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NOTE: Item #3 on the agenda provides an opportunity for members of the public to share
comments with the Committee. If you plan to attend this meeting in person, please contact
us at 486-2003 or [email protected] by noon on Tuesday, August 4th, so that
we can plan for appropriate social distancing. Otherwise you may give input by contacting
City Administrator Steve Barg at the phone number or e-mail address shown above, and
your comments will be shared with the Committee.
FINANCE, BUDGET AND PERSONNEL COMMITTEE MEETING
TUESDAY, AUGUST 4, 2020 COUNCIL CHAMBERS, CITY HALL
207 WEST 6TH STREET 5:30 p.m.
1. Call to Order – Ed Wagner, Chairperson 2. Identify potential conflicts of interest 3. Citizens comments
4. Consent Agenda
• Minutes of July 21, 2020 regular meeting • Bills and payroll • Monthly position control report
Recommended Action: Approve the consent agenda, as presented
5. Consideration of items removed from the consent agenda, if any
6. Request to recommend approval of Resolution No. 2020-32, reversing the action taken in Resolution No. 2020-13, and terminating the temporary suspension of late fees imposed on unpaid sanitary sewer charges during the COVID-19 pandemic. Presented by Steve Barg, City Administrator
Recommended Action: Recommend Council approval of Resolution No. 2020-32
7. Request to approve revised job description for Administrative Associate III-Public Works. Presented by Jen Rachu, Human Resources Director
Recommended Action: Recommend approval of job description
8. Discuss draft ordinance creating an ethics board. Presented by Ed Wagner, Chairperson
Recommended Action: Discretion of the Committee
CITY OF MARSHFIELD
MEETING NOTICE
FINANCE, BUDGET AND PERSONNEL COMMITTEE
AUGUST 4, 2020
9. Receive report on recent TIF district audits. Presented by Ron Aumann, Finance Director
Recommended Action: None, for information only 10. Receive annual report on the City’s debt. Presented by Ron Aumann, Finance Director
Recommended Action: None, for information only 11. Suggested items for future agendas
12. Adjourn Posted this day July 31, 2020 at 2:30 p.m. by Jessica Schiferl, Deputy City Clerk
NOTICE
It is possible that members of and possibly a quorum of other governmental bodies of the municipality may be in attendance at the above-stated meeting to gather information; no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. Upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact Deb M. Hall, City Clerk, at 207 West 6th Street or by calling (715) 384-3636.
This meeting can be viewed “LIVE” on the City of Marshfield website at ci.marshfield.wi.us , City of Marshfield Facebook page at www.facebook.com/CityofMarshfieldWI/ and on Charter Cable Channel 991. The meeting is also archived on the City of Marshfield’s YouTube Channel and Facebook Page located on the City website at ci.marshfield.wi.us and replayed the following day and throughout the week on Charter Cable Channel 991. Please see your cable listing for the City Government Channel at http://ci.marshfield.wi.us/departments/communications/index.php
FINANCE, BUDGET AND PERSONNEL COMMITTEE MINUTES OF JULY 21, 2020
Meeting called to order by Chairperson Wagner at 5:30 p.m., in the Common Council Chambers, City Hall. PRESENT: Alderpersons Peter Hendler, Nick Poeschel, Tom Witzel, Ed Wagner and Rebecca Spiros. EXCUSED: None ALSO PRESENT: Alderperson Fischer, City Administrator Barg, Chris Plamann from Accurate, and City Personnel (Jen Rachu, Ron Aumann, Amy Van Wyhe, Jill Porter, and Deb Hall) Identify potential conflicts of interest: None Citizen Comments None FBP20-043 Motion by Poeschel, second by Spiros to approve the items on the consent agenda:
