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COMMITTEE OF THE WHOLE Packet - 8/13/2013 CITY OF MUSKEGO COMMITTEE OF THE WHOLE AGENDA August 13, 2013 6:00 PM Alderman's Room - Main Level City Hall, W182 S8200 Racine Avenue CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLICE NOTICE APPROVAL OF AGENDA APPROVAL OF MINUTES FROM JULY 23, 2013 NEW BUSINESS 1. Facilities Needs Study Presentation 2. Cable Club Budget 3. Purchasing Policy Proposed Amendment 4. Update on City's 50th Anniversary Events COMMUNICATIONS AND MISCELLANEOUS BUISNESS AS AUTHORIZED BY LAW ADJOURNMENT Possible reconvening of the Committee of the Whole immediately following Common Council Meeting of the same date to continue work on agenda items NOTICE IT IS POSSIBLE THAT MEMBERS OF AND POSSIBLY A QUORUM OF MEMBERS OF OTHER GOVERNMENTAL BODIES OF THE MUNICIPALITY MAY BE IN ATTENDANCE AT THE ABOVE-STATED MEETING TO GATHER INFORMATION; NO ACTION WILL BE TAKEN BY ANY GOVERNMENTAL BODY AT THE ABOVE-STATED MEETING OTHER THAN THE GOVERNMENTAL BODY SPECIFICALLY REFERRED TO ABOVE IN THIS NOTICE. 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 THIS SERVICE, MUSKEGO CITY HALL, (262) 679-4100. Generated by PDFKit.NET Evaluation Click here to unlock PDFKit.NET COMMITTEE OF THE WHOLE (COW) – CITY OF MUSKEGO (Unapproved) MINUTES OF MEETING HELD JULY 23, 2013 Mayor Chiaverotti called the meeting to order at 6:00 PM. Present were Ald. Wolfe, Hammel, Borgman, Glazier, Soltysiak, Kubacki, Madden and Finance & Administration Director Mueller. Ms. Mueller stated that the meeting was properly noticed. APPROVAL OF AGENDA APPROVAL OF MINUTES Ald. Borgman moved for the approval of the June 11, 2013 minutes. Ald. Hammel seconded; motion carried. NEW BUSINESS 1. Facilities Needs Study Mayor Chiaverotti stated that due to a family emergency John Sabinash would not be able to do his presentation with the results of the Facilities Needs Study. 2. Referendum Threshold Ald. Wolfe had requested this item due to the number of inquiries from citizens asking for more involvement. The current threshold is 10 million and he is suggesting a threshold of 2 or 2.5 million dollars. Ald. Hammel stated that the council was elected to make decisions of that magnitude. Ald. Kubacki agreed stating that citizens have the opportunity to voice their concerns at meetings. Ald. Borgman feels that 10 million is a high threshold and that it would be worthwhile to hold a referendum. Ald. Glazier is looking for rationale to make this change and does not want to pick an arbitrary number especially since he has not heard complaints from any constituents. Ald. Madden gave an example of a project being proposed in a district that would not directly benefit the rest of the City which then might have trouble passing a referendum and went on to say referendums can be quite costly. Ald. Soltysiak also feels that council members are elected to make decisions and at this point does not feel it is necessary to lower the threshold and that there are other mechanisms in place for citizens to show their dissatisfaction of any action by council. Using the lake park project as an example Ald. Glazier stated that there was probably more information available to the citizens through the informational meetings which the issue then was addressed without a going to a referendum. He feels a referendum passes or fails depending on how well it is written. Ald. Soltysiak said conducting a referendum for the lake park would have not made the process any easier and that at any time the council can vote to hold a referendum with a majority vote from the council. 3. Continue Discussion on City’s 50th Anniversary Kickoff – November 9, 2013 Mayor Chiaverotti showed examples of the logo and banners that the Mayor’s Task Force 50th Committee had selected. The banners will be displayed along the Janesville and Moreland Road corridors. Discussion followed on the design, font size, color and Generated by PDFKit.NET Evaluation Click here to unlock PDFKit.NET Committee of the Whole Page 2 July 23, 2013 number of banners needed. Concerns were raised about the cost for banners that would only be used for 1-2 years and the need to stagger the banners to reduce costs. Ald. Soltysiak suggested a comprehensive budget be developed so costs for the Anniversary celebration can be tracked. Ald. Glazier suggested releasing pigeons as opposed to a balloon launch as had been discussed previously. Ald. Hammel had contacted the Historical Society and they are on board with having their buildings open for the kick off ceremony on November 