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FM080697 CORRECTED FINANCE COMMITTEE - CITY OF MUSKEGO MINUTES OF MEETING HELD WEDNESDAY, AUGUST 6, 1997 The meeting was called to order at 7:10 PM by Chairman De Angelis. Also present were committee members Sanders and Salentine,. Finance Director Dawn Gunderson and those per the attached list. Council President D’Acquisto was excused. The committee noted that the meeting was posted on August 1, 1997, in accordance with the Open Meeting Law. REVIEW OF LICENSE APPLICATIONS Jeff Jasinski Jennifer Eigenberger Mark Sawyer Denice Wagner Sandra Maciejewski Nancy Kuhr Krissa Guhr Richard Chippa Ald. Salentine moved to approve the above applications subject to receipt of all fees, favorable police report and verification of schooling. Seconded by Ald. Sanders, motion carried 2-0. Ald. Sanders moved to approve license application for Sandy Smith Ross subject to receipt of all fees, favorable police report and verification of schooling. Seconded by Ald. Salentine, motion carried 2-0. Ald. Salentine moved to approve license application for Dustine Flamini subject to receipt of all fees, favorable police report and verification of schooling. Seconded by Ald. Sanders, motion carried 2-0. A written request was reviewed for an interview to be held prior to completion of schooling for Jessica Cramer who will not be taking class until September and is unavailable to be interviewed then because of school conflicts. The Committee agreed to interview Jessica at the August 20, 1997 meeting. The committee reviewed police reports regarding two noise complaints at Bushyfest.. PERIODIC LICENSE REVIEW - There were no reviews presented. REVIEW OF MINUTES OF PREVIOUS MEETING - The minutes of the meeting of July 16, 1997 and July 22, 1997, were reviewed and placed on file. Finance Committee - Page 2 August 6, 1997 UNFINISHED BUSINESS Further review of request for keyboard-Recreation Dept. The committee further reviewed request for approval to replace existing keyboard as outlined in Recreation Director Gordon Jacobson’s memorandum of July 18, 1997. Gordon reports that the Bookkeeper’s keyboard did not work as a replacement, that the Information Systems Director arranged for the computer maintenance person to look at it and they were unable to repair keyboard. A suggestion was made to purchase replacement from Radio Shack but Radio Shack does not sell keyboards separately. There has been no luck searching the Internet. Ald. Salentine moved to approve purchase of keyboard out of Recreation Department’s operating budget with Cable Club to pay back with future tape receipts. Seconded by Ald. Sanders, motion carried 2-0. Further review of amendment to Stone Ridge Landfill Leachate Agreement - Mr. Larry Buechel, Waste Management, appeared before the committee to review information from the City Attorney and the City Engineer, and a revised version of the proposed Amendment dated August 6, 1997. Ald. Salentine moved to remove the following penalty provision, “If discharge to the sanitary sewer exceeds 55,000 gallons per day, WASTE will pay the CITY a penalty of $50.00 per day for any day in which the discharge volume exceeds the permitted daily limit by up to 25,000 gallons per day, or $100.00 per day for any day in which the discharge volume exceeds the permitted daily limit by greater than 25,000 gallons per day.” Seconded by Ald. Sanders, motion carried 2-0. Ald. Sanders moved to approve the Third Amendment to Agreement Between The City of Muskego and Waste Management of Wisconsin striking penalty provision. Seconded by Ald. Salentine, motion carried 2-0. Further review of amendment to Personnel Policy - The committee reviewed the following revised policy proposal for the City of Muskego: Please Note: Stated in each and every “City of Muskego Position Description, Essential Duties and Responsibilities”, it reads: “The following duties are normal for this position. These are not to be construed as exclusive or all- inclusive. Other duties may be required and assigned (emphasis added).” Essentially, this policy reinforces that which is stated in every Position Description. Any elected, or non-represented, salaried employee may be required and assigned to take on responsibilities outside of the scope of their job description, under the terms of their statutory responsibility, without additional compensation unless previously authorized. All non-represented, salaried employees who perform duties outside the scope of their job description, under the