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FM20071023 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Audio Recording Available Tuesday, October 23, 2007 Muskego City Hall, Aldermen’s Room Mayor Johnson called the meeting to order at 5:31 p.m. In attendance: Committee Members Aldermen Melcher, Borgman and Werner, City Administrator Sheiffer, Finance Department Supervisor Mueller, Plan Director Muenkel, Deputy Clerk Blenski and those per the attached sheet. Alderman Schaefer arrived during the meeting. Those present recited the Pledge of Allegiance. REVIEW OF MINUTES OF PREVIOUS MEETING Ald. Melcher moved for approval of minutes of 10/9/2007. Ald. Borgman seconded; motion carried. LICENSE APPROVALS Ald. Borgman moved to recommend approval of an original Operator’s License for William O’Dom, Timothy Villwock, and Michael Wilson subject to the licensing requirements being completed prior to issuance. Ald. Werner seconded; motion carried. Ald. Borgman moved to recommend approval of Temporary “Class B”/Class “B” Retailer’s License for St. Leonard Congregation for 11/10/2007. Ald. Melcher seconded; motion carried. PERIODIC REVIEW The periodic review for Eva Ewaskowitz and Robert McGowan did not reveal any new violations. NEW BUSINESS Recommend Approval of Award of Bid for Moorland Park Grading Project The following bids were received: Sunny Slope Grading $ 124,629.00 Jerry’s Grading $ 160,800.00 Woleske Construction $ 188,350.00 C. W. Purpero, Inc. $ 132,670.00 Willkomm Excavating & Grading $ 169,870.00 Schneider Excavating $ 176,051.00 Super Western, Inc. $ 197,285.00 Advance Construction $ 115,512.00 Mayor Johnson stated that the project cost was estimated at $150,000, and the low bid submitted was for $115,512. Bonestroo has recommended acceptance of the low bid. Finance Committee Meeting October 23, 2007 Page 2 Ald. Borgman moved to recommend acceptance of bid submitted by Advance Construction in the amount of $115,512. Ald. Melcher seconded; motion carried. Recommend Approval of 2008 Agreement with Jani-King, Inc. for Cleaning Services The City Administrator stated that the existing contract for cleaning services with Jani- King will expire, and she is recommending renewal for 2008. Representatives of Jani- King were present. Ms. Sheiffer noted that most of the issues experienced during 2007 have been resolved. The company initially requested a 4% increase over the 2007 rates. The City Administrator is recommending a 3% increase, which Jani-King has agreed to. Ald. Borgman moved to recommend approval of the 2008 agreement with Jani-King for cleaning services. Ald. Werner seconded; motion carried. Recommend Renewal of Agreement with NEAS, Inc. for Employee Assistance Program City Administrator Sheiffer stated that this particular agreement provides for an Employee Assistance Program. Historically, the City has entered into a two-year agreement for the program. She stated that the City pays approximately $19 per year per employee. All employees, other than seasonal and temporaries, are covered. Staff has not really utilized the program, and she will attempt to promote the resources available during the next year. Ms. Sheiffer is recommending renewal of the agreement with NEAS, Inc. for another two-year period at an approximate annual cost of $2,635. Participation will be reviewed after that time period to determination if the service should be continued. Ald. Borgman moved to recommend renewal of the agreement for 2008 – 2009. Ald. Werner seconded; motion carried. Recommend Authorization for the Mayor to Approve Year-End Vouchers Mayor Johnson stated that this is required because the last Council meeting in December is canceled. Ald. Borgman moved to recommend approval. Ald. Melcher seconded; motion carried. Recommend Approval of Virchow, Krause & Company, LLP Engagement Letter Finance Department Supervisor Mueller stated Virchow, Krause & Company has historically provided the City’s audit services. The engagement letter submitted by Virchow, Krause outlines the audit services to be performed for 2007 with the projected fees to remain the same as those for the 2006 audit. Ald. Werner moved to recommend approval. Ald. Borgman seconded; motion carried. Review Request of Muskego Moose Lodge to Waive Permit Fees Associates with Construction of Building Expansion The Mayor stated he received a request from the Moose Lodge to waive permit fees for a building expansion. The City did waive the permit fees at the time the original building was constructed. Joe Heinen and Eva Skrobis were present on behalf of the Moose Lodge. Ms. Skrobis said the organization is growing and is doing more volunteer work throughout the community. Ald. Borgman moved to approve because of the organization’s community outreach. Ald. Melcher seconded. Ald. Werner stated Finance Committee Meeting October 23, 2007 Page 3 he has issues with this. He believes a policy should be developed to be fair. Ms. Sheiffer agreed that consistency is important, but whether this is done or not is really dependent on the philosophy of the community. Ald. Werner stated that this type of request might not be approved in the future. The City Administrator noted that only the fees were being waived, and the necessary permits were still required. Motion carried. Approval of GIS Intern Hours – Plan Department Plan Director Muenkel appeared before the Committee regarding the two intern positions in his department: Planning/GIS intern and Conservation Tech intern. Each position is budgeted annually at 1,040 hours. The Planning/GIS intern is approaching the hours budgeted while the Conservation intern will have hours remaining. Mr. Muenkel is requesting that 200 to 230 hours from the Conservation intern be transferred for the Planning/GIS intern (representing approximately $2,000 to $2,300). There are several important issues to be addressed that the Planning/GIS intern could accomplish, such as 2020 plan maps and economic development. The current individual in the position is an asset to the department, and his level of expertise far exceeds that of an intern. The funding for the hours would come from conservation monies, which are funded by the landfill. If the additional hours were transferred, the intern would also assist with conservation projects. Ald. Melcher moved to approve. Ald. Borgman seconded. Ald. Borgman stated his concern with using conservation funds. Other departments have staffing needs as well, and have not been allowed to transfer funds. Mr. Muenkel stated that the intern would spend approximately 30% to 40% of his time on conservation work. The City Administrator noted that the dollar amount represented by Mr. Muenkel does not include pension and social security that are paid. Ms. Sheiffer stated that she did not believe this was fair to other departments that have vacant positions, and have been told they could not be filled. She noted that while tax levy dollars would not be affected, the Council has looked to these other special revenue funds to handle the shortfalls. The conservation money is intended for land and easement purchases, not for paying operating costs. Motion defeated with Borgman and Werner voting no and Melcher voting yes. REDUCTION IN LETTER OF CREDIT Ald. Borgman moved to recommend a reduction in the letter of credit for Belle Chasse Development in the amount of $386,350.86 pursuant to supporting correspondence received by R. A. Smith & Associates, Inc. Ald. Melcher seconded; motion carried. VOUCHER APPROVAL Ald. Borgman moved to recommend approval of General Vouchers in the amount of $649,725.10. Ald. Melcher seconded; motion carried. Ald. Borgman moved to recommend approval of Utility Vouchers in the amount of $321,505.14. Ald. Melcher seconded; motion carried. ADJOURNMENT Ald. Werner moved to adjourn the meeting at 6:05 p.m. Seconded by Ald. Borgman; motion carried. Finance Committee Meeting October 23, 2007 Page 4 Jill Blenski, CMC Deputy Clerk