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FM090298 FINANCE COMMITTEE - CITY OF MUSKEGO MINUTES OF MEETING HELD WEDNESDAY, September 2, 1998 The meeting was called to order at 7:06 p.m. by Mayor De Angelis. Committee members present were, Ald. Slocomb and Ald. Sanders. Also in attendance was Dawn Gunderson, Finance Director, Police Chief John Johnson, Joe Sommers (8:00) and those per the attached list. Ald. Salentine was excused. The Mayor noted the meeting was posted in accordance with the Open Meeting Law on August 31, 1998. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of previous meeting were accepted and placed on file. REVIEW OF LICENSE APPLICATIONS Ald. Slocomb moved to approve Operator’s Licenses for Matthew Stops, Nora Zaeske and Dale Peterson, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Sanders. Carried by all. Mr. David Neira was present to obtain an Operator’s License. Mr. Neira was interviewed separately. Ald. Slocomb moved to approve an Operator’s License for David Neira, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Sanders. Carried by all. Mr. Neira requested a Provisional License due to his need to be licensed for this weekend. Ald. Sanders moved to approve the Provisional License for Mr. Neira. Seconded by Ald. Slocomb. Carried by all. The Recording Secretary was instructed to inform those involved with the processing of the License of the request. LICENSE APPROVALS Outside Dance Permit Request - Pam Pulver (Kara-Oke Inn) - Ms. Pulver is requesting an outside dance permit for an anniversary party being held at this establishment on September 13, 1998. The event would run outdoors from 3:00-7:00 p.m. Ald. Sanders moved to approve the Outside Dance Permit for Kara-Oke Inn for September 13, 1998 from 3:00-7:00 p.m. Seconded by Ald. Slocomb. Carried by all. PERIODIC LICENSE REVIEW - None NOTICE OF CLOSED SESSION - Mayor De Angelis read the Notice of Closed Session: Please take notice that following Finance Director’s Report, the Finance Committee of the City of Muskego will convene, upon passage of the proper motion, into Closed session, pursuant to: 1. §19.85(1)(c) Considering employment, promotion, compensation, or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercised responsibility; more specifically review of appeals submitted on the Nonrepresented Wage & Compensation Study. Action may be taken in Closed Session. The Committee will reconvene for the purpose of Communications and any Other Business as authorized by Law and adjournment. UNFINISHED BUSINESS - None Finance Committee Minutes Page 2 September 2, 1998 NEW BUSINESS Approval of Parks Seasonal Pay Classifications - Craig Anderson, Parks and Recreation Director, was present to discuss this request. Due to the Parks seasonal positions being classified in the non-rep. Contract, the Parks and Recreation Board is proposing to move these positions into like position classifications within the Recreation pay schedule. This will help to improve employee retention and hiring of qualified persons. Currently, the Park Ranger has earned the same salary for the past three years. Ald. Sanders questioned where the returning employees would fall within the pay range, Craig provided examples for the Committee. If this procedure would have been implemented this year, the impact on the budget would have been $3,000. Appropriate financial adjustments will be made to the 1999 budget. Ald. Slocomb moved to approve the moving of the Park seasonal employees pay classification into the Recreation model beginning in 1999. Seconded by Ald. Sanders. Carried by all. Approval of funds for Eagle Scout project at Denoon Park - Craig Anderson provided a cost estimate for the repair of the boardwalk off of Patricia Court in Denoon Park which was recently, completely washed out. An Eagle Scout, Matt Astemborski, has indicated that he is interested in the project. The supplies will be purchased by the Parks and Recreation Department, however, the labor will be free. Cost estimate for the materials needed to complete the task are $1,257.82. The funds are available in the Denoon Park Escrow Account (0100.0000.0331). A two week time frame for project completion is targeted. Ald. Sanders moved to approve the expenditure of $1,257.82 from Denoon Park Escrow Account (0100.0000.0331) for the repair of the boardwalk. Seconded by Ald. Slocomb. Carried by all. Review bids for Berm Construction - Firearms Range - Police Department - 10 bids were received for the project. The high bid came from Mann Brothers at $341,726 and the low bid was supplied by Super Western at $131,293.00. Ruekert and Mielke recommend the awarding of the project to Super Western due to the fact that they appropriately completed the bid form and have successfully completed similar projects over the last 25 years according to references that were checked. Ald. Slocomb moved to approve the Super Western bid of $131,293.00 for the Earth Berm Construction Project for the Firearms Training Facility. Seconded by Ald. Sanders. Carried by all. Discuss progress of police building expansion - Police Department - Chief Johnson provided a brief written and verbal summary of activities to-date. The expansion project is approximately 40-50% complete. The Contingency budget is $80,607 and to-date Contingency expenses are $21,006.50. The Equipment budget was $100,000. Actual and anticipated expenses to-date $114,100. The biggest areas of financial impact are the change in the Evidence Storage area ($7,500 additional). Due to the nature of the items in the area, the need to enclose the evidence away from debris was necessary. An indoor lift station will need to be installed due to the lack of pitch for a gravity system for the addition at an estimated cost of $7,949. Security cameras and wiring will add $5,000. Bids for phone/ computer wiring and furniture should be in by the next Committee meeting and will be placed on the agenda for approval at that