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FM080200 FINANCE COMMITTEE – CITYOF MUSKEGO MINUTES OF MEETING HELD WEDNESDAY, August 2, 2000 Approved Mayor De Angelis called the meeting to order at 7:07 PM. Also in attendance were Committee Members Ald. Salentine, Ald. Slocomb, Ald. Sanders (7:10), Finance Director Dawn Gunderson, and those per the attached sheet The agenda was posted in accordance with the Open Meeting Law on July 31, 2000. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the July 25, 2000 Finance Committee Meeting were reviewed. Ald. Slocomb moved to approve the minutes. Seconded by Ald. Salentine. Carried by all. LICENSE APPROVALS – Ald. Slocomb moved to approve an Operator’s License for Margaret Bissell, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Salentine. Carried by all. Ms. Sandra Thiel was interviewed separately due to past incidents on her police record. After review of the files, Ald. Salentine moved to approve an Operator’s License for Sandra Thiel, subject to receipt of fees and verification of schooling. Seconded by Ald. Slocomb. Carried by all. Ms. Jeanette Paul was interviewed separately due to a past liquor related event on her police record. After review of the file, Ald. Salentine moved to approve an Operator’s License for Jeanette Paul, subject to receipt of fees and verification of schooling. Seconded by Ald. Slocomb. Outside Dance Permit – D.J.’s Pub and Grill – On August 20, 2000, a wedding/birthday party is planned to take place at D.J.’s. Daniel Hewitt was present to provide any information the Committee needed. The hours requested were 2:00 p.m. to 8: 15 p.m. The Committee suggested that Mr. Hewitt place the tent housing the band towards the southeast and install a sidewall to minimize the sound traveling. Ald. Salentine moved to approve the Outside Dance Permit for D.J.’s Pub and Grill for August 20, 2000 from 2:00 p.m. to 8:15 p.m. with the music facing the southeast and the possible installation of a sidewall on the tent. Seconded by Ald. Sanders. Carried by all. PERIODIC LICENSE REVIEW - The Committee took this opportunity to discuss the recent situation at Mr. Hewitt’s establishment regarding the underage violation. Mr. Hewitt stated that this is the first incident at his establishment and a first for his bartender who has over 20 years of experience. The sting th operation occurred on the 24 of May and 3 other establishments were also issued citations. 16 establishments were visited in the operation. At this time, no action will be taken with Mr. Hewitt and his establishment. The other establishments will be requested to appear before this Committee to discuss each event. Letters will be sent to Changes Pub, Crossroads Beer and Liquor and Mike’s Express requesting them to appear before this Committee. UNFINISHED BUSINESS Further Discussion of Buechel Bills/Land Division – Ald. Slocomb spoke with the residents indicating that he had not yet furnished them with the additional information requested. Ald. Slocomb moved to defer this item. Seconded by Ald. Salentine. Carried by all. NEW BUSINESS Review Ameritech CompleteLink Plan (Joe Sommers) – Joe was present to discuss this proposal for the City’s line charges and local toll calls. Doing this will save the City of Muskego 10 1/2% on their phone charges (current contract offers an 8% discount). The contract requires a minimum revenue commitment of $12,000 and a minimum annual toll commitment of $700. Joe is also working on reducing the actual number of lines by approximately 100 with the incorporation of an internal switch. Joe is proposing a 3-year plan. Ald. Sanders moved to recommend approval of the 3 year CompleteLink Service Plan as provided by Ameritech. Seconded by Ald. Slocomb. Carried by all. Finance Committee Meeting August 2, 2000 – Page #2 Disallowance of Claim - Pachowitz – Clerk-Treasurer Jean Marenda provided the Committee with a letter from the City’s insurance provider (Wausau Insurance) regarding this claim. The insurance provider is requesting that the City formally disallow this claim. The claim stems from a past incident involving members of the Tess Corners Volunteer Fire Department. Ald. Sanders moved to recommend to Council formal disallowance of this claim. Seconded by Ald. Salentine. Carried by all. License Violations – Serving Underage Persons – Please see Periodic License Review Review Points for Full-Time Maintenance Position – The Mayor provided the Committee with a revised job description for this position. This job became a full-time position as of January 1, 2000. The job itself has changed dramatically with all of the new facilities this position oversees as well as the technology to properly maintain these properties. Previously, the position was scored at 166 points; the new job description places the score at 267 with a G6 category. The