Loading...
COMMITTEE OF THE WHOLE -Minutes 20110811 COMMITTEE OF THE WHOLE (COW) – CITY OF MUSKEGO Approved as Corrected * MINUTES OF MEETING HELD AUGUST 11, 2011 Mayor Chiaverotti called the meeting to order at 6:01 p.m. Present were Ald. Schaumberg, Soltysiak, Borgman, Harenda and Snead, Director of Finance and Administration Mueller, and Deputy Clerk Blenski. Ald. Fiedler and Werner were absent. Those present recited the Pledge of Allegiance. Various Department Heads were present for their items as reflected below. The Deputy stated that the meeting was noticed in accordance with the open meeting law. No one had any issues with the agenda. APPROVAL OF MINUTES Ald. Snead moved to approve the July 26, 2011 minutes. Ald. Schaumberg seconded; motion carried. NEW BUSINESS The Committee began the review of the 2012 Capital Improvement requests. PARKS AND RECREATION DEPARTMENT Parks and Recreation Director Craig Anderson and Parks Supervisor Pete Theis were present. Capital Project/Item Cost Comments ¾ Ton Pickup Truck and Plow $35,000  Vehicle (2000 Ford F-250) was scheduled (Replacement) to be replaced several years ago, but was repaired to buy some time so replacement Trade-in value = $2,000 (already could be delayed. reflected in request)  Mileage is nearing 70,000 miles and replacement is requested.  If not replaced, expenses will be incurred for repairs (approximately $2,000); staff does not believe additional money should be put into the vehicle. Other Points of Discussion:  Mr. Anderson stated he does not submit a request for a vehicle unless it is really needed.  Ald. Soltysiak suggested repairing the vehicle (in addition to replacing it) and continuing to use it possibly in another department. Mr. Theis estimated that it may be able to be used for another 30,000 miles.  If the vehicle is sold, Mr. Theis suggested selling it outright vs. trading it in.  Ald. Harenda noted that the Parks & Recreation Board recommended to move forward. Committee of the Whole Page 2 August 11, 2011 Consensus Regarding Request: Ald. Snead Yes, tentatively. However, she needs to see if other priorities are more urgent. Ald. Harenda Yes, would like the existing vehicle to be sold privately. Ald. Soltysiak Yes, would like the existing vehicle to be repurposed. Ald. Borgman Yes Ald. Schaumberg Yes - repurpose or sell privately. Capital Project/Item Cost Comments Tri-Deck Rotary Mower $14,700  Originally proposed to be replaced in 2015. (Replacement)  Recent failure in main gear box resulted in damage to the main frame so replacement is being requested.  Approximately 2,200 hours on present tri- deck.  Staff believes $3,000 in repairs (excluding labor) is not worth the expense.  There are other factors that support replacement.  Equipment is critical for mowing. Other Points of Discussion:  Ald. Borgman stated he supports subcontracting more of the mowing vs. continually investing in equipment.  Mr. Anderson responded that some cutting, such as the boulevards, is currently outsourced. He stated there is a happy medium between doing both. As an example: in 2010, the City mowed 82 acres at a cost of $326.26/acre compared to 68 acres that was contracted out at $566/acre.  Mr. Theis stated his current operator is paid $11/hour and works 21 hours/week. He does not believe the work could be contracted out for less. Mr. Anderson stated the cost to do the work in house has been decreased because full-time employees are not doing it as was done in the past. Proper equipment is needed for the staff to get the job done. He noted that there is a method to why he does some of the mowing using internal staff and why he contracts other areas out.  