Minutes: Finance: July 10, 2006

Finance and Labor Relations Committee

Regular Meeting

Monday, July 10, 2006 5:30 PM

City Hall, 31 S. Madison Street, Evansville, WI

MINUTES
Chairperson Cothard called the meeting to order at 5:30 PM. Present were Acting Chairperson Braunschweig, and Ald. Juergens. Ald. Cothard was absent. Staff present: Eric Jepperson, Finance Director, and Jim Beilke, Clerk/Treasurer. Mayor Decker and Ald. Sornson were present in the audience.

Approval of Agenda

The agenda was approved as printed

Approval of Minutes

Motion by Juergens, seconded by Braunschweig, to waive the reading and approve the minutes for the regular meeting on June 12, 2006, as printed. Motion passed.

Citizen appearances other than agenda items listed - None

Water & Light Department Bills

Motion by Braunschweig, seconded by Juergens, to approve the Water & Light bills in the amount of $373,963.45 and authorize their payment. Motion passed.

City Bills

Motion by Braunschweig, seconded by Juergens, to approve the City bills in the amount of $224,560.42 and authorize their payment. Motion passed.

Unfinished Business

The committee reviewed the status of insurance/collateral covering city’s deposits.

The Committee reviewed the revised draft of the Employee Handbook. The Committee discussed how the current Employee Handbook was over 10 years old, and the changes that were made to it are not noted. Personnel laws have changed in the last 10 years. They questioned if the next step was give to the draft handbook to department heads for their input or let the city’s personnel attorney review it to make sure the draft handbook complies with current laws.

Motion by Juergens, seconded by Braunschweig, to submit the revised draft of the Employee Handbook to the city’s personnel attorney for his review. Motion passed.

The motion regarding Resolution #2006-8 was left on the table because the construction of the new youth center was not completed.

Motion by Juergens, seconded by Braunschweig, to recommend to Common Council approval of Contract between State Collection Service, Inc. and City of Evansville for collections services. The city will use State Collections Service to collect delinquent personal property tax bills. Motion passed.

Motion by Juergens, seconded by Braunschweig, to extend the employment period of the limited-term employee (LTE). Because the State of Wisconsin requires all municipalities to use the new Statewide Voter Registration System (SVRS) computer system, the Committee favors extending the LTE employment period, so that she can set up the new system. Additionally, because of the vacancy of the city administrator position, the Committee favors extending the LTE employment period to help city staff. Motion passed.

The Committee discussed actions needed to recruit a new city administrator. The Committee reviewed different avenues to use when hiring an administrator. Additionally, the Committee discussed the administrator’s duties and responsibilities and decided to review this matter at the next finance meeting. For the next finance meeting, the Committee instructed staff to include in the packets the Finance Committee minutes for February and the city administrator’s job description. Because time is of the essence and the city administrator’s workload and responsibilities are immense, the Committee would be remiss if they did not move forward at this meeting. The Committee decided to have a special finance meeting at a later date with Ald. Cothard present because of his experience in these matters.

Motion by Juergens, seconded by Braunschweig, to have a special Finance meeting as soon as possible with Ald. Cothard present. Motion passed.

New Business

Kevin Krysinski from Johnson Block and Company presented the 2005 Preliminary Audit Report. He reviewed the draft Management Letter and preliminary Financial Statements with the Committee.

Motion by Juergens, seconded by Braunschweig, to recommend to Common Council to adopt Ordinance #2006-17, amending the Municipal Code relative to authorizing an application fee for specified comprehensive plan amendment applications. Because the city has costs associated with amendments to the city’s smart growth comprehensive plan, the Committee favors collecting those costs from the applicant for the amendments. Motion passed.

Motion by Juergens, seconded by Braunschweig, to recommend to Common Council to adopt Resolution #2006-23, amending the City of Evansville’s Fee Schedule. This resolution states the application fees for a floodplain development and application fees for an amendment to the interim future land use map or future land use map. Motion passed.

Mayor Decker led the discussion on Ordinance #2006-18, amending Municipal Code relative to the effective date of appointments to committees, commissions, and boards. There were discrepancies between the city’s appointments to committees in April and the code regarding starting and ending dates for committee members. This ordinance matches the April appointments to the code.

Acting Chairperson Braunschweig opened the public hearing at 6:50 PM. Ald. Sornson and Karen Aikman, 126 Garfield Ave., are in favor of this ordinance. Acting Chairperson Braunschweig closed the public hearing at 6:51 PM.

