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FM032200 FINANCE COMMITTEE - CITY OF MUSKEGO UUnapproved/DraftApproved 3/28/00 MINUTES OF MEETING HELD WEDNESDAY, MARCH 22, 2000 The meeting was called to order at 7:05 PM by Acting Chair Ald. Mark Slocomb. Also present were Committee Members Sanders, Salentine, Police Chief John Johnson, Finance Director Dawn Gunderson, and those per the attached sheet. Mayor De Angelis joined the meeting at 8:00 PM. The Recording Secretary noted that the agenda was posted on March 21, 2000 in accordance with the Open Meeting Law. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the February 22, 2000 and March 14, 2000 Finance Committee Meetings were reviewed and placed on file. REVIEW OF LICENSE APPLICATIONS - Ald. Salentine moved to approve an Operator’s License for Noreen Forrest, subject to receipt of fees, favorable police reports and verification of schooling . Seconded by Ald. Sanders. Carried by all. LICENSE APPROVALS - NONE PERIODIC LICENSE REVIEW - Denise Molkentin - Chief Johnson reports that no new records of arrest have been made involving this individual. Underage Drinking Violation - Leah’s Restaurant - Mr. Tim Bohne, part owner and Agent of Record for Leah’s was present to discuss the recent underage situation that occurred at his establishment. The individual who served to a minor has been with Leah’s for approximately 4 years. At the time of the violation, the individual was suspended from work for 2 weeks and also demoted to kitchen duty. At this time, she is working on a limited basis in the dining area. After the incident, the owners had an all-staff meeting and reinforced the need to be consistent in their carding of 35 or younger individuals. The Police Chief also thought that it would be beneficial for the restaurant to have several of the food servers licensed, which at this time, none are. The Committee was satisfied with the steps that Leah’s Restaurant has taken to ensure that this type of situation does not occur in the future. UNFINISHED BUSINESS Review Engineering Services Contract with J. Spears Associates - SEPI - Ald. Salentine moved to defer this item due to a revised contract not being available. Seconded by Ald. Sanders. Carried by all. Conservation Plan RFP (Plan Department) - The meeting with the 3 potential vendors for this project has not occurred at this time. Ald. Salentine moved to defer until the April 5, 2000 Finance Committee Meeting. Seconded by Ald. Sanders. Carried by all. NEW BUSINESS Review Status of Financial Software Replacement (Information Systems) - Joe Sommers was present to provide the Committee with a status report on this project. Civic Systems, LLC and 2 other potential vendors will be hosting demos of their software for those interested at City Hall. Civic Systems comes highly regarded and has a Utility billing component in their software. The second demo from Civic Systems will be held at the end of April and the two other software companies will be at City Hall on 3/24 and 3/28. The Committee was concerned with the lack of solid financial data Finance Committee Minutes Page 2 March 22, 2000 for Civic Systems. The Committee was surprised that the company refused a request from the City for an Annual Report. The company contends that this information is sensitive and may not be shared due to the competitive nature of their business. Dawn believes that suitable written guarantees will be made available by the company to the City. The question of running dual systems during the conversion and training curve of the new software was brought up. At this time, Dawn is unsure of the benefit of running two systems in addition to the amount of keying data into two different systems. This new system would be budgeted for during the 2001 budget cycle. Approval of Service Contracts for 2000 - In a memo, Parks Director Craig Anderson supplied the firms that he recommends be awarded the service contracts for the City of Muskego. Lawn Mowing: Robin’s Nest Landscaping provided the lowest bid ($19,500); however, their lack of equipment and size of past contracts is a concern. Craig recommends F&W Landscape Specialists who submitted a bid of $19,950. Ald. Sanders moved to approve F&W Landscape Specialists for Lawn Mowing, not to exceed $19,950. Seconded by Ald. Salentine. Carried by all. Weed Eradication: Ald. Sanders moved to approve F&W Landscape Specialist for Weed Eradication, not to exceed $725.00. Seconded by Ald. Salentine. Carried by all. City Hall/ Library Grounds Service: Ald. Salentine moved to approve Brinkman’s Greenhouse for City Hall/Library Service, not to exceed $4,000. Seconded by Ald. Sanders. Carried by all. Portable Toilet Facilities: Ald. Slocomb moved to approve Waste Management for Portable Toilet Facilities, not to exceed $7,050.85. Seconded by Ald. Salentine. Carried by all. Approval of Park Arthur Lease for 2000 - Craig Anderson provided a copy of the Lease. There are no major changes to the lease other than the addition of 2 sections of land to be used for weed tipping and fill storage. Ald. Slocomb moved to approve the 2000 Park Arthur