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COMMITTEE OF THE WHOLE - MINUTES - 8/25/2005 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved, as Amended MINUTES OF MEETING HELD AUGUST 25, 2005 9/8/05 Ald. Melcher (Common Council President) chaired the meeting and called it to order at 6:01 PM. Those present recited the Pledge of Allegiance. ROLL CALL Present: Ald. Borgman, Ald. Buckmaster, Ald. Melcher, Ald. Patterson, Ald. Schroeder, and Mayor Damaske Absent: Ald. Madden, Ald. Salentine (excused) Also in attendance Department Heads Craig Anderson, John Johnson, Sean McMullen, Sharon Mueller, Joe Sommers; Mr. Jeff Jones, Mr. Dominic D’Acquisto, Mr. Kenneth Laschen, Mr. Michael Kowitzky, Mr. Dave Van Zeeland, Mr. Jeff Verburgt, Mr. Edwin Schaefer and Muskego Sun Reporter STATEMENT OF PUBLIC NOTICE The recording secretary stated that the meeting was noticed in accordance with the opening meeting law. REVIEW MINUTES OF PREVIOUS MEETING Ald. Borgman moved for approval of the July 14, 2005 minutes. Ald. Buckmaster seconded. Not being in attendance at the July meeting, Ald. Schroeder asked for more information on policy/procedure for placing items on the Common Council agenda. He asked if there was any procedure in place for placing items on committee agenda if you are not the committee chairman? Mayor Damaske responded that you talk to the committee chairman to place it on the agenda. Ald. Schroeder then asked what happens if the chair refuses to put the item on the agenda? Ald. Buckmaster stated the issue could be placed on the Committee of the Whole agenda and discussed at the aldermanic level. Ald. Schroeder asked if then it could be referred to the Common Council? Mayor Damaske stated to go to the committee level with some recommendation to the Common Council. Upon a voice vote, the motion carried unanimously. APPROVAL OF AGENDA Ald. Schroeder moved to amend the agenda to discuss Unfinished Business #4 and New Business #3, #4 and #5. Ald. Buckmaster seconded. Upon a voice vote, the motion carried unanimously. UNFINISHED BUSINESS Report from Liaison regarding Historical Society Ald. Schroeder received the information that the city received and forwarded to the aldermen. He sent out the notes from the August 9 meeting with the historical society copying to Mayor Damaske and Director McMullen and if there are any questions to ask him. Mayor Damaske stated the notes were accurate and he was impressed. Ald. Buckmaster inquired about the status of the liaison and the requests for documents? Ald. Melcher said the documents were turned in on the day specified of August 19, including financial records and they also received a mission statement from the society, directional statements and priorities of the society. There was a meeting August 25 with Committee of the Whole Page 2 August 25, 2005 Director McMullen, Mr. Ron Peters and their attorneys. Interim Finance Director Sharon Mueller is to look over the financial records as a form of internal auditing. Mayor Damaske informed the aldermen that partial records were received and the society is in the process of getting the rest of the records. The city would do an internal audit regarding the checks that were issued to the society; what moneys went in and what moneys went out. Ald. Buckmaster noted that there was no capital budget item from the historical society in the Committee of the Whole packet, perhaps it is forthcoming. He mentioned that there are still some funds that need to be approved and if they are going to go over the $500,000 mark, the committee needs some internal verification that the management exists to fund and maintain. When the city receives the audit, Ald. Buckmaster hoped they could identify the strengths and weaknesses prior to committing any more dollars. Ald. Schroeder questioned if the city found some discrepancies and the historical society disagreed with the internal audit results, would the city have to fund for an independent audit then to be done? Mayor Damaske said it was possible. Ald. Schroeder asked if as part of the lease, an inventory of the artifacts had to be submitted to the city and on what basis, a yearly? Mayor Damaske said it was requested of the society before 1998 and he indicated that they should have a list of these items. They would have made a list when they moved to the new site. Ald. Schroeder questioned if there was some way the historical society could access the buildings to make repairs? Mayor Damaske said that since the buildings have been posted, the entire site would have to be done as a public bidding project. The city has allowed them to work on certain buildings that they wanted to disassemble such as the tool shed as it is too far gone to be repaired. Due to the condition of the trusses in the barn, it’s unsafe. A firm will come in and make an assessment on what needs to be done at the site and the city will spend money on the assessment. Ald. Schroeder summed up that there is no way for the historical society to do repairs, even in-kind repairs. Discussion turned to the funding