Special Joint Village Board Meeting with Village of Brooklyn and Towns of Dunn, Oregon and Rutland and the Oregon Area Fire/EMS District Commission

 

Wednesday, September 14, 2011

 

6:30 P.M.

 

1.      Call to order.  Village of Oregon President Steve Staton called the meeting to order.

 

2.      Roll Call held.  Present for the Town of Rutland were Supervisors Milt Sperle and Jim Lunde and Clerk Dawn George.  Supervisor Jeanette Walker arrived at 6:40 p.m.  Chairman Dale Beske was not present.  Supervisor Sperle called the Rutland Board meeting to order.

 

3.      DaneCom Intergovernmental Agreement for New Radio System – Discussion of Communities signing the agreement with Dane County (No Action – Just Discussion).  Most municipalities were leaning toward adopting the agreement but no action had been taken.

 

4.      Discussion and Possible Action re: Senior Center Budget (President Staton)

a)      Review of Draft 2012 Budget by Senior Center Director and Finance Director.  The Finance director advised that the Senior Center Director has cut the proposed budget by $30,000.  No actual 2012 Budget numbers were available but using the 2010 Census numbers (as opposed to the DOA estimates) showed that the Village of Oregon (56% to 59%) and the Village of Brooklyn (5.11% to 5.95%) shares had increased  while the shares for the other three municipalities had decreased.  Dunn-11.85% to 11.11%, Oregon – 20.96% to 18.34%, Rutland – 5.81% to 5.76%.  The Sr. Center Director is making changes to Adult Day Care programs and Case Management.  They have also started a new fund raiser – Market Day – with the Village of Oregon.  (Walker arrived.)

b)      Discussion of Municipalities’ 2012 Contributions (Town of Dunn’s Proposed 2012 Contribution will not be available until October).  Staton advised that the Village of Oregon intends to fully fund its commitment to their seniors; V. of Brooklyn has not made a decision;  Town Of Oregon intends to honor their commitment;  Rutland Clerk George advised that as had been indicated previously (email), the Town can not afford to increase our contribution because of low growth and zero levy limit increase, and that if one municipality received decrease in level of funding, (Rutland) deserves it too;  Dunn has not decided what to do.  Dunn Clerk Hasslinger felt that discussion about increased fund raising and reduced contribution for a reduced level of service could be an option.

 

c)      Discussion of Continuing/Eliminating Case Management in 2012. Oregon Senior Center Case Managers Carolyn Cross and Rachel Brickner spoke of the numerous services provided by Case Management.  Dunn intends to continue services to their seniors possibly through Dane Co. and the McFarland Senior Center.  The general consensus of those present is that Case Management is a much needed service and will continue to be.  Case Management costs account for about 25% of the annual senior center budget.   Walker (Rutland) inquired if the Senior Center had ever used a sliding scale approach for Day Care.  The response was negative and that between donations and county payment there has never been a need.  In response to a question, Director Koelsch indicated if the Town of Dunn chooses to go to a different option, the county may take the Town of Dunn portion of the $29,000 Case Management grant and pay it to McFarland or wherever they choose service.  Staton felt that the Village would honor their commitment, but that letting a municipality decrease their level of commitment and picking and choosing the services they received was not an option as the Village would be picking up more than their share.  Dunn pointed out that the spreadsheet of usage indicated that the Village of Oregon actually uses about 70% of the services, but only pays about 56%, resulting in a situation where the other municipalities are actually picking up costs that are the Village.  Dunn pointed out that all they wanted to do was to discuss the terms of the contract.   Another meeting to discuss the contract and percentages of use was discussed. Discussion on commitment for making financial contribution according to the contract by the municipalities to July 1, 2012. Consensus after discussion was that a 6-month commitment not an option as budgeting and grants are done on an annual basis.  Dunn proposed a revamp of the agreement whereby V. of Oregon would agreed to pay 70% and the rest of the budget is split by percentage of use among the remaining municipalities (similar to the City of Stoughton).  Walker reiterated that the Town of Rutland would commit to the current contract but no more.  Sperle reiterated that Rutland would honor their current commitment but not any extras.   Walker went on record that the Town of Rutland would like to see cost savings and efficiencies utilized and encourage participants who can afford it paying more. 

d)      Discussion of Preparing a New Agreement for 2012.  No action taken.

e)      Scheduling Next Joint Meeting Date in October for Review of Draft 2012 Agreement and 2012 Budget. No action taken.

