[Adopted 12-14-1998 as Title 3, Ch. 1, of the 1998 Code]
A.
Content of tax roll. Pursuant to § 70.65, Wis. Stats.,
the Village Clerk shall prepare a tax roll and include the required
contents as described in § 70.65, Wis. Stats.
B.
Property tax collection. All provisions of Ch. 74, Wis. Stats., in
regards to property tax collection are adopted and by reference made
a part of this section with the same force and effect as though set
out in full.
A.
Bond eliminated. The Village of Brandon elects not to give the bond
on the Village Treasurer as provided for by § 70.67(1),
Wis. Stats.
B.
Village liable for default of Treasurer. Pursuant to § 70.67(2),
Wis. Stats., the Village shall be obligated to pay, in case the Village
Treasurer shall fail to do so, all state and county taxes required
by law to be paid by such Village Treasurer to the County Treasurer.
A.
Departmental estimates. When requested by the 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.
Consideration of estimates. The Finance Committee of the Village
Board shall consider such departmental estimates in consultation with
the department head and develop a budget amount for such department
or activity.
C.
Form of proposed budget. Each year the Finance Committee of the Village
Board shall prepare and submit to the Board a proposed budget presenting
a financial plan for conducting the affairs of the Village for the
ensuing calendar year. The budget shall include the following information:
(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 Clerk shall provide a reasonable number
of copies of the budget summary thus prepared for distribution to
citizens. The entire fiscal budget shall be available for public inspection
in the office of the Village Clerk during regular office hours.
E.
Report and hearing.
(1)
The Village Board shall make a report no later than the Board's first
November meeting. The report 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.
(2)
A summary of such budget and notice of the time and place where such
budget in 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 or
legally posted at least 15 days prior to the time of such public hearing.
(3)
Not less than 15 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.
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 10 days thereafter in the official Village
newspaper.
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 § 56-4 of this article. 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.
The calendar year shall be the fiscal year.[1]
A.
Village Board to audit accounts. Except as provided in Subsection C, no account or demand against the Village shall be paid until it has been audited by the Village Board and an order drawn on the Village treasury therefor. Every such account shall be itemized. Every such account or demand allowed in whole or in part shall be filed by the Village Treasurer, and those of each year shall be consecutively numbered and have endorsed thereon the number of the order issued in payment.
B.
Claims to be verified. All accounts, demands or claims against the
Village shall be verified by the claimant or proper official.
A.
The Village Clerk, Village Treasurer, and their deputies 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 they
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 Village Clerk, Village Treasurer, or their designees shall make
out a receipt in duplicate for the money so received. The Village
Clerk, Village Treasurer, or their designees 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 Village Clerk, Village Treasurer or their designees shall
be safeguarded in such manner as the Village Board shall direct.
The Village Clerk, Village Treasurer and their designees are
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 and sewer bills, current water and sewer bills, contemplated
improvements, outstanding citations on building code violations and
similar information. Any such information sought shall be provided
to the person requesting it on said form. Requests for statements
of real property status shall be made to the Village Clerk, Village
Treasurer, or their designees a minimum of one business day in advance.
A fee as set by the Village Board shall be charged for compiling this
information. In providing this service, the Village of Brandon and
its officials assume no liability for such service nor is any warranty
intended or implied.
A.
All contracts for public construction shall be let by the Village
Board in accordance with § 62.15, Wis. Stats. The Village
Board, or a person or body designated by the Village Board, shall
exercise the powers and duties of the Board of Public Works under
§ 62.15, Wis. Stats. Section 62.15 applies to a village
in the same manner as to a city.[1]
B.
Construction by the Village. Any class of public construction may
be done directly by the Village without submitting the same for bids
provided that the same is authorized by a vote of 3/4 of all members
of the Village Board.
A.
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 of $10,000 and higher, 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.
B.
Bid solicitation.
(1)
Competitive bids or quotations may be obtained before contracting to purchase articles, goods, wares, material services or merchandise which amounts 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 may be made by written quotation, telephone quotation or formal bid. Purchases of $10,000 and over, pursuant to Subsection A above, shall be made by formal bid unless exempted from it by action of the Village Board.
(2)
Verbal quotations for goods and services should 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 should be solicited from
at least three qualified bidders on the request for quotation form.
All written requests for quotations shall be issued by the applicable
department heads and returned to and analyzed by the applicable department
heads. 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 Village Clerk shall ensure that the specifications are sufficiently
broad enough that competition in the bidding process is preserved.
