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FM041900 FINANCE COMMITTEE - CITY OF MUSKEGO Approved MINUTES OF MEETING HELD WEDNESDAY, April 19, 2000 The meeting was called to order at 7:13 PM by Mayor De Angelis. Also present were Committee Members Slocomb and Salentine, Finance Director Dawn Gunderson, and those per the attached sheet. Committee member Sanders was absent. The agenda was posted in accordance with the Open Meeting Law. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the April 11, 2000 Finance Committee Meeting were reviewed and placed on file. REVIEW OF LICENSE APPLICATIONS - Ald. Salentine moved to approve Assignment of Agent to Anne Ryan for the Durham Hill Convenience Center, contingent upon receipt of fees, favorable police report and completion/verification of schooling. Seconded by Ald. Slocomb. Carried by all. LICENSE APPROVALS – Amendment to Outside Premise and Outside Dance Permits – In a memo Deputy Clerk Jill Blenski explained that Mr. and Mrs. Mather are requesting a special one-time th permit for live music on June 10, their current permit does not permit live music. The owners are th hosting weddings at their establishment on June 10 and June 24, 2000. The music will end at 10:30 PM. The Licensed Premise Amendment will also need to include the parking lot for these events until 11:00 p.m. Discussion by the Committee regarding the most appropriate place for the live band to set up with the least amount of residents impacted. Ald. Salentine moved to approve the Amendment with the live music to be set-up in the northwest corner of the parking lot. Seconded by Ald. Slocomb. Carried by all. Request for Outside Dance Permit – Bushy Fest – Ms. Lynn Kurer was present to request an outside dance permit for this year’s Busy Fest. The event will be held from July 14-16, 2000. The Committee reviewed the complaint file regarding last year’s events. Only one complaint was filed. Ms. Kurer has notified residents near the establishment about the upcoming party and she believes that this has reduced the amount of complaints filed with the Police Department. Ald. Salentine moved to approve the Outside Dance Permit for Bushy Fest under the same conditions as last year. Seconded by Ald. Slocomb. Carried by all. PERIODIC LICENSE REVIEW – The Mayor provided a worksheet that the Committee will be utilizing for the May License process. Other than minor adjustments to the document, the Committee believed that this will help streamline the process. 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. Salentine. Carried by all. NEW BUSINESS Department of Revenue Charge for Dyer/Vitrano/Vitrano 1999 Cases (Laura Mecha) – Laura Mecha was present to request $758.07 for this cost. The City owes the State for the hearing due to the assessment not being sustained. Laura is requesting that the money be transferred from Contingency to the Board of Review account (100.01.04.00.5802). Ald. Slocomb moved to approve $758.07 to be transferred from Contingency to the Board of Review account. Seconded by Ald. Salentine. Carried by all. Laura also asked the Committee if they would like Finance Committee Minutes Page 2 April 19, 2000 her to budget additional monies for the Board of Review account to cover these expenses? The Committee felt that budgeting for these costs was not necessary at this time. Discuss Purchase of Kurth Park Playground Equipment – In a memo, Craig Anderson provided a cost break down of the playground amenities. The $30,000 for the project has been budgeted and will come from the Park Dedication for Kurth Park. Ald. Slocomb moved to approve the Kurth Park playground equipment purchase of $30,000. Money to come from Park Dedication for Kurth Park fund. Seconded by Ald. Salentine. Carried by all. Discuss 6” Water Main Install at Manchester Hill Park - In a memo, Craig Anderson has requested that this Committee approve $18,000 for the installation of the 6” water main at the park. This water will be used to provide water to the area for future toilet facilities and to flood the skating rink. Money is to come from the Park Dedication account. Ald. Slocomb moved to approve the installation of the 6” water main at Manchester Hill Park, not to exceed $18,000. Money to come from the Park Dedication account. Seconded by Ald. Salentine. Carried by all. Salentine-Loughney Subdividers Agreement and Public Improvement Cost Breakdown – Mr. Loughney and Mr. Salentine were present to discuss the agreement as well as the cost breakdown