Loading...
COMMITTEE OF THE WHOLE - MINUTES - 9/8/2005 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved, as Amended MINUTES OF MEETING HELD SEPTEMBER 8, 2005 9/15/05 Ald. Melcher (Common Council President) chaired the meeting and called it to order at 7:00 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 Head Jeff Muenkel and Interim Finance Director Sharon Mueller. GUEST: Mike Fitzgerald 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. Buckmaster moved for approval of the August 25, 2005 minutes. Ald. Borgman seconded. Clarification of the minutes under the Review 2006 Capital Budget /Assessor was made as follows: Change $50,000 reevaluation to $50,000 interior inspection contract and change $150,000 for the in home reevaluation in 2008 to $150,000 for the interior inspection contract by the end of 2007 with a revaluation to take place in 2008. Upon a voice vote, the motion to approve the minutes as amended carried unanimously. APPROVAL OF AGENDA Ald. Salentine moved to approve the agenda as written. Ald. Madden seconded. Upon a voice vote, the motion carried unanimously. UNFINISHED BUSINESS Discuss Ski Jump Buoys on Little Muskego Lake including personal appearance by Mike Fitzgerald As Mr. Fitzgerald wasn’t present at this time, Ald. Melcher moved to defer the item until his arrival. Ald. Borgman seconded. Upon a voice vote, the motion carried unanimously. Continue Review of 2006 Planning Capital Budget Planning Director reviewed the department’s request for GIS plane metric data. He informed the committee that this was suppose to be a special revenue fund but this was never incorporated. The money that was to be allowed for this budgeted item from year to year is now basically gone. There was money made in 2003 and 2004 through the land record capital charge, over $12,000, and it was rolled into paying off the operating budget, never into a special revenue fund. An attachment to the memo was provided showing the money if it had been in a special revenue fund, it would be self-sufficient. A second attachment showed the detail now and into the future and how the special revenue fund would be used. In regard to the land record fee, he stated it was put into effect to offset charges for consultants to update the GIS system. Ald. Schroeder Committee of the Whole Page 2 September 8, 2005 inquired as the land record fee was put in place to pay consultants, how did consultants get paid in the beginning? Planning Director said through developer’s fees and in some cases, the county covered it for free. Otherwise, the money would be out of the operating budget. Ald. Schroeder stated at the end of the year having the land record fee go into general fund because consultants are paid out of operating, is similar to other fees that are received. Planning Director said then he would have to have enough in his operating budget to pay consultants from year to year and not take 15% of the land record fees for the special revenue fund. As the land record capital charge was set up basically to buy capital items, Ald. Schroeder was not comfortable with taking 15% of the land record fees based on not making enough on the land record capital charge to purchase what is wanted under capital purchases. If all fees were put into special revenue to buy certain items, basically the tax rate is going to go up. All the excess fees that are brought in help to offset the taxes levied in order to have an operating budget for the following year. Ald. Schroeder moved to recommend the one year 15% out of land record fees (he would have huge issues if it was for 2005 and 2006) just to get him back up where he should have been so that he can purchase it by the end of 2006 and not continue the 15% of the land record fees after 2006. Ald. Salentine seconded. Upon a voice vote, the motion carried unanimously. Discuss Ski Jump Buoys on Little Muskego Lake including personal appearance by Mike Fitzgerald Mr. Fitzgerald arrived and presented his request for buoys for the water course to the committee. Historically, he believed, that this was part of the original ski jump request but over the years, the water course part was not brought forward along with the annual requests for the ski jump. Ald. Melcher shared that this item was referred from the Parks and Recreation Board because of it being a WDNR (Wisconsin Department of Natural Resource) issue and also because Common Council has jurisdiction over the ski jump. Ald. Salentine moved to recommend to Common Council to allow approve the three requested buoys and can stay in 24 hours a day. Ald. Borgman seconded. Upon a voice vote, the motion carried unanimously Continue Review of 2006 Capital Budget Interim Finance Director presented a copy of the 5-year capital budget plan. Ald. Borgman noted that in 2008 every budget doubles. Ald. Buckmaster asked if they were going to go through with $20,000 for the generator or were they going to use the one from the police department? Interim Finance Director had spoken with the Police Chief and he indicated the Tess Corners fire department was going to go forward and use the old generator so the $20,000 is a wash. This item then was eliminated from the capital budget request. In regard to the Parks and Recreation Department request, Ald. Schroeder received word from the Parks and Recreation Director that the baseball tractor replacement scheduled for 2008 would go to 2010. They will be collecting user fees from the leagues starting