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

July 21, 2021 To: Councilor – Jack Sweeney (Chair) Councilor – Keith Kern Councilor – Tylor Elm (Co‐chair) Councilor – Brent Fennessey (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 Tuesday, July 27, 2021 at 5:00 p.m. in Room 204 of the Government Center. The public may also access this meeting online with Google Meet by pressing CTRL + click to follow the link or copying and pasting the address into a web browser: Join with Google Meet Meeting ID meet.google.com/sgc-szja-vwu Phone Numbers (US)+1 617-675-4444 PIN: 959 310 152 7335# The following items will be discussed at the Special Finance Committee Meeting: 1. Festival Committee ‐ June 14, 2021. 1.1 Approval of Grandma’s Marathon sponsorship for the amount of $1,500. 1.2 Approval of the Polaske 5k sponsorship for the amount of $195. 2. Festival Committee ‐ July 14, 2021. 2.1 Approval of Billings Park Days sponsorship for the amount of $2,000. 2.2 Approval of Superior Museum Crawl sponsorship for the amount of $1,000. 2.3 Approval of Fairlawn Mansion’s Ice Cream Social sponsorship for the amount of $750. 2.4 Approval of $2,500 to be used to contract with Krystal Kleer Inc. to begin working on ice carving projects for the 2022 Ice Festival. 3. Special Festival Committee ‐ July 19, 2021. 3.1 Approval of the Festival Committee’s modification of the Festival Committee’s review process policy. 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 Faxed to: Daily Telegram, Public Library, July 21, 2021 Media notified and mailing list: July 21, 2021 Superior Telegram to sign and fax verification of receipt to fax number (715‐ 395‐7292) __________________________________________________________ Name Date  Office of the Mayor Jim Paine, Mayor Nick Raverty, Chief of Staff Phone: (715) 395-7212 1316 North 14th Street, #301 Fax: (715) 395-7590 Superior, WI 54880 TDD: (715) 395-7521 Website: www.ci.superior.wi.us E-mail: mayor@ci.superior.wi.us MINUTES FESTIVAL COMMITTEE MONDAY, JUNE 14, 2021 3:00 P.M. – Government Center Room 204 Members Present: Carolyn Nelson-Kavajecz, Nikky Farmakes, Julie Urban, Lindsey Graskey, and Craig Sutherland Members Absent: Lindsey Jacobson Others Present: Linda Cadotte and Nick Raverty AGENDA: 1. Roll Call 2. Approval of May 12 minutes MOTION by Farmakes, seconded by Councilor Graskey and carried, to approve. 3. Sponsorship Applications Before any discussion on applications began, Nikky Farmakes inquired what the balance of the account was for 2021. Nick Raverty confirmed there was $6,350 unallocated, but that did not include any remaining monies from the Ice Festival that went unspent. Nick would get on official number before the next meeting. 3.1. Billings Park Days – Billings Park Business Association Discussion amongst committee members about funding amounts. Linda Cadotte informed the committee that Superior Rotary would not be holding the annual Dragon Boat Festival and we had an allocated portion of the city’s firework contract for that event. After further discussion amongst the committee members they decided to transfer the outstanding fireworks to Billings Park Days in lieu of a monetary sponsorship as previously requested. MOTION by Farmakes to transfer the fireworks contract from the Dragon Boat Festival to Billings Park Days in place of a sponsorship amount, seconded by Councilor Graskey and carried, to approve. Abstained: Craig Sutherland 3.2. Grandma’s Marathon Events – Grandma’s Marathon-Duluth Inc. MOTION by Farmakes to sponsor at the amount of $1,500, seconded by Urban and carried, to approve. 3.3. Polaske 5K Run – Zach Polaske 5K Walk/Run MOTION by Farmakes to sponsor at the amount of $195, seconded by Councilor Graskey and carried, to approve.  3.4. Superior Museum Crawl – Richard I. Bong Veterans Historical Center MOTION by Farmakes to table until July 14th meeting, seconded by Urban and carried, to approve. 4. 