Minutes of the meeting of the Courthouse Committee
Sawyer County Board of Supervisors
January 6, 2005, 9:00 a.m., Assembly Room, Sawyer County Courthouse
members present: Bruce Miller (Chairman), Pat Aderman, Ron Kinsley, Elgin Gunderson
Motion by Aderman, 2nd by Gunderson, to convene into closed session from 9:00 a.m. and 10:00 a.m., pursuant to section 19.85(1)(c), Wisconsin Statutes, for the purpose of interviewing applicants for a Deputy Clerk of Circuit 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 Aderman, 2nd by Gunderson, to reconvene into open session. Motion carried by unanimous voice vote.
Motion by Kinsley, 2nd by Aderman, to approve the meeting agenda. Motion carried.
Motion by Gunderson, 2nd by Kinsley, to approve the minutes of the meeting of December 6, 2004. Motion carried.
The Committee discussed the following options for payment of the $50,000 to Rockford Map Publishers for the production of the 2005 Sawyer County Platbook.
- standard option – 25% at contract signing, 25% opon completion of advertising, and balance (50%) prior to shipment of platbooks to Sawyer County
- full payment option – 100% at contract signing. Sawyer County would get 100 free books (street value probably $3,500) or 5% cash discount ($2,500)
- 50% at contract signing and 50% at completion of ad sales. Sawyer County would get 50 free books (street value probably $1,750).
Motion by Gunderson, 2nd by Kinsley, to recommend the standard option. Aderman and Miller voted no. The motion failed.
Motion by Aderman, 2nd by Kinsley, to refer the decision to the Finance Committee for further consideration. Motion carried.
Child Support Department Director Sandy Okamoto and Human Resource Manager Carol Larson presented information about Ms. Okamoto’s request for permission to continue Assistant Child Support Department Director Janet Sprenger at a 40-hour workweek until she goes on maternity leave in May of 2005. Ms. Okamoto requested the additional hours so that Ms. Sprenger could continue to train a new employee in the office. Funds for the additional hours would come from the 2005 Child Support Department budget. Motion by Gunderson, 2nd by Aderman, to approve the request. Motion carried.
Information Technology Department Director Mike Coleson presented a proposed agreement for the computer consulting services of Lewis and Associates for 2005. The agreement provides for the payment of $2,600 per month (a decrease of $170 per month from 2004) and a mileage rate of $.37 per mile (an increase of 3 cents per mile from 2004). Motion by Aderman, 2nd by Gunderson, to recommend County Board approval of the agreement. Motion carried.
Mr. Coleson presented the following list of capital purchases for the County integrated financial and payroll system to be implemented in 2005 and for the Information Technology Department infrastructure:
$ 2,553 – Dell server ( web server)
$ 915 – Dell server (test/backup server)
$ 3,708 – SystemMax server (application/database)
$ 647 – SQL server (Microsoft)
$ 2,600 – backup software (Veritas)
$ 4,180 – backup hardware (HP Ultrium LTO)
$ 1,210 – tape cartridges (22 quantity @ $55)
$ 65 – cleaning tape
$15,878 – total
Funds for the purchase would come from funds designated by the County Board for the financial and payroll system ($10,423) and from the 2004 Information Technology Department budget.
The Committee reviewed Mr. Coleson’s request for approval to attend internet firewall training in Rice Lake from January 12-14, 2005. Motion by Gunderson, 2nd by Aderman, to approve the request. Motion carried.
Register of Deeds Paula Chisser presented information and a demonstration of the new Laredo and Tapestry on-line access system for records in the Register of Deeds Office. Ms. Chisser reported that Corporation Counsel Thomas J. Duffy was reviewing an agreement with Fidlar for providing the system and an agreement with private users that would pay to access the records on-line.
County Surveyor Dan Pleoger presented his recommendation to increase the amount paid to private surveyors for survey section corner restoration to $200 and for corner maintenance to $100. These amounts are paid from fees collected by the County Surveyor for reviewing certified survey maps. Motion by Gunderson, 2nd by Aderman, to approve the recommendation. Motion carried.
Clerk of Circuit Court Ricki Briggs presented a request to approve the purchase of a high quality speakerphone for the Courtroom. A Polycom Soundstation 2 EXWith with microphones would cost $684.99. Funds for the purchase would come from the 2004 appropriation for jury fees in the Clerk of Circuit Courts’ budget. Motion by Gunderson, 2nd by Aderman, to approve the request. Motion carried.
Register of Deeds Paula Chisser presented a report indicating receipt of $614,596.50 in transfer fees from a total of 9,301 documents recorded in the Register of Deeds Office in 2004.
Land Records Department Director Robyn Thake reported that the 2004 tax statements were completed and distributed to the municipalities in Sawyer County. Ms. Thake indicated that most, but not all, municipal governments in Sawyer County were now computerized and that it may be necessary to require all municipalities to have computer capabilities for the for the process of collection of property taxes.
County Surveyor Dan Pleoger requested approval to purchase a personal computer and 2 monitors with funds appropriated for contracted expenses and maintenance contracts in the 2004 County Surveyor’s budget. Motion by Gunderson, 2nd by Kinsley, to approve the request. Motion carried.
Land Records Department Director Robyn Thake requested approval for up to 2 Department employees to attend a Wisconsin Land Information Association conference to be held February 22-24, 2005, in Green Bay. Motion by Gunderson, 2nd by Aderman, to approve the request. Motion carried.
The Committee reviewed the monthly department expense vouchers. Motion by Kinsley, 2nd by Gunderson, to approve the vouchers. Motion carried.
The Committee reviewed a Third Party Release Agreement requested for release of the actuarial analysis report prepared by Milliman USA, Inc. Motion by Gunderson, 2nd by Aderman, to approve the agreement. Motion carried.
County Clerk Kris Mayberry reviewed recent developments in claims and litigation involving Sawyer County.
The Committee reviewed a notice that the County’s policy with the Local Government Property Insurance Fund would be subject to new restriction for terrorism coverage.
Human Resource Manager Carol Larson confirmed with the Committee that department heads under the Committee’s jurisdiction are encouraged to do annual employee evaluations in 2005.
Motion by Kinsley, 2nd by Aderman, to adjourn the meeting. Motion carried.
Minutes prepared by Kris Mayberry, Sawyer County Clerk