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COMMITTEE OF THE WHOLE - MINUTES - 3/10/2005 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO A pproved 4-14-05 MINUTES OF MEETING HELD MARCH 10, 2005 Audio Available Mayor Slocomb called the meeting to order at 7:22 P.M. Those present recited the Pledge of Allegiance. Roll call: Aldermen Salentine, Patterson, Borgman, Melcher, Schroeder, Mayor Slocomb, and Clerk-Treasurer Moyer were present. Alderman Buckmaster and Madden were excused. Mayor Slocomb stated that the meeting was noticed in accordance with the open meeting law. Alderman Salentine moved for approval of the meeting minutes from February 24, 2005. Alderman Patterson seconded the motion. Motion carried. Approval of the Agenda – Alderman Patterson moved to rearrange the agenda as it is listed below. Alderman Schroeder seconded the motion. Motion carried. UNFINISHED BUSINESS 1. Continued Discussion Regarding How Aldermen are Appointed to City Committees (Ald. Patterson 11/04)  Alderman Patterson – presented a handout that was reviewed. He is worried about the workload for Aldermen. The City now has fewer committees and he would like to see the responsibilities spread-out. He had contacted other communities and reviewed their current policy for appointments. His proposal included the following. His goal is to equally spread the duties and responsibilities between all of the elected aldermen. President of the Council-Elected Finance Comm. & CDA Planning Commission-Elected Planning Comm. & P.W. Finance Committee(3)-Appointed Pres. plus 2 aldermen (not Planning Rep.) Public Works(3)-Appointed Chair based on committee Seniority (cannot be on Finance/Planning) Public Utilities(3)-Appointed same as Public Works Comm Dev Agency(2)-Appointed Pres. of Council plus Alderman not on Finance  Alderman Salentine – asked the Committee of the Whole Members as to who would like to change the current process. There was not a response. She felt that experience and expertise is needed to serve on many committees. In some cases that can take time to develop. Personal commitments and time constraints also need to be considered when committee appointments are made.  Alderman Borgman – stated that he had concerns regarding Alderman Patterson’s proposal. A new alderman may have trouble chairing a committee right away.  Alderman Melcher – is in favor of keeping the current system of appointments. He feels it is working well for the City. He also stated that areas of expertise and backgrounds of aldermen should be considered when deciding on appointments.  Alderman Schroeder – suggested that a super-majority vote (6 to 1 vote) of the Common Council should be allowed to change an appointment made by the Mayor. He is in favor of the current system of appointments, but would like an option for changing an appointment by super-majority. A motion was made by Alderman Schroeder, second by Alderman Salentine to continue with appointments status quo with the exception that if an alderman would like to make an amendment it would require a super-majority (6 to 1 vote), and it must be done at the meeting when the appointment(s) are made. Motion carried on a voice vote, but not unanimously. 2. Discuss Status of Old Muskego Settlement Centre (Lease) – It was noted that the lease would include the grounds and not the Old Towne Hall building. This agenda item will remain on the agenda. 3. Discuss Status of Old Muskego Settlement Centre (Renovation) – Funds are available through the Park and Recreation Fund for renovations. Motion by Alderman Salentine, second by Alderman Schroeder to have an Alderman representative attend the quarterly meetings of the Muskego Historical Society. Motion carried. Alderman Melcher was asked to be the representative. This agenda item was taken off until further notice. 4. Update on Proposed Development at Valley Sand & Gravel Site (Ald. Schroeder 1/04) – The Mayor reported that this is now in the hands of the New Berlin CDA. Cathie Anderson will be asked to get copies of the New Berlin CDA meeting minutes and distribute them to the Aldermen. This agenda item was taken off until further notice. 5. Continued Review of Conservation Subdivision Ordinance (Common Council 3/04) – The Mayor asked the Aldermen to send their comments regarding the existing ordinance or suggested changes to Interim Plan Director Muenkel. The following comments were made and are noted below. This agenda item was taken off until further notification.  Mayor Slocomb – The City has the flexibility to ask that wetlands be excluded from buildable lots. There is a benefit to having the DNR take over an area such as wetlands. They have the funds and expertise to restore and retain wetlands. Any land given to the DNR should be co-titled with the City.  Alderman Melcher – He would like to see something distinctive when deciding to develop an area as a conservation subdivision.  Alderman Schroeder – He would like to see the requirements for conservation subdivisions changed slightly to benefit the City and still have appeal for a developer. He would like to see open areas in conservation subdivisions owned and maintained by the DNR. He is concerned about the cost for the City to maintain these areas in the future. 6. Discussion with Muskego Historical Society Regarding the Old Muskego Settlement Centre Lease (COW 9/04) – This agenda item was taken off until further notice. 7. Review Section 17.9.04 (7) Permitted Uses in the Lake Shore District (Regulations Regarding Boathouses) (Council 1/05) – This agenda item was taken off until after the local Lake Associations have their annual meetings later this year. Boathouses are considered accessory structures. The size of boathouses and the setback requirements from the ordinary high water mark were discussed. The Lake Associations will be asked for their comments regarding boathouses. Two questions were proposed: 1) Currently boathouses are allowed 20 feet from the lake. Would the Lake District residents like to increase it to 50 feet?; 2) Currently lakeshore lots are allowed an additional accessory structure of 525 square feet for a boathouse. Would the Lake District residents like to see this provision removed? Rebuilding existing boathouses would also need to be addressed. The DNR controls boathouses that are located on the water. NEW BUSINESS - Discussion, update and possible action may be taken on any or all of the following: 1. Discuss Winter Maintenance of Recreation Trails (Council 1/05) – The Park and Recreation Committee did address the priority list for snow removal for trails in February. A new snow thrower has been purchased for use on the trails. This agenda item was taken off until further notice. 