MINUTES - SHOREWOOD BOARD OF TRUSTEES Committee of the Whole August 6, 2018

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1 MINUTES - SHOREWOOD BOARD OF TRUSTEES Committee of the Whole August 6, 2018 Call to Order President Rozek called the meeting of the Committee of the Whole to order at 6:08 p.m. in the Court Room. Statement of Public Notice Clerk Bruckman stated that the meeting had been posted and noticed according to law. Roll Call President Rozek called the roll. Present: Trustees Jessica Carpenter, Wesley Warren. Trustees Davida Amenta, Tammy Bockhorst, Michael Maher, and Ann McKaig were excused Others Present: Village Manager Rebecca Ewald, Finance Director /Treasurer Mark Emanuelson, Department of Public Works Director Leeann Butschlick. 1. Review of 2 nd Quarter Financial Report. Finance Director Mark Emanuelson introduced this item. The 2 nd quarter financial provides a good opportunity to see how the budget is trending. He provided a summary which highlighted some interesting trends. It was determined that the Board start reviewing the budget pages and ask questions along the way. Page 4: General Fund Summary. At the bottom of the page, it identifies the various assignments of fund balances. There are no restricted fund balances in the general fund; there is an estimated unassigned. Questioned what unassigned referred to. It is general reserves available under village policy for cash flow and unanticipated responses which is benchmarked at 30% minimum. Questioned about the number provided that has been previously provided that is needed to stabilize debt, why is it not in assigned? It will be assigned in the 2019 budget, in the 2018 budget it is called other financing sources as a revenue, other financing sources in expenditures and surplus applied. Clarified understanding of fund balance that it is basically funds that the Village has on hand in the bank. Questioned the percentages of Intergovernmental and Other Revenues, 32% and 34% respectively, is there need for concern. Mr. Emanuelson stated no cause for concern, because there may be larger payments that won t come in until September. Some details behind this will be in the supplemental notes. Noted that the projected line item numbers are prepared by Department Heads and will be reflected in the budget. Communications and marketing. Because the line item uses the word communications can that be used for mailers? Mr. Emanuelson replied, yes, that was the intent when the communications fund was closed last year. These funds will be used to support things in the budget, in the general fund, because 1

2 they were legacy reserves for that purpose. Questioned if unassigned fund balance allowed by law? Unassigned without purpose. Our policy states what are purpose and our minimums. There is no maximum so it s implied that anything above our minimum is for the same purpose. Unassigned fund balance not allowed to carry over would be if you had no statement of need or a policy such as these funds would be used for cash flow management and unforeseen contingencies for use of those funds. Page 5: Detail Revenues pages. Each line is accounted for but aggregated in one place. 4 th of July didn t we have a celebrations budget? This was eliminated years ago; so now it falls under the Board budget. Bike race is shared by our BID partner; Summer Concerts is hosted by the school. Shorewood Foundation, 4 th of July donation unexpected? Budgeted for net expenses, so the event is scaled to match your revenues. A successful event is that we don t spend more than we budgeted ($7,500). This will reflect in the budget report. Page 6: Finance Parking fines. Shows what was collected; is there a list of how many we issued? Mr. Emanuelson responded that this would be better addressed by the Police Department. Building Permits are move heavy during the summer, do we expect that to get up to 100%? Building permits are seasonable and we will be within a reasonable variance by the end of the year. Plumbing, electrical, and re-inspection fees are lower than expected. Mr. Emanuelson is working with Mr. Griepentrog to identify the reason for the shortfall and will have an answer before we prepare next year s budget. Police Department Training Grants? External agencies make request to do specific activities, that generally requires police OT. When the grant comes in, the two should have symmetry. Many times training activities can be offset by various grants, so when the grant is received it should balance out. Page 7: Recycling rebate 0.0% new contract. Refers to the projected budget which is not filled in. We have a new contract, billing issues, changes in expectations between old and new contract. Once those issues are straightened out, then those revenues will come up a little. Finding discrepancies in billing, not matching the contract for unit prices. This will be worked out, however, it is a work in progress. Any rebates due the Village will be received. The rebate structure is very different from the old contract. Old contract -- 50% of proceeds from the material sales. New contract --Village receives 50% of net proceeds less $55 a ton processed. The bottom has basically gone out of the scrap market; every classification of material the sale price has decreased, so revenue is down. Clarification that kart sales means recycling karts? Yes, for previous years. Revenue is at 17% because everyone got a cart a few months ago. Kart sale revenue occurred prior to the distribution of the new karts for those who did not want to wait for the new karts. State transportation aids. $733,000 in the adopted budget and the long range says $220,000, how does that get divvied up? Split between general and capital fund and we will shift and adjust to maximize our leverage for expenditure spending, but for planning purposes we had to make some assumptions. Rental Income Hubbard Park. When was that set and has it been raised? Contract budget prepared in September and we don t know what revenues will be until March. So we make assumptions that things are going well with a little incremental increase. Numbers were down from prior years and rental is based on a percentage of sales. Mr. Emanuelson will touch base with the tenant and adjust those numbers down for Contract expires in five or six years.

