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FM20060110 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Audio Recording Available Tuesday, January 10, 2006 6:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Damaske called the meeting to order at 6:02 PM. In attendance were Committee Members Ald. Melcher, Ald Salentine, and Ald. Madden, City Administrator Sheiffer, Ald. Borgman, Recording Secretary Warhanek, and those per attached sheet. Ald. Buckmaster, Ald. Schroeder, and Ald. Patterson arrived during the meeting. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on January 6, 2006. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the December 13, 2005 Finance Committee Meeting were reviewed. Ald. Salentine moved to approve the minutes. Seconded by Ald. Melcher. Motion carried 3 - 0. LICENSE APPROVALS Recommend approval of Operator’s Licenses Ald. Salentine moved to recommend approval of Operator’s License for Amanda Mack, Jacquelyn Corso, Anna Marie Stikl, Joshua Tjelmeland, William Faber, John Orlando, Shirley Knight, and Lori Tapp subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Melcher. Motion carried 3 – 0. Recommend approval of renewal of Dog Fancier License for Ryback, Schachner, Hassmann, Brzezinski, Geske, and Pellmann – Ald. Salentine moved to recommend approval of renewal of Dog Fancier License for Ryback, Schachner, Hassmann, Brzezinski, Geske, and Pellmann. Seconded by Ald. Madden. Motion carried 3 – 0. Six-month “Class A” Liquor License for Muskego Lakes Subs & Liquor – Ald. Madden moved to recommend approval of six-month “Class A” Liquor License for Muskego Lakes Subs & Liquor. Seconded by Ald. Salentine. Motion carried 3 – 0. PERIODIC LICENSE REVIEW Review Open Pantry Store liquor license violation, sale of alcohol to underage person – Ald. Salentine moved to request the presence of the agent for Open Pantry Food Mart #491 at the January 24, 2006 Finance Committee Meeting. Seconded by Ald. Melcher. Motion carried 3 – 0. After the discussion of ”Review request to use room for school board candidates listening session”, Ald. Buckmaster noted he had arrived late and wanted to state that Open Pantry is located in his district. The memo from Police Chief Johnson stated this is the second violation within a year. Ald. Buckmasted stated there is no call for this to happen two times in a year. Underage drinking should not be tolerated. There are now multiple businesses, located along Janesville Road, that sell alcohol. As Aldermen of the district he would like the Finance Committee to seriously consider a suspension/revocation hearing. UNFINISHED BUSINESS - None NEW BUSINESS Approve Schaefer lease for Park Arthur (south) – In a letter to the Finance Committee, Parks & Recreation Director Anderson stated the Parks and Recreation Board is recommending approval of the Schaefer lease for Park Arthur (south). The lease agreement and amount, $55 per acre, are the same as the previous agreement. The acreage does not include the Lake District’s weed tipping area. Ald. Salentine moved to recommend approval of Lease Agreement with Eddie Schaefer for Park Arthur (south section). Seconded by Ald. Madden. Motion carried 3 – 0. Finance Committee Meeting January 10, 2006 - Page 2 Approve security cameras at Idle Isle Park – In a letter to the Finance Committee, Parks & Recreation Director Anderson stated the Parks and Recreation Board is recommending approval of quote option 2 from Centec Security Systems, Inc. Three cameras will be placed on or near the shelter viewing the launch, open-air portion of the shelter, and the bathroom doors. Installation will occur with the construction of the Idle Isle building. This will be paid from Park Dedication account. The following quotes were received: Centec Security Systems $4,269.00 Shield Security $5,241.00 Ald. Madden moved to approve the quote from Centec Security Systems, Inc. Seconded by Ald. Melcher. Motion carried 3 – 0. Recommend approval of Cooperative Agreement with Waukesha County Department of Senior Services – Ald. Madden moved to recommend approval of the Cooperative Agreement between the City of Muskego and Waukesha County Department of Senior Services to use City Hall facility for providing meals to elderly residents. Seconded by Ald. Salentine. Motion carried 3 – 0. Review request to use room for school board candidates listening session – Ald. Schroeder requested use of a room at City Hall for a school board candidates listening session. Ald. Schroeder stated he would like to hold 3 listening sessions (1 in Norway and 2 in Muskego) in late January or early February for all school board candidates. This would not be a campaigning or soliciting session, strictly listening. Mayor Damaske stated the City Hall Meeting Rooms Rules and Regulations states the “Use of rooms by political, commercial or labor groups other than Muskego municipal employees is prohibited”. Mayor Damaske noted that under Exceptions it states, “Exceptions to any of the above will need approval by the Finance Committee or Mayor”, that is why this was placed on the Finance Agenda. Ald. Salentine stated how difficult it is to keep the importance of school board & City separate. The Woman’s Club School Board Public Forum held at City Hall is done as a public service. Ald. Schroeder stated that the listening sessions would not be broadcast. After discussion Ald. Schroeder withdrew his request. Review proposed Personnel Policy for Code of Conduct/Discipline – City Administrator Sheiffer presented a new Personnel Policy for Code of Conduct and Discipline. She is looking at new policies for the City. This group of policies has to do with conduct and has been recommended by Attorneys and others that have looked at putting together employee handbooks. The Policy for Code of Conduct/Discipline is one of the chapters of the conduct group. The City has a policy book that mainly covers compensation or benefits. The current policy book has a “Harassment in the Workplace Policy” that was done in 1994. City Administrator Sheiffer is recommending that this policy be replaced with the Code of Conduct/Discipline policy, which includes a section on harassment in the workplace. Most of the current policy book is between ten to eleven years old so existing policies will be