AGENDA of the Executive Committee of the Capital Area ...€¦ · Mr. Steinhoff reviewed the resolution, the preliminary 2021 budget, and a budget scenario showing a 2.5% levy reduction

NOTE: If you need an interpreter, translator, materials in alternate formats or other accommodations to access this service, activity or program, please call the phone number below at least three business days prior to the meeting. NOTA: Si necesita un intérprete, un traductor, materiales en formatos alternativos u otros arreglos para acceder a este servicio, actividad o programa, comuníquese al número de teléfono que figura a continuación tres días hábiles como mínimo antes de la reunión. LUS CIM: Yog hais tias koj xav tau ib tug neeg txhais lus, ib tug neeg txhais ntawv, cov ntawv ua lwm hom ntawv los sis lwm cov kev pab kom siv tau cov kev pab, cov kev ua ub no (activity) los sis qhov kev pab cuam, thov hu rau tus xov tooj hauv qab yam tsawg peb hnub ua hauj lwm ua ntej yuav tuaj sib tham.

CARPC staff 608-474-6017 s TDD 608-266-4529

AGENDA of the Executive Committee

of the Capital Area Regional Planning Commission

July 6, 2020 at 6:00 p.m.

Participation Information

Due to the COVID-19 pandemic, this meeting will take place virtually via Zoom. You may participate in the meeting from your computer, tablet, smartphone, or telephone by registering at https://us02web.zoom.us/meeting/register/tZIucemvqzIiGdVOw3rI-XWtnBo6RxcFTPgN . Registrants will receive an email with details on how to join the meeting. If you do not have Internet access, call Linda Firestone at 608-358-6057 to register.

Public comment may also be sent, at least 24 hours prior to the meeting, to Linda Firestone at [email protected]. RPC Meeting Policies and Deadlines Registering and Speaking at RPC Public Hearings and Meetings: Persons wishing to speak must register and give the registration form to the meeting recorder before the corresponding “Public Comment…” or Public Hearing item is taken up. Oral comments will not be heard for individual agenda items not designated for public hearing, but will be heard under the “Public Comment…” agenda item. The time limit for testimony by each registrant will be 3 minutes, unless additional time is granted at the discretion of the Chair. However, for public hearings on USA/LSA amendments, applicants are granted a maximum of 15 minutes to testify, and other groups of registrants may pool their time of 3 minutes each up to a maximum of 15 minutes. Commissioners may direct questions to speakers. The RPC may alter the order of the agenda items at the meeting.

Deadlines for Written Communications: Written communications intended to be provided to the Commission and considered as part of the information package for a public hearing or agenda item should be received in the RPC office no later than noon, 7 days prior to the meeting. Written communications received after this deadline will be reported and provided to the Commission at the meeting.

RPC Action Scheduling: If significant controversy or unresolved issues are raised at the public hearing, the RPC will usually defer or postpone action to a future meeting. RPC Quorum may be Present: RPC Commissioners who are not members of the Executive Committee may attend Executive Committee meetings which may constitute a quorum of the RPC. MISSION: Strengthen the region by engaging communities through planning, collaboration and assistance. VISION: A region where communities create exceptional quality of life for all by working together to solve regional challenges. 1. Roll Call

2. Approval of Minutes of the June 8, 2020 Executive Committee Meeting (actionable item)

3. Public Comment

4. Approval of Annual Agreement to Provide Water Quality Management Planning Assistance to the Wisconsin Department of Natural Resources (actionable item)

5. Adoption of Revisions to the CARPC Internal Controls Procedures (actionable item)

6. Discussion of Dane County Retirement Enhancement Program

7. Approval of July 2020 Disbursements and Treasurer's Report for June 2020 (actionable item)

8. Discussion of Potential Additional Branding Services

9. Future Agenda Items (Next meeting is August 10, 2020, location: TBD)

10. Adjournment

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https://us02web.zoom.us/meeting/register/tZIucemvqzIiGdVOw3rI-XWtnBo6RxcFTPgN

mailto:[email protected]

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DRAFT MINUTES of the Executive Committee

of the Capital Area Regional Planning Commission

June 8, 2020 at 6:00 p.m. (Virtual Zoom Meeting)

Commissioners Present: Maureen Crombie, Mark Geller, Kris Hampton, Larry Palm (Chair), David Pfeiffer, Peter McKeever (arrived 6:05pm)

Commissioners Absent: None

Staff Present: Linda Firestone, Mike Rupiper, Steve Steinhoff Others Present: None 1. Roll Call

Chair Palm called the meeting to order at 6:02pm. Quorum was established.

2. Public Comment

No members of the public attended the meeting.

3. Adoption of Minutes of the May 11, 2020 Executive Committee Meeting (actionable item)

Mr. Geller moved to recommend adoption of the minutes of the May 11, 2020 Executive Committee meeting; Mr. Hampton seconded. The motion passed on a voice vote.

4. Review of CARPC Banking Deposits

Ms. Firestone reviewed the actions that staff would like to take to ensure that all funds are insured.

5. Discussion of Options for CARPC Health Savings Retirement Programs

Ms. Firestone reviewed the current CARPC retirement payout options and her recommendation that CARPC contract with Precision Retirement, which is the company that Dane County and City of Madison uses. Commissioners agreed with the recommendation, so an action item will be presented during the July meeting to formally approve an agreement with Precision Retirement.

6. Review of CARPC Resolution 2020-08: Approval of CARPC Preliminary 2021 Budget and Levy Charge

Mr. Steinhoff reviewed the resolution, the preliminary 2021 budget, and a budget scenario showing a 2.5% levy reduction. The preliminary CARPC 2021 budget shows no change to the levy charge from 2020. The 2.5% levy reduction scenario was drafted to be consistent with Dane County Executive’s guidelines. There was discussion regarding the wording of the resolution. Revisions were made to clarify intent. The revised resolution will be shared with Commissioners for possible introduction as a substitute resolution during the CARPC meeting.

7. Discussion of Potential CARPC Roles in Assisting with Filling Commission Vacancies

Chair Palm stated that a strong job description of what a Commissioner does was needed. This job description, along with Commission vacancies, should be placed on the CARPC website. Items on the job description should include time commitment. There was also discussion on the manner in which CARPC would advocate for a Commissioner vacancy and how candidates would be identified and located. The Commission should represent the diversity of the region’s population. Local sanitary districts are involved in advertising for their open positions and then point qualified candidates to the appropriate appointing authorities. CARPC needs to do a better job of getting women and people of color. Commissioners agreed that CARPC should be more proactive and do a better job of describing CARPC’s role in the region.

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8. Approval of a Transition Plan for Sarah Fuller from Environmental Resources Planner to Environmental Engineer (actionable item) Mr. Pfeiffer moved to approve the transition plan for Sarah Fuller; Mr. Geller seconded.

A discussion ensued regarding Ms. Fuller’s experience level once the development plan has been completed.

The motion passed on a voice vote.

9. Approval of Changes to CARPC Personnel Policies (actionable item) Mr. Hampton moved to approve the changes to the CARPC personnel policies; Ms. Crombie seconded. The motion passed on a voice vote.

10. Approval of June 2020 Disbursements and Treasurer’s Report for May 2020 (actionable item) Mr. Geller moved to approve the June 2020 disbursements and the Treasurer’s report for May 2020; Ms. Crombie seconded. A request was made to be consistent when showing software expenses instead of showing staff names for some software and not showing names for other software. The motion passed on a voice vote.

