Loading...
COMMITTEE OF THE WHOLE - MINUTES - 10/6/2005 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved MINUTES OF MEETING HELD OCTOBER 6, 2005 Ald. Melcher (Common Council President) chaired the meeting and called it to order at 7:00 PM. Those present recited the Pledge of Allegiance. ROLL CALL Present: Ald. Borgman, Ald. Madden, Ald. Melcher, Ald. Patterson, Ald. Schroeder and Mayor Damaske Absent: Ald. Buckmaster (excused), Ald. Salentine (excused) Also in attendance City Administrator Jennifer Sheiffer, Clerk-Treasurer Janice Moyer and Interim Finance Director Sharon Mueller. GUEST: None STATEMENT OF PUBLIC NOTICE The recording secretary stated that the meeting was noticed in accordance with the opening meeting law. REVIEW MINUTES OF PREVIOUS MEETING Ald. Madden moved for approval of the September 26, 2005 minutes. Ald. Borgman seconded. Upon a voice vote, the motion to approve the minutes carried unanimously. APPROVAL OF AGENDA Agenda was accepted as published. UNFINISHED BUSINESS Rescue/Auto Answering System Clerk-Treasurer presented her research results (attached) on the rescue billing outsourcing and the automated answering system. City staff had met with two different companies for information only on rescue billing. One of the benefits would be a cash flow increase as billing would be done continually instead of once a month. Also, the billing would be sent directly to the private insurance carriers whereas now it is sent to the customer. This would result in an increase for customer service. Both companies were willing to help out with HIPAA (Health Insurance Portability and Accountability Act) compliancy; the privacy act and they have policies set in place for the employees they hire. Ald. Borgman inquired about a cost estimate. Clerk-Treasurer had a cost estimate of $20,000-$23,000 annually and derived this amount on a percentage established by the company of the annual revenues. Clerk-Treasurer said the auto attendant feature is typically connected to a voice mail system. The city’s current system does have auto attendant feature but it is not turned on at city hall; the police department does have it activated. She had also received information on a speech enabled auto attendant which would allow the caller to speak instead of pushing buttons for a department or person. The goal is to have a system that is customer friendly. Ald. Patterson was concerned that the caller would be able to get help right away and not get frustrated with the system. Ald. Madden stated the voice attendant usually has issues with elderly, cell phones and monotype voices. For these, she recommended a very brief message be used, keep the message short. Ald. Committee of the Whole Page 2 October 6, 2005 Patterson stated they are making a choice, do they want to give service to our citizens or do they want to find the most expedient way. Ald. Madden said the right set up in a voice mail system is better customer service. Ald. Patterson there is the perception, people tend to relate to people more, they can’t relate to the computer or the voice that no one listens to. Clerk-Treasurer said the idea is to get them to the right place without the person, to give them an option out if they have trouble and not make them press 15 buttons or make them say their request 5 times. Ald. Schroeder asked if the current auto attendant has speech-enabled auto attendant? Clerk-Treasurer stated it did not. Ald. Melcher asked, in her past experience with such a system, if the trustees were called more often because they could not understand the voice mail? Clerk-Treasurer responded she did not have any trustees complain about residents having trouble with it. A couple residents had asked about it and when it was explained as a cost-saving measure, they understood. No outpouring of complaints. She added, that the voice mail systems that Information Systems is researching, does have the speech-enable feature. Ald. Schroeder would like RFP (Request for Proposals) to go out on the rescue billing. On the answering system, he would like a demonstration on the auto attendant feature with the current system that is in place. He would like it user-friendly as possible with an opting out at the correct points. If the demonstration is positive, go with it for six months and have a suggestion box on the issue at the office. Ald. Melcher asked if any survey had been done on communities using auto attendant. Clerk-Treasurer said the City of Waukesha had used one for quite some time; the Village of Mount Pleasant had used one for a year and they had received complaints at first, but after a year, it seems to be working for them. There are larger communities that still have someone answer the phone and have the resources to provide the service. Ald. Madden said to make sure the auto attendant voice mail works well is in managing the department well. It’s the people that hide behind the voice mail and don’t pick up the calls. Aldermanic concerns were that the customer would get caught in the system and not receive