2. Discuss Use of Salt and Sand on City Streets (Council 1/05) – Alderman Schroeder stated that the biggest concern is run-off of salt into the lakes. Little Muskego Lake District has suggested a pilot program that would encompass using another type of material on the roads for several years. The salt levels in Little Muskego Lake could be monitored during the time period to see if the salt level decreases. Using a different type of material on some of the roads in that area could be reviewed at budget time to determine the cost, and if it is appropriate for the area. The Mayor will contact Dave Simpson, Tom Zagar, and Wayne Delikat to get input. This agenda item was taken off until further notice. 3. Representation on the New County Commission Regarding Water Study (Ald. Melcher 2/05) – Alderman Schroeder noted that the Utility Committee has authorized a water study. He suggested that this be discussed after the study is completed. Alderman Melcher commented that wells are getting shallower and that this is a concern of the Public Utility Committee. This agenda item was taken off until further notice. 4. Improve General Communications with Citizens (Ald. Melcher 2/05) – Several suggestions were mentioned as follows: have the Mayor do a monthly update that could be run on the local cable channel, this was done in the past; a better notification process be implemented, which may cost additional dollars; e-mail groups could be created for sending out information and notices to City residents. This agenda item will remain on the agenda. 5. Discuss a Proposed Ordinance to Waive Park Dedication and Conservation Fees in Certain Situations (Ald. Schroeder 2/05) – A 3/8/05 memo from Jeff Muenkel had been distributed. The Committee of the Whole would like to look at what options are available for waiving fees. This agenda item was moved to Unfinished Business. UNFINISHED BUSINESS 8. 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 – The following comments were noted:  Alderman Melcher – He is the chairman of the Subcommittee for Creation of Job Description for Administrator Position. The Draft of City Administrator Job Description, distributed for the meeting, was created using job descriptions from other communities. He had reservations about combing the finance and administrator duties in one position. He stated that the education qualifications in the draft should possibly be changed to a Bachelor’s Degree in Business Administration instead of a Bachelor’s Degree in Public Administration with a minor in accounting. He would like to see the department heads involved at some point in the city administrator hiring process.  Mayor Slocomb – stated that there are three concerns of the existing department heads regarding the creation of an administrator position. The first is that this is another layer of government. The second is how the position will be paid for, there may be funds this year but in future years with issues of tax freezes funding may be a problem. The third is that this is an administrator position and it is weak in the finance area.  Alderman Schroeder – is concerned that the administrator job description is not putting an emphasis on the finance area. He felt that the subcommittee indicated a head of the finance department would also be hired in the future in addition to an administrator. He would like to see the financial management duties in the job description for the city administrator. He felt that if there would be changes made after the first year and some of the financial management duties are given to a different position, then the job description would be changed. He had a concern about the point system in place to determine pay grade. A job description is used to determine the points for a position. If the job description is changed after an individual is hired, then what happens to the points for the position? He also stated that his feedback from the city employees is that there are other more important needs than an administrator.  Alderman Salentine – stated that a Bachelor’s Degree in business administration includes courses in math, accounting, business, economics, finance, marketing, management, philosophy, Stve, and Mgmt. She stated that with the college courses required for a Bachelor’s Degree, the administrator position would not be weak in the finance area. The person hired for the administration position would not be in charge of finance. The interim director would stay in place and the Common Council would move forward with hiring a city administrator. Then the Council would work with the administrator for a year, and then revaluate the staffing of the finance department. She suggested the City Administrator for the City of Oconomowoc be invited to a meeting to discuss her position and how it evolved from finance director to city administrator.  Alderman Patterson – feels that the existing Finance Department staff is doing the accounting functions required to operate the City. The previous Finance Director was in charge of management of the City’s finances, which is different from the accounting functions.  Alderman Borgman – stated that his understanding of the process is that an administrator would be hired, then wait until a budget cycle has been completed to then get feedback from the administrator as to what level of finance directorship is needed. There would be the addition of a position in some capacity later on. The Committee of the Whole decided to invite the Administrators from the City of Oconomowoc and City of Oak Creek to a meeting before a Common Council or Committee of the Whole Meeting in early April. They will be sent a copy of the job description draft for their comments. The Clerk-Treasurer was asked to contact several communities for a copy of their organizational chart. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW – none presented. SET AGENDA ITEMS FOR NEXT MEETING – decided when agenda items were discussed. ADJOURNMENT - Motion by Alderman Schroeder, second by Alderman Salentine to adjourn at 10:57 p.m. Motion carried. Respectfully submitted, Janice Moyer, CMC, CMTW Clerk-Treasurer