1. Minutes of the July 2, 2020 special meeting. 2. Minutes of the July 7, 2020 regular meeting. 3. Bills in the amount of $1,050,869.24. 4. Report of Personnel Actions of July 21, 2020. 5. June 2020 Treasury Report
Motion carried No items were removed from the consent agenda. FBP20-044 Motion by Hendler, second by Spiros to recommend approval of a 2-year extension of the current contract for auditing services with Clifton Larson Allen (CLA) for 2020 and 2021. Motion carried FBP20-045 Motion by Witzel, second by Hendler to sign a 1-year extension of the current contract with Grota Appraisals for assessing services effective January 1, 2021 and evaluate having an in-house assessor in the future. Motion carried Alderperson Wagner presented a proposed ordinance establishing an Ethics Board. This item will be placed on the next Finance agenda to allow time for the committee to review it. FUTURE AGENDA ITEMS
None Motion by Witzel, second by Hendler to adjourn the meeting at 6:11 p.m. Motion carried Respectfully submitted, Deb M. Hall City Clerk
Department Division Position FTE Last Name First Name
Administration City Administrator 1.00 BARG STEVEN
Administration Human Resources Director 1.00 RACHU JENNIFER
Administration Administrative Specialist/HR Assistant 0.50 KROGMAN AMY
Administration Property Appraiser 1.00 VACANT
Administration Deputy Assessor 1.00 PUGH KEITH
Administrator Total 4.50
Clerk City Clerk 1.00 HALL DEBORAH
Clerk Deputy Clerk 1.00 SCHIFERL JESSICA
Clerk Administrative Associate II 0.50 ALTMANN JANICE
Clerk Total 2.50
Communication Communication Director 1.00 LOUCKS THOMAS
Communication Communication Media Specialist 1.00 BENNETT DAVID
Communication Total 2.00
Development Services Development Services Director 1.00 MILLER JOSHUA
Development Services City Planner 1.00 HEMBROOK BRYCE
Development Services Associate Planner 1.00 SIMKOWSKI EMMETT
Development Services Inspector I 1.00 BARKER THOMAS
Development Services Inspector II 1.00 DILLINGER BRIAN
Development Services Supervisor/Inspector III 1.00 KILTY PATRICK
Development Services Administrative Associate III 1.00 DELO NATALIE
Development Services Total 7.00
Finance Accountant 1.00 NEISES PAM
Finance Accounting Manager 1.00 VAN WYHE AMY
Finance Accounting Technician 1.00 GREGOR TANYA
Finance Accounting Clerk 0.50 SABO BONNIE
Finance Finance Director 1.00 AUMANN RON
Finance Payroll/AP Technician 1.00 DRAEGER ASHLEY
Finance Payroll/AP Technician 1.00 SCHOOLEY ROBERT
Finance Total 6.50
Fire Administrative Associate IV 1.00 PANZER LORI
Fire Deputy Fire Chief 1.00 BAKOS STEVE
Fire Deputy Fire Chief 1.00 CLEMENTS JODY
Fire Deputy Fire Chief 1.00 FLETTY PETER
Fire Deputy Fire Chief 1.00 LUCARELI JON
Fire Deputy Fire Chief 1.00 WEILAND TROY
Fire Fire Chief 1.00 OWEN SCOTT
Fire Firefighter CC Paramedic 1.00 JONAS ERIK
Fire Firefighter CC Paramedic 1.00 ALTMAN JONATHAN
Fire Firefighter CC Paramedic 1.00 ANNEN STEPHEN
Fire Firefighter CC Paramedic 1.00 BARNES BRIAN
Fire Firefighter CC Paramedic 1.00 FEITER ANTHONY
Fire Firefighter CC Paramedic 1.00 FOTH JASON
Fire Firefighter CC Paramedic 1.00 FRYDENLUND LUCAS
Fire Firefighter CC Paramedic 1.00 GILBERTSON BJORN
Fire Firefighter CC Paramedic 1.00 GRIESBACH BENJAMIN
