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HomeMy WebLinkAboutFinance 11-10-2000 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: Friday, November 10, 2000 8 :30 A.M. LOCATION: Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: December 8, 2000 8 : 30 A.M. ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: NEW BUSINESS: 1 . Review of Vouchers 2 . Appointment to EDC Loan Committee 3 . Jail Accounting Software Status 4 . Administrative Coordinator A. Workers Compensation Report B. City of Hudson Sidewalk Easement and Plan C. Update on Glen Hills Area House Moving D. Approval of Capital Outlay Planning Program Agreement *E. Health Insurance Stop Loss 5 . County Clerk A. Passport Service Update B. Dog Damage Claim for John Dean-Town of Richmond 6 . Performance Evaluations 7 . Finance Director A. 2001 Budget Recap B. Accept Banking Services Proposal for 2001 & 2002 8 . Set Joint Meeting with Health and Human Services 9 . Corporation Counsel *A. Contract Signing Policy CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) Date: 11/02/00, 11/08/00 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments *ADDITIONS/CHANGES/CORRECTIONS 11/08/00 16:42 n COUNTY CLERK [a 001 x;x x ACTIVITY REPORT TRANSMISSION OK TX/RX NO. 8936 CONNECTION TEL 92467090 CONNECTION ID START TIME 11/08 16:41 USAGE TIME 00'43 PAGES 1 RESULT OK AMENDED ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Thomas Dorsey St . Croix County Hoard FROM: Tom O' Connell, Chair COMMITTEE TITLE: Finance DATE: Friday, November 10, 2000 8 :30 A.M. LOCATION: Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: December 8, 2000 6 :30 A.M. ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: NEW BUSINESS: 1 . Review of Vouchers 2 . Appointment to EDC Loan Committee 3 . Jail Accounting Software Status 4 . Administrative Coordinator A. Workers Compensation Report B. City of Hudson Sidewalk Easement and Plan C. Update on Glen Hills Area House Moving D. Approval of Capital outlay Planning Program Agreement }E. Health Insurance Stop Loss 5 . County Clerk A. Passport Service Update B. Dog Damage Claim for John Dean-Town of Richmond 6 . Performance Evaluations 7 . Finance Director A. 2001 Budget Recap B. Accept Banking Services Proposal for 2001 & 2002 8 . Set Joint Meeting with Health and Human Services 9. Corporation Counsel *A. Contract Signing policy 11/08/00 16:37 'C3` COUNTY CLERK Ca 001 ACTIVITY REPORT kxx TRANSMISSION OK TX/RX NO. 8935 CONNECTION TEL 917156982952 CONNECTION ID The Best Press START TIME 11/08 16:36 USAGE TIME 00'36 PAGES 1 RESULT OK 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: Friday, November 10, 2000 8 :30 A.M. LOCATION: Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING.- December 8, 2000 8 .30 A.M. ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: NEW BUSINESS: 1 . Review of 'V'ouchers 2 . Appointment to EDC Loan Committee 3 . Jail Accounting Software Status 4 _ Administrative Coordinator A. Workers Compensation Report B. City of Hudson Sidewalk Easement and Plan C. Update on Glen Hills Area House Moving D. Approval of Capital Outlay Planning Program Agreement *E . Health Insurance Stop Lass 5 _ County Clerk A. Passport Service Update B. Dog Damage Claim for John Dean-Town of Richmond G. Performance Evaluations 7 . Finance Director A. 2001 Budget Recap B. Accept Banking Services Proposal for 2001 & 2002 8 _ Set Joint Meeting with Health and Human Services 9 . Corporation Counsel *A. Contract Signing Policy ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Thomas Dorsey St . Croix County Board FROM: Tom O' Connell, Chair COMMITTEE TITLE: Finance DATE: Friday, November 10, 2000 8 : 30 A.M. LOCATION: Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: December 8, 2000 8 : 30 A.M. ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: NEW BUSINESS: 1 . Review of Vouchers 2 . Appointment to EDC Loan Committee 3 . Jail Accounting Software Status 4 . Administrative Coordinator A. Workers Compensation Report B. City of Hudson Sidewalk Easement and Plan C. Update on Glen Hills Area House Moving D. Approval of Capital Outlay Planning Program Agreement 5 . County Clerk A. Passport Service Update B. Dog Damage Claim for John Dean-Town of Richmond 6 . Performance Evaluations 7 . Finance Director A. 2001 Budget Recap B. Accept Banking Services Proposal for 2001 & 2002 8 . Set Joint Meeting with Health and Human Services CORRESPONDENCE: ADJOURNMENT (Agenda not necessarily presented in this order) Date: 11/02/00 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments *ADDITIONS/CHANGES/CORRECTIONS UNOFFICIAL RECORD FINANCE COMMITTEE Regular Meeting November 10, 2000 Meeting called to order by Chair O' Connell at 8 : 31 a.m. Members present: Tom O' Connell, Tom Dorsey, Stan Krueger and Nancy Bieraugel . Ralph Swenson arrived at 10 : 50 a.m. