Ad Hoc Reorganization Committee Meeting Minutes

October 1, 2003

Present: Tom Romdenne, Russ Ritchie, Jim LeCloux, Nancy Johnson, Dawn Wagner, Francis Bero, Gary Paape, Gini Haske, Wayne Schmidt and Joan Groessl.

Meeting was called to order at 6:00 by Chair Gini Haske.

Motion by Russ, second by Wayne to approve the agenda. Motion carried.

Motion by Wayne, second by Russ to approve the September 3rd minutes with date correction. Motion carried.

Old Business:

1. Continuation of review of list of comments from previous Ad Hoc Committee.
   1. Tax Equitability—has been analyzed fro Fire Protection of localities. Library funding is statutorily determined at present. Discussion of possibly pursuing the idea of a county-wide library system (would probably require a referendum). Discussion also of funding with tax levy and those donations obtained. Tom will check into this and bring it back to the next meeting.
   2. Discussion of a weekly cable show outlining topics of the area. Main Street will do a presentation at the Council meeting to highlight achievements. This is needed on an ongoing basis.
   3. Discussion related to communication within City operations, particularly as relates to misunderstandings between Council and Utility. The joint Public Works and Utility meeting held recently was seen as helpful. It was noted that the City is a member of WPPI, not the Utility. Motion made by Wayne, seconded by Russ that a recommendation be made to the Council to increase the membership on the Utility Commission to include the Mayor and City Administrator. Motion carried. Tom will find out how to revise the charter ordinance for discussion at next meeting.
   4. Topic of Water on the Tax Roll—Because of cuts in revenue sharing, some communities are exploring this. At current rates, would add $14/month for each user. Algoma City tax rates would drop.
   5. Value of tourism—it was noted that many people are opposed to tourism industry. It is felt that when the City is always prepared and takes advantage of the resources it does have, opportunities may arise from a visitor to the City.
   6. Burning Barrels—this issue was addressed by Public Works. It is likely that with emissions problems occurring within the area, the State will identify a course of action the City must take.
2. Correction discussed from previous ad hoc minutes. Minutes had reported concern over a 42% increase this year in administrative fees. Due to an inaccurate number going back two years, the computer inaccurately computed the figure. The increase within the next budget is 5%. (The administrative fees had increased 42% over the three year period. This is to make up for undercharging in the past).
3. Medical Center payroll—it was discovered that the Med Center pays only $50/month for processing of their payroll. It may not be cost effective to cross train LTCU staff with City Staff on payroll; this can be addressed next meeting.

New Business:

Jim reported that on the status of the Olsonite and Monarch building. Olsonite has had water discontinued and soon electricity as well. The building is totally empty.

Plan for Next Meeting will discussion of library funds, update on commission change options, payroll. Next meeting is scheduled for November 5 at 6:00 p.m.

Meeting adjourned at 7:15 p.m. with motion by Francis, seconded by Dawn.

Respectfully submitted,

Joan Groessl

Ad Hoc Reorganization Committee Meeting Minutes

September 3, 2003

Present: Tom Romdenne, Russ Ritchie, Jim LeCloux, Nancy Johnson, Dawn Wagner, Francis Bero, Gary Paape, Gini Haske, Wayne Schmidt and Joan Groessl.

Meeting was called to order at 6:00 by Chair Gini Haske.

Motion by Russ, second by Wayne to approve the agenda. Motion carried.

Motion by Joan, second by Dawn to approve the August 6th minutes. Motion carried.

A. Job Description :

1. Discussion of recent hiring of customer service employee at Utilities. Nancy reported this was a full-time, cut to 20 hours in February so it was felt the position was needed.
2. Consensus was that the only opportunity for consolidation would be in the Customer Service Area of the Utilities and City Hall. (There would be coverage issues).

B. New Business

Review of the consolidated ideas from the previous Ad Hoc Committee.

1. Payroll- possibility of City wide. Issues include the ability of the software system to interface with other systems. Utilities system is from 1998 with regular updates, City’s is 2003. Tom will call Jean at Schenk to see if it is possible to set up system to export/import data directly to Utilities. Will be able to further investigate when one of the systems is obsolete. Consensus was to have Jan trained for payroll at the Algoma Medical Center. Familiarity of the system will aid in cross-training for City payroll also.
2. Purchasing- departments are cooperatively purchasing at present. Jim suggested that the City look into the Energy Conservation/Public Benefits for lighting and will forward this information to City Hall.
3. Review of costs for City and County services. At this point, consolidation is not cost effective.
4. Discussion of departmental alignments.
5. Joan presented concerns expressed at the Public Works meeting. Appears that City and Utilities are working at cross purposes in budgeting issues. Allocation of fees to the City, the proposed 42% increase in administrative fees to the WWTF as current issue. Previous raises and the hydrant fee as other examples. Further discussion needed to identify options to resolve. Nancy will check into administrative fees issue.
6. Capital Outlay- It was suggested that this is an opportunity to work with the outlying communities when significant purchases might be needed.
7. Lawn Care—discussion at length of options. Possibility of hiring retired persons on a part-time basis.
8. Boilers- Tom will investigate adding all entities to the current Engineering Design contract.
9. Cleaning- Use of lower cost contract to do routine cleaning, freeing up Union staff to do other tasks was discussed. Dawn will bring this back to the Park and Rec. A system of part time help also doing the work is being investigated.
10. Discussion of privatization, contracting and own staff performing work. If it means staff will remain idle, is not cost effective. Only option is not replacing workers through attrition.

