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HomeMy WebLinkAboutFinance 05-10-02 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Buck Malick St. Croix County Board FROM: Buck Malick, Convener COMMITTEE TITLE: Finance DATE: Wednesday May 10, 2002 8:30 A.M. LOCATION: Government Center, Room 1281 CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: June10, 2002 8:30 A.M. I ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: NEW BUSINESS: 1. Election of Officers a. Chairman b. Vice Chairman c. Secretary 2. Review of Vouchers a. Policy and Practice re: Review of Vouchers 3. Building Maintenance Report 4. Information Services Report 5. Finance Report a. Review of Financial Reports 6. Corporation Counsel Report 7. Clerk's Report a. Dog Damage Claims b. Vending Machine Refund c. Security Committee Report 8. Risk Manager's Report 9. Administrative Coordinator's Report a. Status of State Budget, Finance Committee Position b. 2003- 2008 Preliminary Capital Outlay Plan c. Review of Goal Setting Session Results d. Committee 2003 Budget Goals and Objectives e. Inquiry to Purchase County Land in Baldwin f. Update on Personnel Study CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) Date: May 1, 2002 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments * *ADDITIONS/CHANGES/CORRECTIONS • Finance Comm. May 10, 2002 FINANCE MINUTES Regular Meeting May 10, 2002 Meeting called to order by Convener C.W. Malick. Present: Esther Wentz, Ralph Swenson, Tom O'Connell, Stan Krueger and C.W. Malick. Staff present: Administrative Coordinator Chuck Whiting, Corporation Counsel Greg Timmerman and County Clerk Sue Nelson. (Finance Director Rich Loney, excused.) Others present: Supr. Speer for part of meeting, Judy Wiff, media. Malick noted the death of Supervisor Gerald Larson and times for funeral arrangements. Motion by Swenson, 2nd by Krueger to adopt the agenda. Carried. Motion by Swenson, 2nd by Krueger to approve the April minutes. Carried. Date of next meeting: June 12, 8:30 a.m. Election of Officers: Consensus of committee was to vote for offices of Chair, Vice Chair and Secretary by secret ballot. Whiting tallied votes: (3 votes) Tom O'Connell, Chair; (3) Ralph Swenson, Vice Chair; (4) Stan Krueger, Secretary. Chair O'Connell resumed the meeting as Chair. Vouchers: Review of Policy and Practice. Swenson disagreed with the verbiage "audit" and the Finance Committee signing in agreement on the listing of mileage and per diems for Supervisors. Presently the County Clerk checks the vouchers submitted by Supervisors. Motion by Swenson, 2nd by Wentz to have County Clerk and Board Chair sign the claim form and change the language on the form to read "We, County Clerk and Board Chair, have reviewed the claims for the County Board Committees referred to us for payment, and following approval of the Finance Committee have paid as follows for the month of: Carried. Swenson noted some problems with duplication of payments. Finance Director Loney is getting a change in the software that will solve this problem. Malick suggested discussing accountability to the budget with Committee Chairs at the June meeting. Line item transfer policy will be discussed also. Swenson recommended Committee Chairs report on the status of their 2002 budget. Malick will invite the Chairpersons. Building Maintenance: No report. Information Services: Director Tom Boron reported a conference call is scheduled this afternoon for the Time and Attendance software. This software allows employees to enter their time records and after approval from Department Heads, it electronically keeps PTO records. 1 Finance Comm. May 10, 2002 This will lighten the workload for the Personnel Dept. He has a quote into Loney for computer data storage equipment to be paid from a State Trust Fund loan. The Echo system will go live the first week in June at Health and Human Services. The Visions program for law enforcement is still a battle. Krueger stated a third system in the Jail is not necessary, suggested hiring a consultant and fix Visions. Corporation Counsel Timmerman said the Visions contract did not guarantee a software product; only research and development. Discussion on Sheriff and staff visiting Apple Valley Law Enforcement. Motion by Malick, 2nd by Krueger to have Information Services encourage Public Protection Committee and Sheriff's Dept. to examine Apple Valley's Visions system and report back to Finance Committee to pursue solutions. Carried. Boron said quotes are coming in on rewiring to CAT 6 for the computer system to be paid from the Trust Fund loan. Financial Reports: In regard to the Nursing Home operations report, Swenson noted the report does not show the cash balance status, trends of positive or negative or comparison between years. There was a cash overdraft of $715,648 the end of 2001. Wentz indicated the IGT payments are guaranteed through 2006. Krueger asked if all leases were on file and, if not, they should be filed in the County Clerk's office. Malick noted the position cuts that were made in the Nursing Home. Wentz and Swenson, who are Health & Human Services Board members, were asked to relay a message to them regarding more informative accounting. The auditors have started on the 2001 audit. Preliminary figures show $15,397,669 in revenues and $15,127,790,expenses resulting in a plus $270,000 in