Finance & Human Resources Committee

Village of Weston, Wisconsin OFFICIAL PROCEEDINGS OF THE FINANCE & HUMAN RESOURCE COMMITTEE held on Monday, November 18, 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 PUBLIC COMMENTS. MINUTES FROM PREVIOUS MEETING. 4 Approval of minutes from previous Finance meeting: September 16, 2024. Motion by Pinsonneault, 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 Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES ACKNOWLEDGE WORK PRODUCT TRANSMITTALS. 5 October Budget Status Report. Motion by Pinsonneault, second by Meinel, to acknowledge the budget status report. Meinel asked what "Due from enterprise - water utility" account is for. Trautman, Finance Director, explained that it's payment in lieu of taxes. Per PSC regulation, the Village is able to put a charge on the utility bill and it's a tax on the utility asset that gets paid through the General Fund. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Mtg_FHR_241118_Minutes Song Lao updated @11/20/2024 9:04 AM Page 1 P:\GOVERN\COMMITTEES\Finance & HR\2024\241118\Mtg_FHR_241118_Minutes  Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 6 TIF 1 and TIF 2 Detail Reports for October. Motion by Pinsonneault, second by Hackbarth, 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 Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 7 Legal Detail. Trautman comment that there are no legal details for the month of October. EDUCATION PRESENTATIONS & REPORTS. 8 Overview of the 2023 Audit Trautman stated that the 2023 financial audit report was issued and completed on August 19, 2024. She provided a few highlights of the Governmental Funds and Proprietary Funds. Motion by Meinel, second by Pinsonneault, to file the 2023 Financial Statements. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 9 2025 Budget Overview Trautman presented a PowerPoint presentation of the 2025 budget overview. She included a few highlights of the budget and mention that the Board will hold a public hearing tonight for adoption. Trautman also commented that the estimated assessed tax rate of the Village is $5.90, a decrease of $2.21 due to the revaluation. Trustee Pinsonneault really likes one of the slide from the presentation, "Where do your tax dollars go?" and ask if it can be included in with the 2024 tax bill when it goes out in December. Trautman Mtg_FHR_241118_Minutes Song Lao updated @11/20/2024 9:04 AM Page 2 P:\GOVERN\COMMITTEES\Finance & HR\2024\241118\Mtg_FHR_241118_Minutes  said yes. OLD BUSINESS. NEW BUSINESS. 10 Discuss and/or action incorporating committee/commissions into the annual evaluation process for Department Directors Gebert, Village Administrator, discuss potentially incorporating committees/ commissions into the annual evaluation process for Department Directors. This agenda item was requested from Trustee Pinsonneault and in her experiences, it's standard for the Board to evaluate the Administrator only. There was discussion that this committee did not interact with the direct committee/ commission department director enough to provide a good evaluation. Maybe in other committee/commission, it could be useful. Meinel suggested that the Board could evaluate the Department Directors since they have more interaction with them. Hackbarth question if the department heads do peer/staff feedback. Wodalski, Public Works Director, said yes, but it's all informal. Gebert commented that if a form is created for this procedure, it will be for 2025 not 2024 Annual Performance Review. Motion by Hackbarth, second by Pinsonneault, to refer annual evaluation process to include incorporating committees/commissions for Department Directors to the Board. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 11 Discussion and/or action on Exit Interview practice Gebert explained that this agenda item was requested by Trustee Pinsonneault and exit interviews are currently being completed by the Administrator. Trustee Pinsonneault ask if the exit interview responses be share with the committee to help provide a deeper understanding on the staff's departure, or provide a better understanding/ awareness for the next new employee. Gebert expressed that staffs may not be open to talk if they knew that their answer would be shared. Hackbarth and Trustee Pinsonneault agrees with Gebert and suggested that a summary be Mtg_FHR_241118_Minutes Song Lao updated @11/20/2024 9:04 AM Page 3 P:\GOVERN\COMMITTEES\Finance & HR\2024\241118\Mtg_FHR_241118_Minutes  presented instead of quoting the staff's response. Hackbarth commented that since the policy is being updated, the word "involuntary termination" can be removed. Motion by Pinsonneault, second by Hackbarth, to defer action until December 2024. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 12 2024 Budget Amendment Trautman presented a list of proposed budget amendments based on activities during 2024. It was discussed that the wages and benefits for the playground reconstructions should go with Fund 20 - the Grant fund, where the Village recorded the ARPA fund, and not in the General Fund, Fund 10. Trautman commented that this will create a surplus in the General Fund. Meinel ask if there was a downside for amending the playground labor into Fund 20. Trautman said that there would be less funds available for Kennedy Park. Trustee Pinsonneault stated that the labor should stay with the playground purchased as it is part of the cost. Motion by Pinsonneault, second by Hackbarth, to recommend the Village Board approve the recommended 2024 Budget Amendments with the following changes, adding 55210 into Fund 20 to more accurately reflect the equalization of resources. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES REMARKS FROM COMMITTEE MEMBERS. Gebert notify the committee that Hegg put in her resignation to end this calendar year 2024,due to a larger role she has taken on. Gebert also mention that this committee will be accepting applications to full fill two vacancy. REMARKS FROM CHAIR. Mtg_FHR_241118_Minutes Song Lao updated @11/20/2024 9:04 AM Page 4 P:\GOVERN\COMMITTEES\Finance & HR\2024\241118\Mtg_FHR_241118_Minutes FUTURE ITEMS. Next Finance & HR meeting date(s): - December 16, 2024 @ 4:15 p.m. with Tourism to follow. ADJOURNMENT. Motion by Pinsonneault, second by Hackbarth, to adjourn the Finance & HR Committee meeting. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki -- Ermeling, Barbara YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES Ermeling adjourned the Finance & HR Committee meeting at 5:19 p.m. Song Lao, Recording Secretary Mtg_FHR_241118_Minutes Song Lao updated @11/20/2024 9:04 AM Page 5 P:\GOVERN\COMMITTEES\Finance & HR\2024\241118\Mtg_FHR_241118_Minutes