07.16.2026 Finance, Insurance & Personnel

7/15/2026 11:35 AM 136 North Monroe Street Waterloo, WI 53594 Phone: (920) 478-3025 Fax: (920) 478-2021 www.waterloowi.us PUBLIC NOTICE OF A COMMITTEE MEETING OF THE CITY OF WATERLOO COMMON COUNCIL Pursuant to Section 19.84 Wisconsin Statutes, notice is hereby given to the public and news media, that a public meeting will be held to consider the following: COMMITTEE: FINANCE, INSURANCE & PERSONNEL COMMITTEE DATE: July 16, 2026 TIME: 5:30 pm LOCATION: Municipal Building Council Chamber, 136 N. Monroe Street 1) CALL TO ORDER AND ROLL CALL 2) APPROVAL OF MEETING MINUTES: June 18, 2026 3) CITIZEN INPUT / PUBLIC COMMENT (3-Minute time limit) 4) OLD BUSINESS a) Discussion on §53-11 Fund Balance Policies 5) NEW BUSINESS a) June 2026 Financial Statements: Payroll $108,825.36, General Disbursements $683,225.20, and Clerk/Treasurer’s Reports [see on municipal website] b) Discussion on updating Ordinance 57 Fire dept Organization and Regulations c) 2026-04 Updating Ordinance §200-1 Fire Inspectors d) 2026-08 Updating Ordinance §120-3 False Alarms e) Resolution 2026-37 Updating the Fee Schedule for Parks and Fire Department f) Resolution 2026-34Amending the Employee Handbook Regarding Leave Payout, Forfeitures and Balances Upon Separation from Employment. g) Resolution 2026-35 Approving Police Dept Copier Lease h) Resolution 2026-36 Approving City Hall Copier Lease i) Setting Upcoming Dates for Department Budget Proposals and Capital Planning j) Update on DPW job posting k) Closed Session Employee Insurance Discussion §19.85 (1) (c) (Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility.) l) Closed Session Highland House PILOT §19.85 (1)(e) (Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session.) m) Closed Session TID 3 Purchase Agreement §19.85(1)(e) (Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session.) 6) ROLLING TASK LIST 7) FUTURE AGENDA ITEMS AND ANNOUNCEMENTS a) Thank you Maureen Giese for your recent donation to the Fire Dept. for repairs to the Ladder Truck. b) Congratulations Treasurer Lana Nelson on earning your Certified Public Funds Investment Manager Certification 8) ADJOURNMENT Jeanne Ritter 7/15/2026 11:35 AM Clerk/ Deputy Treasurer Committee Members: Haseleu, Weihert and Kuhl Posted, Emailed & Distributed:07/13/2026. PLEASE NOTE: It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may attend the above meeting(s) to gather information. No action will be taken by any governmental body other than that specifically noted. Also, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request such services, please contact the clerk’s office at the above location. CITY OF WATERLOO FINANCE, INSURANCE & PERSONNEL COMMITTEE: MEETING MINUTES June 18, 2026 1. CALL TO ORDER AND ROLL CALL. C. Kuhl called the meeting to order at 6:01 p.m. Members in person: Haseleu, Weihert and Kuhl. Absent: none Others attending in person: Alder Thomas; Alder J.Zimmermann; Mayor Quimby; Police Chief Warner; Fire Chief Butzine; DPW Yerges; Utilities Sorenson; Asst. Fire Chief Whitebird; 1lt Butzine; A. Chia; Treasurer Nelson; Clerk Ritter; Casey from Ehlers and WLOO Cable. 2. APPROVAL OF MEETING MINUTES: May 21, 2026 Motion [Weihert/Haseleu] VOICE VOTE: Motion carried. 3. CITIZEN INPUT / PUBLIC COMMENT (3-Minute time limit) 4. OLD BUSINESS a. Discussion on §53-11 Fund Balance Policies and §53-12 Debt Policies Casey from Ehlers Presentation 5. NEW BUSINESS a. May 2026 Financial Statements: Payroll $95,357.58, General Disbursements $280,487.47, and Clerk/Treasurer’s Reports [see on municipal website] Motion [Kuhl/Haseleu] VOICE VOTE: Motion carried. b. Discussion on updating Ordinance 57 Fire Dept Organization and Regulations. Fire Dept to add to Fee schedule at July Meeting. c. Resolution 2026-28 Purchase of Sand Pro 3040 for Park Motion[Weihert/Haseleu] VOICE VOTE: Motion carried. Council would like a better estimate on ceiling. d. Resolution 2026-29 Updating Park Fees on Fee Schedule Motion[C.Kuhl/Weihert] VOICE VOTE: Motion carried. 6. ROLLING TASK LIST 7. FUTURE AGENDA ITEMS AND ANNOUNCEMENTS . 