service or not get to the right department. Ald. Schroeder moved to prepare an RFP for the rescue billing and have staff put together a mock auto attendant which is in house already for a demonstration. Ald. Patterson seconded. Clerk-Treasurer informed the aldermen that the employee is leaving November 18 and there will be no one on staff that could do the ambulance billing, no one that has that skill. This also will be the start of her office’s busy time. Other provisions may have to be made to handle all the calls and the customers at that time of the year. Ald. Patterson suggested that the Information/Finance Secretary could help the office out on a temporary basis until the phone system setup has been decided. Ald. Madden thought that the majority of calls coming into city hall eventually go to Building/Engineering, Planning or Assessor and offered that the calls could be targeted to start there and they would be answering those calls until something has been set up. Interim Finance Director, with the current motion on the floor, needed more clarification on who’s responsible for the rescue billing as they needed to be handled. Ald. Patterson said the RFPs would go out for those services and they were within the price range would be separate and not have to wait on the auto attendant system decision. Ald. Schroeder thought that a decision on the auto attendant could be made prior to November. Back to the motion, Ald. Patterson offered that it be split into two motions. Ald. Schroeder moved to go ahead with the RFP for the rescue billing. Ald. Patterson seconded. Upon a voice vote, the motion carried. Ald. Schroeder moved to have staff prepare an auto attendant using the current in house for demonstration purposes as soon as possible so that a decision can be made. Ald. Madden seconded. Upon a voice vote, the motion carried. In response to the Clerk-Treasurer’s inquiry on where do the RFPs go, Committee of the Whole Page 3 October 6, 2005 Mayor Damaske stated before Finance Committee and then Common Council. Ald. Patterson asked if anyone had consulted with the EMTs on outsourcing the rescue billing. Clerk-Treasurer had talked with them and what the city is proposing will not have an impact on what they are doing. In regard to the auto attendant demonstration, Ald. Madden suggested the auto attendant feature be part of the demonstration of the new phone system before Finance Committee/Common Council next Tuesday. She will see what she can arrange. Clerk-Treasurer was directed to check with the Information Systems Director to see what’s involved in setting up the in house auto attendant. Ald. Madden’s concern was that there may be a cost involved if they need to get SBC to program it. With that possibility, Ald. Schroeder said maybe they should hold off on it until after the demonstration on Tuesday. If that turns out to be within the budgeted amount, Council may want to go with that system. Ald. Madden’s phone representative will be talking about the entire network and how to set it up. Police Department Operating Budget Addition Interim Finance Director presented the request from the Police Chief for an additional item in his operating budget. They need to budget for replacement of UPS (Uninterrupted Power Source) batteries. Routinely these are replaced at three-year increments. The UPS system provides uninterrupted power supply to the police department and the city computer and telephone network. He was asking to increase his building maintenance by $2,500. In reviewing the documents provided by the Chief, there was discussion on the maintenance, repairs, and consumables for building and grounds for $8,000 and what consisted of consumables. Ald. Schroeder moved to include the $2,500 for the replacement of the UPS batteries. Ald. Patterson seconded. Upon a voice vote, the motion carried unanimously. 2006 Capital Budget Ald. Patterson questioned the Mobile/Animal/Prisoner Transport Command Post terminology. Ald. Schroeder explained that it could be used to transport all three. He noted that some money used would be coming from drug-use forfeiture fees ($20,000) and from the sale of the old van ($2,300) with the balance from capital ($12,700). Ald. Melcher inquired about the $4,000 cost for the generator. Interim Finance Director stated that was if they needed additional equipment to set up the generator. Ald. Madden added that you have to ready the building to accept the generator. Interim Finance Director asked if everyone had a chance to review the information on the DVD Playback as provided by the Club President. Ald. Schroeder moved to approve the $12,500 for the DVD Playback for Cable TV. Ald. Melcher seconded. Upon a voice vote, the motion carried unanimously. Ald. Schroeder asked about the Surplus Fund Balance being broken into Capital Expenditure and Capital Borrowing, but they are not borrowing. Interim Finance Director said that was for the designation under Surplus Fund Balance. Ald. Schroeder questioned if that would be notes or GL bonds surplus. Interim Finance