3 Page 9: Village Board: Village budgeted $7,500 for 4 th of July; year to date expenditures are $23,407; revenue collected $23,150. As of 6/30, $250 over collections with outstanding expenditures of about $2,000-$3,000. So we will be well under the Village budgeted up to amount of $7,500. Pilot of water and parking? Municipal utilities other than sewer are eligible for the Village to charge a property tax equivalent to the utility against utility asset values. The theory is that these are enterprise funds which means they are a self-supporting and the liability for tax equivalent is consistent with that business model. So the utilities pay the general government the equivalent for those property taxes. The Parking Utility has their own land and pays the Village taxes on that land. Survey/Studies & Plans: Nothing currently budgeted in that line item. Will look at putting a figure based on some routine items that occur. Professional Fees These are fees related to Court only and are budgeted separately from General Legal fees. Page 11 Village Manager Salaries and wages seems low for Manager s Office? Some staff allocations get spread out to utilities. Full wages are not reflected here. Other Services and Contract Fees -Wellness and EAP. Wellness services are provided by Horton and EAP provided through WPS Merit Pay $10,000 are we expecting to use that? If so when? It is a placeholder to account for merit pay because it affects the budget. It is moved to the individual salary budgets for the departments. Marketing and Communications Seems large for just citizen committee recruitment. It was noted that this budget includes more than just the current expenditure. It includes mailings, notifications, etc. Auto allowance is a stipend for Village Manager to use her own vehicle for village business. Mediation, the Village contracted with Waukesha Mediation Center for this service. Conversation has taken place and it is being referred to HRC to look into putting this in place and will provide feedback to the Board. We have brochure, however, the service has not been promoted well. Liability and property insurance- Does each department carry their own policy or is this reflect their portion of a larger policy? The Village carries several policies that cover vehicles, equipment, police and public official liability, theft, etc. and the cost is apportioned among all departments. Page 12: Software purchase and maintenance Is this Digicorp or actual purchasing of some sort of function. This is General Code to update our code books and our on-line code. Page 13: Professional fees financial OPED has taken up the majority of the funds, is there anything left for the remainder of the year that needs to be charged to this line? Preliminary audit fees in the fall. Page 15: Parking Fines Asked if the police get all the fines collected for parking and then a ¼ of the permit fees? Police Department does not get any of the parking fines, it s Village money. The.25 of police officer salary and.5 civilian salary are charged to the Parking Utility for support of enforcement of permitted parking. Civilian salary comprises the two parking checkers and the Administrative Secretary. Requested more detail on the civilian positions duties and hours. Overtime: This 61% is it offset by special events? There has been no Board approval of OT for special events. This overtime is because of police activity or coverage for sick, vacation, etc. If there is a reimbursement for OT, it would reflect in this line.

4 Where are fines for traffic enforcement? This reflects in the Court budget. Page 18 Revenues for Facility Health Department - $15,500 Health Dept. - Oct? We invoice once a year in October and this includes utility costs. Page 19 supplies and office at 95% spent. Health care contribution? When people leave, we save on salary, do we save on health care contribution as well? Depends on the situation finish off the retiree month, retiring shifts to retiree insurance, accrued vacation payout, etc. We already budget for programming in six months of staff vacancies. Page 21 Liability and property insurance has gone up? In 2018, auto insurance costs were not attributed to Public Works, so the budget went up a little for liability and property because we added a charge adjustment for auto cost for PW. Building Maintenance Dept./Program Supplies This is the supplies needed to maintain all municipal buildings. Page 22 Health Insurance is that is what was referred to in the roll up memo? Average health cost and average wage, the budget reflects specific employees. The average is fairly consistent. Will review to make sure this is not a cell error. Contracted Street Maintenance we contract out. References large area patching when we don t have the equipment to do the work and crack filling. Winter maintenance OT really high. Yes. A result of snowing on the weekends or back to back snow events of which we have had several. Disposal Contracts That is our refuse hauling contract with Waste Management; yard waste contract with Waste Management; recycling contract that we are working with the billing issues. Page 25 Forestry Landscaping Contracts There are no charges because we have not been billed. We have a contract with the Green Team. Forestry Plantings This refers to street trees throughout the Village. Wilson Drive trees will be paid under the Wilson Drive contract which will show up in the 400 capital account. Parks & Beautification - Landscaping Contract (Turf) This refers to our natural turf management. Landscaping/Plantings Referred back to Landscaping contracts under Forestry. These plantings are nursey stock that fills the planters and pots on Oakland and the annual beds in the Village. The next report will have these sifted out and charged to the appropriate line item. Forestry plantings is street trees; Landscaping under Parks is the annual contract with Marek for bluff restoration work and funds for the replacement of perennials-shrubs or large plants- that need to be replaced in the Capitol Drive medians and other locations. Page 27 Donations that come in for the Library or Senior Center. The only thing that counts for expenditure restraints outside the general fund is property tax support. Page 29 Senior Center Electric Gas and water discontinued. Budgeted in general fund now. Page 31 Debt Service Applied Debt service premiums from the 2016 bond issue. Page 32 Local Sanitation Aids - MMSD laterals budgeting $100,000 expecting matching grant. These funds usually come in January after the program is completed.

