HomeMy WebLinkAboutFinance 12-03-09 NOTICE OF COMMITTEE MEETING AND AGENDA
ST. CROIX COUNTY
FINANCE COMMITTEE
DATE AND TIME: Thursday December 3, 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: January 7, 2009
APPROVAL OF MINUTES OF PREVIOUS MEETINGS: November 5,2009;
September 2 -4, 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 Report
b. Tobacco Free Buildings and Grounds Policy
c. 2010 New or Revised Positions Resolution
i. Building Services - Admin Secretary hours
ii. Social Worker Position
d. Consideration of 2010 Non -Rep Wage Grid
e. Employee Assistance Program Vendor Selection
4. Corporation Counsel Report
a. Email Retention Policy
b. Work -flow Summary
c. Pending Legal Concerns
5. Finance Director Report
a. Financial Reports
6. Administrative Coordinator Report
a. ATM Status
b. Review of ARRA Recovery Zone Facility Bonds
c. Consideration of Building Facilities Planning Study Phase II Funding
7. Resolution Recommending Borrowing Using Recovery Zone Economic Development Bonds
8. Consideration of Budget and Position Descriptions for Emergency Management and Emergency
Communications Departments Restructuring
9. 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.
4:08 PM 12/1/2009
OFFICIAL
MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE
Regular Meeting December 3, 2009
Meeting called to order by Chair Standafer at 8:30 a.m.
Present: Daryl Standafer, Esther Wentz, David Peterson, Buck Malick and Sharon Norton- Bauman.
Staff present: Treasurer Laurie Noble, Administrative Coordinator Chuck Whiting, Finance Director
Michelle Pietrick, Human Resources Director Tammy Funk, Corporation Counsel Greg Timmerman, Risk
Manager Kristen Ziliak, Family and Children Coordinator Kathy Dunlap, Building Services Director Art
Tobin, Chief Deputy John Shilts, Emergency Communications Director Casey Swetlik, Economic
Development Corporation Executive Director Bill Rubin.
Others present: Supervisors Julie Speer and Dave Ostness, Judy Wiff, Katie Thurmes, Katie Bell, Norm
Matzek.
Adoption of Agenda - Motion by Wentz, 2 nd by Peterson to adopt the agenda. Carried unanimously.
Minutes of November 5, 2009 - Motion by Norton- Bauman, 2 nd by Wentz. Carried unanimously.
Minutes of September 2 -4, 2009 — Motion by Malick, 2 by Wentz. Carried unanimously.
1. Review of Vouchers — Peterson reported she had reviewed the vouchers and had found no issues.
2a. Treasurer's Report — Monthly Reconciliations — Noble reviewed the reconciliation report and reported
on delinquent account balances. Committee discussed report pertaining to procurement cards and deferred
compensation.
3a. Human Resources Report — New Employees and Position Vacancies — Funk reported on new hires
and current position vacancies. Discussion on position advertising and NeoGov status.
3b. Tobacco Free Building and Grounds Policy — Funk presented a draft policy amendment to the
personnel policy handbook noting tobacco references consistent with the resolution approved by the County
Board in November. Committee discussed implementation of the tobacco free resolution. It was noted
union leadership referenced an arbitrator's decision and has questioned management rights to enforce such a
policy. Staff is awaiting legal review of the matter. Employees Thermes and Bell were present to question
the policy's implementation. Discussion on the application of the policy and need for further study.
Discussion on smoking cessation and enforcement issues. Motion by Norton - Bauman, 2n by Peterson to
approve the draft personnel policy handbook changes as presented. Discussion on the issue. Passed
unanimously.
3ci. 2010 New or Revised Positions Resolution — Building Services — Administrative Secretary hours -
Funk reviewed the eight hours budgeted for clerical support for the Building Services Director. Other issues
appear to preclude the use of the eight hours with the Emergency Management department clerical support
position. Committee discussion on options. Motion by Norton- Bauman, 2 nd by Malick to add the eight
hours budgeted to the Administrative Assistant position in Human Resources to provide clerical support to
the Building Services Director. Passed unanimously.
3cii. Social Worker Position — Kathy Dunlap reviewed the Department of Justice grant opportunity leading
to the request for this additional position. The HHS Board has approved the request. The department intends
to provide the local match within its budget. Wentz moved, 2 nd by Norton - Bauman to accept the DOJ grant
and recommend to the Board the approval of this position. Malick move to amend the motion, 2n by
Peterson to sunset the position after the first year if the grant is not received. Amendment passed
unanimously. Vote on amended main motion passed unanimously.
3d. Consideration of 2010 Non -Rep Wage Grid — Discussion on the status of the Springsted compensation
study and the 2010 non -rep wage grid. Committee agreed by consensus to wait on the development of the
non -rep wage grid pending a review of the Springsted findings at a special committee meeting December
I Od'.
3e. Employee Assistance Program Vendor Selection — Funk presented a summary of EAP vendor services
and fees and recommended the selection of NEAS for the County's employee assistance program vendor.
The Committee noted the funds budgeted and instructed Funk to proceed in securing the services of NEAS.
Tobin and Shilts asked to review a situation involving failure of monitors in the jail. Standafer noted the
item is not on the agenda and suggested the two proceed as necessary and report later.
4a. Corporation Counsel Report — Email Retention Policy — Timmerman noted he intends to review the
draft email policy with department heads on December 18.
4b. Work -flow Summary — Timmerman shared with the Committee his work flow with County
departments and issues. The status of the recycling ordinance was reviewed Jail policies were also reviewed
and discussed. Wentz suggested other departments overseen by the Committee produce similar work flow
summaries.
4c. Pending Legal Concerns — Timmerman noted no pending legal issues to report.
5a. Finance Director Report — Finance Reports — Pietrick presented the monthly finance reports.
Committee reviewed.
6a. Administrative Coordinator Report — ATM Status — Whiting reported Baker and Wolske had been
working on ATM options for the County. Discussion on vendor terms that may be involved.
6b. Review of ARRA Recovery Zone Facility Bonds — The Committee discussed with Bill Rubin options
for determining appropriate sub - allocation of the County's RZFB allocation. Rubin, Whiting, Standafer and
Rebholz had met with County developers and financiers earlier on the availability of the funds and how they
may be used. Consensus of the Committee to have Rubin review with the Economic Development
Corporation and determine an allocation approach for the Committee's consideration.
6c. Consideration of Building Facilities Planning Study Phase II Funding — Whiting reviewed Phase I
has been concluded by the Building Facilities Planning Committee and they request consideration for
funding Phase II. Discussion of using contingency fund funds again for Phase II. Motion by Malick, 2 by
Norton - Bauman to approve the use of contingency funds for Phase II in the amount of $65,000. Passed
unanimously.
7. Resolution Recommending Borrowing Using Recovery Zone Economic Development Bonds - The
Committee reviewed a resolution draft provided by bond counsel for board consideration. Motion by Wentz,
2nd by Norton- Bauman to approve the resolution recommending to the Board borrowing using Recovery
Zone Economic Development Bonds. Passed unanimously.
8. Consideration of Budget and Position Descriptions for Emergency Management and Emergency
Communications Departments Restructuring - There was no proposal to review and no action taken.
9. Short and Long Term Planning Goals - No action taken.
There being no further business, the meeting adjourned at 11:10 a.m.
Sharon Norton - Bauman, Secretary
Chuck Whiting, Recording Secretary