8. ADJOURNMENT. MOTION [Haseleu/Weihert] To adjourn. VOICE VOTE: Motion carried. Approximately 6:55pm. Jeanne Ritter Clerk/Deputy Treasurer 136 North Monroe Street Waterloo, WI 53594 Phone: (920) 478-3025 Fax: (920) 478-2021 www.waterloowi.us __________________________________________________________________________________________ ORDINANCE #2026-04 Update §200-1 Fire Inspectors The Common Council of the City of Waterloo, Wisconsin do ordain as follows: Section 1: §200-1 Fire Inspectors A. Fire Chief to be Fire Inspector. The Fire Chief s hall hold the office of Fire Inspector with power to appoint one or more Deputy Fire Inspectors, who shall perform the same duties and have the same powers as the Fire Inspector. B. Inspection duties. The Fire Inspectors shall inspect, semiannually, all public buildings and places of employment, as defined in § 101.01(11), Wis. Stats., within the City limits for the purpose of noting and causing to be corrected any conditions liable to cause fires. Repairs or alterations necessary to remove the hazardous condition shall be made within a reasonable time at the expense of the owner. The Inspector shall also investigate the storage and handling of explosives and inflammable liquids within the City. C. Procedure. Fire inspection procedures and forms shall be developed in accordance with § 101.14, Wis. Stats., and applicable codes of the National Fire Prevention Association. D. Written record of inspections. The Chief shall keep a written record card of each property inspected which shall conform to the requirements of the State Department of Commerce and shall make the semiannual report of inspections required by said Department. E. Correction of fire hazards. When any inspection by the Fire Chief or his deputies reveals a fire hazard, the Chief or his deputies may serve a notice, in writing, upon the owner of the property giving said owner a reasonable time in which to remove the hazard. If the fire hazard is not removed within the time allowed it shall be deemed a nuisance, and the Fire Chief or his deputy may have the same removed by the City, and the cost of such removal shall be recovered in an action by the City against the owner of the property and may also be entered on the tax roll as a special charge against the property. F. Entering on premises. No person shall deny the Fire Inspector or his deputies free access to any property within the City at any reasonable time for the purpose of making fire inspections. No person shall hinder or obstruct the Fire Inspector in the performance of his duty or refuse to observe any law ful direction given by him. G. No fee shall be charged for the reinspection if the property owner brings the property into compliance. City of Waterloo Fee schedule reflects fees for 2nd, 3rd and subsequent inspections. A fee of $100.00 shall be charged for a second reinspection, a fee of $200.00 for a third reinspection and a fee of $400.00 for each subsequent reinspection for the same condition. A reinspection fee shall also be charged when a city staff member, employee, or officer finds a condition that is similar to a condition which was subject to a correction order within one (1) year prior to the inspection. Reinspection fees shall be charged against the real estate upon which the reinspection was made, shall be a lien upon the real estate and shall be assessed and collected as a special charge. (1) A $50.00 fee shall be charged (see City Fee Schedule) for any inspection or reinspection when a contractor or property owner requests an inspection for permit -related work and the work is not ready at the time of the requested inspection. Failure to pay reinspection fees after notice of the fee shall result in withholding future permits. (2) Any property owner or lessor receiving a fourth offense reinspection fee, for the same violation, may have the payment of the fee waived if the party or his or her representative personally meets with the Fire Chief , or designee, within seven (7) days of receipt of the notice of the fee imposition. At the meeting, the Fire Chief or designee and owner shall review the problems oc curring at the property. Within ten (10) days of the meeting, the owner shall submit to the Fire Chief, or designee, a detailed written abatement Section 2: This ordinance shall take effect and be in force after its passage and publication in a manner provided by law. Acted on and adopted at a result meeting of the Common Council on_____________, 2026. CITY OF WATERLOO _________________________ Jenifer Quimby, Mayor Attest: _________________________ Jeanne Ritter, City Clerk Date Adopted: Date Published: 136 NORTH MONROE STREET, WATERLOO, WISCONSIN 53594-1198 Phone: (920) 478-3025 Fax: (920) 478-2021 E-Mail: cityhall@waterloowi.us Website: www.waterloowi.us ____________________________________________________________________________ __ ORDINANCE #2026-08 AN ORDINANCE UPDATING §120-3 False Alarms Chapter §120 Alarm Systems § 120-3. False alarms. A. Fees. An alarm user shall pay to the Fire Department, within 10 days after activation, the following service fees for false fire alarms which occur within a calendar year (January 1 through December 31). [Amended 7-11-2019 by Ord. No. 2019-05] (1) First false alarm: $0.See fee schedule. (2) Second false alarm: $100. See fee schedule. (3) Each subsequent false alarm: $300. See fee schedule. (4) In the