Finance, Taxes and Insurance

FINANCE COMMITTEE October 10, 2016 – Official 5:00 p.m. Members Present: Brian Lauer, Gil Amborn, Andy Ewert, Brent Hess and Jim Schneider Also Present: Rebecca Ewald, Stephanie Charapata, Rick Mueller and Jeff Dolezal Lauer called the meeting to order at 5:02p.m. Motion made by Schneider, seconded by Ewert to approve the September 12, 2016 Regular Meeting Minutes. Motion carried. Discussion was held regarding the updated billing policy for Emergency Medical Services that was presented in September. The requested changes to the policy have been incorporated. Motion made by Schneider, seconded by Hess to recommend Village Board approval of the billing policy for Emergency Medical Services. Motion carried. Ewald provided an update on purchase requisition for PRA for sprinkler system. On 9/12 the Finance Committee tabled the sprinkler system at the suggestion that the Village approach three contractors to design build the system. After further review the statutes prohibit design build. Municipalities are not given the same rights that the state has to use design-build. The project can be designed by a design-build firm, but then that firm cannot do the actual construction— the construction would have to be bid out. The Finance Committee recommended the architect reducing the fees on reimbursable items from 1.20 to 1.10. The architect has agreed and this change will be handwritten on the contract and signed by both parties. The purchase requisition and agreement for architectural services were brought back to the Village Board on 9/26 for action and the Board approved both the requisition and agreement. Ewald provided an update on purchase requisition for an amendment to the Kapur agreement for east shoreline design. The Board approved a new task order in an amount not to exceed $3,500 to remediate the north end of the east shoreline and provide an evaluation of the stabilization of the rip rap and to include the Village President to approve the change in work scope. Peternell discussed the proposed revision to the general fund balance policy. At the June 21st Joint Finance and Village Board meeting it was recommended that the general fund balance policy be amended to state that any amount at year end that is being added to the general fund balance should be allocated to the capital fund. Motion made by Schneider, seconded by Amborn to recommend Village Board approval of the general fund balance policy as written. Motion carried. Discussion was held regarding the distribution formula for insurance. In 2016 decided to not utilize TE Brennan’s annual retainer services. In prior years they have provided the Village with insurance distribution calculations. An analysis was done for 2011-2016 on the allocations provided by TE Brennan to determine the percentage amounts that have been allocated between the Village, Library and W&S. The amount allocated to each department stayed fairly consistent during this time so it was determined that the 6 year average for all the different policies could be utilized to determine the distribution calculations moving forward starting in 2017. Discussion was held regarding the 2016 Boiler and Machinery annual premium amount of $22,250, it was determined that it should be $2,250. Further discussion was held regarding the crime insurance allocations and why the Library doesn’t pay a portion of the premium. The Committee requested the Administrator to review what is covered and if a portion of the premium should be allocated to the Library. Motion made by Schneider, seconded by Ewert to table approval of the insurance distribution formulas until November 14th. Motion carried. Dolezal discussed the purchase requisition for SCADA hardware & software in the amount of $14,064. The 2016 W&S budget includes $24,000 for upgrading the SCADA computer and software. Motion made by Schneider, seconded by Ewert to recommend Village Board approval of the purchase requisition. The Committee reviewed the purchase requisition for fire department copier. The 2016 budget allocated $6,000 for a new copier that will fax, scan and copy. This will eliminate all separate devices and costly ink cartridges moving forward. The department is currently utilizing a copier that is approximately 20 years old that recently broke and is now beyond repair. Mueller stated the previous Clerk was working with different vendors to provide quotes on copiers. The model selected was quoted at $5,962.10; however when the Chief called to verify the pricing it was determined that the model quoted did not include stapling, two sided copying or wireless connection. The price with those features would be $6,673.40. It was the consensus of the Committee that based on the Fire Department’s usage that a less expensive model would meet their needs. Motion made by Amborn, seconded by Schneider to approve proceeding with the purchase of a copier not to exceed $1200. Motion carried. The Committee reviewed the September budget to actual reports. Discussion was held regarding beginning the process of investing funds with Associated Bank. The Committee requested the Treasurer contact Associated Bank and ask them to discuss investment options at the December 12th meeting. Motion made by Schneider seconded by Amborn, to recommend to the Village Board approval of Village prepaid invoices in the amount of $39,394.37. Motion carried. Motion made by Schneider, seconded by Ewert to recommend to the Village Board approval of Village unpaid invoices in the amount of $685,731.18. Motion carried. Upon motion made by Schneider seconded by Hess, the meeting adjourned at 6:30 p.m. Motion carried. Submitted by, Lori Peternell, CMTW Village Treasurer