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COMMITTEE OF THE WHOLE - MINUTES - 9/15/2005 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved as MINUTES OF MEETING HELD SEPTEMBER 15, 2005 corrected 9/22/2005 Ald. Melcher (Common Council President) chaired the meeting and called it to order at 7:23 PM. Those present recited the Pledge of Allegiance. ROLL CALL Present: Ald. Borgman, Ald. Buckmaster, Ald. Madden, Ald. Melcher, Ald. Patterson, Ald. Schroeder, Ald. Salentine and Mayor Damaske Also in attendance Department Heads John Johnson, Holly Sanhuber, Joe Sommers, Interim Finance Director Sharon Mueller, Cable Club President Jeff Jones, Fire Chief Eddie Schaefer GUEST: Tina Schaefer 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. Salentine moved for approval of the September 8, 2005 minutes with the following corrected motion “moved to recommend to Common Council to allow approve the three requested buoys and can stay in 24 hours a day.” Ald. Patterson seconded. Upon a voice vote, the motion to approve the minutes as corrected carried unanimously. APPROVAL OF AGENDA Ald. Buckmaster moved to place #5 of Unfinished Business to #2. Ald. Schroeder requested Unfinished Business #3 follow the Library Director’s presentation. Ald. Salentine seconded. Ald. Salentine shared that the Superintendent of Public Works could not make the meeting. Upon a voice vote, the motion carried unanimously. UNFINISHED BUSINESS Dispatch Consol Equipment Ald. Melcher stated the Committee of the Whole would like to know if the amount of money could be lower for the consol. Police Chief stated anything is possible. He thought it was premature to be talking about lowering the cost as he doesn’t know the cost exactly. The have two tentative proposals; one for $226,000 and one for around $200,000. He stated there are additional items not in the proposals. The room would need carpeting, deadening carpeting on the walls, room lighting modified and one door needs to be repaired during the project. This would be around $3,000-$5,000 besides the electrical work for the proposals. When the point is reached in deciding who is to do the work, this will be presented to the Common Council and at what cost. His position was why short-change that position now when in the future may have to spend more money. He reiterated his previous concerns about the current equipment bought in 1992 being old and the difficulty in getting repair parts. If a breakdown happens, they may not be able to fix it. He mentioned that the City of Waukesha is looking at replacing their four consols. Ald. Patterson inquired if there would be a benefit to go together for the consols? Police Chief did not think so, but will ask them. Another concern he expressed was having two different systems and when something goes wrong, the Committee of the Whole Page 2 September 15, 2005 company’s technician blames the other company’s equipment. He hopes the new equipment would be as dependable as the current 1991 AT&T 9-1-1 controller. They can’t keep this equipment because it is only 10 digit, not the 20 digit capability. The 20 digit capabilities would allow them to handle the wireless calls and identify the latitude and longitude of the caller. The city has to do an opt out for the 9-1-1 calls to go to Muskego dispatch; otherwise, they go to WCC and petition the Public Services Commission. With the opt out, they will need two more phone lines and this is the only extra expense for the controller. Back to the cost of the consol, he did not think that number was out of line and when the time comes, he will be bringing it back with his proposal and recommendation before Council. He recommended also having a contingency amount when they look at the quotes received. 2006 Library Operating Budget Presentation Library Director presented her budget request for 2006. Included in her presentation was the standards for library service as established by the county’s library planning committee as well as Muskego’s ability to meet these standards. The standards involved (1) number of hours open, (2) size of book collection, (3) number of staff, (4) amount of dollars spent on all library materials. To meet the standards set by the end of next year, the city needs to increase the materials budget quite substantially and add a staff member. She recommended waiting to start the part-time staff member, 19 hours per week, in December so that her annual report for 2006 could state the equivalent in staff is 15.5. If the city can’t meet the four standards, a fifth standard is to have 90% resident users and presently the library has 95%. If the standards are not met, the citizens would have to pay the county library tax as well as the local taxes to support the library. There is the option of petitioning the county board for a variance and tell them how the library will remedy the situation. She would be looking then for money in 2007 to fix a problem of 2006. Many of the libraries spend close to the $8 per person per capita and Muskego is spending $5 something. Muskego is the lowest per capita spender in the county due to the previous budget cut of 2004 where other cities had increases that year. The city spent $98,000 last year and next year they are expecting Muskego to spend $118,000 which is a significant increase especially when the city hopes to get from the county $50,000 for serving people in Racine County, Town of Norway, Town of Vernon, Big Bend, etc. At this point, asking the city to put in the neighborhood of $85,000 and the library system about $45,000. Another thing, once the Muskego population hits 25,000, it will go into another category and all of the standards will be higher. The State is revising their standards and the ACT-150 committee that is being formed right now will have to decide whether or not to adopt those standards and phase them in over a period of time. Ald. Schroeder moved to increase the material by $10,000 as requested and to hire a part-time Librarian I December 1, 2006. Ald. Borgman seconded. Upon a voice vote, the motion carried unanimously. DVD Playback for Cable TV Cable Club President informed the committee members that he had talked with the IS Director and there was no issue with taking up any space on the city’s server or back it up on anything else. The system is designed to accept additional drives to the system. Ald. Melcher inquired if it would mean getting rid of videotapes immediately to do another video, how much space to deal with? Cable Club President stated they purge the old videos when they add new ones. It gets backed up to another hard drive. Ald. Buckmaster asked if it would touch the city’s infrastructure at all? Cable Club President Committee of the Whole Page 3 September 15, 2005 stated no; the only thing useful would be an Internet connection so the station could be programmed from a remote location. People authorized could update the broadcasting without coming to city hall. The system is designed to facilitate playing digital video for broadcasting. Ald. Schroeder would like something in writing for this request. Cable Club President stated no problem in getting this for the committee. Ald. Schroeder moved to defer this item for another week. Ald. Salentine seconded. Upon a voice vote, the motion carried. Vehicle Replacement Mayor Damaske shared with the committee a picture of the truck being replaced by this request. Interim Finance Director stated that the Superintendent of Public Works agreed to reduce the cost from $135,000 to $126,000. She said the year-to-date cost for vehicle replacement was $110,000. To clarify an issue raised at last week’s meeting, Ald. Patterson stated the additional money for the truck beyond the $58,000 spent on the truck was for the additional equipment/accessories to be put on the truck. Ald. Schroeder then question what is done with these accessories when a truck is replaced after 14 years? Members thought they might be in just as poor condition, they go with the truck, or don’t fit the newer model. Department of Works staff member stated that the equipment is just as deteriorated where it too needs replacement and the new style of plows are different. Ald. Melcher informed the committee members that the Department of Public Works uses a Microsoft Access software program to keep maintenance records on the vehicles as well as the years and mileage. Superintendent of Public Works had sent this information to the committee members. Ald. Salentine recommended to leave the vehicle replacement in operations. Aerial Boom Truck Picture was provided of the proposed vehicle to be purchased. No discussion ensued. Committee members agreed to leave it in as well. At 8:35 p.m., members took comfort break and meeting resumed at 8:41 p.m. Continue Review of 2006 Capital Budget Upgrade Police Switch to Gigabit IS Director requested that the committee reconsider the switches for the police department. He would be more comfortable pushing the request back a year than eliminating it altogether. Based on the feedback from the committee, he introduced another quote for gigabit for the servers and 100 megabit for the workstations in the police department. He stated that in 2001 there was a plan to go to gigabit for the servers and this was put in the 2003 capital budget which was pushed back a couple of years until now, thus the request. He said the second switch is a shared 100-megabit which is well below the standard of 100 megabit per workstation. He again mentioned the risk of something failing and that one switch did fail in city hall this past year. The new quote is less than what he had originally proposed. In 2003, he had an offer for a network study for $10,000, but this was not authorized. Ald. Buckmaster would like to see a network drawing which could also serve to help explain the switching. This plan could then be modified as necessary. IS Director reviewed