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FM20050504 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Wednesday, May 4, 2005 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Damaske called the meeting to order at 7:11 PM. In attendance were Committee Members Ald. Melcher, Ald. Salentine, and Ald. Madden, Ald. Schroeder, Interim Finance Director Sharon Mueller, and those per attached sheet. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on April 29, 2005. The Amended Agenda was posted on May 3, 2004. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the April 26, 2005 Finance Committee Meeting were reviewed. Ald. Salentine moved to approve the minutes. Seconded by Ald. Madden. Motion carried 3 - 0. LICENSE APPROVALS Ald. Salentine moved to recommend approval of Operator’s License for Marilyn Hagen, Shizuko Gregoric, Lisa Kisting, and Marvin Strasser subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Madden. Motion carried 3 - 0. The Finance Committee continued their interview with Ryan Schlueter-Bechner. Ald. Salentine moved to recommend approval of Operator’s License for Ryan Schlueter-Bechner subject to receipt of fees, verification of schooling, and three, six, nine, and twelve month reviews. Seconded by Ald. Madden. Motion carried 3 – 0. A Class “A” Liquor License was applied for on behalf of Johnny’s Petroleum Products, Inc. The Finance Committee met with Agent Jack Strasser and Marvin Strasser. Ald. Salentine moved to recommend approval of Class “A” Beer Liquor License for Johnny’s Petroleum Products, Inc. Seconded by Ald. Madden. Motion carried 3 – 0. Recommend approval of Dog Fancier Permit – Ryback – Mike and Marcia Ryback applied for a Dog Fancier Permit. Their four housedogs are registered therapy dogs and athletic performance dogs. The yard is enclosed with an invisible fence. Marcia Ryback met with the Finance Committee. Ald. Madden moved to recommend approval of Dog Fancier Permit for the Ryback’s. Seconded by Ald. Melcher. Motion carried 3 – 0. PERIODIC LICENSE REVIEW - None UNFINISHED BUSINESS Approve SBC Centrex Contract – Ald. Madden moved to defer to the Wednesday, May 18, 2005 Finance Meeting. Seconded by Ald. Salentine. Motion carried 3 – 0. Approve SBC CompleteLink Contract – Ald. Madden moved to defer to the Wednesday, May 18, 2005 Finance Meeting. Seconded by Ald. Melcher. Motion carried 3 – 0. NEW BUSINESS - Review and recommend bid for Official City Newspaper – The following bids were submitted by Community Newspapers and The Waukesha Freeman for publishing legal notices and Council proceedings. The bid is made in accordance with Section 985 of the Wisconsin State Statues Community Newspapers: nd 1stInsertion 2 Insertion Per Line Per Line Council proceedings $0.49 $0.39 City’s legal notices $0.49 $0.39 Finance Committee Meeting May 4, 2005 - Page 2 Review and Recommend bid for Official City Newspaper - Continued nd 1stInsertion 2 Insertion Per Column Inch Per Column Inch Display ads, sample ballots, and other matter set in a display format $3.94 $3.10 Per Affidavit Affidavit $1.00 The Waukesha Freeman: nd 1stInsertion 2 Insertion Per Line Per Line City’s legal notices $0.6542 $0.5140 nd 1stInsertion 2 Insertion Per Column Inch Per Column Inch Advertising $10.38 $8.17 Per Affidavit Affidavit $1.00 The bid from Community Newspapers represents what the City currently is paying for publications. Ald. Salentine moved to recommend approval of bid from Community Newspapers. Seconded by Ald. Madden. Ald. Melcher asked what the circulation was for the two newspapers in Muskego? Motion carried 3 – 0. Approval of interim additional hours for Finance Department – Executive Assistant/Human Resource Coordinator Cathie Anderson submitted memorandum in regard to authorizing two part-time positions, Assistant Bookkeeper and Water Utility Clerk, to work full-time hours for an interim period of time until the hiring of an Administrator. The memorandum stated Mayor Damaske, Ald. Patterson, Interim Finance Director Mueller, and Executive Secretary/Human Resource Coordinator Cathie Anderson met with Attorney Swain to discuss this issue. Interim Finance Director Sharon Mueller and Assistant Bookkeeper Tina Ball met with the Finance Committee. The additional hours will allow for backup and cross training especially for payroll but also for preparation of upcoming budgets, and coverage during scheduled summer vacations. Interim Finance Director Mueller stated the request is for a total (both positions included) of twenty-five additional hours per week. This is not overtime hours at time and a half; just additional hours for the interim period and the two positions understand this. She estimated the cross training would take one to two months. She stated she is hoping the authorizing of the two part-time positions to full-time hours would help to impede her overtime hours. Discussion continued on hiring an Administrator and the newly created position being involved in the restructuring of the Finance Department. Ald. Salentine asked if changing the two part-time positions to full-time hours would lower the cost of the consultants. The question was asked in regard to a revised cost increase quote received when it was learned the Finance Director was leaving employment with the City. Interim Finance Director Mueller stated she has not had to utilize the consultants that much and per the consultants the cost should not be what they estimated in the new quote. The outside consult is mainly for audit and budget process. With the increase hours Interim Finance Director Mueller is hoping the staff will be able to help in the budget process and therefore lower costs. The consultant has in the past had quite a bit of involvement with the Sewer and Water Budgets. Ald. Madden stated she is really