minutes of the meeting of the Finance Committee
Sawyer County Board of Supervisors
August 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, Northern Waters Library Service Director Jim Trojanowski, Sawyer County Corporation Counsel Thomas J. Duffy, Rockford Map representative Robert Dummer, Marceline Map representative Scott Krieger, Health and Human Services Department Director Pete Sanders, County Treasurer Dianne Ince, County Clerk Kris Mayberry
Motion by Bassett, 2nd by Schleeter, to approve the meeting agenda. Motion carried.
Motion by Bassett, 2nd by Schleeter, to approve the July 13, 2010 meeting minutes. Motion carried.
Northern Waters Library Service Director Jim Trojanowski presented information about the requirements of section 43.12 of the Wisconsin Statutes for County payments for library services. The Committee discussed County Board representation on library boards and the option of developing a county library plan and potentially establishing a county library system; requested that Mr. Trojanowski provide the Committee with the annual reports from the LCO Ojibwe Community Library, the Weiss Community Library (Hayward), and the Tice Library (Winter); and determined to discuss developing a county library plan and potentially establishing a county library system at their September meeting.
The Committee again reviewed the proposals for the production of a new Sawyer County Platbook. The Committee, at their meeting held July 13, 2010, tabled selection of a platbook proposal to obtain additional information. Scott Krieger was present on behalf of Marceline Mapping and answered questions about their proposal. Robert Dummer was present on behalf of Rockford Map and answered questions about their proposal. The Committee reviewed written information from Applied Data Consultants, Farm & Home Publishers, and Red Barn Plat Books. Motion by Bassett, 2nd by McCoy, to recommend County Board approval of the Marceline Mapping proposal with a total cost of $34,750 for 2,500 copies and selecting the option of no advertising, no separate road map or aerial photo pages, and requiring a performance bond. Delivery to the County of the proof of the platbook would be by December 31, 2010. Motion carried.
The Committee reviewed the Economic Development and Planning Committee recommendation to approve a request from the Town of Ojibwa for $5,130 from the Sawyer County Environmental Impact Fund towards the expenses for the completion of a trail system in the Town of Ojibwa Park. The Committee discussed that the $6,500 that was designated for coordination and design as part of the $80,000 committed by Sawyer County for the Tuscobia Trail enhancement project has not been spent and that only $800 was provided with that project for Town of Ojibwa Park improvements. Motion by Schleeter, 2nd by Bassett, to forward the request to the County Board with a recommendation of denial. Motion carried.
The Committee reviewed a request from Sawyer County District Attorney Thomas E. Van Roy for the transfer of an additional $4,500 into the District Attorney Account of the General Fund of the 2010 Sawyer County Budget for additional witness fees (medical examiner) required for the prosecution in a trial scheduled for October of 2010. Motion by Johnson, 2nd by Schleeter, to table the request until the September meeting of the Committee. Motion carried.
The Committee reviewed the Public Safety Committee recommendation to approve a line item transfer of $650 from the part-time dog pound employee line item to the rabies clinic line item of the 2010 budget for animal control. Motion by McCoy, 2nd by Paulsen, to approve the recommendation. Motion carried.
The Committee reviewed the Public Safety Committee recommendation to approve an increase in the rider fee/donation for the Veterans Service Department van trip to the Veterans Administration Medical Center in Minneapolis from $20 to $25. Motion by McCoy, 2nd by Johnson, to table the recommendation until the September meeting of the Committee and to invite Sawyer County Veterans Service Officer Ray Boeckman to that meeting to provide the Committee with additional information about the increase. Motion carried.
Motion by Bassett, 2nd by Johnson, to table consideration of the proposal to purchase a new fuel dispensing system for Highway Department facilities until the September meeting of the Committee to obtain additional information about the proposal. 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. The Committee, at their July meeting, tabled further consideration of the proposal and requested that Maintenance Department Supervisor Dennis Erickson develop options for the location and installation of post office mail boxes at the Courthouse and that he provide the Committee with estimates of the cost of the installation. This information was provided to the Property and Airport Committee and will be reviewed by the Finance Committee at their September meeting.
The Committee reviewed the Courthouse Committee recommendation to approve County Surveyor Dan Pleoger’s request for approval for $3,200 to be transferred from the Contingency Fund Account to the County Surveyor Account of the General Fund of the 2010 Sawyer County Budget to expend for payments made to private surveyors for survey corner restoration. Motion by McCoy, 2nd by Paulsen, to recommend County Board approval of the request. Motion carried.
The Committee reviewed the Courthouse Committee recommendation to approve Child Support Department Director Sandy Okamoto’s request to approve transferring $5,000 from the paternity cost line to the contract expense line of the 2010 Child Support Department budget to reflect actual anticipated expenditures during 2010. Motion by Schleeter, 2nd by Paulsen, to approve the request. Motion carried.
The Committee reviewed 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, after reviewing the issues addressed in the County’s letter, they have no record of any of the issues referred to in the County’s letter, and accepting no responsibility for the problems. The Committee discussed the need to better document issues with New World in the future.
The Committee reviewed a draft request for proposals prepared by Committee member Bruce Paulsen for the audit of Sawyer County’s financial statements of governmental activities, the business-type activities, each major fund, and the aggregated remaining fund information as of and of the year ended December 31, 2010. Motion by Bassett, 2nd by Paulsen, to approve requesting proposals by advertising in both Sawyer County newspapers, the Wisconsin Counties Association magazine, and on the County’s website, and by providing a copy to accounting firms doing business in Sawyer and surrounding counties. Motion carried.
The Committee discussed a process for discussion of department budget projections for 2012 during the development of the 2011 Sawyer County Budget and determined to discuss this further at their meeting in September.
The Committee discussed whether the Sawyer County Clerk’s Office should consider providing the service of the issuance of passports to alleviate some of the Clerk of Circuit Court’s Office workload or whether the County should discontinue providing the public with that service. County Clerk Kris Mayberry indicated that he is reviewing information about the time involved to provide the service and the corresponding revenue, and that he would provide a report for the Committee’s September meeting.
The Committee reviewed the proposed 2011 budgets for the County Clerk’s Office and for the County Treasurer’s Office.
The Committee reviewed a County financial report prepared by County Treasurer Dianne Ince through July 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 July of 2010 - $130,457.24
· Distributed to Sawyer County in 2010 through July - $663,489.48
· Distributed to Sawyer County through same month in 2009 - $684,953.41
· 2010 Sawyer County Budget sales and use tax revenue forecast - $1,337,500
Motion by McCoy, 2nd by Schleeter, to accept the Treasurer’s Report. Motion carried.
The Committee reviewed a report of 2010 General Fund revenues and expenses through July 31, 2010.
The Committee reviewed the monthly department expense vouchers. Motion by Paulsen, 2nd by Schleeter, to approve the vouchers. Motion carried.
Motion by Schleeter, 2nd by Paulsen, to adjourn the meeting. Motion carried.
minutes prepared by Sawyer County Clerk Kris Mayberry