Finance Committee (Meets 4th Tuesday of each month at 4:30 p.m.)

Finance Department Phone: (715) 395-7291 1316 N 14th Street Fax: (715) 395-7292 Superior, WI 54880 To: Councilor – Jack Sweeney (Chair) February 12, 2021 Councilor – Keith Kern Councilor – Tylor Elm (Co‐chair) Councilor – Ruth Ludwig (Alt) From: Deb Kamunen – Assistant Finance Director Finance Committee Mission Statement: To have broad oversight of financial policies and procedures, and to provide the City Council and management with such financial expertise, opinion, and recommendations as will be helpful for the Council to make decisions regarding the financial stability of the City of Superior. **** SPECIAL FINANCE COMMITTEE MEETING AGENDA **** A Special Finance Committee meeting is scheduled for Thursday, February 18, 2021 at 4:30 p.m. Due to the current COVID‐19 emergency, the public may access this meeting online with Google Meet by entering the following information: Join with Google Meet meet.google.com/dzs-vswn-hxt Meeting ID meet.google.com/dzs-vswn-hxt Phone Numbers (US)+1 617-675-4444 PIN: 568 948 764 6215# The following items will be discussed at the Finance Committee meeting: 1. Request from Councilors Elm and Van Sickle to discuss and develop a template for streamlining the processes of city grants, leases, facility use permits, contracts and agreements. If you are unable to attend this meeting, please contact Deb Kamunen at 715‐395‐7293. Cc: Mayor Jim Paine KDAL Radio Taylor Pedersen City Council Members WDSM Radio Peter Luke City Clerk’s Office WEBC Radio Kyle Hawley Bulletin Board Duluth News Tribune Department Heads Superior Telegram Notice is hereby given that a quorum of the City Council may be present. No action will be taken other than the items listed on this agenda. **************************************************************************************************************************** Pursuant to the Americans with Disabilities Act of 1990, if you are in need of an accommodation to participate in the public meeting process, please contact the City Clerk’s Office at (715) 395-7200 prior to the scheduled meeting. The City will attempt to accommodate any request depending on the amount of notice received. TDD (715) 395- 7521. **************************************************************************************************************************** In compliance with Wisconsin Open Meetings Law, this agenda was: Posted: Government Center, Court House, Public Library, & Super One Foods Faxed to: Daily Telegram, Public Library, February 12, 2021 Media notified and mailing list: February 12, 2021 Superior Telegram to sign and fax verification of receipt to fax number (715‐395‐7292) __________________________________________________________ Name Date  RECREATIONAL GRANT APPLICATION PROGRAM YEAR 2021 APPLICATION DEADLINE: February 26, 2021 1. About your organization Name of Organization: Address: Mailing address (if different from above): Main contact person: Phone(s): Email address: Do you have a board of directors? Yes No If so please attach a separate sheet listing board members Is your organization a non‐profit? Yes No Non‐profits, please list your EIN number EIN #: Please share your organization’s mission: Please share your organization’s vision: Describe your organization’s membership. Who does your organization serve? Describe what recreational opportunities your organization offers How many participants did your organization serve last year? How many participants do you anticipate serving this year? 1 What percentage of your participants are City of Superior residents? Does your organization conduct fundraisers? If yes, please describe your fundraising activities for the last year, funds raised and your fundraising goals for this year List any other grants and amounts received by your organization last year, along with any grants that you anticipate receiving this year Does your organization charge a registration fee for your program/event? Please indicate the amount of the fee(s). What does your organization do to help offset fees for participants that might not be able to afford the fees? What did your organization do to promote overnight stays and tourism? How have you partnered with the City of Superior? How does your organization incorporate equity, technology and sustainability? 2 Grant Information Please list the grant amount your organization is requesting Is this grant being requested for a one‐time event or for ongoing programming? Please explain. How will your organization disperse the grant monies being requested? i.e. what costs will you use the grant for? Did your organization receive a grant from the City of Superior last year? Describe how the grant money was used. If you received a grant from the City of Superior last year and were not able to use it all due to COVID, how do you plan to use that money along with a potential grant for 2021? How will your organization recognize the City of Superior if grant funds are received? (i.e. City logo on flyers, verbal recognition at events, etc. Attach any examples from previous years). 3 2. Program/Event Budget Summary (for most recent season) Earned Revenue $ amount Expenditures $ amount Admissions Salaries Memberships Office/administration Workshops/training Marketing/publicity Food/concessions Equipment Grants/donations Transportation Fundraisers Supplies Other (specify below) Insurance Other (specify below) TOTAL TOTAL  Please include your most recent financial statement (income statement and balance sheet) along with your most recent bank statement.  