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FM20080812 CITY OF MUSKEGO Approved: 09/23/2008 FINANCE COMMITTEE MINUTES Audio Recording Available Tuesday, August 12, 2008 Muskego City Hall, Aldermen’s Room Mayor Johnson called the meeting to order at 5:45 p.m. Present: Committee Members Ald. Snead, Werner and Schaefer. Also in attendance: Ald. Pavelko, Borgman and Schneider, Clerk-Treasurer Moyer, Finance Dept. Supervisor Mueller, Engineer Simpson, Administrative Assistant Lederhaus, IS Director Sommers (arrived at 6:10 p.m.), Deputy Clerk Blenski, and those per the attached list. Ald. Fiedler arrived at 6:15 p.m. Those present recited the Pledge of Allegiance. The deputy clerk stated that the meeting was noticed in accordance with the open meeting law. APPROVAL OF MINUTES Ald. Werner moved for approval of the July 8, 2008 minutes. Ald. Schaefer seconded; motion carried. LICENSE APPROVALS Ald. Werner moved to recommend approval of a regular Operator’s License for Paul Aldinger, Annette Flancher, Adam Flasch, David Hanizeski, Jeannette Leow, Suzanne Lula, Christopher MacKenzie and Mark Nilsen subject to the licensing requirements being completed prior to issuance. Ald. Snead seconded; motion carried. Representatives of the Metropolitan Builders Association were present regarding applications submitted for Temporary Class “B” licenses for the Parade of Homes site at the Belle Chasse subdivision. Ald. Schaefer moved to recommend approval of Temporary Class “B” Retailers’ licenses for August 15, 16, 17, 23, 24, 30, 31, 2008 and September 1, 2008. Ald. Snead seconded; motion carried. The time of the sales will be from 11:00 a.m. to 5:00 p.m. with the exception of August 15 (opening day) when sales will be from 4:30 p.m. to 8:00 p.m. Keri Addis, the agent for Danny Haskell’s was present as requested by the committee. At the June 10 meeting the committee reviewed several noise complaints and advised Ms. Addis that it would review the situation again at the first meeting in August. Mayor Johnson stated there was one noise complaint since June 10. The complaint was a result of a tour bus dropping off a large group of people. The report stated that the windows were closed. Ald. Borgman was also present and encouraged people to contact the Police Dept. if they have complaints. That is the only way the City has to track any issues that exist. Mayor Johnson stated that if problems continue, renewal of the license could be in jeopardy. He recommended that Ms. Addis do her utmost to control the noise. Ald. Werner moved to approve Taxi Driver Licenses for Daniel Barry and Frederick Korth for Muskego Senior Taxi. Ald. Schaefer seconded; motion carried. Ald. Snead abstained because Mr. Korth is her father. Ald. Werner moved to recommend approval of a change of agent for the “Class A” Retailers’ License held by Aldi, Inc. The new agent, Matthew Figard, was not Finance Committee Meeting Page 2 August 12, 2008 present. The police report was favorable and Chief Geiszler approved the new agent. Ald. Snead seconded; motion carried. Ald. Werner moved to recommend approval of a Waterway Marker for Muskego Shores Community Association. Ald. Schaefer seconded; motion carried. Ald. Werner requested a representative appear before the Finance Committee regarding the 2009 waterway marker application. NEW BUSINESS Discussion and Recommendation Regarding Authorizing the Issuance and Sale of $2,450,000 Water System Revenue Bonds of the City of Muskego, Waukesha County, Wisconsin, and Providing for the Payment of the Bonds and Other Details With Respect to the Bonds Finance Dept. Supervisor Mueller stated that the proposed borrowing is to fund some capital projects of the water utility including the elevated storage tank and Well No. 13 Pump Station. Mr. Paul Thompson of Hutchinson, Shockey, Erley & Co. was present to review some of the specifics. The utility will borrow $2,450,000, which is anticipated to earn approximately $36,258. The total project costs are $2,428,900. A reserve fund of $57,358 must be provided for in the bond issue. The total source and application of funds is $2,486,258. The sale date will be August 26 with the funds available on September 9. The current outstanding Moody’s rating is A3. Mr. Thompson stated that a conference call with Moody’s would be conducted in the near future regarding the borrowing. The financial condition of the water utility is very strong. He is optimistic that the rating could be increased. The projected net interest rate is 4.85%, which is subject to change depending on market conditions on August 26. Ald. Werner moved to recommend to proceed with the borrowing. Ald. Snead seconded; motion carried. Discussion and Approval of Out-of-Class Pay - Bookkeeper Position - Finance Department Ms. Mueller gave a brief history regarding the position. In 2005, additional duties were assigned to the position due to the resignation of the Finance Director. At that time additional hours were approved, as the position was part time with no pay rate increase. At the end of 2006, the City and AFSCME union