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COMMITTEE OF THE WHOLE Packet - 9/18/2014 CITY OF MUSKEGO COMMITTEE OF THE WHOLE AGENDA September 18, 2014 6:00 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE APPROVAL OF AGENDA APPROVAL OF MINUTES - 8/21/2014, 8/26/2014 & 9/09/2014 NEW BUSINESS 1. Capital Fund Budgets - Expenditures & Borrowing (continued discussion) 2. Overview of 2015 Proposed Operating Budget COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Possible reconvening of the Committee of the Whole immediately following Common Council Meeting of the same date to continue work on agenda items NOTICE IT IS POSSIBLE THAT MEMBERS OF AND POSSIBLY A QUORUM OF MEMBERS OF OTHER GOVERNMENTAL BODIES OF THE MUNICIPALITY MAY BE IN ATTENDANCE AT THE ABOVE-STATED MEETING TO GATHER INFORMATION; NO ACTION WILL BE TAKEN BY ANY GOVERNMENTAL BODY AT THE ABOVE-STATED MEETING OTHER THAN THE GOVERNMENTAL BODY SPECIFICALLY REFERRED TO ABOVE IN THIS NOTICE. ALSO, UPON REASONABLE NOTICE, EFFORTS WILL BE MADE TO ACCOMMODATE THE NEEDS OF DISABLED INDIVIDUALS THROUGH APPROPRIATE AIDS AND SERVICES. FOR ADDITIONAL INFORMATION OR TO REQUEST THIS SERVICE, MUSKEGO CITY HALL, (262) 679-4100. Unapproved CITY OF MUSKEGO COMMITTEE OF THE WHOLE MINUTES August 21, 2014 6:00 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER Mayor Chiaverotti called the meeting to order at 6:00 pm. PLEDGE OF ALLEGIANCE Those present recited the Pledge of Allegiance. ROLL CALL Present were Aldermen Madden, Kubacki, Engelhardt, Di Pronio, Borgman, Wolfe, and Director of Finance and Administration Mueller. Alderman Hammel was absent. The following Department Heads were present: Police Chief Moser, IT Director Wisniewski, City Engineer Simpson and Parks & Recreation Director Anderson. STATEMENT OF PUBLIC NOTICE Ms. Mueller stated that the meeting was noticed in accordance with the open meeting law. APPROVAL OF AGENDA APPROVAL OF MINUTES - Au gust 12, 2014 Alderman Madden made a motion to approve the August 12, 2014 minutes. Alderman Kubacki seconded. Motion Passed 6 in favor. NEW BUSINESS Capital Fund Budgets - Expenditure & Borrowing a. Information Technology b. Police c. DPW -Engineering d. Parks & Recreation The Mayor stated the Committee would begin review of the 2015 Capital Improvement requests. Police Chief Moser provided an update on several projects that were already approved. Muskego Firing Range Repair Chief Moser stated that the berms were initially supposed to be completed in 2013. However, weather conditions prevented the repairs from being done so funds were carried over to 2014. The repairs have now been completed. The cost came in much less than anticipated because new dirt did not have to be hauled to the site. The Chief is requesting $8,240 be used to update the targeting system. The berm repairs and targeting system update total $27,240. The 2014 budget reflected $70,000 for this project. Security and Surveillance System Upgrade The Chief stated money was budgeted in 2014 for this project. However, it was postponed because of the facility study. The cameras at the Police Department are failing so the project needs to get started. Ms. Mueller noted that the funds may carryover in 2015 given the late start of the project. He then reviewed the following 2015 requests: Capital Project/Item Cost Comments · HVAC $100,000 · Replace existing units. · Dependent on how long existing units will last and what will be done with the building in the future. Consensus Regarding Request: It was determined that $15,000 would be budgeted at this time for an air handler (dispatch area) and replacing the unit in the evidence room. 6 in favor Capital Project/Item Cost Comments · Ballistic Vests for Tactical Team Members $5,800 · Replace current vests, which are 12 years old. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Rifle Replacement $47,000 · Replace 18 – 20 year-old department rifles. Other Points of Discussion:  Ald. Borgman suggested replacement on a rotation basis over a three-year period.  Ald. Madden supports the replacement of all the rifles now. Future replacement could be done on a rotation basis. Consensus Regarding Request: 4 in favor Ald. Di Pronio, Engelhardt, Kubacki, Madden 2 opposed Ald. Wolfe, Borgman Information Technology IT Director Wisniewski was present to address the following requests: Capital Project/Item Cost Comments · 911 Equipment $120,000 · Replace existing processing equipment. · Manufacturer will not provide technical support as of March, 2015. · New system will have a longer life span. