Loading...
FM080702 CITY OF MUSKEGO FINANCE COMMITTEE MINUTES Approved Wednesday, August 7, 2002 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Slocomb called the meeting to order at 7:06 PM. Also in attendance were Committee Members Ald. Salentine, Ald. Sanders, and Ald. Petfakski, Finance Director Dawn Gunderson, Parks & Recreation Director Craig Anderson, Engineering/Building Director Sean McMullen, Chief John Johnson, Information Systems Director Joe Sommers, and those per attached sheet. Those present recited the Pledge of Allegiance. The agenda was posted in accordance with the Open Meeting Law on August 2, 2002. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the July 23, 2002 Finance Committee Meeting were reviewed. Ald. Sanders 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 Robin Watkins, James Delray, Erin Pipkin, Trista Ylonen, Brett Manuel, subject to receipt of fees, favorable police reports and verification of schooling. Seconded by Ald. Petfalski. Carried by all. PERIODIC LICENSE REVIEW Justin E. Prening – A check with the Wisconsin Crime Information Bureau and the City of Muskego Police Department records revealed no new issues since the last report of May 6, 2002. UNFINISHED BUSINESS Review proposed amendments to Personnel Code – Non-represented 2002 – Ald. Sanders moved to defer to the next Wednesday, Finance Meeting. Seconded by Ald. Salentine. Carried by all. NEW BUSINESS Manchester Hill Park Shelter quotes for electrical, concrete, and drinking fountain – Parks & Recreation Director Craig Anderson presented project cost for concrete pad, electrical work, and plumbing for drinking fountain. Contractor Work to Complete Amount GCA Services Concrete Pad $ 5,752.00 Pinky Electric Inc. Electrical 2,720.00 Jim Kowalkowski Plumbing, LLC Provide & Install drinking fountain 6,430.00 Total $14,902.00 Discussion took place on type of fountain. Model 3150.6280FR is a freeze-resistant dual height drinking fountain. Ald. Salentine moved to approve Manchester Hill Park Shelter quotes in the amount of $14,902.00, money from park dedication fund. Seconded by Ald. Sanders. Carried by all. Approve Kurth and Lions Park ADA Bathroom Improvements – Park & Recreation Director Craig Anderson presented proposal from A.S.K. Plumbing Inc. for work to be done on both sets of bathrooms. Kurth Bathroom ADA Improvements $11,200.00 Lions Bathroom ADA Improvements 10,657.00 Total $21,857.00 Work has been completed for Bluhm and Horn Park bathrooms and now Park & Recreation Director Anderson is requesting Kurth and Lions Park improvements that were slated for 2004 and 2005 Capital Budget requests be completed in 2002. Completing all four of the park bathrooms in 2002 will still leave a surplus of $23,843.00 from 2002 Capital Budget. Ald. Petfalski moved to approve $21,857.00 for ADS bathroom improvements for Kurth and Lions Parks. Seconded by Ald. Salentine. Carried by all. Finance Committee Meeting August 7, 2002 - Page 2 Discuss/Approve Veterans Memorial Park Boardwalk Bid – Parks & Recreation Director Craig Anderson and Engineering/Building Director Sean McMullen presented Hunzinger’s bid for the boardwalk project at Veterans Memorial Park. This will be brought to the Parks & Recreation Board on August 12, 2002. The project needs to be completed by June 2003. The project is part of the DNR Stewardship Grant. The bid amount is $132,600.00 and the cost budgeted is $59,519.00. The amount not budgeted for is being proposed to come from: Contingency $20,000.00 2002 Capital Budget 23,843.00 Park Dedication Fund 29,238.00 Total $73,081.00 Engineering/Building Director McMullen explained that Hunzinger is quoting 10% over actual cost. $5,300.00 was saved by using and installing, 1’ 6” W x 2’ 0” L pre cast concrete pedestals (in McMullen’s original design) in lieu of the drilled 1’ 0” diameter x 3’ 0” deep piers. The boardwalk should have a 25 to 30 year design life. Discussion continued on the money requested from Contingency and taking the $20,000.00 from Park Dedication instead. Ald. Salentine moved to approve $23,843.00 from 2002 Capital Budget a/c 401.08.94.72.6505, and $49,238.00 Park Dedication Fund for Veterans Memorial Park Boardwalk. Seconded by Ald. Petfalski. Engineering/Building Director McMullen stated the project commence after the Community Festival. Discussion continued on future income into Park Dedication and the number of new subdivisions. Carried by all. Disallowance of Claim - Holzhauer – Clerk-Treasurer Jean Marenda sent letter she received from Midwest Claims Service, the claim administrator for the league of Wisconsin Municipalities Insurance Plan, and Specialty National Insurance Company, who provide the insurance coverage for the City of Muskego. According to letter, claim was received from Holzhauer that alleges damage to his Wave Runner while police officer was assisting in securing his runaway Personal Water Craft. Midwest Claims Service completed their investigation of this claim and recommends that the City deny the claim pursuant to the Wisconsin statute for disallowance of claim 893.80 (1g). The disallowance of the claim will allow Midwest Claims