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HomeMy WebLinkAboutFinance 09-07-01 r 1 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Thomas Dorsey St. Croix County Board FROM: Tom O'Connell, Chair COMMITTEE TITLE: Finance DATE: September 7, 2001 8:30 A.M. LOCATION: Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: September 25,20018:30 a.m. ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Glen Hills Dam #8 Spillway Repair Request - Land & Water Conservation Committee 3. Review of Submitted 2002 Budgets - Committee Chairs Invited - 8:30 a.m. 4. 2002 Highway Department Budget Presentation - 10:00 a.m. 5. 2002 HHS/NH Budgets Presentation -10:45 a.m. 6. Finance Report 7. a. 2000 Audit Report - Tracey & Thole -11:45 a.m.* 8. Building Maintenance Report 9. Information Services Report 10. Corporation Counsel Report a. Job Description 11. Clerk's Report 12. Risk Management Coordinator's Report a. Discontinuance of KBA Agreement for Risk Management Services b. Workers Comp and Liability Budgets c. Risk Management Committee d. Request to Exceed Motel Room Rate for Safety Conference* 13. Administrative Coordinator Report a. Budget Request from the St. Croix Family Resource Center* b. Action to Dispose of Old Communications Van* CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) Date: September 4, 2001 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments *ADDITIONS/CHANGES/CORRECTIONS FINANCE COMMITTEE Regular Meeting September 7, 2001 Meeting called to order by Chair O'Connell at 8:30 am. Present: Tom O'Connell, Ralph Swenson and Stan Krueger. Absent and excused: Tom Dorsey and Nancy Bieraugel. Committee Chairs: Ag and Extension Chris Bethke, Information Services Einar Horne, Public Protection Julie Speer. Personnel Gerald Peterson, Land and Water Art Jensen, Department on Aging Rich Peterson, Emergency Management/Emergency Communications Chuck Mehls, Health and Human Services Robert Stephens, Transportation Dick King and member Jack Dowd, Clarence Malick member of Planning, Zoning and Parks. Staff: Administrative Coordinator Chuck Whiting, Finance Director Rich Loney, Corporation Counsel Timmerman for part of meeting and County Clerk Sue Nelson. Motion by Krueger, 2nd by Swenson to adopt the agenda. Carried. Next meetings are September 25 and 26 for budget review. Motion by Swenson, 2nd by Krueger to approve the August 10 and August 21 mintues. Carried. Vouchers: O'Connell had reviewed the bills. Motion by Swenson, 2nd by Krueger to pay the vouchers. Carried. Glen Hills Dam #8 Spillway Repair Request: Land and Water Chair Jensen and County Conservationist Bob Heise explained due to recent heavy rains of 8 to 10 inches in the Glenwood City area the No. 8 dam structure sustained damage. The needed repair using 500 to 600 yards of fill is estimated to cost under $10,000. Motion by Swenson, 2nd by Krueger to authorize funds not to exceed $10,000 for repair of Structure No.8 with money from the Contingency Fund. Carried. Review of 2002 Budget: A preliminary levy comparison showed 19.53% as the initial increase in the levy or an $.18 per thousand increase in the mill rate. Whiting said this is not final and major items to review are the Nursing Home, Health and Human Services and Perch Lake. The Nursing Home Study will be presented to the County Board on October 9th Loney said the handout is very preliminary and more work is needed before the budget review. The amount of $385,000 has been included in the budget for additional Huber jail space. Speer said Public Protection approved $10,000 from Jail Assessment fund 1 for Ayres and Assoc. to do a study of costs for a Huber addition with consideration of 55 additional spaces. Swenson noted the budget figures include $330,000 for new positions. Loney said the balance in this year's Contingency Fund is $197,000. Whiting reported a $2.9 million request for capital outlay in 2002 and $1.2 million for 2003. These need to be leveled out over more years so there is a consistent tax levy. The increase in evaluation means no more than $1.8 to $1.9 million increase in expenditures to maintain the levy. Of the $525,663,200 increase in evaluation, $200,000,000 was new construction; the remaining was an increase in assessed evaluation. In the discussion of Perch Lake Park, Peterson advised the Personnel Comm. had approved a site manager for Perch Lake but did not approve a Parks Superintendent position to oversee all County parks. Stephens stated the present Nursing Home Study Comm. may sunset but another committee may be needed and may need money. Four options will be