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COMMITTEE OF THE WHOLE Minutes - 9/24/2013 CITY OF MUSKEGO COMMITTEE OF THE WHOLE AGENDA September 24, 2013 5:35 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER Mayor Chiaverotti called the meeting to order at 6:00 p.m PLEDGE OF ALLEGIANCE ROLL CALL Present were Ald. Madden, Kubacki, Soltysiak, Glazier, and Hammel, Director of Finance and Administration Mueller, and Deputy Clerk Blenski. Ald. Borgman and Wolfe were absent. STATEMENT OF PUBLICE NOTICE The Deputy stated that the meeting was noticed in accordance with the open meeting law. APPROVAL OF AGENDA APPROVAL OF MINUTES NEW BUSINESS 1. Finalize 2014 Budget Work The Mayor requested that any recommendations regarding the 2014 budget should be brought forward now for transparency at the public hearing. The Director of Information Technology John Wisniewski was present. He reviewed the justification for various increases to accounts in the proposed 2014 operating budget for the IT Department. Salaries and Wages/FICA/Pension/Health Insurance All salary and benefit increases are a result of the GIS Coordinator position being funded full time in 2014. Training An increase is requested to provide professional growth and development training opportunities for the GIS Coordinator position. The position is technical and requires regular training in order to maintain and develop skills and competencies in the rapidly evolving field of GIS technologies. Membership and Dues An increase is requested to purchase an annual membership to the Wisconsin Land Information Association (WLIA) for the GIS Coordinator position. Network Charges An increase is requested to increase the City’s internet bandwidth from 5 mbs to 10 mbs. The existing City internet connection reaches capacity frequently during normal business hours causing network latency resulting in disruptions to City functions that rely on internet connectivity. City internet usage is continuing to increase due to expanding e-government initiatives. Future initiatives will also be dependent on additional internet bandwidth. The other expenditures contributing to the budget increase are software and hardware support of the City’s backup system and software assurance of the phone system. Mr. Wisniewski stated if the bandwidth is increased, he proposes to eliminate the business class connection from the Police Department to Moorland Park. This would provide a savings that could offset the cost to increase the bandwidth. Land Line Long Distance With the implementation of the new City phone system, department specific land line phone budget expenses were reduced and reallocated into a single budget account designed to fund the monthly expense of the new City phone service. Computer Replacements In 2014, 16 staff computers and two staff field laptops are scheduled to be replaced. Thirty public library access computers that were scheduled to be replaced last year were not approved. They are budgeted for replacement in 2014 along with 10 public library online catalog computers. One goal for 2014 is to replace all remaining Windows XP computers and laptops. After April 8, 2014, there will be no new security updates. Running Windows XP SP3 could expose the organization to potential risks. Mobile Devices Department Heads have requested tools to allow them to more effectively conduct business and work remotely. Staff will require mobile device access to internal and secured City information systems. The budget request is to fund a mobility initiative that will provide Department Heads with mobile devices that will allow them to securely access their department specific applications, resources, and data anywhere, anytime via an internet connection. Prior to leaving, Mr. Wisniewski stated he would be available for any further questions. Discussion: • Ald. Kubacki and Glazier suggested increasing the broadband width to 20 mb. • Ald. Soltysiak would like to reduce the expenditures by $73,000. This would keep spending to the same amount as last year. He believes the computer replacements should be in the Capital Budget and does not support the mobile devices. • Ald. Madden supports the budget as it is. • Ald. Kubacki agrees that the proposed budget is fair. Ms. Mueller stated the main increases in the 2014 budget are: DPW Sand and Salt $10,000 Vehicle Replacements (Police and DPW) $15,000 Computer Replacements ` $35,000 IT Network Charges $11,000 Attorney Fees $ 5,000 Total $76,000 She strongly recommends that the expenditures not be reduced. This would create an issue going forward. For 2015 budgeting, the City would start out having to fill various holes: the $76,000 expenditure reduction plus the $80,000 surplus funds that were used. In addition, the City needs to prepare for future long term needs. There will be salary progressions within the Police Department and Library in the next three to five years. Funds will be required as employees in those departments achieve step increases. In addition, Ms. Mueller stated that each year there are fluctuations in expenditures. Ald. Glazier stated the Department Heads only ask for the bare minimum. It is typically the Council that increases expenditures. The City is growing; staff need to have the best tools to do their jobs in the office and in the field. He believes the proposed budget is very responsible. The Mayor stated that the budget public hearing will be sent for publication on Thursday, September 26 if the Council wishes to keep the process on track. The Mayor noted that the absent aldermen were aware that they could submit questions. The Mayor stated she did not receive anything. There was unanimous support to advance the proposed budget to public hearing and adoption as scheduled. The public hearing is set for Monday, October 21. The budgets will be on the October 22 Council agendas for adoption. 2. Recommendation Regarding Water and Sewer Budgets Ms. Mueller reviewed the water utility budget. She is recommending that a simplified rate case study be done after she files the annual report with the PSC. The PSC will have the final determination regarding any rate increase. The last increase was done in 2011. The consensus was that the Director of Finance and Administration move forward in early 2014 to apply for a simplified rate case study with the PSC. The sewer utility budget was reviewed. Funds have remained stable. She will review long-term capital projects with City Engineer Simpson. No rate increase is recommended at this time. COMMUNICATIONS AND MISCELLANEOUS BUISNESS 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 Alderman Soltysiak made a motion to adjourn at 7:25 pm. Alderman Kubacki seconded. Motion Passed 5 in favor<againsttext> 0 opposed</againsttext>. 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.