ACCOUNTS PAYABLE (Bookkeeping)

The accounts payable office is responsible for processing and making payment to all vendors that have provided a service to the county. Fremont County’s fiscal year is July through June.

A vendor can complete the voucher (excel) form and mail it with an itemized bill to the department that your company provided a product or service to. Please sign and date on the “Vendor” line. This will expedite the payment process. The department will provide the voucher to the accounts payable department after they have completed and signed their portion.

The vouchers must be completed, signed, and into bookkeeping by the Tuesday prior to the payment dates. Dates may change due to meetings and holidays.

REMINDER: We DO NOT PAY from a packing slip, quote, or statement (unless the statement is itemized). We must have the invoice or a copy of the invoice.

The following will be payment dates for the remaining fiscal year of July 2009 – June 2010: 

January 5, 12, and 19

February 2, 9 and 16

March 2, 9 and 23

April 6, 13 and 20

May 4, 11 and 25

June 1, 8, 22 and 29

County employees who have travel or reimbursable expenses may also complete the voucher (excel) form and submit to your department head. If you have travel expenses and need reimbursed for a meal please make sure that there is an itemized receipt that shows what the meal was (ex. big mac $5.00 iced tea $1.50). We can not pay from a receipt that just says $6.50. You must complete a travel form (excel) and attached all itemized receipts in order to be reimbursed for your expenses.

Tips reimbursed up to 15%

Mileage reimbursed at .42 cents per mile

BUDGET INFORMATION

Budget:  means a plan of financial operations for a fiscal year, embodying estimates of all proposed expenditures for given purposes, the proposed means of financing them and what the work or service is to accomplish.  “Budget” includes the budget of each fund for which a budget is required by law and the collective budgets for all the funds based upon the functions, activities and projects.

W.S. 16-4-104  (a) On or before May 15, the budget office shall prepare a tentative budget for each fund and file the budget with the governing body.  All departments shall submit budget requests to the appropriate budget officer on or before May 1.

The budget shall set forth:

(i)  Actual revenues and expenditures in the last completed fiscal year

(ii) Estimated total revenues and expenditures for the current fiscal year;

(iii) The estimated available revenues and expenditures for the ensuing budget year;

(b)  Each budget shall contain the estimates of expenditures and revenues developed by the budget officer together with specific work programs and other supportive data as the governing body requests.

(c)  Each budget shall be accompanied by a budget message in explanation of the budget.  The budget message shall contain an outline of the proposed financial policies for the budget year and describe in connection therewith the important features of the budgetary plan.  It shall also state the reasons for changes from the previous year in appropriation and revenue items and explain any major changes in financial policy.

1. The budget shall be reviewed and considered by the governing body in a regular or special meeting called for this purpose.  Following a public hearing the governing body shall adopt a budget.

Budget Packets will be posted on this site between February and May of each year.

Completed requests should be mailed by May 1^st each year to:   Julie A. Freese, County Clerk; 450 N. 2^nd St. Rm. 220; Lander, WY 82520

They may also be emailed to:   julie.freese@fremontcountygovernment.org

Adopted Budget 2009-2010

Budget Adopted 2009 10

Capital Improvement and Maintenance Program:  Long-term (CIMPL)

January 26, 2010

TO:                  All Elected Officials, Department Heads, Offline Boards, and Cities and Towns
FROM:            CIMPL Committee
RE:                  Applications for 2010 year.

As discussed in our meeting, the CIMPL process has been developed as well as the application process.  Attached, please find the application that you will need to fill out and submit as your request for funding.  We would like this to be a 5 year plan so please feel free to submit requests with that in mind.  I am attaching the application to this letter; however, you can find the application on our website located at www.fremontcountywy.org.  Go to the County Clerk and then under Financial.  You will find it at the end of the budget information.  Applicants can download the form ( a compatibility mode Word document) to their computers where they answer the questions. The completed document can then be printed out and sent to the committee along with supporting materials for evaluation.

