Finance Committee

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Tuesday, May 8, 2018 - 8:00am

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PDF icon Finance Committee Agenda 05-08-18 (159 KB)

SAUK COUNTY BOARD OF SUPERVISORS

MEETING NOTICE/AGENDA

 

COMMITTEE:   FINANCE COMMITTEE

A quorum of the Sauk County Law Enforcement & Judiciary Committee will be present at this meeting due to three supervisors serving on both committees.

DATE:                   Tuesday, May 08, 2018

TIME:                   8:00 a.m.

PLACE:                Room 213, West Square Building

                                505 Broadway, Baraboo, WI  53913

 

REASON FOR MEETING:                            REGULAR

 

SUBJECTS FOR DISCUSSION:

  1. Call to Order and Certify Compliance with Open Meeting Law.

  2. Election of officers - Chairperson, Vice-Chairperson and Secretary.

  3. Selection of regular meeting date and time.

  4. Adopt Agenda.

  5. Adopt Minutes of Previous Meetings.

  6. Public Comment.

  7. Communications.
  8. Business Items.

    1. Discussion and possible resolution Authorizing Adjustments to the 2017 Budget.

    2. Review of and possible changes to the 2019 budget process; 2019 projections.

    3. Review of budget presentation format for monthly committee reports, budget, and 2019 working budget.

    4. Future review of County finance policies and best practices.

    5. Presentation of quarterly accounts receivable reports as of March 31, 2018.

    6. Presentation of ATC Environmental Impact Fee payments.

    7. Presentation of County financial reports.

  9. Treasurer’s Department Update.

    1. Monthly report.

    2. Review and approval of invoices.

  10. Accounting Department Update.

    1. Monthly report.

    2. Review and approval of invoices:Accounting Department and the entire County.

  11. Public Comment.

  12. Next Meeting.

  13. Adjournment.

     

    COPIES TO:

    Dietz                       Kriegl                      Lins                        Wenzel                   White Eagle          County Clerk

    Beghin                   Horkan                  Bolin                      Geoghegan           

     

     

    PREPARED BY:                                                                                 Accounting Department

     

    Any person who has a qualifying disability that requires the meeting or materials at the meeting to be in an accessible location or format should contact Sauk County (608-355-3269 or TTY 608-355-3490) between the hours of 8:00 A.M. and 4:30 P.M., Monday through Friday, exclusive of legal holidays, at least 48 hours in advance of the meeting so that reasonable arrangements can be made to accommodate each request.

PDF icon finance_committee_minutes_05-08-18.pdf (158 KB)

Sauk County Finance Committee

Room 213, West Square Building, Baraboo                                                                    Tuesday, May 8, 2018

 

Members present:                John Dietz, Tom Kriegl, Kevin Lins, and Bill Wenzel

Excused:                       Kristin White Eagle

Others present:             Kerry Beghin, Steve Bach, Alene Bolin, Kelly Finup, Liz Geoghegan, Lynn Horkan, Steve Pate, Peter Vedro, Carrie Wastlick, and media

 

The meeting was called to order by Vedro at 8:00 AM.  Certification of open meeting compliance was given. 

 

Election of Chairperson, Vice-Chairperson and Secretary.

  • Kriegl nominated Dietz as Finance Committee Chair.Motion by Kriegl, second by Lins to close nominations and unanimously cast the ballot for Dietz as Finance Committee Chair.Motion carried.

  • Lins nominated Kriegl as Finance Committee Vice-Chair.Motion by Lins, second by Dietz to close nominations and unanimously cast the ballot for Kriegl as Finance Committee Vice-Chair.Motion carried.

  • Wenzel nominated White Eagle as Finance Committee Secretary.Motion by Wenzel, second by Lins to close nominations and unanimously cast the ballot for White Eagle as Finance Committee Secretary.Motion carried.

Committee consensus to meet the second Monday of each month at 8:00 AM.

 

Motion by Lins, second by Kriegl to adopt the agenda.  Motion carried.  Motion by Kriegl, second by Lins to adopt the minutes of previous meetings on April 10 and 17, 2018.  Motion carried.

 

Public Comment:  None

Communications:  None

 

Discussion and possible resolution Authorizing Adjustments to the 2017 Budget.

Beghin commented this resolution wraps up the year 2017; audit is mostly complete.  Resolution compares departments’ budgets based on the bottom line, as well as total actual versus budgeted expenditures.  Motion by Lins, second by Wenzel to approve the resolution Authorizing Adjustments to the 2017 Budget.  Motion carried. 

 

Review of and possible changes to the 2019 budget process; 2019 projections.

The Committee discussed the challenges and timing of public engagement.  Committee consensus was not to hold June public input meetings for the 2019 budget.  Committee discussed the timeline with emphasis that departments share their budgets with oversight committees in July.  The Committee noted importance of looking early at critical changes in areas of staffing and grants/programming.  Discussed identifying early capital expenses that can be funded through fund balance with approval at committee level.   

 

Discussed the budget guidance and priorities and policies to be considered during the budget process and vacancy factor.  The Committee reviewed the 2019 budget projection as of May 4, 2018.  The projection is estimated, fluid and not all-encompassing.  Consensus to update projection regularly and share with full County Board. 

 

Review of budget presentation format for monthly committee reports, budget, and 2019 working budget.

Bolin and Beghin noted specific information is required to be included in the budget information by Statute.  Beghin and Bolin will work on revised draft report formats.

 

Future review of County finance policies and best practices.

Kriegl commented he had requested this item for the agenda.  The Committee discussed the possible benefits of a review of best practices, financial policies and procedures.  Bolin noted general specifications would need to be gathered to determine approximate cost and funding source.  Bids may need to be requested.

 

Presentation of quarterly accounts receivable reports as of March 31, 2018.

Beghin reviewed that these four departments do significant billing and report quarterly on their accounts receivable.  For the current reports there are no notable outstanding issues of concern.  The various types of receivables in the departments were discussed. 

 

Presentation of ATC Environmental Impact Fee payments.

None. 

 

Presentation of County financial reports.

The Committee reviewed the financials through March, 2018.  Sales tax is currently lagging a little bit.  Discussed volatility of sales tax and the future of economic development.  Bolin noted the ADRC reported to the Committee last month an anticipated budget overrun due to staffing.  They have funds to cover the overage. 

 

 

 

Treasurer’s Department Update. 

Geoghegan highlighted departmental activities.  Geoghegan will inquire about status of dark stores taxation.  Motion by Kriegl, second by Lins to approve payment of Treasurer’s Department invoices in the amount of $190,260.25.  Motion carried. 

 

Accounting Department Update. 

Beghin highlighted departmental activities.  Supervisor Lins questioned and objected to Finance Committee approval of 100’s of invoices without knowledge of what is included.  Motion by Wenzel, second by Lins to approve payment of Accounting Department invoices in the amount of $43,355.00 and County invoices in the amount of $3,847,329.49.  Motion carried. 

 

Public Comment:  None

 

Next regular meeting Monday, June 11, 2018, 8AM.

 

Motion by Kriegl, second by Lins to adjourn the meeting.  Motion carried.

 

 

Respectfully submitted,  

 

 

 

John Dietz, Finance Committee Chair