minutes of the meeting of the Courthouse Committee
Sawyer County Board of Supervisors
July 6, 2010, 7:00 p.m., Assembly Room, Sawyer County Courthouse
members present: Dale Schleeter (Chair), Ron Kinsley, Mel Olson, Thomas W. Duffy, Walt Jaeger
also present: Land Records Department Director Robyn Thake, Information Technology Department Director Mike Coleson, County Surveyor Dan Pleoger, Clerk of Circuit Court Anne Marie Danielson, Human Resource Manager Carol Larson, County Clerk Kris Mayberry
Motion by Kinsley, 2nd by Duffy, to approve the meeting agenda as presented. Motion carried.
Motion by Duffy, 2nd by Olson, to approve the minutes of the meeting of June 8, 2010. Motion carried.
Information Technology Department Director Mike Coleson provided a monthly work report for the Information Technology Department.
Clerk of Circuit Court Anne Marie Danielson presented a report for the Clerk of Circuit Courts Office and requested approval for 2 employees of the office to travel to St. Croix or Barron County for a demonstration of a system for processing court files in the courtroom. Motion by Duffy, 2nd by Jaeger, to approve the travel. Motion carried.
County Surveyor Dan Pleoger provided a monthly work report for the County Surveyors Office.
Motion by Kinsley, 2nd by Duffy, to approve the monthly reports for the Information Technology Department, the Clerk of Circuit Courts Office, and the County Surveyors Office. Motion carried.
The Committee discussed a proposal being considered by the Finance Committee to install post office boxes in the Courthouse as an option to departments renting boxes at the post office. Clerk of Circuit Court Anne Marie Danielson expressed concern for delays in getting the mail as delivery to the Courthouse would be late each morning and not on Saturday. She noted that she often picks up mail on weekends and first thing in the morning for efficiency in processing. The Committee discussed that the same concern was raised by other department heads, including Register of Deeds Paula Chisser and County Treasurer Dianne Ince. Motion by Olson, 2nd by Jaeger, to recommend to the Finance Committee that departments continue to receive their mail at the Post Office. Motion carried.
Land Records Department Director Robyn Thake presented the 2010 Wisconsin Land Information Program grant agreement with the State of Wisconsin Department of Administration establishing the terms and conditions for Sawyer County’s eligibility to receive funds for land records modernization. Sawyer County has been awarded $16,056 for 2010 which will be used for digital parcel mapping. Motion by Jaeger, 2nd by Duffy, to recommend County Board approval of the agreement. Motion carried.
Land Records Department Director Robyn Thake reviewed the newly enacted 2009 Wisconsin Act 314 with the Committee. Among the changes to the land records program included in the legislation is a requirement for the appointment and composition of a land information council for counties that have established a land information office. The requirement provides that the council consist of not less than 8 members including the register of deeds, the treasurer, the real property lister or their designees, and the following members appointed by the county board: A member of the county board, a representative of the land information office, a realtor or member of a realtors association employed within the county, a public safety or emergency communications representative employed within the county, the county surveyor or a registered professional land surveyor employed within the county, and any other members of the board or public that the board designates. Motion by Duffy, 2nd by Jaeger, to recommend County Board approval for the appointment of a land information council in compliance with section 59.72 (3m) of the Wisconsin Statutes. Motion carried.
Land Records Department Director Robyn Thake reviewed the circumstances of the proposed agreement with LCO for the replacement of County property address signs that were removed from LCO Housing Authority buildings. Ms. Thake explained that LCO would purchase the signs and posts from the County at cost and have their employees install them. The Committee discussed that the LCO Tribal Governing Board needs to approve the agreement and return it properly signed and certified as approved, and that the County Board must also approve the agreement in order for the sign replacement to move forward.
Land Records Department Director Robyn Thake provided a monthly department report. Motion by Kinsley, 2nd by Olson, to approve the report. Motion carried.
The Committee discussed a concern raised at the June Personnel and Administrative Committee that employees of the County Surveyors Office do private surveying work in Sawyer County. Human Resource Manager Carol Larson reviewed the provisions of the Sawyer County Personnel Administration Policies which provide that County employees may engage in outside employment unless, in the judgment of the department head or governing committee, such employment conflicts with or affects the performance of their duties. Ms. Larson also reviewed a letter of understanding between Sawyer County and County Surveyor Dan Pleoger which delineates the provisions under which Mr. Pleoger may continue operating a private surveying business while employed by the County. The Committee determined that there is no need to change the existing policy or to readdress the agreement with Mr. Pleoger.
The Committee reviewed the Agriculture and Extension Education Committee recommendation to approve an endorsement to Sawyer County’s Wisconsin County Mutual Insurance Corporation (WCMIC) public entity liability insurance policy for liability insurance coverage that is applicable to 4-H volunteer leaders and their events. Correspondence from the Wisconsin County Mutual Insurance Corporation indicates that the endorsement is at no cost to counties, that all 4-H leaders must complete a formal application and be registered as a volunteer with the county youth agent, that the 4-H program must be formally recognized by the county board and fall under its’ control as specified by the policy language, and that the county must sign an agreement accepting control of the 4-H program and have the power to approve the list of activities proposed by them. Motion by Olson, 2nd by Kinsley, to recommend County Board approval of the letter of agreement to accept the coverage offered by the endorsement. Motion carried.
The Committee reviewed and approved the monthly department expense vouchers.
County Clerk Kris Mayberry indicated that he received an annual comprehensive report of liability claims involving Sawyer County from 1989 to the present and explained that County Board members may and should have access to confidential claim files and information as the governing body of the County.
Motion by Kinsley, 2nd by Duffy, to convene into closed session, pursuant to section 19.85(1)(g), Wisconsin Statutes, to discuss litigation involving Sawyer County. Motion carried by unanimous voice vote.
[Minutes of closed sessions are kept in a confidential file in the County Clerk’s Office.]
Motion by Duffy, 2nd by Jaeger, to reconvene into open session. Motion carried.
Motion by Kinsley, 2nd by Jaeger, to adjourn the meeting. Motion carried.
minutes prepared by County Clerk Kris Mayberry