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HomeMy WebLinkAboutFinance 12-10-01 ST. CROIX COUNTY NOTICE, OF COMMITTER MEETING TO: Chairman Thomas Dorsey St. Croix County Board FROM: Tom O'Connell, Chair COMMITTEE TITLE: Finance DATE: Monday, December 10, 2001 8:30 A.M. LOCATION: Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: January 10, 2001 8:30 A.M. ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Building Maintenance Report 3. Information Services Report a. Director's PTO Request* 4. Risk Manager Report 5. Finance Report a. Bank Reconciliations Report b. 2001 Departments Budget Review c. Review of W-2 Reporting d. Review of Nursing Home Reporting 6. Corporation Counsel Report a. Health Insurance Administrative Policy 7. Clerk's Report a. County Board Taping Recording 8. Administrative Coordinator's Report a. Review of Eau Claire County Letter re: West Central Regional Planning Commission b. Follow-up on County Owned Property in Baldwin c. Ag Building Office Space d. Joint Purchasing Option - Minnesota Cooperative Purchasing Venture program e. Status of Other Administrative Issues - Personnel Study, Huber Study, Security, Performance Evaluations 9. Request for 2002 Contingency Fund Transfer of $1,500 for April, 2002 County Board Goal Setting Session* CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) Date: December 6, 2001 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board Finance Committee December 10,2001 meals at Senior Sites, Benefit Specialist Activities, rides to Doctor, etc. if they do not use this reporting system. The State will provide the software. Boron said it might be possible to use a server we already have. Whiting stated the committee should object to this mandate when it comes after the budget cycle. Boron noted it will be a big job to collect all the data. Swenson suggested drafting a letter and copying it to Reps. Kitty Rhoades, Mark Pettis, Joe Plouff and Senator Harsdorf. No other action taken. Boron requested an additional week of PTO because of his additional duties with the phone systems and helping other County departments to increase productivity. Other positions have been hired with the three week rate plus time added into the PTO bank. Motion by O'Connell, 2nd by Bieraugel to approve an additional week of PTO on January 1, 2002. Carried. W-2 Reporting: H&HS Director John Borup, Nursing Home Administrator Carolyn Krieger, Accounting Supervisor Judy Ziegler, Economic Support Supervisor Mary Squyer and W-2 Committee Chair Leon Berenschot present. Borup noted a few counties are out of the W-2 business. He is concerned about the State's commitment to Counties. If the revenues from the State decrease, he will bring this to the Health and Human Services Board. There is a 120 day escape clause for Counties to get released from this program. If the program dissolves, up to three positions will be eliminated. The costs of elimination to the County would be about $80,000 because W-2 pays part of the salaries for Borup, Squyer, Zielger and Secretary Malva Berg. Squyer said Jackson County elected out of W-2 but retained the Child Care program and contracted back for it. Economic Support would retain the Medical Assistance and Food Stamp programs. O'Connell said if there is large change in the program, report to the Finance Committee; otherwise report every two months. Borup stated the State is very skillfully shifting costs to the Counties and no one is doing anything about it, which is outrageous. Wisconsin Counties Assoc. should be doing more. Berenschot talked to WCA staff and they plan to work more with Counties and would like to attend a session of our County Board. Nursing Home: Ziegler itemized the estimated Cash Balance at 12/31/01. The estimated cash deficit at 12/31/01 is ($668,410.58). The audited cash deficit at end of 2000 was 2 Finance Committee December 10,2001 meals at Senior Sites, Benefit Specialist Activities, rides to Doctor, etc. if they do not use this reporting system. The State will provide the software. Boron said it might be possible to use a server we already have. Whiting stated the committee should object to this mandate when it comes after the budget cycle. Boron noted it will be a big job to collect all the data. Swenson suggested drafting a letter and copying it to Reps. Kitty Rhoades, Mark Pettis, Joe Plouff and Senator Harsdorf. No other action taken. Boron requested an additional week of PTO because of his additional duties with the phone systems and helping other County departments to increase productivity. Other positions have been hired with the three week rate plus time added into the PTO bank. Motion by O'Connell, 2nd by Bieraugel to approve an additional week of PTO on January 1, 2002. Carried. W-2 Reporting: H&HS Director John Borup, Nursing Home Administrator Carolyn Krieger, Accounting Supervisor Judy Ziegler, Economic Support Supervisor Mary Squyer and W-2 Committee Chair Leon Berenschot present. Borup noted a few counties are out of the W-2 business. He is concerned about the State's commitment to Counties. If the revenues from the State decrease, he will bring this to the Health and Human Services Board. There is a 120 day escape clause for Counties to get released from this program. If the program dissolves, up to three positions will be eliminated. The costs of elimination to the County would be about $80,000 because W-2 pays part of the salaries for Borup, Squyer, Zielger and Secretary Malva Berg. Squyer said Jackson County elected out of W-2 but retained the Child Care program and contracted back for it. Economic Support would retain the Medical Assistance and Food Stamp programs. O'Connell said if there is large change in the program, report to the Finance Committee; otherwise report every two months. Borup stated the State is very skillfully shifting costs to the Counties