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COMMITTEE OF THE WHOLE - MINUTES - 10/16/2003 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved MINUTES OF MEETING HELD OCTOBER 16, 2003 Mayor Slocomb called the meeting to order at 7:06 PM. Also present were Ald. Petfalski, Ald. Patterson, Ald. Buckmaster, Ald. Damaske, Ald. Salentine, Ald. Schroeder, and Ald. Madden, Finance Director Dawn Gunderson, and those per attached list. Ald. Petfalski was excused from the meeting at 8:32 PM. All in attendance recited the Pledge of Allegiance. Mayor Slocomb noted the meeting was noticed in accordance with the Open Meeting Law. Mayor Slocomb stated the Committee of the Whole budget minutes would be approved at the last Budget Committee of the Whole meeting. Unfinished Business 1. Continue discussion of 2004 Capital Budget 2. Continue discussion of 2004 Operating Budget 3. Continue discussion of 2004 Special Revenue Mayor Slocomb opened up meeting for discussion on 2004 Capital Budget, 2004 Operating Budget, and 2004 Special Revenue. Police Chief Johnson felt compelled to speak about Police staffing. The Muskego Police Department is progressive and trying to be proactive and not reactive. Being proactive has paid off with lower crime and less spending. The Department still has to think about reactive policing, patrol. Currently the Department has four and one half people per position. If the City keeps growing as it has the Police Department will be in trouble with the reactive side of policing. Recently there were three rescue calls at once with not enough officers available to respond to all calls. Police Chief Johnson stated that officers will be needed and the City does not want to hire all at once. The committee should look at the Planning Department and all the planned subdivisions. Police Chief Johnson was present to put a flag up and let Committee know that there is a concern out there in maintaining per capita staffing and response times. With every subdivision added public safety should be considered. As patrol time shrinks crime goes up. Police Chief Johnson stated that starting in 2005 adding one officer a year for the next two years should be adequate, but it may take three years. The Southwest area of the City has had three officers and the Department should have gone to four officers when they had the opportunity to request four because that is now the area where subdivisions are being added. Muskego Volunteer Fire Company Chief Ed Schaefer and Dominic D’Acquisto presented additional information on the Fire Equipment Vehicle requested in the 2004 Capital Budget. Mayor Slocomb stated he was having a hard time considering having to go out and borrow for a vehicle after the City had to cut staff. The last time staff was added to Public Works Department was 1995 and the City has grown twenty percent since then. Staff was cut in Planning, Recreation, and Public Works in addition to other positions not being filled. Library lost staff just before budget time. Mayor Slocomb felt the Fire Company could get through another year and get through safely. Heavy rescue equipment was presented in the past in association with the Fire Vehicle and this is an area the Fire Company is just getting into. Only a few people have been trained in this area. Size of response crew will be a first responder type crew. The Fire Company has to look at other alternatives to house that equipment over the next year. The Fire Company has to understand the state of the economy. Mr. D’Acquisto stated he was on the City’s Council for four years and therefore understands what the City is going through. If he didn’t think this was an issue of necessity he wouldn’t have come before the Committee of the Whole. An alternative is paying for vehicle over two years, fifty percent on delivery and fifty percent in 2005. The existing vehicle does not have two or three more years of life for what the Fire Company needs to do. The Fire Company is willing to delete the pump module but besides that they feel that the direction that best serves everyone’s interest is not to change anything else. Ald. Petfalski asked about the existing vehicle only being able to take two people with it. Mr. D’Acquisto stated the reason the existing vehicle can only take two people is partly because of weight of vehicle, seat belts available, seating, seating position, and how people can move around in vehicle. Ald. Petfalski asked about other vehicle pricing options. Chief Schaefer stated that quotes received were close to existing price. Mr. D’Acquisto stated that he received quotes for two higher end light rescue trucks. One quote was for $283,000.00 and had seating for four but not functional seating. The truck was built on a van or pick-up body and had a crew cab where two other people could sit. When you got to the scene you would have to get equipment and put on. The second quote was for $276,000.00. The truck being requested is on a larger chassis that allows people to get ready in route to the scene. Ald. Petfalski ased if any quote was through KME? KME had not given Fire Company a quote yet. The quote given Ald. Petfalski, $195,000.00, was for 35,000 gross vehicle weight, international 4200 frame. Chief Schaefer stated this would be two-door cab vehicle. Ald. Buckmaster asked about