agreed that the out-of-class work being performed was of a higher technical level. The employee received $1,000 for the out- of-class work performed for three quarters of the year (2006). Ms. Mueller noted that this one-time payment was in addition to the employee’s promotion from Part-Time Assistant Bookkeeper to Full-Time Bookkeeper. In 2007, the level and quality of work continued to progress, which was due to the fact that filling the Accountant position was put on hold, and ultimately not funded in the 2008 budget. Over the past several years, the employee has performed various tasks that the Accountant would have been responsible for. Ms. Mueller is requesting that an adjustment be made to the employee’s hourly rate of pay for out-of-class work performed in 2007 and the first half of 2008. She believes this is in agreement with the existing AFSCME labor contract. The union provided a listing of wage comparisons to calculate the out-of-class payment, which Ms. Mueller confirmed was equitable based on research she did looking at both the external market and the existing internal positions. It is anticipated that this issue will be addressed in the next labor agreement through negotiations. Ms. Mueller is requesting a retroactive payment of $1,800 for 2007, $855 for January 1 - July 31, 2008. After July 31, the employee would designate the out-of-class work done on her Finance Committee Meeting Page 3 August 12, 2008 timesheet. City employee Stella Dunahee was present and gave Mayor Johnson past correspondence from the City’s labor attorney regarding out-of-class pay and nonrepresented employees. The Mayor stated the correspondence did not apply. The position being discussed is represented and is not performing nonrep duties. Mrs. Dunahee stated other employees are also doing out-of-class work with the recent cutbacks. The Mayor stated those situations could be addressed during the upcoming negotiation process. Ald. Werner moved to approve out-of-class pay for the Bookkeeper Position as follows: $1,800 for 2007, $855 for January 1 - July 31, 2008, and to allow the employee to record the out-of-class hours worked on her timesheet for the remainder of 2008. Ald. Snead seconded; motion carried. Ald. Schaefer clarified that this situation would be reviewed during 2009 budget process. Mayor Johnson commended the employee who has performed in this position. Review Request from Muskego Senior Taxi Service for Financial Assistance from the City Mr. Jim Nichols was present on behalf of the Muskego Senior Taxi Service. The organization is requesting financial assistance from the City for 2009 in the amount of $10,000. Some of the expenses that the money would be used for are: gasoline, printing and advertising, telephone, car maintenance, postage, and supplies. The coordinator of the program, Dan Henry, is the only paid employee. Funding through a Community Development Block Grant allowed the service to purchase the vehicle. An application for another block grant will be submitted. Ald. Werner stated that the amount of assistance is substantial; he would like to defer this until Mr. Nichols can provide more detailed financial information. Monthly ridership continues to increase. The service is averaging about 125 rides per month. The breakeven point is 250 rides per month, which they hope to achieve by 2010. Ald. Werner moved to defer. Ald. Snead seconded; motion carried. Discussion and Recommendation Regarding First Amendment to Agreement between the City of Muskego and the Tess Corners Volunteer Fire Department Mr. Jeff Verburgt was present. The proposed amendment initially contained a per month amount of $10,000, which is what the City would pay Tess Corners to provide citywide service. After discussion and review, Tess Corners believes the amount would more realistically be $20,000. Ald. Werner moved to amend the $10,000 to $20,000. Ald. Snead seconded; motion carried. Discussion and Recommendation Regarding Revised Harassment and Discrimination in the Workplace Policy The Mayor stated that many of the City’s HR policies need to be updated. Administrative Assistant Claire Lederhaus was present to review the revised harassment policy and identify the changes. One of the changes is the expansion of who the employee may file a complaint with. The list of protected classes is also expanded. The policy needs to be revised before training for employees can be conducted. The input from the aldermen was as follows:  Ald. Fiedler prefers all the definitions be in one section.  Ald. Fiedler does not find that the “internal investigative authority” is defined.  Ald. Werner believed the policy needed some reorganization.  