Please include a W‐9 form with your application. I, the undersigned, certify that the information provided in and with this statement is true and accurate. Submitted by (signature):_________________________________________ Printed name: _________________________________ Title: __________________________________ Date: ________________________________ 4 Potential Additional Language for the Grant Application: If your organization is hosting an event that will promote tourism in Superior, consider applying for a grant through the TDF. If your organization is hosting a festival type event, consider applying for a grant through the festival committee. We understand not every question will apply to groups, especially those requesting less than $1,000. City of Superior ‐ Contracts and Disbursement of Funds Listing Contract Agreement Type / Vendor/Lessee/Recipient Expiration Requirements Annual Income to City Annual Expense to City Relationship type Date Agreements/Contracts with revenue to the City Annual financial reports and quarterly financial Barkers Island Marina ‐ Lease Sailboats pays the city rent payments based on a The City pays for Capital upkeep ‐ CIP budgeted Sailboats Inc. 4/30/2022 statements. (Specific details required are listed on Agreement % of their revenue streams. Roughly $500K. projects page 4 of the lease agreement). JB Port Enterprises, Inc. dba Captain Lease and facility use agreement 12/31/2020 Provide annual certificate of insurance. $2,000 annual rent payment J's Miniature Golf Land lease agreement for University of Wisconsin System 12/31/2025 $11,000 annual rent payment maintain general liability insurance Montreal Pier State of Wisconsin Department of Land Lease and Use Agreement $2,300 annual rent payment and $2,700 annual 12/31/2041 Administration (2) rent payment (Around $300) ‐ 5% of prior years income paid in Barkers Island ‐ docks lease Robert Forrest Jr. 12/31/2023 Provide annual certificate of insurance. advance by Nov. 15th ‐ Becomes 10% after the agreement first 5 years (payment on 11/15/2023 if renewing). land lease ‐ $300‐$400 average Airport leases (28) Land lease/ space lease Various Annual certificates of Insurance various ‐ General Fund $100K space lease ‐ $4,000 average Facility and Business Quarterly financial statements, balance sheet and Superior Business Center Management Agreement for 3/31/2024 $100K over 5 years major repairs over $10,000 income statement and other reports as requested. Superior Business Center Other Agreements/Contracts to the City Northwest Wisconsin Community Liberty Building lease 12/19/2056 Provide annual certificate of insurance. $1 annual rent Services Agency, Inc. The Superior Community Garden Land Lease and Use Agreement 2/7/2023 Provide annual certificate of insurance. $1 annual rent Association No $1.5M annually. Amounts invoiced by DTA. No Duluth Transit Authority Service Agreement predetermined Cap. end date  Maintain and provide informational and statistical animal records (Asilomar Accords format or equivalent), financial statements and program statistics to the City Finance Department on a $120,000 + any major repairs to the City Animal Humane Society of Douglas County, Animal care and facility quarterly basis, or more frequently upon request. Shelter property and building (repairs in excess of 12/31/2023 Inc. agreement HSDC shall also prepare narrative and summary $1,000) + utility costs (electric, water, gas and reports as reasonably requested; Annually a sewer ‐ $30K) certificate of insurance must be provided. Annual listing of furnishings and fixtures that belong to HSDC. $3,000 in consideration for the City using property for its recreation programs and fourth precinct polling place. Ground maintenance which includes The Billings Park Civic Association, Inc. Land Lease and Use Agreement 8/7/2021 Provide annual certificate of insurance. mowing, snow plowing of the parking lot and minor repairs to parking lot asphalt, garbage and recycling service, water and electrical power related to the rinks. Lake Superior Laundry, Inc. Land lease and use agreement 6/11/2051 Annual certificate of insurance $0 (lump sum payment in 1991 of $10,000) $35,000 for daily, weekly and annual maintenance Annual submission of financial records, including to ballfields, weekly garbage service, 1/2 of Lease, maintenance and balance sheets, income statement and a summary Superior Youth Organization 12/31/2020 recycling, some mowing, maintenance of field operation agreement of the number of participants. Certificate of lights and major repairs in excess of $5,000 and insurance capital improvements in excess of $10,000. No Parks and Recreation department to help with Lake Superior Disc Golf Community Memorandum of Understanding predetermined maintenance and care of the disc golf course. end date annual certificate of insurance, provide upon request a copy of audited financial statements and Bong P‐38 Fund, Inc. land and facility lease agreement 12/31/2050 summary of operations and activities, access to snow removal for parking lot records and documents concerning activities and operations $43,000 annual stipend (amount determined annual certificate of insurance , annual line item Northwest Wisconsin Community annually in budgeting process) ‐ for Senior Center agreement and facility lease 7/1/2024 budget and upon request all records and $1 annual rent Services Agency, Inc. Management and snow removal of parking lot, documents concerning activities and operations. major repairs in excess of $1,000.  