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FM040799 FINANCE COMMITTEE - CITY OF MUSKEGO Approved MINUTES OF MEETING HELD WEDNESDAY, April 7, 1999 The meeting was called to order at 7:20 PM by Mayor De Angelis. Also present were Committee Members Slocomb, Sanders and Salentine, Finance Director Dawn Gunderson, Director of IS Joe Sommers, Interim Planning Director Dustin Wolff, City Assessor Laura Mecha, Police Chief John Johnson, and those per the attached list. The Mayor noted that the agenda was posted on April 6, 1999 in accordance with the Open Meeting Law. REVIEW OF LICENSE APPLICATIONS Ald. Salentine moved to approve an Operator’s License for Camille Cohen, Randy Sheppard, Sara Frievalt, Karen Bowen and Robin Gigl, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Slocomb. Carried by all. Sandra Kusch was interviewed separately due to a lack of a police report. Ald. Salentine moved to approve an Operator’s License for Sandra Kusch, subject to receipt of fees and verification of schooling and favorable police report. Seconded by Ald. Sanders. Carried by all. Mary Campion was interviewed separately. Ald. Salentine moved to approve an Operator’s License for Mary Campion, subject to receipt of fees and verification of schooling. Seconded by Ald. Sanders. Carried by all. LICENSE APPROVALS Outside Dance Events - Broke Spoke - Ms. Kathleen Farber was on hand to request approval for 3 events to be held at the Broke Spoke. May 23, 1999, June 12, 1999 and July 30 and 31, 1999. Review of complaints filed for the last outdoor event showed one unsubstantiated complaint filed. rd Music will be over at 7:00 p.m. for the May 23 event with the Committee requesting that the stage face west. Security will be requested for the May and July events as well. Snow fence installation is required for both 5/23/99 and 6/12/99 events. Ald. Sanders questioned how long the music would be playing for the July dates. Ms. Farber stated that they are seeking approval for music until 12:00 a.m. for both dates. Ald. Sanders requested that the music end promptly at 11:00 p.m. on Friday and 12:00 a.m. on Saturday. Additionally, infield parking is also requested for the May 23, 1999 event. Ald. Salentine moved to approve the outside dance permits for the dates specified with the above mentioned restrictions and conditions. Seconded by Ald. Slocomb. Carried by all. PERIODIC LICENSE REVIEW - None UNFINISHED BUSINESS Further discussion on Interim Deputy Building Director - The Finance Committee has recommended approval of a M3 pay range with points of 475 for this non-exempt position with an hourly pay range of $15.90 minimum, $19.88 mid-point and $23.85 maximum. The Finance Committee further recommends that the Interim Deputy Building Director be non-exempt and receive $22.26 per hour until a new City Engineer/Building Director is in the position at which time the hourly salary will be $21.63. Ald. Slocomb moved to recommend to Council the approval of the Interim Deputy Building Director position as a M3, non-exempt classification at $22.26 per hour regular wage. With current wage rate in place until such a time that a permanent City Engineer/Building Director is in this position at which time the hourly salary will be $21.63. Seconded by Ald. Salentine. Carried by all. The Mayor reports that the individual assuming this position is agreeable to this change. Further discussion on Hiring of Relatives - No response received from the Labor Attorney. Finance Committee Minutes Page 2 April 7, 1999 Further review of Internet Policy - A revised policy was provided for Committee review. Discussion regarding specific language within the Policy naming certain sites that are deemed inappropriate to be visited by an employee on City of Muskego equipment. The policing of such restrictions was questioned. Minor edits were made to the text. Ald. Salentine moved to accept the policy with the said changes made in the document. Seconded by Ald. Slocomb. Carried by all. Further discussion on 1999 Water Bugs Agreement (Ski Jump/Pier) - Several residents, including Doug Aird were on hand to discuss this issue. Craig Anderson (Parks and Recreation Director) provided written correspondence detailing when the Water Bugs use the public beach for P/R sponsored activities. Doug discussed the practice and show times when they utilize the beach area. According to Doug’s calculations the Water Bugs use the beach area 6-7 hours per week. Monday, Tuesday, Wednesday (show night) and the 4 Thursdays prior to State competition (July). The group stated that they make a sincere effort to work with those using the beach during their practice times and keep buoys out to allow those in the water to continue to enjoy it while the practices are