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HomeMy WebLinkAboutFinance 04-09-09 NOTICE OF COMMITTEE MEETING AND AGENDA a. ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday April 9, 2009 — 8:30 A.M. LOCATION: Room 1281, St. Croix County Government Center, 1 101 Carmichael Road Hudson, Wisconsin CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: May 7, 2009 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: March 5, 2009 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation b. Resignation of Treasurer ** 3. Human Resources report a. NeoGov b. New Employees and Position Vacancies c. Staffing Study 4. Information Technology Report a. Request to Exceed Lodging Rate ** 5. Building Services Report a. Building Projects Bid Results 6. 911 Bullberry Mapping System and City Watch Mass Notification Funding — Emergency Communications Director 7. Corporation Counsel Report a. Review of Hessler Case Settlement ** 8. Finance Director Report a. Financial Reports b. Review of 2008 Preliminary Audit 9. Administrative Coordinator Report a. Review of Highway 64 and CTH K Status b. Discussion of 2010 Budget Goals and Objectives 10. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session 11. Closed session pursuant to Wis. Stats. § 19.85(1)(c) to consider performance evaluation data of the following public employees over which the committee exercises responsibility: a. Building Services Director b. Information Technology Director c. Corporation Counsel Reconvene in open 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. 7:54 AM 4/7/2009 OFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting April 9, 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, Emergency Communications Director Casey Swetlik, Accountant /Fiscal Manager Jennifer Pempeck, and Register of Deeds Beth Pabst. Others present: Julie Speer, Judy Wiff and Norm Matzek. Motion by Wentz, 2 nd by Peterson to adopt the agenda. Carried unanimously. The Committee discussed the next meeting date and moved the May meeting to Tuesday, May 5 beginning at 8:30 a.m. Motion by Wentz, 2nd by Norton- Bauman to approve the March 5, 2009 minutes. Carried unanimously. 1. Review of Vouchers. Review completed by Peterson who had reviewed questions with Pietrick before the meeting. 2. Treasurer's Report. a. Treasurer's Reconciliation. The monthly reconciliation report was reviewed. b. Resignation of Treasurer. Slind reviewed her resignation effective May 29. The Committee thanked Slind for her work as Treasurer. The Committee discussed options for replacing and favored recommending an appointment process to the Board consisting of advertising in all County papers for the position instead of a special election. The Committee discussed having an application review group made up of Funk, Speer, Wentz and other interested Board members, having an interview group made up of Standafer, Pietrick, Whiting, Funk and Norton - Bauman and other interested Board members, with a recommended candidate presented to the County Board. All this is to be put in a resolution for the April 21 Board meeting. Motion by Wentz, second by Norton - Bauman to recommend managing a Treasurer hiring process rather than a special election for Board action on the final appointment rather than a special election. Motion passed unanimously. 3. Human Resources Report a. NeoGov. The Committee followed up on last months discussion and reviewed a cost - benefit analysis from NeoGov regarding paper and time savings resulting from use of their product in the County's hiring process. The consensus of the Committee was that the software would be beneficial to the County and the Human Resources department in achieving efficiencies and cost savings, but members expressed concerns over the timing of purchasing the product outside of the budget process. Vacancies in the department and cost savings from the product would likely offset purchasing the product. Motion by Malick, second by Peterson to move to Finance Committee March 5, 2009 Page 2 of 3 acquire the NeoGov human resources software. Voting Aye: Malick, Peterson, Norton- Bauman. Voting Nay: Standafer, Wentz. b. New Employees and Position Vacancies. Funk reviewed the status of new and recent position vacancies. Her report will be forwarded to Board members. C. Staffing Study. The Committee discussed the intentions of Board Strategic Initiative #5 regarding staffing levels. Whiting reviewed data collected by his intern and a staffing study done by Springsted for another community. The Committee discussed the merits of such a study and ways to do them. The consensus of the Committee was to review with the County Board what data has been collected and seek more specificity of the intent of the strategic initiative before proceeding on a formal study. 