Fire Firefighter CC Paramedic 1.00 HALLORAN ANTHONY
Fire Firefighter CC Paramedic 1.00 HINES TYLER
Fire Firefighter CC Paramedic 1.00 KARNOWSKI MATTHEW
Fire Firefighter CC Paramedic 1.00 LUCHINI ANTHONY
Fire Firefighter CC Paramedic 1.00 MCNAMARA NATHANIEL
Fire Firefighter CC Paramedic 1.00 MILLER ZACHARY
Fire Firefighter CC Paramedic 1.00 PAULSON HANNAH
Fire Firefighter CC Paramedic 1.00 SADAUSKAS JENI
Fire Firefighter CC Paramedic 1.00 SCHAD JASON
Fire Firefighter CC Paramedic 1.00 TACKES PAUL
Fire Firefighter CC Paramedic 1.00 WOLF MATT
Fire Firefighter EMT 1.00 BARTH JEFFREY
Fire Firefighter EMT 1.00 BAUER RODNEY
Fire Firefighter EMT 1.00 BREUER BRAD
Fire Firefighter EMT 1.00 CHRISTOPHER LANCE
Fire Firefighter EMT 1.00 ESKER KELLY
Fire Firefighter EMT 1.00 MEYER JAMES
Fire Firefighter EMT 1.00 MUELLER EVERETT
MONTHLY POSITION CONTROL REPORT
PERMANENT FULL-TIME/PART-TIME
POSITIONS AS Of July 31, 2020
Department Division Position FTE Last Name First Name
Fire Firefighter EMT 1.00 VANDEN ELZEN JOSEPH
Fire Firefighter Paramedic 1.00 DUNN RYAN
Fire Firefighter Paramedic 1.00 HANSEN JUSTIN
Fire Firefighter Paramedic 1.00 KENOWSKI JACOB
Fire Firefighter Paramedic 1.00 SAEGER NATHAN
Fire Firefighter Paramedic 1.00 TRAVIS MATTHEW
Fire Total 40.00
Library Administrative Assistant 0.70 RUCKER CAREY
Library Adult Services Managing Librarian 1.00 HESS MEHTA
Library Asst Dir./Tech. Srvs Managing Librarian 1.00 BAKER KATHLEEN
Library Circulation Supervisor 1.00 SCHULTZ ROBERT
Library Library Assistant 0.50 CERA JILL
Library Library Assistant 0.50 LINZMEIER ANNA
Library Library Assistant 0.50 SCHMIDT MELISSA
Library Library Assistant 1.00 SMITH PENNY
Library Library Associate 1.00 DERFUS MARY
Library Library Associate 1.00 SMITH DEBORAH
Library Library Associate 1.00 HILL SANDRA
Library Library Director 1.00 PORTER JILL
Library Library Facility Manager 1.00 LANDWEHR NICHOLAS
Library Library Specialist 0.50 APFEL STEVE
Library Library Specialist 0.53 BAKER DAVID
Library Library Specialist 0.60 BARTKOWIAK SARA
Library Library Specialist 0.50 HALBERSMA ANDREA
Library Library Specialist 0.80 KRUSE NATALIE
Library Library Systems Analyst 1.00 MADER ROBERT
Library Volunteer & Program Coordinator 0.50 PIERSON BETHANY
Library Youth Services Managing Library 1.00 JOHNSON MURRAY
Library Total 16.63
Mayor Administrative Specialist/HR Assistant 0.50 KROGMAN AMY
Mayor Mayor 0.50 MCMANUS ROBERT
Mayor Total 1.00
Municipal Court Municipal Court Clerk 0.88 CARLSON SUSAN
Municipal Court Total 0.88
Parks & Recreation Administrative Associate III 1.00 BESLER ABIGAIL
Parks & Recreation Assistant Parks Superintendent 1.00 ROGERS DANIEL
Parks & Recreation City Forester 1.00 RYSKIEWICZ MARK
Parks & Recreation Custodian 0.50 DISCHINGER RICHARD
Parks & Recreation Parks & Recreation Director 1.00 CASPERSON JUSTIN
Parks & Recreation Parks Superintendent 1.00 STEINBACH BENJAMIN
Parks & Recreation Parks Technician 1.00 RASMUSSEN TIMOTHY
Parks & Recreation Parks Technician 1.00 SEE CODY
Parks & Recreation Parks Technician 1.00 WEINFURTNER JEFFREY
Parks & Recreation Parks Worker 1.00 HERKERT TOM
Parks & Recreation Pool Technician 1.00 VACANT
Parks & Recreation Recreation Manager 1.00 CASSIDY KELLY
Parks & Recreation Technical Services Coordinator 1.00 BEACHAMP AMY
Parks & Recreation Zoo Manager 1.00 BURNS STEVEN
Parks & Recreation Total 13.50
Police Administrative Associate IV 1.00 LINDNER PEGGY
Police Assistant Police Chief 1.00 ZEPS PATRICK
