minutes of the meeting of the Finance Committee, Sawyer County Board of Supervisors
June 14, 2010, 8:30 a.m., Assembly Room, Sawyer County Courthouse
members present: Warren Johnson (Chair), Kathy McCoy, James Bassett, Bruce Paulsen
also present: Land Records Department Director Robyn Thake, Information Technology Department Director Mike Coleson, Linda Zilmer, County Treasurer Dianne Ince, County Clerk Kris Mayberry
Motion by McCoy, 2nd by Bassett, to approve the meeting agenda. Motion carried.
Motion by Bassett, 2nd by McCoy, to approve the May 13, 2010 meeting minutes. Motion carried.
The Committee discussed whether to install post office boxes in the Courthouse as an option to departments renting boxes at the post office and reviewed a report indicating that the total of annual post office box rent paid by departments is $1,144. Hayward Postmaster Kathy Mohs was present at the meeting and indicated that the post office is willing to deliver the mail to the Courthouse and sort the mail providing each office is individually identified by a suite number. Certified mail would be delivered to each office. Ms. Mohs estimated that mail delivery to the Courthouse would be by 9:30 or 10:00 a.m. Monday through Friday and indicated that Sawyer County would need to install the mailbox units purchased from a private vendor. Motion by McCoy, 2nd by Bassett, to send a letter to all County departments indicating that the Finance Committee is considering having department mail delivered to the Courthouse and to add this issue to the agendas of each committee for their consideration and input. Motion carried.
Northwest Regional Planning Commission (NWRPC) Community Development Planner Jason Laumann presented information about NWRPC’s proposal to apply for a grant to develop a Regional Hazard Mitigation Plan for Sawyer County, Price County, Rusk County, Taylor County, and the LCO Tribe. The matching funds required by the grant would be provided with in-kind services by County staff involved in the planning process. The Public Safety Committee is recommending County Board approval of the application at their June 17th meeting.
The Committee reviewed the Courthouse Committee recommendation to approve Register of Deeds Paula Chisser’s request for approval to transfer $300 from the travel account to the small items of equipment account of the 2010 Register of Deeds budget to provide the balance of funds necessary for the purchase of a new computer for the Register of Deeds’ Office to replace a computer that no longer functions properly. Information Technology Department Director Mike Coleson was present to confirm the urgency for replacing the computer. Motion by McCoy, 2nd by Bassett, to approve the transfer. Motion carried.
The Committee reviewed Anderson, Hager, & Moe’s proposal for audit and accounting services for the year ending December 31, 2009 with an estimated cost of between $45,250 and $49,950. The Committee discussed having a different firm audit the County’s financial statement than the firm that assist with preparation of the financial statement. The Committee also determined to add to the agenda of the Committee’s July meeting requesting proposals for accounting and audit services for future years. Bruce Paulsen suggested amending Anderson, Hager, & Moe’s proposal to provide that Anderson, Hager, & Moe is required to discuss with the County any anticipated need for additional time and fees that might exceed $49,950 and to require that the final audit be delivered prior to August 31, 2010. Motion by Paulsen, 2nd by McCoy, to recommend County Board approval of Anderson, Hager, & Moe’s proposal amended to reflect Mr. Paulsen’s suggestions. Motion carried.
Information Technology Department Director Mike Coleson, County Financial Coordinator Julie Hofer, and Payroll Clerk Carol Williamson were present to discuss the problems that occurred with the New World accounting system software splitting the expenses of a payroll at the beginning of 2009 that required considerable manual computations and adjustments to department expenses. Mr. Coleson indicated that there had been a bug in the software that caused the problems. The Committee determined that a letter be written to New World requesting an explanation of why the software system did not properly split the payroll expenses, expressing Sawyer County’s displeasure with the malfunction, and demanding compensation for the additional expenses Sawyer County incurred as a result of the problems.