Plan for Next Meeting will include continuing brainstorming on issues of efficiency and cost effectiveness. Next meeting is October 1 at 6:00.

Meeting adjourned at 7:45 p.m. with motion by Dawn, seconded by Wayne..

Respectfully submitted,

Joan Groessl

AD HOC REORGANIZATION COMMITTEE MEETING MINUTES

AUGUST 6, 2003

Present:  Tom Romdenne, Russ Ritchie, Jim LeCloux, Nancy Johnson, Dawn Wagner, Francis Bero, Gary Paape, Gini Haske and Joan Groessl

Absent:  Wayne Schmidt.

Meeting was called to order at 6:02 p.m. by Chairman Gini Haske.

Motion by Dawn second by Russ to approve the agenda.  Motion carried.

Motion by Tom second by Russ to approve the July 2nd minutes with the correction of "water" rates as "sewer" rates.  Motion carried.

A.  Review of the Job Description Spreadsheets:
      1.  Joan omitted the Park and Recreation Union member, his duties will be added.
      2.  Changes/clarifications were outlined and the sheets will be adjusted accordingly.

B.  Organization Chart:  Revision was reviewed.  Should the Committee recommend any changes   and the Council adopts, the chart will again be revised.

C.  Brainstorming:
      1.  What if WWTF were moved to Utility? Implications, pros/cons need to be outlined.  Is this even something the Utility would accept?  What about sewer maintenance which is a Street Department function?
      2.  Marina Operations were highlighted as being a year round project.
      3.  Should Parks be moved to Streets?  This would limit flexibility in the part-time/seasonal workers.
      4.  Issue of saving money versus getting more done.
      5.  Wages/Hours/Working conditions are what must be maintained to prevent a Union grievance.

Plan for next meeting will include brainstorming on issues of efficiency and cost effectiveness.  Joan will forward the listing from previous Ad Hoc Committee/public input.  A future meeting will then work to developing pros/cons of any brainstormed suggestions.

Meeting adjourned at 7:25 p.m. with motion by Dawn seconded by Tom.

Respectfully submitted, Joan Groessl

Issues

a.  Purchasing - Discussion of suppliers, coordinating with all parties.  Include school.  (Paper, toilet paper [standardize dispensers].  Look at state discount possibilities.  In regards to purchasing, it was suggested we go beyond the City limits.  Mayor could meet with surrounding mayors and chairs.

b.  Payroll - It is possible the Medical Center's software could be developed and incorporated with the City's.  [Advantage: retirement system, cross training] Need to look at payroll as more than just writing the check.  Utility is responsible to the rate payer.  Could not have Medical Center payroll done at the Utility.  (Taxpayer vs. rate payer)

c.  Lawn Work - would need someone full-time to cut grass if combined.  [City will need to address the vacant lots for consistency in cutting/enforcement:  Noted that Utilities pays $10/hr for grass cutting and City $14/hour.  Might be better to contract it out.

d.  Maintenance - Discussion of cross-training for boilers.  City contracts with Energy Design.  Evaluate adding Utility, WWTF and Medical Center to contract.  Possibly WWTF.

e.  Discussion of gas purchase.  Also should utilize the County gas as is generally cost effective.

f.  Discussion of computers and maintenance of this.  It is most cost efficient to use local providers.  [No change from current recommendation]

g.  As contracts renegotiated, evaluate Union clauses may impede efficiency at times.  (R/T supervisor working with the line, schedule for part time help)

h.  Discussion of medical center maintenance and feasibility of adding to the Street Department.

i.  Staffing -- possibility of having Community Service Workers or Huber inmates assist.  If terms of using those required to do community services, if have to "baby sit" them, it isn't worth it.  Need to evaluate liability as well.  Discussion of possibly having one person in charge of the City Garage.  There was discussion of moving parks responsibility to public works.  Recommended that possibly the person who cleans City Hall also clean the Community Building.  Keep the Marina and Recreation with Terry.  WWTF under Utilities if Parks are sent to Street Dept., would then recommend an adjustment in the Commission structure.  There was also question as to staffing ratios in other departments of the City.  Recommended WWTF to Utility, need to work around Union issues.  (Why can't two unions be involved?)

