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COMMITTEE OF THE WHOLE - MINUTES - 8/21/2003 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved MINUTES OF MEETING HELD AUGUST 21, 2003 Mayor Slocomb called the meeting to order at 7:04 PM. Also present were Ald. Petfalski, Ald. Patterson, Ald. Buckmaster, Ald. Damaske, Ald. Salentine, Ald. Schroeder, Ald. Madden (arrived at 7:15 PM), Finance Director Gunderson, Parks & Recreation Director Anderson, Recreation Intern Nick Topercer, Public Works Superintendent Wayne Delikat, Engineering/Building Director Sean McMullen, Clerk- Treasurer Jean Marenda, and those per the attached list. All in attendance recited the Pledge of Allegiance. Finance Director Gunderson noted the meeting was noticed in accordance with the Open Meeting Law. Ald. Salentine moved to approve the 7/24/2003 Committee of the Whole Minutes. Ald. Petfalski seconded; motion carried. Ald. Salentine moved to approve minutes of the 7/24/2003 Joint Meeting with Little Muskego Lake District. Ald. Petfalski seconded; motion carried. Finance Director Gunderson distributed corrected minutes of the 8/5/2003 Joint Meeting with the Plan Commission. Ald. Salentine moved to approve. Ald. Schroeder seconded; motion carried. Unfinished Business Discuss Old Town Hall/Lease Agreement Mr. McMullen presented information regarding roof restoration for the town hall building. Structural deficiencies were discovered after the building was moved and need to be addressed. A quote was received for $37,400 to put in a web support system, which consists of one-inch solid metal channels in a cross. Three cross braces would be placed across the structure. This work would include small shingle repairs but does not include re-roofing the building. Additional money would have to be budgeted for re- roofing the building. Ald. Salentine supported doing the work to secure what the City has already invested. Ald. Damaske agreed that the building should not be allowed to deteriorate. Mr. McMullen stated the condition of the existing roof and what is underneath needs to be assessed before he can proceed. The Committee directed Mr. McMullen to obtain pricing information to repair shingles, flashing, and ceiling tiles. It was determined the lease agreement would be discussed at a later date when the Committee had cost information about the repair work to be done. New Business 2003 Capital Budget Review of City’s Organizational Structure/Economic Development Ald. Buckmaster stated the Mayor’s Task Force has discussed the creation of positions that relate to economic development. In conjunction with that, he asked if the City’s organizational structure should be reviewed to see if a cost savings could be achieved. Doing so during review of the capital and operating budgets seems appropriate. Mayor Slocomb noted that the Plan Department has considered this issue while reviewing its budget for 2004. Review 2004 Capital Budget Finance Director reviewed with the Committee the detail being presented and the process that would take place reviewing the information. A. Parks & Recreation – Parks and Recreation Director Craig Anderson and Parks and Recreation Intern Nick Topercer presented the capital budget requests for Parks Department. 1) Janesville Recreation Trail, $289,425.00 – The trail is part of the 2001 – 2005 Park and Open Space Plan and is included in the Janesville Road project. The Recreation Trail will be 10 feet wide asphalt from Moorland to Durham, 5 feet wide concrete from Durham to St. Paul’s Church, and 10 feet wide asphalt again from St. Paul’s Church to College Avenue. Trails will be on both sides of the street. The cost per lineal foot of pedestrian path is: 5 foot wide concrete 2,050 L.F. @ $21.00 $ 43,050.00 10 foot asphalt 13,500 L.F. @ $18.25 $246,375.00 Total $289,425.00 The sidewalk has been put in on one side but not continuous. The County will only replace existing and then equivalent to. Previously $279,300.00 was borrowed. The request for 2004 is Committee of the Whole Page 2 Minutes of Meeting Held 8/21/03 Parks & Recreation Item A Continued $10,125.00. If paths were to be put in outside of the County Road project time frame, the City would lose the savings as a result of the County doing restoration and excavation. 2) Idle Isle Bathroom/Shelter Remodeling (for persons with special needs), $223,300 – This is a project originally requested for 2003. Currently, this building is used for storage and concessions (for the Water Bugs Ski Club). Bathrooms are not usable in its current state and takes away from the view of the lake. We are proposing a shelter type structure with bathrooms, storage and an open pavilion for picnic usage/special events, etc. The structure would be similar to what has been placed in Veterans Memorial Park. The Water Bugs Ski Club will pay for storage in this new shelter, similar to what the Festival Committee did with Lions Club shelter. Discussion took place on long-term lease with the Water Bugs Ski Club and consideration of moving this project out to a later year. If the project stays in the 2004 Capital Budget the Committee felt it did not want to feel locked in. 3) Diesel Tractor – 40 H.P. with front bucket attachment (current year 1993), $22,850.00 – The trade-in value of $7,900.00 is included in cost. The Committee questioned the trade-in value. This replaces a much smaller tractor that is 10-years old and increases the capacity to load with a larger bucket, unload deliveries with a front fork attachment, groom larger area baseball fields like Horn and Denoon, and comb the beach at Idle Isle Park just to mention a few tasks. Also, this unit will be equipped with a hydrostatic transmission, which eliminates the need to shift gears by the use of a clutch (clutch was replaced three times on the present tractor). This will allow most of the seasonal employees to operate this equipment whereas in the past, the park personnel were limited on who could operate the loader tractor. 