5 Village Signs/Studies/Initiatives There is $15,000 remaining, could we budget studies here as well? These funds were for planned one time studies per budget detail. Page 33 Professional Fees Construction - Alley engineering spending 3 rd quarter. Purchase is made off-season when vendors provide discounted pricing. Chemicals have a long shelf life. Have a full supply at the beginning of the season and restock at the end. Page 34 Organics quarterly subsidy of $2,500. We have paid out about ¾ of this subsidy for the 100 participants. Page 35 Building Improvements. These projects are just now getting rolling since Wilson Dr. is well underway. Tr. Carpenter moved, seconded by Tr. Warren to adjourn the meeting. Motion carried 3 0. The Committee of the Whole adjourned at 7:30 p.m. MINUTES - SHOREWOOD BOARD OF TRUSTEES Village Board Meeting August 6, Call to Order President Rozek called the meeting of the Village Board to order at 7:36 p.m. in the Court Room. 2. Roll Call President Rozek called the roll. Present: Trustees Jessica Carpenter, Wesley Warren. By phone Trustees Davida Amenta, Tammy Bockhorst, Michael Maher, and Ann McKaig. Others Present: Assistant Village Attorney William Dineen, Village Manager Rebecca Ewald, Finance Director/Treasurer Mark Emanuelson, Department of Public Works Director Leeann Butschlick, Library Director Rachel Collins. 3. State of Public Notice Clerk Bruckman stated that the meeting had been posted and noticed according to law. 4. Special Order of Business a. Ehlers Presentation Summary of bond sale results - Mike Harrigan, Ehlers Mr. Harrigan distributed the Sales Day packet to the Village Board. Mr. Harrigan explained the Sales Day Report, which summarizes the results of the bidding. The purpose of the bonding is for the funding of Capital Projects; the Village received five bids from across the country and the best bid was from Piper Jaffary and Cantor Fitzgerald. Piper Jaffary s aggregate rate, including their underwriting fee is %. The highest bid came from Northland Securities at %. The planning estimate for the bonds was 3.49%, with the bids coming in significantly lower; this attributes to the Village having a double A2 credit rating level. Because of the aggressive bidding, the underwriter took a smaller discount and offered a premium on the bid, which means they offered to pay more than the face amount of the bonds. As a result, they downsized the amount issued from $6,455,000 to $6,360,00 with an overall savings of $261,0000. The lower bonding amount results in lower payments so the Village will be spending $10,000 less per year.

6 Mr. Harrigan went over Moody s rating, which evaluates the ability of the municipality to repay its debt. b. Consider amended resolution Awarding the sale of $6,360,000 General Obligation Corporate Purpose Bonds, Series 2018A as provided in the Ehlers Sales Day Packet. Tr. Carpenter moved, seconded by Tr. Warren to approve Resolution Awarding the sale of $6,360,000 General Obligation Corporate Purpose Bonds, Series 2018A as provided in the Ehlers Sales Day Packet. Motion carried 7 0 by a roll call vote c. Consider Historical Signage at River Park Bob Dean and Marilyn John, Shorewood Historical Society. Bob Dean (President of Shorewood Historical Society) 3934 N. Ridgefield Circle, Shorewood, WI The Shorewood Historical Society has a gift to make to the Village; signage that would go in River Park that will tell the story of the changes over time to the southwest corner of the Village. The sign will follow the format of a historical schedule of the evolution of the southwest corner. The Historical Society s mission is to educate the citizens of Shorewood about the history of Shorewood. The Village Board discussed liability insurance coverage. The Historical Society will be responsible for repairing the sign if damaged. Some of the Board members expressed they would like to see a picture of any purposed signage in the future. Tr. Maher moved, seconded by Tr. Bockhorst to accept the donation of the Historical Interpretive Signs for River Park from the Shorewood Historical Society as outlined in the August 2, 2018 memo from the Historical Society but with the understanding that once donated the sign is property of Village and the Village will have property control of the future of the sign. Motion carried 6 0 with Trustee Amenta abstaining. 5. Consent Agenda Items a. Accept Presentation of Accounts August 6, 2018 b. Special Event Permit, Camp Bar Packer Party, September 23, c. Authorization to Hire, Public Works Route Collector. President Rozek requested item 5b be removed from the consent agenda. Tr. Maher moved, seconded by Tr. Warren to approve the consent agenda with item 5b be removed. Motion carried Items Removed from the Consent Agenda 5b Special Event Permit, Camp Bar Packer Party, September 23, President Rozek clarified if Camp Bar would be paying the additional charge for Village police officers or if they would be hiring event staff. Paul Hackbarth, 3901 N. Lake Drive, Shorewood, WI 5321, stated Camp Bar would be paying the additional police overtime. Tr. Warren moved, seconded by Tr. Carpenter to approve 5b; Special Event Permit, Camp Bar Packer Party, September 23, Motion carried Public Hearing(s) None 8. Citizens to be heard This item is for matters not on the agenda. Discussion may follow comment on non-agenda items or discussion and action may come at future meetings. - None 9. New Business