in 2006 so the money for purchasing the replacement item should be available by 2010. Ald. Schroeder requested a clean copy of the five-year plan in January of 2006 for final review and approval of the plan. Committee of the Whole Page 3 September 8, 2005 Ald. Patterson noted that the fire departments in 2009 are both putting in for new trucks and he thought it was to be alternating years for requesting equipment. Interim Finance Director will check with them. (Committee noted the good job on preparation of the plan.) Interim Finance Director shared that she had spoken with Don Vilione of Ehlers regarding past borrowing. The city has a significant balance in the capital-borrowing fund. The outstanding balance could be utilized towards funding the requested projects. Currently, a staff member is reconciling each borrowing for the last five years. As it is promissory notes, the money could be used basically for anything. Ald. Schroeder asked how much approximately in promissory notes? She did not have the exact figure but over $3 million in the capital borrowing fund and over $500 thousand in the capital expenditure fund. Committee members had a lengthy discussion on the issue. Ald. Buckmaster cautioned that they would not want to do as another government entity and just spend the money because it is there. The dollars were earmarked for a specific project. Ald. Patterson recommended that Interim Finance Director check the interest rates on the promissory notes versus the current interest rates to see if it would be in the best interest to pay off the debt if it’s at a higher interest rate and borrow for current capital projects at a lower rate. Committee would like to see documentation on the projects that did not get done leading to the accumulation of the funds. Upgrade Police Switch to Gigabit Based on the network diagram, Ald. Buckmaster stated he did not see a need for it. The current switches are all themselves interconnected gigabit, but from the switches to the desk tops, he thought 10, 100 is fine, a standard of Fortune 500, and saw no reason to deviate from that standard. Ald. Schroeder asked if it would make sense to push out to 2007, 2008 and 2009 at this point? Ald. Buckmaster believed within the next decade you would not see gigabit to the desktop. He indicated meeting with IS Director to work out a plan for over the next five years. He reiterated he did not see a need for this for 2006. The item was removed. Replace Voice Mail System Ald. Schroeder said that a voice mail system will probably come with a telephone system. Ald. Madden stated that this was in the budget for $65,000 and approved and will come with a voice mail system. She said that right now the IS Director is testing a totally different system. They need to move forward to replace the phone system and did not believe that city hall is ready for IP. Ald. Buckmaster would like to see an annual report on what has happened in IS and what the future looks like, an IT plan on where they are going. He continued that the Common Council has approved the funds for the phone system and now wonders why the money is sitting there. They need an IT assessment on what Muskego needs for IT, current needs, what Muskego has, where Muskego needs to go. He continued, that if they have budgeted for a phone system, then they should move forward with what they approved. Ald. Madden restated that funds had been approved for a system and recently had one quote for a phone system rewritten with a new deadline because the city had not met the previous deadline and she will bring it before Council. Ald. Melcher inquired what was approved for SBC? Ald. Madden responded just the phone lines. This item was removed and a request for IS Director for a needs assessment. Committee of the Whole Page 4 September 8, 2005 Upgrade Exchange Mail Server Ald. Buckmaster said the upgrade to Outlook 2003 was for purely remote access being made easier. The exchange mail server he did not think needed to be upgraded because the current operating system runs fine. If the city upgraded to Outlook 2003, then the need to upgrade the exchange mail service would be there. Ald. Schroeder questioned if this item was to be put off or taken off? Committee said to remove the item and for IS Director to give them some type of plan to follow as part of the IS master plan. Aerial Boom Truck Ald. Schroeder stated they had requested from Engineering/Building Director a report showing how much time the Public Works Department had used the Town of Raymond truck in 2004. This has not been received yet. The committee is also requesting for more data such as specs and pictures on the boom truck. With a tentative okay for the truck, the committee is therefore requesting the Superintendent of Public Works to provide the information for the next meeting. Tess Corners Bridge Ald. Schroeder noted that the committee was waiting for structural documentation from the Engineering/Building Director because this was a new request and there was nothing over the last few years stating it was coming. He had not seen any structural documentation. Ald. Buckmaster surmised that pending some catastrophic report, the committee was going to move the project request to 2007 and 2008. Urban & Rural Drainage Ald. Schroeder stated the Superintendent of Public Works was looking for a higher amount than the annual $60,000. He is looking for $75,000 basically as they use all $60,000 every year plus some funds out of