VILLAGE OF MARSHALL BOARD MEETING MINUTES APRIL 17 ...

VILLAGE OF MARSHALL
BOARD MEETING MINUTES
APRIL 17, 2012
President Hensler called the Special Village Board meeting to order at 6:00 p.m. Roll Call: Arnold,
Cripps, Lowrey, Raasch, Shepler and Hensler were present. Diedrick was absent. Recognize
Others Present: Baker Tilly – Heather Acker, Bethany Ryers and John Andres, Tyler Lamb-Courier
and Sue Peck-Clerk/Treasurer.
1. The board welcomed newly elected board member Christopher Raasch. Mr. Raasch was
elected to serve a 3-year term as Village Trustee. Trustee Chad Diedrick was also re-elected
for 3-year term.
2. Board, committee & commission appointments for 2012-2013. A motion was made by
Lowrey and seconded by Cripps to approve the 2012-2013 board, committee &
commission appointments as follows:
� FINANCE & OVERSIGHT: Chairperson Hensler, Shepler, Arnold
� PARKS & RECREATION COMMITTEE: Chairperson Hensler, Diedrick, Cripps
Citizens: Term expires 4/16/13: Jeff Stransky; Term expires 4/15/14: Steve Tweed, Barbara Arnold;
Term expires 4/21/15: Erik Lemke
� PLANNING: Village President/Chairperson Hensler; Board members Approved by 2/3 of Village
Board – Arnold & Shepler; (Alternate board member – Raasch)
Citizens: Term expires 4/16/13: Vickie Vick-Peck; Term expires 4/15/14: Beth Krebs; Term expires
4/21/15: Wayne Kiefer; (1 vacancy).
� BOARD OF APPEALS: Board’s Chairperson: Marlin E. Hensler Jr.; Terms expire 4/16/13: Keith
Gardenier, Dennis Kindschi, Wayne Kiefer, Marlin E. Hensler III, Alternate: Bill Blaschka
� LIBRARY BOARD: Appointments effective 5-2-12
Term expires 4/30/13: Village Board Representative- Joanne Cripps, (alternate: Chris Raasch)
Term expires 4/30/13: Marshall School District Administrator’s representative – Bonnie Clayton
Term expires 4/30/13: Jami Collins, Mary Riley;
Term expires 4/30/14 Phillip Braithwaite
Term expires 4/30/15: Judy Hayden-Gardenier, Joe Freidel
� COMMUNITY CENTER LIASION: Matt Hendricks
� BOARD OF REVIEW: 1.) M. Hensler 2). S. Peck 3.) J Cripps 4.) S Arnold 5.) J Lowrey
� COMMUNITY DEVELOPMENT AUTHORITY:
Village Board members: Chad Diedrick– term expires 4/2012, Marlin E Hensler Jr. – term expires 4/2013
Term expires 4/16/13: Harold Johnson; Term expires 4/15/14: Brandon Donkersgoed, Steve Tweed
Term expires 4/21/15: Rose Molz, 1 (vacancy).
� BUILDING, PLUMBING, ELECTRICAL, ENERGY, EROSION & ZONING INSPECTOR: Independent
Inspections - Waukesha, (as contracted)
� CLERK/TREASURER: Sue Peck (as appointed)
� DEPUTY CLERK/TREASURER: Corinne Elliott (as appointed)
� VILLAGE CLERK ADMINISTRATIVE ASSISTANT: Mr. Shawn Korth (appointed)
� POLICE DEPARTMENT ADMINISTRATIVE ASSISTANT: Deanna Chadwick (appointed)
� POLICE CHIEF & CIVIL DEFENSE DIRECTOR: Lee Hellenbrand (as appointed)
� COMMUNITY/LIASION OFFICER: Mr. Dan Schuster
� POLICE PATROL OFFICERS: Mr. Scott Bauman, Mr. Dan Schuster, Mr. Eli Bauer-Leffler, Ms. Katelyn
Fleischauer, Mr. Jacob Bauer, Mr. Mitchell Houk
� MUNICIPAL JUDGE: Mr. Gerald Canon elected - term expires 4/30/2015
� CLERK OF COURTS: Mr. Shawn Korth (appointed by Municipal Judge)
� DEPUTY CLERK OF COURTS: Mrs. Deanna Chadwick (appointed by Municipal Judge)
� MUNICIPAL PROSECUTING ATTORNEY: Ms. Lori Lubinsky – Axley Brynelson
� WEED COMMISSIONER & FORRESTER: Mr. Doug Millin

