DATE: January 13, 2009
Members present: Tommy Lee Bychinski, Joan Fordham, Marty Krueger, Steve Bach, William F. Wenzel
Others present: Kerry Beghin, Robert Cassity, Joel Gaalswyk, Lynn Horkan, Kathy Schauf, Jessica Fry, Liz Geoghegan, Michael Hafemann, Mark Steward
The meeting was called to order by Chairperson Bychinski at 8:30 AM. Certification of open meeting compliance was given. Motion by Bach, second by Fordham to adopt the agenda. Motion carried. Motion by Krueger, second by Bach to adopt the minutes of the previous meetings December 11 and 16, 2008. Motion carried.
Public Comment: None
Communications: Krueger distributed two letters: 1) from James R. Sanborn regarding monthly tax payments for 2009; 2) from Steve Richter, Director of Conservation, Southwestern Wisconsin, The Nature Conservancy regarding tax exemption status.
Update on 2008 budget overrun for Planning & Zoning Department
Steward distributed a Planning and Zoning budget 2008 report. 2008 has resulted in a shortfall of revenues. Expenses have been minimized through staffing cuts and foregoing other purchases; however, expect to end 2008 over budget approximately $40,000. Oversight Committee will meet tomorrow and Steward will present same information. Motion by Krueger, second by Bach for the Finance Committee to defer action until the Planning and Zoning Committee has an opportunity to meet and make recommendations to budgetary issues. An update will be presented to the Finance Committee next month. Motion carried.
Presentation of jail state prisoners report
Fry and Hafemann reviewed the distributed report. Majority of expenses are recorded. However, still waiting for revenues to come in for November/December 2008. The Department of Corrections inmate population has helped the overall budget; however, anticipate a budget shortfall for 2008 due in part to no Dane County contract as was budgeted and snowfall and flooding additional expenses. US Marshall contract will automatically renew. The department will be present at the February Finance Committee meeting concerning 2008 budget shortfall.
Update on flood finances
Beghin distributed a flood reports on county costs and a summary for other local government agencies. The summary includes only those projects that have been settled by FEMA, but many projects and claims are still pending. Some Highway expenses are not FEMA, but are claims made for Federal highway aid. These claims have been submitted but they take even more time to complete the claim process than FEMA claims.
Consideration of update to Financial Policy 3-94, Meal Expense Reimbursement
Beghin noted small adjustment, added word "itemized" before "receipt". Motion by Krueger, second by Wenzel to update the Financial Policy 3-94, Meal Expense Reimbursement. Motion carried.
Discussion of process for County Board mission, vision and goals
Early strategic planning and it's importance to the budget process was discussed. Schauf noted that direction and policy development set at the board level should lead the budget process. At the January County Board meeting, county mission, vision and goals will be discussed. Krueger talked about the mid term assessment in April and spoke to the importance of setting priorities for services and spending. Ideas for possible additional budget meetings to hear from board supervisors were discussed.
Presentation of County financial report
Beghin reviewed the County financial reports as of the end of November. Most likely to meet 2008 budget for sales tax revenue. Negative fund balances were reviewed, with most expected to be positive by the close of 2008.
Treasurer's Department Update.
Geoghegan updated the Committee on recent Treasurer Department activity. Geoghegan noted that the reassessed payback calculation amounts for Noah's Ark and Great Wolf will not come from the State until summer 2009. The Treasurer's Department was busy implementing the new "first dollar credit," a program change involving significant efforts and is unfunded by the state. Motion by Krueger, second by Wenzel to accept the Treasurer's report and approve payment of the invoices from the Treasurer's department in the amount of $4,022.06. Motion carried.
Discussion of investment proposals. Agreement amongst the committee members that proposals are a great idea but timing is not right. The investment financial policy and investment risks were discussed. Motion by Krueger, second by Bach to postpone managed investments and send letter to proposers expressing interest to revisit in May. Motion carried.
Accounting Department Update:
Beghin pointed out the highlights of the Accounting Department's recent activity. Talked about proactive strategies as 2009 unfolds. Motion by Krueger, second by Fordham to receive the Accounting report and approve payment of the Accounting invoices in the amount of $88,018.17. Motion by Wenzel, second by Bach to approve payment of the County invoices in the amount of $3,226,893.85. Motion carried.
The next regular Finance meeting is tentatively set for February 10, 2009 at 8:30 AM. Motion by Krueger, second by Bach to adjourn the meeting. Motion carried.
Respectfully submitted,
Steven Bach
Finance Committee Secretary