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COMMITTEE OF THE WHOLE - MINUTES - 9/23/2004 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved, as Amended MINUTES OF MEETING HELD SEPTEMBER 23, 2004 10-7-04 Mayor Slocomb called the meeting to order at 7:02 p.m. Committee members present were Ald. Buckmaster, Ald. Borgman, Ald. Madden, Ald. Melcher, Ald. Patterson, Ald. Salentine, Ald. Schroeder. Also present Finance Director Gunderson, Attorney John Swain, Chief Johnson, Director McMullen (8:34 p.m.) All in attendance recited the Pledge of Allegiance. Mayor Slocomb noted the meeting was noticed in accordance with the Open Meeting Law. Mayor Slocomb read the notice of closed session. Ald. Schroeder moved for approval of minutes of meetings held September 16, 2004. Ald. Borgman seconded. Upon a voice vote, the motion to approve the minutes of September 16, 2004 carried 7-0. Approval of Agenda Ald. Schroeder moved to approve the agenda as prepared. Ald. Melcher seconded. Ald. Salentine commented that since it is Director McMullen’s anniversary, she would like to address his issues promptly. Upon a voice vote, the motion carried, 7-0. CLOSED SESSION At 7:07 p.m., Ald. Buckmaster moved to convene into closed session pursuant to §19.85(1)(c) Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, more specifically the 2004-2005 Labor Agreements for all bargaining units. Ald. Salentine seconded. Upon a roll call vote, the motion carried 7-0. Invited to be present for the closed session were Finance Director Gunderson, Chief Johnson and Attorney Swain. At 8:34 p.m., Ald. Salentine moved to reconvene into open session. Ald. Madden seconded. Upon a roll call vote, the motion carried 7-0. (Attorney Swain departed.) (Committee recessed from 8:34 p.m.-8:42 p.m.) OPEN SESSION Unfinished Business Further discussion on Tess Corners/Janesville Road Street Lighting Ald. Buckmaster stated that Director McMullen would make a presentation on the recommendation of the Public Works Committee. Director McMullen provided the committee with his memo of March 20, 2002 to Brian Turk and his memo, dated September 22, 2004, regarding the decorative lighting along Janesville Road. His memo indicated an updated estimate cost of $301,300 for the lighting. The lighting plan has been slightly modified to remove the twin arm poles west of Durham Drive and east of St. Paul’s church. The limits of the project have been shortened to an area between Woodland Place east to the St. Paul’s parsonage. The original proposal included lighting from the center of Atonement Lutheran Church to the east line of St. Paul’s church and was for 26 of the single lights in the undivided section and the additional 10 lights in the boulevard section including the concrete bases. The current proposal is for 23 lights with 100’-105’ spacing at a lower cost. The lights would be equivalent to what is at the Muskego Public Library Committee of the Whole Page 2 Minutes of Meeting Held 9/23/04 and Walgreens and Arby’s. He added an additional item ($11,200) which was stock 4 lights in case one would get hit. He pointed out that the Chamber of Commerce had requested GFCI (ground fault circuit interrupter) outlets at each one of the four bases in case they wanted to run decorative items at these points. Ald. Schroeder inquired if there was a commitment from the Chamber of Commerce that if these outlets were put in, would they use them, at their cost? He is under the impression that they will do some type of decoration throughout the year. He would not want to have the expense of putting them in and then see it being used for one year, that being the end of it. There is going to be an ongoing cost on the decorations being put there. Director McMullen did not have a commitment from them. In reviewing the information, Ald. Schroeder would like to see the additional 3 poles added in because of his concern with the intersection and safety issues. Committee discussed at length the lighting of the historical district. Ald. Salentine pointed out that the estimate for the lighting came down from $388,000 to $301,300. Ald. Schroeder stated the additional 3 poles for $10,000 would still have the amount under the $330,000 that the committee wanted. Ald. Salentine said that Council wanted to see $70,000 taken out and commended Director McMullen with coming up with the $301,300. Ald. Patterson asked with the development that is going to occur on the north side of Janesville Road, should the city potentially think of putting 1, 2, or 3 lights on Tess Corners to keep with the historical image? Ald. Buckmaster thought it was a good idea as it would be the hub of the district. They could be bought later. Director McMullen asked if they were looking at running the electric conduit and pole bases up and down? Ald. Patterson stated he was. Director McMullen pointed out the difference in the height of the pole bases for the doubles was 24”-28”and the singles 