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FM20051207 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Audio Recording Available Wednesday, December 7, 2005 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Damaske called the meeting to order at 7:04 PM. In attendance were Committee Members Ald. Melcher, Ald Salentine, and Ald. Madden, City Administrator Sheiffer, Recording Secretary Warhanek, and those per attached sheet. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on December 2, 2005. The amended Finance meeting notice was posted on December 5, 2005. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the November 22, 2005 Finance Committee Meeting were reviewed. Ald. Salentine moved to approve the minutes. Seconded by Ald. Madden. Ald. Melcher stated the minutes should be corrected to read under “Recommend Approval of Agreement with Tess Corners Volunteer Fire Department for Ambulance Rescue Service”: Ald. Melcher suggested one umbrella policy be required to cover all of the insurance liability. Motion carried 3 - 0. LICENSE APPROVALS Recommend approval of Operator’s Licenses Ald. Salentine moved to recommend approval of Operator’s License for Jodi Miller, Carrie Gaura, Stacey Amstadt, Melissa Nicholson, and Andrea Brandon subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Melcher. Motion carried 3 – 0. The Finance Committee continued their interview with Theresa Meyerring. Ald. Salentine moved to recommend approval of Operator’s License for Theresa Meyerring subject to receipt of fees and verification of schooling. Seconded by Ald. Melcher. Motion carried 3 – 0. Class B Beer & Liquor License and Dance Hall License for Villa Italian Pizza – The Finance Committee reviewed applications submitted for LaLicata Woods LLC and met with Marlene LaLicata, agent for LaLicata Woods LLC, trade name Villa Italian Restaurant. Ald. Salentine moved to recommend approval of “Class B” Beer and Liquor License and Class “B” Dance Hall License (Juke Box) for Villa Italian Restaurant. Seconded by Ald. Madden. Motion carried 3 – 0. PERIODIC LICENSE REVIEW The Lakeview Tavern – Lucht, 6-month review - A check with the Wisconsin Crime Information Bureau and the City of Muskego Police Department Records revealed no new offenses since September, 2005 the date of last report. Justin Hart - Operator’s License, 9-month review - A check with the Wisconsin Crime Information Bureau and the City of Muskego Police Department Records revealed no new offenses since September 2, 2005 the date of last report. UNFINISHED BUSINESS None Finance Committee Meeting December 7, 2005 - Page 2 NEW BUSINESS Recommend authorizing part-time position of Clerk/Telecommunicator until 4/1/06 – Police Chief Johnson is requesting the authority to continue to utilize Clerk/Telecommunicator Kelly Johnson until April 1, 2006 as a part-time dispatcher. The Finance Committee at the August 3, 2005 Finance Meeting recommended approval of this position until January, 2006. The telecommunicator/clerk operation is currently short staffed. The holidays and vacation backfilling needs within the next two months will also create a shortage in staff. Money is available in the Police Department’s overtime account. Ald. Salentine moved to recommend approval of temporary part-time position of Clerk/Telecommunicator until April 1, 2005. Seconded by Ald. Melcher. Motion carried 3 – 0. Ald. Salentine stated there is a policy that when a position needs to be filled or there is a special request it is sent to the Aldermen and then comes before the Finance Committee. In the future, Ald. Salentine requested that the requests be sent to the City Administrator first for review and recommendation before they are presented to the Finance Committee. Mayor Damaske felt requests should be sent through City Administrator Sheiffer, if not for a recommendation at least she would be made aware of the requests so she is part of the procedure. Currently Department Heads send their requests to the Aldermen to see if there are any objections. An amended policy on filling vacant positions will be brought before the Finance Committee after the first of the year. Recommend approval of salary step adjustment for Jennifer Leach – Police Chief Johnson is recommending that Jennifer Leach be placed at the thirty-six month step of telecommunicator commensurate with her experience. Recently she accepted a full-time telecommunicator position. Since 2002 she has been employed as a Clerk/Telecommunicator, working about thirty percent of the time as a telecommunicator. Ms. Leach is