j.  Industrial Committee - discussed committee becoming more in the form of economic development since the lots are sold.  Possibly increasing coordination between community affairs and Main Street with this committee.  Discussion of committee structure and tentative proposal to have an "Economic Development and Promotion Committee".  Howie Nell indicated there is a potential for losing an additional 25-30 jobs if human services is sent to Kewaunee.  Council should approach the County Board to keep services in town.  Suggestion is to lease or purchase the Richmond Center for those offices.  Promote Olsonite and in getting an industry to relocate "Wisconsin Cooperative" program representative.  Cited Sturgeon Bay's incubator project and asked if start up money could be allocated [Bill Chaudoir would be contacted].  It was recommended to use the City Web Site for advertisement of the business property.  Protection of the Monarch Company -- what they need other than money.  It is easier to keep business than attract new.  The discussion covered the three aspects of economic development helping businesses already here and ideas about getting started and bringing new businesses in.  Chamber is another avenue combining the two (promotions and economic development) would be a large job.  Need to do more to apply for state grants.  We need to believe in our City ourselves in order to sell it.

k.  Discussion of having an "Ordinance Committee" who would review all ordinances and respond to request for future one.  This in reference to issues with the need to review the building code ordinances and would be a plan for regular review for accuracy and any need for revision.  Ordinance review requires legal input.  Are there companies that specialize in reviewing ordinances?  Issues may also be enforcement.

l.  Burning barrel issue came up at several meetings.  This topic would appear to be appropriate for a referendum.

m.  Park Maintenance - Need to make sure weeding around trees is done.  Boardwalk garbage empty more consistently.  Automatic listing of what needs to occur maintenance wise should be maintained.  Fish cleaning station looked at when it is closed - is it too early?

n.  Assembling at the Youth Club - Need to evaluate where youth activities occur, observation of outside of youth club.  Would kids hang out by the skate park instead?

o.  DNR change of beach ruling needs to be a priority.

p.  Efforts to consolidate police and sheriff's departments.    There is question if this would be less costly, coverage a concern.  PPP did replace a FT with a PT officer.

q.  The County has 19,000 people in a 13 mile area.  Costs are the same per capita and the only way to get around it is county wide consolidation.

r.  It was indicated that it is the responsibility of the Council to address County issues as they affect the City.  Who speaks on behalf of the people?

s.  At one point, the school budget passed through the council for approval.  This was changed via referendum.

t.  Need to prioritize where to put our efforts to better save money.

u.  Use more part time help.

v.  There is a computer program available which could be used in the WWTF.  It would essentially mange the plant.  Wouldn't eliminate people just makes it easier for any staff to fill in.

w.  Utilize talents to cross train coverage.

x.  Mission  statement - what as a group want to accomplish-annual goals? (e.g. "Efficient operation with equitable assessment").

y.  Public Works - analyze what it costs per job and then see if we can do as cost effectively.  Only way to evaluate efficiency.

z.  Look at Medical Center and Electric and Water Utility the same way.  [PSC puts out info to compare cost and price of operations].

aa.  Discussion of the inequities that are built in by long standing into the Library and Fire Department (Coverage outside to the City but inequitable pay back)

bb.  Need someone (CPA) to give information, pull it together, regarding tax equitability and analyze it.

cc.  Do we need to have an industrial park coordinator?

dd.  It was felt that Main Street needs to better get the word out about what they are accomplishing.  Use of room tax (City portion) to help.

ee.  Use of Cable to disseminate information.  Suggested a regular show presenting City issues - concise and to the point.

ff.  Need for follow through.  The Council charges but the Administrator must insure is done.

gg.  Look at making commissions into committees.  Makes the City unified if all are committees.  Benefit of Commission (Utility) is that length of time adds continuity.

hh.  Look at Fire Department contracts.  Pass on the cost of the tanker.  (Does the City really need this?)

ii.  Water on tax role would increase taxes for those who minimally use.  Look at a user fee.

jj.  It was felt that "Algoma plays Grandpa".  This comes from the old tradition of surrounding coming to Algoma for shopping.  Reason for this is not non-existent. 

kk.  Extra territorial zoning - Need to annex and not just give services.  (Tax issue).

ll.  Bill Kenzik - Best area to be combined is Data Processing since are then paying for updating a program only once, insures confidentiality.  Organization chart is a start - need to start at the top and work down.  Online purchasing can also be effective.

mm.  In discussing the topic of burning barrels, bill Kenzik noted it gives the City a bad image, causes hazards due to carelessness, health concerns.  Those opposed due to cost could be asked to prove a hardship for supply of garbage stickers.  Need to see if the City would have any savings if no burning barrels allowed (insurance, etc.)  Dave Meyer noted that if people recycled as they are supposed to, there is not much garbage to be set out.  Guy Haasch indicated this is a policing issue since the ordinance is already in effect.  He also noted that it is illegal for a business to have a burning barrel/incinerator.

nn.  Ways other than tourism to bring something into the City.  Focus on a Community Center and swimming pool at the high school would be amenities to keep people here.  Need to get early involvement of youth.  Build up citizenship because that is when people move in.  Need to come up with a plan for funding.

oo.  The City owns a large amount of prime property that could be developed.

pp.  The Main Street Program is against condos.  Need to bring someone in who is qualified to search and find grants - a planner position.  Ask the representatives and senators for help.  Little things will bring back to the City.  Need to be proactive regarding the proposal for a county sales tax - not be benefit inmates but the communities.  Communities be researched that have turned themselves around.  People are shopping outside of Algoma because they do not have what we need here.