Police Custodian 1.00 TIBBETT BRUCE
Police Drug Officer 1.00 IVERSON DEREK
Police Drug Officer 1.00 FOEMMEL JASON
Police Ordinance Enforcement Officer 1.00 LARSEN ROBERT
Police Ordinance Enforcement Officer 1.00 WOLF KAYLA
Police Administrative Services Supervisor 1.00 KROKSTROM LORRIE
Police Police Chief 1.00 GRAMZA RICHARD
Police Police Detective 1.00 ZUPANC CHRISTINE
Police Police Detective 1.00 HAMILL KEVIN
Police Police Detective 1.00 NEINAST ALLAN
Police Police Detective 1.00 PARKS JASON
Police Police Lieutenant 1.00 ESSER TRAVIS
Police Police Lieutenant 1.00 GEURINK JODY
Police Police Lieutenant 1.00 KEFFER DENNIS
Police Police Lieutenant 1.00 PUNKE JASON
Police Police Lieutenant 1.00 SHERDEN TRAVIS
Department Division Position FTE Last Name First Name
Police Police Officer 1.00 ABEL LIBBY
Police Police Officer 1.00 BEATHARD ROBERT
Police Police Officer 1.00 VACANT
Police Police Officer 1.00 BERG CHRISTOPHER
Police Police Officer 1.00 BORCHARDT BLAKE
Police Police Officer 1.00 BORNBACH CALEB
Police Police Officer 1.00 AMENT KELLY
Police Police Officer 1.00 CHRISTIAN CORY
Police Police Officer 1.00 ENDRIES TERRY
Police Police Officer 1.00 FOX SAMUEL
Police Police Officer 1.00 GROSS ROCHLEY
Police Police Officer 1.00 HASZ CHRISTOPHER
Police Police Officer 1.00 KIZER JAMIE
Police Police Officer 1.00 KLEIN ANTHONY
Police Police Officer 1.00 KRAMER LANDON
Police Police Officer 1.00 ECKES ALLIE
Police Police Officer 1.00 MAXSON JACOB
Police Police Officer 1.00 MEEK STEVEN
Police Police Officer 1.00 MITCHELL ALEXANDER
Police Police Officer 1.00 PUNKE JASON
Police Police Officer 1.00 SCHEPPLER MACK
Police Police Officer 1.00 TLACHAC JESSE
Police Police Officer 1.00 LARSEN JOSHUA
Police Police Officer 1.00 WARGOWSKY AARON
Police Police Officer 1.00 RINGQUIST ANDREW
Police Police Records Specialist 1.00 GAETZ CINDY
Police Police Records Specialist 1.00 KARL DEBRA
Police Police Records Specialist 1.00 STARGARDT CHRIS
Police Police School Liaison Officer 1.00 BERRES MATTHEW
Police Police School Liaison Officer 1.00 LEU-MARTINEK JULIE
Police Traffic Safety/Crime Prevention 1.00 SALACINSKI DANIEL
Police Total 49.00
Public Works Administration Public Works Director 1.00 KNOECK DANIEL
Publc Works Administration Administrative Associate III 1.00 RABER COLE
Public Works Facilities Management Facilities Maint. Coordinator 1.00 MOLTER JEFFREY
Public Works Engineering Assistant City Engineer 1.00 CASSIDY TIMOTHY
Public Works Engineering City Engineer 1.00 TURCHI THOMAS
Public Works Engineering Civil Engineer II 1.00 MAURITZ JOSH
Public Works Engineering SR. GIS Coordinator 1.00 BUEHLER DAVID
Public Works Engineering Engineering Technician 1.00 OLDHAM LANCE
Public Works Engineering Engineering Technician 1.00 MILLER SHAWN
Public Works Engineering Civil Engineer I 1.00 PERTON JAMES
Public Works Street Services Administrative Associate III 1.00 WARP JEAN
Public Works Street Services Asst Street Superintendent 1.00 BORNBACH KURT
Public Works Street Services Asst Street Superintendent 1.00 SCHMIDT PHILLIP
Public Works Street Services Equipment Operator I 1.00 AGA JASON
Public Works Street Services Equipment Operator I 1.00 CHURKEY MATTHEW
Public Works Street Services Equipment Operator I 1.00 GABEL BRIAN
Public Works Street Services Equipment Operator I 1.00 KRAMER TRAVIS
Public Works Street Services Equipment Operator I 1.00 OLSON SHAWN
Public Works Street Services Equipment Operator I 1.00 OTT BENJAMIN
Public Works Street Services Equipment Operator I 1.00 RAAB NOAH