for the project. The Mayor reported he had sent out letters requesting donations and to date, have received about $40,000 with InPro offering the most. Ald. Melcher added that the InPro contribution has conditions with one being that the project will be done right. At one point, Ald. Schroeder stated they should be cautious about the city running the historical society as there may be discussion about tax dollars and landfill dollars being involved. The city does not need to be in that business. Mayor Damaske offered that in some cities, there are museum boards that control the operations and fund the projects. NEW BUSINESS Discuss Ski Jump Buoys on Little Muskego Lake including personal appearance by Mike Fitzgerald Mr. Mike Fitzgerald was not present at this time. Ald. Melcher advised that Mr. Fitzgerald wants to be able to put buoys out by the ski jump that serves as guides to the ski team and others that use the jump, designating certain distances that people need to be kept in to be safe. The issue was before the Parks and Recreation Board and they recommended that Mr. Fitzgerald take it to the Committee of the Whole because it is a WDNR (Wisconsin Department of Natural Resources) for putting buoys in the lake. Parks and Recreation Director Anderson added that the buoys are actually used by Mr. Fitzgerald--ski team doesn’t need them--and the jump is something the Common Council approves. He is asking for the buoys to be placed as part of the ski team agreement or an agreement on his own. Normally when buoys are placed on the lake, it Committee of the Whole Page 3 August 25, 2005 is the city that requests the buoys from the WDNR if they are permanent. If they put them in and take them out, then they don’t need WDNR permit. Mr. Fitzgerald wants permission to anchor them in below the surface and he wants it considered for next year. Committee members would like to discuss the issue with Mr. Fitzgerald. Filling of the Council Liaison to the Historical Society Ald. Schroeder expressed his concern. It is different than a Common Council appointment where the aldermen could vote and the mayor could veto the vote and the aldermen could vote to overturn the veto. This was a position that the Committee of the Whole appointed because the aldermen wanted a liaison to the historical society, an alderman to bring back information. He did not think it was a veto type situation. As far as he was concerned, Ald. Melcher was still the liaison to the historical society. Ald. Schroeder asked if anyone wanted to make a motion to remove him? No one responded. Ald. Schroeder moved to reaffirm the Committee of the Whole’s appointment of Alderman Melcher to the position of liaison to the historical society which was voted on March 10 of 2005. Ald. Patterson seconded. Ald. Buckmaster stated that when he voted for a liaison, it was for the liaison to work with the Mayor and not eight weeks of headlines in the paper. He felt that if you go forward, you need to work on this. What they are trying to do is have the historical society provide a business plan of some sort so that they can be well in tune with the constituents that the money is being spent wisely. Ald. Melcher stated the last article in the Journal/Sentinel was an email received by the Journal/Sentinel sent by the Mayor. Mayor Damaske said he did not send any email to the Journal/Sentinel. Ald. Buckmaster indicated this is not the type of controversy he wants a person in the liaison position to do. Ald. Eric Schroeder said from this point forward, they want the liaison person was the Parks and Recreation Board alderman would be the liaison to the historical society and also a liaison to the historical society, to the Mayor and to the aldermen. Mayor Damaske agreed there needs to be better communication between the society and the city. Upon a voice vote, the motion carried unanimously. Review 2006 Capital Budget (Discussion may include future Capital Budgets) Clerk-Treasurer In the absence of the Clerk-Treasurer, the Interim Finance Director presented the Clerk- Treasurer’s request. Voter Registration Software & HAVA Compliance Clerk-Treasurer submitted a request in the amount of $38,500 for voter registration software for ADA-equipped voting machines. It’s a mandated requirement by the State to be in place by January 1, 2006. This is to accommodate individuals with handicaps. The State has budgeted $6,000 per polling place to purchase the equipment so the city is eligible for $42,000. However, the recent information received from Clerk-Treasurer Moyer was $5,000 per polling place. There may be other items, such tables, that may have to be purchased. This cost is estimated at $3,500 and this would have to be budgeted from landfill funds. The $35,000 would be reimbursed by the State. (Mandated. Okay with Item) Assessor In the absence of the Assessor, the Interim Finance Director presented the Assessor’s request. Committee of the Whole Page 4 August 25, 2005 Data Update Assessor’s capital budget request was for $50,000 reevaluation interior inspection contract