presented to the County Board and some options require money such as a construction project or a phase out. Malick commented the Huber section of the Jail does provide income and the County can bond for an additional building. Whiting indicated there is no criteria available to determine need for new positions. He has a budget request for $47,000 for development of a Personnel Plan. Malick said annual performance reviews and updated job descriptions are two basic items to improve the system if they are implemented. Stephens said the evaluation forms are meaningless. King commented the Highway Comm. writes a job description and the Personnel Director changes it and does she have the authority to do so? The Hay group bases salary on the job description. Speer said the Personnel Comm. does the job description and the Director did not change the job descriptions. King maintained items were eliminated but it was not rewritten. Mehls said it is difficult to reduce positions when three departments under Public Protection are 24 hours/7 days/365 per year. 2 Whiting reported the Health Insurance renewal may face an increase. Horne would like more information on Health Insurance issues regarding employee contributions and an appropriate fund balance. Highway Budget: Dick King, Chair and Highway Commissioner Dan Fedderly present. The increase in the budget is due mostly to wages and increase in fuel and materials cost. The Highway portion is a 3.9% and with Surveyor and County Bridges added total increase is 6.98% for a total levy of $3,112,397. Fedderly said there have been problems in negotiations with the Village of Somerset for sewer and water for the new building. Hopefully this will be solved by trading 5 A. of county land for sewer and water. Fedderly noted the County Surveyor cannot charge the Zoning office for work done for them and this cost has increased. The costs are not covered in the $500 fee charged to developers. Motion by Krueger, 2nd by O'Connell to have Whiting and Fedderly, along with Dave Fodroczi, Steve Fisher, Bob Heise and Stan Krueger, develop a recommendation to charge actual costs for surveying for developers by the County Highway Dept. Carried. Swenson thanked Fedderly for good budgeting. Health and Human Services: Bob Stephens and Health and Human Services Director Borup present. Borup announced Nursing Home Administrator Carolyn Krieger was instrumental in obtaining a $15,000 grant from the Bayport Foundation to be used for building equipment. Borup advised the H&HS budget has an overall 6.4% increase due to providing State mandated services with no more funding provided. There is a continued shifting of cost from State to County. The budgeted cost for the Nursing Home in 2002 is $859,758. Farm rental income of $75,000 went to the Nursing Home in 2001 and $55,000 is anticipated for 2002. Swenson requested a history of programs and expenses for the past four years. 2002 Audit: Steve Tracy and Rod Paulson from Tracy and Thole summarized the audit. The undesignated, unreserved fund balance increased from $5 million to $5.5 million which is 25% to 30% of total general fund expense and within the recommended range. 3 Cash reconciliation was a problem in H&HS but Rod Paulson indicated by using a new spreadsheet this was solved. In the inmate canteen and bond account there is a need to reconcile money owed to inmates vs money in the bank. The amount of the outstanding checks shown in the Treasurer's cash reconciliation was not supported by a detail listing of checks. Ms. Livermore could not rely on the checklist generated from the new accounting software implemented in 2000. The Treasurer's monthly cash reconciliations were not further reconciled to the balances shown in the financial records by the Finance Dept. Moved by Swenson, 2nd by Krueger to have Loney and Whiting coordinate with the audit firm for an interim 4th quarter review regarding reconciliation of cash accounts in the County and report given to appropriate County staff and the Finance Comm. at the December 10th meeting. Any fees incurred to be paid from the Contingency Fund. Carried. The Nursing Home projects a cash balance of -$74,904 at the end of 2001 which is better than expected. A County allocation of $859,758 is requested for 2002. Krieger said the Medicaid rate is set by the State and Federal governments and does not cover actual costs. Private pay clientele is dwindling and 14 homes in WI are in bankruptcy. Swenson questioned the $859,758 request for next year and noted the cost for this year is already $849,000 with five more months in the