instance of any fourth or subsequent false alarm response within any twelve-month period, the City of Waterloo Fire Department shall cause to be issued to an alarm user a due and payable invoice for response costs in the minimum sum as set by the Common Council and provided under separate fee schedule, the date payment is due, the right of the alarm user to a hearing before the Fire Chief if a request therefor is made before the date payment is due, and a warning that any unpaid response fee will be allocated to the alarm user's property tax roll as a special charge pursuant to § 66.0627, Wis. Stats., at the alarm user's last known address with copy to the owner, at the owner's last known address as well as any occupant, lessee or legal possessor of the address summoning a response. The City of Waterloo Fire Department shall collect such additional amounts at the same rate in fifteen -minute increments if the time expended by the Fire Department exceeds 1/2 hour. (5) In the instance of any fifth or su bsequent false alarm response within any twelve -month period, the City of Waterloo Fire Department shall cause to be issued to an alarm user a due and payable invoice for response costs in the minimum sum as set by the Common Council and provided under separate fee schedule, the date payment is due, the right of the alarm user to a hearing before the Fire Chief if a request therefor is made before the date payment is due, and a warning that any unpaid response fee will be allocated to the alarm user's prope rty tax roll as a special charge pursuant to § 66.0627, Wis. Stats., at the alarm user's last known address with copy to the owner, at the owner's last known address, as well as any occupant, lessee or legal possessor of the address summoning a response. The City of Waterloo Fire Department shall collect such additional amounts at the same rate in fifteen -minute increments if the time expended by the Fire Department exceeds 1/2 hour. B. Periodic alarm testing will not result in a response fee, as long as prior notification with the Fire Department dispatch center was made, along with notification once the testing is completed. C. Storm-related false alarms which can be reasonably verified shall be exempt from any response fees. D. Collection of fees. (1) For the purposes of this section, an alarm user who is lessee, occupant, or tenant of the premises from which the false alarm originated shall be deemed agent of the owner thereof. (2) All charges for respo nse fees are due and payable to the City of Waterloo within 30 days of mailing of the notice required under this section, except, if a hearing is requested in a timely manner, the charges are due within 10 days after an adverse decision is rendered at such hearing. E. Determination of false alarm. The Fire Chief shall determine whether or not the activation of an alarm was a false alarm as defined in § 120-2 above. F. Correction of alarm deficiencies. An alarm user shall correct any deficiencies in equipment or o peration of his their alarm system within 15 days following either his their actual knowledge of such deficiency or the mailing of a written notice from the Clerk-Treasurer, whichever date is earlier. In the event that such deficiency cannot be corrected within the fifteen -day period, the alarm system shall be deactivated until such corrections are completed. G. Appeal. Any person aggrieved by any provision of this section may, within five business days, submit a written appeal to the Council. The Council shall hear the m atter at a time scheduled by the City Clerk and render its decision, in writing, within three days. [ Adopted at the Organizational meeting of the Common Council on July 16, 2026. CITY OF WATERLOO Signed: _____________________________ Jenifer Quimby, Mayor Attest: ______________________________ Jeanne Ritter Clerk /Deputy Treasurer Date Adopted: ________________ Date Published: The Courier, ______________ Page 1 of 1 7/14/2026 2:08 PM 136 North Monroe Street Waterloo, WI 53594-1198 Phone: (920) 478-3025 Fax: (920) 478-2021 www.waterloowi.us ______________________________________________________________________________ _ RESOLUTION #2026-37 Fee Schedule Update The Common Council of the City of Waterloo, Wisconsin does hereby resolve as follows: Whereas, from time to time it is beneficial to review and revise municipal fees charged for services and goods provided by the City of Waterloo, and; Whereas, the Fire/EMS and the Parks Department need to make updates to the fee schedule, and; Whereas, an updated schedule is attached for City Council consideration. Therefore Be It Resolved, that the Waterloo City Council adopts the fee schedule as presented. Date: ______________ Vote: ______________ City of