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COMMITTEE OF THE WHOLE -Minutes 20120822 COMMITTEE OF THE WHOLE (COW) – CITY OF MUSKEGO Approved-9-6-12 MINUTES OF MEETING HELD AUGUST 22, 2012 Mayor Chiaverotti called the meeting to order at 6:00 p.m. Present were Ald. Madden, Schaumberg, Soltysiak, Glazier, Borgman, Harenda and Wolfe (arrived at 6:05 p.m.), Director of Finance and Administration Mueller, and Recording Secretary McMullen. Those present recited the Pledge of Allegiance. Various employees or representatives were present for their items as reflected below. The Recording Secretary stated that the meeting was noticed in accordance with the open meeting law. No one had any issues with the agenda. Ald. Soltysiak explained since the last meeting he reviewed the landfill contract and found that the funds are not restricted by the operator or for any purpose. Based on that and past practice Council should be able to decide what purpose the funds are allocated for. Ald. Madden, being a member of the committee that negotiated the contract, added there is one original and two amendments and a couple of sections were never completed from the original contract. The intent was that funds be saved in case there were legal issues with the landfill. Ald. Madden also added another purpose for the landfill fund was to give back to the City. Ald. Glazier referenced the cable club’s request at the last budget meeting and noted he would like it to be on record that he opposes the purchase of cameras unless it comes out of the cable fund. NEW BUSINESS The Committee continued review of the 2013 Capital Improvement requests. Building Maintenance George Wolwark reviewed his request for HVAC control system upgrades for City Hall and the Library. Capital Project/Item Cost Comments $108,300  HVAC control system  Library was built in 2000 and City Hall upgrades to City Hall and remodeled in 2001. Library facilities.  A study needs to be done for a firm quote.  Current HVAC system runs on Windows 2000 and is out of date.  System at the Library is currently in failure. Other Points of Discussion:  Mr. Wolwark noted it would be less expensive to do both the Library and City Hall together.  Ald. Soltysiak questioned if there was anything below this system not necessarily with internet control capabilities.  Ald. Glazier questioned if the boilers and air handlers will need to be replaced as well. Mr. Wolwark stated a study will be done on all equipment, but typically boilers and air handlers can be repaired, chillers cannot. Committee of the Whole Page 2 August 22, 2012  Mr. Wolwark stated John Wisniewski, IS Director, will be looking at the system to see what can be done with the software we have also. Consensus Regarding Request: Mr. Wolwark will receive three different quotes on both buildings and take them to Finance. Parks and Recreation Craig Anderson and Pete Thies were present. Ald. Soltysiak reviewed the requests. Capital Project/Item Cost Comments $19,448  Shop Improvements  Replace lunch room floor and 2 overhead garage doors at Parks Headquarters  Park & Rec Board voted against based on the future facility study Consensus Regarding Request: All opposed. Capital Project/Item Cost Comments $55,800  Bobcat  Equipment to remove snow from trails more efficiently  6 miles of trail is currently plowed by staff  Park & Rec Board voted against basing the decision on if there is no increase to lineal footage staff could make due with equipment they have and look at again next year Consensus Regarding Request: All opposed. Capital Project/Item Cost Comments $50,000  Boxhorn Launch  Install cable-tie concrete ramp and new Improvements piers  Eligible for a grant up to 50-60% of costs  Park & Rec Board voted in favor. Other Points of Discussion:  Director Anderson explained the City should receive 50% in grant funding. Consensus Regarding Request: 6 in favor and 1 opposed. Ald. Harenda Yes – but feels there may be a higher priority Ald. Borgman No – would rather see money spent at Idle Isle Committee of the Whole Page 3 August 22, 2012 Capital Project/Item Cost Comments $12,960  Garbage Cans  20 - 55 gallon steel garbage cans to replace blue barrels at some parks  To enhance aesthetics in the parks  On windy days bags are blown out of the blue barrels or rain water fills the bags  Park & Rec Board voted in favor Other Points of Discussion:  Ald. Wolfe questioned if other sizes were looked into  Ald. Soltysiak noted this is relatively inexpensive and relates to the aesthetics and maintenance of the parks. Should be funded by landfill funds for quality of life.  Director Anderson noted at 20 cans a year in 5 years all the parks will be done. High active parks should be done first. Consensus Regarding Request: All in favor of larger 55 gallon garbage cans. Capital Project/Item Cost Comments $63,000  Idle Isle Park – Replace  Current pier was given to the City by the ADA Fishing Pier DNR 15-20 years ago.  Pressure treated lumber is starting to look worn and splintered.  Pier is still safe but becoming an eyesore  Based on usage will need to be replaced eventually  Park & Rec Board voted in favor Other Points of Discussion:  Ald. Wolfe questioned the lifetime of a new pier. Mr. Theis stated with a composite material it should last 35-40 years.  