and explained in the memo dated August 17. Ald. Schroeder briefly reviewed what transpired in 2004. In 2005, $50,000 was budgeted for this item and the same is to be done in 2006 and 2007 so that there will be $150,000 for the in-home reevaluation in 2008 interior inspection contract by the end of 2007 with a revaluation to take place in 2008. Basically, the city is budgeting this item ahead of time. Last year $50,000 was committed so this is the second $50,000 to be committed. (Okay with Item) Planning In the absence of the Plan Director, the Interim Finance Director presented the Plan Director’s request. GIS Planemetric Data Planning Director outlined the request for GIS planemetric data program. This was requested last year and to be split over two years, $12,250 in 2005 and $12,250 in 2006. Also, provided the committee with revenue information. Ald. Schroeder’s understanding was that GIS capital items were basically going to be supported by revenues. GIS revenues were placed in segregated funds. His concern last year was that revenue is not being brought in to make capital purchases for GIS. Planning Director had indicated last year they would have enough revenue so the city set aside half of the money. Reviewing the revenue report, Ald. Schroeder had the same concern as last year. The revenue projected was $10,000 every year and this has not happened. The report showed a net annual budget impact of negative $5,250 through 2008. Ald. Schroeder said they may have to get the revenues up before continuing to make capital purchases. Do they need to make these purchases to make the program self-sustaining? Ald. Melcher could forecast that the upgrading of the data annually. Ald. Patterson recommended that the Planning Director attend a meeting and offer justification and explain it. (Flagged Item) (7:00 p.m. Ald. Borgman was excused to attend the Little Muskego Lake Association meeting.) Information Systems Upgrade Police Switch to Gigabit IS Director presented his request to upgrade the 100-megabit switches to gigabit. He stated the backbone is currently gigabit, but the wiring closets in the police station, city hall and public works garage need to be updated. The data storage has increased by 10 times in the last three years increasing the bandwidth requirements. The total cost of $39,988 would be spread out over three years, $11,790 in 2006 to upgrade the police department, $12,026 in 2007 and $16,170 in 2008. It’s a partial upgrade to the network. Right now the city is operating at 1/10 the speed they could be if the switches were upgraded. The equipment is getting old and more susceptible to failure. There was a switch failure with 24 ports experienced in city hall this year and affected PCs and workstations. It was repaired using some old networking equipment. Subsequently, the switch was replaced. As the files get bigger, it increases the bandwidth requirements. Is the switch fast enough that the people are getting information? The bottleneck right now in the network is in the switches. He would like to upgrade the switches in the Committee of the Whole Page 5 August 25, 2005 police department in 2006. That is where all the servers are located and they are all gigabit but they go through the slow switches. The backup window right now is between 12 and 15 hours and with the upgrade could bring it down to 10 hours. Ald. Melcher asked if all the data funnels through the controls in the police department? IS Director stated it was because that is the location of the servers. Ald. Patterson could agree that the bottleneck is at the switch, but is the switch still fast enough that the people are getting their information? IS Director stated that some of the financial reports take three minutes and after the upgrade on the accountant’s PC, it took a minute and a half and with this, she could run them in a half a minute. You are saving staff time. Ald. Patterson asked if it could be put off a year or two? We could put it off another year but there are other projects in 2007 and could interfere with those. Ald. Patterson asked if pushing those back a year would create problems? IS Director said they could push it back. Ald. Buckmaster questioned what the upgrade would do for the desktop? IS Director said it would increase the speed for getting files to the PCs. It would get the data quicker and run it quicker. Ald. Buckmaster could not agree to make it gigabit to the desktop. IS Director reiterated that a lot of the files are big files and 5 hours of back up could be cut to 5 minutes. Ald. Schroeder noted that he had prioritized the upgrade and questioned the reasons? IS Director stated in 2006 because the servers are downstairs at the police department and they do a lot of communicating back and forth and if one of the two switches fails, half of the department is down. Ald. Schroeder further questioned the difference in cost since it was proposed in 2003? IS Director was of the opinion in 2003 that the price would come down as it was used more but that hasn’t happened to the extent that he thought