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May 12, 2004 Minutes of Town Board Work Meeting
Minutes of Town Board Work Meeting of May 12, 2004
The regular monthly Town Board Work meeting was held in the Town Hall
after due notice had been posted.
Chair Herman called the meeting to order at 6:00 p.m.
PRESENT: ALSO PRESENT:
Chair, Marvin Herman Clerk, Colleen Endisch
Supervisor, Jack Fleming Treasurer, Shari Wisniewski
Supervisor, Richard Hummel Police Chief, Andrew Mayer
Supervisor, Larry Malsch
EXCUSED:
Supervisor, Jay Goethal
Audience: Approximately 5 citizens
Chair Herman called roll and declared a quorum present for doing
business.
Communications:
None
Old Business: None
New Business:
1.Presentation/discussion with Renee Messing from Virchow-Kraus for
2004 Financial Statements and related documents.
Present for the discussion was Renee Messing and Lisa Salo. There
was a lengthy discussion of the towns thirty-nine page audit report
and memorandum on accounting procedures and internal control. Messing
stated that the town continues to have a very strong financial
condition. Messing highlighted that one area of the audit that the
town board needs to address are the funds from the Fire & Rescue
Depts. Messing stated that the most efficient audit control would to
have the Fire & Rescue Depts., turn their funds in to the Treasurer,
so that the records get recorded into the town’s financial picture.
Messing stated she feels the depts., are concerned that they would
lose control and she assures the Town Board that wouldn’t happen, this
money wouldn’t and couldn’t be used for any other purpose.
Messing addressed the GASB # 34 implementation that will affect the
2004 annual audited financial statements. One area Messing pointed
out in the new accounting method is adding the town roads to assets,
this and other items will now make government accounting look more
like a typical business. The format for the GASB # 34 has a very
unique format.
Messing stated that one of the major requirements of GASB # 34 is
developing an annual written letter describing major financial events
of the organizations, as well as trends and reasons for changes. That
letter will take time to develop and should be developed by the Town
Chair and Treasurer.
Messing pointed out that in reviewing the payroll records, multiple
time cards that weren’t properly approved and she is recommending that
the person in charge of reviewing and approving the time records for
the dept. initial the time record to indicate proper approval.
The reconciliation of the bail bond liability balances were
highlighted in the 2002 audit as an area that needed to be addressed.
Starting in 2004 the Town’s financial records will be reconciled to
the court records. Messing and the Treasurer will do a mid-year
reconciliation of the account.
One other area highlighted was the fund raising activities of the
Fire & Rescue Depts., where they paid out expenses for 2000 and 2001
annual fund raisers directly out of the cash collected. Messing
recommends that all amounts collected be deposited promptly into the
back accounts and that all expenses are paid by check to provide a
proper accounting for these transactions. This situation appeared to
have continued during the 2003 year.
Richard Burnes asked why no action has been taken on the findings for
the Fire & Rescue Depts., when this is an area that has been
previously highlighted. Messing responded that both departments have
been contacted and have not cooperated. Supervisor Hummel stated that
for the past four years he has encouraged them and they just don’t get
the picture. Burnes stated he felt the town board should be enforcing
and Messing responded yes, the town chair should facilitate, as this
is for the Fire & Rescues own protection. She added that it is
fortunate that nothing has happened and stated that a year is too long
to monitor for validity. Chair Herman stated that this is an issue in
many towns, these departments are very protective of their funds.
Chair Herman thanked both Messing and Salo for their presentation and
Supervisor Malsch also thanked Messing for her input into the Park
Revenue issue.
2.Reports/discussion/agenda preparation from issues resulting from
monthly Committee meetings.
)aAdministrative Committee
Supervisor Fleming reported that the Administrative Committee is have
a special meeting on May 20th, to continue to work on the contract for
the Public Works Superintendent Position.
Fleming stated that the End Zone had approached the Admin. Committee
regarding adding a deck and Clerk Endisch responded they have been
turned down by the county. Treasurer Wisniewski stated the Waterfront
is also asking to appear at next months Administration Meeting for the
approval of a screened-in porch.
Fleming stated the Administrative Committee is recommending approving
the Class “A”/”Class A” Combination liquor license for the Lakefront
Mobil Mart at Highway 50 and Town Hall Rd., Neal Gill Operator.
Attorney Wassel asked if an ordinance had been adopted increasing the
number of Class “A”/”Class A” liquor licenses and it was determined
that the increase would be recommended for adoption at the May Town
Board Meeting prior to the liquor license approval.
)bEconomic Growth and Development Committee
Supervisor Goethal stated that they hadn’t met yet this month,
nothing to report.
