Minutes:Common Council:Nov 2012

City of Evansville Finance & Labor Relations Committee Regular Meeting Thursday, November 8, 2012, 5:30 pm City Hall, 31 S. Madison St., Evansville, Wisconsin MINUTES I. Call to Order. The meeting was called to order at 5:30 pm by Acting Chair Jim Brooks. Present: Alderpersons Jim Brooks and Josh Manring. Absent: Alderperson Mason Braunschweig. Also present: Mayor Sandy Decker, City Clerk Judy Walton, and City Administrator Dan Wietecha. II. Approve Agenda. Manring made a motion, seconded by Brooks, to approve the agenda as presented. Motion approved unanimously. III. Minutes of October 4, 2012. Manring 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. Manring made a motion, seconded by Brooks, to accept the City and Water & Light bills in the amount of $1,259,201.94. FLR had questions about annual property insurance payments, the accounting software contract, and the police photocopier. Motion approved unanimously on a roll call vote. VI. Unfinished Business. a. Administration Office. i. Position Description: City Administrator / Finance Director. FLR discussed the draft position description for the combined City Administrator / Finance Director. FLR discussed tracking financial assistance from WPPI Energy, reporting to city committees, and the primary staff contact for the city attorney and legal proceedings. The draft will be presented to Common Council for additional input. ii. Treasurer. Manring made a motion, seconded by Brooks, to recommend to Mayor the appointment of Judy Walton as Treasurer. Motion approved unanimously. iii. City Code. FLR discussed the potential changes to the City Code due to the staffing changes; revisions to the Zoning Code may require a public hearing. iv. Organization Chart. FLR discussed the draft Organization Chart to include the revised positions, to encompass actual practices, and to clarify some misunderstandings. The draft will be presented to Common Council for additional input. v. Community Development Director. Wietecha explained that the selection panel would include the Mayor as chair of Plan Commission, chair of Economic Development Committee, Council President, Rock County Planning Department, Baker Manufacturing, and the City Administrator. They would review the applicants and sort them into A, B, and C categories based on qualifications. Interviews of the A category are expected after Thanksgiving. The position is the City Administrator’s to appoint. b. 2013 Budget. Wietecha said there would be some revisions for the proposed budget to incorporate updated information such as health insurance, tax increment calculations, and budget amendments. FLR noted the budget hearing on November 13. VII. New Business: a. Position Description: Police Sergeant. FLR noted that the prerequisites should not limit the city to hiring only from within. Manring made a motion, seconded by Brooks, to approve the updated Police Sergeant position description, including tonight’s revisions. Motion approved unanimously. b. Fee Schedule. Wietecha explained that the contract with Rock County Humane Society has some discrepancy with the City Code. An ordinance update should be considered prior to adjusting the fee schedule for animal impoundment. Brooks and Manring offered to sponsor the ordinance. c. Budget Amendments. Manring made a motion, seconded by Brooks, to recommend to Common Council approval of Resolution 2012-18, Approving Amendments to the 2012 Budget. FLR noted the intent to keep expenses in the 2012 budget rather than 2013. Motion approved unanimously on a roll all vote. d. City Assessor. Manring made a motion, seconded by Brooks, to recommend to Common Council approval of Addendum #1, Electronic Data Compliance, to Agreement for Maintenance Assessment Services with Associated Appraisal Consultants Inc. Wietecha explained that state law requires our property records and photos be converted to digital format. This is an addition to the regular assessment service contract. Motion approved unanimously on a roll call vote. VIII. Adjournment. Manring made a motion, seconded by Brooks, to adjourn the meeting. Motion approved unanimously at 6:30 pm.