Fm021997
FINANCE COMMITTEE - CITY OF MUSKEGO
MINUTES OF MEETING HELD WEDNESDAY, FEBRUARY 19, 1997
(corrected)
The meeting was called to order at 7:15PM by Chairman De Angelis. Also present were
committee members D’Acquisto, Sanders and Suhr, Finance Director Dawn Gunderson,
Assessor Laura Mecha, Planning Director Matt Sadowski, Alderman Salentine, David
Johnson from Cole Layer Trumble Company and those per the attached list.
The committee noted that the meeting was posted on February 14, 1997, in accordance
with the open meeting law.
Ald. D’Acquisto moved to approve the following applications for Operator’s Licenses:
Julie Snyder Beth Homley Tammy Sieglaff
Michelle Jealuis Roxanne Jankowski
Seconded by Ald. Sanders, motion carried 3-0.
Ald. D’Acquisto moved to approve application for Operator’s License for Thomas
Alvarez subject to the following two conditions:
1. The City receive some documentation of substance abuse treatment prior to the
issuance of a license.
2. The license be subject to a 3 month, 6 month and 9 month review.
Seconded by Ald. Suhr, motion carried 3-0.
The committee reviewed the minutes of the previous meeting.
Plan Director Matt Sadowski appeared before the committee to discuss industrial park
lighting. Ruekert & Mielke had presented the City with an estimate of $12,500 to develop
bid specs for the lighting project. The Finance Committee requested a survey be mailed to
industrial park tenants and owners to determine if there was a need. 144 surveys were
mailed and 80 responses were received. The results of the survey indicated that there is a
need for improved lighting as well as a desire to have new signage. The City has received
a bid to do new signs for a cost of $3,250-3,500 per sign for a total of four (4) two-sided
signs from Design Craft Signs. The cost per sign does not include installation, lighting and
landscaping. That would be the City’s responsibility. If the signs are ordered by February
28, the City will receive a 12% discount. It was noted that the money to pay for the signs
and the lighting would come from the industrial park land sales fund. It was also noted
that the street signs are in and they will be putting them into place. Concern was
expressed about spending $12,500 for the preparation of the bid specs. After some
additional discussion, the committee requested that the Plan Director look into getting the
FINANCE MINUTES 2-19-97 (corrected)
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cost of the preparation of bids' specs down and perhaps looking for a different source for
preparing the lighting specs. The committee also asked that the Mayor and the Finance
Director prepare a memo or an explanation about how the funds to pay for this worked.
It was further discussed that in order to receive the discount on the purchase of the signs,
action should take place by Tuesday, February 25.
Ald. Suhr moved to defer this item until Tuesday, February 25, 1997. Seconded by Ald.
Sanders, motion carried 3-0.
Assessor Laura Mecha and David Johnson, CLT, appeared before the committee to
discuss contract with CLT for the 1998 Revaluation process. Assessor Mecha explained
that a copy of the contract has been given to Attorney Molter and that he is presently
reviewing it. Assessor Mecha said that attention was given to certain items that arose as
issues during the revaluation in 1993, specifically that the Statutory Assessor maintains
control over the project and that the payment schedule will be based upon performance
and not simply installments. After further discussions on other minor changes, Ald.
D’Acquisto moved to make recommendation to the Council for their approval subject to
review by the Attorney. Seconded by Ald. Sanders, motion carried 3-0.
Plan Director Sadowski discussed with the committee funds that were budgeted for the
printing of the Downtown Design Guide in 1996 (Fees & Professional Services
#100.2800.2100 and Ordinance update #100.2800.3617), but were not used as problems
with the consultant prohibited completion of this project in 1996. Mr. Sadowski is
requesting approval to use like amounts from the 1997 budget and upon the completion of
the 1997 projects earmarked for these funds, be able to come back to the committee to
request a transfer from contingency funds. Ald. Sanders moved that 1997 funds be used to
complete the 1996 projects and that during 1997 if the budget is insufficient to complete
the projects scheduled for this year, Mr. Sadowski come to this committee prior to
beginning a project that will create a budget overrun. The committee will decide at that
time if contingency funds may be used. Seconded by Ald. D’Acquisto, motion carried 3-
0.
Purchase of cadastral information for GIS System.
The committee noted that the above item was removed from the agenda at the request of
the Plan Director.
