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HomeMy WebLinkAboutFinance 09-10-09 Y y NOTICE OF COMMITTEE MEETING AND AGENDA t ST. CROIX COUNTY FINANCE COMMITTEE DATE AND TIME: Thursday September 10, 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: September 15, 2009 APPROVAL OF MINUTES OF PREVIOUS MEETINGS: August 6, 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 b. Request for Limited Term Employee in Victim Witness Department 4. Building Services Report a. AgCenter Roof b. Government Center Building Update 5. Information Technology a. Email Retention Policy Status ** 6. Corporation Counsel Report a. Work -flow Summary b. Pending Legal Concerns c. Request to Exceed Lodging Limit 7. Finance Director Report a. Financial Reports b. 2010 Libraries Levy and Budget— 9:00 a.m. c. 2008 Audit Management Letter 8. Administrative Coordinator Report a. Line Item Transfers for Office Furniture Purchases b. City of New Richmond Use of ARRA Economic Recovery Funds — 10:00 a.m. c. Community Development Block Grant (CDBG) for Engineered Propulsion Systems — Char Gurney, West Central Wisconsin Regional Planning Commission 11:30 a.m. d. Update on Regional Business Fund — Char Gurney, WCWRPC e. Follow Up on 2010 Budget Issues 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. 3:47 PM 9/4/2009 OFFICIAL MINUTES OF THE ST. CROIX COUNTY FINANCE COMMITTEE Regular Meeting September 10, 2009 Meeting called to order by Chair Standafer at 8:30 a.m. Present: Daryl Standafer, Clarence Malick, Esther Wentz, David Peterson and Sharon Norton - Bauman. Staff present: Administrative Coordinator Chuck Whiting, Finance Director Michelle Pietrick, Corporation Counsel Greg Timmerman, Building Services Director Art Tobin, Human Resources Administrator Tammy Funk, Information Services Director Tom Boron, Treasurer Laurie Noble, Victim Witness Coordinator Ann Gustafson, District Attorney Office Manager Cathy Halverson. Others present: Supervisors Roger Rebholz, Julie Speer, Fred Horne. Norm Matzek, Bill Rubin, Char Gurney, Judy Wiff, Dennis Horner, Joe Bjellad, Jim Zajkowski, Gordon Granroth, Dave Schnitzler, Jim O'Connor, Bob Barbian, Norma Scott, Brenda Kaczmarski, Rebecca Dixen, Lynn Barringer, Brenda Hickman, Nancy Miller, David Naser, Scott Vrieze, Sean Lenz, Joe Murray, Betty Caruso and Paul Mayer. Motion by Wentz, 2 "d by Peterson to adopt the agenda. Carried unanimously. Motion by Norton- Bauman, 2 nd by Wentz to approve the August 6, 2009 minutes. Carried unanimously. 1. Review of Vouchers. Wentz reviewed the vouchers. No issues reported. Malick to review in September. 2a. Treasurer's Report — Monthly Reconciliation — Noble presented June and July reconciliation reports. Discussion clarifying abbreviations. Review of online payment of taxes. Noble reported on delinquent taxes for August compared to last year. 3a. Human Resources Report — New Employees and Position Vacancies — Funk presented her monthly report and noted the Director of Nursing position recently advertised. She reviewed posting successions possible currently and with any budget reductions. She is setting staff training dates for the implementation of the NeoGov software. She noted the public health nurse position has been filled, and she left information regarding employee assistance programs. 3b. Request for Limited Term Employee in Victim Witness Department — Gustafson and Halverson presented a request for a limited term employee of 10 weeks to fill in for an employee taking a family leave of absence in the department. Discussion regarding budget, training needs and availability of candidates. Public Protection Committee forwarded the request. Motion by Malick, 2nd by Wentz to approve request using existing department budgeted funds prior to going to Contingency Fund. Passed unanimously. 4a. Building Services Report — AgCenter Roof — Tobin reported on the bid development work for the AgCenter building. Bid opening is due September 15. 4b. Government Center Building Update — Tobin reviewed the status of the work on the Government Center. The HVAC work is 90% completed. Punchlists are being completed on the roof and wall projects. 5a. Information Technology — Email Retention Policy Status — Boron and Timmerman reviewed the status of their work on developing an email retention policy. Boron has gathered information on options and will be reviewing with Timmerman. Discussion of supervisors' email. Consensus to try to have a first draft of the policy by November this year. Timmerman noted a state Supreme Court decision that may have an effect on this issue. 