verbally the network system and mentioned the activity that is taking place with the server in the police department. Ald. Buckmaster stated the plan would also help them to understand the request for the upgrade to Exchange/Outlook 2003. Ald. Schroeder made a motion to include the $4,831 for the newest proposed switch purchase. Ald. Melcher seconded. At a Committee of the Whole Page 4 September 15, 2005 future time, IS Director was directed to provide a diagram. Upon a voice vote, the motion carried unanimously. Ald. Salentine motioned to move the $4,831 to the operating budget. Ald. Madden seconded. Upon a voice vote, the motion carried unanimously. Voice Mail/Exchange Server IS Director had been asked why this was requested when there was a phone system in the budget right now? When he had brought forward a quote for voice mail with the request that they use the existing phone system budget, Finance Committee advised the money was for a phone system and not voice mail. If he can’t use the existing funds, then he will have to rebudget. Ald. Schroeder clarified that they didn’t want it coming out at that time because he was still studying the phone system. It could be that the phone system will come with voice mail, or if after research, the phone system isn’t going to happen, then money for voice mail. After reviewing the recording from last week’s meeting, IS Director was under the impression that the city was not going with an IP system and wanted to know what direction to take now. Ald. Madden said he should continue to research and to test the IP system as ultimately down the road, the city may be using it. Ald. Buckmaster said while doing his research, he should consider the power issues. If the power goes out, what happens with the phone system. IS Director also sought clarification of the needs assessment for the voice mail system. Ald. Buckmaster will discuss this with him at another time. He also mentioned that IP personnel will want to see the network and how it is going to adapt. Pumper Replacement Fire Chief addressed the concerns about the new truck. He explained the rating system of equipment on the trucks. He talked about utilizing other departments. Ald. Buckmaster asked if Tess Corners pumper can be used, why do they need one? Fire Chief replied that each fire department carries its own classification and rating and this is based on equipment. There are specific recommendations for each department. He stated you can meet the requirements by mutual aids. If they go this route, it has to be done at all times. It has to be a joint response. The dispatcher would have to notify each response unit every time. Ald. Patterson said as long as they are rolling a unit from TCVFD every time, they would not have to have another vehicle. Fire Chief stated not necessarily, the point of the truck was to ensure the safety and well being the citizens of Muskego. It reflected on issues they were having with the truck, not about wanting a truck. It was about having a reliable piece of equipment in the city to do a job. After reviewing where they were at with the current truck, it was felt that on the recommendation of the company that does the maintenance on the truck, it was getting to a point where they needed to get a new truck to ensure the safety and well being of the citizens they were going to protect and the firefighters because their main goal was to make sure there was a quality piece of equipment available. He recognized the concerns about the cost of too much equipment in the city. At this time, whether it is Tess Corners or Muskego, each station only has one pumper. Muskego station #1 has a pumper and a ladder. Tess Corners station #1 had a pumper, a tanker and two antique trucks and one of those is for sale at this time. Tess Corners station #2 has a pumper and a tanker that can be used as a pumper, a type of tanker/pumper combination. Muskego station #2 has a similar tanker/pumper combination. However, at a point in time, the fire trucks go old and deteriorate. He did recognize as the fire departments move forward, the trucks should be put on a time frame for replacement. At this point in time, they don’t have any back up other than two pieces of equipment Committee of the Whole Page 5 September 15, 2005 and they can utilize the pumper on the ladder truck. Ald. Melcher mentioned the software program that the Department of Public Works uses to keep maintenance records, mileage and age of those vehicles. He suggested that the Fire Chief look into this for the fire department’s vehicles. This information would be helpful to the aldermen so they could be looking at a plan for the future. Ald. Patterson asked if the insurance rates would go up if they did not replace the truck? Fire Chief answered to lower the rating for the city, they look at gallons and assess if you have five buildings in excess of three stories, etc. There are three formulas that they use to assess what is