Finance, Taxes and Insurance

FINANCE COMMITTEE March 18, 2013 - Official 5:00 p.m. Members Present: Brian Lauer, Ron Kluth, Rick Albee, Cindy Gauger, Gil Amborn Excused: Cindy Gauger Also Present: Lori Peternell and Melanie Marzahl Lauer called the meeting to order at 5:07 p.m. Motion made by Amborn, seconded by Albee to approve the February 11, 2013 Regular Meeting Minutes. Motion carried unanimously. Intern Melanie Marzahl presented an update to the Committee regarding the court administration transition to the Village Hall. The Committee reviewed a memo prepared by Marzahl related to the status of the Municipal Court administration transition and the activities that are anticipated to occur over the next few months to finalize the transition. The Memo addressed workload concerns identified by staff through the transition process. Discussion was held regarding the recommendation to purchase Praxis QuickClerk software and equipment for Court to help ensure that all Court administration activities can be completed in the allotted staff time of 20 hours per month. The IT proposal for software and equipment includes Praxis QuickClerk software, Microsoft Office Pro, a laptop, wireless printer and WIFI for a total initial cost of $5950. Discussion was held that the total cost of WIFI is $1,150 and half the cost would be paid from Village capital funds as WIFI was identified as a need for the Village Hall. Staff recommends utilizing donation funds in the amount of $5,375 received by the Waterford Police Department from Runzheimer International and the remaining amount of $575 to be paid from the Office Capital fund. Beginning in 2014 the Municipal Court operations budget will include an annual maintenance fee of $1000. Motion made by Amborn, seconded by Albee to recommend Village Board approval of Praxis QuickClerk software, Microsoft Office Pro, a laptop, wireless printer and WIFI for a total initial cost of $5950. Funding to come from donation funds in the amount of $5,375 received by the Waterford Police Department from Runzheimer International and the remaining amount of $575 to be paid from the Office Capital fund. Motion carried unanimously. The Committee reviewed the proposed TRIP (Tax Revenue Intercept Program) policy that is being recommended to be included in the Financial Policy and Procedure Manual. Peternell stated that part of the Municipal Court administration transition, TRIP (Tax Revenue Intercept Program) has been identified as a means to collect on delinquent citations. One of the requirements of TRIP is that municipalities need to establish an appeal process for debtors. Motion made by Albee, seconded by Kluth to recommend Village Board approval of the TRIP (Tax Revenue Intercept Program) to be included in the Financial Policy and Procedure Manual. Motion carried unanimously. Motion made by Albee, seconded by Amborn, to recommend to the Village Board approval of Village prepaid invoices in the amount of $49,407.55. Motion carried unanimously. Motion made by Kluth, seconded by Amborn to recommend to the Village Board approval of Village unpaid invoices in the amount of $263,413.31. Motion carried unanimously. Upon motion made by Kluth, seconded by Albee, the meeting adjourned at 5:45 p.m. Submitted by, Lori Peternell, Village Treasurer