Public Works Street Services Equipment Operator I 1.00 SCHILL TREVOR
Public Works Street Services Equipment Operator I 1.00 VACANT
Public Works Street Services Equipment Operator II 1.00 ANDREWS KURTIS
Public Works Street Services Equipment Operator II 1.00 CHRISTIANSEN CHRISTOPHER
Public Works Street Services Equipment Operator II 1.00 GUENSBURG WILL
Public Works Street Services Equipment Operator II 1.00 MCCLUNG BRIAN
Public Works Street Services Equipment Operator II 1.00 NIEHAUS PATRICK
Public Works Street Services Equipment Operator II 1.00 SCHROEDER WILLIAM
Public Works Street Services Equipment Operator II 1.00 SHANKS CODY
Public Works Street Services Equipment Operator II 1.00 VACANT
Public Works Street Services Equipment Technician/Operator 1.00 SONNEMANN LESTER
Public Works Street Services Fleet Supervisor 1.00 BROCK CRAIG
Public Works Street Services Inventory Assistant/Operator 1.00 BUTCHER JUSTIN
Public Works Street Services Mechanic I 1.00 BRUHN TODD
Public Works Street Services Mechanic I 1.00 WANTA DUANE
Department Division Position FTE Last Name First Name
Public Works Street Services Sign Technician/Operator 1.00 BROCK COREY
Public Works Street Services Sign Technician/Operator 1.00 LANGFELDT TIMOTHY
Public Works Street Services Specialized Equipment Operator 1.00 KOZIK KYLE
Public Works Street Services Specialized Equipment Operator 1.00 LINZMEIER BRYAN
Public Works Street Services Street Superintendent 1.00 HAWLEY KRISTOFER
Public Works Wastewater Asst Wastewater Superintendent 1.00 KIVELA MARK
Public Works Wastewater Administrative Associate III 0.60 COY JEAN
Public Works Wastewater Wastewater Operator 1.00 GESSERT ROSS
Public Works Wastewater Wastewater Operator 1.00 LUKANICH JOHN
Public Works Wastewater Wastewater Operator 1.00 KUHLKA LOUIS
Public Works Wastewater Wastewater Operator - Level 4 1.00 OTT ANDREW
Public Works Wastewater Wastewater Operator - Level 4 1.00 CHARRON JACOB
Public Works Wastewater Wastewater Operator - Level 4 1.00 GOHAM JOEL
Public Works Wastewater Wastewater Operator - Level 4 1.00 FISCHER BRANDON
Public Works Wastewater Wastewater Operator - Level 4 1.00 NOSBISCH MITCHELL
Public Works Wastewater Wastewater Superintendent 1.00 WARP SAMUEL
Public Works Total 50.60
Technology IT Analyst 1.00 WESTMAN ERIK
Technology IT Analyst 1.00 SUTTON MATTHEW
Technology IT Director 1.00 NG ENG
Technology Associate IT Analyst 1.00 SCHROEDER SHAWN
Technology Total 4.00
Grand Total 198.11
DATE: July 31, 2020 TO: Finance, Budget and Personnel Committee FROM: Dan Knoeck, Public Works Director
Jen Rachu, Human Resources Director RE: Revision of Public Works Administrative Associate III
BACKGROUND
In September 2019, the Public Works Administrative Associate III position was revised to include additional administrative support for the Clerk’s Office, Assessing, and Finance Departments as we continued to monitor customer service functions in the new City Hall. As this new position was developed, the intent was to be flexible and to continue to monitor the work of the role to ensure customer needs were meet at the front counter and administrative support was provided for Public Works/Engineering operations. The Public Works Director met regularly with the employee throughout their time in the role to better understand what level assistance was needed for Public Works going forward and what amount of assistance was typically provided to other City departments.
