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HomeMy WebLinkAboutFinance 03-05-1999 I ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Thomas Dorsey St. Croix County Board FROM: Donald Brown, Chair COMMITTEE TITLE: FINANCE DATE: Friday, March 5, 1999 8.30 A.M. ***Note Date Change*** LOCATION: Government Center CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: April 9, 1999 8:30 A.M. ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: NEW BUSINESS: 1. Review of Vouchers 2. Financial Reporting 9:00 A.M. 3. Glen Hills Park Building Proposals - possible Contingency Fund transfer 9:30 a.m. 4. Administrative Coordinator's Report A. Y2K Team 5. Finance Director's Report A. Health Insurance Deposit Rate B. Lake Mallalieu Contingency Fund Transfer Request 6. Corporation Counsel Report A. ARR Incinerator Site Update 7. County Clerk Report A. Giese Tax Deed Property 8. Safety and Security Report *9. Perch Lake Park CORRESPONDENCE ADJOURNMENT (Agenda not necessarily presented in this order) DATE: February 25, 1999, February 26, 1999 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments *ADDITIONS/CHANGES/CORRECTIONS i FINANCE MEETING Regular Meeting March 5, 1999 Meeting called to order at 8:30 a.m. by Chair Brown. Members present: Don Brown, Tom Dorsey, Robert Boche and Herb Giese. Absent and excused: Tom O'Connell. Staff present: Administrative Coordinator John Krizek, Corporation Counsel Greg Timmerman, Finance Director Rich Loney and County Clerk Sue Nelson. Others present: Suprs. Dowd and Hense; Judy Wiff reporter. Motion by Dorsey, 2nd by Giese to adopt the agenda. Boche asked why the Clerk of Court items had been removed. Chair Brown said he didn't know if he would make the meeting today, O'Connell was absent and Brown wanted the full committee to address the Clerk of Court office manager position. Carried. Next meeting scheduled for April 9, 1999. Motion by Boche, 2nd by Dorsey to approve the January minutes. Carried. Vouchers: The March bills have not been completed at this date. Boche will review them next week with Loney. Both February and March vouchers will be approved at the next meeting. Administrative Coordinator: Krizek requested permission for he and Board Chair Dorsey to appoint an ad hoc Y2K team. He reviewed the County's Y2K Preparedness Outline. Many of the items have been completed such as checking and replacing computer equipment, elevators, heating and cooling systems, copy and FAX machines. The State of Wisconsin has not said they are compatible at this point. Emergency Government needs to be involved in setting up shelters for people that may not have heat or lights. Motion by Boche, 2nd by Giese to create and ad hoc Y2K team for the purpose of creating a contingency plan. Team members would represent Highway, Health and Human Services, Law Enforcement, Emergency Government, Emergency Communications and General County Government. Carried. Krizek distributed a summary of the auto liability and other liability costs from WMMIC, the county's insurer. Our cost for auto was $4,191, the lowest in 10 years, and $19,814 for other liability such as legal fees for a total of $24,005 which is one of our lower years. For several years the total was over $100,000. Krizek said the health insurance issue for County Board members is being reviewed by the Administration Committee. Our insurance company has indicated the group of 31 Supervisors would be a high risk and would not provide a stop loss for any claim over $50,000. Chair asked if this group could be a sub-group and possibly have a deductible. Krizek said the premiums would be very costly as a sub 1 group. If the stop loss is raised above $50,000, the County could never go back to that rate. I Financial Reporting: Present were Health and Human Services Director John Borup and Accounting Supervisor Judy Ziegler, Highway Commissioner Dan Fedderly and Office Manager Tim Ramberg. Loney outlined the committee report with the goal of consolidating receipts and disbursements among Health and Human Services, Highway and General Government. A good deal of consolidation/coordination is in place and there is a plan to move to one general ledger system. Actual dollars deposited with the Treasurer are reported to H & HS and Highway weekly but some things, like accounts receivable, are accrued at the General County only once a year. Health and Human Services could change a great deal in the next five years and these changes could impact the internal financial reporting. Judy Ziegler stated H & HS works with the Finance Department on monthly and weekly reporting. The staff location in New Richmond is more convenient. State reporting for this department is different than other County departments. John Borup said the State and County relationship is in flux. There have been cuts in basic allocations; St. Croix County is the lowest funded in the State. The State mandates services but no funds are provided. Youth allocations have been cut 470. His department has also been short staff in the administration area. Tim Ramberg reports to Finance once every two weeks. He said the Highway Dept. is fortunate that Loney understands their accounting operations because he was formerly employed there. Dan Fedderly believes we are consolidated and it is not necessary to move people and equipment to accomplish this. The