direction of an authorized department head or the Mayor, should first specify with the Office of the Mayor, or in consultation with the Finance Committee, whether or not the request falls within the scope of their job description. Once the Mayor and/or a Finance Committee - Page 3 August 6, 1997 standing committee of the Common Council has made such a determination, a request to fund the project, work, or temporary situation should be forwarded to the Finance Committee at the next available meeting. Depending on the recommendation of the Finance committee, all such requests will be forwarded to the entire Council for approval, on an expedited basis if necessary. If emergency or other exigent circumstances exist, the Mayor can, at his/her discretion, temporarily give such authorization until the governing body has an opportunity to review the matter. Ald. Salentine moved to recommend Council approval of above policy. Seconded by Ald. Sanders, motion carried 2-0. Mr. Steve DeWitt, representing Lakeside Homes, appeared before the committee to request the City to enter into an agreement with Wisconsin Electric Power Company for decorative lighting installation and maintenance at the entrance to Champion Villages . At the Finance Committee meeting of August 6, 1997, the committee had determined that they would not sign the agreement as the policy of the City is that they do not pay for any additional costs for decorative fixtures. After discussion, it was agreed that Mr. DeWitt would work with WEPCO to see if the billing for service could be separate whereby the normal usage charge will be billed to the City and the additional cost, because of decorative lighting, would be charged to the Champion Villages Homeowner’s Assn. If WEPCO was not receptive, an agreement could be put together whereby the City will be billed and then bill the Association for the additional monthly charge. Ald. Salentine moved to defer until the Tuesday, August 12, 1997, Finance meeting to see if an agreement can be reached by that time. Seconded by Ald. Sanders, motion carried 2-0. NEW BUSINESS Committee member Salentine discussed with the committee the WRR billing for the Little Muskego Lake District. She explained that at the last Little Muskego Lake District Commissioner’s meeting the District’s attorney advised them not to do anything as far as attempting to secure overdue payment from WRR (contractor’s for the Jewel Crest Dredging Project), which would force the City to take legal steps. It was noted that the road bond has expired. Ald. Sanders moved to direct the Mayor to confer with legal counsel as to how to proceed with legal action. Seconded by Ald. Salentine, motion carried 2-0. Committee member Salentine discussed with the committee a proposed Taxi Cab ordinance and distributed a copy of correspondence dated March 29, 1995, wherein Attorney Molter has recommended a City of Merrill ordinance that would best suit the City’s purpose. The committee also reviewed comments supplied by the City Clerk/Treasurer listing her concerns. It was noted that the cab company would only be regulated if they operated a business out of the City. Mayor noted that this item had been addressed by the Rules, Laws & Ordinance Committee and had been sent to the Finance Finance Committee - Page 4 August 6, 1997 Committee for fee recommendations before the matter had been dropped previously. Ald. Salentine presented information on a survey conducted with other municipalities for insurance coverage. Mayor requested that this information also be sent to the city’s insurance carrier for review. Ald. Salentine moved to recommend approval of proposed ordinance with the following amendments and to request that the Clerk th put in ordinance form for the August 24 Council meeting along with supplying written recommendation from the insurance consultant: 1. Chapter should be changed to Chapter 12, Section 20, and all reference should be “City of Muskego” 2. Section 20.1 - Regulations of Taxicabs, (a) should include a statement to exclude busses but allow limousine service. Strike “No person shall drive an unlicensed cab within the City of Muskego for hire.” 3. Section 20.1 (b) Approval of Finance Committee (all other reference to committee in (b) (c)should also be Finance Committee) 4. Section 20.1 (d) should read “...licensing of one (1) cab shall be Fifty dollars ($50.00) for a year or any fraction thereof and Fifteen dollars ($15.00) for each additional cab license. 