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FM120501 CITY OF MUSKEGO FINANCE COMMITTEE MINUTES Approved Wednesday, December 5, 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, Engineering/Building Director Sean McMullen, Information Systems Director Joe Sommers, Public Works Superintendent Wayne Delikat, Utility Superintendent Scott Kloskowski, and those per attached sheet. The amended agenda was posted in accordance with the Open Meeting Law on December 3, 2001. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the November 27, 2001 Finance Committee Meeting were reviewed. Ald. Slocomb moved to approve the minutes. Seconded by Ald. Salentine. Carried by all. LICENSE APPROVALS Ald. Salentine moved to recommend approval of Operator’s License for Jessica Hill, Michelle Johnston, and Keri Holzchuh subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Sanders. Carried by all. Application to Renew “Class A” Liquor License (Crossroads) for Six-Month Period - Deputy Clerk Jill Blenski sent memorandum stating Mr. Zoran Radisavcevic has applied to renew the “Class A” liquor license for Crossroads. Ald. Salentine moved to recommend approval of six month “Class A” liquor license to expire on June 30, 2002, subject to receipt of fees. Seconded by Ald. Sanders. Carried by all. Approval of Archery License for Wings & Whitetails Taxidermy Archery LLC - Copy of License Application showing that Building Inspector Al Biwer had inspected the premises and found no safety hazards was submitted. Ald. Sanders moved to recommend approval of Archery License for Wings & Whitetails Taxidermy Archery LLC. Seconded by Ald. Slocomb. Mayor De Angelis stated Winds & Whitetails Taxidermy Archery LLC would like to open this weekend. The Committee stated they had no problem with opening this weekend. Carried by all. PERIODIC LICENSE REVIEW Justin E. Prening - A check with Wisconsin Crime Information Bureau and the City of Muskego Police Department records revealed no new issues. UNFINISHED BUSINESS Review Cleaning Service Quotes for 2002 – Two quotes were received which included an addendum made to service contract for 2002 to add cleaning of Veterans Parks, Horn Park, Bluhm Park, Lions Park, and Kurth Park (May - Sept.) A letter from George Wolwak, maintenance Department was submitted reviewing concerns and improvements with Jani-King of Milwaukee (2001 contract). Engineering/Building Director Sean McMullen stated the issues with Jani-King do not warrant changing the current vendor. Two quotes were received: Dan Plautz Jani-King City Hall (monthly) $ 2,400.00 $ 2,145.00 Police Department (monthly) 2,360.00 1,603.00 Library (monthly) 2,690.00 2,466.00 DPW Garage (monthly) 669.00 475.00 Parks Building (monthly) 413.00 291.00 Pavilion & Park Bathrooms (seasonal) 5,312.00 4,325.00 Ald. Salentine moved to recommend approval of 2002 cleaning service quote and addendum quote from Jani-King. Seconded by Ald. Sanders. Carried by all. Finance Committee Meeting December 5, 2001 - Page 2 NEW BUSINESS 2002 Capital Budget Request Approval - Parks & Recreation Director Craig Anderson sent a letter requesting approval to order the 2002 Dodge Ram (1 ton with plow) now and accept delivery in January. The truck would be paid for in 2002. The truck was approved in the 2002 Capital Budget. Ald Sanders moved to approve ordering Dodge Ram for $30,886.00. Seconded by Ald Salentine. Carried by all. Anderson is also requesting approval to order the two items stated below in January 2002. Item Actual Amount (Corrected 12/11/01) 2002 Commercial Out Front Mower $11,590.00 (with trade) $11,590 (with trade) 2002 Kubota 52” Sweeper 2,900.00 3,100 Total $14,490.00 $14,690 Ald. Sanders moved to approve the ordering of the above items as stated for a total of $14,490.00. Seconded by Ald. Slocomb. Carried by all. (Action was reconsidered at the 12/11/2001 meeting to correct amounts.) Approval of Veterans Memorial Park Restoration Quote - Letter was received from Parks & Recreation Director Craig Anderson stating the Parks & Recreation Board is recommending for approval the restoration quote from F&W Landscape Specialists for Veterans Memorial Park. Two quotes were received: Lamb’s Nursery $5,038.00 F&W Landscape Specialists 4,500.00 Restoration work includes