)cEmergency Government
No Report.
)dFinance Committee
No Report.
)eFire & Rescue Committee
Supervisor Malsch stated the committee is looking at possibly
expanding the communication tower at Geneva National at a potential
cost of $ 2,000 to $ 12,300. More to follow.
)fLake Committee
Supervisor Goethal stated the committee is recommending advancing
money from the contingency fund account for the expense of a cost
allocation engineering analysis for the Inlet and Browns Channel
dredging projects in anticipation of special assessment discussions.
Treasurer Wisniewski asked where the project was going to be paid from
and added that this expenditure was never approved by the Town Board;
it was only approved at the town meeting. Attorney Wassel stated that
this advance would be reimbursed as part of the total project costs.
Wassel added that the Town Board will make the final determination on
how much of the project cost they will pickup versus the individuals
involved and that a resolution should be recommended to adopt the
advance. Supervisor Hummel stated that this project will now move
forward, now that the deposit site is in place.
)gPark & Tourism Committee
Supervisor Hummel stated that the Park Committee was recommending
funding the following capital improvements out of the Fees in Lieu of
Dedication Account:
)iReplace Hardware on doors in men and women’s restrooms and add a
partition in the men’s room
)iiAdd a 6X6 post in pavilion # 1 as a corner support
)iiiRe-roof and repair three pavilions
)ivNew pavilion on the volley ball court
)v2 new shuffleboard slabs
)vi2 new horseshoe pits
)vii6 new waste containers
Chair Herman stated that items i) and ii) should come out park
maintenance.
Supervisor Hummel stated that the Park Committee had a special
meeting that Mary Knipper presented the volunteer program of “Clean
Boats & Clean Water”, recommended by the DNR. Mary had gone for the
training and educational program provided by the DNR and shared with
the group her findings. She has pulled together a volunteer staff of
approximately 25 inspectors to carryout this program. Mary stated
that she doesn’t have the time to coordinate this program and
suggested that the town hire a coordinator for the cost of $ 2,000 to
manage the inspectors. The other cost would involved $ 1,000 for
miscellaneous supplies (flashlights, t-shirts, clip boards, etc.) and
all cost would come from the contingency account. Hummel explained
that this inspection is above and beyond what is required by CK
Recreations and the coordinator would be responsible to file the
necessary DNR reports. Chair Herman asked why this function was
necessary when we were already inspecting boats. Delores Nowak stated
that this program is more of an education process. The DNR program is
designed to gather information and educate the boaters on the
importance of “Clean Boats-Clean Lakes” concepts. This DNR program is
being carried out throughout the state. Chair Herman asked Mary
Knipper if she had some documentation she could provide the board
regarding this project and Supervisor Hummel responded he would
provide the board with the two page summary Mary provided their
committee. Attorney Wassel stated a resolution would need to be
adopted to expend the funds.
)hPlan Commission
Chair Herman stated he had one agenda item:
)iThe planning committee is recommending approval of rezone from A-1
to B-2 to Michael P Johnston, Parcel FA109800002, Highway 50, 2.88
acres.
)iPolice Committee
Supervisor Fleming stated that the committee is asking to present an
award to Officer Celeste Steele as the Officer of the Year. This
award is presented annually for the combination district of Walworth,
Racine and Rock counties. Supervisor Fleming reported that due to the
death investigation additional dollars will possibly be needed to be
added to the police budget to pay for all the accrued overtime.
Supervisor Fleming stated that the Police Committee is recommending
that the Board approve Arris Corp. as the design-build firm to work on
the new police building.
)jPublic Works Committee
)iChair Herman stated that a citizen had approached the Public Works
Committee regarding the lowering of the speed limit on Bailey Rd.
Attorney Wassel stated that this would need state approval and he was
skeptical that there is a case to lower.
)iiChair Herman stated the Public Works Committee was recommending
the town to sell six motors at a private sale for $ 2,200. Herman
stated that Mechanic Thiele confirmed that this was a good deal and
multiple supervisors questioned who they were selling to.
)iiiChair Herman Stated the Public Works Committee was recommending
to approve the resolution and agreement re: Smart Growth
Multi-jurisdictional Plan with Walworth County.
)kETZ Committees
No Report
)lAll other recommendations.
None
)mComment and suggestions of citizens present.
None
Adjournment:
Supervisor Hummel made a motion to adjourn with a second from
Supervisor Fleming and the motion passed unanimously.
Chair Herman adjourned the meeting at 7:50 PM.
ATTEST: APPROVED:
______________________________ ______________________________
Colleen Endisch, Town Clerk
Marvin Herman, Town Chair