Finance, Taxes and Insurance

FINANCE COMMITTEE September 12, 2016 – Official 5:00 p.m. Members Present: Brian Lauer, Gil Amborn, Andy Ewert, Brent Hess and Jim Schneider Also Present: Lori Peternell, Rebecca Ewald, Stephanie Charapata, Rick Mueller and Tom Foht from Kapur Lauer called the meeting to order at 5:00p.m. Motion made by Schneider, seconded by Amborn to approve the August 8, 2016 Regular Meeting Minutes. Motion carried. Discussion was held regarding the updated collection policy. Ewald stated that The Board approved a contract with a new EMS billing agency on August 8th. It was noted that the contract specified the terms for collection, and therefore the policy would require updating to be consistent with the agreement. It was noted that the following changes were needed to the policy: - Deletion of the first sentence and last sentence of Section E, moving the remaining sentence in section E to be the last sentence of Section D. - Change the reference to Administrator to Treasurer in Section D. - Correspond with EMBA to see if 120 days should be changed to 90 days in section D. Motion made by Schneider, seconded by Amborn to table approval of the policy until October 10th. Motion carried. Discussion was held regarding the purchase requisition for architectural services for the sprinkler system at Station #2. Discussion was held regarding the 20% mark up on reimbursable expenses. Hess recommended utilizing a design to build firm instead of an architect. Hess will provide names of some firms to the Administrator. Motion made by Schneider, seconded by Amborn to table item until October 10th. Motion carried. Discussion was held regarding the purchase requisition for pagers. The capital budget allocates $3,000 for pages in 2016. The Chief is proposing to purchase approximately $3,400 in pages and docking stations at this time, as the Village would receive a $40 discount on each pager if purchased in a block of ten. Motion made by Schneider, seconded by Ewert to recommend Village Board approval of the purchase requisition for pagers. Motion carried. Discussion was held regarding the purchase requisition for an amendment to the Kapur agreement for east shoreline design. Tom Foht reviewed the status of our current contract with Kapur for the River East Project. Ewald discussed the proposal to design the shoreline for the River East Project, an additional $16,122 to the existing contract. Ewald stated that this is not a budgeted item, the design of the River East project is funded through the general fund balance. It was the consensus of the Committee that there were questions as to the necessity of the project before they could make a recommendation on the funding. Motion made by Schneider, seconded by Ewert to defer action on the purchase requisition to the Board. Motion carried. Ewald discussed the Southeastern Wisconsin Fox River Commission (SEWFRC) grant for the east shoreline restoration project. Staff reviewed availability for grants to assist with the east shoreline project. The only grant identified that will meet the timing of this project is from the SEWFRC. The Commission has limited funds remaining in its budget for projects. In order to be considered for an allocation of funding, we were required to submit this application by September 9 so that it could be reviewed by Commissioners prior to the Administrator presenting a the Commissions September 16 meeting. At the same meeting the City of Waukesha also intends to make a request for funding. Timing was critical in the submission of this application; therefore, staff moved ahead with the submission prior to reviewing the grant with the Committee and the Board. Motion made by Ewert, seconded by Schneider to recommend Village Board approval of the grant submission. Motion carried. Motion made by Schneider, seconded by Ewert to move up agenda item #9. Motion carried. Motion made by Schneider seconded by Hess, to recommend to the Village Board approval of Village prepaid invoices in the amount of $10,392,674.11. Motion carried. Motion made by Schneider, seconded by Amborn to recommend to the Village Board approval of Village unpaid invoices in the amount of $242,450.12. Motion carried. Upon motion made by Hess seconded by Ewert, the meeting adjourned at 6:00 p.m. Motion carried. Submitted by, Lori Peternell, CMTW Village Treasurer