Loading...
COMMITTEE OF THE WHOLE -Minutes 20110908 COMMITTEE OF THE WHOLE (COW) – CITY OF MUSKEGO Approved (as Corrected) MINUTES OF MEETING HELD SEPTEMBER 8, 2011 Mayor Chiaverotti called the meeting to order at 6:00 p.m. Present were Ald. Schaumberg, Soltysiak, Werner, Borgman, Harenda and Snead, Director of Finance and Administration Mueller, and Deputy Clerk Blenski. Ald. Fiedler was 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. APPROVAL OF MINUTES Ald. Snead moved to approve the August 11 and August 23, 2011 minutes. Ald. Soltysiak requested that the August 11 minutes be corrected to reflect that he recommended money be put in the capital budget for the Police Department for traffic calming devices. The deputy acknowledged that the minutes would be corrected. Ald. Borgman seconded; motion carried. NEW BUSINESS The Committee continued discussion regarding the capital expenditures for 2012. Director Mueller projects that the Capital Expenditure Fund will have a surplus of approximately $333,000 at the end of 2012 after having used $685,000 for capital expenditures. She does not recommend transferring any additional money from the landfill account. The surplus should be sufficient for any contingency issues that could arise. COMMUNITY DEVELOPMENT DEPARTMENT Director Jeff Muenkel was present. Capital Project/Item Cost Comments City Hall Site Improvements $12,000  It is up to the Committee if they want to proceed with the addition of the reader Addition of reader board to new board as discussed earlier this year. monument sign on Racine  The CDA has discussed the potential of a Avenue reader board sign in the downtown area.  The Committee may want to wait until the City Hall signage is completed to see how they work out. Other Points of Discussion:  Several aldermen felt Janesville Road was a better location (possibly on the Library grounds, for example).  Ald. Werner asked Mr. Muenkel to research the best location on Janesville Road. Consensus Regarding Request: Postpone expenditure until 2013 when location can be better determined. Committee of the Whole Page 2 September 8, 2011 Capital Project/Item Cost Comments Gateway Signage $25,000  This would complete the replacement of the City’s gateway signs. Janesville West and Racine South Other Points of Discussion:  Ald. Soltysiak asked if the signs could be repurposed if they are replaced.  Mr. Muenkel stated that it was proposed to place one on Loomis and Hwy. 36, but the State will not allow signage in the right-of-way; locating it on private property would place it too far off the road.  Ald. Werner would like to see the signs repurposed somewhere in the City.  Ald. Soltysiak would like the signs that were replaced to be repurposed and leave the existing signage that is at Janesville West and Racine South.  Ald. Harenda proposed that the money be spent to add reader boards to the existing gateway signs. Mr. Muenkel stated he would have to research if it could be done and the cost. The new sign that will be placed on the City Hall site will be made specifically to add a reader board in the future if desired.  Ald. Werner supported utilizing the funds to do the reader boards and delaying the replacement of the gateway signs.  Ald. Schaumberg does not support spending money to put reader boards all over the City. Ald. Snead agreed.  The Mayor noted that some of the cost for the reader boards can be recouped from businesses and local organizations that want to use them for advertising. She supports replacing the last two gateway signs to complete the project.  Ald. Snead agreed that there was a commitment to complete the gateway signage. She believes reader board signs will need more investigation especially regarding the placement. Consensus Regarding Request: The two gateway signs will be postponed for now. No dollars will be placed in the 2012 Capital Budget. Mr. Muenkel will research a main reader board sign on Janesville Road and is optimistic the cost could be taken from the overall road reconstruction project. Capital Project/Item Cost Comments Trail Planning $280,560  A Future Trail Construction Plan was approved in 2010. The plan is to connect Tess Corners from Janesville the City’s trails in the future. Road to Woods Road  Originally was scheduled for 2014 when Tess Corners was supposed to be reconstructed.  The reconstruction has now been slated to be done in 2012 so the trails should be done at the same time. Committee of the Whole Page 3 September 8, 2011 Other Points of Discussion:  Ald. Soltysiak supports accelerating the pace to construct some of the other trails, specifically Janesville Road (from Racine to Mercury) and on Racine Avenue (from Janesville Road to Pioneer and Saturn).  