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FM102099 FINANCE COMMITTEE - CITY OF MUSKEGO Approved MINUTES OF MEETING HELD WEDNESDAY, October 20, 1999 The meeting was called to order at 7:15 PM by Mayor David De Angelis. Also present were Committee Members Salentine, Slocomb, Sanders and Finance Director Dawn Gunderson. Also those per the attached sheet. The Mayor noted that the agenda was posted on October 15, 1999 in accordance with the Open Meeting Law. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the October 6, 1999 Finance Committee Meeting were reviewed and placed on file. REVIEW OF LICENSE APPLICATIONS - Ald. Salentine moved to approve an Operator’s License for Kathleen Zaren, Lisa Rupp and Jonelle Rieger, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Slocomb. Carried by all. The Committee reviewed the request by the Moose Lodge for a Change of Agent of Record to Mr. Andrew Volanski. Ald. Sanders moved to approve the Change of Agent of Record for the Moose Lodge to Mr. Andrew Volanski, subject to receipt of fees, favorable police report and verification of schooling. Seconded by Ald. Slocomb. Carried by all. Mr. Zoran Radisavcevic was present to request a “Class A Liquor License” for his newly acquired business (Crossroads). After review of his file, Ald. Salentine moved to approve an Operators License for Mr. Zoran Radisavcevic, subject to receipt of fees, favorable police report and verification of schooling. Seconded by Ald. Slocomb. Carried by all. PERIODIC LICENSE REVIEW Ms. Denise Molkentin was requested to be present at this evenings meeting due to her arrest and subsequent conviction for an alcohol related incident on July 26, 1999. The Mayor requests that Ms. Molkentin provide the Committee with her past history file as well as her AODA assessment that was recently completed. Ald. Salentine moved to defer until November 3, 1999 Finance Committee at which time the Committee will be provided with the documentation necessary to better evaluate the situation. Seconded by Ald. Slocomb, motion carried by all. UNFINISHED BUSINESS Further Review of Point Evaluation of Administrative Assistant - Police Department - The Mayor reports that the evaluation is not yet complete. The issue will be discussed at the November 3, 1999 Finance Committee meeting. NEW BUSINESS Review Computer Maintenance Agreement (Information Systems) - The maintenance agreement is for the City’s file server. The former warranty provider (Decision One) did not have the rapid response time that the IS Department was in need of. Sentinel Technologies has been secured as a provider for this service, guaranteeing a 2 hour response time. The cost per month for the agreement is $110.29. The Mayor questioned if there was no agreement with any provider what the cost and response time might be? Finance Director Gunderson stated that she did not have that data available. Ald. Slocomb moved to defer until the Tuesday October 26, 1999 Finance Committee meeting. The Committee requests an inventory list of what is covered in the parameters of the Maintenance Agreement. Seconded by Ald. Sanders. Carried by all. Finance Committee Minutes Page 2 October 6, 1999 Review Amendment to Deposit and Forfeiture Schedule (Cable TV) - Ald. Slocomb and the City Clerk-Treasurer discussed the various monetary Deposit and Forfeiture’s related to Cable TV (particularly the $100.00 fee for the Unauthorized Theft of Cable). Discussion needs to occur as to where to place these fees within the Schedule. Ald. Slocomb moved to defer this issue until the November 3, 1999 Finance Committee meeting in order to obtain input on the proper location within the Schedule for these Cable TV related fees. Seconded by Ald. Salentine. Carried by all. Review Urban Forestry Grant Supported Projects for 2000 - Lakes Project Coordinator, Tom Zagar was present to discuss this plan for financing and projects which was developed by the Urban Forestry Committee and their consultant Ranger Services. Portions of the plan include the planting of 100 trees and conducting pruning seminars to the public in order to better maintain the trees planted by the City on private land. The Mayor questioned if additional monies for grants could be obtained (matching grants) for the money already spent on the Industrial Park area? Tom will look into this possibility. A Tree City USA designation is also being sought by the Committee. The request for grants is required by November 3, 1999. Tom anticipates mailing the grant application next week. Tom also mentioned that the Committee is expanding the list of tree species in order to broaden the types of trees planted, which in turn, lessens the potential for diseases and spread of them to a specific group of trees (Dutch Elm Disease