DRAFT - minutes of the meeting of the Courthouse Committee
Sawyer County Board of Supervisors
January 10, 2012, 7:00 p.m., Assembly Room, Sawyer County Courthouse
members present: Dale Schleeter (Chair), Ron Kinsley, Mel Olson, Tom Duffy, Walt Jaeger
also present: Information Technology Department Director Mike Coleson, Land Records Department Director Robyn Thake, County Surveyor Dan Pleoger, Clerk of Court Anne Marie Danielson, Circuit Court Judge Gerald Wright, Human Resource Manager Michelle Jepson, County Clerk Kris Mayberry
Motion by Kinsley, 2nd by Jaeger, to approve the meeting agenda as presented. Motion carried.
Motion by Olson, 2nd by Duffy, to approve the December 6, 2011 meeting minutes. Motion carried.
Information Technology Department Director Mike Coleson requested direction on how to dispose of computer equipment and accessories that are no longer needed by the County. For the equipment that has nominal or no value he suggests donating the equipment or placing it in the Courthouse lobby with a sign indicating that the items are free for the taking. Many items have been and will continue to be transferred between departments for use there. Motion by Jaeger, 2nd by Duffy, to allow Mr. Coleson to use his discretion in disposing of these items. Motion carried.
Land Records Department Director Robyn Thake provided the following update on the digital parcel mapping in Sawyer County:
· 25 civil townships (each approximately 6 mile by 6 mile square area) are completed
· 13 civil townships are left to map
· 65% of the County is completed
· about 11,042 parcels are left to map
· the charge for parcel mapping has been $12.50 per parcel
· resulting in a rough estimate (11,042 X $12.50) of $138,025 to complete the mapping
· 1st digital parcel mapping project was in 2001
· estimated completion date of 2018 at current pace
· the non-digital mapping of the County began in 1968 and was completed in 1982
The Committee discussed that Sawyer County has been pacing the digital parcel mapping project to utilize the recording fee revenue collected by the Register of Deeds Office and land information program grants from the State of Wisconsin.
Land Records Department Director Robyn Thake reported that the State of Wisconsin may lapse funds (to address the State’s fiscal situation) that have been and would be used for County land records modernization, including for digital parcel mapping.
Information Technology Department Director Mike Coleson presented a draft of revisions he proposes for the Sawyer County Personnel Administration Policies pertaining to employee use of the internet access and the mobile computers of the County. Mr. Coleson will present the proposed revisions for the consideration of the Personnel and Administrative Committee.
Clerk of Court Anne Marie Danielson presented a written report, including a report on passport applications processed and collections of interest, tax intercept funds, attorney fees, guardian ad litem fees, and bail forfeitures. Ms. Danielson reported that her office will discontinue issuing passports as soon as (a month or two) employees of the Hayward Post Office complete the required training and certification to issue passports.
Clerk of Court Anne Marie Danielson and Circuit Court Judge Gerald Wright reported that, due to a continuing illness of a court system employee, it is necessary to request approval for a limited-term employee for up to 20 hours a week to assist with the functions of the court system. Motion by Duffy, 2nd by Jaeger, to recommend Personnel and Administrative Committee and County Board approval for up to 60 days (beyond what was previously approved) for a limited-term employee for up to 20 hours a week. Motion carried.
Child Support Department Director Sandy Okamoto presented the Committee with a copy of the minutes of a meeting held December 7, 2011 in Madison with representatives from Sawyer County, the Lac Courte Oreilles Tribal Child Support Collection Agency (LCO), and the State of Wisconsin concerning planning for the transfer of child support collection cases involving LCO members to LCO.
County Surveyor Dan Pleoger presented a department report.
The Committee discussed whether there should be limits to the Finance Committee requirement that departments be required to obtain Finance Committee approval to transfer funds between lines within their budgets to avoid overspending a line. The Committee discussed requesting the Finance Committee to consider setting an amount for overspending a line to trigger the transfer approval requirement.
Land Records Department Director Robyn Thake presented a written report, including a report of documents processed by the Real Property Lister, the proposed flood elevation data project, and her request for approval for her and GIS Specialist Brian DeVries to attend the annual Wisconsin Land Information Association conference to be held in Stevens Point February 15-17, 2012.
The Committee reviewed the monthly department expense vouchers. Motion by Kinsley, 2nd by Duffy, to approve the department reports, the request for approval for travel, and the expense vouchers. Motion carried.
County Clerk Kris Mayberry reported on insurance, risk management, and liability claims involving Sawyer County.
Motion by Jaeger, 2nd by Duffy, to convene into closed session, pursuant to sections 19.85(1)(e) and (g), Wisconsin Statutes, for the purposes of labor negotiations and interviewing applicants for a Deputy Clerk of Court position. Motion carried by unanimous voice vote.
[Minutes of closed sessions are kept in a confidential file in the County Clerk’s Office.]
Motion by Jaeger, 2nd by Schleeter, to reconvene into open session. Motion carried.
Motion by Jaeger, 2nd by Duffy, to adjourn the meeting. Motion carried.
minutes prepared by County Clerk Kris Mayberry