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FM111997 FINANCE COMMITTEE - CITY OF MUSKEGO MINUTES OF MEETING HELD WEDNESDAY, NOVEMBER 19, 1997 The meeting was called to order at 7:07 P.M. by Mayor De Angelis, Committee members Salentine, Sanders and D’Acquisto were present. Also in attendance were Dawn Gunderson, Finance Director and additional guests per the attached sheet. The Mayor noted that the meeting was noticed in accordance with the Open Meeting Law. REVIEW OF LICENSE APPLICATIONS Ald. D’Acquisto moved to approve Operator’s Licenses for the following individuals, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Salentine. Vote 3-0, carried by all. Randall Oman Cheryl Danes Ellen Cook Dooley UNFINISHED BUSINESS Further review of funding for Moorland Road-South: Item to be removed from agenda until further notice. Further review of fire department contracts: At this time Ald. D’Acquisto removed himself from the discussion due to his involvement with the fire department. The Mayor received confirmation from the Tess Corners Fire Department Board of Directors stating that they are in agreement of the concept of dissolution, but the exact wording still needs to be clarified. Ald. Salentine moved to accept Muskego Fire Department and Tess Corners Fire Department contracts and forward to Council for approval. Ald. Sanders seconded. Vote 2-0, carried by all. Further review of Rescue Bill Fees for 1998: Finance Director Gunderson provided reports detailing bills from Tess Corners Fire Department for rescue service. Currently, (January- October 1997) $112,660. To-date expense data from the fire department was not provided in time for this meeting. Estimated annual payment to Tess Corners Fire Department for rescue fees could exceed their expenses by $50,000. Finance Director Gunderson and the Mayor will be visiting the Tess Corners Fire Department to conduct an in-person review of the department’s books within the next two weeks. Discussion regarding demographics of those requesting transportation. Currently, 97 non-residents were transported and 371 residents. Options for rate fee development were discussed. Lowering rates for residents and increasing rates for non-residents to cover the costs of those not paying transport fee was discussed (majority of debtors are non-residents). A two-tier pricing structure is not uncommon with West Allis charging $209.00 for residents and $300.00 for non-residents. Discussion continued regarding insurance reimbursement caps for both transport and materials used. The Committee is in agreement to the development of a two-tier pricing structure. Ald. Salentine moved to defer item to next months meeting. Seconded by Ald. Sanders. Vote 2-0, carried by all. Ald. D’Acquisto returned to the meeting at this time. Further review of Rescue Bill write-offs: Attached is a detailed listing (including names) of delinquent accounts totaling $6,485.55. This is a $672.75 increase from the original request, due to a recent bankruptcy. The status code following the name of each debtor is EXP (no assets), SKP (unable to locate), BAN (bankrupt) and DST (destitute). Majority of list comprises Finance Committee Meeting Minutes - November 19, 1997 Page 2 non-residents. Ald. Salentine moved to approve write-off of $6,485.55 in uncollected rescue bills. Seconded by Ald. Sanders. Vote 3-0, carried by all. Ald. D’Acquisto requested that a hardship policy be developed by this Committee similar to one developed for Utilities. Ensuring that individuals needing emergency care would not be deterred due to cost or ability to pay. NEW BUSINESS Discuss EAP (Employee Assistance Program) Contract for 1998: Due to the decision to remain with Compare as provider for employee health insurance, the need to select an independent service provider is necessary. Currently, the City has contracted with National Employee Assistance Services, Inc. (NEAS) for this service. The rate proposed from NEAS for the same level of service for 1998 is $1.66. Finance Director Gunderson also provided an additional option from NEAS with an enhanced level of assistance in lieu of the current telephone model at a cost of $1.91 per employee per month. Finance Director Gunderson also mentioned that NEAS was willing to hold the rates if the City were willing to contract with them for two years. Ald. Sanders moved to accept NEAS as EAP provider for one year at the current level of service at the rate of $1.66. Seconded by Ald. Salentine. Vote 3-0, carried by all. Review new positions for 1998 and position changes for 1998: Ald. D’Acquisto moved to recommend approval the new and revised position changes for 1998. Ald. Salentine seconded. Vote 3-0, carried by all. Consider Disallowance of Claim - Accurate CAD/CAM: A Notice of Claim was received by the City due to excessive water in a ditch. Ald. Sanders moved to formally disallow the claim. Ald. Salentine seconded. Vote 3-0, carried by all. Review proposed job description for Finance Department- Accountant: With this position becoming vacant December 5, 1997, Dawn Gunderson has revised the current position to include additional functions not currently included in current position description. With the job description and title change, compensation will need to increase due to the increase in the level of expertise outlined in the description and to bring the rate of pay in line with the market to draw a qualified candidate. The $28,617 annual salary requested will not require additional budget funding. Hourly or salaried position merits were discussed. Ald. D’Acquisto discussed the job requirements and reporting structure of the Finance Department as a whole. He suggested a title change from “Accountant” to “Assistant Finance Director” to better reflect the importance of the position and the reporting structure. Using a wage comparison from several communities in the area, Finance Director Gunderson believes that the “Accountant” title will sufficiently convey the significance of the position. Ald. Salentine moved to approve the change in job title and duties at the proposed starting salary of $28,617 as a non- represented, salaried position. Ald. D’Acquisto seconded. Vote 3-0, carried by all. Review of bill for roof repair at Idle Isle: Ald. Salentine moved to approve the $5,000 expense to repair the roof at Idle Isle. Funding to come from Parks Dedication portion of budget. Ald. D’Acquisto seconded. Vote 3-0, carried by all. Discuss authorizing Finance Director to grant transfers between accounts within departments: In an effort to reduce the number of “administrative” items placed on Finance Committee agenda’s Finance Director Gunderson has proposed the Mayor and herself jointly approving Finance Committee Meeting Minutes - November 19, 1997 Page 3 inter-department budget transfers up to $2,000. Finance Director Gunderson will prepare and present a report detailing transfer activity on a periodic basis. Ald. Sanders moved to approve authorization of Dawn Gunderson and the Mayor to jointly transfer funds between accounts up to $2,000. Ald. Salentine seconded. Vote 3-0, carried by all. FINANCE DIRECTORS REPORT United Way campaign was a success, nearly tripling the amount given last year. ADJOURNMENT Being no further business to discuss, Ald. Sanders moved to adjourn at 8:23 p.m. Seconded by Ald. Salentine. Vote 3-0, carried by all. Respectfully submitted, Linda Gulgowski