Director explained the distinction between the two: Capital Expenditure is really funded by the landfill and Capital Borrowing which includes GL borrowing and notes. There is closed to $400,000 in Capital Expenditure account and about $3,000,000 in Capital Borrowing. Ald. Schroeder surmised that Capital Expenditure is money from the Landfill Fund for capital items that either came in under budget or were not purchased for some reason. Committee of the Whole Page 4 October 6, 2005 Interim Finance Director further stated that the grouping of items under landfill, amounting to $158,174, is going to be transferred into Capital Expenditure. Ald. Schroeder asked if there was an understanding on the GIS special revenue fund? Interim Finance Director responded that she had made the adjustment of $12,000 into the 2005 expenditure. In regard to the Department of Public Works vehicles, Ald. Melcher inquired if the $28,500 was for a used vehicle, a smaller ¾-ton? Ald. Schroeder stated that was to replace a small pick-up truck. Ald. Schroeder commented that the Capital Expenditure Summary was a fair representation of what the committee had worked on for the last month and a half. Ald. Melcher questioned if the dry basin retrofit was what they discussed last week? Ald. Schroeder explained the city budgeted for the engineering of the pond last year with the construction being slated for 2006. This pond will basically serve as a pond that will service the industrial park for those expanding or building new buildings. They would buy into the pond and not have to build a pond on their own property, therefore, they can fully utilize their property. This is to give industrial park businesses an incentive to expand. At this point, Ald. Schroeder shared that he had received information from Building/ Engineering Director that a roadway matching grant for $100,000 from the State’s available. With the $85,000 in the industrial park fund for improvements and adding $15,000 from the 2006 road program, they could match the $100,000. The $200,000 would be used for roadway improvements, expanding, making larger entrances/ intersections to the industrial park. Ald. Borgman would like to see a stop and go light installed. Ald. Schroeder stated that would exceed the amount of the grant and did the city want to purchase a light for a county highway. It should be left for the county to install. Ald. Borgman commented on the amount of congestion along the industrial park stretch of Racine Avenue. Ald. Melcher shared that he had a cost of $750,000 for directional lights at the intersection of Racine Avenue and Hillendale Drive. Ald. Schroeder mentioned that the county would want intersections reconfigured to right angles for installation traffic signals which greatly increases the cost. He thought the Loomis Road /Muskego Dam intersection was in excess of $375,000. Ald. Schroeder requested that the Mayor and the City Administrator confirm with Building/Engineering Director that the money is available in the road program, $15,000 of the $550,000. Ald. Patterson shared the discussions relative to the fire truck for Muskego for their need for the ISO rating. They had a meeting with both fire chiefs and the police chief. MVFD Chief indicated they may have been a little over anxious as far as their concerns with the ISO rating and that there wasn’t really any particular danger that there may be a change of number and if there is, they have like a year to look at whatever equipment they need to change so he really didn’t feel there was anything. Actually, they would like the city to give them the truck, but the fears that were being expressed were maybe a little more than what it actually was. He was informed by ISO that if there was an automatic response that they wouldn’t even have to have the truck as long as there was an automatic response from another department. In regards to that, some discussions about setting up automatic responses. Apparently, they have been looking at this for Committee of the Whole Page 5 October 6, 2005 over a year. He shared the letter that was sent out in April from Tess Corners to Muskego confirming some plans and instituted since May 2 and they were waiting for additional information from Muskego and as yet, have not received it. Both departments are working on the goal to have three-station response to fires which would mean mutual aids automatically being turned out. Both departments will keep the city updated. Mayor Damaske advised that Building/Engineering Director had received a call from ISO indicating there would be a big jump in (whatever number) if the city did not get the pumper. Ald. Madden asked City Administrator to verify this information. Mayor Damaske told the committee the city will be looking at a consultant to analyze the fire departments and make recommendations in the best interest of the city. Ald. Patterson would like to see the evaluation from the ISO. Committee members also discussed auditing the financial records of the fire departments. 