The Committee reviewed the intergovernmental memorandum of understanding between the Lac Courte Oreilles Band of Lake Superior Chippewa Indians and Sawyer County regarding the use in Sawyer County of the first $100,000 of the annual amount of gaming funds pursuant to the terms of the current gaming compact between the Lac Courte Oreilles Band of Lake Superior Chippewa Indians and the State of Wisconsin. The Committee also reviewed an amendment to the memorandum of understanding proposed by LCO attorney Paul Shagan that would provide that the memorandum shall automatically renew for successive one-year terms unless either party provides the other with written notice of intent to terminate at least 90 days prior to the anniversary of the effective date. Without a memorandum of understanding between the Lac Courte Oreilles Band of Lake Superior Chippewa Indians and Sawyer County in effect the $100,000 would be forfeited to the State of Wisconsin. The Lac Courte Oreilles Tribal Governing Board has already approved the amendment. Motion by Bassett, 2nd by Paulsen, to recommend County Board approval of the amendment. Motion carried.
The Committee reviewed a letter from the U.S. Department of Interior regarding their consideration of an application from the Lac Courte Oreilles Band of Lake Superior Chippewa Indians (LCO) to acquire 36.61 acres of land (part of the SW1/4SW1/4, Section 28, Township 41 North, Range 8 West) located in the Town of Hayward (across County Highway B from the LCO Casino). The property would be held in trust for LCO and is outside the boundaries of the Lac Courte Oreilles Reservation. The Secretary of the Interior has the discretionary authority to acquire the property in trust. Title 25 CFR Section 151.11(d) requires the Secretary to contact State and local governments and provides that each will be given 30 days to comment on the acquisition’s potential impacts on regulatory jurisdiction, real property taxes, and special assessments. Motion by Bassett, 2nd by Johnson, to recommend that the County Board oppose the application as the property is outside the boundaries of the LCO Reservation and the proposed use is contrary to the Sawyer County and Town of Hayward comprehensive plans; because the acquisition would negatively affect the real property tax revenues of Sawyer County and other local taxing authorities while those entities continue to provide services to the property; and because it has not been shown that educational, social, or cultural benefits would result from the acquisition. Motion carried. Ms. McCoy voted no.
The Committee reviewed the following bids for the purchase of 80 cases of letter size office paper:
$2,302.43 – Schilling Supply Company
$2,440.00 – Northern Business Products
$2,464.00 – Duluth Paper & Specialties
$3,192.00 - Tri-State Business Systems
Motion by McCoy, 2nd by Bassett, to approve the purchase of the paper from Schilling Supply Company. Motion carried.
The Committee reviewed the request for proposals for the production of a new Sawyer County Platbook that was published in the Sawyer County Record and the Sawyer County Gazette and sent to Rockford Map Company, Red Barn Maps, Farm and Home Publishers, Applied Data Consultants, and Marceline Mapping.
The Committee reviewed information provided for budget development purposes by Command Central for the 2011 pricing for programming election equipment.
County Treasurer Dianne Ince requested approval for the transfer of $1,705 from the Contingency Fund Account to the County Treasurer’s Account of the General Fund of the 2010 Sawyer County Budget as the amount exceeding the appropriation for the expenses of publication of the list of 2005 delinquent property taxes. Motion by McCoy, 2nd by Bassett, to recommend County Board approval of the transfer. Motion carried.
The Committee reviewed a County financial report prepared by County Treasurer Dianne Ince through May 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 May of 2010 - $77,073.67
- Distributed to Sawyer County in 2010 through May - $427,139.52
- Distributed to Sawyer County through same month in 2009 - $451,463.02
- 2010 Sawyer County Budget sales and use tax revenue forecast - $1,337,500
Motion by McCoy, 2nd by Bassett, to approve the Treasurer’s Report. Motion carried.
The Committee reviewed a report of 2010 General Fund revenues and expenses through May 31, 2010.
The Committee discussed the process and a schedule for development of the 2011 Sawyer County Budget.
The Committee reviewed the Village of Winter request for payment of $4,400 towards the expenses of constructing a new pavilion at the Doc Smith Park in the Village of Winter. Motion by McCoy, 2nd by Paulsen, to delay payment until additional documentation of the expenditures is received. Motion carried.
The Committee reviewed the monthly department expense vouchers. Motion by Paulsen, 2nd by Bassett, to approve the vouchers. Motion carried.
Bruce Paulsen request that the Committee consider developing a policy for the bidding of purchases by the County. The Committee determined to discuss this at their next meeting.
Motion by Paulsen, 2nd by McCoy, to adjourn the meeting. Motion carried.
minutes prepared by Sawyer County Clerk Kris Mayberry