Loading...
COMMITTEE OF THE WHOLE - MINUTES - 8/19/2004 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved MINUTES OF MEETING HELD AUGUST 19, 2004 Acting Chairman Ald. Salentine called the meeting to order at 7:05 PM. Also present were Ald. Buckmaster, Ald. Borgman, Ald. Melcher, Ald. Madden, Ald. Schroeder (arrived at 7:08 PM), Finance Director Gunderson, Assessor Laura Mecha, Parks & Recreation Director Anderson, Interim Plan Director Jeff Muenkel, Engineering/Building Director Sean McMullen, and those per the attached list. Mayor Slocomb and Ald. Patterson were absent from the meeting and excused. All in attendance recited the Pledge of Allegiance. Ald. Salentine noted the meeting was noticed in accordance with the Open Meeting Law. The minutes of the August 12, 2004 meeting were not available. Unfinished Business Further discussion of MMSD 2020 Plan Request Submittal – As Council Representative on Plan Commission, Ald. Buckmaster stated that additional comments from Plan Commission were mainly regarding density and whether expanding sewer is a way to control density or not. One Plan Commission member expressed that expanding sewer would be a way to control density and others had no comment. Ald. Buckmaster stated he believed that extending sewer or not does control density but questioned whether it is the most effective way. Right now the will of the people is for a rural atmosphere quality of life. Ald. Borgman commented on how quiet the discussion of the Plan Commissioners was in regard to this. He would go along with Engineering/Building Director McMullen’s recommendation to ask for the full commitment of the 2020 Plan. Ald. Schroeder’s thought process was that if you put the availability of sewers out there, developers would come and build. He felt that the current Council’s priority, at least for a majority of districts six and seven and some in district five, was larger lots and a more rural atmosphere so let’s try and keep it that way. It may not be that way in ten years when sewer moves into those areas, so the thought was not to give future Councils the ability to do that. He questioned whether it is fair not to give Aldermen in the future the ability to make those decisions. Ald. Salentine mentioned that she spoke to Superintendent Scott Kloskowski and he stated a developer would not be able to come in and extend the main; the system that is in place now would need a major update. Ald. Salentine stated that this would be discussed more on Tuesday at the Common Council meeting. Ald. Schroeder stated he had no issue with capacity, you must ask for as much capacity as you can. This is more a residential concern as opposed to a business concern. Ald. Schroeder has always been pro business. Ald. Buckmaster stated that he felt it was good that they sent this to Plan Commission because it showed that Plan Commission and Council are pretty much in-sink with what the citizens want. He is not a proponent of high density at all but did not want to remove that choice from future Councils. New Business 2004 Capital Budget Review 2005 Capital Budget Finance Director Gunderson reviewed with the Committee the detail being presented and the process that would take place reviewing the information. Ald. Schroeder asked to have Stormwater Capital Budget requests discussed first. The people in the audience are here to understand the stormwater projects and not to comment. Acting Chairmen Ald. Salentine explained why she is not moving agenda around and proceeded with first item under Review 2005 Capital Budget. A. Assessor – Assessor Laura Mecha presented the capital budget requests for Assessor’s Office. 1) Replace CAMA, $43,020.00 – The City of Muskego has utilized Waukesha County to provide CAMA services since 1986 and has been in a contract supporting the current package since 2000. Waukesha County has agreed to extend the City’s contract until the end of 2005. The immediate charge is to get a replacement system up and running during 2005, to be on-line for the start of the calendar year 2006. The replacement costs are based on contracting with CLT to bring the existing system in-house and run it on a Windows Server. The City will then be running the same proven programs as in the past, but will receive support directly from CLT instead of Waukesha County. The $43,020.00 includes Oracle licenses, annual Oracle support, IAS annual support, database conversion & administration training (for Information Systems Director Joe Committee of the Whole Page 2 Minutes of Meeting Held 8/19/04 Continue Assessor – Replace CAMA Sommers), and server hardware. Assessor Mecha would like to keep in-house. The City is looking at sharing a system with Menomonee Falls, which currently is on the shared system with Waukesha County, and/or with New Berlin. If the City is looking at sharing a system with Menomonee Falls, they could be coming in with us. New Berlin is using the same product on the their own and the City would be going in with them. Assessor Mecha has concerns about being dependent on New Berlin. A shared system would only be a viable option if it cost less than a standalone system. The City would have greater structure going on board with Menomonee Falls then with the County. If the City were to go with New Berlin, we would be dependent on them. New Berlin has always been independent; never had agreements with other communities. CAMA has said that since we had a license through the County CLT consider the City as having a license and the City would not have to repurchase. It would be re-licensing through Oracle. CAMA was purchased and licensed before for $90,000.00. 