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FCM19970416FINANCE CONNITTEE - CITY OF MUSKEGG MINDTES OF NEETING HELD WEDNESDAY, APRIL 16, 1997 The meeting was called to order by Acting Chairman D'Acquisto at 7:08 P.M. Also present were committee member Sanders, Financial Director Dawn R. Gunderson and those per the attached list. Chairman De Angelis arrived at 7:25 P.M. and committee member D'Acquisto relinquished chair to Chairman De Angelis. The committee noted that the meeting was posted on April 11, 1997, in accordance with the open meeting law. The committee reviewed operator's license applications for Dawn Jahns and Susan Wilson. Ald. Sanders moved to recommend approval subject to submittal of fees, receipt of favorable police report and verification of schooling. Seconded by Ald. D'Acquisto, motion carried 2-O. Ald. D'Acquisto moved to approve operator's license for Karen Moeller contingent upon receipt of more complete information on AODA assessment and that the approval be subject to a 3-6-9 month review. Seconded by Ald. Sanders, motion carried 2-O. Bette Makolondra, agent for B. J. Mack's Inc. (J. C. Hammer's Pub) appeared at the committee's request to discuss parking issues at their establishment. Ald. D'Acquisto advised that patrons must be informed that they are not allowed to park in lots not owned by the establishment. A memorandum from Chief Johnson was read indicating that there has been no activity at J. C. Hammer's since the last report of March 17, 1997. Ms. Makolondra informed the committee that they are changing the name of their establishment to "The New Klub 24". Mayor advised that a name change form must be submitted to the City. Ald. D'Acquisto moved to defer further review of Developer's Agreement for Berg Construction at the request of the petitioner. The committee reviewed correspondence from Ruekert & Mielke, dated March 27, 1997, regarding bids received for the Lannon Drive Bicycle Path from Payne & Dolan in the amount of $78,359.00 and Werner Bros. in the amount of $118,538.00. The City Engineers are recommending that Payne h Dolan, Inc. be awarded the contract but did mention that their review did not include an evaluation of bidder's current financial condition. A memorandum from Parks Director Peter Theis indicated that the Parks & Recreation Board at their meeting held April 14, 1997, reviewed this project and recommends the following: "It is the intent of this Board to complete the entire project but due to the abnormal difference between the amount of the bid and Ruekert & Mielke's cost project, other options should be looked into such as utilizing the Department of Public Works, involve other private contractors, or consider an alternate recommendation from the engineers such as a two-phased project." Finance Committee - Page 2 April 16, 1997 Jerry Hulbert, Chairman of the Parks 6 Recreation Board, appeared to discuss financing with committee. Mayor advised that $7,800 of the project cost is budgeted by the Public Works department for shoulder run-off and culvert work for this project. Mayor stated that Payne & Dolan was contacted and inquiry was made to determine if they could complete the entire project this year and receive final payment next year, at a 9.6% annual interest rate. Payne & Dolan felt the project could be completed and the City would probably have to pay interest for four or five months. Ald. D'Acquisto moved to recommend approval of low bid from Payne & Dolan and to explore other funding options, along with review of costs associated with drainage problems and funds available in the Public Work's budget trying to avoid interest payment to contracts, if possible. Seconded by Ald. Sanders, motion carried 2-O. When questioned as to the high price of the project, the two bidders had responded that it was due to the extensive grading work required. Discussion on financing for the Parkland Mall project was removed from the agenda. Finance Director Dawn Gunderson discussed with the committee the attached Business Credit Card Policy that she created and which was reviewed by the Department Heads. After some discussion, Ald. D'Acquisto moved to approve revised draft. Seconded by Ald. Sanders, motion carried 2-O. Mark Paulat appeared before the committee to review the following quotes received for the concrete boat ramp for Big Muskego Lake: Werner Bros., Inc. $9,900 Kurk Concrete, Inc. $6,010 Mayor informed the committee that there must be three quotes received and he would be leery about moving forward without the third quote. However, he stated that he would be quite comfortable with the low bid. Ald. Sanders moved to defer unti Tuesday's Finance meeting in order to try to secure third quote. Seconded by Ald. D'Acquisto, motion carried 2-O. Mayor De Angelis discussed with the committee the Council resolution approving the installation of payboxes on Little Muskego Lake at boat launching areas and structure for fees received from the proposed boat launching pay boxes. Ald. D'Acquisto moved to establish a separate revenue line item in the Park Dedication Fund for Lake Denoon, Big Muskego Lake/Bass Bay and Little Muskego Lake to record collection from boat launching cash boxes, earmarking these collection fees for maintenance and capital improvements to the access sites including Idle Isle. The funds are not to be used for salary and human resource costs. Seconded by Ald. Sanders, motion carried 2-O. The committee requests that an item be put on the 0 0 Finance Committee - Page 3 April 16, 1997 Committee Of The Whole agenda to discuss fee collection at all of the lakes. Grant Administrator Mark Paulat, and Ken Nelson from Rust Environment & Infrastructures appeared before the committee to review contract for Freedom Square. Mr. Nelson provided committee with an amendment to contract to include inspections and site staking as previous contract did not include. There was extensive discussion regarding the job being bid out three separate times and Mr. Nelson stated that his company has provided a service well past the scope of the original contract even without doing all the steps in the contract. Ald. D'Acquisto expressed concern with regard to being asked to pay for something without having prior authorization. When Council approved the original contract with Rust, they assumed that they were paying for the fulfillment of the full contract. Mark Paulat indicated that the DNR has paid all they are going to pay and they would like to see the project completed. Mark felt that the DNR might say that it is the City's expense because they rebid the project. The bottom line is $425.00 is being requested to pay them to complete the final phase of the initial contract. DNR may pay $2,900. for inspection fees and final staking. This item was missing from initial contract because the DNR wants to build not inspect. Many of the municipalities they work with have in-house staff that do the inspecting and final staking. Ald. D'Acquisto moved to approve amendment making it clear that if any changes occur, they will require council approval subject to expenses being incurred, and subject to review by the City Attorney. Seconded by Ald. Sanders, motion carried 2-O. Ald. Sanders moved to approve release of funds for engineering for Muskego Regency in the amount of $84.36. Seconded by Ald. D'Acquisto, motion carried 2-O. Ald. D'Acquisto removed the item for release of funds for Lakeview Highlands from the agenda. Under COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW, Finance Director Dawn Gunderson advised the committee that she will be taking the first part of a five part exam for her Certified Public Finance Officer certification shortly and will be submitting her request for registration reimbursement upon passing exam, as was discussed previously at time of employment. Ald. Sanders moved to adjourn at lo:30 P.M. Seconded by Aid. D'Acquisto, motion carried 2-O. Respectfully submitted, /d~RfiL&- Dawn R. Gunderson Finance Director ca SIGN-IN SiiEET FOR CITY MEETINGS PLEASE PRINT YOUR NAX! AND AGENDA ITEX BELOW. THANK YOU. ” Meeting: I= rtvrJrA&Ju Date: