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FM20050202 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Wednesday, February 2, 2005 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Slocomb called the meeting to order at 7:25 PM. In attendance were Committee Members Ald. Schroeder and Ald. Madden, and those per attached sheet. Ald. Salentine was absent and excused from the meeting. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on January 28, 2005. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the January 25, 2005 Finance Committee Meeting were reviewed. Ald. Madden moved to approve the minutes. Seconded by Ald. Schroeder. Motion carried 2 - 0. LICENSE APPROVALS Ald. Schroeder moved to recommend approval of Operator’s License for Brian Chic, Kevin Sheridan, Kelly Mettille, Cathy Winkler, and Tammy Hart subject to receipt of fees, favorable police reports, and verification of schooling. Seconded by Ald. Madden. Motion carried 2 - 0. After further questioning in regard to record information, Ald. Schroeder moved to recommend approval of Operator’s License for Ted Schelonka subject to receipt of fees and verification of schooling. Seconded by Ald. Madden. Motion carried 2 – 0. After further questioning in regard to record information, Ald. Schroeder moved to recommend approval of Operator’s License for Rebecca Saur subject to receipt of fees, verification of schooling, and three, six, nine, and twelve month review. Seconded by Ald. Madden. Motion carried 2 – 0. No action was taken in regard to Operator’s License application for Anthony Bushberger. After further questioning in regard to record information the Finance Committee requested driver’s file and MWAR Record Check by Police Department. The license application will be reviewed at the Tuesday, February 8, 2005 Finance Committee Meeting. PERIODIC LICENSE REVIEW UNFINISHED BUSINESS Continue discussion of the review and possible amendment to Business Credit Card Policy – The Committee reviewed the January 25, 2005 amended Business Credit Card policy. Discussion ensued in regard to compliance procedure (credit voucher audit) that is in effect now with request made to have this procedure in writing. Ald. Schroeder deferred to the Tuesday, February 8, 2005 Finance Committee Meeting. Seconded by Ald. Madden. Motion carried 2 – 0. Continue review and approval of clothing reimbursement – Maintenance/Parks Personnel – Additional information showed that American Industrial invoices totaled $247.83 annually for each of the four full time Park’s employees. There is a cancellation clause in the American Industrial contract so any change would be effective January 1, 2006. The Committee would like to see clothing that is appropriate for parks type of employment and with continuity. The Park’s four full time employees currently, during warm weather, wear a T-shirt (all the same color) with City of Muskego printed on it. The possibility of baseball caps with City of Muskego printed on them was also discussed. Parks and Recreation Director Anderson would oversee clothing choice for continuity. The Committee would also like to see clothing continuity for the maintenance employees with City of Muskego or City logo on clothing. Currently there is no clothing reimbursement or service provided for clothing for the Maintenance staff. Mayor Slocomb to work with two maintenance employees or the two staff employees would work together in regard to clothing continuity choice. Ald. Schroeder moved to recommend approval effective January 1, 2006, work clothing and shoe reimbursement of up to $300.00 annually for the four full time Park’s employees. Also recommended for approval effective January 1, 2005 was work clothing and shoe reimbursement of up to $300.00 annually for the full time maintenance employee and up to $150.00 annually for the part-time maintenance employee. Seconded by Ald. Madden. Motion carried 2 – 0. Finance Committee Meeting February 2, 2005 - Page 2 Review and approve amendment to Travel Policy – When the City’s Travel Policy was adopted, Ald. Schroeder requested the meal allowance amounts be the same as the Police Department’s: 4. Meals. Employees who are outside of the City for more than four hours may claim meal reimbursement (including gratuity) at the following rates: Breakfast $6.00 Lunch $7.00 Dinner $15.00 Meals may be claimed at a per diem rate of up to $28. To be eligible to claim the per diem rate, an employee must be outside the City and considered on-duty from 7:00 AM until at least 6:00 PM. Per diem rates may not be claimed if an employee is attending an event where either the lunch or dinner meal is provided as part of the registration fee. In order to receive meal reimbursement, an employee must submit an expense voucher with attached receipts. Reimbursements expenses currently have to be approved by the Department Head with the Mayor’s expenses being approved by the Finance Director. Exceptions to the meal reimbursement policy above would be approved in the same manner that expenses are currently approved. Ald. Schroeder moved to approve the Amended Travel Policy that includes the Police Department meal reimbursement language. Seconded by Ald. Madden. Motion carried 2 – 0. Ald. Schroeder moved to defer to the Tuesday, February 8, 2005 Finance Committee Meeting allowing time for review of Travel Policy with approved amendments. Seconded by Ald. Madden. Motion carried 2 – 0. NEW BUSINESS Review request to waive dedication fees – Ragus Property – Field Drive – A letter was received from David and Margaret Ragus requesting the waiving of the $7,400.00 dedication fee. It is their desire to allow their son to build a home on Lot 3 of the submitted Certified Survey Map. One of the other lots has the original homestead the other is their current residence. Per