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FM20060411 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Audio Recording Available Tuesday, April 11, 2006 6:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Damaske called the meeting to order at 7:01 PM. In attendance were Committee Members Ald. Melcher, Ald Salentine, and Ald. Madden, City Administrator Sheiffer, Ald. Borgman, and those per attached sheet. Ald. Schroeder, Ald. Buckmaster, 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 April 7, 2006. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the March 28, 2006 Finance Committee Meeting were reviewed. Ald. Melcher moved to approve the minutes. Seconded by Ald. Madden. Motion carried 3 - 0. LICENSE APPROVALS Recommend approval of Operator’s Licenses Ald. Salentine moved to recommend approval of Operator’s License for Christine Demshar subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Madden. Motion carried 3 – 0. Recommend approval of new agent for Pick ‘n Save – The new agent for Pick ‘n Save, Mark Waraksa, was interview by the Finance Committee. Ald. Madden moved to recommend approval of Pick ‘n Save’s new agent, Mark Waraksa, subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Melcher. Motion carried 3 – 0. Recommend approval of amendment to licensed premise – Pioneer Inn – Mr. Mark Sobczak, agent for Marx Pioneer Inn, submitted a request to add a proposed deck off the rear of the building to the licensed premise. The outside is currently licensed until 11:00 PM. The Plan Commission reviewed and approved an amendment to the Building, Site and Operation Plan for Pioneer Inn, which allows the sale of alcohol and music on the deck until 11:00 PM. Darlene Reinke from Pioneer Inn was present to answer committee questions. Ald. Madden moved to recommend approval of amendment to licensed premise to add a deck and allow for the sale of alcohol and music on the deck until 11:00 PM. Seconded by Ald. Salentine. Motion carried 3 - 0. PERIODIC LICENSE REVIEW Review Johnny’s Petroleum liquor license violation, sale of alcohol to underage person - In a memorandum to the Finance Committee, Chief Johnson recommended that representatives of Johnny’s Petroleum appear before the Finance Committee to discuss the violation, sale of alcohol to underage person, which occurred on March 9, 2006. A letter was sent on March 29, 2006 to representatives requesting their presence at the April 11, 2006 Finance Committee Meeting. Jack and Marvin Strasser met with the committee and explained the circumstance that caused the violation. The employee had requested identification. The employee paid ticket issued for the violation. The Finance Committee stressed to the Strassers that a second violation in a twelve-month period would be cause for a suspension hearing. Review Loomis Petro Mart liquor license violation, sale of alcohol to underage person - In a memorandum to the Finance Committee, Chief Johnson recommended that a representative of Loomis Petro Mart appear before the Finance Committee to discuss the violation, sale of alcohol to underage person, which occurred on March 9, 2006. A letter was sent on March 29, 2006 to the representative requesting his presence at the April 11, 2006 Finance Committee Meeting. Baljit Dhillon met with the committee and explained the circumstance that caused the violation. The employee had requested identification. The employee paid ticket issued for the violation. Mr. Dhillon has told employees if they are in doubt not to sell alcohol. The Finance Committee stressed to the Mr. Dhillon that a second violation in a twelve-month period would be cause for a suspension hearing. Finance Committee Meeting April 11, 2006 - Page 2 Approved Review Denoon Saloon liquor license violation – sale of alcohol to underage person - In a memorandum to the Finance Committee Chief Johnson recommended that representatives of Denoon Saloon appear before the Finance Committee to discuss the violation, sale of alcohol to underage person, which occurred on March 9, 2006. A letter was sent on March 29, 2006 to the representatives requesting their presence at the April 11, 2006 Finance Committee Meeting. Philip DeMarinis and Lucia DeMarinis met with the committee and explained the circumstance that caused violation. The employee stated she had looked at identification. It was learned that the employee saw identification being held by purchaser of alcohol but did not check it. The employee was given a week off of work without pay. The Finance Committee stressed to Mr. DeMarinis and Ms. DeMarinis that a second violation in a twelve-month period would be cause for a suspension hearing. Review Spitfires liquor license violation, sale of alcohol to underage person - In a memorandum to the Finance Committee, Chief Johnson recommended that a representative of Spitfires appear before the Finance Committee to discuss the violation, sale of alcohol to underage person, which occurred on March 9, 2006. A letter was sent on March 29, 2006 to the representative requesting her presence at the April 11, 2006 Finance Committee Meeting. Vera Pires and Tammy Pires met with the committee and explained the circumstance that caused the violation. The employee was fired. Door employees were hired for busy weekends. The Finance Committee stressed to Vera and Tammy Pires that a second violation in a twelve- month period would be cause for a suspension hearing. Operator’s License – Sara Korotka (6-month review) - In response to the Record Check Form submitted by the Clerk-Treasurer’s Office the Muskego Police Department reported no new violations. Operator’s License – Amber Salla (6-month