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FM111799 CORRECTED FINANCE COMMITTEE - CITY OF MUSKEGO APPROVED MINUTES OF MEETING HELD WEDNESDAY, NOVEMBER 17, 1999 The meeting was called to order at 7:10 PM by Chairman De Angelis. Also present were committee members Slocomb and Sanders, Finance Director Dawn Gunderson and those per the attached list. Ald. Salentine arrived at 7:15 PM It was noted that the meeting was posted on Friday, November 12 and amended notice posted on Tuesday, November 16, in accordance with the Open Meeting Law. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the meeting held Wednesday, November 3, 1999, were reviewed and placed on file. REVIEW OF LICENSE APPLICATIONS - Ald. Slocomb moved to approve an Operator’s Licenses for Katie Bromberek, Jim Michalek and Michele King, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Sanders. Carried by all. Ald. Slocomb moved to defer action on Operator’s License for Nancy Guarniere until the Finance Committee meeting of December 8, 1999. Seconded by Ald. Salentine, motion carried. Ald. Slocomb moved to approve Operator’s License for Dana Pindel, Seconded by Ald. Sanders, motion carried. Ald. Salentine moved to approve Operator’s License for Tracy Schneider subject to 3, 6, 9, and 12 month review and check of questionable 1998 issue on police report. Seconded by Ald. Slocomb, motion carried. UNFINISHED BUSINESS Information Systems Joe Sommers appeared before the committee to continue discussion on the new library computer network proposal. Ald. Slocomb moved to approve purchase of strategies and solution computer network for the new library for an amount not to exceed $91,033. Seconded by Ald. Sanders, motion carried. It was determined that approximately $50,000 that is in the 1999 Information Systems operating budget will be used to purchase some of the equipment and the rest will come out of the st Library Construction Account. If equipment is not received prior to December 31, the Finance Committee will review for funding. Finance Committee - November 17, 1999 Page 2 Finance Director Dawn Gunderson reviewed with the committee the status of proposals for Public Officials Insurance for 2000. Finance Director Dawn Gunderson discussed with the committee her recommendation for writing off accounts receivable amount of $3,331.53 for Kimberly Estates. Ald. Slocomb moved to defer until meeting of December 8, 1999, and requested that the consulting engineering provide a letter of explanation of manhole change. Seconded by Ald. Salentine, motion carried. NEW BUSINESS Information Systems Director Joe Sommers reviewed with the committee the City’s long term computer plan which specifies the types of technologies that will enhance the efficiencies in user departments, allowing to integrate into newer technologies such as imaging, web, and GIS. The desired platform is a Microsoft Windows NT (2000)/Intel system using tier-3 Client/Server architecture for major applications. Joe advised that he is looking at vendors and evaluating companies as to their ability to do conversions, supply training and support, and their financial stability to ensure that they will be around into the future. Finance Director Dawn Gunderson reviewed with the committee correspondence from Virchow, Krause & Company, LLP, listing their estimated audit services and annual reports fees for 2000, determined to be as follows: Audits and Bookkeeping City & Utilities Fees Actual Actual Estimated 1998 1999 2000 General and Other Funds $25,075 $25,000 $26,000 Water Utility 7,500 7,800 8,500 Sewer Utility 8,250 8,250 9,000 Annual Report DOR 3,100 3,100 3,300 Subtotal $43,925 $44,150 $46,800 TIF Funds (estimated) 27,000 27,000 28,625 TOTAL $70,925 $71,150 $75,425 The committee noted that this is an increase of 6% over the past two years due to company salary and benefits costs. Ald. Salentine moved to defer action until the December 8, 1999 meeting. Seconded by Ald. Slocomb, motion carried. Finance Committee - November 17, 1999 Page 3 Finance Director Dawn Gunderson reviewed with the committee the proposed amendments to the 1999 budget. Ald. Slocomb moved to recommend council approval of the amendments. Seconded by Ald. Sanders, motion carried. Mayor De Angelis advised the committee that he will be working with the Nonrepresented Negotiating Committee to finalize a few amendments to the Personnel Code that may be included in their agreement as a result of signing of various employee contracts. Ald. Slocomb moved to defer item until meeting of December 8, 1999, in order to receive Negotiating Committee recommendations. Seconded by Ald. Salentine, motion carried. Finance Director Dawn Gunderson presented draft resolution for Council approval of new and revised positions for 2000 which were approved through the Operating Budget. The committee determined that they would not include the Grant Administrator position at this time as a job description has not yet been created. Ald. Salentine moved to recommend establishing the new and revised positions for 2000. Seconded by Ald. Slocomb, motion carried. Finance Director Dawn Gunderson discussed with the committee the Rescue Rate Fee needed to be established for the year 2000. Correspondence from Tess Corners Volunteer Fire Department was reviewed which indicated that they did not request an increase in