Waupaca County Finance and Human Resource Committee

Minutes – December 10, 2014

Chr. Federwitz called the meeting to order at 9:00 a.m. and gave the opening meeting statement. 

Roll Call:  Chr. Federwitz, Suprs. Barrington, Craig, Flease, G. Murphy, Penney, Neumann and Co. Bd. Chr. Koeppen, all members present.  Others present:  Mary Robbins, Heidi Dombrowski, Michael Mazemke, Erica Becker, Nancy Koeppen, Mary Kay Poehlman, Ryan Brown, Roger Holman, Megan Feirtag, Todd Rasmussen, Clyde Tellock, Mandy Welch, Bob Reath, Nick Carlin and Jesse Cuff.

Review and Approve Agenda.  Motion:  Supr. Craig moved and Supr. Barrington seconded the motion to approve the agenda.  The motion carried without a negative vote.

Minutes of the previous meeting, November 5, 2014.  Motion: Supr. Penney moved and Supr. G. Murphy seconded the motion to approve the minutes of the previous meetings.  The motion carried without a negative vote.

Public Input. – None.

Finance Director’s Report – Heidi Dombrowski. 

Update Financials as of November 30, 2014.  Discussion on the unassigning Worker’s Compensation at year end if necessary.  Waupaca County has a very aggressive debt service pay back policy.

Internal Control Policies.  The Federal government is enforcing more restrictions or better controls on how grant money is used and the policies that recipients have in place.  Grant performance measures need to be tracked better, so that the taxpayer and government know they are getting what they paid for and not being used on unintended purposes.  Heidi has always wanted to track grant dollars received better, but she needs to get all of the grant contracts in their office.  Sub-recipients need internal controls, also.  We have found some great policies to use from other counties as a starting point.

Chr. Federwitz explained that Heidi and he would like to form a Sub-Committee of Finance/HR Committee entitled the Audit Committee appointed by Co. Bd. Chr. Koeppen to make sure that these policies are being followed and to check the internal controls.  This committee would probably only need to meet quarterly or less.  Chr. Federwitz would like to recommend Co. Bd. Chr. Koeppen, Supr. Federwitz, Supr. Craig, Supr. Neumann, Sheri Wieters, Heidi Dombrowski, Corporation Counsel and Mary Robbins.  Motion:  Supr. Flease moved and Supr. Murphy seconded the motion to approve submitting these names for County Chair and County Board appointment.  The motion carried without a negative vote.

Vouchers:  Motion:  Supr. Craig moved and Supr. Penney seconded the motion to approve the monthly vouchers.  The motion carried with Co. Bd. Chr. Koeppen abstaining from the vote.

Treasurer’s Report- Treasurer Clyde Tellock.  Treasurer’s Report was distributed and placed on file.  Cash on hand of $1,607,288.23.  Tax bills are being disbursed and collected, we collect for 9 municipalities.    Reviewed:  Investments, Tax Certificates, County Sales Tax, Interest on Delinquent Taxes, and Interest on Investments.  Treasurer’s Report placed on file. 

NACo Registration reimbursement – Supr. Mary Kay Poehlman.  Supr. Poehlman stated that she had already registered when this was voted on by the County Board to update the ordinance that we would stay a member of NACo but no reimbursements.  Chr. Federwitz expressed that it may not have been put in the proper location in the Code of Ordinance, of Ch. 2, S. 12.4 (a) Conferences, Seminars, Conventions and authorized County functions, shall be paid mileage and $60.00 per day or if over 4 hours, $75.00 for the full day.  12.4(a) As long as we are members of NACo beginning September 1, 2014 there shall be no compensation for NACo meeting.  This may be misinterpreted to mean only per diem and mileage expenses won’t be paid.  Finance /HR Committee discussed all of the WCA Conferences, Webinars, etc.  Clerk Robbins agreed it was not located in the best spot nor very clear.  Motion:  Supr. Murphy moved and Supr. Barrington seconded the motion to reimburse Supr. Poehlman the NACo Registration of $500.00 for the conference she will be attending in Washington D.C., but no other expenses and for the February Conference only.  Roll call vote:  Koeppen-yes, Craig-no, Neumann-yes, Murphy-yes, Flease-yes, Penney-yes, Barrington-yes and Federwitz-yes.  Motion carried.