17”-18”; in the event, the manufacturer changes poles, the time, effort and money invested would be lost. You can’t leave the pole base in unprotected. Ald. Patterson said he was thinking of adding 2 additional lights so you would have some semblance of entering a historical district from the north also. There was discussion on moving the locations of the lights. Director McMullen pointed out that you would never see the lights at the intersection because they would be overpowered by the other lights. There is some flexibility in moving the lights. Mayor Slocomb stated this is the gateway to the community and that is why the decorative lighting is there for identity. If the lighting is looked at solely as a light source, moving them because of the light source, there would be a void during the day of the light missing and the symmetry in the district would not be there. Back to the GFCI outlets, Ald. Buckmaster would like the Mayor’s office to send a letter to the Chamber of Commerce to see what their commitment would be, would they put up decorations for more than one year? He would not like the city to be responsible for doing it. Mayor Slocomb said the city does not have a plan to do it, but this allows other entities in the community the opportunity to use them. Ald. Salentine asked if the Chamber of Commerce doesn’t want to commit, would the Council not want the plug-ins, or install the plug-ins for use in the future? Ald. Madden and Ald. Salentine thought they should be there. Ald. Patterson inquired if they would be willing to do this across the city, if you do it for one, you should do it for all. Mayor Slocomb said these are only designed for items hanging on the poles, not going across the street. Ald. Schroeder made the motion to accept the proposal from Sean dated 9/22/04 with the option to add 3 additional poles in the Woodland and Tess Corners area, 3 total for those two intersections to address Ald. Patterson’s and his concerns. Ald. Salentine seconded the motion. Director McMullen inquired if that was 26 total lights, or 30? Ald. Salentine stated that brings the total to $309,700. Ald.Schroeder said 23 total with the option of adding 3 more total. Mayor Slocomb said it was approval of what was in the letter (attached to the minutes) plus 3 more which allows for the spares and the other items listed. Ald. Schroeder said with the spares, it would be 30 and the cost might be more with the installation and electrical. Considering this, Ald. Salentine said they wouldn’t put a dollar amount, but it would probably stay under the $330,000. Ald. Melcher pointed out that it would be 3 additional bases also. Upon a voice vote, the motion carried 7-0. Director McMullen shared that at their recent Janesville Road weekly project meeting, with the recent discussion at Council and staff level, changing the mast arms from brushed aluminum to a power coated black at the intersection of Tess Corners and Janesville Road, they estimated a rough $10,000 for the Committee of the Whole Page 3 Minutes of Meeting Held 9/23/04 change. He talked with Mann Brothers and the county. Mann Brothers in exchange for letting them dump dirt free at Park Arthur, they will donate the cost differential between the two types of poles at the intersection and the spares. In conversation with Mr. Henrichs of the county, the estimate they had received from the county assumed that if one of the poles were hit, the city would buy the new pole. If the silver pole was installed and hit, the county would pay. The county is now asking the city to pay the cost differential of the replacement which is roughly $200-$250. Ald. Schroeder asked what color was the decorative poles? Director McMullen stated polished, matte black. Ald. Patterson questioned why would the city want to open up to paying in the future $300 or $400 for poles should they keep getting knocked down? Ald. Buckmaster made the motion to recommend to Council to accept or to go with the black matte, power-coated poles of which the first set is going to be cost differential per set donated by Mann, approximately a $5,900 value, plus the traffic signal poles. Ald. Madden seconded. Upon a voice vote, the motion carried 6-1 (with Ald. Patterson voting nay). With no objection from committee members, Mayor Slocomb brought forward discussing the operating budget. Further review on 2005 Operating Budget/Capital Budget Items Director McMullen updated the committee on the need for another building inspector. As requested to provide to the committee, he put together the subsequential changes going on in the Building Department to justify the need for the new hire position for building inspections. Committee members were provided with a document showing the 2002, 2003 and up to July, 2004 permits and inspections as well as the dollar amount for these. Ald Buckmaster inquired what was the electrical license? Director McMullen stated this is an annual license for