Waterloo Signed: ______________________________________ Jenifer Quimby, Mayor Attest: _________________________________ Jeanne Ritter Clerk/Deputy Treasurer SPONSOR(S) – Various CITY OF WATERLOO COMMON COUNCIL RESOLUTION 2026-34 A RESOLUTION AMENDING THE EMPLOYEE HANDBOOK REGARDING LEAVE PAYOUTS, FORFEITURES, AND BALANCES UPON SEPARATION FROM EMPLOYMENT, INCLUDING INTRA- MUNICIPAL TRANSITIONS TO RATEPAYER-FUNDED ENTERPRISE ACCOUNTS. WHEREAS, the City of Waterloo grants certain municipal employees front-loaded annual vacation allotments on January 1st of each calendar year; and WHEREAS, the Municipal Utility and other enterprise operations of the City are funded independently through dedicated utility ratepayers and user fees, rather than the general tax levy; and WHEREAS, the Common Council seeks to establish a uniform policy governing leave balances upon separation from employment, including separation for private-sector employment, employment with another public agency, retirement, or transition to a separate ratepayer-funded enterprise account. NOW, THEREFORE, BE IT RESOLVED, by the City Council, the Employee Handbook is amended to create section 7.20 as follows: A. Scope and Definition of Separation of Employment This section applies to all separations from employment with a general municipal department. For purposes of this section “separation from employment” includes, but is not limited to: 1. Voluntary resignation to accept employment in the private sector or with an outside public agency. 2. Involuntary termination, discharge, or layoff. 3. Retirement. 4. An internal transition, transfer, or hire into a separate municipal enterprise account, board, or commission, including the Municipal Utility, that operates under an independent budgetary, payroll, or ratepayer structure. B. Proration and Payout of Front-Loaded Leave Upon separation from employment in good standing, including a voluntary separation with at least fourteen (14) calendar days’ written notice, an employee’s front-loaded vacation or Paid Time Off (PTO) allotment shall be audited and prorated to reflect only the hours earned during that calendar year. 1. Calculation of Earned Leave: Earned leave shall be calculated by dividing the total annual front-loaded allotment by twelve (12) and multiplying the result by the number of full calendar months worked in the calendar year through the effective date of separation. 2. Lump-Sum Payout: Earned, unused vacation hours shall be paid as a lump-sum amount calculated at the employee’s final regular rate of pay and issued on the employee’s final paycheck from the separating department. C. Overuse and Wage Deductions (Clawback) If an employee separates from employment after using more front-loaded vacation or PTO hours than earned under the proration calculation in Section II, the excess hours shall constitute an advanced wage debt owed to the City. 1. Mandatory Recovery: The City is authorized and directed to deduct the gross cash value of the overused leave hours from the employee’s final paycheck, to the extent permitted by applicable law, regardless of the employee’s destination employment or internal transition status. D. Absolute Forfeiture of Sick Leave 1. Legislative Findings • Insurance, Not Deferred Compensation: The Common Council declares that sick leave is a conditional health and wellness benefit, and a form of short-term income protection, intended solely to protect employees from loss of income during periods of personal illness or injury. Sick leave is not deferred compensation and does not constitute a vested wage asset earned for services rendered. • Enterprise Account Protection: Because the Municipal Utility and other enterprise operations are funded through independent ratepayer or user-fee structures, transfer of accumulated sick leave liabilities from general tax-funded departments would impose liabilities on ratepayers for costs incurred outside the enterprise account. • Fiscal Uniformity Across All Job Types: To maintain uniform treatment, an employee transitioning internally to a ratepayer-funded utility or enterprise account shall be treated in the same manner as an employee separating for employment with an outside private or public employer. Liquidation or transfer of sick leave upon mid-career separation would create unbudgeted and unfunded liabilities. 2. Forfeiture Rule Any employee separating from employment, including an employee moving to a utility or separate enterprise account, shall forfeit all accumulated, unused sick leave effective at 11:59 p.m. on the employee’s final day in the current position. Forfeited sick leave has no cash value, shall not be paid as a lump-sum amount, and shall not be transferred to or recognized by any receiving utility, enterprise account, or outside employer. 