Meeting Agendas & Minutes

Finance 07/13/2010

Last Updated 7/19/2010 3:09:15 PM


minutes of the meeting of the Finance Committee

Sawyer County Board of Supervisors

July 13, 2010, 8:30 a.m., Assembly Room, Sawyer County Courthouse

 

members present:  Warren Johnson (Chair), Kathy McCoy, James Bassett, Dale Schleeter, Bruce Paulsen

 

also present:  Land Records Department Director Robyn Thake, GIS Specialist Brian DeVries, Information Technology Department Director Mike Coleson, County Treasurer Dianne Ince, County Clerk Kris Mayberry

 

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

 

Motion by McCoy, 2nd by Bassett, to approve the June 14, 2010 meeting minutes.  Motion carried.

 

The Committee reviewed the following proposals for the production of a new Sawyer County Platbook:

 

1st Edition

 

 

 

 

Company Name

    1000 books

    1500 books

    2000 books

    2500 books

Applied Data Consultants

 $     57,085.00

 $     57,985.00

 $     58,985.00

 

Farm & Home Publishers

 

 

 $     30,500.00

 $     33,500.00

Marceline Mapping

 

 

 

 $     30,000.00

Red Barn Plat Books

 

 $     30,542.57

 $     33,707.57

 $     36,872.57

Rockford Map Publishers

 

 

 

 $     55,800.00

 

 

 

 

 

2nd Edition

 

 

 

 

Applied Data Consultants

 $     27,248.00

 $     28,148.00

 $     29,148.00

 

Farm & Home Publishers

 

 

 

 

Marceline Mapping

 

 

 

 

Red Barn Plat Books

 

 $     24,084.43

 $     27,249.43

 $     30,414.43

Rockford Map Publishers

 

 

 

 

 

Robert Dummer was in attendance representing Rockford Map Company.  Sue McDonald was in attendance representing Applied Data Consultants.  Mr. Dummer indicated that Rockford Map Company would not release ownership of the platbook data to Sawyer County, but that Rockford Map Company is willing to waive the charge for a performance bond, that the platbooks would be available by November 1st, and that the map scale could be 1.25 inch equals 1 mile.  Ms. McDonald indicated that she would confirm the scale that would be used for their platbook, the price if the minimum parcel showing ownership is 5 acres, the amount that would be charged for a performance bond, and the price for 2,500 platbooks.  The Committee placed a call to Marceline Mapping owner Scott Krieger who indicated that he would confirm the scale that would be used for their platbook, the price if the platbook edition does not have advertising, the amount that would be charged for a performance bond, and provide additional references.  Motion by McCoy, 2nd by Schleeter, to table further consideration of the platbook proposals to the August meeting of the Committee.  Motion carried.

 

The Committee discussed the proposal to install post office boxes in the Courthouse as an option to departments renting boxes at the post office.  A report indicates that the total of annual post office box rent paid by departments is $1,144.  Hayward Postmaster Kathy Mohs was present at the June meeting of the Committee and indicated that the post office is willing to deliver the mail to the Courthouse and sort the mail, providing that 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.  A letter was sent to all County departments indicating that the Finance Committee is considering having department mail delivered to the Courthouse and requesting that this issue be added to the agendas of each committee for their consideration and input.  The Courthouse Committee responded recommending that departments continue to receive their mail at the post office.  Register of Deeds Paula Chisser, Clerk of Circuit Court Anne Marie Danielson, and County Treasurer Dianne Ince expressed concern with Courthouse delivery as they collect and process mail early each day and sometimes on weekends.  Motion by McCoy, 2nd by Schleeter, to table further consideration of the proposal to the August meeting of the Committee and to request that Maintenance Department Supervisor Dennis Erickson develop options for the location and installation of post office mail boxes at the Courthouse and provide the Committee with estimates of the cost of the installation.  Motion carried.

 

County Clerk Kris Mayberry advised that Maintenance Department Supervisor Dennis Erickson determined that there would be sufficient funds left from the current Courthouse renovation project to cover the cost of installing a security door between the University of Wisconsin-Extension and Health and Human Services Department.

 

The Committee discussed a source for the funds necessary to pay for the signs designating County-owned buildings as smoke-free.  Motion by McCoy, 2nd by Paulsen, to recommend County Board approval to transfer an amount not to exceed $1,000 from the Contingency Fund Account of the General Fund of the 2010 Sawyer County Budget to expend for the signs.  Motion carried.

 

The Committee reviewed section 43.12 of the Wisconsin Statutes (County payment for library services) and examples of the requests for library service reimbursement in accordance with its provisions that were received by Sawyer County, including a request from the Lac Courte Oreilles Ojibwa College Community Library for a payment of $21,757.  The Committee determined to invite Northern Waters Library Service Director Jim Trojanowski and Corporation Counsel Thomas J. Duffy to the August meeting of the Committee to review the provisions of section 43.12 for county payment for library services.

 

The Committee reviewed preliminary email correspondence from New World Systems responding to a letter they received from Sawyer County.  Information Technology Department Director Mike Coleson, County Financial Coordinator Julie Hofer, and Payroll Clerk Carol Williamson were present at the June meeting of the Committee to discuss 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 had indicated that there had been a bug in the software that caused the problems.  The Committee had 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 New World response indicated that they are reviewing the issues addressed in the County’s letter and that they will respond accordingly.

 

The Committee reviewed a County financial report prepared by County Treasurer Dianne Ince through June 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 June of 2010 - $105,892.73
  • Distributed to Sawyer County in 2010 through June - $533,032.25
  • Distributed to Sawyer County through same month in 2009 - $549,232.17
  • 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 June 30, 2010.

 

The Committee discussed the process and a schedule for development of the 2011 Sawyer County Budget and reviewed and adjusted a proposed letter to the departments of the County with instruction for developing their 2011 budgets.  The Committee determined that departments should include a 0% increase for wages and a 14% increase for health insurance in their budgets.

 

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

 

Motion by Paulsen, 2nd by Bassett, to approve 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 carried.

 

Motion by Schleeter, 2nd by Bassett, to approve payment of an invoice for $10,523.84 from Indianhead Community Action Agency for work in March, April, May, and June of 2010 in administration of the Community Development Block Grant housing project.  Motion carried.

 

Motion by Paulsen, 2nd by Bassett, to adjourn the meeting.  Motion carried.

 

 

minutes prepared by Sawyer County Clerk Kris Mayberry