11. Future Agenda Items (Next meeting is July 6, 2020, location TBD)

There will be breakout groups during the Thursday CARPC meeting.

12. Adjournment

Mr. Hampton moved to adjourn; Ms. Crombie seconded. The motion passed on a voice vote. The meeting adjourned at 721pm.

Minutes taken by Linda Firestone and reviewed by CARPC staff Respectfully Submitted: ________________________________________ Kris Hampton, Secretary

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CARPC EXECUTIVE COMMITTEE AGENDA COVER SHEET July 6, 2020 Item 4 Re: Approval of Annual Agreement to Provide Water Quality Management Planning Assistance

to the Wisconsin Department of Natural Resources (actionable item)

Requested Action:

Motion for Approval of Annual Agreement to Provide Water Quality Management Planning Assistance to the Wisconsin Department of Natural Resources

Background: The Regional Planning Commission enters into an agreement with the Wisconsin Department of Natural Resources on an annual basis to provide water quality management planning assistance to the Department. This agreement is for the 12-month period from January – December 2020. Under the agreement CARPC provides services for the water quality planning program, including assistance with water quality plan updates, plan amendments, other planning services, and water quality plan consistency reviews. This agreement designates $83,000 in state FY20 general purpose revenue funds. WDNR expects to amend the agreement to provide an additional $11,400 in federal 604B funds when they become available later this year for a total contract amount of $94,400. Exhibit A (Federal Administrative Conditions) applies to the federal award portion of the grant and will be provided as part of that addendum. The Federal Administrative Conditions from 2019 are attached as an example of the expected language.

Options, Analysis, Recommendation: The work to be conducted under the agreement is consistent with the 2020 work program and adds an additional $2,600 in revenue above what was budgeted (an additional $14,000 with the expected amendment). Staff Recommendation: Approve the agreement

Attachments:

1. 2020 Agreement between Wisconsin Department of Natural Resources and the Capital Area Regional Planning Commission

2. Federal Administrative Conditions from 2019

Staff Contact:

Mike Rupiper Deputy Agency Director [email protected] 608-474-6016

Next Steps:

Executive Chair and Secretary Sign the Agreement

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1

AGREEMENT BETWEEN

WISCONSIN DEPARTMENT OF NATURAL RESOURCES AND

THE CAPITAL AREA REGIONAL PLANNING COMMISSION

THIS AGREEMENT is entered into by and between the State of Wisconsin Department of Natural

Resources (Department) and the Capital Area Regional Planning Commission (CARPC) (Grantee) for

the purpose of providing water quality management planning assistance to the Department.

FOR AND IN CONSIDERATION of the terms and conditions contained in this Grant Agreement, the

above-named parties agree:

1. PERIOD OF AGREEMENT: This grant agreement shall commence upon its signing by both

parties and continue until December 31, 2020, during which period all performance as described

in this grant agreement shall be fully completed to the satisfaction of the Department. Grantee

may claim eligible costs for reimbursement for work conducted between January 1, 2020 and the

end of the grant agreement.

2. CANCELLATION: The Department reserves the right to cancel this grant agreement in whole

or in part, without penalty, due to nonappropriation of funds or for failure of the Grantee to

comply with terms, conditions, and specifications of this grant agreement.

3. ENTIRE AGREEMENT; AMENDMENTS: This grant agreement, together with the

specifications in the bid request (if any) and referenced parts and attachments, shall constitute the

entire grant agreement and previous communications or agreements pertaining to the subject

matter of this grant agreement are hereby superseded. Any grant agreement revisions, including

cost adjustments and time extensions, may be made only by a written amendment to this grant

agreement, signed by both parties prior to the ending date of this grant agreement.

4. ASSIGNMENT SUBCONTRACTS: Neither this grant agreement nor any right or duty in whole

or in part by the Grantee under this grant agreement may be assigned, delegated or subcontracted

without the written consent of the Department. If upon the written consent of the Department

this grant agreement or any right or duty in whole or in part is assigned, the Assignee(s) shall

expressly agree to assume and perform all relevant obligations expressed under the terms of this

grant agreement and be bound by the terms and conditions of this grant agreement. Assignment

in whole or in part of this grant agreement does not absolve the Grantee of any liability or

obligation expressed and agreed to hereunder.

5. DESCRIPTION OF WORK: The Grantee agrees to perform the following services to the

satisfaction of the Department:

A. See Attached December 16, 2019 Capital Area Regional Planning Commission

(CARPC) transmittal letter “CARPC WQMP Work Program Jan.1, 2020 – Dec. 31,

2020” and amended additional funding budget request transmittal letter dated April 10,

2020.

B. Reports:

1) Provide quarterly reports to the Department in April, July, October, and January

describing all applicable work activities completed or in progress, activities anticipated

during the next quarter, and any problems/issues that could affect completing this work

on time. Quarterly reports should be a one or two page report, providing the following

DocuSign Envelope ID: 3A591FF3-9670-4BA4-A201-52B50C0CD0A5

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2

information:

a) Project Goals

b) Progress this Quarter

c) Activities Planned for Next Quarter

d) Problems/Issues (including any that could affect completing the project on

time)

2) Prepare and submit to the Department within 60 days after the end of the agreement

a final report describing all work activities. This report shall be subject to review

and approval by the Department of Natural Resources.

6. AGENCY CONTACTS: All communications regarding this grant agreement will be made

through the designated agency contacts. The designated contacts are:

Grantee - Larry Palm, Chair

Capital Area Regional Planning Commission

City County Building, Room 362

210 Martin Luther King Jr. Blvd.

Madison, WI 53703-3350

Department - Ruth Person

Wisconsin Department of Natural Resources

Bureau of Water Quality – WY/3

101 S. Webster Street, P.O. Box 7921


7. TERMINATION:

A. This grant agreement may be terminated in whole, or in part, in writing by the

Department in the event of substantial failure of the Grantee to fulfill its obligation under

this grant agreement, provided, that the Department shall give the Grantee not less than

thirty (30) days written notice (delivered by certified mail, return receipt requested) of

intent to terminate and an opportunity for consultation prior to termination.

B. If termination is effected by the Department, an equitable adjustment in the price

provided for in this grant agreement shall be made. Any payment due to the Grantee at

the time of termination may be adjusted to the extent of any additional costs occasioned

to the Department by reason of the Grantee’s default. The equitable adjustment for any

termination shall provide for payment to the Grantee for services rendered and expenses

incurred prior to the termination, in addition to termination settlement costs reasonably

incurred by the Grantee relating to commitments which had become firm prior to the

termination.

C. Upon receipt of a termination action pursuant to paragraph A above, the Grantee shall

(1) promptly discontinue all services affected (unless the notice directs otherwise); (2)

terminate all subcontracts to the extent that they relate to the performance of work

terminated by the Department, and (3) deliver or otherwise make available to the

Department, all data, reports, estimates, summaries, and such other information and

materials as may have been accumulated by the Grantee in performing this grant

agreement, whether completed or in process.


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3

D. Upon termination pursuant to paragraph A above, the Department may take over the

work and prosecute the same to completion by agreement with another party or otherwise

and the Grantee is liable for any excess costs for such similar work or services.

E. The rights and remedies of the Department and the Grantee provided in this clause are in

addition to any other rights and remedies provided by law or under this grant agreement.

8. PAYMENT: The Department agrees to reimburse the Grantee up to $83,000 in state FY20

general purpose revenue funds (state identification #370.604) to be earned by Dec. 31, 2020, for

an agreement total of $83,000.

