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HomeMy WebLinkAboutFinance 11-08-02 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Buck Malick St. Croix County Board FROM: Ralph Swenson, Chair COMMITTEE TITLE: Finance DATE: Friday, November 8, 2002 8:30 A.M. LOCATION: Room 1281, Government Center, Hudson CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: December 10, 2002 8:30 A.M. ACTION ON PREVIOUS MINUTES: October 4, 2002 October 10, 2002 UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Maintenance Department Report 3. Computer Services Department Report 4. Risk Management Report 5. Corporation Counsel Report 6. County Clerk Report a. Tax Deed Property 7. Finance Department Report a. Review of Banking Proposals** b. County Funds Investment Options** 8. Administrative Coordinator Report a. Contingency Fund Request - Defibrillators b. Review of 2003 Borrowing Options and Projects Management c. Treasurer Position Status* d. Health Insurance Rate Adjustment* 9. Fiscal Implications of Parks Reorganization - Art Jensen 10. 2003 Finance Committee Meeting Schedule* CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) Date: November 4, 2002 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments * *ADDITIONS/CHANGE S/CORRECTIONS Finance Committee November 8, 2002 Corrected on 12/10/02 FINANCE COMMITTEE Regular Meeting November 8, 2002 Chair Swenson called the meeting to order at 8:30 a.m. Members present: Ralph Swenson, Stan Krueger, Esther Wentz, Daryl Standafer and Clarence Malick. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Rich Loney, Corporation Counsel Greg Timmerman and County Clerk Sue Nelson. Others present: Supr. Julie Speer. Motion by Krueger, 2nd by Wentz to adopt the agenda. Carried. Next meeting scheduled for December 10, 2002. Motion by Malick, 2nd by Krueger to approve the minutes with the following correction: adding to the sentence on top of page 4 regarding Supr. Speer and meeting with Pierce County "but she was not aware of the meeting." Carried. Vouchers: Standafer had reviewed prior to the meeting and moved for their approval, second by Malick. Standafer questioned why the bills were reviewed if they are within budget guidelines. Malick suggested checking with Loney regarding any unusual items, if none are found, do not review. Swenson said other committees have already reviewed the vouchers. Krueger said the review is a safe guard for taxpayers and Wentz stated it is informative and gives more insight into the total budget. Carried. Introduction of New Treasurer: Chair introduced Cheryl Slind, the newly elected County Treasurer and offered congratulations and welcomed her. Maintenance and Computer Services: No report. Risk Manager: Dawn Budrow indicated Workers' Comp payments through 11/08/02 were $317,567.52. This year so far, 83 claims have been filed compared to 98 last year. There were higher dollar amount settlements this year. She noted it takes a year to get a settlement hearing after filing. Budrow is getting quotes on Workers' Comp, Property Insurance and Bonding of Officials and will have figures next month. She had checked some buildings at the Fairgrounds and found there was insurance coverage on some buildings that had been demolished. Budrow reported the Security Committee elected new officers: Chair is David Best; Gary Kollman, Vice Chair and Christi Severson is secretary. She distributed the committee's mission statement. Committee will review and take action next month. Swenson thanked Budrow for her report. 1 Finance Committee November 8, 2002 Finance Report: Banking Proposals. Loney provided a review of Banking Proposals. Comparisons were made between First National Bank of Hudson and Wells Fargo. The 1st National has three depository sites - Baldwin, Hammond and Hudson. This will save money for the Highway Dept. Malick said the new Treasurer should be involved in the decision. Scott Wagner, lst National representative, noted it would be good to have a decision today to allow more time for the transition. Cheryl Slind concurred with the recommendation of lst National Bank, Hudson. Motion by Malick, 2nd by Krueger that with concurrence by the Treasurer-elect, the Committee approve the First National Bank as the County's financial institution for 2003-2004. Standafer helped Loney review the proposals and concurred with the recommendation. He commented, as a member of Finance, his Bank of employment would not submit proposals. Swenson thanked Standafer for taking time to consult on the proposals. County Funds Investment: Loney had nothing specific to offer today. Swenson and the committee recommended Whiting and Loney pursue further options regarding investments. Loney reported sales tax collections are on target and balance in the Contingency Fund is $229,480. Swenson recommended the committee spend more time next year understanding and increasing their knowledge base on revenues. Malick suggested next year's budget cycle include a forecast of mileage, postage and wage rates for all departments to use in the budget process. Whiting, Loney and Tom Boron are going to Eau Claire County to check the SAGE budget software they use. Corporation Counsel: Timmerman and Budrow attended the WMMIC quarterly meeting. WMMIC is the county's liability insurance carrier. The Federal class action suit and potential financial impact was discussed. Timmerman received a call complimenting St. Croix County's web site the night of the November 5th election. The caller said election reporting was by far the best in the state. Timmerman commended Computer Services Director Tom Boron and his staff. Treasurer-elect Status: Cheryl Slind indicated she would finish her duties at the Village of Woodville on November 22. She will take time off to spend with family and could start with the County on December 4th. Whiting said she would not be the official Treasurer 2 Finance Committee November 8, 2002 until January 6th but the pay would be the same. Timmerman advised she could be appointed prior to January but the County Board must make the appointment. Wentz questioned if compensation had been offered to the lst Deputy Treasurer for her extra duties in the absence of a Treasurer. Whiting answered both employees are new in the Treasurer's office and determination could be made later by the new Treasurer if extra pay is merited. Motion by Standafer, 2nd by Krueger to recommend the County Board appointment of the Treasurer-elect