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FM20030402 CITY OF MUSKEGO FINANCE COMMITTEE MINUTES Approved Wednesday, April 2, 2003 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Slocomb called the meeting to order at 7:10 PM. In attendance were Committee Members Ald. Petfalski, Ald. Salentine, and Ald. Patterson, Finance Director Dawn Gunderson, Information Systems Director Joe Sommers, and those per attached sheet. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on March 28, 2003. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the March 25, 2003 Finance Committee Meeting were reviewed. Ald. Salentine 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 Tammy Sieglaff and Kylie Stubbs subject to receipt of fees, favorable police reports, and verification of schooling. Seconded by Ald. Patterson. Carried by all. James Demitriou was question further by the committee due to report received from the Wisconsin Crime Information Bureau and the City of Muskego Police Department. Ald Petfalski moved to recommend approval of Operator’s License with three, six, nine, and twelve-month reviews for James Demitriou subject to receipt of fees, answering the committee’s police report questions favorably, and verification of schooling. Seconded by Ald. Patterson. Carried by all. Amanpreet Kaur submitted a liquor license application for Class “A” Retailers’ License for the sale of fermented malt beverages for Dhillon Petro Mart, S73 W16680 Janesville Road. Amanpreet Kaur is the agent and the trade name is Dhillon’s Petro Mart, Inc. Ald. Petfalski moved to recommend approval of Class “A” Retailers’ License for Dhillon Petro Mart. Seconded by Ald. Patterson. Carried by all. Interview with Gursewak Singh took place later during the meeting. After answering the committee’s routine questions, Ald. Salentine moved to recommend approval of Operator’s License for Gursewak Singh subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Petfalski. Carried by all. PERIODIC LICENSE REVIEW - None Convene into Closed Session – Closed Session was not held. UNFINISHED BUSINESS Consider tuition reimbursement – Ald. Salentine moved to defer the consideration of tuition reimbursement to the Wednesday, April 16, 2003 Finance Meeting. Seconded by Ald. Patterson. Carried by all. NEW BUSINESS Review adjustments to Job Description – Plan Department – A request to review points that have been assigned to the Plan Associate position in the Plan Department was received from Cathie Anderson, Executive Assistant/Human Resource Coordinator. Mayor Slocomb, Finance Director Dawn Gunderson, Plan Director Brian Turk and Anderson met to review the Plan Associate’s position as part of the six-month review to assure that the position description matched the work being assigned and performed. As a result of the review one component under the Problem Resolution needed to be adjusted from 4Cs (40) to 4Ce (46). The change will result in total points of 299 with the position remaining in the G6 classification. This does not affect the salary of the position. Ald. Salentine moved to recommend approval of the adjustment to the Plan Associate position. Seconded by Ald. Petfalski. Carried by all. Finance Committee Meeting April 2, 2003 - Page 2 Consider request to utilize temporary help to cover for a worker’s comp leave – Memorandum was received from Utility Superintendent Scott Kloskowski requesting part-time help be allowed to work the hours of Utility employee Castine while he is out of work due to an injury received while at work. Castine is scheduled to be off work for a minimum of four weeks. Ald. Salentine moved to approve part-time help being allowed to work the hours of Castine while Castine is absent. Seconded by Ald. Petfalski. Carried by all. Agreements with Water Bugs Ski Team for 2003 – The Finance Committee received copies of the 2003 Agreement between the Muskego Parks & Recreation Department and Water Bugs Ski Team, Inc. outlining the ski team’s practice and show dates, Agreement which is made between the Ski Team, Inc. and the City of Muskego in regards to the pier and signage, and Agreement – Ski Jump which is an agreement between the Water Bugs Ski Team, Inc., and the City of Muskego. Shelly Wohler was present to answer Committee questions. Water Bugs Ski Team was requesting thirty practice dates and fourteen show dates on the agreement presented to the committee. It was pointed out that there are thirty-one and not thirty practice dates listed on the agreement. Discussion occurred on the five additional ski team practice dates requested and beach opening times in relationship to practice and show dates. Also discussed were the five signs the Water Bugs Ski Team, Inc. will make with prior approval of the Parks & Recreation Director. Two signs will indicate that the swimming area will be decreased in size ten minutes prior to and throughout the practice/show times as posted on the back of the chair tower and at the entrance of the park. Two signs will indicate that the pier will be closed to the public one-half hour prior to and throughout the practice/show times posted at the prier and at the entrance of the park. The fifth sign will indicate that the Water Bugs pier is not to be used for public swimming, diving, or jumping from and no public boats shall be moored to said pier. Ald. Petfalksi moved to recommend the 2003 Agreement between the Muskego Parks & Recreation Department and Water Bugs Ski Team, Inc. with the amended practice dates of July 21, August 4, August 11, August 18, and August 25 for a total of 36 practice dates; the Agreement between the Ski Team, Inc. and the City of Muskego; and Agreement – Ski Jump, Water Bugs Ski Team, Inc. and City