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FM20060328 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Audio Recording Available Tuesday, March 28, 2006 6:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Damaske called the meeting to order at 6:04 PM. In attendance were Committee Members Ald. Melcher and Ald Salentine, City Administrator Sheiffer, Ald. Borgman, and those per attached sheet. Ald. Schroeder, Ald. Buckmaster, and Ald. Patterson arrived during the meeting. Ald. Madden was absent. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on March 24, 2006. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the March 14, 2006 Finance Committee Meeting were reviewed. Ald. Melcher moved to approve the minutes. Seconded by Ald. Salentine. Motion carried 2 - 0. LICENSE APPROVALS Recommend approval of Operator’s Licenses Ald. Salentine moved to recommend approval of Operator’s License for Matthew Fischer (interviewed by Mayor Damaske during the day), Kimberly Baumann, and Cindy Kaminiski, subject to receipt of fees, favorable police report, and verification of schooling and Kevin Dobson subject to three, six, nine, and twelve month reviews, receipt of fees, and verification of schooling. Seconded by Ald. Melcher. Motion carried 2 – 0. Eric Schmidt was asked to return to a future Finance Committee Meeting or if that was inconvenient to meet with Mayor Damaske during the day for his interview. PERIODIC LICENSE REVIEW Review Johnny’s Petroleum liquor license violation, sale of alcohol to underage person Review Loomis Petro Mart liquor license violation, sale of alcohol to underage person Review Denoon Saloon liquor license violation – sale of alcohol to underage person Review Spitfires liquor license violation, sale of alcohol to underage person In a memorandum to the Finance Committee Chief Johnson recommended that representatives of the four businesses appear before the Finance Committee to discuss the violation of sale of alcohol to underage person on March 9, 2006. A letter was sent on March 17, 2006 to representatives of each business informing them of the sale of alcohol to underage person violation. Ald. Salentine moved to request the presence (certified letter to be sent) of the Owner/Agent and Management of the above businesses at the Tuesday, April 11, 2006 Finance Committee Meeting. Seconded by Ald. Melcher. Motion carried 2 – 0. UNFINISHED BUSINESS Approve request for tuition assistance for graduate studies – Dave Simpson, Engineer 1, has begun a program to complete a Master of Science Degree in Public Works and Construction Management at Marquette University and is requesting annual tuition assistance beyond the $1,000.00 provided in the Tuition Reimbursement Policy. Mayor Damaske and City Administrator Sheiffer were recommending tuition reimbursement assistance toward a City approved graduate course up to a total amount of $4,000.00. This amount is not provided annually but is up to a total of $4,000.00. A condition of acceptance shall be that if the employee voluntarily terminates his employment with the City, he shall be obligated to repay the City for tuition reimbursements received during the three years prior to his leaving employment. After the discussion that took place at the March 14, 2006 Finance Committee Meeting City Administrator Sheiffer stated the Committee has to decide if they are in favor of the assistance. After that decision is made, then they can get into the specifics of the assistance. This is a decision of the Finance Committee and not a recommendation to Common Council. Ald. Salentine and Ald. Melcher stated they were in favor of giving assistance. Ald. Borgman stated this is a common practice and with what he is familiar with it works out very well. The company he is familiar with does require a longer then three year term. Ald. Melcher would like repayment for tuition reimbursement to state: he shall be obligated to repay the City for tuition assistance received if he leaves City employment within three years of graduating. City Administrator Sheiffer stated there is no requirement that the employee graduate. The employee is taking courses and the City is contributing toward the expense of the courses. Ald. Paterson stated reimbursement should be if an employees leaves within five years. City Administrator Sheiffer mentioned the tuition policy requires a C or better grade. Ald. Patterson suggested the employee receive half of the assistance as he takes his class and the other half Finance Committee Meeting March 28, 2006 - Page 2 Approved Continued - Unfinished Business: Approve request for tuition assistance for graduate studies. when the employee receives his degree/certification. Ald. Buckmaster spoke about private sector: 1. If schooling/certification was a requirement of the job and the employee needed to complete this level of instruction, reimbursement would be for said costs because it was in the best interest of the employer. 