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FM092000 FINANCE COMMITTEE – CITYOF MUSKEGO MINUTES OF MEETING HELD WEDNESDAY, September 20, 2000 Approved Mayor De Angelis called the meeting to order at 7:03 PM. Also in attendance were Committee Members, Ald. Sanders and Ald. Slocomb. Finance Director Dawn Gunderson, Building/Inspection Director Sean McMullen, Parks and Recreation Director Craig Anderson, Plan Director Brian Turk and those per the attached sheet. Ald. Salentine was excused. The agenda was posted in accordance with the Open Meeting Law on September 18, 2000. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the September 12, 2000 Finance Committee Meeting were reviewed. Ald. Slocomb moved to approve the minutes. Seconded by Ald. Sanders. Carried by all. LICENSE APPROVALS – Ald. Slocomb moved to approve Operators Licenses for Jennifer Duller, Rebecca Gardner and Steve Bogardt, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Sanders. Carried by all. Tom Licht was present to request a “Change of Agent” designation for himself for the Kwik Trip. The Committee discussed the need for Mr. Licht to instill in his employees the necessity to check for proper identification for any individual wishing to purchase alcoholic beverages. Mr. Licht has yet to complete the “Responsible Server” Class, but he is signed up to participate in it next week. Ald. Slocomb moved to approve the Change of Agent for Mr. Licht, contingent upon his verification of completion of the Responsible Server class. Seconded by Ald. Sanders. Carried by all. PERIODIC LICENSE REVIEW Discuss Parking Issue for Klub 24 – E.J. Salentine provided the Committee a copy of a letter he has sent to Mrs. SueAnn Shanklin regarding his need to revoke parking privileges on his lot, due to a recent renovation of his parking area. The Committee discussed the license conditions for the Klub 24 to possess a “Dance Hall” permit, with providing patrons with additional parking being one of the conditions for the issuance of the permit now being revoked by Mr. Salentine. The Committee will be requesting Mrs. Shanklin’s presence at the next regular Finance Committee meeting to discuss. UNFINISHED BUSINESS – None NEW BUSINESS Purchase of Additional Traffic Counter From 2000 Capital Budget – In a memo, Chief Johnson is requesting the purchase of a new traffic counter at a total cost of $1,200. Due to an increase in the amount of requests for traffic counts, the Police Department has found the need to an additional unit. The monies for this purchase will come from the Police 2000 Capital Budget Account. Ald. Sanders moved to approve the purchase of a new Traffic Counter, not to exceed $1,200. Seconded by Ald. Slocomb. Carried by all. Review Reorganization of Engineering/Building Inspection Department & Planning Department – Sean McMullen and Brian Turk were present to discuss the changes they are recommending for their respective departments. Brian has determined that the secretarial positions will have verbiage inserted in the job descriptions that covers cross-functional service counter support for both departments. Certain forms will be streamlined in order to ensure that those requesting permits are given complete instructions for submittal and payment due for both areas. Brian will also be eliminating the draftsperson due to the lack of cartography performed by hand now. Sean provided the Committee with a flow chart to propose his suggested changes. He recommends hiring an Engineering Tech Grade II to assist him and reduce the amount of money paid to R&M for these “Tech” type services. A newly created position of Commercial Building/Plumbing Inspector is recommended, and the elimination of the full time Soil Erosion Inspector position is recommended. The Engineering Tech II will assume erosion control duties as a part of the job function; The Planning Department’s Lakes Project Coordinator already includes the erosion control inspection tasks, and will continue to perform those duties on a back up basis. Ald. Slocomb moved to recommend to Council approval the elimination of the Engineering Finance Committee Meeting September 20, 2000 – Page #2 Technician/Building Inspector position, the Draftsman position and the Soil and Erosion Control position and the creation of the Engineering Tech II position (Grade G8) and the Commercial Building/Plumbing Inspector position (Grade M2) and adopt the changes in the job descriptions as presented. Seconded by Ald. Sanders. Carried by all. Review Proposal for Spec Rail Fence/Library – The Mayor has received numerous requests from neighbors to the south of the Library for an extension of the existing fence in order to reduce the amount of foot and bicycle traffic in the yards abutting the Library. Ald. Sanders moved to approve the installation of the fence at the Library, not to exceed $18,480. Funds to come from the Library Construction Account. Seconded by Ald. Slocomb. Carried by all. Cable RFP (Parks and Recreation) – Craig stated that 4 agencies were contacted for the Request for Proposal for this project. Only one firm responded with a quote for only design. Equipment purchase and installation was not provided in the quote given. Video Images would design the cable system for the Alderman’s Room, Council Chambers and the cable studio. The Committee questioned if the quote could be changed to “time and materials, not to exceed $5,350”. Craig will ask the respondent if they can change their quote to that wording. Ald. Slocomb moved to approve Video Images quote of $5,350 for cable system design with the Committee preferring the final contract to read, “time and materials not to exceed $5,350”. Seconded by Ald. Sanders. Carried by all. Funds to come from Cable TV Special Revenue Fund. Bluhm Ball Field Improvements (Parks and Recreation) – Craig stated that the Park and Recreation Board has recommend approval of the improvements