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HomeMy WebLinkAboutFinance 02-09-2000 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Thomas Dorsey St. Croix County Board FROM: Robert Boche, Vice Chair COMMITTEE TITLE: Finance C` � DATE: ThicxEs day, 19, 2999 :3Q--A A.M M. W 1Lcj V% .4ck0,y, �Qb ruo�rt�9.ZoOd LOCATION: Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: Friday, March 10, 2000 8 : 30 A.M. ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS NEW BUSINESS: 1 . Review of Vouchers 2 . Interim Administrative Coordinator' s Report A. Expansion Space for Register of Deeds B. Relocation of Victim Witness **C. Discussion on Section 125 3 . Finance Director' s Report A. Contingency Fund Transfer for Copy Machine **B. Direct Deposit 4 . County Clerk A. Tax Deed Bids B. Safety and Security Report S . Corporation Counsel A. Contingency Fund Request for Computer Upgrade 6 . Library Plan Discussion 9:00 A.M. 7 . Recycling Request 8 . Insurance Discussion 9 . Community Development Revolving Loan Fund 9:30 A.M. *10 . Clerk of Court A. Exceeding Rate Limit for Hotel Accomodation **11 . Computer Services - Job Descriptions CORRESPONDENCE ADJOURNMENT (Agenda not necessarily presented in this order) Date: 01/21, 01/27/ 02/07 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments ADDITIONS/CHANGES/CORRECTIONS ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Thomas Dorsey St . Croix County Board FROM: Robert Boche, Vice Chair I COMMITTEE TITLE: Finance C�►Wn9�d DATE: Thursday, Febr44ai=y-19-s—''2 8 :30 A.M. 1 Q. r Q,.Sdm � F0Qru4Y4 oil 7-ow LOCATION: Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: Friday, March 10, 2000 8 :30 A.M. ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS NEW BUSINESS: 1. Review of Vouchers 2 . Interim Administrative Coordinator' s Report A. Expansion Space for Register of Deeds B. Relocation of Victim Witness 3 . Finance Director' s Report A. Contingency Fund Transfer for Copy Machine 4 . County Clerk A. Tax Deed Bids B. Safety and Security Report 5 . Corporation Counsel A. Contingency Fund Request for Computer Upgrade 6 . Library Plan Discussion 9 :00 A.M. 7 . Recycling.Request 8 . Insurance Discussion 9 . Community Development Revolving Loan Fund 9 :30 A.M. *10 . Clerk of Court A. Exceeding Rate Limit for Hotel Accommodation CORRESPONDENCE ADJOURNMENT (Agenda not necessarily presented in this order) Date: 01/21, 01/27 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments ADDITIONS/CHANGES/CORRECTIONS Regular Meeting FINANCE MINUTESFebruary 9, 2000 Meeting called to order by Vice Chair Boche at 8 : 30 a.m. Members present: Robert Boche, Herb Giese, and Tom Dorsey (one vacancy) . Tom O' Connell was absent and excused. Staff present: Administrative Coordinator Don Brown, Finance Director Rich Loney, Corporation Counsel Greg Timmerman and -County Clerk Sue Nelson. Others present: Suprs . Speer and Standafer. Motion by Dorsey, 2nd by Giese to adopt the agenda. Next meeting scheduled for March 10 . Motion by Giese, 2nd by Dorsey to approve the January minutes. Carried. County Clerk: Tax Deed Bids : Last month there was a tie bid on property on Bushnell Lake. Both parties were asked to re-bid. Larry Hinchman bid $7100 and Richard Pearson bid $8139 . Motion by Giese, 2nd by Dorsey to accept the bid of $8139 from Richard Pearson. Carried. Sue Nelson reported the Safety and Security Committee will review security issues in the Court Commissioner' s area. The security window has been installed in the Child Support office. Clerk of Court and District Attorney offices are next for installation. Supr. Chuck Mehls will meet with the committee to discuss a lock down exercise. Vouchers: Loney said the vouchers would be reviewed February 10 . Public Protection Comm. Chair Speer indicated a new stainless steel work table is needed in 'the Jail and asked if this should be paid from the Maintenance budget or the Jail Assessment fund. Administrative Coordinator Brown said this would be paid from the Jail fund but any changes or repairs in County property or equipment should come to the attention of the Maintenance Dept . Motion by Boche, 2nd by Giese to approve payment of $342 for stainless steel table from the Jail Assessment fund. Carried. Finance Director: Rich Loney reported the Direct Deposit of pay checks should be available in March. This is optional and those who chose to have direct deposit will be given a notice of deposit . The problems encountered with the new payroll system