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FM010500 FINANCE COMMITTEE - CITY OF MUSKEGO UnApproved MINUTES OF MEETING HELD WEDNESDAY, JANUARY 5, 2000 The meeting was called to order at 7:02 PM by Mayor David De Angelis. Also present were Committee Members Slocomb, Sanders, Finance Director Dawn Gunderson, Assessor Laura Mecha, Plan Director Brian Turk, Lakes Project Coordinator Tom Zagar, Clerk/Treasurer Jean Marenda, Information Systems Director Joe Sommers and those per the attached sheet. The Mayor noted that the agenda was posted on December 30, 1999 in accordance with the Open Meeting Law. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the December 8, 1999 Finance Committee Meeting were reviewed and placed on file. REVIEW OF LICENSE APPLICATIONS - Ald. Slocomb moved to approve an Operator’s License for Peggy Ann Schramm, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Salentine. Motion carried 3-0. PERIODIC LICENSE REVIEW - Denise L. Molkentin - No adverse activity has been found on her police report since last run. UNFINISHED BUSINESS - None. NEW BUSINESS Review request to eliminate position of part-time Filing Clerk and create position of full-time Secretary (Clerk/Treasurer Department) - City Clerk/Treasurer Jean Marenda appeared before the committee and explained that the request is due to the resignation of a part-time filing clerk. She explained that at budget time she had asked to share another full-time position with the Finance Department and the council determined that position would be shared between the Finance and Information Systems departments. Jean presented a proposed job description which would take on more secretarial duties than the present filing clerk position. If this position is approved, Jean advised that she would not need the floater on a regular basis. Mayor explained that this would benefit his office as well as all other departments with minimum staffing to have floater availability. Ald. Slocomb moved to recommend approval of position to Council with job description and scoring of points to be determined by the Mayor. Seconded by Ald. Sanders, motion carried 3- 0. Review request to waive attorney/engineering fees incurred for legal lot status/Keller - The committee reviewed correspondence received from Lawrence and Denise Keller, W182 S6573 Garnet Drive, requesting that the City assume the costs incurred for legal and engineering reviews associated with their request for legal lot status. The legal opinions were requested to determine if Common Council had authority to grant legal lot status which would override long standing zoning board of appeals decisions. The City Attorney concluded that the Council could not. Engineering bills were generated as a result of title searches at Waukesha County Courthouse because CSMs on file in the Planning Office did not include recording information. These determinations changed the staff recommendations from approval to denial. Ald. Slocomb moved to forgive fees associated with the Keller application for legal lot status and requested the Plan Director to send a memo to the Finance Director with the applicable transfers. Seconded by Ald. Salentine, motion carried 3-0. Finance Committee Minutes Page 2 January 5, 2000 Review Cooperative Agreement/Waukesha County Department of Aging - The committee reviewed agreement with Waukesha County for Nutrition Program for Senior Citizens for the period January 1, 2000 thru December 31, 2000 with the new Library providing a temporary site during the remodeling of City Hall. The agreement remains the same as approved in previous years. Ald. Sanders moved to recommend Council approval. Seconded by Ald. Slocomb, motion carried 3-0. Review request for purchase of Jon Boat - Plan Department - Lakes Project Coordinator Tom Zagar and Plan Director Brian Turk appeared to discuss with committee the purchase of a Jon Boat which was approved through the 2000 Capital Budget. Quotes were reviewed along with staff recommendations. Three vendors submitted bids within budget. The recommend bid is $50.00 more than the lowest bid, but includes a painted hull. Staff believes that the reflective surface of an unpainted aluminum work could be detrimental and it would cost more than $50.00 in materials and labor to have City crews do the paint work. Ald. Sanders moved to approve purchase of jon boat from Dolenshek Marine in the amount of $3,790.00. Seconded by Ald. Salentine, motion carried. Maintenance Agreements - Information Systems - Information Systems Director Joe Sommers reviewed the following maintenance agreements for the year 2000 for computer system hardware and software. A discussion was held about going on time and materials for the AS400. Maintenance Agreements 1/1/00 1/1/99 Vendor Other to 12-31-00 to 12-31-00 CarteGraph Systems, Inc (Waterview) (2-1-00 to 1-31-01) $ 495.00 $ CarteGraph Systems, Inc (Waterview) (5-1-99 to 1-31-00) 330.00 HTE (CAD with Police & Fire, Client Management, E-911) 10,871.00 10,503.00 HTE (Building Permits) 2,086.00 2,015.00 Judicial Management Systems, Inc (Municipal Court) 1,723.00 1,566.00 ACS/BRC (Financial, Payroll/Paymate, A/C Receivable, Cash Register/Receipts, Utility Billing) 10,008.00 9,440.00 NSC, Inc (AARCS) 6,995.00 6,995.00 Decision One (Police Dept, City Hall, Information Systems, Library) 12,347.30 11,837.32 ESRI (Primary ARC/INFO Floating License) 3,000.00 3,000.00 Systems & Programming Solutions, Inc (SPSI) Leisure Solutions/400 1,600.00 1,600.00 Total 49,125.30 47,286.32 Ald. Salentine moved to recommend approval of the above maintenance agreements. Seconded by Ald. Slocomb, motion carried 3-0. Review Subdivider’s Agreement and Letter of Credit for Champions Village - Addn. #3 - Plan Director Brian Turk reviewed with the committee the above Subdivider’s Agreement, Letter of Credit and Public Improvement Cost Breakdown. Ald. Slocomb moved to approve the Subdivider’s Agreement with the insertion of Item