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HomeMy WebLinkAboutFinance 03-05-09 t ' ' NOTICE OF COMMITTEE MEETING AND AGENDA ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday March 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: April 9, 2009 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: February 12, 2009 OLD AND NEW BUSINESS: 1. Review of Vouchers 2. Treasurer Report a. Monthly Reconciliation 3. County Clerk 4. Circuit Court a. Request to Exceed Lodging Limit — 8:45 a.m. ** 5. Clerk of Court Report a. Update on Collections 6. Human Resources report a. NeoGov Program Presentation — 9:00 a.m. 7. Building Services Report 8. Finance Director Report a. Financial Reports b. Funding of Government Center Wall Replacement c. Review of Staffing and Position Vacancies d. Request to Exceed Lodging Limit ** 9. Administrative Coordinator Report a. Introduction of Intern - 10:30 a.m. b. 2010 Budget Schedule c. Resolution for Board Consideration of Agreement for NACo Prescription Discount Card Program d. Review of Ag Center Lease Terms and Agreement ** 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 d. Administrative Coordinator 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. 8:45 AM 3/4/2009 OFFICIAL — approved 419109 MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting March 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 and County Clerk Cindy Campbell. Others present: Roger Rebholz, Dave Ostness, Julie Speer, and Norm Matzke. Motion by Wentz, 2nd by Peterson to adopt the agenda. Carried unanimously. Standafer stated the next scheduled meeting is April 9, 2009 beginning at 8:30 a.m. Motion by Malick, 2 by Wentz to approve the February 12, 2009 minutes. Carried unanimously. 1. Review of Vouchers. Review completed by Norton- Bauman and Peterson. Norton - Bauman reviewed questions with Pietrick before the meeting. 2. Treasurer's Report. a. Treasurer's Reconciliation. The monthly reconciliation report was reviewed. Standafer suggested the county have the ability to have a corporate sweep account and urged Pietrick to review options with the bank. 3. County Clerk. Cindy Campbell highlighted proposed legislation regarding eliminating the spring elections and move all contests to the fall election and the proposal for County Clerks to issued domestic partnership declarations and terminations. 4. Circuit Court a. Request to Exceed Lodging Limit — 8:45 a.m. Judge Vlack indicated Circuit Court has budgeted $5,000 for training. Training is being offered this June in Anaheim, California. The lodging rate is $193.00 — three people from St. Croix County will be attending and need two rooms for four nights. Judge Vlack stated the value of this training with an emphasis on creating a juvenile treatment court. Motion by Malick, 2 by Wentz to approve. Carried unanimously. 5. Clerk of Court Report. a. Update on Collections. Clerk of Court Lori Meyer provided total collections for 2008 in the amount of $220,000 which is a direct result of meeting with defendants, assessing their ability to pay and enforcing payment plans. Meyer explained the cost for the collection clerk position through December 31, 2009 for the fifty percent of time devoted to payment plans is approximately $28,500. The net result to the County is $190,602 in revenue. Payment plan fee collections total $5,200. Delinquent cases collection total $19,000; wage assignment collections total $8,424; and Huber payments total $1,000. In summary, the collection clerk results for 2008 generated $255,845. Discussion regarding the process. Meyer noted additional staff time in Finance Committee March 5, 2009 Page 2 of 4 tracking the collections and asked if the Finance Committee wanted to continue this labor intensive process. Standafer would like a report on the accomplishments and would like to see a summary. 6. Human Resources Report a. NeoGov Program Presentation — 9:00 a.m. Whiting stated this was discussed last month and the Finance Committee agreed to look at this product which is work force management in the public sector environment. NeoGov overview given by Michael Jordan via telephone and web conference. Jordan stated this program would assist Human Resources in recruitment, selection and hiring workflow automation. NeoGov is used in Eau Claire County and a demonstration provided using the Eau Claire County website. Review of job posting, recruiting plan, evaluation steps, advanced filters and eligible lists. Costs reviewed — annual maintenance fee, training costs, etc. Jordan quoted a cost of $10,700 for 2009. No action. 7. Building Services Report. No report. 8. Finance Director Report. a. Financial Reports. General Fund Cash and investments balance as of January 31, 2009 was $37,817,890.80. 2009 vehicle registration fees for January registrations received in February was $50,369.02.2008 sales tax short fall was $184,489.07. Discussion regarding sales tax revenues. 