Chapter 3.05
FINANCE
Sections:
3.05.010 Preparation of tax roll and tax receipts.
3.05.020 Duplicate treasurer’s bond eliminated.
3.05.050 Village funds to be spent in accordance with appropriation.
3.05.080 Claims against village.
3.05.090 Temporary investment of funds not immediately needed.
3.05.100 Receiving money – Receipt for same.
3.05.110 Statement of real property status.
3.05.130 Loan policy for village-owned items.
3.05.140 Payment of taxes – Interest – Penalty.
3.05.150 Nonpayment of utility bill.
3.05.010 Preparation of tax roll and tax receipts.
(a) Aggregate Tax Stated on Roll. Pursuant to Section 70.65(2), Wis. Stats., the village clerk shall, in computing the tax roll, insert only the aggregate amount of state, county, school and local taxes in a single column in the roll opposite the parcel or tract of land against which the tax is levied, or, in the case of personal property, in a single column opposite the name of the person against whom the tax is levied.
(b) Rates Stamped on Receipts. In lieu of entering on each tax receipt the several amounts paid respectively for state, county, school, local and other taxes, the aggregate amount of such taxes shall be combined in a single column on the tax receipt issued by the village clerk. [Prior code § 2-5-1].
State law reference: Sections 70.65 and 74.08, Wis. Stats.
3.05.020 Duplicate treasurer’s bond eliminated.
(a) Bond Eliminated. The village elects not to give the bond on the village treasurer provided for by Section 70.67(1), Wis. Stats.
(b) Village Liable for Default of Treasurer. Pursuant to Section 70.67(2), Wis. Stats., the village shall be obligated to pay, in case the treasurer shall fail to do so, all state and county taxes required by law to be paid by such treasurer to the county treasurer. [Prior code § 2-5-2].
State law reference: Section 70.67, Wis. Stats.
3.05.030 Village budget.
(a) Departmental Estimates. When requested by the village president, village board or village clerk, each officer, department and committee shall annually file with the village clerk an itemized statement of disbursements made to carry out the powers and duties of such officer, department or committee during the preceding fiscal year, and a detailed statement of the receipts and disbursements on account of any special fund under the supervision of such officer, department or committee during such year, and of the conditions and management of such fund; also detailed estimates of the same matters for the current fiscal year and for the ensuing fiscal year. Such statements shall be presented in the form prescribed by the village clerk and shall be designated as departmental estimates, and shall be as nearly uniform as possible for the main division of all departments.
(b) Finance Committee to Prepare Budget. It shall be the duty of the finance committee, in cooperation with the village president and village clerk, to have estimates prepared of the expenditures that will be incurred by the village for the ensuing year. On or before the first day of November, each year, the finance committee shall prepare a proposed budget presenting a financial plan for conducting the affairs of the village for the ensuing year.
(c) Form of Proposed Budget.
(1) The actual expenditures of each department and activity for the expired portion of the current year, and last preceding fiscal year, and the estimated expense of conducting each department and activity of the village for the remainder of the current year and ensuing fiscal year, with reasons for any proposed increase or decrease as compared with actual and estimated expenditures for the current year.
(2) An itemization of all anticipated income of the village from sources other than general property taxes and bonds issued, with a comparative statement of the amounts received by the village from each of the same or similar sources for the last preceding and current fiscal year.
(3) An estimate of the amount of money to be raised from general property taxes which, with income from other sources, will be necessary to meet the proposed expenditures.
(4) All existing indebtedness of the village, including the amount of interest payable and principal to be redeemed on any outstanding general obligation bonds of the village and any estimated deficiency in the sinking fund of any such bonds during the ensuing fiscal year.
(5) Such other information as may be required by the board and by state law.
(d) Copies of Budget. The village shall provide a reasonable number of copies of the budget thus prepared for distribution to citizens.
(e) Report and Hearing.
