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FM030800 FINANCE COMMITTEE - CITY OF MUSKEGO UUnapproved/DraftApproved MINUTES OF MEETING HELD WEDNESDAY, MARCH 8, 2000 The meeting was called to order at 7:07 PM by Mayor David De Angelis. Also present were Committee Members Slocomb, Sanders, Salentine, Ald. Kathy Chiaverotti, Police Chief John Johnson, Sean McMullen (Ruekert & Mielke), Finance Director Dawn Gunderson and those per the attached sheet. The Mayor noted that the agenda was posted on March 3, 2000 in accordance with the Open Meeting Law. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the February 16, 2000 Finance Committee Meeting were reviewed and placed on file. REVIEW OF LICENSE APPLICATIONS - Ald. Slocomb moved to approve Operator Licenses for Patricia Sanborn, Jill Karch, Karl Kluck, Christy Clark and Chad Wollenzien, subject to receipt of fees, favorable police reports and verification of schooling . Seconded by Ald. Sanders. Carried by all. The Committee interviewed Rebecca Saulsbury separately due to a past incident on her police report. Ald. Slocomb moved to approve an Operators License for Rebecca Saulsbury, subject to receipt of fees and verification of schooling. Seconded by Ald. Salentine. Carried by all. LICENSE APPROVALS - Ald. Salentine moved to approve a “Class A Beer & Liquor” License, with Brett Jasper as Agent of Record, for the Jewel/Osco. Seconded by Ald. Slocomb. Carried by all. PERIODIC LICENSE REVIEW - Jill Protzman - In a memo, Chief Johnson reports that no new records of arrest have been made involving this individual. Underage Drinking Violation - The Committee has determined that the Owner of the establishment (Leah’s Restaurant) and the Operator, if licensed, will be requested to appear at the next Finance Committee meeting (3/22/2000) and discuss corrective actions. Finance Director Gunderson will see that letters are sent requesting the individuals to be present at the Finance Committee meeting of nd March 22. UNFINISHED BUSINESS Review Engineering Services Contract with J. Spears Associates - SEPI - This item was not discussed because the new draft document is not available for review. Further Review of Clothing Reimbursement - Police Personnel (referred back to Committee by Common Council on 2/22/2000 - Chief Johnson and Ald. Chiaverotti were present to discuss this situation further with the Committee. After a brief recap of the situation by the Chief, Ald. Salentine questioned how this particular reimbursement relates to a non-union “civilian” Administrative type personnel? The Chief stated that he believes this is a situation of equity within his department and not whether one individual has union representation and the other does not. Ald. Salentine questioned whether an individual hired from the outside for this position would be requesting reimbursement and would the Chief pursue the issue? The Chief felt that regardless of where the person was hired from, he would attempt to provide the reimbursement to that employee as well. Ald. Salentine stated that this action will set a precedent that may be difficult to defend with regard to Finance Committee Minutes Page 2 March 8, 2000 future requests from other non-represented employees. The Chief believes that this situation is separate from any others. The Mayor suggested a Resolution for an amendment to the Personnel Code to include the reimbursement. Ald. Salentine suggested “grandfathering” this individual with regard to the receipt of monies for clothing reimbursement because of the transition from Union to Non-union at time of hire without a clear definition of this issue; however subsequent postings for this position will clearly stipulate that the clothing reimbursement is not included in the “benefit package” for this position. Ald. Salentine moved to recommend a Resolution amendment to the Personnel Code to include a clothing reimbursement for the current Administrative Assistant at the Police Department. Seconded by Ald. Sanders. Carried by all. Kimberly Estates Subdivision - Letter of Credit - Sean McMullen provided a letter with his suggestions on how to proceed with the situation. He has already spoken with the City Attorney and feels that the City should be reimbursed the $3,221.53 that is owed by the developer. The question is if the City wants to undertake a potentially expensive lawsuit in order to be repaid? Ald. Slocomb stated that this is a matter of principle and simply writing off money that is owed to the City does not demonstrate a willingness to adhere to the City’s policies. Ald. Sanders moved to pursue collection process of $3,221.53 from the Kimberly Estates developer by submitting a draw to the Bank who held the Letter of Credit. Seconded by Ald. Slocomb. Carried by all. Reconsideration City of Muskego and Muskego Policy Association Retiree Health Trust Agreement - Chief Johnson requested additional reconsideration on this matter due to his inability to discuss the matter at the last Finance Committee. The Chief provided edits that he deemed necessary to clarify the wording within the agreement. Item J (new) will include the wording “sworn officers”. Additionally, Chief Johnson is requesting that a non-represented individual be placed on the “Trustee” panel to ensure that all plan participants interests are covered. Ald. Salentine moved to recommend changes to Council in Article I (B, F, J) and Article IV, changing non- represented Trustee designation from David DeAngelis to Paul Geisler. Seconded by Ald. Slocomb. Carried by all. NEW BUSINESS City/School District Support for Improvements to Bay Lane Fields (Muskego Athletic Association - In a memo, Craig Anderson, Parks & Recreation Director described the future plans for renovation of several ball fields in the area over the next several years. The Bay Lane