Billings by the Grantee shall be made on a quarterly itemized basis for the actual net costs

incurred for review and acceptance. Invoices should be sent electronically to

[email protected] and in paper form to:

Ryan Raab, Budget Coordinator

Department of Natural Resources

Bureau of Water Quality - WY/3

P.O. Box 7921


Final invoices must be submitted within 60 days after the end of the grant agreement. If the final

report as identified in 5, B above does not accompany the final billing, the Department may

withhold 10% of the total dollars of this grant agreement until the final report is received,

reviewed and approved by the Department.

9. RECORDS; ACCESS: The Grantee shall, for a period of three (3) years after completion and

acceptance by the Department, maintain books, records, documents, and other evidence directly

pertinent to performance on work under this grant agreement in accordance with generally

accepted accounting principles and practices. The Grantee shall also maintain the financial

information and data used in the preparation or support of the cost submission in effect on the

date of execution of this grant agreement and a copy of the cost summary submitted to the

Department. The Department or any of its duly authorized representatives shall have access to

such books, records, documents, and other evidence for the purpose of inspection, audit, and

copying. The Grantee shall provide proper facilities for such access and inspection. In addition,

those records which relate to any dispute, appeal or litigation, or the settlement of claims arising

out of such dispute, performance, or costs or items to which an audit exception has been taken,

shall be maintained and made available until three years after the date of resolution of such

dispute, appeal, litigation, claim or exception.

10. INDEPENDENT CONTRACTOR: The Grantee is an Independent Contractor for all purposes

and is not an employee or agent of the Department.

11. INDEMNIFICATION. The Grantee agrees to save, keep harmless, defend and indemnify the

State of Wisconsin, Department of Natural Resources and all its officers, employees and agents,

against any and all liability, claims and costs of whatever kind and nature, for injury to or death

of any person or persons, and for loss or damage to any property (state or other) occurring in

connection with or in any way incident to or arising out of the occupancy, use, service, operation

or performance of work in connection with this grant agreement or omissions of Grantee's

employees, agents or representatives.


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4

12. INSURANCE. The Grantee performing services for the State of Wisconsin shall:

A. Maintain worker's compensation insurance for all employees engaged in the work.

B. Maintain commercial liability and property damage insurance against any claim(s) which

might occur in carrying out this agreement/contract. Minimum coverage shall be one

million dollars ($1,000,000) liability for bodily injury and property damage including

products liability and completed operations. Provide motor vehicle insurance for all

owned, non-owned and hired vehicles that are used in carrying out the agreement.

Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined

single limit for automobile liability and property damage.

C. Provide an insurance certificate indicating this coverage, countersigned by an insurer

licensed to do business in Wisconsin, covering the period of the agreement/contract. The

insurance certificate is required to be presented prior to the issuance of the purchase

order or before commencement of the agreement.

D. The state reserves the right to require higher or lower limits where warranted.

13. NONDISCRIMINATION: In connection with the performance of work under this grant

agreement, the Grantee agrees not to discriminate against any employee or applicant for

employment because of age, race, religion, color, handicap, sex, physical condition,

developmental disability as defined in section 51.01(5), Wis. Stats., sexual orientation or national

origin. This provision shall include, but not be limited to, the following: employment,

upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination;

rates of pay or other forms of compensation; and selection for training, including apprenticeship.

Except with respect to sexual orientation, the Grantee further agrees to take affirmative action to

ensure equal employment opportunities. The Grantee agrees to post in conspicuous places,

available for employees and applicants for employment, notices to be provided by the

Department setting forth the provisions of this nondiscrimination clause. Failure to comply with

the conditions of this clause may result in the Grantee being declared an "ineligible" Grantee,

termination of the grant agreement or withholding of payment.

14. AFFIRMATIVE ACTION: If this grant agreement is for an amount fifty thousand dollars

($50,000) or more the Grantee agrees to submit a written affirmative action plan to the

Department within 15 business days after the grant agreement commences if an acceptable plan

is not already on file with the State of Wisconsin. (Grantees with an annual work force of fewer

than 50 employees are exempted from this requirement.) Failure to comply with the conditions of

this clause may result in the Grantee being declared an "ineligible" grantee, termination of the

grant agreement or withholding of payment.

15. FUNDING SOURCE: This grant agreement is funded in part or wholly by a grant from the U.S.

Environmental Protection Agency, CFDA #66.454. This procurement will be subject to

regulations contained in 2 CFR 200.338 & 200.339 (formerly 40 CFR Parts 31 and 40 and OMB

Circular 133). Neither the United States nor the Environmental Protection Agency is party to this

agreement.

16. APPLICABLE LAW: This grant agreement shall be governed by the laws of the State of


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5

Wisconsin. The Grantee shall at all times comply with all federal, state, and local laws,

ordinances, and regulations in effect during the period of this grant agreement.

17. ANTITRUST ASSIGNMENT. The Grantee and the Department recognize that in actual

economic practice, overcharges resulting from antitrust violations are in fact usually borne by the

Department. Therefore, the Grantee hereby assigns to the Department any and all claims for

such overcharges as to goods, materials or services purchased in connection with this agreement.

18. TAX DELINQUENCY. Grantees who have a delinquent Wisconsin tax liability may have their

payments offset by the State of Wisconsin.

19. ADDENDUM: Additional conditions are attached as Exhibit A, as part of the Water Quality

Management Planning grant, that is funding this award (will be sent once received). It is the

responsibility of the grantee to determine which if any of the Federal Administrative Conditions

in Exhibit A may be relevant to the grantee or their sub awards, and to apply them accordingly.

Safer at Home Exhibit is attached as Exhibit B.

The undersigned, as representatives of their respective agencies, hereto agree to this grant

agreement.

STATE OF WISCONSIN

DEPARTMENT OF NATURAL RESOURCES

Date _________________ By _____________________________

Preston D. Cole, Secretary

CAPITAL AREA REGIONAL PLANNING

COMMISSION

Date __________________ By _____________________________

Larry Palm, Chair

Date __________________ By ______________________________

Kris Hampton, Secretary


5/18/2020 | 2:21 PM CDT

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EXHIBIT B

WISCONSIN DEPARTMENT OF NATURAL RESOURCES

SAFER AT HOME EXHIBIT

WHEREAS, on March 24, 2020, Wisconsin Department of Health Services Secretary-Designee Palm

issued Emergency Order #12, Safer At Home (Order); and

WHEREAS, the Order requires persons to stay at their place of residence unless leaving the home to

engage in: a. Essential Activities (defined in section 11 of the Order); b. Essential Governmental

Functions (defined in section 12 of the Order); c. To operate Essential Businesses and Operations (defined

in section 13 of the Order); d. To perform non-essential Minimum Basic Operations (defined in section 14

of the Order); e. Essential Travel (defined in section 15 of the Order); or f. Special Situations (defined in

sections 8, 9, and 10 of the Order); and

WHEREAS, the Order is in effect until April 24, 2020, and is subject to modification by Secretary-

Designee Palm (Term of the Order); and

WHEREAS, under the Agreement the Recipient is obligated to perform during the Term of the Order;

NOW THEREFORE, the parties hereby modify the Agreement as follows:

1. MODIFICATION OF AGREEMENT (select one):

A. The Recipient has reviewed the Agreement and believes that its contractual obligations

during the Term of the Order can be met without modification, either because any work

necessary under the Agreement, if any, can be performed in a manner consistent with the

Order, or because the work to be performed is allowed under the terms of the Order. The

Recipient will communicate any unforeseen delays to the point of contact designated in the

Agreement, if any, or such other WDNR staff person that they have communicated with

regarding issues related to the Agreement as soon as practicable.

