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FM061699 FINANCE COMMITTEE - CITY OF MUSKEGO Approved MINUTES OF MEETING HELD WEDNESDAY, June 16, 1999 The meeting was called to order at 7:15 PM by Mayor De Angelis. Also present were Committee Members Salentine, Slocomb and Sanders, Finance Director Dawn Gunderson and those per the attached list. The Mayor noted that the agenda was posted on June 15, 1999 in accordance with the Open Meeting Law. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the June 2, 1999 Finance Committee Meeting were reviewed and placed on file. REVIEW OF LICENSE APPLICATIONS Ald. Salentine moved to approve an Operator’s License for Patrick Patterson, John Lufkin, Rande Lynn Plemons, Leonard Pilak, Mary Lufkin, Karen Jaeger, Mary Pat Dempsey and Hayley Eggert, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Slocomb. Carried by all. Mrs. Denise Molkentin was interviewed separately due to failing to disclose past incident’s on her application. According to Mrs. Molkentin, she was confused as to what type of offenses were requested to be disclosed and since none of her situations were a felony, she failed to disclose them. Mrs. Molkentin was interviewed by Officer Nelson of the Muskego Police Department and at the conclusion of her interview, he indicated that a citation was not likely. Ald. Salentine moved to approve an Operator’s License, subject to verification of no citation being issued. Seconded by Ald. Sanders. Carried by all. Judy Younk was invited to return to this meeting to provide the Committee with documentation to assess her ability to be in a situation where liquor is sold and consumed. Ald. Slocomb moved to approve an Operator’s License for Ms. Younk. Seconded by Ald. Salentine. Carried by all. An application for Julie Bindas of the Little Muskego Lake Association was received. At this time the written police report was not available. Ald. Salentine moved to approve a Temporary Operator’s License, subject to a favorable police report. Seconded by Ald. Slocomb. Carried by all. LICENSE APPROVALS 1999-2000 Liquor License Applications - Pioneer Inn - The Committee was provided a copy of police reports for this establishment since February, 1999. Ald. Salentine moved to approve a Class B Liquor/Beer License for Pioneer Inn. Seconded by Ald. Sanders. Carried by all. Open Pantry - Change of Agent - Mr. John Winter was present on behalf of Open Pantry. Ald. Salentine moved to approve the Class A Beer Change of Agent Application. Seconded by Ald. Slocomb. Carried by all. PERIODIC LICENSE REVIEW - None. UNFINISHED BUSINESS Review Proposed Amendment to Chapter 5, Public Records Code; and, Resolution to Create Records Retention Schedule - The Clerk Treasurer supplied copies of both documents for consideration. The Resolution was reviewed by the City Attorney and the Record Retention Schedule was approved by the State Historical Society. Ald. Sanders moved to recommend approval of the Finance Committee Minutes Page 2 June 16, 1999 amended Ordinance and the Resolution to create a Records Retention Schedule. Seconded by Ald. Salentine. Carried by all. NEW BUSINESS Discuss PC Replacement Plan - Joe Sommers was on hand to discuss the history of the acquisition of PC’s which now number 65 in total. The older units may not be compatible with the new software and speed of the older systems is beginning to be an issue. A 4 year replacement schedule is widely used and Joe is looking for suggestions/direction as to the number of PC’s that could be replaced on a rotation basis. The Finance Director suggested the establishment of a Capital Reserve Fund for the future purchase of replacement PC’s. If no PC’s are required from year-to-year, the fund would roll over until the monies were needed to purchase replacements. This fund could be set-up during the next budget cycle. Review Request for Network Design & Implementation - Joe Sommers provided a service proposal from Norstan Consulting to integrate the computer system between City Hall and the Library. Norstan will review the existing documentation and systems currently in use. Network administrators would be interviewed to accommodate the unique needs of the departments. The cost estimate from Norstan is $3,000-4,000. Joe Sommers stated that with his department doing some of the work included in the proposal, the dollar figure could fall to $2,500. Joe indicated that the funding would be provided from the Voter Registration Fund. After discussion on the matter, and the Committee determining that they needed additional time to fully review the proposal, Ald. Slocomb moved to defer until June 22, 1999 Finance Committee Meeting. Seconded by Ald. Salentine. Carried by all. Muskego Community