(1) The finance committee shall make a report to the village board at the first November meeting which shall include the estimated cost of improvements as well as the estimated cost of operating the various departments and all other costs, including interest charges, for which money will have to be raised by taxation during the following year. The finance committee shall submit to the board at the time the annual budget is submitted the draft of an appropriation ordinance providing for the expenditures proposed for the ensuing fiscal year. Upon the submission of the proposed appropriation ordinance to the board it shall be deemed to have been regularly introduced therein.
(2) A summary of such budget and notice of the time and place where such budget and detail is available for public inspection and notice of the time and place for holding the public hearing thereon shall be published in a newspaper of general circulation in the village at least 10 days prior to the time of such public hearing.
(3) Not less than 10 days after the publication of the proposed budget and the notice of hearing thereon, the public hearing shall be held at the time and place stipulated, at which time any resident or taxpayer of the village shall have an opportunity to be heard on the proposed budget. The budget hearing may be adjourned from time to time. Following the public hearing, the proposed appropriation ordinance may be changed or amended and shall take the same course in the village board as other ordinances. [Prior code § 2-5-3].
3.05.040 Changes in budget.
The amount of the tax to be levied or certified, the amounts of the various appropriations, and the purposes thereof shall not be changed after approval of the budget except upon the recommendation of the village president and upon a two-thirds vote of the entire membership of the village board. Notice of such transfer shall be given by publication within eight days thereafter in the official village newspaper. [Prior code § 2-5-4].
3.05.050 Village funds to be spent in accordance with appropriation.
No money shall be drawn from the treasury of the village, nor shall any obligation for the expenditure of money be incurred, except in pursuance of the annual appropriation in the adopted budget or when changed as authorized by AMC 3.05.040. At the close of each fiscal year any unencumbered balance of an appropriation shall revert to the general fund and shall be subject to reappropriation; but appropriations may be made by the board, to be paid out of the income of the current year, in furtherance of improvements or other objects or works which will not be completed within such year, and any such appropriation shall continue in force until the purpose for which it was made shall have been accomplished or abandoned. [Prior code § 2-5-5].
3.05.060 Fiscal year.
The calendar year shall be the fiscal year. [Prior code § 2-5-6].
State law reference: Section 61.51(3), Wis. Stats.
3.05.070 Public depositories.
The village board shall designate the public depository or depositories within this state within which village funds shall be deposited, and when the money is deposited in such depository in the name of the village and the village treasurer, and bondsman shall not be liable for such losses as are defined by state law. The interest arising therefrom shall be paid into the village treasury. A copy of the resolution designating public depositories shall be filed annually with the State Commissioner of Banking. Pursuant to state law, designated public depositories shall be required to pledge U.S. Treasury notes equal in amount to any uninsured balance of the village’s deposit. [Prior code § 2-5-7].
3.05.080 Claims against village.
(a) The statutory provisions set forth in Section 66.0609, Wis. Stats., are hereby adopted and by reference made a part of this chapter as if fully set forth herein.
(1) Claims to Be Certified. Other than claims subject to Section 893.80, Wis. Stats., claims may be paid from the village treasury after the clerk audits and approves each claim as a proper charge against the treasury, and endorses his or her approval on the claim after having determined that the following conditions have been complied with:
a. That funds are available therefor pursuant to the budget.
b. That the item or service covered by such claim was duly authorized by the proper official, department head or board or commission.
c. That the item or service has been actually supplied or rendered in conformity with such authorization.
d. That the claim is just and valid pursuant to law.
(2) The clerk shall file with the village board not less than monthly a list of the claims approved, showing the date paid, name of claimant, purpose and amount.
(3) Payment of Regular Wages or Salaries. Regular wages or salaries of village officers and employees shall be paid by payroll, verified by the proper village official, department head, board or commission and filed with the village treasurer in time for payment on the regular pay day.
(4) The village board shall authorize an annual detailed audit of its financial transactions and account by a public accountant licensed under Chapter 442, Wis. Stats., and designated by the village board. [Ord. dated 5/4/21. Prior code § 2-5-8].
