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COMMITTEE OF THE WHOLE- MINUTES - 5/20/1996COMMITTEE OF THE WHOLE - CITY OF MUSKEGO MINUTES OF MEETING HELD MAY 20, 1996 The meeting was called to order by Mayor De Angelis at 7:37 P.M. Also present were Aldermen Pionek, Patterson, Rasmussen, Salentine and Suhr, and Clerk-Treasurer Marenda. Ald. D'Acquisto and Sanders were absent. Clerk-Treas. Marenda noted the meeting was noticed in accordance with the Open Meeting Law. Ald. Salentine moved for approval of minutes of meeting held April 22, 1996. Ald. Suhr seconded, carried. Item No. l., Library Construction Project - Library Board. Ray Christenson, President of the Library Broad stated the committee to study the possibility of a joint library with the proceed with that idea. He stated the architect had school district and the city, decided it is not feasible to recommended the No. 1 location to be off of Pioneer Drive going over the driveway to the north of the current library, not connected to this building. The Library Broad feels it would be a good location. Does the Council agree? Do you want basement? Mayor De Angelis stated if the new building was community meeting rooms? How large? Do you want a full connected to the existing building, this building would not installed. The Mayor felt it was not practical to try to share the elevator located in City Hall due to the reconfiguration of City offices and access to the elevator. Holly Sanhuber, Library Director, stated the proposal was for a 31,549 sq. ft. building with one large meeting room with 1000 current proposal is for a one-story building. The architect sq. ft., and two small meeting rooms at 400 sq. ft. each. The needs direction. Ray Christenson stated the Library is currently at half the size it should be and we're hard pressed for space. Library Board Member, Don Carter also referred to the space problem at City Hall. The Library Board would like a referendum question to be placed on the ballot in Spring of 1997, since they would not be ready for Fall of 1996, and do not want to conflict with the School Districts referendum on the Fall ballot. Construction could start in 1997. The size is based on the 20-25 year population projection, and size recommended by the State. Ald. Pionek questioned why one-story with that square footage. Holly Sanhuber explained the problems with splitting of staff to serve two floors, elevator and cost savings for one-story construction. Don Carter further explained the proposal of a nearly square building to provide adequate sight lines and need to be sprinkled, provided proper fire separation was Committee of the Whole Minutes May 20, 1996 - Page 2 minimal wall space, but still acquire square footage. A two-story building poses loading problems, because of the weight of the books. Ald. Pionek agreed we need space at City Hall, a new library and Police Department will need space eventually. With the Historical Society Park also on this land, he would like to see a plan developed to include this whole site. Why don't we first come up with a plan for this entire area? What about a Civic Center? Ald. Salentine stated she favored a separate building on the Pioneer side with 1800 sq. ft. of meeting rooms with the building to be one level. Ald. Pionek requested a list of libraries for communities with the approximate size of Muskego and the size of their whole area, and doesn't have an opinion at this time as to this libraries. He also indicated he has working on a map of this site. Ald. Patterson felt this project has already been delayed for a year. He supported putting the library on this site - a free standing building on the Pioneer Drive side. He expressed building with and without a basement. Because of the space interest in determining an estimated cost of a 31,000 sq. ft. situation on this site, how would the architect suggest laying 0 out a library on two-stories? Ald. Suhr stated that in principle he supported a free standing building in this vicinity. He agreed with Ald. Patterson that the option of a basement should be explored. Ald. Rasmussen also agreed. working on a 31,000 sq. ft. one-story building with basement Ald. Patterson moved to authorize the architect to start and a one-story without basement. Ald. Salentine seconded. He added the architect should look at lesser space on the first floor, with meeting rooms, storage, etc. in the basement. Mayor stated he agreed with the selection of this site. He encouraged looking at a basement for the space that it will create. Think of the possibility of connecting this building with the library, connected by a meeting room, and to