HomeMy WebLinkAboutFinance 01-10-02
AMENDED
ST. CROIX COUNTY
NOTICE OF COMMITTEE MEETING
TO: Chairman Thomas Dorsey
St. Croix County Board
FROM: Tom O'Connell, Chair
COMMITTEE TITLE: Finance
DATE: Thursday, January 10, 2002 8:30 A.M.
LOCATION: Govermnent Center
CALL TO ORDER
ROLL CALL
ADOPTION OF AGENDA
DATE OF NEXT MEETING: February 11, 2002 8:30 A.M.
ACTION ON PREVIOUS MINUTES
UNFINISHED BUSINESS:
NEW BUSINESS:
1. Review of Vouchers
2. Building Maintenance Report
a. Approval of Sprinkler Head Replacement Agreement
3. Information Services Report
a. Time Accounting Software
4. Finance Report
a. Update on Reconciliation Report
5. Corporation Counsel Report
6. Clerk's Report
a. Dog Damage Claim
b. Security Committee Report
c. 2002 Mileage, Meals and Motels Rates
7. Risk Manager's Report
8. Administrative Coordinator's Report
a. Approval of Personnel Study Agreement
b. Ag Center Office Rental Agreements**
9. Hiring Freeze Options Discussion
10. Closed Session pursuant to WI Statute Sec. 19.85 (1)(c) considering performance evaluation data of the
following positions:
a. Maintenance Director
b. Computer Services Director
c. Finance Director
d. Corporation Counsel
e. Administrative Coordinator
Reconvene into open session following closed session.
CORRESPONDENCE:
ADJOURNMENT (Agenda not necessarily presented in this order)
Date: January 8, 2002
COPIES TO: County Board Office News Media/Notice Board
County Clerk County Board
County Departments
* *ADDITIONS/CHANGES/CORRECTIONS
Finance Meeting January 10, 2002
FINANCE COMMITTEE
Regular Meeting January 10, 2002
Meeting called to order by Chair O'Connell at 8:30 a.m. Present:
Tom O'Connell, Tom Dorsey, Ralph Swenson, Stan Krueger and Nancy
Bieraugel. Staff present: Administrative Coordinator Chuck
Whiting, Finance Director Rich Loney, Corporation Counsel Greg
Timmerman, Risk Manager Dawn Budrow and County Clerk Sue Nelson.
Others present: Judy Wiff, media.
Motion by Bieraugel, 2nd by Krueger to adopt the agenda. Next
meeting is February 8th. Motion by Dorsey, 2nd by Bieraugel to
approve the December minutes with the correction that software
created for Register of Deeds is used in filing birth and death
records in the office and not on the Internet. Carried.
Vouchers: O'Connell reviewed the bills prior to the meeting.
Motion by Swenson, 2nd by Krueger to approve payment of vouchers.
Carried.
Building Maintenance: Facilities Manager Ralph Robole said there
are 1145 sprinkler heads to replace in the Government Center.
Central Sprinkler will replace the heads free of charge.
Corporation Counsel Timmerman had reviewed the waiver and gave
approval for Dorsey, Whiting and Nelson to sign. Motion by
Bieraugel, 2nd by Swenson to approve the contract with Central
Sprinkler. Carried.
Bieraugel asked Robole and Computer Services Director Tom Boron
if the Government Center has plans to hook up to I-Net because
the City of Hudson and ATT Broadband has reached an agreement for
free access. Boron and Robole said plans are underway to run a
line to the Government Center.
Boron explained the I-Net allows a connection to other City
buildings along with the Hudson and North Hudson police
departments. It would provide for closed circuit TV to broadcast
County Board and other meetings. School students could watch
these meetings from their classrooms.
Information Services Report: Boron reported the Time and
Attendance Software should be in place by March 1st. This
software allows for electronic entry from staff via computer and
the Intranet. The employee turns in a time card, the Department
Head reviews and if approved, forwards it to payroll.
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Finance Meeting January 10, 2002
Whiting said this removes the PTO (Personal Time off) accounting
from the Personnel office and combines PTO with the payroll
system. Swenson said the previous system was archaic, convoluted
and inefficient.
Boron advised the LTCS Accounting and Records Management software
is moving to a Master software system and will not support LTCS
after 2002. Previously they said it would be supported through
May of 2004. The cost to switch systems is about $50,000. There
are other alternatives and committee suggested Boron check them.
Boron said the Council on Aging has not yet received the
federally mandated software. When it arrives, he will try to run
it on our current system rather than purchase a new server.
