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COMMITTEE OF THE WHOLE -Minutes 20061026 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Unapproved MINUTES OF MEETING HELD OCTOBER 26, 2006 Mayor Charles H. Damaske called the meeting to order at 6:00 PM and led those present in the Pledge of Allegiance. ROLL CALL Present: Mayor Damaske, City Administrator Sheiffer, Ald. Borgman, Ald. Buckmaster, Ald Madden, Ald. Melcher, Ald. Schaefer, and Ald. Snead. Also present were those listed on the attached sheet. Ald. Salentine arrived at 6:20 PM. STATEMENT OF PUBLIC NOTICE Mayor Damaske stated that the meeting was noticed in accordance with the opening meeting law. APPROVAL OF AGENDA Ald. Madden moved for approval of the October 26, 2006 agenda. Ald. Borgman, seconded. Motion to approve the agenda carried unanimously. REVIEW MINUTES OF PREVIOUS MEETING Ald. Borgman moved for approval of the October 5, 2006 minutes. Ald. Buckmaster, seconded. Motion to approve the minutes carried unanimously. UNFINISHED BUSINESS - Discussion, update and possible action may be taken on any or all of the following: Complete work on proposed ordinance #1237 to Establish the Salary for Mayor for 2008- 2011 Term Ald. Melcher suggested that staff could call various City Clerks inquiring what duties their individual part-time mayors perform. Ald. Madden felt that this was not a priority for tonight’s meeting and moved to defer. Seconded by Ald. Melcher, motion carried 6-0. NEW BUSINESS – Begin Work On 5 Year Capital Plan & 2007 Budget Finance Supervisor Sharon Mueller reviewed the memorandum that she put together summarizing all capital expenditure requests received from the department heads for 2007. It was clarified that the list represents department requests. She went on to explain that the City currently has $1.6 million dollars to be used for 2007 capital purchases as a result of projects coming in under bid, interest on borrowings and transfer from conservation fund as well as one individual contribution. It was requested that when projects come in under the borrowed amount, that this information be provided to the Council. Committee Of The Whole Minutes – October 26, 2006 Page 2 Assessor’s Department - Assessor Laura Mecha explained that the $50,000 is the third year commitment on contract for field assessments. Also requesting rolling cabinet storage for $5,000 as listed on the unfunded worksheet. Ald. Nancy Salentine arrived. Parks & Recreation Department - Parks & Recreation Director Craig Anderson reviewed the following capital budget requests for 2007: 1-Ton Dump Truck ($5,000), 3/4 Ton Pick-up Truck ($28,645), 20' trailer ($28,645), Landscape Tiller ($3,268), 2-Post Overhead Lift ($6,200). Engineering - Building Inspection/Engineering Director Sean McMullen appeared before the committee to review the following capital budget requests for 2007. Storm Water Projects (Tess Corners Creek Channel storm water retention (Phase 2) for design and acquisition with the project scheduled for 2008); Dry Basin retrofit Industrial Park Design ($25,544 final completion costs); Pilak Creek Drainage N. of Woods Road ($185,120) construction; NR 216 Compliance MS4 Storm Sewer (Phase 2 of Clean Water Act) compliance/modeling and permit work (2007 thru 2010) $410,000 for 2007; Lakewood Meadows Pond Dredging ($173,500) includes design, permitting, construction, restoration and incidental construction (will be funded by a special assessment to the Lakewood Meadows Homeowner's Assn.); Muskego/Boxhorn Channel Dredging from Ryan/Boxhorn intersection to Big Muskego Lake plus testing of dredge materials, easement acquisition and construction ($201,000). Road Program (Currently is $541,733) - Original request was for $625,000 and reduced by $83,267 per administrative recommendation. Requesting increase to $745,000 for road improvements to take care of planned intersection projects; Urban & Rural Drainage (Currently is $390,000. Requesting to increase to $411,000). Ald. Buckmaster felt any additional funding would be determined after a more thorough review of budgeted monies. DPW Vehicle Replacement is a revolving replacement schedule ($120,000) for purchase of one new truck for 2007. Brush Chipper to replace current 1996 ($38,000) which would come out of Capital Expenditures, not borrowing, funded by the landfill; Woods Road Bridge (resurface existing deck and side rails at Woods Rd. and Lannon Drive) $28,000; Intersection Improvements for Hillendale/Racine Avenue ($420,000) - Sean advised that he is hoping to get Waukesha County to pay for some improvements which would reduce this amount to $100,000; Tess Corners Bridge ($200,000) - Design is completed, now looking for funding for construction of this th project. Confirmation of the funding will be known by November 9. Remodel Restrooms - upper and lower Men's Restrooms. This item has been deferred since 2002. These are the originals and not remodeled when City Hall was last remodeled. Requesting $10,000 for architectural and some in-house replacements, with