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Multi-Function Printing Devices (Police Department and Community Development Department) $15,000 · Replace existing equipment. Consensus Regarding Request: 4 in favor Ald. Wolfe, Borgman, Engelhardt, Madden 2 opposed Ald. Di Pronio, Kubacki Chief Moser was dismissed. IT Director Wisniewski continued with the 2015 requests. Capital Project/Item Cost Comments · Virtual Server Host Replacement $6,500 · Replace per four-year rotation cycle. Ms. Mueller noted that this item would be placed in the operating budget as determined last year. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · GPS Equipment $9,500 · Existing GPS equipment experienced a hardware failure, which requires replacement. Consensus Regarding Request: 5 in favor 1 opposed Ald. Borgman Capital Project/Item Cost Comments · Storage Area Network (SAN) $40,000 · Vital piece of equipment. · Replace to meet current and future needs. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Citywide Wi-Fi Network $70,000 · Implementation of a citywide point to point wireless network. Consensus Regarding Request: 1 in favor Ald. Wolfe 5 opposed DPW-Engineering City Engineer Dave Simpson was present to discuss the following: Capital Project/Item Cost Comments · Fireside Orchard Subdivision Paving $80,000 · Final lift of asphalt needs to be installed. · The Public Works Committee has recommended the City pay 50% and the residents pay 50% of the cost. · The full amount needs to be budgeted with $40,000 being recouped through future assessments. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Woods Road Bridge Reconstruction $800,000 · Replace existing bridge, which has failed. · A grant from Waukesha County in the amount of $164,000 will help offset the cost. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Moorland Road Reconstruction $40,000 · Design and reconstruction of Moorland from Janesville to McShane and the intersection of Woods and Moorland. · Grant secured for 80% of the project cost. · $ amount reflects City’s 20% match. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Baylane Drive Reconstruction $40,000 · Reconstruct Baylane from Janesville to Woods and add pedestrian facilities. · Money allocated for first phase study to determine best options. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Pickup Truck Replacement $37,500 · Replace existing 2002 truck used for surveying and engineering inspections. Consensus Regarding Request: 5 in favor 1 opposed Ald. Di Pronio Capital Project/Item Cost Comments · Front End Loader $170,000 · Replace existing 15 year-old vehicle. Other Points of Discussion:  Ald. Kubacki would like to move to 2016. Consensus Regarding Request: 6 opposed Capital Project/Item Cost Comments · Light Duty Boom Truck $80,000 · Light duty vehicle would be used for flag and banner installations as well as street light maintenance. Vehicle would free up heavy duty truck. · Could be used by other departments. Other Points of Discussion:  Ald. Wolfe suggested newer street light bulbs.  It was also suggested that a light duty truck could be rented on an as-needed basis. It would allow the department to track the usage. Consensus Regarding Request to Purchase: 6 opposed Consensus Regarding Request (to Rent): 4 in favor Ald. Wolfe, Di Pronio, Kubacki, Madden 2 opposed Ald. Borgman and Engelhardt (Rental cost will be placed in the operating budget.) Capital Project/Item Cost Comments · Vehicle Hoist $10,000 · Would enable DPW staff to perform maintenance on Police Department vehicles, which is currently outsourced. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Industrial Park Lighting $30,000 · Replacement of approximately 10 street light poles that have failed in the industrial park. Other Points of Discussion:  Ald. Di Pronio would like to see if something could be done legally against the manufacturer of the existing poles since they should not have failed. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Replace DPW/Utilities Roof $175,000 (DPW Portion) · Replacement is high priority. · Total estimated cost is $350,000. Cost would be shared by DPW, Water and Sewer Utilities. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Cold Storage Building 60 x 180 (Commercial Grade) $360,000 (City Portion) · Has been discussed for years. · Would house DPW equipment as well as Police Department evidence and Conservation Department equipment. · Total estimated cost is $480,000. Cost would be shared with utilities paying 25%. Other Points of Discussion:  Several Aldermen did not believe this expenditure was prudent. Consensus Regarding Request: 6 opposed Capital Project/Item Cost Comments · Garage Doors $12,000 (City Portion) · Replace four existing doors and openers. · Total estimated cost $24,000. Cost would be split 50% with utilities. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Wash Station $5,000 (City Portion) · Replace worn pressure station in DPW wash bay. · Total estimated cost $10,000. Cost would be split 50% with utilities. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Richdorf Culvert $590,000 · Replace existing corrugated metal pipe Replacement with a larger reinforced concrete box culvert to alleviate flooding. Other Points of Discussion:  Swale is an option, which requires an easement. However, property owners not interested. Consensus Regarding Request: 6 opposed Parks & Recreation Parks & Recreation Director Anderson was present for the following requests: Park Dedication Special Revenue Program Fund Capital Project/Item Cost Comments · Future Trails Hwy. OO $700,000 · Durham to Hwy. 36. · Closes loop. Other Points of Discussion:  Ald. Madden noted this was approved in the past, and then put on hold several times.  Parks & Recreation Director Anderson noted that residents support the trails; they want a walkable community.  Several Aldermen expressed concern that the trails require maintenance and can only be used seasonally. Consensus Regarding Request: 3 in favor Ald. Engelhardt, Kubacki, Madden 3 opposed Ald. Wolfe, Borgman It was determined that this item would be deferred until Ald. Hammel could vote. Capital Project/Item Cost Comments · Park Arthur West $403,845 · 2015 expand access off of Martin Drive. Other Points of Discussion:  Mayor has had discussions with School District representatives on a cost sharing venture to establish an artificial turf football/soccer field.  Could be a win-win for the City.  Mayor requests decision be deferred at this time so School Board can discuss. Ald. Hammel would also like to discuss and he could not be present tonight. Consensus Regarding Request (to Defer): 6 in favor Capital Project/Item Cost Comments · Future Trails Lannon Road $60,000 · Janesville Road to Martin Drive. · Engineering fees to develop cost. Consensus Regarding Request: 6 opposed Capital Project/Item Cost Comments · Future Trails Woods Road $275,000 · Racine Avenue to Windover Drive. · Engineering would be done in house. Consensus Regarding Request: 4 opposed Ald. Wolfe, Di Pronio, Engelhardt, Madden 2 in favor Ald. Borgman and Kubacki Capital Project/Item Cost Comments · Future Trails Janesville Road $50,000 · West of Racine Avenue to the car wash. Consensus Regarding Request: 6 opposed Capital Project/Item Cost Comments · Future Trails WE-Energies Trail Expansion $40,000 (over 4 years) · County Park to Big Bend · DPW will install; cost is for stone/restoration. Consensus Regarding Request: 4 opposed Ald. Wolfe, Borgman, Kubacki, Madden 2 in favor Ald. Di Pronio, Engelhardt The City Engineer was dismissed. Capital Project/Item Cost Comments · Baseball Field Restoration $32,000 · Bay Lane I and II Fields · Denoon Park Field Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Boxhorn Warehouse Improvements $14,000 · Building leased by Boxhorn Gun Club (50% of space). Gun Club will pay for ½ the cost of the improvements. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Horn Building Removal $24,000 · A portion of the building will be removed. · Bathrooms, storage and concession area will remain. Consensus Regarding Request: 5 in favor 1 opposed Ald. Borgman Capital Project/Item Cost Comments · Idle Isle Park Boat Rinse Station · LMLA sponsoring the project. · Grant funds may be available. · Parks Paving/Concrete Park Arthur East $32,00 · Trail/Bleacher and Dugout Pads (Concrete) Consensus Regarding Request: 6 in favor · Parks Paving/Concrete Lions Park $7,000 · Pickle Ball Court Consensus Regarding Request: 6 in favor · Parks Paving/Concrete Denoon Park $184,000 · Road/Parking Lots/Basketball Courts Consensus Regarding Request: 6 in favor · Parks Paving/Concrete Kurth Park $4,000 · Trail off of Belmont to Parking Lot Other Points of Discussion:  Parks & Recreation Director Anderson requested the expenditure be removed. Staff will repair so existing trail can be utilized vs. replacing. Parks & Recreation Capital Projects Capital Project/Item Cost Comments · ¼ Ton Patrol Truck (4-Wheel Drive) $28,500 · Replace 2006 