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NOTICE OF COMMITTEE MEETING AND AGENDA
ST. CROIX COUNTY
FINANCE COMMITTEE
DATE AND TIME: Tuesday May 5, 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: June 4, 2009
APPROVAL OF MINUTES OF PREVIOUS MEETINGS: April 9, 2009
OLD AND NEW BUSINESS:
1. Review of Vouchers
2. Treasurer Report
a. Monthly Reconciliation
3. Clerk of Court Report
a. Collections Update
4. Human Resources report
a. New Employees and Position Vacancies
b. Status of Treasurer Search
c. FMLA Policy
d. Victim/Witness Office Staffing -- Addition of a Victim Services Assistant Position **
e. 10:00 a.m. Joint Meeting with Ad Hoc Negotiations Committee - Closed session per WI
Stat. 19.85 (1) e to discuss bargaining strategy for upcoming negotiations with collective
bargaining units. Reconvene into open session. " **
5. Information Technology Report
a. Time and Attendance Software Modification Quote
b. Minnesota Counties Computer Cooperative Conference
6. Building Services Report
a. AgCenter Roof
b. Government Center Generators Repurposing
7. Corporation Counsel Report
a. Summary of Work Done in April
b. Review of Hessler Case Settlement **
8. Risk Manager Report
a. Resolution Authorizing Continuation of Self- Insured Worker's Compensation Program
9. Finance Director Report
a. Financial Reports
10. Administrative Coordinator Report
a. Review of Treasurer Vacancy Per County Board By -Law Article VI Section E
b. Review Grant Application for Funding the Victim Services Assistant Position in 2009 under the
"Recovery Act: Edward Byrne Memorial Justice Assistant Grant (JAG) Program " **
11. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session
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.
8:01 AM 5/1/2009
OFFICIAL
MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE
Regular Meeting May 5, 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, Treasurer Cheryl Slind, Information Technology Tom Boron, Building Services
Director Art Tobin, Human Resources Administrator Tammy Funk, Clerk of Courts Lori Meyer,
District Attorney Eric Johnson, DA Office Manager Cathy Halverson, Victim/Witness Coordinator
Ann Gustafson and Risk Manager Kristen Ziliak. Others present: Roger Rebholz, Dave Ostness,
Cindy Leonard, Richard King, Julie Speer, Judy Wiff and Norm Matzek.
Motion by Wentz, 2 nd by Norton - Bauman to adopt the agenda. Carried unanimously.
Motion by Malick, 2„d by Wentz to approve the April 9, 2009 minutes. Carried unanimously.
1. Review of Vouchers. Review completed by Wentz who reported no issues. Malick to
review next month.
2. Treasurer's Report.
a. Treasurer's Reconciliation. Treasurer Slind was not present. The monthly
reconciliation report was reviewed. It was noted service charges were high due to two months of
corrections.
3. Clerk of Court Report
a. Collections Update. Meyer reviewed the most recent collections figures in a new
report format. Consensus was that progress is being made.
4. 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 has received 40 applications
for the Treasurer position. Discussion ensued with Chair Rebholz on the selection of application
review and interview panels. Rebholz will announce his selections later.
C. FMLA Policy. Funk requested this be addressed at the next meeting.
d. Victim/Witness Office Staff — Addition of a Victim Services Assistance Position.
Eric Johnson, Halverson, Gustafson presented a request for this new position. Funding consisting
of grants from Wisconsin DOJ Victim/Witness Services Assistance funds and from the Edward
Byrne Memorial Justice Assistance program covers the $51,800 position. These funding sources
will cover the position through 2011, after which the County would have to choose to fund.
Discussion ensued on the need for the position. Motion by Peterson, second by Norton- Bauman to
approve the position contingent upon receiving grant funding. Passed unanimously. Motion by
Finance Committee
March 5, 2009
Page 2 of 3
Malick, second by Wentz to approve recommending the County Board authorize the submittal of
the Byrne grant application. Passed unanimously.
