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FM080801 CITY OF MUSKEGO FINANCE COMMITTEE MINUTES Approved Wednesday, August 8, 2001 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor De Angelis called the meeting to order at 7:08 PM. Also in attendance were Committee Members, Ald. Slocomb, Ald. Salentine, and Ald. Sanders, Finance Director Dawn Gunderson, Planning Director Brian Turk, Assistant Plan Director Dustin Wolff, GIS Coordinator Emily Champagne, and those per attached sheet. The agenda was posted in accordance with the Open Meeting Law on August 3, 2001. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the July 24, 2001 Finance Committee Meeting were reviewed. Ald. Sanders moved to approve the minutes. Seconded by Ald. Slocomb. Carried by all. LICENSE APPROVALS Ald. Salentine moved to recommend approval of Operator’s License for Amy Brown Tipton, Kenneth Frenz, Adrienne Hansen, and Terry Matthias, subject to receipt of fees, favorable police reports and verification of schooling. Motion is also to recommend approval of Temporary License for Sheri Frazier, subject to receipt of fees and favorable police report. Seconded by Ald. Sanders. Carried by all. Brian Lesniewski was interviewed separately for Operator’s License due to committee not having received police report. After discussion, Ald. Salentine moved to recommend approval of Operator’s License, subject to receipt of fees, favorable police report and verification of schooling. Seconded by Ald. Slocomb. Carried by all. PERIODIC LICENSE REVIEW Temporary Class “B”/”Class B” Retailer’s License and Temporary Operator License for Muskego Corvette Club – 8/25/01 – After discussion, Ald. Salentine moved to recommend approval of Temporary Class ”B”/”Class B” Retailer’s License for the event of the Muskego Corvette Club to be held on August 25, 2001 subject to an officer of the organization signing the application for license. Seconded by Ald. Slocomb. Carried by all. Periodic Review of Operator’s License Operator’s License – Jerome Krupa - Letter from Muskego Police Department reported a check with the Wisconsin Crime Information Bureau and their records reveal no new record of arrest for Jerome J. Krupa UNFINISHED BUSINESS Review Proposal for Long Term Disability Insurance – Finance Director Dawn Gunderson has received from AFSCME written notification of no interest by union members in the Long Term Disability Insurance. Gunderson is still waiting for written notification from other parties involved to state if there is any interest or not. Ald. Salentine moved to defer to the Wednesday, August 22, 2001 Finance Meeting. Seconded by Ald. Sanders. Carried by all. 2001 - 2002 Fees for GIS Custom Services – Planning Director Brian Turk presented memorandum explaining that in 1999 the Planning Department established a procedure to review fees every two years, with the charges to be based upon the actual cost of providing services. GIS fees were established in 2000, and are based on the actual hourly wage and benefit rate for the GIS Coordinator position. Ald. Sanders moved to approve a 2001 – 2002 fee schedule for GIS Custom Services of $22.54 per hour of service. Seconded by Ald. Slocomb. Carried by all. 2001 - 2002 Fees for Planning/Zoning Services – After discussion, Ald. Sanders moved to defer to the Wednesday, August 22, 2001 Finance Meeting. Seconded by Ald. Salentine. Carried by all. Finance Committee Meeting August 8, 2001 - Page 2 NEW BUSINESS GIS Capital Requests – Planning Director Brian Turk provided memorandum requesting to remove items from the proposed 2002 Capital Budget and request the purchase of the following items with 2001 Capital Budget funds which are expected to have a surplus of $35,000.00. GIS/CAD Server per attached specifications, including on site installation $ 6,850.00 Server software, building cabling, equipment cabinet, 5 additional client licenses 2,500.00 Laptop computer for Planning Department to GIS specifications per quote 3,500.00 ArcGIS fixed license for laptop per quote 1,200.00 ArcIMS software for intranet deployment of GIS per specifications 7,500.00 High resolution monitor for Civil Technician per specifications 1,900.00 High resolution monitor for Assistant Plan Director per specifications 1,900.00 One AutoCAD 2000i/Map r.5 server based floating per quote 2,800.00 Total $28,150.00 Ald. Salentine moved to approve the above items for a total of $28,150.00. Seconded by Ald. Sanders. Carried by all. Authorization to apply for Stewardship conservation grant funds Engel-Ewald property acquisition – In memorandum, Lakes Project Coordinator Tom Zagar stated the City of Muskego is eligible to apply for Knowles-Nelson Stewardship grant assistance to cost-share (50/50) the acquisition of “nature based” lands. The Ewald-Engle property is a favorable candidate for this grant program. Planning Director Turk explained the grant and answered questions. Discussion occurred on financing with funding from Special Revenue Fund. Ald. Sanders moved to recommend approval to apply for Knowles-Nelson Stewardship Conservation Grant for the Engel-Ewald property acquisition. Seconded by Ald. Salentine. Ald. Sanders amended motion to include “subject up to 50% of appraisal”. Carried by all. Release of Park and Open Space Land Reservation, Outlot 1 Rosewood Estates – Assistant Plan Director Dustin Wolff presented memorandum stating that the prior edition of the City’s Park and Open Space Plan called for the acquisition of environmental lands in the Rosewood Estates area. During the platting of Rosewood Estates, the City declined the acquisition, and amended the Plan to delete reference to a public park in this vicinity. The Plan Commission and Council did require the application of a preservation easement on the outlot. The property owner now is requesting permission to subdivide the outlot