5. Section 20.6 - Taxi Driver’s License, add “and $10.00 fee for record check” to end of second sentence. Seconded by Ald. Sanders, motion carried 2-0. Finance Director Dawn R. Gunderson discussed with the committee correspondence received from Chicago Title company requesting the City to consider a change in their procedure for providing information. They are asking us to provide them with information on water and sewer billings for closings on sales of properties located within the City. This information, along with other information, would be provided on a typical closing letter at a fee of $25. Since a closing letter is not being requested on these properties, but it does require staff time to produce this information, I am recommending that the City agree to provide this information in the format requested by Chicago Title at a fee of $15 per request to help defray the administrative costs incurred by staff to obtain and forward the requested information. Ald. Sanders moved to approve fee of $15.00 for service to be split between Sewer & Water utilities. Seconded by Ald. Salentine, motion carried 2-0. Correspondence from Building Inspection Director Chuck Dykstra, dated July 21, 1997, was reviewed wherein he is requesting approval to forward the new Business Registration Ordinance, which has been approved by the Public Services Committee at their July meeting, to the City Attorney for final review. The City Attorney has presented an estimate of $400 or less to review and Chuck is requesting a transfer of $400 from Contingency (100.8300.3212) to Code Development (100.2500.3617). Ald. Sanders moved to approve transfer from Contingency (100.8300.3212) of an amount not to exceed $400.00 for attorney review of Business Registration Ordinance. Seconded by Ald. Salentine, motion carried 2-0. Finance Committee - Page 5 August 6, 1997 RELEASE OF FUNDS Ald. Salentine moved to approve release of funds for Willow Pond (#134) for engineering purposes in the amount of $55.40. Seconded by Ald. Sanders, motion carried 2-0. The committee reviewed a request received from Willow Pond Apartments to release all funds from the Letter of Credit which was for items related to a valve box repair, street repairs, storm sewer inlet repairs, curb replacement and sod growth. This request would close out the Letter of Credit for this project. Ruekert & Mielke and City Staff have reviewed this request and recommend a release of $1,149.00 leaving a balance subject to acceptance of roads and storm sewer by the Public Works Committee. Ald. Salentine moved to approve release of $1,149.00 to Willow Pond apartments closing out their Letter of Credit for items related to a valve box repair, street repairs, storm sewer inlet repairs, curb replacement, and sod growth subject to acceptance of roads and storm sewer by the Public Works Committee. Seconded by Ald. Sanders, motion carried 2-0. SERVICE AGREEMENT APPROVAL Ald. Sanders moved to approve renewal of the Ameritech Centrex contract for the ten sewer lines in the 529 exchange at a cost of $209.08 per month. This contract is for 60 months which would expire close to the time our main Centrex contract expires. Seconded by Ald. Salentine, motion carried 2-0. Ald. Sanders moved to approved renewal of the maintenance agreement for the Water Utility’s software system which operates the gun for water meter reading in the amount of $924.00 for 12 months, which is the same price as for the previous 12 months. This is budgeted and paid out of the Water Utility. Seconded by Ald. Salentine, motion carried 2-0. VOUCHER APPROVAL - No vouchers to approve. FINANCE DIRECTOR’S REPORT Finance Director Dawn Gunderson updated the committee on the 1988 budget process. She also advised that she has just received notification that she has passed the first part of her Municipal Finance Director Certification. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW Mayor De Angelis advised the committee of the legal expenses being incurred with the Board of Appeals for legal representation and workshops being held for committee Finance Committee - Page 6 August 6, 1997 members. This will result in an eventual transfer from Contingency and it is something that he would like to pursue continuing through the 1998 budget process. He also advised that he will be contacting the Fire Departments to start contract negotiations at the August 20, 1997 Finance Committee meeting. ADJOURNMENT Ald. Sanders moved to adjourn at 8:55 PM. Seconded by Ald. Salentine, motion carried 2-0. Respectfully submitted, Dawn R. Gunderson Finance Director