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COMMITTEE OF THE WHOLE - MINUTES - 10/2/2003 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved MINUTES OF MEETING HELD OCTOBER 2, 2003 Mayor Slocomb called the meeting to order at 7:07 PM. Also present were Ald. Petfalski, Ald. Patterson, Ald. Buckmaster, Ald. Damaske, Ald. Salentine, and Ald. Schroeder, Finance Director Dawn Gunderson, and those per attached list. Ald. Madden was excused. 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 review of 2004 Capital Budget Finance Director Gunderson reviewed Capital Budget and presented worksheets to show how projects have been moved out to future years and how each project will be funded. Ald. Schroeder questioned the $49,600.00 requested by Public Works in 2004 for roadside mower. He asked if two passes could be done instead of four, which would be 1 employee instead of two. He then asked about forgoing the purchase of the mower until 2005 and reevaluate roadside mowing at that time. Mayor Slocomb stated that if the City does not use two employees and do the four passes, the City will be in violation of its’ own ordinance. If this is not done the noxious weed growth will be higher than the ordinance allows. The City than looses the basis to reinforce the ordinance on anyone else. Discussion continued on this and mowing issues that have taken place during 2003. Ald. Buckmaster asked if the City could just not purchase a new mower. At a previous meeting Public Works Superintendent stated the maintenance of the current mower was becoming costly. If a new mower were not purchased Finance Director Gunderson would have to put maintenance of old mower back into the 2004 Operating Budget. Ald. Buckmaster stated he would like to know the cost of maintenance for the old mower. Ald. Schroeder asked about the Janesville Recreation Trail – both sides. It was mentioned that this is contingent on Janesville Road being widened. The Waukesha County is required to replace the existing sidewalk when roadwork is done. What the cost would be if on one side the trail were taken out is not clear due to County’s contribution to recreation trail. Discussion continued on cost savings if the City only did one side or did none, if one side was done which side, and making one side walking path and the other recreation trail. Ald. Buckmaster asked what the County’s contribution is toward the trail and what the cost to the City would be if the City decided to do the trail at a later date. Mayor Slocomb thought he would have an answer by next week. Ald. Petfalski asked what the City would have if the County only replaced the existing sidewalk, for example sidewalk – grass – sidewalk. Discussion took place on asking Park and Recreation Board to make a recommendation of a $70,000.00 contribution from park dedication for the trail. Ald. Schroeder asked about possibly paying back to Tess Corners their expense of purchasing 800 MHz radios. In 2003 Capital Budget it was split, $81,500.00 in 2003 and $81,500.00 in 2004. He asked if splitting in 2004 to $40,000.00 – $40,000.00 was still being considered. 2. Continue review of 2004 Operating Budget The Chamber of Commerce sent a letter in regard to the Chamber Treasure the Holiday event that will take place at the Historical Site. The Chamber is asking for the City to provide a parking lot and power to buildings. Old Town Hall and the barn have power so temporary power can be run to the other buildings for tree lighting event. Mayor Slocomb to consult with Engineer McMullen on the power issue. The parking area depends on the weather. If a parking lot was not completed there are parking areas near by where people can park and walk to the Historical grounds. Mayor Slocomb will check out the use of crushed limestone for parking area. Ald. Damaske stated that if any work is completed at the Historical site the Historical Society should be looking for other sources then the City, for example contributions from contractors. Ald. Damaske is in favor of leaving the Old Town Hall building as it is in light of having to lay people off. Ald. Petfalski stated that providing a parking area might depend on the cost. Ald. Petfalski stated the long-term goal of the Chamber of Commerce is to get business sponsorships of the Historical buildings and turn it into a finished site with private money. Callen Construction, Inc. would like to work on this project. For recognition a business could have a plaque with their name mounted on the sponsored building. Ald. Schroeder asked if the Old Town Hall is at a point where it can be backfilled and graded? If the City commits to a temporary parking area then it should have the area around Old Town Hall rough graded. Mayor Slocomb will get back to committee at the next meeting with answers to their questions. Committee of the Whole Page 2 Minutes of Meeting Held October 2, 2003 New Business 1. Review 2004 Special Revenue Finance Director Gunderson reviewed Special Revenue Funds, what the Fund represents, why we have it, and what the funds source is. Ald. Schroeder thinks it’s important that the City look at borrowing for both of the Fire Department’s mortgages. Interest rates are low and the construction loan comes due the middle of 2004. Ald. Schroeder is okay with the $579,000.00 but would like to go through Capital to bring the amount down to $510,000.00. This would leave approximately the same dollar amount in landfill for 2003 and 2004. Discussion took place on when landfill dollars should be used. The Committee spoke about using landfill dollars into the future for paying debt service on Conservation acquisition of property, $600,000.00 and Stormwater project in Tess Corners, $715,000.00. The balance is coming from grants. Finance Director Gunderson has about $480,000.00 of Landfill dollars that may be there to utilize and is asking the Committee to allow part of it be used to pay part of the debt service of $1,315,000.00 over the number of years it is laid out in the debt service schedule. It would be levy dollars if it was not funded with Landfill dollars. These two projects were borrowed for in 2003. This would be in addition to the $579,000.00. Finance Director Gunderson to prepare a debt schedule for the Conservation acquisition of property and Stormwater project in Tess Corners and then build into the Landfill schedule the amount needed over the next couple of years. The dollars would flow through the respective special revenue fund and then to debt service fund. Communications and Miscellaneous Business as Authorized by Law Finance Director Gunderson updated Committee on the Insurance Trust. Interviews were going to take place with three TPA’s on trust program. One company has now asked to be removed from consideration and another company was not prepared with data that was being anticipated. The committee working on the Insurance Trust decided to take time after the first of the year to get more involvement from the consultant. Finance Director Gunderson has been consulting with the City’s current health provider and third party administer to look at self insuring some of the City’s existing health program and also self insuring a higher deductible. Adjournment Being no further business to discuss, Ald. Salentine moved to adjourn the meeting at 10:05 PM. Seconded by Ald. Petfalski. Motion carried 7 - 0. Respectfully submitted, Dawn R. Gunderson, CPFO Finance Director