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FCM20111213 CITY OF MUSKEGO Approved 1/10/2012 FINANCE COMMITTEE MINUTES Tuesday, December 13, 2011 Muskego City Hall Mayor Chiaverotti called the meeting to order at 5:45 p.m. Present: Committee Members Ald. Schaumberg, Werner and Fiedler, Director of Finance and Administration Mueller, Deputy Clerk Blenski, City Engineer Simpson, IS Director Wisniewski, Ald. Snead, Borgman, Soltysiak (arrived at 5:50 p.m.), and Harenda (arrived at 6:02 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 on Friday, December 9. APPROVAL OF MINUTES Ald. Schaumberg moved for approval of the minutes of November 22, 2011. Ald. Fiedler seconded; motion carried. LICENSE APPROVALS Operators Ald. Werner moved to recommend approval of an Operator’s License for Matthew Bauer, Crystal Butzlaff, Benjamin Fetters, Karen Nordeen and Anandi Patel subject to the licensing requirements being completed prior to issuance. Ald. Fiedler seconded; motion carried. Renewal of Dog Fancier Licenses Ald. Werner moved to approve renewal of the following Dog Fancier Licenses: Hench (S78 W18232 Lions Park Drive) Reher (W187 S10740 Muskego Dam Drive) Ald. Fiedler seconded; motion carried. Review New Application for Dog Fancier License An application for a new Dog Fancier License was submitted by Steven and Joanne Klinko, W142 S6886 Tess Corners Drive. Mr. Klinko was present. Ald. Werner noted that both positive and negative comments were submitted by adjacent neighbors regarding the application. Ald. Snead stated that she has talked to the neighbors that submitted the negative comments. It appears that the main problem is the third dog (Bud), which is a Coon Hound that the Klinkos recently acquired. Mr. Klinko indicated that he has utilized a shock collar for training purposes. He did acknowledge that the dogs are not leashed. Ald. Werner stated that could pose problems. Ald. Snead stated that one of the neighbors submitted a photo to her of a fence that they installed to keep the Klinko dogs out of their yard. She noted that the information provided by the Police Department is recent. She had not heard of any issues prior to the license application being submitted Ald. Fiedler stated Mr. Klinko may be trying to address the issues. However, if they can’t be addressed then this neighborhood may not be the proper location for this type of dog. The area is residential and the lots are small. Ald. Fiedler suggested granting the license subject to a review after two or three months. His main concern is the noise especially if it occurs at night. Ald. Fiedler moved to grant the license to Mr. and Finance Committee Meeting Page 2 December 13, 2011 Mrs. Klinko with the condition that a three-month review will be done. Ald. Schaumberg seconded; motion carried. NEW BUSINESS Presentation by Civic Systems Regarding Purchase of Sire Electronic Document Management System and Workflow Software and Recommendation to Common Council Ms. Mueller stated that money was budgeted for a document management system in 2010. The money was carried over in 2011 due to the resignation of the Clerk- Treasurer. She and the IS Director have taken on the project and researched various software packages. Ms. Mueller stated that she and Mr. Wisniewski believe that the SIRE (Store Index Retrieve and Exchange) Technologies product is the best fit for the City. Mr. Mike Mandler of Civic Systems was present to give a brief overview of the EDMS and Workflow software. Mr. Wisniewski noted that the City’s documents need to be managed in a more global aspect. The City currently does not have a formal document management system, which is very inefficient. Mr. Mandler stated that the workflow software integrates with the the City’s financial software. This will allow invoices to be routed electronically. Ms. Mueller stated this would provide more transparency regarding the invoices. Ald. Fiedler asked what the benefits were. Mayor Chiaverotti stated the software will allow the public to search for documents without asking staff to do so. Mr. Wisniewski stated a significant amount of time will be saved with the workflow software. Ms. Mueller agreed and noted that all the accounts payable data will be able to be stored electronically vs. filing paper copies of checks and invoices. Mr. Wisniewski stated that funds for the EDMS and Workflow were being requested. However, there are two other components that he wanted the Council