other accounts to cover urban and rural drainage. Ald. Melcher and Ald. Buckmaster could see the additional amount justifiable. Ald. Buckmaster recommended that the increase to $75,000 be carried from 2006 through 2010. DPW Vehicle Replacement Ald. Schroeder questioned if the department could suffice by moving it out one year? They are proposing replacement of 1987 five-yard dump truck. Ald. Salentine said to leave it in capital. Ald. Patterson stated with the city growing and adding more roads every year, the need is there. Ald. Schroeder said there was budgeted an amount in 2005 for a vehicle, is the city coming close to what is budgeted and what is paid for a vehicle? Interim Finance Director said historically it was true. The actual for 2005 is $58, 344. In 2005, the city budgeted $126,911 and the year prior, the city spent $105,000. The committee would like an explanation on what was bought for $58,000 instead of $125,000. Ald. Schroeder asked if it wasn’t a truck, how is he going to buy a $125,000 truck with only about $75,000 left? Ald. Melcher stated the committee would also like to know if $135,000 for 2006 and the amounts for 2007-2010 matches the price of truck replacements? Ald. Schroeder thought the 2007-2010 were estimated, but for 2006, there should be an invoice or other documentation for the cost. Committee would like the Superintendent of Public Works at the next meeting to give more detail on his requests. The committee would like to see more information, pictures and specs on the Committee of the Whole Page 5 September 8, 2005 request and maintenance records on the vehicle to be replaced and any trade-in value. This item flagged until more information is received. Ald. Patterson shared that with the city increasing in road miles, they need to consider eventually adding another truck to the fleet and staff. He would like the Superintendent of Public Works put together a projected needs proposal for the future as the city continues to develop. DVD Playback for Cable TV Ald. Buckmaster inquired about the cable fund. Interim Finance Director explained the fund was cable franchise fees revenue from Time Warner Cable. Ald. Buckmaster asked if the intent of the fees was to cover cable club? Ald. Patterson said they were not. Mayor Damaske did inform the committee that in the future, the city would have to look at funding a position to run the equipment/channel. This fund could provide the support for the position. Presently, it is volunteers that run the equipment for the meetings. Committee members mentioned that one of the employees on staff at the meetings could run the equipment. Back to the DVD request, Ald. Schroeder summarized Cable Club President’s presentation at the last meeting relative to the need for the request. The DVD would provide for a better broadcast and less staff time involved in switching VHS broadcast tapes. Ald. Schroeder’s concern was storage space. How much is going to be stored on the hard drive? Committee would like the Cable Club President to talk with the IS Director to see if there are some storage issues. Ald. Buckmaster stated that if this is going to be stored on the drives, the city hall server, this is a bandwidth issue. IS Director will have to know how it will impact the system. Ald. Schroeder recommended putting the request off until 2007 and let the Cable Club President and IS Director work together and come forward with a firm package that all the questions are answered and an assessment of the whole thing. Ald. Melcher stated to put it off for a week and have the two discuss the issue and report back to the committee in terms of the discussion. It will be put off though until 2007. Video/Audio Recording System Ald. Schroeder advised that the original request was for $24,000 with 8 rooms and now has been reduced to $12,000 for 4 rooms ($3,000/room). Ald. Patterson had previously thought only one room would be needed. Ald. Schroeder mentioned the police chief’s concern about interrupting interrogation to go to another room for the taping. He said at Franklin they have specific rooms were audio and video is recorded. Ald. Borgman thought it was a good idea to have it in. Ald. Melcher requested research into other communities same size as Muskego to see what they have for a recording system. Ald. Schroeder stated that the newer stations would have the systems, not those before 2000. He said it is just a matter of time before they are required and once this is known, the vendors of the equipment may increase the cost. Ald. Madden said if it is a centralized system it is just a matter of adding cameras in the future. Okay again 9/8/05. Dispatch Consol Equipment Ald. Schroeder stated basically the time has come when the city needs to decide if they want to go with Waukesha consolidation, consolidation with New Berlin, or stay in Muskego; if stay in Muskego, then they would have to upgrade the equipment. Ald. Borgman mentioned the huge cost and they want to tie the fire department into it. Ald. Patterson said that if the people are going to pay for it twice, once from the county’s side, the problem is are we going to pay it and protect the people or not pay it and suffer Committee of the Whole Page 6 September 8, 2005 for it in service and it is quite obvious that the county’s service is very sub-par. Ald. Salentine shared her most recent experience with the county’s service. Ald. Patterson added that right now Muskego can co-dispatch with New Berlin