review) - In response to the Record Check Form submitted by the Clerk-Treasurer’s Office the Muskego Police Department reported no new violations. UNFINISHED BUSINESS - None NEW BUSINESS Recommend approval of authorizing part-time help – City Administrator Sheiffer stated the Police Department would like to continue use of a temporary employee until a new employee is hired. The Police Department is short one Clerk/Telecommunicator. With the summer months approaching this shortage will be a detriment to the Department. Chief Johnson is requesting to continue to utilize Kelly Johnson into the second quarter of 2006 as a temporary part-time dispatcher to enable the Police Department to fill in when needed. At the December 7, 2005 Finance Committee Meeting, the Finance Committee recommended approval of continuing Ms. Johnson in the part-time position of Clerk/Telecommunicator until April 1, 2006. Monies for this are available in the Police Department’s Clerk/Telecommunicator account due to this position not being filled. Chief Johnson noted that the part-time help would cost less than the time and a half when the Police Department needs to fill in a shift. Ald. Salentine moved to recommend approval to continue temporary part-time position of Clerk/Telecommunicator until July 1, 2006. Seconded by Ald. Melcher. Motion carried 3 – 0. Recommend approval of Easement for Parkland Drive – WE Energies – The Finance Committee received documents in regard to a proposed roadway easement which will grant the City of Muskego the necessary rights to maintain Parkland Drive that was constructed across a part of the Wisconsin Electric Power Company fee-owned lands/American Transmission Company LLC easement area/bike trail right-of- way within a part of the Sara Estates Subdivision. Ald. Salentine moved to recommend approval of Easement. Seconded by Ald. Madden. Motion carried 3 – 0. Finance Committee Meeting April 11, 2006 - Page 3 Approved Recommend approval of the creation of new position – Assistant Librarian Director, establishing salary range, and authorization to fill position – City Administrator Sheiffer and Mayor Damaske are requesting approval to create Assistant Library Director position and looking for approval to establish a salary range and authorization to fill the position. Library Director Sanhuber, Mayor Damaske, and City Administrator Sheiffer put together a position description. The two main goals that would be accomplished by creating this position are: 1. Our Library is a sizable City asset. It is physically at a separate location from other City facilities. The Library has considerable day-to-day customer contact and customer traffic. The Library is currently open to the public sixty-four hours per week. The Library has approximately seventeen employees. Currently, we have one managerial employee responsible for that operation. In other words, if the Library Director is not present at the Library – no one is officially in charge of the Library operation on site. This is a less than desirable situation from a management perspective, and is not in keeping with how we manage other City departments. 2. We are interested in having the Library open on Sunday afternoon during the school year in the future. Currently the Library is open from 9:00 AM to 9:00 PM, Monday through Thursday; 9:00 AM to 5:00 PM, Friday and Saturday, and is closed on Sunday. Due to requests from the public, we would like to provide our customers with additional hours on Sunday. We would explore a decrease to current Saturday afternoon hours during the summer, which historically is less used by our customers. An Assistant Library Director position would enhance our ability to provide those new hours because we would not be stretching our Library Director even further with management responsibilities. The creation of the new position has come up now because one of the Library III positions has become vacant. City Administrator Sheiffer stated they are looking at using the funding from the vacant Library III position to assist in paying for new position. The funding of the Library III position for 2005 was $42,303.00 per year in salary. A recommended salary range (58) for the new Assistant Library Director position is: minimum, $47,608.00; midpoint, $58,344.00; and maximum, $69,078.00. The salary range needs to reflect the supervisory responsibilities along with the education requirement of a masters degree. The list of current position along with the pay range was provided to the Finance Committee. Statistics reflect that Saturday hours do drop during the summer months (July and August). Ald. Melcher moved to recommend creation of Assistant Librarian Director position, establishing salary range, and authorization to fill position. Seconded by Ald. Madden. Motion carried 3 – 0. Recommend approval of 2006 Waterbug’s Ski Jump Agreement – The Finance Committee reviewed the Agreement – Ski Jump with the Waterbug’s Ski Team, Inc. and the City of Muskego and a map showing the layout of where the ski jump is stored and the performance location. The Agreement states the Waterbug’s Ski team is the owner of the ski jump and is responsible for putting in and taking out the ski jump. The Waterbugs Ski Team will provide a flashing yellow light on the ramp from dusk to dawn visible for five hundred feet. The maintenance and upkeep of the ski jump will be the sole responsibility of the Waterbug’s Ski Team. Mr. Christopher was present to answer committee questions. Ald. Salentine moved to recommend approval of 2006 Waterbug’s Ski Jump Agreement. Seconded by Ald. Melcher. Motion carried 3 – 0. Act of travel request to attend training