Memorandum of Understanding ‐ No Provide annual line item budget. Provide upon $155,000 stipend for maintenance, operation and Superior Public Museums operation of three city owned predetermined request all records and documents concerning its staffing, also snowplowing of parking lot. museums end date activities and operations. Organizations receiving funds out of budgeting process Contract 2020 ‐ $16,200 for 3 pages in each magazine Positively Superior Per annual budget process ‐ H/M ‐ ‐ 2021 ‐ TBD Per annual budget process ‐ H/M 2021 ‐ $10,000 general fund budget Douglas County Historical Society ‐ ‐ and General Fund 2020 ‐ $6,000 Hotel/Motel budget Grant Superior Amateur Hockey Association, $25,000 ‐ through 2020. Beginning 2021, SAHA Per annual budget process ‐ ‐ will be required to apply through Parks and Rec Inc. Grant application process. City Commissions/Organizations Receiving Funds Sister City Per annual budget process ‐ H/M 2021 ‐$5,000 ‐ Hotel/Motel ‐ ‐ ‐ Mayors Commission on Disabilities Per annual budget process ‐ ‐ ‐ 2021 ‐ $700 ‐ General Fund Mayor's Commission on Communities Per annual budget process ‐ ‐ ‐ 2021 ‐ $700 ‐ General Fund of Color City Committee's providing Grants 2021 ‐ $3,000 ‐ General Fund and $59,100 Hotel Mayor's Festival Committee Per annual budget process ‐ ‐ ‐ Motel 2021 ‐ $55,000 General Fund and $25,000 Per annual budget process ‐ ‐ ‐ Parks and Rec Grant Program Hotel/Motel TDF* ‐ Listed above in Hotel/Motel Per Ordinance ‐ ‐ ‐ 2021 ‐ estimated $55,000 ‐ Hotel/Motel Small Business Grant Program Per annual budget process ‐ ‐ ‐ 2021 ‐ $200,000 ‐ Economic Development fund  Hotel/Motel Tax report of all expenditures over $1,000, quarterly Remittance of 46.76% of collected Hotel/Motel 66.8% ‐ Superior‐Douglas County financial statements including balance sheet and 12/31/2021 ‐ Tax to be spent in a manner allowed by state Visitor Bureau, Inc. (Travel Superior) income statement, quarterly narrative of activity, Agreement for Distribution and statue. ‐ Est. 387K annually reviewed financial statements Allocation of Room Tax quarterly financial statements including balance Remittance of 16.59% of collected Hotel/Motel 70% 23.7% ‐ Bong P‐38 Fund 12/31/2021 sheet and income statement, quarterly narrative ‐ Tax to be spent in a manner allowed by state Named in agreement between of activity, annually reviewed financial statements statue.‐ Est. $137K City and Travel Superior quarterly financial statements including balance Remittance of 6.65% of collected Hotel/Motel Tax 9.5% ‐ TDF Named in agreement between 12/31/2021 sheet and income statement, quarterly narrative ‐ to be spent in a manner allowed by state statue. ‐ City and Travel Superior of activity, annually reviewed financial statements Est. $55K Remittance of 13.38% of Hotel/Motel Tax ‐ Est. 44.6% ‐ Development Association Ordinance ‐ ‐ 111K 44% ‐ City of Superior Ordinance ‐ ‐ 13.2% of Hotel/Motel tax ‐ Est. 109K 30% 5.7% ‐ Bond P‐38 Fund Ordinance ‐ ‐ Remittance of 1.71% of Hotel/Motel Tax ‐ Est $14K 5.7% ‐ Superior Public Museums Ordinance ‐ ‐ Remittance of 1.71% of Hotel/Motel Tax ‐ Est $14K Economic Development Deals Misc. one time deals agreements Payments from TIDS, Econ. Development Fund Additional Description for the Contracts and Disbursement of Funds Listing Grants: Funds provided by the City to an entity, usually for a specific purpose. The City does not expect to be repaid or to receive anything in return for the grant payment. Examples: The Mayor’s Festival Committee, Parks and Recreation Grant Program, the TDF and the Small Business Grant Program are all examples of City sources that citizens may apply to for grant funding. Agreements: Agreements are legal documents that the City enters into with an organization that lays out what is expected of each party. They are an overarching category that includes Land and Facility Lease or Use agreements, Operation agreements, service agreements, construction agreements, software purchase and use agreements, cooperation agreements, memorandums of understanding, etc. Many city agreements are a combination of multiple types of agreements. For example, the agreement with the Humane Society of Douglas County is a facility lease and service agreement. The list largely includes agreements with local non‐profits and local organizations. Most agreements were not included on the provided list as the City has hundreds of agreements. One area of current focus appears to be related to service agreements or more specifically management of city owned property agreements. Examples include: Humane Society of Douglas County, Superior Public Museums, Kemper Sports, Superior Youth Organization, Northwest Wisconsin Community Services Agency, and Bachand Group. Agreements Process: The City’s Contract Analyst uses standard language that is periodically updated to keep up with best practices. Language is also incorporated to fit the unique circumstances of each situation or agreement. If there is a challenging legality issue, the Contract Analyst reaches out to the City Attorney for expertise. The Contract Analyst also consults with the City’s liability insurance agency to reduce exposure of risk and incorporates updated insurance requirements as suggested by the City’s insurance agency as available. Agreement language is reviewed with the responsible department head, with each new agreement and with each agreement extension, for necessary changes or additions of terms. The words contract, agreement and lease are often used interchangeable here at the city. Distribution and Allocation of Room Tax: The City collects a 7.5% hotel/motel tax. The use and distribution of these funds is governed by state statute, city ordinance and an agreement between the City and Travel Superior.