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Rich Loney, Corporation Counsel Greg Timmerman and County Clerk Sue Nelson. Others present: Judy Wiff, media. Motion by Bieraugel, 2nd by Krueger to adopt the agenda. Carried. Next meeting is December 8 . Motion by Dorsey, 2nd by Krueger to adopt the October 10th and 25th minutes . Carried. Vouchers: O ' Connell had reviewed the vouchers before the meeting and found no problems . Motion by Bieraugel, 2nd by Krueger to approve payment of the vouchers . Carried. Appointment to EDC Loan Committee: O'Connell stated there is no County representative on the Loan Committee so the County has no say. Discussion on pros and cons, conflict of interest, having a liaison to County Board and bankers having a potential for conflict because the loan money .buys down the risk of the lender. Motion by Krueger, 2nd by Bieraugel to approve appointment of a Finance Committee member to the St . Croix County Revolving Loan Fund Committee by the County Board Chair. Carried. Timmerman advised the Board will need to change the wording in the Revolving Loan Fund Policy and Procedure manual approved last month. Jail Accounting Software: Loney said the two issues are bonds and prisoners ' funds . The inmates ' fund is working well and is reconcilable. The Peachtree system is filling in for Visions on bonds and does them well . Whiting said jail bonds should be done from the Jail rather than by Clerk of Court . Administrative Coordinator: Workers ' Comp. Whiting' s recommendations are : 1 . Loss Control Reports given to Department Heads . 2 . RFP for Risk Management program. 3 . Individual to facilitate more difficult claims due to liability concern. Sara Hames from T.E. Brennan, the insurance consultant, could advise on the RFP. Motion by Dorsey, 2nd by Krueger that Whiting proceed with proposals for Workers ' Comp. Carried. 1 City of Hudson Sidewalk Easement and Plan: Bieraugel said the City of Hudson made an error in engineering and the County should not have to pay assessments on extra costs . In Whiting' s memo he noted any cost for the easement would be counted as a project cost and assessed back to the County. Motion by Bieraugel, 2nd by Krueger to have Whiting send a letter to the City of Hudson declining their offer. Carried. Glen Hills House Moving Project : Whiting, Timmerman and County Conservationist Bob Heise have been working with project consultant David Seillisson to develop an hourly agreement up to $5, 000 . Seillisson will do the paper work to get Federal grant money and work with contractors on moving Brettingen' s house . Capital Outlay Planning. This plan provides for future capital outlay purchases and was demonstrated previously to the committee by Springsted, Inc . Krueger said we need a long range plan to determine when equipment is obsolete . Discussion on how the plan would work. Whiting said this would provide an overall picture of future budget needs . Loney said a threshold amount should be established, such as $1, 000 . Small items such as calculators should not be included. With a smaller Contingency Fund of $250, 000, we can' t be planning on that fund for equipment purchases . Motion by Krueger, 2nd by Bieraugel to approve the Capital Outlay agreement for up to the budgeted amount of $20, 000 . Carried. Health Insurance Stop Loss : Whiting said last month Finance approved $75, 000 stop loss coverage . Based on more information from Loney and insurance consultant Ann Hames, a $50, 000 stop loss coverage is recommended. Motion by Dorsey, 2nd by Krueger to move back to $50, 000 stop loss . Carried. County Clerk: Sue Nelson reported the County Clerk' s office will issue passports starting January 1St if approved by the agency in - Washington. These will be issued Monday through Friday rather than only three days a week in the Clerk of Court office. Nelson said there was a 73% voter turnout in the County. Only 800 punch card ballots were left from the extra 10 , 000 on hand. The counting was completed at 2 : 15 a.m. Chippewa County, who is using the new electronic system that we plan to implement, was 2 done at 10 : 15 a.m. She distributed a copy of the final voting tally that was prepared on a new computer spread sheet developed by Janet Smith in Computer Services . The old system used hand written tally sheets . Dog Damage Claim: Motion by Krueger, 2nd by Dorsey to approve claim of $100 for loss of two sheep for John Dean, Town of Richmond. Carried. Performance Evaluations: O' Connell said evaluations on Corporation Counsel, Finance Director, Administrative Coordinator, Facilities Manager and Computer Services Director are the responsibility of this committee. Reviews are done in closed session and will be included in future agendas . Krueger said there in a conflict in the evaluation form saying it should be returned to Personnel but the Administrative Coordinator' s job description says he reviews the department heads . The report should be kept on file in the Personnel Office. Dorsey said other departments that work with reviewed employees should be included in the evaluation. Finance Director: Budget Recap. Loney appreciated the cooperation of all Departments during the budget process . The apportionment sheets are out and the equalized evaluation as of January 1, 2000 was used. O' Connell said the Finance Committee did their job and he thanked Judy Wiff from the press for her reporting. - Bieraugel requested a presentation to the committee by the Highway Dept . on their funds, how budgets