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COMMITTEE OF THE WHOLE - MINUTES - 1/15/1996COMMITTEE OF THE WHOLE - CITY OF MUSKEGO MINUTES OF MEETING HELD JANUARY 15, 1996 Ald. Patterson, Rasmussen, Salentine, Sanders, Suhr and City PRESENT: Mayor De Angelis, Ald. Misko (arrived at 9:00 PM), Clerk Marenda. ABSENT: Ald. D'Acquisto The meeting was called to order by Chairman De Angelis at 7:05 PM. The Clerk reported the meeting was noticed in accordance with the Open Meetings Law on January 10, 1996. Topic No. 1 - Policy for Employee Appraisal, Evaluation and Performance. Ald. Salentine recommended an evaluation system be established. Mayor explained D. M. Griffith and Company is will be used in setting up a pay for performance program, which currently working on classifications and job descriptions which will include employee evaluations. Mayor stated if there are any problems with department heads the Aldermen should review will be selecting an oversight committee made up of two the situation with him so he can deal with it. Mayor stated he Aldermen, himself and a staff member who will be appointed at the next Council to review the program. Mayor also stated a committee will be formed for the selection of the Finance Director composed of possibly the Mayor, two Aldermen, a staff member, an outside financial person and maybe a Human Resources 0 expert. Ald. Suhr questioned if the City had ever considered hiring a Human Resource person. Mayor stated that he had requested a part-time consultant two years ago, but the Council did not with implementing and writing policies and dealing with all approve the position. At some point we may need to get help personnel matters. Ald. Rasmussen felt the new program should tie the department heads goals back to those of the Mayor and Council, in addition to the classification and job descriptions. Topic No. 6 - Budget Processing Goal Setting. Ald. Patterson we should start making plans now. Mayor noted that in order to felt if we were going to start the budget process in the summer have reasonable expectations we need to have the audit done and have some of the "big numbers" available such as shared revenue, transportation aides, transfers. etc. which are not available until fall. Ald. Rasmussen felt the department heads their goals. For example: if the department head says all should be proposing a future plan with their budget regarding roads will be resurfaced within a seven year period, what wil that effect have on an annual basis, so that the Council can determine if they wish to approve that item or not. Mayor Janesville Road is a big ticket item and can be planned ahead stated goals such as re-poling the electric poles along COMMITTEE OF THE WHOLE JANUARY 15,1996 - PAGE 2 early in the budget process because we need to have the status however, goals for individual departments are difficult to do of how they are doing in the current budget year with relation didn't know about the re-poling project and it is those types to both revenues and expenditures. Ald. Rasmussen stated he of goals that he is interested in getting on the project list. Ald. Suhr asked if there were any public/private funds available for the renovation of Parkland Mall. The Mayor stated it depends on what is proposed there. The Plan Commission is working with the developers in order to get a buys it. favorable plan for the City. We need to wait to find out who Mayor said the Council can establish criteria for what we are looking for, that is what level of service are we looking at for the departments. That level of service then drives the budget. Ald. Suhr stated the Council needs to set goals as to what we want to accomplish, working with department heads to see if the goals are possible. Ald. Patterson suggested that the Council set goals by April to be presented to the department heads for them to review the Mayor stated look at what areas are most important to you and goals in May and June and provide feedback to the Council. what areas you want to see improved. Rasmussen stated one goal is to reduce cost of government. Next tier would be to determine how to implement. privatize and the next tier would be for the department head to would be held on Monday, February 19. At that time all It was determined that the next Committee of the Whole meeting Aldermen should submit their goals which will be reviewed and prioritized. Mayor stated he is also working on a revised budget process with Committee of the Whole review probably the way to go instead of Finance Committee. Ald. Patterson suggested more citizens serve on the Capital Budget Committee rather than board members and Aldermen. Topic No. 2 - Possible Standing Committee for Long Range Planning Committee. Ald. Salentine felt a Long Range Land Use Planning Standing Committee should be established to update the start up a committee this summer to review revising the long land use plan every five years. The Mayor agreed it is time to range master plan. Topic No. 3 - Establish Newsletter Format and Coordination. Mayor reported the Muskego/Norway School District has no problem in combining the distribution of the City newsletter with the school district's newsletter. We won't make their newsletters a year with the City proposing four. The big issue February date, however, he also noted they send out six COMMITTEE OF THE WHOLE JANUARY 15,1996 - PAGE 3 0 with BFI. Ald. Patterson expressed concern with sharing with is how much they pay for postage and should we look at sharing the school in that citizens with school issues would be contacting the Aldermen and people with City issues may be calling the school board. Ald. Suhr noted the BFI schedule of quarterly mailing would fit the City's needs better. Ald. Salentine also noted the senior citizens don't read the school newsletter and then might miss the City's news in the process. She also indicated, however, maybe there is a possibility of combining all three. Mayor indicated he will continue to pursue the matter with the school district and BFI for final costs etc. Ald. Misko arrived at 9:03 PM. It was determined that the newsletter should be on white paper with blue printing, to be tri-fold, to use the style of printing similar to that in the Franklin newsletter and to use the City of Muskego logo in blue. The first quarter newsletter Clerk/Treasurer/Finance Director positions; highlight the March should include the proposed change in the Department article on erosion; Information Systems information election and the new voting equipment; Building Inspection Department issues; calendar of events; library automation; on the World Wide Web and school network; pertinent Police water project status; Moreland Road status; Regency Senior recreation sign-up; overnight parking regulations; sewer and numbers to be in every issue. The second quarter issue should include information on the Public Service Committee (formerly Public Safety, Public Welfare, and Rules, Laws and Ordinance Committee); the change in the Parks Department with some privatization, a manager at Idle Isle and explaining the intent of the privatization; and, which roads will be repaved or resealed in 1996. The Aldermen requested that the draft of the first newsletter be sent to them for review prior to being mailed to the public. Topic No. 12 - Senior Housing. Ald. Suhr stated he had been approached regarding cab services to Muskego. He indicated those involved felt that within a year cab service will be provided in Muskego. Mayor noted he has also been working with provide service to the City. The service would be manned by the County for several months for some reasonable way to volunteers and is currently operating in Elm Grove, Brookfield and Oconomowoc. Topic NO. 4 - Implementation of Citizen Awards. Ald. Rasmussen stated he would like to support some way to recognize citizens. Ald. Salentine suggested that one citizen could be Center status; and a listing of Mayor, Aldermen and City phone spotlighted in each quarterly newsletter. COMMITTEE OF THE WHOLE JANUARY 15,1996 - PAGE 4 seconded, motion carried. Ald. Patterson moved to adjourn at 9:30 PM. Ald. Rasmussen Respectfully submitted, A d/? mdd- K. Marenda, CMC ty Clerk daf