4th of July Update Linda Cadotte gave a short update to the committee letting them know not much has changed since the previous meeting, but everything was still proceeding as planned. Candy would be distributed at the parade. Nikky Farmakes said she is continually updating the community activity calendar for the Chamber of Commerce in line with any updates that have been made to the city website. She has been receiving some questions about the parade route. Nick Raverty let the committee know the 148th will be doing their flyover during the parade – finalizing paperwork with FAA. Carolyn Nelson-Kavajecz informed the group that the PASS Foundation is helping with beverages. Linda Cadotte is in contact with the Porchfest group about the event location, clarifying it is not in Central Park but the surrounding neighborhood. Meeting adjourned at 3:52 p.m.  Office of the Mayor Jim Paine, Mayor Nick Raverty, Chief of Staff Phone: (715) 395-7212 1316 North 14th Street, #301 Fax: (715) 395-7590 Superior, WI 54880 TDD: (715) 395-7521 Website: www.ci.superior.wi.us E-mail: mayor@ci.superior.wi.us MINUTES FESTIVAL COMMITTEE WEDNESDAY, JULY 14, 2021 3:00 P.M. – Government Center Room 204 Members Present: Carolyn Nelson-Kavajecz, Nikky Farmakes, Julie Urban, Lindsey Graskey, Gavin Hamilton, Lindsey Jacobson (virtual) and Craig Sutherland (virtual) Others Present: Mayor Jim Paine, Todd Janigo, Linda Cadotte, and Nick Raverty The regular meeting of the Festival Committee was called to order at 3:02 pm. 1. Roll Call 2. Welcome Gavin Hamilton & Introductions The committee welcomed Gavin Hamilton, Superior Refinery and did quick introductions. 3. Reconsider Billings Park Days Sponsorship Mayor Paine gave an overview of why he is asking the committee to reconsider the sponsorship for Billings Park Days. He made a recommendation to approve a grant of $2,000 for Billings Park Days to be used towards the fireworks agreement. This would allow the city to transfer its contracted show (cost of $5,000) to Billings Park Days and the event organizers would pay the rest of the contract above and beyond the $2,000 from the committee. The committee discussed the recommendation, considered the current budget, and costs that may be incurred if the contracted show was not transferred and just canceled. Motion by Farmakes, second by Graskey, to reconsider the sponsorship of Billings Park Days to a cash amount of $2,000 to be allocated to the fireworks contract and cover any in-kind costs incurred by the city, and carried, to approve. Abstain: Craig Sutherland Mayor Jim Paine left the meeting at 3:30pm. 4. Review of Festival Committee Process Nick Raverty gave an overview of the current festival committee process, which includes that every agenda item that needs action must be sent to finance committee for approval, before being sent to council for approval. The committee members asked questions related to updating this process and what type of policy recommendations could be made. Motion by Farmakes, second by Hamilton, to skip to agenda item regarding current sponsorship applications, and carried, to approve. c: City Clerk’s Office Public Access – via e-mail 5. Fireworks Agreement Director Cadotte gave an overview of the current fireworks contract the city has and explained how the contract is typically formed. There is a breakdown of three events each with their own designated cash proportion of the contract. Director Cadotte will bring forward a conversation on a future agenda to discuss the amount of money the committee would like to set aside for fireworks in 2022 so she can start negotiating the contract. 6. Approval of June 14 minutes Motion by Farmakes, second by Graskey, to approve the minutes, and carried, to approve. 7. 4th of July recap Motion by Farmakes, second by Sutherland, to hold in committee until the next regular meeting of the committee, and carried, to approve. 8. New Sponsorship Applications 8.1. Superior Museum Crawl – $2,200 The committee discussed the application submitted by the event organizers. Motion by Farmakes, second by Urban, to approve the sponsorship at the amount of $1,000, and carried, to approve. Abstain: Lindsey Graskey 8.2. Goin’ Postal Fall Musical Event – $3,000 The committee discussed the application submitted by the event organizers. There were questions about the Blue Bird Foundation, which is the organization the event raises money for. The committee requested some additional information about the foundation. Motion by Graskey, second by Hamilton, to hold in committee until the next regular meeting of the committee, and carried, to approve. Abstain: Carolyn Nelson’Kavajecz 8.3. Fairlawn Mansion’s Ice Cream Social – $750 The committee discussed the application submitted by the event organizers. Motion by Farmakes, second by Urban, to approve the sponsorship at the amount of $750 with $235 towards city permitting fees and $500 for other event costs, and carried, to approve. 