Lease. Seconded by Ald. Sanders. Carried by all. Approval of Practice and Show Dates and Ski Lesson Dates for Water Bugs Ski Team, Inc. - Doug Aird was present to discuss this year’s date schedule. There is one more practice scheduled, but one less show, so the total numbers of days remains unchanged from last year. Ald. Slocomb also contacted Craig Anderson to inquire if any complaints had been received by his department regarding the Water Bugs use of the lake. Craig reported to Ald. Slocomb that no complaints had been received. Ald. Salentine moved to recommend approval of the practice/show/ski lesson dates for the Waters Bugs Ski Team, Inc. Seconded by Ald. Sanders. Carried by all. Ald. Slocomb mentioned that under Item 17 in the agreement, the wording may be edited to remove redundant text. Approval of Water Bugs Ski Team Inc., Lease for use of Idle Isle Building for Concession Purposes - Craig Anderson provided a written copy of the lease agreement and is recommending approval. There is nothing new in this agreement. Ald. Salentine moved to recommend approval of the Water Bugs Ski Team Lease for the use of the Idle Isle building for concession purposes. Seconded by Ald. Sanders. Carried by all. Approval of Ski Jump Agreement with Water Bugs Ski Team Inc., - Craig supplied a written agreement for the Committee to review. No changes to this agreement. However, 2 lights will be placed on the jump for better safety. Ald. Sanders moved to recommend approval of the Ski Jump agreement with the Water Bugs Ski Team. Seconded by Ald. Salentine. Carried by all. Ald. Sanders questioned Doug Aird regarding the mechanics of the lighting fixtures and thought that they may be good additions to the Big Lake Landing area. Approval of Muskego Historical Settlement Centre Site Plan - Phase I - In a memo, Craig Anderson supplied the Committee with a proposal from Richard Beisser, Architect for design work on Finance Committee Minutes Page 3 March 22, 2000 a conceptual plan for the Historical Settlement Centre Site. The first phase will cost the City $700. Ald. Slocomb moved to approve the Muskego Historical Settlement Centre Site Plan Phase I, not to exceed $700. Seconded by Ald. Salentine. Carried by all. Renewal of Police Liaison Program - Chief Johnson reports that this initiative continues to meet all of the expectations of the Schools, Parents and the Police Department. Ald. Sanders moved to recommend approval of the Renewal of the Liaison Program. Seconded by Ald. Salentine. Carried by all. MAINTENANCE AGREEMENT(s) - Basic Hardware Agreement (PD): Chief Johnson reports that this agreement is for the basic hardware used by his department. The agreement runs for 2 years with an option to extend the agreement for an additional 2 years with a yearly increase not to exceed 3%. The cost of the agreement is $2,935. Ald. Slocomb moved to approve the Basic Hardware Agreement at a cost of $2,935 for two years with an option to extend for two additional years. Yearly price increase not to exceed 3%. Seconded by Ald. Sanders. Carried by all. A brief discussion regarding the recent Legislation regarding 911 service and the fees collected by Ameritech. A request for financial justification for the 14 cent per resident per month was requested but not provided by Ameritech. Copier Maintenance Agreement (PD): Chief Johnson is requesting $578.44 for Gordon Flesch for a maintenance agreement for their copier. Ald. Salentine moved to approve $578.44 maintenance agreement for Gordon Flesch. Seconded by Ald. Sanders. Carried by all. VOUCHER APPROVAL - NONE RELEASE OF FUNDS - NONE FINANCE DIRECTORS REPORT - Director Gunderson will be bringing a 1999 budget amendment to the next Tuesday Finance Committee Meeting. With the auditors present, they will be able to review the amendment and include the amendment in the 1999 audit. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - The Mayor reports that the Library punch-list is approximately 50% complete. Parking lot lighting issue has been resolved and will be corrected. Parking lot grading issue has not been resolved between the City and the contractor. The software program controlled off-site in South Carolina for the parking lot and exterior lighting has been found to have a few glitches. At this time the lights will remain off until this problem is fixed. The Mayor also reports that the bid opening for the asbestos work has been held over for one more week to all those submitting bids to get their numerous questions answered. An Addendum was sent to all parties today. Ald. Slocomb has requested that a floor mat service be considered during the 2001 budget process. He feels that the mats are worn and unsightly. The Mayor reports that City Hall has gone to a dial-up service to a remote location for the Fire Alarm System that had recently failed. This will cost $30.00 per month. Considerably cheaper than fixing the current system. ADJOURNMENT - Ald. Slocomb moved to adjourn at 8:45 PM. Seconded by Ald. Sanders. Carried by all. Respectfully submitted, Finance Committee Minutes Page 4 March 22, 2000 Linda Gulgowski Recording Secretary