minutes of the meeting of the Finance Committee
Sawyer County Board of Supervisors
September 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: County Board Chair Hal Helwig, County Treasurer Dianne Ince, County Clerk Kris Mayberry
Motion by McCoy, 2nd by Bassett, to approve the meeting agenda. Motion carried.
Motion by McCoy, 2nd by Bassett, to approve the August 13, 2010 and August 19, 2010 meeting minutes. Motion carried.
The Committee reviewed the Economic Development and Planning Committee recommendation to approve a County contribution of $5,806 for the first year of a revised Stone Lake Lions Park improvement project and that the funds come from the Sawyer County Environmental Impact Fund. A request for County funds for the project was presented by Stone Lake Lions Club member John Saunders. A funding proposal for improvements to the park was previously made to the County with the County Board approving a one-time County contribution of $17,000 on March 18, 2010. The primary purpose of the project was to provide water and sewer and to modernize the park facilities. The approval of the $17,000 contribution was contingent on the balance of the necessary funds being approved by other entities named in the request. As Washburn County did not approve their requested contribution, the project has been revised and a new plan has been submitted without the sewer and water extension. Mr. Saunders had requested that Sawyer County contribute $5,806 for year one and $5,806 for year two with no contingencies regarding other participants. Motion by Paulsen, 2nd by McCoy, to recommend County Board approval of the Economic Development and Planning Committee recommendation for a contribution of $5,806 with a moratorium on any additional expenditures being made from the Environmental Impact Fund until the current policy for approval of expenditures from that fund is reviewed and approved. Motion carried.
The Committee discussed the requirements of section 43.12 of the Wisconsin Statutes for County payments for library services, County Board representation on library boards, and the option of developing a county library plan and potentially establishing a county library system.
The Committee reviewed a request from Sawyer County District Attorney Thomas E. Van Roy for the transfer of an additional $9,000 to $11,500 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 of trials in 2010. Motion by McCoy, 2nd by Johnson, to recommend County Board approval of the transfer and expenditure of an amount not to exceed $11,500 from the Contingency Fund Account to the District Attorney Account of the General Fund of the 2010 Sawyer County Budget to pay for the additional witness fees, as needed. 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. Veterans Service Officer Ray Boeckman requested approval for withdrawal of the proposal to increase the fee. Motion by McCoy, 2nd by Paulsen, to approve Mr. Boeckman’s request. Motion carried.
The Committee reviewed the Property Address System Committee recommendation for approval to increase the fees for the installation of new property address signs from $100.00 to $125.00 and to increase the fee for a replacement property address sign from $75.00 to $100.00. Motion by McCoy, 2nd by Paulsen, to table the recommendation and to refer the recommendation back to the Property Address System Committee for a discussion of the option of using County employees to install and replace the property address signs and the option of requesting proposals to provide this service. 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 indicated that the total of annual post office box rent paid by County 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 to 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. Maintenance Department Supervisor Dennis Erickson developed options for the location and installation of post office mail boxes at the Courthouse and at the Sawyer County Law Enforcement Center and provided the Committee with an estimate of the cost of the installations. The Committee discussed whether the Post Office would deliver mail to each department instead of to a central mailbox unit and requested that County Clerk Kris Mayberry inquire about this. County Treasurer Dianne Ince requested approval to continue her office renting a mailbox at the Post Office to allow for the collection of mail at a time each day earlier than delivery would be to the Courthouse. Motion by Bassett, 2nd by Paulsen, to recommend to the County Board proceeding with the option of having mail delivered to the Courthouse, except to exempt the County Treasurer’s Office for at least the 1st year. Motion carried.
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. At their meeting held August 13, 2010, the Committee had approved requesting proposals for the audit and 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 by Paulsen, 2nd by Bassett, to proceed with requesting proposals for the audit with proposals due by December 1, 2010. Motion carried.
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 still 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 October meeting. Motion by McCoy, 2nd by Schleeter, to table further consideration of the matter until the October meeting. Motion carried.
The Committee reviewed the following summary of bids for the purchase of 80 cases of letter-size office paper:
$2,378.08 – Schilling Supply Company
$2,440.00 – Northern Business Products
$2,620.00 – Unisource
Motion by Bassett, 2nd by Paulsen, to approve the low bid. Motion carried.
The Committee reviewed a letter from CenturyLink advising that the Courthouse pay phone does not generate enough revenue to justify its maintenance and that Sawyer County would need to pay $49.75 per month plus taxes to avoid having CenturyLink remove the phone. Motion by Paulsen, 2nd by Bassett, to take no action to preserve the pay phone in the Courthouse. Motion carried.
The Committee discussed that the expense account of the 2010 Sawyer County Budget that includes charges for the production of ballots and the programming of voting machine cartridges will be over-expended before the end of 2010. Motion by McCoy, 2nd by Johnson, to authorize sending a letter to the municipalities and the schools in Sawyer County that they should budget for programming the voting machine cartridges for their elections beginning in 2011. Motion carried.
Health and Human Services Department Director Pete Sanders presented the Health and Human Services Board recommendation to approve using $132,380 from the Sawyer County W-2 Special Revenue Fund balance of $508,802 to pay off the loan used to purchase and improve the Transition House located on Greenwood Lane in the City of Hayward. Motion by Bassett, 2nd by Schleeter, to recommend County Board approval of the recommendation. Motion carried.
The Committee reviewed a County financial report prepared by County Treasurer Dianne Ince through August 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 August of 2010 - $143,434.11
- Distributed to Sawyer County in 2010 through August - $806,923.60
- Distributed to Sawyer County through same month in 2009 - $821,,117.62
- 2010 Sawyer County Budget sales and use tax revenue forecast - $1,337,500
The Committee reviewed County Treasurer Dianne Ince’s request for approval to attend the Wisconsin County Treasurers’ Association fall conference to be held October 6-8, 2010 in Barron County. Motion by McCoy, 2nd by Schleeter, to accept the Treasurer’s Report and to approve Ms. Ince’s request. Motion carried.
The Committee reviewed a report of 2010 General Fund revenues and expenses through August 31, 2010.
The Committee reviewed the monthly department expense vouchers. Motion by Paulsen, 2nd by Johnson, to approve the vouchers. Motion carried.
minutes prepared by Sawyer County Clerk Kris Mayberry