DATE: June 9, 2009
Members present: Steve Bach, Tommy Lee Bychinski, Joan Fordham, Marty Krueger, William F. Wenzel
Others present: Kerry Beghin, Stephanie Box, Jessica Fry, Elizabeth Geoghegan, Michael Hafemann, Lynn Horkan, Bill Orth, Kathy Schauf, Don Stevens
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 Bach, second by Fordham to adopt the minutes of the previous meetings May 12 and 19, 2009 with the noted typographical correction to the May 19 minutes. Motion carried.
Public Comment: None
Communications: None
Presentation of jail state prisoners report.
Fry and Hafemann reviewed the distributed May 2009 report. Fry also distributed a letter from the State Department of Corrections concerning the status of the 2010-11 Biennial Budget contract bed appropriation.
Presentation of quarterly accounts receivable reports as of March 31, 2009 - Human Services.
Box and Orth addressed the accounts receivable reports for Human Services. Box distributed a series of graphs showing accounts receivable by funding source. Box spoke about staff vacancies and options being looked at to increase collections. Orth talked about the economy and the consumers they serve. The Human Services billing department is recently fully staffed.
Consideration of possible routine transfer of excess Human Services fund balance to General Fund.
Beghin reviewed the financial policy for the fund balance transfer. Currently the Human Services excess fund balance is approximately $700,000. Beghin and Orth discussed the option to leave the excess in the Human Services fund due to the upcoming budget cuts from the state. Motion by Fordham, second by Krueger to leave the excess fund balance in Human Services for this fiscal year. Motion carried.
Discussion of funding options for Drainage District.
Don Stevens appeared on behalf of the Drainage Board. The Drainage Board is still waiting for answers from the State as to their formation and is not proceeding with any other expenditures at this time. A future resolution may be brought to the County Board for funding assistance.
Review of refinancing of long-term debt and debt market update.
Baird continues to monitor the debt for refinancing opportunities. Schauf distributed updated information from Brad Viegut of Baird. Committee discussed the expertise Baird brings to the complicated issues of long-term debt and county finances. The Committee suggested Viegut come to the July Finance and County Board meetings to review debt issues.
Update on flood finances.
Beghin reviewed flood finances. In last few months flood transactions are winding down. Bottom line for the County, as currently reported, will not change much. Committee agreed to remove this update agenda item from future agendas unless there is anything significant to report.
Update on 2010 budget process. Selection of Finance Committee delegates to the capital improvements team.
Motion by Fordham, second by Wenzel to nominate Bach and Bychinski as delegates to the capital improvements team. Motion carried. Schauf and Beghin distributed 2010 budget projections. The County is currently financially stable in this poor economic time, but needs to plan appropriately for functionality in the long term. Sauk County has value added due to professionalism and openness to look at issues.
Presentation of County financial report.
Financial reports were included in the agenda. Beghin distributed 2009 Budget Mid-Course Correction Report summarizing known and likely budget adjustments for 2009. Beghin will address questions concerning the March quarterly report at the June County Board meeting.
Treasurer's Department Update.
Geoghegan updated the Committee on recent Treasurer Department activity. Investment rates still very low. Motion by Krueger, second by Wenzel, to receive the Treasurer's report and approve payment of the invoices from the Treasurer's Department in the amount of $579.89. Motion carried.
Discussion and consideration of mission, vision, goals and performance measures for the Treasurer's Department. New for 2010 budget preparation is grading departmental programs. The program rating sheet is designed to look at program impact and inform committees about programs where they have oversight. The form points to difficult questions and creates a forum for discussion. All programs are mandated for the Treasurer's Department except foreclosure listings. The Committee had discussion on how this information is disseminated and the appropriate resource for the public. Geoghegan stated she is always looking to streamline programs and processes. MIS is working on a new website that would include more information to the general public. The Committee agreed Geoghegan should complete the program rating sheet as she views appropriate and distribute it with the next agenda for further discussion.
Form 1 for the Treasurer's Department was discussed and reviewed. Geoghegan stated this was a draft and not yet final. The current tax software program was discussed. The support for the current system is not good and there is need for constant program changes. MIS is helping the department and they are looking at long term viability.
Accounting Department Update:
Beghin pointed out the highlights of the Accounting Department's recent activity. The County received the Government Finance Officers Association "Distinguished Budget Presentation Award" for the 2009 Budget Book. Motion by Wenzel, second by Fordham, to receive the Accounting report and approve payment of the Accounting Department invoices in the amount of $4,764.28 and County invoices in the amount of $4,080,650.44. Motion carried.
Discussion and consideration of mission, vision, goals and performance measures for the Accounting Department. Reviewed Accounting Department Form 1. The importance and time spent on the budget book was discussed. Motion by Krueger, second by Bach to approve the Form 1, Mission and Vision for the Accounting Department. Motion carried.
Next Meetings.
Joint meeting of Finance and Personnel Committees will be June 12, 2009 at 8:15. The next regular Finance meeting will be July 14, 2009 at 8:30 am.
Motion by Fordham, second by Bach, to adjourn the meeting. Motion carried.
Respectfully submitted,
Steven Bach, Finance Committee Secretary