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HomeMy WebLinkAboutFinance 07-09-09 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday July 9, 2009 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1101 Carmichael Road Hudson, Wisconsin CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: August 6, 2009 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: June 4, 2009 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. County Clerk Report a. Election Report b. Domestic Partnership Certificate Implementation 4. Human Resources report a. New Employees and Position Vacancies b. FMLA Policy c. Update on Springsted Project d. Sheriff Request re: Y Court Security Position — 10:00 a.m. 5. Building Services Report a. AgCenter Roof b. Government Center Building Update c. Capital Outlay Planning d. Review of Air Conditioner Failure in the Nursing Home ** e. Sidewalk Repair at Transition House on New Richmond Campus ** 6. Information Technology Report a. Time & Attendance Update b. Emailing Archiving c. 2010 Summer Intern 7. Corporation Counsel Report a. Work -flow Summary b. Pending Legal Concerns 8. Finance Director Report a. Financial Reports b. 2010 Retirement Rates 9. Administrative Coordinator Report a. Buildings Facilities Planning Committee Request for Funding for Facilities Plan with Short Elliot Hendrickson (SEH) b. Administration Suite Office Space Options c. Federal Stimulus Options for St. Croix County d. 2010 Budget 10. Short and Long Term Planning Goals ADJOURN (Items may be taken in different order) * *Additions /Changes /Corrections Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 3:13 PM 7/6/2009 OFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting July 9, 2009 Meeting called to order by Vice -Chair Wentz at 8:30 a.m. Present: Clarence Malick, Esther Wentz, Sharon Norton- Bauman and Dave Peterson. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Corporation Counsel Greg Timmerman, Building Services Director Art Tobin, Human Resources Administrator Tammy Funk, Information Services Director Tom Boron, County Clerk Cindy Campbell, Sheriff Dennis Hillstead, Chief Sheriff's Deputy John Shilts, Register of Deeds Beth Pabst, Judges Scott Needham, Eric Lundell, Howard Cameron and Edward Vlack, and District Attorney Eric Johnson. Others present: Supervisors Roger Rebholz Julie Speer, and John Borup. Judy Wiff, Norm Matzek, and David Simons of SEH. Absent: Daryl Standafer. Motion by Norton- Bauman, 2 nd by Peterson to adopt the agenda. Carried unanimously. Motion by Malick, 2 nd by Peterson to approve the June 4, 2009 minutes. Carried unanimously. 1. Review of Vouchers. Norton - Bauman reviewed the vouchers. No issues reported. Peterson to review in July and Wentz in August. 2. Treasurer's Report. a. Treasurer's Reconciliation. The monthly reconciliation report was reviewed as presented by Treasurer Laurie Noble. 3. County Clerk Report a. Election Report. Campbell reported on an Accountability Board review of the last state election. Options considered include e -poll books and early voting. She noted she will have upgrades to own system coming and is considering purchasing software to improve her office's election work. She noted there will be four elections in 2010. b. Domestic Partnership Certificate Implementation. Campbell reported her office will be issuing domestic partnership certificates starting in August. The charge will be the same as marriage licenses. 4. Human Resources Report a. New Employees and Position Vacancies. Funk reviewed the status of prospective, new and recent position vacancies. b. FMLA Policy. Funk reviewed the existing policy. She is still working on with Timmerman on possible policy changes. c. Update on Springsted Project. Funk reviewed the status of the Springsted project. Finance Committee July 9, 2009 Page 2 of 4 Progress has been made on position descriptions. Still this summer a market comparison will be done. d. Sheriff Request re: 3` Court Security Position —10:00 a.m. The Sheriff and judges attended in support of the third court security position. The Sheriff explained that due to lower fuel prices and a military leave, his 2009 budget can fund this position, as was discussed in last year's budget review. The Sheriff reviewed some court security issues and its need. Motion by Malick, seconded by Norton- Bauman to approve the filling of the position. Passed unanimously. The position can be filled immediately. 