B. The Recipient has reviewed the Exhibit and believes that its contractual obligations during

the Term of the Order will be materially impacted. The Recipient shall attach to this Exhibit a

list of all terms of the Agreement that are so impacted, a projected schedule for the

completion of its contractual obligations if unable, or, if unable to provide such a projection

at this time for any reason, a statement of the impacted terms of the Agreement and the

reasons why the contractual obligations cannot be met (List). WDNR’s acceptance of the

Recipient’s List will be acknowledged by return of this signed Agreement with a copy of the

List attached and initialed by the WDNR’s authorized representative. The Recipient will

communicate any further or unforeseen delays to the point of contact designated in the

Agreement, if any, or such other WDNR staff person that they have communicated with

regarding issues related to the Agreement as soon as practicable.

2. CONSIDERATION. In consideration for the acceptance by the WDNR of any delays in the completion

of Recipient’s obligations under the terms of the Agreement, the WDNR shall not be obligated to make

any payments to the Recipient for obligations under the Agreement that have not yet been met, unless pre-

payment is required under the terms of the Agreement. The WDNR will identify any contractual


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EXHIBIT B

obligations that it will be delayed in meeting, including any pre-payment obligations, if any (WDNR’s

List), and return the WDNR’s List to the Recipient with a signed copy of this Addendum.

3. OBJECTION. Recipient’s objection of the WDNR’s List shall be made within five (5) business days of

receipt to WDNR’s authorized representative, or shall be deemed accepted. In the event that Recipient’s

objections to the WDNR’s List are not resolved to the mutual satisfaction of both parties, this Addendum

shall be deemed null and void.

4. TRANSMISSION. This Addendum, and all communications related hereto, shall be exchanged via

electronic mail. Electronic versions or renditions of signatures shall be treated as originals.


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CARPC EXECUTIVE COMMITTEE AGENDA COVER SHEET July 6, 2020 Item 5 Re: Adoption of Revisions to the CARPC Internal Controls Procedures (actionable item)

Requested Action: Adoption of the revisions

Background:

CARPC adopted internal control procedures on 7/12/2007, and revised them on 8/23/07, 11/13/08, 4/14/16, and 2/13/20. These internal control procedures are reviewed during our annual financial audit every year and we are asked if they have been reviewed and are current.

Options, Analysis, Recommendation:

Revisions include: 1. Revisions to paragraph 5 (electronic transfer of funds). 2. Minor change to paragraph 13.b. (review of an AP invoice) 3. Revision to paragraph 14.b. (adding permission to deposit checks via mobile app). 4. Revisions to Section B. to change singular pronouns to neutral pronouns. 5. Addition of paragraph to Section B.1. regarding authorized agents for CARPC’s Local

Government Investment Pool account. 6. Revision to paragraph B.2.k. to add the phrase “and overdue fines” to the end of the sentence. 7. Addition of paragraph B.2.l. stating “Acts as the primary contact for the LGIP.” 8. Addition of Section D. Local Government Investment Pool (LGIP). Staff Recommendation: Adopt all proposed revisions.

Materials Presented on Item:

1. Draft Revised CARPC Internal Control Procedures

Staff Contact:

Linda Firestone Administrative Services Manager [email protected] 608-474-6017

Next Steps:

Once adopted, send revised internal control procedures to SWWDB.

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CARPC Internal Control Procedures As adopted 7/12/07, and amended 8/23/07, 1/24/08, 11/13/08, 04/14/16, and 02/13/20, and 07/09/20

Throughout this document, if there is no Executive Director (or in the absence of the Executive Director), the Agency Director shall assume all responsibilities of the Executive Director. The Agency Director may designate the Deputy Agency Director to assume any of the Agency Director’s responsibilities. The Deputy Agency Director may assume the Executive Director responsibilities in the event that the Agency Director is unable to assume them. Initialing and dating a document shall constitute approval by the Executive Director. Background The following internal control activities are meant to maintain efficient Commission operations while protecting its assets and ensuring a reliable and accurate accounting of its financial activities. These processes should be monitored and evaluated on a continual basis so that the Commission and its auditors are satisfied that effective internal controls are in place. In addition to pursuing these activities, the Commission understands the importance of establishing a sound control environment, which promotes an ethical and competent workplace in which all employees are encouraged to identify control inefficiencies or weakness and report to management or the Commission Chair. A. Internal Control Activities

1. Whenever possible, Commission staff should involve two or more employees in a single transaction or related transactions in order to provide a “check” on employee activities.

2. All incoming revenue will be in the form of cash or checks, except for payments by the State of Wisconsin, which may be made by ACH deposits directly into CARPC’s checking account.

3. All invoices and pre-printed receipts will be in sequential order, and a hard copy of each will be kept on file.

4. All Commission purchases will be made by check or credit card. Under special circumstances, payment of accounts payable invoices may be made through an online payment system, such as PayPal, with prior approval of the Executive Director.

5. Electronic transfer of funds out of CARPC’s checking account may be made only for payments: (a) of federal and state taxes and invoices; (b) to Wisconsin Retirement System (WRS) retirement accounts; (c) of mid-month balances of the CARPC credit card in order to zero out the balances; (d) of fees for payroll processing; (e) to employees’ deferred compensation accounts through Great West Retirement; and (f) of employee payroll. Additional payees may be added to this list with prior approval of the Executive Director.

6. All checks will be printed in sequential order, and all voided checks will be recorded.

7. A third-party accounting firm will be hired to perform the majority of accounting functions, including, without limitation, payment of AP invoices, acting as the liaison between the CARPC and the third-party payroll processing provider, and maintenance of the CARPC’s accounting records. All accounting software will be password protected. The Administrative Services Manager will work closely with the accounting firm to address payroll issues and maintain paid time off hours in the payroll system, pay AP invoices, record AR receipts, prepare monthly accounting reports for review by the Commission/Executive Committee/Chair/Treasurer, and other accounting duties as necessary.

8. A third-party payroll processing provider will be hired to process payrolls; maintain payroll records; and complete and file all necessary reports, payroll taxes, and forms with the corresponding government agencies. The third-party accounting firm will work closely with the

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CS-5.1 CARPC_InternalControlsProcedures_20200709.docCARPC_InternalControlsProcedures rev20200213 2

payroll processing provider to ensure payrolls are processed correctly and on time and that all payroll tax documents are filed on time.

9. Petty Cash will not be used. Employees may make minor work-related purchases and submit expense reports and receipts for payment. All expense reports will be approved by the Executive Director.

10. The agency credit card will be in the name of the Capital Area Regional Planning Commission and its Executive Director. Balances will be paid in full each month. All purchases using this card will be approved in advance by the Executive Director. Purchases made with the agency credit card by the Executive Director will be approved by the Commission’s Treasurer. All payments of the agency credit card will be reviewed and approved by the Commission’s Treasurer.

11. The Commission will hire a third-party firm capable of conducting an annual or two-year financial audit in accordance with generally accepted federal auditing standards. This firm shall not be the third-party accounting firm used for daily accounting functions nor the third-party payroll processing provider.

12. The Chair and Treasurer of the CARPC shall routinely review and approve the CARPC bank statement, the entries and balance of the cash account of the general ledger, and the bank account reconciliation prepared by staff, and shall verify the previous month’s ending cash balance. These reviews shall be performed on a monthly basis or prior to each Executive Committee meeting.