Ald. Soltysiak questioned how long until the current pier becomes a safety concern. Mr. Theis stated it is hard to determine that but the biggest safety issue is the side rails which are becoming wobbly. The cost to replace side rails is very high.  Appearance of the park is being upgraded and this would add to that  Ald. Soltysiak noted that the ADA pier is a draw to the park. Director Anderson agreed and added the pier does get a lot of ADA use and also just for fishing and clinics.  Ald. Harenda questioned other issues at Idle Isle and a corridor to Park Arthur for overflow parking. Director Anderson explained beautification has been taking place by the Little Muskego Lake Association and replacements need to take place before adding on to the park.  Ald. Borgman listed a few items the park is in need of: paved area to wash down boats, repair of ruts at boat launch, repair to trash enclosure. Committee of the Whole Page 4 August 22, 2012  Mayor Chiaverotti noted these comments have been helpful because there have not been any specific comments for improvements for Idle Isle.  Ald. Soltysiak suggested having the next Park & Rec Board meeting at Idle Isle. Consensus Regarding Request: All in favor. Capital Project/Item Cost Comments $30,000  Jensen/Schmidt/Lions Park  Pave existing basketball courts (Schmidt/Lions) ($20,000)  Paving overlay by Jesnen Building ($10,000)  Already pushed off the past 3 years  Cracks, Standing Water  Lifespan 20 years  Park & Rec Board voted in favor Consensus Regarding Request: All in favor. Capital Project/Item Cost Comments $13,700  Kurth Park  Grade & seed south section of park ($10,900)  Local groups have said if it were graded they would use it. Small area with access to parking.  Pave asphalt paths to bathrooms from existing recreation trail ($2,800)  Park & Rec Board voted in favor Consensus Regarding Request: All in favor Capital Project/Item Cost Comments $55,000  Mill Valley Baseball Fields  Replace fencing at 3 ball fields ($39,000)  Replace bleachers & team benches & install dumpster enclosure ($16,000)  School district property, lights belong to City.  School district and MAA may help with funds of 1/3 each.  Becoming a safety issue  Heavily used fields  Park & Rec Board voted in favor Consensus Regarding Request: Committee of the Whole Page 5 August 22, 2012 All in favor. Capital Project/Item Cost Comments $25,000  Moorland Park  Adding sand volleyball court ($5,000)  Replace skateboard laminate ($20,000)  Teen Advisory Board did fundraising for sand volleyball court.  Skateboard laminate lasts about 7-8 years. The new material is more durable.  Park & Rec Board voted in favor Consensus Regarding Request: All in favor. Capital Project/Item Cost Comments $1.1 Mil.  Park Arthur East  College Ave entrance ($235,000) – may come in less. Access is included as an alternate. Will go back to Finance if it does come back as savings. Engineering costs ($10,000)  Lights (ballfield/sledding hill) ($406,000), Engineering costs ($35,000) & Shed for electrical ($10,000)  User is charged $20.00 for use of lights  Benefit of having lights is expanding the amount of games that can be played  Bleachers at 4 fields ($40,000)  Baseball Fields ($145,000)  Shelter ($300,000)  Park & Rec Board voted in favor Other Points of Discussion:  Ald. Harenda questioned what future projects need to be done at this park. Director Anderson explained eventually there will need to be a shelter, possible skating rink, playgrounds, equestrian & pedestrian trail, and gazebo for P.A. system for baseball fields.  Discussion took place relating to access to the park other than off of College, as currently planned. Any significant changes would need to go back to public hearing.  Ald. Schaumberg requested the shelter be added into the budget to be built next year for $300,000. Ald. Harenda agreed. Consensus Regarding Request: 5 in favor with the shelter ($300,000) being added and 2 opposed. Ald. Harenda Yes – funding is available and not borrowing for it Ald. Schaumberg Yes – only if shelter is being added Committee of the Whole Page 6 August 22, 2012 Ald. Madden No Ald. Borgman No - should be spread over 4 years Capital Project/Item Cost Comments $292,500  Recreation Trails  Racine Avenue –Culvers to Woods Road ($275,000)  Janesville Road – West of Racine Avenue to Mercury ($150,000)(REMOVED)  Engineering Costs ($17,500)  Park & Rec Board voted in favor Other Points of Discussion:  Director Anderson explained he will be working with City Engineer Dave Simpson to prioritize future trails and determine the size needed, 6 foot vs. 8 foot path, and take that to the Park & Rec Board for approval and then Council.  