minutes of the meeting of the Finance Committee
Sawyer County Board of Supervisors
February 13, 2009, 8:00 a.m., Assembly Room, Sawyer County Courthouse
members present: Kathy McCoy (Chair), Dale Schleeter, Warren Johnson, Shirley Riedmann, Hal Helwig (for James Bassett)
also present: County Treasurer Dianne Ince, County Clerk Kris Mayberry
Motion by Johnson, 2nd by Riedmann, to approve the meeting agenda. Motion carried.
Motion by Riedmann, 2nd by Johnson, to approve the January 13, 2009 meeting minutes. Motion carried.
The Committee reviewed the minutes of the October 1, 2008 meeting of the Finance Committee wherein the Committee determined to provide the same level of funding in 2009 as was provided in 2008 for the Sherman and Ruth Weiss Community Library and to include an appropriation of $56,291 for the Winter Public Library for 2009, but to require that the Weiss Library uses $17,000 of their appropriation to purchase books in 2009 and that the Winter Library uses $2,400 of their appropriation to purchase books in 2009. Finance Committee Chair Kathy McCoy expressed the view that the requirement was not submitted for the approval of the full County Board and therefore not included and made effective when the 2009 Sawyer County Budget was adopted. Motion by McCoy, 2nd by Helwig, to resolve that future proposals for stipulations and/or conditions for budget appropriations be submitted and explained to the full County Board for them to become effective. Motion carried.
The Committee reviewed the Property and Airport Committee recommendation and the Highway Committee recommendation not to consider consolidating the 5th Street vehicle and equipment maintenance garage with the maintenance shop at the Sawyer County Highway Department. Motion by McCoy, 2nd by Riedmann, to approve the recommendation. Motion carried.
The Committee reviewed proposed preliminary budget transfers to establish a budget for the 5th Street vehicle and equipment maintenance garage in lieu of vehicle maintenance expenses being included in the budgets of each department with County vehicles. Motion by Riedmann, 2nd by Johnson, to recommend County Board approval of the proposed budget transfers. Motion carried.
The Committee discussed a procedure for payments to be made by the County towards the expenses for projects such as the Town of Bass Lake Town Hall Park, the Winter Depot, the Tuscobia Trail enhancements, and the Highway B bicycle and pedestrian trail. Town of Bass Lake representatives Mark Olson and Phil Nies were present for the discussion. Motion by Riedmann, 2nd by Johnson, to approve that invoices are to be itemized and submitted for reimbursement of expenses paid by the town or organization. The town or organization will provide documentation that they have paid their match or share of the project expense, if any. If advanced payment is required a check for the County’s share will be issued in the name of both the vendor and the town or organization. Motion carried.
The Committee reviewed the Economic Development and Planning Committee recommendation to approve a proposed Wisconsin Department of Transportation Division of Transportation System Development transportation enhancements program project sponsor’s agreement for the Winter Depot project. The project includes the restoration of the existing 1905 Winter railroad depot to house a historical display of early railroading, logging, and settlers in the Winter community. The office of the Winter Area Chamber of Commerce Welcome Center would also be housed in the depot. The proposed agreement outlines the sponsor’s responsibilities in relation to the project. The Committee reviewed a letter from the Friends of the Tuscobia, dated April 16, 2008, summarizing the responsibilities being assumed by the Friends of the Tuscobia Trail in relation to the project. The Committee discussed that the Friends of the Tuscobia should be required to provide Sawyer County with a financial statement as an assurance for their commitments. Motion by Riedmann, 2nd by Johnson, to forward the recommendation to approve the agreement to the County Board, providing a financial statement is provided by the Friends of the Tuscobia. Motion carried.
The Committee discussed Child Support Department Director Sandy Okamoto’s concern for a Sheriff’s Department policy that does not allow work-release privileges to prisoners that are unable to pay the charge for their boarding and the effect of the policy on the collection of child support payments from prisoners with child support obligations. The Courthouse Committee referred the matter to the Finance Committee to assess the costs and benefits of how this issue is addressed. The Finance Committee noted that Sheriff’s Department revenues are affected if prisoners don’t pay boarding fees and that Child Support Department funding is affected by opportunities to collect child support. The Finance Committee determined that Ms. Okamoto should meet with representatives of the Sheriff’s Department to resolve the issue and that representatives of the Child Support Department and Sheriff’s Department should attend the March meeting of the Finance Committee if a satisfactory resolution is not achieved.
The Committee reviewed an invoice for the payment of $4,294 to Command Central for the coding, handling, and shipping of data cartridges for the electronic voting equipment for the 2009 spring primary election. Motion by Johnson, 2nd by Riedmann, to approve the payment. Motion carried.
The Committee reviewed the Economic Development and Planning Committee recommendation to approve a summary of expenses for payment of $38,375.30 to Northwest Regional Planning Commission for services provided from October 1, 2008 to December 31, 2008 in the development of the Sawyer County Comprehensive Plan. Motion by Johnson, 2nd by Riedmann, to approve payment for the services. Motion carried.
The Committee discussed potential impacts and opportunities with State of Wisconsin budget and U.S. economic recovery legislation.
The Committee discussed reviewing department budgets and determined to schedule budget meetings with each department tentatively May 19th and 20th, beginning at 9:00 a.m. each day.
The Committee discussed requiring contractors working for Sawyer County to provide certificates of workers compensation and liability insurance coverage and to complete and file with the County completed W-9 forms. Motion by Johnson, 2nd by Schleeter, to recommend County Board approval for a memo to be sent to the departments of the County directing them to secure and have this information on file. Motion carried.
County Clerk Kris Mayberry reported continued problems with Cloud Cartographics not delivering the balance of platbooks paid for by the County and not responding to a request to provide the digital data to produce the platbook.
County Treasurer Dianne Ince presented a County financial report through January of 2009 and the Wisconsin Department of Revenue monthly report on county sales and use tax distribution to Sawyer County which included the following:
- Distributed to Sawyer County in January of 2009 - $92,161.62
- Distributed to Sawyer County in 2009 through - $92,161.62
- Distributed to Sawyer County through same month in 2008 - $121,742.30
- 2009 Sawyer County Budget sales and use tax revenue forecast - $1,400,000
Motion by Riedmann, 2nd by Johnson, to approve the Treasurer’s Report. Motion carried.
The Committee reviewed the monthly department expense vouchers. Motion by Riedmann, 2nd by Schleeter, to approve the vouchers. Motion carried.
The Committee discussed and determined to remind County Board members that each department committee should be especially diligent in reviewing monthly department vouchers.
Motion by Riedmann, 2nd by Johnson, to adjourn the meeting. Motion carried.
Minutes prepared by Sawyer County Clerk Kris Mayberry