COWM20090813
COMMITTEE OF THE WHOLE – CITY OF MUSKEGO Approved 9/10/2009
MINUTES OF MEETING HELD AUGUST 13, 2009
The meeting was held at the Lodge Building at Regency Senior Communities, W181
S8540 Lodge Boulevard. Mayor Johnson called the meeting to order at 6:17 p.m. He
thanked the facility for hosting the meeting.
Present were Ald. Fiedler, Schaumberg, Schneider, Werner, Harenda and Snead,
Finance Director Mueller and Deputy Clerk Blenski. Police Chief Geiszler, Community
Development Director Muenkel, IS/GIS Coordinator Wisniewski, and several residents
were also present. Ald. Borgman was absent. The Pledge of Allegiance was recited.
The deputy clerk stated that the meeting was noticed in accordance with the open
meeting law.
Mayor Johnson explained that tonight the Committee would review the 2010 capital
projects. Those expenditures do not relate to the operation of the City, but are typically
larger items (such as equipment) that are requested to improve the functionality of the
departments. Three Department Heads will present their specific requests this evening.
Finance Director Mueller reviewed the proposed expenditures and funding sources for
the 2010 projects. The total expenditures equal $3,155,250. The City does not
anticipate that any borrowing will have to be done for the 2010 projects. There are
sufficient reserves in the Landfill, Capital Expenditure and Utilities Funds. The City will
likely borrow money in 2011 as proposed projects are expected to exceed $10 million
over the next three years.
POLICE DEPARTMENT
Chief Geiszler was present regarding his request for a Digital Voice Logging System.
Capital Project/Item Cost Comments
Digital Voice Logging System $18,500
Regarding Existing Equipment:
System is 10 yrs. old.
(Equipment to be purchased from
Repairs would be extremely costly; parts
NICE, formerly Dictaphone)
may not be available.
16 channels available, which is not
sufficient.
$1,600 trade-in.
$1,700 existing repair bill would be
dismissed if new system purchased (with
or without extended warranty).
Regarding Request for New System:
Cost Breakdown:
Equipment $ 12,455
Training 1,868
Extended 4-Yr. Warranty 5,480
Less Trade-In 1,600
Vast majority of phone lines are recorded.
Law requires retention for 120 days.
Committee of the Whole Page 2
August 13, 2009
Digital Voice Logging System
1-yr. warranty included with purchase.
(Continued)
Chief supports the extended warranty
95% of the police departments in the area
use this equipment.
8 additional channels would be available
IS/GIS supports replacement.
Discussion:
Ald. Fiedler requested research regarding how often this type of equipment may need
repairs following the one-year warranty and the average cost for a repair to determine if
expenditure for extended warranty is justified. He also requested the cost to purchase
the updates separately if the City does not purchase the extended warranty.
Mayor believes the cost of the extended warranty (44% of the purchase price) is high.
Mr. Wisniewski noted that the City would not be entitled to system updates if the
extended warranty was not purchased.
Consensus Regarding Request: Approved with warranty questions answered.
COMMUNITY DEVELOPMENT DEPARTMENT
Mr. Muenkel was present to discuss the requests for his department.
Capital Project/Item Cost Comments
Permitting Software $8,000
Would replace existing, dated Tidemark
Advantage program that only deals with
building permits.
City is dependent on a company (Accela)
for updates and maintenance.
Existing program cannot be adapted to
GIS, the web or other permitting needs of
the dept.
Would be web based.
Existing data would be converted.
Permit applications could be submitted and
paid for on line; status could also be
checked on line.
Annual maintenance would be $5,500,
which is the same cost that the City is
currently paying.
Data could be accessed off site for
inspection/compliance purposes.
Discussion:
Ald. Werner stated he supports the concept, but would want to see what a company
would bring to the table if the building inspection services were outsourced. Mayor
Johnson stated the software would not be purchased until after January 1 and a
decision regarding outsourcing would have been made by then.
Committee of the Whole Page 3
August 13, 2009
Consensus Regarding Request: Approved.
Capital Project/Item Cost Comments
Gateway Signage ($15,000 for $15,000
New signage is an investment in the
each year of replacement.)
community.
Gateways need to be beautified.
Proposal:
Existing signs are dated and require
maintenance.