13. Accounts Payable Procedures

a. All payments for purchases and invoices shall have prior approval by the Executive Committee unless securing prior approval may incur a late payment penalty. In such cases, the Executive Director or Agency Director may approve payment if such expenditure does not exceed the amount of the corresponding line item of the adopted budget. Those payments which have not had prior approval by the Commission/Executive Committee, such as those made to meet due dates and avoid penalties, will be reviewed by the Commission or the Executive Committee after payment has been made.

b. Once the an AP invoice is received for payment, the Executive Director shall review the invoice along with the accounting code and approve both the payment and the accounting code.

c. After the Executive Director has approved the payment and accounting code, the AP invoice, with its corresponding documentation, will be forwarded to the third-party accounting firm for payment no later than two (2) weeks after receipt by the accounting firm.

d. Every two (2) weeks (at a minimum) the accounting firm shall prepare all AP invoices for payment, which shall include a Check Register of all AP invoices being paid. All checks for payment of AP invoices will reference the invoice or customer number, or other information that will identify the payment being made. The Check Register shall be forwarded to the Executive Director for review and approval. Once approved by the Executive Director, the Check Register shall be sent back to the accounting firm for processing.

e. Each paid invoice will have the following information from the Check Register recorded on it: check number, check date, and amount of the check. In the instances where a check has included the amounts for more than one invoice, the number of invoices being paid shall also be recorded on the invoice.

14. Accounts Receivable Procedures

a. All AR payments received shall be date stamped with the date received and logged into the Accounts Receivable spreadsheet with a receipt number assigned to each payment. Receipt numbers shall be in sequential order.

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b. The Administrative Services Manager shall deposit all AR payments in the bank upon receipt of payments totaling $2,000 or no later than two (2) weeks after receipt, whichever comes first. Deposits made via the bank’s mobile app are allowed.

c. Prior to each deposit, the Executive Director shall review the deposit slip, corresponding checks, and backup documentation before approving the deposit slip.

d. Once a deposit slip is approved, a copy of the deposit slip with copies of all corresponding checks and backup documentation shall be forwarded to the third-party accounting firm for inclusion in the CARPC accounting records.

B. Employee Responsibilities

1. The Executive Director is the custodian of Commission assets, and serves as the authority for disbursement and receipt of funds. He/She isThey are responsible for the following:

a. With the Commission Chair, acts as the authorized agents for the CARPC bank accounts. All authorized agents have the authority to sign CARPC checks. For withdrawal of funds from CARPC bank accounts, both the Executive Director and the Commission Chair need to be present at the bank to authorize the withdrawal.

a.b. With the Commission Chair and Administrative Services Manager, acts as the authorized agents for CARPC’s Local Government Investment Pool account (LGIP). All authorized agents have the ability to transfer funds to/from the LGIP.

b.c. Reviews all outstanding invoices on a monthly basis.

c.d. Reviews, as needed, Check Registers, insuring sequential order of issued checks.

d.e. Reviews and cross-checks all bank deposits, monies for deposit, and their associated invoices and receipts, as prepared by the Administrative Services Manager. Upon verification will initial and date the deposit slips and agency copies of the invoices.

e.f. Reviews the monthly reports created by the Administrative Services Manager and the third-party accounting firm prior to inclusion in the Commission packet.

2. The Administrative Services Manager is the recordkeeper of the Commission assets and

liabilities, and serves to administer the disbursement and receipt of funds. He/She isThey are responsible for the following:

a. Works with the third-party accounting firm to maintain the accounting records of the Commission.

b. Prepares monthly revenue and expenditure reports for Executive Committee or Commission review.

c. Prepares financial reports as required.

d. Files and makes readily available all hard copies of source documents for all accounts payable and accounts receivable transactions.

e. Prepares and maintains files for all purchases, which will include all invoices, receipts, and Check Registers.

f. Documents all receipts of cash and checks.

g. Indicates payment information on all AP invoices filing.

h. Receives from the third-party accounting firm each month the following reports for inclusion in that month’s financial packet which shall be reviewed by the CARPC Chair and Treasurer: bank account reconciliations, general ledger, outstanding Accounts Payable, and outstanding Accounts Receivable. Once received, prepares the financial

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packet which includes these documents along with a report of voucher bills for the current month, and bank statements for the previous month for all bank accounts.

i. Prepares bank deposit slips, and provides the slips, corresponding checks and backup documentation to the Executive Director for review and approval.

j. Transmits deposits to the bank and attaches the deposit receipt to a copy of the deposit slip and corresponding backup documentation before filing.

k. Pays credit card balance in full each month to avoid paying interest and overdue fines.

l. Acts as the primary contact for the LGIP.

C. Capital Assets

1. Capital Assets of the Commission are defined as those tangible assets that have an initial cost of at least $5,000 and have a useful life in excess of one year. Unless indicated otherwise in financial reports, capital assets shall be depreciated using the straight-line method.

D. Local Government Investment Pool (LGIP) 1. CARPC has established an account with the LGIP which allows CARPC better management of

funds over the FDIC insured amount of $250,000.

2. All incoming funds shall be deposited into either the CARPC checking account or CARPC’s money market account. Once the deposit has been processed by the bank, any funds over an established baseline shall be transferred from the money market account to the LGIP.

3. When funds in the bank’sCARPC’s money market account fall under the baseline, funds from the LGIP will be transferred into the money market account via ACH.

4. All transfers to/from the LGIP will be approved in advance by the Executive Director, or the Commission Chair if the Executive Director is the individual making the transfer.

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CARPC EXECUTIVE COMMITTEE AGENDA COVER SHEET July 6, 2020 Item 6 Re: Discussion of Dane County Retirement Enhancement Program

Requested Action: For discussion purposes only

Background:

As part of County Executive Parisi’s proposed 2020 budget, he included a retirement enhancement program (REP) for County employees (see the attachment). In the email from Greg Brockmeyer to Dane County employees on September 30, 2019, he wrote: The benefits under the REP are to assist retirees with medical costs. For employees with ten years of verified service, but less than twenty years of service, the county will provide the retiree with five annual payments of $5,000 each. For employees with twenty years of verified service or more, the county will provide the retiree with ten annual payments of $5,000 each.

Options, Analysis, Recommendation:

County staff indicated that the REP was developed through union negotiations. The program was developed to ensure that employees who are not able to accumulate significant sick hours (e.g. catastrophic illness, family leaves) are still able to receive supplemental health coverage. Currently there are two known future CARPC retirees: the Administrative Services Manager (ASM), who will have a total of six years of service at the time of her retirement in January 2021 so she would not be affected by this program unless the CARPC policy reduces the years of service, and the Agency Director, who plans to retire approximately November 2023. At the time of the Agency Director’s retirement, he will have 13 years of service with CARPC, so he would be eligible for five annual payments of $5,000 per year for five years if CARPC adopts a policy with terms similar to Dane County’s policy. There are no anticipated additional retirements within this five year period. Options: 1. The Commission adopts a policy with terms similar to Dane County’s policy. 2. Modify Dane County’s policy by:

a. Changing the required length of service; and/or b. Changing the amount of money paid to retirees; and/or c. Changing the length of time payments are made to retirees.

