Agenda - Tuesday, January 19, 2021

AGENDA VILLAGE OF ASHWAUBENON

FINANCE & PERSONNEL COMMITTEE

TUESDAY, JANUARY 19, 2021

TRACY FLUCKE

TOM SELK ALLYSON BRUNETTE

CHRIS ZIRBEL

ALLISON WILLIAMS

Regular Meeting Village Hall Boardroom Phone (920) 492-2301

5:30 PM 2155 Holmgren Way, Ashwaubenon, WI 54304 www.ashwaubenon.com

Village of Ashwaubenon

1. Call to Order

2. Roll Call

Attendee Name Present Absent Late Arrived

Tom Selk

Village Trustee Chris Zirbel

Village Trustee Allison Williams

Allyson Brunette

Village Trustee Tracy Flucke

3. Pledge of Allegiance

4. Action on the Agenda

5. Action on the Minutes

a. Finance & Personnel Committee - Regular Meeting - Sep 15, 2020 5:30 PM

6. Comments from the Public:

a. Must be limited to items not on the agenda

b. Must state name and address

c. Limited to five minutes

d. Board's role is to listen and not discuss the item

e. Personnel issues cannot be discussed (nor individuals named)

f. Board is not able to take action at this meeting

7. Action Items

a. Action on Repayment Agreements

b. Investment Report

8. Items for Next Agenda

9. Adjourn

Directions to access the meeting are on the next page

Agenda Finance & Personnel Committee January 19, 2021

Village of Ashwaubenon

VOA - Finance & Personnel Committee - 1/19/21

Tue, Jan 19, 2021 5:30 PM - 7:30 PM (CST)

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Notice is hereby given that a quorum of the Village Board may be present during this meeting,

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MINUTES VILLAGE OF ASHWAUBENON

FINANCE & PERSONNEL COMMITTEE

TUESDAY, SEPTEMBER 15, 2020

TRACY FLUCKE

TOM SELK ALLYSON BRUNETTE

CHRIS ZIRBEL

ALLISON WILLIAMS

Regular Meeting Village Hall Boardroom Phone (920) 492-2301

5:30 PM 2155 Holmgren Way, Ashwaubenon, WI 54304 www.ashwaubenon.com

Village of Ashwaubenon Page 1

1. Call to Order

The September 15, 2020 Finance and Personnel meeting was called to order by Mark Williams.

2. Roll Call

Attendee Name Present Absent Late Arrived

Mark W. Williams

Michael J. Malcheski Excused

Tom Selk

Chris Zirbel Remote

Allyson Brunette Excused

Others: Mary Kardoskee, Greg Wenholz, Tony Wachewicz, Patrick Moynihan, Joel Gregozeski,

and Kevin Boneske.

3. Pledge of Allegiance

The Pledge of Allegiance was recited.

4. Action on the Agenda

Motion to approve the September 15, 2020 Finance and Personnel agenda.

RESULT: APPROVED [UNANIMOUS]

MOVER: Tom Selk

SECONDER: Chris Zirbel, Village Trustee

AYES: Mark W. Williams, Tom Selk, Chris Zirbel

EXCUSED: Michael J. Malcheski, Allyson Brunette

5. Action on the Minutes

a. Finance & Personnel Committee - Regular Meeting - Aug 18, 2020 5:30 PM

Motion to approve the August 18, 2020 Finance and Personnel minutes.

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Minutes Finance & Personnel Committee September 15, 2020



MOVER: Chris Zirbel, Village Trustee

SECONDER: Tom Selk



6. Comments from the Public:

No comments from the public.

7. Action Items

1. Action on Health Insurance Premium Forgiveness

Greg Wenholz explained the health insurance premium forgiveness to the committee.

In order to properly follow IRS and auditing guidelines to this forgiveness process, all

employees are required to have an equal impact. Only employees on the PPO plan

have a employee premium contribution. HSA participants do not have an employee

premium contribution. As in years' past, the Village will need to make a contribution to

each HSA employee's HAS accounts equal to the premium the PPO employees are

forgiven. This way all employees are receiving the same benefit. Therefore, single plan

HSA employees will receive the equivalent to the single plan PPO employee

contribution. The same is true for limited and family plan participants.

