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COMMITTEE OF THE WHOLE - MINUTES- 9/18/2008 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved 9/25/2008 MINUTES OF MEETING HELD SEPTEMBER 18, 2008 Mayor Johnson called the meeting to order at 6:30 p.m. and led those present in the Pledge of Allegiance. ROLL CALL Present: Mayor Johnson, Ald. Snead, Pavelko, Borgman, Werner, Schneider and Schaefer. Ald. Fiedler arrived at 7:10 p.m. Department Heads/Other Staff present: Finance Department Supervisor Mueller, Assessor Mecha, Clerk-Treasurer Moyer, Interim Library Director Genzel, Police Chief Geiszler, Police Captain La Tour, Parks and Recreation Director Anderson, Plan Director Muenkel, GIS Coordinator Wisniewski, City Engineer Simpson, IS Director Sommers, Computer Specialist Quijano, Public Works Superintendent Delikat, Building Director Moore, Building Secy. Bukowski, and Deputy Clerk Blenski. STATEMENT OF PUBLIC NOTICE The Deputy Clerk stated that the meeting was noticed in accordance with the open meeting law on September 16, 2008. There were no issues with the agenda. APPROVAL OF MINUTES Ald. Schaefer moved for approval of the September 11, 2008 minutes. Ald. Snead seconded; motion carried. Mayor Johnson noted that he would accept public comment at the end of the meeting. He stated that the 2009 Capital Expenditures would be reviewed at this time with each department presenting its specific requests. Questions regarding the operating budget could also be addressed since most department heads are present. CLERK-TREASURER Capital Project/Item Cost Comments Document Management System $17,000  Was in 5-Year Plan, however, Software $1,000 was added for agenda management (Council paperless Ms. Moyer stated this was like an packets). Laptops for aldermen electronic file cabinet. would be required.  Would enhance search functions.  Would protect vital records.  Would help conserve storage space.  Scanner for department would need to be purchased.  Project would be initiated in fall of 2009 when there are no elections. Committee of the Whole Page 2 September 18, 2008 Filing System for Vault $13,000  System is mobile and would replace existing cabinets and Ms. Moyer distributed photos of the shelving. existing vault configuration.  Quote submitted by Casper Systems includes materials, freight, installation, and slight increase for 2009 purchase.  System could be moved to another location. Ald. Schneider noted that a company he is familiar with, Able Equipment, provides used office equipment. Ms. Moyer stated she was not opposed to looking at other sources. However, the organization of the records that are currently in the vault is the key factor of this project. Regarding the General Fund Expenditures, Ms. Moyer stated that the “Professional Services” line item in the Clerk-Treasurer budget includes the cost to Waukesha County and the printer for the initial tax bills and two subsequent installment notices. Ms. Moyer was dismissed. Assessor Laura Mecha was present. She did not have any capital improvements for 2009. The Mayor noted that the Assessor’s 2009 operating budget reflects a 30.83% decrease because there will not be a revaluation in 2009. Ms. Mecha was dismissed. CABLE TV (Presented by Craig Anderson) Capital Project/Item Cost Comments One Studio Cameras $5,000  Two were requested in 2008; only one was approved. Discussion took place regarding the need for an additional camera. Ald. Werner requested that Jeff Jones attend the next meeting to provide more information. Mr. Anderson stated that Mr. Jones would be at the meeting to record it since it is scheduled to be held at Muskego Regency. INFORMATION SYSTEMS Capital Project/Item Cost Comments Server Replacement $12,100  Internet server is scheduled for replacement in 2009.  Server is oldest and most utilized.  Also propose to add storage to Storage Area Network. Office Upgrade $2,385  Propose to upgrade to Outlook 2007 only. This is a change from initial proposal, which would have upgraded the entire Office Suite at a cost of $34,500. Committee of the Whole Page 3 September 18, 2008 Mayor Johnson distributed a copy of a memo from Mr. Sommers. Mr. Sommers requested to address the Committee regarding the proposal to outsource the IS functions in 2009. He requested that the committee consider looking at other options. The Mayor stated that Mr. Sommers suggests taking the library out of the general fund and/or borrowing money. He does not support either. The library expenditures could be taken out of the operating budget, which would free up almost a million dollars. However, in addition to paying real estate taxes, the taxpayers would