2009 Contingency Fund balance is $250,000. Expenditure and Revenue Summary Reports reviewed. Discussion regarding reduction in grants. Discussion regarding appropriate contractions that can be done department by department that will result in budgeted funds not being spent. b. Funding of Government Center Wall Replacement. Pietrick asked for designation from which the wall replacement will be paid. Funds for the HVAC and roof replacement were borrowed. Pietrick stated the balance in the Capital Project Fund is approximately $800,000 (funds for property taken by DOT and U.S. Fish and Wildlife). Malick suggested putting this off for a month. Pietrick stated a disbursement has been made to the engineer. She'll continue to pay and create a list to be brought back to the Finance Committee. Discussion regarding stimulus funding and the money paid to municipalities. Discussion regarding the condition of the roof at the Ag Center in Baldwin. C. Review of Staffing and Position Vacancies. Whiting indicated after last month's meeting vote and the announcement of Linda Brown's retirement leaving two vacancies in the Human Resources (HR) and Finance Departments and felt another review was necessary. Pietrick and Funk worked on options. Pietrick indicated to keep funding neutral for 2009 she is looking for June 1 start for an accountant or accountant/office manager. Discussion regarding office manager position. Pietrick expressed the need for an accountant to take over accounting duties and act as a backup to Pietrick and Jennifer Pempek (HHS). The proposal includes reducing the current vacant Administrative Secretary position in HR to 25 hours per week. Pietrick stated having an accountant would reduce the audit bill by $5,000 by completing grant work currently done by the auditors. Other options include reducing the Administrative Secretary to 32 hours per week and the Human Resource Specialist position to 35 hours per week. Speer stated confusion regarding the need for Finance Committee March 5, 2009 Page 3 of 4 another manager in the Administration Suite. Discussion regarding options. Motion by Peterson, 2 °d by Norton - Bauman to reconsider the previous action last month 3 — 2 to approve accountant position. Carried unanimously. Motion by Malick, 2 °d by Wentz to recommend to the County Board the reclassification of the Financial Assistant to an Accountant and the filling of that position and not a Financial Assistant vacancy that now exists and this will be done along with a reduction of the hours of the existing Administrative Secretary position to 25 hours to be filled to make the whole package expense neutral. Discussion regarding expense/budget neutral. Carried unanimously. d. Request to Exceed Lodging Limit. Pietrick explained the lodging rate for the upcoming Wisconsin Public Purchasing conference Dana Baker plans to attend is $80 per night. Discussion. Motion by Malick, 2nd by Wentz to disapprove. Failed. Discussion. Motion by Malick, 2nd by Wentz to approve. Carried unanimously. 8. Administrative Coordinator Report. a. Introduction of Intern — 10:30 a.m. Jordan Howard introduced himself and indicated he currently is attending Chippewa Valley Technical Collection in business management and is completing his internship. Whiting has given him the duty of reviewing annual department reports and preparing a spreadsheet containing data from department reports. Howard is contacting other counties and obtaining information regarding the number of employees in departments which are comparable to St. Croix County. b. 2010 Budget Schedule. Whiting indicated this is basically the same as last year's timeline. Pietrick requested a better definition of the five and ten percent reduction requests. Pietrick suggested providing direction to departments to submit their budget, and how to reduce if asked. Pempek requested clarification on reduction of levy requests or the budget since some HHS departments are not totally on the levy. Pempek noted several reductions in the Governor's budget which effect HHS funds this year. C. Resolution for Board Consideration of Agreement for NACo Prescription Discount Card Program. Whiting stated Eau Claire County passed a similar resolution. He indicated the resolution will state what the program is about and what's available to citizens of St. Croix County. Motion by Norton- Bauman, 2 Peterson to recommend implementation to the County Board. Carried unanimously. d. Review of Ag Center Lease Terms and Agreement. Whiting stated he was contacted by Bob Hendrickson of the Farm Service Agency regarding an error in the amount of square footage the Federal Government is leasing from the County at the Baldwin Ag Center. Hendrickson has asked the lease be amended to correct the square footage and requested $2,000 in back lease payments. Whiting read an email received to reduce rent check. No action. 9. Short and Long Term Planning Goals — Follow Up to Board Goal Setting Session. Not addressed. Finance Committee March 5, 2009 Page 4 of 4 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 d. Administrative Coordinator Motion by Wentz, 2nd by Norton- Bauman to move into closed session pursuant to Wis. Statutes § 19.85(1)(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, Administrative Coordinator. Roll call: All ayes. (12:45 p.m.). Wentz left the meeting at 2:20 p.m. Motion by Peterson, 2 by Malick to reconvene into open session (2:42 p.m.). Carried unanimously. Meeting adjourned at 2:42 p.m. Sharon Norton- Bauman, Secretary Cindy Campbell, Recording Secretary