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FM20040421 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Wednesday, April 21, 2004 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. Salentine and Ald. Schroeder, Finance Director Dawn Gunderson, Park and Recreation Director Craig Anderson, Ald. Borgman, and those per attached sheet. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on April 16, 2004. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the April 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. Salentine moved to recommend approval of Operator’s License for Sylvia Andrews, Jennifer Gainer, Sabrina Cropper, Sandra Gollwitzer, and James Gollwitzer subject to receipt of fees, favorable police reports, and verification of schooling. Seconded by Ald. Schroeder. Motion carried 2 - 0. William Webber, agent for The Brick House Bar & Grill, Inc appeared before committee to request a Class B Liquor License. The committee interviewed Webber and discussed the seriousness of liquor violations. Ald. Salentine moved to recommend approval of Class B Liquor License for The Brick House Bar & Grill, Inc., subject to receipt of fees. Seconded by Ald. Schroeder. Motion carried 2 – 0. Recommend approval of Temporary “Class B”/Class “B” – All MHS Reunion – 9/4/2004 – Dennis Shook appeared before the Finance Committee to discuss the application for a Temporary Class “B”/”Class B” Retailer’s License submitted by the All Muskego High School Reunion Committee. The event will be held at Veteran Memorial Park on Saturday, September 4, 2004. A similar event was held in 2000. Mr. Shook stated beer and soda would be served and a boom box would provide music. ID’s will be checked and wristbands issued. Mr. Shook mentioned the possibility of using two wristbands, one for those over twenty- one and another for those under twenty-one. The application stated alcohol would be available between 3:00 PM and 11:30 PM. Ald. Salentine moved to recommend approval of Temporary “Class B”/Class “B” License. Seconded by Ald. Schroeder. Motion carried 2 – 0. NEW BUSINESS Approval of Agreement Between the City of Muskego and Dennis Shook, Chairman of the MHS Reunion Committee for 9/4/2004 Event – After the application for a Class “B”/”Class B” Liquor License for the All Muskego High School reunion to be held on September 4, 2004 from noon until midnight, the discussion continued on the Agreement between the City of Muskego and Dennis Shook, Chairman of the event. Ald. Schroeder moved to recommend approval of the Agreement. Seconded by Salentine. Motion carried 2 – 0. PERIODIC LICENSE REVIEW - None UNFINISHED BUSINESS Review Dedication Fees for Parks and Conservation – At the April 7, 2004 Finance Meeting the Committee deferred this item and requested the study be sent back to Ruekert and Mielke. Acting Planning Director Jeff Muenkel sent a memorandum stating that Ruekert and Mielke would not have the updates to City staff until the week of April 26, 2004. Ald. Schroeder moved to defer. Seconded by Ald. Salentine. Motion carried 2 – 0. Finance Committee Meeting April 21, 2004 - Page 2 Annual review of requested changes/no changes to job descriptions – Park & Recreation – Park and Recreation Director Craig Anderson presented the changes for the Parks and Recreation Secretary as follows: Reports To: Director of Parks, Director of Recreation Parks and Recreation The work is performed under the supervision of the Recreation Director and Director of Parks Director of Parks & Recreation. Complies, photocopies and distributes Park and Recreation Board meeting agenda and information materials to Board members, Common Council and news media representatives. Attends Parks and Recreation Board meetings in capacity of recording secretary. Transcribes meeting minutes. Dispenses petty cash and records transactions. Processes athletic program official payroll. Performs public access television tasks. Sets timer for airing programs. Types monthly weekly schedule and city calendar on character generator. Scans/files local pictures for background on character generator. Collects payment for tape copies. Copies broadcast tapes for requesting parties. Mails meeting agenda, minutes and calendars notices to members. Desktop publishing for the department’s program guide (48-56 pages) and department’s newsletter (4 pages) involving word processing, including page layouts, charts and computer graphics utilizing desktop integrated software package. Webmaster for the department’s web page. Develops and maintains the department’s web page. Designs the look and feel of the site. Determines size and arrangement of