it would. Ald. Melcher asked if the software for the assessor’s office coming on line, would add to the load? IS Director did not think it would have a significant effect on the bandwidth right now. Ald. Schroeder could see some positive points for going forward but he would like to put it on questionable status to determine where they are at the end of the capital budget. (Flagged Item) Replace Voice Mail System IS Director explained the replacement of the current voice mail system, Callware, which has been in place since 1999. He is proposing replacement at a cost of $18,290. The operating system is not supportive and the software itself, the vendor will not guarantee that the support will continue. With the current system, there has been delayed voice mail and disappearing voice mail and it is sporadic and difficult to find the problem. He had previously been before the Finance Committee to ask for a voice mail replacement and funding telephone system. If the telephone system does not include voice mail, something still needs to be done. Ald. Schroeder would like to see the telephone system with voice mail. He asked where IS is with the telephone system they are studying now? IS Director stated they had looked at a number of in- house solutions but none were within the $60,000 budget and ranged from $90,000 to $190,000 and did not provide a good return on investment. The only solution actually worth doing was the DSL Internet and he is working out details to do a pilot project. If the DSL Internet Hosted PBX phone system does not work out and funds from the 2005 telephone system replacement can be used to replace the voice mail system, this item would not be needed. Ald. Patterson inquired if it could wait another year until after the trial? IS Director stated if there is one documentation of a voice mail disappearing, are there five or ten that are undocumented. It’s better not having it than having a system that doesn’t work. Ald. Schroeder asked what the maintenance would be for one year? IS Director said the price was $2,500 for a year except this year with the phone system in the budget, they did not go with the maintenance agreement. (Flagged Item) Committee of the Whole Page 6 August 25, 2005 Upgrade Exchange Mail Server IS Director said the city is currently using Exchange 2000 and this is to upgrade to Exchange 2003 at a cost of $4,347. Recently there have been changes at the desk top from Outlook 2000 to Outlook 2003 and have licenses through an upgrading program. The main benefit from this product is the remote access product. Staff are able to use Outlook web access from home or when attending conferences. Right now, the interface is a little clumsy and hard to get around. This proposed upgrade would make it easier and has a beneficial security in timing out, logging off after a certain time which is important if you are at a public access compound and forget to log off. He mentioned that being able to check email and calendars is now critical as that is how they do business. Ald. Buckmaster stated if the sole reason is for remote access, he did not think there was a plethora of people at conferences and a work-at-home policy where that was a significant amount. If other than that, the mail server is working fine, is there a reason to upgrade or replace it? IS Director replied it can be used internally on the network as well where it makes since and people do use it from home and it is used daily, after hours and weekends. Ald. Patterson commented that they may not need the state-of-the-art if the current system is working for them. (Flagged Item) Building/Engineering Remodel Upper and Lower Men’s Restrooms Building/Engineering Director brought forward again the remodeling of the upper and lower men’s restrooms for $45,000. $10,000 alone for the design of the bathroom remodels. At the time of the city hall remodeling and budget constraints, the bathrooms were not done. However, at that time the revamping and replacements of toilets was done in the upper bathrooms. Ald. Melcher asked if the current bathrooms are handicapped accessible? Building/Engineering Director said the upstairs bathroom has one unit and on the lower level, there is available a unisex bathroom conforming to ADA both male and female. The fixtures in the restrooms are becoming antiquated and the plumbing is old. Ald. Schroeder gave credit to the janitorial staff for keeping them in good working order. However, in 2003, it was $15,000 and now the request is up to $45,000. Building/Engineering Director said they would end up replacing the heating and venting systems due to the new codes. Ald. Schroeder acknowledged that the remodeling would have to happen, but he would like it to be put off for another year. (Ald. Patterson moved to take the item off the capital budget. Ald. Buckmaster agreed with Ald. Patterson.) Public Works In the absence of the Public Works Superintendent, the Building/Engineering Director presented the Public Works capital requests. Aerial Boom Truck In 2003, Public Works request for the aerial boom truck was moved to 2006. The cost has now been reduced from $89,500 to $40,000 for the purchase of used equipment. Currently the department borrows the Town of Raymond’s boom truck and for this service, paid for its recertification last year. Ald. Schroeder stated that if the department wasn’t borrowing their truck, the city would probably be renting one at about $275 per hour. He thought the truck is being used for enough items that the city should give the request serious consideration. Ald. Melcher inquired about the uses. Building/Engineering Director stated it was used for replacing lights/globes at the library, Committee of the Whole Page 7 August 25, 2005 industrial park lights, Janesville Road lighting poles, trimming trees and other areas where height is a factor. He added that it would be a used We Energies 2000-2002 truck. All the maintenance records are available and they are recertified. Last year, the cost was $32,000-$41,000 for a used truck. Ald. Schroeder requested to know how many days the department borrowed the Town of Raymond’s truck in 2004-2005 and requested that the Superintendent of Public Works or Building/Engineering Director email the information to the aldermen. (Okay with the Item) Replace Truck Public Works is requesting to replace the 1990 ½-ton pickup with a new 1500 series pickup at a cost of $28,550. Building/Engineering Director explained that the 1990 truck has over 200,000 miles and is used primarily by the summer staff. The department is spending more time fixing it or towing it back to the public works garage. Ald. Melcher asked about the age of the other existing trucks? Building/Engineering Director stated 2003, 1999, and 1993 or 1994. It was scheduled for replacement in 2003 originally, however, a 1989 truck was replaced in 2003. In response to Ald. Patterson questioning if they could purchase a used one instead of a new one, Ald. Schroeder mentioned it would be better to buy a new one. The department records show that they keep a truck for 10-15 years and 100,000-115,000 miles. (Okay with the Item) Tess Corners Bridge Building/Engineering Director provided aerial photographs for review. He mentioned that in 2002 with the Janesville Road reconstruction project, the county had said that they would be replacing the Tess Corners bridge. With some of the problems the county had with WDNR, the county shortened their project and eliminated the bridge. The WDNR required that they model the roadway down to the outlet point to the Root River which is in Franklin. Currently, the deck span and the steel super structure underneath the roadways section has about 30%-60% delaminating to it. The structure itself and the condition of the structure necessitate the proposal to replace existing bridge structure of Tess Corners Drive south of Janesville Road with a twin-cell, box structure including floodplain analysis, railing and approaches at a cost of $250,000. The request was for $50,000 in 2006 and $200,000 in 2007 as it would take more than six to eight months to get SEWRPC (Southeastern Wisconsin Regional Planning Commission) and MMSD (Milwaukee Metropolitan Sewer District) to model the floodplain and the cross-sections of the Tess Corners creek. The aldermen questioned if there was a problem? Building/Engineering Director replied the bridge is falling down and this is evident from the underside of the bridge. Ald. Schroeder asked why they didn’t see this request on capital before? Building/Engineering Director answered that it was proposed to be done by Waukesha County and last year, they said they would not do it. To replace it in 2007, the modeling has to be done in 2006. Ald. Buckmaster would like to see the determination that the bridge is bad. Any data that was from the county, they would like to see and why originally they were going to spend the money on it. (Flagged Item) Phase II Durham Reconstruction Building/Engineering Director reported that Federal funding would become available for the Durham Road reconstruction in 2008. Project cost was estimated at $4, 085,000. In 2008, would be the next time the city could apply for the funds. (Moved Item to 2008) Committee of the Whole Page 8 August 25, 2005 Road Program Building/Engineering Director presented the 2006 road program request for $550,000. Ald. Schroeder thought the cost was a reasonable number and had no issue with it and it was below the 2003 proposal of $825,000. Typically, the committee goes with the number proposed until the end of budget time. Building/Engineering Director requested that if money is taken out of the road program, that next year additional projects aren’t added to come out of the road program. He reported applying for $86,000 supplemental funding from the WDOT (Wisconsin Department of Transportation) for 2005. Ald. Schroeder asked about the $100,000 matching fund project with the State. Building/Engineering Director said the application for the industrial park improvements is due October 31. (Okay with Item) Urban & Rural Drainage In the urban and rural drainage, it had