COMMON COUNCIL Minutes 20110913
COMMON COUNCIL - CITY OF MUSKEGO Approved: 9/27/2011
MINUTES OF MEETING HELD SEPTEMBER 13, 2011
Mayor Chiaverotti called the meeting to order at 7:25 p.m. Present were Ald. Fiedler,
Schaumberg, Soltysiak, Werner, Borgman, Harenda, Snead, Finance and
Administration Director Mueller and Deputy Clerk Blenski. Those present recited the
Pledge of Allegiance. The Deputy Clerk stated that the meeting was noticed in
accordance with the open meeting law.
The Mayor had no communications to report. No one registered to speak under Public
Comment.
CONSENT AGENDA
Ald. Soltysiak requested that Reso. #126-2011 be removed from the Consent Agenda.
Ald. Harenda requested that Reso. #125-2011 and Reso. #128-2011 be removed from
the Consent Agenda. Ald. Borgman moved to approve the remaining items. Ald.
Snead seconded. Motion carried 7 in favor.
The following items were approved:
Approval of Operator’s Licenses for: Katran Beard, Thomas Bilitz (Temporary for 9/22),
Wendy Bourdo, Christine Duston, Ann Riemer, Janelle Smoody, Barbara Wittenberg,
Cynthia Zengle.
Common Council Minutes – August 23, 2011
Reso. #123-2011 - Re-approval of the Wildflower Farms Preliminary Plat
Reso. #124-2011 - Approval of a Certified Survey Map - Malchine, Town of Norway
Reso. #127-2011 - Resolution to Approve Grievance Procedure
Reso. #129-2011 - Resolution of Eligibility for Exemption from the County Library Tax
Levy for 2012
Reso. #130-2011 - Resolution Authorizing a Grant from the Approved Janesville Road
Building and Grant Program (Dr. Jodie Gruenstern)
Reso. #131-2011 - Appointment of Citizen Member to the Library Board (Tina Weiss)
NEW BUSINESS
Reso. #125-2011 - Resolution Authorizing the Mayor to Approve Vouchers (for
11/8/2011). Ald. Fiedler moved for adoption. Ald. Snead seconded. Ald. Harenda
asked if a Special Common Council meeting could be scheduled in November to
approve the vouchers. He does not feel comfortable giving up his right to approve the
vouchers. The Mayor responded that it would be very difficult to schedule a meeting
prior to or after the November 8 election as the Dept. of Finance and Administration will
be very busy. She stated the Council members will have the opportunity to review the
vouchers before approval. Motion carried 6 in favor with Ald. Harenda voting no.
Reso. #126-2011 - Resolution to Approve Revised Purchasing Policy. Ald. Werner
moved for adoption. Ald. Fiedler seconded.
Common Council Minutes
September 13, 2011
Ald. Soltysiak:
He does not feel there is anything wrong with the current policy. Maintain it or
make minor tweaks to make it more efficient. The revised policy removes a lot of
Common Council oversight.
The Council needs to maintain as much oversight and transparency regarding
purchases.
He does not like that the revised policy calls out purchasing categories versus
accounts. Expenditures should be done by account, which is how the budget is
approved.
Policy gives tremendous leeway.
Ald. Borgman:
The revised policy is too loose.
Too much discretion is given to people other than the officials elected to watch
City funds.
Ald. Fiedler:
The revised policy allows government to run more like a business.
Allows staff to shuffle less paperwork and provide more services to our
constituents.
Ald. Harenda:
He did not have a problem with the current policy. He just wanted it to be
followed.
This is not a private business; public money is being spent.
He does not want to put his responsibilities on staff to oversee things.
Mayor Chiaverotti:
The existing policy was done five years ago. Revisions to the policy were
discussed before she took office.
The policy was developed after researching what other municipalities do.
All the checks and balances are in place.
The auditors have confirmed that the City is handling its financial matters
appropriately.
Ms. Mueller:
The budget is a working document. The budget is adopted by category. A
budget amendment is only necessary when a category amount was exceeded,
not an account.
Ald. Werner:
Everything the City does is open and clear to the public.
He has the utmost respect for staff and believes everything they do is in the best
interest of the City.
Ald Schaumberg:
The staff is very responsible and make appropriate decisions.
Ald. Soltysiak:
This has nothing to do with staff. The responsibility is the Council’s.
Common Council Minutes
September 13, 2011
Ald. Snead:
She supports the revisions to the policy. It allows the department heads more
flexibility to do their jobs.
The buck stops with the Council.
Motion carried 5 in favor with Ald. Harenda and Ald. Soltysiak voting no.
Reso. #128-2011 - Resolution Authorizing the Purchase of Caselle’s Upgrade Entitled
Clarity for the Department of Finance and Administration ($66,950). Ald. Fiedler
moved for adoption. Ald. Werner seconded. Ald. Harenda requested clarification
regarding the purchase because the cost exceeds the amount that was budgeted. Ms.
Mueller stated she and the IS Director met with representatives from Civic Systems who
proposed a newly developed software called “miTime.” The new component would
allow for the movement from paper timesheets to electronic records for payroll. The
initial cost of the software was $10,200. She was able to negotiate a $2,000 discount.
This would provide better control and more efficiency. Employees are tracking and
submitting a manual timesheet. Those numbers are then keyed in by an employee.
This duplication would be eliminated. Mr. Wisniewski believes the cost of the
investment is reasonable especially since it interfaces directly with the current software.
Ald. Fiedler stated that this will save staff time that can be devoted to other projects.
Ms. Mueller stated that there are sufficient funds in the capital expenditure budget to
cover the additional cost. Motion carried 7 in favor.
REVIEW OF COMMITTEE REPORTS
The following minutes were reviewed: 7/12, 7/26 and 8/9/2011 Finance Committee,
8/3/2011 Public Safety Committee, 7/21/2011 Community Development Authority,
6/7/2011 Plan Commission and 6/22/2011 Teen Advisory Board.
LICENSES
Ald. Werner moved to approve an Outside Dance Permit for Marx Pioneer Inn
located at W180 S7808 Pioneer Drive for 10/15/2011. Ald. Fiedler seconded.
Motion carried 7 in favor.
Ald. Werner moved to approve an Amendment to Licensed Premise for High Tide
(9/18/2011) S76 W17745 Janesville Road. Ald. Schaumberg seconded. Motion
carried 7 in favor.
VOUCHER APPROVAL
Ald. Schaumberg moved for approval of payment of General Vouchers in the
amount of $624,535.60. Ald. Fiedler seconded. Motion carried 7 in favor.
Ald. Schaumberg moved for approval of payment of Utility Vouchers in the
amount of $199,668.82. Ald. Fiedler seconded. Motion carried 7 in favor.
CLOSED SESSION
Ald. Soltysiak moved to convene into closed session pursuant to Wis. Stats.
§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 purchase of the Borst property. Ald. Harenda seconded. Motion
Common Council Minutes
September 13, 2011
carried 7 in favor. The Director of Finance and Administration and Deputy Clerk were
dismissed.
OPEN SESSION
Ald. Fiedler moved to reconvene into open session. Ald. Werner seconded.
Motion carried 7 in favor.
ADJOURNMENT
Ald. Snead moved to adjourn. Ald. Fiedler seconded. Motion carried 7 in favor.
Minutes taken and transcribed
by Jill Blenski, Deputy Clerk