Highway revenue stream is not as complicated as H & HS and they need to run operations from the Highway Dept. location. Loney said the only changes to be made would be what the Finance Committee and County Board may want. The flow of financial information is very good and work will continue on a general ledger system. Krizek commented he is comfortable with the system we have. Giese's concern was that one person should be totally responsible for all finances of the County. Chair Brown thanked all for coming and their presentations. Glen Hill Park Building: Planning, Zoning and Parks Committee member Dave Hense and Parks Director Joe Grant were present. Hense reported the two low bids were from R & B, Deer Park, for a pole type building for $111,779. Ross and Associates with a pre- 2 engineered building with no air exchange bid $112,700. Grant said the building size is 48' x 100' with 14' sidewalls. Site preparation is not included in the bid. This would be the County's responsibility with an estimated $6,000 cost. Chair Brown said $58,000 was budgeted and this is way over that amount. Discussion on the specs for concrete slab, septic system, and the building. Grant outlined the specs and said the committee wanted one contractor to deal with who would in turn hire sub contractors. Hense said government buildings require stricter specs that are more costly. Brown said we should know what specs are required by the State. Timmerman said Planning, Zoning and Parks was trying to avoid hiring an architect in order to save money and left identifying some of the building specifications to the contractor. Brown said we need to define what is needed for a sanitary system, know what State codes require and if a bathroom is needed. The responsibility should not be the contractors. In response to Hense's questions, Timmerman replied if any specs are changed, the bidding process would need to be reopened. Current bidders could be asked for a bid addendum if insulation was removed from the unheated portion of the building. Issue postponed until April meeting after more information is obtained. Perch Lake Park: Brown and Krizek went to view the Perch Lake park area. Brown noted some concern about the present design plans. There is not much space by the water. Hense suggested the Planning, Zoning and Parks Committee and Finance Committee meet together to discuss the development plans. Both Committees and the Highway Engineer will meet at Perch Lake following the regular Finance meeting on April 9th. Chair Brown was excused at 11:05 a.m. Vice Chair Boche continued the meeting. Safety and Security Report: Dave Best from this committee reported on recommendations. The committee believed it would be difficult to hold a fire drill in a public building with courts in session. Suggestion was to train floor leaders on a fire drill and instruct employees how and when to use a fire extinguisher. Signs for all side door entrances saying "Employee Only Entrance" have been ordered. Sign for lower level will be lighted soon. Duress alarms have been installed in several departments but requests were received from others. Committee recommends installation of duress alarms in Planning/Zoning, Computer Services, Veteran's Service, Dept. on Aging, Emergency Government, 3 i Probate and Administration. Motion by Dorsey, 2nd by Giese to install seven more duress alarms at a cost of $4428 from the Contingency Fund. Carried. Best indicated the front doors are unlocked at 6:45 a.m. Offices do not open for business until 8:00 a.m. Often times the public is in the halls waiting or wandering about. The security officer is not on duty at this time. Committee recommends doors open at 7:45 a.m. and employees coming earlier would need keys. Giese noted accountability for keys is needed after an employee leaves employment. He also believes a surveillance camera would be a valuable security tool. Sue Nelson said she will place this item on the next Safety and Security agenda. Motion by Giese, 2nd by Dorsey to unlock front entrance doors at 7:45 a.m. with notice given one month prior. Carried. Finance Director: Loney postponed the Health Insurance Deposit Rate. He noted a bill has been received for Lake Mallalieu Dam repair. Motion by Giese, 2nd by Boche to pay $71,291 from the Contingency Fund for Lake Mallalieu Dam repair. Carried. Corporation Counsel: Timmerman reported all hazardous waste has been removed from the incinerator site. The contractor that is removing the building might be interested in buying the land and then sell the land and building to another interested party. He also proposed marketing the site and sharing the proceeds. Boche placed this on the April agenda when the full committee will be present. County Clerk: Sue Nelson recommended deeding a small tax deed parcel back to Lucille Giese in the Village of Star Prairie. Efforts to sell this back to the Gieses or the adjacent landowners have failed. This would place the parcel back on the tax roll. Motion by Dorsey, 2nd by Boche to Quit Claim deed parcel 182-1021- 95-100 to Lucille Giese. Carried. Boche asked about the $.31 IRS mileage rate. Currently the County is paying $.32 per mile. Krizek said only Union contracts will be addressed at this time. Motion by Dorsey, 2nd by Giese to adjourn. Meeting adjourned at 11:50 a.m. Sue E. Nelson Recording Secretary 4