vehicle. Consensus Regarding Request: 6 in favor Capital Project/Item Cost Comments · Shop Improvements $55,306 · Upgrade lighting system. · Flooring · Roofing Other Points of Discussion:  Director Anderson stated the cost for the exterior repairs ($12,650) could be put off until 2017. Consensus Regarding Request (Reduced to $42,656): 5 in favor 1 opposed Ald. Kubacki ADJOURNMENT Alderman Wolfe made a motion to adjourn at 9:36 pm. Alderman Borgman seconded. Motion Passed 6 in favor. Minutes transcribed by Jill Blenski, Deputy Clerk Unapproved CITY OF MUSKEGO COMMITTEE OF THE WHOLE MINUTES August 26, 2014 5:45 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER Mayor Chiaverotti called the meeting to order at 5:45 p.m. ROLL CALL Present were Aldermen Madden, Kubacki, Engelhardt, Di Pronio, Borgman, Hammel, and Wolfe, Director of Finance and Administration Mueller and Deputy Clerk Blenski. The following were also present: Assessor Laura Mecha, Maintenance Director Wolwark, Fire Chief Wojnowski and Jeff Verburgt representing the Tess Corners Volunteer Fire Department. STATEMENT OF PUBLIC NOTICE The Deputy stated that the meeting was noticed in accordance with the open meeting law. APPROVAL OF AGENDA NEW BUSINESS Capital Fund Budgets- Expenditures & Borrowing (continued discussion) The Mayor stated the Committee would continue discussion regarding the Hwy OO Trail. · Future Trails Hwy. OO $700,000 · Durham to Hwy. 36. · Closes loop. Other Points of Discussion:  Ald. Madden reiterated this trail was approved and then put off for Park Arthur, which is not scheduled to be completed until 2017. Park dedication funds have been generated from her district. Residents have to deal with all the landfill issues. However, funds from both sources are being used in other areas of the City and not District 7. Important closure; residents have been waiting a long time.  Several Aldermen expressed concern about the expense of this trail. Other trails should be done first, especially if they connect to schools.  The Mayor stated that the area is disconnected from the trail system. She also noted that some of the engineering for the project has been done.  Ald. Wolfe suggested an alternative be explored, such as traffic bond. Consensus Regarding Request: 2 in favor Ald. Engelhardt, Madden 5 opposed Ald. Wolfe, Hammel, Borgman, Di Pronio, Kubacki Consensus to have the City Engineer Review an Alternative 4 in favor Ald. Wolfe, Hammel, Engelhardt, Madden TCVFD TESS CORNERS VOLUNTEER FIRE DEPARTMENT Capital Project/Item Cost Comments · 10 Pagers $6,000 · Ongoing replacement per schedule. Consensus Regarding Request: 7 in favor Capital Project/Item Cost Comments · Amkus Rescue Tool $20,000 · Replace 1996 tool with hydraulic model. Consensus Regarding Request: 7 in favor Chief Wojnowski and Mr. Verburgt left the meeting. Assessor The Assessor was present for this item. Capital Project/Item Cost Comments · Interior Inspections $90,000 · Discussion held to place approximately $330,000 in the Operating Budget (over a three-year period). Will be further discussed when Operating Budget is reviewed. Library Mayor & Finance Capital Project/Item Cost Comments · Recodification Project Total Cost $20,000 $10,000 · Project will take place over a two-year period (2014-2015). Cost represents second half of project expenditure. DEPARTMENT OF FINANCE AND ADMINISTRATION Capital Project/Item Cost Comments · Insight Voting Machine $7,000 · Finance Director continues to budget funds for future election equipment upgrade. Other Points of Discussion:  Ms. Mueller stated that Waukesha County is in the process of researching new election equipment. Final cost has not been determined. Facility Study The Mayor stated there are various options for the Council to consider. This will be placed on a future (COW) agenda. ADJOURNMENT Alderman Kubacki made a motion to adjourn at 6:44 pm. Alderman Hammel seconded. Motion Passed 7 in favor. Minutes taken and transcribed by Jill Blenski, Deputy Clerk Unapproved CITY OF MUSKEGO COMMITTEE OF THE WHOLE MINUTES September 9, 2014 5:40 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER Mayor Chiaverotti called the meeting to order at 5:44 p.m. ROLL CALL Present were Aldermen Madden, Kubacki, Engelhardt, Di Pronio, Borgman, Hammel, and Wolfe, Director of Finance and Administration Mueller. STATEMENT OF PUBLIC NOTICE Ms. Mueller stated that the meeting was noticed in accordance with the open meeting law. APPROVAL OF AGENDA – There were no issues with the agenda. NEW BUSINESS Capital Fund