State law reference: Section 61.51, Wis. Stats.
3.05.090 Temporary investment of funds not immediately needed.
The village treasurer may invest any village funds not immediately needed, pursuant to Sections 66.04(2) and 219.05, Wis. Stats. [Prior code § 2-5-9].
State law reference: Sections 66.04(2) and 219.05, Wis. Stats.
3.05.100 Receiving money – Receipt for same.
(a) The village treasurer shall not receive any money into the treasury from any source except on account of taxes levied and collected during the fiscal year for which he or she may then be serving, without giving a receipt therefor in the manner specified by the village board.
(b) Upon the payment of any money (except for taxes as herein provided), the treasurer shall make out a receipt in duplicate for the money so received. The treasurer shall charge the amount thereof to the treasury and credit the proper account. The payment of the money to any receiving agent of the village or to the village or to the treasurer shall be safeguarded in such manner as the village board shall direct. [Prior code § 2-5-10].
State law reference: Section 66.113, Wis. Stats.
3.05.110 Statement of real property status.
The village treasurer is authorized to prepare a statement of real property status form to be used to provide information often requested for transfers of real property such as the amount of outstanding special assessments, deferred assessments, changes in assessments, amount of taxes, outstanding water, electric, and sewer bills, current water, electric and sewer bills, contemplated improvements, floodplain status, violations of the building and health codes and similar information. Any such information sought shall be provided to the person requesting it on said form. The village treasurer shall collect a fee that shall be established via resolution by the village board for furnishing such information on said form. [Ord. dated 5/5/20 #3 § 1. Prior code § 2-5-11].
3.05.120 Bidding procedures.
(a) Adoption of Village Bidding Procedures. Pursuant to Section 61.56, Wis. Stats., the village does hereby provide that as a complete alternative to the requirements of Sections 61.54 and 61.55, Wis. Stats., that the provisions of Section 62.15, Wis. Stats., shall be applicable to all village contracts for public construction over $25,000. The authority vested in the board of public works by Section 62.15, Wis. Stats., shall be exercised by the village board.
(b) Definitions.
(1) Verbal Quotation Form. The village solicits verbal quotations on items the village purchases, which are less than $10,000. The results of the verbal quotations are recorded on a memorandum of verbal quotation form.
(2) Informal Quotation. An informal quotation is a written request for quotation sent to vendors. The informal quotation is used for the purchase of goods and services in an amount less than $10,000.
(3) Formal Bid. The formal bid procedure is used for purchasing goods and services in an amount over $10,000, and in some instances in amounts less than this amount. The formal bid procedure requires a legal public notice and contains detailed, written specifications regarding the goods and services to be purchased and a number of specific conditions associated with the purchase.
(c) Bid Solicitation.
(1) Competitive bids or quotations shall be obtained before contracting to purchase articles, goods, wares, material services or merchandise which amount in bulk to more than $1,000. Purchases up to $1,000 may be made by either telephone quotations, informal written quotations or formal bid. Purchases from $1,000 to $10,000 shall be made by written quotation or formal bid. Purchases over $10,000, pursuant to subsection (a) of this section, shall be made by formal bid unless exempted from it by action of the finance committee.
(2) Verbal quotations for goods and services shall be secured from at least two qualified vendors and the results of the quotations shall be recorded on the “Memorandum of Verbal Quotation” form and signed by the person receiving the quotations.
(3) Informal requests for written quotations shall be solicited from at least three qualified bidders on the request for quotation form. All written requests for quotations shall be issued by the clerk and returned to and analyzed by the clerk. Informal requests for written quotations may also be solicited by telephone. Vendors shall be given a reasonable time to respond to the request for an informal, written quotation and shall be given clear, concise specifications and informal bidding instructions to facilitate competitive bidding.
(4) When a formal bid is required or deemed to be in the best interests of the village, the bidding procedure shall follow the legal requirements associated with a Class 1 notice under state statute and the procedures normally associated with the formal bid proposal.
