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COMMITTEE OF THE WHOLE - MINUTES - 1/8/2008 Approved 1/22/08 COMMITTEE OF THE WHOLE – CITY (City) OF MUSKEGO MINUTES OF MEETING HELD TUESDAY, JANUARY 8, 2008 Mayor Johnson called the meeting to order at 6:30 p.m. and led those present in the Pledge of Allegiance. ROLL CALL Mayor Johnson, Ald. Pavelko, Ald. Borgman, Ald. Werner, Ald. Fiedler and Ald. Schaefer. Ald. Snead arrived at 6:50 pm. Ald. Melcher absent. STATEMENT OF PUBLIC NOTICE Deputy Clerk Blenski noted that the meeting had been noticed in accordance with the Open Meeting Law. APPROVAL OF AGENDA Mayor Johnson advised that there were no issues with the agenda. APPROVAL OF MINUTES Ald. Borgman moved to approve the minutes of the meeting held December 11, 2007 as presented. Seconded by Ald. Werner, motion carried. UNFINISHED BUSINESS Purchase of Liability and Workers’ Compensation Insurance for 2008 Mayor Johnson reported they extended the contract for insurance due to the issue as to whether or not the City wants to accept the additional risk or stay with full traditional insurance coverage. City Administrator Sheiffer outlined the issue(s) in her detailed memo to the Common Council dated January 4, 2008. Mayor Johnson reviewed the cost savings of about $77,000 if they elected to go with the Mayor and City Administrator’s recommendation. However, a $25,000 deductible for claims would have to be factored into the cost. On an average year, based on the City’s claim history, Mayor Johnson said the City could save probably $40,000 on claims if they elected the CVMIC (Cities and Villages Mutual Insurance Company). He did note that the City would have to accept some risk in saving that amount of money. He reviewed the no-fault sewer insurance and claim history and the rationale for their recommendation for the City to stop purchasing the insurance. This would save about $22,000 annually. He pointed out that the City’s current liability insurance covers back-ups that are determined to be the fault of the City. CVMIC does not cover sewer back ups under the liability insurance as they do not want to reward communities that are not doing maintenance especially of old systems. CVMIC did recommend that the City purchase boiler and machinery coverage. Mayor Johnson stated failure of these items could run about $20,000 for a motor alone. He recommended the City purchase this boiler and machinery insurance. Some other things that are not covered by CVMIC and risks that the City would have to take included pollution coverage, non-monetary claims or injunctive relief, tax disputes, breach of contract claims. Ald. Fiedler did not have a problem going with an SIR plan, but the City would need to budget or have a budget item every year for it. In that respect, Mayor Johnson stated that now the City Committee of the Whole January 8, 2008 Page 2 budgets $150,000; to go down to $73,000, then put $25,000 into a separate account to pay the deductible. Ald. Fiedler expressed his concern further about the PPL limit as these claims tend to be very large; not so much the tax disputes as breach of contract claims. Mayor Johnson argument was that the fund balance would be enough to take the ups and downs. Ald. Fiedler stated, in general, it is not a bad idea, but the City would have to maintain some money in the bank to cover the fluctuations and they would have to commit to putting money back in the bank. Mayor Johnson summed up that it would be $25,000 deductible each occurrence with a maximum of $100,000 aggregate exposure for annual claims. Mayor Johnson suggested they review the memorandum and consider whether or not they want to take the risks outlined. Also, some of the preliminary filing of claims would have to be done by staff. Ald. Fiedler questioned what Attorney Molter’s concerns were. Mayor Johnson said they were contract issues and Attorney Molter had also shared that the “feel good” factor was worth something, but how much, was up to the City. Attorney Molter also had stated that some of the cities have their own attorneys to settle a claim before it would go to the insurance carrier. Other concerns voiced by aldermen was the staff qualified to handle claims, the sewer back up issue, and contract disputes. Mayor Johnson will asked Attorney Molter to be at the next meeting. In the meantime, the aldermen should get their concerns/questions to Mayor Johnson or City Administrator Sheiffer. Tess Corners Volunteer Fire Department Service Agreement for 2008 Mayor Johnson’s recommendation was to give the fire department the additional funds. They have done a good job for the City. The City, however, would review their quarterly statements closer and share with the aldermen so that they can see where the money is being spent. Ald. Schaefer was in favor of this and appreciated seeing the quarterly reports which were helpful in deciding on the additional funds. Alderman asked if the $45,303.25 going back to them was what they originally asked before the City’s cut to 15%. Mayor Johnson shared that the fire department asked for 17% and he cut it to 15% and they have not received an increase for three years. After commenting on the flavor of the correspondence received from the fire department, Ald. Fiedler stated based on past performance and a solid and efficiently run department, he was in favor of the proposal. Mayor Johnson said some of the issues could have been avoided if the City had started negotiating with them in