2) Data Update, $50,000.00 – This is a new item that was not previously on the five year Capital Budget Plan. The last time the Assessor’s Office had a Data Update on interiors was in 1995 – 1997. Data should be verified every 10 years or so, so the Assessor is requesting $50,000.00 for year, 2005, 2006, and 2007, with a possible revaluation in 2008. The Assessor would like to get a Data Update on any home they have not been in, in the last eight to ten years. Assessor Mecha would like to put the data update on a regular ten to fifteen year routine. Assessor Mecha is looking at changing the revaluation schedule from a four to a three-year update. The public may not be as shocked and be more receptive to the increase in value. The 2005 revaluation could be a real test of leaving the cycle at four years. The last few years have been volatile in regards to value but the City has some very diverse residential neighborhoods resulting in distortion in ratio very early. A three-year cycle may keep a better balance between neighborhoods. If the Data Update were pushed out it would occur during the cycle for the 2011 Revaluation instead of 2008. The question was asked what CAMA means. Assessor Mecha stated it stands for Computer Assisted Mass Valuation. Ald. Schroeder stated that after reading the information and getting more explained today he feels that the data update is a very important issue. The issue he has is that when looking at the total picture the extra $150,000.00 that has now been thrown in over the next three years changes that. Ald. Schroeder feels the data update needs to be done put probably should be moved out one year across the board. Assessor Mecha explained that moving it one year could possibly be done but it puts a lot of pressure on 2007 and 2008 to get things completed to produce a value in 2008. The next option would be to move it out to 2009, 2010, and 2011. The ideal would be a data update in 2005, 2006, and 2007. Assessor Mecha noted that the price would not be held. B. Parks and Recreation – Parks and Recreation Director Craig Anderson presented the capital budget requests for his department. 1) Diesel Tractor, $22,850.00 – This is the same item that was requested for 2004 Capital Budget and the Committee moved to 2005. The diesel tractor replaces a much smaller tractor that will be twelve years old and no longer meets the needs of the Department. A few of the tasks that the diesel tractor will do are: increase the City’s capacity to load with a larger bucket, unload deliveries with a front fork attachment, groom larger area baseball fields, and comb the beach at Idle Isle Park. The unit will be equipped with a hydrostatic transmission, which eliminates the need to shift gears by the use of a clutch. The clutch was replaced three times on the present tractor. Travel time will be reduced with this tractor’s higher road speed and it will free up a trailer that is currently used to transport the Ford 1720. The hydrostatic transmission comes with a three-year warranty. The quote includes a trade-in value of $7,900.00. Parks and Recreation Director stated that there was going to be extensive training on the operation of the tractor and felt it would not be necessary to purchase an extended warranty. Ald. Schroeder stated he felt this was something the Committee needed to move forward on. This equipment was needed last year. Ald. Salentine agreed. Committee of the Whole Page 3 Minutes of Meeting Held 8/19/04 C. Historical Society 1) New Farm Museum Roof, $10,000.00 – Jane Mundro Secretary of the Muskego Historical Society was present to answer the Committee’s questions. Ald. Salentine noted that the Historical Society is bringing the capital budget request to the attention of the City. The City owns the Old Town Hall building and is required to do public bidding. The need for a new roof on the barn is because the roof is leaking and rotting on the tree end of the building. The roof is cedar shake shingles. The quote of $11,440.00 presented by Ms. Mundro was not for cedar shake shingles. Ald. Salentine asked the Committee to defer and requested City Staff to come back to Committee with estimated cost. Then a request for bid could be done on what is determined is needed. The City owns all the buildings except for what is inside buildings and the Historical Society leases from the City. The City also owns the land. Public bidding is required because of improvements to the land. Ald. Buckmaster stated either the Committee of the Whole or Common Council should discuss and define what benefits the taxpayer receives from money being put into the Historical Site. Whatever the Historical Society could do to define the benefits would be appreciated. Ald. Buckmaster wanted to know what is historically correct after everything completed to date and is the historical significance for a select few or for community? Ald. Buckmaster asked the Historical Society to come back with a written explanation on what benefit the citizens and the Historical Society receive and what currently has been paid and what future payments can be expected. Ald. Buckmaster stated that a risk and cost analysis needed to be completed. Ms. Mundro suggested that they look back to why this was set up in 1976 as a bi- centennial project. There was the basis. 