2010 - Replace Racine Avenue
North
2011 - Replace Janesville Road
East
2012 - Replace Janesville Road
West and Racine Avenue South
Discussion:
Mayor Johnson stated his support. The City expects businesses to upgrade their
images. It is just as important for the City to make the investment as well. Many
positive comments were received regarding the Moorland Road sign. The Mayor also
recommends that the Industrial Park signs be upgraded in the future.
Consensus Regarding Request: Approved.
Capital Project/Item Cost Comments
Phase II Durham Drive $700,000
2009 - Design work to be done.
Reconstruction
2010 - Right-of-way acquisitions and home
relocations ($700,000)
Reconstruction of Durham Drive
from McShane Drive to North
2011 - Construction and construction
Cape Drive
management ($3,775,000)
Discussion:
Mayor Johnson noted that the decision was made to spend money for the design work,
which is being done this year. By doing so, a commitment was made to move forward
and complete the project. The Mayor would like to see the project completed sooner,
which will not be likely. The land acquisition and construction aspects of the project will
require the projected time. Ald. Snead expressed concern that this project along with
the Janesville Road reconstruction could be too much at one time. The Mayor stated
that potentially this project could be completed before the start of the Janesville Road
reconstruction.
Consensus Regarding Request: Approved.
Capital Project/Item Cost Comments
Janesville Road Reconstruction $1,385,900
2011 and 2012 - construction proposed to
be done in two phases.
This is a County project that will
Committee of the Whole Page 4
August 13, 2009
make the road four lanes from
2010 - burying utilities for first phase
Moorland Road to Racine
(Moorland to Lannon).
Avenue.
Above time period could change.
Discussion:
Mayor Johnson stated this project is another investment in the community; it has to be
done right. It will be money well spent.
Consensus Regarding Request: Approved.
IS/GIS DEPARTMENT
Mr. Wisniewski was present to discuss the requests for his department.
Capital Project/Item Cost Comments
Renovation of Primary Data $70,000
Existing facility is no longer suitable to
Center Facility
house the City’s servers and other
equipment, which is critical for
Equipment - $27,880
emergencies, such as 911.
Construction - $42,120
Existing environment puts the equipment
(worth approximately $400,000) at risk.
Goal is to create a clean, safe, and secure
facility.
Issues that will be addressed:
1. remove existing water based fire
suppression system and install a gas-
based system
2. install new racking, cabling and power
management equipment
3. replace carpeting with tile flooring
4. disconnect existing HVAC system and
install a new air conditioning unit
Other options were reviewed, such as off-
site storage, which is very expensive.
The 2009 Network Assessment
recommended that the wiring deficiencies
and HVAC issues be addressed.
Consensus Regarding Request: Approved.
Capital Project/Item Cost Comments
Server Replacement $7,000
Current server has reached the end of its
(Primary Server)
lifecycle.
Will be replaced by a physical server.
Consensus Regarding Request: Approved.
Committee of the Whole Page 5
August 13, 2009
Capital Project/Item Cost Comments
VM Ware License Upgrade $17,000
Current licensing level does not support
effective management of the virtual server
environment.
Maintenance will be $3,600 annually,
which will have to be included in the
operating budget beginning in 2011.
Consensus Regarding Request: Approved.
Mayor Johnson stated that the Finance Director would now discuss the funding sources.
Ms. Mueller stated that money from the Landfill Fund would be utilized in 2010 to
finance most of the capital improvements. It is projected that between $4,000,000 and
$5,000,000 will be in the fund by the end of 2010; the City is required to retain
$1,000,000 in the fund. It is anticipated that the City would borrow money in 2011
primarily for the Janesville Road and Durham Drive projects. Ms. Mueller stated that
she would monitor interest rates for any increases. The City may consider borrowing in
2010 if that happens.
The Mayor noted that questions regarding any item on the 5-Year Capital Plan should
be prepared in advance and directed to the Department Heads that come before the
Committee.
COMMUNICATION AND MISCELLANEOUS BUSINESS
It was determined that the September 17 Committee of the Whole meeting would be
canceled. The Mayor noted that October 1 was open if an additional meeting was
required.
ADJOURNMENT
Ald. Snead moved to adjourn at 7:44 p.m. Seconded by Ald. Fiedler, motion carried.
Jill Blenski, CMC
Deputy Clerk