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FCM19970422FINANCE COMMITTEE - CITY OF MUSKEGO MINUTES OF MEETING HELD TUESDAY, APRIL 22, 1997 0 The meeting was called to order at 7:06 P.M. by Chairman De Angelis. Also present were Committee Members D'Acquisto and Sanders, as well as Aldermen Patterson, Pionek, Salentine, Slocomb and Woodard, Finance Director Gunderson, and Deputy Clerk Blenski. The Deputy Clerk noted the meeting was noticed in accordance with the Open Meetings Law on Friday, April 18, 1997. Mayor noted that additional information requested for operator's license application for Karen Moeller had been received by his office and requested the committee review following voucher approval. The minutes of the previous meeting were reviewed and accepted. Unfinished Business Further Review of Quotes - Concrete Boat Ramp The Finance Committee deferred action at meeting of April 16, 1997 to obtain a third quote. Mayor acknowledged receipt of quote from Mac Contractors, Inc. in the amount of $9,900. The two previous quotes were: Kurk Concrete, Inc. $6,010 Werner Bros., Inc. $9,900 Mayor stated that Kurk Concrete has satisfactorily completed work in the City in the past. Alderman D'Acquisto noted that the Kurk quote contained a provision for an additional $500 if a second pour is required. Mayor stated the quote from Kurk Concrete is still well below the other two even if the additional $500 is expended. Alderman D'Acquisto moved to accept quote in the amount of $6,010 from Kurk Concrete for the concrete boat ramp for Big Muskego Lake with the provision that an additional $500 will be charged if a second pour is required. Alderman Sanders seconded, motion carried. New Business Dissolution of Tax Incremental Districts 4 and 6 Finance Director Dawn Gunderson stated it has been recommended that Districts 4 and 6 be closed out. This determination was made following last year's audit process. She stated that a total of $81,943,300 will be going back to the tax base ($57,641,300 from District 4 and $24,302,000 from District 6). Alderman Sanders moved to dissolve Tax Incremental Districts 4 and 6. Alderman D'Acquisto seconded. Motion carried. Voucher Approval Mayor De Angelis left the meeting for a short period to obtain information from his office regarding application of Karen Moeller. Finance Committee Minutes April 22, 1997 Page 2 Finance Director Gunderson noted an addition in the Utility Vouchers of $491,814.53 for payment of annual MMSD invoice which is due on May 1. The City is conferring with legal and accounting consultants to determine if a protest will be filed. The City's accountants believe that one of the exhibits may possibly change which could reflect a different amount due. It has been recommended that the City submit payment timely, with MMSD to refund money to the City with interest if invoice amount is amended. Alderman D'Acquisto moved for approval of General Vouchers in the amount of $526,702.13 and Utility Vouchers in the amount of $727,524.89. Alderman Sanders seconded, carried. The Committee reviewed the information submitted for license application of Karen Moeller. Alderman D'Acquisto moved to adjourn at 7:25 P.M. Alderman Sanders seconded, carried. Respectfully submitted, Deputy City Clerk jmb Revised BIBAD V, 0 City of Muskego Business Credit Card Policy Due to requests by Department Heads to obtain credit cards for their use in making budgeted purchases for their departments, the following policy has been established for the acquisition and use of business credit cards. The following City departments are eligible to obtain individual credit cards in the name of the City of Muskego for use by their department: Assessor Clerk Treasurer Information Systems Mayor Planning Department Recreation Department Utilities Department Building Inspection Department Finance Department Library Parks Department Public Works Department Police Department Each of the identified Department Heads shall work with the Finance Department to apply for their individual card which will have an established limit of $2,000. Each card will be issued to the Department Head and it will be his or her responsibility to insure the safekeeping of such card and to release the card to their staff with authorization for use. The card may be used for identification/documentation for government rates and discounts and elimination of taxes where applicable, to guarantee room reservations, pay for hotel lodging while on City business and for making budgeted purchases at a company where the City does not have an account, or where they do not accept purchase orders. Under no circumstances will the card be used to purchase gasoline for vehicles not owned/leased by the City. The use of the credit card for refueling City Vehicles is acceptable only when traveling out of the area. City Vehicles should be refueled at the City owned pumping facilities or City approved gasoline stations until the centralized pumping station has been established. Meals paid by an employee while on City business can be reimbursed by submitting a claim with receipts. The credit card may be used for the purchase of meals only ifa specific departmental policy has been established covering the costs of such meals and proper receipts are provided as proof of compliance with the policy. If at anytime there are improper meals charged to the City’s Card, this provision may be removed from this policy. Clothing purchases under the clothing allowance provisions for the Police Department @” should be handled by claim through the accounts payable system or through the payroll system’s clothing allowance. Business Credit Card Policy Page 2. Non City business charges to a hotel room are the responsibility of the employee. If they are included in a charge to the credit card, the City will expect repayment .from the employee. All monthly credit card billings should be processed promptly to avoid any and all interest charges. Signed receipts for each expenditure should be attached to the monthly statement when processed for payment. Non compliance to any of the above or misuse of the authorized credit card in any way, may result in a department losing privileges of their card. Making unauthorized personal purchases with the card may result in disciplinary action, possibly up to and including dismissal.