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FM20030205 CITY OF MUSKEGO FINANCE COMMITTEE MINUTES Approved Wednesday, February 5, 2003 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Slocomb called the meeting to order at 7:01 PM. In attendance were Committee Members Ald. Petfalski, Ald. Salentine, and Ald. Patterson, Finance Director Dawn Gunderson, Police Chief John Johnson, and those per attached sheet. Ald. Damaske arrived at 7:10 PM. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on January 31, 2003. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the January 28, 2003 Finance Committee Meeting were reviewed. Ald. Petfalski moved to approve the minutes. Seconded by Ald. Patterson. Carried by all. LICENSE APPROVALS Ald. Salentine moved to recommend approval of Operator’s License for Katrina Gehrke and Crystal Murphy subject to receipt of fees, favorable police reports, and verification of schooling. Seconded by Ald. Petfalski. Motion carried 2 – 1, Ald. Patterson voting nay. Discussion continued on the Clerk- Treasurer’s Office stressing the importance of all applicants, whether working in Class A or Class B establishment, reviewing question and answer sheet given them at time of application. The Operator’s License is approved for working in both Class A and Class B establishments. Also mentioned was the possibility of setting up guidelines for when to request an applicant to return for another interview in regards to the number of questions answered correctly during their interview. PERIODIC LICENSE REVIEW - None UNFINISHED BUSINESS Review purchase of scanner for imaging – Information Systems Director Joe Sommers sent memorandum with attached quote from Security Microlmaging as an option to outsourcing the scanning and indexing of all Committee meetings and related City documents. The cost would be about $6,240.00 per year plus postage. A new quote of $1.095.00 for a Canon 2080C scanner from Microtek Systems Inc. was received. Purchasing the scanner would allow the scanning and indexing of City documents in-house. In addition to the scanner Microtek Systems Inc. had previously submitted a quote for $2,995.00 for ScanManager software. The total in-house cost would be $4,090.00. Mayor Slocomb explained e-mail received from Clerk-Treasurer Jean Marenda in regards to a new option that is available, Waukesha County doing the scanning. The following verbal quote was received: Initial job setup fee (one time fee) $250.00 Fee (based on fifty to one hundred documents/week), 30 cents/page (1 sided) 30.00 (100 pages) The 30 cents per page includes all items listed on the Security Microlmaging quote plus indexing if desired. Approximately 48 hours turnaround time for 100 or fewer pages sent weekly A test run will be done with documents the City provides. Question was asked as to whether Waukesha County required a contract or not? Mayor Slocomb stated a contract was not required. If the program is not satisfactory the City could pursue other options. Ald. Salentine moved to approve the quote from Waukesha County to do the scanning and indexing of all Committee meetings and related City documents. Seconded by Ald. Petfalski. Carried by all. Discussion regarding HR/Assistant Administrator Position – Ald. Petfalski moved to defer until Governor Doyle’s proposed State budget is known. Discussion took place on whether job description existed or not. It was noted there is a job description but it is in the process of being revamped. Mayor Slocomb stated copy of existing job description and proposed description probably would go to committee members next week. Seconded by Ald. Salentine. Carried by all. Finance Committee Meeting February 5, 2003 - Page 2 NEW BUSINESS Request of Little Muskego Yacht Club to Place Temporary Race Course Markers – Deputy Clerk Jill Blenski submitted a request received from Mr. Pede, Treasurer/Member, Board of Directors, on behalf of the Little Muskego Yacht Club to place temporary race markers on Little Muskego Lake. In memorandum Deputy Clerk Blenski stated the request is exactly the same as 2002 request that was approved by the Finance Committee. The authorization for this is requested under Chapter 20, Section 20.16(6) of the Municipal Code of the City of Muskego. Details of racing activity are: Sixteen to twenty racing days during the season. Each race session will last from two to four hours. There are generally four to twelve sailboats per session. Two to three markers are used to mark course Race markers are approximately three feet in diameter, bright orange in color. Race markers are set one hour before the race and taken down after the race. Race markers are never left on the lake overnight. Race marker location varies for each race, depending on wind direction. One motorized committee boat and at least one safety boat monitors each race. Ald. Salentine moved to approve the placement of sailboat racecourse markers on Little Muskego Lake from May 1, 2003 through September 30, 2003. Seconded by Ald. Patterson. Carried by all. Discuss hiring Personnel Consultants – Police Chief Johnson spoke about the letter received by Executive Assistant/Human Resource Coordinator Cathie Anderson from Jude Williams, Senior Consultant, Public Sector Personnel Consultants. Ms. Williams enclosed a proposal to provide training for the City’s Management and Evaluation Program. Ms. Williams’ proposal estimated the training project’s total cost, including all fees for professional services and reimbursements for out of pocket travel expenses would not exceed $3,055.00. Chief Johnson stated there is interest in pay per performance training for supervisors plus also utilizing the program for Department Head training in performing reviews. Money for the program would come from the Mayor’s Outside Consulting account. Mayor Slocomb would like to schedule this training based on decision of Finance Committee and Common Council on the hiring of the HR/Assistant Administrator position. The HR person hired may not be familiar with the program used by the City and may also require training. Chief Johnson stated his concerns that it would