4) All Terrain Litter Vehicle, $33,000.00 – The Parks Department receives a tremendous number of complaints in regard to the goose droppings and is being asking if there is anything the Department can do to keep the parks clean, especially when kids are playing in the grass and on playgrounds after they have been in the grass. The parks with the most problems are Idle Isle, Veterans Memorial Park, and Manchester Hill Park. Other options to the all terrain litter vehicle were presented. Discussion took place on use of a vacuum or goose away chemicals. Parks & Recreation Director Anderson is not in favor of chemicals. Park and Recreation Board voted to remove item from Capital Budget but the department felt it was an important issue and needed to be presented. 5) Muskego High School Athletic Field, $276,747.00 – This item is included in the Capital program for 2004 but was committed to when the Common Council approved the entire project. B. Historical Society 1) General Store/Post Office Millinery, $15,000.00 – Ald. Patterson moved to remove the General Store/Post Office Millinery from the 2004 Capital Budget. Seconded by Ald. Petfalski. Ald. Schroeder said he would like to see the uncompleted projects finished and also have the Historical Society clean up what they presently have. Motion carried 7 – 0. 2) Ornamental Lighting, $7,000.00 – Ald. Schroeder stated he is not against lighting but would like to wait until current uncompleted projects are finished. Ald. Patterson moved to remove Ornamental Lighting from the 2004 Capital Budget. Seconded by Ald. Schroeder. Motion carried 7 – 0. 3) Copy Machine – one of Muskego’s old one’s with maintenance – Ald. Petfalski moved to remove the Copy Machine from the 2004 Capital Budget. The porto-john’s listed as part of the Historical 2004 Operating Budget, one for barn for summer and two for Historical Days were discussed. Committee of the Whole Page 3 Minutes of Meeting Held 8/21/03 C. Mayor 1) Remodel Upper/Lower Men’s Bathrooms Proposal # 1, $7,642.90 Proposal # 2, $10,575.40 Proposal # 3, $15,723.95 The remodeling of the men’s bathrooms were not done when City Hall was recently remodeled. The Mayor would like the Committee to take a look at the packet information to see how it would fit into the 2004 Capital Budget. D. Public Works – Public Works Superintendent Wayne Delikat and Engineering/Building Director Sean McMullen presented the Public Works Capital Budget requests. 1) Road Program, $600,000.00 – Road Program to be discussed at Committee of the Whole 2004 Operating Budget Meeting. 2) Vehicle Replacement Patrol Trucks, $118,609.00 – Vehicle replacement to be discussed at Committee of the Whole 2004 Operating Budget Meeting. 3) Urban and Rural Drainage, $60,000.00 – Urban and Rural Drainage to be discussed at Committee of the Whole 2004 Operating Budget Meeting. 4) Road Side Mower, $49,600.00 – This would replace existing 1982 international roadside mower with flail attachment. The cost of the mower is $41,000.00 plus equipment of $8,600.00. The City may get $2,500.00 to $5,000.00 for tractor trade in. Committee asked what Parks and Recreation Director Anderson is paying for maintenance contracted to outside (maintenance not done by City Staff). 5) Aerial Boom Truck, $89,500.00 – The Public Works Department is currently using the Town of Raymond aerial boom truck. The truck is used three quarters of the year for flag and street light replacements. Quote received a few years ago for leasing of a truck was $1,700.00 per week. Ald. Schroeder suggested Public Works check into sharing the costs with another community. 6) Replace Truck #4, $40,000.00 – Truck # 4 was replaced in 2003 and therefore this item was removed from the 2004 Capital Budget. 7) Loader, $138,000.00 – This is replacing a 1984 loader that was used approximately 7200 hours. The resale value of the existing loader may be $2,000,00. The Public Works Department could look at scaling back leaf pickup. This item may be review by Committee again. 8) Phase II Durham Reconstruction, $100,000.00 – The City should know by November 1, 2003 if grant funds in the amount of $2,600,000.00 are available for project. Money would have to be spent before January 1, 2006. This would be an up front grant and not reimbursement. The City could reapply for grant funds in the future. The City had applied for an eighty percent grant. The eighty percent grant program became unavailable due to no money left in fund. Ald. Buckmaster asked why the City is doing the extension of Durham? The existing roadway is not adequate for volume of traffic and it does not meet safety requirements. The City is starting to become negligent if it does not improve infrastructure. Ald. Buckmaster expressed concern about increased traffic count. Ald. Schroeder stated the road improvements are positive and that in November and December the dollar amount would be going up. The City has to look at trade off, costs vs. benefits. Mayor Slocomb mentioned the whole project is subject to grant. E. Building – Engineering/Building Director Sean McMullen presented the capital budget requests for his department. 1) Truck Purchase, $18,350.00 – The truck would be a 2004 pick up for new hire inspector. The cost of the truck is $18,000.00 plus $350.00 for toolbox. The purchase of the truck would be contingent upon the inspector request in the Building Department 2004 Operating Budget. Committee of the Whole Page 4 Minutes of Meeting Held 8/21/03 Building Continued 2) Copier Shared with Planning, $6,500.00 – The Building and Planning Departments are requesting to replace their shared copier that was received from the Clerk-Treasurer Office when the Clerk- Treasurer copier was upgraded. Ald. Patterson questioned the type of machine that was being considered. F. Engineering – Engineering/Building Director Sean McMullen presented the capital budget requests for his department. 1) Muskego Channel Dredging, $201,000.00 – The dredging would be from Ryan/Boxhorn intersection to Big Muskego Lake, approximately 2600 L.F. and includes testing of dredge materials, easement acquisition and construction. Deferred due to pending information from DNR. G. Stormwater – 1) North of Kelsey – Deferred due to pending information from DNR. Stormwater Continued 2) Tess Corners Cr. Channel (S. of Woods) – Deferred due to pending information from DNR. Adjournment Ald. Petfalski moved to adjourn at 10:00 PM. Seconded by Ald. Buckmaster. Motion carried 7 – 0. Respectfully submitted, Dawn R. Gunderson, CPFO Finance Director