HomeMy WebLinkAboutFinance 02-12-09 {
� NOTICE OF COMMITTEE MEETING AND AGENDA
ST. CROIX COUNTY
FINANCE COMMITTEE
DATE AND TIME: Thursday February 12, 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: March 5, 2009
APPROVAL OF MINUTES OF PREVIOUS MEETINGS: December 16, 2008 and January 8, 2009
OLD AND NEW BUSINESS:
1. Review of Vouchers
2. Treasurer Report
a. Monthly Reconciliation
3. County Clerk
Rotation Review of Offleial Getinty Newspaper a.
b. Publishing County Board Proceedings **
4. GlelE of GouA D e
a. Update on Galleetions"
5. Human Resources report
a. Time and Attendance Software Status
b. PTO Donation Policy Revision
c. Positions Vacancy Report
d. NeoGov Program Consideration
6. Building Services Report
a. Government Center Roof Project Final Specifications Approval
b. Government Center HVAC Final Specifications Approval
c. Government Center West Wall Repair Specifications Approval"
7. Finance Director Report
a. Financial Reports
b. Investment Report — Bob Moore
c. Office Staffing and Position Consideration
8. Administrative Coordinator Report
a. Care -Wise Non -rep Health Information
b. NACo Prescription Discount Card Program
c. Regional Transportation Issues and Efforts
9. Budget Allocation of County Department's Phone Charges"
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.
2:55 PM 2/2/2009
MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE
February 12, 2009
Official
Meeting called to order by Chair Standafer at 8:30 AM
MEMBERS PRESENT: Daryl Standafer, Esther Wentz, Clarence Malick, Dave Peterson &Sharon
Norton - Bauman.
MEMBERS ABSENT: None
OTHERS PRESENT: Administrative Coordinator Chuck Whiting, Finance Director Michelle
Pietrick, Corporation Counsel Greg Timmerman, County Clerk Cindy
Campbell, Human Resources Administrator Tammy Funk, Director of
Building Services Art Tobin, Director Information Technology Tom
Boron, Director Emergency Communications Casey Swedik, Director
Health & Human Services Fred Johnson, Steve Dzubay Publisher /
Assistant Director, Rivertown Group, Robert Moore Institutional Capital
Management, Inc., Jay Constable Karges Faulconbridge Inc., Kurt Reed
and Joel Baresh Roof Spec Inc., Lee Schwebs Focus on Energy,
Supervisor Julie Speer, Recording Secretary Amy Sabelko, Media Present:
Judy Wiff
ADOPTION OF AGENDA: Motion by Wentz to approve the agenda, 2nd by Peterson, motion carried
unanimously.
DATE OF NEXT MEETING: March 5, 2009
APPROVAL OF MINUTES FROM PREVIOUS MEETING.
Motion by Norton -Bauman to approve the minutes from the December 16th & January 8th committee meetings, 2nd
by Wentz, motion carried unanimously.
OLD and NE W BUSINE SS:
1. Review of Vouchers
Malick reviewed the vouchers for January and Norton - Bauman reviewed the vouchers for February and
stated no issues to report.
2. Treasurer Report
Monthly reconciliation from Slind reviewed by Committee, no exceptions noted. Question regarding why
the County is carrying so much cash on the books. Pietrick explained this is due to collections for ( ?)
municipalities.
3. County Clerk
Publishing of County Board Proceedings
Discussion regarding how to publish information to the communities and the fact that the County should
provide information regarding proceedings only, not all information discussed. Campbell explained options
that can be utilized by the County. If proceedings are published in all County newspapers it will reduce
costs marginally and meets the requirements as listed in the statutes and b ) Malick made a motion
allowing the Clerk to publish proceedings in all county newspapers in accordance with statutes, 2nd by
Peterson, motion carried unanimously.
4. Human Resources Report
Time and Attendance Software Status
Boron provided the Committee with information regarding the timeline for implementation of Time and
Attendance for Law and Health & Human Services and tentatively expects to have system operational by
July 1, 2009 or sooner.
PTO Donation Policy Revision
Funk provided Committee with policy updates to the PTO donation program Malick made a motion to
approve the PTO donation program as submitted, 2-d by Wentz, motion carried unanimously. Revised
policy copies to be provided to County Board members.
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Positions Vacancy Report
Funk provided the Committee with a summary of information regarding the open positions at the County
and the status regarding closing dates and any possible open positions. Committee suggested vacancy
information be provided to County Board members.
NeoGov Program Consideration
Whiting provided information to the Committee regarding the NeoGov Program which is an online tool
for recruitment and tracking of positions. The applicant enters information on -line and the system tracks
the number of applications received and has the capability to send confirmation letters directly from the
system. The Committee requested a demonstration of this system at the next Committee meeting.
5. Building Services Report
Government Center Roof Project Final Specifications Approval
Reed provided information to the Committee regarding the roofing project, how the bidding will be
processed which is based on different areas of the building. Reed walked through the Power Point
presentation indicating the work that needs to be accomplished, warranties, and the timeline to complete
the construction and roofing. The timeline is based on weather and temperature and there are no rain dates
set in the timeline. Possible disruption to employees at the facilitywill be some noise and minor odors.