been stipulated that it would be $60,000 a year. It is used for storm water/sewer projects such as major ditch cleaning. Last year, they went $15,000 over budget. With the amount of projects, the $60,000 is not a realistic number. Some of the projects are coming out of the road program. Ald. Schroeder would like to see the amount increase to about $70,000 on the 5-year capital every year. Ald. Patterson cautioned that they may have to stay at $60,000. (Flagged Item) Vehicle Replacement The Superintendent of Public Works is requesting $135,795 for replacement of a patrol truck. Ald. Schroeder asked how many vehicles are included in the revolving placement program? Building/Engineering Director said there were currently 15 patrol trucks in the program and last year, one was replaced for $126,911. The department is proposing the 1987 truck, the five-yard patrol truck. It has between 115,000-125,000 miles. The old trucks are put up for auction. The life expectancy is 15-18 years. There are 16 plow routes in the city and one is a cul-de-sac route. If the truck isn’t replaced, the city can fall behind in clearing the routes. Ald. Schroeder would like to see the department make it through another year with the truck. Building/Engineering Director said they would then have to look at what it would take to rebuild the transmission and the other work that it needs. (Flagged Item) Storm Water Muskego/Boxhorn Channel Dredging Building/Engineering Director provided an aerial view and explained that the dredging project in the amount of $201,000 was off of the intersection of Groveway, Ryan and Boxhorn Drives. It includes the testing of dredge materials, easement acquisition and construction. The drainage channel that comes off the Muskego Lakes Country Club. It was originally in the 2004, 2005 capital budgets. When the Groveway/Ryan/Boxhorn sewer project went in, there was large amounts of sedimentation and fill material disposed of in the channel. The issue with the channel is the backwater that was created in the area. It’s not impacting houses (structural property damage) but killing trees in the backwater and causing flooding. (In response to Ald. Schroeder’s question on prioritizing the projects, this was number 3; subsequently moved to 2008.) Pilak Creek Drainage North of Woods Building/Engineering Director provided an aerial view and stated the Pilak Creek project of $185,120 if not done in 2006, Department of Public Works would have to take care of Committee of the Whole Page 9 August 25, 2005 the erosion issues and some channel opening. There is a small bridge over Pilak Creek that is showing signs of scouring under the bridge due to some backwater effects. It is in the public right-of-way, but it is a private bridge. The city would need to obtain a WDNR permit for the armoring that needs to be done. (#2, Moved to 2007) Dry Basin Retrofit Industrial Park Referring to the aerial view provided, Building/Engineering Director stated there is a city-owned parcel of land that they are looking at extending the existing borrow pit. For $255,440, a study for regional storm water basins in the Muskego industrial park will be done. The major issue and the reason that the dollar amount is so high is access to the site. An easement needs to be obtain from the Plum Creek Homeowners Association and the same cubic yards of material that will be taken out will be handled three times— a backhoe, a dump truck, a loader--to get the material hauled out as there is no physical way to get a dump truck directly on site. (#1, 2006) Committee of the Whole Recessed from 8:25 p.m.-8:35 p.m. Cable DVD Playback for Cable TV Cable Club President presented their request for DVD playback and recording equipment in the amount of $12,500, including the installation and set up. All the programs they put on the air are prerecorded. He reviewed briefly the current equipment available for broadcasting. The club wants to expand their capability and flexibility by adding to the system. The requested equipment would do this and there would be less tape changes involved. The programs would be on the hard drive and accessible playback from the hard drive. The program has about 120 hours of video storage and it is expandable. The club could increase their broadcasting schedule to a wider range with this piece of equipment, no longer dependent on staff to change the broadcast tape. Ald. Schroeder inquired what it would be to bring on a beginning-of-the- line DVD playback system and the option to add at a later time? Cable Club President said it was the basic model for the DVD and they will be able to manage programming easier. (Alderman Borgman arrived at 8:40 p.m.) The quality of the broadcast will also be true DVD quality and better than what is broadcast from tapes. It is compatible with the other equipment. Ald. Patterson asked if other vendors had been contacted? Cable Club President said they had and they were more expensive. Ald. Schroeder would like him to speak with the IS Director relative to storage issues to see if there are any