going on. The Committee is requesting that the Water Bugs reduce their practice dates after the State competition in order to allow the citizens to utilize the complete beach area during the hotter months (July/August). Doug reports that his Board will be meeting on April 12, 1999 and will be able to discuss this issue to determine what dates can be cut from the practice schedule. He will discuss those dates with Craig Anderson and then the Finance Committee will revisit this issue. Ald. Salentine moved to defer until 4/21/99 Finance Committee meeting. Seconded by Ald. Sanders. Carried by all. NEW BUSINESS Discuss Computer Purchase - Joe Sommers is requesting the purchase of 7 PC’s and 1 Lap Top computer. This would also include the purchase of a switch to allow for additional devices to be attached to the City Hall wiring, and software and training for tracking Water hydrants, mains and valves. Ald. Sanders moved to approve the purchase of 7 PC’s and 1 Lap Top with the requested switch, software and training purchases at a total cost of $24,633. Seconded by Ald. Slocomb. Carried by all. Recovery of Personal Property Taxes (RESERVCO) - Laura Mecha was present to discuss this issue. RESERVCO has failed to provide accurate documentation that proves that a double Property Tax payment was made. Additionally, forms that were to be filled out as proof of a duplicate payment were never filed. The taxes were paid as a condition of appeal so the City is not out any Property Tax dollars. Ald. Salentine moved to deny the request for the recovery of Personal Property Taxes. Seconded by Ald. Slocomb. Carried by all. RESERVCO has the option to take this to Circuit Court. Discuss IS budgeting procedure - Ald. Slocomb had this item placed on the agenda for discussion. He is questioning the current budgeting process utilized by the IS Department and would like to see a change in the procedure which would place a larger responsibility on the department requesting the additional technology to justify the acquisition. Currently, any purchase of IS equipment is housed within the IS Department and Joe Summers, after a request has been made, makes a judgment on the necessity of the equipment. Ald. Slocomb is not in favor of Joe being placed in this “filter” role. He would like to see the department head present at Finance Committee Meetings to justify and provide a cost-benefit analysis of their request. Discussion on charge back processes at different firms and the lack of any major charge-back systems in place at City Hall. Discussion on how a charge back for supplies, phone service and occupancy could be handled without adding substantial steps in the current process or creating additional work. The development of a standardized request form for technology purchase was considered. Joe would still review and recommend the purchase of the equipment but the department requesting the equipment would be responsible to answer questions regarding the tangible benefits acquisition of the technology will provide their department. Finance Committee Minutes Page 3 April 7, 1999 Disposal of obsolete computer equipment - Joe provided a written report on the equipment slated for disposal. Several items will be donated to the Historical Society with the remainder being disposed of. Ald. Sanders moved to approve the disposal/donation of the computer equipment as specified in the memo. Seconded by Ald. Slocomb. Carried by all. Approval - Sale of used squad cars - The Chief provided a memo comparing the resale value of 3 Crown Victoria autos used as squad cars by the Police Department. Chief Johnson received a written bid to purchase the vehicles (each with 100,000 miles) at a total profit of $16,100. The budget shows a $16,700 trade in amount ($600 budgetary shortfall). Ald. Sanders moved to accept the wholesale bid from Cheyka Motors, Inc., in the amount of $16,100. Seconded by Ald. Slocomb. Carried by all. Progress report on Police Station Project - Chief Johnson provided a written report on the project. It is currently 95% complete and built under budget. Funds are coming back into the Contingency Budget due to bid proposals coming in lower than projected. Some items have not been completed (landscaping) due to weather as well as a situation behind the back parking lot. A 2-2½ foot rise exists which is inhibiting the drainage and the plowing. The Chief believes that this “berm” should be lowered prior to the completion of the landscaping. The Chief is directed to obtain quotes from contractors to cut down the berm. Additionally, a heating problem exists in the IS portion of the Police Station. The Chief is looking into the feasibility of adding a small air conditioning unit to help with the current excessive heat