Finance Committee: March 2007

Finance and Labor Relations Committee
Regular Meeting
Monday, March 12, 2007 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 and Alderpersons Braunschweig and Juergens. Staff present: Dan Wietecha; City Administrator; Eric Jepperson, Finance Director; David Wartenweiler, Public Works Superintendent; Scott McElroy, Police Chief; and Jim Beilke, Clerk/Treasurer.

Approval of Agenda
Motion by Juergens, seconded by Braunschweig, to approve the agenda as printed. Motion passed.

Approval of Minutes
Motion by Braunschweig, seconded by Juergens, to waive the reading and approve the minutes for the regular meeting on February 12, 2007 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 $540,168.42 and authorize their payment. Motion carried unanimously on a roll call vote.

City Bills
Motion by Braunschweig, seconded by Juergens, to approve the City bills in the amount of $2,434,599.58 and authorize their payment. Motion passed unanimously on a roll call vote.

Unfinished Business
Motion by Juergens, seconded by Braunschweig, to remove from the table the motion to recommend to Common Council adoption of Resolution #2006-8, amending the adopted 2006 city budget to increase the appropriation for the youth center for equipment. Motion passed.

Motion by Cothard, seconded by Braunschweig, to recommend to Common Council adoption of Resolution #2006-8, amending the adopted 2006 city budget to increase the appropriation for the youth center for equipment. Motion passed unanimously on a roll call vote.

New Business
Motion by Juergens, seconded by Braunschweig, to recommend to Common Council the approval of Tax Incremental District #7 Development Agreement between the (1) City of Evansville and (2) North Prairie Productions, LLC and Landmark Service Cooperative. Mr. Wietecha reported that Landmark Service Cooperative needed more time to review the agreement.

Motion by Juergens, seconded by Braunschweig, to table the motion. Motion passed.

Al Willimovsky led the discussion on 2005 Personal Property Tax bill for Turn 2 Construction in the amount of $454.07. He questioned the total assessed value on his business personal property and claimed a hardship case in regards to paying his bill. The Committee refused to write off his bill and instructed Mr. Willimovsky to set up a payment plan with the city clerk.

Mr. Wietecha led the discussion on the Purchase Order Policy and Procedures and Accounts Payable Policy and Procedures. He is reviewing a new procedure requiring the use of purchase orders to facilitate the accounts payable process. The Committee stated they reviewed this matter with the previous city administrator and the department heads were instructed to use purchase orders then. Mr. Wietecha will continue to review this matter with the Accounts Payable Policy and Procedures.

Mr. Wietecha led the discussion on Budget Amendment Policy and Procedures. Currently, the city reviews budget amendments when every the need arises. He is recommending the city review budget amendments once every six months. Thus, instead of dealing with budget amendments every month, the city will deal with them in June and December. The Committee concurred.

Mr. Wietecha led the discussion on the appraisal for the Police Department building. The appraised value was $178,000. The plan is to use these funds to buy current Fire Station, 10 W. Church Street, and move the police department into that building. The Fire Department plans to build a new station early next year. At that time, the city can continue exploring the option of buying the old fire department building and moving the police department into it.

Mr. Wietecha led the discussion on the Economic Development Committee Revolving Loan Fund. The City found $71,000 for Economic Development Loans, which has been dormant for many years. Because of long dormant period, Mr. Wietecha thought it would be prudent to obtain Finance and Council approval before using these funds again. The Committee instructed staff to draft policies and procedures for the Economic Development Committee Revolving Loans.

Mr. Wietecha led the discussion on Department Head Contracts. Mr. Wietecha reported that Wisconsin State Statutes give specific property interest in official officer positions, such as, the Chief of Police, Clerk, and Treasurer. Intentionally or accidentally, our Municipal Code could be interpreted to that all department heads are official officers, with the possible exception of the Finance Director. It would take a public vote, referendum, to change our Municipal Code regarding these officer positions because they are from the City’s Charter. Thus, Mr. Wietecha recommended maintaining the current Code with adjustments to the department head contracts, such as, eliminating compensation time and mandatory attendance of the Common Council meetings. Additionally, he recommended to extend contracts for a three-year period to eliminate the time and money to review these contracts every year. The Committee discussed the idea of a rolling three-year contract and instructed staff to draft department head contracts for their review next month.

Mr. Jepperson led the discussion and possible motion on 2007 Bond Issues. He reported that staff will be meeting tomorrow with Ehlers and Associates, our Financial Consultants, to discuss borrowings for Tax Incremental Districts and Capital Projects.

Motion by Braunschweig, seconded by Juergens to convene in closed session pursuant to Sec. 19.85(1)(c), Wis. Stats, considering employment, promotion, compensation or performance evaluation data of any public employee over which the governing body has jurisdiction or authority, and will not reconvene in open session. Motion passed unanimously on a roll call vote at 6:34 PM.

Adjournment
Motion by Cothard, seconded by Braunschweig, to adjourn at 6:47 PM. Motion passed.


Prepared by:
James Beilke
City Clerk/Treasurer

These minutes are not official until approved by Finance and Labor Relations Committee at their next regular meeting.