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Home My WebLink About20240030.tiff MINUTES WELD COUNTY COUNCIL July 17,2023 The Weld County Council met in regular session in full conformity with the Weld County Home Rule Charter at 6:30 p.m.,Monday,July 17,2023,at the Weld County Administration Building, 1150 0 Street,Greeley,CO. ROLL CALL: El The meeting was called to order by President James Welch.Councilmembers Cindy Beemer,Nancy Teksten,Elijah Hatch and Trent Leisy were present,constituting a quorum of members.Also present was Council Secretary Linda Kane. APPROVAL OF AGENDA: Councilmember Welch made a motion to revise the agenda,adding comments by County Attorney Bruce Barker,it was seconded by Councilmember Leisy and carried. APPROVAL OF DOCUMENTATION: Approval of June 19,2023,Minutes Councilmember Beemer made a motion to approve the June minutes, seconded by Councilmember Teksten,and the motion carried. Approval of First Quarter Report to the People Councilmember Beemer made a motion to approve the first quarter Report to the People, seconded by Councilmember Teksten,and the motion carried. REVIEW PROGRAM: Cheryl Pattelli—Chief Financial Officer Ms.Pattelli gave an overview of the finance department.She said the mission of the department is to prepare a trained and committed workforce;engage with customers;ensure a sound fiscal system and policies;and to ensure dedication to continuous improvement. The budget division of the finance department gives guidance to the budget process throughout the county. Regarding the payroll for the county,the finance department works with Human Resources to pay the estimated 1,800 employees each month at about$10.7 million. Property taxes collected last year totaled almost$1 billion.Foreclosures increased in 2022 and so far in 2023 likely contributed in some way to Covid. The finance department also ensure the purchasing department stays compliant.There were 196 formal bids last year and total purchasing spending was$237 million.The county has its own print shop,which saves the county money.It prints and supplies support and mail processing and the procurement of office equipment.It spent$250,000 on postage in 2022. Ms.Pattelli reminded Council the county is debt-free. For more information regarding the presentation,please see Addendum 1. Comments by County Attorney Bruce Barker Mr.Barker addressed a question presented by a Councilmember regarding rules of procedures regarding access to county buildings,offices,equipment and records,etc.Council had asked if they had unlimited access to those things. Mr.Barker responded that he didn't believe so as it wasn't stated in the Home Rule Charter. Co MMv,t:co`-}-;an$ o I/O8124 2024-0030 PUBLIC COMMENT: There was no public comment. OLD BUSINESS: There was no old business. NEW BUSINESS: Coordinator Reports/Councilman Reports Councilmembers Welch and Beemer met with Mr.Barker to discuss defining procedures for salary setting.Currently there are no specific details outlining how that should be done.Mr. Welch said the bi-laws are vague and Council would like to have specifications set. Bills Councilmember Beemer made a motion to approve bills,it was seconded by Councilmember Leisy and carried.The bills were paid as follows: o Weld County Phone Bill for June$25.00 ADJOURNMENT: By acclamation,the meeting was adjourned at 7:14 p.m. 814/1) August 21,2023 Co cil President James Welch Council Secretary Linda Kane Weld County Finance Department Overview Agenda ► Organization Chart ► Outcome Areas ► Division Overviews ► 2022 Accomplishments ► 2023-24 Goals ► Questions Finance and Administration Organization Chart FINANCE AND ADMINISTRATION Ryan-ow,D=dw& CIO 1 I I FINANCE HUMAN INFORMATION PUBLIC RESOURCES TECHNOLOGIES INFORMATION Cheryl Panel',CFO Jill Scott,Director Ryan Rose,CIO ®• I t ACcaun#ing, 7raasurer and Printing and Budget Accounts Payable, Payroll Purchasing Other and Grants Public Trustee Supplies �® _® MIMEO@ 11111111111222 Provide opportunities for pal Trained and Committed developmentro€essronoandperson Workforce Engage«n cross-tranrng; succession planning,and mentorship Build anti maintain positive Finance Engaged with our relationships with our custorrt"rs Understand needs, ED �'y� Customers e p a rt 1 t i e n 1 mutually bneciai solutions Outcome z u 9C►� 111C1fIri3J�t Sound�$st'at SysEff � � �, s �� 'ac� �fUtad attle�r}�cr�lr�ls Areas end E ltn rt fed �rvrrrtt�r}l: Dedicated i-ocused on outcomes. f;§1 to empowered to act,open to Continuous feedback C.ornmatted to positive change Improvement through education,experience, and ctarnmu>:tic#kart ..................... Finance Department Budget Division D. Coordinates County-wide operating and capital budget development activities D. Provides budgetary support and guidance to all County departments P. Performs budgetary forecasting and analysis including working with Assessor on property tax estimates ► Engages in long-range financial planning 2022/23 Facts: ► Performs budget policy analysis • C.onserutive years r€ceMving GF-OA Budget Award=42 ► Prepares annual Revenue Manual • 2023 budgeted expenditures =$441.1M I. Assists with ensuring budget aligns with Strategic Plan goals and 2023 County mill levy-'`'.o3a (includes/mill credit) outcomes ■ 2023 oudgefed property tux revenue_$272.5M(54.2 O of budgeted revenue) Finance Department Accounting, Accounts Payable, and Grants Division ► Provides accurate and timely financial management and reporting D. Responsible for: ► General accounting tasks D. County cost allocation plan I. External financial reporting and annual external audit D. Internal control procedures and internal audit 2022 Facts: D. Accounts payable and receivable including vendor maintenance and tax • CanseCufiveye atsreceiving GFC?A ACFR Award=42 documentation • N.of invoices processed for