illustrative material and copy, selects style and size of type, and arranges layout based upon available space, knowledge of layout principles, and aesthetic design concepts. Connects television cameras, sound system, monitors for live broadcast. Assigns times for tape airing. Assist director in troubleshooting sound system and monitors for live broadcast. Issues season passes, checks participant residency, collects fees for ice skate/dance shoe/athletic shoe exchange. Ability to operate a variety of office equipment including computer terminal, typewriter, telephone, fax machine, calculator/adding machine, scanner, laminator and photocopier. The secretary’s changes were job description clean-ups and there was no point change. Also presented for review were the other position descriptions for the Park and Recreation Department. There were no changes to these descriptions. Ald. Salentine moved to approve the amended changes to the Park and Recreation Secretary’s Position Description. Seconded by Ald Schroeder. Ald. Schroeder mentioned how helpful it was to have all the Park and Recreation position descriptions presented at once. Ald. Salentine made reference to the point breakdown at the top of one of the descriptions and how useful it is to have the information there. Motion carried 2 – 0. Approval of USDA agreement for testing geese at Idle Isle Park – Removed; see “Approve Goose Control Options” under New Business. NEW BUSINESS - Continued Approve WaterBugs Agreements – The Parks & Recreation Board is recommending for approval the 2004 Agreement between the Muskego Parks & Recreation Department and Water Bugs Ski Team, Inc.; Agreement between the Ski Team, Inc. and the City of Muskego; and Agreement – Ski Jump, Water Bugs Ski Team, Inc. and City of Muskego. There will be thirty practice dates and fifteen show dates. This is a reduction of six practice dates and an addition of one show date from the 2003 agreement. Ald. Salentine noted that the sound speakers were also cut back from six to four. Ald. Schroeder moved to recommend approval of the 2004 WaterBugs Agreements. Seconded by Ald. Salentine. The discussion continued with the following concerns being brought out by members of the audience: not being able to fish when a practice is taking place, wake created in the pier area making it dangerous to launch or dock a boat, boats not being able to be launched on show dates (Wednesdays), wake created by shore line, WaterBugs taking over the Lake by using it forty-five days, lakes located in Muskego not having a speed limit, location on lake for practices – would like further out, parking, more control/courtesy used, depth of lake, location of pontoon boat used by skiers, location and safety of barge and when it is used and who uses it, signage, volume of sound system, and noise from boat engines. Additional parking area will be created at the old Martin Property – Martin Drive and end of Hardke Drive (future park area). The number of show dates includes the program on July 3. It was pointed out that all boats used by the public, jet skis, etc, not just the WaterBug boats create a noise problem. The WaterBugs have done a lot for the Community and when they are on the lake are there to help others. It was noted that one of the Community benefits are the ski lessons given by the WaterBugs through the Muskego Recreation Program. A lengthy discussion took place on other areas of the lake that could be used including area by Holtz Island, location of jump and its use, and beach area – when it is open/closed, when buoys are pulled, and swimming area size. The old launch that was used years ago was brought up with discussion of fixing it up and using again. It was noted that the Lake District weed cutter and conveyers are stored in that area. Park and Recreation Director Anderson stated the City would look into this. The Finance Committee would like the Lake District Association to become involved Finance Committee Meeting April 21, 2004 - Page 3 Approve WaterBugs Agreements - Continued over the next year to look at other options and make recommendations for next year. The annual Lake District meeting will take place in September. The public has to work with the WaterBugs and the WaterBugs have to work with the public. Discussion took place about times in section 7d of the 2003 Agreement between the Muskego Parks & Recreation Department and Water Bugs Ski Team, Inc. being taken out. Ald. Schroeder moved to amend his motion to add the time of 8:00 AM - 11:30 AM back into section 7d for May 29, June 12, 19 & July 31, August 14, 21. Seconded by Ald. Salentine. Motion carried 2 – 0. Ald