reviewed. The proposed policy is written for everyone with a clause that states “If and to the extent that any policy provision contained in the policy conflicts with any statute, law, contract or collective bargaining agreement in effect, the statute, law, contract or collective bargaining agreement shall prevail”. The proposed policy is not setting a Code of Conduct for the Police Department (it is handled through a different format) and for some communities it does not cover the Library. How the City wants to handle the Library will be talked about. Ald Salentine recommended approval of Code of Conduct and Discipline Policy, to be placed on the January 24, 2006 Common Council agenda. Seconded by Ald. Melcher. Ald. Buckmaster stated he would like to see the appointment or identification of a compliance officer for policies. A defined process needs to be put in place so someone who has witnessed a transgression or has a transgression to report knows the reporting process. Motion carried 3 – 0. Finance Committee Meeting January 10, 2006 - Page 3 Review Amendment to the City of Muskego’s Tuition Reimbursement Policy – City Administrator stated there have been some employees that have requested additional benefits beyond what is currently covered by the Tuition Reimbursement Policy. She presented the following revised Tuition Reimbursement Policy: It is City policy to reimburse all employees of the City up to $1,000 per calendar year to cover the cost of tuition payments for job related courses, as well as books and registration fees. Before the course begins, the employee must complete a tuition reimbursement form and turn it in to their respective Department Head. Upon Course completion, the employee will resubmit a Tuition Reimbursement form and turn it in to the Department Head along with: 1. A copy of the program/course outline. 2. A copy of the receipt from the program/course and books and registration fees, if appropriate. 3. A copy of the grade or report from the program. Special circumstances may arise where it is in the City’s interests to go beyond this policy for tuition reimbursement for particular employees/positions. Special situations shall be addressed on a case-by-case basis by the Finance Committee following a recommendation from the Mayor and City Administrator. Ald. Melcher stated he would like number three to read “A copy of the a passing grade or report from the program”. Ald. Buckmaster would like to see as a further incentive a reimbursement policy based on the grade, A & B ninety percent reimbursement, C eighty percent, and lower that a C no payment. Ald. Patterson questioned as to whether a passing grade was needed for reimbursement was in the current policy? City Administrator Sheiffer stated she did not see it. Ald. Patterson asked that contracts be checked. A discussion about passing grades might have occurred with Department Heads. Ald. Buckmaster stated that a reimbursement between $2,000.00 and $5,000.00 should be considered. It was noted that this is where the last statement about special circumstances would be applicable. Ald. Patterson stated the $1,000.00 might be part of the negotiated contracts with the unions. Ald. Patterson also mentioned the concern of a grievance from the unions stating the City is being arbitrary and capricious in regard to whom the special circumstances are given to and whom they are not given to. The Tuition Reimbursement Policy would be for employees that are not covered under a union contract. Ald. Salentine moved to defer to the January 24, 2006 Finance Committee meeting. Seconded by Ald. Madden. Motion carried 3 – 0. MAINTENANCE AGREEMENTS Approve maintenance agreement for Public Works/Utility Copier $72.00, 2005 $72.00 – The Finance Committee reviewed the $72.00 one-year maintenance agreement with Lanier. Ald. Salentine questioned the validity of splitting the invoice between Public Works, Sewer, and Water. Ald. Salentine questioned, because of something she read in the Ehler’s Audit Report, if there was an agreement in place to cover the splitting of the cost between Public Works and Utilities. City Administrator Sheiffer referred to a statement in the audit report that noted that if Public Works was doing agreements for shared services or intergovernmental items with other entities, there had to be a written agreement to back up that arrangement. This does not apply to this because it is internal. Council can split costs between general fund and utilities however they feel appropriate. This is generally decided as part of the budget process. Ald. Salentine moved to approve maintenance agreement for the Public Works/Utility Copier. Seconded by Ald Madden. Motion carried 3 – 0. Approve maintenance agreement for Autodesk $2,826.00, 2005 $2,552.00 – The Finance Committee reviewed the one-year, $2,826.00 maintenance quote with DLT Solutions Inc. for Autodesk. Ald. Melcher moved to approve the one-year maintenance agreement. Seconded by Ald. Madden. Motion carried 3 – 0. RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT Finance Committee Meeting January 10, 2006 - Page 4 VOUCHER APPROVAL Recommend approval of voucher report – The Finance Committee review General Vouchers of $567,210.40 and Utility Vouchers of $12,683.42. Ald. Salentine questioned the formula to arrive at $7,379.36, the annual dues invoiced by the League of Wisconsin Municipalities. City Administrator Sheiffer thought the formula was population based. It was noted in the letter from the League that the Board of Directors was able to adjust the dues formula to mirror the property tax levy limit recently imposed on cities and villages. The Board approved a freeze in total League dues plus two percent. City Administrator Sheiffer to contact the League of Wisconsin Municipalities to see what the formula was based on. Ald. Salentine moved for approval of payment of General Vouchers and Utility Vouchers. Seconded by Ald. Madden. Motion carried 3 – 0. CITY ADMINISTRATOR’S/FINANCE DIRECTOR’S REPORT – None COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – None ADJOURNMENT – Being no further business to discuss, Ald. Melcher moved to adjourn the meeting at 6:56 PM. Seconded by Ald. Madden. Motion carried 3 - 0. Respectfully Submitted, Carolyn Warhanek, Recording Secretary