agenda for the regular meeting of the finance / personnel ...d06131c5-f452-44c7-954e... · agenda...

AGENDA FOR THE REGULAR MEETING OF THEFINANCE / PERSONNEL COMMITTEE

Date and Time: Tuesday, November 22, 2016, 6:00 P.M.Location: Council Chambers, 135 4th Street, BarabooMembers Noticed: Joel Petty, Scott Sloan, Dennis ThurowOthers Noticed: Department Heads (agenda only), E. Geick, C. Giese, M. Palm, P. Wedekind, John Alt, Post at

Library, & Media

1. Call to Order – Note compliance with Open Meeting Law. Approve agenda. Approve November 8, 2016 minutes.

2. Accounts Payable – Review and recommendation on paying $423,676.04 *

3. Alma Waite Budget – Review and recommendation for 2017 Budget. *

4. Sanitary Sewer Utility – Review and recommendation for 2017 Budget. *

5. Water Utility – Review and recommendation for 2017 Budget. *

6. Storm Water Utility – Review and recommendation for 2017 Budget. *

7. Airport – Review and recommendation for 2017 Budget. *

8. Tax Levy – Review and recommendation for 2017 Budget. *

9. BID Budget – Review and recommendation of the 2017 BID Budget in the amount of $47,900. *

10. BID Operating Plan, Preliminary Assessment –Review 2017 BID Budget operating plan, preliminaryassessment. *

11. 2017 Property Insurance – Review and recommendation on awarding proposal for the 2017 PropertyInsurance to _____________________________. *

12. Committee Comments

13. AdjournmentJoel Petty, Chairperson

Agenda prepared by D. Munz & posted on 11/18/2016

PLEASE TAKE NOTICE that any person who has a qualifying disability as defined by the Americans with Disabilities Act that requires the meeting ormaterials at the meeting to be in an accessible location or format, should contact the Municipal Clerk, 135 4th Street, or phone 355-2700, during regular business hoursat least 48 hours before the meeting so that reasonable arrangements can be made to accommodate each request.

It is possible that members of, and possibly a quorum of members of, other governmental bodies of the City of Baraboo who are not members of the aboveCouncil, committee, commission, or board may be in attendance at the above stated meeting to gather information. However, no formal action will be taken by anygovernmental body at the above stated meeting, other than the Council, committee, commission, or board identified in the caption of this notice.

FOR INFORMATION ONLY, AND NOT A NOTICE TO PUBLISH

MEMBERS not attending must notifythe Chairperson at least 24 hours beforethe meeting.

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Finance/Personnel Committee – Council Chambers November 8, 2016

Members Present: Petty, Thurow and SloanAbsent: noneOthers Present: Mayor Palm, M. Klingenmeyer, E. Geick, A. Kleczek Bolin, P. Cannon, Kevin Stieve.

Call to Order –Ald. Petty called the meeting to order at 6:00 p.m. noting compliance with the Open MeetingLaw. Moved by Thurow, seconded by Sloan to adopt the agenda and carried unanimously. Moved by Sloan,seconded by Thurow to approve the minutes of October 25, 2016. Motion carried unanimously.

Accounts Payable – Moved by Sloan, seconded by Thurow to recommend to Council approval of theaccounts payable for $823,001.97. Motion carried unanimously.

Baraboo-Wisconsin Dells Airport -The Mayor reported on the status of the Airport owners meeting heldNovember 4, 2016.

212 14th

Street and 227 5th

Avenue-Attny. Bolin reminded the Committee of the contract the City has withJax’s, and that it is in effect until April. The Jax’s would like the City to make them “whole” by reimbursing the$1,000 purchase price of the home at 227 5

thAve., and the $9,000 payment to Egger’s Movers for

preliminary moving costs. They are no longer interested in the house. The Committee indicated that Bolincould negotiate a $1,000 refund, and would not be opposed to allowing the contract to lapse.

101 South Blvd–Attny. Bolin distributed Exhibit A and B that were not included in the Committee packets.Moved by Sloan, seconded by Thurow to recommend a Resolution declaring property at 101 South Blvd. asblighted and authorize Community Development Authority (CDA) to assist the redevelopment of property,and declare intent to finance through issuing of Community Development lease revenue bonds to USDA-Rural Development. Motion carried, unanimously.