year. Stephens said this amount will be reviewed with the H&HS Committee and will get back if anything changes. Risk Mangement Report: Dawn Budrow advised the contract with Kim Burmeister for risk management is no longer needed. Motion by Krueger, 2nd by Swenson to discontinue agreement. Carried. Budrow said the Workers' Comp and Liability budget contains indirect expenses and professional services and not loss costs. Her salary is divided by 70% Workers Comp and 30% general administration. She asked the committee's permission to form a Risk Management Committee of 8 to 10 employees throughout the County. Motion by Swenson, 2nd by Krueger to endorse Risk Management Committee as proposed by Ms. Budrow. Carried. 4 Cash reconciliation was a problem in H&HS but Rod Paulson indicated by using a new spreadsheet this was solved. In the inmate canteen and bond account there is a need to reconcile money owed to inmates vs money in the bank. The amount of the outstanding checks shown in the Treasurer's cash reconciliation was not supported by a detail listing of checks. Ms. Livermore could not rely on the checklist generated from the new accounting software implemented in 2000. The Treasurer's monthly cash reconciliations were not further reconciled to the balances shown in the financial records by the Finance Dept. Moved by Swenson, 2nd by Krueger to have Loney and Whiting coordinate with the audit firm for an interim 4th quarter review regarding reconciliation of cash accounts in the County and report given to appropriate County staff and the Finance Comm. at the December 10th meeting. Any fees incurred to be paid from the Contingency Fund. Carried. The Nursing Home projects a cash balance of -$74,904 at the end of 2001 which is better than expected. A County allocation of $859,758 is requested for 2002. Krieger said the Medicaid rate is set by the State and Federal governments and does not cover actual costs. Private pay clientele is dwindling and 14 homes in WI are in bankruptcy. Swenson questioned the $859,758 request for next year and noted the cost for this year is already $849,000 with five more months in the year. Stephens said this amount will be reviewed with the H&HS Committee and will get back if anything changes. Risk Mangement Report: Dawn Budrow advised the contract with Kim Burmeister for risk management is no longer needed. Motion by Krueger, 2nd by Swenson to discontinue agreement. Carried. Budrow said the Workers' Comp and Liability budget contains indirect expenses and professional services and not loss costs. Her salary is divided by 70% Workers Comp and 30% general administration. She asked the committee's permission to form a Risk Management Committee of 8 to 10 employees throughout the County. Motion by Swenson, 2nd by Krueger to endorse Risk Management Committee as proposed by Ms. Budrow. Carried. 4 Motion by Krueger, 2nd by Swenson to approve $79 motel rate for conference to be attended by Budrow. Carried. Corporation Counsel: Timmerman reported his job description is the only one that has the wording "work under the general direction of the Administrative Coordinator". If others report to Admin. Coordinator, then add Corporation Counsel. If department heads are supervised by Admin. Coordinator, it must be a County Administrator. He suggested creating a reporting requirement to Admin. Coordinator which is different than working under the general direction. Swenson is not a proponent of "under direction of the Board". Timmerman said Corp. Counsel could be under direction of Finance but there is potential for conflict between committees. One committee could make a request and Finance could refuse the request. Greg feels he is more directed by oath and duty of citizens than to individuals. Krueger believes Corporation Counsel should have a wage increase based on schooling and knowledge. Whiting commented decision on whether his position should have more authority is a Board decision. County Clerk, Building Maintenance and Information Services: No report. Administrative Coordinator: Whiting received a request for $15,788.75 for the Family Resource Center in Baldwin. This will be discussed in budget review. Disposal of Old Communications Van: Emergency Communications Director Gary Kollman reported the Emergency Communications Comm. wishes to sell the old van. Motion by Swenson, 2nd by Krueger to recommend to County Board the Finance Committee approves the process to dispose of the old communications van. Carried. Motion to adjourn by Krueger, 2nd by Swenson. Meeting adjourned at 1:22 p.m. Stan Krueger, Secretary 5