needed for equipment. In the last study, they were in the 3500 gallon per minute category which required three pumpers in service at a time. Ald. Patterson said to save additional money, it’s not to prevent the insurance from going higher, we always want to improve, but possible right now, with the budgets and everything else, the city cannot afford to do it this year, maybe next year, maybe the year after. Fire Chief stated part of the reason for the new truck was to meet the flow capacity at the high school, the size of the school and the location of the sprinkler connections. To effectively serve it, it was recommended that the fire department have a 2,000 gallon per minute pump. The only pump of that size is on the ladder truck. To have the ladder truck on the other end of the building to do ladder operation, takes it from the front for the pumping operation. Aldermen discussed with the Fire Chief the idea of doing mutual aid with other departments. Generator Interim Finance Director shared that the Building/Engineering Director had not checked out the old generator from the police department. They believe it will work for the needs of the fire department. It was noted that the cost of set up would be around $4,000. Continue Review of 2006 Operating Budget Muskego Volunteer Fire Department (MVFD) Muskego Volunteer Fire Department Chief informed the committee what the Wisconsin Department of Commerce expects for them to get two percent of their dues refunded and what is required of NEMS right now. He presented the changes that will be taking place over the next year. Amongst the papers was a self-audit certification that needs to be signed by the city and the fire chief which states that the fire department in the city is in compliance with all seven requirements. Signing, knowing that they are not in compliance, is felony fraud. Fire fighters safety, training and health issues may explain some of the costs in the operating budget. Ald. Patterson inquired if they required physicals when brought into the department? Fire Chief responded it hasn’t been a past practice but he is trying to see it is done as this is part of the requirement to qualify for the $75,000 in funding from the two percent dues. Also, as a requirement of the Federal grant, they have to begin drug and alcohol testing on a voluntary basis. This also affects the CDL licensing. There is cost incurred in order to maintain those programs. Ald. Melcher noted there is a difference in expenditure for educational training programs for Muskego and Tess Corners. Does Tess Corners provide sufficient training in safety and health training? Fire Chief did not know their status, but MVFD budgeted $18,000 for the program to meet the minimum standard to be compliant with the State. Ald. Patterson asked if the $18,000 was paying for physicals for all those in the department? Fire Chief replied the $18,000 was just for training. They receive about $72,000-$73,000 from the State for being compliant. They are required to fire inspect businesses in the municipality along with other things included in the packet to get the money’s worth. Ald. Buckmaster inquired if theoretically both Committee of the Whole Page 6 September 15, 2005 stations don’t need to budget for this? Fire Chief said it was a cost per person for training such as NIMS training and can range from $35-$100 per person. Ald. Schroeder added that if they didn’t qualify for NIMS, they would not be eligible for State grants. Fire Chief stated that if you’re not compliant, it opens the door for OSHA audits or Wisconsin Department of Commerce audits because they are not following the minimum requirements for a fire department. Compliance also determines whether or not they can apply for grants and this reflects on having the capital to meet the compliant issues. Review of the line item, Tess Corners has $2500 for training and travel. Ald. Buckmaster would like to know the disparity between the two departments for this item. There was discussion on sending someone to trainer seminars whereby then the person can train the other firefighters. Looking toward the future, Fire Chief said NIMS is going to require higher levels of training and the fire department’s goal is to meet those standards and stay in compliance; if they don’t have the resources or the funding available to them, they can only provide a certain level of service an it could impede them not meeting the requirements. In regard to the insurance, Interim Finance Director and the Mayor had met with R&I Insurance. Mayor shared that MVFD insurance is $29,000 which includes workman’s compensation. The insurance, which is affected by population, goes up by about 5,000. This is why MVFD pays more than TCVFD for insurance. They are researching carrying the liability insurance for the fire departments, but keeping the workman’s compensation with the fire department, under an umbrella of the city’s which may lower the