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HomeMy WebLinkAboutExecutive Committee - Minutes - 6/13/2013Minutes of the Bayfield County Executive Committee Meeting 4:00PM, June 13, 2013 Emergency Operations Center, Bayfield County Annex, Washburn, WI Members Present: Brett Rondeau, Marco Bichanich, Shawn Miller, Kenneth Jardine , Dee Kittleson, Members Absent: Beth Meyers Others Present: Mark Abeles-Allison-Bayfield County Administrator, Neil Schultz, Kristine Kavajecz, Bill Bussey (4:20), Scottie Sandstrom (4:45pm), Chuck Porter (4:45pm), Tom Toepfer (4:50pm) Rondeau called the meeting to order at 4:00pm Minutes of May 9, 2013: Motion Miller, Bichanich to approve the minutes of the May 9, 2013 Executive Committee meeting. Motion Carried 2013 Budget Adjustments: Abeles-Allison reported on several anticipated budget shortfalls and the reasons for them. 1. County Clerk’s Office Anticipated Budget Shortfall: Unanticipated retirement resulting in payouts. 2. 911 Telephone Bills: AT&T has begun billing the county for monthly 911 service fees totaling approximately $3800 per month. These fees were not a budgeted expense. 3. District Attorney Contractual Services: As previously reported by the DA, there are additional expenses for clerical support above what was budgeted. 4. FEMA Grant Application: IF the county receives either of the 2 FEMA grants that were applied for, there may be some related county expenses, which were not budgeted. 5. Concrete & Walkway Projects: There were funds budgeted in 2012, some of those funds could be transferred to 2013. Additional unbudgeted costs could come from contingency, or part from general repair and maintenance budget. Projects are anticipated for completion by mid-August. Motion Kittleson, Jardine to approve funding for the expense items discussed, with budget amendments to be authorized later this year with exact amounts. Motion Carried. Bill Bussey entered the meeting at this time. Ag Station: 1. Roofs: $20,000 budgeted for roofs on the buildings at the Ag Station. Trepanier is recommending installing metal roofing over the existing roofs rather than replacing the existing roofs. Roofs on both homes are leaking. Quotes will be obtained and brought back to the Executive Committee. Abeles-Allison reviewed the dimensions of the parcel that was approved for sale to Superior Saunas. Survey results show that the parcel is slightly smaller than was originally discussed L:\COMMITTEES AND BOARDS\EXECUTIVE COMMITTEE\2013\Executive Committee Minutes 2013-06- 13.doc Page 2 of 4 2. Well: County originally agreed to allow access to the well, but the well remains county property. Superior Saunas will be proposing to purchase the existing well. This topic to be discussed further when Sandstrom and Porter arrive. 3. Land Sale: County has received requests to purchase a small triangular parcel on the Ag Station property. The parcel provides access to private property . Abeles-Allison recommended denying permanent easement to Martinsen (per his request). Committee discussed sale of the parcel to the property owners. Alternatively, an agreement could be drawn up to allow temporary use of the parcel, which also states that the Mrnaks give up any future claim of adverse possession. 4. Easement for Adjacent Property Owners: Discussed under the previous agenda item. Motion Bichanich, Jardine to authorize quotes to be obtained for both asphalt and steel roofs for Ag station homes. Motion Carried. Motion Jardine, Kittleson to authorize Abeles-Allison to negotiate the sale of the triangle parcel to Mrnak and Martinsen (respective portions) at the cost of $2000 per acre or to negotiate a price. Motion Carried. Northern Lights Bonding Waiver Resolution: As in past years, Northern Lights will be requesting a bonding covenant waiver similar to 2012, with a 20% debt ratio, and to remain at the $250,000 depreciation fund level. Motion Kittleson, Bichanich to approve the proposed Northern Lights Bonding Waiver Resolution as presented and forward to full county board for consideration. Motion Carried. Budget Planning 2014: 1. Neil Schultz memo: Abeles-Allison is working on response to this memo. 2. Budget Book Format: Abeles-Allison asked for input on the format of the budget book, if there is additional information that board members would like to see included or modified. 3. Budget Session Review Plans of Action: No discussion. 4. 5-year Capital Projects Goals/Annual: Gathering capital requests for 2014 from departments. 