DATE: December 8, 2009
Members present: Steve Bach, Tommy Lee Bychinski, Joan Fordham, Marty Krueger, William F. Wenzel
Others present: Judy Ashford, Kerry Beghin, Jessica Fry, Elizabeth Geoghegan, Lynn Horkan, Gerald Lehman, Vicki Meister, Kathy Schauf, 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 to adopt the agenda, second by Fordham. Motion carried. Motion by Bach to adopt the minutes of the previous meetings November 3 and 10, 2009, second by Fordham. Motion carried.
Public Comment: None
Communications: None
Presentation of jail state prisoners report
Fry stated utilities for November are not in the report. Telephone rebates are coming in and the signing bonus with the new vendor has been received. Other line items and inmate population were discussed.
Consideration of resolution Authorizing the Acceptance of a Grant from the Wisconsin Office of Justice Assistance for the Sauk County Domestic Violence Liaison Project and Amending the 2010 Budget for This Project
Sauk County was chosen for a grant to develop a model to be used in domestic violence cases. Thirteen month grant will fund a contract position. The existing CCR (Coordinated Community Response) group played a key role in the receipt of this grant. Motion by Krueger Authorizing the Acceptance of a Grant from the Wisconsin Office of Justice Assistance for the Sauk County Domestic Violence Liaison Project and Amending the 2010 Budget for This Project, second by Fordham. Motion carried.
Consider resolution for Purchase of Communications Equipment Through a Homeland Security Grant
Grant applied for through Emergency Management for required upgraded radios. Grant will fund 75% with a 25% match. Motion by Wenzel for Purchase of Communications Equipment Through a Homeland Security Grant, second by Bach. Motion carried.
Consider increase to Sheriff's Department change fund. Fry explained other outside agencies are no longer handling license renewals and titles. The Department's daily transactions have greatly increased. Increase in change fund will still be in compliance with cash handling policy. Motion by Krueger to increase the Sheriff's Department change fund to up to $500, second by Fordham. Motion carried.
Update on Baraboo Range Protection Program
Steward confirmed the property acquisitions are complete. Ashford stated there remains about $15,000 funding to be transferred into a segregated line in Planning & Zoning to pay for ongoing monitoring as required. Steward stated there are 50 properties and 3,000 acres that need to be monitored into perpetuity. When the $15,000 is expended the monitoring will need to continue through other funding.
Update on guardian ad litem (GAL) collections:
Vicki Meister highlighted the options discussed with the Circuit Courts and Clerk of Courts departments. The primary focus will be to get current billings out. Then go back and evaluate older invoices that are less likely to be collected. Dollars in trust have been moved appropriately against receivables. Procedures will be established between the departments. Meister confirmed the Court has an obligation to appoint guardians ad litem if needed. Meister will keep Committee informed.
Discussion of process for structural planning as part of 2011 budget process:
In light of upcoming budget difficulties the structure of departments and services needs to be reviewed. Beghin reviewed a tentative timeline to look at duties and commonalities between departments. The timeline and other budget processes and inputs were discussed. Schauf stated this will continue as a running agenda item for the Finance Committee.
Consider update to Financial Policy 3-97, Cash Handling:
The updated policy seeks to fortify and clarify existing policy and procedure. Discussion concerning some minor language changes, primarily changing "should" to "shall" throughout. Motion by Krueger to update Financial Policy 3-97, Cash Handling, with language changes as discussed, second by Bach. Motion carried.
Presentation of County financial report:
Sales tax continues to be very volatile. With seasonal adjustment the County is still ahead of budget. Beghin highlighted that lost interest on investments has been offset by strong collection of interest on taxes. Other revenue and expense areas were discussed.
Treasurer's Department Update:
Geoghegan updated the Committee on Treasurer Department activity. Received notice from the State concerning the Lake Delton tax charge backs due, $231,212.90. Amounts will be recorded in 2009. Treasurer's Department will be over budget but will transfer from other favorable areas to cover. Motion by Krueger to receive the Treasurer's report and approve payment of the invoices from the Treasurer's Department in the amount of $8,349.59, second by Wenzel. Motion carried. Geoghegan confirmed the investment outlook is still poor. Discussed the possibility of revisiting the prior bank proposals for investing. Concerned that with the risk the County is willing to take it would be hard to make up the expense of the bank fees. Committee agreed not to revisit the banking proposals.
Accounting Department Update:
Beghin pointed out the highlights of the Accounting Department's recent activity. Audit and year end activities are current focus. Levy limit worksheet was filed timely. Corporation Counsel wanted to communicate that the Baker Tilly contract gives up the right to a jury trial. Motion by Fordham to receive the Accounting report and approve payment of the Accounting Department invoices in the amount of $21,269.89 and the County invoices in the amount of $2,412,888.61, second by Wenzel. Motion carried.
Next Meeting
The next regular Finance meeting will be January 12, 2010 at 8:30 am.
Motion by Krueger to adjourn the meeting, second by Bach. Motion carried.
Respectfully submitted,
Steven Bach
Finance Committee Secretary