into (9) nine single family parcels and one outlot. Plan staff recommends the removal of the preservation easement, this would be completed by the owner’s surveyor by an Affidavit of Correction, subject to the placement of a new Preservation Easement on the wetland areas. Ald. Salentine moved to recommend approval of removal of preservation easement subject to the placement of a new preservation easement on the wetlands. Seconded by Ald. Sanders. Carried by all. Approval for Jensen Park baseball field fencing – Memorandum was received from Craig Anderson, Parks & Recreation Director, providing quote and the Parks and Recreation Board’s recommendation for a new backstop and replacement of the foul line fencing at the Jensen Park baseball field. Ald. Salentine moved to approve the optional 20 foot high backstop fencing and replacing the foul line fencing at the Jensen Park baseball field for $8,206.00. Monies to come from the Park Dedication account. Seconded by Ald. Slocomb. Seconded by all. Land Development AUTOCAD upgrades – Engineering/Building Director Sean McMullen provided memorandum stating that several users were using the same license agreement at the same time. Arrangements have been worked out with AutoDesk to allow the use of existing programs with assurances that licensed software will be installed by December 31, 2001. The following upgrades will bring the engineering department into compliance with the license agreements from AutoDesk and will also serve the new software platform for the department. The new software also allows multiple users to use the software. Full upgrade of AUTOCAD R14 to LDD R3 with subscription $1,992.00 Full upgrade of 2001i to LDD R3 with subscription 1,752.00 AutoDesk Civil Design 3.0 with subscription 2 seats @ $2,123.65 4,247.30 AutoDesk Survey 3.0 with subscription 2 seats @ $782.65 1,565.30 Total $9,556.60 Ald. Slocomb moved to approve $9,556.60 for the above items, monies to come from Contingency. Seconded by Ald. Sanders. Carried by all. Finance Committee Meeting August 8, 2001 - Page 3 Quietwood Creek Letter of Credit Amendment – Sean McMullen, Engineering/Building Director, sent memorandum with his recommendation to approve Letter of Credit Amendment. The developers have been required to extend the letter of credit to ensure that all of the punch list and utility adjustments are properly completed. Ald. Salentine moved to approve Letter of Credit Amendment for the Off-site improvements for the Quietwood Creek Subdivision and allow Mayor De Angelis and City Clerk- Treasurer Jean Marenda to duly confirm the amendment extending the letter of credit to November 14, 2001, subject to verification of November 14, 2001 date. Seconded by Ald. Sanders. Carried by all. On August 9, 2001 McMullen verified that the November 14, 2001 date is correct. 2001 Budget Amendment – Finance Director Gunderson presented amendment to the 2001 Budget. The amendment is accomplishing the accumulation of what the Finance Committee has reviewed up until this time and recommendations made and to insure compliance with the expenditure restraint program to make application for that for next year’s funding. Presented were amendments to General Fund and Special Revenue Funds. Gunderson explained the establishment of a new Capital Equipment Fund that is within the Capital Project Fund category for financial reporting purposes. This fund is where capital budget is amended and broken into two pieces; a piece that is financed by borrowing and a piece that is financed by non-borrowing funds. Gunderson explained in detail transfers to new Capital Equipment Fund. Ald. Slocomb moved to recommend approval of 2001 Budget Amendment. Seconded by Ald. Sanders. Carried by all. MAINTENANCE AGREEMENTS - None RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT Sarah Estates Letter of Credit Reduction, $153,275.00 – Sean McMullen, Engineering/Building Director, sent memorandum requesting a reduction in letter of credit for the sanitary sewer, water main and storm sewer completed to date. Ald. Slocomb moved to approve reduction in letter of credit for Sarah Estates in the amount of $153,275.00 to cover work completed for underground utility installations to date. Seconded by Ald. Salentine. Carried by all. Quietwood Creek Letter of Credit Reduction, $36,846.50 – Memorandum was received from Sean McMullen noting the developers are requesting a reduction of $74,956.00 for asphalt paving, curb and gutter and site grading. The letter of credit was previously reduced by $35,110.00 for site grading on June 6, 2001. At this time, McMullen is recommending the letter of credit be reduced by $36,846.50. Ald. Salentine moved to approve reduction in letter of credit for Quietwood Creek in the amount of $36,846.50 contingent on the developer’s deposit being brought into compliance with City policy and satisfaction of payment from Sunny Slope Grading for the $35,110.00 that has previously been reduced. Seconded by Ald. Slocomb. Carried by all. VOUCHER APPROVAL - None FINANCE DIRECTOR’S REPORT - Finance Director Gunderson stated the training has taken place in converting to the new payroll system. A few issues with the conversion have come up and it is the goal to have the next payroll on the new system. General Ledger training will take place August 21 through the 24. Last week a Wisconsin Sales Tax audit was completed with report to follow on items that should have been taxed. The employee picnic will take place Thursday, August 9, 2001. Gunderson stated she passed the final exam to become a Certified Public Finance Officer. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - None ADJOURNMENT – Being no further business to discuss, Ald. Slocomb moved to adjourn the meeting at 8:34 PM. Seconded by Ald. Sanders. Carried by all. Respectfully Submitted, Carolyn Warhanek Recording Secretary