Finance, Taxes and Insurance

FINANCE COMMITTEE February 11, 2013 - Official 5:00 p.m. Members Present: Brian Lauer, Ron, Kluth, Rick Albee, Gil Amborn, Cindy Gauger Excused: Kelly Krause Also Present: Lori Peternell Lauer called the meeting to order at 5:00 p.m. Motion made by Amborn, seconded by Albee to approve January 14, 2013 Regular Meeting Minutes. Motion carried unanimously. Peternell presented the Committee with the Deferred Payment Agreement and Procedure. The Water & Sewer Utilities is required by the Public Service Commission to offer deferred payment agreements to residential customers who request them. A deferred payment agreement is an agreement between the customer and the utility to pay an outstanding balance on their water & sewer bill. The Utility previously entered into verbal deferred payment agreements with customers who requested them, which is allowed by the Public Service Commission. However, entering into verbal agreements does not give the Utility a written record of the agreement, and makes it more difficult to track payment agreements. The Village Attorney has reviewed the documents and provided recommendations. At the January 21st meeting, the Public Works and Utilities Committee recommended Village Board approval of the deferred payment agreement procedure and form. Motion made by Amborn, seconded by Kluth to recommend Village Board approval of the Deferred Payment Agreement Procedure and form with the addition of adding the Deputy Clerk/Treasurer in the procedure instructions as the person who reviews and approves the Deferred Payment Agreement. Motion carried unanimously. The Committee reviewed the hardship request provided by 3 Rivers Billing from a patient with an outstanding rescue bill. ProHealth Care has approved a 100% discount for the patient for outstanding amounts due to the hospital. The patient is requesting a reduction or forgiveness of the rescue bill in the amount of $115.11 based on the Hospital’s decision. Peternell stated that the Village’s collection policy does not include a provision for hardship requests; therefore, requests need to be reviewed and acted on by the Finance Committee. After discussion, it was the consensus of the Committee to not grant the hardship request. Motion made by Albee, seconded by Gauger to deny the hardship request and follow the collection process as stated in the Village’s collection policy. Motion carried unanimously. Discussion was held regarding proceeds from scrap metal sales. Peternell stated that the Department of Public Works periodically sells scrap metal to local vendors. In the past the proceeds have been taken in as miscellaneous revenue into the General fund. The Director of Public Works is requesting that the funds be allocated to the Streets Small Equipment capital fund to be utilized for small equipment purchases. Motion made by Kluth, seconded by Gauger to recommend Village Board approval of scrap metal proceeds being allocated in the Streets Small Equipment capital fund. Motion carried unanimously. Motion made by Albee, seconded by Kluth, to recommend to the Village Board approval of Village prepaid invoices in the amount of $49,440.99. Motion carried unanimously. Motion made by Kluth, seconded by Albee to recommend to the Village Board approval of Village unpaid invoices in the amount of $1,471,386.69. Motion carried unanimously. Upon motion made by Gauger, seconded by Amborn, the meeting adjourned at 5:35 p.m. Submitted by, Lori Peternell, Village Treasurer