9, 2013 but suggested that the City wait until the actual anniversary date, November 9, 2014, to bury a time capsule. ADJOURNMENT Ald. Borgman moved to adjourn at 6:40 PM. Seconded by Ald. Glazier; motion carried. Transcribed by Cindy Schweitzer Generated by PDFKit.NET Evaluation Click here to unlock PDFKit.NET Committee of the Whole Page 4 August 13, 2013 AMENDED COMMON COUNCIL - CITY OF MUSKEGO RESOLUTION NO. 026-2013 PURCHASING POLICY CITY OF MUSKEGO WHEREAS, the Common Council has the authority for the management and control of the City’s finances and thus all expenditures of City funds in accordance with Wisconsin State Statute 62.11(5), and WHEREAS, the Common Council desires to expend City resources as efficiently and responsibly as possible with a purchasing policy that works toward obtaining goods and services that are of high quality at the lowest cost, and WHEREAS, the Common Council desires to establish guidelines and procedures for City Departments for purchasing items and services, NOW, THEREFORE, BE IT RESOLVED, the Common Council hereby establishes the following purchasing policy. 1. This purchasing policy applies to all City expenditures and includes contracts for service, labor, materials, supplies and equipment when said policy does not conflict with another applicable law, rule, ordinance, contract, policy or similar requirement. Items within an approved budget are not considered exempt from this policy. 2. Each Department Head shall be responsible for authorizing day-to-day purchases for their respective departments. This authority may be delegated to other employees within the department however ultimate responsibility for purchasing rests with the Department Head. 3. It is the responsibility of the Department Heads to monitor compliance with the City’s purchasing policies and procedures. Department Heads verify that the documentation is complete, applicable bidding requirements have been met (if applicable), budget authority exists, account number to be charged is appropriate, and there is a need for the purchase. Review of this is evidenced by name and date on the voucher approval form to the City Council and/or Committee. 4. Purchases shall be requested only when adequate funds remain in the approved budgeted expenditure category or fund to cover the cost of such purchases except in unusual or unforeseen circumstances. 5. Whenever practicable, three (3) informal bids shall be obtained for non-customary and non- routine purchases at the discretion of the Department Head. The Department Head requesting the expenditure shall state his/her recommendation for which quote to accept, why and Generated by PDFKit.NET Evaluation Click here to unlock PDFKit.NET Committee of the Whole Page 5 August 13, 2013 identify the line item of their department budget from which the funds will be drawn when the City is invoiced for the purchase. 6. Purchasing shall be done when possible with written orders. Written orders shall be signed or initialed by the Department Head prior to the order being placed/expenditure being made. 7. In cases where it is not practical to use a written (purchase) order (i.e. small materials or supplies needs on a day to day basis), items may be charged by authorized personnel within the Department. Use of City issued business credit cards shall be in accordance with the City’s policy on the use of City issued business credit cards. 8. Bills/invoices/statements shall be initialed by the Department Head of the department responsible for the purchase prior to the bill/invoice being processed for payment by the Finance & Administration Department to ensure satisfaction and that items were received as ordered and invoiced. 9. All contracts for professional services and public works contracts as defined by Wisconsin State Statute 62.15 (12) shall be specifically reviewed by the City Attorney as a condition of approval and prior to execution. Maintenance agreements shall be reviewed by staff prior to renewal and in consultation with the Mayor to ensure costs are being reviewed and controlled in the best interests of the City. a. Selection of vendors for professional services and construction contracts should take into consideration the overall value of such contracts including: 1. Continuity of the various phases of a project. 2. Operational efficiencies 3. Level of expertise in related services. 