The biggest disruption with this project will be due to construction traffic. Roof Spec is limiting when
certain portions of the project will be completed so there is less disruption. Tobin explained that they are
working on many portions of the project during working hours to save on cost, however, there was concern
noted by Department Heads. Removal of the gravel on the roof will be done on a weekend because this
portion will be very loud. Project is ready to go out for bid.
Government Center HVAC Final Specifications Approval
Constable provided information regarding the new heating and cooling project — boilers and chillers. Tobin
requested that the project include a new water softener be installed at the same time. Constable explained
the study, design, and construction timeline, indicating that the project is ready to go out to bid. Delivery of
generators is currently out 25 weeks. As part of the contract the installer must have a generator on site.
During the construction phase there will be outages and Constable walked the Committee through the
different outages and how long they will take. The outages will take place between 9:00 AM and 11:00 PM
on Saturdays and there will be 4 different dates scheduled. Information was provided to the Committee
regarding construction disruptions which will take place during the evening hours or on weekends when
possible and noise should be minor. There will be construction traffic due to the installation of a chimney.
Saw cutting of floors will take place on the weekend; however, the walls will be installed during the week
Government Center West Wall Repair Specifications Approval
Baresh provided information to the Committee regarding the wall repair, what areas need to be repaired,
and the process and timeline that will be followed. This project will be the loudest of the three and in
addition to the noise there will be dust. All vents and windows will be covered when hammering of the
brick; however, some dust will get into the building. The project entails correction of the through -wall
flashing, shelf angles and lintels, sealant joints, repair of the mortar joints and cracked brick. Information
regarding warranties for the masonry, flashing and sealant was also provided. Tobin explained that Building
Services would like to have at least two persons from the Finance Committee at the bid opening for these
projects. Bid opening date will be March 12th and notice will go out tomorrow on all three projects.
Peterson made a motion to approve all three projects as presented, 2nd by Wentz, motion carried
unanimously.
Schwebs presented information to the Committee regarding incentives that the County would be eligible to
receive based on the projects at the Government Center. Total incentives from Focus on Energy for the
insulation on the roofing project, the high efficiency boilers, high efficiency electric chiller, variable
frequency drives, and high efficiency motors would be approximately $25,814. Additional incentives will be
available for roofing and new windows in New Richmond. Tobin explained that the County is having
companies come in to provide free analysis to show what additional savings may be provided.
6. Finance Director Report
Financial Reports
Pietrick explained the financial, revenue and expense reports and responded to questions from the
Committee. There were no major issues to report.
Investment Report
St. Croix County has reviewed cash flow analysis which is critical and continues to be an important issue for
the County. Moore provided the Committee with information regarding the Economic Review and
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Forecast provided in the presentation provided to the Committee. Moore suggested that the County review
the financial condition of the banks where the County's money is held. Provided the Committee with
suggested options for investing of funds, and suggested goals and action steps that the County should
follow regarding investments.
Office Staffing and Position Consideration
After reviewing Health & Human Services finance staff loads with Pempek, it is agreed that no additional
duties can be assigned to other employees in the County. Pietrick needs an Accountant on staff not a
Financial Assistant. Pietrick stated that her position as Finance Director is to be the internal auditor for the
County and is responsible for investments, among other duties. The requested Accountant's position
would be back up for the Finance Director and the Accountant at Health & Human Services. The
Committee discussed the Accountant position request and the issues surrounding the Finance department
and County's needs. Pietrick explained that the Accountant would be a non -union position. Motion made
byNorton- Bauman to approve the Accountant description and position, 2-d by Peterson. Motion carried
with Peterson, Norton - Bauman and Standafer voting yes, and Malick and Wentz voting no. The position
request goes to the County Board in March for final approval.
7. Administrative Coordinator Report
Care-Wise Non -Rep Health Information
Whiting explained the Care-Wise program for non - represented employees and that the program ended on
January 31, 2009. This has been communicated to the non - represented employees and the premiums have
been adjusted to reflect the cost difference.
NACo Prescription Discount Card Program
Whiting explained that the discount program provided by NACo is available to all County residents and
offers a 22% discount on prescriptions. Other counties in Wisconsin are using this program and Standafer
stated that the County should move forward with offering this program.
Regional Transportation Issues and Efforts
Whiting explained that he was approached in 2008 by members of the Washington, Ramsey and other
counties in MN regarding possible transportation issues and Federal funding to assist with expenditures.
Conversations continue and as progress is made Whiting will bring information to the Committee's
attention.
8. Budget Allocation of County Department's Phone Charges
Swetlik provided the Committee with information regarding the County's phone costs and explained that
the Emergency Communications department is charged for phone expenses that are billed to the County
totally independent of the Emergency Communications department. After discussion the Finance
Committee's view is that Swetlik continue to review the phone expenses for any savings for the County.
9. Short and Long -Term Planning Goals - Follow up to County Board Goal Setting Session
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 exercises responsibility:
a. Building Services Director
b. Information Technology Director
c. Corporation Counsel
d. Administrative Coordinator
The Committee went into closed session at 10:07 AM.
Reconvene into open session at 10:50 AM.
Standafer provided information regarding goals established by the Energy Committee and what the goals of
the committee are regarding education and energy savings.
Meeting adjourned at 1:55 PM
Sharon Norton - Bauman, Secretary
Amy Sabelko, Recording Secretary
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