minutes of the meeting of the Finance Committee, Sawyer County Board of Supervisors
October 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 Clerk Kris Mayberry
Motion by Bassett, 2nd by Schleeter, to approve the meeting agenda. Motion carried.
Motion by Bassett, 2nd by Paulsen, to approve the September 13, 2010 meeting minutes. Motion carried.
The Committee reviewed the Economic Development and Planning Committee recommendation to approve a work plan and budget not to exceed $4,550 (developed by Forester Joe Timmerman) to develop and present information relevant to the study of the Wisconsin Department of Natural Resources Forestry Nurseries and the DNR proposal to close the Hayward nursery. Motion by Bassett, 2nd by Paulsen, to recommend County Board approval of the Economic Development and Planning Committee recommendation subject to an effort being made to raise some or part of the $4,550 from private sources and with the balance to come from the Sawyer County Resource Development Fund. Motion carried.
The Committee reviewed the Economic Development and Planning Committee recommendation to restore some of the funds that were reduced from the appropriation for Sawyer County Development Corporation by the Finance Committee in the proposed 2011 Sawyer County Budget.
The Committee discussed a request for the County to provide $10,000 as an incentive for a business to relocate to Sawyer County. The $10,000 would pay to relocate a septic system that is located where the business’ trucks would load and unload. Motion by Paulsen, 2nd by McCoy, to approve the concept of the County providing financial incentives for economic development and employment opportunities in Sawyer County, providing any proposed business provides a sufficient business plan which includes the number of jobs that would be created and provided an appropriate mechanism is determined for the incentive to be provided. Motion carried. Mr. Bassett voted no.
The Committee reviewed the Public Safety Committee recommendation to approve the transfer and expenditure of an amount not to exceed $10,000 for the purchase of a new snowmobile for the Sheriff’s Department to replace a 14 year old snowmobile that would require extensive repairs. Motion by Johnson, 2nd by McCoy, to recommend County Board approval of the recommendation with the funds to come from Contingency Fund Account of the General Fund of the 2010 Sawyer County Budget. Motion carried.
The Committee discussed the proposal to install department mailboxes in the Courthouse as an option to departments renting mailboxes 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 Finance 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 mailboxes at the Courthouse and at the Sawyer County Law Enforcement Center and provided the Finance Committee with a revised estimate of $2,996 as a cost of the installations. Mr. Erickson also suggested using the department door number as the numbering system for identifying department suites. County Treasurer Dianne Ince had requested and the Finance Committee approved for at least the 1st year that the Treasurer’s Office continue 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 McCoy, to recommend to the County Board proceeding with the option of having mail delivered to the Courthouse and to transfer and expend an amount not to exceed $3,200 from Contingency Fund Account of the General Fund of the 2010 Sawyer County Budget for the installation of the mailboxes. Motion carried.
The Committee reviewed a request from Register of Deeds Paula Chisser to be exempt from the proposed requirement that departments have their mail delivered to the Courthouse instead of having post office boxes. Motion by Johnson, 2nd by Bassett, to deny the request. Motion carried.
The Committee discussed whether to provide an appropriation in the 2011 Sawyer County Budget for the purchase of a vehicle to replace an older vehicle in the Sawyer County department motor pool or whether to purchase the vehicle in 2010. Motion by McCoy, 2nd by Paulsen, to recommend County Board approval to purchase the vehicle in 2010 with funds from the W-2 Program Special Revenue Fund balance. Motion carried.
The Committee reviewed documents and materials, including a resolution, agency agreement, and performance note for a loan to be used for the purchase of land necessary for the Airport improvement project and the Property and Airport Committee recommendation for approval. Sawyer County would need to submit 20% ($200,000) of the loan amount ($1,000,000) to initiate the loan process. The Committee also discussed a request from the Wisconsin Bureau of Aeronautics to determine if title insurance should be purchased for the acquisition of property for the Airport improvement project. A representative of the Wisconsin Bureau of Aeronautics will be present at the October County Board meeting to provide an explanation of the loan documents, the need for the loan, and the issue of title insurance.
