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FM012099 FINANCE COMMITTEE - CITY OF MUSKEGO Approved MINUTES OF MEETING HELD WEDNESDAY, January 20, 1999 The meeting was called to order at 7:12 PM by Mayor De Angelis. Also present were Committee Members Sanders, Slocomb and Salentine, Finance Director, Dawn Gunderson, Joe Sommers, Director of Information Services, Police Chief John Johnson and those per the attached list. The Mayor noted that the agenda was posted on January 15, 1999 in accordance with the Open Meeting Law. REVIEW OF LICENSE APPLICATIONS Ald. Salentine moved to approve Operator’s Licenses for Tammy Pulczinski, Robert Reid and Gini Reid, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Slocomb. Carried by all. LICENSE APPROVALS - None PERIODIC LICENSE REVIEW - The Committee reviewed the recent, if any Police activity for Amy Sorensen, David Davidson, Karen Lewis and Joan Wagner. No new alcohol related incidents since last review for all individuals. Changes Pub - Due to an underage drinking incident at Changes Pub, Mr. David Neira and Ms. Donna Morris were requested to appear before this Committee to discuss the event. Mr. Neira did not serve the individual in question. The minor gained entrance by sneaking into the establishment which at the time, according to Mr. Neira, had approximately 60 patrons with no individuals other than himself available to check identification. Mr. Neira was issued a citation and paid the fine. Ms. Morris will have a person at the door to check identification in the future. The Mayor cautioned Ms. Morris that subsequent violations may result in a hearing and either revocation or suspension of the liquor license at the establishment. Interviews - The Deputy Clerk provided a memo on behalf of Dawn and Daniel Giesegh. The individuals currently hold a “Class B” liquor/beer license for the Parkside Inn. Mrs. Giesegh stated that she and her husband are planning to buy and operate the Pioneer Inn. Due to the license being held by a corporation and she the appointed agent, she and her husband are requesting (subject to clean police reports) a waiver of the interview process to obtain the licenses for this establishment. After careful consideration, the Committee has decided that both individuals will be required to be interviewed for their licenses. UNFINISHED BUSINESS - None NEW BUSINESS Update on Police Department Construction Project - (Chief Johnson) - The Chief provided a project summary for the Committee to review. The moving process began this week. Due to a large “punch list” (items still requiring attention) the 6 week completion target date may not be met. The Chief discussed a design/manufacturing error in the roof edge support and the additional funds necessary to correct the error. $4,506.66 was approved, the actual cost of the change in design/material was $5,506.66. The Architects have indicated that if the City is unable to secure the cost difference from the truss manufacturer, they will absorb the price difference. The heating/cooling system in the lower level of the building where the computer equipment is stored has become a problem. The Chief feels that this area should have its own heating/cooling system due to the nature of work that is carried out in the area and the need for the equipment to remain cool. No money has been budgeted for this. Estimates are forthcoming. The Chief mentioned 4 items on the “Equipment” budget that were not Finance Committee Minutes Page 2 January 20, 1999 included in the initial estimate: landscaping ($20,000), Asphalt rear lot extension ($20,600), Lighting rear lot extension ($3,000), and fencing rear lot ($5,100). This totals $48,700 in unbudgeted expenses. The Chief believes that these four items can be paid for out of the existing Equipment budget. Review City Policy of Hiring Relatives (Chief Johnson) - The Chief suggests that this Policy be rewritten. In the future, there is a potential for problems. The Chief provided an example of how the current policy would be enforced if a family member of his, married a officer at the Police Department. As he interprets the Policy, both he and the officer would both, if they did not resign, be forcibly removed from their positions. Chief Johnson has prepared a draft version his Policy revision (attached). The Committee reviewed the document and made suggested improvements. The Chief is receiving comments from Department heads, MRA and would like the City Attorney to review the draft Policy. Review purchase of audio recording equipment (Jean Marenda) - Item removed from agenda. Further data is being obtained. Request for funding of Fitness Equipment at Police Department (Police Association) - Jim Kaebisch and David Hendrickson were present to request funding from the City for the acquisition of new fitness equipment for the Police Department. Equipment that was purchased in the past did not last due to excessive use by the members of the Department. The Department is looking for “Fitness Club” grade equipment that will stand up to 3 hours of use per day. A presentation to the local Lions Club provided $2,521 in funding to cover the cost of weights, dumbbells and dumbbell racks. Several other presentations are being put together to request donations. A “matching fund” donation was suggested by the Mayor and agreed to by the Committee. Ald. Salentine moved to matching funds of 50% up to $5,900 to assist in the acquisition of fitness equipment for the Police Department. Funding to come from Project Account. Seconded by Ald. Slocomb. Carried by all. Review request for carryover of funds - (Joe Sommers) - In a memo, Joe has