2) Grading, Paths, Installation, $15,000.00 – Ald. Salentine stated this was going to be deferred, waiting for a facility plan. Dave Simpson from the Engineering Department will update facility plan. A portion of the new lot, entranceway and handicap stalls, plus one handicap access into building, must be paved to meet ADA requirements, not the entire lot. Ald. Melcher stated that public relations needed to be done by the Historical Society to sell the citizens on the building. D. Planning – Interim Planning Director Jeff Muenkel presented the capital budget requests for his department. 1) GIS Planemetric Data, $24,500.00 – The GIS capital budget is based upon a fee received from new development, new parcel platted, or new building permits that come in for residential structures over one hundred twenty square feet. These fees are used to fund some of the large GIS needs. The 2004 capital budget request of $7,100.00 for ArcINFO License was not needed so the money for this will be rolled over into the 2005 available Land Records Fees. The $8,000.00 requested for the Orthophotography program in 2005 was removed. The City receives Othophotographs every five years (2005) from SEWRPC. Waukesha County will be absorbing the costs for 2005. The $31,000.00 requested for 2007 Orthophotography program has been reduced to $10,000.00 as the industry has reduced prices. The previously requested amounts of $7,200.00 in 2005 and $5,000.00 in 2006 for the Easement Document Conversion is not needed at this time as the Planning Department is updating any new easements with Developer’s Deposits. With the new orthophotos comes an opportunity to create City planimetric data. A consulting company can identify and digitize topographic and planimetric features into GIS and CAD data format. A current structures data layer could be completed and maintained by adding building permit information; therefore, it would help as far as violations by allowing staff to see data before a visit. The yearly projected fees that would pay for the GIS Planimetric Data are being estimated at a low amount of $10,000.00. Discussion took place on fees and where the money would come from, if this would be purchased late 2005, and the possibility of paying for over two years – 2005 and 2006. It was requested that Interim Planning Director Munekel provide a revised GIS capital budget to reflect payment over two years. The GIS Web Server was received one month ago. SQL has been implemented along with ARC SD that allows GIS data to be put in one spot. The GIS Department wants to get all the information they can publicly. Committee of the Whole Page 4 Minutes of Meeting Held 8/19/04 2) Copier Shared with Building, $6,500.00 (total cost $13,000.00) – The copier has been requested for several years to meet the needs of the Planning and Engineering/Building Inspection Departments. In 2004 it was put off until 2005 and the amount lowered to $4,000.00 each (total cost $8,000.00). The copier requested is a duplex color laser printer in one. It will also be able to accommodate 11 x 17 color printouts. This will help for small format mapping that can be included in 8.5 x 11 documents. A color copy will cost eight cents per copy, ink included. Ald. Melcher wanted the Planning and Engineering/Building Inspection Departments to make sure that their programs are compatible to the printer. Ald. Borgman questioned who will assembly the documents, this being included in Kinkos price. In the past the Mayor’s Intern or Secretaries have assembled the documents. Discussion continued on cost of assembly and who would do this. Acting Chairman Ald. Salentine requested a recess at 8:44 PM Meeting reconvened at 8:55 PM E. Building – Engineering/Building Inspection Director Sean McMullen presented the capital budget requests for his department. 1) Copier Shared with Planning, $6,500.00 (total cost $13,000.00) – See “Copier Shared with Building, $6,500.00”, item 2 under Planning. F. Public Works – Engineering/Building Inspection Director Sean McMullen presented the capital budget requests for Public Works. 1) Loader, $138,000.00 – The proposed loader would replace a 1982 loader with approximately 8, 600 hours. This is one unit smaller than originally proposed in the 2004 Capital Budget to keep in $138,000.00 price range. Public Works will continue to use a 1997 or 1998 loader that is one step above. This loader along with the proposed loader should facilitate workload. It was mentioned that Public Works Superintendent Wayne Delikat would not ask for something unless he needs it. Ald. Schroeder stated he felt this was a must to keeping the Public Works Department working efficiently. 2) Phase II Durham Reconstruction, $4,085,000.00 – Engineering/Building Inspection Director McMullen requested this item be moved to 2006. He stated that he received a letter stating that the funds allocated to the City of Muskego have been given to Milwaukee County for their light rail study. The Committee will receive a copy of 2010 SEWRPC Transportation Facility Study showing where the light rail system is proposed to go. The City will reapply for the same grant November 1, 2004. The City should know by April or May of 2005 if it will receive the grant. 