conference – I.S. Director – Information Systems Director Sommers is requesting approval to attend Microsoft’s Tech Ed training and presented the following estimated expenses: registration $1,795.00; air fare $350.00, lodging $750.00, meals $60.00, mileage $20.00, and miscellaneous $25.00. The June conference will be held in Boston. He hopes to gain additional skills in software the City currently has, including Active Directory, Group Policies, Windows 2003 Server, and ISA Server, as well as learning about other software that is available that may benefit the City. Information Systems Director Sommers presented information from the Microsoft Tech Ed training conference in 2004 that he attended and also spoke about other types of training he has been doing. Information Systems Director Sommers spoke about the specific things he would like to get training in, including Microsoft 2003 server. He stated he is somewhat familiar on how it works and how to maintain the Microsoft 2003 server. If he were able to obtain training in regard to the server, then he would be able to service it more than he currently is and use consultants less. The Microsoft Tech Ed training would help him when working with consultants and enable him to plan for the future by learning about new products, their features and how they are used. Money for the training conference will come from the Information Systems 2006 Budget - Training. Ald. Buckmaster asked at what point does training benefit you so consultants or vendors do not have to be contacted? Ald. Buckmaster asked where the City is best at applying Information Systems Director’s training and if there is a qualification that Sommer’s should be going for. Information Systems Director Sommers stated it would not eliminate the need for vendors. Ald. Buckmaster asked if Finance Committee Meeting April 11, 2006 - Page 4 Approved Act on travel request to attend training conference – I.S. Director, continued there was future training down the road and would like Information Systems Director Sommers to address this (could be addressed with the 2007 budget). Also, after the conference Ald. Buckmaster would like Sommers to highlight for Common Council, 2007 and future plans he would like to implement for the Information Systems Department in regard to information learned at the training conference so when the budgets are addressed they know how to adjust to plans. Ald. Salentine moved to approve Information Systems Director’s request to attend Microsoft’s Tech Ed training conference. Seconded by Ald. Melcher. Motion carried 3 – 0. Recommend approval of Engel Conservation Access Agreement – Fickau – Conservation Coordinator/Urban Forester Tom Zagar presented an Access Agreement between the City of Muskego and Lyle Fickau. The intent of this agreement is to provide access to adjacent farmland, leased from others by Mr. Fickau for farming purposes, situated west of the Engel Conservation Land. A twenty-five foot wide access drive from Henneberry Drive northward and westward through the subject property to leased lands would be use. The access drive shall be available free of charge for ingress and egress for the purpose of planting, managing, and harvesting crops on leased farmland. Lyle Fickau shall maintain a policy or policies of insurance. Ald. Salentine moved to recommend approval of the Engel Conservation Access Agreement with Mr. Fickau. Seconded by Ald. Madden. Motion carried 3 – 0. MAINTENANCE AGREEMENTS - None RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT Recommend approval of reduction in Letter of Credit – Forest Glen, $281,093.00 – Engineering/Building Inspection Director McMullen is recommending a reduction in Letter of Credit for Forest Glen. The reduction reflects work satisfactorily completed to date. Ald. Salentine moved to recommend reduction in Letter of Credit for Forest Glen in the amount of $281,093.00. Seconded by Ald. Melcher. Motion carried 3 – 0. Recommend approval of reduction in Letter of Credit – Big Muskego Estates II, $1,084,462.65 – Engineering/Building Inspection Director McMullen is recommending a reduction in Letter of Credit for Big Muskego Estates II. The reduction reflects work satisfactorily completed to date. Ald. Salentine moved to recommend reduction in Letter of Credit for Big Muskego Estates II in the amount of $1,084,462.65. Seconded by Ald. Madden. Motion carried 3 – 0. VOUCHER APPROVAL Recommend approval of voucher report – The Finance Committee reviewed General Vouchers of $895,975.66 and Utility Vouchers of $35,542.88. Ald. Salentine moved for approval of payment of General Vouchers and Utility Vouchers. Seconded by Ald. Melcher. Ald. Salentine inquired about the Aldermen’s request for proposals in regard to auditing services. City Administrator Sheiffer stated the Aldermen could direct the City to take proposals. The City would probably want to start this process early summer so results would be available before the City gets involved with budgets. Ald. Schroeder inquired about the voucher to AVI Midwest in regard to Muskego Room upgrade (digital playback upgrade). Ald. Schroeder requested that Park and Recreation Director Anderson or Jeff Jones from the Cable Club provide additional information in regard to the upgrade expense. Mayor Damaske stated they could email the information to all the Aldermen. Motion carried 3 – 0. CITY ADMINISTRATOR’S - None FINANCE SUPERVISOR’S REPORT - None Finance Committee Meeting April 11, 2006 - Page 5 Approved 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 7:16 PM. Seconded by Ald. Madden. Motion carried 3 - 0. Respectfully Submitted, Carolyn Warhanek Recording Secretary