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FM20040107 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Wednesday, January 7, 2004 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Slocomb called the meeting to order at 7:17 PM. In attendance were Committee Members Ald. Petfalski, Ald. Salentine, and Ald. Schroeder, 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 January 5, 2004. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the December 9, 2003 Finance Committee Meeting were reviewed. Ald. Petfalski moved to approve the minutes. Seconded by Ald. Schroeder. Motion carried 3 - 0. LICENSE APPROVALS Ald. Petfalski moved to recommend approval of Operator’s License for Amanda Zielinski, Marissa Kramer, John Rath, Donna Hanson, Angela Michals, Heather Karpinski, Glenda Claussen, and Thomas O’Connor subject to receipt of fees, favorable police reports, and verification of schooling. Seconded by Ald. Schroeder. Motion carried 3 - 0. A separate interview was held with Thomas Gorenc in regard to information on Police Report. After satisfactorily answering the committee’s questions, Ald. Petfalski moved to recommend approval of Operator’s License for Thomas Gorenc subject to receipt of fees, favorable police reports, and verification of schooling. Seconded by Ald. Salentine. Motion carried 3 – 0. A separate interview was held with Sean Murphy in regard to information on Police Report. Ald. Petfalski moved to defer action. Seconded by Ald. Salentine. Motion carried 3 – 0. Robert White, agent for Muskego Lakes Enterprise, appeared before committee to request a Class A Liquor License. After interview the committee discussed the seriousness of liquor violations. Ald. Petfalski moved to recommend approval of Class A Liquor License for Muskego Lakes Enterprise, trade name Muskego Lakes Subs & Liquor. Seconded by Ald.Salentine. Motion carried 3 – 0. PERIODIC LICENSE REVIEW Operator’s License – James L. Demitriou – A check with the Wisconsin Crime Information Bureau and the City of Muskego Police Department Records revealed no new record of arrest since October 22, 2003, the date of last report. UNFINISHED BUSINESS Review of Non-Rep Personnel Code – The committee discussed the title and the following sections of The City of Muskego Personnel Code for Management and other Non-Represented Personnel: Article III – Probationary Period, Sections 3.02 and 3.04 Article IV – Retirement Program, Section 4.01 Article VI – Pay Period, Sections 6.01 and 6.04 Article VIII – Call-In Time, Section 8.03 Article X – Overtime, Section 10.01 Article XI – Time off for Funerals, Section 11.01 Article XII – Leave of Absence, Sections 12.01 and 12.03 Article XIII – Jury Duty & Witness Service and Military Summer Camp, Section 13.01 and 13.02 Article XV – Sick Leave, Section 15.02 Article XVII – Insurance, Sections 17.01, 17.02 (both section 17.02’s listed), 17.03, and 17.05. Article XXI – Grievance Procedure, Section 21.01 (Steps One and Two), 21.03, and 21.04 Article XXII – Safety, New Section 22.01 (previously 22.02) Article XXV – Longevity, Section 25.01 Article XXVI – Section 26.01, Miscellaneous and Work Rule Number 3 Review of the Non-Represented Personnel Code will be on the January 21, 2004 Finance Agenda. The revised proposed amended Personnel Code for Management and Other Non-Represented Personnel will be available at that time. Finance Committee Meeting January 7, 2004 - Page 2 NEW BUSINESS Review Time Warner Cable fiber extension – Information Systems Director Joe Sommers received a letter from Bev Greenberg, Vice President of Community/Government Relations, Time Warner Cable approving the City’s request to extend their use of two Time Warner Cable fibers for an additional twelve-month period. The letter stated that they could accommodate the City’s request with the understanding that if Time Warner Cable is in need of the fiber they will notify the City in writing and request the return of the fiber within ninety days. Ald. Petfalski moved to accept Time Warner Cable’s twelve-month extension to the City for use of two of their fibers. Seconded by Ald. Schroeder. Motion carried 3 – 0. Review request for Computer Specialist salary adjustment – As a result of the salary study approved by the Common Council on October 14, 2003, Information Systems Director Sommers is requesting the salary of the Computer Specialist be adjusted to midpoint effective January 1, 2004. The Salary Study indicated the Computer Specialist position is currently being paid at 86.47% of midpoint. Ald. Petfalski moved to defer to the Wednesday, January 21, 2004 Finance Meeting. Seconded by Ald. Salentine. Motion carried 3 – 0. Request for PC purchases – Information Systems Director Sommers presented information on the 2004 PC Replacement program. Among the proposed replacements are the thirty Public Access PC’s at the Library, four Police Administrators PC’s, and two dispatch PC’s. The City will pay for ten of the Library PC’s with the Library having funds for the other twenty. Some of the replacement PC’s will be reused throughout the City. Ald. Petfalski moved to approve $40,749.96 for proposed PC replacements. Seconded by Ald. Salentine. Ald. Schroeder noted that the City did not add to the Special Revenue Fund in 2004 for PC Replacement and asked what the balance was in Special Revenue for this. Finance Director Gunderson stated there was approximately two more years of PC replacement funds available. Motion carried 3 – 0. Recommend Amendment to List of Public Depositories – Finance Director Gunderson and Clerk- Treasurer Jean Marenda recommend the resolution identifying Public Depositories be amended to add Associated Bank. Associated Bank offers a “Municipal Cash Management Investment Account” which is a liquid checking account. This account is set up to pay 30 basis points over LGIP. They would like to deposit a maximum of $500,000.00 in this account, which