Fire Protection Service Agreement-Chief Stieve presented the annual notification of the budget meetingwith the Towns of Baraboo, Fairfield, Greenfield, Sumpter and the Village of West Baraboo. Stieve reportedthe meeting went smoothly, and without any controversy. The Village had a separate Agreement of Servicefrom the Towns; the new Agreement combines the Towns and Village and is effective for 10 years. Movedby Sloan, seconded by Thurow to recommend Council approval. Motion carried, unanimously.

Budget 2017 –Moved by Sloan, seconded by Thurow to recommend the final 2017 Budget. Motion carried,unanimously.

Committee Comments: None.

Adjournment –Moved by Sloan, seconded by Thurow and carried to adjourn at 6:22 p.m..

Mary Klingenmeyer, Deputy Treasurer

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P:\Council\Resolutions\11-22-16 Alma Waite Budget.doc

NBR - 3RESOLUTION NO. 16- Dated: November 22, 2016

The City of Baraboo, Wisconsin

Background: The Alma Waite Budget is presented for adoption.

Fiscal Note: (Check one) [ ] Not Required [ ] Budgeted Expenditure [ ] Not BudgetedComments

Resolved, by the Common Council of the City of Baraboo, Sauk County, Wisconsin:That the Alma Waite Budget for 2017 be approved as shown:

Revenue: Pledges remaining 2016 YTD 2016 Est 2016 2017 Budget

Interest on Special Assessments $794.53 $1,067.08 $1,067.08 $575.32

Interest on Investments $11,175.39 $5,440.62 $11,707.32 $13,844.34

Investment Fees ($650.00) ($429.32) ($875.00) ($625.00)

Fund Balance Applied $0.00 $0.00

Total $11,319.92 $6,078.38 $11,899.40 $13,794.66

Special Assessments (non-spendable fund balance) $0.00 $5,801.80 $5,801.80 $4,466.68

Total Revenues $11,319.92 $11,880.18 $17,701.20 $18,261.34

Expenditures:

Required:

25% Annual Interest Earnings $2,829.98 $1,519.60 $2,974.85 $3,448.66

New:

Concerts on the Square $9,877.00 $9,877.26 $9,877.26 $9,000.00

Dog Park Sidewalk $0.00 $0.00 $0.00

City Sidewalk projects $0.00 $0.00 $450.00 $0.00

Civic Center ADA Entrance $0.00 $0.00

Library Building Pledge Match $0.00 $0.00 $0.00

Al. Theatre Restoration Pledge 2 of 5 $32,000.00 $0.00 $0.00 $0.00 $0.00

Al Theatre Restoration Pledge 3 of 5 $24,500.00 $0.00 $0.00 $0.00

Tuscania Memorial $1,500.00

Total $12,706.98 $11,396.86 $13,302.11 $13,948.66

Expendable Fund Balance:

Fund Balance 12/31/15 (34000) ($27,667.24) $1,156.31

Anticipated Revenue $6,078.38 $11,899.40 $13,794.66

Less Anticipated Expenditures $11,396.86 $13,302.11 $13,948.66

Less Previously Pledged but not spent yet

Add deferred tax roll at YE $6,797.87

Add postponed special assessments at YE $23,428.39Total Expendable

Balance $2,559.02 ($5,318.48) ($1,402.71) $1,002.30

Offered by: Finance/Personnel Comm. Approved:___________________________Motion:Second: Attest:______________________________

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NBR - 4

RESOLUTION NO. 2016 - Dated: November 22, 2016


Background: Baraboo sewer use rates were prepared using rationale previously approved by the Wisconsin DNR. The difference inthe sewer use fees between the City and outlying areas is due to the maintenance of sewer lines in the City. The outlying areas do notpay a debt fee, as they are required to pay for their share of any plant improvements at the time the improvement is made. This budgetdoes increase rates 2.3% for City residents and 4.3% for the outlying areas.

