Finance Committee

09/13/11 Minutes (78 KB)

Members present: Steve Bach, Tommy Lee Bychinski, Joan Fordham, and Jason Lane

Members excused: William F. Wenzel

Others present: Kerry Beghin, Jessica Fry, Elizabeth Geoghegan, Leo Grill, Greg Hahn, Lynn Horkan, Tom Kriegl, Marty Krueger, Christopher Lapp, Chip Meister, Steve Muchow, Michelle Posewitz, Kathy Schauf, Jim Schernecker, media and other members of the public

The meeting was called to order by Chairperson Bychinski at 8:30 AM. Certification of open meeting compliance was given. Motion by Bach to adopt the agenda, second by Lane. Motion carried. Motion by Fordham to adopt the minutes of previous meetings on August 5, 9, and 16, 2011, second by Lane. Motion carried.

Public Comment:
Christopher Lapp, Baraboo, expressed concern for 2012 budget.

Communications:
Krueger distributed and commented on an e-mail between multiple parties concerning the jail.

Presentation of Court Commissioner / Family Court Counseling 2012 budget.
Grill reviewed 2012 budget request. Grill noted expenses decreased due to Wisconsin Retirement System (WRS) employee contributions. Primary expense for department is labor. Grill commented he doesn’t foresee change in number of litigants. There has been an increase in family law and pro se cases.

Update on Sheriff’s Department 2011 possible budget overrun.
Meister distributed written report and reviewed adjustments made in the department to decrease possible budget overrun. Barring any unforeseen circumstance or major event, the department anticipates they will be within budget for 2011. Bychinski noted a written report from Sherriff‘s Department dated September 12, 2011, was received by the Finance Committee.

Update on Coroner 2011 possible budget overrun.
Hahn distributed written report and reviewed possible budget overrun estimated at $12,200. Fuel and autopsies are the major contributing factors. Bychinski noted a written report from Coroner dated September 13, 2011, was received by the Finance Committee.

Update on County Clerk 2011 possible budget overrun.
Written report for County Clerk budget estimated budget overrun of $7,124. Beghin noted contributing factors are the recount and recall. A position in the office has been left vacant. Bychinski noted a written report from County Clerk dated August 30, 2011, was received by the Finance Committee.

Consider resolution Authorizing The Sauk County Highway Department To Eliminate One, Full-time (1.00 FTE) Bookkeeper Position, And Create One, Full-time (1.00 FTE) Patrolman Position Outside The 2011 Budget Process.
Muchow discussed reallocation of staff time due to automation gained through installation of new fuel system and a staff vacancy. The department will create an additional patrol position, eventually partial funding will come from state but reimbursement is based on a 5 year average. Maintenance of bypass and new county highway BD was discussed. Motion by Bach to approve resolution Authorizing The Sauk County Highway Department To Eliminate One, Full-time (1.00 FTE) Bookkeeper Position, And Create One, Full-time (1.00 FTE) Patrolman Position Outside The 2011 Budget Process, second by Fordham. Motion carried.

Presentation of County financial reports.
Beghin reviewed the County financial position. Sales tax and its volatility were discussed. Other notable lines were discussed. Various departments’ revenues and expenses were reviewed.

Update on 2012 budget process.
The Finance Committee budget review schedule was discussed, Wed. 9/28 and Thurs. 9/29 will start at 2:00 PM, Friday 9/30 at 8:30 AM. Agendas will be forthcoming. Schauf commented it is key to look at trends and strategies in a declining revenue environment. Focus on delivery of services and the reality that we cannot expect services to increase but can actually expect service reductions. Fordham noted the need to be smart about service reduction, there are services that if decreased could cost more in other areas. Still waiting for levy worksheet and working with departments on their budgets. Beghin noted 57 had responded to budget survey online.

Treasurer’s Department Update.
Geoghegan reviewed 2012 budget request. Department continues to see dollars for interest in delinquent taxes. There is potential legislation to reduce interest by .5% per month. This reduction would reduce county revenues by a third. Interest on investments is down for 2012 due to continuing decline in rates. Anticipate $12,000 estimated chargebacks payable in 2012. New software implementation will be the main focus in 2012.

Geoghegan updated the Committee on Treasurer Department activity. Christmas Mountain property highest bid was $117,000, in process of finalizing the sale. Geoghegan distributed an update on investment programs based on Supervisor Sinklair’s request at the last board meeting. The PMA program was reviewed and will be emphasized in the memo. Motion by Bach to approve payment of Treasurer’s Department invoices in the amount of $194,080.09, second by Lane. Motion carried.

Accounting Department Update.
Beghin reviewed 2012 Accounting budget request. Majority of budget is labor, no anticipated changes in 2012. Fordham commented she liked new form 1 snapshot. Discussed Governmental Accounting Standards Board (GASB) and its focus being retaining government statements and then restate them to look like non-governmental statements. Beghin noted a continued increase in accounting requests for service, and Federal and State grants that require reporting. Discussed the importance of balancing vital information provided versus what is interesting. Department is constantly adapting to stronger audit mandates. Beghin stated there will be a request for purchase (RFP) for the audit contract and anticipate an increase as budgeted in 2012.

Beghin highlighted Accounting Department recent activity. WRS changes were implemented the last payroll of August. Otherwise the department has been working on 2012 budget. Motion by Lane to approve payment of Accounting Department invoices in the amount of $18,179.01 and County invoices in the amount of $43,286,011.72 (includes property tax settlements), second by Fordham. Motion carried.

The next regular meeting will be Tuesday, October 11, 2011 at 8:30 a.m.

Motion by Lane to adjourn the meeting, second by Bach. Motion carried.

Respectfully submitted,

Joan Fordham, Finance Committee Secretary