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FM071702 CITY OF MUSKEGO FINANCE COMMITTEE MINUTES Approved Wednesday, July 17, 2002 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Slocomb called the meeting to order at 7:10 PM. Also in attendance were Committee Members Ald. Salentine, Ald. Sanders, and Ald. Petfakski, Finance Director Dawn Gunderson, Planning Director Brian Turk, Assistant Plan Director Dustin Wolff, Clerk-Treasurer Jean Marenda, and those per attached sheet. Those present recited the Pledge of Allegiance. The agenda was posted in accordance with the Open Meeting Law on July 10, 2002. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the July 9, 2002 Finance Committee Meeting were reviewed. Ald. Sanders noted the minutes should be amended to read underground wiring instead of underground lighting in the paragraph titled “Approve Boxhorn Big Muskego Launch Lights/Trenching”. Ald. Salentine moved to approve the amended minutes. Seconded by Ald. Sanders. Carried by all. LICENSE APPROVALS Ald. Salentine moved to recommend approval of Operator’s License for Jonathan Heller, Matthew Zupek (a new police report is requested for Zupek due to lapse in time from the original report), Melissa Bast, Katie Retzlaff, and Class A Operator’s License for Ramona Grunow, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Petfalski. Carried by all. Liquor license application for Loomis Petro Mart, Inc., S107 W16311 Loomis Road – Mr Baljit Dhillon the agent for Loomis Petro Mart was present to explain future of business and answer committee questions. The committee spoke to Mr. Dhillon about the vehicle restrictions of the used car lot that also is part of the property he would own. Ald. Salentine moved to recommend approval of a Class A Beer and Liquor License for Loomis Petro Mart, Inc with Mr. Baljit Dhillon as agent. Seconded by Ald. Petfalski. Carried by all. Application for temporary Class “B” Retailer’s License for Muskego Corvette Club – An application was received from the Muskego Corvette Club for a license for an event to be held at Sindic Olsmobile Inc., S78 W18755 Janesville Road on August 24, 2002 from 9 AM to 3 PM. Ald. Sanders moved to recommend approval of Temporary Class “B” License for Muskego Corvette Club for their event. Seconded by Ald. Salentine. Carried by all. PERIODIC LICENSE REVIEW - None UNFINISHED BUSINESS Review proposed amendments to Personnel Code – Non-represented 2002 – Ald. Petfalski moved to defer to the next Wednesday, Finance Meeting. Seconded by Ald. Salentine. Carried by all. NEW BUSINESS Review payment options for collection of tax and utility bills – Clerk-Treasurer Jean Marenda presented memorandum explaining that each year a number of taxpayers request paying their tax bill with a credit card. Official Payments Corp. is a third-party company that offers credit card payment services. Marenda also distributed notes taken at Wisconsin Municipal Treasurer’s Conference in regards to Official Payments Corp. and a list of Municipalities that use service. There is a convenience fee to the customers of 2.5% to 3.5% based on payment amount. There is no fee for the City. It is also felt this service could also be used for payment of utility bills. No credit card payments would be accepted directly by the City. Marenda would like th to offer this option to the citizens starting with their 2002 tax bill and 4 quarter 2002 utility bill. A copy of the Letter of Understanding for Services was attached to the memorandum. Ald Salentine moved to approve authorization of Official Payments Corp. to provide credit card payment services and to authorize Jean Marenda or Mayor Slocomb to sign the form that the City acknowledges and agrees to letter of authorization. Seconded by Ald. Sanders. Carried by all. Finance Committee Meeting July 17, 2002 - Page 2 Review HAWS Agreement and new charging method – Clerk-Treasurer Jean Marenda presented memorandum explaining new charging method and recommending approval of the agreement for 2003. Also included with memorandum was letter from Humane Animal Welfare Society (HAWS) and copy of Service Agreement. The new agreement would be for a one year period beginning December 1, 2002. The existing agreement expired on June 30, 2002. In the interim, HAWS proposes to extend the terms of the City’s existing contract until December 1, 2002. The new agreement will have an annual fee of $3,100.00 which would be payable in January. The annual fee replaces the separate fees the City is currently charged for the various services. There are additional services for 2003 the City can purchase. In 2001 the City paid $4,774.46 to HAWS. Services would remain identical to the current services. Ald. Petfalski moved to recommend approval of HAWS agreement for 2003 in the amount of $3,100.00. Seconded by Ald. Sanders. Discussion continued on additional services offered and it was noted these would not be needed. Carried by all. Determine action to be taken on delinquent personal property taxes – Clerk-Treasurer Jean Marenda discussed the delinquent personal property taxes of Oelke’s Stump Removal. Marenda had contacted Oelke’s Stump Removal and worked out a payment schedule. Only 1 payment of $500.00 was made. Marenda explained that if she were to take the balance owed to Small Claims Court an attorney must be present. Ald. Petfalski explained the Small Claims Court procedure. It was noted that Oelke’s Stump Removal paid their 2001 personal property tax in full. After discussion, Ald. Salentine moved to approve writing off $225.09, the balance due the City. Seconded by Ald. Sanders. After continued discussion Ald. Salentine withdrew the motion and Ald. Sanders withdrew the second to the motion. Ald. Petfalski moved to have Clerk-Treasurer Marenda contact Oelke’s for settlement of payment to the City of $225.09, the balance due the City, by August 15, 2002. If payment is not received by August 15, 2002 this item will be brought back to the Finance Committee to discuss legal options. Seconded by Ald. Sanders. Carried by all. Authorization to purchase ArcSDE software per 2002 Capital Budget – Planning