Fiscal Note: ( one) [ ] Not Required [ ] Budgeted Expenditure [ ] Not Budgeted Comments:

Resolved, by the Common Council of the City of Baraboo, Sauk County, Wisconsin:

THAT, the proposed 2017 Sanitary Sewer Budget for the City of Baraboo in the amount of $1,381,618 is herebyadopted; and,

BE IT FURTHER RESOLVED, that adoption of said budget establishes the following sewer rates effective beginningthe first quarter billing of 2017:

City of Baraboo: Sewer Use Fee .3156Debt Service Fee .0873

TOTAL: * 100 Gallons Usage .4029

Outlying Area: * 100 Gallons Usage .2853

Surcharge for: BOD 0.64/lbS.S. 0.70/lbPhosphorus 2.98/lb

Septage $116.72/1000 gallonsHolding Tank $ 10.85/1000 gallons

Administration Fee $ 15.00/load

Bio Solids Class AWe haul $ 22.50/loadCustomer hauls $ 0.75/yd.Less than 0.454 cy FREE

Class B FREE

Digester Solids Treatment $ 50.00/100 lbs. of dry solids

BOD Testing $ 18.00/sample

S.S. Testing $ 12.00/sample

Ph Testing $ 7.00/sample

Phosphorus testing $ 23.00/sample

Offered by: Public Safety Committee Approved:Motion:Second: Attest:

P:\Council\Resolutions\11-22-16 2017 Sewer budget resolution.doc

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P:\Council\Resolutions\11-22-16 water budget.doc

NBR - 5

RESOLUTION NO. 2016- Dated: November 22, 2016The City of Baraboo, Wisconsin

Background: The Utility Superintendent presents the Water Utility budget as attached. ThePublic Safety Committee approved the budget.

Fiscal Note: (check one) [ ] Not Required [ ] Budgeted Expenditure [ ] Not BudgetedComments


That the Water Utility Budget for 2017 in the amount of $1,934,746 is hereby approved.

Offered by: Finance Committee Approved:Motion:Second: Attest:

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P:\Council\Resolutions\11-22-16 stormwater budget.doc

NBR-6

RESOLUTION NO. 2016- Dated: November 22, 2016The City of Baraboo, Wisconsin

Background: The Stormwater budget is attached.



That the Stormwater Utility Budget for 2017 in the amount of $712,933 is hereby approved.

Offered by: Finance Committee Approved:Motion:Second: Attest:

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P:\Council\Resolutions\11-22-16 airport budget.doc

NBR - 7

RESOLUTION NO. 2016 Dated: November 22, 2016The City of Baraboo, Wisconsin

Background: The Airport budget is prepared based on a contracted maintenance service and isvery similar to the prior year.



That the Airport Budget for 2017 in the amount of $150,917 is hereby approved.

Offered by: Finance Comt. Approved:Motion:Second: Attest:

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P:\Council\Resolutions\11-22-16 Levy.doc

NBR-8RESOLUTION NO. 16- Dated: November 22, 2016


Background:Fiscal Note: (check one) [ ] Not Required [ ] Budgeted Expenditure [ ] Not BudgetedComments:


WHEREAS, the proposed 2017 Budget Document appropriates out of the receipts of theCity of Baraboo for the year 2017, including monies received from the general property tax levy,to the various Funds shown below, the following amounts:

General Fund 100 $11,911,116Debt Service Fund 300 2,834,314

Total of Funds With Levy $14,745,430

TIDS 6, 7, 8, 9 1,083,053Capital Funds 1,629,750Special Revenue Funds 36,000Impact Fees 78,692Taxi Program 561,411

Total of FundsWithout Levy 3,388,906

Total Budget $18,134,336

BE IT FURTHER RESOLVED that the Common Council of the City of Baraboo herebyapproves and accepts the 2017 Budget in the amount of $18,134,336 dollars, and;

BE IT FURTHER RESOLVED that there is hereby levied a tax of $8,079,436 on alltaxable property within the City of Baraboo as returned by the assessor in the 2016 for the usesand purposes set forth in the budget. A detail of the levy by fund follows:

General Fund $6,814,602Debt Service Fund 1,264,834Total $8,079,436

BE IT FURTHER RESOLVED that the City Clerk is hereby authorized to spread this taxon the current tax roll of the City of Baraboo and the City Treasurer is hereby authorized tocollect the same at the proper time, as set by law.