Ald. Snead believes it could be more cost effective to do more in house. Consensus Regarding Request: Ald. Snead Yes Ald. Harenda Yes Ald. Soltysiak Yes } Would like to see the numbers Ald. Borgman Yes } for external vs. internal mowing Ald. Schaumberg Yes CABLE CLUB Mr. Scott Weiss was present on behalf of the Cable Club. Committee of the Whole Page 3 August 11, 2011 Capital Project/Item Cost Comments Minor Studio Enhancements $6,940  Two main requests: Two Chrome Key Light Panels - $2,600. One Remote Control Unit - $3,000. Other Points of Discussion: Ms. Mueller stated the improvements would be paid for by the franchise fees received from Time Warner. She noted that there are new rules that will affect some special revenue funds. The special revenue fund for cable may have to be closed out; the money would be placed in the operating budget. The Common Council could earmark those funds for future cable expenditures. Consensus Regarding Request: Ald. Snead, Borgman, Harenda, and Schaumberg: Yes Ald. Soltysiak: Yes; however, he would like to see the City meetings on the internet. COURT Municipal Judge Berigan and IS/GIS Director Wisniewski were present. Capital Project/Item Cost Comments Court Program $70,000  Current equipment is old and cannot be Requested covered by maintenance. It is no longer reliable. Proposal is for  A court program was supposed to be $30,000 - available as part of the Phoenix $35,000 software purchased for the Police Dept.  After three years, the court program Cost of through Phoenix has not come to implementation fruition. is unknown at  A few courts that have used the system this time. through Phoenix have abandoned it and implemented a different system because of problems.  Training assured through Phoenix has not taken place. There has been no technical support (for court program).  A proposal from TPSS for a court program that would interface with Phoenix for $30,000 to $35,000 was received, which could be paid over a three-year period. Other court systems use the TPSS program and are satisfied. Committee of the Whole Page 4 August 11, 2011 Other Points of Discussion:  Judge Berigan expressed his concern that the current equipment will fail, and the Phoenix program will not happen. He wants to make the Council aware of the situation.  Mr. Wisniewski reiterated that the current equipment has no maintenance support.  Mr. Wisniewski and the Judge, as well as staff, agree that the Phoenix program would do everything that is needed. However, the City has given Phoenix a deadline of October 1. If the deadline is not met, the City will abandon that as a viable court solution.  Mr. Wisniewski explained that the $70,000 includes funds to cover the cost of any interfaces or other components that may be needed. At this time, he does not know what that cost would be. He included money to cover those costs, which he believes could be less.  Ald. Soltysiak asked if the current JMS system could be upgraded. Mr. Wisniewski stated that since the City is no longer a customer, full retail price for a new system would have to be paid, which was close to $100,000. The company was not willing to work with the City despite the fact that we did have a long-term relationship in the past.  Police Captain La Tour wanted to clarify that the problems with Phoenix only relate to the court program and not the components used by the Police Department. Consensus Regarding Request: Ald. Snead $70,000 Ald. Soltysiak $35,000 (w/option to pay over three years) Ald. Harenda $35,000 Ald. Borgman $70,000 - very disappointed w/Phoenix Ald. Schaumberg $70,000 Mr. Wisniewski was directed to keep the Committee informed regarding if the October 1 deadline is met. Judge Berigan noted that the proposal he has for the TPSS program is good until March of 2012. Mr. Wisniewski will also research the proposal to see what the additional costs would be to ensure that it interfaces with the Police Department Phoenix software. INFORMATION SYSTEMS/GIS Mr. Wisniewski reviewed his requests. Capital Project/Item Cost Comments $12,500 Three Server Replacement  Should be replaced because of age.  Recommends that these servers be  Microsoft Exchange E-Mail virtualized.  Phoenix CAD/RMS/Fire Public Safety  NetMotion Mobility VPN Gateway Consensus Regarding Request: All in favor Committee of the Whole Page 5 August 11, 2011 Capital Project/Item Cost Comments Copier Replacements $8,500  Copiers need to be replaced because of (Library and Parks and age. Maintenance will not be available. Recreation Department)  Replacement equipment would be multifunctional to eliminate the need for personal desktop printers in those areas.  