2006 Operating Budget Interim Finance Director noted that the transportation aids came in at $791,837 which is a 3.96% increase from last year and the health insurance premium came in at 12.04% which is lower than budgeted by 2.96%. On the Operating Budget Adjustment Summary, she focused on vacant secretary position under the Clerk-Treasurer Department. It was the administration’s recommendation to remove this position and the committee recommended to add two part-time positions. Did the committee want their recommendation to stay in place or removed? It would total $30,325. Ald. Schroeder stated it was difficult to answer. He noted in the Clerk-Treasurer’s handout, she was asking for $16,000 contingency in case she decided the phone system was not going to work and she could hire a part-time person. At maximum, he thought she was only asking for one part-time person. Interim Finance Director stated this was budgeted for in the contingency. City Administrator clarified that the Clerk-Treasurer wanted the $16,000 for an additional floater person going forward if the phone system works. It would be no additional secretarial need assigned to the Clerk-Treasurer’s office alone whereas in the current proposed budget, there is two half-time. They are not sure they need the two half-time but would like to reserve some funds in case later the phone system works and the city has some money set aside to look at an additional half-time floater position. If they’re not sure about the phone system at this point, they may want to leave the two half-time positions. There may be a need to have staff answer the phones if not having the auto attendant phone system. Ald Schroeder responded that if the phone system doesn’t work, the city hires the two half-time positions at $30,000 and you add on the $25,000 for the rescue billing, then the city is up to $55,000 and the current person in place with benefits is slightly less than $55,000, what is the gain or loss? Ald. Madden thought the Clerk-Treasurer’s concern was based around tax time. She thought that the City Administrator was indicating the position was not just for the Clerk-Treasurer but the entire area. Ald. Schroeder said he wasn’t talking about the $16,000, but he never understood the two part-time positions and the rescue services being billed out, basically at the same cost of replacing the retiree. Ald. Madden thought it was either/or the phone system works and they may use the floater, or the phone system doesn’t work and they will need the two part-time positions. Ald. Schroeder’s point was that if the phone system doesn’t work, the city is expending the same amount of funds as a full-time person that could learn the rescue billing. Ald. Melcher stated originally, the two part-time positions; one would be for phone and the other one for billing and if the billing is out, then that would eliminate one half-time position. Ald. Madden said to leave the positions in as ultimately it’s not going to hurt. Interim Finance Director cautioned that the cost could exceed $50,000 to hire a person Committee of the Whole Page 6 October 6, 2005 because of the expertise and it may not be possible to find someone with that background. Without the retiree on staff, the person would have to come in with the experience. Ald. Schroeder inquired where the tax rate was right now? Interim Finance Director replied it is still the same. The items that she adjusted were the transfers and the funding sources. The tax rate she has not touched. The tax levy increase is 2.148 for operating and debt service is slightly up. Ald. Schroeder surmised they are at the tax levy allowable. Interim Finance Director said the city is slightly under and could possibly raise it by $30,000. Ald. Melcher inquired about the non-departmental miscellaneous expenses. Interim Finance Director believed it was the parade fund. Ald. Patterson questioned if the city had been doing the $7,500. He thought that a large portion of their money was for the festival parade as the units are expensive, as in the past, 50% went to the parade. Mayor Damaske commented the budget needed cutting and this is one area to look. Ald. Melcher will bring it to the festival committee when they meet in two weeks. Ald. Patterson questioned the Information Systems’ reclass personnel/outside services if it was the reclassification of the contracted service for the police department? Interim Finance Director responded it was for Mr. Gifford. Ald. Patterson said he thought it was a contracted service doing some specialty work and his interpretation of a contracted service really falls within the parameter. This is just to make it a position versus a contracted service, thus the FICA. He would like the City Administrator to check on it. He would like to see the $750 increase saved. Looking at the two fire departments’ operating budgets, Ald. Patterson said there was too great of a disparity between the two requests. He thought the city was within their right to ask for their books to do an internal audit within the next six months. Mayor