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FM20030122 CITY OF MUSKEGO FINANCE COMMITTEE MINUTES Approved Wednesday, January 22, 2003 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Ald. Petfalski called the meeting to order at 7:02 PM. In attendance were Committee Members Ald. Salentine and Ald. Patterson, Finance Director Dawn Gunderson, Chief John Johnson, Conservation Coordinator/Urban Forester Tom Zagar, Information Systems Director Joe Sommers, and those per attached sheet. Mayor Slocomb was excused. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on January 17, 2003. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the January 14, 2003 Finance Committee Meeting were reviewed. Ald. Patterson 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 Todd Schultz, Susan Yokofich, Ryan Wojcak, Adam Drake, and Robin Potter subject to receipt of fees, favorable police reports, and verification of schooling. Seconded by Ald. Patterson. Carried by all. Muskego Icetronauts – Races on Ice, Gathering Permit – 2/9/2003 – Muskego Icetronauts Snowmobile Club has applied for Races on Ice Permit and Temporary Class “B” Retailer’s License for an event to be held Sunday, February 9, 2003 from 9:00 AM to 3:00 PM. The event is to be held at Hunter’s Nest (weather permitting). One of the bartenders at Hunter’s Nest will be the operator for the event. Ald. Salentine moved to recommend approval of Races on Ice Permit and Temporary Class “B” Retailer’s License. Seconded by Ald. Patterson. Carried by all. St. Leonard Congregation – Gathering Permit – 2/8/2003 – St. Leonard Congregation has applied for a Temporary Class “B”/”Class B” Retailer’s License for a Vegas Night (no minors allowed) event to be held at W173 S7777 Westwood Dr. on February 8, 2003 from 6:00 PM to midnight. A parish member obtained a regular Operator’s License in 2002. Ald. Patterson moved to recommend approval of Temporary Class ”B”/”Class B” Retailer’s License for event to be held February 8, 2003. Seconded by Ald. Salentine. Carried by all. PERIODIC LICENSE REVIEW - None UNFINISHED BUSINESS - None NEW BUSINESS Review Service Agreements – Information Systems Director Joe Sommers presented the 2003 computer maintenance agreements. Overall maintenance is up 9%. This is primarily due to new programs being implemented, such as digital fingerprints, firewall, and wireless meter reading. Also, building permit maintenance is up. Ald. Salentine moved to approve $69,620.05 for 2003 maintenance agreements. Seconded by Ald. Patterson. Carried by all. Review request to purchase PCs and laptops – Information Systems Director Joe Sommers stated the City is replacing fourteen 400 MHz Gateway PCs that were purchased in 1999 and four Toshiba 4030 laptops that are also four years old. Besides the replacements, the City will be adding three PCs and one laptop for a total cost of $41,911.00. The computer storage room will be replenished with the best ten or so PCs being replaced. The new PCs will have Windows 2000. The computers being replaced have Windows 95 or 98. The funding will come from Special Revenue, Utilities, and Operating Police Computer Budgets. Ald. Petfalski asked if the price, $1,934.00, of the new computer for the Mayor’s Office (see “Discussion regarding HR/Assistant Administrator Position) would change if it were not ordered at this time. Information Systems Director Sommers stated the price would not go up. Ald. Salentine moved to approve the removal of the new computer for the Mayor’s Office and the revised amount of $39,976.20 for PCs and laptops. Seconded by Ald. Patterson. Carried by all. Finance Committee Meeting January 22, 2003 - Page 2 Review request for On-line Recreation Registration – Information Systems Director Joe Sommers explained that the implementing of eConnect system from Class would allow participants to browse and register for classes over a secure Internet connection. Internet registration will allow for 25 concurrent users. The money was budgeted in 2002 Capital as part of the original Replace Recreation Registration. Ald. Patterson moved to approve $33,745.00 for the implementation of On-line Recreation Registration. Seconded by Ald. Salentine. Carried by all. Review purchase of Scanner for Imaging – Information Systems Director Joe Sommers presented information on purchasing the Canon 3060 Scanner and ScanManager software from Microtek for $6,990.00. This will allow the City to continue to keep up to date with the Imaging project, in which we scan and index all committee meetings and related documents of the City. The scanner allows de-skewing of documents. The Canon 3060 Scanner can scan approximately 40 pages per minute. The ScanSoft software simplifies the process of scanning, confirming content, naming the document, and saving them to the appropriate folders in the correct formats. Ald. Petfalski asked Information Systems Director Sommers to obtain additional information on the cost of outsourcing the scanning of document. Ald Patterson asked about scanning documents using the City’s copiers that have that capability. Information Systems Director Sommers to provide Ald. Patterson information on copier scanning. Ald. Salentine moved to defer. Seconded by Ald. Patterson. Carried by all. Review purchase of HydroLab water quality monitoring unit – Information on purchasing a HydroLab multi-parameter water quality monitoring unit for $9,475.00 from HydorLab Corp was presented