Columbia County Finance Committee MINUTES June 14, 2007

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1 PRESENT: ALSO PRESENT: Chair John H. Tramburg, Supervisors Debra L. H. Wopat, Susan Martin, Robert R. Westby, and Robert L. Hamele Board Chair Harlan Baumgartner, Lois Schepp, Joseph Ruf III, Erik Pritzl, Cathy Karls, Supervisor J. Robert Curtis, Mary Saunders, John Hartman, and Randy Oetzman The meeting was called to order at 9:00 a.m., and was properly noticed and published. MOTION: On motion by Wopat, second by Hamele, the agenda was approved as printed. MOTION: On motion by Westby, second by Hamele, the minutes of the May 10 th and May 16 th, 2007 Finance Committee meetings were approved as printed. Paragraph 1, Page 2 of the May 10 th minutes was changed as follows: Sauk County is providing $5,000 in funding this year, with an expected $5,000 $7,000 yearly from now on. The importance of cooperation between court officials, social workers, and judges involved with these children/cases; and a good working relationship between the two counties was stressed. VOUCHERS MOTION: Previously Paid Vouchers for June Audit were approved on motion by Martin, second by Wopat, for a total of $4,921, MOTION: On motion by Westby, second by Hamele, County Board Payroll for May meetings paid in June was approved for a total of $5, INCREASE HOURS OF ENVIRONMENTAL HEALTH INSPECTOR The Committee reviewed a request from the Health & Human Services (HHS) Department to increase the hours of the Environmental Health Inspector through the Limited Agent Contract as follows: 81 hours 118 hours July 1 December 31, 2007 January 1 June 30, 2008 $3, $4, MOTION: On motion by Martin, second by Hamele, the request was approved for a total of $8,

2 REVIEW/APPROVE HEALTH & HUMAN SERVICES RESOLUTIONS The Committee reviewed information provided by HHS Director Pritzl regarding Family Care Expansion. Two resolutions from the Health & Human Services Board were also reviewed, one to approve the County s participation in Family Care Expansion, and the other to approve establishment of an Aging & Disability Resource Center (ADRC) in the County. PURCHASE OF DUAL COMPUTER MONITORS FOR CHILD SUPPORT AGENCY Corp. Counsel Joe Ruf III, Child Support Administrator Mary Saunders, and MIS Director John Hartman explained a request to purchase dual monitors for Child Support Agency staff, and fund a portion of the cost of dual monitors for staff in the Corporation Counsel Office. The agency received $5,856 from the State for this purchase. MOTION: On motion by Martin, second by Hamele, the request was approved. Finance also approved using any remaining funds for overtime costs associated with a special program to increase collections - if this use of funds is approved by the State. If the overtime is not approved by the State, remaining funds will be used for other IT needs CAPITAL OUTLAY DEPARTMENTAL REQUESTS Information Technology: Hartman noted that prices for new phone systems (included in the 2007 Outlay Budget) were lower than expected. The original budget was $63,500. MOTION: On motion by Martin, second by Wopat, the Committee released budgeted outlay funds to purchase new phone systems for the Administration Building/Annex, and Health & Human Services Building. Total cost $61,800. Support & Overhead: Hartman explained the need for a radio tower for Health & Human Services. Business requirements are exceeding the ability of the single T1 line currently being used. The HHS Department included $20,000 for a wireless system in their 2007 Outlay budget, but proposals came in higher, resulting in a budget shortfall. Hartman said the vendor was willing to do a two-phase project, with $20,000 spent this year for the tower and temporary equipment, and $31,000 next year to install the permanent equipment. MOTION: On motion by Martin, second by Westby, the Committee released $20,000 in 2007 outlay funds for the Health & Human Services wireless system, including a commitment to spend the $31,000 for permanent equipment in Buildings & Grounds: Randy Oetzman explained the need to replace the Liebert A/C unit in the Administration Building. The unit runs 24/7 days a week and maintains the temperature in the server room. This is part of the 2007 budget. MOTION: On motion by Martin, second by Hamele, the outlay request was approved. Total outlay: $11,382. 2