provide information with and without an elevator. Motion carried unanimously. Clerk-Treasurer Marenda noted a contract has not been signed with the architect. The Mayor stated a contract needs to be submitted to the Finance Committee for review and Library Board should bring back the architect's response to the recommendation to the Common Council. The Mayor said the scenarios presented tonight, and work on getting a contract 0 with the architect. Committee of the Whole Minutes May 20, 1996 - Page 3 not present it was decided that a resolution would be placed on Item NO. 2., Committee meeting dates. Since all Aldermen were the Common Council agenda for the meeting to be held May 28th, to set meeting dates. Language in the resolution should allow some flexibility. Item No. 4., Implementation of Citizen Awards/Newsletter. Mayor noted that BFI would be including their newsletter with defray postage cost. Ald. Patterson was asked to talk to BFI the City's newsletter for mailing in June, which will help to make sure that they do provide a quarterly newsletter as required in the contract. It was noted they did not distribute a newsletter during the first quarter of 1996, and only three in 1995. With regard to Community groups wanting to include articles in the City's newsletter, it was determined that no articles will be allowed. However, a calendar of community events could be included, which would list such activities as the Community Festival, and other special events sponsored by community groups. The committee determined there would be no Committee of the Whole meetings scheduled for the months of June and July unless an issue needed attention, which would then require a special meeting to be called. citizens. The Mayor advised that the City of Brookfield has Item No. 5., Monthly or quarterly meeting at City Hall for all recently started focus groups for citizens to bring up any constituents. The Mayor will obtain additional information and issue the groups have for the purpose of listening to the determine staff time and expense involved. ranked according to the ratings provided by the six alderman Item No. 3., Budget process and goal setting. The goals were who submitted their priorities. The 1997 budget goals adopted by the Committee of the Whole are as shown on the attached. The Committee will further discuss expanding the privatization year's efforts. Ald. Patterson suggested research be done on of the Parks grass cutting, depending on the results of this culvert work to possibly privatize the work. John Loughney was asked to look at the possibility, contact other communities to determine their procedure and if privatized what permit fee and inspection procedures are followed. Ald. Suhr asked how all these goals would be met and still keep the tax levy increase at the CPI or less? The Mayor said Department Heads could be asked to find funding, raise fees, decision of the Council will be, do we want this or that? Ald. find grants, and other offsetting revenue sources. The Patterson suggested the department heads come up with a budget could be privatized. Clerk-Treasurer Marenda stated the tax within the CPI increase and develop costs for programs which Committee of the Whole Minutes May 20, 1996 - Page 4 increase in equalized value levy can generally increase at the same percentage as the the budget process to know what percentage of increase could be without increasing the tax rate. It's very difficult early in allowed in each department and still maintain a level of CPI transfers from Sewer and Water and TIF etc., are unknown until increase of tax levy. Revenue sources from the State and later in the budget process. Department Heads will be asked to submit budgets which in total will create a tax levy with no greater increase than CPI. Ald. Suhr moved to adjourn at 1O:lO P.M. Ald. Rasmussen seconded, motion carried. Respectfully submitted, P XWA erk-Treasurer n K. Marenda, CMC jm 1997 BUD6ET GOALS CITY OF MUSKEGO Adopted by Committee of the Whole 5/20/96 Primary &a1 - Prudent Financlal Management SAFETY (1) “VFC Rescue #1 Relocation (2) .Long Range Plan (3) ’D.A.R.E. Continuation (4) ‘Hy Lhacine Street Lights (5) ‘Liaison Officer TCVFD/MVFC ACCESS (1) ’Devel. Electronic Access to (2) .Implement Findings of MIS Govt. Officials & Citizens (3) ‘Library (4) ‘Extend City Hall Hrs. Task Force (1) *Ind. Park (TIF) (2) .Downtown Business Dist. (3) -Balance Res. Growth w/Comm.-Ind. (4) ’Update Comp. Plan (1) *Moorland Road - N & S (2) *Maintain Funding Road Improvement Program MISC. - (I) ‘Budget Process (2) ‘Shared Services Opts. (3) ‘Pay for Performance *Human Resources txtjep:goals.l