replacement of fixtures and flooring to be done in 2008. Police Department - Interim Police Chief Paul Geiszler appeared before the committee to review the following capital budget requests for 2007. Requesting ($71,300) for replacement of four squads and equipment; Boat Engine to replace 1999 engine ($6,300.), which is a reduction from original estimate. Six (6) Emergency Light Bars to replace 7 year old light bars ($12,000); Impound Storage Building to establish a secure area for storage of vehicles impounded for evidence ($120,000). Committee Of The Whole Minutes – October 26, 2006 Page 3 Portable Studio System - New piece of equipment, which is a portable video mixer for up to 4 cameras with compact monitors and digital VCR. A request was made to research new microphones and/or extensions for the aldermen's room. Information Systems Department Switch Replacement - Information Systems Director Joe Sommers reviewed 2007 budget requests. Upgrade the Switch Infrastructure ($16,328). Finish Police Department, City Hall main closet followed with City Hall (lower level), Library and Public Works/Utilities in 2008; Network Backup System - Capital Expenditure Fund - $8,373. Ald. Buckmaster questioned the City Administrator as to status of Study. She reported that they would be giving a presentation to Common Council in early November. Planning Department - GIS Planemetric Data ($12,250). Clerk/Treasurer Department - Postage Machine/Meter ($4,500) to replace existing meter/machine with new digital technology. USPS will not allow the City to use the current machine/meter after 12/31/06. The Committee recessed for a break at 7:41 PM. The Committee reconvened at 8:00 PM City Administrator reviewed the requests for the two volunteer fire departments. Tridata is now in the process of analyzing the information they have secured from their meetings with City personnel. She referred to the Summary Draft in the beginning of the book dated 9/20/2006, which shows that Tess Corners Volunteer Fire Department is asking for generators, knox box holders, but she wanted to discuss the replacement pumper for Tess Corners. Sean McMullen explained that the request for the $695,000 is for an aerial truck to replace two vintage pumper trucks; it is not a pumper replacement. A letter was reviewed from the Tess Corners Volunteer Fire Department stating that they do have adequate equipment/personnel/facilities to take care of the Tudor Oaks Complex. With the new additions to Tudor Oaks, an agreement may be forthcoming for payments to the City in lieu of taxes that could be used for this type of equipment. City Administrator Sheiffer stated that the report from Tridata would be making recommendation on equipment to be purchased and over what time periods. She is recommending that the Council put the fire departments' requests on hold until receipt of the study. She wanted it very clear in the minutes that these requests have been presented, in concept, to the Committee Of The Whole but that the committee is not approving these expenditures this evening. Ald. Buckmaster explained the new procedure with Building, Site and Operation plans being sent to the Common Council for nonprofit sites as it is under their jurisdiction, not Plan Commission. He advised that guidelines are being worked on by the Plan Director for an ordinance to be adopted addressing the proposed procedure. Ald. Buckmaster reiterated that the Common Council is not authorizing any capital expenditures for either fire departments and the operating budgets are frozen until such time as the study has been reviewed. At that time an amendment could be made to the 2007 budget. Ald. Buckmaster moved that all expenditures in the fire department budgets were not authorized as actual expenditures. Seconded by Ald. Salentine, motion carried. Committee Of The Whole Minutes – October 26, 2006 Page 4 City Administrator Sheiffer reviewed the City's Purchasing Policy, adopted by Resolution #42- 2006. She pointed out the "Approval authority for purchasing" which applies to operating budget and capital budget purchases. Purchases that exceed $25,000 must be approved by the Finance Committee and City Council prior to the order being placed or expenditure being made. Ald. Salentine questioned who is the department head for the Fire Departments. Ald. Melcher made a few comments on the 2007 budget. He pointed out that Mayor Damaske's proposed 2007 Operating Budget has subtracted $7,000.00 from utilities and he noted that recent articles in the Journal/Sentinel stated that government officials do not anticipate any savings in energy. The proposal also stated $3,000 less for fuel; Contracted Services have been reduced by $3,500.00 that he stated has been already promised. He does not feel we can get by with lower attorney bills, lower allowance for buildings and grounds, lower allowance for bank service charges, police computer charges, etc. These are items that the various departments requested and he does not feel that the Council has addressed these needs. Ald. Melcher