suggested for all three fields located at Bluhm Park. MAA will be cost sharing in the improvements at a 50% rate. The City of Muskego’s portion of the costs associated with the improvements would be $10,237.50. Ald. Slocomb moved to approve the improvement plan for Bluhm Park, not to exceed $10,237.50. Seconded by Ald. Sanders. Carried by all. Funds to come from the Park Dedication Fund. Backstop Fencing for Kurth Park (Parks and Recreation) – The Park and Recreation Board has recommended that the Finance Committee approve the purchase of new backstop fencing for Kurth Park baseball field. J&R Fence provided the lowest quote at $9,520. This project would be done in the fall. The money to pay for the project would come from the Park Dedication Fund. Ald. Sanders moved to approve J&R Fence quote of $9,520 for new backstop fencing at Kurth Park. Seconded by Ald. Slocomb. Carried by all. Kurth Tennis Court Resurfacing (Parks and Recreation) – Craig reported to the Committee the poor condition of the tennis courts at Kurth Park. Additionally, a basketball hoop would also be installed on the corner of the parking lot, adjacent to the tennis courts. The total cost for this improvement would be $10,000. Funds to pay for this work would come from Park Dedication Fees. Ald. Slocomb moved to approve the court resurfacing and basketball hoop installation at Kurth Park. Costs not to exceed $10,000. Seconded by Ald. Sanders. Carried by all. Muskego Historical Settlement Centre Plan – Phase II (Parks and Recreation) – Craig supplied the Committee with a proposal from Mr. Richard Beisser (Architect). Due to discrepancies in the costs throughout the document, Ald. Slocomb moved to defer until the next Finance Committee meeting. Seconded by Ald. Sanders. Carried by all. Discuss AFSCME’s Position to Union Job Classifications & Points – Stella Dunahee; Acting Steward was present to provide the Committee with the Unions position on these issues. Due to many jobs adding and subtracting duties over the course of a year, the Union has suggested to the Committee that salary and job classification points be used at the end of the contract period as bargaining tools. The Mayor and the Committee agreed that salary could be negotiated but not job classification points. The process in which a position is classified is an approved method to correlate the person’s job responsibilities, therefore something that cannot be bargained. The Committee was to review several job positions at a th special meeting on the 11of October. With this new request from the Union, it may be possible to review the non-represented positions at a regular Finance Committee meeting. The Committee is requesting that the memo originating from the Union representation at this meeting, be changed to omit Finance Committee Meeting September 20, 2000 – Page #3 the verbiage of “negotiation of points”. Ald. Sanders contended that the annual review of the positions was done for the benefit of the employees and to adjust a persons job description if the need arose. Ald. Slocomb moved to review salary changes and management review of job points will occur at the end of the contract period. Seconded by Ald. Sanders for discussion only. Discussion continued on the benefit of an annual review of positions and points for the employees. Ald. Sanders moved to defer this item until the next regular Finance Committee meeting. Seconded by Ald. Slocomb. Carried by all. Authorize Release of Easement – Malinowski Property – The Mayor is requesting that this Committee approve a release of easement for this property. Previously, the property (two parcels) had a horseshoe shaped driveway that bisected both properties. Now the owners are selling on of the parcels and have removed the portion of the driveway that was on the adjacent property. The owners wish to have the easement for the driveway released. Ald. Sanders moved to approve the release of easement for the Malinowski property. Seconded by Ald. Slocomb. Carried by all. Approval of Chair Quote-City Hall Remodeling – Sean McMullen provided the Committee with a report that detailed the type and number of chairs that he is requesting for the project. The chairs have a lifetime warranty. A total cost for the chairs (not including Council Chamber seating) is $19,276.84. Additional samples of seating will be available for staff to test. The Committee is requesting that chair item number 4603 be provided to be tested by the Council for their seating. Ald. Sanders moved to approve the chair quote as provided by Sean McMullen contingent upon the ability to test chair model #4603. Seconded by Ald. Slocomb. Carried by all. MAINTENANCE AGREEMENTS - None RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT Quietwood Creek (Off site Letter of Credit $18,744) (On site Letter of Credit $506,865.50) – Sean reports that $18,744 was for the sanitary sewer and the $506,865 was for retention pond construction, on-site sanitary sewer, erosion control and storm sewer work on Wood Road. Ald. Slocomb moved to approve the release of $18,744 (Off site Letter of Credit) and $506,865.50 (On site Letter of Credit) for Quietwood Creek. Seconded by Ald. Sanders. Carried by all. VOUCHER APPROVAL - None FINANCE DIRECTOR’S REPORT – Dawn reports that she and the Mayor are working to complete the budget process. The figures should be ready by weeks-end; however, the narrative portion may not be finalized until next week. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – The Mayor stated that the doors that had been on backorder are to be delivered by the end of the week. The move-back phase will begin shortly with departments moving back into their renovated areas in stages. ADJOURNMENT – Being no further business to discuss, Ald. Sanders moved to adjourn the meeting at 9:20 PM. Seconded by Ald. Slocomb. Carried by all. Respectfully Submitted, Linda Gulgowski Recording Secretary