Service to shorten the statue of limitations period to 6 months. Denial of this claim should be based on that the City of Muskego has Immunity. Chief John Johnson and Mayor Slocomb explained incident. Mayor Slocomb has been speaking to the Service that handles the Claims for the Insurance Company. Claim is coming from owner of Wave Runner assisting in securing runaway Personal Water Craft. Ald. Sanders moved to approve denial of Holzhauer claim. Seconded by Ald. Petfalski. Discussion continued on what actually happened per Police Report. Committee requested copies of the Police Report. Ald. Petfalski noted the claim appears to be different than what was stated on the letter from Midwest Claims Service. After continued discussion on report, Ald. Petfalski moved to defer to the Tuesday, August 13, 2002 Finance Committee Meeting. Seconded by Ald. Sanders. Carried by all. Approval of Transfer from Contingency for Replacement 7½ ton condensing unit – Police Chief John Johnson requested a transfer from contingency for a replacement 7 ½ ton York condensing unit to be installed by the City’s maintenance contractor, Total Comfort of Wisconsin. On July 19,2002 a 7½ ton air conditioner failed to operate at the Police Department resulting in the City’s HV/AC contractor advising a new condensing unit was needed. Quoted cost for replacement condensing unit, installed was $4,531.00. Chief Johnson stated the invoice was for $4,769.00. Ald. Petfalski moved to approve transfer of $4,769.00 for 7½ ton York condensing unit and installation from Contingency a/c 100.09.81.00.6601 to Police Maintenance a/c 100.02.20.01.5414. Seconded by Ald. Sanders. Discussion took place on why invoice was higher than quote, Chief Johnson will review invoice. Carried by all. Finance Committee Meeting August 7, 2002 - Page 3 Determine if billing method for refuse/recycling bills should be changed to quarterly billing – After discussion at the Committee of the Whole meeting on July 25, 2002 Mayor Slocomb stated he would place this item on the Finance Agenda. Finance Director Gunderson presented review on what has occurred. Currently a notice with the amount of their refuse/recycling bill for the following year is mailed on October 1 to all property owners receiving refuse/recycling service. The notice advises that if the bill is not paid by November 1 the amount will be placed on their tax bill without penalty. The notice is mandatory in order for the amount to be placed on the tax bill if it is not paid. Finance Director Gunderson and Clerk-Treasurer Jean Marenda are recommending that the quarterly amount for refuse/recycling be included on the quarterly utility bills. An estimated total cost savings is $2,692.62. The only people that may object are the 528 residents who do not receive a sewer or water bill and would receive a quarterly bill for refuse/recycling charges. It was suggested a letter be sent to those residents explaining the bill. The option should be given to all residents to pay the full amount in advance when the first quarterly bill is received. Ald. Petfalski stated he prefers the current system and likes the charge placed on the tax bill. He stated this charge is a tax. Finance Director Gunderson mentioned a program being set up that would enable people that do not want to deal with four payments a year to set up an automatic direct withdrawal plan. Ald. Salentine moved to recommend approval of having refuse/recycling billing being placed on the quarterly sewer and water bills and that a letter be sent to the 538 residents explaining they will be receiving bill. Seconded by Ald. Sanders. Motion carried 2 – 1. Ald. Petfalski voting no. Review purchase of Fiber for Parks Headquarter and Library – Information Systems Director Joe Sommers presented his recommendation to accept the cost estimate from Time Warner for installing fiber from Police Department to Parks Headquarter and Library for $72,283.00. Information Systems Director Sommers noted this is an estimate and there is a chance actual costs will be slightly higher. The cost is higher than Capital Budget amount of $59,108.00 due to the requirement to bury the fiber on Pioneer Dr. instead of hanging it on the power poles. Time Warner is doing the work at cost. The $13,175.00 difference is being proposed to come from the Building Department Software Replacement budget a/c 401.08.90.19.6505 that is expected to come in under budget. Information Systems Director Sommers explained he did not have a time schedule from Time Warner. Mayor Slocomb asked if Time Warner would delay starting the work and hold estimated quote until it was determined when water would be run North of the Parks Department on Pioneer to Janesville Road. The installation of fiber than could be done in conjunction with installation of water. The installation of water on Pioneer should be on the next Utility Agenda, August 15, 2002. Ald. Salentine moved to approve $13,175.00 from a/c 401.08.90.19.6505 (Building Department Software Replacement) for installing fiber to Parks Headquarter and Library. Seconded by Ald. Sanders. Carried by all. Change starting date for replacement officer