Motion to recommend to Village Board to approve the November and December

medical premium forgiveness.

RESULT: RECOMMEND APPROVAL AT VILLAGE [UNANIMOUS]

MOVER: Chris Zirbel, Village Trustee

SECONDER: Tom Selk



2. Action on 2021 Health Insurance Option

Wenholz stated we currently have two health insurance options for employees. A

"traditional" PPO plan where employees contribute 11% of the premium if they complete

a health risk assessment and age-appropriate physical. About half of the employees are

currently on this plan. Our second plan is a high deductible plan/health savings plan

(HSA) in which employees pay no portion of the premium but have a higher deductible

than the PPO. About half of the employees are currently on this plan. For 2020, our

current plans are running significantly under plan. Another meeting agenda item

explains this along with the recommendation to forgive premiums. Each year we can

vary a fair amount in claims. So rather than reduce for 2021 and then likely have to do

an increase in 2022, we would like to keep rates the same so there is greater continuity

for budgeting and for employees.

Each year, the Village Health Insurance plan options are reviewed. Three years ago, the

Village Health Advisory Committee laid out a three-year plan that included moving all

employees to the HSA health plan and eliminating the traditional PPO plan. Part of this

plan included all new employees (since 1/1/18) only having the HSA plan option. The

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plan also realigned the premium contributions, co-pays and out of pocket maximums.

Last year (for the 2020 budget), the Village approved and provided incentives to

anyone who moved from the PPO plan to the HSA plan.

The plan also realigned the premium contributions, co-pays and out of pocket

maximums.

Motion to recommend to Village Board to approve the elimination of the PPO health

plan option for the 2021 enrollment.

RESULT: RECOMMEND APPROVAL AT VILLAGE [UNANIMOUS]

MOVER: Tom Selk




3. General Fund Aug YTD Financials & 2020 Forecast

Greg Wenholz explained the YTD financials and the 2020 forecast. This was for

information only.

RESULT: INFORMATIONAL ONLY

4. Action on Audit Services RFP

The Village of Ashwaubenon has contracted auditing services with Clifton, Larson, Allen

LLC (formerly Schenck) for over 20 years. Over the past couple years, service has been

very disappointing, with many delays and requirement of repetitive work. Many other

local government units have experienced similar issues are also performing RFP's for a

new audit provider. I am recommending the Village also search for a new auditor.

Normally, the process would entail performing an internal RFP, then analyzing bid offers

to pick a new provider. However, the City of Green Bay, Green Bay Water Utility and

Green Bay Transit have recently issued a combined RFP for audit services. I contacted a

representative at the City of Green Bay and Ashwaubenon has the ability to piggy-back

off their RFP results, with the Village then needing to negotiate our own contract. Utilizing

this option would save the Village the time and effort of performing an RFP that would

likely provide similar results to other local municipalities as auditing services are generally

very similar. Once the RFP results are known, I will come back to this committee and

Village Board for approval of selection and new contract.

Motion to recommend to Village Board to allow the Village to piggy-back off the results

of the combined City of Green Bay, Green Bay Water Utility and Green Bay Transit RFP.

AYES-Selk and Zirbel. NOES-M Williams

RESULT: RECOMMEND APPROVAL AT VILLAGE [2 TO 1]

AYES: Tom Selk, Chris Zirbel

NAYS: Mark W. Williams


5. Investment Report

Greg Wenholz gave an update on the general fund and utility fund investments.

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RESULT: INFORMATIONAL ONLY

6. Discussion and Possible Action on Village Clerk Job Description and Job Posting

Tony Wachewicz stated that as a follow-up to the recent Charter Ordinance adopted

by the Committee and Village Board to transition the Village Clerk-Treasurer position

from an elected to an appointed position, attached is a revised job description with

various other clean-up changes for clarity.

Motion to approve the Village Clerk revised job description to include under experience

"to include a government setting including election experience preferred" and begin

the hiring process.