3. The Commission does not adopt an REP. Considerations: 1. Compared to Dane County, CARPC has about one retirement every five years compared to the

County with approximately 100 retirements per year 2. All of CARPC retirees are the equivalent of County M Class (professional, salaried, exempt) while

Dane County also has hourly employees who retire 3. CARPC employees who retire with 10 or more years have generally advanced to a pay rate at the

higher end of the pay scale and have accumulated significant number of sick days 4. The budget impact of adopting a REP would be relatively small because CARPC experiences

only about a retirement every five years or so, although in times of tight budgets all extra expenses can be impactful

5. CARPC has generally made a practice of following County pay, benefit and personnel policies Staff does not have a recommendation. Page 025


1. Description of Dane County’s Retirement Enhancement Program

Staff Contact:

Linda Firestone Steve Steinhoff Administrative Services Manager Agency Director 608-474-6017 608-474-6010 [email protected] [email protected]

Next Steps:

None.

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GREG BROCKMEYER Director of Administration

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COUNTY OF DANE DEPARTMENT OF ADMINISTRATION

Room 425 City-County Building 210 Martin Luther King Jr. Blvd.


Phone: (608) 266-4941 Fax: (608) 266-4425 TTY WI Relay 711

Date: September 30, 2019 To: All County Employees From: Greg Brockmeyer Director of Administration Subject: Dane County Retirement Enhancement Program (REP)

The Retirement Enhancement Program (REP) is designed to assist county retirees with medical costs in retirement. Medical costs include premiums for insurance, copays, deductibles and out-of-pocket medical expenses. The program applies to county employees who retire on or after January 1, 2020.

Benefit:

The benefits under the REP are to assist retirees with medical costs. For employees with ten years of verified service, but less than twenty years of service, the county will provide the retiree with five annual payments of $5,000 each. For employees with twenty years of verified service or more, the county will provide the retiree with ten annual payments of $5,000 each.

The first payment will be deposited to the retiree’s account after the county has been notified by the Employee Trust Funds that the employee has initiated their retirement annuity with WRS, the employee has met with Precision Retirement and the employee has terminated service with the county. The second and subsequent payments under the program will be deposited during the month of January of each subsequent calendar year until the five or ten payments have been made.

If an active employee dies before retirement, no payments will be made. If a retiree dies, a lump sum of the value of remaining payments due will be transferred to the retiree’s account for use by their surviving spouse or dependents, if any. If there is no surviving spouse or dependents, then no further payments will be made after the retiree’s death.

Service Requirement:

To be eligible, employees must have a minimum of ten years of verified service with the county in a full or part-time permanent position. Elected officials must have a minimum of ten years of verified combined service as an employee or one or more of the elected officials listed below. The term of service does include military service

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earned while a county employee, absences under Family Medical Leave, periods of disability, handbook or county ordinance leave, worker’s compensation, or layoff status so long as the employee has not terminated employment.

Eligible Employees:

Eligible employees include regular full and part-time employees as well as the following elected officials: County Board Chair, County Clerk, Clerk of Courts, Sheriff, County Executive, County Treasurer, Register of Deeds. To be eligible, the employee or elected official must retire from county service and must collect an annuity under the Wisconsin Retirement System within 60 days of retirement.

Accounts:

Employees with leave balances go through the Prime Choice program to determine how their leave balances will be applied in retirement. Those retirees who are directed to the Medical Trust program have an account established with the third party administrator into which the county deposits funds related to their leave balances. Funds in this account are used by the retiree for medical expenses. The payments under the REP will be made into the retiree’s Medical Trust Account in addition to any scheduled deposits from converted leave balances.

If the retiree is directed to the Special Pay Plan or has no leave balances to convert, then they will also have a Medical Trust Account established with the third party administrator specifically to receive the payments under the REP.

Retirees receive tax-free reimbursement from the third party administrator for qualified medical expenses. Reimbursements can be for one-time expenses, or the retiree can establish recurring reimbursements for recurring expenses such as monthly premiums.

Funds from the REP benefit are available to the retiree as soon as they are deposited. Funds not needed in a calendar year remain in the retiree’s individual account for future use.

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CARPC EXECUTIVE COMMITTEE AGENDA COVER SHEET July 6, 2020 Item 7 Re: Approval of July 2020 Disbursements and Treasurer’s Report for June 2020 (actionable item)

Requested Action: Approval of July 2020 Disbursements and Treasurer’s Report for June 2020

Background: CARPC internal controls require that bills be approved by CARPC or its Executive Committee and also that the Treasurer routinely review the CARPC bank statement, the entries and balance of the cash account of the general ledger, the bank account reconciliation prepared by staff, and the previous month’s ending cash balance. This review by the Treasurer is regularly confirmed by his or her signature on the Treasurer’s Report, or by the Chair in the absence of a Treasurer, per the terms of CARPC’s bylaws.

Options and Analysis:


1. July 2020 Disbursements 2. June 2020 Treasurer’s Report 3. Budget Year-to-Date as of June 30, 2020

Staff Contact:

Linda Firestone Administrative Services Manager 608-474-6017; cell 608-358-6057 [email protected]

Next Steps:

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7/6/2020Capital Area Regional Planning Commission

Stephen Steinhoff, Agency Director

7/6/2020Date

113,625.04$

7/6/2020Date Approved Larry Palm, Executive Chairperson

Mark Geller, Treasurer

Voucher Bills for July 2020

Vouchers 1 through 30 totaling

The Capital Area Regional Planning Commission or its Executive Committee has examined the following list of bills and approves payment.

The following list of bills have been encumbered by the Capital Area Regional Planning Commission and are true and correct.

Page 1 of 2Page 030

SteveSteinhoff

Pencil


No. Payee Purpose Amount1 Adobe Monthly fee for 1 Creative Cloud and 4 shared staff Acrobat licenses (pd via VISA) 147.95$ estimate2 AT&T Jul 2020 monthly phone service 170.00$ estimate3 CARPC Employees Payroll for July 2, 2020 (net wages/taxes/deferred comp) 24,500.00$ estimate4 CARPC Employees Payroll for July 16, 2020 (net wages/taxes/deferred comp) 25,500.00$ estimate5 CARPC Employees Payroll for July 30, 2020 (net wages/taxes/deferred comp) 24,500.00$ estimate6 CARPC Employees Expense reports 500.00$ estimate7 City of Madison Aug 2020 monthly sub-lease 3,835.54$ estimate8 City of Madison/Metro Transit Jun 2020 bus pass charges (fees may be waived) 300.00$ estimate9 US Postal Service Jul 2020 postage (packets & other mail) 10.00$ estimate

10 Dane County Aug 2020 parking passes (reimbursed 100% by employees) 113.76$ estimate11 Dean Health Aug 2020 health insurance (employees reimb $178.29 + $166.67 opt out) 11,877.44$ estimate12 Delta Dental Aug 2020 dental insurance (Mesbah reimb $138.02) 1,065.00$ estimate13 Dempsey Law Firm Jun 2020 legal fees 700.00$ estimate14 The Standard Aug2020 disability (CARPC portion $32.57) 160.00$ estimate15 Misc Office Supplies (Various Vendors) Office supplies (new equipment so that staff can continue to work from home?) 1,000.00$ estimate16 Packerland Jul 2020 monthly rent for 2 rugs 23.20$ estimate17 Paychex Jul 2020 fees (3 payrolls; may be discounted up to 70%; amount reflects 100%) 363.00$ estimate18 Ricoh Jun 2020 maintenance charges 100.00$ estimate19 Securian Aug 2020 life insurance (CARPC portion = $19.83) 141.74$ estimate20 Supranet Jun 2020 wireless internet service 895.00$ estimate21 SW WI Workforce Dev Board Jul 2020 acctg charges 2,465.00$ estimate22 VISA (Ofc supplies on separate line) Jul 2020 various charges 2,000.00$ estimate23 WRS Jul 2020 retirement (half is reimbursed by employees; 3 payrolls) 7,000.00$ estimate24 Zoom Monthly user account fee (pd via VISA) 15.81$ estimate25 WI Dept of Workforce Development Unemployment comp for former scanning clerk 1,241.60$ estimate26 Distillery Part 1 of Co-Branding Agreement ($600 aprvd in Apr 2020) 5,000.00$ estimate27 WI Historical Society GIS data annual license (aprvd in Apr 2020) 239.00$ estimate28 WDNR NHI training for Breyer (apprvd in May 2020) 65.00$ estimate29 Park Bank Annual security fee (apprvd in May 2020) 25.00$ estimate30 Various newspaper subscriptions Cambridge News/Edgerton Reporter (apprvd in May 2020) 160.00$ estimate