8.4. Duluth Superior Film Festival - $10,000 The committee briefly discussed the application submitted by the event organizers. It was unclear what portion of the event would be held in Superior versus Duluth. The committee requested we invite the event organizer to the next meeting. Motion by Graskey, second by Jacobson, to hold in committee until special committee meeting on July 19th, and carried, to approve. Julie Urban left the meeting at 4:05 pm. 9. Krystal Kleer Ice Carvers funding for 2022 Director Cadotte explained a new idea for the ice festival in 2022 where the ice carvers would create percussion instruments out of ice and the orchestra from University of Wisconsin – Superior would play a musical number. To support this endeavor, she would need to complete a small contract with the ice carvers this year to start working on the instruments and do test runs. Motion by Graskey, second by Farmakes, to approve the drafting of a contract not to exceed $2,500 with Krystal Kleer Ice Carvers, and carried, to approve. The meeting was adjourned at 4:23 pm. c: City Clerk’s Office Public Access – via e-mail  Office of the Mayor Jim Paine, Mayor Nick Raverty, Chief of Staff Phone: (715) 395-7212 1316 North 14th Street, #301 Fax: (715) 395-7590 Superior, WI 54880 TDD: (715) 395-7521 Website: www.ci.superior.wi.us E-mail: mayor@ci.superior.wi.us MINUTES SPECIAL FESTIVAL COMMITTEE MONDAY, JULY 19, 2021 3:00 P.M. – Government Center Room 204 Members Present: Carolyn Nelson-Kavajecz, Nikky Farmakes, Julie Urban, Lindsey Jacobson (virtual), Lindsey Graskey, and Gavin Hamilton Members Absent: Craig Sutherland Others Present: Director, Linda Cadotte and Mayor, Jim Paine AGENDA: 1. Meeting called to order at 3:03pm Roll Call 2. MOTION to approve July 14 meeting minutes by Farmakes, seconded by Graskey and carried, to approve. 3. Festival Committee Process Recommendations Discussion related to the policy presented to the Finance Committee by Mayor Paine on November 30, 2020. A motion was made to amend the current policy to better clarify the process for sponsorship awards. Current Policy: “The Festival Committee shall report its recommendations for disbursement to the Finance Committee for their review and recommendation. The Finance Committee shall report its recommendations to the Common Council for approval.” Proposed Policy Change: “The Festival Committee shall be given full authority to award sponsorships under $2,000. For any award between $2,001-4,999 the recommendation will be sent directly to the Common Council for approval. For any award $5,000 or greater, the Finance Committee will review the Festival Committee recommendations for disbursement and shall report their recommendations to the Common Council for approval.” MOTION by Graskey seconded by Hamilton, and carried, to approve. Discussion continued surrounding timing of sponsorship submittals and deadlines, but it was determined that this would be revisited on a future agenda item, once they felt they had a better handle on the events. Additional policy discussion continued and a motion was made to add the following to the policy: “All sponsorships requests must complete an application. All requests must be submitted prior to their event. For events that have received sponsorship disbursement for a previous event, proof of sponsorship recognition must be submitted with their application.” MOTION by Farmakes seconded by Hamilton, and carried, to approve. 4. Sponsorship Application: Duluth Superior Film Festival - $10,000 Cadotte shared that after she reached out to request attendance at this meeting to answer a few questions related to the request the organizers decided to withdraw their application for 2021. They had to shorten the festival to 3 days and with the way the programming turned out they could not fit an event/screening in Superior. They would really like to do something in Superior next year with more time to plan, and a longer festival in 2022. 