The Committee took a break from 9:55 to 10:00 a.m.
e. 10:00 a.m. Joint Meeting with Ad Hoc Negotiations Committee — Closed Session per
WI Stat. 19.85 (1) a to discuss bargaining strategy for upcoming negotiations with collective
bargaining units. Motion by Norton- Bauman, second by Wentz to go into closed session with the
Ad Hoc Negotiations Committee. Passed unanimously. The Committee went into closed session at
10:02 a.m. Motion by Wentz, second by Malick to reconvene into open session. Passed
unanimously. The Committee reconvened in open session at 11:05 a.m.
5. Information Technology Report
a. Time and Attendance Software Modification Quote. IT Director Tom Boron
presented a quote to the Committee to purchase software modification to address time and
attendance software for the Sheriff's Department payroll in the amount of $12,500. Motion by
Malick, second by Peterson. Passed unanimously.
b. Minnesota Counties Computer Cooperative Conference. Boron reviewed the
request and withdrew it citing its similarity to his state conference. Whiting noted that the purpose
of reviewing this stemmed from a discussion he had had with other counties regarding a collective
purchase of county relevant software. The Committee asked for the update on the email policy.
6. Building Services Report
a. AgCenter Roof. Tobin reviewed problems that have developed with the roof at the
AgCenter that will result in much of its replacement. Problems consist of cracks in the decking, bad
shingles, leakage and nailing popping up. No mold has been found. Tobin presented a proposal by
Roof Spec, Inc. for a repair estimate of $54,000. Metal roofing opposed to shingles was discussed.
Further review to come at the June meeting.
b. Government Center Generators Repurposing. Tobin reviewed the generator and
the roof projects. The generators being removed from the Government Center will be repurposed at
the Highway Department. Wentz noted Tobin would turn 50 the next week.
7. Corporation Counsel Report.
a. Summary of Work Done in April. Timmerman reviewed his work for the month of
April. Discussion of the time demanded from departments of the Corporation Counsel.
b. Review of the Hessler Case Settlement. Timmerman reviewed the $lm settlement
of the Hessler case of which the County will pay $250,000. Terms included no admission of
liability, but concerns existed that favored reaching a settlement. The circumstances behind the
claim have been reviewed with the Sheriff and jail management to avoid issues in the future. Speer
noted jail procedures the Public Protection Committee is aware of.
8. Risk Manager Report
a. Resolution Authorizing Continuation of Self- Insured Worker's Compensation
Finance Committee
March 5, 2009
Page 3 of 3
Program. Ziliak presented this resolution for Board approval. The state requires this authorization
from self insuring entities like the County every three years. Motion by Malick, second by Wentz
to forward the resolution to the Board for approval. Passed unanimously.
9. Finance Director Report.
a. Financial Reports. General Fund Cash and investments balance as of March 31,
2009 was $41,548,661.88. 2009 vehicle registration fees for March registrations received in April
was $68,915.70 for a total of $175,170.20 for the year. General discussion about interest rate
earnings and options for better returns. Other budget issues were reviewed, specifically the
variance in gas prices from last year.
8. Administrative Coordinator Report.
a. Review of Treasurer Vacancy Per County Board By -Law Article VI, Section E.
Whiting reported he saw no efficiencies or improvements in the organization that warranted a
change from the current requirements of the Treasurer position. The Committee agreed.
b. Review of Grant Application for Fund the Victim Services Assistant Position in
2009 under the "Recovery Act: Edward Byrne Memorial Justice Assistant Grant (JAG)
Program. Action on this item took place under Agenda Item 4a.
9. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session.
General discussion on the Board goal setting session of April 24. Committee size, better issue
understanding and information sharing, per diem changes, trust between committees, and board
experience were reviewed.
Meeting adjourned at 1:50 p.m.
Sharon Norton - Bauman, Secretary
Chuck Whiting, Recording Secretary