DRAFT - minutes of the meeting of the Courthouse Committee
Sawyer County Board of Supervisors
November 6, 2012, 6:30 p.m., Assembly Room, Sawyer County Courthouse
members present: Dale Schleeter (Chair), Ron Kinsley, Bill Voight, Walt Jaeger
also present: Family Court Commissioner Susan Lein, Information Technology Department Director Mike Coleson, Circuit Court Clerk Anne Marie Danielson, County Board member Warren Johnson, County Clerk Kris Mayberry
Motion by Kinsley, 2nd by Voight, to approve the meeting agenda as presented. Motion carried.
Motion by Kinsley, 2nd by Voight, to approve the October 9, 2012 meeting minutes. Motion carried.
Sawyer County Family Court Commissioner (FCC) Susan Lein presented a summary of the proposed budget for the FCC functions in 2013, including expenses of $18,000 in the General Fund for contracted FCC services and expenses of $6,780 in the Court Mediation Fund ($2,988 for FCC services and $3,792 for family court services). Ms. Lein has been meeting with Sawyer County Circuit Court Judge Gerald Wright to determine the services the FCC would be providing in 2013. Motion by Kinsley, 2nd by Jaeger, to recommend Finance Committee and County Board approval of the proposed budget. Motion carried.
The Committee reviewed an email from Child Support Department Director Sandy Okamoto requesting that consideration of a proposed ordinance to establish client fees for unfunded services required by the Child Support program contract be tabled until the December meeting of the Committee.
Information Technology Department Director Mike Coleson presented a revised software system maintenance agreement for 2013 between Sawyer County and New World Systems Corporation. Mr. Coleson re-negotiated the terms of the initial agreement submitted by New Word to reduce the amount of the annual increase in the fees charged by New World for their services. Motion by Kinsley, 2nd by Jaeger, to recommend County Board approval of the agreement. Motion carried.
The Committee reviewed a proposed 2013 consulting agreement with KD Consulting for services to be provided as follows: Health and Human Services expense spreadsheets, County Treasurers checks program, County Treasurers land inventory program, Treasurers lottery credit export to state, Real Property Listers statement of assessment, Real Property Listers Novus export, County Treasurers electronic tax settlement submission program, County and municipal pet licensing programs, and any other support requested. There had been a discussion at the October County Board meeting of the mileage charge provided in the agreement. Motion by Kinsley, 2nd by Jaeger, to recommend County Board approval of the agreement as submitted. Motion carried.
Information Technology Department Director Mike Coleson presented a department report, including a proposal from the E.O. Johnson Company to perform a print management study for County departments. Mr. Coleson did not see a benefit in conducting the study at this time.
Circuit Court Clerk Anne Marie Danielson:
· Presented a department report, including a report on passport applications processed and collections of interest, tax intercept funds, attorney fees, guardian ad litem fees, and bail forfeitures.
· Advised the Committee that the Clerk of Court’s Office will begin having a collection agency pursue some of the uncollected fines and fees of the Clerk of Court’s Office on November 7, 2013 and that a credit card company will set up a method for paying the Clerk of Court’s Office by credit card.
· Reported that the Register in Probate’s Office will be moved from its current location into the Clerk of Court’s Office for efficiency since the Clerk of Court’s Office will be performing the functions of the Register in Probate. Ms. Danielson is working with the District Court Administrator for approval to use the vacated Register in Probate’s Office space for a different purpose and with Maintenance Department Supervisor Tim Hagberg to plan modifications to the Clerk of Courts Office to accommodate the move.
· Indicated to the Committee that it will be necessary to request extending the utilization of former Circuit Court Clerk Ricki Briggs as a limited-term employee 20 hours a week in an effort to succeed in not filling the Register in Probate position with a full-time employee. Ms. Danielson would then attempt to have the staff of the Clerk of Courts Office work a 35-hour week.
The Committee reviewed an email received by Register of Deeds Paula Chisser from a customer complimenting the Register of Deeds Office for quickly sending copies of requested documents by email and for providing a means to pay for the copies by credit card.
The Committee reviewed written department reports provided by Child Support Department Director Sandy Okamoto and Land Records Department Director Robyn Thake.
The Committee reviewed the monthly department expense vouchers. Motion by Kinsley, 2nd by Jaeger, to approve the department reports and expense vouchers. Motion carried.
County Clerk Kris Mayberry reported on insurance, risk management, and liability claims involving Sawyer County and presented the proposal of the Wisconsin County Mutual Insurance Corporation for the renewal of the County’s public entity liability insurance coverage for 2013. The Committee reviewed the proposal with the $5,000 deductible option and an alternate proposal for a $10,000 deductible. Motion by Jaeger, 2nd by Schleeter, to recommend County Board approval of renewing the coverage with the $5,000 deductible. Motion carried.
Motion by Kinsley, 2nd by Jaeger, to adjourn the meeting. Motion carried.
minutes prepared by County Clerk Kris Mayberry