for example). Ald. Sanders moved to approve the submission of the Urban Forestry Grant Application for 2000. Seconded by Ald. Slocomb. Carried by all. Review Quote for Cleaning Service for 2000 - The contract for Dan Plautz Cleaning Service, Inc., was provided for the Committee to review. This contract includes City Hall, Police Department and the Garage. The Committee questioned the scope of services for the Garage. Dawn read the entire service agreement for the Garage. This contract reflects a 2% increase in price from last year and the additional cost for cleaning the new library. Ald. Salentine mentioned the super job this company does. Ald. Salentine moved to approve the Cleaning Service Contract for 2000 from Dan Plautz Cleaning Service, Inc., at a cost of $6,742.49. Seconded by Ald. Slocomb. Carried by all. The Committee discussed the potential for a reduction in cleaning costs if the first floor of City Hall does vacate the area during the construction process. Review Trunked Radio System Agreement - The Mayor provided a copy of the Agreement in question. At this time the GO Promissory note cannot be approved by the Committee due to the contract not being awarded as of yet, so no dollar amount is available. This Agreement states that Waukesha County will bear 50% of the cost of the project with the remaining participating communities splitting the costs by a percentage of use basis. The Mayor stated that $11,000 has been budgeted for operating costs for this project. Ald. Sanders moved to recommend approval and forward to Council. Seconded by Ald. Salentine. Carried by all. Review Architectural Quotes - City Hall Remodeling - 10 Request for Proposals were sent out, 2 responses were received (Durrant Architects and Barrientos Design). Durrant’s proposal for the project cost was $93,000 and Barrientos project proposal costs was $75,200. Due to the similarity in the proposals and scope of services provided, Ald. Slocomb moved to recommend approval of Barrientos Design and forward to Council. Seconded by Ald. Sanders. Carried by all. The Committee discussed the potential of moving the majority of the first floor individuals within City Hall to temporary quarters during the construction process. The major drawback is that there will be no available meeting rooms on the lower level for outside groups who currently do use the facilities at City Hall. A plus is that substantial money can be saved by allowing the contractors free reign in the building during the process without the worry of disruption of the workers of the City of Muskego. Finance Committee Minutes Page 3 October 6, 1999 Review Write-offs - Title 19 and Collection Agency - Dawn provided the Committee with copies of the lists of unpaid ambulance and Title 19 individuals. These bills have been sent to Waukesha County Collection Division. These people do not own property in the City of Muskego, so there is no option of placing these unpaid bills on the tax roll. The Collection agency suggests that these be written off due to bankruptcy, deceased and unable to locate or no assets. The Title 19 write-offs are due to Federal/State Law stating that providers are required to write off these costs. Ald. Salentine moved to approve the write off totaling $10,885.77. Seconded by Ald. Slocomb. Carried by all. Title 19: Ald. Salentine moved to approve the write off totaling $3,952.73. Seconded by Ald. Sanders. Carried by all. RELEASE OF FUNDS North Cape Farms - Pipke $60,399.00 - Ald. Slocomb moved to approve the Release of Funds totaling $60,399.00. Seconded by Ald. Sanders. Carried by all. Pasadena Drive - Per R&M recommendation, Ald. Slocomb moved to defer this item until the Tuesday, October 26 1999 Finance Committee meeting. Seconded by Ald. Salentine. Carried by all. MAINTENANCE AGREEMENTS - NONE FINANCE DIRECTORS REPORT - Dawn reports that the meetings on the Budget are concluded. Preliminary copies of the 2000 Budget for public hearing will be ready tomorrow. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - The Mayor reports that a meeting has been scheduled with the Muskego Volunteer Fire Company on Monday, October 25, 1999. Ald. Salentine, on behalf of a City employee cited that unpaid insurance bills are going to collection agencies. Dawn is aware of the situation and has instructed the individual to provide her office with any collection related correspondence the individual receives. At this time, it appears that the individual has not made the appropriate payments on costs associated with co-pay and co-insurance guidelines. ADJOURNMENT Being no further business to discuss, Ald. Slocomb moved to adjourn the meeting at 8:50 p.m. Seconded by Ald. Sanders. Carried by all. Respectfully submitted, Linda Gulgowski, Recording Secretary