time. $3,500 in Attorney fees that have been charged back to the project were not included on the original estimate. The mason contractor has not followed the architect’s specification which has resulted in the mason receiving written notification of those deviations from the architect, at a cost to the mason of $7,900. The architect and mason are in negotiations to reduce the cost to the mason. The Chief estimates that approximately $4,000 will be reimbursed to the City by the mason. Approval of used boat for Police Department - Police Department - Chief Johnson provided a written request and photo of the boat to be considered by the Committee. In the 1999 Capital Budget, a request for a new boat and motor is included at a cost of approximately $15,000. The Finance Committee Minutes Page 3 September 2, 1998 current 1989 boat and motor have deteriorated to a point where the purchase of a boat and motor are necessary to continue with waterpatrol activities next year. A Milwaukee resident, has a 1979 AMF 17 foot center console boat (exactly what the department will be requesting). This boat is in superior shape due to proper storage and minor use. The individual is willing to make an even trade of the Police Department’s waterpatrol boat and motor for his center console boat and motor. The motor from the 1979 AMF will need to be replaced in 1999 at a cost of approximately $6- 7,000. Ald. Sanders moved to approve an even trade for the waterpatrol boat and motor from the Police Department to Mr. Kwasnjewski for his 1979 AMF 17 foot center console boat and motor. Seconded by Ald. Slocomb. Carried by all. Review SMART Agreement (Suburban Mutual Aid Response Teams) - Police Department - Chief Johnson provided a written agreement for the SMART program. This mutual aid is for both Waukesha and Milwaukee County. This agreement has been extremely beneficial in the past for all parties concerned. The last time the agreement was modified was in 1994. The Chief would recommend approval of the agreement, after it has been through the City Attorney for review. Ald. Sanders moved to approve the SMART agreement, pending City Attorney review. Seconded by Ald. Slocomb. Carried by all. Review 1998 Budget Amendments - Finance Director, Dawn Gunderson provided a written draft of the 1998 budget amendment for the City of Muskego. The proposed amendment includes all action taken by the Finance Committee since the beginning of the year plus transfers from Contingency for Police Department 1998 salary and benefits costs resulting form the settlement of their contract and costs incurred for publication of three position vacancies. Ald. Slocomb recommended to Council the 1998 budget amendment for review and approval at the September 8, 1998 Council meeting. Seconded by Ald. Sanders. Carried by all. Review request for AS/400 disk storage - Joe Sommers indicated that the system is currently out of storage space. The system is at 97% capacity. Working with several upgrade providers, Joe is recommending that Wiscomp Systems, Inc., provide the additional 13.5 GB at a cost of $2,900. This upgrade will nearly double the storage space of the system and should provide enough storage through the year 2000. Joe currently has $1,500 in his Upgrade Budget and could absorb the remainder of the cost within his department budget. Ald. Slocomb moved to approve the expenditure of $2,900 for the upgrade of the AS/400. Seconded by Ald. Sanders. Carried by all. Review bids for new Library site and grading - The Mayor reported that the architects have not yet provided a recommendation for the grading bids. Ald. Sanders moved to defer this item until the Finance Committee meeting of September 8, 1998. Seconded by Ald. Slocomb. Carried by all. Discuss road vacation (Schopf) - The Mayor updated the Committee that the property in question will go entirely to the Santi property. It is not necessary to review. No action was taken. Discuss vacancy in Mayor/Assessor Office - The Mayor reported that the High School student has left the position. The need continues for a support person for 15 hours per week. The Mayor is recommending adding one full time, Floating Secretary for 1999. Until then, he would like to receive approval for a Data Entry Clerk at a rate of $8.67 per hour for 15 hours per week. This position may then be eliminated in 1999 if the Floating Secretary position is approved. Ald. Sanders moved to approve the creation of a temporary position of Data Entry Clerk at a rate of $8.67 per hour and approximately 15 hours per week. Seconded by Ald. Slocomb. Carried by all. Finance Committee Minutes Page 4 September 2, 1998 RELEASE OF FUNDS Lakewood Meadows Addition #2 - Ald. Slocomb moved to approve the release of $22,465.00 for the Lakewood Meadows Addition #2 development as was recommended by Director of Planning in writing on September 2, 1998. Seconded by Ald. Sanders. Carried by all. FINANCE DIRECTOR’S REPORT - The Finance Director requested cost quotes from the current cleaning service provider for the City. The Director requested direction from the Committee as to the need to go through a formal quote process. The current provider indicated that a 3½% increase will be imposed for 1999. The Committee felt that there was no need for a formal quote process at this time. Dawn also reported that she and the Mayor have met and reviewed the department 1999 budgets submitted. They will be available for the Aldermen’s review on September 11, 1998. MOTION TO CONVENE INTO CLOSED SESSION - Ald. Slocomb moved to convene into closed session. Seconded by Ald. Sanders. Roll call vote, 2-0 in favor. Motion carried. At this time, the Recording Secretary was excused from the proceedings. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - None ADJOURNMENT - Being no further business to discuss, Ald. Sanders moved to adjourn at 9:55 P.M. Seconded by Ald. Slocomb. Carried by all. Respectfully submitted, Linda Gulgowski, Recording Secretary