5. Building Services Report a. AgCenter Roof. Tobin reviewed the status of the AgCenter roof. Currently he is about ten days from deciding on a bid proposal and corporation counsel review. b. Government Center Building Update. Tobin reported the chillers are installed and operating. Boilers will be put in the next week. Roof and wall work continues. Work will take place to look into the east side wall of the building. c. Capital Outlay Planning. Tobin passed out his five- year capital outlay plan. He reviewed with the Committee the cooling tower, computer storage, gas pump replacement, jail repainting and cameras replacement, AgCenter access issues, HHS cameras and card readers, HHS carpet and parking lot lighting. d. Review of Air Conditioner Failure in the Nursing Home. Tobin reviewed the nursing home air conditioner damaged in a recent storm. He complimented the nursing home staff for their response to that situation. The repair will be covered by insurance and amounts to about $12- 14,000. e. Sidewalk Repair at Transition House on New Richmond Campus. Tobin noted repair needed to the sidewalk at the transition house will be done internally by his staff.. 6. Information Technology Report a. Time & Attendance Update. Boron reported on the testing and implementation of the law enforcement software, expected to be up and running within the next month. b. Emailing Archiving. Boron reviewed his work with Timmerman on this. Issues are being worked through. 120 days as a cutoff for retention appears to be where they are headed at the moment. Timmerman reviewed several issues that will need to be addressed in a policy. c. 2010 Summer Intern. Boron is considering an intern for next summer. The Committee expressed its support. 7. Corporation Counsel Report. a. Work -flow Summary. Timmerman reviewed his work for the month of June. He noted he will be making a considerable time commitment to reviewing jail policies. Discussion of the time demanded from departments of the Corporation Counsel. b. Pending Legal Concerns. Timmerman noted no pending legal concerns at this time. 8. Finance Director Report. Finance Committee July 9, 2009 Page 3 of 4 a. Financial Reports. Pietrick reviewed finance reports. Based on current collection rates, she feels wheel tax collections will be close to budget. Sales tax was a bit low in 2008, but thinks 2009 collections will be close to budget. She reviewed the LAW settlement relative to the contingency fund. b. 2010 Retirement Rates. Pietrick reviewed the state's retirement system rate ' increase will mean about a 1% increase over last year, or a bout $189,000 more for the 2010 budget. The retirement system has been hurt by the market downturn. 9. Administrative Coordinator Report. a. Buildings Facilities Planning Committee Request for Funding for Facilities Plan with Short Elliot Hendrickson (SEH). Dave Simons reviewed SEH's discussions with the Building Facilities Planning Committee, chaired by Rebholz, and that committee's request for funding a facilities study to be done by SEH. The work of the Building Facilities Planning Committee has reached a stage where additional planning assistance is needed to advance the County's building issues to action steps. The study would not exceed $30,000, would be done within four months and be coordinated with the plan being developed with the nursing home. Simons outlined the study in three phases and reviewed his approach with the Committee, including reviewing all studies previously done. Finance's role would be to find and approve funding for the study. Motion by Malick, second by Peterson to use contingency funds to pay for the SEH building study. Norton- Bauman stated concerns with the timing. Malick asked Simons to provide what is needed to assist the nursing home study. Passed unanimously. b. Administration Suite Office Space Options. Whiting reported two staff members have been moved into different offices in the suite. The Board Chair's office is now in the old sick room. Further changes are being considered by the staff and will be brought to the Committee later likely as part of the 2010 budget. c. Federal Stimulus Options for St. Croix County. Whiting reviewed federal monies that have come into the County, but not necessarily the County organization. He reviewed low interest borrowing options available to the County and his effort to utilize an individual assisting Dunn County in searching for and securing stimulus funds. He will continue to look for what is available to the County. d. 2010 Budget. Whiting and Pietrick reviewed the 10% levy cut instructions and the discussions with department heads. Pietrick shared the department by department levy cuts given to departments to work with in their budget proposals. The Committee discussed inviting the librarians in with letters of support if they want to exceed the current levy funding level. Motion by Malick, seconded by Norton- Bauman to invite the librarians in to meet with the Committee with letters of support from their jurisdictions. Passed unanimously. Pietrick pointed out the library levy does not count against the County's levy limit. 6. Short and Long Term Planning Goals — The Committee reviewed briefly its strategic initiatives from the goal setting session. There being no further business, the meeting adjourned at 12:40 p.m. Finance Committee • July 9, 2009 Page 4 of 4 Sharon Norton - Bauman, Secretary Chuck Whiting, Recording Secretary