The current incumbent has tendered his resignation from this position. Upon his notice, feedback was sought from the employee to better understand the day-to-day operations of the role and to identify what was working effectively, what could be improved, and what, if any, capacity remained in the role. Leaders from Public Works, Finance, Engineering, the Clerk’s Office, Development Services and Human Resources also met with the employee to better understand the overall function and capacity of this role. As a result, the job description has been revised.
ANALYSIS The revised job description is included in your packet. As you will see, the key change is a change in the reporting structure. Staff has determined that the position is better served by reporting to the City Clerk rather than the Public Works Director, however the role will continue to have shared responsibilities. The majority of changes in the position are clarifications based upon work that the Administrative Associate III has taken on over the past several months. The review included making adjustments to the percentages of these tasks and clarifying responsibilities regarding customer service and election functions. Newer duties assigned to this position include processing licenses and providing some additional assistance to Human Resources.
City of Marshfield
Memorandum
Based on these changes, staff does not feel it is necessary to submit this revised job description to McGrath Human Resources Group for evaluation as the overall scope of the position has not changes and responsibilities assigned to this position are clerical in nature. This change is FTE neutral to the City but will increase the FTE in the Clerk’s Office by 0.5 FTE and decrease the FTE in Public Works by 0.5 FTE. RECOMMENDATION Staff is requesting approval of the revised job description, Administrative Associate III in the Clerk’s Office with the intent to begin the recruitment process for this position upon the Committee’s approval.
JOB TITLE: Administrative Associate III
DEPARTMENT: Public Works Clerk’s Office
SUPERVISOR: Director of Public Works City Clerk
COMPENSATION GRADE:
122
EXEMPT STATUS: Non-Exempt
JOB SUMMARY
The Administrative Associate III provides full administrative assistant support and
customer service for a variety of departments. The position acts as a liaison between
citizen and staff primarily for the Public Works Department but also for the Assessing
Department with backup Administrative Assistant II support for other departments within
City Hall.. Requires strong interpersonal skills, customer service mentality, and problem
solving ability utilized for both internal and external customers.
JOB DESCRIPTION
Task
No.
Description Frequency
1. Performs a variety of clerical and administrative duties for the Public Works Department with backup Administrative Assistant II support for other departments in City Hall including but not limited to:
a) composing documents, letters, bids, quotations, specification and quotation summaries;
routing mail; c) maintaining files, creating new files as needed; d) administering Engineering Division Permits d) greeting callers to office, determining purpose of visit, assisting with applications, government forms, and other documents referring to another office if necessary; e) makes appointments for Public Works Department staff; f) ordering supplies; g) updates to the City’s web page h) Assists Public Works Director with annual budget and
4025%
Capital Improvement Program preparation by typing and compiling budget documents and information, working in the CIP software and assembling CIP documents.
2. Assists Public Works Director with annual budget and Capital Improvement Program preparation by typing and compiling budget documents and information.
2.5%
3. Assists in preparation of Prepares agendas for Board of Public Works meetings. Types minutes. Distributes and posts agendas and minutes to the City’s web page. When appropriate acts as backup to other City Departments in City Hall by preparing and distributing agendas as necessary.
15%
4. Assists in Completes special assessment procedures by assembling property owner lists and mailing labels, typing reports, preparing resolutions and public hearing notices and mailing information to property owners. Enter and update special assessments (estimates and final costs) into SA Manager. Prepares final assessments for mailing, collects and records payments, generates assessment data for tax role, and manages final payoffs. Completes Property Information Requests which records information for future special assessments for a specific address.
150%
5. Provides administrative support to the Assessing Department by answering phone calls and scheduling appointments. preparing documents and sending out mailings, sorting, filing and scanning documents,
10%
6. Assists the City Clerk’s Office processing licenses and with elections by maintaining voter election records, processing voter and absentee applications, canceling voters, updating street addresses in WisVote.