the Committee of the Whole Page 2 Minutes of Meeting Held October 16, 2003 result of keeping the existing truck and if there was any mandate or standard that states they can’t use existing truck? Chief Schaefer stated that other than the gross weight, no. Ald. Buckmaster also wanted to know if the Fire Company gets the requested truck if there is any improvement in under served area? Mr. D’Acquisto stated there are a number of enhancements, equipment swapping wouldn’t have to be done, could put full crew on road, and truck can be used for working fire. Currently other than officers if they have equipment at home, volunteers report to fire station. Chief Schaefer noted that having a lot of vehicles at a scene could create congested area and also a burden on the Police Department. A recess was taken at 7:40 PM to look at truck parked outside of City Hall. At 7:55 PM meeting reopened to continue discussion of Budgets. Discussion continued on financing Muskego Volunteer Fire Company truck over two years and 2005 borrowing. Ald. Petfalski stated he is uncomfortable with size of vehicle, would like smaller. Ald. Patterson seconded that. Ald. Damaske felt it is not Committee’s position to determine what is needed. The Fire Company is the professional. It is not up to Committee to judge on equipment but to try and find the means to pay for equipment. Ald. Schroeder agreed that it is not the Committee’s position to judge on the vehicle but felt the vehicle is not feasible at that dollar amount. Ald. Damaske asked about a lease program. Finance Director Gunderson stated then the cost would go into Operating Budget and then have to be offset by some other operating cost. Mr. D’Acquisto stated the interest rate would work out to be something less than two percent. Ald. Buckmaster asked about lease to buy. The question was asked about possible leasing until 2006. If the truck were ordered tomorrow, it would not be delivered until September 2004. Lease payment would begin in January 2005 and then borrow in 2006. Finance Director reviewed changes to 2004 Operating Budget including positive health insurance change, putting the Planning Intern back into the budget, wage rate changes as a result of action taken by Common Council, and offsetting with computer replacement credit. The net savings to the 2004 Operating Budget, $67,140.00 will be put into contingency. Ald. Petfalski was excused from the meeting at 8:32 PM. Discussion continued on adding Planning Intern and cross training of Building and Planning personnel for basic counter service. The cross training would create new positions and the Committee had taken out all new positions for 2004. At the time the Committee did ask for administrative recommendation. Ald. Buckmaster asked about bringing the training up as part of bargaining. Ald. Buckmaster asked about putting the Intern money into contingency until after bargaining and waiting until after bargaining on all of this. Mayor Slocomb to speak to Engineer/Building Director McMullen and Planning Director Turk. Ald. Damaske moved to send the 2004 Operating Budget to Public Hearing. Seconded by Ald. Madden. Ald Schroeder mentioned Police Chief Johnson earlier attendance at meeting and that the Chief was adamant that the police services need to increase in the near future. The Chief did give the Committee an out for 2004. Ald. Schroeder had concerns and issues on putting this off. Ald Schroeder stated he also had issues will leaf collection. Public safety and a police officer would benefit the City muck more than leaf collection. Ald. Patterson respects the Chief and has a history of working with him. The Chief is a team player and he feels that if the Chief could get by he will give you an out. If the Chief really felt he needed additional employees he would not give the Committee an out. Ald Patterson has seen this happen over many years. Mayor Slocomb noted that all communities are hopeful that they will get a better sense of things from the State next year. If it is not worst case scenario then the City could start looking in 2004 at adding an additional Officer for 2005. Ald. Buckmaster noted that there are bargaining issues that the City does not have the results of yet and therefore the City does not know what would be left in contingency in regard to needs that can be met in 2005. Ald Schroeder asked if the developers could pay any of the Planning Intern’s wages. Mayor Slocomb explained that if the Intern logs in any chargeable time the developer would be charged. The tax rate of $6.28 per thousand of assessed value was verified. Motion carried 6 – 0. Discussion continued on 2004 Capital Budget. The Fire House Software and training cost approximately $9,000.00. The $9,000.00 will also cover connection services. The software cost $2,595.00 for first license with each additional license costing $595.00. The Fire Company wants two licenses. The annual maintenance for the first license is $495.00 and additional license maintenance is $140.00. In house training by the software company cost $3,000.00. In addition, the City will provide the desktop computers required by using computers being replaced at the Library. A backup device will be needed and also a firewall. Ald. Patterson moved to include the Fire House Software and training for $9,000.00 