With Loney drawing a diagram, Boron explained the T-1 line
between Baldwin and Hammond was disconnected for 8 days. There
is no line between Hammond and New Richmond so Hammond had no
connection when the line was down. If installed, the cost of the
line between Hammond and New Richmond is over $1000 per month.
Boron is working with Emergency Communications Director Gary
Kollman to possibly implement a wireless solution.
Finance Director: Loney noted the Treasurer's reconciliation
report is completed through April of 2001. Steve Tracy from
Tracy and Thole audit firm is helping. Tracy said the
outstanding check list and disbursement side is causing the most
problems. It is going faster after January was completed. His
firm will start the 2001 audit in March at the Nursing Home and
he would like the reconciliation to be done through November at
that time.
Treasurer Mary Jean Livermore believed six months reconciliation
could be done in 60 days. Tracy suggested looking at software
for bank reconciliation because of quirks in the system. Updates
on progress will be provided in February and March.
Loney noted as discussed at the December meeting, the bank
balance at Wells Fargo focuses on collected funds rather than
available funds. The 2001 Contingency fund balance is $26,005
and this will revert back to the General Fund. He mentioned the
District Attorney's budget is overrun because of an employee now
signing up for health insurance and the Sheriff's budget is over
in the overtime line item.
Loney reported Financial Assistant Mary Martinson will be moving
to the Treasurer's office as First Deputy. He thanked Mary for
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Finance Meeting January 10, 2002
her fine work the past eight years and the Committee added their
appreciation also.
Corporation Counsel: Timmerman had no report this month.
Risk Manager: Dawn Budrow distributed the 2001 Work Comp Payment
report through 12/01/01. Loss payments were $242,093 to this
point and estimated to be $300,000 the end of the year. A
breakdown by departments was given with the Nursing Home using
61% or $148,012 of the loss payment. This amount does include an
$85,000 settlement. This report shows where Budrow will spend
her time working on risk management. Whiting requested she give
the report to the Nursing Home, Highway and Public Protection
Committees.
County Clerk: Sue Nelson presented a dog damage claim for $2500
for a registered Belgium filly owned by Norman and Joyce Mante.
The Star Prairie Town Chairman valued the horse at $1,000. Clerk
Nelson checked with two other horse owners who valued the horse
between $650 and $700. Krueger questioned if the owner had
insurance coverage and Chair asked the Clerk to obtain more
information on the value of the horse.
Nelson reported the Security Committee is working on an employee
ID badge proposal to bring to Finance. Committee, along with
Dawn Budrow, is developing a bomb threat and fire evacuation
plan.
Chair O'Connell was excused at 10:00 a.m. Vice Chair Swenson
conducted the meeting.
Krueger did not believe our hotel rate of $62 was realistic.
Motion by Krueger, 2nd by Bieraugel to increase rate to $75. Tie
vote; motion failed.
Nelson reported 3807 temporary plates were issued in 2000 and
4549 were done in 2001.
Administrative Coordinator: Chuck Whiting referred to the
Personnel Study as outlined in the Springsted letter. He will
keep the Personnel Committee involved in the process. Motion by
Bieraugel, 2nd by Krueger to support redefinition proposal by
Springsted for the Personnel Study. Carried.
Whiting recommended the office rental space at the Ag. Center be
increased for the Federal agencies. Motion by Bieraugel, 2nd by
Dorsey to direct Whiting to rewrite the lease contract with an
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Finance Meeting January 10, 2002
appropriate rent increase including valid reasons for the
increase subject to review by Corporation Counsel. Carried.
Bieraugel requested a consolidated list of all rental properties
owned by the County.
Krueger suggested a resolution be adopted on a hiring freeze for
90 days until more is known about the State budget revenues and
cuts. Bieraugel recommended discussion on this subject at the
goal setting session in April. No action taken.
Motion to move into closed session per WI Statute 19.85 (1)(c)to
consider performance evaluations of maintenance, Computer
Services and Finance Directors and Corporation Counsel and
Administrative Coordinator. Roll call: Bieraugel, Swenson,
Dorsey and Krueger - all yes; O'Connell was excused earlier.
Bierauguel was excused at 1:30 p.m. Motion to come out of closed
session by Dorsey, 2nd by Krueger. Carried.
Motion to adjourn by Krueger, 2nd by Dorsey. Meeting adjourned at
1:59 p.m.
Stan Krueger, Secretary
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