2. If you go over the tuition reimbursement you are basically paying for years of service. If an employee maxis out at $1,000.00 and the City is making a commitment of an additional $3,000.00 then there has to be a commitment of time by the employee for that $3,000.00. Ald. Buckmaster is not aware of any certication or requirement by the City, so the City is hoping to benefit by the employee’s education class by class. Question was asked on how the City would calculate a repayment amount to time. City Administrator Sheiffer pointed out that this amount is not provided annually but is a one time only reimbursement of $4,000.00. The employee can still receive the $1,000.00 approved for in the tuition policy. The tuition policy states special circumstances may arise and therefore these special situations would be addressed on a case-by-case basis. Any tuition assistance by another employee would have to be brought forward on a case-by-case basis. Ald. Schroeder suggested that if the employee was given the $4,000.00 and he terminated his employment with the City before he had three years of employment without receiving tuition reimbursement, including the $1,000.00 in the tuition policy, the employee would be required to reimburse the City. If the employee left prior to the three years he would have to reimburse the City three years worth, one-year one years worth, and two years two years worth. Ald. Schroeder looks at the assistance as a kind of loan. Ald Buckmaster mentioned he is for this but if you employ pay as you go he is not sure a limit makes sense. What is the ultimate benefit to the City? Mentioned was conference compared to classes. City Administrator Sheiffer pointed out that this is tuition assistance, the City showing support and encouragement and is not intent to pay for a degree. Ald. Buckmaster suggested changing the tuition policy to increase the $1,000.00. For example, increase the ceiling to $2,000.00 per year with every request on a case-by-case basis. Approval would be by the City Administrator. The City Administrator would also make sure the classes are benefiting the City. Ald. Melcher made reference to previous discussion at the March 14, 2006 Finance Committee Meeting making reference to assistance toward a graduate program completing a degree and tonight discussion has become a matter courses. It was mentioned that the City Administrator’s memorandum states the employee has begun a program to complete a Degree. Ald. Buckmaster mentioned reimbursement other than the $1,000.00 coming out of a department’s budget up to $3,000.00. Ald. Salentine mentioned raising reimbursement to $2,000.00 per year and saving the $4,000.00 reimbursement to upon completion of a degree. Ald. Schroeder mentioned he would have no issue with Mr. Simpson doing his masters program over four years and the City assisting him with $4,000.00 per year but with that you would have a commitment of sixteen non-claiming years from that point forward. He stated the short-term benefit to getting an education is in favor of the employee; the long-term benefit is in favor of the employer. If, after four years of not claiming tuition assistance he leaves, he owes the City $12,000.00 back. Ald. Salentine stated she is comfortable with the three years. Ald Melcher has no problem with the $4,000.00 but would like the agreement to state, to repay the City for tuition reimbursement once financial assistance is completed during the three years prior to his leaving employment. Then you would have three years after that. The City would then be talking not only about the $4,000.00 but the $1,000.00 as well. Once that has ended the City would start counting the three years. In the agreement, after reimbursements received, the insert should read once tuition assistance is completed he should be obligated to repay the City for tuition reimbursements received during three years prior to his leaving. Once he has completed receiving all tuition reimbursement, the City would start counting the three years after that. Ald. Patterson asked if it would be better to word for example if an employee requested $5,000.00 that they pay back whatever they get in one year increments so the employee would know the number of years he has to work. Ald. Melcher moved to have agreement read that we are further recommending that a condition of acceptance of such tuition reimbursements shall be that once these reimbursements are totally completed if Mr. Simpson voluntary terminates his employment with the City he shall be obligated to repay the City for tuition reimbursement received during the three years prior to his leaving employment with the City. It is the one