are being worked out . Loney said a new copy machine was purchased last fall for the main copy room. The old copier was placed in the Administration suite but it has failed in its performance. The repairman is called often. He requested a new one be purchased. Motion by Giese, 2 nd by Dorsey to approve $6, 394 from the Contingency fund for a Canon Image Runner 3305. Carried. Administrative Coordinator: Don Brown said a solution has been reached in the relocation of the Victim Witness waiting room and more space for Register of Deeds . Present for this discussion were : Register of Deeds Kay Walsh, District Attorney Eric Johnson, Victim Witness Coordinator 1 Ann Gustafson, Office Manager Deb Staberg, and Gregg Moore, District Court Administrator. Kay Walsh presented statistics on the growth of the Register of Deeds office since 1993 which included equipment added and the increase in documents recorded, 3000 in number of subdivision plats (which require large storage cabinets) and 3300 increase in number of title companies who do research in this office. The Victim Witness room will be moved from first floor where it was adjacent to Register of Deeds to the second floor using part of the law library space and evidence room from Clerk of Court area. Register of Deeds will expand into the former V/W room. Gregg Moore agreed to the plan and believes it will meet everyone ' s needs. He thanked Brown for his efforts. Timmerman noted the Clerk of Court will need more filing space but the Law Library will likely use less books and rely more on computer technology. Motion by Giese, 2nd by Dorsey to make the recommended changes for Victim Witness waiting room and more space for Register of Deeds . Carried. Brown thanked everyone for using consensus in arriving at a solution and those involved thanked Brown for his problem solving efforts . Library Plan: Kathy Setter, Deer Park Librarian, stated Act 150 requires a minimum payment of 700 of rural circulation costs . The Baldwin and Deer Park libraries will take a big cut using the Act 150 guidelines as opposed to the present reimbursement by the County. Deer Park Library would operate on $10, 000 less. She asked how the payment could be made equitable. Barb Hauer, River Falls Librarian, thanked the County for their support of libraries. The Pierce County Board has voted to provide $90, 000 a year to the River Falls library a year before Act 150 is effect . Hauer asked the County to help libraries who are harmed by Act 150 . New Richmond Librarian Nancy Miller asked the committee to consider reimbursement across county lines because New Richmond has many Polk County clients . Setter said more people are using library computers to download from the Internet and this service is not counted in the rural circulation costs . Giese said this should be discussed at the next budget review and suggested the County Board Chair appoint a Supervisor to work with the Librarians along with the Administrative Coordinator, Finance Director and Corporation Counsel . Revolving Loan Fund: Administration Comm. Chair Standafer said the County has accepted the block grant requirements in order to develop a revolving loan fund. Two loans have been made (Prism Plastics and Emerald Dairy) and repayment has started. Standafer suggests the County look at all resources to minimize County staff time because there is concern regarding staff time needed to make further loans from the revolving fund. He also recommended the County be a participating entity rather than a direct loan agency. The County' s loan fund could 2 become a part of the bank loan made to an individual or company. County staff would not have to determine loan eligibility, debt financing, owner' s equity, and other criteria. Standafer introduced Ann Raid from West Central Regional Planning (WCRP) . Raid meets with County staff to determine roles and responsibility. She said Clark County chose to transfer all revolving loan responsibility to their Economic Development Corporation. A loan committee was formed comprised of two County Board members and three Economic Devlopment members (preferably one of these five would have lending experience) . This could be an option for St . Croix County to consider. Timmerman outlined past actions of the County Board. A Loan Advisory Comm. was established in 1997 with only Suprs. Linda Luckey and Gerald Peterson appointed. This committee has never met or been fully established. Policy and Procedure Guidelines