Village of Marshall
Board meeting minutes April 17, 2012
Page | 2
� UTILITY SUPERINTENDENT: Dean Gerber (as appointed)
� WATER - WASTEWATER OPERATORS: (appointed positions) Michael Schlimgen, Brent Mosher, Mike
Scheel
� STREET DEPARTMENT FOREMAN: Doug Millin (as appointed)
� STREET DEPARTMENT EMPLOYEES: Fred Warren, Mike Scheel
� ASSESSOR: Landretti & Company LLC (Dominic Landretti)
� PARKS & RECREATION DIRECTOR & MARSHALL SENIOR REPRESENTATIVE: Matt Hendricks (as
appointed)
� EMS & PUBLIC SAFETY BUILDING REPRESENTATIVE: Jeff Lowrey - (alternate: Marlin E. Hensler
Jr.)
� MARSHALL AREA BUSINESS ASSOCIATION REPRESENTATIVE: Deanna Chadwick
� LIBRARY DIRECTOR (Appointed by Library Board): Diana Skalitzky
� LIBRARIAN ASSISTANTS (appointed by Library Director): Joanne Mackey, Marian Barth, Marilyn
Osterlie, Laura Rose
� ATTORNEY & ENGINEER REPRESENTATIVE: Village President Hensler
� VILLAGE ATTORNEY: Mr. Allen Reuter - Reuter, Whitish & Evans
� VILLAGE ENGINEER: Town & Country Engineering, Inc., Warren Myers
Roll call votes carried 6-0, Diedrick was absent.
3. Pay request #7, Miron Construction, $32,948.63 for the Well #3 project. A motion was made
by Arnold and second by Lowrey to approve a pay request for Miron Construction in the
amount of $32,948.63 for the Well #3 project. Roll call votes carried 6-0.
4. A League of Wisconsin Municipalities workshop for new Municipal Officials will be held on May 11,
2012 in Madison.
5. Notice was received for the 2012 annual League of Wisconsin Municipalities Regional Dinner
Meetings.
6. Presentation of 2011 audit reports, Baker Tilly-Virchow Krause.
Heather Acker was present to discuss the recent audit reports their firm completed. Ms. Acker
audits the general funds of the Village. She noted that the Village received an unqualified financial
statement at the highest rating possible. She covered new terminology that is being used in
financial reporting such as non-spendable, assigned, and unassigned funds. A five year trend
highlighting the Village’s financial statement was presented. Ms. Acker said the Village’s
unreserved fund balances show we have a lot of stability. The Government Finance Officers
Association (GFOA) recommends a two month reserve and we have a six month reserve which is
very good. The Village’s debt limit is 5% of the Village’s equalized value. Our debt is at 50% of the
equalized value, and that is good number with an active TIF district being included. Total debt
service of principal and interest payments compared to all expenditures. Generally it is
recommended around 20%. We are around 18.33% for 2011. Ms. Acker informed the board that in
the internal controls document most of it is required communications.
Water & Sewer Utility. John Andres and Bethany Ryers were present to discuss the water and
sewer utility financial statements. Mr. Andres said the utility had a fairly stable year in 2011. The
utility is in the business of selling water to customers and the collection of wastewater and treating
it. He recommended a monthly comparison of gallons pumped versus billed to see if there is a
problem. It was found in 2011 that two commercial properties tampered with the meters and had to
be back billed.

Village of Marshall
Board meeting minutes April 17, 2012
Page | 3
The Utility has some general obligation debt but also has revenue bond debt. The revenue debt is
important to know. The Water Utility Bond covenants require the earnings from the system be
greater than 1.25 times the revenue bond annual debt service based on the bond year. In 2011 we
were at 1.72 times, which means we are a solid investment for bond holders.
The Sewer Utility is to have a 1.10 times debt coverage. The sewer utility was at 1.12 for debt
coverage. The sewer rates weren’t raise in 2011. The help was a connection fee from Kwik Trip
and the change in the replacement account deposit. There was a policy change that we would
change to an alternative method allowable by the DNR for putting funds in the replacement
account. These were onetime items. We raised rates 9% in 2012 to meet the debt coverage
requirements going forward.
Rate of Return is a key indicator of financial results in a regulated utility like our water utility. Any
growth in plant requires that rates cover the cost of providing service or the utility will weaken
financially in the long run. In 2012 a water increase was requested. The increase was needed for
the costs associated with the new well #3. Those costs will be seen in 2012 and had not impacted
the 2011 financials.
Unrestricted funds on hand. A utility should maintain funds to cover its operations in a normal
business operation cycle (ie. Quarterly, monthly) plus a contingency. In addition, utilities should
have available an amount equal to one year’s capital improvements. These funding levels facilitate
budgeting since there will be less concern for business cycle fluctuations. The utility has
historically had ample cash reserves for operations. In addition, funds have been set aside as
restricted for capital improvements. They want us to have 3 months for a quarter of a year on
hand. We would need about $100,000/month and we have just about $400,000.00 in reserve. We
are in a stable situation.
For a utility we put a lot of money underground. How much can we borrow/debt and how much
equity we should have are all considered. In the water Utility we have 90% equity. If we have
more than 50% in equity and less than 50% for debt we are doing well. Sewer also doing well
with a 63% equity. We have been in a stable position. The board has been good about balancing
costs of what they can afford.
Adjournment
Having no further business a motion was made by Cripps and second by Shepler to adjourn at
6:44 p.m. Motion carried unanimously.
Respectfully submitted,
Sue Peck
Clerk/Treasurer
Board approved: May 1, 2012