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FM040500 FINANCE COMMITTEE - CITY OF MUSKEGO UUnapproved/DraftApproved MINUTES OF MEETING HELD WEDNESDAY, April 5, 2000 The meeting was called to order at 7:12 PM by Mayor De Angelis. Also present were Committee Members Sanders and Slocomb, Finance Director Dawn Gunderson, and those per the attached sheet. Committee member Salentine was excused. Also in attendance were Ald. Patterson (arrived at 7:30 PM) and Ald. LeDoux (arrived at 8:30 PM) The agenda was posted on April 4, 2000 in accordance with the Open Meeting Law. NOTICE OF CLOSED SESSION - The Mayor read the notice of Closed Session. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the March 28, 2000 Finance Committee Meeting were reviewed and placed on file. REVIEW OF LICENSE APPLICATIONS - Ald. Sanders moved to approve an Operator’s License for Theresa Kallies, Barbara Yates, Michele Bartz, Candyce Guenzler and Sherice Davis, subject to receipt of fees, favorable police reports and verification of schooling . Seconded by Ald. Slocomb. Carried by all. LICENSE APPROVALS - Outside Dance - Broke Spoke - Ms. Kathleen Farber was present on behalf of the establishment requesting an outside dance permit/field parking for the following events: June 3, 2000 - Poker Run (4:30 - 8:30 PM) with parking in the filed if necessary. July 28 and 29, 2000 - Anniversary Party (8:00 - 12:00 both evenings) with parking in the field. June 17, 2000 - Crawfish Boil, request for field parking only. The Committee reviewed the request along with the numerous complaints that were filed for other events at the establishment. A discussion regarding the time for the music to end on Friday (7/28/2000), since last year the music was to end at 11:00.PM. Ald. Sanders moved to approve the outside dance permit and field parking for the dates and times as requested with the exception of July 28, 2000. Music will end promptly at 11:00 PM on that date. Seconded by Ald. Slocomb. Carried by all. PERIODIC LICENSE REVIEW - None CLOSED SESSION Interview With Consultants for Preparation of Conservation Plan RFP - Due to the cooperation of the consultants, a Closed Session was not necessary. Brian stated that the 3 consultants invited to this meeting were selected after an intensive preliminary interview process. Each consultant was given 15 minutes to explain how their firm could best accommodate the City of Muskego’s needs. The Committee was given 30 minutes per consultant for questions. Planning and Design Institute, Inc., Milwaukee, WI - Larry Witzling and Carolyn Esswein were present as the lead personnel from this firm on this project. The individuals provided the Committee an audio/ visual presentation on what their company could provide to the City. Their cost estimate would not exceed $53,075. Smith Group JJR, Madison, WI - M. Kathleen Sullivan was present to provide an audio/visual concept of their firm‘s ability to handle the City of Muskego’s conservation needs. Ms. Sullivan will be providing Ald. Patterson with additional contacts to be utilized as references. Their cost estimate was a fixed rate of $99,000. Finance Committee Minutes Page 2 April 5, 2000 Applied Ecological Services/Vandewalle & Associates, Brodhead, WI and Madison, WI - John Larson of AES and Michael Slavney of Vandewalle were present to communicate their combined firms’ strength and ability to properly manage the City’s conservation needs. AES provides the scientific elements to the plan where Vandewalle works on the implementation process. Mr. Larson will be providing the Planning Department with his contacts at the DNR as additional references. Their cost estimate was not to exceed $150,245. UNFINISHED BUSINESS Review Engineering Services Contract with J. Spears Associates - SEPI - Ald. Slocomb moved to defer this item due to a revised contract not being available. Seconded by Ald. Sanders. Carried by all. Review Assignment BFI Contract - The Mayor provided a memo from the City Attorney stating that he has reviewed the document and recommends approval but would like the City to adopt a resolution that has the Mayor signing the document after all other parties have signed. Ald. Slocomb moved to recommend to Council approval of BFI contract. Seconded by Ald. Sanders. Carried by all. NEW BUSINESS Consider Dedication of Land in Lieu of Fees and Bike Path Construction, Salentine and Loughney CSM’s - Kelsey Drive - Wayne Salentine and John Loughney were present to discuss proposal for their parcels of land that they wish to divide. Salentine is dividing 9 lots with 1 large lot (approximately 9 acres) being dedicated to the City in lieu of Park Dedication fees and the future bike