6. Customer Service - Provides information and assistance to visitors and others having business with the City; assists customers with applications, government forms and other documents; answers phones; responds to requests for information within the span of authority
10%
7. Election Administration – Maintains voter/election records, processes voter and absentee applications, cancels voters, prepares the election boxes/paperwork, updates street addresses in WisVote.
5%
8. Processes Licenses – Assists customers with applications; enters application into the computer and also processes payment.
5%
9. Assists Human Resources with a variety of clerical tasks. Takes minutes for Safety Committee Meetings and maintains training documents and rosters.
5%
710. Assists Finance Department with tax collection 7.5%
611. Prepares Official Notice to Bidders and Public Hearing Notices and submits to local newspaper for publication. Prepares specifications and sends out documents for bids for various projects such as paving, seal coating, asphalt pavement
7.5%
projects, building demolition, etc. Prepare contracts and agreements after bid opening.
712. Performs other related tasks. Examples include: Notary Public; codes bills for submission to Finance Department; prepares yearly charges to various companies for utility permits and other miscellaneous charges; .; maintains employee vacation, sick leave, and comp time records from employee time cards.
10%
QUALIFICATIONS
Education Required:
High school diploma or equivalent. Associate Degree in Business, Administrative
Specialist, or related field is preferred.
Experience Required:
A minimum of two years’ clerical and computer experience is required.
License/Certifications:
Ability to become (and maintain) a Notary within six months of employment is
required.
Ability to complete election training/certification within six months of
employementemployment is required.
Ability to complete Assessment Technician certification desired.
Knowledge/Skills Required:
Knowledge of various software programs including Microsoft Word, Excel,
PowerPoint, and Access.
Experience with editing a web site is desirable.
Ability to effectively use office equipment such as calculator, computer,
telephone, and multi-function machine.
sStrong interpersonal skills, customer service mentality, and problem solving
ability utilized for both internal and external customers.
Must be able to work independently, perform in an active work environment and
handle multiple tasks in an organized and effective manner.
9/2019 8/2020
2019-08-04 Memo to FBP for TID 4 7 9 Audits
August 4, 2020 TO: Finance, Budget & Personnel Committee FROM: Ron Aumann, Finance Director SUBJECT: TID 4, 7, 9 Audit Results – Required by 66.1105(6m)(a) and (b) BACKGROUND State Statute describes required TID Periodic audits (sec. 66.1105(6m)(a) and (b), Wis. Stats.) “At least three Certified Public Accountant (CPA) Audits are required for each TID. The CPA must determine if the TID financial transactions are legal and comply with the project plan and TIF law. Each audit is due within 12 months: “ Audit Checkpoints:
When the first 30 percent of the project costs are spent. (30% Audit) At the end of the expenditure period. (End of Expenditure Audit) After the TID is terminated (Termination Audit)
Traditionally, the City has completed the Termination Audit, but elected to forgo the 30% Audit and End of Expenditure audits. TID 8 (Mall) – Termination Audit 7/31/2011 TID 3 (Tower Hall) – Termination Audit 2/25/2014 TID 6 (Figi’s) – Termination Audit 2/25/2014 ANALYSIS CLA has now completed the following audits: TID4 (Downtown) – End of Expenditure Audit – end of expenditure period was 9/24/2018.
Did not have 30% Audit Audit to cover date of creation (1996) through 12/31/2018.
TID7 (Yellowstone) – End of Expenditure Audit - end of expenditure period was 5/22/2019. Did not have 30% Audit Audit to cover date of creation (2001) through 6/30/2019.
TID9 (Central Ave / Forward Bank) – 30% Audit – Audit to cover date of creation (2013) through 12/31/2018.