questioned the anticipated revenue of $146,000 for building permits with housing permits forecast to decrease. Ald. Melcher advised that the Library Board has still not come up with approval for Sunday hours. The Library Board is questioning where the monies are in the proposed 2007 budget. City Administrator Sheiffer brought the committee's attention to several memos that she feels will resolve some of the concerns. She is recommending the following changes to the 2007 proposed budget: REVENUES: Increase the revenue line item for transportation aides to add $44,585 as the final notice from DOT indicates this increase and to add $50,000 to fund balance with the intent being that additional $50,000 would only be transferred if we are unable to lower health insurance costs by a like amount or more. EXPENDITURES: WPS has indicated a 23.88% increase in our health plan costs for 2007 of approximately $94,448 and we need to add the appropriate benefit line items. The City is looking into a higher health plan deductible (City paid). City Administrator stated they have more information now then when the proposed budget was put together. She is recommending moving $22,391 from the PD wages/salary/benefits line items to Contingency; moving $10,207 from the wages/salary/benefit line items from Clerks Department (50%) and IS Department (50%) to reflect a decrease in wage expenses related to a late 2006 retirement which would provide a contingency fund in the amount of $32,598 which is nearly half of the contingency fund provided for 2006 which we do not anticipate having to use. Ald. Madden questioned if the City anticipated a new borrowing. City Administrator stated that the next proposed borrowing would be for 2008 for Janesville Road Reconstruction, Phase II. Ald. Madden is concerned about increasing the taxes drastically in future years and falling short of road maintenance. City Administrator reviewed her memorandum of October 24, 2006, regarding the Undesignated Fund Balance (projected surplus). The Finance Department Supervisor is now estimating a surplus of approximately $390,000. She gave the following options: The Council could choose to allow the surplus to flow into the undesignated fund balance for future City needs; or the Council could choose to designate the surplus to the special revenue - capital project fund for major improvement projects such as the project that was reviewed at Public Works Committee at their last meeting (projects that the committee deems as needed but not necessarily planned for in that fiscal year); the Council could designate the surplus to the special revenue Compensated Committee Of The Whole Minutes – October 26, 2006 Page 5 Absences Reserve Fund; the Council could choose to bring in more than $100,000 to balance the budget; the Council could do some combination of the aforementioned. She stated that a further reduction in the tax rate is not recommended for 2007. The proposed budget now includes a noticeable decrease in the City tax rate and to further decrease the rate may be restricting the City in protecting itself concerning future, unforeseen revenue loses. City Administrator brought to the Council's attention a previous resolution (#179-95), Designation of Unappropriated Surplus. She suggested that she and the Finance Department Supervisor would bring forth some recommendations for the Finance Committee to review and establish an updated policy for Unappropriated Surplus Funds. It was recommended that this policy be reviewed annually. Mayor Damaske recommended that the Aldermen review the options and email the City Administrator with their suggestions. Ald. Buckmaster stated he struggles with debt payments and cash reserve and doesn't want it to look like the City has a savings account. Mayor indicated that we underestimated revenues at time in the past. City Administrator announced that the public hearing for the 2007 budget is scheduled for Tuesday, November 14th and she asked the Council's intent to finish up the budget. This should be done prior to Thanksgiving. A special Council meeting will be scheduled after the public hearing to adopt the budget. Mayor indicated that information would be available on the status of the budget several times a year instead of just at the end of the year. Ald. Schaefer discussed the status of the Teen Advisory Board. Out of seven members, four members are willing to return; two whose terms are up in January and two whose terms are up in July. In addition, she has received eight (8) new applications. One change she would like to make is changing the terms to the school year; July 1st to July 1st instead of January to January. Interview of the candidates is scheduled for Tuesday, November 14, 2006, at the Finance Committee meeting. The Committee agreed with the change of terms from January to July. COMMUNICATIONS AND MISCELLANEOUS BUSINESS - None Ald. Buckmaster moved to adjourn at 9:54 PM. Seconded by Ald. Borgman, motion carried. Respectfully submitted, Cathie M. Anderson Transcribing Secretary