any electrician wanting to do electrical work within the city. Ald. Melcher acknowledged that the list took into account the new homes that are up. At a recent Committee of the Whole meeting, they discussed that there will be some decrease in terms of development in the future. What was his take on this? Director McMullen said that is one of the issues that Common Council has and to counteract that, right now, the trend is that building is increasing and he also has two employees, within 2 years of actual retirement age. Right now, there is a need for the additional inspector. As building would actually decrease and those employees retire, instead of filling those positions, the positions would be left vacant until such time there is a need for inspectors as building would be on the increase again. Mayor Slocomb said that in the budget right now, they have a building inspector set for a July start. Ald. Buckmaster’s opinion was that possibly in the future, zoning would be less dense. Based on that, less density means less housing, and less building in numbers, did Director McMullen take that impact into consideration for the analysis? Mayor Slocomb explained the hiatus that may occur because of sewer service area issues. The hiatus may occur when the inspectors reach retirement. Director McMullen elaborated on what is involved with inspections. Mayor Slocomb asked if a July start for the new hire would fit? Director McMullen said they see the increase in new home packets in mid-February and early March. If he still had the flexibility of bringing in the contracted employee as needed through the first part of next year, then the July date would be okay. Ald. Schroeder said he was firm on the July 1 starting date. Some discussion took place on hiring an inspector compared to using the contracted person. The new hire position is $21.64 per hour, plus benefits. The contracted person is $16.00 to $18.00 per hour and when he is not available, the department brings in an independent service for $35.00 to $$40.00 per hour. Ald. Buckmaster said if the person is hired and the department would save on not contracting out, that’s an additional savings to be seen and since the department is breakeven, it supports itself so the tax base is not supporting them. Ald. Schroeder expressed that they should continue to search and see if someone can be found, possibly with higher certifications, who is looking possibly for part-time work. If the city is paying someone at $16.00-$18.00 per hour and someone $35.00-$40.00 hour, the city may find someone in between. Mayor Slocomb summed up that it was unanimous support for the July hire of another building inspector unless something new comes up. (Director McMullen departed.) Committee of the Whole Page 4 Minutes of Meeting Held 9/23/04 At the last meeting, Mayor Slocomb said the question was raised on the mileage on the police vehicles. Chief Johnson had sent a memo showing what the mileage was at this point in time. Ald. Schroeder asked when the vehicles are purchased? Chief Johnson said they generally go with the State bid which is in January and the vehicles usually arrive in April and, usually, the changeover isn’t accomplished until May 1. The goal established by Common Council was 100,000 miles on squad cars, which the department tries to achieve. Last year, they used an unmarked Lumina in the fleet but experienced maintenance issues. On the Ford squad cars, they average about 3,600 miles a month. In January, they analyze the miles, and then may move up some cars in fleet to get more usage. They would move from two drivers to three drivers to maximize the mileage by March or April. The money they get for a car at 100,000 miles changes sometimes dramatically. The bus, Ford Expedition, will make 100,000 miles without a problem. Right now, they are analyzing who is driving the vehicle so they can cut the mileage and get three years rather than two years on the vehicle as it is an expensive vehicle. The unmarked Luminas don’t hold up as well as the cars built for squad cars. One of the cars has a transmission issue. The other one has an intermittent seat airbag issue. Both of them are thousand of dollars in maintenance. Ald. Schroeder’s understanding was that the Ford Expedition was going to be used for more specific purposes, not general patrol. Chief Johnson said it was for the supervisor and the special gear does go into the vehicle and it rolls on major incidences. Ald. Melcher asked how squad cars are in the fleet? Chief Johnson said they have 15 vehicles with one of them being given by E. J. Salentine every year. Ald. Melcher inquired how many officers, for instance, would use car #1? Chief Johnson said the officers are assigned to a car and in January, adjustments are made. Chief Johnson explained the issue with the antenna on the cell tower. He was requesting $5,000 to enable the department to move the antenna up to the height that it originally