5. Future agenda items: 5.1. Goin’ Postal sponsorship application 5.2. Lake Superior Ice Festival Budget 5.3. Fireworks Agreement No additional items were added at this time; however if new sponsorship applications are submitted, they will be added to the agenda. Committee members were encouraged to reach out to City Attorney Prell if they have concerns or questions related to any conflict of interest related to their involvement with festivals that may be requesting a sponsorship from the Committee. MOTION to adjourn meeting at 4:10pm by Hamilton, seconded by Farmakes and carried, to approve. Next meeting will be held Wednesday, August 11 at 3:00 pm.  Office of the Mayor Jim Paine, Mayor Nick Raverty, Chief of Staff to the Mayor Phone: (715) 395-7212 1316 North 14th Street, #301 Fax: (715) 395-7590 Superior, WI 54880 TDD: (715) 395-7521 Website: www.ci.superior.wi.us E-mail: mayor@ci.superior.wi.us November 25, 2020 Finance: 11/30/2020 MEMORANDUM TO: Finance Committee FROM: Mayor Jim Paine RE: Recommendation to Establish the Festival Committee as a Special Committee Background: For several years, the Superior City Council has allocated a small amount of funds, never more than $5000, to the Mayor’s office for miscellaneous expenses. Mayors Hagen and Paine both used these funds to sponsor small community events on behalf of the City. Beginning in 2018, Mayor Paine appointed an ad hoc “festival committee” consisting of city officials and citizens and charged them with providing recommendations regarding the deployment of these funds. Since that time, the committee has developed some loose guiding principles and established precedents for the amounts and uses of these grants. Mayor Paine has accepted all of their recommendations. Beyond the committee’s review and the Mayor’s approval, these grants receive no further oversight. The City of Superior funds other festivals and events of varying size, including the Lake Superior Ice Festival and Grandma’s Marathon, using the Hotel/Motel tax receipts. This budget is proposed by the Mayor, reviewed by the Finance Committee, and approved by the Council. Recommendation: Mayor Paine recommends combining these processes in an effort to streamline the process and make it more efficient and transparent. Combining the awards under a single process will also provide equitable and fair consideration to each grant under a uniform process. The Council should award a funds to a dedicated account for festivals and events and the council should only award grants for such events from this fund and using this process. Policy: The Finance Committee recommends that the Common Council create a special committee entitled “Festival Committee”. The purpose of the committee will be to distribute designated funds to community festivals and events in and around Superior. Events must be local enough that they allow easy participation and attendance by citizens of Superior. Sponsored events should be recreational in nature but may emphasize health, community spirit, history, culture, or holidays. The committee may only award grants to events that are open to the public. Private or exclusive events may not receive city grants.  The Committee will have up to 7 members appointed by the Mayor and confirmed by the Council. The Mayor, The Director of Parks, Recreation, and Forestry, and a member of the Council appointed by the Council President shall advise the committee as ex-officio members. Each member will serve for a period of three years from the time of their appointment and will be eligible for re-appointment at the expiration of their term. The Festival Committee will make recommendations regarding the disbursement of designated funds allocated by the City Council. The Festival Committee may design its own process of application, review, and award unless the City Council or Finance Committee adopts such policies. Polices adopted by the Festival Committee or the Finance Committee are subject to approval by the City Council The Festival Committee shall report its recommendations for disbursement to the Finance Committee for their review and recommendation. The Finance Committee shall report its recommendations to the Common Council for approval.