Chambana Sun

Village of Belgium Finance and Personnel Committee met April 5.

Here is the minutes provided by the Committee:

1. Call to Order, Roll Call of Officers: The meeting was called to order at 5:00 pm by Committee Chair, Vickie Boehnlein. Officers present were: Village President, Vickie Boehnlein and Trustee Josh Borden. A quorum was established. Also in attendance were Village Clerk, Julie Lesar, DPW Superintendent, Dan Birenbaum, and Treasurer, Kelly Brinkman arrived at 5:05.

2. Silence all Cell Phones

3. Open Meeting Law Compliance Check: This meeting is in compliance with the Open Meetings Law of the State Wisconsin.

4. Pledge to the Flag, Moment of Silence: All in attendance stood for the Pledge of Allegiance and a moment of silence.

5. Approve Minutes

• Finance & Personnel Committee meeting October 12, 2017: A motion was made by Boehnlein and seconded by Borden to approve the Finance and Personnel minutes of October 12, 2017. Ayes – Boehnlein, Borden; Noes – none; Abstain – none; Motion carried.

6. Agenda Items; Consideration, Discussion and Possible Action Regarding:

a. Review of 2018 first quarter financial reports: The committee reviewed the 2018 First Quarter financial report. Boehnlein noted the overage for Accounting & Auditing Services. Brinkman explained this is due to the additional costs to complete adjusting entries for the year-end audit. Boehnlein advised the committee to budget for this additional cost for future year budgets and to have the Water Fund add this to the 2018 budget. It was also noted that Public Works has incurred a few unexpected expenses for the year thus far.

b. Discuss and make recommendation to advertise in Hometown Visitor Guide Business Directory published by Arndt Advertising. $150 to $400 – not budgeted: The committee did not see a need for the Village to advertise in the Hometown Visitor Guide.

c. Review “Social Media Use Policy” document: Brinkman briefly explained the purpose of a Social Media Use Policy which she drafted. The committee will review further and make a decision at a later meeting. Item was tabled.

d. Review “System of Internal Controls” document: Brinkman explained that she has drafted this document under the advisement of the Village’s Auditors. The committee will review further and make a decision at a later meeting. Item was tabled.

• Mission Statement: Brinkman explained the need for a Mission Statement to help guide Village Trustees when making policies and decisions. Item will be discussed further and was tabled.

Please note – a Quorum of the Village Board and/or a Village Committee may exist. No Village Board action will be taken.

• Review “Village Elected & Appointed Officials Handbook” document: the committee discussed the merits of having the handbook and serving as a training tool for new Village Trustees and Committee members. Upon approval, the handbook will be provided to all Trustees, and members serving on any committees, boards, or commissions. The handbook will also be reviewed by the Village Attorney before it is approved. Borden made a motion to recommend to the Village Board to approve “Village of Belgium Elected & Appointed Officials Handbook”. Motion was seconded by Boehnlein. Ayes – Boehnlein and Borden; Noes – none; Abstain – none; Motion carried.

e. Discuss and make recommendations to allocate 2017 Fund Balance for the following, but not limited to: Boehnlein explained that the auditors recommend the Fund Balance be between 10% and 25% of the Village’s total operating budget which is $1,176,484.99 for 2018. The auditors have calculated the unassigned 2017 GF Fund Balance to be $349,066 which is 29.67 % of the Village’s total operating budget. The committee and Village staff reviewed and have made the following recommended allocations of the excess 2017 GF Balance:

• Install overhead door to secure Village reception area: Birenbaum provided an estimate of $2,500 to install and overhead door in the reception area.

• GIS ARC software – McMahon: McMahon provided cost of 9,600 for this online mapping service.

• Purchase US flags for Main Street per BACC request (23 flags, total estimate of $345): Birenbaum provided an estimate of $400 to purchase 23 US Flags to be displayed on Main Street. These flags will be displayed continuously and will need to be replaced every 6 months. The committee agreed to allocate $800 from the fund balance. The LACS has offered to provide 23 Luxembourg flags to also be displayed on Main Street. Boehnlein stated that the Village will not be covering the replacement cost for the Luxembourg flags.

• Create secure storage for Village’s server, election equipment, and other items. Estimate for door lock $300: Clem Gottsacker provided an estimate of $150 to install a lock on the storage closet door located in the board room.

1.Purchase of storage cabinet to relocate office supplies – Estimates ranging $342 to $1,153: Lesar provided three options for a storage cabinet to be kept in the Village Office. The committee chose the lowest priced option of $350.

• Social Media Record Archiving software: Brinkman explained two options of archiving software. The committee will further review the options. Item was tabled.

• New fire department siren estimate $21,100. Budgeted $3,700 (purchase two poles) for 2018 to move siren from corner of Main & Victory St to Heritage Park: Birenbaum clarified that the sirens are owned by the Village. The committee agreed to allocate $18,500 to purchase a new siren to be located by Village Garage #2.

• Sidewalk Heritage Park: Budgeted $5,600 in 2017; spent -$0-: the committee agreed to allocate $6,500 for the sidewalks in Heritage Park.

• Gutters for Shop #2. Budgeted $3,000 in 2017; spent $1,580. Signed contract cost of $2,600: the committee agreed to allocate $2,600 for gutter replacement for shop #2.

• Purchase Paint Sprayer $3,700: the committee agreed to allocate $3,700 for a paint sprayer.

• Concrete Slab behind shop. Budgeted $8,000 in 2018; will need additional funds: the committee agreed to allocate $2,000 for this project.

• Allocate funds for desktop printer replacements, option of Managed Print Service Contract with James Imaging: Lesar explained that she recently received the information from James Imaging and is not ready to make a recommendation to the committee. She pointed out that the Treasurer currently does not have a printer and a replacement printer is also needed for the wastewater treatment plant. The committee agreed to allocated funds from the 2017 Fund Balance when estimates are available.

• Other Allocations: Birenbaum explained that the Parks and Recreation Committee have budgeted to install a second digital display sign on the northwest corner of Main Street and County Road LL. The existing Welcome to Belgium sign will need to be raised to allow for this installation. Birenbaum is estimating an additional cost of $2,500. The committee agreed to allocate $2,500 to cover this additional expense.

• Total Allocations: the committee agreed to the allocations listed above for a total of $53,000.

f. Discuss and make recommendation for advertisement for Village Treasurer/Deputy Clerk to be published in Ozaukee Press: the committee reviewed the advertisement that was used for the Clerk’s position. Boehnlein requested Brinkman and Lesar to edit the Clerk’s ad with applicable Treasurer’s job description and requirements. Boehnlein made a motion to recommend to the full Board to place an ad in the Ozaukee Press for new Village Treasurer with salary to be determined by experience. Motion was seconded by Borden. Ayes – Boehnlein, Borden, Noes – none, Abstain – none. Motion carried. Boehnlein made a request to have Finance and Personnel review hiring policy for the Village at their next meeting.

7. Adjourn: Borden made a motion to adjourn at 6:50 pm. Motion was seconded by Boehnlein. Ayes – Boehnlein and Borden, Noes – none, Abstain – none. Motion carried.

https://ecode360.com/documents/BE2004/public/437537817.pdf