Finance & Human Resources Committee

Village of Weston, Wisconsin OFFICIAL PROCEEDINGS OF THE FINANCE & HUMAN RESOURCE COMMITTEE held on Monday, June 17, 2024, at 4:30 p.m., in the Board Room at the Municipal Center, Chairman Ermeling presiding. AGENDA ITEMS. 1 Finance & HR Committee Call to Order & Welcome by Chairperson Ermeling. Meeting called to order at 4:30 p.m. by Committee Chairperson Ermeling. 2 Pledge of Allegiance to the Flag. 3 Roll Call by Recording Secretary. Roll call of Finance & HR Committee indicated 4 members present. Member Present Dirks-Luebbe, Micki EXCUSED Ermeling, Barbara YES Vacant -- Hackbarth, Linda YES Hegg, Robin EXCUSED Meinel, Steve YES Pinsonneault, Jim YES 4 Approval of minutes from previous Finance meeting: May 20, 2024 Motion by Hackbarth, second by Meinel, to approve previous minutes. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Vacant -- Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 5 Public Comments. ACKNOWLEDGE WORK PRODUCT TRANSMITTALS. 6 May Budget Status Report Trautman gave an overview of the May report. Motion by Pinsonneault, second by Meinel, to acknowledge the budget status report. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Mtg_F&HR_240617_Minutes Song Lao updated @6/24/2024 3:29 PM Page 1 P:\GOVERN\COMMITTEES\Finance & HR\2024\240617\Mtg_F&HR_240617_Minutes  Vacant -- Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 7 TIF 1 and TIF 2 Detail Reports for May Trautman gave an overview of the TIF reports, explaining the expenditures are from the Weston Aveune Project, Fund 40. Motion by Pinsonneault, second by Meinel, to acknowledge the TIF 1 and TIF 2 reports. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Vacant -- Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 8 Legal Detail Trautman presented the Legal Details. Motion by Pinsonneault, second by Hackbarth, to acknowledge the Legal Details. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Vacant -- Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES EDUCATION PRESENTATIONS & REPORTS 9 Basic Government Accounting Trautman presented a powerpoint presentation as a refresher for basic government accounting. The presentation highlighted: Introduction to Government Accounting, State requirements and Regulations, and Current state of Village Finances. Trautman will email out the Powerpoint presentation to committee members at the end of the meeting. 10 Finance Policies Trautman shared a handful of Financial policies with the most recent policy was approved in 2022. Also, the department will work on putting a financial policy handbook together. Mtg_F&HR_240617_Minutes Song Lao updated @6/24/2024 3:29 PM Page 2 P:\GOVERN\COMMITTEES\Finance & HR\2024\240617\Mtg_F&HR_240617_Minutes  Pinsonneault mention that some policies are 20 years old and would need some updating. He will email Trautman with comments or/and updates following the meeting. 11 Feedback on preliminary draft to Annual Performance Review Form Gebert, Administrator, shared the preliminary draft of the Annual Performance Review form. The forms would be for supervisory or management positions. Hackbarth suggested that the form include department specific goals as well. Gebert agrees with Hackbarth and that a page can be added for department specific goals. POLICY ISSUES – DISCUSSIONS/RECOMMENDATIONS. 12 Results of citizen committee/commission members pay frequency survey Gebert provided the results of the citizen committee/commission members pay frequency survey. Currently citizen committee/commission members are paid annually. Overall, there are 27 citizen members and with a 44% response rate, 12 responses received, there were no significant preference on pay frequency, and will remain status quo. 13 2025 Budget Gebert explained the budget timeline and what kind of information the Village needs to wait for before it can be finalize in October. There was a good discussion of the known expenses and revenues for the Village. For budget year 2025, some of the ideas to generate more revenues are to lease out unused Village space or turn a Village park to a campground. Also discussed, is the almost vacant safety building that is currently used by SAFER and Town of Weston. Trustee Pinsonneault would like the Board/Finance & HR committee to review the lease and billable agreement with the Town of Weston. Motion by Pinsonneault, second by Hackbarth, to recommend staffs to explore opportunities to lease Village spaces and bring item back back for discussion. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Vacant -- Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES RESOLUTIONS/ORDINANCES. FUTURE ITEMS. 14 Next Finance & HR meeting date(s): Mtg_F&HR_240617_Minutes Song Lao updated @6/24/2024 3:29 PM Page 3 P:\GOVERN\COMMITTEES\Finance & HR\2024\240617\Mtg_F&HR_240617_Minutes  - Monday, July 15, 2024 @ 4:15 p.m., with Tourism following immediately 15 Topics for future meetings. - 16 Remarks from staff. - 17 Remarks from Committee Members. - 18 Announcements. - ADJOURNMENT OF FINANCE & HR COMMITTEE Motion by Pinsonneault, second by Hackbarth, to adjourn the Finance & HR Committee meeting at 5:58 p.m. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Vacant -- Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES Ermeling adjourned the Finance & HR Committee meeting. Song Lao, Recording Secretary Mtg_F&HR_240617_Minutes Song Lao updated @6/24/2024 3:29 PM Page 4 P:\GOVERN\COMMITTEES\Finance & HR\2024\240617\Mtg_F&HR_240617_Minutes