4. Scope of services. b. Individual change orders on construction or similar contracts will be subject to the following thresholds for approval of contracts for services: 1. Under $10,000 – Department Head 2. $10,000 - $25,000 – Department Head and Finance & Admin. Director 3. $25,000 - $50,000– Department Head, Finance & Admin. Director and Mayor 4. $50,000 or up to 10% of budgeted construction projects only (whichever is greater) Department Head, Finance & Admin. Director and Mayor 5. Over $50,000 – Common Council (with exception to #4) c. Due to the cost-benefit to the City, it is understood the use of the same vendors for professional services and contracts including those for attorney, engineering, financial advisors, information technology, assessment maintenance and insurance carriers may carry over from year to year without seeking competitive bids when it is deemed to be in the public interest. 10. It is hereby noted, in regard to public construction projects, public bidding law shall be followed as required in Wisconsin State Statute 62.15. Generated by PDFKit.NET Evaluation Click here to unlock PDFKit.NET Committee of the Whole Page 6 August 13, 2013 11. It is hereby noted, certain Public Service Commission rules and Administrative Codes shall be followed that require Public Utility Committee approval of expenditures from segregated utility accounts. 12. Approval authority for purchasing shall be as follows: a. For items/services (purchases) that were included in the Common Council approved budget, excludes purchases within approved contractual agreements, for the fiscal year - 1. Purchases up to the public bidding requirements (currently $25,000) shall be approved by the Department Head. 2. Purchases between $25,000 and $50,000 shall be approved by the Mayor prior to the order being placed or expenditure being made. The Department Head desiring to make the purchase shall make a recommendation concerning such purchase to the Mayor. 3. Purchases exceeding $50,000 shall be approved by the Common Council prior to the order being placed or expenditure being made. The Department Head/Mayor desiring to make the purchase shall make a recommendation concerning such purchase to the Common Council. 4. Should the purchase amount exceed the original budgeted amount, the change will be subject to the thresholds listed in 9 (b) above. 5. Purchases included in the approved budget may carry over into future years due to timing issues or unforeseen events. b. For items/services (purchases) that exceed the authorized departmental expenditure budget or budget category, the following thresholds for approval are to be used: 1. Purchases up to $1,000 shall be approved by the Department Head. 2. Proposed purchases exceeding $1,000 and up to $2,500 shall be approved by the Mayor based on a recommendation from the Department desiring to make the purchase prior to the order being placed or expenditure being made. 3. Proposed purchases exceeding $2,500 and up to $5,000 shall be approved by the Finance Committee based on a recommendation from the Department Head and the Mayor prior to the order being placed or expenditure being made. 4. Proposed purchases exceeding $5,000 shall be approved by the Finance Committee and the Common Council prior to the order being placed or expenditure being made. Such proposed purchase must be based on a recommendation by the Department Head desiring to make the purchase and the Mayor. Ordinary budget amendment procedures must be followed for non-budgeted purchases which exceed the General Operating expenditure category in its entirety. 13. In the case of an emergency or where a mechanical failure or vehicle repair occurs, Department Heads may proceed with the expenditure or change order without prior approval Generated by PDFKit.NET Evaluation Click here to unlock PDFKit.NET Committee of the Whole Page 7 August 13, 2013 of the Finance Committee but with the approval of the Mayor unless this policy is in conflict with another applicable law, rule, ordinance, contract, policy or similar requirement. Should the Mayor be unavailable, notification shall be made to the Council President as soon as is practical. This purchasing policy shall take effect upon adoption of this resolution by the Common Council, and replace Resolution No. 126-2011. DATED THIS 28th DAY OF MAY , 2013. SPONSORED BY: COMMITTEE OF THE WHOLE Deferred: 04/09/2013 Amended and Deferred: 04/23/2013 Amended and Deferred: 05/14/2013 This is to certify that this is a true and accurate copy of Resolution #026-2013 which was adopted by the Common Council of the City of Muskego. _________________________ Clerk Treasurer Adopted by the Common Council May 28, 2013 Generated by PDFKit.NET Evaluation Click here to unlock PDFKit.NET