and no one is doing anything about it, which is outrageous. Wisconsin Counties Assoc. should be doing more. Berenschot talked to WCA staff and they plan to work more with Counties and would like to attend a session of our County Board. Nursing Home: Ziegler itemized the estimated Cash Balance at 12/31/01. The estimated cash deficit at 12/31/01 is ($668,410.58). The audited cash deficit at end of 2000 was 2 ' Finance Committee December 10,2001 ($408,425.15). The estimated cash decrease for 2001 is ($259,985.43). The excess of expenses over all revenues using the accrual bookkeeping system is ($299,666.00). The IGT check for November was $168,000 and anticipated IGT for December is $250,000. Krieger said the average census for 2001 is 91.7. Swenson requested Krieger do a report for County Board showing where the deficits started and factors that drove the costs. Borup announced a W-2 forum is scheduled at noon today at the Coachman sponsored by Senator Harsdorf. O'Connell was not happy that Keefe made a recommendation on the Nursing Home after completion of his study. It should just be a study with no recommendation. Emerald Dairy: O'Connell introduced Emerald Dairy owner John Vrieze who thanked the Committee for supporting the block grant funding which is very helpful to start up a business. The U. of Minnesota students will start in the Veterinary School located near the Dairy in January. Dorsey said it has been a pleasure to work with John and Emerald Dairy. Risk Manager Report: Dawn Budrow did not have complete financial information on risk management but noted $300,000 in workers' comp claims have been paid. Two thirds of this amount is from five claims. The number of claims is down to 100 which is a decrease of 40. Every injury needs to be reported. Budrow was discouraged by the total attendance of 25 at the lunch time seminars but was encouraged by the enthusiasm of the participants. She will be attending a WMMIC meeting this week. The annual premium notice has not yet been received from WMMIC. Bank Reconciliations Report: Finance Director Rich Loney introduced Valerie Holden and Paul Rebholz from Wells Fargo Bank. Treasurer Mary Jean Livermore was present also. Rebholz explained the earnings rate has fallen from 5% to 2.3% so the amount of offset to the service fees has decreased. Wells Fargo will continue to discount the service charge fees by 25%. Any bank charges not covered by the Earnings Allowance will be the responsibility of St. Croix County. Rebholz recommended eliminating the InvestAccount because it provides little benefit to the County. Motion by Swenson, 2nd by Krueger that the Finance Committee approve the recommendation to eliminate the InvestAccount. Carried. Rebholz expects the 3 Finance Committee December 10,2001 meals at Senior Sites, Benefit Specialist Activities, rides to Doctor, etc. if they do not use this reporting system. The State will provide the software. Boron said it might be possible to use a server we already have. Whiting stated the committee should object to this mandate when it comes after the budget cycle. Boron noted it will be a big job to collect all the data. Swenson suggested drafting a letter and copying it to Reps. Kitty Rhoades, Mark Pettis, Joe Plouff and Senator Harsdorf. No other action taken. Boron requested an additional week of PTO because of his additional duties with the phone systems and helping other County departments to increase productivity. Other positions have been hired with the three week rate plus time added into the PTO bank. Motion by O'Connell, 2nd by Bieraugel to approve an additional week of PTO on January 1, 2002. Carried. W-2 Reporting: H&HS Director John Borup, Nursing Home Administrator Carolyn Krieger, Accounting Supervisor Judy Ziegler, Economic Support Supervisor Mary Squyer and W-2 Committee Chair Leon Berenschot present. Borup noted a few counties are out of the W-2 business. He is concerned about the State's commitment to Counties. If the revenues from the State decrease, he will bring this to the Health and Human Services Board. There is a 120 day escape clause for Counties to get released from this program. If the program dissolves, up to three positions will be eliminated. The costs of elimination to the County would be about $80,000 because W-2 pays part of the salaries for Borup, Squyer, Zielger and Secretary Malva Berg. Squyer said Jackson County elected out of W-2 but retained the Child Care program and contracted back for it. Economic Support would retain the Medical Assistance and Food Stamp programs. O'Connell said if there is large change in the program, report to the Finance Committee; otherwise report every two months. Borup stated the State is very skillfully shifting costs to the Counties and no one is doing anything about it, which is outrageous. Wisconsin Counties Assoc. should be doing more. Berenschot talked to WCA staff and they plan to work more with Counties and would like to attend a session of our County Board. Nursing Home: Ziegler itemized the estimated Cash Balance at 12/31/01. The estimated cash deficit at 12/31/01 is ($668,410.58). The audited cash deficit at end of 2000 was 2 ' Finance Committee December 10,2001 ($408,425.15). The estimated cash decrease for 2001 is ($259,985.43). The excess of expenses over all revenues using the accrual bookkeeping system is ($299,666.00). The IGT check for November was $168,000 and anticipated IGT for December is $250,000. Krieger said the average census for 2001 is 91.7. Swenson requested Krieger do a report for County Board showing where the deficits started and factors that drove the costs. Borup announced a W-2 forum is scheduled at noon today at the Coachman sponsored by Senator Harsdorf. O'Connell was not happy that Keefe made a recommendation on the Nursing Home after completion of his study. It should just be a study with