L (which references the 1992 Sewer Allocation Agreements) and the number for the sewer extension permits to reflect 37 instead of 29, the format for the Letter of Credit and the Public Improvement Cost Breakdown in the amount of $636,125.00. Seconded by Ald. Sanders, motion carried 3-0. Finance Committee Minutes Page 3 January 5, 2000 Review Subdivider’s Agreement for Rosewood Subdivision Mr. Glenn Miller appeared before the Committee with Plan Director Brian Turk to review Subdivider’s Agreement for the Rosewood Subdivision. Mr. Miller indicated that instead of a traditional Letter of Credit that he would prefer making a cash deposit to the City. Mr. Turk advised that the cash deposit must be received by the City prior to preconstruction meeting. Ald. Sanders moved to recommend approval of the Subdivider’s Agreement. Seconded by Ald. Salentine, motion carried 3-0. Review proposed application for Blue Chip Grant - Plan Department - Plan Director Brian Turk explained to the committee that Waukesha County Economic Development Corporation is seeking Blue chip grant proposals for the 2000 calendar year. Brian noted that the current Economic Development strategic Plan is in need of substantial revisions, especially in light of the fact that the industrial park is sold out, the development of a new business park has been controversial, and the 2010 Comprehensive Plan Committee is poised to make several land use recommendations that do not necessarily reflect on past practices. Brian is suggesting that the City apply for the grant to evaluate the 1993 Plan, update it, and public the revised document noting that the work would be deferred until Fall of 2000 when the department is relocated out of the Muskego Room to its permanent location where staffing levels would not be hindered by the temporary space constraints. Ald. Sanders moved to recommend approval of application. Seconded by Ald. Slocomb, motion carried 3-0. Review proposed amendments to Personnel Code for Nonrepresented - Mayor explained that the proposed additions, as attached, to the Personnel Code for Nonrepresented where a result of items that were not originally offered to the Nonrepresented until agreed upon by all of the other bargaining units. Ald. Slocomb moved to recommend approval of the amendments noting that they would be retroactive to January 1, 1999. Seconded by Ald. Sanders, motion carried 3-0. Review CLT sketch vectoring contract - Assessor Laura Mecha appeared before the committee to review the contract with CLT for the year 2000 at an amount of $30,000, and to advise that she has worked with City Attorney Don Molter and all of his concerns have been addressed. The scope of service is what was presented to the Capital Budget committee and includes field checks, if necessary. The contract covers approximately 5700 residential properties. Commercial properties will be addressed in 2001 and 2002. Ald. Salentine moved to recommend approval of the contract. Seconded by Ald. Sanders, motion carried 3-0. Review engineering services contract with J. Spears Associates/Emerald Park - No information th was available and this item will be on the January 19 agenda. Request employee request for reimbursement of attorney fees - Schroeder - Mayor De Angelis reviewed with the committee correspondence from Wisconsin Council 40 AFSCME Staff Representative, John P. Maglio, asking that the City reimburse Mrs. Schroeder for fees incurred by her when she felt forced to retain counsel in a past sexual harassment situation. Mayor advised that this can be looked at as a situation where the employee felt that she was not getting sufficient support from the employer and, therefore, chose to seek outside council. He went on to say that all proper procedures were followed by City Staff. Ald. Salentine moved to deny request as the employee chose to consult an attorney and nothing was provided that indicates that there was no other recourse as staff did follow the proper process. Seconded by Ald. Sanders, motion carried 3-0. MAINTENANCE AGREEMENT - Election Systems & Software, Inc. in the amount of $1,485.00 for election machine support agreement. Ald. Sanders moved to approve. Seconded by Ald. Salentine, motion carried 3-0. Finance Committee Minutes Page 4 January 5, 2000 FINANCE DIRECTORS REPORT Finance Director Gunderson reported that she has not received correspondence from Larry Yeager’s attorney since his e-mail regarding Mr. Yeager’s outstanding charges going to collection. The committee agreed that the Finance Director reply to Cramer, Multhauf and Hammes LLP and notify them that if their formal letter is not received within 10 days, the account will be forwarded to collections. Finance Director Gunderson also informed the committee that Carolyn Warhanek was hired to fill the secretarial position to be shared between Finance and Information Systems. She advised that Carolyn would be responsible for preparing and distributing the Finance Committee agenda packets from here forward. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - Mayor De Angelis advised that the Library is 90+% complete on the interior; several issues still to be resolved prior to final completion. Still waiting for lights in parking lot to be replaced. Mayor also advised that there will be a regularly scheduled site review on Monday, 1/10/2000 at 8:00 AM and he will prepare public notice in case any aldermen would be available and would like to attend. ADJOURNMENT - Ald. Slocomb moved to adjourn at 9:17 PM. Seconded by Ald. Sanders, motion carried 3-0. Respectfully submitted, Dawn R. Gunderson Finance Director /ca **RELEASE OF FUNDS Partial Release of Letter of Credit - Champions Village Original Phase. Action the Finance Committee took regarding Champions Village was inadvertently not included in the minutes and will be included in the minutes of February 22, 2000. See REDUCTION IN LETTER OF CREDIT Champion Village - Original - Developer Request.