memorandum received from Interim Planning Director Muenkel fees should only be waived in the event park or conservation lands are being dedicated or managed in some manner. All of the area within the land division is strictly for development purposes and applies to the fees. Also, the waiver of the fees is directly due to the Park Board or Conservation Committee giving that authorization. Interim Planning Director Muenkel stated that in review with the City Attorney, the City’s ordinance does not allow for Finance Committee to waive these fees. Discussion ensued in regard to time-line of new fees being in effect and how this pertains to the Ragus’ land division. Also discussed were concerns made at the time of adoption of the dedication fees in regard to for example, the farmer that would like to gift a two and three quarter acre parcel to his child. The Committee requested a search for previous minutes and documents referring to the new dedication fees. Mayor Slocomb stated he also had some concerns and would like time to speak to the City’s Attorney. Ald. Schroeder moved to defer to the Tuesday, February 8, 2005 Finance Committee Meeting. Seconded by Ald Madden. Motion carried 2 – 0. Review and recommend approval of Standards of Conduct and Discipline (Compliance Policy) – The Standards of Conduct and Discipline that was presented to the Committee is not one hundred percent inclusive but gets across the areas of coverage and the sense for people to know there is accountability for actions that take place. The document came from policies of other communities and then was tweaked by staff to fit the City of Muskego. Mayor Slocomb stated he believes the tweaking fits the City of Muskego as long as people understand it depends on the degree of action. Ald. Schroeder noted it comes down to what can be supported through arbitration, court of law, etc. This sets a tone but at the same time leaves room for judgment to make the right decision based on the violation. It was noted that if The Standards of Conduct and Discipline were put in place it would be distributed to each employee. The Committee decided they wanted Common Council input. Ald. Schroeder moved to defer to Tuesday, February 8, 2005 Finance Committee. Seconded by Ald. Madden. Motion carried 2 – 0. Approve LMLD lease agreement of 2 acres in Park Arthur – Parks and Recreation Director Craig Anderson stated in a letter to the Finance Committee that the Parks & Recreation Board is recommending the lease agreement between Little Muskego Lake District (LMLD) to do weed tipping on a two-acre site located at Park Arthur. Rent will be $55.00 per acre per year. The rental of the property shall be for two- years, March 1, 2005 through December 31, 2006. After reviewing the agreement, Ald. Schroeder moved to recommend approval of the two-year Lease Agreement between the City of Muskego and LMLD. Seconded by Ald. Madden. It was noted that the Parks & Recreation Board does not perceive using this portion of acreage in the next two years. Motion carried 2 – 0. Finance Committee Meeting February 2, 2005 - Page 3 MAINTENANCE AGREEMENTS Approve Emergency 24 Fire Alarm Monitoring for City Hall and Library, $420.00 each, same as 2004 – Ald. Schroeder moved to approve fire alarm system monitoring for City Hall and Library from February 2005 through January 2006 in the amount of $420.00 each. Seconded by Ald. Madden. Motion carried 2 – 0. RELEASE OF FUNDS--None REDUCTION IN LETTER OF CREDIT Approve reduction in Letter of Credit for Cherrywood Bridge, $250,000.00 – Ald. Madden moved to approve reduction in Letter of Credit for Cherrywood Bridge in the amount of $250,000.00 as recommended by Engineering/Building Inspection Director Sean McMullen. Seconded by Ald. Schroeder. Motion carried 2 – 0. Approve reduction in Letter of Credit for Candlewood Creek No. 1, $801,000.00 – Ald. Schroeder moved to approve reduction in Letter of Credit for Candlewood Creek No. 1 in the amount of $801,000.00.00 as recommended by Engineering/Building Inspection Director Sean McMullen. Seconded by Ald. Madden. Motion carried 2 – 0. Approve reduction in Letter of Credit for Quietwood East II, $40,605.00 – Ald. Madden moved to approve reduction in Letter of Credit Quietwood East II in the amount of $40,605.00 as recommended by Engineering/Building Inspection Director Sean McMullen. Seconded by Ald. Schroeder. Motion carried 2 – 0. VOUCHER APPROVAL – None FINANCE DIRECTOR’S REPORT – Mayor Slocomb stated that the accountant has accepted the position of Interim Finance Director. A letter will be forthcoming to the Aldermen. Mayor Slocomb spoke to Virchow Krause requesting a letter better explaining what additional work, not covered by the contract, will be necessary. Nabco Entrances, Inc. has filed a claim with the City regarding their 2004 personal property assessment. This property is manufacturing property that is assessed by the State of Wisconsin. The City Assessor is recommending that the City deny the claim because it does not fall under the jurisdiction of the City of Muskego for assessing purposes. Mayor Slocomb has also authorized Virchow Krause to work on a 2003 PSC inquiry letter received by the City. Virchow Krause will provide an itemized invoice for all costs outside of the contract. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – Discussion took place on letter received by Ald. Schroeder in regard to weights and measures compliance report. Weights and measures inspection is contracted through the State. All compliance issues are referred to the State and then the State does the follow up. ADJOURNMENT – Being no further business to discuss, Ald. Madden moved to adjourn the meeting at 8:50 PM. Seconded by Ald. Schroeder. Motion carried 2 - 0. Respectfully Submitted, Carolyn Warhanek Recording Secretary