Damaske thought the city could request their financial reports at the end of the year. Under the Property Assessment, Interim Finance Director asked if the committee had removed the new position request? Ald. Schroeder requested that the City Administrator along with the department head reassess the position for next year. Ald. Melcher asked about the mileage amount being cut back for the Building /Engineering Department. Interim Finance Director explained the amount was based off the history and they have not spent anywhere near the past budgeted amount. The department head asked for auto allowance of $900 in place of the mileage which was reduced from $2,000 to $500. This would represent closer to actual. Ald. Melcher inquired if the professional /contract fees was for people that are called to come in? Interim Finance Director stated that with the full-time building inspector hired this year, this amount was reduced. In regard to the Library’s request, Ald. Melcher inquired if there was no book expense item because it was covered by the county. Interim Finance Director stated this was close to actual as they had reviewed past history. Under revenues, noting the Planning land record capital charge reduced to $0, Ald. Melcher asked if it was taken out? Interim Finance Director said that it was to support Committee of the Whole Page 7 October 6, 2005 the GIS Special Revenue Fund that was put in place to pay for capital projects. In 2007, Ald. Schroeder stated that it would go back in. This was only for 2005-2006. Interim Finance Director reviewed the net change from 2005 to 2006. The revenue increases by $514,727, taxes and intergovernmental revenues. Expenditure increases of $796,834 mainly contributed to personnel, road program and debt expenses. This results in a net expenditure over revenue of $282,107. Funding sources to offset this amount:  Use of Surplus Fund Balance $ 96,807  Distribution of Positive Tax Increment 107,333  Transfer from Refuse/Recycling 75,000  Transfer from Cable Fund (6,782) This was decreased in case the city would loose franchise fees.  Transfers in Debt Service (8,475) This will be a continual decrease each year. for a total increase from funding sources of $262,883. Funding Uses were (increased) and decreased as follows:  Transfer to CDA Fund $46,000 This was decreased because of an adjustment in attorney fees.  Transfer to Capital Improvement 3,251  Transfer to GIS (11,750)  Transfer to Park Dedication (19,277) This was to fund additional costs for the Old Town Hall. for a total funding uses decrease of $18,224. 2006 Special Revenue Interim Finance Director reviewed with the committee the changes in special revenue funding since the last meeting.  Refuse/Recycling, $75,000 transfer  Cable TV Fund, reduced to $110,000  Landfill Fund, increased the transfer to Well Water Protection, $33,000 and added $200,000 to Compensated Absences  Well Testing Reserve Fund, increased $33,000  Rescue Fund, added $20,000 for possible outsource of billing…Ald. Schroeder noted the belief that the uncollectibles would decrease, but he didn’t think it matter who sent the bill and the uncollectibles would be uncollectible. Interim Finance Director commented that sending the invoices direct to the private insurance carrier may make the difference as well as more accurate information from the rescue service.  Capital Improvement, transfer of $150,000 to general fund  Sewer Utility, transfer of $161,238 to general fund for changes in operating  GIS Detail, added $12,250 for estimated 2005 expenses  Community Development Authority, adjusted the attorney fees down to $20,000 for 2005 and $30,000 for 2006, removing the transfer to general fund  Compensated Absences, $300,000 reflects the transfer from the Landfill Fund..Ald Borgman inquired about the goal for this account. Interim Finance Committee of the Whole Page 8 October 6, 2005 Director said it was $2 million. Ald Madden shared that the landfill is applying for an expansion during the last quarter of this year. NEW BUSINESS Future Budget Interim Finance Director asked if the committee members wanted new sheets printed out for their books. Those wanting them, can turn their books in for revision. Public Hearing Interim Finance Director advised she was planning to eMail to THE MUSKEGO SUN on Friday. She questioned why in the past, the public hearing was separate from the Common Council date. Ald. Schroeder stated it was done separately because if they heard any compelling testimony for changes, these could be done before the Common Council formal action. The public hearing was set for November 7 and the budget to go to the Common Council on November 8. Ald. Schroeder was looking for the levy increase rate with the new evaluations. Where is the city right now with the budget? Interim Finance Director stated the rate was $4.79 per thousand; the rate last year was $6.40 per thousand. The 2005 levy was $10,552,000 and for 2006, $10,863.046 projected. This is a tax increase of what the State will allow, $39,000. Next year’s (2007) levy will be based off of the 2006 levy. Mayor Damaske advised that the debt service will become due eventually. In regard to the Information Systems’ position, Ald. Schroeder suggested it be discussed internally first. There had been some discussion about the allotment of the Information Systems/Finance Secretary’s time. He did not know if it was a recommendation of less time in some areas or what. Basically, the city is going to budget for the position’s time next year, however, there needs to be some internal discussion with City Administrator, Mayor, Interim Finance Director, Clerk-Treasurer, Information Systems Director as to helping the Clerk-Treasurer’s office during the interim time period concerning the Clerk-Treasurer. Is there opportunity for the staff person to be used in the Clerk-Treasurer’s office. Ald. Schroeder asked how much fund balance are they using to meet the operating budget? Interim Finance Director said $3,655, use of fund balance, not including all the funding sources. Last year, it was a negative balance, $93,152, as they were putting money back into the fund. Therefore, there will be an increase of $96,807. Ald. Schroeder’s concern was when they use fund balance to balance the budget, that it is artificially balancing the budget. He wanted to know the total funds that were used out of fund balances and that could be any fund. Interim Finance Director stated that for other funding sources, not really using the fund balances because those are sources of revenue, where the operating is just the $3,655. The other is distribution of tax increment which are dissolving. She did verify with VK (Virchow, Krause & Company) the actual amount that could be budgeted. Because there is such a high fund balance, they are looking for 15% of expenditures over the total and the city has exceeded 19%. Don Vilione stated Moody’s would not have a problem if the city were to use even $100,000 of fund balance per year for the next six years. Committee of the Whole Page 9 October 6, 2005 COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Ald. Melcher shared that the Muskego/Norway School District went up by 81 students in comparison to other municipalities, a 1.2% increase. Ald. Patterson informed the committee that next week Tuesday, the county is going to be taking a final vote on the Janesville Road expansion. Common Council is being held on Tuesday. Even though the City of Muskego did send the County of Waukesha a resolution regarding the project, which they chose not to listen to, committee members discussed the importance of having the City of Muskego represented at the meeting. SET AGENDA ITEMS FOR NEXT MEETING Next meeting date was not set. ADJOURNMENT Ald. Madden moved to adjourn at 9:24 p.m. Ald. Borgman seconded. Upon a voice vote, motion carried. Stella Dunahee, CPS Recording Secretary Committee of the Whole Page 10 October 6, 2005 CITY OF MUSKEGO OFFICE OF THE CLERK-TREASURER W182 S8200 RACINE AVENUE, MUSKEGO, WI 53150 PHONE: (262) 679-5624 MEMORANDUM TO: Committee of Whole and Mayor Damaske FROM: Janice Moyer, Clerk-Treasurer DATE: 1/20/2022 RE: Rescue Billing/City Hall Switchboard The Committee of the Whole authorized city staff to research the two referenced job duties that are currently performed in the Clerk-Treasurer’s Office. Rescue Billing Information was received from two rescue billing services. They were invited to meet with city staff not for proposal purposes, but for information gathering. After the meetings it was evident that at this point the City could realize a benefit from outsourcing the rescue billing. The following is a list of benefits:  Cash flow is increased because invoicing is done continually instead of monthly  Stronger review process for run sheets from the EMS  Flexibility to tailor a system of collection similar to the City’s current system  Ability to submit charges directly to insurance companies, result in increased customer service  Companies ability to make recommendations regarding charges and other aspects of billing  Willingness to help with training of EMT’s for reporting accuracy  HIPAA compliancy  Short transition period for start-up Automated Answering System Information has been received regarding a speech enabled auto attendant. This would allow the caller to speak instead of pushing a button to be directed to the correct department or person. It also can be programmed to send the caller to a staff person if they have trouble using the attendant. This is a feature of the voice mail systems Joe Sommers has been researching. The current auto attendant does not have the speech option. Committee of the Whole Page 11 October 6, 2005 Recommendation At this time I am recommending that the rescue billing be outsourced (cost estimated at $20,000 to $23,000 annually) and an automated answering system be used (cost $0) for the main switchboard. In place of the two one-half time positions in the current proposed budget, I am recommending that $16,000 be added to the contingency fund for a future potential floater position.