concerns. Then, get back to the committee before the next meeting. (Flagged Item) Parks and Recreation Ald. Schroeder thanked Parks/Recreation Director for providing his five-year capital plan. He mentioned to the Mayor that they have fallen away from a true five-year capital plan in the city and it should be looked at again. Department heads may be producing them but the Committee of the Whole is not seeing them. Ald. Buckmaster appreciated it as well. ¼-Ton Pickup Parks/Recreation Director presented his request for a new ¼-ton pickup for $13,495. This vehicle is a replacement for a 1987 pickup that has mileage at 133,000. The truck would be used for park operations and the park ranger. The request is for a new rather than used because usage will be increased and the type of usage has changed; Committee of the Whole Page 10 August 25, 2005 monitoring the Idle Isle bathrooms, Park Arthur hockey rink/sledding hill, more baseball field preparation. (Okay with Item) Commercial Mower According to the replacement plan, for $9,948 Parks and Recreation Department is requesting a commercial out-front mower to replace the 1996 model. The department currently mows 80+ acres of parkland/open space. It was noted that the trade-in value of the older mower is $4,500. (Okay with Item) Baseball Field Maintenance Tractor Parks/Recreation Director is requesting $7,900 for a tractor with implementation for preparation of the baseball fields. This would replace the 1995 model that has a trade-in value of $3,200. He shared that beginning with 2005, the leagues would be assessed a percentage of $1,000 and the percentage would be based on the amount of fields they requested be prepared for their games. This money would then be set aside and rolled over and in ten years, the department should have enough funds to replace the 1999 tractor. (Okay with Item) Police Department Police Chief said he still does the five-year plan but wasn’t sure if the committee received copies. Video/Audio Recording System Police Chief presented his request for video/audio recording system to be used for criminal interviews. Police departments will be required to record juvenile delinquent by Supreme Court decision and major crime interviews under the Avery legislation. He informed the committee that his request could be reduced to $12,000 based on new estimates. He is requesting four rooms to be fitted with this equipment at a cost of $3,000 per room. Ald. Patterson questioned how often the rooms would be used at the same time? Police Chief indicated they don’t but detectives operate in their offices at a comfort level. Ald. Patterson thought they would be only recording one interview at a time? Police Chief indicated probably, but when you have the suspect ready to talk on a major case in the detective’s office, it’s disruptive to go to another room to make the recording. (Okay with Item) Mobile Animal/Prisoner Transport/Command Post/Evidence Collection & Utility Vehicle This item had been in the police department’s five-year plan since 2003. The vehicle at a cost of $35,000 will replace an old step van and E-150 van that the department was using for multiple purposes. The recently auctioned the old step van off. They need a vehicle with the capability of hauling animals, people—prisoners, officers, groups, can stand in and put equipment in. The majority of the money is coming from asset forfeitures so the amount is reduced to $10,000. The vehicle will be expected to last 10- 15 years and about 100,000 miles warranty on the engine. It is also on the bid for the State system so the price may be less. It will be used primarily by the D.A.R.E. officers and the tactical squad and command post. (Okay with Item) Dispatch Consol Equipment Police Chief is looking to remodel the dispatch area for $230,000. This item had been pushed off as the department was waiting on the establishment of the WCC (Waukesha Committee of the Whole Page 11 August 25, 2005 Communications Center) and would it be something the city would want to join. He reported the last year, there was equipment failure on one of the two consoles and it took weeks to get parts for the equipment. Also received word from Motorola in March of 2005 that they will no longer support parts on the consoles. The normal life of this equipment is 8-10 years and the consol was last replaced in 1994 and prior to that in 1978. The city has some choice to make, either buy this equipment to move forward for another 10-15 years or consolidate with the WCC or explore having a joint dispatch operation with New Berlin. In view of this, Police Chief had asked the Mayor to form an ad-hoc committee of citizens, firemen, politicians, and police employees to look into the options. Mr. Michael Kowitzkey shared their findings with the aldermen. The overview of the WCC operation was not favorable and a written report was provided to the aldermen. Ald. Schroeder did not think going with New Berlin was not an option; either stay local or go with WCC. From the research, at this point, he could not say that WCC was at an