the removal of the gravel walkways, grading the trenched areas from electrical runs for the lights and the sewer/water laterals to the pavilion, spreading fill, and spreading grass seed with starter fertilizer and mulched in straw. Monies from Park Dedication. Ald Sanders moved to approve quote from F&W Landscape for $4,500.00. Seconded by Ald Slocomb. Carried by all. Approval of Bid for 1987 GMC Truck - Letter was received from Parks & Recreation Director Craig Anderson stating two bids were received for the sale of the 1987 GMC 4 x 4 Dump Truck. Schaefer Snowplowing $4,255.00 Steve Sobieski 1,502.00 Ald. Sanders moved to approve bid from Schaefer Snowplowing for $4,255.00. Seconded by Ald. Salentine. Carried by all. Review Resolution for New Positions Established through 2002 Budget – Finance Director Dawn Gunderson presented new and revised positions for 2002. After discussion, Ald. Salentine moved to recommend approval of the new and revised positions as follows and to have resolution reflect Police Department Community/Crime Prevention Officer, Building Inspector, and Associate Planner positions be reviewed by Finance Committee prior to posting. Position Hire Date New Positions: Human Resources/Assistant Administrator (full time) 01/01/02 Community/Crime Prevention Officer (full time) 09/01/02 Engineer I (full time) 01/01/02 Civil Tech I (full time) 01/01/02 Building Inspector (part time) 06/01/02 Associate Planner 06/01/02 Utility Maintenance Man 01/01/02 Revised Positions Executive Assistant to Mayor/Human Resources Coordinator Effective upon hiring HR/Assist Admin Assistant Plan Director 01/01/02 Conservation Coordinator/Urban Forester 01/01/02 Seconded by Ald. Slocomb. Carried by all. Review Delinquent Personal Property Taxes – Clerk-Treasurer sent memorandum with attachment of a list of Delinquent Personal Property Taxes for 1999, 1998, 1997, and 1996. Attempts at collection have failed. The City’s share to write off is less than the 35% charged by the collection agency. Ald. Sanders moved to approve publishing, in official newspaper, a list of names that owe Delinquent Personal Property Taxes, amounts, and reason. Seconded by Ald. Salentine. Carried by all. Finance Committee Meeting December 5, 2001 - Page 3 Discuss Denial of Claims - J. von Sebo and Mueller – Clerk-Treasurer submitted letters from Midwest Claims Service. The first letter states Midwest Claims Service recommends the claim from Mr. J von Sebo alleging damage to personal property as a result of rusty water and the chemical Red B Gone administered by the City to residences to take out any rust stains caused by the water be denied pursuant to the Wisconsin statue for disallowance of claim 893.80(1g). The basis for the denial of this claim should be that the City of Muskego Water Department is not negligent. Utility Superintendent Scott Kloskowski answered question of Committee. The second letter states Midwest Claims Service recommends the claim from Ms. Mueller for damage to vehicle be denied pursuant to the Wisconsin state for disallowance of claim 893.80(1g). The basis of this denial should be that after Midwest Claims Service completed their investigation they are not able to prove that the City was responsible for the damage to Ms. Mueller’s vehicle. Ald. Salentine moved to recommend denial of claims by Mr. J von Sebo and Ms. Mueller. Seconded by Ald Slocomb. Carried by all. Review Request for Recreation Application – Information Systems Director Joe Sommers presented memorandum and quotes for Phase 1 of the Recreation Registration Application. Major functions that will be added with the new software are interfaces to cash receipts and desktop publishing, separation of credit card transactions for balancing the books, allowing registration of classes and payment over the Internet, facilities maintenance, ability to expand and handle membership and other functions required by the Community Center, and automated statistical reporting. After demonstrations by three vendors, Class was unanimously chosen by Recreation Staff as the vendor that best met their needs. After discussion, Ald Salentine moved to approve $46,981.00 for Phase 1 of the Recreation Registration Application. Seconded by Ald. Slocomb. Carried by all. Review