground water.
Regional Planning: This includes the County dues of $51,945.
Motion by Malick, 2nd by Wentz to approve all phases of the
Planning budget. Carried.
Register of Deeds and Land Records: Kay Walsh present. Fodroczi
indicated the filing of real estate documents nets $5 for the
county and $2 for the State. Of the $5, $4 is used in Land
Records and $1 is used for public access. Revenues from the Land
Records retained fees will be used for countywide digital ortho-
photography mapping.
Walsh said the scanning equipment in Register of Deeds is used
nearly all the time for ROD records so would not be available for
use by other offices.
Motion by Malick, 2nd by Wentz to approve Register of Deeds and
Land Records budgets. Carried.
Circuit Court Judges: Judges Lundell, Needham and Vlack.
Lundell said the budget has a 5.28% increase. He feels there is
minimum court security with one deputy who leaves at 4:30. There
is a need for a second security officer. People are more angry
and the Judges don't want to wait for an incident to happen.
Swenson will check with the Sheriff for more security in the
Government Center. Motion by Malick, 2nd by Wentz to approve the
Circuit Court budget. Carried.
Zoning and Board of Adjustment: Chair Jensen and Administrator
Steve Fisher. Malick suggested changing the ordinance so
developers would pay for extra surveying fees done by the County
and for work done by Land and Water staff.
Motion by Malick, 2nd by Standafer to approve the Zoning budget.
Carried.
Parks: Chair Jensen and Director Joe Grant. After discussion,
Grant was asked to get bids on the truck, trailer, Park brochures
and cold storage building and report back on October 4th
Ag. and Extension: Chair Chris Bethke and 4-H Youth Agent Kim
Reaman present. Reaman indicated the budget has 1.66% increase
and no capital outlay items are requested. Motion by Krueger, 2nd
by Malick to approve the Ag. Extension budget. Carried.
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• Finance Budget Review September 18, 19, 2002
Fair Board: Sheri Stodddard, Greg Warner and Dick Sullwold.
Warner said the $72,000 county request is down $5,000 and
includes $25,000 for capital improvement funding. The events
area is finished and the free building discussed previously was
not a viable option due to cost of preparing the foundation and
ground work. Motion by Malick, 2nd by Wentz to approve the
budget. Carried.
Land and Water Conservation: Chair Jensen and County
Conservationist Bob Heise. Heise noted the budget was down
11.3%. The pipe separation repair will now be done by the
Federal NRCS.
Discussion on difference in $25,000 budgeted revenue in Land
Conservation from service to the Zoning Office and the budgeted
expense of $45,000 in Zoning for Land Conservation services.
Motion by Krueger, 2nd by Wentz to reduce the zoning budget by
$6750. Carried. Motion by Krueger, 2nd by Wentz to add $6750 to
the revenues in Land and Water budget. Carried.
Heise said moving the house in the flood plain has be completed
at a cost of $45,000 to the County; $70,000 had been budgeted.
District Attorney: Eric Johnson reported on the bids obtained
for new office desks which ranged from $1800 to $3400. The
higher priced desks can be customized to better fit the office.
Motion by Krueger, 2nd by Wentz not to exceed $9,000 for three new
desks this year and budget in capital outlay for three more in
2004. Carried.
Personnel: Director Deb Kathan. Kathan requested a 25 hour per
week position in pay grade 4 to work on employee benefits
package. Motion by Malick, 2nd by Standafer to approve this
position. Carried on 3 to 2 vote. Wentz and Krueger voted no.
The recruitment budget was reduced by $1,000 because Kathan is
not advertising in all the county newspapers. Motion by
Standafer, 2nd by Krueger to approve the Personnel budget.
Further Budget Discussions: Committee decided to remove the
remainder of the Huber officer at $10,900 considering the
facility would not be built and operating in 2003. Further
discussion with Parks and Joe Grant regarding bids on brochures,
trailer and dump truck. Discuss security issue with the Sheriff
regarding three new COPS officers and providing more Government
Center Security. Anticipate $100,000 fines collection and $5,000
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Finance Budget Review September 18, 19, 2002
J
expense for a associated expense for credit card processing fees.
Move the Huber facility to a borrowing pool and remove $1,474,714
from the levy.
Exact figures for Health insurance premiums are not known at this
time. The 2002 Contingency Fund was set at $250,000 and there is
$230,000 remaining in the fund.
Loney reported since 1994 there have been 11 retirements with a
cost of $57,000.
The video conferencing equipment and filing system will be left
in the Clerk of Court budget.