was on the old tower. Finance Director Gunderson stated that it could go either in the operating or the capital budget. Chief Johnson shared that the antenna was at the license height on the new tower, but was at an unlicensed height on the old tower. With the antenna on the cell tower being lower than the height when it was on the old tower, they are experiencing a reduction in performance. He reported the fire department made application to the FCC to move the antenna up to a height it was on the old tower. He anticipates it will be approved this year. As it is not specifically a police department item, Finance Director Gunderson mentioned that this expense could come from the non-department public safety, which is where the 9-1-1 radios were purchased. Ald. Schroeder made the motion to add it to the 2005 operating budget non-department public safety. Ald. Salentine seconded. Upon a voice vote, the motion carried 7-0. Chief Johnson shared with the committee correspondence from Waukesha County regarding mobile data computing grant to purchase. They are going to apply for a COPS grant this next year and it should furnish a substantial amount of money towards a new mobile data computing network in the county. Part of that would include the infrastructure cost of the equipment in the squad cars. This change of the mobile data equipment was budgeted for 2006. With a 25% match from the city, this would allow the changeover of 9 vehicles. The city may want to take advantage of this. If the city doesn’t submit a letter of authorization to participate and commit the dollar amount of $2,325 per unit for nine units for a total of $20,925, the ability to take advantage of the 75% match from the United States COPS program is lost. Finance Director Gunderson, in response to Ald. Schroeder’s inquiry, affirmed that it was in the 2006 capital budget for $45,000. They can move it to 2005 and less dollars. Chief Johnson said he will be meeting with the county to discuss the project. There may be an advantage for the city to do their own. Ald.Schroeder asked about the life expectancy on the units? Chief Johnson said about six years. Ald. Schroeder further inquired if the city would be committed to purchase nine units? Chief Johnson stated that if the county goes to digital system, the lap top computer would be okay but the rest of the equipment the department could not use. If the county goes RF, then maybe could still use the department’s system as it depends on what they add on. Ald. Schroeder asked if he would know at the time he made the purchase? Chief Johnson indicated he Committee of the Whole Page 5 Minutes of Meeting Held 9/23/04 would. Ald.Schroeder questioned if the city went with this, could his other capital issues be pushed off another year? Chief Johnson said this was separate. Finance Director Gunderson asked if the 25%, $20,925, the $45,000 in 2006 plus a portion of $100,000 in 2007 is related to the mobile? Chief Johnson stated the $45,000 in 2006 is just for the mobile part, the $120,000 is for the infrastructure. Finance Director Gunderson asked if the 25% is 25% of a combination of those two parts? Chief Johnson said it was just a part of the mobile portion. Finance Director Gunderson asked how you get 25% out of $45,000? Referring to the county letter, Chief Johnson said they put a total of $9,300 on each unit which he thought was excessive. He had budgeted $7,000 on each unit by using a different brand of computers. Finance Director Gunderson asked if the grant doesn’t come through, would he be asking for $45,000? Chief Johnson stated he would for 2006. Mayor Slocomb asked if there was any objection to putting $20,925 in the 2005 capital plan? Committee members had no objection. Chief Johnson had forwarded to committee members the staff study on manpower allocation which he reviewed in detail with the committee. He explained that it takes about 4-4-1/2 4 to 4-1/2 bodies to have 1 officer on the street 24-7. He said there were two ways of determining manpower needs: (1) one was 1 officer per 1,000 citizens and (2) the other by what the officers are actually doing, using a formula set up by UW Professor Hamann. The department has been using the professor’s formula to determine manpower needs. At this time, for the 2005 operating budget, Chief Johnson was asking for one additional officer. He explained that he would not be filling the second open detective position at this time. He would use that position as an additional patrol officer in the department increasing the patrol strength by two officers. At the end of the year, he would analyze the position to see if the second detective position were needed. If the second detective was needed, then he would use the patrol position to fill that second detective position or create a new detective position next year and hire an additional officer. Ald. Schroeder indicated that Chief Johnson should look at evaluating the school