rates for 2000. The rates are currently $235.00 for residents and $337.00 for non- residents. Ald. Slocomb moved to recommend approval of keeping rates the same as 1999; $235.00 for residents and $337.00 for non-residents. Seconded by Ald. Sanders, motion carried. Mayor De Angelis discussed with the committee the Future Parkland Landfill offer. Mayor explained that Future Parkland Development, Inc., owned by operated by Briggs & Stratton Corporation, operates a monofill in the City of Muskego for the disposal of foundry by-products. As of August 23, 1999, Briggs & Stratton Corporation has sold their foundries to Metal Technologies, Incorporated. Future Parkland Development is requesting that it enter into an agreement with the City of Muskego, to allow the continued operation of the monofill on behalf of Metal Technologies, Inc., in accordance with the Agreement for Future Parkland Development Landfill and the Conditional Use Grant No. 96 dated June 17, 1986, as amended on January 19, 1993. Future Parkland has written that they are willing to agree to the following: Making a direct payment to the City at a rate of $0.50 per ton in accordance with the Conditional Use Grant. Making a direct payment to the County at a rate of $0.25 per ton in accordance with the Conditional Use Grant. Operate the landfill in accordance with the existing Plan of Operation. Finance Committee - November 17, 1999 Page 4 Will not seek future expansion of the landfill. All other conditions and restrictions of the Final Negotiated Agreement and the Conditional Use Grant will remain the same. In addition, Future Parkland Development is willing to discuss the potential for gifting the real property to the City for use as a park after closure of the landfill. Mayor will be in contact with Mr. Boyd and report at a future meeting. The committee reviewed Trunked Radio Infrastructure-related Promissory Note with Waukesha County which is the payment vehicle for the agreement that was signed with Waukesha County to participate in the trunked radio system. The City of Muskego’s share is $122,720 for the infrastructure costs to be paid in the following installments on st January 31 of each year: Year 2000 thru 2008, $13,635.56. Ald. Salentine moved to recommend approval to sign Trunked Radio Services Agreement and authorize the issuance of a General Obligation Promissory Note for $122,720 for the Trunked Radio Infrastructure. Seconded by Ald. Slocomb, motion carried. The committee discussed health insurance quotes for 2000 with Mayor and Finance Director giving an overall of the process. The committee reviewed the following proposed fee increase received from Mr. Phillip Dibb, Fire Code Coordinator for the City of Muskego: Fire - Increase basic plan fee from $30.00 to $60.00 for new or remodel. Sprinkler - Increase plan fee for new construction or major remodel (more than 50 heads or header work) from $30.00 to $60.00. Minor remodel with less than 50 heads would stay at present $30.00. Fire Alarm - On buildings that require an alarm system under Section 32.03 there will be a $30.00 plan review. This fee will not be required if the owner decides to have a fire alarm system o his own. This is a new fee. Ald. Salentine moved to defer action on proposed increases in plan review fees for the fire department in order for Mayor to discuss with Phil Dibb. Seconded by Ald. Sanders, motion carried. RELEASE OF FUNDS Ald. Slocomb moved to approve partial release of funds for Avian Estates in the amount of $31,449.41, as a result of Plan Director recommendation. Seconded by Ald. Sanders, motion carried. Finance Committee - November 17, 1999 Page 5 Ald. Sanders moved to approve final release of funds for Park Estates as follows, as a result of Plan Director recommendation: $53,014.03 letter of Credit balance $ 4,176.03 segregated Letter of Credit balance Release of remaining balance of the Developer’s Deposit sixty (60) days from the approval of release to insure that all final engineering and legal invoices are paid prior to project close-out. Seconded by Ald. Slocomb, motion carried. Ald. Slocomb moved to deny final release of funds for Foxboro North Subdivision, upon attorney recommendation, until the city is provided with an agreement from all parties, or a court order, indicating how disbursements are to be made. The City currently holds funds totaling $12,676.88; however, this is not sufficient to settle all claims from contractors. Seconded by Ald. Sanders, motion carried. Ald. Salentine moved to approve final release of funds for the Foxboro Subdivision in the Developer’s Account (as letter of credit was seized) in the amount of $5,273.80 as follows: Advanced Sewer and Water $3,440.50 Golden Construction Company 765.00 Kosobucki Brother Partnership 1,068.30 Seconded by Ald. Slocomb, motion carried. MAINTENANCE AGREEMENTS Ald. Sanders moved to approve the Library Copy Machine contract with Gordon Flesch Company in the amount of $40.00 per month which is the same as the original three-year contract. Seconded by Ald. Slocomb, motion carried. FINANCE DIRECTOR'S REPORT COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Ald. Slocomb moved to adjourn at 9:55 PM. Seconded by Ald. Salentine, motion carried. Respectfully submitted, Dawn Gunderson, Finance Director Finance Committee - November 17, 1999 Page 6 Recording Secretary