effective December 4, 2002. Carried. County Clerk: Sue Nelson thanked Computer Services for their excellent help with the website and other election issues. She also commented how valuable the Ballot on Demand system is. Over 2000 ballots were run on Election Day for those municipalities that were running short besides those printed at Printing Plus in New Richmond. Tax Deed Properties: Nelson reported three parcels in the tax deed process and requested action for each. Lot in Apple River Bend. Proper notification has been given to both the owner and holder of the land contract and a tax deed has been filed. Motion by Malick, 2nd by Wentz to appraise and sell Lot 40 in Apple River Bend. Carried. Severson Property, Town of Cady. Timmerman said this was previously contaminated property. DNR has a clean up fee owed of almost $4000 and will not provide a closure report until this is paid. Further contamination is unknown. Motion by Standafer, 2nd by Wentz that the County not get involved in ownership of this property at this time. Carried. Rex Berg Property, Village of Baldwin. Nelson advised that previously a tax deed was filed on this property. It had been appraised and offered for sale. However, a land contract was in existence and this person was later served with a tax deed notice. Timmerman indicated the tax deed process needs to be started over with both parties notified at the same time. Motion by Swenson, 2nd by Malick to postpone any action on the Berg property. Carried. Parks Reorganization: Planning, Zoning and Parks Chair Jensen, Administration Committee Chair Luckey and County Conservationist Bob Heise present. Jensen said the proposal is to have the Parks system directed by Heise and report to Planning, Zoning and Parks. Heise 3 ` Finance Committee November 8, 2002 will also run the Land and water office and report to the Land and Water Committee. The Parks Director pay would be frozen at the 2002 level and the County Conservationist position would be reevaluated, possibly from Grade 8 to Grade 9. The Hay Study will set the pay grade. Difference in pay would be $5532 per year which will be paid from the 2003 budget. Timmerman said the County Board needs to approve the structural change if it changes a Rule or By-Law and asked if this proposal doesn't work, can one committee fire a person. Luckey referred to the memo of understanding between PZP and LWCC which includes if both committees mutually agree a person is not performing, they take appropriate personnel action. If only one committee feels their department is not being handled properly, they have the right to relieve the department head of job duties and find someone new. The Chairs of each committee will appoint up to two of their members to jointly work on any problems, issues, differences, etc. that may arise. Timmerman commented the status quo is not maintained if one committee disagrees. A provision should be made not to hire another person or to make the former Parks director in charge again. The committee voted that no additional positions can be created. Supr. Speer said she talked to Personnel Director Deb Kathan who indicated she had not received a job description or structure outline. Heise replied Kathan had seen the job description and made some changes to it. Motion by Malick, 2nd by Standafer that Finance has reviewed the fiscal impact of the changes and approves them with the understanding that extra costs be absorbed in the 2003 budget. Carried. Wentz voted no. Administrative Coordinator: Defibrillators. Whiting presented a Contingency Fund transfer request for $5,077 to purchase four defibrillators. While not included in the amount noted, training through WITC is part of the grant request and is set at an employee cost of $10.55 for those who would like to participate. Moved by Malick, 2nd by Wentz to approve the transfer of $5,077 from the Contingency Fund. Carried. Borrowing Options. Whiting has contacted Springsted regarding borrowing options as part of 2003 operations. A meeting is scheduled for November 19th for further discussion. There is nothing 4 Finance Committee November 8, 2002 yet firm from the County Board to proceed with the proposed projects. Malick noted the 2003 budget does include a Building Fund amount of of $735,000 and perhaps this could be used to offset borrowing. Swenson felt this could also be utilized to cut down the 2004 levy. The Committee felt there should be persuasive discussion from the parent committees involved that the County really does need to proceed with these items. Malick suggested the development of a three-person ad hoc building committee for oversight of the Huber facility, if this is satisfactory to the Board. Motion by Malick, 2nd by Standafer to recommend at the December County Board meeting the County Board Chair shall appoint an ad hoc Building Committee of three Supervisors to manage the final design, financing, construction and furnishing of the 2003 Huber addition. One of the Supervisors shall be a member of the Finance Committee. One Supervisor shall be a member of the Public Protection Committee. The Facilities Manager and Administrative Coordinator shall be non-voting members of the Building Committee. An employee assigned by the Sheriff shall be staff support for the Building Committee. Carried. New Health Insurance Rates: Whiting discussed the timing of implementation of new health insurance rates. The proposal, which the Personnel Comm. unanimously approved to recommend to Finance, is to implement in December 2002 for January 2003 coverage. There is always an issue of timing because renewal date is November 18t. Calculation of the rate split between employer and employee was discussed in light of the probability that union contracts will not be settled prior to January 1. Motion by Krueger, 2nd by Standafer to approve the proposal. Carried. Various aspects of employee performance evaluations were discussed. Forms will be distributed at the December County Board meeting. 2003 Finance Committee Meeting Dates: Motion by Wentz, 2nd by Krueger to set the regular meeting dates for January 9, February 13, March 13,April 10, May 8, June 12, July 10, August 7, September 11, October 9, November 13 and December 11. Motion carried. Loney noted bills would continue to be processed on a 10th of the month schedule or prior to that if the 10th falls on a weekend. Motion to adjourn by Wentz to adjourn at 12:29 p.m. Esther Wentz, Secretary 5