Minutes; Evansville Finance Committee: September 2006

Finance and Labor Relations Committee
Regular Meeting
Monday, September 11, 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 Chairperson Cothard, Ald. Braunschweig, and Ald. Juergens. 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 Cothard, seconded by Braunschweig, to waive the reading and approve the minutes for the regular meeting on August 7, 2006, as printed. Motion passed.

Citizen appearances other than agenda items listed - None

Water & Light Department Bills
Motion by Cothard, seconded by Braunschweig, to approve the Water & Light bills in the amount of $862,813.04 and authorize their payment. Motion passed.

City Bills
Motion by Cothard, seconded by Juergens, to approve the City bills in the amount of $586,518.66 and authorize their payment. Motion passed.

Unfinished Business
Since there was no activity for the monthly report of City Attorney and City Engineer expenditures for preparation of future Department of Transportation and Department of Commerce grant applications, the Committee passed over this agenda item.

Mayor Decker led the discussion regarding employee staffing at City Hall and reported an increased workload at City Hall from (1) the growth of the city, (2) new Statewide Voter Registration System, and (3) possible in-house Municipal Code Maintenance. Mayor Decker distributed a report showing the cost for an employee (See attachment). The Committee questioned the Mayor and staff regarding these issues.

Motion by Juergens, seconded by Braunschweig, to incorporate a new employee for City Hall staff into the 2007 Budget as listed on the report that was distributed to the Committee. Motion passed.

New Business
Michael Zagrodnik from Baer Insurance Services presented the insurance proposal from the League of Wisconsin Municipalities Mutual Insurance Company (LWMMI). They offer a single liability policy covering general liability, automobile, law/ordinance enforcement, and public officials liability with all coverage on an “occurrence’ without limiting “claims made” forms and no deductibles per claim. The LWMMI coverage is designed and managed by representatives from municipalities through the League’s Insurance Trust. Insured municipalities are owners of the company as participating members. Two more insurance companies will present their insurance services next month, and the Committee will hear their presentations before they make any decisions regarding the city’s insurances.

Motion by Cothard, seconded by Braunschweig, to amend the Youth Center Contract, so that they can join the Janesville’s YMCA. David Rossmiller from the Youth Center distributed a letter (See attachment) from Jean Smith, Youth and Teen Director - YMCA of Dane County, approving the request from the Evansville Dean Youth Center Board President for the change in management. YMCA of Dane County will end the current agreement with the City of Evansville on December 31, 2006. Motion passed.

Motion by Cothard, seconded by Braunschweig, to recommend to Common Council to approve Resolution #2006-36, amending the Adopted 2006 City Budget to increase the appropriation for Judgments and Losses in the amount of $8,968. Committee discussed the auditor’s management letter. Motion passed.

Motion by Cothard, seconded by Braunschweig, to recommend to Common Council adoption of Resolution #2006-38, regarding the exchange of property between Adevco, LLC and the City of Evansville. Motion passed.

Motion by Cothard, seconded by Juergens, to recommend to Common Council the engagement of additional engineering services for the North Prairie Productions biodiesel fuel facility project not to exceed 90 hours. The Committee discussed the recommended 90 hours of work, and the consensus was to cap the total cost at $10,000.

Motion by Cothard, seconded by Braunschweig, to delete, “90 hours” and add, “$10,000.” Motion passed.

The original motion, as amended, passed.

Motion by Cothard, seconded by Braunschweig, to recommend to Common Council the approval of the contract from Public Administration Associates, LLC (PAA) for their service to find candidates for the city administrator position. The Committee discussed salary and job description for the city administrator position. In regards to the job description, the consensus was to have the city administrator focus on (1) economic development, (2) city’s needs, (3) budget, and (4) development issues. Finally, when the City hires PAA, they would help the city with the salary and job description. Motion passed.

Motion by Cothard, seconded by Juergens, to increase the proposed 2007 Budget in the amount of $3,500 for the services of Doug Paulin of Lighting Forensics for the preparation of an outdoor lighting ordinance (Plan Commission’s recommendation). The Committee discussed how the Plan Commission determined the urgency for a comprehensive lighting ordinance. The Committee’s discussion focused on the costs and benefits of maintaining a comprehensive lighting ordinance.

Motion by Braunschweig, seconded by Cothard, to table and refer back to Plan Commission to review the financial impact of maintaining a comprehensive lighting ordinance. Motion passed.

The Committee discussed the city attorney services, and the consensus was to extend the agreement for two years with Mark Kopp with the current hourly rate.

Motion by Cothard, seconded by Juergens, to extend the current attorney service agreement for two years with the current hourly rate. Motion passed.

The discussion regarding the $5,000 donation from the Skate Club, which was due when the city made the payment for the skate park equipment (April 10th Finance minutes), was passed over by the Committee because the Skate Club paid the $5,000 donation earlier today.

Motion by Cothard, seconded by Juergens, to approve the new Gordon Flesch Company Copier lease. Motion passed.

The Committee reviewed the draft 2007 Operating Budgets with department heads that are overseen by the Finance and Labor Relations Committee pursuant to Resolution #2006-16.

Motion by Cothard, seconded by Braunschweig, to recommend to Common Council the adoption of the proposed five-year capital plan for 2007-11 pursuant to Resolution #2006-16. Motion passed.

Adjournment.
Motion by Cothard, seconded by Braunschweig, to adjourn at 7:10 PM. Motion passed.


Prepared by:
James Beilke
City Clerk/Treasurer