Ald. Soltysiak requested the Janesville Road – West of Racine Avenue to Mercury trail be pushed back. Consensus Regarding Request: All in favor with removing Janesville Road – West of Racine Avenue to Mercury ($150,000) and Engineering Costs ($7,500). Capital Project/Item Cost Comments $20,000  Replace Security Cameras  Replace cameras in Kurth, Bluhm, Jensen  Not approved at Park & Rec Board. Recommended to replace the existing cameras. Other Points of Discussion:  Director Anderson explained the system is a deterrent to vandalism. With the current system recordings have to be viewed at each individual park. The only park that can be viewed from City Hall or the Police Department is Moorland Park. The Park & Rec Board recommended holding off and if there is another spike in vandalism to deal with it then. Dummy cameras are not recommended due to liability issues. Consensus Regarding Request: All opposed. DPW - Engineering Dave Simpson reviewed his requests. Capital Project/Item Cost Comments $2,000,000  Janesville Road  Streetscaping, lighting, hardscaping, and Committee of the Whole Page 7 August 22, 2012 utility burial for Janesville Road Phase 1 & 2. Other Points of Discussion:  Questions arose if the $240, 000 has been removed from the $2 million dollar amount. Director Muenkel will need to clarify.  Ald. Soltysiak questioned if the contingency can be removed from the dollar amount since it is borrowed money. Director Mueller explained bills have not been received or paid yet and the money should remain until staff has a better idea of what funds will be needed. Consensus Regarding Request:  Updated numbers will be requested from Director Muenkel and Council will address when the budget is voted on. Capital Project/Item Cost Comments $625,000  Major Road Improvements  Standard road improvement program  Fill and overlay & rehab and overlay  No reconstruction planned at this time  Working capital, not borrowed Other Points of Discussion:  Director Simpson explained the roads are rated every other year and a determination is made based on that what roads will be done. If funds are remaining, a road from a future year could be bumped up based on footage. Consensus Regarding Request: No vote needed. Capital Project/Item Cost Comments $176,550  DPW Vehicle Replacement  Revolving vehicle replacement budgeted from general fund operations. Consensus Regarding Request: No vote needed. Capital Project/Item Cost Comments $60,000  DPW – 1 Ton Dump Truck  Replacing a 2003 vehicle.  Current vehicle will be sold. Consensus Regarding Request: All in favor. Committee of the Whole Page 8 August 22, 2012 Capital Project/Item Cost Comments $30,000  Cargo Van  Used for transporting election materials  Also used for street sign replacement throughout the City. Other Points of Discussion:  Ald. Soltysiak suggested using the Escape or Liberty in the Community Development Department.  Another suggestion was to lease a van to be used for the elections. Consensus Regarding Request: All opposed. Capital Project/Item Cost Comments $275,000  Cruz Air  Used for ditching work  Multiple breakdowns (12 times in the past 2 years)  Difficult to get parts  New vehicle is quieter and does not swing out into traffic Consensus Regarding Request: All in favor. Cost Comments Capital Project/Item $30,000  Woods Trail  Poor soil conditions went over budgeted amount Other Points of Discussion:  Ald. Harenda requested the amount be switched to landfill because it is a trail.  Director Mueller noted the project was originally borrowed for. Consensus Regarding Request: All in favor. Ald. Soltysiak excused himself at 9:27 PM. Other Items not requiring a vote: Capital Project/Item Cost Comments $176,550  Vehicle Replacement  Revolving vehicle replacement  Budgeted from General Fund Operations Capital Project/Item Cost Comments $75,000  Meters  Replacement meters for residential homes Committee of the Whole Page 9 August 22, 2012  Needs to be replaced about every 20 years  Funds have already been borrowed Capital Project/Item Cost Comments $300,000  Janesville Reconstruction –  Relocation of water main along Janesville Water Utility Road Capital Project/Item Cost Comments $15,000  Truck – Water Utility  Shared costs with sewer utility  Replacing a 1999 truck Capital Project/Item Cost Comments $75,000  Janesville Reconstruction –  Manhole adjustment Sewer Utility Capital Project/Item Cost Comments $125,000  Backflow Prevention  Funded through Sewer Working Capital  Pilot program was started as a grant program to help homeowners pay for installing backflow prevention devices in their basements. Capital Project/Item Cost Comments $414,000  Private Property I&I  Funded by MMSD Capital Project/Item Cost Comments $15,000  Truck – Sewer Utility  Shared costs with sewer utility  Replacing a 1999 truck  Funded out of Sewer Working Capital Capital Project/Item Cost Comments $50,000  McShane Lift Station Roof  Repair flat roof  25 years old  Funded out of Sewer Working Capital Mayor Chiaverotti brought back the request by Information Technology for computer replacements at the library for $47,000. Mayor Chiaverotti explained the computers at the library are starting to fail. Mayor Chiaverotti requested another vote in favor of the computer replacement. The consensus was 3 in favor and 3 opposed. Ald. Borgman was absent when the Fire Truck was voted on at the last meeting, therefore, Mayor Chiaverotti asked how he would like to vote. Ald. Borgman voted not in favor. Mayor Chiaverotti asked if there was interest in adopting a five year plan. The consensus was to review it after the budget. ADJOURNMENT Committee of the Whole Page 10 August 22, 2012 Ald. Wolfe moved to adjourn at 9:52 p.m. Seconded by Ald. Schaumberg, motion carried. Respectfully Submitted, Kellie McMullen Recording Secretary