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COMMITTEE OF THE WHOLE - MINUTES - 8/22/2002 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved MINUTES OF MEETING HELD AUGUST 22, 2002 Ald. Petfalski called the meeting to order at 7:05 PM. Also present were Ald. Damaske, Madden, Patterson, Salentine, Le Doux, Finance Director Gunderson, Parks & Recreation Director Anderson, Information Systems Director Sommers, Chief Johnson and those per the attached list. Mayor Slocomb and Ald. Sanders were absent. All in attendance recited the Pledge of Allegiance. Ald. Petfalski noted the meeting was noticed in accordance with the Open Meeting Law. Ald. Patterson moved to approve the minutes of the August 8, 2002 meeting. Ald. Madden seconded. Motion carried. New Business 2003 Capital Budget Finance Director reviewed with the Committee the detail being presented and the process that would take place reviewing the information. 1. Parks & Recreation a. Discussion Athletic Field Development at High School Complex Ald. Petfalski explained that he had asked to have this item placed on the agenda because of the th. joint meeting with the school board that was held on Monday August 19 Ald. Petfalski was looking for a brief discussion and a determination in a broad sense whether there was some type of consensus as to whether there was support to the concept without a specific committal to a cost sharing. Certain items that would be considered included: grading, drainage, irrigation and sewer and water as infrastructure costs. Ald. Petfalski expressed his interest in the concept of having a central location for all the soccer and baseball fields, and relieving some of the stress on our other fields. Ald. Le Doux and Ald. Salentine expressed their desire to only consider cost sharing as a direct proportion to our use. Ald. Damaske explained that the school board would proceed with this project either way but the process of developing these fields would speed up if the City would consider a cost sharing. The consensus of the Committee was that they would like to look at a cost sharing at reasonable levels starting with infrastructure. Staff will be looking at the proposed costs and a meeting will be scheduled with the school for further discussion on this issue. b. Rotary Tri-deck – Park & Recreation Director Craig Anderson presented the capital budget requests for his department. The department is requesting to replace a 15’ Rotary Tri-Deck mower to be used in mowing the 55.8 acres of parkland and ball fields. The current mower is a 1995 model and is expected to bring a $1,500 trade in and a cost of $10,750. b. Pick-up Truck – The department is requesting to replace a 1989 ¾ ton pick-up truck with a plow attachment. The cost would be $25,500 netting a $4,790 trade-in. c. Idle Isle Remodeling – Based upon the desire of the council, the department is proposing to remodel the bathroom and shelter at Idle Isle. The building is currently used for storage and concessions for the Water Bugs Ski Club. The bathrooms are not usable in their current state and they take away from the view of the lake. The proposed shelter-type structure with bathrooms, storage and an open pavilion for picnic usage/special events will provide for persons with special needs, and at a proposed cost of $197,000. d. Janesville Recreation Trail – The pedestrian path for the Janesville Road Reconstruction project is projected to cost $279,300. This includes 2050 L.F. of 5 foot wide concrete and 13,500 L.F. of Asphalt and the costs include the excavation to sub grade, stone base material, preparation of the base for paving and the final surface materials. The concrete path will be five feet wide and five inches thick per Waukesha County Public Work specifications and the asphalt path will be 10 feet wide with a total of two inches of surface course asphalt. Director Anderson deferred design questions to Engineer McMullen at a future meeting. Committee of the Whole Page 2 Minutes of Meeting Held 8/22/02 2. Cable a. Digital VCR’s – Jeff Jones of the Cable Club was present to discuss the requests from the Cable Club. The Cable club is moving toward a change to digital visual equipment and is requesting the purchase of two Sony DSR-25 DVCAM digital VCRs for editing and playback for a cost of $9,000. b. Digital Video Editing System – The Cable Club is requesting $8,000 for a PC based Pinnacle Pro-One video production system for cable. This was recommended by MCSI, as a powerful, easy-to-use fully real time computer based editing system. The Committee also asked Jeff to look into putting pictures on the scroll for the Cable Channel that relate to local events. Ald. Damaske also suggested that a cable be run to the festival grounds to allow for live broadcasting. Jeff explained that he felt it could be done and was requested to look into the costs. 3. Historical Society General Store/Post Office/Millinery – A representative from the Historical Society was present to review their requests. The Historical Society asked for and received approval to spend $5,000 on ornamental lighting and installation. The lights will not be purchased and the funds will be carried over into 2003. The Historical Society is again requesting $30,000 for a General Store/Post Office/Millinery Shop Building along with walks for the Historical site. This request was removed from the five-year plan last year. The Committee again asked to put a hold on everything until we see what happens with the Town Hall. There was discussion about preparing the site and then letting the building come later. The Committee would rather look at money for inventory and repair of some of the other buildings before building something new. The Committee agreed to wait until one building is complete before funding another. 4. Planning Lake Water Quality Monitoring – Deferred until the next meeting. 5. Mayor New Maintenance Van – Moved to the September 5, 2002 Committee of the Whole Meeting 6. Information Systems/Library a. IS Exchange Server – Information Systems Director Joe Sommers was present to review this request. The current system was purchased in 1996 and is beginning to show strains. The use of larger files and virus protection are slowing down access to e-mail and attachments. Exchange 200X will also have numerous new features. The cost is requested at $12,005. b. Library Software – Librarian Holly Sanhuber along with Joe Sommers presented a request for the replacement of library software, which is at the end of its useful lifecycle. The system hasn’t been updated in 2 years because we have not updated the AS400. This was also part of the five- year plan to transition off the AS400. At a cost of $149,896, the proposed system will provide compatibility with other libraries in the system, ability to see books & reserve them on the internet, consolidatepublic access PCs with the OPAC, put web references in the OPAC and be an easier system to use. Three libraries are using the same software. When asked what it would cost if the City did not go through Waukesha, Librarian Sanhuber said that she did not think it would be cheaper. 7. Police Department a. Portable Repeaters – Chief John Johnson was present to discuss his 2003 capital budget requests. Two portable repeater units are being requested for use with the 800 MHz system to provide coverage in our two middle schools for a cost of $7,000. The Chief reported that there have been problems in certain areas in the City, primarily with major buildings having brick and heavy metal. b. Snowmobile – The department is requesting $6,000 to replace a 13-year old unit used for snow patrol. c. Water Patrol Boat – The department is requesting $14,500 to replace a 19-year old boat used for water patrol. The engine is fine and all that is need is the boat. Committee of the Whole Page 3 Minutes of Meeting Held 8/22/02 d. Laser Light System – The department is requesting $13,500 to purchase a laser light system for use in locating evidence at crime scenes such as body fluids, hair, etc. that cannot be seen by the human eye. e. Copy Machine – The department is requesting $8,300 to replace a 6 year old unit and install jacks and cable. It has been the plan to replace these every 5 to 7 years and this one has had a very high volume demand, needs replacement, and is very slow. f. MDC/VRM – The department is requesting $7,000 to equip supervisor’s squad with laptop and transmitter, Mobile Data Computer MDC/VRM. This vehicle’s computer was not replaced when all the other ones were because it was used as an extra. The vehicle is being used more now and lacks the ability to bring up all the policies and procedures on the computer. 8. Finance Copier – Finance Director Dawn Gunderson presented the request for a replacement copier for the Finance Department. The copier does approximately $2,527 copies per month and this machine is slated for replacement in 2003 with the cycled replacement schedule. The $7,877 includes a Canon Digital copier and network printing capabilities. Adjournment Ald. Salentine moved to adjourn at 9:25 PM. Ald. Petfalski seconded; motion carried. Respectfully submitted, Dawn R. Gunderson, CPFO Finance Director