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FCM20110913 CITY OF MUSKEGO Approved 9/27/11 FINANCE COMMITTEE MINUTES Tuesday, September 13, 2011 Muskego City Hall Mayor Chiaverotti called the meeting to order at 5:45 p.m. Committee Members Ald. Schaumberg, Fiedler and Werner were present as well as Finance and Administration Director Mueller and Deputy Clerk Blenski. Also present: Ald. Snead, Harenda (arrived at 6:10 p.m.), Borgman and Soltysiak. Those present recited the Pledge of Allegiance. The Deputy Clerk noted that the meeting was noticed in accordance with the Open Meeting Law. APPROVAL OF MINUTES Ald. Schaumberg moved for approval of the minutes of August 23, 2011. Ald. Werner seconded; motion carried. LICENSE APPROVALS Operators Ald. Fiedler moved to recommend approval of an Operator’s License for Katran Beard, Thomas Bilitz (Temporary for 9/22), Wendy Bourdo, Christine Duston, Ann Riemer, Janelle Smoody, Barbara Wittenberg and Cynthia Zengle subject to the licensing requirements being completed prior to issuance. Ald. Schaumberg seconded; motion carried. Outside Dance Permit for Marx Pioneer Inn for 10/15/2011 No one was present regarding the permit application. Ald. Werner moved to recommend approval of an Outside Dance Permit for Marx Pioneer Inn, W180 S7808 Pioneer Drive, for October 15 from noon to 11:00 p.m. Ald. Fiedler seconded; motion carried. Amendment to Outside Premise for High Tide for 9/18/2011 Mr. Hoorman was present as the corporate agent for the “Class B” Retailers’ License held by High Tide Muskego LLC, S76 W17745 Janesville Road. The establishment is requesting that the rear and side outside premises be licensed on Sunday, September 18 from 11:00 a.m. to 6:00 p.m. Ald. Werner moved to recommend approval. Ald. Schaumberg seconded; motion carried. NEW BUSINESS Eligibility of Exemption from County Library Tax Levy for 2012 The Mayor noted that this had to be done annually. Ald. Werner moved to recommend that the City would appropriate and allow the library to expend no less than a rate of $0.245966 per $1,000 of the actual state equalized value amount. Ald. Schaumberg seconded; motion carried. Finance Committee Meeting Page 2 September 13, 2011 Authorizing the Mayor to Approve Vouchers The Mayor stated this relates to the cancellation of the November 8 Finance and Council meetings because of the special election. Ald. Fiedler moved to recommend approval. Ald. Schaumberg seconded; motion carried. City Grievance Procedure Ms. Mueller stated that the procedure is one of the requirements of Wisconsin Act 10. It must be adopted by the Common Council no later than October 1, 2011. The procedure would apply to all employees except the police personnel who are subject to the process within the represented police labor agreement. The three issues that must be addressed are employee discipline, termination and workplace safety. The state requires that the grievance process must be identified within the procedure and that it should allow for a review by an impartial hearing officer. The City’s Finance Committee would appoint the impartial hearing officer on a case-by-case basis. An appeal process is also required. The Common Council would be the highest level of review for all employees with the exception of library personnel who would appeal to the Library Board. The procedure is still subject to review of the City labor attorney. Ald. Werner moved to recommend approval of the (attached) procedure. Ald. Fiedler seconded; motion carried. Purchase of Caselle’s Upgrade Entitled Clarity Ms. Mueller stated that $58,750 was approved in the 2011 Capital Budget for the upgrade. She and the IS Director met with representatives from Civic Systems who proposed a newly developed software called “miTime.” The new component would allow for the movement from paper timesheets to electronic records for payroll. Ms. Mueller stated hours would be recorded daily rather than bi-weekly. This would provide better control and more efficiency. Employees are tracking and submitting a manual timesheet. Those numbers are then keyed in by an employee. This duplication would be eliminated and staff could direct their time to other tasks that often get postponed. Mr. Wisniewski believes the cost of the investment is reasonable. Ms. Mueller was able to negotiate a $2,000 discount. The total cost of the software package is $8,200. There are sufficient funds in the capital expenditure budget. The total amount she is requesting is $66,950. The ultimate goal is to have the employees input their own time. Ald. Fiedler moved to recommend approval of the expenditure in the total amount of $66,950. Ald. Schaumberg seconded; motion carried. Revised Purchasing Policy Ms. Mueller stated the existing policy was originally done in 2006. She reviewed the proposed revisions to the policy (as attached). She noted that budgets are adopted by category or fund rather than by individual expenditure accounts. As long as a department does not exceed the category or fund, an amendment to the budget would not be necessary. The Mayor stated that the City Engineer as well as Sharon worked on the proposed revisions by looking at policies from other municipalities. Many of the proposed changes were modeled after the City of Brookfield’s policy. Ms. Mueller noted that during the budget process, the Committee of the Whole can require that certain purchases would be subject to committee review the following year. The dollar thresholds for items that exceeded the authorized departmental expenditure budget or Finance Committee Meeting Page 3 September 13, 2011 were not budgeted were increased by $500. Ald. Werner moved to recommend approval of the policy. Ald. Schaumberg seconded; motion carried. VOUCHER APPROVAL Ms. Mueller stated there was an invoice ($6,385.18) included in the General Vouchers that may be a duplicate so it will be removed. She is researching the matter, which relates to the Muskego Volunteer Fire Company. Ald. Schaumberg moved to recommend approval of Utility Vouchers in the amount $199,668.82. Ald. Fiedler seconded; motion carried. Ald. Schaumberg moved to recommend approval of General Vouchers in the amount $624,535.60, which includes removal of the voucher referred to above. Ald. Fiedler seconded; motion carried. FINANCE DIRECTOR’S REPORT Ms. Mueller stated that she is reviewing other investment options. She is going through the last audit of the year, which is a review of the City’s Other Post Employee Benefits (OPEB). ADJOURNMENT Ald. Fiedler moved to adjourn the meeting at 6:20 p.m. Ald. Schaumberg seconded; motion carried. Minutes taken and transcribed by Jill Blenski, Deputy Clerk.