pay is at 90% of midpoint for the G6 grade. The Mayor suggested that the individual be given retro-pay effective on his hire date of 1/17/2000. The Committee suggested minor edits to the job description. Ald. Sanders moved to approve the new job description as well as the scoring, grade level and retro-pay effective 1/17/2000. Seconded by Ald. Slocomb. Carried by all. Review Points for IS/Finance Administrative Assistant Position – Due to the expanded new duties by this individual, Joe Sommers is requesting a point adjustment from 230 to 238. This point change will not affect the individual’s salary but will reflect the added duties this person performs. The Mayor stated that the Union Steward has requested that this position be negotiated. The Finance Director stated that this job was not part of last year’s negotiations since it was not created until after the current contract was approved by the Union. Ald. Slocomb recommend that all positions be re-evaluated on an annual basis in order to gain a better handle on all of the additions/reductions in a persons job position especially those that will not warrant an increase in salary. The Committee determined that the best time for this re-evaluation to occur would be in August or September which will assist Department heads with the budget requests and planning. The Mayor stated that “significant” job changes need to still be recognized as quickly as possible. Ald. Slocomb moved to defer IS/Finance Administrative Assistant position until September. Seconded by Ald. Sanders. Carried by all. Review Backup Server for File & Print Services – Joe Sommers is requesting labor and materials for use on the server originally purchased for the Library. Upgrading it for use as the main file and print server for the entire City. The dollar amount requested to perform this upgrade is $5,721, which is less than what was budgeted for the backup server. Ald. Slocomb moved to approve the labor and materials cost to upgrade the backup server, not to exceed $5,721. Seconded by Ald. Sanders. Carried by all. Consider 2000 Budget Amendment – Dawn Gunderson provided the Committee with a proposed Budget Amendment, all but these items were previously approved by the Committee. Ald. Salentine moved to recommend to Council approval of the Budget Amendments as presented. Seconded by Ald. Sanders. Carried by all. Contingency Transfer CLT – City Assessor, Laura Mecha provided a memo requesting $5,000 in order to get the billing cycle corrected between the City and CLT. Ald. Salentine moved to approve a transfer of $5,000 from Contingency into Professional Services (100.01.04.00.5801). Seconded by Ald. Slocomb. Carried by all. Consider Upgrade to Office 2000 – Joe Sommers is requesting that the City consider upgrading to Office 2000 due to the amount of documents the City receives in Office 97 or 2000 format. These documents cannot be opened which has posed problems to several service providers to the City. A CD-key is being offered by Mr. Terry Bright Computer Services at a cost of $189.00 each. These items will be purchased COD with a verification of the product upon arrival. If this does not work, Microsoft Open License program has the same software at a cost of $254 per user ($17,780). Ald. Slocomb suggested that 6 additional software upgrades be purchased for the Aldermen and additional copies be ordered for the Standing Committees for their purchase. Funding will come from a transfer from Contingency. Ald. Slocomb moved to approve Terry Bright Computer Services, or Microsoft for software upgrades Finance Committee Meeting August 2, 2000 – Page #3 not to exceed $19,500 (Terry Bright to be paid C.O.D). Monies not utilized in the software acquisition will be returned to Contingency. Seconded by Ald. Sanders. Carried by all. MAINTENANCE AGREEMENTS - None RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT - None VOUCHER APPROVAL - None FINANCE DIRECTOR’S REPORT – Dawn stated that the budget process is working and Department heads will be turning in their Capital Budgets in this Friday. Dawn will be out of the office for the next Finance Committee Meeting. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – The Mayor stated that the City Hall change orders are being corrected and completed. 45 doors for City hall have been placed on back-order. The heating and air conditioning unit is almost in place. A storm sewer is being installed at the front of City Hall to divert the water from the parking lot and the property. The Public Works staff is performing this job and has saved the City a substantial amount of money. Furniture for the Library has been received. ADJOURNMENT – Being no further business to discuss, Ald. Slocomb moved to adjourn the meeting at 9:10 PM. Seconded by Ald. Slocomb. Carried by all. Respectfully Submitted, Linda Gulgowski Recording Secretary