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COMMITTEE OF THE WHOLE- MINUTES - 11/1/1995COMMITTEE OF THE WHOLE - CITY OF MUSKEGO MINUTES OF MEETING HELD NOVEMBER 1, 1995 PRESENT: Mayor De Angelis, Ald., D'Acquisto (excused at 8:45 PM), Misko, Rasmussen (arrived 7:12 PM), Salentine, Sanders and ABSENT: Ald. Patterson Suhr and City Clerk Marenda. The meeting was called to order by Chairman De Angelis at 7:06 PM. The Clerk reported the meeting was noticed in accordance with the Open Meetings Law on October 25, 1995. Topic No. 1 - Review of Fire Services Study. Mr. John W. Fulcher, President of Phoenix 400, Ltd. presented the fire services study. Discussion followed. Mr. Fulcher felt his number one recommendation would be to have the City and the two fire departments get together to make a strategic plan for both fire and emergency services that reflects long term goals. His number two recommendation is to recruit and train EMT personnel for the MVFC area now before the activity level in the central and south sections of the City overwhelms existing resources. Ald. Suhr moved to adjourn the Committee of the Whole Meeting to resume immediately following the Public Works Committee meeting. Ald. Salentine seconded, motion carried at 8:07 PM. The Committee of the Whole meeting resumed at 8:45 PN. Ald. meeting. Topic No. 19 - Discussion of Parks Department positions. Ald. Salentine requested the Council reconsider its action on the elimination of the Parks Maintenance I position. Ald. Misko preferred the Parks Maintenance I11 position, but would agree to an increase of $5,000 to the salary with the employee to do the preventative maintenance and small repairs in addition to cutting grass, with the large repairs to be contracted out; and, to review and compare the level of service after one year. Ald. Rasmussen reported that Ald. Patterson suggests leaving the I11 position with no change in wages, and let that person also do the maintenance contract. Mayor preferred it not be done that way due to the gray area of wage laws. Matt Bennett requested that his pay stay the same as he's getting now and he will do all the maintenance and will also cut the grass. Mayor stated the job still has to get done during 40 hours/week. Matt asked that he be allowed to try it. He felt that in-house employees always do a better job. Ald. Misko thought he wouldn't have time for the major repairs, and repeated his proposal. He was concerned that more vehicles in 0 D'Acquisto was excused upon adjournment of the Public Works 0 the fleet cutting grass more often will cause more breakdowns COMMITTEE OF THE WHOLE NOVEMBER 1, 1995 - PAGE 2 parks using contracted services. needing repairs. Matt reminded the Aldermen there would be two Ald. Salentine stated this past summer was unusual. Matt was out on an extended sick leave. It doesn't make sense that we should cut his pay by $10,000. She agreed the City should contract out some service. Mayor stated the Council recommended we change the way we do business. The proposed budget eliminates Parks Maintenance I, We're not saving any money. The difference between the two is a adds Parks Maintenance I11 and contracting out maintenance. we wait a year to evaluate? Maybe he can't do both maintenance change by eliminating Matt's position and privitizing. Should and grass cutting. Matt asked that he be given a chance. Ald. Rasmussen felt it was a problem to be dependent on one person. By moving it to an outside agency we reduce some of that dependency. We're looking at alternatives. There was some talk about eliminating the Parks Department altogether. During this "test" year, maybe reduce the contracted service budget and consider reducing a 14-week employee, keeping the Maintenance I position as is. Long term goal is making sure the grass gets cut. Mayor recapped the final discussion that the Maintenance I position be retained with reduced maintenance duties and increased lawn maintenance, and decrease the amount of contracted services. Ald. Salentine questioned what if the test on the two parks doesn't work, or the contracted service for large maintenance doesn't work? Ald. Sanders favored the proposal to leave Maintenance I as is and reduce scheduled maintenance, with Maintenance I to do preventative maintenance and breakdowns. Ald. Misko stated he wanted to evaluate Maintenance I to do small repairs and grass cutting and major repairs sent out to contracted service. Ald. Rasmussen asked that this be looked at for a year. If contracted service successful we'll be looking at a decrease in working and grass is getting cut. He agreed with restoring the the future. Ald. Suhr agreed. Bottom line is machines are position for this year if we can have some contracted provisions for some of the large maintenance. Ald. Salentine moved to recommend to Council the reinstatement of the Parks Maintenance I position in the budget and to delete small repairs and preventative maintenance from the contracted services account, subject to review next year. Ald. Sanders seconded, motion carried 4-1 with Ald. Misko voting "no". felt the Friday deadline for agenda items was working good, with Item No. 18 - Meeting agenda deadlines. Mayor reported that he fewer amendments required. For assistance in preparing the C0MMI"I'EE OF THE WHOLE NOVEMBER 1, 1995 - PAGE 3 0 Committee to please sign in with time of arrival at the meeting. minutes, Mayor requested aldermen who are not members of the Item No. 8 - Budget process and goal setting. Ald. Rasmussen felt that while the process was still fresh that some proposed changes to the process get on the table now. We're going into programs to test things and we need to make sure things are in place for measurement. Ald. Suhr suggested the I.S. Study Committee could discuss tracking of data with department heads when they meet. The Clerk was requested to provide samples of timecards used by the departments to the Mayor and Aldermen. Mayor agreed the budget process this year had plenty room for streamline the process and stated he was open for suggestions. improvement. He will be presenting suggestions to change and Ald. Rasmussen felt the Council should meet in spring to set mileage reimbursement rates, etc. so the department heads can goals, determine the following year's tax levy and spending, prepare their budgets accordingly. Mayor felt it was difficult to start before a 6-month measurement period is completed. Ald. Misko suggested the department heads present their budgets to the Committee of the Whole instead of the Finance Committee. Ald. Suhr suggested that after the 6 months figures are available, the department heads present a mission statement, their goals as to how to operate more efficiently, where each department is going and what they want to accomplish. Ald. Rasmussen also asked if the Capital Budget process could have a different timetable to separate it from the Operating Budget process. Mayor stated that budget format will be further reviewed. Ald. Sanders moved to adjourn at 1O:OO P.M. Ald. Suhr seconded, motion carried. Respectfully submitted, cJe&JKW& an K. Marenda. CMC @ lty Clerk . SIGN-IN SHEET FOR CITY MEETINGS PLEASE PRINT YOUR NAME AND AGENDA ITEM BELOW. THANK YOU. Meetinq: , 0. ch).