Billings by the Village may be paid within 30 days after billing
without interest. Thereafter, interest may be charged at the rate
of 1 1/2% per month or any fraction thereof, until the following
15th day of November. Bills not paid on or before the 15th day of
November shall have added to the total amount due 1 1/2% of said
charges and shall be entered on the tax roll as a special charge and
become a lien upon real estate.
A firm of certified public accountants shall be employed each
year by the Village, subject to the confirmation of the Village Board,
to conduct a detailed audit of the Village's financial transactions
and its books, and to assist the Village Clerk and Village Treasurer
in the management of the Village's financial affairs, including the
Village's public utilities. These auditors shall be employed on a
calendar-year basis. The books audited may, in addition to the financial
records of the office of the Village Clerk and Village Treasurer,
include the Village's public utilities, Police Department records,
and any other books of any boards, commissions, officers or employees
of the Village handling Village monies.
No agent of the Village of Brandon having authority to employ
labor or to purchase materials, supplies or any other commodities
may bind the Village or incur any indebtedness for which the Village
may become liable without approval of the Board. Each such employment
or purchase order shall be drawn against a specific appropriation,
the money for which shall be available in the Village treasury and
not subject to any prior labor claims or material purchase orders
at the time when such employment is negotiated or purchase order drawn.
The Village Clerk shall keep a record of such employment and purchase
orders and shall charge them against the proper appropriation.
A.
Purpose. Cash and investments generally represent the largest asset
on the Village's balance sheet, and the Village frequently has cash
available for short-term, intermediate and long-term investments.
Therefore, it is important that the Village establish a policy to
ensure continuous prudent investment of available Village funds. It
is in the interest of the Village of Brandon to adopt a policy to
ensure continuous prudent deposits and investments of available Village
funds. The Village Board of the Village of Brandon establishes the
following policies in the public interest for the deposit and investment
of available Village funds.
B.
Public depositories.
(1)
Depositories. The Village Board shall, by ordinance or resolution,
designate one or more public depositories, organized and doing business
under the laws of this state or federal law, and located in Wisconsin,
in which the Village Clerk or Treasurer shall deposit all public monies
received by her/him.
(2)
Limitations. The resolution or ordinance designating one or more
public depositories shall specify whether the monies shall be maintained
in time deposits subject to the limitations of § 66.0603(1m),
Wis. Stats., demand deposits or savings deposits, and whether a surety
bond or other security shall be required to be furnished under § 34.07,
Wis. Stats., by the public depository to secure the repayment of such
deposits. Not more than $500,000 shall be deposited in any one public
depository, unless specifically authorized by the Village Board.
(3)
Deposits. The Village Clerk or Treasurer shall deposit public monies
in the name of the Village of Brandon in such public depositories
designated by the Village Board and subject to the limitations hereinabove
set forth.
(4)
Withdrawals. Withdrawals or disbursements by the Village Clerk or
Treasurer of monies deposited in a public depository shall be made
as provided by § 66.0607(1) to (5), Wis. Stats. The Village
Clerk or Treasurer is authorized, at her/his discretion, to process
periodic payments through the use of money transfer techniques as
set forth in § 66.0607(3m), Wis. Stats.
C.
Investments.
(1)
Management. Subject to the provisions of this policy, the Village
Clerk or Treasurer shall have control of and discretion in the investment
of all Village funds that are not immediately needed and are available
for investment.
(2)
Intent. It is the intent of the Village Board that the Village Clerk
and Village Treasurer utilize a wise and prudent cash management system
within the level of their expertise in such a manner to insure maximum
investment earnings, while at the same time be able to respond promptly
to authorized expenditures. Safety, liquidity and yield will be the
prime requisites for the investment of Village funds.
(3)
Scope. This policy is limited in its application to funds which are
not immediately needed and are available for investment. Other funds,
the investment of which is subject to special federal and/or state
laws and regulations, shall be invested in accordance with such laws
and regulations to the extent they may be inconsistent with the provisions
of this policy.
(4)
Responsibility. In exercising their investment responsibilities,
the Village Clerk and Village Treasurer shall exercise the care, skill,
prudence and diligence under the circumstances then prevailing that
a prudent person acting in a similar capacity, having the same resources,
and familiar with like matters in the management of a similar activity,
with a like purpose would exercise.[1]
D.