The committee reviewed the following quotes that were received for 1997 lawn mowing
for the Parks Department:
F. & W. Landscape Specialists $19,500
Terra-Firma Landscape, Inc. 25,840
Mick’s Lawn 25,900
The Bruce Co. No Bid
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The Parks and Recreation Board has reviewed and has recommended the low quote from
the qualified application of F. W. Specialists in the amount of $19,500; subject that in the
event of non-compliance within the scope of the work the Parks and Recreation Director
be authorized to make arrangements with Mick’s Lawn (last year’s contractor) to
complete the service. It was noted that the budgeted amount for 1997 was $27,000.
Question was raised on why it was so much lower when there will be three additional
soccer fields to mow this year. Ald. Suhr moved to defer this item to March 3, 1997 in
order to discuss with F. & W. Landscape Specialists the bid variance and the possibility of
the issuance of a bond to ensure performance. Seconded by Ald. D’Acquisto, motion
carried 3-0.
Correspondence from Parks Director Theis was reviewed which advised that the final state
of the soil remediation project needs to be completed and Superior Environmental
estimates a cost of $43,769, plus a $500 fee to process the P.E.C.F.A. claim. The total
amount for project completion is $44,269.
Ald Sanders moved that the contract amount of $43,769 plus the $500 filing fee be
approved, subject to the Finance Director determining if pre-invoicing an appropriate
process, including allowing the transfer of $7,500 from the construction fund to cover a
deductible. Seconded by Ald. Suhr, motion carried 3-0.
The Committee discussed recent action at a special Big Muskego Lake/Bass Bay
Protection & Rehabilitation District meeting held February 13, 1997, wherein the
Commissioners voted to authorize the expenditure of $2,200 for the trucking contract for
removal of excess material relating to the construction of Nesting Island #1 at Big
Muskego Lake and to request the City to authorize reimbursement to the District. It was
noted that there were funds available in the District’s Contingency and that the 1996 City
Budget included $5,700 in the Capital Budget for Priority Lakes, Specifically the Island
project, but that said funds had not been carried over to 1997. Ald. Suhr moved to carry
over the $5,700. Seconded by Ald. Sanders, motion carried 3-0.
Ald. Suhr moved to approve the reimbursement to the District of $2,200. Seconded by
Ald. Sanders, motion carried 3-0.
The committee reviewed a memorandum from Chief John Johnson requesting that
employees be allowed to donate sick time to a Police Department Clerk who recently had
surgery and is expected to be off from work approximately six (6) weeks. In addition,
Chief Johnson is suggesting that the committee may want to consider a standing policy so
that in the future the issue does not have to come before the committee on every occasion.
One of the considerations Chief is suggesting is whether or not an employee needs to
expend all of their vacation and comp time prior to receiving donations from other
employees, or just all of their sick time and exclude vacation and comp time. Currently, it
has been the practice of the City to require the employee to use not only all of their sick
time, but also any unused vacation and comp time. After further discussion, Ald.
D’Acquisto moved to approve the request to allow for donation of sick time without any
FINANCE MINUTES 2-19-97 (corrected)
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other action on the Chief’s request to change the policy. Seconded by Ald. Sanders,
motion carried 3-0.
Ald. D’Acquisto discussed with the committee his recommendation for establishing a
policy regarding compensation for salaried/elected positions. Ald. Suhr moved that the
initial proposal be reviewed and discussed at a later time including discussions with the
City Attorney with regard to what controls the governing body has over certain positions
prior to the establishment of a formal policy. Seconded by Ald. Sanders, motion carried
3-0.
Ald. D’Acquisto moved to defer the release of funds from the Lakeview Highlands Letter
of Credit until Public Works has approved the storm sewers and paving. Seconded by
Suhr, motion carried 3-0.
Ald Suhr moved to defer action on the release of funds from the Meadow Green-West
Letter of Credit until Tuesday, February 25, 1997. Seconded by Ald. D’Acquisto, motion
carried 3-0.
Ald. D’Acquisto abstained himself from the discussion and action on the Police
Department’ fax machine maintenance agreement because of possible conflict of interest.
There were no objections by the committee. Ald. D’Acquisto then removed himself. Ald.
Suhr moved not to obtain a maintenance agreement on the Police Department fax
machine. Seconded by Ald. Sanders, motion carried 2-0.
Ald. D’Acquisto returned.
Ald. Sanders moved to adjourn at 9:45PM, seconded by Ald. D’Acquisto, motion carried
3-0.
Respectfully submitted,
Dawn R. Gunderson
Finance Director