Minutes:Finance: Dec 2012

City of Evansville Finance & Labor Relations Committee Regular Meeting Thursday, December 6, 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 Chair Mason Braunschweig. Present: Alderpersons Mason Braunschweig and Josh Manring. Absent: Alderperson Jim Brooks. Also present: Mayor Sandy Decker and City Administrator Dan Wietecha. II. Approve Agenda. Manring made a motion, seconded by Braunschweig, to approve the agenda as presented. Motion approved unanimously. III. Minutes of November 8, 2012. Manring made a motion, seconded by Braunschweig, to waive the reading of and to approve the minutes as presented. Motion approved unanimously. IV. Citizen Appearances. Wietecha said he would be conducting department head performance reviews in the next few weeks; FLR should get any comments to him soon. V. Bills. Manring made a motion, seconded by Braunschweig, to accept the City and Water & Light bills in the amount of $803,340.40. FLR had questions about petty cash, Janesville Police Department, and photocopy toner. Motion approved unanimously on a roll call vote. VI. Unfinished Business. a. Administration Office. i. Position Description: City Administrator / Finance Director. FLR noted the updates to the draft position description for the combined City Administrator / Finance Director. ii. Organization Chart. FLR discussed the draft Organization Chart and proposed a couple minor changes for clarification. iii. Community Development Director. Wietecha said he had hired Nicole Sidoff as the best qualified for the Community Development Director position. Although the hiring decision is his authority, the contract document will be recommended to the City Council next week. b. City Attorney. Manring made a motion, seconded by Braunschweig, to recommend to Common Council to renew engagement of Consigny Law Firm, SC as City Attorney for two years through December 31, 2014, at an hourly rate of $130. FLR noted the increase rate had been included in the budget. Motion approved unanimously on a roll call vote. VII. New Business: a. Plow Truck. Manring made a motion, seconded by Braunschweig, to recommend to Common Council approval of internal funding for purchase of new plow truck in amount of $148,000. Wietecha explained that fund balance would be better used on the truck rather than on the street portion of the Garfield project. Motion approved unanimously on a roll call vote. b. 2013 Bond Issue. Manring made a motion, seconded by Braunschweig, to recommend to Common Council approval of Resolution 2012-19, Resolution Providing for the Sale of $2,895,000 General Obligation Promissory Notes. Wietecha explained that interest rates are at 50 year lows for municipal bonds, so several existing debt obligations are to be refunded in the new issue. Although the utilities comprise most of the project, the bond issue is a general obligation to achieve the lowest possible rates, all the while remaining within the city’s policy for debt limits. Ehlers Associates will attend next week’s council meeting to answer questions. Motion approved unanimously on a roll all vote. c. Financial Audit. Manring made a motion, seconded by Braunschweig, to recommend to Common Council approval of engagement of Johnson Block and Company, Inc. for independent financial audit for year ending December 31, 2012. Motion approved unanimously on a roll call vote. d. Community Service Clerk. Manring made a motion, seconded by Braunschweig, to approve hiring a Customer Service Clerk. Wietecha explained this is a union position and will be posted internally for three days. If we do not have interest from a qualified internal candidate, it will be advertised to the public. The intent is to emphasize the accounting and bookkeeping duties of the job. The position would not start until after the first of the year. Motion approved unanimously. VIII. Adjournment. Manring made a motion, seconded by Braunschweig, to adjourn the meeting. Motion approved unanimously at 6:00 pm.