Investment factors. The Village Clerk and Village Treasurer are authorized
and directed to utilize investment options as set forth within these
guidelines, and the Village Clerk and Village Treasurer shall take
into consideration the following factors which are listed in order
of priority to the investment decision:
(1)
Certificates of deposit. Village funds may be invested in certificates
of deposit maturing within one year or less from the date of investment
issued by any banks, savings and loan associations or credit unions
which are authorized to transact business in the State of Wisconsin.
The financial institutions must have been designated as a public depository
of the Village by resolution or ordinance of the Village Board.
(2)
Government bonds and securities. Village funds may be invested in
United States government bonds or securities which are direct obligations
of or guaranteed as to principal and interest by the federal government
and bonds or securities which are obligations of any agency, commission,
board or other instrumentality of the federal government, where principal
and interest are guaranteed by the federal government. The securities
must be purchased through financial institutions authorized to conduct
business in the State of Wisconsin and placed in safekeeping in a
segregated account in the Village's name at any designated public
depository or approved financial institution.
(3)
Government investment pool. Village funds may be invested in the
Wisconsin Local Government Pool Investment Fund without restriction
as to the amount of deposit or collateralization.
(4)
Repurchase agreements. Village funds may be invested in repurchase
agreements, in financial institutions authorized to conduct business
in the State of Wisconsin. Repurchase agreements can only be made
in securities which are direct obligations of or guaranteed as to
principal and interest by the federal government and securities which
are obligations of an agency, commission, board or other instrumentality
of the federal government, where principal and interest are guaranteed
by the federal government. Securities purchased by a repurchase agreement
must be placed in safe-keeping in a segregated account in the Village's
name at any designated public depository or approved financial institution.
(5)
Wisconsin Investment Trust. Village funds may be invested in the
Wisconsin Investment Trust without restrictions as to the amount of
deposit or collateralization.
(6)
Savings deposit. Village funds may be temporarily invested in savings
deposits.
(7)
Securities. The Village Clerk and/or Treasurer may invest in private
securities which are senior to, or on a parity with, a security of
the same issuer which is rated highest or second highest by Moody's
Investors Service, Standard & Poor's Corporation or other similar
nationally recognized rating agency.
E.
Safety.
(1)
In order to safeguard investments and deposits, the Village shall
acquire of each public depository its annual financial statements
and evaluate such statements as to the financial soundness of the
depository. Also to be reviewed is other pertinent financial information
filed with regulatory agencies.
(2)
The Village shall require, when investing in repurchase agreements,
that collateral be pledged by the depository in an amount equal to
or greater than the amount of the repurchase agreements the Village
has with such depository. In excess of FDIC coverage, the collateral
shall be direct obligations of the United States, or of its agencies
if the payment of principal and interest is guaranteed by the federal
government, or obligations of the State of Wisconsin, or of the Village
of Brandon. Evidence of such collateral shall be provided by the depository.
(3)
Consideration shall also be given to the total amount of existing
Village funds which are already in such depository and/or the capacity
of the depository to handle the size of the deposit or investment
with consideration of federal depository insurance and State of Wisconsin
Guarantee Fund requirements.
F.
G.
Yield.
(1)
Yield shall be the final determining factor of the investment decision.
(2)
Bids shall be required of all investments that exceed both $100,000
and a thirty-day or longer maturity date. A minimum of three bids
from the Village's public depository list shall be acquired. Exceptions
to the bid process include only the purchase of obligations of the
United States Treasury and deposits in the Wisconsin Local Government
Investment Pool, which shall be registered in the Village's name.
H.
Miscellaneous.
(1)
Liability. Notwithstanding any other provision of law, the Village
Clerk and/or Treasurer who deposits public monies in any public depository,
in compliance with § 34.05, Wis. Stats., is, under the provisions
of § 34.06, Wis. Stats., relieved of any liability for any
loss of public monies which results from the failure of any public
depository to repay to the public depositor the full amount of its
deposits, thus causing a loss as defined in § 34.01(2),
Wis. Stats.
(2)
Definitions. Words or phrases shall, insofar as applicable, have
the meaning set forth in § 34.01, Wis. Stats., as amended.
(3)
Conflicts. This section is enacted in accordance with the provisions
of Ch. 34 and §§ 66.0603 and 66.0607, Wis. Stats. In
case of conflict, the state laws shall prevail.