by Conservation Coordinator/Urban Forester Tom Zagar. This unit was approved in the 2003 Capital Budget. The HydroLab water quality monitoring unit will allow the City to continue the water quality monitoring that had been conducted by the United States Geological Survey and cost-shared through a DNR grant that has now expired. In addition to continuance of monitoring on Little Muskego Lake, Bass Bay, and Big Muskego Lake, the City will be able to monitor Lake Denoon and other surface waters. Conservation Coordinator/Urban Forester Zagar stated it would take staff one day to take all the samples and this would be done five times per year. Ald. Patterson moved to approve purchasing the HydroLab water quality monitoring unit for $9,475.00. Seconded by Ald. Salentine. Carried by all. Approve write off of Rescue Service Charges – Memorandum was received from Jan Hughes requesting writing off rescue service bills listed with Waukesha County Collection Agency and Medicare and Medicaid Recipients along with a detailed list of each. Since April 2002 providers of ambulance services are obligated to accept assignment on all Medicare claims. Ald. Patterson moved to recommend approval of writing off 2001 rescue service bills listed with Waukesha County Collection Agency in the amount of $29,203.03 and 2002 Medicare and Medicaid bills in the amount of $23,432.83. Seconded by Ald. Salentine. Carried by all. Review MVFC proposed amendments to 2003 fire contract – Muskego Volunteer Fire Company representatives Chief Edwin Schaefer, Kevin Sievert, and John Magnus presented Memorandum of Understanding Regarding Contract to Provide Services for 2003 for the Muskego Volunteer Fire Company. MVFC President Mike Kersky arrived at 7:38. Discussion took place on what services are provided and who is dispatched. Consistency in dispatch is an issue. MVFC used a Chief’s procedure handbook from the Department of Commerce as a reference for their memorandum. Chief Schaefer to supply committee a copy of handbook. Letter was received from Attorney Molter stating the items presented should be handled in the contract and not by addendum. Chief John Johnson sent a letter to Finance Committee members and was present to explain that he felt the addendum related to operation issues and should be addressed in procedures, policies, and agreements between the Police Chief, MVFC Chief, and Tess Corners Volunteer Fire Department Chief. The issue of the ladder truck is between the two fire departments and their mutual aid arrangements. Ald. Petfalski made recommendation that MVFC should sign the contract that was approved by Common Council. This is necessary in order for MVFC to have disbursement of money approved by Common Council on Tuesday, January 28, 2003. The contract can then be reopened. It was recommended at that time MVFC Representatives should meet with the Mayor, any staff that should be involved, and attorneys to discuss what is wanted in contract. Then this should be presented to the Finance Committee and Common Council for their approval. Discussion continued on consistency in dispatching, water rescue, and what is MVFC definition of a structural fire that would use the ladder truck. Ald. Salentine moved to deny Memorandum of Understanding without prejudice. Seconded by Ald. Patterson. Ald. Patterson continued discussion with questions on whether both departments are called out for accidents and emergency patient care. Carried by all. Finance Committee Meeting January 22, 2003 - Page 3 Discussion regarding HR/Assistant Administrator Position – Ald. Salentine moved to defer. Seconded by Ald. Patterson. Carried by all. Ald. Patfalski stated he would like to wait until Governor Doyle has the State’s budget proposal out on the floor. Disallowance of Claim - Sochurek – Clerk-Treasurer Jean Marenda sent letter she received from Midwest Claims Service, the claim administrator for the League of Wisconsin Municipalities in regards to a claim filed by Sochurek. Midwest Claims Service completed their investigation of this claim and recommends that the City deny this claim pursuant to the Wisconsin statue for disallowance of claim 893.80(1g). The disallowance of the claim in this manner will allow Midwest Claims Service to shorten the statue of limitations period to 6 months. The basis of the denial should be that the claimant fell on a natural accumulation of ice. The City has no control over this type of occurrence. Furthermore, icy conditions are an obvious risk and caution should be taken for ones own personal safety. Ald. Salentine moved to approve the denial of Sochurek claim. Seconded by Ald. Patterson. 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 stated the Public Service Commission (PSC) application for water rate case had been submitted and received by the PSC. The PSC now has questions for the City to answer in regards to revenue and expenditures. The rate will increase by 20%. A Public Hearing date has to be set. Preliminary 2002 Water, Sewer, and City audit work was completed the week of January 13, 2003. The final audits will take place in March. The Finance Department will be one person short due to a maternity leave. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – None ADJOURNMENT – Being no further business to discuss, Ald. Patterson moved to adjourn the meeting at 8:14 PM. Seconded by Ald. Salentine. Carried by all. Respectfully Submitted, Carolyn Warhanek, Recording Secretary