liaison officer program. He researched the communities of New Berlin, Hales Corners, Greenfield, Greendale, City of Brookfield, Menomonee Falls, Oak Creek, Franklin and Muskego. With the exception of Muskego, nobody employs three school liaison officers for a nine-month period. He recommended leaving the one at the high school level and have a second one split between the two middle schools. Chief Johnson stated the benefits of having the officers in the school, not only for the children but also the comfort it gives the teachers and the juvenile crime is down. He said that since they have had this program, there is less time spent sending officers to the high school. It is also partially funded and, also contracted, by the school district. Mayor Slocomb said that in the summer months, the officers are used as water patrolmen. Chief Johnson gave a historical account of the program and its success. Ald. Madden shared what feedback she had received from students and felt it was a great program and she would not want to see it changed. Ald. Buckmaster thought Ald. Schroeder’s suggestion was worth considering. Mayor Slocomb cautioned that not knowing the incident rate in the other communities, not having the data is dangerous. Switching from the school issue to the formula, Ald. Patterson knowing that Chief Johnson had provided manpower evaluation studies in the past, he requested Chief Johnson to supply him copies of any still available. Back to the issue of the request for additional officers, Mayor Slocomb reviewed that in the budget, there is one new officer slated for January (the open detective position) and one for July (new). He asked if Chief Johnson was comfortable with the new officer starting in July? Chief Johnson alluded to the training curve which is a couple of months. If they want the officer on the street for June, he would need to hire in March. Ald. Salentine understood the learning curve. Ald. Madden asked what the financial impact would be for an earlier start? Finance Director Gunderson said adding another $18,000, for $54,000. Ald. Melcher and Ald. Buckmaster, before committing themselves, would like to know the impact on the total whole operating budget. Mayor Slocomb asked if they were comfortable with the 3.49 in the city budget right now? If they are comfortable with that, then they will look at the budget administratively and keep within that figure. If they aren’t, then let them know. Ald. Borgman was in favor of starting the officer sooner. Ald. Patterson said to keep with the July starting date as he was not comfortable with the 3.49 rate. Finance Director Gunderson shared that to hold Committee of the Whole Page 6 Minutes of Meeting Held 9/23/04 the administrative budget in tact, the city will be getting another $2,100 in State aid and there is expected expense savings from the county for radio cost. She reviewed with the Mayor the fire department budget and some adjustments were made. There was $5,000 added back in. The committee members were emailed on these updates this date. She stated what would make a substantial impact on the budget is the insurance and that may not be known for two weeks or just before the public hearing. Finance Director Gunderson summed up the city would have additional State aid of $2,157. County radio program expense reduced by $224. She and the Mayor met with the Muskego Volunteer Fire Department and there is a reduction in their request of $10,300. These are the changes to the budget except for what transpired at this meeting. She continued, that the fire department will be providing a list of one-time expenses for 2005. Ald. Patterson inquired if some of the one-time purchases could be pushed off to another year? Mayor Slocomb responded that reviewing the list, it is evident the consequences if action is delayed on the items. One is the rechartering of the department. The rechartering is necessary as it was chartered under the wrong State statute and as a result, the department had to pay FICA. Ald. Schroeder stated that in changing the charter, they would then be eligible to apply for more non-profit grants. Ald. Schroeder called attention to the GIS account on page 38 of the budget. The estimated GIS revenue for 2004 is $40,000 and on page 39, estimated GIS expenditure is $85,000, for a negative $45,000. How does the city have a capital GIS fund set up with surplus GIS fees, when the GIS department, financially wise, is losing money? Finance Director Gunderson answered that the only revenues to fund the capital charges are the land records capital charge number, not the other ones. The intent is to use those dollars. Mayor Slocomb explained the how and why of establishing the GIS department and that the operation was never intended to be funded by fees. Ald. Schroeder stated that if there is $20,000 in fees, why aren’t they being used to offset the $45,000 deficit in that department? The city is applying it towards buying