currently at her top pay range for Clerk at the thirty-six month step and receives out-of-class telecommunicator pay at the top step also at thirty-six months. The labor contract with the City, Section 20.08 provides that when an employee accepts a promotion he/she shall be paced on the salary schedule at the next higher rate of pay than his/her present salary. This provision in the contract Chief Johnson believes is designed for when a person is in the process of learning and is at the mid-step on the Clerk/Telecommunicator schedule and receives a promotion to Telecommunicator and has not achieved all the training and experience necessary to get to the top pay level. This request is not without precedent. Ald. Salentine moved to recommend adjustment to the top step of thirty-six months for Telecommunicator Jennifer Leach. Seconded by Ald. Madden. Motion carried 3 – 0. Discuss procedure – contacting City Attorney’s Office – Mayor Damaske distributed information in regard to number of contacts the Aldermen have had with City Attorney Molter in the last six months and the expense of doing so. Mayor Damaske expressed his and Attorney Molter’s concern in regard to Aldermen calling the Attorney. Previous Mayor De Angelis’s policy was not to allow Aldermen to call the Attorney. Previous Mayor Slocomb allowed contacting the Attorney as long as the Mayor was informed. Mayor Damaske wants to set up a three-step process before calling an Attorney. 1. The Aldermen should see if the City Administrator or another employee could answer the question. 2. If question is unanswered the League of Wisconsin Municipalities should be contacted. 3. Next the question should be brought up before the proper committee or request Mayor’s permission to contact Attorney. Ald. Melcher stated in regard to the Aldermen spending money contacting the Attorney there should also be a procedure for staff. Ald Melcher stated he spoke to the previous Council President (his predecessor) and he stated nothing about a policy in regard to contacting the Mayor and was informed the Council President could contact the Lawyer at any point in time. Mayor Damaske stated that was not true. Ald. Melcher stated that if a list like the one presented was going to be put together he would like a list of every department, Mayor and everyone else included. Mayor Damaske stated Attorney Molter is also concerned about staff members calling all the time. Last year and up to May of this year no Aldermen had called the Attorney. Mayor Damaske stated that if the Aldermen need to contact a Lawyer the above procedure is the one they need to follow. Finance Committee Meeting December 7, 2005 - Page 3 MAINTENANCE AGREEMENTS Approve annual maintenance program – Thermocore Infrared Roof Survey, $1,450.00 – George Wolwark, Maintenance, sent proposal from Tremco Roofing and Building Maintenance Division of Franksville, WI to perform an annual Thermocore Infrared Roof Survey. The survey will be performed on the flat roof surfaces for the following amounts: Public Library, $300.00; Parks Garage, $300.00; and Municipal Garage, $850.00. Ald. Melcher asked why this was coming to the Finance Committee now when the quote was dated August, 2005? He also wanted to know when the Thermocore Infrared Roof Survey was proposed to take place since the quote stated the survey could be completed prior to September 1, 2005? Discussion on when the survey would take place continued. Ald. Melcher suggested this be deferred so more information could be learned on when the survey is being proposed since it is now December. Question was also asked about the company’s liability insurance. City Adminstrator Sheiffer asked to defer so she can research. Ald. Salentine moved to defer to the Tuesday, December 13, 2005 Finance Committee Meeting. Seconded by Ald. Madden. Motion carried 3 – 0. RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT Recommend approval of Reduction in Letter of Credit – Boxhorn Reserve Subdivision, $124,600.00 – Engineering/Building Inspection Director McMullen is recommending the letter of credit for the Boxhorn Reserve Subdivision be reduced. The breakdown represents work satisfactorily completed to date. Ald. Salentine moved to recommend approval of $124,600.00 reduction in Letter of Credit for Boxhorn Reserve Subdivision. Seconded by Ald. Madden. Motion carried 3 – 0. 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. Madden moved to adjourn the meeting at 7:47 PM. Seconded by Ald. Melcher. Motion carried 3 - 0. Respectfully Submitted, Carolyn Warhanek, Recording Secretary