problem. The Chief also added that June 5, 1999 is the open house for the building expansion. Review 1998 Budget Amendment - Dawn Gunderson provided a written report with the requested changes to the 1998 budget (attached). Final totals with accruals were provided. Legal fees, vacation/sick time payouts, hydrant fees and DPW fees were the major areas that required changes. Ald. Sanders moved to amend the 1998 budget as presented. Seconded by Ald. Salentine. Carried by all. Review Subdivider’s Agreement - Avian Estates - Dustin Wolff has reviewed the agreement and found that it was satisfactory except for the two areas Mr. Schwabenlender crossed off. Item B (Storm and Surface Water Drainage and Master Grading Plan) #3. Mr. Schwabenlender reports that his intention is to not grade the lots but merely cut in the roads and ditches and leave the grading up to the land purchasers. The Mayor indicated that this is not the customary manner for subdivisions to be developed. He is concerned about leaving the grading and water drainage issues in the hands of each landowner. Each lot will need to be brought up to grade. No calculations on the amount of fill necessary have been made. Dustin requests that R&M review and approve this proposal. Item D (Landscaping) #3. Mr. Schwabenlender did not feel that it was his responsibility to replace trees for the City. He questioned where exactly could a tree be placed? The Committee indicated that the trees could be planted beyond the Right-of-Way edge (between 0 and 5 feet). Trees to be planted in the subdivision will be determined at a future Plan Commission Meeting. The Committee also requests that in Section XII, an item “G” be added to the agreement including signage erected stating “Future Road Expansion”. Ald. Salentine moved to defer this item until Tuesday, 4/13/99 Finance Committee Meeting when the City Engineer has had ample time to reviewed this item, grading plan, clean/signed document and Letter of Credit are provided. Seconded by Ald. Slocomb. Carried by all. Review Subdivider’s Agreement - North Cape Farms - Mr. Pipke was on hand to discuss this topic. Dustin informed the Committee that this agreement has been reviewed by staff, engineering and the City Attorney. Additions have not been made to the document at this time. An extension was granted until May 10, 1999. The Letter of Credit format from the bank has not been received at this time by Mr. Pipke. The Deed Restriction legal description requests have also been forwarded to Stan Potrykus Finance Committee Minutes Page 4 April 7, 1999 (Metropolitan Engineering Inc.). It was also requested that the words “zoning of the outbuildings” be added to the end of the paragraph of the Deed restriction. Ald. Slocomb moved to defer pending final typed document with Letter of Credit. Seconded by Ald. Sanders. Carried by all. Review GFOA Conferences Expense - Finance Director Dawn Gunderson will be traveling to the Government Finance Officer’s Association annual conference. To defray the costs of driving to the conference, Dawn is requesting the $213.00 quoted for the airfare be reimbursed directly to her. Ald. Sanders moved to approve the reimbursement in the amount of $213.00. Seconded by Ald. Salentine. Carried by all. Review Waukesha County’s proposal for hiring consultant-Consolidated Dispatch Study - The City was involved in this study and it was decided that Waukesha County will fund $50,000 of the cost of the study with the remainder to be split evenly between the municipalities that participated. In the event of non-payment from one or more municipalities the Mayor requests $550.00 be allocated to reimburse Muskego’s portion of the study. Ald. Salentine moved to approve payment, not to exceed $550.00 to cover the City of Muskego’s portion of the consolidated dispatch system study in Waukesha County. Seconded by Ald. Sanders. Carried by all. RELEASE OF FUNDS Lakewood Meadows Addition #2 (Amend LOC release of 3/17/99 - Ald. Salentine moved to approve amending the Letter of Credit in the amount of $63,877.00. Seconded by Ald. Sanders. Carried by all. Kimberly Estates #192 - Ald. Salentine moved to approve the release of $500.00 Seconded by Ald. Sanders. Carried by all. Park Estates #213 - Street Light - Ald. Sanders moved to approve the release of $1157.75. Seconded by Ald. Slocomb. Carried by all. MAINTENANCE AGREEMENTS - None FINANCE DIRECTORS REPORT - Dawn Gunderson reports that the field work on the audit will be done this week. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - None. ADJOURNMENT Being no further business to discuss, Ald. Slocomb moved to adjourn the meeting at 10:50 p.m. Seconded by Ald. Salentine. Carried by all. Respectfully submitted, Linda Gulgowski, Recording Secretary