Printer related operating costs will be reduced significantly. Other Points of Discussion:  Mr. Wisniewski did note that the copier in the City Hall Mail Room is the same age, but he does not recommend replacement. Consensus Regarding Request: All in favor POLICE DEPARTMENT Mr. Wisniewski and Police Captain John La Tour were present for the following: Capital Project/Item Cost Comments CJIS Upgrade $7,000  Required to comply with security standards (Criminal Justice Information (dual authentication is required). System)  In 2013, proximity session locks will be required.  Requested upgrade will meet both security requirements. Consensus Regarding Request: 5 in favor Capital Project/Item Cost Comments Crossmatch Fingerprinting $11,000  Request is to replace current system System purchased in 2002, which was expected to last seven years.  Hardware and software have no maintenance support.  By staying with Crossmatch, the department will receive a trade-in credit and a guarantee that computer interfaces will not have to be upgraded. Consensus Regarding Request: 5 in favor Mr. Wisniewski was dismissed. Committee of the Whole Page 6 August 11, 2011 Capital Project/Item Cost Comments Carpet Replacement $16,880  Request replacement of existing carpeting on first floor of Police Dept.  Several worn areas are causing trip hazards.  Part of the cost is moving the office furniture so the carpet can be installed. Other Points of Discussion:  Ald. Harenda suggested the use of carpet squares.  Ald. Soltysiak noted that the five-year plan does include an extensive facility upgrade for the Police Dept. There is also a request to do a facilities study in 2012. He questions the expenditure of $17,000 for carpeting that could be replaced in the future. He suggested just replacing the carpet in the traffic areas where it is the most worn.  Captain LaTour requested that at least the following areas be replaced: front lobby, clerical area, sergeants’ office, and back hallway. He stated he would find out what the cost savings would be to only do those areas. He will submit the information to Sharon to be reported back to the Committee. Consensus Regarding Request: Replace only high traffic/critical concern areas. *Ald. Soltysiak suggested budgeting for traffic calming devices especially with the proposed reconstruction of Janesville Road. Captain La Tour stated the signs are approximately $3,000 each. The department currently has one and he could easily use three more. Ald. Snead stated it will be discussed at a future Public Safety Committee meeting. CITY ASSESSOR The Mayor noted that the Assessor’s Capital Improvement for 2012 in the amount of $61,000 was already approved as it begins the work for the 2013 citywide revaluation. BUILDING MAINTENANCE Mr. George Wolwark was present regarding his request. Capital Project/Item Cost Comments 2012 Cargo Van $18,202  Request is to replace 1995 Ford van that (Replacement of existing vehicle) was repurposed from the Police Dept.  Obtained proposals from five dealerships for Ford and GM vehicles. The lowest was in the amount of $18,202 from Holz Motors.  Full-sized van is needed vs. a mini-style van because the capacity is needed.  If the vehicle is not replaced, extensive repairs will be required. Committee of the Whole Page 7 August 11, 2011 Consensus Regarding Request: 5 in favor TESS CORNERS VOLUNTEER FIRE DEPARTMENT Ms. Mueller stated that she received correspondence from the Fire Department indicating that they could not be present at tonight’s meeting. She did distribute an e- mail from Jeff Verburgt that provided some information regarding their 2012 requests. Ms. Mueller noted that she has not received the department’s five-year plan. The Committee determined that representatives from the department should attend a future meeting to discuss their requests. Ms. Mueller stated that she will provide a projection for the 2011 Capital Improvements in the future. She still needs to contact a few department heads regarding the status of some purchases that were not made. COMMUNICATIONS AND MISCELLANEOUS BUSINESS Mayor Chiaverotti stated that there will have to be a change in the budget process timeline since there will be a special election on November 8 for a school district referendum. That was the night that the budget public hearing was to be held. ADJOURNMENT Ald. Snead moved to adjourn at 8:20 p.m. Seconded by Ald. Harenda, motion carried. Minutes taken and transcribed by Jill Blenski, CMC Deputy Clerk