Finance Committee

900 Quay Street City of Manitowoc Manitowoc, WI 54220 www.manitowoc.org Meeting Minutes Finance Committee Thursday, February 11, 2016 5:30 PM Council Chambers 1. Call to Order 2. Roll Call Present: 3- McMeans, Brandel and Brey Absent: 2- Sitkiewitz and Able 3. Approval of Minutes 16-0138 December 1, 2015 Attachments: 12012015 MeetingMinutes Moved by Brandel, seconded by Brey, that this Minutes be accepted. The motion failed by the following vote: Aye: 3- McMeans, Brandel and Brey 4. Public Comment No public comment at this meeting. 5. Discussion and Action Items 16-0104 City Attorney Kathleen McDaniel Quarterly City Claims Report Attachments: Attorney Claim Report 160202 Moved by Brey, seconded by Brandel, that this Action Item be accepted and referred to the City Attorney. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0106 Claim for Excessive 2015 Assessment Menard, Inc., parcel 835-203-011 Attachments: 20160129193558496 Moved by Brandel, seconded by Brey, that this Action Item be accepted and referred to the City Attorney. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey City of Manitowoc Page 1 Finance Committee Meeting Minutes February 11, 2016 16-0079 Argent, A Division of West Bend v. Manitowoc Housing Authority, et al. 15-CV-503 Attachments: 20160127022650790 Moved by Brey, seconded by Brandel, that this Summons and Complaint be accepted and referred to the City Attorney. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0137 Claim for Excessive Assessment Holy Family Memorial 2015 Attachments: 20160203232215564 Moved by Brandel, seconded by Brey, that this Action Item be accepted and referred to the City Attorney. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0085 Wisconsin Housing and Economic Development Authority, Assignee of United One Credit Union v. City of Manitowoc et al, 75-CV-523 Attachments: 20160127025140832 Moved by Brey, seconded by Brandel, that this Summons and Complaint be accepted and referred to the City Attorney. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0080 Recommend adjusting Assessment on parcel 835-401-033 Manitowoc Cinema LLC, due to palpable error and rescind 2015 tax of $5,134.44, recommending approval. Attachments: 20160127022701841 Moved by Brandel, seconded by Brey, that this Action Item be accepted. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0081 Write off 2013 Balance ($88.77) on parcel 341-001-011 due to error with Lottery Credit Attachments: 20160127022727618 Moved by Brandel, seconded by Brey, that this Action Item be accepted. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey City of Manitowoc Page 2 Finance Committee Meeting Minutes February 11, 2016 16-0082 Rescind 2015 taxes $1,633.66 on parcel 565-000-030, due to palpable error, recommending approval. Attachments: 20160127022756372 Moved by Brey, seconded by Brandel, that this Action Item be accepted. The motion carried by the following vote: 16-0083 Update on status of Granicus Software and next steps Finance Director S Corbeille updated the committee about giving Granicus a chance to fix our issues before pursuing another solution. They are being proactive currently to fix our issues by cleaning up our setup features and doing additional training. References for another solution has been sought but no action will be taken to move forward at this time. This update is informational only and no committee action needs to be taken. 16-0093 Eternal Flame Fund Status and recommendations for future fundraising and investment of funds Finance Director S Corbeille informed the committee of the financial status of the Eternal Flame fund. He and City Attorney K McDaniel proposed some fund raising and investment ideas. The idea would be to make the community aware of fundraising efforts. Moved by Brey, seconded by Brandel, that this Action Item be accepted to authorize fundraising activity. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0084 Additional Credit Card for Police Department Lt. Paul Behrendt with a limit of $2,000 Attachments: 20160128011257733 Moved by Brandel, seconded by Brey, that this Action Item be accepted. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0103 Options for replacement/upgrade of City Tax Billing/Collection Software Finance Director S Corbeille explained the city's current software platform for the Assessment, Special Assessment and Tax Collection system. With upgrades to the system needed and a retirement in the Assessor office, there is an immediate need to look at new solutions for these functions. Demonstrations of several solutions have been looked at. There are a multitude of ways the city could go, and actually save money in doing so. City of Manitowoc Page 3 Finance Committee Meeting Minutes February 11, 2016 16-0105 Quarterly Report of Capital Allocation Working Group (CAWG) Attachments: 20160129021116127 Moved by Brey, seconded by Brandel, that this Action Item be accepted. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0088 CAWG Recommend Funding up to $6,000 for the Unbudgeted Request from DPI for replacement of Loop Detectors @ 30th and Calumet Attachments: 20160127204137883 Moved by Brey, seconded by Brandel, that this Action Item be accepted. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0091 CAWG Recommend Funding up to $19,000 for the Unbudgeted Request from DPI for replacement of Bucket Truck #59 via purchase from MPU Attachments: 20160127204144384 Moved by Brandel, seconded by Brey, that this Action Item be accepted. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey 16-0092 City Policy regarding Allocation of Interest to Individual Fund Balances and setting limits on Balances contained within Fund Balances The Committee instructed the Finance Director to draft a resolution to set funds to allocate interest, establish a method for allocation and set limits to fund balances for the non-lapsing funds. No action from the committee is needed until the resolution is ready for acceptance. 16-0102 Exercise 60 day termination clause under "Agreement For Lease of Telephone System and Maintenance" d. November 2, 2009, with Creative Solutions, Inc., recommending authorizing Finance Director to exercise 60 day notice to coincide with implementation of new phone system with actual date of notice to be determined administratively based upon deployment schedule for new phone system. Attachments: 20160129010854904 Moved by Brey, seconded by Brandel, that this Action Item be accepted to authorize the Finance Director to exercise the 60 day notice to coincide with implementation of the new phone system. Actual date of notice to be determined administratively based upon deployment schedule for new phone system. The motion carried by the following vote: Aye: 3- McMeans, Brandel and Brey City of Manitowoc Page 4 Finance Committee Meeting Minutes February 11, 2016 6. Adjournment Moved by Brey, seconded by Brandel, to adjourn at 6:48pm. City of Manitowoc Page 5