MOVER: Tom Selk




8. Items for Next Agenda

No items for the next agenda.

9. Adjourn

Motion to adjourn the September 15, 2020 Finance and Personnel meeting at 6:31 pm.


MOVER: Tom Selk




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Finance & Personnel Committee

Department: Public Safety January 19, 2021 05:30 PM Initiator: Brian Uhl Category: Agreement

Agenda No. a Appearance: No

Action on Repayment Agreements

FULL EXPLANATION:

Because there is a substantial financial commitment when hiring new officers, I believe we should protect ourselves by having new hires sign pre-employment agreements to reimburse the village for these expenses should their employment be terminated within three or five years if they are sent to an academy.

MONETARY IMPACT:

BUDGETED:

RECOMMENDATION:

My recommendation is for the Finance & Personnel Committee to approve the implementation of 3-year and 5-year Repayment Agreements for new hires that are sent to an academy approve and forward to Village Board for final approval. ATTACHMENTS:

• APS 3 year Repayment Agreement (PDF)

• APS 5 year Repayment Agreement (PDF)

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Three-Year Repayment Agreement – Village of Ashwaubenon

Page 1 of 2

VILLAGE OF ASHWAUBENON

THREE-YEAR REPAYMENT AGREEMENT

AGREEMENT entered into on this ___ day of ___, 201_ (“Agreement Date”), between the

Village of Ashwaubenon (“Village”), and __________ (“Applicant”).

1. Applicant has filed an application seeking employment with the Village and, having been

approved by the Village for further consideration during the hiring process, hereby reaffirms said

application upon the terms and conditions of this agreement.

2. Applicant acknowledges that the Village incurs substantial expense in the form of time,

effort, and money in the screening, testing, and examinations of applicants seeking employment and

additional expenses are incurred by the Village in training, equipping the individual with uniforms and

specialty gear once the individual becomes an employee of the Village, and other costs associated with

training, collectively, which will likely and substantially exceed $7,500.00.

3. In consideration for the Village considering Applicant for employment and incurring

substantial expenses for Applicant, Applicant hereby agrees, covenants and warrants that in the event

Applicant completes the screening process conducted by the Village and is offered and accepts

employment by the Village, then Applicant will reimburse the Village for the costs associated with

Applicant’s pre-employment medical examination, pre-employment drug testing, pre-employment

psychological examination, State of Wisconsin required training, costs of training approved by the

Director of Public Safety for Applicant prior to and during Applicant’s employment, and Public Safety

uniforms and equipment issued to Applicant subsequent to the execution of this Agreement up to a

maximum of $8,000.00 (“Reimbursement Amount”) if Applicant terminates employment for any reason

within three years of the date of hire by the Village. The Reimbursement Amount does not and shall not

include amounts paid to Applicant as wages. Immediately as of the effective date of termination,

Applicant shall owe the Village the Reimbursement Amount as determined according to the following

schedule:

A. Termination within one year after the date of hire

Amount owed to the Village: The full Reimbursement Amount

B. Termination after one year and before two years the date of hire

Amount owed to the Village: two-thirds of the full Reimbursement Amount

C. Termination after two years and before three years of the date of hire

Amount owed to the Village: one-third of the full Reimbursement Amount

D. Termination after three years of the date of hire

Amount owed to the Village: None

4. Exceptions to Repayment. Notwithstanding anything to the contrary contained herein, an

approved leave of absence caused by medical, military, or other approved reasons shall not be deemed a

termination of employment for the purposes of this Agreement. However, if any such leave of absence

is granted by the Village, then this Agreement shall be deemed to automatically extend accordingly

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Three-Year Repayment Agreement – Village of Ashwaubenon

Page 2 of 2

beyond the three-year timeframe of the Agreement Date covered hereby to include the timeframe

corresponding with the period of leave and the repayment timeframes in Section 3.A.–D. shall also

extend based on when the leave is used to include the timeframe corresponding with the period of leave.

