Minutes: Finance: March 2012

City of Evansville Finance & Labor Relations Committee Regular Meeting Monday, March 5, 2012, 5:30 pm City Hall, 31 S. Madison St., Evansville, Wisconsin MINUTES I. Call to Order. The meeting was called to order at 5:40 pm by Chair Mason Braunschweig. Present: Alderpersons Mason Braunschweig, Jim Brooks, and Todd Culbertson. Also present: Mayor Sandy Decker, Finance Director Lisa Novinska, and City Administrator Dan Wietecha. II. Approve Agenda. Culbertson made a motion, seconded by Brooks, to approve the agenda. Motion approved unanimously. III. Minutes of February 9, 2012. Culbertson made a motion, seconded by Brooks, to waive the reading of and to approve the minutes as presented. Motion approved unanimously. IV. Citizen Appearances. None. V. Bills. Culbertson made a motion, seconded by Brooks, to accept the City and Water & Light bills in the amount of $2,904,252.24. FLR had a couple questions regarding computer and accounting software support. Motion approved unanimously on a roll call vote. VI. Unfinished Business. a. Donations & Fundraising Policy. Wietecha explained a proposed Donations & Fundraising Policy had been discussed a year ago but never decided. He noted that the draft policy is intended to stimulate feedback from FLR, City Council, and staff so a final draft could be recommended in April. FLR commented its preference to have a separate Grants Policy rather than combining it with this. FLR also noted a letter from Wally Shannon of the Library Board clarifying much of the prior month’s discussion about donations to support the Library; this will also be revisited in April. b. Personnel Policy. Wietecha explained proposed updates to the Personnel Policy are intended to stimulate feedback from FLR, City Council, and staff so a draft could be presented for additional comment in April and finalized for recommendation in May. FLR commented on personal use of city email accounts. VII. New Business: a. Job Descriptions and Reorganization. Novinska explained that the City Clerk would take on a greater role in human resources management. The Human Resources Administrator position would be updated to become an Administrative Assistant to help the Finance Director with accounting and bookkeeping, the City Administrator with employment contracts and collective bargaining, and the City Clerk with payroll and recordkeeping. FLR preferred changing the title to Executive Director to better reflect its support to the three positions rather than just the City Administrator. i. City Clerk. Brooks made a motion, seconded by Culbertson, to approve the revised position description for the City Clerk. Motion approved unanimously. ii. Executive Assistant. Culbertson made a motion, seconded by Brooks, to approve the position description for the Executive Assistant. Motion approved unanimously. iii. Budget Amendment. Brooks made a motion, seconded by Culbertson, to recommend to Common Council that the Executive Assistant be considered a budgeted position for 2012. Motion approved unanimously. iv. Hiring. Culbertson made a motion, seconded by Brooks, to approve advertising for the Executive Assistant position. Motion approved unanimously. VIII. Adjournment. Culbertson made a motion, seconded by Brooks, to adjourn the meeting. Motion approved unanimously at 6:45 pm.