6a. Corporation Counsel Report — Work -flow Summary — Timmerman presented his monthly work -flow report to the Committee. He noted the amount of work needed to address jail policies, and the efforts to get to health and human service contracts. 6b. Pending Legal Concerns — Timmerman noted there were no pending legal concerns to discuss. 6c. Request to Exceed Lodging Limit — Timmerman is attending a corporation counsel's conference, lodging to exceed County limit by $9. Motion by Malick, 2n by Norton- Bauman to exceed lodging limit. Passed unanimously. 7a. Finance Director Report — Financial Reports — Pietrick review her monthly finance reports. Committee reviewed a potential shortfall in this year's sales tax collection. 7b. 2010 Libraries Levy and Budget — 9:00 a.m. — Representatives from several County libraries were present. Standafer noted no decisions will be made in the meeting regarding the 2010 library levy. Supervisor Horne and New Richmond Librarian Scott Vrieze presented information supporting their interest in increasing the County's library levy. Richard Berquist and Richard Volkert from Richmond Township spoke to their position that current levy and state law are fair in sharing library costs. Discussion regarding data, intent of statute, joint library options, options for spreading an increase over two or more years and varying willingness of towns to support a higher levy. 7c. 2008 Audit Management Letter — Pietrick reviewed the audit management letter. Items noted are being addressed as was discussed last meeting. 8a. Line Item Transfers for Office Furniture Purchases — Whiting reviewed the final steps in completing staff office changes. Motion by Malick, 2nd by Wentz to approve line item transfers of $3,289 for furniture in the Human Resources and of $2,278 for desk and door changes Liability budgets, the differences to be made up with the year's budgets. Passed unanimously. 8b. City of New Richmond Use of ARRA Economic Recovery Funds — 10:00 a.m. — Sean Lenz of Ehlers and Associates reviewed the City's interest in using Economic Recovery bonds to help finance a new public works building. He reviewed the purpose of these bonds and the need for the County to determine a recovery zone in order to use them. Joe Murray of Springsted, representing the County, also discussed the County's options. Any funds borrowed would be reimbursed under this program 45% of the interest incurred on the borrowing. The allocation is the County's. Discussion on the possible County's interest in use of these funds, the current status of the proposed r s 2010 County budget and the difficulty in determining the merits of competing municipal interests in using this program. Program is available until end of 2010. Discussion of timing of City's need relative to County's budget process. Savings to City is $74,000 in using this program. Malick moved the Finance Committee recommend the County Board designate the County as an Economic Recovery Zone, Wentz 2" d . Passed unanimously. 8c. Community Development Block Grant (CDBG) for Engineered Propulsion Systems — Char Gurney, West Central Wisconsin Regional Planning Commission 11:30 a.m. — In addition to Gurney, Bill Rubin from the EDC and Paul Mayer, the Executive Director of the New Richmond Economic Development Corporation. Gurney reviewed the Engineered Propulsion Systems application for a $600,000 loan with $6,000 available for administration to expand in New Richmond, a total project cost of just over $40m. The loan can be forgiven if new employment is created. Loan fund is overseen by the regional planning office. Motion by Malick to recommend to the County Board approval of loan application, 2 nd by Wentz. Passed unanimously. 8d. Update on Regional Business Fund — Char Gurney, WCWRPC — Gurney reviewed the regional revolving loan fund and the status of various activities it has been involved in. She noted the several St.Croix County loans the fund is participating in. She noted over $7m in loans and 300 loans in their portfolio. There have been write -offs and some loans are behind, but overall it is a healthy program. 8e. Follow Up on 2010 Budget Issues — Committee reviewed its preparation for the Board meeting presentation on the budget. The Committee reiterated its position on holding the levy increase to the percentage increase of new construction in the County. Discussion on various budget components such as non - represented employee wages and health insurance, no change in the library levy, sales tax revenues, borrowing options and the reduced budget alternatives. 9. Short and Long Term Planning Goals — No action taken on this item. There being no further business, the meeting adjourned at 12:17 p.m. Sharon Norton - Bauman, Secretary Chuck Whiting, Recording Secretary