5. Fund Balance Levels: 25% reserves are recommended to guarantee operation for one quarter of the year in a critical situation. 6. Highway Finances & Projects in 2014: To be discussed when Toepfer arrives. 7. Changes in State Aids for various Departments/programs: Child Support received full funding at the state level. Land Conservation also received full funding, plus additional funding. Human Services will be taking some cuts. It was noted that Red Cliff is starting their own Child Support office and will reduce the county’s caseload. 8. Insurances (Health, Property, Liability, Worker’s Compensation, Boiler): Abeles- Allison reported on utilization in 2012 and so far in 2013. Broker is strongly recommending that the county consider self-funding health insurance. More information on this in the future. 11.9% property insurance premium increase. If we increase the deductible we could reduce the premium. Workers Comp loss ratio has been very good. Boiler Insurance remains constant. Porter and Sandstrom joined the meeting and provided further information with regard to the well at the Ag Station. Sandstrom provided background information on the existing wells on the L:\COMMITTEES AND BOARDS\EXECUTIVE COMMITTEE\2013\Executive Committee Minutes 2013-06- 13.doc Page 3 of 4 property. Sandstrom provided correspondence related to the flow of the well that Superior Sauna’s is interested in purchasing. Porter offered $5000 to purchase the well. Motion Miller, Kittleson to deny sale of the well. Motion Carried. Survey is nearly complete on the parcel being sold. Closing on the parcel is scheduled for June 21. Hoping to break ground in August on the new Superior Saunas facility. Sandstrom urged the county to look into use of the well in the future for potential business development. Sandstrom and Porter exited the meeting at this time. Highway Projects/Financing in 2014: Toepfer reviewed a proposed 5-year improvement plan for the Highway Department. Every 2 years a PASER road evaluation is conducted, which could cause the 5-year plan to change, based on the results. Estimate is $250,000 to construct a mile of road. Handout was provided which shows general costs for various road treatments. The committee reviewed funding for County C. Discussion was held whether County G should be repaired and then approach the town to take over. The committee also discussed ideas such as a sales tax increase dedicated to highway funding, or a wheel tax. Volatility of oil prices was brought up at the WisDOT meeting today, which causes problems with projecting highway costs. Toepfer exited the meeting at this time. Ethics Ordinance: No discussion at this time. WCA Policy Platform State funding for Energy Projects and Support for Veteran Outreach Program moving to WDVA: No discussion at this time. Reports: 1. County Tower Rentals: Port Wing Tower, ATT is now active. There was some damage to an existing County antennae/repeater. ATT will be responsible to repair this. Miller questioned the status of the tower permit that was issued in Mason a year ago. Camp Eatmore tower status was also questioned. Request from Duluth Superior Communications has requested access to 2 towers. Improvements and rental costs are currently being negotiated. Norvado has approached the county about using 3 of the county’s towers. 2. YTD 2013 Budget Performance, end of May: Review of year to date revenue and expense status by department. General fund is at about 38% of expenses year to date. Human Services is also at about the 37% point. Highway is at about the 32% point. 3. County Treasurer Report, end of May: End of May 2013 shows balance about $130,000 down from the same time in 2012. 4. County Forest Wind Study Report: 4+ years of study have been completed. Results show that there is a viable wind resource in the study area. 5. Draft Ordinance Amendment Regarding Agenda Items: Bussey explained that he would like to discuss what items are placed on an agenda and how they are approved to be included on an agenda. The County Board rules do not define this process. He suggested that a policy be created to define this topic. A draft policy/ordinance was provided by Bussey to generate discussion. This item to be placed on the next Executive Committee agenda for further discussion. L:\COMMITTEES AND BOARDS\EXECUTIVE COMMITTEE\2013\Executive Committee Minutes 2013-06- 13.doc Page 4 of 4 The committee did not go into closed session. Meeting Adjourned at 6:10pm.