Consideration given to purchase of one microwave tower when
borrowing for the Huber facility.
The mill rate now stands at 3.625 for 2003 and presently is 3.80.
Committee will meet again on October 4th at 8:30 a.m.
Motion to adjourn by Wentz, 2nd by Krueger. Meeting adjourned at
3:40 p.m.
Stan Krueger, Secretary Esther Wentz, Secretary
(Sept. 18, 2002) (Sept. 19, 2002)
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FINANCE COMMITTEE ACTIONS ON THE 2003 BUDGET REQUESTS
September 18 and 19, 2002
LINE LEVY
DEPARTMENT ITEM F ITEM IMPACT
SEPTEMBER 18th:
ECON. DEVELOPMENT 9600-56700-790 REDUCE CONTRIBUTION TO REQUESTED AMOUNT OF $46,564 (2,000)
DISTRICT ATTORNEY 3400-51310-219 REDUCE TO $5,000 TOTAL (5,000)
POTENTIAL INCREASE FROM $75,000 ORIGINAL SUBMISSION TO $150,000 TOTAL 75,000
LITIGATION
JAIL 7800-52700-813 REMOVE COPIER (ALREADY PURCHASED FROM JAIL IMP. FUND) (5,600)
REDUCE HUBER OFFICER FOR NEW FACILITY FROM FULL YEAR
BUDGETED TO NOVEMBER 1 st START DATE (54,805)
SHERIFF 6501-52110-813 REMOVE FUND FOR NEW BOAT SET ASIDE (5,000)
FUND $15,000 LATERAL FILE SYSTEM OVER 2 YEARS (7,500)
HEALTH & APPLY FARM FUND BALANCE TO OFFSET LEVY (18,000)
HUMAN SERVICES INCREASE STATE & FEDERAL REVENUE, LONG TERM SUPPORT (40,000)
GENERAL FAMILY & CHILDREN'S EXPENSE REDUCTION (20,000)
UNDER PUBLIC HEALTH, ELIMINATE JAIL INMATE SERVICES:
EXPENSE ELIMINATION (48,043)
REVENUE ELIMINATION 65,000
SEPTEMBER 19th
LAND & WATER DISCUSSION REGARDING CHARGES TO THE ZONING DEPT. FOR L&WCS
CONSERVATION SERVICES WHERE THE ZONING EXPENSE = $45,000 WHILE THE L&WCS
REVENUE = $25,000 DECIDED TO REDUCE THE ZONING EXPENSE AT
LINE #4500-56400-2930 BY--- (6,750)
AND INCREASE THE L&WCS REVENUE IN ACCOUNT #46820 BY (6,750)
DISTRICT ATTORNEY 3400-51310-813 FUND THE 6 COMPUTER DESKS OVER 2 YEAR PERIOD (9,000)
SHERIFF REF. YESTERDAY'S MEETING: FURTHER REDUCE THE HUBER OFFICER
TO ZERO, THE THINKING BEING THAT A NEW HUBER FACILITY
WOULD NOT OPEN NEXT YEAR (10,961)
JAIL 7800-52700-813 MOVE CONSIDERATION FOR A NEW HUBER FACILITY TO A
BORROWING POOL (1,474,714)
CLERK of COURT 700-51220- BECOME MORE AGGRESSIVE IN OFFERING CREDIT CARD PAYMENT
OPTION TO VIOLATORS. ESTIMATED REVENUE INCREASE - - - (100,000)
ASSOCIATED EXPENSE FOR CREDIT CARD PROCESSING FEES 5,000
FURTHER DISCUSSION FOLLOWED ON NUMEROUS ITEMS THAT WILL BE FURTHER ADDRESSED AT THE NEXT MEETING
SCHEDULED FOR OCTOBER 4TH. THESE INCLUDE PARKS DEPARTMENT (TRAILER, DUMP TRUCK, STORAGE BUILDING,
COST OF BROCHURES AND PERCH LAKE SURPLUS TO APPLY), THE IMPLICATION TO TRANSPORT COSTS IN THE SHERIFF'S
DEPARTMENT WHEN VIDEO CONFERENCING COMES TO PASS, AND BUILDING SECURITY ISSUES. ALSO, DEPARTMENTS
ARE DIRECTED TO INCREASE WAGE RATES FROM THE GENERAL 2% INCREASE BUDGETED TO A 3% INCREASE AND THE
1-IEALTH INSURANCE PREMIUMS WILL BE ADDRESSED BY ADMINISTRATION THE WEEK OF SEPTEMBER 23rd.
2003 F-C ADJ's.xls SEP. ACTIONS