for a Revolving Loan Fund were adopted by the Board on June 17, 1997 . Raid was unaware of these Guidelines adopted. Timmerman also said he has no expertise in the loan business . Brown said we can decide to use the mechanism in place or propose a different system for the loan fund. He offered to be a liaison with staff and develop options to present to Finance at the March meeting. Committee agreed to this proposal . Clerk of Court: Brown said Lori Meyer Frascht plans to attend a National Court meeting in Kansas City at a room rate of $110 per night which exceeds the County' s $55 guideline. She obtained very low air fare to compensate for the high room rate. Motion by Giese, 2" by Dorsey to approve the $110 room rate for March 19, 20, 21, 2000 . Carried. Section 125: Personnel Director Deb Kathan explained the plan which will be offered to non represented employees at this time. Section 125 allows an employer to take pre-tax dollars per approval of the employee to set aside to use for health and dental insurance premiums, eye glasses, laser surgery, orthodontist and other uncovered medical expenses plus child care expenses . The Administrator of the plan pays the bills as they come in. The employee needs to zero out the account at the end of the year. Any money remaining in an employee ' s account reverts to the employer. The County does not pay FICA (7 . 650) on the amount set aside. Retirement is not affected. Brown said an outside administrator is usually hired with a charge on basis of employee use per month. The cost to the County is less than savings from FICA and interest on the money. Motion by Giese, 2nd by Dorsey to request bids for a Section 125 Plan Administrator. Carried. Insurance Discussion: Brown noted the Workers ' Comp insurance is self funded and administered by Wausau Insurance. There is a $100, 000 to $150, 000 savings by self funding and he recommends staying with Wausau Insurance. 3 The stop loss coverage is $300, 000 per incident or accident . Committee may want to consider changing stop loss to $250, 000 since we have never had an incident costing that amount . Motion by Dorsey, 2nd by Giese to continue with $300, 000 stop loss for Workers ' Comp. Carried. Brown received a bill from Hartford insurance for boiler and machinery breakdown. He asked for a claims history and we do not have one. Any property insurance claims have been paid by the WI State Government Insurance. Brown sent our State policy to Hartford for review to see if the County is duplicating their insurance. The Hartford agent asked for more time to review. The premium is $6, 000 and is due March 1 . This insurance may have been purchased when the incinerator was in operation and there was an old boiler at Health and Human Services. It may be no longer necessary to carry since the incinerator is gone and the boiler has been replaced. Brown recommends not paying the $6, 000 premium. He will also send a memo to departments requesting all property damage be reported to Maintenance and then Maintenance report to Administration. The Committee will meet prior to County Board on Feb. 15 to decide either to drop or retain the Hartford policy. Corporation Counsel: Timmerman withdrew his request for contingency fund money for the new computers approved in the budget . Brown said Microsoft 2000 is coming out in mid February with a higher price of about $200 . However, the County is eligible for a government discount of nearly $200 so there will be little increase in price. Boche asked about part of the incinerator building left on the site and Timmerman said Mr. Slowe will be removing it . Recycling Request: A recycling event for computers, TV' s and other electronics is scheduled for June 3, 8 : 00 a.m. to 1 : 00 p.m. Recycling Specialist Mary Barney has requested using the lower level parking lot at the Government Center so workers have access to bathroom facilities. Motion by Giese, 2nd by Boche to approve use of the lower parking lot for recycling of electronics on June 3 . Carried. Computer Services Job Descriptions: Computer Services Director Tom Boron said these jobs have changed since they were first done and he recommended approval of the new job descriptions. If approved, they will be referred to negotiations for the pay issue. Motion by Dorsey, 2nd by Boche to approve the new job descriptions as presented. Carried. Motion by Giese, 2nd by Dorsey to adjourn. Meeting adjourned at 11 :30 a.m. u-t �7, Sue E. Nelson Recording Secretary 4