Offered by: Finance Approved:________________________________Motion:Second: Attest:________________________________

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P:\Council\Resolutions\2016 Resolutions\11-22-16 BID Budget.doc



Background:The BID prepares an annual budget and submits it to the City for approval as a condition of their operatingplan. The City reviews the budget and approves it prior to levying assessments against qualified propertieswithin the BID.Fiscal Note: (check one) [ ] Not Required [ ] Budgeted Expenditure [ ] Not BudgetedComments:

Resolved, by the Common Council of the City of Baraboo, Sauk County, Wisconsin:That the proposed 2017 BID budget in the amount of $47,900 and attached hereto is approved, and;That the following is made a part of the Budget.

1. A reserve, to be known as the Reserve for Public Parking, Acquisition and Infrastructure ImprovementReserve, is established to be funded as follows:The unspent balance, as determined by appropriate accounting methods, of the funds for each fiscalyear as of December 31 of each year, shall be placed in a reserve to be used exclusively for acquisitionof land for public parking purposes, lighting, marking, signing, and landscaping of municipal parkinglots and sidewalks, acquisition and public placement of receptacles for trash and garbage collection.Funds may be expended for these purposes at any time upon the affirmative vote of any five Directors.

Other than for the foregoing purposes, funds shall be expended from the reserve only on the affirmativevote of three quarters of all of the Directors of the BID.

2. In order to be paid, all bills must be signed by a BID Director or employee prior to being submitted tothe Finance Committee.

3. All bills to be paid must be in the hands of the Treasurer no later than noon on the Friday immediatelyprior to the regular monthly meeting of the BID Board of Directors.

4. All Directors are to be compensated out of the General Administrative Account for the followingexpenses necessarily incurred: Postage, photocopies at $.15 per page, mileage at IRS approved rateswhen authorized in advance by the BID Board of Directors.

5. All BID funds are to be turned in to either the BID Treasurer or the City Treasurer within 72 hours orreceipt of the same. If turned in to the City Treasurer, the receipt for same shall be turned in to the BIDTreasurer within 72 hours of receiving same.

6. No purchase or an obligation of the BID shall be paid in cash. All such purchases and obligations shallbe paid by check issued by the City Treasurer.

7. Any non-budgeted items of income received during a fiscal year shall be placed in the contingency fundfor the same year.

Offered by: Finance Comm. Approved:Motion:Second: Attest:

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P:\Council\Resolutions\2016 Resolutions\11-22-16 BID Assessment and PH.doc

NBR - 2RESOLUTION NO. 2016 - Dated: November 22, 2015

The City of Baraboo, WisconsinBackground: The City is required to give notice of the anticipated BID assessments and pass apreliminary resolution identifying the assessment. A final resolution will appear on the December 13, 2016Council agenda. This procedure is used each time a BID assessment is proposed and is required by law.Fiscal Note: (check one) [ ] Not Required [ ] Budgeted Expenditure [ ] Not BudgetedComments:

Whereas, the Common Council of the City of Baraboo has created a Business ImprovementDistrict (BID) for the City of Baraboo, and;

Whereas, the BID has submitted an operating plan for the BID for 2017 and;

Whereas, the Operating Plan for the BID proposes that the implementation of the Plan be funded through aspecial assessment upon all properties within the BID boundaries to the extent that those properties are not exemptfrom the general property tax, except real property used exclusively for residential purposes. The assessment shall bebased on the equalized value of property in the BID and the proposed assessment shall be $1.5498855 of $1000 ofassessed value.

Resolved, by the Common Council of the City of Baraboo, Sauk County, Wisconsin:That the BID operating plan is accepted.That said Council intends to levy and collect an assessment upon all business, manufacturing and mixed

business and residential property in the BID, as follows:

The purpose of the assessment is to fund the BID Operating Plan for the calendar year 2017 The limits of the proposed assessment district are as follows:

“The centerline of 1st Street and 1st Avenue on the South; the centerline of Birch Street on theWest, the centerline of the alley running East and West between 6th and 7th Avenue on theNorth; and a line running North and South through the center of Block 12,13,24,25,36 and 37of the Plat of the City of Baraboo, formerly Adams, on the East.”

The proposed assessment is for calendar year 2017. The proposed assessment shall be paid in one installment. The proposed assessment shall be on all properties within the BID boundaries to the extent that those

properties are not exempt from the general property tax, except real property used exclusively for residentialpurposes. The date for determining eligibility for exemption from this BID assessment shall be January 1 ofthe year of the adoption of the Final Resolution by the City Council.