take time to fill the position if position is approved and the training is needed now, at least in his department. The question was asked what the cost would be to go ahead with training now and then have training at a later date for an HR person. Ald. Petfalski moved to defer to Tuesday, February 11, 2003 Finance Meeting to allow time to find out what quote would be for training now and additional training at a later date for HR/Assistant Administrator if position is approved. Seconded by Ald. Salentine. Carried by all. Discuss purchase of water patrol boat – Police Chief John Johnson stated the 2003 Police department Capital Budget contains funds for the purchase of a replacement patrol boat for the Police Department. Two manufacturers, Triton Boat Company of Tennessee and the Sailfish Boat Company of Georgia, meet the Police Department’s needs for equipment and configuration of a center console. Triton Boat Company eighteen foot Enforce boat containing specified equipment $15,256.00 Sailfish Boat Company 188cc boat, which is an eighteen foot center console boat: Main Marine and Ski of Racine, Wisconsin, $16,333.00 minus a trade of $1,500.00 For the Police Department boat and trailer $14,883.00 Marine Connection of Lakeworth, Florida (no trade-in) $13,450.00 Town marine of Bloomburg, Pennsylvania (no trade-in) $13,100.00 The old boat could be sold as a platform with old motor if motor isn’t sufficient for new boat or else used for barge to put buoys in and out of water and then stored when not in use. Quote includes boat, trailer, and shipping. The Public Works Department would mount motor. Ald. Petfalski moved to approve the purchase of a 2003 Sailfish model 188cc with a Shorelander galvanized trailer for a price of $13,100.00. Seconded by Ald. Salentine. Carried by all. Discuss payment of Remote Parks connection with Capital Funds – Information Systems Director Joe Sommers sent memorandum stating the cost of the SBC circuit connecting Police Department to Remote Park was removed from the 2003 Operating Budget in anticipation of fiber installation to Parks and Library. This will not be happening this year. Information Systems Director Sommers is in the process of extending the agreement with Time Warner to use the existing pair of fiber to the Library for another year. Ald. Patterson moved to approve a not to exceed amount of $2,523.00 to continue the existing SBC WAN connection to Parks for the year 2003. Expense will continue from Operating Budget a/c 100.05.72.10.5506 with money being transferred if necessary at the end of year from Contingency a/c 100.09.81.00.6601. Seconded by Ald. Petfalski. Carried by all. Finance Committee Meeting February 5, 2003 - Page 3 Review status of Old Town Hall costs – A letter was sent to Mr. Pionek, Muskego Historical Society, stating the Committee of the Whole at their January 23, 2003 meeting requested his presence at the February 5, 2003 Finance Meeting to review the status of costs for Old Town Hall. Mr. Pionek was not able to attend the meeting and forwarded a letter with some projections on changes to the spreadsheet supplied by Finance Director Dawn Gunderson. Finance Director Gunderson stated projections as presented are higher then those presented a few months ago but after discussion with Mr. Pionek via telephone today Mr. Pionek stated there are still some additional adjustments to be made and he feels comfortable that the second $51,000.00 would cover everything. Lease and facility agreements are being drawn up between the City of Muskego and the City of Muskego Historical Society. Ald. Damaske noted concern with the lease agreement. Ald. Damaske asked if the furnace installed included air conditioning? Ald. Damaske also had concerns about businesses in the City of Muskego not being contacted for bids. The question was brought up as to whether the Historical Society is going out for bids. Mayor Slocomb stated Mr. Pionek said the Historical Society has been going out for competitive biding. First they use newspapers advertising and then personal reference contact, local community, and then other vendors used in the past. Another question asked was what proposal was first presented to the City? The Historical Society first asked to be put on the agenda during a series of 5 workshops that took place several years ago with Committee of the Whole and Ehlers and Associates in regards to coming up with a proposed five year Capital Plan. It was at one of the workshops that funds of $150,000.00 were requested to move Old Town Hall. The City will not approve any more funding for Historical Society until all questions are answered. Ald. Petfalski moved to request the presence of Mr. Pionek to answer questions at the February 13, 2003 Committee of the Whole Meeting or if unable to attend that meeting the February 19, 2003 Finance Meeting. Seconded by Ald. Salentine. Once the Old Town Hall building is available for Park and Recreation to use the question was asked where will people park and what type of access will they have to get to the building? Presently there is just mud on the site. 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 that in regards to the Public Service Commission (PSC) water rate case the City has received 2 ½ pages of information that it has to follow up on. The Public Hearing date has been set for March 13, 2003 at 11:00 AM. The Public Hearing will be held via conference call.. On the Tuesday, February 11, 2003 Finance Agenda and Common Council Agenda will be the dissolution of TID # 5 and the distribution of funds to the City, School, Waukesha County, and Waukesha Technical College. The distribution of funds was thought to be from TID’s 2, 4, 6, and 7. On Thursday, February 6, 2003 Finance Director Dawn Gunderson stated the distribution of funds will be made from TID’s 3, 4, 5, 6, and 7 instead of TID districts mentioned at the February 5, 2003 Finance Meeting. The Water Utility audit will be taking place in February. 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 8:17 PM. Seconded by Ald. Patterson. Carried by all. Respectfully Submitted, Carolyn Warhanek, Recording Secretary