complied by Sean McMullen. Dustin Wolf was present to discuss the document. Upon review of the agreement it was determined that several areas need to be either deleted or amended. Committee reviewed the entire document and made several suggested edits with regard to Drainage and the Master Grading plan, Tenants Rights, Tree Planting requirements (to be deleted), verbiage in Deed Restrictions and required additional notations on the Certified Survey Maps. Ald. Salentine moved to defer until the May 3, 2000 Finance Committee Meeting and a re-write of the document is completed with City Attorney review/approval. Seconded by Ald. Slocomb. Carried by all. Hiring of Special Counsel – City Assessor – Laura Mecha was present to discuss this issue with the Committee. In anticipation of the Board of Review for next month, she is requesting special counsel to represent her office. After contacting several attorneys, Attorney Stephen Hayes has been selected by her to perform this task at $175.00 per hour. Ald. Salentine moved to recommend to Council approval to hire Mr. Hayes at $175.00 per hour as special counsel to represent the City Assessor’s office. Seconded by Ald. Slocomb. Carried by all. Considering the Revaluation for next year, the committee suggested that the Assessor place money in her 2001 budget for hiring special counsel. Review Purchase of Tress for Parks – Tom Zagar, Lakes Project Coordinator, was present to request the purchase of 36 trees at a cost of $3,240. A sheet describing the number, cost species and vendor for the trees was provided to the Committee for review. The tree types were selected in conjunction with the approved Urban Forestry plan. The trees will be placed in Idle Isle Park, Manchester Hill Park and Bluhm. Ald. Salentine moved to approve the purchase of the trees at a cost of $3,240, giving Tom the authority to procure the trees prior to Council due to the low quantities of the species at the selected vendors. Seconded by Ald. Slocomb. Carried by all. MAINTENANCE AGREEMENT – Mail Processing Equipment - In a memo, Jill Blenski of the Clerk’s Office is requesting approval of the maintenance agreement for the mailing machine. The agreement covers May 1, 2000 – April 30, 2001. The invoice represents a 5% increase ($25.00) from last year. Money is available in the 2000 budget for the maintenance of this equipment. Ald. Salentine moved to approve the maintenance agreement for the mail processing equipment. Seconded by Ald. Slocomb. Carried by all. VOUCHER APPROVAL - NONE Finance Committee Minutes Page 3 April 19, 2000 RELEASE OF FUNDS – Rosewood Estates Cash Bond - $18,665.19 Relating to Engineering Invoices Paid to Date – Ald. Salentine moved to approve the release of funds totaling $18,665.19, reducing the bond required for the project. Seconded by Ald. Slocomb. Carried by all. Rosewood Estates Cash Bond - $148,000.00 Relating to DF Tomasini Invoices Paid to Date – Ald. Slocomb moved to approve the release of funds totaling $148,000.00, reducing the bond requirement for the project. Seconded by Ald. Salentine. Carried by all. REDUCTION IN LETTER OF CREDIT - None FINANCE DIRECTORS REPORT - Director Gunderson reports that her department is in their new quarters at the Police Department. She commended the staff of DPW and Information Services in making the transition very trouble free. Dawn also reports that several staff members have approached her regarding the Wisconsin Retirement Fund for deferred compensation plan options. Many staff members believe that their administration costs may be lower than the current service provider. She will be providing information at a future meeting for consideration in joining the program. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - The Mayor reports that the Library has moved into their new building. Other departments will complete the moving process by the end of next week. At this time, the asbestos abatement and construction contracts for the City Hall project have yet to be finalized. The Library is still missing tables and end units for the bookshelves. The tables will not arrive prior to the formal opening of the Library however; tables from other areas will be used until they are delivered. The preview party for donors to the Library will be on April 30, 2000 with the grand public opening on May 1, 2000. ADJOURNMENT - Ald. Slocomb moved to adjourn at 8:55 PM. Seconded by Ald. Salentine. Carried by all. Respectfully submitted, Linda Gulgowski Recording Secretary