As a reminder, the application is for projects that are $250,000 or more.  This means the whole project, not including any revenue you may have to infuse into the project.

All applications shall be returned to:  Julie Freese, Scott Harnsberger, or Becky Enos by March 12, 2010.

If you have any questions during the process, please feel free to contact Scott at 307-332-1102, Julie at 307-332-1122 or Doug at 307-544-2373.

INFORMATION ABOUT CIMPL
Fremont County Capital Improvement and Maintenance Program: Long-term (CIMPL)

v     Vision Statement

• Annually develop a Five Year plan for capital expenditures of the County.  The plan will be called the Capital Improvement and Maintenance Program-Long-term (CIMPL). 

v     Goals and Objectives

• Implement a program to identify long-term public facility  and infrastructure needs for Fremont County
• Opportunity to gain understanding on a wide scale as to the capital needs of Fremont County
• To reach consensus among Fremont County’s elected officials, department heads,  municipalities and other nonprofit organizations as to the long-term capital needs of the County
• To have a long-term plan in place with the flexibility to modify as immediate and future needs are identified
• To provide the Commission with a tool to objectively weigh and compare requests from other governmental entities and the public with the needs identified in the CIMPL
• Identify project costs, funding needs, and potential sources of funding

v     Definitions

• Qualifying project- Include anticipated costs and associated sources of funding for capital improvements including buildings, land, infrastructure, major maintenance projects and other commodities that have a cost of $250,000 or more.
• CIMPL Committee- A committee charged with administering the CIMPL.  The make up of the committee is as follows:
  • One County Commissioner (Liaison to the board)
  • County Treasurer (Finance)
  • County Clerk (Budget)
  • County Transportation Superintendent (Infrastructure manager)
  • County Building Superintendent (Building and improvement construction manager)
  • Two at large members appointed by the County Commission emphasizing representation for public safety and organizations outside of Fremont County general government
  • The Committee will select the Chairman
•  Matrix- A table designed to score projects based upon various criteria and weights to initially establish prioritization of all projects submitted

v     Criteria

• The criteria used in the matrix to initially rank projects will be established at a meeting of all potential users of the CIMPL.  The CIMPL committee did end up combining some of the criteria for the purpose of better organization and efficiency.  The following are the criteria as in order of importance as voted on by County Elected Officials and Department Heads, municipalities and other participating entities on December 14, 2009:
  • Legal Mandates
  • Public Health and Safety
  • Sustainability of Operations and Maintenance
  • Deferral Consequences
  • Funding Availability
  • Feasibility
  • Economic Development
  • Community Development
• Subsequent opportunity for input into selection criteria may be done annually, but will not be attempted during the ranking process

v     Process

• An application will be required for all projects with strict adherence to requested information
• All applications will be scored and ranked by the committee.
• A list of prioritized projects will be disseminated to all applicants
• The committee may call upon applicants to present more information
• A CIMPL committee report with ranked projects will be presented to the County Commission.  The report will include committee comments as to how conclusions were made.  Projects will be ranked over the next five years.
  • Please note:  The County Commissioners have the final say as to where projects will be ranked.  This is a process to allow for access and input.
• The County Commission will finalize and approve the prioritization.  Any alteration from the committee’s recommendation will be submitted to the committee in writing
• The office of the County Treasurer will prepare a CIMPL report outlining the sources and uses of funds for the projects over the next five years
• The CIMPL will submit a plan annually to the County Commission
• The County Clerk and Treasurer will review the report for its effect on the County’s general operating budget.  Any alterations to the funding of the CIMPL from the general operating budget (General fund transfers) will be communicated to the CIMPL and the County Commission
• The CIMPL may be altered as:
  • Emergencies arise
  • Priorities change by the time the process is completed
  • Good deals arise that can’t be passed up
  • Elected Officials change
  • Anticipated funding sources were not available

v     The Committee may assist the Commission in drafting policy affecting the CIMPL process:

• County authorization and support for funding sources i.e. Specific Purpose sales tax proposals, Bond issues, County SLIB grant funding, etc.
• The committee members will be available to answer questions from the commission, applicants and other interested parties as to why certain projects were given such high or low priority
  • This feedback will enable the committee to fine-tune the criteria and weights to better meet the goals of the County

v     Additional information:

• CIMPL is a supplement to annual operating budget
• CIMPL is a long-term view
• Funding for some capital projects will come from the operating budget
  • For example part of the 12 mill or other general fund revenue (e.g. severance tax) may be designated for a building sinking fund

v     Financing and funding

• Once the list is prioritized, financing and funding will be scrutinized for practicability of securing funding, then implemented into the plan
• Copies of completed grant applications and awards should be made available to the CIMPL committee

v     What entities may apply?

• Ambulance, E911, Dispatch, etc.
• Library, Fair, Museum, Solid Waste, and other component units
• Municipalities-
• County entities
• Nonprofit organizations

v     Process considerations

• Timeline (see attachment)
• Capital project requests special considerations:
  • Is the improvement a replacement or is it new to the department
  • Indicate department priority
  • Indicate how the Capital Improvement will enable the department to meet its objectives.  Will it cut costs or improve service to customers?
  • How will the new item affect the net operating costs of the department
  • How will the item be funded
    • Capital facility tax
    • Enterprise fund balance or sinking funds
    • Grants
    • What other players are involved i.e. funding partners, “Strings attached?”
    • When will the item be acquired (over the next five years)
    • What will happen should the project not be funded
    • Does the County risk incredible liability should the project not be funded
    • Estimated Cost
    • Useful life
    • How does the improvement affect County Government as a whole
    • How does the item improve the quality of life for the people of Fremont County
      • How many county residents will benefit
      • Is there Countywide support

TIMELINE

October, 2009 – County Commissioners form Capital Improvement Committee
October, 2009 – CIP committee meets to plan meeting with Elected Officials and Department Heads to establish and weigh criteria for ranking projects.
December 14, 2009 – CIP committee meets to plan meeting with Elected Officials and Department Heads to establish and weigh criteria for ranking projects.
March 12, 2010 – Applications due to CIMPL committee
March 16, 2010 – Completed applications are distributed to the committee members for their review
April 1, 2010 – Committee ranking report is disseminated to all applicants for their review
April 8, 2010 – CIMPL committee to hold hearings for applicants that want to appeal the rankings of their project.
April 15, 2010 – Committee ranking report is included in the Commission packets for their review
April 20, 2010 – CIMPL committee meets with the County Commission to review the report
May 4, 2010 – Commission finalizes the rankings and approves the document by motion
May 31, 2010 – Treasurer drafts CIMPL for committee approval
June 1, 2010 – CIMPL committee presents Plan (5 year plan) document to the County Commission, Elected Officials, Department Heads, and other interested parties
July 12, 2010 – CIMPL committee presents plan at Budget Public Hearing
September 14, 2010 – CIMPL committee meets with the County Commission to discuss the process
October 4, 2010 – CIMPL committee meets with Elected Officials, Department Heads, and other interested parties to discuss the process; failures and accomplishments

APPLICATION

The CIMPL Application is a word document.  Please save to your computer to complete.

PAYROLL INFORMATION

This area of the Fremont County Clerk’s office works with all elected officials and departments.

Payroll does:

• New employee enrollment

• Payroll for employees within the Fremont County general fund.

• Enrollment and employee participant changes to the health insurance plan.

• Enrollment to Wyoming Retirement.

• Monthly Newsletter

• Administers alternate health and life insurance plans that participants may wish to sign up for at their own expense.

• Administers the Fremont County Section 125 plan.

Click here for FINANCIAL STAFF

Contact us at: clerk@fremontcountygovernment.org