Request for Building Department Application – Information Systems Director Joe Sommers presented memorandum recommending the purchase of and quote for Phase 1 of the Permits Application. Engineering/Building Director Sean McMullen was also present to answer questions. The new program was selected by analyzing the market for permits programs and also attending demonstrations of the top 5 programs. The program will meet the preferred computer model of the City using Client Server technology, and supports Microsoft’s SQL Server database. The Internet will be used to allow contractors and citizens to look up the status of permits, and to apply for permits online. The Planning Department will be able to track Plan Review on the system. Ald. Salentine moved to approve the purchase of Phase 1 of the Permits Application from Accela Tidemark for $132,081.00. Seconded by Ald. Sanders. Carried by all. Review Ameritech CompleteLink Contract – The Ameritech CompleteLink Agreement was presented by Information Systems Director Sommers. The agreement is for a term of 3 years with minimum annual revenue commitment of $35,000.00 and minimum annual Toll/800 commitment of $700.00. The new agreement will result in a savings of $314.00 per month. Ald. Sanders moved to approve the agreement between Ameritech CompleteLink and the City of Muskego. Seconded by Ald. Slocomb. Carried by all. Sharing T-1 Line with Library – Library Director Holly Sanhuber sent letter stating the Library Board signed the agreement required by the TEACH Board for the City to share the Library’s reduced rate T-1 line. Mellanie Mercier, WCFLS Automation Consultant informed Sanhuber that the Library is well below bandwidth capacity, so the addition of the City’s limited use should pose no problems. Information Systems Director Sommers answered questions. This is data line between Library and Court House. Ald. Sanders moved to recommend approval of the Public Library Board Telecommunication Access Shared Service Agreement with the City of Muskego. Seconded by Ald Salentine. Carried by all. Approve 2002 Squad Car Purchase – Memorandum was received from Chief John Johnson stating the Ewald Automotive Group of Oconomowoc and Hartford, Wisconsin has been awarded the State of Wisconsin as well as the Value Bid for rear wheel drive police vehicles for 2002. The low bid was $20,040.00 per unit. Chief Johnson is recommending the purchase of 4 vehicles. Money for these vehicles is in the 2002 fleet budget. Trade-ins will be sold to a wholesaler or auctioned to the highest bidder. Ald. Sanders moved to approve the purchase of four 2002 Ford Crown Vic’s for $80,160.00 from the Ewald Automotive Group. Seconded by Ald. Slocomb. Carried by all. Finance Committee Meeting December 5, 2001 - Page 4 Review New Lease for PrimeCo Personal Communications Limited Partnership d/b/a Verizon Wireless – Mayor De Angelis presented Amendment to License Agreement Between the City of Muskego and PrimeCo personal Communications, Limited Partnership d/b/a Verizon Wireless. The agreement reflects changes similar to Sprint Agreement. One difference is the deletion of Section 3B. Ald. Sanders moved to recommend approval of the agreement. Seconded by Ald. Slocomb. Carried by all. Review Lease Agreement with Richard Bennett for Acquisition of Boat launch/Boxhorn Drive – Mayor De Angelis presented Lease Agreement for Public Access to Navigable Waters. The agreement is between the City of Muskego and Richard and Lois Bennett Family Trust (owner). The Owner agrees to allow the City to operate and maintain a public assess site to Big Muskego Lake on the Property described in the agreement. The initial term of agreement is 20 years. The City agrees to pay $2,000.00 for all due consideration and use of the easement property. The amount will increase by 3% yearly, with the ability to renegotiate the rate after 5 years. After discussion, Ald. Salentine moved to recommend approval of sending Lease Agreement to Attorney and then to Common Council. Seconded by Ald. Slocomb. Carried by all. Review Rescue Rates – The Tess Corners Volunteer Fire Department will not be increasing the rescue fees in 2002. Title 19 has a list of rescue related items the City cannot bill for. The City can but has not charged