and developed and the various funds included. A joint meeting with the Transportation Committee will be scheduled in Hammond. Banking Services . Loney sent a request for proposals and received only one from Wells Fargo that was formerly Norwest and Mid America. Treasurer Mary Jean Livermore relayed a good working relationship with Wells Fargo. County funds are picked up by armored truck. Loney said the charges have increased to a $3, 184 monthly average, not taking into consideration earnings offset . Krueger would like more information on excess balances and why the charges have increased. Loney said a bank representative could 3 be here at the next meeting. Action was postponed until December. Corporation Counsel: Contract Signing Policy. Timmerman had met with Supr. Bieraugel to discuss changes in the contract signature procedure. He proposes expenditures authorized in the budget need no further review and the parent Committee Chair and the Administrative Coordinator sign the contract . If the expenditure is not in the budget and is requested from the Contingency Fund, Finance Committee should review the request . Health and Human Services signed a 10 year lease against Timmerman' s advice that it should not be for that length of time. Committee member Swenson arrived at 10 : 50 a.m. The committee recessed to attend the Veterans ' Day Memorial Service . Bieraugel recommended the Rules and By Laws be changed to read all contracts go through review by the Corporation Counsel and Administrative Coordinator. All departments should be notified. Timmerman will revise his memo after comments are received from Administrative Coordinator, Finance and Administration Committee members . Joint Meeting with Health and Human Services: H&HS Director John Borup has requested a joint meeting to discuss long range planning and the Nursing Home ' s financial status . The Nursing Home balance is -$335,425 . Swenson suggested consideration of professional help to guide the Committees . Bieraugel commented on the possibility of bringing in the City of New Richmond as a partner. Whiting and Borup were asked to work out a date and an agenda for a joint meeting. Motion to adjourn by Krueger, 2nd by O' Connell . Meeting adjourned at 11 : 33 a.m. Stan Krueger, Secretary 4 G� FINANCE COMMITTEE Regular Meeting No, Meeting called to order by Chair O ' Connell at 8 : present: Tom O'Connell, Tom Dorsey, Stan Krueger and Nancy Bieraugel . Ralph Swenson arrived at 10 : 50 a.m. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Rich Loney, Corporation Counsel Greg Timmerman and County Clerk Sue Nelson. Others present: Judy Wiff, media. Motion by Bieraugel, 2nd by Krueger to adopt the agenda. Carried. Next meeting is December 8 . Motion by Dorsey, 2nd by Krueger to adopt the October 10th and 25th minutes . Carried. Vouchers: O' Connell had reviewed the vouchers before the meeting and found no problems . Motion by Bieraugel, 2nd by Krueger to approve payment of the vouchers . Carried. Appointment to EDC Loan Committee: O'Connell stated there is no County representative on the Loan Committee so the County has no say. Discussion on pros and cons, conflict of interest, having a liaison to County Board and bankers having a potential for conflict because the loan money buys down the risk of the lender. Motion by Krueger, 2nd by Bieraugel to approve appointment of a Finance Committee member to the St . Croix County Revolving Loan Fund Committee by the County Board Chair. Carried. Timmerman advised the Board will need to change the wording in the Revolving Loan Fund Policy and Procedure manual approved last month. Jail Accounting Software: Loney said the two issues are bonds and prisoners ' funds . The inmates ' fund is working well and is reconcilable. The Peachtree system is filling in for Visions on bonds and does them well . Whiting said jail bonds should be done from the Jail rather than by Clerk of Court . Administrative Coordinator: Workers ' Comp. Whiting' s recommendations are : 1 . Loss Control Reports given to Department Heads . 2 . Secure additional services with Wausau for on site risk management program. 3 . Retain services on an as needed basis for a claims handler with a competitive RFP process . Sara Hames from T.E. Brennan, the insurance consultant, could advise on the RFP. Motion by Dorsey, 2nd by Krueger that Whiting proceed with proposals for Workers ' Comp. Carried. 