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COMMITTEE OF THE WHOLE Minutes - 2/11/2014 CITY OF MUSKEGO COMMITTEE OF THE WHOLE AGENDA February 11, 2014 6:35 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER Mayor Chiaverotti called the meeting to order at 6:45 pm. PLEDGE OF ALLEGIANCE ROLL CALL Present: Mayor Chiaverotti, Aldermen Wolfe, Hammel, Borgman, Soltysiak, Kubacki, Madden and Finance & Administration Director Mueller. STATEMENT OF PUBLICE NOTICE Director Mueller stated that the meeting was noticed in accordance with the Open Meeting Law. APPROVAL OF AGENDA APPROVAL OF MINUTES - January 28, 2014 Alderman Soltysiak made a motion to approve the minutes of January 28, 2014, Alderman Hammel seconded. Motion Passed 6 in favor<againsttext> 0 opposed</againsttext>. NEW BUSINESS 1. Long Term Capital Improvement Plan Mayor Chiaverotti briefly recapped the capital budget process and noted the projected Landfill Fund balance through 2015. The capital requests through 2015 show that the landfill would not be able to cover all of them and resulted in a deficit of $1.8M. Adding this discussion might be a bit premature. Some discussion pursued regarding whether there would be support for some of the capital projects on the list. Mayor reminded this is not a budget meeting and the Council that will be in place during the budget process will make that determination. Discussion as to whether saving funds for parks maintenance would be appropriate. Mayor reminded that landfill funds cannot be used for maintenance per the agreement. Alderman Borgman wondered if the contract could be re-opened and negotiated. Alderman Madden warned about opening the contract. Mayor noted this would be problematic in that the City could lose the significant funding that is part of the agreement and if this is a desired conversation the City attorney will need to be present. Alderman Madden pointed out that the landfill is looking at another expansion and there could be expansion well into the future. It is not known when the landfill will actually be closed noting it could be at least 30 years. The Mayor noted that financial advisors recommend weaning the City off the use of landfill funds when we are 10 years from the landfill closing. The recommendation is that each year less of the annual funds would be used with some being reserved for the future. Aldermen Soltysiak suggested using annual road program funds for capital road projects on occasion as was done with Tess Corners Drive. The Mayor noted that state transportation fund is shrinking and transportation aid will likely be reduced. Also, the public works director made it clear that the use of annual road program funds for Tess Corners Drive was a one-time funding source and should not be used for such purposes on a continual basis since other road project maintenance would fall behind. Alderman Soltysiak noted the State could close down the landfill at any time making no funds available which is why he supports putting something away now for future parks capital maintenance. After much discussion there was a general consensus to consider saving something for the future of parks capital replacement. Alderman Kubacki asked for suggestions on how much. Taking the approach of asking the Parks & Rec Director/Parks Board to provide a snapshot of future costs in this area and work from there was suggested. General consensus recommended this approach. Mayor suggested funds could also be reserved for facility needs or vehicle replacements. She also noted her appreciation for their passion for parks but pointed out that a future Council may be faced with different passions or pressures in the future and can change this policy at any time. It might not be realistic to think this fund will remain in place for 30 plus years. 2. Discuss Policy Regarding Attendance by Aldermen at Meetings - Ald. Soltysiak Discussion ensued about the importance of Aldermen's attendance at all meetings. Mayor Chiaverotti emphasized the current policy of the need to notify the Mayor and Clerk's office if unable to attend the Finance, Committee of the Whole or Common Council meetings. For all other Committee meetings the Committee Chairman and Department Head should be notified. Ald. Soltysiak suggested that when a member is going to be absent and requests a deferral on an agenda item that it be up to the Council to decide whether or not to defer. Mayor Chiaverotti noted the deferred agenda item as sighted, fireworks, was deferred at the request of the Alderman that originally placed it on the agenda, Rob Glazier. He felt a sense of responsibility to speak on the item and was unable to make the meeting due to personal reasons. This was also to avoid inconveniencing the residents of coming to a meeting just to hear the item get differed by the Council members. Alderman Kubacki asked how to proceed moving forward. The Mayor reminded everyone of the notification process for Aldermen missing meetings which involves the Alderman notifying the committee chairman and staff member responsible to the committee to ensure a quorum. 3. District 4 Aldermanic Vacancy Director Mueller handed out two time lines for the selection process with two different dates. It was agreed to go with the earlier date of March 25. COMMUNICATIONS AND MISCELLANEOUS BUSINESS 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 Alderman Soltysiak made a motion to adjourn. Alderman Kubacki seconded. Motion Passed 6 in favor<againsttext> 0 opposed</againsttext>. 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.