minutes of the meeting of the Finance Committee, Sawyer County Board of Supervisors
March 12, 2010, 8:30 a.m., Assembly Room, Sawyer County Courthouse
members present: Kathy McCoy (Chair), Dale Schleeter, James Bassett, Warren Johnson, Hal Helwig (for Shirley Riedmann)
Motion by Bassett, 2nd by Johnson, to approve the meeting agenda. Motion carried.
Motion by Bassett, 2nd by Schleeter, to approve the February 12, 2010 meeting minutes. Motion carried.
Sawyer County Highway Commissioner Gary Gedart and Highway Department Office Manager Joanne Nitz presented their concerns with the Committee’s decision to have Information Technology Department Director Mike Coleson activate the feature in the New World accounting system that prohibits purchases by departments when funds are not available in that department’s detail account. The Committee discussed the limitations with the New World system with the detailed accounting for the Highway Department and Health and Human Services Department budgets. The Committee also discussed the utilization of the year-to-date budget reports by the departments, the department committees, the Finance Committee, and the County Board to keep track of department expenditures. Motion by Schleeter, 2nd by Bassett, to delay activation of the feature in the New World accounting system that prohibits purchases by departments when funds are not available in that department’s detail account for further discussion. Motion carried.
Sawyer County Highway Commissioner Gary Gedart and Highway Department Office Manager Joanne Nitz reported that bids for the purchase of trucks for the Highway Department were higher than anticipated and presented the Highway Committee recommendation to approve transferring $59,000 from the Highway Department equipment fund to the equipment purchase account of the 2010 Highway Department budget. Motion by Bassett, 2nd by Schleeter, to approve the recommendation. Motion carried.
The Committee discussed that the departments of the County need to inform the County Clerk’s Office of grants and revenues applicable to 2009 prior to the commencement of work on the 2009 audit. Motion by Bassett, 2nd by Helwig, to request that departments provide this information to the County Clerk’s Office. Motion carried.
The Committee discussed whether Sawyer County should pay for drinking water and/or dispensers other than that provided by the drinking fountains located in County buildings, and that the water was being tested at the County Highway B Highway Department facility. Motion by Johnson, 2nd by Schleeter, to recommend to the County Board that Sawyer County should not pay for drinking water at County facilities served by a municipal water system, and that, for other facilities, department committees should weigh the options for the provision of safe, palatable drinking water. Motion carried.
Health and Human Services Department Director Pete Sanders reported that the charges incurred to date in 2010 for the placement of juveniles at the Lincoln Hills facility will be paid from the Health and Human Services Department budget and that a transfer of funds from the contingency fund account of the 2010 Sawyer County Budget for that purpose is not necessary at this time.
Deputy Zoning Department Administrator Cindy Yackley presented the Zoning Committee recommendation to approve the purchase of an HP LaserJet P1505 printer for the Zoning Department for $205. The printer would replace a printer that is defective and not reparable. Funds for the purchase would be transferred from the regular salaries account #50112 to the capital outlay for computer equipment account #50812 of the 2010 Zoning Department budget. Motion by Johnson, 2nd by Helwig, to approve the recommendation. Motion carried.
The Committee reviewed the Economic Development and Planning Committee recommendation to approve a one-time contribution of $17,000 from the Sawyer County Environmental Impact Fund towards the costs of improvements to the Stone Lake Lions Park in 2010. The recommendation is contingent upon a 2010 contribution of $9,700 from the Town of Sand Lake, $9,700 from Washburn County, $7,300 from the Town of Stone Lake (Washburn County), and $5,200 (including in-kind labor and material) from the Stone Lake Lions Club. Motion by Bassett, 2nd by Schleeter, to recommend County Board approval of the contribution. Motion carried.
The Committee discussed whether Sawyer County should consider attempt to establish a premier resort tax for Sawyer County. Motion by Helwig, 2nd by Bassett, to request that University of Wisconsin-Extension Community Resource Development Educator Dave Berard provide the Committee with information about this option at the April meeting of the Committee. Motion carried.
The Committee reviewed the following bids for the purchase of 80 cases of letter size and 10 cases of legal size office paper:
$2,699.10 – Northern Business Products
$2,946.00 – Unisource
$3,004.00 – Duluth Paper and Specialties
Motion by Bassett, 2nd by Johnson, to approve the low bid of Northern Business Products. Motion carried.
The Committee reviewed a form requested by the Equitable Life Insurance Company for employee deferred compensation accounts to be completed and signed on the County’s behalf for employees that no longer work for Sawyer County. The form instructs Equitable to remove the contract purchased for the participant (former employee) from Sawyer County’s employer unit and allows those participants to direct the transactions for their accounts without further consent by Sawyer County. Motion by Johnson, 2nd by Bassett, to recommend County Board approval for County Clerk Kris Mayberry to sign the forms on behalf of Sawyer County. Motion carried.
The Committee reviewed 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. Motion by Johnson, 2nd by Bassett, to table further discussion of the survey until the April meeting of the Committee. Motion carried.
The Committee reviewed a County financial report prepared by County Treasurer Dianne Ince through February of 2010 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 February of 2010 - $84,318.50
- Distributed to Sawyer County in 2010 through February - $170,608.59
- Distributed to Sawyer County through same month in 2009 - $183,480.74
- 2010 Sawyer County Budget sales and use tax revenue forecast - $1,337,500
Motion by Helwig, 2nd by Bassett, to approve the Treasurer’s Report. Motion carried.
The Committee reviewed and discussed a report of 2009 General Fund revenues and expenses through December 31, 2009 and determined to request a detailed report for the 2009 expenses for the Sheriff’s Department, for the Ambulance Service and Emergency Government Department, and for Guardian ad Litem expenses. The Committee also requests information concerning whether the use of Lifeline Systems for the billing and collection of charges for the Sawyer County Ambulance Service has been cost effective.
The Committee reviewed the monthly department expense vouchers. Motion by Johnson, 2nd by Schleeter, to approve the vouchers, except for the payment for the purchase of a drinking water dispenser for the Information Technology Department. Motion carried.
The Committee discussed that department committees should not approve the payment of vouchers without invoices which include sufficient detailed information about the purchase. Motion by McCoy, 2nd by Johnson, to request that department committees require departments to attach appropriate invoices to all statements. Motion carried.
Motion by Johnson, 2nd by Helwig, to adjourn the meeting. Motion carried.
Minutes prepared by Sawyer County Clerk Kris Mayberry