1 City of Hudson Sidewalk Easement and Plan: Bieraugel said the City of Hudson made an error in engineering and the County should not have to pay assessments on extra costs . In Whiting' s memo he noted any cost for the easement would be counted as a project cost and assessed back to the County. Motion by Bieraugel, 2nd by Krueger to have Whiting send a letter to the City of Hudson declining their offer. Carried. Glen Hills House Moving Project : Whiting, Timmerman and County Conservationist Bob Heise have been working with project consultant David Seillisson to develop an hourly agreement up to $5, 000 . Seillisson will do the paper work to get Federal grant money and work with contractors on moving Brettingen' s house. Capital Outlay Planning. This plan provides for future capital outlay purchases and was demonstrated previously to the committee by Springsted, Inc. Krueger said we need a long range plan to determine when equipment is obsolete . Discussion on how the plan would work. Whiting said this would provide an overall picture of future budget needs . Loney said a threshold amount should be established, such as $1, 000 . Small items such as calculators should not be included. With a smaller Contingency Fund of $250, 000, we can' t be planning on that fund for equipment purchases . Motion by Krueger, 2nd by Bieraugel to approve the Capital Outlay agreement for up to the budgeted amount of $20, 000 . Carried. Health Insurance Stop Loss : Whiting said last month Finance approved $75, 000 stop loss coverage . Based on more information from Loney and insurance consultant Ann Hames, a $50, 000 stop loss coverage is recommended. Motion by Dorsey, 2nd by Krueger to move back to $50, 000 stop loss . Carried. County Clerk: Sue Nelson reported the County Clerk' s office will issue passports starting January 1St if approved by the agency in Washington. These will be issued Monday through Friday rather than only three days a week in the Clerk of Court office . Nelson said there was a 73% voter turnout in the County. Only 800 punch card ballots were left from the extra 10, 000 on hand. The counting was completed at 2 : 15 a.m. Chippewa County, who is using the new electronic system that we plan to implement, was 2 done at 10 : 15 a.m. She distributed a copy of the final voting tally that was prepared on a new computer spread sheet developed by Janet Smith in Computer Services . The old system used hand written tally sheets . Dog Damage Claim: ` Motion by Krueger, 2nd by Dorsey to approve claim of $100 for loss of two sheep for John Dean, Town of Richmond. Carried. Performance Evaluations: O' Connell said evaluations on Corporation Counsel, Finance Director, Administrative Coordinator, Facilities Manager and Computer Services Director are the responsibility of this committee. Reviews are done in closed session and will be included in future agendas . Krueger said there in a conflict in the evaluation form saying it should be returned to Personnel but the Administrative Coordinator' s job description says he reviews the department heads . The report should be kept on file in the Personnel Office . Dorsey said other departments that work with reviewed employees should be included in the evaluation. Finance Director: Budget Recap. Loney appreciated the cooperation of all Departments during the budget process . The apportionment sheets are out and the equalized evaluation as of January 1, 2000 was used. O ' Connell said the Finance Committee did their job and he thanked Judy Wiff from the press for her reporting. Bieraugel requested a presentation to the committee by the Highway Dept . on their funds, how budgets and developed and the various funds included. A joint meeting with the Transportation Committee will be scheduled in Hammond. Banking Services . Loney sent a request for proposals and received only one from Wells Fargo that was formerly Norwest and Mid America. Treasurer Mary Jean Livermore relayed a good working relationship with Wells Fargo. County funds are picked up by armored truck. Loney said the charges have increased to a $3 , 184 monthly average, not taking into consideration earnings offset . Krueger would like more information on excess balances and why the charges have increased. Loney said a bank representative could 3 be here at the next meeting. Action was postponed until December. Corporation Counsel: Contract Signing Policy. Timmerman had met with Supr. Bieraugel to discuss changes in the contract signature procedure. He proposes expenditures authorized in the budget need no further review and the parent Committee Chair and the Administrative Coordinator sign the contract . If the expenditure is not in the budget and is requested from the Contingency Fund, Finance Committee should review the request . Health and Human Services signed a 10 year lease against Timmerman' s advice that it should not be for that length of time. Committee member Swenson arrived at 10 : 50 a.m. The committee recessed to attend the Veterans ' Day Memorial Service . Bieraugel recommended the Rules and By Laws be changed to read all contracts go through review by the Corporation Counsel and Administrative Coordinator. All departments should be notified. Timmerman will revise his memo after comments are received from Administrative Coordinator, Finance and Administration Committee members . Joint Meeting with Health and Human Services: H&HS Director John Borup has requested a joint meeting to discuss long range planning and the Nursing Home ' s financial status . The Nursing Home balance is -$335, 425 . Swenson suggested consideration of professional help to guide the Committees . Bieraugel commented on the possibility of bringing in the City of New Richmond as a partner. Whiting and Borup were asked to work out a date and an agenda for a joint meeting. Motion to adjourn by Krueger, 2nd by O' Connell . Meeting adjourned at 11 : 33 a.m. Stan Krueger, Secretary 4