Festival License Application and Request to Waive Fees - In a memo from Robert Bankenbusch, on behalf of the Community Festival Committee, they are requesting a Temporary Class “B” Retailer’s License for the annual Community Festival being held on Friday, August 27, 1999 (5:00 PM-11:30 PM), Saturday, August 28, 1999 (12:00 Noon - 11:30 PM) and Sunday, August 29, 1999 (12:00 Noon - 10:00 PM), and the waiver of any associated fees. Ald. Sanders moved to approve the license application for the Community Festival for the dates/times specified. Seconded by Ald. Slocomb. Carried by all. Ald. Sanders moved to approve a Temporary Class “B” Retailer’s License for Robert Bankenbusch. Seconded Ald. Salentine. Carried by all. Ald. Sanders moved to approve the waiver of any fees associated with the Community Festival being held August 27-29, 1999. Seconded by Ald. Slocomb. Carried by all. Review Bids for the Water Extension - Parks Garage - Craig Anderson was present to discuss the project in question and request additional funding from the Contingency Fund to pay for the extension. Previously, Allen Pump Services was asked to provide an estimate for the project for budgeting purposes, their estimate was $10,000. The Capital Budget was adopted with $10,000. After the bid opening, Rawson Contractors base bid of $22,222.00 was the lowest bid. Allen Pump Services failed to submit a bid, but was invited to do so. An Additional $5,842 is also being requested for the professional services of Ruekert and Mielke. The total amount requested to complete the project is $18,064. Ald. Sanders moved to approve the additional $18,064 for the water extension project. Funding to come from Contingency Fund and transferred to the Capital Expenditure Fund. Seconded by Ald. Slocomb. Carried by all. The Mayor questioned the $360.00 connection to existing service fee. The Mayor believed that this task is handled by the Plumbing Inspectors staff. Craig will investigate. Discuss Needed Renovations - Fishing Pier - The fishing pier on Little Muskego Lake sustained damage during the winter. The pier is usable but may pose safety hazards. A quote from Aqua-Doc placed the cost to repair the pier at $5,910.00. Craig is looking to fund this project from the Finance Committee Minutes Page 3 June 16, 1999 Contingency Fund. Ald. Salentine moved to approve the repair expense for the Little Muskego Lake fishing pier at a cost of $5,910.00. Monies to come from Contingency Fund. Seconded by Ald. Slocomb. Carried by all. Discuss Purchase of Playgrounds/Manchester Hill and Idle Isle - This week, the Parks and Recreation Board recommended approval of the purchase of the playground equipment for the parks. The new equipment is ADA approved. The Idle Isle structure will be $16,000 and the Manchester Hill Park structure will cost $28,446.18. Ald. Slocomb questioned the chance of graffiti on the new equipment permanently damaging the structures? Craig Anderson indicated that GameTime provides graffiti solvent with their equipment and it has performed well. Install time would be 2 weeks and delivery will be 5-6 weeks. Placing the installation at mid-August. Ald. Sanders moved to approve the purchase of playground equipment for Idle Isle at a cost of $16,000 with the monies coming from Parks Dedication Fund and the purchase of equipment for Manchester Hill Park in the amount of $28,446.18 with monies from the Kozey Park and Recreation Fund. Seconded by Ald. Slocomb. Carried by all. RELEASE OF FUNDS - None MAINTENANCE AGREEMENTS - FINANCE DIRECTORS REPORT - Dawn reported that she has begun to think about the year 2000 budget and enhancements to the process. Individuals can look for the budget schedule in their mail boxes by weeks end. She has backed up the process two weeks in order to provide adequate review time the with Mayor prior to presentation to the Committee of the Whole. Dawn is also looking to raise the Fixed Asset Cap from its current $500 to $1,000 as well as Capital expenditures under $1,000 not being included in the Capital Budget process but be a part of the Operating budget. At the time that the 2000 Capital budget is presented she will also provide funding options (i.e., Bonds) for the projects proposed in the budget. She, along with the Mayor will present the entire budget to the Committee of the Whole with the second review of the budget with all of the department heads present at one time to answer any questions. She feels that this will be a better use of time and resources. The Committee was in favor of these enhancements to the process. 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 8:45 p.m. Seconded by Ald. Salentine. Carried by all. Respectfully submitted, Linda Gulgowski, Recording Secretary