The amount of the proposed assessment is $1.55 per $1000 of value of said property based on the 2016 tax rollassessment.

The proposed assessments shall be due the first day of March 2017 which is the first day of the secondmonth following adoption by the City Council of a resolution levying assessments. Those assessments notpaid by that date shall become delinquent as per Section 66.60(15) of the Wis. Stats.

BE IT FURTHER RESOLVED that a public hearing to hear public comment concerning BID Assessments willbe held on December 13, 2016 at 7:00 p.m. in the Council Chambers. The City Clerk is directed to properly noticeall property owners within the BID of the public hearing and proposed assessment.

Offered by: Finance Comm. Approved:Motion:Second: Attest:

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P:\Council\Resolutions\11-22-16 property insurance.doc


The City of Baraboo, WisconsinBackground: Chief Stieve reported an insurance coverage gap that other Fire Departments have experienced afterhaving uninsured losses. Fire portable equipment and turnout gear that is damaged or contaminated in the course offirefighting activities was not being covered resulting in huge unplanned losses. As a result, we have explored differentcombinations of insurance options to fill the gap. In some cases, additional riders were sought to provide the coverage.

Property insurance proposals for 2017 were received as follows:

Don-Rick Insurance Agency: Don-Rick’s bid for 2017 is $67,994 for property insurance. They are proposing arenewal with Cincinnati Insurance, an A+ rated company with AM Best. The Don-Rick agency is located in Barabooand the Cincinnati Insurance Company is based in Ohio. The replacement coverage is based on a database of cityowned property and includes a $2500 deductible for property claims and $1000 for contractor equipment claims. Thepolice dog is covered by a separate rider for an additional $665 per year.

To fill the Fire department portable equipment gap, Don-Rick recommends Fire/EMS Pak offered by ContinentalWestern Insurance Company. This policy covers all of the Fire Department apparatus and mobile equipment andgeneral liability including coverage for special events for the Fire Department for a premium of $12,342. Thedeductible is reduced to $500 and coverage is for replacement cost at current standards. If this option is purchased, ourintention is to remove the Fire apparatus from the CVMIC auto policy for a savings of $11,651 which nearly offsetsthe added coverage. Also, the BFFA will not need to purchase special event coverage for about $800 per year since itis included in this policy.

The City has purchased property insurance from Cincinnati Insurance, with Don-Rick as the local agent for pastseveral years. Service has been very timely and efficient and the local agent has often reviewed other City insurancepolicies, offering his expertise to ensure that the City is adequately protected.

Total cost for insuring property with Don-Rick and providing auto coverage for all departments is $94,774 for 2017.

MPIC: Municipal Property Insurance Company was formed in 2015 after the State’s Property Insurance Fund waseliminated. They are still a newly formed company but have significantly improved their coverage options since lastyear and are becoming quite competitive in the property insurance markets. MPIC does not have an agent serving ouraccount so City staff would be more involved in insurance matters. MPIC provides insurance quotes throughrepresentatives associated with CVMIC and contract with the ASU Group for claims adjusting and processing. Theirability to pay large claims comes from reinsurance with Lloyds of London since they are still a relatively new companyand have not built huge reserves.

MPIC is offering property insurance for 2017 for $62,877 and includes the fire department portable equipment and thepolice dog in their coverage so an additional policy is not needed. The claim deductible is $2500 for property and$1000 for contractor equipment.

The total cost for insuring property and autos for all departments is $88,301 for 2017.

Earthquake coverage: The City opted in 2016 to not purchase earthquake coverage. Many companies did not offer itin our area and claim payment was questionable due to conditions attached to filing a claim.

Horton Group: The Horton Group provided an option for the Fire coverage gap called VFIS. The program is quitesimilar to the Fire/EMS Pak but without the General Liability coverage or special event coverage. The premium is$10,270.

Recommendation: The Finance/Personnel Committee considered the Insurance bids at their November 22, 2016meeting and will report their findings.

Fiscal Note: ( one) [ ] Not Required [ x ] Budgeted Expenditure [ ] Not BudgetedComments:

Resolved, by the Common Council of the City of Baraboo, Sauk County, Wisconsin:THAT the City accept the proposal from________________for 2017 coverage of property and autos.

Offered by: Finance Comt. Approved:Motion:Second: Attest:

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