no recommendation. Emerald Dairy: O'Connell introduced Emerald Dairy owner John Vrieze who thanked the Committee for supporting the block grant funding which is very helpful to start up a business. The U. of Minnesota students will start in the Veterinary School located near the Dairy in January. Dorsey said it has been a pleasure to work with John and Emerald Dairy. Risk Manager Report: Dawn Budrow did not have complete financial information on risk management but noted $300,000 in workers' comp claims have been paid. Two thirds of this amount is from five claims. The number of claims is down to 100 which is a decrease of 40. Every injury needs to be reported. Budrow was discouraged by the total attendance of 25 at the lunch time seminars but was encouraged by the enthusiasm of the participants. She will be attending a WMMIC meeting this week. The annual premium notice has not yet been received from WMMIC. Bank Reconciliations Report: Finance Director Rich Loney introduced Valerie Holden and Paul Rebholz from Wells Fargo Bank. Treasurer Mary Jean Livermore was present also. Rebholz explained the earnings rate has fallen from 5% to 2.3% so the amount of offset to the service fees has decreased. Wells Fargo will continue to discount the service charge fees by 25%. Any bank charges not covered by the Earnings Allowance will be the responsibility of St. Croix County. Rebholz recommended eliminating the InvestAccount because it provides little benefit to the County. Motion by Swenson, 2nd by Krueger that the Finance Committee approve the recommendation to eliminate the InvestAccount. Carried. Rebholz expects the 3 ' Finance Committee December 10,2001 economy to rebound early next year. Wells Fargo will settle with the County in January 2003 for charges not covered by the earnings credit in 2002. Committee requested further reports as needed. Loney said the reconciliation of cash accounts is completed through January 2001. Treasurer Livermore advised she is getting used to the new SAGE system but sometimes feels she has been set back 10 years due to lack of information available and lack of features compared to the old system. Chair O'Connell requested auditors Tracy and Thole attend the January meeting. Department Budget Review: Clerk Nelson said Committees and Commissions will be over budget approximately $1000. Krueger requested a report on budgets showing overages in line items. Corporation Counsel: Greg Timmerman stated he expanded Section I regarding Purpose on the Health Insurance Administrative Policy. Whiting noted the policy includes the statement the fund will be used for Health Insurance related costs. Swenson agreed with the new wording. Motion by Swenson, 2nd by Krueger to approve the Health Insurance Administrative Policy and refer to the Personnel Committee. if Personnel approves the Policy, a resolution will be presented to County Board at the January 2002 meeting. Carried. County Clerk: Nelson reported problems with the taping system and will purchase new tapes as one solution. If Supervisors want roll call votes recorded, they must turn on their mike when responding. Administrative Coordinator: Timmerman reported there are restrictive covenants on Ag. Center land in Baldwin. If the County wishes to sell any excess land, it must be offered back to the Village of Baldwin for the price paid ($25,000). If the County wishes to sell and had a buyer, Timmerman believes the County could negotiate with the Village on the premise of more business in the Industrial Park. In reference to renting office space in the Ag. Center, Timmerman said the County may rent to a private entity. Rural Housing gave proper notice for vacating their office space. 4 Finance Committee December 10,2001 Planning Director David Fodroczi referred to a letter written to West Central Regional Planning Commission from the Eau Claire County Board expressing concern about the levy formula used to bill member Counties. The levy is based on equalized value increase which was double digits for some Counties. Fodroczi talked to RPC Director Jerry Chasteen who said RPC levied at .0013 and the levy could have been as high as .0030. Letter will be referred to Art Jacobson, Chair of RPC. Joint Purchasing Option: Emergency Communications Direct Gary Kollman told Whiting St. Croix County can join the State of Minnesota Cooperative Purchasing Venture for a fee of $500. Portable radios can be purchased for nearly $500 less which would recoup the membership fee with the purchase of one radio. Motion by Swenson, 2nd by Krueger to approve $500 membership fee for MN Cooperative Purchasing Venture paid from the 2001 Contingency Fund along with thanks to Kollman for the initiative. Carried. Whiting also reported he is working with Personnel Director Deb Kathan and Springsted on the Personnel Study in 2002. The Huber Study is moving in the right direction. The Security Committee has moved a pop and candy machine to the Board room lobby to secure the back hallways from the public. Sheriff Hillstead is doing some preliminary traffic control to prevent unloading at the front entrance. Committee requested Whiting sit in on all department head performance evaluations. Evaluations should be shared with employees. County Board Goal Setting Session: Administration Committee and Chair Bieraugel are requesting $1500 for a facilitator for this session planned for April 23, 2002. Discussion on using the 2002 Contingency Fund at this time. Moved by Bieraugel, 2nd by Swenson that Finance Committee supports up to $1500 from the 2002 Contingency Fund for Goal Setting Session. Carried. Krueger reported attending a WCA Tax and Finance Committee meeting where they were told there could be a $40 million deficit for State highway maintenance next year. Motion to adjourn by O'Connell; meeting adjourned at 11:35 a.m. Stan Krueger, Secretary 5