5. Applicant hereby agrees that any Reimbursement Amount which may be due and owing

the Village under the terms of this Agreement may be deducted from the Applicant’s final paychecks

provided Applicant’s paychecks shall include all minimum and overtime wages as required under

applicable state and federal law. If the residual Reimbursement Amount from Applicant’s final

paycheck is insufficient to cover the amounts due and owing to the Village, or if Applicant is not

otherwise entitled to a paycheck, then Applicant shall be personally responsible for all monies due and

owing the Village under this Agreement and shall remit such payment within thirty days to the Village

following the termination date. In the event Applicant breaches his or her obligations to reimburse the

Village under this Agreement, the Village shall be entitled to institute legal proceedings in any court of

competent jurisdiction for the collection of the Reimbursement Amount due, and Applicant stipulates

that the Village shall be owed such Reimbursement Amount due plus interest at the rate eight-percent

(“8%”) per annum, and Applicant shall pay the Village’s reasonable attorneys’ fees and costs incurred in

enforcing this Agreement.

6. The Parties acknowledge that the obligations under the Agreement may be waived at the

sole discretion of the Village upon written request by the Applicant to the Village Board and that said

decision by the Village Board shall be final and binding on the parties. Applicant acknowledges that

Applicant’s failure to agree to the terms agreed by the parties shall result in the Village no longer

considering the Applicant for employment by the Village. If for any reason a court of competent

jurisdiction finds any provision of this Agreement to be illegal or unenforceable, the offending provision

will be deemed amended or deleted to the extent necessary to conform to the applicable law and for the

benefit of the Village.

IN WITNESS WHEREOF, the parties have duly executed this Agreement.

By: _________________________________ ________________________

Applicant Date

Approved by the Village Board of the Village of Ashwaubenon

By:

On Behalf of the Village of Ashwaubenon Date

Attestation:

Village Clerk Date

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Five-Year Repayment Agreement – Village of Ashwaubenon

Page 1 of 2

VILLAGE OF ASHWAUBENON

FIVE-YEAR REPAYMENT AGREEMENT

AGREEMENT entered into on this day of ________, __, 201_ (“Agreement Date”), between the

Village of Ashwaubenon (“Village”), and __________(“Applicant”).

1. Applicant has filed an application seeking employment with the Village and, having been

approved by the Village for further consideration during the hiring process, hereby reaffirms said

application upon the terms and conditions of this agreement.

2. Applicant acknowledges that the Village incurs substantial expense in the form of time,

effort, and money in the screening, testing, and examinations of applicants seeking employment and

additional expenses are incurred by the Village in Police and/or Fire Academy training, department-

authorized training, equipping the individual with uniforms and specialty gear once the individual

becomes an employee of the Village, and other costs associated with training, collectively, which will

likely and substantially exceed $9,500.00.

3. In consideration for the Village considering Applicant for employment and incurring

substantial expenses for Applicant, Applicant hereby agrees, covenants and warrants that in the event

Applicant completes the screening process conducted by the Village and is offered and accepts

employment by the Village, then Applicant will reimburse the Village for the costs associated with

Applicant’s pre-employment medical examination, pre-employment drug testing, pre-employment

psychological examination, Police and/or Fire Academy training, State of Wisconsin required training,

costs of training approved by the Director of Public Safety for Applicant prior to and during Applicant’s

employment, and Public Safety uniforms and equipment issued to Applicant subsequent to the execution

of this Agreement up to a maximum of $9,999.00 (“Reimbursement Amount”) if Applicant terminates

employment for any reason within five years of the date of hire by the Village. The Reimbursement

Amount does not and shall not include amounts paid to Applicant as wages. Immediately as of the

effective date of termination, Applicant shall owe the Village the Reimbursement Amount as determined

according to the following schedule:

A. Termination within one year after the date of hire

Amount owed to the Village: The full Reimbursement Amount

B. Termination after one year and before two years the date of hire

Amount owed to the Village: 80% of the full Reimbursement Amount

C. Termination after two years and before three years the date of hire


D. Termination after three years and before four years the date of hire


E. Termination after four years and before five years the date of hire


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Five-Year Repayment Agreement – Village of Ashwaubenon

Page 2 of 2

F. Termination after five years of the date of hire

Amount owed to the Village: None

4. Exceptions to Repayment. Notwithstanding anything to the contrary contained herein, an

approved leave of absence caused by medical, military, or other approved reasons shall not be deemed a

termination of employment for the purposes of this Agreement. However, if any such leave of absence

is granted by the Village, then this Agreement shall be deemed to automatically extend accordingly

beyond the five-year timeframe of the Agreement Date covered hereby to include the timeframe

corresponding with the period of leave and the repayment timeframes in Section 3.A.–F. shall also

extend based on when the leave is used to include the timeframe corresponding with the period of leave.

