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HomeMy WebLinkAboutFinance 03-09-1998ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Chairman Thomas Dorsey St. Croix County Board FROM: Donald Brown, Chair COMMITTEE TITLE: FINANCE DATE: March 9, 1998 9:00 A.M. LOCATION: ***NEW AG. CENTER, BALDWIN*** CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING: April 9, 1998 ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS: 1. Review of Vouchers NEW BUSINESS: 1. Administrative Coordinator's Report A. Security Issues -Report from Department Head Meeting B. Disposition of Incinerator Site - Proposal from Dames & Moore C. Ag. Center Update 2. Tractor Proposals/Parks Department 9:15 A.M. Possible Contingency Fund Transfer Request 3. Finance Director's Report A. Policy on Voucher Payment 4. Computer Services Report A. CLUES Project B. Cost for Consultants C. Support Specialists Job Description D. Purchase of Tally Printer E. UWEX Purchase of Computer 5. Child Support Report A. Training Session 6. Corporation Counsel's Report 7. Closed Session Pursuant to s.19.85 (1) (e), WI Statutes, to Conduct Specified Public Business Where Competitive or Bargaining Reason Require a Closed Session - Perch Lake Offer to Purchase 8. Reconvene in Open Session Pursuant to s. 19.85 (2), WI Stats. 9. Tour of Ag. Center CORRESPONDENCE: 41*11010 1,,I�$0Z 0 % (Agenda not necessarily presented in this order) DATE: 2/26/98 COPIES TO: County Board Office News Media/Notice Board County Clerk County Board County Departments *ADDITIONS/CHANGES/CORRECTIONS FINANCE COMMITTEE Agriculture and Education Center, Baldwin March 9, 1998 Meeting called to order by Chair Brown who welcomed Supervisors, guests including former County Board Chair Richard Peterson, and members of the press. Members present: Don Brown, John Bradley, Tom Dorsey, Herb Giese. Tom O'Connell absent and excused. Staff Present: Administrative Coordinator John Krizek, Finance Director Rich Loney, Corporation Counsel Greg Timmerman, Parks Director Joe Grant, Maintenance Service Technician Dave Best, Computer Services Director Kathryn Beutel, Emergency Government Director Bruce Brantner, 4-H Youth Agent Kim Reaman and Sheriff Paul Burch. Others present: Planning, Zoning and Parks Committee members Dave Hense, Ron Raymond and George Menter; and Supr. Jensen. Supr. Art Jensen, on behalf of the Ag. and Extension Education and Land and Water Conservation Committees, welcomed everyone to the new center and thanked all those involved in planning and building the new facility. Chair Brown also thanked everyone for their cooperation. Bradley complimented Chair Brown for his part in the project. Motion by Bradley, 2nd by Dorsey to adopt the agenda. Carried. Next meeting April 9, 9:00 a.m. Motion by Dorsey, 2nd by Giese to adopt the January 20 and January 9th minutes with this correction to Jan. 9: On page 2, paragraph 6, delete the following "or be sold as an easement and two separate parcels." Carried. Review of Vouchers: February vouchers were reviewed by Tom O'Connell. One expense voucher exceeded 90 days which was not reimbursed. Krizek explained the Personnel Policy manual states vouchers must be submitted within 90 days of incurred expenses but the County Board Rules and By Laws do not address this. (After the meeting it was discovered that Krizek did not have a correct copy of the By Laws which do require claims to be submitted within 90 days . ) Bradley believed it would set a bad example if this voucher were paid. Chair Brown and Corporation Counsel suggested the Administrative Committee resolve and clarify this issue. Motion by Giese, 2nd by Brown to refer this matter to the Administrative Committee for review and recommendation and to formulate a policy for County Board members and their committees. Roll call vote: Bradley - no, Dorsey - yes, Brown - yes, Giese - yes. Carried. Motion by Bradley, 2nd by Giese to approve the remaining February vouchers. Carried. The March vouchers were reviewed by Chair Brown and Loney. Motion by Giese, 2nd by Dorsey to approve the March vouchers. Carried. Administrative Coordinator: Krizek said more security has been added with the installation of panic buttons. Two more are to be installed - one in the District Attorney's office, the other in Registrar in Probate. The consensus of the discussion with department heads was the need for more hallway security and a camera installed in the entry to be monitored by 9-1-1 staff. A full time person should not be hired in the middle of a year but could be acquired through the budget process. The present security 1 officer also serves as a court officer 500 of the time. Sheriff Burch said the vote was unanimous among Dept. Heads for more security. He had cost figures for a limited term employee for the remainder of the year. Bruce Brantner recommended more security staff and an entrance camera to deter and track violators later which could be monitored and tapes reserved for one week at a cost of about $2500. Krizek noted we have only had threats of physical violence; no one has entered with knives or guns to our knowledge. Giese stated we should be looking at additional security; the entry camera would be a good starting point and it would be used in future years. Bradley suggested comparing levels of security in other area government offices. People should have access to the Government Center and we should not be alarmists. Sheriff Burch said we do have information on other agencies' security systems and comparisons are difficult to make. Corporation Counsel said the behavior of society is changing. There is now road rage, more impulsiveness and more violence and we need to look to the future. Discussion on employee training in dealing with violent people from the U.S. Marshals or Capitol Police Agencies. Motion by Giese, 2nd by Brown to purchase an entrance surveillance camera to be monitored by 9-1-1 staff for not over $2500 and have the U.S. Marshals do staff training. Both Dorsey and Bradley said they could not support this motion. Giese withdrew his motion. Motion by Bradley, 2nd by Dorsey to have the Administrative Coordinator initiate staff training regarding volatile situations. Carried. Krizek said Sheriff