November. More discussion ensued on the how the fire department personnel interacted with the City relative to their needs. Alderman Pavelko supported the increase, but asked if this would create a greater divide between the fire departments. Alderman Snead said Muskego’s contract is different because, at this point, as of yesterday, their contract is with their attorney. With two separate companies, she was looking at it as two separate issues. Tess Corners contract being straightforward, the City could act on the issue. Once the Muskego one is received, the City can then deal with that contract. Alderman Schaefer said the quarterly reports show that they are up to the budget line. Mayor Johnson advised the item was on the Common Council agenda for action. NEW BUSINESS Common Council Goals for City Administrator for 2008 Something that the Common Council has not done, Mayor Johnson believed in any year, was to set their goals for the City Administrator. City Administrator Sheiffer had asked for Mayor Johnson’s thoughts on goals for her. Alderman Snead, after looking at the position description and considering some of the things that the aldermen had discussed and wanted as goals, she suggested the following goals: Committee of the Whole January 8, 2008 Page 3  The City Administrator will prepare a summary of portfolio investments and report these opportunities at the COW once every three months.  The City Administrator will prepare a summary of income and expenditures to be reported at the second COW meeting each month and will be posted on the City’s website.  The City Administrator will schedule an annual team building activity for the staff within city hall with a follow-up survey describing whether or not the activity was beneficial in increasing morale within the workplace.  Develop a City Performance Survey to distribute to all residents that evaluates any and all services, including the staff delivering the service and communicate the results of this survey to the Mayor and Common Council.  Model leadership by demonstrating support and collaboration with department heads during problem-solving situations and communicate their progress to the Common Council and Mayor using a variety of communication methods; i.e., develop a projects status log recording the progress of projects as reported at department head meetings. Alderman Snead added that she wanted to make the goals measurable and as concrete as possible so when they come back in April, they can discuss the progress on the goals. Alderman Werner would like the City Administrator to create a process for evaluating the needs of the departments within the City. Some kind of checklist, for example, with the elections coming up, doing an evaluation of what kind of resources the clerk’s office is going to need. He felt this would be helpful when it came to doing the budget. Some discussion at last budget occurred regarding laying someone off in Building, but there was no process in place to evaluate what would be needed for the next year. He would also like to see the City Administrator communicate with the aldermen. There are certain tasks in the job description and he would like to see prepared a document to show how these have been achieved, annually or quarterly, etc. Realizing the City Administrator has not had an evaluation before, this could be a self-evaluation on how she has worked within that job description. Alderman Snead’s understanding of his second point was reporting to the aldermen what she has done, what she has not done. Alderman Fiedler commented that was a fantastic idea and he does it every year. However, in that self- review, Alderman Fiedler would like to see:  A listing of cost savings or administration efficiencies that she has brought to the City; there have been some, but he did not know what they all were.  Staff oversight and team building  Performance review surveys similar to what is being done in the police and building inspection  A review of municipal programs similar to what was done at the beginning of the budget process; what programs do we have, what do we want to keep, what do we want to do without. This would be helpful in the coming year as the City Mayor Johnson expressed that a review of municipal programs should be priority one as it would help with the next budget. There is a need to outline now what the priorities would be for the budget and what is important as an organization. Alderman Werner would like the City Administrator to take a serious look at the goals/tasks. Prioritize them in terms of what can be accomplished first, second, third, etc. and get back to the aldermen as soon as she can. Mayor Johnson would like the City Administrator at the meeting to discuss these, but he did not think that she should be the one to set the priorities. Alderman Werner would like the City Administrator to let them know what she thinks is important and what is not important and that is why he would like her to prioritize the goals. Alderman Snead stated they have agreed on the combination they have set for goals and to see if the City Administrator agrees. Mayor Johnson will have these goals/tasks typed up and will meet with the City Administrator. Committee of the Whole January 8, 2008 Page 4 COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW None proffered. ADJOURNMENT Ald. Snead moved to adjourn at 7:39 pm. Seconded by Ald. Fiedler, motion carried unanimously. Stella Dunahee, CPS Transcribing Secretary