from 12/01/02 to 9/01/02 – Memorandum was received from Police Chief John Johnson requesting the change of starting date for replacement officer from December 1, 2002 to September 1, 2002. The reason for this request is an officer on medical leave of absence, an officer that is currently serving with the U.S. Military, and the additional position of Community Resource Officer being filled. The Police & Fire Commission has created a new eligibility list of candidates for hiring and on that list are several people that are of high caliber that would make outstanding officers. Ald. Petfalski moved to approve moving up the starting date for replacement officer from December 1, 2002 to September 1, 2002. Seconded by Ald. Sanders. Carried by all. Review Bids – Bay Lane and Janesville Road Intersection Improvements – Presented was letter received by Engineering/Building Director Sean McMullen from Brian Udovich of Ruekert/Mielke recommending the bid from Payne & Dolan, Inc. be awarded for the Bay Lane and Janesville Road/CTH “L” Intersection Improvements contract. Bidder Base Bid Payne & Dolan, Inc. $169,877.00 Black Diamond 203,965.05 WM. Beaudoin & Sons, Inc. 192,697.55 Engineering/Building Director McMullen explained the location of by-pass and dedicated lanes. The substantial completion date is September 15 (which means lights have to be operational and the binder must be dealt with). This is contingent on: 1. Finance approval at August 7, 2002 meeting 2. Common Council approval at August 13, 2002 meeting 3. Execution of contract Wednesday, Thursday, Friday, August 14, 15, and 16, 2002 4. Pre-construction meeting being held on Monday, August 19, 2002 Finance Committee Meeting August 7, 2002 - Page 4 Review Bids – Bay Lane and Janesville Road Intersection Improvements - Continued 5. Being able to start the project Tuesday, August 20, 2002 Discussion took place on including prompter on signal for Tess Corners Volunteer Fire Department. McMullen stated he spoke to contractor and was told there would be a cost savings of $3,000.00 if prompter was installed on signal when intersection improvements were being completed. Ald. Salentine moved to recommend approval of Payne & Dolan bid of $169,877.00 for Bay Lane and Janesville Road Intersection Improvements. Seconded by Ald. Petfalski. Carried by all. Review payment plan policy Ag Use penalty – Finance Director Dawn Gunderson presented request received from Scholbe that the agricultural use penalty for his residence be scheduled over a period of time where monthly payments could be made. To date Assessor Laura Mecha has been contacted by 4 people with concerns on payment. Also presented was draft copy of Chapter 8, City of Muskego Finance Department General Policies and Procedure, Payment Plan Ag Use Penalty. The purpose of the policy is to establish payment requirements and provide a payment plan option for the payment of Ag Use Penalty until such time the County takes over billing. All invoices will be due within 30 days and upon request will provide the option of a payment plan. The payment plan would allow for a distribution of the total penalty payment over a maximum of twelve monthly payments with a minimum payment of $100.00 per month. If a $100.00 payment is not made within the month it is due, a 1% penalty per month will be charged. Any outstanding balance after the twelve months will be due in full. Individuals who have not paid the original invoice in full within the first 30 days or who have not contacted the Finance Department to request the above payment plan within the 30 days will be charged a 1% penalty per month. If the balance has not been paid within 120 days, it will be forwarded to the City’s Collection Agency. A letter would go out explaining the Policy. Ald. Sanders moved to recommend approval of Payment Plan Ag Use Penalty. Seconded by Ald. Petfalski. Carried by all. MAINTENANCE AGREEMENTS – None RELEASE OF FUNDS – None REDUCTION IN LETTER OF CREDIT - None VOUCHER APPROVAL - None FINANCE DIRECTOR’S REPORT – Finance Director Dawn Gunderson noted the Employee Picnic would take place on August 8, 2002. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – Ald. Petfalski explained that he, Judge Berigan, Robert Rammer, and representatives of the Police Department have been meeting to implement a Teen Court by September 2003. Grants for this will be applied for. This program helps give teens an attachment to the community. Ald. Petfalski, Chief Johnson, and Police and Fire Commission President Michael Kuwitzky attended the Consolidated Dispatch Steering Committee meeting on August 7, 2002. Representative of Virchow Krause was present and spoke about effect on Muskego. Ald. Petfalski explained the City would save $180,000.00 in Municipal expenses but went on to explain the City billing from Waukesha County would go up $182,000.00. Discussion continued on impact (cost and services) on Muskego and other communities. ADJOURNMENT – Being no further business to discuss, Ald. Petfalski moved to adjourn the meeting at 8:54 PM. Seconded by Ald. Sanders. Carried by all. Respectfully Submitted, Carolyn Warhanek, Recording Secretary