Ald. Snead stated that if Tess Corners is reconstructed next year, flooding issues have to be addressed; any surplus funds may need to be used for that.  Ald. Schaumberg believes trails on Woods Road should be done first.  Mr. Muenkel recommended that the Janesville Road trail (from Racine to Mercury) be brought back next year so construction would coincide with Phase 2 of the Janesville Road reconstruction project. Easement acquisitions will be needed so the cost could be more expensive. Mr. Muenkel will obtain a cost estimate for the Racine Avenue trail that Ald. Soltysiak would like to see completed.  The Mayor noted there is a plan in place that outlines the timeframe for the trails to be completed. Consensus Regarding Request: Ald. Snead, Borgman, Werner, and Schaumberg: Yes Ald. Soltysiak and Harenda: Yes; with the other two segments that Ald. Soltysiak discussed to be included as well. Capital Project/Item Cost Comments Durham Drive Reconstruction $300,000  This is a carryover from 2011. Phase II  Second lift of asphalt will not be able to be done until spring. Consensus Regarding Request: All in favor. Capital Project/Item Cost Comments Janesville Road Reconstruction $3,772,990  WE Energies costs will hopefully be less than estimate.  WE Energies Utility Burying  AT & T Utility Burying  City Assistance - Commercial and residential properties that will need conversion to buried utilities  Streetscaping  Water and Sewer Utility Reconstruction Needs Other Points of Discussion:  Ald. Werner stated the project has to move forward.  Ald. Harenda questioned the contingency amount ($500,000).  Mr. Muenkel stated that TIF 8 funds in the amount of $375,000 could be used as long as they are used within the TIF 8 area. Committee of the Whole Page 4 September 8, 2011  Ald. Harenda does not support borrowing the $500,000 for contingency; he believes there are other available funds, such as the TIF Residual Funds that could be used if needed.  The use of TIF residual funds was further discussed. Ms. Mueller stated there is approximately $800,000 available; however, $600,000 was earmarked for grant programs for local businesses. If the Council wanted to change that, a resolution would have to be adopted. The Mayor stated that when the road is completed, the City may want to have the money that was earmarked for grants available.  Mr. Muenkel stated in the event that the estimated costs come in under budget, he would like to appropriate at least $100,000 for streetscaping in the Tess Corners area. Ald. Harenda would like to see a list established for any items that could be done if funds were available. Mr. Muenkel stated he would wait until he has more definitive information and will come to the Finance Committee in the future.  Mr. Muenkel noted that there will be increases to the budget for 2013 as the City will have to maintain the roadways and landscaping areas. The Parks and Recreation Director has noted that he anticipates a capital budget submittal for 2013 for a $62,000 bobcat that would fit the needs for removing snow on the five- foot wide trails once Janesville Road is reconstructed. The other alternative is that a sidewalk ordinance could be established. This could require the property owners responsible for snow removal and mowing up to the sidewalk. The Mayor suggested this could be discussed in more detail in the future. Consensus Regarding Request: All in favor with more discussion to take place in the future about some specifics mentioned this evening as the project proceeds. Capital Project/Item Cost Comments Pioneer Drive Reconstruction $2,495,080  Reconstruction has been in long-term road program.  The Council and CDA approved a Redevelopment District Plan last year that includes Pioneer Drive. The plan looked at bringing some historic qualities back to the area and tie it into Janesville Road.  The proposed reconstruction would coincide with Phase I of Janesville Road.  Water extension expenses are included in total ($961,580). There is interest on the north side of Pioneer. The south side may not be as interested. Some of those costs could be specially assessed.  The project could be done in phases. Other Points of Discussion:  Ald. Werner supports doing the project now because of the construction factors. The Mayor agreed. She stated that you can’t redevelop without the infrastructure.  