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COMMITTEE OF THE WHOLE - MINUTES - 4/14/1999 CITY OF MUSKEGO (Approved)) COMMITTEE OF THE WHOLE MINUTES OF MEETING HELD APRIL 14, 1999 Mayor De Angelis called the meeting to order at 7:05 p.m. Also present were Aldermen Slocomb, Chiaverotti, Pionek, Patterson, Salentine, Sanders, and Clerk-Treasurer Marenda. Alderman Woodard was absent. The Clerk-Treasurer stated the meeting was noticed in accordance with the Open Meeting Law. Ald. Sanders moved to approve the minutes of meeting held 2/4/99. Ald. Salentine seconded, motion carried. The Mayor read the Notices of Closed Sessions. PERSONAL APPEARANCES Mr. Mike Bruch of the DNR reviewed funding options for stormwater management projects and what other communities have done, and presented advantages and disadvantages. He also presented a comparison of local stormwater utility charges (see attached). The cost of the total stormwater management plans for Muskego have not yet been determined. He indicated there could be a reduction made to property taxes if charges for stormwater service are removed from the public works budget and placed in a fund upon which user fees are charged. Setting up a utility could cost about $100,000 for building surveys and billing set-up. Ald. Slocomb noted the stormwater committee discussed the utility aspect which may not be beneficial to the City since we do not have a large commercial and industrial base. With the concept of going to regional basins city-wide, setting up a utility throws out the up-front money. He thought the cost should be put on the general tax base and split out over the whole community based on ability to pay based on value of property. He also supports non-profit establishments using their money for what they’re created for. Because we’re a small community when you pull ditch work out of the public works budget, you’ve got to juggle manpower to another functional group. Ald. Pionek said if we assess a property and put it in the general fund, it’s lost and we’re not building up funds. We need a separate fund. The Mayor said you can set up a special capital contribution fund set aside for stormwater management. Then you can build up that fund for stormwater projects. CLOSED SESSION Ald. Chiaverotti moved to convene into closed session pursuant to §19.85(1)(e) Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session; more specifically contract negotiations with MMSD. Ald. Sanders seconded; motion carried 6-0. Committee of the Whole Page 2 Minutes of Meeting Held April 14, 1999 Ald. Sanders moved to convene into closed session pursuant to §19.85(1)(g) Conferring with legal counsel for the governmental body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved; more specifically, billing dispute with MMSD. Ald. Chiaverotti seconded, motion carried 6-0. Atty. Don Molter and Bill Mielke of Ruekert & Mielke were present for both closed sessions. The Clerk-Treasurer was dismissed. Ald. Salentine moved to reconvene into Open Session. Ald. Pionek seconded, motion carried 6-0. NEW BUSINESS No. 3 - City Hall Space Plan. Mr. Norman Barrientos presented a draft plan for remodeling City Hall for space needs for 5-10 years. Plan reviewed and suggestions provided. No. 2 - Method of Distribution for Draft Agendas - to be deleted from future agendas. No. 5 - Discuss establishing a Public Administration position. Ald. Salentine noted providing an intern for the Mayor was a good move. Many issues have been worked on. She suggested a permanent assistant position instead of an internship, which you may not always get. Whether it is full time or part time can be discussed. The Mayor stated he was not adverse to making this position full time. However, he didn’t know about doing it now mid-year without it being in the budget. With the projects the aldermen have brought forward and other projects the person has been used. He didn’t feel you could do the position justice and get the quality of work you’d want if you make it part time. The current intern is working more than 15 hours a week since we will be without an intern during some of the summer months. Ald. Pionek thought it was a good idea. We need someone to look for grants that are out there, which could pay for this position. The Mayor stated public administration support may or may not be able to be paid with grants received. Ald. Pionek said not only for payment of salary but for other projects which would provide revenue to the City. Ald. Patterson noted that these grants don’t normally pay for the whole thing, and you need more money in your budget to pay for these projects. Ald. Salentine asked about extending the intern until budget time. Mayor said the numbers can be worked up for funding the internship a full year, but a full time administrative assistant position needs to go through the budget process. To take this to an administrative assistant position you’re talking about $30,000 plus benefits. Ald. Patterson questioned if we need a fully degreed person to do the type of research programs the intern has been doing. Ald. Slocomb noted we wouldn’t pay for the degree, we would be paying for the job function. Committee of the Whole Page 3 Minutes of Meeting Held April 14, 1999 The Mayor indicated he would put together a proposal for the next Finance Committee meeting based on the position remaining at the intern level for the rest of the year and at a 40-hour level. Discussion will continue during the budget process. No. 4 - Discuss Establishment of Weekly Report by Mayor - Ald. Pionek requested that the Mayor present a weekly report to the Aldermen. He requested the Mayor make a brief report on issues that happened during the week. An example is it would have been helpful to know that Sean McMullen from R & M will be here daily while we are without a city engineer; or issues like a developer coming in to discuss building a large building. Mayor responded that this is something that is going to take a lot of time without specific parameters. As to Sean, he reported that on Monday, Wednesday and Friday from 8-11:00 AM, and on Tuesday and Thursday from 2-4:30 PM, Sean will be in Matt’s office to provide on-site service for such matters as setting/reviewing grades, contours for plats, plus others. Full CSM review will be done by a land surveyor. He will be paid $57.00 per hour. Funds will come from a transfer from the engineer’s salary accounts. As to the weekly report, Mayor said he would try to e-mail a report to aldermen each Friday. Clerk-Treasurer stated it would be helpful if Department Heads were copied. OLD BUSINESS No. 3 - Discuss Status of Linnie Lac Dam. The Mayor announced the HEC II study for th the flood plain should be in tomorrow. A Lake District meeting is May 25 to vote on whether to put the dam in and the cost for dredging. Alderman Slocomb moved to adjourn at 11:00 p.m. Alderman Pionek seconded, motion carried. Respectfully submitted, Jean K. Marenda, CMC Clerk-Treasurer jm