Finance Committee

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					Finance Committee
    July 21, 2010

Present: Ed Westphal, Keith Kenyon, Rick Irwin, James Kuhn, Brian Buswell
Others: Catherine Schmit, Tina Osterberg, Mary McClintock, Gene Phillips, Darlene Pintarro, Chad
Ziegler, Laura Rumpel, Ken Kittleson, Members of the public.

The meeting was called to order in the Human Services, Conference Room # 409 at 8:30 a.m.

    Next meeting date – August 18, 2010 9:00 a.m. at the Human Services – Conference Room # 409

     Minutes Approval – Motion by Rick Irwin second by Brian Buswell to approve 06/16/10 minutes as
    printed and mailed. Carried 5-0.

    Notice of Budgetary Adjustment
         a. Park – Chad Ziegler explained the 2010 budget adjustment in the amount of $1,793.95 for
             reimbursement of the chain saw safety program, insurance claim reimbursement and gift
             from the Town of Angelo for the operation of the wayside. Discussion. James Kuhn
                            rd
             explained the 3 miscellaneous revenue line item should read 10.651.48990. Discussion.
             Motion by Rick Irwin second by Keith Kenyon to approve budget adjustment. Carried 5-0.
              (Original budget adjustment is attached to minutes in the County Clerk’s office.)

         b. Economic Development & Tourism – Tina Osterberg explained a $7,500 ITBEC grant was
            received last fall which will be utilized for the iBuyMoCo project. Also another $18 dollars
            was brought in sales. Discussion. Motion by Ed Westphal second by Rick Irwin to approve
            budget adjustment in the amount of $7,518. Carried 5-0. (Original budget adjustment is attached to
              minutes in the County Clerk’s office.)

         c.   Senior Services – Laura Rumpel explained 2 budget adjustments in the senior services
              department. $518 from the Wisconsin DOT for a transportation grant and $2,352 in GWAAR
              grant adjustments. Discussion. Motion by Rick Irwin second by Keith Kenyon to approve
              both $518 and $2,352 budget adjustments. Carried 5-0. (Original budget adjustments are attached to
              minutes in the County Clerk’s office.)

         d. Justice – Tina Osterberg explained that the Justice Department received donations that were
            not budgeted in the amount of $2,000. Discussion. Motion by Rick Irwin second by Brian
            Buswell to approve budget adjustment. Carried 5-0. (Original budget adjustment is attached to
              minutes in the County Clerk’s office.)

         e. Emergency Management – Catherine Schmit explained the budget adjustment for spill
            reimbursement in the amount of $1,470. Discussion. Motion by Rick Irwin second by Brian
            Buswell to approve budget adjustment. Carried 5-0. (Original budget adjustment is attached to
              minutes in the County Clerk’s office.)

         f.   Human Services – Gene Phillips explained that Human Services is receiving higher than
              usual revenue through the collection agency in the amount of $12,000. Discussion. Motion
              by Keith Kenyon second by Rick Irwin to approve budget adjustment. Carried 5-0. (Original
              budget adjustment is attached to minutes in the County Clerk’s office.)

    Line item transfers –
         a. Park – Chad Ziegler explained line item transfer in the amount of $274 for chain saw safety
             training. Discussion. Motion by Brian Buswell second by Ed Westphal to approve line item
             transfer. Carried 5-0. (Original line item transfer is attached to minutes in the County Clerk’s office.)

         b. Justice – Tina Osterberg explained the line item transfer in the amount of $4,000 from the
            fringe account for insurance that an employee didn’t take to cover office supplies, community
            service safety expenses and rent of the new Justice Department building. Discussion. Motion
            by Rick Irwin second by Brian Buswell to approve line item transfer. Carried 5-0. (Original line
              item transfer is attached to minutes in the County Clerk’s office.)




The minutes are not official until approved by the Finance Committee at their next regular meeting.
         c.   Administrator – Catherine Schmit explained the line item transfer in the amount of $150 to
              cover the cost of Wisconsin County Executives and Administrators Association dues.
              Discussion. Motion by Brian Buswell second by Rick Irwin to approve line item transfer.
              Carried 5-0. (Original line item transfer is attached to minutes in the County Clerk’s office.)

         d. Veteran’s Service – Catherine Schmit explained the line item transfer moving $500 from the
            care of veterans graves to flags and markers for the purchase of flag holders. Discussion.
            Motion by Rick Irwin second by Keith Kenyon to approve line item transfer. Carried 5-0.
              (Original line item transfer is attached to minutes in the County Clerk’s office.)

         e. Personnel – Ken Kittleson explained that the Personnel and Veteran’s Services initially
            shared a copy machine. Veteran’s Service has moved. Personnel will be moving $875 in
            printing costs to the Veteran’s Service copy machine line. Discussion. Motion by Rick Irwin
            second by Brian Buswell to approve line item transfer. Carried 5-0. (Original line item transfer is
              attached to minutes in the County Clerk’s office.)

         f.   Emergency Management – Rick Irwin explained that the Emergency Management copy
              machine is unrepairable. This machine will be able to handle 11x17 maps or documents.
              Discussion. Motion by Brian Buswell second by Rick Irwin to approve line item transfer in the
              amount of $350. Carried 4-1, Kenyon. (Original line item transfer is attached to minutes in the County
              Clerk’s office.)

         g. Maintenance – Catherine Schmit explained that the price of the Administrative AED
            Machine has increased from the budgeted amount by $200. Discussion. Motion by Ed
            Westphal second by Rick Irwin to approve line item transfer. Carried 5-0. (Original line item
              transfer is attached to minutes in the County Clerk’s office.)

