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COMMITTEE OF THE WHOLE - MINUTES - 4/14/2005 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO A pproved 5/12/05 MINUTES OF MEETING HELD APRIL 14, 2005 Audio Available Alderman Salentine called the meeting to order at 7:02 P.M. Those present recited the Pledge of Allegiance. Roll call: Aldermen Salentine, Patterson, Buckmaster, Borgman, Melcher, Schroeder, Madden, and Clerk-Treasurer Moyer were present. Mayor Slocomb was excused. Mayor-Elect Damaske was also present. Alderman Salentine stated that the meeting was noticed in accordance with the open meeting law. Alderman Madden moved for approval of the meeting minutes from March 10, 2005. Alderman Patterson seconded the motion. Motion carried. Approval of the Agenda – Alderman Schroeder moved to rearrange the agenda as it is listed below. Alderman Buckmaster seconded the motion. Motion carried. UNFINISHED BUSINESS - Discussion, update and possible action may be taken on any or all of the following: 1. Discuss Status of Old Muskego Settlement Centre (Lease) – Alderman Buckmaster stated that a spreadsheet had been drafted that lists the costs, dates, and every item discussed or approved to date. It also includes projected costs that have been discussed including Historical Society requests for the entire area. The lease agreement also needs some review by the Park and Recreation Board to make sure any of their concerns are addressed. Jane Mundro from the Historical Society was present. She was asked to provide information on what has happened with the ideas that were mentioned at the January Committee of the Whole Meeting. Motion by Alderman Borgman, second by Alderman Melcher to defer until the May meeting. Motion carried. NEW BUSINESS - Discussion, update and possible action may be taken on any or all of the following: 1. Review Existing 208 Sewer Area and Milwaukee Metropolitan Sewer District 2010 Boundary Changes (PU 3/05) – Building/Engineer Director Sean McMullen will be at the May meeting to discuss this. Motion by Alderman Schroeder, second by Alderman Buckmaster to defer until the May meeting. Motion carried. UNFINISHED BUSINESS CONTINUED - Discussion, update and possible action may be taken on any or all of the following: 2. Continue Discussion Regarding Structure of the Finance Department (Finance 1/05) Discussion May Also Include City Organizational Structure and Possible Creation of New Positions or Revision of Existing Positions and Reporting Relationships – Alderman Salentine noted that she felt the outcome of the discussion at this meeting would be that the job description would go back to the subcommittee for further review and then write the advertisement for the position. The following comments were made:  Alderman Buckmaster – suggested that Diane Gard, the administrator for the City of Oconomowoc, be asked to help with the subcommittee’s review of the job description. He felt that since they are going in the direction of an administrator with a background, heavy in the finance area, that she would be a good resource.  Alderman Schroeder – also suggested that the retired, long-time administrator from the City of Oconomowoc could be contacted to help with the subcommittee’s review of the job description. He asked that the subcommittee be cautious when consulting with administrators that may be interested in interviewing for the position. He suggested that the first step would be hiring an administrator. Any staffing changes in the Finance Department, such as part- time to full-time or adding staff, should be reviewed after the administrator has been in place for one year. He felt that the administrator would initially need to get the City through the budget process.  Alderman Melcher – stated that he had met with the Finance Department staff to discuss the administrator position. They were in favor of an administrator with a finance background. At this time, everything is going well in the Finance Department and deadlines for reports are being met. Tina Ball and Lyn Gulbins are willing to go to full-time to help with the workload. He asked if the administrator position would be the department head for the Finance Department. He had a concern if the administrator would focus on finance 100% the first year and then be expected to take on the administrator role after that. He felt the position would then become a position focused on finance instead of administration.  Alderman Patterson – suggested the Executive Director of the Certified Public Finance Officers Program be contacted for input and additional information. Asked if a referendum would be used to create the administrator position. There was a referendum when the finance director was created.  Alderman Madden – stated that she felt that the administrator would need to be involved in the Finance Department immediately, whether it is budget time or not.  Mayor-Elect Damaske commented that he felt a city administrator position should be approved. After the person is hired, then the administrator should make a recommendation on how the Finance Department should be organized. Alderman Salentine stated that the subcommittee would meet again to work on the job description and advertisement. All Aldermen were invited to attend the subcommittee meeting. Alderman Buckmaster would like a spreadsheet to see the avenue of savings if an administrator is hired. Alderman Schroeder asked that the spreadsheet show the worst and best cost scenarios for an administrator. Alderman Madden thought that the spreadsheet should show all options. 3. Discuss a Proposed Ordinance to Waive Park Dedication and Conservation Fees in Certain Situations (Ald. Schroeder 2/05) – Alderman Madden stated that she does not want this fee charged to existing farmers who wish to give their children a few acres to build a home. Alderman Schroeder stated that there was no urgency to address this issue. This property owner was told they would be refunded if a change were made. 4. Discuss Removal of OHS (Highway Service District) Zoning from Property(s) on Durham Drive (Ald. Madden 1/05) – Motion by Alderman Madden, second by Alderman Melcher to defer. Motion carried. NEW BUSINESS CONTINUED - Discussion, update and possible action may be taken on any or all of the following: 2. Improve General Communications with Citizens (Ald. Melcher 2/05) – Discussion took place as follows:  Alderman Melcher – stated that the developer across from Mooreland Park was unaware of the addition of a skateboard park. He felt that the information given to the developers coming to the Planning Department should be logged.  Alderman Borgman – was concerned about information that is given to developers and prospective property owners. A property owner who contacted City Hall before their closing was not told about the skateboard park. They are now upset that the skateboard park will be going in.  Alderman Buckmaster – stated that developers get information when they originally contact the Planning Department. Sometimes changes can occur from the time of the initial contact until the subdivision is completed. He felt that individual property owners are responsible for researching what is planned for the area they are interested in.  Alderman Schroeder – stated that he feels City Hall staff gives the best information that they have. He feels that many times the developers are very aware of what is planned for the area they are developing.  Alderman Salentine – the modes of general communications have been the City newsletter, website, and previously a local cable program with the Mayor. 3. Discuss Billing to the City of New Berlin on Tess Corners Pond (COW 3/05) - Motion by Alderman Buckmaster, second by Alderman Madden to defer. Motion carried. 4. Request Both Fire Departments to Submit One Agreed Upon Capital Budget Request for 2006 (Ald. Schroeder 4/05) - The following comments were noted:  Alderman Schroeder – suggested that one capital budget for the Muskego Volunteer Fire Company and Tess Corners Volunteer Fire Department should be submitted at budget time instead of two capital budgets. He has discussed this with both departments and received a positive response. He requested that the Mayor inform the Fire Departments that the Committee of the Whole agrees and would like to see one capital budget presented during the budget review process.  Alderman Patterson – suggested that they be encouraged to present one five- year capital plan instead of two. A motion was made by Alderman Schroeder, second by Alderman Buckmaster to request the Mayor-Elect send a letter to the President and Chief of both the Muskego Volunteer Fire Company and Tess Corners Volunteer Fire Department requesting that they develop a one-year and five-year capital plan, and present them jointly to the Committee of the Whole. Motion carried. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW – The Mutual Aid Agreements for Fire Departments, National Incident Management System, and Mutual Aid Box alarm System will be on the next agenda. Presentation will be made by both Fire Departments. SET AGENDA ITEMS FOR NEXT MEETING – decided when the agenda items were discussed. ADJOURNMENT – Motion by Alderman Neil Borgman, second by Alderman Melcher to adjourn. Motion carried. Meeting adjourned at 8:38 P.M. Respectfully submitted, Janice Moyer, CMC, CMTW Clerk-Treasurer