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FM20050216 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Wednesday, February 16, 2005 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Slocomb called the meeting to order at 7:05 PM. In attendance were Committee Members Ald. Salentine and Ald. Schroeder, and those per attached sheet. Ald. Madden 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 February 11, 2005. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the February 8, 2005 Finance Committee Meeting were reviewed. Ald. Salentine moved to approve the minutes. Seconded by Ald. Schroeder. Motion carried 2 - 0. LICENSE APPROVALS Ald. Salentine moved to recommend approval of Operator’s License for Donna Serdynski, Michael McBane, Christopher Van Zeeland, Mary Belmore, and Cheryl Weber subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Schroeder. Motion carried 2 - 0. Mayor Slocomb interviewed Taylor Decker on February 9, 2005. Ald. Salentine moved to recommend approval of Operator’s License for Taylor Decker subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Schroeder. Motion carried 2 - 0. PERIODIC LICENSE REVIEW Kerry Shepherd (Operator’s License) - As a condition of the Operator’s License issued to Kerry Shepherd, a six-month review was done. A check with the Wisconsin Crime Information Bureau and the City of Muskego Police Department Records revealed no new record of arrest since November 19, 2004, the date of last report. Tami Somers (Operator’s License) – As a condition of the Operator’s License issued to Tami Somers, a three-month review was done. A check with the Wisconsin Crime Information Bureau and the City of Muskego Police Department Records revealed no new record of arrest since October 2, 2004, the date of last report. UNFINISHED BUSINESS Review and recommend for approval Business Credit Card Policy – Mayor Slocomb presented an Internal Auditing and Control procedure that would be added to the Business Credit Card Policy. Ald. Schroeder asked if through the Internal Auditing and Control procedure there was a violation to compliance of Business Credit Card Policy, how would it get from here to the last paragraph of the policy? The last paragraph states: Non-compliance to any of the above or misuse of the authorized credit card in anyway, may result in a department or employee losing privileges of their card. Non-compliance may also include discipline in accordance with the City of Muskego’s Standards of Conduct and Discipline, possibly up to and including dismissal. How is Mayor or Department Head notified of non-compliance? Ald. Schroeder felt a statement needed to be added to the Internal Auditing and Control procedure stating: The Department Head will keep a record of individual employee’s non-compliance. The Finance Committee would then know what steps brought it to the Finance Committee. The Committee requested the Internal Auditing and Control procedure be added as an appendix to the Business Credit Card Policy. Currently, the Department Heads identified in the Business Credit Card Policy will be issued a credit card with a limit of $3,000.00. The original purpose for requesting an amendment to the Business Credit Card Policy was to have all credit cards with a limit of $3,000.00 and to have credit cards issued to a staff member designated by the department head and approved by the Mayor. The Finance Committee would like three proposals brought up for discussion at the Tuesday Finance Committee Meeting when other Aldermen would be present: 1. Staff member issued credit card with a limit of $3,000.00, 2. Staff member issued credit card with a limit of $1,000.00, and 3. No change to the Business Credit Card Policy. Ald. Salentine moved to defer to the Tuesday, February 22, 2005 Finance Committee Meeting. Seconded by Ald. Schroeder. Motion carried 2 – 0. Finance Committee Meeting February 16, 2005 - Page 2 Review and recommend for approval Travel Policy – The Travel Expense Claim Form and Travel Request Form – Itemization were reviewed by the Finance Committee to ensure that they correspond with the revised Travel Policy. Ald. Schroeder moved to recommend approval of Travel Policy subject to the titles being reversed, the Travel Expense Claim Form should read Travel Request Form and the Travel Request Form should read Travel Expense Claim and forms copied back to back. Also, subject to the following pages being corrected: Page 2, item 3 C - Travel expenses should be itemized on the reverse side of the Travel rRequest fForm as follows: Page 4, item 6 – All expense columns on the reverse side of the tTravel rRequest fForm should be added across and down and should agree. The total amount of travel expense should also be listed on the front side of the Travel rRequest fForm. Seconded by Ald. Salentine. Motion carried 2 – 0. Review request to waive dedication fees – Ragus Property – Field Drive – Mr. Ragus Sr., Mr. Ragus Jr., and Mrs. Ragus met with the Committee to review their request to waive dedication fees. The Committee explained that they have to follow the guidelines as set forth under Ordinance #1166 for Park and Conservation Dedication Fees – Payment in lieu of Park Dedication or in Lieu of Conservation Open Space Acquisition Dedication. The only exception to payment of dedication fees is if there is a dedication of land in lieu of. Mrs. Ragus mentioned that a section of land five feet by seven hundred feet is being dedicated to the City for conservation purposes and it was noted as such on the certified survey map as outlot 1. The Committee wanted to know why this portion of land was dedicated and will follow up with Interim Plan Director Muenkel. The various fees were discussed with the Ragus’s. The Committee requested the value of the land that is being dedicated. If the appraised value of the dedicated land for conservation, outlot 1, or a smaller/larger section is equal to Conservation Dedication Fee then the appraised value could be deducted from the total amount owed. Ald. Salentine moved to defer to the Tuesday, February 22, 2005 Finance Committee Meeting. Seconded by Ald. Schroeder. Mr. Ragus Sr. further discussed the reason their survey was late, therefore their having to pay the new fee schedule. Motion carried 2 – 0. NEW BUSINESS Approve request for budget transfer – The 2004 Assessor’s budget included $80,000.00 for the 2005 Revaluation and Maintenance contract with the balance, $80,000.00, in the 2005 budget. The work is completed on a month-by-month basis with $25,710.00 being expended during 2004. Assessor Laura Mecha is requesting the balance, $54,290.00, be transferred to the 2005 Revaluation budget so she can meet her obligation of $160,000.00. Ald. Salentine moved to approve the transfer of $54,290.00 from the 2004 budget to the 2005 budget, account 100.01.04.00.5830. Seconded by Ald. Schroeder. Motion carried 2 – 0. MAINTENANCE AGREEMENTS - None RELEASE OF FUNDS--None REDUCTION IN LETTER OF CREDIT - None VOUCHER APPROVAL – None FINANCE DIRECTOR’S REPORT – None COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – None ADJOURNMENT – Being no further business to discuss, Ald. Salentine moved to adjourn the meeting at 8:11 PM. Seconded by Ald. Schroeder. Motion carried 2 - 0. Respectfully Submitted, Carolyn Warhanek Recording Secretary