4. Information Technology Report a. Request to Exceed Lodging Rate. IT Director Tom Boron presented a request to exceed the lodging rate for a GIPAW conference May 13 and 14, at a rate of $89 a night. Motion by Wentz, second by Peterson to approve the request to exceed the lodging rate. Carried unanimously. 5. Building Services Report a. Building Projects Bid Results. Tobin reported on bid status for the various Government Center projects taking place. He has had a preconstruction meeting with the contractors and expects work to begin before the end of the month. 6. 911 Bullberry Mapping System and City Watch Mass Notification Funding — Emergency Communications Director. Casey Swetlik reported on the mass notification and 911 mapping projects funding status. He proposed on behalf of his Committee to use the 911 Wireless grant funds to support $6,500 in costs for the CityWatch Mass Notification project as opposed to his department's 2008 budget and $18,200 for the Bullberry 911 mapping project as opposed to his 2008 department budget. Pietrick had reviewed this option as appropriate since the 2008 budget is closed. Motion by Malick, second by Wentz to approve as presented. Carried unanimously. 7. Corporation Counsel Report. Timmerman reported that a tentative lawsuit settlement was reached last week. No details will be given until the settlement is final. The Committee took a break from 9:50 to 10:05 a.m. 8. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of February 28, 2009 was $41,492,174.13. 2009 vehicle registration fees for February registrations received in March was $55,885.48 for a total of $106,254.50 for the year. b. Review of 2008 Preliminary Audit. Pietrick gave an overview of the General Fund pre- audit. There were some unanticipated revenues in 2008, such as those from the closure of the Hudson TID. Overall, preliminarily revenues exceeded budget by $506,431 and expenditures were $1,313,418 under budget for the General Fund. Final audit figures should be ready early summer. The Committee discussed some foreseeable budget issues, including anticipating $600,000 in fewer Finance Committee March 5, 2009 Page 3 of 3 revenues from the proposed state budget for human services. Pietrick is to give a financial overview to the Board at the April 24 goal setting session. 8. Administrative Coordinator Report. a. Review of Highway 64 and CTH K Status. Whiting reported on discussions with the City of New Richmond on redesign options on CC, Highway 64 and CTH K that would have involved use of the County's farm property. The City was hoping to capitalize on stimulus funds, but withdrew due to environmental review period restrictions. The Committee discussed the merits of options regardless for future consideration. b. Discussion of 2010 Budget Goals and Objectives. The Committee discussed direction to pursue for the upcoming 2010 budget and reviewed the pros and cons of last year's 5 and 10% expenditure reduction goals relative to a similar objective tied to levy reductions. Motion by Malick, second by Norton- Bauman to include in the 2010 budget instructions a requirement for departments to forecast proposed budgets with a 10% levy funding reduction as a planning tool. Carried unanimously. 9. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session. Whiting reviewed the Administration Committee's work on the April 24 goal setting session. Several strategic initiatives involve Finance to report on the 24 Whiting will put together a brief summary of the status of all initiatives set at last year's session. The Committee took a break from 11:45 to 11:50 a.m. 10. Closed session pursuant to Wis. Stats. 19.85(1)(c) to consider performance evaluation data of the following public employees over which the committee exercised responsibility: a. Building Services Director b. Information Technology Director C. Corporation Counsel Motion by Malick, 2nd by Wentz to move into closed session pursuant to Wis. Statutes §19.85(l)(c) to consider performance evaluation data of the following public employees over which the committee exercises responsibility — Building Services Director, Information Technology Director, Corporation Counsel. Roll call: All ayes. (11:51 a.m.). Motion by Malick, 2 nd by Wentz to reconvene into open session (1:44 p.m.). Carried unanimously. Meeting adjourned at 1:50 p.m. Sharon Norton- Bauman, Secretary Chuck Whiting, Recording Secretary