mileage. The billing of mileage may recoup the loss created by the decrease in collectible funds from Title 19. Finance Director Gunderson is recommending leaving the rescue fees the same as 2001. Ald. Salentine moved to approve rescue rate fees for residents of $244.00 and nonresidents of $350.00. Seconded by Ald Slocomb. Carried by all. Liability Workers Compensation and Property Insurance – Finance Director Gunderson presented estimated annual premium for workers compensation and property insurance: Property Insurance (250.00 deductible) $ 15,150.00 Workers’ Comp ($500,000.00 policy limit) 135,394.00 General Liability ($3,000,000.00 policy limit) 44,989.00 Police Professional Liability ($3,000,000.00 policy limit) 36,141.00 Automobile ($3,000,000.00 liability, $500.00 deductible-collision, no collision on older vehicles & heavy trucks) 37,742.00 The Insurance Company will not quote no-fault liability insurance for sewer backup. The current policy will expire December 31, 2001. The City can be self insured through the Sewer Utility. The question was brought up as to whether or not the City can find an Insurance Company to write umbrella policy. Ald Salentine moved to recommend approval of insurance coverage for the City as noted. Seconded by Ald. Sanders. Carried by all. Review Agreement with Muskego Volunteer Fire Co. – Finance Director Gunderson presented Agreement between the City of Muskego and Muskego Volunteer Fire Company. The agreement states the City shall pay $264,086.00 for the year commencing January 1, 2002 and ending December 31 2002. The amount shall be payable quarterly in advance, January $117,233.00, April $48,951.00, July $48,951.00, and October $48,951.00. Ald. Sanders moved to recommend approval of the agreement between the Muskego Volunteer Fire Company and the City of Muskego for $264,086.00. Seconded by Ald. Salentine. Carried by all. Review Agreement with Tess Corners Volunteer Fire Department – Finance Director Gunderson presented the Agreement between the City of Muskego and Tess Corners Volunteer Fire Department. The agreement states the City shall pay $225,400.00 for fire services for one year commencing January 1, 2002 and ending December 31, 2002. The payments shall be made quarterly, in advance. Ald. Salentine moved to recommend approval of the agreement between the Tess Corners Volunteer Fire Department and the City of Muskego. Seconded by Ald. Slocomb. Carried by all. Finance Committee Meeting December 5, 2001 - Page 5 Discuss Revision of Hiring of Relatives Policy – The Hiring of Relatives Policy was presented. Public Works Superintendent Wayne Delikat and Utility Superintendent Scott Kloskowski were present to discuss the elimination of the current policy and create a policy that would allow hiring of family members and would not allow any one member of a family to supervise another member of their family. A copy of the current City of Greenfield policy was presented. Ald. Slocomb moved to amend Hiring of Relatives Policy to reflect change, rework, rewrite, and bring back to Committee for final review. Seconded by Ald. Salentine. Further discussion took place on hiring of family members of elected officials if this would be an issue. The Committee felt there was no issue. Carried by all. MAINTENANCE AGREEMENTS Maintenance Agreement for DPW/Utilities Time Clock, Same Rate as 2001 – Ald. Salentine moved to approve preventative maintenance agreement with Integrated Time Products, Inc. for an annual fee of $240.00. Seconded by Ald. Slocomb. Carried by all. RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT - None VOUCHER APPROVAL - None FINANCE DIRECTOR’S REPORT - Finance Director Gunderson reported the staff and representatives of bargaining units met with representatives from WPS to discuss Health Insurance. The City is starting the WPS underwriting process with application forms going to employees. Also, WPS has provided a long term disability proposal that requires 25% participation. The City is in the process of having different articles of clothing with the City logo available for employees to purchase. 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 8:51 PM. Seconded by Ald. Sanders. Carried by all. Respectfully Submitted, Carolyn Warhanek, Recording Secretary