Director Brian Turk and Assistant Planning Director Dustin Wolff were present to explain Planning Department’s request to purchase ArcSDE software. The 2002 Capital Budget included $10,000.00 for the acquisition of ArcSDE software. The software package was budgeted in anticipation of Waukesha County’s transfer of data to ESRI products, with service to local municipalities provided in ArcSDE format. The data transfer is on schedule for Fall 2002 and therefore it becomes important for the City to be able to access the date without translation to other data formats. Ald. Salentine moved to approve the purchase of ArcSDE software from ESRI at a cost of $10,000.00. Seconded by Ald Sanders. Carried by all. Planning Department 2002 Revenue Budget Amendment, Fee Amendment for hourly service charges and authorization to fill Associate Planner position – Planning Director Brian Turk and Assistant Planning Director Dustin Wolff were present to discuss memorandum from Turk explaining that staff was directed to attempt at least 80% cost recovery for every new position requested for 2003. The Associate Planner position is being treated as a new position for 2003 due to the position being vacant and subject to hiring freeze in 2002. The Planning Department proposes the following to be implemented immediately: 1. Maintain existing fee schedule and amounts. Provide a fixed level of service for each fee as described in Table 1 attached to memorandum. 2. Implement one new fee – Stormwater Management Plan Preparation Fee of $100.00 for administrative support, first draft of document, and administrative routing. 3. Charge staff time required for work performed in addition to the base fee’s level of service at rates comparable to those previously approved for the Building and Engineering Department, Table 3 attached to memorandum. The implementation of the cost recovery schedule is a projected increase in the 2002 Planning Department revenues by $22,800.00 for work performed between August 1 and December 31, 2002, Table 4 attached to memorandum. If authorized to hire an Associate Planner effective August 1, 2002 total wage and benefit cost would be $18,015.00. For 2002 the position would be in training and would have no billable hours, cost recovery would be 126.5%. Table 5 attached to the memorandum shows proposed cost recovery for 2003. Twenty (20) billing hours per week will remain (spread out over 5 staff instead of 4) at an average rate of $55.00 per hour for 49 of the 52 weeks of the year. With a projected increase in wage and benefit costs, the proposal results in a gross cost recovery of $53,900.00 or 119.4% of the Associate Planner’s combined cost. Finance Committee Meeting July 17, 2002 - Page 3 Petfalski moved to approve amending the 2002 Planning Department Budget to add a revenue line item for “Development Charges” in the amount of $22,800.00 and authorize filling of the Associate Planner position after August 1, 2002. Ald Petfalski also moved to recommend approval to Implement Base Fee descriptions and Bill Rates effective August 1, 2002. Seconded by Ald. Salentine. Discussion continued on Associate Planner Position. Seconded by all. Review request to transfer budget funds for purchase of squad car by Building Department – Finance Director Dawn Gunderson presented memorandum stating the Building Department is requesting to purchase an additional squad car from the Police Department for $3,000.00. The Building Department currently has 3 trucks for inspectors, 1 used squad vehicle for Building/Engineering Director, Engineer Technician, Engineer 1, and part time inspector, and 1 used squad vehicle for Conservation Coordinator’s use. In the future vehicles would rotate by replacing existing Building Department vehicles with used squad vehicles or other vehicles. Both the Police Department and Building Department are covered under protective services and therefore the vehicle is staying in the same category. After discussion it was determined it would not be necessary to transfer budget funds between the Police Department and Building Department. Ald. Petfalski moved to authorize the City to acquire 1 squad car from the Police Department for Building Department use. Seconded by Ald Sanders. Carried by all. MAINTENANCE AGREEMENTS – None RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT VOUCHER APPROVAL - None FINANCE DIRECTOR’S REPORT – Finance Director Dawn Gunderson stated she is looking into ACH collections and payments for Utility Billing. A customer would authorize the City to have automatic deductions to a checking account for payment of bill. The estimated cost is $3,000.00 for the module component, from Civic Systems, that is needed for utility billing to create the tape to process through a local bank. It is estimated 10% of the City’s customers would use this option of payment. Gunderson also explained that a problem had occurred with prescription coverage. The Health Insurance Company as of June 1, 2002 was no longer covering a prescription it had previously covered. WPS explained that it was a mistake they were covering these prescriptions because their policy is not to cover this item. The Health Insurance Company sales representative sold the City coverage for this prescription so Gunderson contacted the Health Insurance Company and coverage for this prescription will now be reinstated. Gunderson reviewed Budget vs Actual as of June 30, 2002 report. Gunderson explained that property taxes are now reported as received to date. It was noted that Total Commercial Revenues was below 50% of Actual to Budget due to low interest rates. Also explained were expenditures of Non-Departmental, Information Systems, Finance, Civilian Police, Non-Department Public Safety, and Indebtedness that put expenses near or above 50% of their budget. Overall the City expenditures are at 46.62% of budget. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – None ADJOURNMENT – Being no further business to discuss, Ald. Petfalski moved to adjourn the meeting at 8:35 PM. Seconded by Ald. Sanders. Carried by all. Respectfully Submitted, Carolyn Warhanek, Recording Secretary