Burch would help set up the training. Sheriff Burch noted the Public Protection Committee approved a transfer of $4,000 from the Confiscated Funds account to help with 15 weeks of training for the new K-9 officer and the dog. Administrative Coordinator report to continue later. Tractor Proposals: Supr. Hense commented it is a pleasure to be in this new building. The Glen Hills Park is presently using an old tractor and mower for light duty work. A new tractor, loader and mower is needed. Two options available: 1) Purchase through the Highway Dept. at a cost of $33,000 to $34,000 plus $4500 for a mower or 2) leasing at $4500 per year which would cost with a 7- year lease $31,000 for 1750 hours of tractor time. Joe Grant indicated $2500 was budgeted for a rental lease but rental arrangements are getting more expensive and the $2500 won't cover it. Grant believed an outright purchase was more practical. Chair Brown said if the equipment were purchased outright, the county would lose interest opportunity. If you figure a loss of about $1500 in interest, this brings the lease cost down to $3,000 and adding a repair warranty would lower it more. Brown asked if bids were taken and Grant replied no, that he had only used Highway purchase figures. Trade in for the present 22 year old tractor r would be $3500 to $4500. Supr. Menter, a member of Transportation Committee, stated leasing is no longer practical and the Highway Dept. is going toward outright purchase rather than leasing. Giese asked if the tractor and mower could be leased directly from the Highway Dept. Hense replied if you lease from Highway, you also get an operator for the equipment which creates a higher cost. Chair Brown asked Loney to explain interest opportunity. Loney said the current interest rate from the State Investment Pool is 7.260. If plant and equipment is purchased, the County loses the opportunity to get interest. (After the meeting, Loney corrected the average monthly interest rate to 5.210.) Dorsey recommended getting bids on leasing and outright purchase costs for the April meeting. Administrative Coordinator continued: Proposal from Dames and Moore: Krizek contacted Dames and Moore for a proposal to evaluate the marketability of the former ARR incinerator as a waste to energy facility. The proposal was given in stages on a per hour basis. The County can stop the evaluation at any point. Krizek assured the committee the County will not do anything injurious to the New Richmond community. Motion by Bradley, 2nd by Dorsey to accept the Administrative Coordinator's recommendation to hire Dames and Moore to evaluate the former incinerator at a cost of up to $15,000. Carried. Acr. Center Update: Krizek said it has been a struggle to complete the punch list. The mechanical list is completed; the cosmetic list (painting, touch-ups, door latches) is being worked on. Krizek thanked Loney for monitoring the building account and Maintenance personnel Dave Best and Ralph Robole for their work at the building. Chair Brown thanked County Staff for their input. Computer Services: Director Kathryn Beutel stated the new building is conducive to good computer usage. Training for staff is now underway. UWEX Computer: Reaman said three people are using one computer; due to a miscommunication they are short one PC. The plan is to have M.J. Hecker use the 486 PC and Home Economist Mary Lestrud and the summer 4-H Agent share the new PC. The cost for a 586 is $1625 which can be an outright purchase or purchased from UWEX, Madison on a two year payment plan with no interest. Information Services Comm. Chair Ron Raymond said this committee approved the $800 payment for two years. Motion by Giese, 2nd by Dorsey to approve $800 for first year payment from the Contingency Fund. Carried. The second year payment will be budgeted for 1999. CLUES Project: Krizek said $17,000 was in the 1998 budget for CLUES. Beutel presented additional costs of $17,503 to retain the District Attorney/Law Enforcement Project which included fees for TUN Licensing which is needed to keep computers in touch with each other. Motion by Dorsey, 2nd by Bradley to approve $17,503 from 3 the Contingency Fund for additional CLUES funding. Carried. Beutel advised more money for additional cabling may be needed if the State won't certify us at a 4 rating. Cost for Consultants: Committee was advised the $9,000 budgeted for consultants may not be sufficient until the end of the year. Job Description for Support Specialists• Motion by Giese, 2nd by Bradley to approve new job descriptions for Support Specialists. Carried. Tally Printer: Krizek advised the present printers were not fast enough during the tax billing time. A lease/purchase was arranged from 1997 budget monies. Motion by Giese, 2nd by Bradley to approve purchase of the tally printer. Carried. Krizek was directed to oversee disposal of old printers. Child Support Training: Receipting and disbursement will take place in Child Support office starting in 1999. Computer Services staff need training in this area and money is not budgeted in either Child Support or Computer Services budget. Committee agreed the requested $199.66 and any additional training for any department is to come out of Computer Services budget. Further Discussion on 90 Day Voucher Limit: Bradley commented the Finance Comm. should deal with the vouchers; not the Administration Committee. Chair Brown does not like the 90 day limit. Dorsey said a limit is needed because a Supervisor could submit per diems years later and money would not be budgeted. Clerk Nelson commented she checks the vouchers and it would be difficult to monitor them beyond a 90 day time limit. Closed Session: Motion by Bradley, 2nd by Giese to move into Closed Session per WI Statute (1)(e) to conduct specified public business where competitive or bargaining reason require a Closed Session - Perch Lake offer to purchase. Roll call vote: all yes, carried. Motion by Bradley, 2nd by Giese to reconvene in open session. Carried. Action from Closed Session: No motions made. Motion to adjourn by Giese, 2nd by Dorsey. Meeting adjourned at 12:15 p.m. followed by a tour of the Ag. Center. F. Sue E. Nelson Recording Secretary 4