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FM20040121 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Wednesday, January 21, 2004 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Slocomb called the meeting to order at 7:05 PM. In attendance were Committee Members Ald. Salentine and Ald. Schroeder, Finance Director Dawn Gunderson, Information Systems Director Joe Sommers, Clerk-Treasurer Jean Marenda, Engineer/Building Director Sean McMullen, and those per attached sheet. Committee Member Ald. Petfalski arrived at 7:35 PM. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on January 16, 2004. The amended agenda was posted on January 19, 2004. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the January 13, 2004 Finance Committee Meeting were reviewed. Ald. Schroeder moved to approve the minutes. Seconded by Ald. Salentine. Motion carried 2 - 0. LICENSE APPROVALS Ald. Schroeder moved to recommend approval of Operator’s License for Sandra Morales, Jarret Schwake, and Alexis Hayes subject to receipt of fees, favorable police reports, and verification of schooling. Seconded by Ald. Salentine. Motion carried 2 - 0. Robert O’Connor, agent for O’Connor Petroleum Co., Inc., appeared before Committee to request a Class A Liquor License. After interview the Committee discussed the seriousness of liquor violations. Ald. Salentine moved to recommend approval of Class A Liquor License for O’Connor Petroleum Co., Inc. Seconded by Ald. Schroeder. Motion carried 2 – 0. Review Application for Dog Fancier Permit Donald Brzezinski, S78 W18232 Lions Park Dr. (Renewal) A renewal application for a Dog Fancier permit for four dogs, three Labradors and one Golden Retriever, was received from Don and Nancy Brzezinski. Ald. Schroeder expressed concern about information in the two letters received from neighbors of the Brzezinski’s. Nancy Brzezinski was present to answer Committee’s questions. The Committee discussed requesting Police report and agreed that this could be done without prejudice so the dogs would not have to be moved out before a license is reissued. After discussion, Ald. Schroeder moved to defer so a request could be made for a Police Report of any complaints to the Brzezinski address from time of issuance of license until end of 2003. Seconded by Ald. Petfalski. Motion carried 2 – 1. Ald. Salentine voting no. Review Application for Dog Fancier Permit Gerry and Judy Hassmann, S102 W21340 Kelsey Dr. (New) An application for Dog Fancier Permit for three dogs, two Beagles and one Akita, was received from Gerry and Judy Hassmann. After discussion, Ald. Petfalski moved to recommend approval of Dog Fancier License to Gerry and Judy Hassmann. Seconded by Ald. Schroeder. Motion carried 3 – 0. Operator’s License, S. Murphy – The Committee recommended a letter be sent, after the January 27, 2004 Common Council Meeting, to Murphy stating Committee’s recommendation and also informing him that he could apply again for an operator’s license after having a clean record for one year. Ald. Schroeder moved to recommend denying an operator’s license to Sean Murphy due to information on Police Report and disposition of court hearing. Seconded by Ald. Salentine. Motion carried 3 – 0. PERIODIC LICENSE REVIEW Review violation at Loomis Petro Mart for Sale to Underage Person – A memorandum was received from Lt. Kukowski in regard to violation at Loomis Petro Mart for the sale of alcoholic beverage to an underage person. Ald. Salentine moved to request the presence of the agent for Loomis Petro Mart at the Wednesday, February 4, 2004 Finance Committee Meeting. Seconded by Ald. Schroeder. Motion carried 3 – 0. UNFINISHED BUSINESS Review of Non-Rep Personnel Code – Ald. Schroeder moved to defer. Seconded by Ald. Petfalski. Motion carried 3 – 0. Finance Committee Meeting January 21, 2004 - Page 2 Review request for Computer Specialist salary adjustment – Ald. Petfalski moved to defer. Seconded by Ald. Schroeder. Motion carried 3 – 0. NEW BUSINESS Review request for Internet Search Engine – Information Systems Director Joe Sommers presented information on ISYS Search Engine and other options the City has looked at. Clerk-Treasurer Jean Marenda was also present to answer the Committee’s questions. This is the final part of the Imaging project and will give people a complete and accurate search of the City’s Web site. ISYS has been installed internally on the City’s network and been evaluated for over a month. The annual maintenance for ISYS is $1,500.00. Money for this project is from the Clerk-Treasurer’s Capital Budget, Imagining – Indexing Software and Scanner. Ald. Schroeder moved to approve purchasing ISYS Web for $10,515.00. Seconded by Ald. Salentine. Motion carried 3 – 0. Review request by Little Muskego Yacht Club to place temporary racecourse markers – Deputy Clerk Jill Blenski submitted request received by Mr. Pede, Treasurer/Member, Board of Directors, Little Muskego Yacht Club, to place temporary racecourse makers on Little Muskego Lake May 1, 2004 through September 30, 2004. The authorization for this is requested under Chapter 20, Section 20.10(6) of the Municipal Code of the City of Muskego. Details of the racing activity, which are the same as 2003, are as follows: There are sixteen to twenty racing days during the season. Each 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 the 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 over night. 