Ald. Soltysiak stated that the area is already fully developed. He needs to see data that supports that growth will take place if the reconstruction is done. Committee of the Whole Page 5 September 8, 2011  Ald. Snead believes the reconstruction of Pioneer would be an offshoot of the Janesville Road project. It is deemed a historic area. When the infrastructure is in place, it would attract more businesses, which would make the area more viable.  Ald. Soltysiak asked if a TIF district could be created.  Ald. Borgman does not support because it will increase the amount of money the City needs to borrow.  Ald. Harenda stated Janesville Road should be completed first before taking on additional projects, especially since borrowing will be required. Consensus Regarding Request: Ald. Snead, Werner and Schaumberg: Yes. Ald. Soltysiak: Too great of scale. Could be in favor of the resurfacing and the light streetscaping, but not an expenditure of $2 million. Ald. Harenda: There are other priorities that the money should be spent on. Ald. Borgman: No. FIRE DEPARTMENT Ald. Snead stated she would present the department’s requests, which were recommended by the Public Safety Committee. Capital Project/Item Cost Comments Pager Replacements $ 9,000 $60,200  Pagers are replaced on a rotation basis.  Repeater $12,500  Current repeater is 15 years old and cannot be fixed on site. Mobile Radios (5) $14,000  Move from analog to digital is being mandated. (Further discussion below) Vehicle Notebooks (5) $20,500 Desktop Computers $ 4,200 Other Points of Discussion:  Ald. Snead noted that the department is looking at ways to reduce their budgets. The Public Safety Committee recommended approval of the requested items.  Ald. Snead further noted that the (federal) mandate for mobile radios to go from analog to digital is going to affect all City departments that use them. Ald. Borgman stated the Public Safety Committee was given a cost estimate of $1.2 million. The change will go into effect in 2013. He believes some money needs to be allocated now so the City will not have the total financial burden in 2013. Consensus Regarding Request: All in favor with Ald. Soltysiak noting he only supports the repeater if it will work with the transition to digital. Ald. Snead and Borgman stated it will. UPDATE FROM PREVIOUS MEETING Ms. Mueller stated she would like to provide a few updates regarding projects discussed at the August 11 meeting: Committee of the Whole Page 6 September 8, 2011 Police Department Revised Carpeting Amount $8,186 Traffic Calming Signage (requested by Ald. Soltysiak) $8,248 (Was not in original department request.) Consensus Regarding Requests: All in favor. Ald. Snead noted that the Public Safety Committee was in favor of the traffic signage. Ms. Mueller noted that the Public Works and Utilities projects would be reviewed by the Public Works Committee first and then come to Committee of the Whole. DEPARTMENT OF FINANCE AND ADMINISTRATION Mr. Mueller presented information on the following item: Capital Project/Item Cost Comments Insight Voting Machine $7,000  In 2010, the consensus of the Committee was to replace one machine annually. She would like to retain that replacement schedule.  The equipment that is being replaced was purchased in 1996. Consensus Regarding Request: All in favor. MAYOR Mayor Chiaverotti presented the information on this item. Capital Project/Item Cost Comments $50,000*  Facilities Plan  The City’s buildings are not being completely utilized. *Carryover *Funds were initially budgeted  It is time to look at all the City’s buildings from 2011 to remodel the Dept. of Finance (excluding the fire stations) and develop a & Administration. facilities plan. Other Points of Discussion:  Ald. Werner supports having a plan done to explore the City’s options.  Ald. Soltysiak stated that the library will probably look at its facility during its long range planning. The Mayor stated if that is the case, then the library could be removed, which would result in a cost saving.  Ald. Soltysiak does not believe funds should be used for this purpose right now. Committee of the Whole Page 7 September 8, 2011 Consensus Regarding Request: Ald. Snead, Borgman, Werner and Schaumberg: Yes Ald. Harenda and Soltysiak: No COMMUNICATIONS AND MISCELLANEOUS BUSINESS Mayor Chiaverotti stated information regarding recodification is still being researched. Money has not been budgeted for 2012. ADJOURNMENT Ald. Snead moved to adjourn at 8:06 p.m. Seconded by Ald. Werner; motion carried. Minutes taken and transcribed by Jill Blenski, CMC Deputy Clerk