the General Fund. Second State Trust Fund Loan: Whiting said Loney would like the Finance Committee to approve and file the paperwork for the loan and then bring it to County Board for final approval. The second loan approved in the 2002 budget is for Computer Data Storage, Glen Hills Dam Alarm, CAT 6 wiring and playground equipment for the Parks which will total $100,000 plus. Moved by Malick, 2nd by O'Connell to recommend to County Board a loan from the State Trust Fund with the amount and terms finalized for the June County Board. Carried on a 3 to 2 vote. 2 • Finance Comm. May 10, 2002 Krueger asked why some 2001 budgets were over and some were under. Loney was asked to prepare a report for the Finance Committee and check with departments for the reasons. Corporation Counsel: Timmerman reported on an invoice received by Communications Director Gary Kollman for weather information via satellite. Kollman was not aware of this satellite agreement and tried to terminate the contract. The company was not notified in time and offered to settle for $700. Timmerman advised Kollman to pay and settle the termination of contract even though the money is not in the Communication's budget. Timmerman attended the Wisconsin Mutual Municipal Insurance Company's meeting and reported WMMIC is an outstanding, solid company in good financial condition. They have minimized the hit of re-insurance and are still paying dividends to members. County Clerk: Dog Damage Claims: The claim submitted by Mary and John Bazille had no monetary figures from the Town Board. Motion by Swenson, 2nd by Krueger to send claim back to the Town Chairman because no amount was authorized. Carried. Motion by Malick, 2nd by Swenson to return claim of Sherry LeMay to pursue claim with known owner of dog who caused the damage. Carried. vending Machine Refund: Clerk Nelson requested keeping the refunds from the soda and candy machines used by the public and employees for a "sunshine" fund for employees. Presently there are no funds to send a memorial or flowers. Motion by Swenson, 2nd by Malick to allow the Clerk to set up a fund to be used for employee's death or serious hospitalization and set a policy on limit of amount spent. Carried. Security Report: The committee previously requested $405 for intercom update so all employees could hear evacuation or severe weather messages. Whiting had checked with Robole who said it could be done but not until later in the year. Both Wentz and Nelson were concerned about this timing because storms are prevalent this time of year. No action taken. Administrative Coordinator: Whiting said there is no change in the status of the State Budget. Whiting showed preliminary numbers for capital outlay requests for 2003 and beyond. Communications has requested replacement of the microwave in 2004 at a cost of $1,000,000 so there is a need to plan ahead. Review of Goal Setting Session: Administration Committee is sending results to all Committees and encourages them to take ownership. The Committee plans to hold a mini session in 2003 and a full session every two years following the County Board election. 3 Finance Comm. May 10, 2002 2003 Budget Goals and Objectives: Discussion on when a supervisory position vacancy occurs. Motion by Malick, 2nd by Swenson that Finance Committee recommend to Administration Committee to review and approve a policy that whenever a vacancy occurs in the two top tiers of supervision, the potential for consolidation or sharing of this position should be studied by the parent committees. Carried on a 4 yes, 1 no vote. Malick said efforts to save dollars made prior to cuts or across the board assessments should be recognized. A paper trail should be kept. Risk Manager: Down Budrow reviewed the Work Comp status. So far this year 40 claims have been filed compared to 43 last year. This year's have not been as severe as before. Payment made through 5/10/02 total $122,245. Awareness by employees is increasing. Krueger suggested hiring temporary help through an agency, then the County is not responsible for claims. Budrow reported Property Insurance premiums will increase 23% in 2003 with a $500 deducible; will increase 50% in 2004 with a possible $100,000 premium. There have been four liability claims this year. Preliminary 2003 Budget Worksheet: Swenson showed the current levy and possible limitations or potential increases by a 3,5 or 10% change to the levy. Krueger thanked Swenson and Loney for providing this budget worksheet. Malick asked Swenson, Krueger, Whiting and Loney to compact the workshop, use more exact and the most probable figures for the June meeting with Committee Chairs. Motion by Malick, 2nd by Krueger for planning purposes, set a 4% levy cap increase for the 2003 budget. Swenson said we need to set a target and keep it. Carried. Purchase of County Land: Whiting said Tom Schumacher was interested in purchasing land next to the Ag. Center for a community based resident facility. The County has a covenant stating we must sell it back to the Village for $25,000. Moved by Malick, 2nd by Krueger to respectfully decline the offer, Carried. Personnel Study: Committee did not wish to review it at this time. Next agenda should include collection of Delinquent Fines. Motion to adjourn by Krueger, 2nd by Wentz. Meeting adjourned at 1:25 p.m. Stan Krueger, Secretary 4