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HomeMy WebLinkAboutFinance 06-04-09 NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday June 4, 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: July 9, 2009 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: May 5, 2009 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. Human Resources report a. New Employees and Position Vacancies b. Status of Treasurer Search c. FMLA Policy d. PTO Donation Policy ** 4. Building Services Report a. AgCenter Roof b. Government Center Building Update c. Mower Expenditure d. Capital Outlay Planning 5. Corporation Counsel Report a. Work -flow Summary b. Pending Legal Concerns 6. Finance Director Report a. Financial Reports b. 2010 Budget Instructions c. Capital Outlay Planning 7. Administrative Coordinator Report a. Review of HHS Committee Consideration of Consultant— 9:30 ** b. Administration Suite Office Space Options c. Governor's Proposed Changes to Insurance Laws d. Capital Outlay Planning 8. 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. 4:50 PM 5/28/2009 OFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting June 4, 2009 Meeting called to order by Chair Standafer at 8:30 a.m. Present: Clarence Malick, Daryl Standafer, 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, HHS Director Fred Johnson, Nursing Home Administrator Frank Robinson. Others present: Roger Rebholz, Duncan McDougall of Pathways Health Services, Judy Wiff and Norm Matzek. Motion by Wentz, 2 nd by Peterson to adopt the agenda. Carried unanimously. Motion by Malick, 2 nd by Wentz to approve the May 5, 2009 minutes. Carried unanimously. 1. Review of Vouchers. Review completed by Malick who reported no issues. 2. Treasurer's Report. a. Treasurer's Reconciliation. The monthly reconciliation report was reviewed as presented. 3. Human Resources Report a. New Employees and Position Vacancies. Funk reviewed the status of new and recent position vacancies. b. Status of Treasurer Search. Funk reported the County received 53 applications for the Treasurer position. Eleven were interviewed and three of those interviewed a second time. A top candidate has been determined by the interview group and is currently having background done. Passing the background check, the name will be forwarded to the County Board June 16 C. FMLA Policy. Funk requested this be addressed at the July meeting. d. PTO Donation Policy. Funk reviewed minor changes proposed to the PTO donation policy. The changes address placing donated PTO into the applicants' long -term sick bank, and changes pro- rating work done on a partial schedule. Motion by Malick, 2 nd by Wentz to approve the proposed changes to the PTO Donation Policy. Passed unanimously. d. Building Services Report a. AgCenter Roof. Tobin introduced Curt Reed from Roof Spec who reviewed problems that have developed with the roof at the AgCenter that will result in much of its replacement. Reed reviewed a metal roof option for an estimated $232K and a shingle roof option for an estimated $103K. The Committee preferred the shingle option based on cost and prospective life of the work. Discussion on replacing the roof this year as opposed to next year. Reed recommended the roof be replaced this year. The project will be paid for from the Capital Projects Fund. Motion by Malick, 2 nd by Wentz to authorize bids for the asphalt shingle roof replacement option as recommended by Roof Spec. Passed unanimously. b. Government Center Building Update. Tobin reviewed the roof replacement project on the Government Center building. He reported the generators are being repurposed at the Highway Department. He and Reed reviewed an additional issue found with the windows on the Finance Committee June 4, 2009 Page 2 of 3 west side of the building that will result in re- caulking and related minor work which will cost an estimated $1,500, and some replacement of window components covered under warranty. Tobin covered leakage issues in the walls and foundation. c. Mower Expenditure. Tobin reviewed his contracted mowing costs. These costs are down from last year considerably from $175 to $110 per mowing. For the non - contracted work area, Tobin proposed using his currently budgeted $16,000 for purchasing a new mower this year and acquiring a broom attachment for winter work at the end of the year as budget allows. This change will likely exceed the capital outlay amount budgeted for just the mower. Coupled with trades and year end budget status, a Kubota unit may be able to fit within budget. Motion by Malick, 2 „ d by Peterson to approved Kubota unit purchase without the brush. Passed unanimously. d. Capital Outlay Planning. Tobin did not have time to prepare on this item and will report next month. 4. Corporation Counsel Report. a. Work -flow Summary. Timmerman reviewed his work for the month of May. 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. 5. Finance Director Report. a. Financial Reports. Pietrick reviewed finance reports. Concern again over sales tax revenues. Committee discussed levy limit, reviewed budget projections and bond proceeds for current projects. b. 2010 Budget Instructions. Pietrick reviewed drafted instructions which include previously discussed 10% levy reductions by department. Discussion about gasoline purchasing and rental vehicles. Committee agreed by consensus with the draft budget instructions. Pietrick will distribute to department heads later this month. C. Capital Outlay Planning. Pietrick reviewed the one item on her department's capital outlay plan, being new financial software. Discussion on the status of the current software and its use, plus options for how the County may go about determining new software. 8. Administrative Coordinator Report. a. Review of HHS Committee Consideration of Consultant. Fred Johnson introduced the new nursing home administrator Frank Robinson, and Duncan McDougall from Pathways Health Services. Johnson noted Robinson's background will assist the County in developing plans for long -range senior living and health services. MacDougal gave a presentation on a proposal made to the HHS Committee to develop a shared long -term vision for senior health care. The Committee reviewed the purpose of the HHS study with Pathways and what options may mean for the County. The Committee concluded that the information developed in the study would assist the County with its decision - making, but discussed several studies that have been done and need not be repeated, but instead build off of them. Whiting also noted that the Building Facilities Planning Committee was created to address building issues, not the least of which is the HHS Finance Committee June 4, 2009 Page 3 of 3 facility. The Pathways study should compliment the work of that committee and not duplicate it. The Building Facilities Planning Committee will likely come forward in July with its own request for a consultant study as well. Whiting pointed out that while neither study is budgeted for, the HHS Board can make its commitment but agreed that communicating with the Finance Committee today and later the County Board was the appropriate approach to explaining the need for the study. McDougall noted there will be opportunities for stakeholder input. b. Administration Suite Office Space Options. Whiting addressed office space needs in the Administration suite with the new accountant position and availability of space for the County Board Chair. Options were reviewed that would accommodate needed space and improve security for the suite. The Committee agreed to review it further at the next meeting. C. Governor's Proposed Changes to Insurance Laws. Whiting reviewed a letter from WMMIC regarding the Governor's proposed budget legislation that shifts insurance liability to local governments. The Joint Finance Committee had made some changes that had not been reviewed by WMMIC yet. d. Capital Outlay Planning. Whiting reviewed the status of capital outlay plans currently held by departments. Much revision is likely pending the budget process. 9. 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. Sharon Norton- Bauman, Secretary Chuck Whiting, Recording Secretary