to be aware of. Mr. Mandler gave a brief presentation to display the capabilities of the Video Plus and Voting Plus software, which the City of New Berlin is currently using. Ald. Fiedler asked what the estimated return on investment was. Ms. Mueller stated three to five years. Ald. Fiedler moved to approve the purchase of the EDMS and Workflow Software for $45,250. Ald. Schaumberg seconded; motion carried. Recommendation Regarding New Positions and Elimination of the Position of Computer Specialist Mr. Wisniewski stated this was discussed during the budget process. He recommended that the Computer Specialist position be eliminated and a Systems Administrator position be created to better facilitate the operational support needs of the City. In addition, he recommended a part time intern position also be created. Mr. Wisniewski has prepared job descriptions for both positions as well as recommended salaries. Ald. Werner moved to recommend approval. Ald. Fiedler seconded; motion carried. The Systems Administrator position will have a Pay Grade of 54 and the PC Intern will have an hourly rate of $12. Mr. Wisniewski stated that he did explore the possibility of outsourcing, but did not believe that was the right choice for the City. Recommendation Regarding Creation of the Department of Public Works and Approval of Job Description for Department Director The Mayor noted that this also was reviewed during the budget process. A job description has now been prepared. Ald. Fiedler moved to recommend approval. Ald. Schaumberg seconded; motion carried. Finance Committee Meeting Page 3 December 13, 2011 Recommendation to Confirm the Selection of Director of Public Works/City Engineer The Committee reviewed performance evaluations for the current City Engineer. Ald. Fiedler stated that Mr. Simpson has been performing many of the duties of the position already and has done a commendable job. Ald. Fiedler moved to recommend approval. Ald. Schaumberg seconded; motion carried. Recommendation Regarding Severance Pay Plan and Separation Agreement and General Release Ms. Mueller stated initially it was proposed to offer the same plan as in the past when positions were eliminated. However, a request was received this morning to receive the cost equivalent of the three months of health insurance. The cost is about the same with the addition of FICA Tax. The City’s insurance carrier recommends that inactive employees not be covered. So, offering an allowance for the health insurance is in the City’s best interest. Ald. Fiedler moved to recommend the alternative plan and agreement as presented, which provides a payment for health insurance in lieu of coverage for three months. Ald. Schaumberg seconded; motion carried. Recommendation Regarding Fund Balance and Annual General Fund Budgeted Contingency Policy Ms. Mueller stated the Common Council adopted an updated fund balance policy in July of 2007. The recent audit management letter recommended the City adopt a new fund balance policy that is in compliance with Governmental Accounting Standards Board (GASB) No. 54. Ms. Mueller has revised the policy, which includes all the procedures of the previous policy with the exception of the fund balance categories. Ald. Fiedler moved to recommend approval. Ald. Werner seconded; motion carried. Recommendation Regarding Baker Tilly Virchow Krause, LLP 2011 City Audit Engagement Letter Ms. Mueller stated the audit engagement letter is reviewed annually. The language is the same as in previous years and there is no proposed fee increase. However, the City may incur additional fees due to the recent debt issue. Ald. Fiedler moved to recommend approval. Ald. Werner seconded; motion carried. VOUCHER APPROVAL Ald. Schaumberg moved to recommend approval of Utility Vouchers in the amount $85,306.61. Ald. Fiedler seconded; motion carried. Ald. Schaumberg moved to recommend approval of General Vouchers in the amount $1,562,069.84. Ald. Fiedler seconded; motion carried. COMMUNICATIONS AND ANY OTHER BUSINESS Ms. Mueller distributed a draft Table of Contents for the Employee Handbook that needs to be created. The handbook will eventually be reviewed by the Finance Committee and then approved by the Common Council. Finance Committee Meeting Page 4 December 13, 2011 ADJOURNMENT Ald. Fiedler moved to adjourn the meeting at 7:08 p.m. Ald. Schaumberg seconded; motion carried. Minutes taken and transcribed by Jill Blenski, Deputy Clerk.