or somebody else but if on the county’s service and it goes down, you have New Orleans. Ald. Buckmaster thought maybe another year before replacing the consol. Ald. Madden would not want to go to Waukesha dispatch and have somebody die; she would like the local dispatch. Ald. Schroeder stated for the most part, would be in favor of consolidated service but you would have to get the same or better level of service and the county is not there yet. Ald. Melcher polled the members on this issue—Ald. Madden, yes; Ald. Salentine, yes; Ald. Borgman had a problem with all the expense and tying everyone else into it; Ald. Schroeder was for it unless there was something that said they could go without one more year and he felt it could be done for less money; Ald. Buckmaster agreed with Ald. Borgman on some of the issue and he was not sure if this was done, what would catapult in the years to come; Ald. Patterson did not see where one year was going to buy anything, he thought the county was 2-5 years down the road in service and Muskego cannot afford to put it off one more year and would like to see it come under the $230,000; Ald. Melcher agreed with Ald. Borgman and Ald. Buckmaster but he recognized that the equipment was old and needed replacement at a lower cost than proposed. Asked the Police Chief to come to the next meeting. Okay but committee would like a price reduction. At 9:17 p.m. members took comfort break and meeting resumed at 9:27 p.m. Pumper Replacement Ald. Schroeder asked if it was an expectation of the fire departments that a new piece of major equipment would be purchased basically every other year for a department? This then amounts to a piece of equipment every year. Ald. Melcher said that was a good question and he questioned the grade of equipment proposing to be purchased. The city may be saving money but it breaks down sooner in the long run. Ald. Borgman was not in favor of buying a major piece of equipment every year. Ald. Patterson shared that it was for a piece of equipment to be bought every other year and last year they received their command vehicle and this year it was to be Tess Corners turn. Because the pumper truck had to be retired, Tess Corners agreed to switch the year of equipment purchase. Ald. Borgman thought the city was going to buy a piece of equipment every other year and the department that needed it, would get that piece of equipment. Ald. Patterson felt the departments thought every other year meant their own piece of equipment, thus we are buying one every year. Ald. Borgman could not see how the city could afford to do it without bankrupting the city. Committee members had a lengthy discussion on the two fire departments and their equipment and equipment needs. Ald. Melcher would like to see the years of the equipment they have, the condition of the equipment, the miles on the equipment as this information would be important for the committee to plan for the future. In consideration of the funding for the dispatch consol equipment, Ald. Buckmaster recommended that the pumper replacement be moved to 2007. 911 Dispatch Center Upgrade Ald. Schroeder stated that if the committee is going to move forward with the consol dispatch center at the police department, the city should get that up and running before Committee of the Whole Page 7 September 8, 2005 integrating the fire department. Ald. Madden agreed. Ald. Schroeder added to move the item to 2007. Replacement Generator for Station #2 As discussed earlier in the meeting, Tess Corners Volunteer Fire Department will be taking the used generator from the police department. Okay with used generator. NEW BUSINESS Presentation of Administrative Recommended Budget Interim Finance Director presented and explained the tax levy for 2006 of $4.79 per thousand which would be a 25.22% reduction from the prior year. She further reviewed the projected budget increases, totaling $535,298, for the year ending December 2006. These increases were generated by change in personnel, debt commitments, additional principal and interest payments. Towards balancing the budget, she had met with Mayor Damaske and they came up with a reduction of $271,108 in expenditures. The expenditure reduction would include removing two requested positions, move DPW vehicle replacement to 2007 or capital fund, adjust urban drainage, adjust fire department operating budget items, remove overtime for tax help in the Clerk- Treasurer’s office, and miscellaneous and supplies. She announced that an employee in the Clerk-Treasurer’s office is retiring and there is a possibility that position will not be refilled. They are researching what would be in the best interest of the city. The Mayor explained options as an automatic phone system--a menu-type answering system and outsourcing the billing duties of the position. The other job responsibilities would be divided up amongst the staff. Ald. Melcher cautioned that the automation would be missing the personal touch, the caring response. More discussion ensued relative to the automation proposal. Ald. Schroeder said he understood the revolving vehicle replacement on the police vehicles as they typically only get 2-3 years on a vehicle. The revolving vehicle for the DPW appears to be 15-20 years on a vehicle. Could this be justified doing out of capital? Interim Finance Director thought it could and she’ll speak with the financial consultant. However, Ald. Patterson thought this would be increasing the cost