3. Retirement Exception The forfeiture rule does not apply to an employee who immediately retires under the Wisconsin Retirement System (WRS) and qualifies for any sick-leave-to-health-insurance conversion program authorized under a separate City retirement ordinance or policy. E. Balance and Accrual Reset for Internal Enterprise Transitions An employee transitioning from a general municipal department to a ratepayer-funded utility or enterprise account shall be treated as a new hire for leave-benefit purposes. 1. Leave Balance Reset: The transitioning employee shall begin employment in the utility or enterprise account with a zero (0) hour balance for all categories of leave. 2. Accrual Schedule Reset: The employee’s monthly or annual leave accrual rate in the utility or enterprise account shall be established at the introductory “Year 1” level specified in the receiving entity’s personnel handbook, unless a different accrual baseline is expressly authorized in writing in the employee’s offer letter or employment contract. F. Administration and Implementation The City Clerk, Treasurer, Human Resources designee, or other authorized official shall audit applicable leave balances, calculate prorated earned leave, determine any overuse amount, and coordinate any final payout or authorized deduction in accordance with this section. G. Severability If any provision of this section is declared invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect. Adopted this _____ day of ___________________, 2026. BY ORDER OF THE CITY COUNCIL By:_______________________________________ Jenifer Quimby, Mayor ATTEST:___________________________ Jeanne Ritter, City Clerk Date Introduced: Date Adopted: Page 1 of 1 136 North Monroe Street, Waterloo, Wisconsin 53594-1198 Phone (920) 478-3025 Fax (920) 478-2021 RESOLUTION #2026-35 A Resolution Approving the Police Dept. to Lease a Copier/Printer/Fax/Scanner The Common Council of the City of Waterloo, Wisconsin does hereby ordain as follows: WHEREAS, the Waterloo Police Department has determined a need to update its copier/printer/fax/scanner; and; WHEREAS, the cost to do this would be an additional $236 a month, and; WHEREAS, the Police Department is asking to fund this out of _____________. THEREFORE, BE IT RESOLVED, the City Council of the City of Waterloo, Wisconsin, does hereby approve the lease of a new HP LaserJet MFP E877dnl, 2026 meeting. Passed and adopted: __________ City of Waterloo Signed: _____________________________ Jenifer Quimby, Mayor Attest: ______________________________ Jeanne Ritter, Clerk/DeputyTreasurer Page 1 of 1 136 North Monroe Street, Waterloo, Wisconsin 53594-1198 Phone (920) 478-3025 Fax (920) 478-2021 RESOLUTION #2026-36 A Resolution Approving a New Lease on Copier/Printer/Fax/Scanner for City Hall The Common Council of the City of Waterloo, Wisconsin does hereby ordain as follows: WHEREAS, the Waterloo City Hall has determ ined a need to update its copier/printer/fax/scanner; and WHEREAS, at this time the lease would be $5 less a month with the 2030 security requirements; and WHEREAS, the City Hall is asking to renew the lease one year earlier to provide needed security features. THEREFORE, BE IT RESOLVED, the City Council of the City of Waterloo, Wisconsin, does hereby approve the purchase of a new HP LaserJet at the July 16, 2026 meeting. Passed and adopted: __________ City of Waterloo Signed: _____________________________ Jenifer Quimby, Mayor Attest: ______________________________ Jeanne Ritter, Clerk/DeputyTreasurer City of Waterloo Finance, Insurance & Personnel Committee - revised: 12/26/2024 - Annual Calendar Meeting night: 3rd Thursday of month at 6:00 pm Monthly recurring: review of disbursements, payroll, and treasurer’s reports JUNE Mayor’s Budget start date; build Council consensus for budget policy objectives Tax Incremental Finance Districts, review. Page 1 of 1 JANUARY □ Review of Department Heads as needed. □ Audit Prep FEBRUARY □ Audit MARCH □ Fee Schedule Review APRIL □ § 53-12 Review of debt schedules & debt refunding opportunities. □ Audit Presentation third Thursday MAY □ Addressing items raised in financial audit and Workman’s Comp audit □ Resolution for carryover after audit is complete JULY □ Meet with Dept. Heads on Budget Expectation & Concerns □ AUGUST □ Budget deliberation. SEPTEMBER □ § 53-14 Updating capital improvement plan. □ Budget deliberation. OCTOBER □ Initial review of calendar year insurance renewal policies. □ Final Committee budget recommendation to full City Council. NOVEMBER □ Final review of calendar year insurance renewal policies. DECEMBER □ Review and recommend Current Budget Amendment #2 (July – Dec.) □ □ □ □ □