TOTAL MONTHLY EXPENSES (does not include lines 27-30 which have prior approvals) 113,625.04$

Recommended for Approval:Stephen Steinhoff, Agency Director

Report: Jun 2020 Estimated Amounts as Paid (previously approved) plus invoices that were not estimated Estimated/Approved Paid/Incurred Difference1 Adobe Monthly fee for 1 Creative Cloud and 4 staff-shared Acrobat licenses (pd via VISA) 147.95$ 147.95$ -$ 2 AT&T Jun 2020 monthly phone service 170.00$ 167.68$ (2.32)$ 3 CARPC Employees Payroll for June 4, 2020 (net wages/taxes/deferred comp) 24,500.00$ 23,756.41$ (743.59)$ 4 CARPC Employees Payroll for June 18, 2020 (net wages/taxes/deferred comp) 25,500.00$ 25,343.76$ (156.24)$ 5 CARPC Employees Expense reports (Noone-camera/hard drives) 300.00$ 502.63$ 202.63$ 6 City of Madison Jul 2020 monthly sub-lease 3,835.54$ 3,835.54$ -$ 7 City of Madison/Metro Transit May 2020 bus pass charges (fees will be waived) -$ -$ -$ 8 US Postal Service Jun 2020 postage (packets & other mail) 10.00$ -$ (10.00)$ 9 Dane County Jul 2020 parking passes (reimbursed 100% by employees) 113.76$ 113.76$ -$

10 Dean Health Jul 2020 health insurance (employees reimb $178.29 + $166.67 opt out) 11,877.44$ 11,877.44$ -$ 11 Delta Dental Jul 2020 dental insurance (Mesbah reimb $138.02) 1,065.00$ 1,064.02$ (0.98)$ 12 Dempsey Law Firm Mar/Apr/May 2020 legal fees (no invoice received) 700.00$ -$ (700.00)$ 13 The Standard Jul 2020 disability (CARPC portion $32.57) 160.00$ 159.98$ (0.02)$ 14 Misc Office Supplies (Various Vendors) Office supplies 1,000.00$ -$ (1,000.00)$ 15 Packerland Jun 2020 monthly rent for 2 rugs ($5.80 during Safer-at-Home bi-weekly) 12.00$ 17.40$ 5.40$ 16 Paychex Jun 2020 fees 276.00$ 275.44$ (0.56)$ 17 Ricoh May 2020 maintenance charges (May balance = $0) 100.00$ -$ (100.00)$ 18 Securian Jul 2020 life insurance (CARPC portion = $19.83; paid on 5/29/20) 141.74$ 141.74$ -$ 19 Supranet Jun 2020 wireless internet service 895.00$ 895.00$ -$ 20 SW WI Workforce Dev Board Jun 2020 acctg charges 2,465.00$ 2,465.00$ -$ 21 VISA (Ofc supplies on separate line) Jun 2020 various charges (reusable face masks; Cobb bluetooth adapter) 2,000.00$ 124.81$ (1,875.19)$ 22 WRS Jun 2020 retirement (half is reimbursed by employees; 2 payrolls) 5,800.00$ 6,074.47$ 274.47$ 23 Zoom Monthly user account fee (pd via VISA) 15.81$ 15.81$ -$ 24 Johnson Block Remaining balance for 2019 financial audit 3,400.00$ 3,400.00$ -$ 25 WI Dept of Workforce Development Unemployment comp for former scanning clerk ($826.76 + $103.71 x 4) 1,241.60$ 826.76$ (414.84)$ 26 Distillery Part 1 of Co-Branding Agreement (aprvd in Apr 2020) * 600.00$ -$ (600.00)$ 27 WI Historical Society GIS data annual license (aprvd in Apr 2020) 239.00$ 239.00$ -$ 28 WDNR NHI training for Breyer (apprvd in May 2020) * 65.00$ -$ (65.00)$ 29 Park Bank Annual security fee (apprvd in May 2020) * 25.00$ -$ (25.00)$ 30 Various newspaper subscriptions Cambridge News/Edgerton Reporter (apprvd in May 2020) * 160.00$ -$ (160.00)$ 31 Badger State Industries 2 office chairs ($200/chair + $20 s/h; apprvd Mar 2020) 423.42$ 423.42$ -$

TOTALS 87,239.26$ 81,868.02$ (5,371.24)$

* Invoices approved but not received yetESRI GIS Spatial Analyst annual license (aprvd in Apr 2020; due Oct 2020) * 2,500.00$ ESRI ArcGIS annual renewal (apprvd May 2020; due Oct 2020) * 4,700.00$

Voucher Bills for July 2020

Page 2 of 2

Page 031

SteveSteinhoff

Pencil


CHECKINGReconciled Cash Balance 5/31/2020 96,382.87

June DisbursementsPersonnel (98,779.40)$ Operating Expenses (17,679.39)$ Transfer to Money Market -$

Total Disbursements (116,458.79)$

June Deposits Deposits 11,359.62$ Transfer from money market 60,000.00$

Payments made via ACH -$ Total Deposits 71,359.62$

Checking - Ending Balance 6/30/2020 51,283.70$

MONEY MARKETReconciled Cash Balance 5/31/2020 $586,446.75

June Disbursements (transfer to checking) * (60,000.00)$ June Deposits -$ June Interest (rate = 0.015%) 73.18$

Net Change (59,926.82)$

MMA - Ending Balance 6/30/2020 $526,519.93

Reconciled Total Cash Balance 6/30/2020 577,803.63$

Signed: Date:Mark Geller, Treasurer

July 2020 (estimated)

July Estimated Disbursements (113,625.04)$

July Estimated DepositsSewer Ext Reviews 12,800.00$ USA Amendment Fees $16,298.71Mapping Services 107.23$ WDNR 1Q 2020 29,900.00$ 2nd Half 2020 Levy Charge 491,568.50$

Total Estimated Deposits 550,674.44$

Estimated Cash Balance 7/31/2020 1,014,853.03$

Treasurer's Report Jun 2020

For the month(s) indicated above, I have reviewed the CARPC bank statement, the entries and balance of the cash account of the general ledger, and the bank account reconciliation prepared by staff, and hereby find, to the best of my knowledge, the reconciled Cash Balance indicated above to be true and correct.