more equipment. Mayor Slocomb stated the money is to buy the tools needed for the GIS. Ald. Schroeder expressed his point that when someone brings a capital item forward and attached to that is an account indicating funding fees, the request isn’t scrutinized because the impression given is that the money is there. They don’t require the planning manager to justify the purchase as much as they do a manager that requests a capital item without a revenue fund behind it. Ald. Melcher questioned about the rotation of the city’s computers, could they go to a five-year schedule? Finance Director Gunderson pointed out that there are two line items, one is maintenance of software or training or supplies and the other is replacement. For replacement, the Mayor said the city was originally at three years, and then the decision was made to go to four years because most of the monitors are the crystal display type. With the CRT monitors, the city experienced problems between the third and fourth year. Depending on what transpires with the computers in the fourth year, the replacement duration may change. Ald. Melcher asked if the city had staff people for grant applications? Mayor Slocomb informed the committee that each department looks at the possibility of grants and work on grants. Due to networking with other professionals in their fields, they become aware of the grants that are available. Finance Director Gunderson reported that Library Director Sanhuber emailed her justification for vandalism. On the Economic Development cost, the cost associated with the preparation of the plan, is about $160,000 and there may be some printing charges. The other components may be some small dollars that are lost in line items in the Planning Department. Recently the Economic Development component was split out of the Planning Department so the line items should be clearer in the future. The cost of the Economic Development was over a two-year time period, 2002-2003. Committee of the Whole Page 7 Minutes of Meeting Held 9/23/04 Ald. Patterson talked about the Muskego Historical Society asking for the entire cost of the roof replacement on the barn. Was any thought given to using some of the historical society’s money to fix the roof, or possibly splitting it on a 50-50 basis? He thought that about a year or a year-and-a-half ago, they had almost $10,000 in their accounts. Shouldn’t they be getting involved as they do fund-raising, etc.? Isn’t this for the upkeep of the buildings? See if they are applying some of their money toward projects. Ald. Buckmaster said this was discussed. The Mayor’s office is to contact the historical society for a joint meeting in January with the aldermen. Ald. Patterson said, right now, to discuss maybe they can put $5,000 toward the roof; or, if the city does the totally cost of the roof, then at a later date, the historical society helps fund another project. Ald. Buckmaster stated he needed to know more about the long-term plan of the historical society. At this point, the roof on the barn is a necessity that has to be done. There is some stuff to be held off on until a meeting with them. New Business--none. Communications and Miscellaneous Business as Authorized by Law—none. Adjournment Ald. Buckmaster moved to adjourn at 11:17 p.m. Seconded by Ald. Melcher. Motion carried 7-0 . Stella Dunahee, CPS Recording Secretary Committee of the Whole Page 8 Minutes of Meeting Held 9/23/04 Engineering/Building Inspection Memo To: Committee of the Whole From: Sean E. McMullen CC: Public Works Committee Date: 9/22/04 Re: Janesville Road Lighting Committee Members: Enclosed please find the memo dated March 20, 2002 to Brian Turk regarding the decorative lighting along Janesville Road, and please also find the revised cost estimate for the decorative lighting in the Tess Corners area as requested by the Public Works Committee on September 20, 2004. Please review the numbers and contact me at this office if you have any questions or concerns regarding this matter. I will be presenting this option to the Committee of the Whole Budget meeting on September 23, 2004. The lighting plan has been slightly modified to remove the twin arm poles west of Durham Drive, and east of St.Paul’s Church. The limits of the project have also been shortened to an area between Woodland Place east to the St.Paul’s Parsonage. (See attached map). The original proposal included lighting from the Center of Atonement Lutheran Church to the east line of St. Paul’s Church. 1. Decorative Light Poles (Single) 23 Each @ $2,800.00 $64,600.00 2. Extra Lights-stock item 4 Each @ $2,800.00 $11,200.00 3. Concrete Bases 23 Each @ $300.00 $12,000.00 4. Control Cabinets 2 Each @ $7,500.00 $15,000.00 5. Installation 1 L.S. @ $32,300.00 $32,300.00 6. Electrical (est) 1 L.S. @ $120,000.00 $120,000.00 7. GFCI Outlets (Chamber) 23 Each @ $300.00 $ 6,900.00 Subtotal $262,000.00 15% Contingency ` $ 39,300.00 TOTAL $301,300.00