since it is being done every year. They had worked for years to get this into the operating and the most cost effective way to do it. Ald. Patterson questioned if the GIS tech could be removed? Mayor Damaske responded that the Planning Director had indicated it could be removed if push came to shove as it is part-time only, an intern-type position. Interim Finance Director provided the Finance Department’s 2006 personnel budget which was $24,432.41 higher than 2005. Ald. Buckmaster noted that it included the new position of the city administrator. She said the amount included keeping the part-time personnel staying at full-time. Ald. Buckmaster inquired about the decision. Interim Finance Director stated that if they want the department to function as now, she needs those people full-time. Ald. Buckmaster understanding that the move was temporary when proposed for the interim period. He never thought it would stay permanent as the administrator is not on board. The proposal is now to make it permanent without the administrator being involved. He would like to see a complete review once the Committee of the Whole Page 8 September 8, 2005 administrator is on board. Right now, he was not in favor of the proposal--without any review, without any research and without the administrator being involved. Ald. Madden’s interpretation was that the administrator was going to pick up some of the duties, then the next position would be to make the interim finance director, the comptroller, and then the part-time positions would revert back to part-time if the administrator decided that they did need to stay, one or both as full-time, then it would have to be brought to Council. Ald. Schroeder questioned the change in grades for the employees. Interim Finance Director said the proposal is because of the additional work load that is being distributed would be to move people to a different grade level to compensate them fairly and equitably. Ald. Schroeder inquired of the Mayor, the administrator assistant to the Mayor and the future administrator, is there still a firm belief that one administrator assistant can work for both? Mayor Damaske indicated no problem, don’t need another person. Ald. Salentine said depending on how it is structured, the aldermen would be going to a different person. Mayor Damaske stated some of the human resource duties would be removed, public work and public utilities agenda will be reassigned. Ald. Buckmaster asked if the move in grade from 8 to 11 was not because of the workload as then the hours would be extended. Interim Finance Director stated it was the type of work which changes the grade. Ald. Buckmaster continued if that was the same for the grade 13 to 15 and grade 11 to 13? Interim Finance Director said they have been taking on more responsibility and she has not delegated as much to them as she would like due to the interim situation. For the operating budget for next week, Ald. Schroeder in reviewing the training and conference dollars, he noted a great disparity of the amount requested by departments. He would like to know more detail on these and see if the requests are in line. Ald. Patterson would like the Interim Finance Director to look at what amount was taken out of the budget for lawyer reduction costs, the legal fees that are currently being paid for negotiations. She said that Attorney Molter was on the payroll and now has requested to be taken off. Mayor Damaske said that the city administrator will be saving the city money by doing negotiations instead of Attorney Swain. Ald. Madden thought that it would be about 40 percent less. For the next meeting, the committee wanted Superintendent of Public Works and Police Chief in attendance. Ald. Schroeder would like an overview of the training/conference costs for each department and is the amount appropriate. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW 5-Year Capital Plan Due to the lateness of the hour, this was not discussed. CLOSED SESSION NOTICE OF CLOSED SESSION At 10:40 p.m., Ald. Melcher read the notice of Closed Session as follows. Please take notice that following Communications and Miscellaneous Business As Authorized By Law, the Committee of the Whole will convene, upon passage of the proper motion, into closed session pursuant to: 19.85 (1)(c) Wis. Stats., Considering employment, promotion, compensation or performance evaluation data of any public employee over Committee of the Whole Page 9 September 8, 2005 which the governmental body has jurisdiction or exercises responsibility, more specifically to consider proposal for the city administrator candidate. Action may be taken in closed session. The Committee of the Whole will then reconvene into open session to continue with agenda items. Ald. Salentine moved to convene into closed session pursuant to 19.85(1)(c) Wis. Stats., Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, more specifically to consider proposal for the city administrator candidate. Ald. Madden seconded. Upon a voice vote, the motion carried unanimously. Please note the recording secretary and Interim Finance Director were dismissed for the remainder of the meeting. (The following submitted by Ald. Madden.) Ald. Salentine moved to reconvene into open session Ald. Borgman seconded. Upon a voice vote, the motion carried unanimously. ADJOURNMENT Ald. Buckmaster moved to adjourn at Ald. Salentine seconded. Upon a voice vote, motion carried. Stella Dunahee, CPS Recording Secretary