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 request for temporary racecourse markers on Little Muskego Lake from May 1, 2004 through September 31, 2004. Seconded by Ald. Petfalski. Motion carried 3 – 0. Review request for iSeries Server to replace AS/400 – The City is currently running IBM AS/400 for Police, Court, and Voter Registration applications. Due to the age of the system, updates for any of the programs can no longer be loaded. The request for the iSeries Server is the first step in upgrading the Police system. The City currently pays $8,461.00 annual maintenance on the AS/400. The iSeries has an average annual cost of $2,390.00 per year. The $6,071.00 annual savings will pay for the new system in just over 8 years. If approved a request for a May delivery would be made so the server could be set up between elections. Ald. Petfaski moved to approve purchase and installation of an IBM iSeries Server from SPSI for $48,896.00. Seconded by Ald. Schroeder. Funds for the iSeries Server were included in the 2004 Police Department Capital Budget, Replace Police Software. Motion carried 3 – 0. Approve agreement with Eddie Schaefer to farm Park Arthur (Old Martin Property) – Parks and Recreation Director Craig Anderson noted in letter to Committee the Parks and Recreation Board is recommending approval of attached agreement with Eddie Schaefer to lease 13.00 acres of land to be farmed. The agreement is for one year and can be renewed on an annual basis. Engineer/Building Director Sean McMullen was present to answer the Committee’s questions and explained that the 13 acres includes a buffer of alfalfa and Timothy Grass. A discussion took place on the payment of $1.00 per year and it was agreed that this was reasonable based on other agreements and the benefits to the City for having the land farmed. At a minimum, this is a one-year agreement so as not to incur the agriculture use penalty for the land. Ald Petfalski moved to recommend approval of the agreement with Eddie Schaefer to farm Park Arthur. Seconded by Ald Schroeder. Motion carried 3 – 0. Review request for Special Assessment replacement – Information Systems Director Joe Sommers is recommending the purchase of Special Assessment Program, conversion, and maintenance from Civic Systems as budgeted in the 2004 Capital Budget. The existing Special Assessments system was written in the 1980’s as part of the tax system. It was acquired by Waukesha County, who converted it to their IBM Mainframe and again to the existing IBM P390 system. Several system features were added in the early 1990’s. Waukesha County is in the process of converting to a new tax system, which, if the City would chose, could include Special Assessments. After reviewing the Special Assessment software from Waukesha County is was determined to be inadequate for the City’s needs. The estimated annual maintenance fee for the requested Special Assessment program from Civic Systems is $1,000.00. Ald. Salentine moved to approve the purchase of the Special Assessment program, conversion, and maintenance from Civic Systems for $11,000.00. Seconded by Ald. Petfalski. Motion carried 3 – 0. Finance Committee Meeting January 21, 2004 - Page 3 Approve Janesville Road electrical conversion costs – Engineer/Building Director Sean McMullen stated the final phases of the Janesville Road utility burying project related to the Janesville Road reconstruction project has begun. As part of this project a rate needs to be established for reimbursement to the seven property owners (eleven services) for them to switch from overhead to underground electrical. The minimum specifications for the utility upgrade include a standard installation with a 100 Amp breaker panel, including all necessary adjustments to bring the service wiring up to the minimum code. Several companies were contacted in regard to the service and the following responses were received: Pinky Electric $1,500.00 to $2,000.00 per service Peerless Electric $1,900.00 to $2,000.00 per service ABC Electric $1,800.00 to $4,000.00 per service Dnesco Electric $1,800.00 to $4,000.00 per service Spring City Cost not to exceed $5,000.00. McMullen would like to provide property owners with contact information on Pinky Electric and Peerless Electric. The recommendation does not preclude the homeowner from contracting with another company to complete the service conversion work. The reimbursement will be capped at the approved amount. If unforeseen issues arise, McMullen would like the ability to review with the Finance Committee on a case-by- case basis any additional reimbursement that may be necessary. Ald. Petfalski moved to recommend reimbursement of a not to exceed amount of $2,000.00 per service for electrical conversion. Seconded by Ald. Salentine. Ald. Schroeder asked if a homeowner could leave the electrical pole and overhead service in. McMullen said that each property owner was in favor of the conversion but could chose to leave the overhead service in. The money for the electrical conversion is coming from TIF Funds. Motion carried 3 – 0. After further discussion on temporary riser poles WE Energies would run and the cost involved if all was coordinated, Ald. Petfalski moved to amend motion to include as long as property owners coordinate with City and WE Energies for the installation of temporary poles and conversion. Ald. Salentine Seconded. Motion carried 3 – 0. McMullen will set up expiration date for property owners to comply with WE Energies to install temporary poles. Ald. Petfalski moved to approve amended motion. Seconded by Ald. Salentine. Motion carried 3 – 0. MAINTENANCE AGREEMENTS - None RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT - None VOUCHER APPROVAL – None FINANCE DIRECTOR’S REPORT – Finance Director Gunderson stated she has been working on information for preparation of official financial statements for borrowings. A conference call will be held with representatives from Ehlers and Virchow Krause to look at Sewer Utility and the impact of going out to the bond market. The Finance Department is also working on preparing financial information for year-end audits. The news that was released today from Madison will extend the life of TIF’s, even the possibility for the City’s existing TIF’s. The bill passed by the senate is going before the governor for approval. 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 8:31 PM. Seconded by Ald. Schroeder. Motion carried 3 - 0. Respectfully Submitted Carolyn Warhanek, Recording Secretary