have to pay a fee to support the library. Taxes that are paid are deductible; however, the fee for the library would not be. He believes doing this could be viewed as a means to get around the levy limit imposed by the State. Borrowing money to fund the operating budget is not financially good for the community. Mayor Johnson stated that government needs to look at ways to operate more efficiently. Mr. Sommers stated the problem is revenues are down. Why take drastic measures now when that could change in a year or two? Ald. Werner stated he is willing to consider all options. Ald. Borgman expressed concern that too many cuts are being proposed. There can be benefits to outsourcing some specialized functions. Have the right ones been selected? He wants to look at other options instead of just laying people off. Mayor Johnson stated he is open to suggestions. We have to make choices and learn to live with less. Ald. Fiedler arrived at 7:10 p.m. The Mayor stated he chose to outsource the IS functions because there will be an indirect impact on the citizens. He believes staff will not be adversely affected. Ald. Schaefer wants to see if there are other areas that can be cut to save as many jobs as possible. She expressed concern about the type of service the City would receive from the vendor that would perform the IS functions. How will security be affected? Ald. Snead is concerned that there will be delays for staff when problems do arise. The Mayor stated a technician would be on site 40 hours per week based on two of the submitted proposals. Mr. Sommers believes the service levels will go down with outsourcing. He built the network. The issues are not just “break and fix.” There can be application issues. The history that both he and Alex have regarding the existing system is very important and could affect the success of future projects. POLICE DEPARTMENT Capital Project/Item Cost Comments Copy Machine $10,000  Will replace 2003 equipment.  Newer equipment will = less maintenance costs.  Includes scanner. Squad Video Cameras (7) $31,500  Table for now per request of Chief who is looking at possible alternative funding sources (such as MADD). Committee of the Whole Page 4 September 18, 2008 POLICE DEPARTMENT/DPW/UTILITIES (Mayor presented) Capital Project/Item Cost Comments Cold Storage Building $8,000  Money is for planning and engineering of building to be used 1/3 by Police, DPW and Utilities.  PD will use to house evidence.  DPW and Utilities will store equipment. Mayor requested that Wayne Delikat verify that $8,000 is needed. Could the company that will construct the building provide this service as part of the overall cost? Captain La Tour was present to discuss several items in the Police operating budget. Waukesha County is proposing to convert the current radio analog trunking system to digital. The cost is estimated at $9.5 million. The County will pay 50%, with the remainder allocated to the user municipalities. There are two funding options available:  a lump-sum payment of approximately $85,000 in 2013  five annual prepayments of $15,062 commencing in 2009. The City would earn the interest. Captain La Tour recommends this option. Mayor Johnson stated he would like the Council to adopt a resolution to provide a record as this option commits the City to an expenditure for the next five years. In response to a question from Ald. Schaefer, Captain La Tour noted that the PD radios would eventually have to be replaced once the conversion to digital is made. Captain La Tour noted that the operating budget does reflect funding for three replacement cars for the PD. LIBRARY (Mayor presented) Mayor Johnson stated that the monthly utility costs at the library are quite high. He is working with the maintenance staff to look for ways to reduce the costs. He proposes money be placed in the capital budget to install manual switches to control the building’s lighting, which currently operates by computer. Ald. Schaefer suggested that the City review the energy audit done by the school district to see if any of the suggestions would be applicable. Capital Project/Item Cost Comments Electrical Modifications $10,000  Money for electrical contractor Jane Genzel was present. She stated that the former Library Director had prepared the budget. PUBLIC WORKS DEPARTMENT Mr. Delikat was present to respond to any questions regarding the department operating budget. The Mayor stated that the truck that was removed last year is in the 2009 budget. Mr. Delikat acknowledged the increase in the funding for salt as a result of the Committee of the Whole Page 5 September 18, 2008 severe winter. The “Major Road