path construction. Abutting that parcel, John Loughney is planning on dividing a parcel into 5 lots. The Committee requests that the potential bike path location be noted on each CSM in order to ensure that the purchaser is aware of the potential of a bike path. Salentine also may have the set- backs on his parcels set to 125 feet in order to keep the feel “open” along Kelsey. Ald. Sanders moved to accept the dedication of land in lieu of fees and future bike path construction for all 14 lots on Loughney and Salentine property. Seconded by Ald. Slocomb. Carried by all. The land donated has a value of over $80,000 and the fees that would have been charged to Salentine would have been $5,400 and Loughney $3,000. Recommendation of Consultant for Conservation Plan RFP - After the interview of the 3 firms invited to participate. The Committee discussed the merits of each participant and which firm could provide the best service for the City for this long term project with far-reaching implications. The Committee and the Mayor feel that this is an investment that will benefit and guide the City for the next 20-40 years. Ald. Slocomb moved to recommend to Council approval of AES/Vandewalle & Associates as the consultant for the Conservation Plan. Seconded by Ald. Sanders. Carried by all. The Mayor advised that funding for this project would come from the Land and Open Space Conservation Fund which was established in the 2000 budget with a transfer from the Landfill Fund. The Finance Director and the Plan Director will work up a proposed 2000 budget amendment for this Special Revenue Fund to allow for the Conservation Plan and other administrative expenses. This will be presented to Tuesday’s Finance Committee and Common Council. Review of bids for Asbestos Removal and Recommendation - In a memo, Sean McMullen provided R&M’s recommendation for an asbestos remover for City Hall. Balestrieri Environmental & Development provided a base bid of $20,860. Ald. Slocomb moved to approve Balestrieri Environmental & Development at a base bid of $20,860. Seconded by Ald. Sanders. Carried Finance Committee Minutes Page 3 April 5, 2000 by all. The Mayor informed the Committee that an independent firm will do the daily monitoring of air quality during the removal process. MAINTENANCE AGREEMENT - Cannon Copier - In a memo, Jill Blenski of the Clerk’s Office is requesting approval of the maintenance agreement for the copier. There will be a 2.9% increase in the cost of the contract. The contract does include supplies, such as toner and staples. The cost will be fixed for one year. Ald. Sanders moved to approve the maintenance agreement for the Cannon copier. Seconded by Ald. Slocomb. Carried by all. VOUCHER APPROVAL - NONE RELEASE OF FUNDS - Durhamswood II Pond Maintenance Bond - The retention pond within this area is in need of an aeration system in order to increase the level of oxygen in the pond. The Homeowners’ Association of this subdivision has had a Maintenance Bond for the pond. At this time there is only $1,048.44 remaining in the fund and the cost of the aeration unit is $3,000. The cost not covered will be dispersed between the residents. Ald. Slocomb moved to release the remaining $1,048.44 from the Maintenance Bond. Seconded by Ald. Sanders. Carried by all. REDUCTION IN LETTER OF CREDIT - Avion Estates - Letter of Credit Reduction - In a memo, Sean McMullen from R&M reviewed the request for the reduction of funds from the subdivision. Sean recommends a reduction of $2,055.00 which will leave $1,000 for any future restoration. Ald. Sanders moved to approve the reduction in the Letter of Credit in the amount of $2,055.00. Seconded by Ald. Slocomb. Carried by all. FINANCE DIRECTORS REPORT - Director Gunderson reports that the field work for the audit is complete. A final report will be forthcoming. Dawn also reminded the Committee that her department will be moving into their temporary headquarters at the Police Department next week. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - The Mayor reports that the Library will begin the moving process next week. The large furniture has been delivered to the Library; however, some pieces are still missing. Planting has begun at the Library and the Mayor reports that the lighting fixture problems seem to be corrected with the exception of shields which will come in 4 to 6 weeks. The Mayor also stated that the Clerk-Treasurer’s Department will be the last to vacate the upstairs due to the tax-payment deadline at the end of the month. ADJOURNMENT - Ald. Slocomb moved to adjourn at 11:33 PM. Seconded by Ald. Sanders. Carried by all. Respectfully submitted, Linda Gulgowski Recording Secretary