3) Decorative Street Lighting/Tess Corners, $400,000.00 – The decorative street lighting will go from Woodland Drive to Poe’s Place. From Woodland Drive to Tess Corners the lights will be placed every one hundred feet on alternating sides of the road. At the divided section starting near Tess Corners to Poe’s Place the lights will be placed on the median strip every one hundred and fifty feet with two arms to light up both sides of the road. Engineering/Building Inspection Director McMullen to inform Committee how many lights will be installed. The street lighting will be similar to that at the Library. The electrical is stubbed in, but the bases have not been set in. The provisions for the lighting are included in the $400,000.00. Buried cable and not conduit will be run from post to post. G. Stormwater – Engineering/Building Inspection Director Sean McMullen presented the capital budget requests for Stormwater. 1) North of Kelsey, $225,000.00 – The pond is located north of Kelsey about one block west of Janis Drive. This was part of the 1997 – 1998 stormwater management plan for the regional area for the City. This should be done to keep the water quality benefits of Lake Denoon in tack. This is for the design study and any grant funding that could be available. Ald. Salentine noted that this is a decision that Common Council had committed to because of the farm run off and wanting to maintain the City’s farms. Ald. Schroeder brought up concerns, now that the land is being built on, silt and farm chemicals are running into the lake. This has been on the five-year plan since 1997. The people on the lake have been patiently waiting. The pond will assist the water quality Committee of the Whole Page 5 Minutes of Meeting Held 8/19/04 issues of the lake. Finance Director Gunderson pointed out that because the three-stormwater issues have been in the five-year capital plan for several years when the forecast of landfill Continue Stormwater – North of Kelsey dollars has been made there has been a commitment by Common Council to use a portion for stormwater. There also has been a commitment of a minimum of ten percent to conservation and a minimum of ten percent to park dedication. Built into the ten-year forecast of landfill funds are these specific projects and a forecast has been made as to what funds will be available with this built into it. For 2005 these stormwater projects have been forecast using landfill funds and there are sufficient funds. 2) Pilak Creek Drainage N. of Woods, $46,280.00 – Pilak Creek is at the intersection of Woods Road and Lannon Drive. As a result of the flood events of the last couple of years there have been some major issues in regard to tributaries coming into the creek from different subdivisions. The creek has started to silt in and the navigability of the creek is pretty much nonexistent. This project is to increase the flow that ultimately affects the Industrial Park, City Hall Properties, and the discharge of Little Muskego Lake. Part of this project is the armoring that is around the existing bridge structure that has begun to erode away. This is what has pushed this project up. The 2005 request is for the design, permitting and easement acquisition. The 2006 request is the construction. Stormwater funds are available and will come from landfill. 3) Dry Basin Retrofit Industrial Park, $63,860.00 – One of the issues that had to be looked at as part of the Dry Basin Retrofit was the 1999 Plan for the Industrial Park. If the City of Muskego partakes in expanding any type of regional storage facility within the Industrial Park each business that would expand in the future would pay an amount to the City for their portion of the retention facility. Each business in the Industrial park needs one acre-feet of storage. Currently the Industrial Park has no stormwater management. The Industrial Park was prior to the enactment of phase one of the Clean Water Act in 1974. It has only been since the enactment of the Clean Water Act in 1974 and Phase 2 of the Clean Water Act in the early to mid 1980’s that stormwater management has been required. There are Companies in the Industrial Park that would like to expand put do not have enough space on their parcel to expand and to also put in a pond. The storage facility would allow for that business to expand and not have to look outside the City for larger property. The design phase is to look at what is the most feasible way to look at this facility and how much will be gained. Also the study will look at the financial portion. Communications and Miscellaneous Business as Authorized by Law – Finance Director Gunderson distributed and explained a draft copy of the September 2, 2004 Committee of the Whole agenda for discussion. Questions were asked about items under “Review of Industrial Park Proposed Improvements”. Ald. Salentine mentioned that at the August 18, 2004 Finance Meeting it was requested that the Committee of the Whole minutes be available for approval at the following Committee of the Whole meeting. A request was also made to have a recording secretary at the Committee of the Whole meetings. Adjournment Ald. Buckmaster moved to adjourn at 9:50 PM. Seconded by Ald. Madden. Motion carried 5 – 0. Respectfully submitted, Dawn R. Gunderson, CPFO Finance Director