         h. Dispatch – Darlene Pintarro explained line items transfers in the amount of $32,350 for the
            vacancy and Administrator Position that was not filled to be placed into overtime, printing and
            books/publication/subscriptions. Discussion. Motion by Rick Irwin second by Brian Buswell to
            approve line item transfer. Carried 5-0. (Original line item transfer is attached to minutes in the County
              Clerk’s office.)

         i.   Land Conservation – James Kuhn explained the office lease has been reimbursed based on
              the federal fiscal year from Oct 1 to Sept 30. The landlord will now be paid on a calendar
              year. This results in 15 months of rent for the 2010 budgeted year. No change in rent.
              Discussion. Motion by Rick Irwin second by Keith Kenyon to approve line item transfer in the
              amount of $5,366.25. Carried 5-0. (Original line item transfer is attached to minutes in the County Clerk’s
              office.)

    Treasurers
         a. Mary McClintock, gave the monthly report. Discussion

    Finance Director
         a. Tina Osterberg, gave the monthly report. Discussion. The committee discussed that Tina
            should bring forward her monthly vouchers for approval. Vouchers that require a deadline,
            should be paid. Discussion. Motion to approve vouchers by Ed Westphal second by Rick
            Irwin. Carried 5-0.

         b. Progress on Finance Department Implementation – Tina Osterberg explained that she has
            been working on IT functions. Currently Tina is looking to move forward with the employee
            module for the Krono’s payroll system. Discussion.

     Finance Director Reclassification – Catherine Schmit explained that as part of the employee policy, a
    reclass has to go forward through Personnel as part of the budget process. Tina’s job description
    changed from Accounting Manager to Finance Director. At the time the new position was established,
    Ken Kittleson recommended moving Tina from grade 11 to 16. Catherine explained that Tina’s wages
    currently are at the bottom of every scale around the state. Catherine explained that she is looking to
    move Tina from grade 11 to 14b for the 2011 budget based on additional duties and responsibilities
    with the migration of the finance team. Discussion. It was explained that the Finance Director is


The minutes are not official until approved by the Finance Committee at their next regular meeting.
    making less money than some of the individuals working under the Finance Department. Ed Westphal
    and Keith Kenyon discussed that at the next election term, the County Clerk’s wages be looked at
    since budget duties were taken over by the Administrator. Catherine Schmit explained that the Deputy
    County Clerk was reclassified from a grade 5 to a grade 4 through the transition of the finance
    department. Discussion. Motion by Keith Kenyon to second by Rick Irwin to approve the
    reclassification of the Finance Director from grade 11 to 14b effective on January 1, 2011. Discussion.
    Carried 4-1, Westphal. This reclassification request will be sent to the Personnel Committee.

     Budget Procedure Presentation – Catherine Schmit explained that she met with department heads
    last Friday in regards to the budget kickoff. Catherine discussed the budget timeline, line item detail,
    personnel cost worksheet and explained what she is requesting from each department. Discussion.
    Catherine explained that she will compile the budget and present them to the committees of
    jurisdiction. Catherine explained instead of meeting every week in October, that the committee meet
    on October 24, 25 and 26 to finalize the budget. Discussion.

    Fiscal Note on Resolution –
         a. Resolution Authorizing Cancellation of Outstanding Accounts for the Monroe County Jail –
             James Kuhn explained the return of $3.89 to clear the books of the Jail outstanding accounts.
             Discussion. Motion to approve fiscal note by Rick Irwin second by Ed Westpahl. Discussion.
             Carried 5-0.

     Consideration/possible action regarding 401K Retirement for future County employees – Keith
    Kenyon proposed with all new hires, either go half of the Wisconsin Retirement contribution or start a
    401k for new hires. Discussion. Keith explained with the savings of the retirement that positions within
    the county could be filled. Jim Kuhn explained that policy rules may not allow these proposals. Ken
    Kittleson, Personnel Director explained that under state laws, employees must be under the Wisconsin
    Retirement system. Ken also explained that there are caps the county would have to pay and that the
    unions would have to agree through the bargaining process. Discussion. Ken explained the proposal
    will be included on the bargaining table.

     Enterprise Fund, Large Expenditure Review/Oversight – Brian Buswell explained that a few months
    ago, Gail Frie, Solid Waste Manager made a presentation to the finance committee. Brian discussed
    that Gail explained that solid waste could spend money without the finance committee’s blessing and
    only came to the meeting as a courtesy. Discussion. Tina explained that $250,000 needs to be kept in
    the cash account and that everything over the reserve of $250,000 has to go to the full county board for
    approval. Discussion. Catherine Schmit explained that Solid Waste needs to follow county policy and
    procedures as well as all other departments. Discussion.

     Farm Account – Keith Kenyon explained with the 2011 budget, the farm account should be placed
    into the general or contingency fund. Discussion. It was explained that the farm account could only be
    changed through resolution with county board’s approval. Discussion. Motion by Keith Kenyon second
    by Ed Westphal to draft a resolution to transfer the entire farm account to the general fund. Discussion.
    Carried 4-1, Kuhn.

    Vouchers - Motion by Ed Westphal second by Brian Buswell to approve the monthly expenses and
    per diems. Carried 5-0.

    Items for next month’s agenda – Farm Account Resolution

    Adjournment - Motion by Brian Buswell second by Ed Westphal to adjourn at 11:57 a.m. Carried 5-0.

Shelley Bohl, County Clerk
Recorder




The minutes are not official until approved by the Finance Committee at their next regular meeting.