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

FINANCE COMMITTEE Meeting Minutes November 10, 2022 Regular Meeting The meeting was called to order by Chair Sweeney at 4:30 pm on November 10, 2022 in Government Center Room 204. 1 ROLL CALL PRESENT: Jack Sweeney, Tylor Elm and Mike Herrick VIRTUAL: ABSENT: CITY STAFF PRESENT: Nick Rhinehart, Deb Kamunen, Jean Dotterwick and Scott Gordon OTHERS PRESENT: Jan Jago, John Wick, Marsha Wick, Jon Winter, Shelley Nelson and Kristen Haux 2 APPROVAL OF MINUTES 2.1 October 11, 2022 – Special Finance Committee Meeting MOTION to approve, by Councilor Elm, seconded by Councilor Herrick and carried. 2.2 October 13, 2022 – Finance Committee Meeting MOTION to approve, by Councilor Elm, seconded by Councilor Herrick and carried. 2.3 October 24, 2022 – Special Finance Committee Meeting MOTION to approve, by Councilor Elm, seconded by Councilor Herrick and carried. 3 OLD BUSINESS 4 NEW BUSINESS 4.1 Approval of the Fire Protection Agreement with Village of Superior. Current agreement expires December 31, 2022. Fire Chief Gordon spoke on the current agreement which expires December 31, 2022, the fire protection and services provided, the fees per event and the quarterly invoicing. MOTION to amend contract to 1 year, to expire on December 31, 2023, by Councilor Elm, seconded by Chair Sweeney and carried. MOTION to add language regarding capital costs to the contract, by Councilor Herrick, seconded by Councilor Elm, and carried. MOTION to approve late fees and interest if payment is not received within 30 days of invoicing by Councilor Elm, seconded by Councilor Herrick, and carried. 4.2 Superior Youth Organization (SYO) Financials, Inventory Listing, Report Detailing Participation Numbers, Repairs, and Volunteer Hours – receive and file. Chair Sweeney requested information on the liquid assets of the organization. Jan Jago, of the Superior Youth Organization, gave a breakdown of asset balances. She also spoke about capital improvements and water issues at the fields. FINANCE COMMITTEE – 11/10/2022 Mtg (Meets 2nd Thursday of each month at 4:30 p.m.) Page 1 of 3  MOTION to hold in committee to review contract between the City and Superior Youth Organization by Councilor Elm, seconded by Councilor Herrick, and carried. 4.3 Grant Application – Douglas County Historical Society. Business Manager, Jon Winter, reviewed with the committee the revenue and expenditures and increasing memberships for the Douglas County Historical Society. A question and answer period followed. Chair Sweeney indicated an audit statement and capital improvement plan is needed for review. MOTION to hold in committee for the audit statement and capital improvement plan by Councilor Herrick, seconded by Councilor Elm, and carried. 4.4 Request from Mayor Paine for approval of proposed updated Travel and Expense Policy. Acting Finance Director Kamunen reviewed the proposed changes to reimbursement language, request for travel authorization approval for the Mayor and reasonable meal reimbursement. MOTION to hold in committee for futher verbiage concerning inclusion of tax exempt certificate by Councilor Elm, seconded by Councilor Herrick, and carried. 5 RECURRING BUSINESS 5.1 Golf Course Financials – receive and file. MOTION to receive by Councilor Elm, seconded by Herrick, and carried. 5.2 Review October, 2022 check register – receive and file. MOTION to receive by Councilor Elm, seconded by Herrick, and carried. 5.3 Review General Fund Financial Statements – 2022 Expenditure vs. Budget Analysis as of October 28, 2022 – receive and file. MOTION to receive by Councilor Elm, seconded by Herrick, and carried. 5.4 General Financial Overview 5.4.1 General updates. A special finance meeting is set up for November 29th to review approve the budgets. 5.4.2 Update on top 3 financial concerns or updates. 5.4.3 High Usage Report Discussion Kamunen shared an email from Billing Clerk Ross concerning high usage in water and alerting customers. 5.5 Other financial matters. Kamunen indicated that she is still working through insurance. 5.6 Agenda items for next month. Chair Sweeney has requested Billing Clerk Ross to attend the December Finance committee meeting. Chair Sweeney is requesting review of the 2021 and 2022 ARPA revenue and FINANCE COMMITTEE – 11/10/2022 Mtg (Meets 2nd Thursday of each month at 4:30 p.m.) Page 2 of 3  expenditures. Chair Sweeney is requesting creating a monthly list for what should be reviewed with the committee on an annual basis. 6 ADJOURNMENT Meeting adjourned at 6:34 p.m. Respectfully submitted by Jean Dotterwick. FINANCE COMMITTEE – 11/10/2022 Mtg (Meets 2nd Thursday of each month at 4:30 p.m.) Page 3 of 3