5. Applicant hereby agrees that any Reimbursement Amount which may be due and owing

the Village under the terms of this Agreement may be deducted from the Applicant’s final paychecks,

provided Applicant’s paychecks shall include all minimum and overtime wages as required under

applicable state and federal law. If the residual Reimbursement Amount from Applicant’s final

paycheck is insufficient to cover the amounts due and owing to the Village, or if Applicant is not

otherwise entitled to a paycheck, then Applicant shall be personally responsible for all monies due and

owing the Village under this Agreement and shall remit such payment within thirty days to the Village

following the termination date. In the event Applicant breaches his or her obligations to reimburse the

Village under this Agreement, the Village shall be entitled to institute legal proceedings in any court of

competent jurisdiction for the collection of the Reimbursement Amount due, and Applicant stipulates

that the Village shall be owed such Reimbursement Amount due plus interest at the rate eight-percent

(“8%”) per annum, and Applicant shall pay the Village’s reasonable attorneys’ fees and costs incurred in

enforcing this Agreement.

6. The Parties acknowledge that the obligations under the Agreement may be waived at the

sole discretion of the Village upon written request by the Applicant to the Village Board and that said

decision by the Village Board shall be final and binding on the parties. Applicant acknowledges that

Applicant’s failure to agree to the terms agreed by the parties shall result in the Village no longer

considering the Applicant for employment by the Village. If for any reason a court of competent

jurisdiction finds any provision of this Agreement to be illegal or unenforceable, the offending provision

will be deemed amended or deleted to the extent necessary to conform to the applicable law and for the

benefit of the Village.

IN WITNESS WHEREOF, the parties have duly executed this Agreement.

By: _________________________________ ________________________

Applicant Date

Approved by the Village Board of the Village of Ashwaubenon

By:

On Behalf of the Village of Ashwaubenon Date

Attestation:

Village Clerk Date

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Finance & Personnel Committee

Department: Finance January 19, 2021 05:30 PM Initiator: Greg Wenholz Category: Department Report

Agenda No. b Appearance: No

Investment Report

FULL EXPLANATION: The Village and Utility investment portfolios end the year with respective

rates of return at 2.49% and 2.32%. Overall, the portfolios has improved in 2019 and were on

pace to outperform 2019 rates until Covid hit. There was a bit of an impact lag but the portfolios

have slowly declined through the end of the year. Overall, the return is still positive considering

bank and CD rates are much lower. The expectation is for the portfolios to level off and even

increase in 2021.

MONETARY IMPACT:

BUDGETED:

RECOMMENDATION: Information Only.

ATTACHMENTS:

• Investment Interest (PDF)

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Village of Ashwaubenon Investment Summary

GENERAL FUNDDec 2020

YTD 2019 2018 2017 2016 2015 2014 2013 2012

Beginning Balance 5,072,774.94$ 4,912,220.00$ 4,841,697.56$ 4,814,489.48$ 4,781,300.76$ 4,752,065.31$ 4,717,796.38$ 4,713,196.75$ -$

Contributions - - - - - - - - 4,702,826.03

Interest Income 119,736.31 136,722.68 124,156.03 119,917.70 87,048.71 43,202.83 71,593.43 60,913.59 29,145.21

Purchased Income (4,506.94) (10,583.45) (8,712.86) (3,239.25) (9,340.42) (9,281.15) (7,271.96) (7,645.28) (16,637.95)