 

5.      Discussion and Possible Action re: Oregon Area Fire/EMS District (Commission Chair

Donovan)

a)      Executing of General Obligation Promissory Notes for 2011 Refunding (Village will bring documents to sign – Town Chairs and Clerks need to be at the meeting to sign the agreements)   No motions needed as these have all been previously approved by the individual boards.  Rutland Clerk signed; Chairman will sign next week.

 

b)     Executing of Amendment to the 2011 Agreement (Village will bring documents to sign – Town Chairs and Clerks need to be at the meeting to sign the agreements)   No motions needed as these have all been previously approved by the individual boards.   Rutland Clerk signed; Chairman will sign. Chairman will sign next week.

 

c)      Discussion of Forming a Finance Committee to Guide/Oversee the District’s Financial/ Budget Issues.  All agreed a good idea.  Makeup could be some of the commission, but other members will be included that may have expertise in that area.  Will work through on next commission agenda.  Discussion held on audit.  The District currently has a full audit.  It appears that the main problem leading to the financial problems is under estimating the uncollectibles.  May need to take a closer look at financial strategy for future major purchases.

 

d)      Discussion and Possible Action re: Review Status of 2011 Proposed Budget Cuts by Fire Chief and Projected 2011 Deficit.  Flyers showing budget costs and cuts were distributed and reviewed.  With the loan receipts, special assessments and cuts, it appears that there will be a fund balance at the end of 2011.

 

e)      Discussion of Additional Recommended 2011/12 Budget Cuts.  The Fire Chief and commission are reviewing additional cuts, including labor.

 

f)       Discussion and Possible Action re: Use of Proposed $180,000 Loan by the District.

Main use will be to establish fund balance.  The level of the fund balance is still to be determined.  This issue must be watched carefully over the next few years to get the District fund balance to where it needs to be.  

 

g)      Discussion and Possible Action re: 2012 Budget including Establishment of a Capital Purchase/Improvement Fund, General Operating Fund Balance and Staffing of Ambulance Runs. (handout on staffing & standards distributed)  Consider delaying establishment of Capital Purchase for one-two years. 

 

h)      Discussion of setting October 10^th as the deadline for the Commission to forward the proposed budget to the Boards.  Everyone was okay with this. 

 

i)        Considering an agreement by all the municipalities to use the 2010 census numbers to calculate proportional shares of 2012 payment amounts to the District instead of the less accurate 2010 Department of Administration estimate.  Agreement that the numbers from two years prior continue to be used. (2010 for 2012 budgets). 

 

j)        Considering approval of Town of Dunn’s borrowing on behalf of the Oregon Area Fire/EMS District (District) and commitment by the Village and Towns to repay the Town of Dunn’s their proportional share of the debt under the District agreement. This discussion will include the decision of whether to use the 2011 budget or 2012 budget allocation percentage.  The municipalities will need to publish a resolution at a future meeting approving the payment of the loan payments with the payments dates set for January.  (Handout distributed but needs to be redone showing the actual principal and interest payments ) The note would be at 3.65%.  Rutland total payments would be 2012-2015 - $2158.23; 2016 - $2157.84.  Payments would be made from municipality to municipality.  Cathie Hasslinger (Dunn Clerk) will prepare a sample resolution.                                            

k)      Considering approval for the Town of Dunn to take out the loan of behalf of District.  Rutland action:  Sperle moved, Walker seconded, to approve the Town of Dunn taking out a loan on behalf of the District, and further to authorize the Town Chairman and Clerk to sign; motion carried 3-0.

 

6.      Adjournment of Rutland Board on motion and second by Sperle and Walker; motion carried 3-0.

 

Respectfully Submitted,

Dawn George, Clerk