Budgets- Expenditures & Borrowing (continued discussion) Hwy. OO Trail The Mayor noted that at the last meeting there was a majority that wanted the City Engineer to research alternatives for the Hwy. OO trail. The cost savings if gravel is used is only $70,000. The City Engineer and Parks & Recreation Director do not recommend it because the residents will not be satisfied. In addition, more maintenance is required. The City Engineer outlined another option, which would remove the pathway in front of the proposed Wildflower Farms subdivision as well as the section of trail from Ryan Road to Hwy. 36. This would reduce the project cost to $446,000. Finance and Administration Director Mueller reviewed the projected 2014 and 2015 landfill funds. All of the approved capital project requests will be able to be funded by landfill funds with a potential surplus of $524,444. The cost for the Hwy. OO trail could be taken out of the surplus. Ald. Borgman and Ald. Kubacki stated that the project is still very expensive; they still cannot support. This is a trail of convenience. Believe the money is better spent on a park for that area. Ald. Madden stated the trail system was put in place by the Park & Recreation Board years ago. She reiterated that a good deal of the park dedication funds came from the development in District 7. Ald. Di Pronio agreed. The Mayor confirmed that a majority of new residents are in that area of the City. Ald. Wolfe stated he asked that an option to work with the County and have an area striped be researched. Ald. Kubacki would like to see the Woods Road trail be reconsidered. Ald. Borgman would like to see future budgets that do not include funds for trails. The City will need to allocate money for facility needs. Consensus Regarding Request (Hwy. OO Trail from Ryan to Durham @ $446,000) 1 in favor Ald. Madden 6 opposed Consensus to Reconsider the Woods Road Trail 2 in favor Ald. Wolfe, Kubacki 5 opposed Sidewalk Snow Removal The Mayor stated that the Council must decide if snow removal on the sidewalks along Janesville Road and Pioneer Drive will be the City’s responsibility or passed on to the property owners. The City is accepting a large risk by not addressing the snow removal as noted by the City Attorney. Options: 1. Contract out. Estimated annual cost is $50,000. 2. Adopt an ordinance that puts the responsibility for maintenance on the property owners. However, there are still areas that the City would have to maintain. This may require the purchase of an additional piece of equipment. Most municipalities pass this responsibility on to the property owners. 3. Have City staff perform all maintenance, which may require the purchase of a piece of equipment. Ald. Kubacki noted this provides consistency and asked if the property owners could be assessed. Discussion took place about the type of equipment that the City would have to purchase, and the cost. The Mayor stated that DPW may already have a snow blower that could be used. She stated that she will do further research. This item was deferred. Muskego High School Tennis Court Resurfacing Mayor Chiaverotti stated that per the agreement the City has with the Muskego Norway School District, the City is responsible to pay a 50% portion of the costs for the improvements to the tennis courts. The School District is only requesting 40% of the project cost; the City’s portion would be $20,000. Consensus Regarding Request 7 in favor HVAC – City Hall The Mayor stated this cost ($100,000) has been carried over for several years. The City’s Maintenance Director is requesting that the cost again be carried over for 2015. The current equipment is expected to fail in the near future. It will not be replaced until necessary, but the funds should be allocated for when that happens. Consensus Regarding Request 7 in favor Facility Study The Mayor distributed an updated analysis prepared by consultant, John Sabinash. The Mayor suggested that the Council review the information for discussion at a later date. The Police Chief has budgeted for a new building in 2017. The Mayor stated a timeframe for what the Council wants to do should be established. It can be changed. Discussion will continue at the next meeting. Budget Process Ms. Mueller distributed a final budget timetable. Adoption of the budgets is scheduled for the October 28 meeting. ADJOURNMENT Alderman Madden made a motion to adjourn at 6:40 pm. Alderman Kubacki seconded. Motion Passed 7 in favor. Minutes taken and transcribed by Jill Blenski, Deputy Clerk