Fees/Expenses (17,516.98) (17,014.13) (16,548.42) (16,518.22) (16,480.53) (16,347.69) (16,231.07) (16,233.85) (9,584.10)

Non-Cash Activity (15,335.43) (23,710.76) (31,960.19) (49,452.73) (20,305.49) - - - -

Realized Gains/(Losses) 2,224.23 1,501.86 - 0.02 (19,278.56) (4,366.39) (5,727.25) (9,598.51) (627.80)

Change in Accrued Income 1,841.44 86.27 551.74 (3,459.16) 2,508.30 2,314.43 449.62 (242.14) 24,777.79

Unrealized Appreciation/(Depreciation) 40,034.15 73,552.47 3,036.14 (20,040.28) 9,036.71 13,713.42 (8,543.84) (22,594.18) (16,702.43)

Net Changes 126,476.78 160,554.94 70,522.44 27,208.08 33,188.72 29,235.45 34,268.93 4,599.63 4,713,196.75

Ending Balance 5,199,251.72$ 5,072,774.94$ 4,912,220.00$ 4,841,697.56$ 4,814,489.48$ 4,781,300.76$ 4,752,065.31$ 4,717,796.38$ 4,713,196.75$

Interest Income Rate of Return 2.36% 2.78% 2.56% 2.49% 1.82% 0.91% 1.52% 1.29% 0.62%

Total Net Changes Rate of Return 2.49% 3.27% 1.46% 0.57% 0.69% 0.62% 0.73% 0.10% 0.22%

Investment Life Rate of Return 10.56% 7.87% 4.45% 2.95% 2.37% 1.67% 1.05% 0.32% 0.22%

UTILITY FUNDSDec 2020

YTD 2019 2018 2017 2016 2015 2014 2013 2012

Beginning Balance 2,464,492.73$ 2,389,871.60$ 2,355,255.84$ 2,341,697.79$ 2,326,773.64$ 2,312,801.04$ 2,295,739.41$ 2,293,244.06$ -$

Contributions - - - - - - - - 2,288,567.42

Interest Income 59,158.56 64,220.32 58,342.04 55,756.67 41,634.58 19,343.45 34,116.25 30,149.96 14,160.17

Purchased Income (2,583.69) (4,940.33) (4,614.04) (1,723.67) (4,636.27) (3,659.44) (2,796.55) (3,809.52) (8,269.67)

Fees/Expenses (8,607.35) (8,370.91) (8,154.70) (8,140.13) (8,119.07) (8,057.91) (8,002.68) (8,000.60) (4,722.83)

Non-Cash Activity (8,787.43) (11,983.90) (12,766.77) (20,132.50) (8,362.90) - - - -

Realized Gains/(Losses) (18.62) 927.47 - 84.72 (9,455.18) (2,500.81) (2,938.13) (4,541.71) (308.00)

Change in Accrued Income (1,547.97) 1,185.50 1,089.82 (1,373.51) 495.50 1,781.36 (0.79) (673.78) 12,346.98

Unrealized Appreciation/(Depreciation) 19,478.92 33,582.98 719.41 (10,913.53) 3,367.49 7,065.95 (3,316.47) (10,629.00) (8,530.01)

Net Changes 57,092.42 74,621.13 34,615.76 13,558.05 14,924.15 13,972.60 17,061.63 2,495.35 2,293,244.06

Ending Balance 2,521,585.15$ 2,464,492.73$ 2,389,871.60$ 2,355,255.84$ 2,341,697.79$ 2,326,773.64$ 2,312,801.04$ 2,295,739.41$ 2,293,244.06$

Interest Income Rate of Return 2.40% 2.69% 2.48% 2.38% 1.79% 0.84% 1.49% 1.31% 0.62%

Total Net Changes Rate of Return 2.32% 3.12% 1.47% 0.58% 0.64% 0.60% 0.74% 0.11% 0.20%

Investment Life Rate of Return 10.18% 7.69% 4.43% 2.91% 2.32% 1.67% 1.06% 0.31% 0.20%

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Agenda - Tuesday, January 19, 2021

Documents

Transcript of Agenda - Tuesday, January 19, 2021