Improvement” budget is $25,000 higher, which is due to inflation. Discussion took place regarding various areas of the City where the roads are in need of improvement. Mr. Delikat noted that there are 150 miles of road in the City. Three to four miles of road were improved under this year’s program. Mayor Johnson believes the City should spend more money, and not less on maintaining its roads. PARKS AND RECREATION Capital Project/Item Cost Comments S-10 Pick-Up Truck $20,000  Request to put on hold until staffing levels are determined. Mr. Anderson next addressed the operating budget for his department. He stated that revenue generated from recreation is $467,000; expenses are $323,487. The net ($143,500) covers recreation staffing costs and other expenditures. The only expense not covered is the portion of Mr. Anderson’s salary for recreation (45%). Ten years ago, the net for recreation programs was $6,000. Mr. Anderson noted that even with the decline in the economy, participation in the recreation programs has increased. Muskego offers a wide variety of programs and has a very limited staff in comparison to some of the surrounding communities. Ald. Werner asked Mr. Anderson about the proposed staff reduction in the Parks Department. Mr. Anderson believes it is doable. The Department of Public Works will provide some assistance. Tasks may not get done in the same amount of time. The crucial time is spring and fall when the parks are being opened and then closed. The seasonal employees are not available at these times because most of them are students. Mr. Anderson anticipates using some retirees to bridge that gap. Mr. Anderson stated that there would be additional park facilities in the future with Moorland Park and Park Arthur. Ald. Werner does not want Muskego’s parks to deteriorate. Mr. Anderson noted that he has only known about the potential loss of staff for two weeks. He has not had time to revamp the entire parks operation. Mr. Anderson stated he is not advocating for the reduction, but understands the City’s financial situation. ENGINEERING (Presented by Plan Director Muenkel) Project/Item Cost Comments Janesville Road Reconstruction $104,000  Final design near completion.  Projected estimates for burying utilities still under budget.  2009 - $50,000 streetscape construction plans and $54,000 design for burying utilities Durham Reconstruction - Phase II $200,000  Design costs for reconstruction alternatives. Regarding Durham Drive, Mr. Muenkel stated decisions have to be made. Ald. Fiedler stated the reconstruction has to be done; he prefers sooner rather than later. The Mayor stated if the school district does eventually put a new school in that area, Durham Committee of the Whole Page 6 September 18, 2008 would be used for bus traffic. He proposed that the timeframe for the project possibly be accelerated. The rates for borrowing money are low and construction is down so the costs should be less. The consensus was that the condition of the road needs to be addressed and alternatives should be reviewed. Ald. Pavelko expressed concern that too many road projects will be taking place at the same time. There were no questions regarding the operating budget for either Engineering or Planning. BUILDING Ms. Mueller briefly reviewed the worksheet she prepared regarding outsourcing the functions of the Building Inspection Department. Mayor Johnson stated that the next Committee of the Whole meeting to continue discussing the 2009 budget will be held at Muskego Regency. The agenda will also include special revenue funds. The Mayor will request fire department representatives attend to discuss the 2009 capital budget items. Ald. Snead is working to set up a future meeting at the Stoney Creek facility. FINANCE Ms. Mueller reviewed the proposed reorganization for her department. She proposes to promote the full-time bookkeeper to an accounting assistant position. In addition, the water clerk position would be reclassified to an account clerk position, and the sewer clerk’s position would be changed to include some of the duties of the water clerk. This would provide adequate backup within the department, and better balance the workload of the employees. Ms. Mueller stated her proposal would have a zero impact on the budget. It does reallocate additional wages to the utilities as she determined that a greater percentage of staff time was spent on functions for the utilities. The only increase in salary would be for the employee promoted to the accounting assistant position. ADJOURNMENT Ald. Snead moved to adjourn at 8:44 p.m. Seconded by Ald. Fiedler, motion carried. Jill Blenski, CMC Deputy Clerk