School diamond is slated for work this year and all three groups Parks & Recreation/School District and MMA have agreed to share in the cost of the improvements. The total cost to the City would be $5,500. Ald. Salentine moved to approve the Bay Lane School Baseball Fields at a cost not to exceed $5,500. Money to come from Contingency Fund. Seconded by Ald. Slocomb. Carried by all. Consider Increase in Fee for Return of Non-Sufficient Fund Checks - In a memo the City Clerk- Treasurer indicated that fee the City pays to the bank will be increasing on 4/1/00 to $27.50. The Committee determined that an actual dollar amount should not be included on the Resolution, but rather stating that “the City will pass onto the individual the fee that the City incurs for non-sufficient fund checks.” Ald. Slocomb moved to recommend approval to amend the Resolution with the above mentioned wording. Seconded by Ald. Salentine. Carried by all. Review Chapter 12.01 (7)(d) - License Quota -The City Clerk-Treasurer provided a comprehensive report on the current license quotas for all alcohol beverage licenses. The Committee reviewed each quota and the divider number used (population figure) and determined that the Class “A” Beer quota shall be changed to 16 from 14 with a population divider of 1,300. “Class A” Liquor quota Finance Committee Minutes Page 3 March 8, 2000 shall be changed to 10 from 8 with a population divider of 2,000. “Class C” Wine will have 10 as its quota with a population divider of 2,000 added to the document. Ald. Sanders recommends to Council the changes in the quota and population dividers as stated above. Seconded by Ald. Slocomb. Carried by all. Request for Fee Waivers, Muskego Gridiron Club (Plan/Bldg) - In a memo, Brian Turk forwarded a request posed by the Muskego Gridiron Club. They are proposing the installation of lighting, additional bleacher seating and concession stand/locker room facility at the Muskego High School athletic field. The group is requesting the waiver of municipal permit fees for the project. With the lack of plans, the exact dollar amount requested for waiver is not known. Ald. Salentine moved to approve the waiver of the Plan Commission Review Fee only at this time, due to a lack of plans. Seconded by Ald. Sanders. Carried by all. Purchase of Hockey Rink Side Boards (Parks & Recreation) - Craig Anderson provided a brief memo regarding the potential purchase opportunity for a hockey rink. Ald. Slocomb has received numerous calls on this matter and the underlying concern is that the rink is slated to be placed in the Veteran’s Park area. Many residents feel that this park is one of the lower-activity parks in the City and would like to keep it that way. This rink will be a permanent structure wherever it is placed. Craig has indicated that there are several sites in the City that will be able to house the rink. Ald. Salentine moved to approve the purchase of the hockey rink, not to exceed $4,500. Placement of the rink shall be approved by the Common Council. Money to come from Park Dedication Fees. Seconded by Ald. Slocomb. Carried by all. Conservation Plan RFP - 3 proposals were received. The Committee suggests that a preliminary interview with all 3 candidates be performed by the Mayor, Plan Director, Parks and Recreation Director and a member of the Common Council, prior to their attending a future Finance Committee Meeting for final interview and awarding of bid. The Mayor will check to determine if this process can be done in Closed Session. Ald. Slocomb moved to defer this item until the 3/22/2000 Finance Committee Meeting. Seconded by Ald. Sanders. Carried by all. Review Reimbursement Request - Quietwood Creek Subdivision - Sean provided a comprehensive memo regarding the list of improvements the developers feel are above the normal cost of installation of utilities. Sean determined that approximately $169,283.24 is reimbursable. While the developers (Carity) feel that figure was closer to $450,000. After considerable negotiation between Sean and the developers, the developers are in “conceptual” agreement to the figure Sean has calculated. The City does have the ability to offset some of these costs with the Towne Realty development, due to their request to have the sewer lowered to a depth of 18 feet at Westfield Way. The Water and Sewer Utility will be responsible for the reimbursement and approximately $40- 50,000 will have to be absorbed by the Utilities, which represents the amount that Towne Realty will not be required to reimburse the City. Ald. Slocomb moved to continue with this reimbursement concept. Seconded by Ald. Sanders. Carried by all. Review Assignment BFI Contract - The Mayor provided a document from BFI and the City Attorney. BFI is requesting that the City sign the Assignment and Assumption of Contract. At this time, the City Attorney is not in agreement with the document form. At this time, there is not enough detail in the document to approve. The Committee is in favor of the concept but several areas require more data and correction in the wording. Ald. Slocomb moved to defer until more data is provided. Seconded by Ald. Salentine. Carried by all. MAINTENANCE AGREEMENT - NONE Finance Committee Minutes Page 4 March 8, 2000 VOUCHER APPROVAL - NONE RELEASE OF FUNDS - NONE FINANCE DIRECTORS REPORT - Director Gunderson reports that her department is preparing for th the audit which will begin on the 27 of this month. Dawn is also working with Joe Sommers (IS) to find a suitable financial system that is both adaptable to the City’s current structure and can grow with the City. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - NONE ADJOURNMENT - Ald. Slocomb moved to adjourn at 10:02 PM. Seconded by Ald. Sanders. Carried by all. Respectfully submitted, Linda Gulgowski Recording Secretary