would be fully insured. Ald. Salentine moved to recommend approval of amending resolution to add Associated Bank. Seconded by Ald. Schroeder. Motion carried 3 – 0. Recommend Approval of Cooperative Agreement with Waukesha County Dept. of Senior Services – Deputy Clerk Jill Blenski sent copy of letter received by Mayor Slocomb from Mary Smith, Nutrition Services Supervisor and Cooperative Agreement Between City of Muskego and Waukesha County Department of Senior Services. The only change made by the County is to the last paragraph in Item III. C. This change is acceptable to the Clerk-Treasurer. Ald. Petfalski moved to recommend approval of Cooperative Agreement. Seconded by Ald. Salentine. Motion carried 3 – 0. Review quote for cleaning of Veteran’s Park, May through September – At the December 3, 2003 Finance Meeting the Committee requested a cleaning quote for Veteran’s Park facility. Jani-King quoted a cost of $865.00 for cleaning Veteran’s Park for the months of May through September. Ald. Petfalski moved to approve quote from Jani-King for $865.00, money to come from Parks Budget and if at the end of the year the Parks Budget is short, as a result of this action, having the Finance Committee review to have money come out of Contingency. Seconded by Ald. Schroeder. Motion carried 3 – 0. Approval of purchase of Police Squad cars for 2004 – Police Chief John Johnson sent memorandum requesting the approval to replace three marked Ford Crown Victoria squad cars. The 2004 Budget contains funds to replace the three squad cars. V.A.L.U.E. pricing has awarded Ewald Ford Lincoln the contract for the rear wheel drive squad cars. Ald. Schroeder moved to approve the purchase of three 2004 Ford Crown Victorias from Ewald Ford at a unit price of $20,567.00. Seconded by Ald. Petfalski. Motion carried 3 – 0. MAINTENANCE AGREEMENTS Finance Committee Meeting January 7, 2004 - Page 3 Review computer maintenance agreements – Information Systems Director Sommers presented the 2004 computer maintenance agreements. Overall maintenance has a fourteen percent reduction. This is primarily due to carry maintenance on the AS/400 only until it is replaced with the new iSeries server, a cost reduction in maintenance for the CrossMatch fingerprint system, and having dropped maintenance on the NT01 server. Repairs on the NT01 server will be covered on time and materials. Ald Petfalski asked about going to time and material for the AS/400. Under time and material the response time is not guaranteed and this is necessary. Information Systems Director Sommers noted that maintenance can be tracked through logs he keeps. Ald. Petfalski moved to approve $32,709.18 for 2004 maintenance agreements. Seconded by Ald. Schroeder. Motion carried 3 – 0. Review typewriter maintenance agreement, same rate as 2003, $34.00/machine – Deputy Clerk Jill Blenski sent memorandum and invoice from Teeter-Warsh Company for typewriter maintenance. The cost per typewriter is the same as 2003, $34.00 per machine. Ald. Salentine moved to approve the typewriter maintenance invoice from Teeter Warsh Company for $272.00, which covers the following typewriters: Parks & Recreation Department 1 typewriter Clerk-Treasurer’s Department 2 typewriters Finance Department 1 typewriter Police Department 4 typewriters Seconded by Ald. Petfalski. Motion carried 3 – 0. Review copier maintenance agreement, same rate as 2003, $72.00 – Ald. Salentine moved to approve the Public Works/Utility 2004 copier maintenance agreement with Lanier Worldwide, Inc. in the amount of $72.00 to be split 50/25/25, Public Works/Water/Sewer. Seconded by Ald. Petfalski. Motion carried 3 – 0. RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT VOUCHER APPROVAL – None FINANCE DIRECTOR’S REPORT – Finance Director Gunderson stated that the preliminary audit would begin on Tuesday, January 13, 2004. The City and Water Utility audit will begin in February. The Finance Statements are in the process of being redesigned to comply with GASB 34. Finance Director Gunderson will e-mail December 31, 2003 preliminary estimates. This is information that Moody’s wants to know with the City going into the bond market. Preliminary estimates show the City will use approximately $178,000.00 of fund balance. This should not affect the City’s rating. Ehlers & Associates is still putting together recommendations on other issues the City had; specifically, the 1996 Sewer Revenue bonds issued for possibly refinancing. After reviewing Capital and a request from Mayor Slocomb, Finance Director Gunderson has asked them to look at restructuring the City’s debt to keep the debt levy the same moving forward. The concern would be the effect on the City’s bond rating. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – After discussion it was determined that the Tuesday, January 13, 2004 Finance Meeting will start at 6:30 PM. The Public Hearing for the Tess Corners Volunteer Fire Departments two mortgages will take place at 6:50 PM on January 13, 2004. The City has to pay mortgage either way and it is more financially advantages for the City to pay then the higher interest rate the Fire Department would have to pay. The City is taking over the debt of a private corporation, and therefore, it has to go to Public Hearing. Ald. Petfalski asked if the City has looked into putting equipment and buildings in the City’s name and then leasing back to the Fire Departments for $1.00. Finance Director Gunderson thought this could be done. The rules that govern the City’s Fire Department/Company (private corporations) are different than those of Municipal Volunteer Fire Departments. Ald. Petfalski would like the City to look into doing this. ADJOURNMENT – Being no further business to discuss, Ald. Petfalski moved to adjourn the meeting at 9:44 PM. Seconded by Ald. Schroeder. Motion carried 3 - 0. Respectfully Submitted Carolyn Warhanek, Recording Secretary