in the 2004 Capital Budget. Seconded by Ald. Salentine. Motion carried 6 – 0. Ald. Schroeder was told that for ArcInfo License and GIS Web Server a second license was needed. Committee of the Whole Page 3 Minutes of Meeting Held October 16, 2003 In regard to the Janesville Recreation Trail, Ald. Buckmaster stated the Park & Recreation Board recommended unanimously not dipping into Park Dedication fees for the trail on the North side of Janesville Road. The Park and Recreation Board said it had been previously budgeted for and borrowed and approved by a previous Council. Ald. Schroeder felt the City needed to take two votes tonight. One does the City take the Park Dedication fee money against the Boards recommendation and two if the City does not take the money does the City continue with both sides or one side? Mayor Slocomb said the City is not in direr need to take the money. Discussion continued on doing one or two sides. There was no motion to remove from the budget. Ald. Schroeder confirmed that the City is looking to spend zero dollars on the Historical Old Town Hall in 2004. Ald. Schroeder wanted to know if the Old Town Hall building was secure for the winter. Mayor Slocomb to find out. Discussion continued on the Fire Truck for the Muskego Volunteer. Committee requested Finance Director Gunderson to look at best way to finance truck. Ald. Damaske moved to include, in the 2004 Capital Budget, the Fire Truck at a not to exceed amount of $354,000.00 less the pump module. Seconded by Ald. Salentine. Ald. Patterson confirmed that the Committee has had some type of truck requested in the capital five-year plan for a couple of years. In regard to the discussion on quotes received by Ald. Patterson and Ald. Petfalski it was noted that they were not getting quotes with the same specs as quoted to the Fire Company. Ald. Patterson noted the needs of the Fire Company were to move equipment and move people. The need came up based on test training and flight for life test landing. Ald. Schroeder spoke about the ordinance passed last week in regard to adequate public facilities related to infrastructure standpoint. Mayor Slocomb stated that if the power plant had been put in, the fire truck would have been paid for. The training conducted showed there was some need for the fire truck and this is how the department has chosen to approach it. The question is does the City want to purchase the truck in 2004? Ald. Schroeder asked if the fire truck could be purchased and funded under the ordinance when a six or eight story structure is built in the City? Mayor Slocomb stated if requirements were met the City could require developer to deposit funds into some type of fire service fund. When Ald. Schroeder read the ordinance he felt that the additional fire equipment, training and ability to get equipment to the scene fit into ordinance. Mayor Slocomb noted that adequate water supply and roadways were the biggest focus. Ald. Schroeder would like to see if the fire truck would fit into the adequate public facilities ordinance. Ald. Patterson was told that the Town of Waukesha, Hartland, and Pewaukee are using a similar vehicle. Ald. Schroeder suggested that at the next Tuesday Council meeting a final decision should be made. Finance Director Gunderson was asked to bring information in regard to if the City borrows on capital along with the two mortgages and effect on that and if the City were to lease initially than borrow and effect on that. Ald. Schroeder also asked if the Committee could view the vehicles that the previously three mentioned communities have. Mr. D’Acquisto to arrange something. Upon a roll call vote the motion carried 4 – 2, Ald Patterson and Ald. Schroeder voting no. A recess was taken at 10:10 PM. At 10:20 PM meeting reopened to continue discussion of Budgets. Ald. Buckmaster moved to approve the 2004 Capital Budget. Seconded by Ald. Damaske. Motion carried 5 – 1, Ald. Patterson voting no. 2004 Capital Budget will now go to Public Hearing. Ald. Patterson moved to send the Special Revenue Budget to Public Hearing. Seconded by Ald. Damaske. Motion carried 6 – 0. New Business Communications and Miscellaneous Business as Authorized by Law Mayor Slocomb distributed sheet on 2003 money to be spent on grading Settlement Center grounds. Public Works needs to start grading work next week before they are busy with leaf pickup and fence installation. Mayor Slocomb brought this before Committee of the Whole to see if there were any objections. If not, he would take to Finance Committee. No objections. A Chamber Member is handling temporary electrical work. Ald. Buckmaster stated in regard to Durham Road, he found out that Towne Realty had donated land and contributed significantly toward the project. It is in excess of $75,000.00 that they have put into project. Finance Director Gunderson will provide Committee with updated copies of budgets per request of Ald. Schroeder. Ald. Buckmaster also requested the tax rate and levy dollar amount for 2002 and 2003. Committee of the Whole Page 4 Minutes of Meeting Held October 16, 2003 Adjournment Being no further business to discuss, Ald. Patterson moved to adjourn the meeting at 10:34 PM. Seconded by Ald. Buckmaster. Motion carried 6 - 0. Respectfully submitted, Dawn R. Gunderson, CPFO Finance Director