acceptable level to go that route. Ald. Melcher asked about the communications between the departments? Police Chief said the sharing of information and communication is there between the departments. Ald. Schroeder also stated that this is outside the communications center. From his research, Ald. Schroeder thought the cost of the equipment could be brought down to $200,000 and quite possibly $175,000 considering the cost of the previous police software was lower than anticipated. Police Chief indicated he would rather be able to give money back rather than not enough. (Okay with Item) Muskego Fire Department Pumper Replacement Muskego Fire Department Chief is requesting $356,000 to replace their pumper truck that they already had to take out of service. This item was moved from 2006 to 2007 based upon mayor’s recommendation and back to 2006 due to an agreement with the Tess Corners to swap years. Since late December/early January, they have been down an engine. Committee members were in receipt of a set of pictures that they had based their design on and also a pamphlet on the vehicle. It is more comparable to the engines being purchased today. Three vendors were solicited and KME was the most economical for first-tier trucks. Ald. Schroeder did not have an issue with the truck from KME, but disappointed that for the second year in a row, they have seen an emergency situation of a vehicle that had to be taken out of service. The last five years the aldermen weren’t aware of the problems that were occurring and all of a sudden, it’s $700,000 for two vehicles in two years. (Flagged Item) Tess Corners Volunteer Fire Department 9-1-1 Dispatch Center Upgrade At a cost of $60,000, the Tess Corners Volunteer Fire Department is requesting to upgrade the 9-1-1 dispatch center. Right now, they are using a map database. If the dispatch software is upgraded, removing the AS400 system and the map database, the present 9-1-1- address printer system will require upgrading. This will require a fixed LSN connection and additional hardware to be installed at both fire houses. This will be much easier than going to the maps. They will also have access to more information. When the police department informs them they are ready, they would like to have the money to proceed. (Moved to 2007) Committee of the Whole Page 12 August 25, 2005 Mobile Data Terminals After consultation with the Police Chief, Tess Corners Volunteer Fire Department removed this request until 2007. They want to wait to be in line with what the police department is doing with their dispatch center. They plan to piggyback on the police department’s order. (Moved to 2007) Replacement Generator Station #1 Tess Corners Volunteer Fire Department’s request for a $20,000 replacement generator was reviewed. This would be for Station #1 to replace the unit that is 20 years old and is at its end of life cycle. Ald. Schroeder offered the solution of the generator at the police department. The generator has 103 hours and is being replaced due to size. It’s 25 kv in size. Since they are looking for a replacement because of use, not size, it may work. Building/Engineering/Engineering Director will look to see if it would be compatible with the fire station. They will also look into it. (Flagged Item) COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW SET AGENDA ITEMS FOR NEXT MEETING Ald. Schroeder said the only thing that might go on the agenda would be if Mr. Fitzgerald wanted to talk to the committee about the buoys. He thought everything else could be put off until after budget. In regard to the agenda issue of waiving park dedication/conservation fees, Ald. Schroeder said that until budget is over, they shouldn’t be concentrating on the item. The party was advised that they would be notified of any change. ADJOURNMENT Ald. Patterson moved to adjourn at 10:58 PM. Ald. Buckmaster seconded. Upon a voice vote, motion carried. Stella Dunahee, CPS Recording Secretary Committee of the Whole Page 13 August 25, 2005 CITY OF MUSKEGO ASSESSOR’S OFFICE W182 S8200 RACINE AVENUE - P.O. BOX 749 MUSKEGO, WISCONSIN 53150-0749 TELEPHONE (262) 679-4143 FAX NUMBER (262) 679-5670 ______________________________________________________________________ ______________________________________________________________________ MEMORANDUM DATE: August 17, 2005 TO: Committee of the Whole, Mayor Charles Damaske, Sharon Mueller, Interim Finance Director FROM: Laura Mecha, Assessor RE: Five-Year Capital Budget Request Capital Budget for the Assessor’s Office in the amount of $50,000 is for the second year under a 3-year contract with Tyler Technologies to review interior of homes for the 2008 revaluation. Common Council approved the $150,000 contract on August 9, 2005. The first $50,000 of this contract was approved under the 2005 Capital Budget. The 2008 revaluation will be budgeted under the 2008 Operating Budget, as were prior revaluations. If there are any questions, please contact me prior to the COW meeting of August nd 25, 2005 as I will be on vacation the week of August 22.