of Muskego. Seconded by Ald. Salentine. Carried by all. The Finance Committee received a copy of the lease agreement between the Parks and Recreation Board, City of Muskego and Water Bugs Ski Team, Inc. or Shelly Wohler (Lessee) allowing use of Idle Isle concession stand for the operation of a concession stand to provide food and soda to the public patronizing the park. Ald. Patterson moved to recommend Lease agreement between the Parks and Recreation Board, City of Muskego and Water Bugs Ski Team, Inc. in regards to the Idle Isle concession stand. Seconded by Ald. Petfalski. Carried by all. Review Exchange Server Purchase – Information Systems Director Joe Sommers requested approval for the purchase of an exchange server that was budgeted for in the 2003 Capital Budget. The existing server was purchased in 1996. The purchase of an exchange server will put the City on the most current mail platform that is used by employees for calendars, e-mail, and tasks. The following are major improvements over the existing system: Item Existing New Storage Capacity (GB) 6 146 Speed of Server (CPU in GHz) .133 1.8 Memory (GB) .5 4 Number of Information Stores 1 Many Microsoft Exchange Version 5.5 2000 Enterprise Ald. Salentine moved to approve $12,859.00 for the purchase of an exchange server. $12,005.00 from capital budget account 410.08.90.15.6505 (project 150301) and $853.75 from consulting operating account 100.01.15.00.5840. Seconded by Ald. Petfalski. Carried by all. Finance Committee Meeting April 2, 2003 - Page 3 Review 2003 Capital Budget MVFCO – 800 Mhz radios – Finance Director Dawn Gunderson was forwarded an invoice received by Muskego Volunteer Fire Company from GSI Communications, Inc of Wisconsin. At the final budget meeting held by the Committee of the Whole the requested 2003 capital budget amount of $52,000.00 for the 800 Mhz radios was split between two years. $26,000.00 was budgeted and approved for 2003 and the remaining $26,000 was placed into the 2004 capital plan. The new officers of the MVFCO were not aware of the budget change and proceeded to order all the radios originally budgeted for. The radios have been delivered and the obligation incurred. At the March 25, 2003 Common Council meeting payment of $28,379.74 was issued, $26,000.00 from the 2003 capital budget and $2,379.74 from balance in radio 2002 capital budget. Discussion took place on what account to take the money from. The recommended non-borrowed capital fund is a fund that exists from prior year projects that were under budget. Discussion took place on how to avoid this situation from happening in the future. Ald. Petfalski said he would like the Finance Department or Muskego Volunteer Fire Company to come back to the Finance Committee with a procedure so this situation does not come up again. Discussion continued on whether items would need Finance Committee approval or Finance Director approval over a certain dollar amount. The Finance Department could come up with a new Finance policy that would then be acknowledged by both internal and external City Department Heads. This policy would be presented at a future Finance Meeting. Ald. Petfalski moved to approve payment of the balance due, $22,044.26 from non-borrowed capital fund and removing the item from the 2004 capital budget. Seconded by Ald. Salentine. Carried by all. Review purchase of Backup System and allocation of funds – Information Systems Director Joe Sommers presented a proposal to purchase a backup system for $10,224.00 and to move the City’s existing tape backup system to the Demilitarization Zone (DMZ). It currently takes seventeen hours to back up the network. The purchase of a backup system and moving the existing tape backup system to the DMZ will reduce backup to about five hours. The current backup solution is to back up our internal network and DMZ with a single tape. This extends the amount of time required to backup the DMZ and unnecessarily opens up a hole onto our network from the outside. The DMZ will include the Exchange Mail server and our Internet Server, plus any other server deployed specifically for public use from the Internet. The current Network Backup capacity (GB compressed) is 200 and the new will be 400. Ald. Salentine moved to approve $10,224.00 for the purchase of a backup system. Money to come from 2002 capital budget account 401.08.90.15.6505 (fiber to Library) and moving the existing tape backup to the DMZ. Seconded by Ald. Petfalski. Motion carried 2 – 1 with Ald. Patterson voting nay. MAINTENANCE AGREEMENTS Approve annual maintenance agreement for smoke detector system, $1,342.00. No change from 2002 - Request to review maintenance for the smoke detector system was received from Library Director Holly Sanhuber. Without a maintenance agreement in place, there is a minimum charge of $285.00 per call, plus parts, with a minimum labor charge of $250.00. Additional labor is charged at $125.00 per hour. The proposed service agreement includes parts. Ald. Petfalski moved to approve maintenance agreement with Siemens/Cerberus Division for the annual cost of $1,342.00. Seconded by Ald. Patterson. Carried by all. RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT – None VOUCHER APPROVAL – None FINANCE DIRECTOR’S REPORT – Finance Director Dawn Gunderson stated the Finance Department would be back to full staff with the return on Monday, April 7, 2003 of an employee on maternity leave. Mayor Slocomb and Finance Director Gunderson will be attending an Insurance Trust meeting on Thursday, April 3, 2002. 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 8:43 PM. Seconded by Ald. Patterson. Carried by all. Respectfully Submitted, Carolyn Warhanek, Recording Secretary