Motion by Juergens, seconded by Braunschweig, to recommend to Common Council to adopt Ordinance #2006-18, amending Municipal Code relative to the effective date of appointments to committees, commissions, and boards. Motion passed.

Mayor Decker led the discussion on Ordinance #2006-19, amending Municipal Code relative to appointments of trustees of the Evansville Fire Protection District. The code did not provide terms for the trustees of the Fire Protection District, and this ordinance provides those terms.

Acting Chairperson Braunschweig opened the public hearing at 6:53 PM. Ald. Sornson and Karen Aikman, 126 Garfield Ave., are in favor of this ordinance. Acting Chairperson Braunschweig closed the public hearing at 6:54 PM.

Motion by Juergens, seconded by Braunschweig, to recommend to Common Council to adopt Ordinance #2006-19, amending Municipal Code relative to appointments of trustees of the Evansville Fire Protection District. Motion passed.

Motion by Juergens, seconded by Braunschweig, to recommend to Common Council to adopt Resolution #2006-24, making a Preliminary Declaration of the Common Council’s Intent to Levy Special Assessments under Municipal Police Power under § 66.0703, Wis. Stats. The city will install or replace sidewalks on the west side of South 2nd Street from Highland Street to Fair Street and all property fronting on the north side of Fair Street from South 2nd Street to the end of the public street. Motion passed.

Motion by Juergens, seconded by Braunschweig, to recommend to Common Council to adopt Resolution #2006-26, Supporting Agreements between the City of Evansville and the Wisconsin State Elections Board regarding use of the Statewide Voter Registration System (SVRS). The State Election Board requires this resolution from all municipalities. Motion passed.

Motion by Juergens, seconded by Braunschweig, to recommend to Common Council to adopt Resolution #2006-28, amending the Adopted 2006 City Budget to Increase the Appropriations for Water & Light Utility Construction and Equipment Purchases. The adopted 2006 city capital budget inadvertently did not include any appropriations for these projects, and this resolution rectifies the 2006 budget. Motion passed.

Motion by Juergens, seconded by Braunschweig, to recommend to Common Council to authorize Ehlers & Associates to amend the project plan for TID No. 5 to include $40,000 for marketing to developers and potential tenants of redevelopment projects, including, but not limited to, possibly contributing to the cost of a trade market analysis study. The Committee questioned who would pay for the other part of trade market analysis study. The consensus was the Committee needed more information before they could approve this motion. Motion failed with Juergens and Braunschweig voting against it.

The Committee discussed the City Assessor Services and possible motion for Request for Proposals (RFPs). The city hired the current city assessor in 2001, and it would be financially prudent to solicit RFPs for the 2007 city assessor services.

Motion by Juergens, seconded by Braunschweig, to solicit RFPs for the city assessor services starting in January 2007. Motion passed.

The Committee discussed the mayor attending a seminar by League of Wisconsin Municipalities - 2006 Wisconsin Chief Executives Workshop. The consensus was to allow the mayor to attend the seminar.

Motion by Juergens, seconded by Braunschweig, to authorize the mayor to attend the League of Wisconsin Municipalities - 2006 Wisconsin Chief Executives Workshop and to authorize the city to pay for the seminar costing $214 plus the incidental expenses. Motion passed.

The Committee discussed the financial account relating to "Fees received in lieu of Parkland Dedication." Ald. Juergens distributed a “Fees in Lieu of Parkland Dedication” report. Tim Schwecke, City planner, created this report showing that $139, 218.86 was collected as of today. The report estimates that $153,207.00 will be collect from 2007 through 2011. The new law prohibiting parkland fees has stopped this funding for future parks. Ald. Juergens wants to make everyone is aware that the $292,245.86 is designated for new parks, and the Park Board intends to use it. The Committee questioned the accuracy of the report because it was not matched to the city’s accounting records. The Committee instructed staff to generate a more definitive dollar amount for designated Parkland Dedication Fees and agreed this report is a good starting point for that final answer.

Adjournment.
Motion by Juergens, seconded by Braunschweig, to adjourn at 7:38 PM. Motion passed.

Prepared by:

James Beilke

City Clerk/Treasurer

The Minutes are not official until approved by Finance and Labor Relations Committee at the next regular meeting.