Information Systems – Robert Reath.  Director’s Report.

2014 Budget Status – R. Reath stated that the IS Department budget is at 77%.  The WiscNet invoice will be switched from an annual charge to a quarterly billing.  Lakeview Manor fiber and phone projects have been completed with an October 24^th cutover date.  A larger capacity UPS purchased and installed for the phone switches.

-Department interviews for 2015 – Sheriff Department – R. Reath reviewed the Moducom status. 

-The Sheriff department will be trying to update that system to digital versus analog in 2015.  The SD will also be purchasing a storage device for record keeping starting in 2015.  A new device will be purchased annually and put into rotation.  Spillman can be converted to Microsoft from IBM AIX system.  The cost is $30,000.  Discussion followed.

-UWEX – Discussed the need to upgrade their computers to Windows 7 to comply with the state software that will be installed.  They wanted to make sure that the county’s future website will be able to link to the state’s UWEX sites. 

-Treasurer – Linda Drews is making program changes for the production of the 2014 Real Estate Tax Bills.

-ISeries Upgrade – The lease on the ISeries hardware/software will expire at the end of 2014.  Prices for the hardware/software and for support to install will be obtained this month.  The installation will not occur until January as to not disrupt producing the real estate tax bills and to finalize the 2014 calendar year business.

The Information Systems Committee requested that this committee would give authority to the Information Systems Dept. to prorate refund requests of the Remote Access Agreement Contracts that are outstanding now that the system has been made public.  Motion:  Supr. Craig moved and Supr. Barrington seconded the motion to approve the I.S. Department to refund on a prorated basis any requests for the Remote Access Agreement Contracts.  The motion carried without a negative vote.

Motion to pay monthly bills:  Supr. Craig moved and Supr. Murphy seconded the motion to pay the bills as presented.  The motion carried without a negative vote. R. Reath explained that in the bills is the Seal a Smile DHHS software program, Vectra Sepc for the Veterans Service Office, Updating computers from XP.

Lakeview Manor Administrator Megan Feirtag.  Lakeview has a very old van that is no longer road worthy, they have money budgeted for 2015, but would like to use money from their savings to purchase the vehicle prior to the end of the year.  They use this van for meal on wheels, activities for outings, some medical appointments.  53.10 grants would not be available for this purpose, but she will check again.  Approximately $40,000 for a used van, again money is in next year’s budget.  Motion:  Supr. Flease moved and Supr. Neumann seconded the motion to approve the expenditure from this year’s budget.  The motion carried without a negative vote.

Human Resource Director Amanda Welch.  Mandy presented her monthly report; recruitment & terminations, wage/benefit issues, labor relations; which is on file in the Clerk’s office.  Several positions are open for recruitment.  The Neoguv program is on hold for now due to expense and many other projects taking precedence. 

County Clerk – Mary Robbins. 

Per Diem & Mileage expense:  Per Diem and Mileage total for the month of November $13,114.37.  Motion:  Co. Bd. Chr. Koeppen moved and Supr. G. Murphy seconded the motion to approve the per diem and mileage expenses.  Motion carried without a negative vote.

2015 Wisconsin County Insurance Renewals.  Motion:  Supr. Craig moved and Supr. Barrington seconded the motion to approve the 2015 Insurance Renewals as presented staying with a $10,000 deductible.  The motion carried without a negative vote.

            Next meeting will be Wednesday, January 14, 2015.

Motion:  Supr. Craig moved and Supr. Flease seconded the motion to adjourn at  10:50 a.m.  The motion carried without a negative vote.

Mary A. Robbins, County Clerk