City of Marshfield
Memorandum
2019-08-04 Memo to FBP for TID 4 7 9 Audits
REPORTS The reports are a statutorily required audit that summarizes revenues / expenses for the TID as of the report date and that expenses were allowable costs to the TID. The financial statements are prepared on the basis of the financial reporting provisions of the Wisconsin Department of Revenue. The reports show actual expenses (not transfers) for debt by year. No findings noted. ADJUSTMENT The City adjusted TID debt to their respective debt schedules in 2018. As part of the TID 7 audit, CLA tested debt proceeds and noted that TID 7 was not credited for $175,884 in debt proceeds related to the 2009A Debt issue / 2009 STFL. The City will make this adjustment in 2020 (Transfer from Debt Service to TID 7). STATUS OF AUDITS
TID 2 4 5 7 9 10 11 Purdy Bldg. Downtown Mill Creek Yellowstone Forward Mall Vet/Hwy 10 30% Outstanding NA Outstanding NA Complete OK OK End of Exp. Outstanding Complete Outstanding Complete 2035 2037 2031 Close Out
QUESTIONS
2020-08-04 FBP Debt Recap
Ron Aumann Finance Director
(715) 486-2062 [email protected]
City of Marshfield City Hall Plaza 207 West 6th Street Marshfield, WI 54449
August 4, 2020 TO: Finance, Budget, and Personnel Committee FROM: Ron Aumann, Finance Director RE: Annual Summary of Debt – Includes 9/1/2020 Payments - Informational 1. General Obligation (GO) and Total Debt – Summary by Issue GO Debt Issue Current Payoff Year
2013B Bonds 2,430,000 2030
2013A Notes 825,000 2023 2014A Notes 1,460,000 2024 2015B Bonds 2,810,000 2030 2015A Notes 1,245,000 2025 2016B Bonds 3,445,000 2036 2016A Notes 2,425,000 2026 2016D Bonds 1,780,000 2028 2016C Notes 1,415,000 2026 2017A Notes 2,055,000 2027 2017C Bonds 2,925,000 2035 2018A Bonds 3,780,000 2028 2019A Bonds 14,700,000 2039 2019 STFL 750,000 2024 *2020 STFL 736,000 2025
*2020A Bonds 6,295,000
Total GO Debt $49,076,000
2018 Sewer Refunding 2,550,000 2022
2017 CDABonds(TID9) 2,045,858 2032
Total Long-term Debt $53,671,858
*Includes 2020 borrowings - $736,000 STFL, 2020A Bonds $6,295,000 (tentative sizing). 2. General Obligation Debt – Limit 2019 Equalized Valuation - $1,701,656,000 5% Limit = $85,082,800 GO Debt $49,076,000 GO Debt is currently 57.7% of limit. (City policy, not to exceed 65%).
2020-08-04 FBP Debt Recap
3. General Obligation Debt – Attribution
Debt by Responsibility – GO Debt Principal % TID 2 - 0.0% TID 4 5,977,000 12.2% TID 5 325,000 0.7% TID 7 4,850,204 9.9% TID 9 465,400 0.9% TID 10 469,200 1.0% TID 11 335,000 0.7% EMS 1,335,000 2.7% Wastewater - 0.0% City (Levy) 35,319,196 72.0% 49,076,000 TID’s are $12,421,804 or 25.3% of GO Debt. City (Levy) portion of debt increased from 68.6% to 72.0%
Debt by Responsibility - Total Debt Principal % TID 2 - 0.0% TID 4 5,977,000 11.1% TID 5 325,000 0.6% TID 7 4,850,204 9.0% TID 9 2,511,258 4.7% TID 10 469,200 0.9% TID 11 335,000 0.6% EMS 1,335,000 2.5% Wastewater 2,550,000 4.8% City (Levy) 35,319,196 65.8% 53,671,858 TID’s are $14,905,629 or 27.0% of Total Long Term Debt. Discussion: 1. TIDs / Enterprise Fund debt should trend down. 2. Wastewater last debt payment scheduled for March 2022. 3. Debt Service is funded by Tax Levy (Items labelled “City / Levy”) vs. other sources. 4. Debt Service had a deficit balance of $1,004,666 as of 12/31/2019. 5. The 2020 budget included an additional $707,000 levy deficit (GF / DS) 6. Current CIP for 2021 has $476,000 additional levy spending via debt.
a. ($3,576,000 current versus $3,100,000 initial staff recommended). Thank you!