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FM030701 CITY OF MUSKEGO FINANCE COMMITTEE MINUTES Approved Wednesday, March 7, 2001 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor De Angelis called the meeting to order at 7:00 PM. Also in attendance were Committee Members, Ald. Slocomb, Ald. Salentine, and Ald. Sanders, Finance Director Dawn Gunderson, Police Chief John Johnson, Information Systems Director Joe Sommers, and those per attached sheet. The agenda was posted in accordance with the Open Meeting Law on March 2, 2001. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the February 27, 2001 Finance Committee Meeting were reviewed. Ald. Sanders moved to approve the minutes. Seconded by Ald. Salentine. Carried by all. LICENSE APPROVALS – None PERIODIC LICENSE REVIEW - None UNFINISHED BUSINESS Purchase of PCs - Review Software & Workstation Purchases from January 3 Finance Committee - Information Systems Director Sommers presented memorandum to Committee on issues they should be aware of regarding recent PC installation with Finance Director Gunderson presenting information leading up to memorandum. After discussion it was decided HP 1100 printers would be purchased from Operating Budget as originally intended and program software for departments should be in the Operating Budget. AutoCad software for the Engineering/Building Department was not budgeted in the 2001 Operating Budget. Also noted was a PC being purchased for the Mayor’s Floater, cost to come from Special Revenue. The cost of the Engineering and GIS workstations were slightly higher than budgeted. Speakers have been requested and 5 internal modems for the new PCs have been ordered with the monies from Special Revenue. Special Revenue budget is over by $2,304.00. This amount had been authorized. After further discussion Ald. Slocomb moved to recommend approval of contingency transfer of $3,000.00 to Building Computer Operating Budget, a/c 100.02.25.00.5506. Seconded by Ald. Sanders. Carried by all. Review Proposal for Long Term Disability Insurance - Finance Director Gunderson asked Tim Pachowitz of Benefits Inc to get quotes on Long Term Disability Insurance. Tim Pachowitz presented proposal from Hartford Life (noting he requested quotes from 10 to 12 carriers). Discussion took place on Schedule of Benefits and the Duration Plan. The premium would not be deducted through the cafeteria plan. In order to get coverage 50% of the full time employees would have to participate. Tim Pachowitz to check to see if permanent part time employees would be eligible. Tim Pachowitz stated he would speak to representatives of the employees to make decision on duration of plan and to the employees to explain the plan. He recommended each employee fill out an enrollment form and he would then present a confidential personalized plan to each person. Mayor De Angelis noted he felt Hartford Life presented a plan the employees would be well served with. Before recommendation can be made the Committee has to find out which duration plan employees would like. Tim Pachowitz to come back to future Committee Meeting. NEW BUSINESS Establish Fee for Non-intoxicating Beverage License - Clerk-Treasurer Jean Marenda sent memorandum to Committee explaining that Ordinance #1057 has been proposed to add the requirement for a license for non-intoxicating beverages. 66.0433 Wis. Stats indicates that the council may grant licenses. However, at the end of (1) it states that no beverage can be sold without a license issued. Clerk-Treasurer Marenda recommended that the non-intoxicating beverage license fee for both on premise and off premise consumption be $5.00. Ald. Salentine moved to recommend approval of $5.00 fee for license of both on premise and off premise consumption of non-intoxicating beverages. Seconded by Ald. Slocomb. Carried by all. Finance Committee Meeting March 7, 2001 – Page #2 2001 Digital Copier Purchase - Engineer/Building Director Sean McMullen sent to Committee recommendation to purchase one Canon iR550 high speed copier and two Canon iR330 convenience copiers. The high speed copier will be located in the mail/copy room and the convenience copiers will be located in the Clerk’s Office and in Parks and Recreation. Ald. Slocomb stated he spoke to Engineer/Building Director McMullen and discussion took place on maintenance and cost for convenience copiers to go to network. At this time cost of maintenance would be based on a metered click charge per copy with the estimated maintenance cost for the high speed copier at $2,450.00 and the convenience copiers at $360.00. Ald. Sanders moved to approve purchase of one Cannon iR550 copier and two Canon iR330 copiers for the total amount of 30,381.00 and maintenance for all copiers in the amount of $2,810.00. Seconded by Ald. Salentine. Carried by all. Large Format Engineering Copier Purchase - Engineer/Building Director McMullen sent to Committee recommendation to purchase large scale engineering copier as quoted by Master Graphics. Ald. Salentine moved to approve purchase of large format engineering copier with the first year of support and maintenance in the amount of $9,890.00 and also the purchase of additional toner pack and developer for $564.75. Total cost $10,454.75. Seconded by Ald. Sanders. Carried by all. Increasing Fleet - Chief Johnson presented to committee memorandum requesting that the Police Department retain one vehicle of their trade-in fleet. This vehicle would be available for a liaison officer to use, and potentially for other officers who need transportation for court, schools, etc. The value of this vehicle is approximately $4,500.00. It was noted that the vehicles are 2 years old and would be rotated out each year when other vehicles are traded in. Other costs would be routine maintenance and insuring the extra vehicle. Ald. Salentine moved to approve the Police Department retaining one of the trade-in fleet vehicles. Seconded by Ald. Slocomb. Carried by all. Review Performance Assurance Form/VoiceStream - Mayor De Angelis presented Performance Assurance Assignment of Savings with VoiceStream PCS II Corporation. This is for project MW14-113C Sprint Muskego located at S108 W17044 Loomis Road. The City asked for cash or Letter of Credit. VoiceStream will set up savings account in the amount of $20,000.00 in their name with assignment to City of Muskego. This Performance Assurance Assignment of Savings shall be construed as a Letter of Credit under the laws of the State of Wisconsin. Ald. Salentine moved to approve $20,000.00 being set up in a savings account as noted on the Performance Assurance Assignment of Savings. Seconded by Ald. Slocomb. Carried by all. Review 2000 GIS Capital Budget Item - to be carried into 2001 - Finance Director Gunderson explained to Committee that GIS Capital Budget item money not spent by the end of 2000 is gone. Finance Director Gunderson would like Committee to be aware that this project is not completed and is scheduled for completion in 2001. Don Vilione of Virchow Krause and Finance Director Gunderson to look at how 2001 will comply with expenditure restraint and limitations. Ald. Sanders moved to approve carry over of funds to complete GIS project. Seconded by Ald. Slocomb. Carried by all. Review Burster/Check Signer Capital Budget Item - to be carried into 2001 - No action taken Review Request - Waiver & Reduction in Rescue Bills - Finance Director Gunderson presented two requests, 1 for waiver of payment of rescue bill and 1 for reduction in rescue bill. After discussion Finance Director Gunderson was asked to request incident report from Rescue on both accounts.. Ald. Salentine moved to defer. Seconded by Ald. Slocomb. Carried by all. MAINTENANCE AGREEMENTS - None RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT Quietwood Creek On-Site $194,394.00 & Off-site $90,821.75 - Ald. Slocomb moved to approve reduction of Letter of Credit for Quietwood Creek for on site in the amount of $194,394.00 and off Finance Committee Meeting March 7, 2001 – Page #3 site in the amount of $90,821.75 contingent on the Developer’s deposit being made current prior to any reductions being made. Seconded by Ald. Sanders. Carried by all. Rausch - Woods Rd. Sewer $45,025.00 - Ald. Salentine moved to approve reduction of Letter of Credit for Rausch - Woods Rd. Sewer which includes the force main installation and filling operations for these lots contingent on the developer’s deposit being replenished to the proper amounts. Seconded by Ald. Slocomb. Carried by all. VOUCHER APPROVAL - None FINANCE DIRECTOR’S REPORT – Next week Finance Director Gunderson, 2 or 3 of her staff and Information System Director Sommers will attend training seminar by Civic Systems on new utility billing system. From today forward we are no longer on the old system. April 1, 2001 the new utility bills should be ready. Finance Director Gunderson is recommending staying with post card billing. Finance Director Gunderson wanted to alert this Committee of an item that will appear on the next Utility Agenda. It is recommended by the CPA Firm that the water utility go to automatic rate adjustment on water utility bills. This would go into effect immediately with notice to public. The year 2000 water utility had a $4,000.00 operating loss. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - Community Center land acquisition of 60 days is not up. It started with the last day of service with the last interest party. This is either January 29, 2001 or around February 1, 2001. ADJOURNMENT – Being no further business to discuss, Ald. Slocomb moved to adjourn the meeting at 8:48 PM. Seconded by Ald. Sanders. Carried by all. Respectfully Submitted, Carolyn Warhanek Recording Secretary