3 2007 CAPITAL OUTLAY DEPARTMENTAL REQUESTS, continued Health Care Center: The HCC requested that outlay funds for the purchase of a new phone system be released. Significant problems with the current system now exist, and the system needs to be replaced as soon as possible. The HCC Committee will be meeting prior to County Board on the 20 th to approve this purchase. MOTION: On motion by Martin, second by Westby, the Committee approved the request to replace the current phone system for $11,943 contingent on HCC Committee approval. LINE ITEM TRANSFERS/CHANGE IN OUTLAY Buildings & Grounds: Oetzman explained a line item transfer request to replace the roof at the old recycling center. The building is used for storing extra furniture and other items for the county. Various projects cost less than expected, and funds remaining in those budgets will be transferred to the building maintenance account as follows: $6,235 from the Frederick Bldg. window project, account # $2,350 from the Frederick Bldg. Liebert A/C unit, account # $1,386 from LEC seal coat project, account # $121 from the Frederick Bldg. Maintenance account # MOTION: On motion by Martin, second by Westby, the line item transfer was approved for $10,290 to repair the roof at the old recycling center. Health Care Center: The Committee reviewed a request for a $5,000 line item transfer to replace a hot water heater at the Health Care Center (HCC). The funds will be transferred from the HCC Natural Gas account # into the HCC Building Improvements account # MOTION: On motion by Wopat, second by Hamele, the $5,000 line item transfer was approved. Health Care Center: A Change in Outlay request was reviewed. The Health Care Center outlay budget includes $2,500 for a new electronic vital machine. One of the facility s wheelchair scales broke down and needs to be replaced. The HCC request is to purchase the wheelchair scale instead of the vital machine. MOTION: On motion by Westby, second by Wopat, the request to purchase a new wheelchair scale instead of the electronic vital machine was approved. Total change in outlay: $2,500. POSITION REPLACEMENT REQUEST Discussion was held regarding a vacancy in the Treasurer s Office. MOTION: On motion by Martin, second by Hamele, the Treasurer s Office position replacement request was approved. 3

4 ESTABLISH HEALTH INSURANCE INTERNAL SERVICE FUND AND 2008 PRELIMINARY RATES Schepp explained a proposal to establish a special non-lapsing fund for health insurance costs. Departments would budget for their employees health insurance costs based on a blended rate. Using this method would provide an easier way to budget for insurance rate increases, a change in an employee s status (i.e. from single to family, etc.), and more effective administration of the health insurance program costs. MOTION: On motion by Martin, second by Hamele, the Committee approved establishing a Health Insurance Internal Service Fund. DETERMINE BUDGET GUIDELINES The Committee reviewed the County s current mileage rate. MOTION: On motion by Hamele, second by Wopat, the Committee approved no increase in the current mileage rate. The rate will remain $.39 per mile. Discussion was held regarding the upcoming budget season. MOTION: On motion by Wopat, second by Hamele, the Committee set the 2008 budget guidelines as follows: up to a 1% increase in operational expenses may be considered at budget time. Budget line item requests must include supporting backup documentation. STATUS REPORT ON LIBRARY CROSS BORDER PAYMENTS Schepp reported on cross border reports from surrounding libraries. UPDATE ON 2006 AUDIT Schepp provided an update on the 2006 audit. Audit standards have evolved, putting more stress on staff and auditors alike. UPDATE ON ACCOUNTING OUTSTANDING PROJECTS The Committee reviewed a list of outstanding projects for the Accounting Department. Some of them are multiple year projects and involve more than one department. Others are new GASB requirements which cannot be delayed. In July, the State will be here to perform a sales tax audit that is expected to take months to complete. Much paperwork needs to be prepared in advance of this audit. Other projects include: Develop a Purchasing Ordinance Develop an Expense Ordinance Create Traveler s Reference Guide 4

5 UPDATE ON ACCOUNTING OUTSTANDING PROJECTS, continued Bid Office Supplies Set up Travel & Procurement Card Program and associated guidelines New Imaging System Upgrade PeopleSoft Implement Financial Processes Manual Expand Tax Intercept Program Other programs to migrate from AS400 to PeopleSoft STAFFING 2008 Schepp updated the Committee on current staffing issues and turnover rate. OTHER BUSINESS Tramburg reported on a proposed change to the utility tax sharing formula, making it more equitable for all counties hosting a utility facility. CLOSED SESSION MOTION: On motion by Martin, second by Hamele, and with a unanimous vote, the Committee went into Closed Session at 1:03 p.m. pursuant to Wisconsin State Statute Section 19.85(1) (c) considering employment, promotion, compensation or performance evaluation data of any public employee (Emergency Management Director) over which the governmental body has jurisdiction or exercises responsibility. OPEN SESSION MOTION: On motion by Hamele, second by Wopat, the Committee reconvened in open session at 1:40 p.m. The vote was unanimous. ADJOURNMENT MOTION: On motion by Martin, second by Wopat, the meeting adjourned at 1:45 p.m. Respectfully Submitted: Robert R. Westby, Secretary Cindy Devine, Recording Secretary cc: Finance Committee Joseph Ruf III Chair Baumgartner Susan Moll Lois Schepp Internet 5