quote. Ald. Schroeder cautioned that they may want to get a legal opinion before doing this. Ald. Buckmaster asked if the insurance for TCVFD listed as $13,500 includes the ambulance? Interim Finance Director said the reason it is lower than MVFD is it’s under the 5,000 threshhold population. It doesn’t include the ambulance. Another item that factors in the insurance cost is they are paid-on-call. Ald. Patterson surmised the population only affected the workman’s compensation part of the insurance, not the rest of it, and that part is based on the population of their service area around 10,000. As far as the insurance on the vehicles he believed is more affected by the way they are paying their people, not the population or anything else and they have not changed over because of some contractual problems. Ald. Schroeder noted that in 2004, their total budget was $259,000. They were advised that the 12% increase at that time was to try to correct the 501 (3)(C) and the following year would come in under that but it is another 12% increase and the administration is recommending a 5% increase. He was expecting to see a slight increase in TCVFD and a decrease in MVFD. Fire Chief said the bulk of the increase is medical exams and drug testing and taking that out, they would be a little over a 1% increase. Ald. Patterson inquired if the physical exam could be covered by their doctor filling out a form? Fire Chief explained there is a physical different than a normal physical. The physical includes a respiratory physical to see if they are capable of using an air respirator or the breathing apparatus as required. Ald. Patterson asked if they pay the people to go to meetings? Fire Chief said they get a quarterly reimbursed salary amounting to $125 per meeting and if they don’t go, they lose the money. There is also years of service and on-call pay. Operating Budget Interim Finance Director reported that the shared revenues came in close to what she had estimated. Ald. Buckmaster asked about the transportation funds. She said the shared revenues amount was $613,764. Workman’s compensation came in lower. Health insurance has a rate increase of 15%-19% and if it is19%, that would be an Committee of the Whole Page 7 September 15, 2005 impact of $40,000. Finance Department staff is getting rate comparisons from other municipalities. With the tax levy in place, she explained the funding sources to give the aldermen an insight into how the budget is being balanced at this point. Some of the funding would come from surplus from prior years. In discussion with Don Vilione, this would be acceptable. Also, distribution of tax increments with possibly $300,000 distribution but it was recommended to use only half of the amount. This would support increase in fuel cost, the administrator, major road improvements, etc. Then, transfer from capital improvements for a reduction in computer replacements. Cable franchise fees to fund overhead costs. Ald. Schroeder referred to the sheet from last week on the requested positions. With hiring the Library Clerk I that would be about $1300 for December. He had received several emails on the secretarial position for the assessor’s office. He thought this should be reviewed again. Ald. Buckmaster recommended that all staffing and organizational decisions wait until the city administrator is on staff. Ald. Melcher stated that the administrator is coming on board in October and the budget needs to be completed by early October, and questioned if this person was to make decisions? Ald. Buckmaster said to let them be reviewed in 2006 for 2007. The only exception he would make is he would be in favor of extending the full-time status for the two part-timers in the Finance Department until a recommendation is received from the administrator. Ald. Melcher received the impression that the city administrator would be looking at every position and coming back to Finance Committee and Common Council with a recommendation. Ald. Madden stated what she expected of the city administrator was to meet with all department heads before making staff recommendations look at all the departments and recommend the department is staff to its capacity or not. In response to budgeting for her department, the alderman advised the Interim Finance Director to leave the positions as proposed until the administrator’s recommendation. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Ald. Buckmaster announced that the Public Works Committee meeting was changed to September 26. Mayor Damaske shared that upon further inspection of the Old Town Hall, inspectors found another problem with the building. It is lacking some structural beams in the lower level. The city is getting a price on what it would cost to correct. This could exceed the contingency money. ADJOURNMENT Ald. Buckmaster moved to adjourn at 10:54 p.m. Ald. Salentine seconded. Upon a voice vote, motion carried. Stella Dunahee, CPS Recording Secretary