(5) The formal bid proposal will contain at least the following information:
a. The bid number.
b. A detailed description of the goods and services required, including enough information about the items or services required so that more than one vendor can meet the specifications.
c. The time, date and place the bids will be opened.
d. The address to which the bids shall be mailed or delivered. Instructions to bidders shall include such information as delivery dates, transportation charges, proposal prices, conditions for guaranteeing the proposal, payment terms, right of rejection of proposals, right to reject merchandise, insurance requirements, alternative proposal consideration, tax information, and other appropriate information regarding the awarding and execution of the contract and contract considerations.
e. The bid proposal shall also include a section on special provisions including guarantees and service considerations, trade-in considerations, and other information relating to special conditions.
(6) Specifications for all items purchased shall be developed with the full involvement and participation of the using departments. However, the finance committee shall ensure that the specifications are sufficiently broad enough that competition in the bidding process is preserved.
(d) Blanket Purchase Orders.
(1) Upon authorization by the village board following recommendation from the finance committee, the village clerk may issue blanket purchase orders to those few merchants from whom many repetitive purchases are made as supplies are required.
(2) The village board shall determine the need to use a blanket purchase order procedure.
(3) The bidding procedure for blanket purchase orders may follow the procedures used for other goods and services.
(4) After a vendor has been selected, the using department or departments shall use the same purchase order number on all purchases made under the blanket purchase order. The finance committee shall authorize the individual or individuals who shall have the authority to sign for purchases under the blanket purchase order procedure. [Ord. dated 3/6/12 § 6. Prior code § 2-5-12].
3.05.130 Loan policy for village-owned items.
Except as may from time to time be otherwise authorized by the village board, it shall be the policy of the village not to loan out any property belonging to the village. Authorized users are required to sign a hold harmless agreement of the village’s property. Authorized users are required to provide and show proof of liability insurance in the amount of $1,000,000 with the village being named as an additional insured. The following items are an example of items that will not be loaned, but not necessarily a complete listing:
(a) Tables.
(b) Chairs.
(c) Kitchen appliances, dishes, utensils, linens.
(d) Picnic tables or any other movable park equipment shall not be removed from the park sites.
(e) File cabinets, desks, typewriters, adding machines, computers or any office equipment.
(f) Tools or equipment. [Res. 04-03. Prior code § 2-5-13].
3.05.140 Payment of taxes – Interest – Penalty.
(a) All personal property taxes and special assessments shall be paid on or before January 31st.
(b) All real estate taxes levied pursuant to this code of ordinances and the Wisconsin Statutes may be paid in two installments; the first shall be paid on or before January 31st and the second installment on or before July 31st next succeeding, in accordance with the provisions of Section 74.11, Wis. Stats.
(c) Overdue or delinquent real estate taxes, personal property taxes and special assessments are subject to an interest charge of one percent per month or fraction of a month.
(d) In addition to the interest charge, overdue or delinquent personal property taxes are subject to a penalty of one-half percent per month or fraction of a month. The penalty shall apply to any personal property taxes that are overdue or delinquent and shall be calculated from January of the year in which such taxes first become due.
(e) Immediately upon the sale or transfer of a business the treasurer shall require advanced payment of all personal taxes based on the previous year’s mill rate multiplied by the premises’, property’s or business’s current year’s valuation. [Prior code § 2-5-14].
3.05.150 Nonpayment of utility bill.
A water, sewer or refuse collection bill shall be the responsibility of the owner of such property. Nonpayment of such a bill for more than 20 days after the bill for such utility services has been mailed shall constitute a delinquency and may become a lien against such property and collected by special assessment pursuant to AMC 3.10.110 and Section 66.0809, Wis. Stats. [Ord. dated 3/6/12 § 7. Prior code § 2-5-15].
State law reference: Sections 66.069, 66.076 and 66.60(16), Wis. Stats.