7 a. Consider RFP for audit services. Mr. Emanuelson explained the current RFP for Village audit services has expired with the conclusion of the 2017 Audit. Staff would like a Board representative to participate in the selection process. Tr. Carpenter moved, seconded by Tr. Warren approval of the Auditing Services RFP and the designation of Village Board Member Trustee Amenta to participate on the selection committee to assist staff in reviewing prospective proposals for recommendation to the Village Board. Motion carried 7-0. b. Consider awarding Crossing Guard Contract. Attorney Bayer explained the proposed contract requires the crossing guard company to add the Village of Shorewood as an additional insurer under a liability policy that would be issued to the crossing guard company. As any situation in which the village might get sued as a result of the act of an independent contractor we would also then tender the defense to any substitute to that contractor. In an unlikely event that the village would be sued based upon some independent acts by a Village official in regards to the crossing guards, the school district may or may not want to indemnify the Village in that situation. Chief Nimmer reached out to the Shorewood School Board inquiring if they would indemnify us, but had not heard back. Tr. Maher moved, seconded by Tr. McKaig to allow the Village Manager to enter into contract with Wisconsin Personal Protection Services for the hourly rate of $19.93 and with options (a) or (b) outlined by the Village Attorney upon final review of the Village Attorney. The Village Board discussed the concerns on taking a contract for services for another public entity. Village Board members questioned if the School District has been able to review the RFP and if they have had complaints about the service provider; many are not comfortable with approving a provider for the school district. Some Village Board members received complaints that the crossing guards had ear buds in, didn t show up for their job, etc. Other Village Board members expressed concerned if there isn t a contract approved, the Village could be in a situation of no crossing guards when the school year starts. It was noted, there was no member from the school district present at the meeting. Attorney Bayer reviewed the out-clause in the contract. The Village Board discussed modifying the contract for one year and working with the school district for the 2019/2020 school year. Tr. Amenta moved, seconded by Tr. McKaig to make an amendment to enter into the contract for one year only and contingent upon the school district representative affirming the contractor selection in writing. Amendment carried 7 0. The motion including the amendment: allow the Village Manager to enter into a one-year contract with Wisconsin Personal Protection Services for the hourly rate of $19.93 and with options (a) or (b) outlined by the Village Attorney upon final review of the Village Attorney and contingent upon the school district representative affirming the contractor selection in writing. Motion with amendment carried 7 0. c. Consider monument entrance signs. Ms. Ewald explained in 2016 the replacement of three monument signs, two on Lake Dr. and one on Wilson Dr., was tabled to review the Village s tag line. This is being brought back to the Village Board prior to the conclusion of the Wilson Dr. construction project. It was stated that Marketing will not be reviewing the Village s tag line this year. Tr. Maher moved and Tr. McKaig seconded to authorize staff to purchase three entrance signs and installation from J. Ewens Designs in the amount of $13,307.

8 Mr. Emanuelson explained that the Village received fresh estimates since it s been over two years from the people who responded originally and the individual signs do not exceed the $10,000 threshold for the RFP. Tr. Warren moved, seconded by Tr. Amenta to amend the motion subject to no tag line included in the sign. Amendment carried 6-1 with President Rozek voting nay. Motion with amendment: to authorize staff to purchase three entrance signs and installation from J. Ewens Designs in the amount of $13,307, subject to no tag line included in the sign. Motion with amendment carried 6 1 with President Rozek voting nay. d. Consider future Village Board meeting dates. The Village Board agreed to hold additional meetings on August 27 and September Reports of Village Officials a. Village President b. Village Trustees c. Village Manager 11. Items for future consideration - None 12. Adjournment Tr. Bockhorst moved and Tr. Amenta seconded to adjourn at 9:38 p.m. Motion carried 7-0. Respectfully submitted, Sara Bruckman, CMC/WCMC