condition that all tuition reimbursement has been completed. Ald. Salentine seconded. Discussion continued on what would happen if the employee continued to take classes for every year he worked for the City, the employee stops receiving tuition assistance and staying employed for three years after that, and repayment of the $4,000.00. The only problem that Ald. Melcher has with this is that the gift of this should be contingent upon conferences as well. He believed that Ald. Schroeder spoke about this coming out of the Department’s budget. This should be an either or situation. The employee either takes the $1,000.00 in tuition per year or this $4,000.00 but then the employee does not go to conferences. To go to a conference is an education and a class is also for education. Ald. Schroeder stated the first $1,000.00 should come out of what is budgeted for tuition reimbursement and anything over that should come out of the Department’s Training and Education Budget. Discussion continued on employees attending conferences Finance Committee Meeting March 28, 2006 - Page 3 Approved Continued - Unfinished Business: Approve request for tuition assistance for graduate studies. and not taking any classes. Ald. Buckmaster stated if the employee is going to exceed tuition policy limit it should come out of the Department Head’s budget. In regard to the benefit for the City a conference may be better. Maybe this should be included in the 2007 budget. Ald. Melcher withdrew his motion. Ald. Melcher moved to defer. Seconded by Ald. Salentine. Motion carried 2 – 0. Ald. Patterson asked that consideration be given to assistance be paid to the employee on a fifty – fifty basis. The employee would pay for half of the course and the City the other half. NEW BUSINESS Recommend approval of designating Public Depositories and authorizing withdrawal of City of Muskego monies – A proposed resolution was attached to a memorandum from Clerk-Treasurer Moyer. The following banking institutions qualified as public depositories under Chapter 34 of the Wisconsin Statues: U.S. Bank Chase Bank (previously Bank One) Maritime Savings Bank Lincoln State Bank St. Francis Bank Citizens Bank of Mukwonago Guaranty Bank Local Government Investment Pool (LGIP) Associated Bank (State Financial Bank deleted, now know as Associated Bank) M & I Marshall & Ilsley (new to the list) Ald. Melcher moved to recommend approval of designation Public Depositories and authorizing withdrawal of City of Muskego monies from the above public depositories with noted changes. Seconded by Ald. Salentine. Ald Melcher inquired about adding Waukesha State Bank. After discussion, it was decided to amend the resolution at a later date if the City of Muskego’s intention is to do business with Waukesha State Bank. Motion carried 2 – 0. Recommend approval for Water Bugs Ski Team Practice & Show Dates – The Parks and Recreation Board is recommending for approval the following practice and show dates which are the minimum dates that can be requested based on the approved agreement: Practice Dates (30) Show Dates (15) Lesson Dates (4) st May 22, 23, 24, 30 May 31 1 Session June 3, 17 nd June 5, 6,13,19, 20,22, 27 June 7, 14, 21, 28 2 Session August 19, 26 July 6, 10, 11, 13, 17, 18, 25, 27, 31 July 3, 5, 12, 19, 26 August 1, 3, 7, 8, 10, 15, 21, 22, 28, 29 August 2, 9, 16, 23, 30 The dates are the same as 2005, thirty practice dates, fifteen show dates, and four lesson dates. Mr. Christopher was present to answer any questions the committee may have. Ald. Salentine moved to recommend approval of the above Water Bugs Ski Team practice and show dates. Seconded by Ald. Melcher. Motion carried 2 – 0. Recommend approval of Acceptance of Improvements – Nature Estates – Engineer/Building Inspection Director McMullen is recommending acceptance of the improvements associated with Nature Estates Development in accordance with the Developer’s Agreement. The draft copy of the March 20, 2006 Public Works Committee Minutes states the Committee voted to accept the improvements. Ald. Salentine moved to recommend approval of acceptance of improvement associated with Nature Estates Development. Seconded by Ald. Melcher. Motion carried 2 – 0. MAINTENANCE AGREEMENTS - None RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT - None Finance Committee Meeting March 28, 2006 - Page 4 Approved VOUCHER APPROVAL Recommend approval of voucher report – The Finance Committee reviewed General Vouchers of $418,802.35 and Utility Vouchers of $2,748,532.24. Ald. Salentine moved for approval of payment of General Vouchers and Utility Vouchers. Seconded by Ald. Melcher. Motion carried 2 – 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 7:10 PM. Seconded by Ald. Salentine. Motion carried 2 - 0. Respectfully Submitted, Carolyn Warhanek Recording Secretary