minutes of the meeting of the Finance Committee, Sawyer County Board of Supervisors

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

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

also present:  Land Records Department Director Robyn Thake, Register of Deeds Paula Chisser, Animal Control Officer Sherrie Shelton, GIS Specialist Brian DeVries, County Treasurer Dianne Ince, County Clerk Kris Mayberry

Motion by Schleeter, 2^nd by McCoy, to nominate Warren Johnson as Finance Committee Chair.  Motion carried.  Motion by McCoy, 2^nd by Bassett, to elect Warren Johnson as Finance Committee Chair.  Motion carried by unanimous voice vote.

Motion by Bassett, 2^nd by Schleeter, to nominate Kathy McCoy as Finance Committee Vice-Chair.  Motion carried.  Motion by Bassett, 2^nd by Schleeter, to elect Kathy McCoy as Finance Committee Vice-Chair.  Motion carried by unanimous voice vote.

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

Motion by McCoy, 2^nd by Bassett, to approve the April 13, 2010 meeting minutes.  Motion carried.

The Committee reviewed and discussed a report of 2009 General Fund revenues and expenses through December 31, 2009, and a report of 2010 General Fund revenues and expenses through May 10, 2010.

The Committee reviewed a report of accounts in the General Fund of the 2009 Sawyer County Budget with expenditures that exceeded their appropriation as follows:

Motion by Bassett, 2^nd by Schleeter, to recommend County Board approval for funds to be transferred from the following accounts to the above accounts to eliminate the deficit in those accounts:

 Motion carried.

County Financial Coordinator Julie Hofer reported problems with the New World accounting software splitting the expenses of a payroll at the beginning of 2009 that required considerable manual computations and adjustment to department expenses.  The Committee suggested that a letter be written to New World requesting an explanation of why the software system did not split the payroll between 2008 and 2009 and requesting that New World come to Sawyer County to perform a test of the end of year computations.

The Committee discussed whether to install post office boxes in the Courthouse as an option to departments having boxes at the post office and reviewed a report indicating that the total of annual post office box rent paid by departments is $1,144.  County Clerk Kris Mayberry reported that he had discussed mail delivery options with the new Hayward Postmaster, and that she indicated the post office might be willing to deliver the mail to the Courthouse but not to sort the mail.  The Committee discussed that the post office sorted mail at other in-town locations.  Motion by McCoy, 2^nd by Bassett, to table the issue until the June meeting of the Committee and to again ask the Postmaster what options, including time of delivery, would be available for mail delivery to the Courthouse.  Motion carried.

The Committee reviewed a draft request for proposals for the production of a new Sawyer County Platbook prepared by County Clerk Kris Mayberry and suggested adding a request to identify a cost for ownership of the source data after the initial shipment of the product and the requirement of a security bond to insure the timely delivery of the product.  Motion by Bassett, 2^nd by McCoy, to authorize sending the request for proposals with the above-referenced modifications to platbook vendors and to the local newspapers for publication, with proposals to be returned by July 1, 2010.  Motion carried.

The Committee reviewed the Public Safety Committee recommendation to approve the transfer of funds in the 2010 Dog Pound budget to cover the expenses of a rabies clinic to be held June 4^th and 5^th and determined to wait until after the clinic is held to determine the revenues and expenses that result from the clinic.

County Financial Coordinator Julie Hofer presented a worksheet to establish a 2009 base year and to report 2010 budgeted expenditures for emergency services as required by the Wisconsin Department of Revenue.  Motion by Bassett, 2^nd by Johnson, to approve the worksheet.  Motion carried.

County Treasurer Dianne Ince requested approval to establish an additional account at Peoples Bank of Wisconsin for the investment of County funds.  Motion by McCoy, 2^nd by Schleeter, to recommend County Board approval of the request.  Motion carried.

The Committee reviewed a County financial report prepared by County Treasurer Dianne Ince through April 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 April of 2010 - $86,564.72
• Distributed to Sawyer County in 2010 through April - $350,065.85
• Distributed to Sawyer County through same month in 2009 - $368,879.39
• 2010 Sawyer County Budget sales and use tax revenue forecast - $1,337,500

Motion by McCoy, 2^nd by Bassett, to approve the Treasurer’s Report.  Motion carried.

The Committee reviewed the monthly department expense vouchers.  Motion by McCoy, 2^nd by Schleeter, to approve the vouchers.  Motion carried.

The Committee reviewed the Courthouse Committee approval of the Register of Deeds Paula Chisser’s request for approval to transfer $300 from the travel account to the small items of equipment account of the 2010 Register of Deeds budget to provide the balance of funds necessary for the purchase of a new computer for the Register of Deeds’ Office to replace a computer that no longer functioned properly.  The Committee noted that the subject was not on the Committee agenda and determined to discuss it at their June meeting.

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

Minutes prepared by Sawyer County Clerk Kris Mayberry