requested to carryover fund balances in the GIS and Library 100.9900.1001 account. He is anticipating using the money immediately. A question regarding the accurate coding of the accounts and the exact amount of money available/used in each account was not known for certain. The amount of money needs to be verified prior to a Resolution being drawn up and formal action taken. Ald. Sanders moved to approve the carryover of Capital Project Fund monies, contingent upon verification of dollar amount to be transferred. Seconded by Ald. Salentine. Carried by all. Review request for Public Library network design service (Joe Sommers) - Joe provided 5 bids that have been submitted to perform the network system plan. After a comprehensive plan is developed for the Library, an equipment needs assessment will be able to be prepared by the service provider chosen. The time/costs ranged anywhere from 20 hours to 80 hours and $200.00 per hour (IBM) to $90.00 per hour (Schenck & Associates). Joe recommends Schenck & Associates due to their similar service provided to the City of Brookfield, Fitchburg and Washington County. Discussion regarding the home offices for the service providers and the travel/lodging expenses that may be incurred by giving the job to an out-of-town (Appleton area) firm like Schenck & Associates. The Committee agreed that any amount approved would include both the time and expenses to perform the task. Ald. Slocomb moved to approve the agreement between the City of Muskego and Schenck & Associates for the network plan for the Library, not to exceed $7,000 including all costs and expenses. Funding from balance transfer and Library Operating budget. Seconded by Ald. Salentine. Carried by all. Review request for computer software for Police (HTE) - Joe Sommers is requesting that a total of $7,985 be approved to enhance the existing Police Department data retrieval system. The current system is too difficult to use. Joe has found a software package (HTE Cognos Imprompu) to provide the Department with the ease and flexibility they require. Due to the popularity of the software, an in- Finance Committee Minutes Page 3 January 20, 1999 house training program will not be possible. Joe proposes that the Captain and Lieutenant attend the 4-day training course in Florida. The funding will come from Capital Expense. Ald. Salentine moved to approve the expenditure, not to exceed $8,000 for the HTE software, training and annual support. Seconded by Ald. Sanders. Carried by all. Review Idle Isle Erosion Control Plan (Craig Anderson/Tom Zagar) - Via memo, Craig and Tom requested $3,532 to help with the current erosion problem at Idle Isle. The plan involved grading back about 2 feet of shoreline to create a 4:1 slope and staking geo-textile fabric down for the full 250 feet of shoreline. Fieldstone, DNR approved, will be placed over the geo-textile fabric. The cost will be taken care of from the DNR Model Shoreline reimbursable grant (70% of total expense) and Park Dedication (30% of total expense). Ald. Slocomb moved to approve the idle Isle Erosion Control Plan expenditure, not to exceed $3,532. Funding to come from DNR Model Shoreline reimbursable grant and Park Dedication fund. Seconded by Ald. Salentine. Carried by all. The Committee was in favor of the Mayor submitting a permit application immediately to take advantage of the pricing of the stone as well as the weather. RELEASE OF FUNDS Deer Creek #2-#218 - Ald. Salentine moved to approve the release of $665.65. Seconded by Ald. Sanders. Carried by all. Ald. Slocomb questioned the Sixth Notice requesting payment of $7,462.35. He is requesting some type of tracking to ensure that this type of situation does not occur in the future or be allowed to continue. After discussion, the Committee agreed that the responsibility for the tracking and collecting function belongs within the Finance Department. The Committee agrees that some type of fine or fee should be levied when a developer fails to make a timely payment. A Policy needs to be written regarding this issue. The Finance Director will create a document and will submit it to this Committee for review and adoption. MSI Development Corp. (Landscape Bond) - Ald. Slocomb moved to approve the release of the $3,000 Landscape Bond. Seconded by Ald. Salentine. Carried by all. Bolt Development/Muskego Health Center - Ald. Slocomb moved to approve the release of $63,500. Seconded by Ald. Salentine. Carried by all. MAINTENANCE AGREEMENTS - None FINANCE DIRECTORS REPORT - Dawn reports that the Chart of Accounts conversion slated for this weekend has been postponed for two weeks. An updated cash receipts system has minor glitches that need to be worked out before the conversion can begin. Additionally, the billing function for Rescue Calls will be handled by the Finance Department. The Water Utility Bonds are set to receive a A3 rating from Moody’s. This is excellent news considering the relative newness of the utility. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - The Mayor reports that some job switching has occurred within the City. Kim Chavie has filled the Floating Secretary position, and Jan Hughes has assumed Kim’s position within the Building Department. This leaves the Receptionist position open. The Mayor also reports that Matt Sadowski has hired an Assistant in the Planning Department (Dustin Wolff). ADJOURNMENT Being no further business to discuss, Ald. Slocomb moved to adjourn the meeting at 9:31 p.m. Seconded by Ald. Sanders. Carried by all. Respectfully submitted, Finance Committee Minutes Page 4 January 20, 1999 Linda Gulgowski, Recording Secretary