The Committee discussed that funds may be necessary for the expenses of utilizing an engineering firm to review the County’s options in pursuing modification of the 1941 Wisconsin Public Service Commission order concerning management of the Round Lake watershed.
The Committee discussed whether to authorize the payment of bills by departments in advance of Finance Committee approval to take advantage of early payment incentives. Motion by Bassett, 2nd by Paulsen, to recommend County Board approval. Motion carried.
The Committee discussed disposing of the $830 balance in the Fairgrounds Development Capital Projects Fund 405. Motion by McCoy, 2nd by Paulsen, to recommend County Board approval to send a check for that amount to the Sawyer County Fair Association. Motion carried.
The Committee reviewed a proposed agreement with Maximus Consulting Services, Inc. for Maximus to provide Sawyer County with professional consulting services for the development of a central services cost allocation plan and for any negotiations or instruction relating thereto. Compensation for the services would be $3,500 each year for 3 years. Motion by McCoy, 2nd by Paulsen, to recommend County Board approval of the agreement. Motion carried.
Motion by McCoy, 2nd by Bassett, to table further consideration of establishing a county library system until the January meeting of the Committee. Motion carried.
Motion by McCoy, 2nd by Paulsen, to authorize that a letter be sent to the LCO Community College Library requesting that Sawyer County be granted a representative on their library board of directors. Motion carried.
The Committee determined to schedule a meeting for October 22, 2010, at 10:00 a.m., with Mike Hager, of Certified Public Accountants Anderson, Hager, & Moe, to review the County’s 2009 financial statement and audit and to discuss Sawyer County’s financial management and arrangements for accounting services.
Clerk of Circuit Court Anne Marie Danielson reported that several line item expense accounts in the 2010 Clerk of Circuit Courts’ budget would exceed the appropriated amounts.
The Committee reviewed the Courthouse Committee recommendation to expend funds to install security windows and an entry system for the Clerk of Circuit Court’s Office. Motion by McCoy, 2nd by Schleeter, to add expenditures to the 2011 Clerk of Circuit Court’s for the proposed security measures. The motion failed.
Motion by Johnson, 2nd by Schleeter, to recommend County Board approval to expend the funds for the security windows and entry system for the Clerk of Circuit Court’s Office from the Contingency Fund Account of the General Fund of the 2010 Sawyer County Budget. The motion failed.
The Committee discussed with Clerk of Circuit Court Anne Marie Danielson the need for funds in the 2011 budget for additional employee hours or employees in the Clerk of Court’s Office. Motion by McCoy, 2nd by Bassett, to refer the matter back to the Courthouse Committee for further consideration. Motion carried.
The Committee reviewed a County financial report prepared by County Treasurer Dianne Ince through September 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 September of 2010 - $173,799.97
· Distributed to Sawyer County in 2010 through September - $980,723.57
· Distributed to Sawyer County through same month in 2009 - $980,744.31
· 2010 Sawyer County Budget sales and use tax revenue forecast - $1,337,500
Motion by McCoy, 2nd by Bassett, to accept the Treasurer’s Report. Motion carried.
The Committee reviewed information from the Wisconsin Department of Children and Families concerning a reduction in revenue projections for county child support departments in 2011 and discussed the impact this may have on Sawyer County. Motion by McCoy, 2nd by Schleeter, to reduce Child Support Department revenue projections in the proposed 2011 Sawyer County Budget by $60,000. Motion carried.
The Committee reviewed the Property and Airport Committee recommendation to reduce the expense appropriation in the proposed 2011 Sawyer County Budget for mowing at the Sawyer County Airport by $2,500 to $5,000 and to maintain the $5,000 appropriation for brushing at the Airport. Motion by McCoy, 2nd by Johnson, to approve the recommendation. Motion carried.
Motion by McCoy, 2nd by Schleeter, to add $7,200 to the Maintenance Department budget to expend for the security modifications proposed for the Clerk of Circuit Court’s Office. The motion failed.
The Committee reviewed a report of 2010 General Fund revenues and expenses through September 30, 2010.
The Committee reviewed and approved the monthly department expense vouchers.
Motion by McCoy, 2nd by Schleeter, to adjourn the meeting. Motion carried.
minutes prepared by Sawyer County Clerk Kris Mayberry