payment=20,780 ► Grant record maintenance • Total deposits=$433.8,4 • No of fixed assets=870 P. Other compliance requirements pieces of equipment,82 building,sheds,and towers No of audit management letter issues=0 Finance Department Payroll Division ► Collaborates with the Department of Human Resources and employees and managers across the County to execute the payroll process ► Ensures accurate payroll records and payroll compliance 2022 Facts: • Average number of employees paid=1800 • Average monthly payroll amount=$10.7M • Percentage of employees on direct deposit=99.9% .................... Finance Department Treasurer and Public Trustee Office Treasurer D. Collects,distributes,enforces,and reports property taxes ► Holds annual tax lien sale auction to collect delinquent tax payments P. Deposits and invests County funds per state statute and County policy ► Prepares cash flow analyses to maximize investment earnings ► Administers Bright Futures Program taxpayer rebates 2022Focs: • Properly fax collected= `,989M Public Trustee • Property tax collection rare= 99.94x1, ID- Handles Releases of Deeds of Trust,Foreclosures of Deeds of Trust,and Tax • '2/s1 lnvestnds)-iN/I cash overnight funds)_$412M Escrow Accounts for Land Purchase Contracts for properties located in Weld • Foreclosures started=453 or County 642°&increase from 2021 • Releases=16 349 a 50"t, decrease from 2021 ......_....... . ...... ........ ....... ................ Finance Department Purchasing Division ► Establishes,maintains,and operates the central purchasing office for the County ► Assists County staff with purchasing policy compliance ► Makes purchases ► Receives quotes/bids 2022 Facts: ► Administers formal solicitations ■ No.of formal bids= ► Negotiates with vendors 196 ■ No of purchase ► Establishes and maintains positive vendor relationships orders=850 ■Total purchasing spend:$237M Finance Department Purchasing Thresholds Purchases lesssolicitation is required •Purchasing authority delegated to department than$10,000 heads elected offiicials. Purchases$10,000 Infarmal solicits tion is required Pure a i g authority rs delegated t to$49,999 F irt►r�e t h ds did e1+cted o ficials Purchases$50,000 »� ;41;11*is r� s F k and over �PPurchasi c uthority is given only to the �c 3+" ............... ......_......................................_...._............_ . .... .._.............._...... Finance Department Printing and Supplies Division ► Provides printing and supply support,mail processing and courier services to the County ► Assists with the procurement of office equipment and supplies such as multi-functional devices,toner,and general office supplies ► Maintains ongoing maintenance and replacement schedule for all County multi-functional devices 2022 Facts: ■ No,of printing work orders=1,443 • Amount paid in postage =$246K ■ No.of miles driven weekly for mail run=460 ■ No.of supply orders= 223 Finance Department Other Duties Other Finance Department responsibilities include,but are not limited to,the following: ► Assists in the administration of the County Retirement plan and 401 K/457 plans ► Performs fiscal agent duties for select grants ► Manages any County debt,private activity bonds,and the Weld Finance Corporation I. Administers/co-administers several Boards and Commissions(e.g.,Federal Mineral Lease, Bankhead Jones,E91 1) 2022 Fads: I. Performs needed fee studies • Retirement Plan net position= ► Manages County dental and vision reimbursement plans and self-insured health fund $424.5M • 401k/457 participation rate= D. Works with Upstate Colorado on personal property rebate program and other economic v.t%n4.2 development initiatives Total county debt=$o • Personal property tax rebates _$409K D. Collaborates with Weld Trust on the Bright Futures Program • county funding of Bright Futures'program=$2.4M .................................._.... ..._............ Finance Department 2022 Accomplishments ► Began cross training for all positions and documenting processes throughout the department I. Participated in preparation of County Strategic Plan ► Developed outcome measures to align with strategic priorities D. Participated in selection of Workday,the Enterprise Resource Planning(ERP)system D. Received the"Triple Crown"award from the Government Finance Officer's Association(ACFR, Budget,and PAFR awards) D. Created a 401 K/457 Fiduciary Committee D. Selected vendor for online chat services in Treasurer's Office ► Selected an Investment Advisor to manage County investments via RFP process ► Completed countywide purchasing training D. Managed the County's CDBG program during transition Finance Department 2023-24 Department Goals ► Complete cross training for all positions and documenting processes throughout the department I. Review organizational structure and make changes when appropriate I. Ensure formal staff reviews and professional development plans are completed on a regular basis I. Assist in the implementation of Workday,specifically Payroll and Time Tracking in 2023 and Financials in 2024 ► Focus on efficiency improvements and innovation while implementing Workday ► Change pay frequency from monthly to semi-monthly(monthly will remain for Elected Officials) ► Implement cashiering system and online payment system as part of the project ► Develop Governance Manual for Retirement Plan Board and review/make recommendations related to Board operations,Board policies,and the Retirement Plan ► Implement online chat function and online auction for foreclosures in Treasurer's Office D. Make necessary adjustments to County investments to maximize safety,liquidity,and investment earnings,in that order I. Upgrade the County purchase card system to a paperless solution ► Assist with the Facilities Master Plan and develop financing options related to plan options Questions? Hello