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A B C D F G H Ias of 6/30/20

Line

Actual YTDPercentage of Actual

to BudgetUnder/Over YTD

Pro-rata Budget YTD

2020Amended Nov 2019

REVENUES# Fees: sewer extensions 16,200$ 38.57% 4,800$ 21,000$ 42,000$ # Fees: USA/LSA application review 19,388$ 46.16% 1,612$ 21,000$ 42,000$ # Fees: Annual Planning Conference Registration -$ 0.00% -$ # Local & Regional Planning Assistance 1,568$ 5.60% 12,432$ 14,000$ 28,000$ # MMSD -$ 0.00% -$ -$ -$ # EPA/DNR Water Quality Planning 7,500$ 9.33% 32,700$ 40,200$ 80,400$

Grants and Donations -$ 0.00% -$ # Product Sales -$ 0.00% -$ -$ -$ # WDOT Rural Transportation Work Program 2,196$ 32.92% 1,139$ 3,335$ 6,670$

Other -$ 0.00% -$ -$ -$ Pass-Thru (WDOT Rural Trans Work Program) 1,911$ 35.02% 817$ 2,729$ 5,457$

# Pass-Thru (Coop. Water Resources Monitoring) 114,000$ 100.00% (57,000)$ 57,000$ 114,000$ Total Operating Revenues 162,762$ 51.10% (3,499)$ 159,264$ 318,527$

Nonoperating Revenues66 Total Dane County Property Tax 491,569$ 50.00% -$ 491,569$ 983,137$ # Interest Income (Less Bank Fees) 3,198$ 106.60% (1,698)$ 1,500$ 3,000$

Total Nonoperating Revenues 494,766$ 50.17% (1,698)$ 493,069$ 986,137$

Gross Total Revenues 657,529$ 50.40% (5,197)$ 652,332$ 1,304,664$ # LESS pass-thru (115,911)$ 97.03% 56,183$ (59,729)$ (119,457)$

541,618$ 45.70% 50,986$ 592,604$ 1,185,207$ 61 CARPC Operating Reserves Applied -$ -$ -$

541,618$ 45.70% 50,986$ 592,604$ 1,185,207$

CARPC 2020 Income & Expense Report Year-to-Date

Net Revenues (Gross less pass-thru)

Net Revenues + Reserves

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A B C D F G H Ias of 6/30/20

Line #

Actual YTDPercentage of Actual

to BudgetUnder/Over YTD

Pro-rata Budget YTD

2020Amended Nov 2019

EXPENDITURES1 Personal Services CARPC FTE: 82 Salaries & Wages (incl. Exec Chair) 271,011$ 41.82% 52,997$ 324,008$ 648,016$ 3 Workstudy / Interns/ Hourly 11,134$ 31.49% 6,546$ 17,680$ 35,360$ 4 Retirement Fund 18,084$ 42.05% 3,417$ 21,501$ 43,001$ 5 Social Security / Medicare 21,584$ 41.29% 4,555$ 26,139$ 52,278$ 6 Unemployment Insurance Reimbursements 827$ 8.27% 4,173$ 5,000$ 10,000$ 7 Employee/Retiree Insurance 79,024$ 40.02% 19,707$ 98,731$ 197,461$ 8 Furloughs/Salary Reduction/Salary Savings -$ -$ -$ $09 Total Personal Services 401,663$ 40.73% 91,395$ 493,058$ 986,116$ ## Operating Expenses## Commissioner Per Diem & Travel 2,157$ 22.53% 2,631$ 4,788$ 9,575$ ## Employee Travel & Meeting Expenses 859$ 19.09% 1,391$ 2,250$ $ 4,500 ## Training & Conferences 1,367$ 34.17% 633$ 2,000$ $ 4,000 ## Office Supplies & Expenses 2,606$ 32.57% 1,395$ 4,000$ $ 8,000

Equipment 3,147$ 31.47% 1,853$ 5,000$ $ 10,000 ## Dues / Membership Fees / Subscriptions 1,269$ 21.52% 1,681$ 2,950$ $ 5,900 ## GIS and Other Software 2,708$ 13.54% 7,292$ 10,000$ $ 20,000 ## Recruitment 390$ 78.00% (140)$ 250$ $ 500 ## Office Space/Rent 23,013$ 49.83% 77$ 23,090$ 46,180$ ## Legal Services 390$ 3.90% 4,610$ 5,000$ 10,000$ ## Audit Services 8,500$ 85.00% (3,500)$ 5,000$ $ 10,000 ## Financial Services 14,270$ 37.55% 4,730$ 19,000$ 38,000$ ## Insurance (package, D&O) 2,909$ 78.63% (1,059)$ 1,850$ $ 3,700

Moving Expenses -$ 0.00% 1,000$ 1,000$ $ 2,000 ## Communications 336$ 67.14% (86)$ 250$ $ 500 ## Total Operating Expenses 63,921$ 36.98% 22,507$ 86,428$ 172,855$ ## Contractual

Server Storage -$ -$ -$ -$ ## IM Services 5,370$ 21.48% 7,130$ 12,500$ 25,000$

WDOT Rural Trans Work Pgm (10% local match) 1,213$

Other 894$ 0.00% (894)$ -$ $ - ## Total Contractual 6,264$ 6,843$ 13,107$ 26,213$ ## Pass-Thru Contracts

Cooperative Water Resources Monitoring 30,800$ 27.02% 26,200$ 57,000$ 114,000$ ## WDOT Rural Work Program (Pass-thru to MPO) 1,911$ 35.02% 817$ 2,729$ 5,457$ ## Total Pass-Thru 32,711$ 27.38% 27,017$ 59,729$ 119,457$

## Gross Total Expenditures 504,558$ 38.67% 147,762$ 652,321$ 1,304,641$ ## LESS pass-thru (32,711)$ (27,017)$ (59,729)$ (119,457)$ ## NET TOTAL Expenditures (Gross less pass-thru) 471,847$ 39.81% 120,745$ 592,592$ 1,185,184$

## Surplus/(Deficit) 152,971$ (152,959)$ 11.50$ 23$ ## CARPC Staff Accrued Leave Liability (25,000)$

Unbilled Accounts Receivable $52,121 53,936$ ## EAV $66,490,116,700## Certified budget rate (CBR) 0.001479%

CARPC 2020 Income & Expense Report Year-to-Date

Page 034

CARPC EXECUTIVE COMMITTEE AGENDA COVER SHEET July 6, 2020 Item 8 Re: Discussion of Potential Additional Branding Services

Requested Action: Discussion

Background: CARPC contracted with Distillery for branding services in conjunction with their work for the MPO. Their deliverables, which are nearing completion, are a logo and a branding guidebook with a range of visual elements that can be used for materials such as documents and reports.

Staff Comments: Response from CARPC and MPO staff and commission/board members to Distillery products for the agencies has been positive. Based on this positive response staff explored what additional branding and design services might further enhance CARPC’s communications. Staff discussed with Distillery a range of options. The attached “rollout proposal” from Distillery responded to those discussions. Staff identified assistance with website design and report templates as the most valuable among the options. A PowerPoint template could also be helpful, particularly for presentations to stakeholders and the public. This item is presented for discussion purposes to help determine whether to further pursue such services.


1. CARPC Branding Rollout Proposal

Staff Contact:

Steve Steinhoff Agency Director 608-474-6010 [email protected]

Next Steps: Potentially prepare agreement for additional services from Distillery for consideration.

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CARPC BRANDING ROLLOUT MATERIAL PROPOSAL

Website $1,500

New logo assets

Header sliders

Update site colors and fonts

Page header background

*based on simple Wordpress template design. In the event of complex or

unforseen development concerns, additional time may be required.

Newsletter template design $600

Powerpoint presentation $800

Theme

Layout of slide types

Report design $1,200

Cover adjusted from original presentation

Template of 2 full spreads (4 pages) with image and information layout

TOTAL: $4,100

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