looking at fifteen total hours instead of twenty-five because it is hoped to get ten hours a week back from the Interim Finance Director’s position. The positions would start working full time with the approval of the May 4, 2005 Finance Minutes at the May 10, 2005 Common Council meeting. It was noted that in the memorandum Attorney Swain stated that there is really no issue with the union. The City has not talked to the Union’s Attorney or Union Representative. Ald. Schroeder stated from his City Government work experience there have been temporary members from time to time that have been union workers. It is an understanding, he doesn’t know if it is a law but basically interim is the position and temporary is the time period, so the positions being discussed would be temporary positions. From his understanding temporary seizes after six months. There might be a case law that once the position goes a day over the six months the union will send notification that the position is now permanent. Discussion continued on stating the positions are not for more than six months or clarification from Attorney. If Attorney Swain can be reached the Finance Committee may have an opinion on when temporary no longer becomes temporary. Interim Finance Director Mueller stated she had spoken to the union representative in regard to the hours and the union representative had no problem with issue. In response to Ald. Schroeder’s question, Interim Finance Director Mueller stated she would like the two positions to start working full time hours immediately Finance Committee Meeting May 4, 2005 - Page 3 Approval of interim additional hours for Finance Department - Continued stst rather than waiting until a later starting date, July 1. The July 1 date was mention in connection with concern as to whether a law existed in regard to a time frame of the positions working full-time hours. Ald. Salentine moved to defer to the Tuesday, May 10, 2005 Finance Meeting to allow time for Mayor Damaske to contact Attorney Swain in regard to question as to when a temporary position is no longer considered temporary. Seconded by Ald. Melcher. Motion carried 3 – 0. Clarification on Plan Secretary revised points – After reviewing audio Ald. Salentine moved to approve as per Department Head request the following revised points for the Plan Secretary position: Knowleged: 4IIIp (163); Problem Resolution: 4 De (61); Authority & Responsibility: DII3b (81) and Working conditions: a1l (0) for a total of 305 points (Grade 15). Seconded by Ald. Madden. Discussion continued on the need for a representative from the company that originally set up the point system to return so that additional training can take place. It was recommended that the training wait until there is a City Administrator. Notification should be given to Department Heads to hold all requests for reviewing jobs until after training. Ald. Salentine noted that also the position should be looked at to make it a non-representative position the way it was suppose to have happened and never did. It was noted that this position was not held off until after training because the Department Head was not given direction prior to the decision to hold off all requests for review. Where for the future, Department Heads are being given direction. Motion carried 3 – 0. MAINTENANCE AGREEMENTS Approve voice mail maintenance agreement - $2,500.00, same rate as 2004 –The voice mail maintenance agreement presented is from January 1, 2005 until the end of the year. Discussion took place on knowing a specific date for dropping support of current system. It could be six months. Ald. Madden expressed her concern on holding off with replacing the voice mail system. If the City waits until the system fails it will be more expensive because it will have to be immediate. If the Committee thinks a request for a unified messaging system will be approved this year instead of holding off until 2006 then voice mail maintenance for the current system is not necessary. Ald. Madden stated that the 2005 Capital Budget of $65,000.00 included replacing voice mail and phone system. The voice mail system being looked at will be compatible with just about any phone system. Information Systems Director Sommers is evaluating two options, updating current system or replace with a new system. There will be some training of the new system. Ald. Madden estimated training taking fifteen minutes. In the future voice mail will be able to be viewed and listened to through the computer. Ald. Melcher asked if all the computers had speakers for audio? It was subsequently determined that they do. Ald. Madden moved to defer to the Tuesday, May 10, 2005 Finance Meeting. Seconded by Ald. Melcher. Motion carried 3 – 0. 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 Ald. Salentine requested that the discussion to go out for RFP’s in regard to accounting consultants be placed on the Wednesday, May 18, 2005 Finance Agenda. Ald. Melcher stated his reservation is that you have a change with an Interim Finance Director and then there would be a change of auditors. There are a lot of changes going on at the moment and consistency is very important. Ald. Melcher felt the City could get bids but hold off until after 2006. The City should wait until after the City Administrator is hired and there is some stability. Ald. Madden stated the discussion at the next Wednesday Finance Meeting would not be to go out for bids now but how the City should go about it, when it should go about it, and a better understanding of what will be looked for in an RFP. ADJOURNMENT – Being no further business to discuss, Ald. Madden moved to adjourn the meeting at 8:27 PM. Seconded by Ald. Melcher. Motion carried 3 - 0. Respectfully Submitted, Carolyn Warhanek Recording Secretary