Discussion took place regarding whether or not the City was a mandatory reporter. Ald. Fiedler stated the policy needs to inform employees who make a complaint if Finance Committee Meeting Page 4 August 12, 2008 law enforcement authorities will be notified. Ald. Snead requested that the administrative assistant contact CVMIC regarding the notification. Ald. Werner also requested that the status of the City as a mandatory reporter be researched, and under what circumstances might the City have to act as such. Review and Recommendation to Amend Deposit & Forfeiture Schedule The Mayor stated that the schedule was just recently amended. However, the forfeitures on the entire schedule were increased. Only those enforced by the Police Department should have been revised. The schedule is now being amended to make the necessary corrections. Ald. Werner moved to recommend approval. Ald. Schaefer seconded; motion carried. Review and Recommendation to Change the District 3 Polling Place Clerk-Treasurer Moyer was present to propose that the polling place for District 3 be moved from its current location, Station No. 1 of the Muskego Volunteer Fire Co. on Janesville Road, to the new Atonement Lutheran Church on Martin Drive. Ms. Moyer believes the change would address existing safety concerns especially during busy elections, such as Presidential. The change would also move the polling place into District 3. Ms. Moyer did discuss the situation at the current location with Chief Geiszler. Lighting and adequate parking are some of the issues and the Chief did not have any recommendations to address those. The new church will be completed by the beginning of October. Ms. Moyer stated that the change would take place for the Presidential election in November. Notification will be given to the District 3 voters at the September election. In addition, a mailing would be done. Ald. Schaefer moved to recommend approval. Ald. Snead seconded; motion carried. Review and Recommendation Regarding 66.0301 Cooperative Contract to Share the Services of Three Police Liaison Officers - 2008-2009 The Mayor stated earlier in the year, the Council approved continuation of the school liaison officer program. This is now the 2008-2009 contract. Ald. Werner moved to recommend approval. Ald. Snead seconded; motion carried. Review Request to Donate Server and PCs IS Director Joe Sommers was present to review his request to donate 17 PCs the City no longer needs to the two private schools. In addition Mr. Sommers recommends that a server that it no longer used be donated to St. Leonard School. The market value is $50. Ald. Werner stated he would like to see other civic groups be given an opportunity to receive this type of equipment. The Mayor stated they need to contact the City. Ald. Schaefer stated that she would abstain as she is a member of St. Leonard Congregation. Ald. Werner moved to approve. Ald. Snead seconded; motion carried. Review Request to Renew AT & T Centrex Agreement Mr. Sommers was also present to discuss renewal of the existing AT & T Centrex contract. The contract would be through the State of Wisconsin for a five-year term. Mr. Sommers stated that the City would be prohibited from changing phone numbers during the term of the contract. The Mayor asked if there was an “out” option. Mr. Sommers was directed to research the City’s option to terminate the contract and come back to the next meeting. He was also requested to provide a list of the other users of Finance Committee Meeting Page 5 August 12, 2008 this system. It was noted that the advantage to the existing system is that AT & T houses and maintains it. Review and Recommend Authorization to Participate in the Wildlife Habitat Incentive Program (WHIP) Ald. Schaefer moved to recommend authorization to participate in the program. Ald. Snead seconded; motion carried. The program will compensate the City for conservation practices such as conducting prescribed burns. Review and Authorization to Apply for DNR Permit for Shoreline Restoration Project on Holz Island - Little Muskego Lake Ald. Snead moved to authorize the Mayor to apply for a DNR permit for a restoration project on Holz Island. Ald. Schaefer seconded; motion carried. The $500 permit application fee will be paid for by the Little Muskego Lake Association. Discuss and Recommendation on Cost Overrun for Road Program - Martin Drive Engineer Dave Simpson appeared before the committee regarding the additional costs for the Martin Drive road project. The project is $50,000 to $75,000 over budget because of poor unexpected subsoil conditions. Mr. Simpson believed the final cost overrun would be between $55,000 to $65,000. Resurfacing could be postponed, but costs will only continue to increase. Ald. Werner moved to approve. Ald. Snead seconded; motion carried. VOUCHER APPROVAL Ald. Snead moved to recommend approval of Utility Vouchers in the amount of $285,887.40. Ald. Schaefer seconded; motion carried. Ald. Snead moved to recommend approval of Tax Checks in the amount of $823.21. Ald. Schaefer seconded; motion carried. Ald. Snead moved to recommend approval of General Vouchers in the amount of $1,534,423.53. Ald. Schaefer seconded; motion carried. FINANCE SUPERVISOR’S REPORT Ms. Mueller stated any questions regarding the report she prepared for the second quarter should be directed to her. ADJOURNMENT Ald. Snead moved to adjourn the meeting at 7:10 p.m. Seconded by Ald. Schaefer; motion carried. Jill Blenski, CMC Deputy Clerk