Meeting Agendas & Minutes

Finance 01/13/2010

Last Updated 1/19/2010 8:42:49 PM


 

minutes of the meeting of the Finance Committee

Sawyer County Board of Supervisors

January 13, 2010, 8:00 a.m.

Assembly Room, Sawyer County Courthouse

 

members present:

Kathy McCoy (Chair), Dale Schleeter, Warren Johnson, James Bassett, Shirley Riedmann

 

Motion by Schleeter, 2nd by Bassett, to approve the meeting agenda.  Motion carried.

 

Motion by Bassett, 2nd by Riedmann, to approve the December 14, 2009 meeting minutes.  Motion carried.

 

County Board Supervisor Doug Mrotek presented a proposal for proactive measures to be taken by the Finance Committee and County Board in anticipation of the impact of declining County revenues on development of the 2011 Sawyer County Budget, including putting a hold on filling employee positions as employees retire in 2010.

 

The Committee reviewed a report of 2009 General Fund revenues and expenses through December 31, 2009 and discussed requiring an additional review of department expenditures in the 4th quarter of each year to avoid having departments make purchases at the end of the year to use up any remaining annual department appropriation.  The Committee determined to include this review when meeting with departments as they present their proposed annual budgets each fall.

 

Motion by Riedmann, 2nd by Schleeter, to recommend County Board approval of requiring that departments submit requests to transfer funds between line items of their budgets to the Finance Committee for approval, as well as to the department’s committee.  An adverse decision of the Finance Committee could be appealed to the County Board.  Motion carried.

 

Motion by McCoy, 2nd by Johnson, to have Human Resource Manager Carol Larson work with department heads to develop and provide the Committee and County Board with an updated list of department employees, position descriptions, and potential employee retirements that might occur in the next 2 years.  Motion carried.

 

The Committee reviewed a proposed standard software maintenance agreement with New World Systems Corporation for 2010 through 2012 and an alternative agreement for just the year 2010 (with an additional charge of $1,900 for 2010 with the one-year agreement option).  The Committee discussed the alternatives with Information Technology Department Director Mike Coleson and by speaker telephone with New World Systems representatives Krystyn Maxwell and Chuck Childress.  Mr. Childress offered that, if Sawyer County approved the 3-year maintenance agreement, New World would provide Sawyer County personnel with a system trainer for 3 days and only charge Sawyer County for travel expenses.    Motion by McCoy, 2nd by Johnson, to recommend County Board approval of the software maintenance agreement with New World Systems Corporation for 2010 through 2012 providing the training offer is included.  Motion carried.

 

The Committee discussed the New World Systems purchase order system software.  New World Systems representative Chuck Childress indicated that he would provide the County with the cost of licensing and support for that system for the County to consider.  Mr. Coleson offered to test the purchase order system software developed by Lewis and Associates and used in the Sawyer County Health and Human Services Department for the expense accounting in his office.  The Committee determined to include implementation of a purchase order system on their February meeting agenda.

 

County Treasurer Dianne Ince presented a County financial report through December of 2009 and the Wisconsin Department of Revenue monthly report on county sales and use tax distribution to Sawyer County which included the following information:

  • Distributed to Sawyer County in December of 2009 - $105,922.06
  • Distributed to Sawyer County in 2009 through December - $1,335,679.91
  • Distributed to Sawyer County through same month in 2008 - $1,502,936.43
  • 2009 Sawyer County Budget sales and use tax revenue forecast - $1,400,000
  • 2009 Sawyer County Budget sales and use tax revenue shortfall - $64,320.09

Motion by Riedmann, 2nd by Johnson, to approve the Treasurer’s Report.  Motion carried.

 

Sawyer County Forest Administrator presented the Forestry Committee recommendation to expend $3,000 from the Environmental Impact Fees Fund for additional compensation to be provided in 2010 to the Sawyer County Snowmobile Alliance for the services provided by the Trail Coordinator and Assistant Trail Coordinator.  Motion by Riedmann, 2nd by McCoy, to table consideration of the recommendation and to request that representatives of the Snowmobile Alliance present information about the services provided by the Trail Coordinator and Assistant Trail Coordinator at the February meeting of the Finance Committee.  Motion carried. 

 

The Committee reviewed the Public Safety Committee recommendation to accept the Timber Ford Mercury bid of $116,686 for the 2010 Sheriff’s Department vehicle purchases.  The Committee noted that an appropriation of $115,000 was included for the purchase of Sheriff’s Department vehicles in the 2010 Sawyer County Budget.  Motion by Riedmann, 2nd by Johnson, to refer the recommendation back to the Public Safety Committee to determine a source for the $1,686 portion of the amount for the purchase that exceeds the appropriation or for negotiations with Timber Ford Mercury to reduce the purchase amount to $115,000.  Motion carried.

 

The Committee reviewed the Economic Development and Planning Committee recommendation to pay Northwest Regional Planning Commission $14,221.06 as the balance due for development of the Comprehensive Plan and $906.30 for work activities for the administration and completion of the previous CDBG housing rehabilitation project, and to pay Douglas County $1,000 as a contribution to help defray the costs of the 2010 Superior Days event scheduled for February 23-24, 2010 at the Madison Concourse Hotel and Governor’s Club.  Motion by Johnson, 2nd by Riedmann, to approve the recommendation.  Motion carried.

 

The Committee determined to add the issue of whether to continue membership with the Northwest Regional Planning Commission to the agenda of their February meeting.

 

The Committee reviewed the monthly department expense vouchers.  Motion by Riedmann, 2nd by Johnson, to approve the vouchers.  Motion carried.

 

Jim Bassett indicated that he hoped to complete, by the February meeting of the Committee, the results of a department survey to determine the number of department photocopiers, bottled water, refrigerators, coffee pots, auxiliary heaters, cell phones, and employee trips to the post office. 

 

The Committee requested a report from Maintenance Department Supervisor Dennis Erickson on the proposal to install a wood pellet energy system for County buildings at the February meeting of the Committee.

 

Motion by Riedmann, 2nd by Johnson, to adjourn the meeting.  Motion carried.

 

Minutes prepared by Sawyer County Clerk Kris Mayberry