DATE: February 12, 2009
Members present: Tommy Lee Bychinski, Joan Fordham, Marty Krueger, Steve Bach, William F. Wenzel
Others present: Kerry Beghin, Cindy Bodendein, Penny Clary, Robert Cassity, Jessica Fry, Elizabeth Geoghegan, Kim Gochanour, Michael Hafemann, Lynn Horkan, Tom Kriegl, Henry Netzinger, Steve Pate, Kathy Schauf, Randy Stammen, Mark Steward, media
The meeting was called to order by Chairperson Bychinski at 8:30 AM. Certification of open meeting compliance was given. Motion by Wenzel, second by Bach to adopt the agenda. Motion carried. Motion by Fordham, second by Bach to adopt the minutes of the previous meetings January 13 and 20, 2009. Motion carried.
Public Comment: None
Communications: None
Update on 2008 possible budget overrun for Planning & Zoning Department. (from January 2009)
Due to recent changes, Steward anticipates a small favorable variance to budget to end 2008. The favorable variance is a result of mitigating efforts around staffing vacancies and other departmental expenditures totaling a savings around $62,000. Final invoices went out to local towns/villages for comprehensive planning grants. The majority have paid and these revenues will be recognized in 2008. 2009 only has $5,000 budgeted for this project. All this information has been shared with the Planning & Zoning Committee.
Consideration of Health Care Center (HCC) donation acceptance.
Two separate donations for $2,000 were made to the Health Care Center. One donation for Christmas items and the other designated specifically for entertainment at the HCC. Motion by Bach, second by Wenzel to accept the two donations by the HCC. Motion carried.
Update on financial performance of the Health Care Center as of December 31, 2008.
Gochanour distributed and reviewed an updated aging report reflecting receipts through 2/11/09. Transition to the new billing system has slightly delayed some billing, but once "bugs" are worked out, will allow more ability to breakdown funding categories and focus on issues. Gochanour reviewed the Operations Statement, year to date actual still favorable to budget. Working towards the census size for the new facility. Continue to focus on minimizing expenses. Medicare patients have increased which has helped increase revenue. A successful Medicaid audit was 2/11/09, learned of some potential new transportation revenues. Decertification of beds to 82 is in progress.
Update on 2008 possible budget overrun for Public Health Department.
Bodendein reviewed the report included with agenda. Improvement plan for cell phone usage and cutting back on expenses in several areas are being implemented. The 2008 flood also effected the budget unfavorably. All billing for 2008 has been done and are expecting more revenues by end of February that can be recognized in 2008. Bodendein commented they are working on reclassifying purchased supplies to pandemic funding.
Update on 2008 possible budget overrun for Sheriff's Department.
Sheriff Stammen commented that the Sheriff's Department is anticipating about a $48,900 favorable variance to budget for year end 2008. Budget issues for 2008 were heavy snow, flood due to fuel and overtime costs, the wreckage of squad cars, and inability to finalize contract with Dane County. Other contracts with US Marshall and the Sate enabled department to help recoup revenues not gained in from Dane County. Other offsets to these issues were vacant positions, MIS, health insurance costs, and lower food service costs due to lower population. Still waiting for some 2008 revenues. In March/April will give the final picture of 2008 year end.
Presentation of jail state prisoners report.
Fry and Hafemann reviewed the distributed January 2009 report. Health insurance and phone rebates not yet included in report. Hafemann commented that the population has been running 123 to 125 per day. Stammen said contract from DOC has been signed for 130 inmates for 2009.
Presentation of 2008 donations reports.
2008 Donation reports for Health Care Center, Aging & Disability Resource Center, Planning & Zoning, UW Extension, Human Services, Public Health, and Land Conservation. Motion by Fordham, second by Wenzel to gratefully accept the donation reports from the departments. Motion carried.
Presentation of quarterly accounts receivable reports as of December 31, 2008.
Reports from Clerk of Courts, Home Care, Highway Department, and Human Services. It was noted that the collection agency for Clerk of Courts has been successful in collecting old debts.
Update on flood finances.
Beghin reviewed flood finances. Reimbursement amounts continue to come in. An additional $450,000 has been submitted to the Federal Highway Aid program. This program takes a long time for reimbursement. Most FEMA for Highway Department has been received.
Discussion of process for County Board mission, vision and goals; County Board engagement in strategic planning. Schauf and the Committee discussed engagement of the Board in strategic planning, including the mid-term assessment. The draft budget calendar was reviewed, with emphasis on solicitation of input from the public, oversight committees and the County Board. The benefits of budget development and presentation by functional group were also discussed.
Presentation of County financial report.
Beghin reviewed the County financial reports as of the end of December. Very preliminary numbers, a lot yet to happen, revenues can still come in through the end of February 2009. Beghin highlighted sales tax through November. Do not anticipate any problems with meeting sales tax revenues for 2008, final 2008 sales tax should be known by end of February.
Update on Virchow Krause operational review.
Beghin and Geoghegan reviewed progress on Accounting and Treasurer Department items.
Consideration of resolution Authorizing the Upgrade of Desktop Application Software to the Microsoft
Office Product. Pate reviewed the strategy to transition to Microsoft software and annual ongoing costs once licenses are purchased. Motion by Krueger, second by Fordham to authorize the upgrade of desktop application software to Microsoft Office Product. Motion carried.
Treasurer's Department Update.
Geoghegan updated the committee on recent Treasurer Department activity. CDARS (Certificate of Deposit Account Registry Service) are holding steady with rates at Baraboo National Bank (BNB). Motion by Krueger, second by Fordham to accept the Treasurer's report and approve payment of the invoices from the Treasurer's department in the amount of $5,987.74. Motion carried.
Accounting Department Update:
Beghin pointed out the highlights of the Accounting Department's recent activity. Getting geared up for 2008 audit and finalizing 2009 budget books. Actuarial study is in and the results are as the expected. Personnel is looking into changes in the future to help with the costs of retirees. Fordham stressed the long term issue of benefits to the County as an employer. Motion by Krueger, second by Bach to receive the Accounting report and approve payment of the Accounting invoices in the amount of $1,014,537.29. Motion by Krueger, second by Bach, abstain by Wenzel, to approve payment of the County invoices in the amount of $4,914,005.60. Motion carried.
The next regular Finance meeting is tentatively set for March 12, 2009 at 8:30 AM. Motion by Fordham, second by Bach to adjourn the meeting. Motion carried.
Respectfully submitted, Steven Bach, Finance Committee Secretary