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COMMITTEE OF THE WHOLE Packet - 3/10/2015 CITY OF MUSKEGO COMMITTEE OF THE WHOLE AGENDA March 10, 2015 6:15 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 NEW BUSINESS OLD BUSINESS 1. Continue discussion on space needs for the Department of Public Works 2. Update regarding purchase of S76 W18109 Janesville Road utilizing a Municipal Flood Control Grant (Dave Simpson) CLOSED SESSION 1. Please take notice that following Approval of Minutes and Discussion of Agenda Items, the Committee of the Whole will convene, upon passage of the proper motion, into closed session pursuant to Wis. Stats. Section §19.85(1)(c) and (f): Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, more specifically to discuss worker’s compensation claim for a specific employee. 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 February 10, 2015 6:05 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER Mayor Chiaverotti called the meeting to order at 6:16 p.m. PLEDGE OF ALLEGIANCE ROLL CALL Present: Aldermen Madden, Kubacki, Engelhardt, Di Pronio, Borgman, Hammel and Wolfe. Also present: Public Works Director/City Engineer Simpson, Director Mueller. STATEMENT OF PUBLIC NOTICE Director Mueller stated that the meeting was properly noticed. APPROVAL OF AGENDA APPROVAL OF MINUTES - November 25, 2014 Alderman Hammel made a motion to approve the minutes from November 25, 2014. Alderman Kubacki seconded. Motion Passed 7 in favor. NEW BUSINESS Discuss Parks & Recreation Board policy about snow removal on trails Director Dave Simpson presented an overview of the current DPW policy for trail clearing, including which trails are being cleared and how often. He stated that the policies were the same as were set by the Parks & Rec board. A priority order was set to clear parking lots first, then trails. For the last snowfall, which was significant, it took approximately 2 1/2 days to clear the trails using 3 staff members. A bobcat, lawn mower with blower attachment and in some cases a small pickup truck were used, and Simpson estimated diesel fuel costs were $80- $100/day. Smaller storms may cost less, but until a full season is in these are the best estimates. State law gives the city up to 3 weeks to clear these trails. Sidewalks are intended to be cleared first, however Simpson said due to county plowing operations, which push the snow back onto the sidewalks, DPW has found it more efficient to wait to clear sidewalks, opting to clear trails first. Alderman Borgman stated he thought the City was only going to clear sidewalks and not trails, and what was being done was more than was understood. Alderman diPronio and Mayor Chiaverotti stated that there has been positive feedback on the clearing operations. Director Simpson clarified that if the City had a severe winter, the priority would be roads, City owned parking lots, and then sidewalks and trails, which would likely push the timeline of 3 weeks to clear. Alderman Borgman asked what staff would be doing if they weren't clearing trails. Director Simpson explained they would be working on other winter maintenance like tree clearing, clearing of crosswalks rebuilding of park picnic tables, etc. There are only 3 staff members who are assigned to clear sidewalks and trails. Alderman Wolfe asked about getting a waiver from the state for clearing trails and wanted to get an answer on that. He stated some concern over the costs of purchasing more equipment to maintain the trails in winter (and also equipment maintenance) and asked if there is a liability if salt is not placed in icy areas on the trails if they are plowed. Mayor Chiaverotti explained that the City needs to do what is reasonable in salting and a previous incident was ruled in favor of the City. Alderman DiPronio also stated that the City is immune from liability unless it is notified of a hazard and does not act, similar to pot hole claims. Alderman Wolfe asked for a more specific priority list for trail clearing so that the same trails were not getting overlooked after every snowfall, and to start off where the last clearing left off. Director Simpson said there is currently a list of 5 trails that have priority, with the rest cleared as they can get to them. Alderman Hammel said he felt that there are some trails that are indeed more important than others, citing Racine Avenue, Janesville Road, Woods Road. He felt the "as they can get to it" trails could then be cleared as Ald. Wolfe suggested. Aldermen Kubacki and Engelhardt stated that this decision should not be made by the Committee, but by the DPW. Mayor Chiaverotti agreed stating they would be stepping on the DPWs toes, and the department knows how to operate the most efficiently. Alderman Wolfe asked whether they wanted to contininue to spend the money on clearing trails, and adding equipment costs. He felt that the City should not spend the money to clear the trails. Mayor Chiaverotti explained that the City saved approximately $125,000 in consolidating the departments and that the costs were minimal in comparison, and brought value to the residents. Alderman Kubacki felt trail clearing was important, especially as the City has taken the time and expense to build them. Mayor Chiaverotti addressed the question of an exemption from the state for clearing walkways along Janesville Road and Pioneer Drive, and said per Atty. Larsen, these were sidewalks and as such the City would not be granted an exemption. Alderman Madden also stated that the public has been happy with the service, and Alderman diPronio agreed that there is not a financial concern this winter, to continue operations and revisit the issue if further financial concerns come up. Aldermen Kubacki and DiPronio also felt it was not up to the Committee to determine the order of clearing trails, and the DPW should be given its due discretion. With no objections, Director Simpson will work with the Parks Board on the policy based on efficiency. Discuss space needs for the Department of Public Works Director Simpson asked the Committee to consider options for selling the current Parks garage on Pioneer Drive to put it on the open market as a taxable property and also the Boxhorn Drive warehouse to accommodate storage space needs for the DPW. He felt there was an opportunity to provide cold storage at the DPW garage, and include a small addition to clear out both of the other buildings, putting those buildings back on the tax roll. An architect could provide a solid cost by budget time in July. The Mayor cited inefficiencies in having both buildings, and Alderman Madden said it could also consolidate equipment at a central site. Engineering functions would take place at City Hall per Director Simpson. Alderman Borgman asked about the length of time this fix would last, and Director Simpson said it could be as long as 20 years. The value of either property or tax benefit is not yet available. Alderman Kubacki stated he needed more information before he could make a recommendation, but Mayor Chiaverotti said the only request being made was to start the bidding process for an architect. Other options in that process would include cold storage for the Police Dept. impound and crime related vehicle lot. Director Simpson said he could get an estimate of the cost for an architectural design first, and then get costs on the building. However the committee requested Director Simpson to garner estimated costs prior to a bidding process. Director Simpson cautioned that the estimate won't be exact CLOSED SESSION Alderman Borgman made a motion to move into CLOSED SESSION at 7:03 p.m. Alderman Madden seconded. Motion Passed 7 in favor. Please take notice that following Approval of Minutes and Discussion of Agenda Items, the Committee of the Whole will convene, upon passage of the proper motion, into closed session pursuant to Wis. Stats. Section §19.85(1)(c): Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, more specifically to discuss car allowance compensation for a specific employee. 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