Meeting Agendas & Minutes

Finance 04/16/2012

Last Updated 4/26/2012 8:17:23 AM


minutes of the meeting of the Finance Committee

Sawyer County Board of Supervisors

April 16, 2012, 8:30 a.m., Assembly Room, Sawyer County Courthouse

 

members present:  Warren Johnson (Chair), Kathy McCoy, Dale Schleeter, Bruce Paulsen

 

also present:  County Board Chair Hal Helwig, Health and Human Services Department Director Pete Sanders, Human Resource Manager Michelle Jepson, County Clerk Kris Mayberry

 

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

 

Motion by McCoy, 2nd by Johnson, to approve the March 12, 2012 meeting minutes (with the addition of Ms. McCoy’s no vote on the motion not to waive fees for copies of birth certificates needed for voter identification).  Motion carried.

 

Namekagon Transit Manager Karen Melasecca and Health and Human Services Department Director Pete Sanders presented information about the Namekagon Transit building project and advised that the estimate of costs for the project now indicate that the County may need to contribute as much as a $125,300 match towards the cost of the project.  Ms. Melasecca provided a copy of a letter she sent to Ayres Associates expressing displeasure and concern with the increase in the project cost estimates despite having eliminated several expenditures from the project.  The Committee discussed that the value of the real estate upon which the Transit building will be constructed may be included in the County’s match and discussed the option of reducing the project contingency amount with the County committing to cover excess project expenses.  Motion by Paulsen, 2nd by Schleeter, to recommend County Board approval to allocate up to $130,000 as the County match for the project with the funds to come from the Health and Human Services Fund balance.  Motion carried.

 

Zoning and Conservation Department Director Dale Olson presented the Zoning and Conservation Committee recommendation to approve a County contribution towards the cost of constructing a boat landing on the County’s Nelson Lake Dam property.  The Town of Lenroot will contribute an equal amount to the project.  Motion by Paulsen, 2nd by Schleeter, to recommend County Board approval to contribute up to $4,900 towards the project, and that the amount contributed for this project shall be considered as part of the $25,000 a year contribution that is being proposed to be expended from the Sawyer County Environmental Impact Fund for community projects.  Motion carried.

 

Information Technology Department Director Mike Coleson presented his recommendation to approve the following proposals and proposed lease agreements with E.O. Johnson Office Technologies for 36-month leases for the following black and white photocopiers:

·         Lanier MP2352 SP Digital System for the County Clerk’s Office

·         Canon Imagerunner Advance 6055 for the Courthouse hallway used by most departments

·         Lanier MP2352 Digital System for the Register of Deeds’ Office

Mr. Coleson advised that he had requested and reviewed alternative proposals.  Motion by Schleeter, 2nd by McCoy, to recommend County Board approval of the leases.  Motion carried.

 

The Committee reviewed a proposed additional software license agreement with New World Systems Corporation.  The software is used by the Highway Department to save time in creating their payroll.  Motion by Paulsen, 2nd by McCoy, to recommend County Board approval of the agreement.  Motion carried.

 

The Committee discussed a meeting of Sawyer County, Burnett County, and Bayfield County employees who use the financial system software provided by New World Systems.  The meeting was held March 22nd in Sawyer County.  Committee Chair Warren Johnson attended the meeting and expressed his pleasure with the collaboration opportunities provided by the meeting and his support for such meetings in the future involving just Sawyer County employees as well as meetings with the other counties.  The Committee determined to reimburse Bruce Paulsen for the lunches purchased for the participants of the March 22nd meeting (Mr. Paulsen dissented from this determination).

 

The Committee discussed a draft fund balance policy for Sawyer County and information about the requirements of Government Accounting Standards Board Statement 54 concerning fund balance reporting and governmental type definitions prepared by Committee member Bruce Paulsen.

 

The Committee discussed developing fixed asset policies and procedures and the planning being done for the 2011 County audit.

 

The Committee reviewed the following proposals for the purchase of 80 cases of letter size office paper (option 1) and 160 cases of letter size office paper:

 

80 cases

160 cases

Schilling Supply Company

$2,235.53

$4,430.34

Northern Business Products

$2,312.00

$4,544.00

Unisource

$2,528.00

$4,832.00

Boise Cascade

$3,112.00

$6,224.00

Tri-State Business Systems

$3,192.00

$6,384.00

Motion by Paulsen, 2nd by Schleeter, to approve the Schilling Supply Company proposal for 160 cases.  Motion carried.

 

The Committee reviewed a report of department 2012 expenses and revenues through March 31, 2012.

 

The Committee reviewed a report of 2011 Sawyer County General Fund revenues and expenses through December 31, 2011 and a report of 2012 Sawyer County General Fund revenues and expenses through March 31, 2012. 

 

County Treasurer Dianne Ince presented a County financial report through March of 2012 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  of 2012 - $82,206.19
  • Distributed to Sawyer County in 2012 through March - $271,829.69
  • Distributed to Sawyer County through same month in 2011 - $271,438.86
  • 2012 Sawyer County Budget sales and use tax revenue forecast - $1,300,000

Motion by Schleeter, 2nd by Paulsen, to accept the Treasurer’s Report, and to approve Ms. Ince’s request for approval to attend the Wisconsin County Treasurers’ Association conference scheduled for June 13-15, 2012, at Janesville, Wisconsin.  Motion carried.

 

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

 

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

 

 

minutes prepared by Sawyer County Clerk Kris Mayberry