Schroeder question the statement of five vehicles being taken out of the 2003 Agreement. Ald. Schroeder moved to amend his motion to add five vehicles be added to statement “If the parking lot is full, special parking for five (5) vehicles will - - -. Seconded by Ald. Salentine. Motion carried 2 – 0. Ald. Schroeder moved to amend motion to add to the agreement two unannounced compliance checks per month by the Police Department. Police Department to have a checklist including the following items: 1. Volume of sound system if checked on Wednesday night 2. Yellow flashing light on top of ski jump is operating properly 3. Check all signage included in section 9a and b, that it is posted at proper time 4. Swim area open and if closed checking with Park Manager to see if permission was granted 5. One hundred foot clearance check of boats and skiers from islands The compliance checklist report should be given to the Park and Recreation Director to report to the Park and Recreation Board any violations which can be enforced under section 16 b, 1, 2, and 3 of the agreement. Item 5 above is a municipal issue and would be in addition to 16 b. Also an end of the month report of contacts Police Department had and complaints against or filed by the WaterBugs should be given to Park and Recreation Director Anderson monthly to present to the Park and Recreation Board for their review. Park and Recreation Director Anderson asked that the compliance of volume of sound systems be specifically laid out. It was noted the Police Officers would have to treat it like any other noise complaint. Seconded by Ald. Salentine. Motion carried 2 – 0. Discussion continued on depth of lake and amount of water available for swimmers. The signage was also discussed (section 9 a, b, and c) with concern when the signs were put up and taken down. A member of the WaterBugs stated once the signs are up they stay up. It was stated that the WaterBugs should verify that the signs are up. Motion to approve agreements as amended carried 2 – 0. A recess was taken at 9:08 PM. At 9:10 PM meeting reopened to continue discussion of New Business. Approve Goose Control Options – The Parks and Recreation Board is recommending for approval the purchase of the Goose poopbuster, $5,281.00 (includes shipping) and the repellant service from Bye Bye Birdies, ($5,500.00). Parks and Recreation Director Anderson checked with two other park districts, one in Illinois and one in Wisconsin, that have used the Goose poopbuster and they spoke highly of it. Sand areas will still have to be raked. Ald. Schroeder asked that the goose control options be split into two items for approval. Ald. Schroeder moved to approve the purchase of the Goose poopbuster from Capital Budget account 410.08.94.72.6504, project 720405. Seconded by Ald. Salentine. Motion carried 2 – 0. The Bye Bye Birdies, LLC quote included four-day fogging campaign and one spray treatment to expel geese from Idle Isle Park. This option would start when there is the largest population of geese at Idle Isle Park. The company will work with the City on when to start. Ald. Schroeder expressed his concern on taking money for this from Capital Budget instead of Operating Budget. Ald. Schroeder stated there is a possibility this may have to be done several years in a row to rid the area of geese. Park & Recreation Director Anderson stated that there are park areas where this has worked after the first year. He also noted that the City would continue to oil eggs. Mayor Slocomb agreed it should come out of Operating Budget. Park and Recreation Director stated he should be able to take the money out of account 100.05.72.02.5820, contract services. If the account is over budget at the end of the year the committee agreed to review and if it is over budget because of this item the money could come out of contingency. Ald. Schroeder moved to approve the quote for $5,500.00 from Bye Bye Birdies, LLC with money coming from Operating Budget account 100.05.72.02.5820. Seconded by Ald. Salentine. Motion carried 2 – 0. Parks and Recreation Director Anderson stated that this will be ridding the geese out of Idle Isle Park but where they go is unknown. Ald. Schroeder stated that it would be very helpful for next year if the Parks and Recreation Department would track how this program is working, when treatments are made, what happens, where the geese go, having department go out a week before treatments to check population around lake – is the population increasing. This should be documented in study form. Parks and Recreation Director Anderson stated the Parks Department along with the Conservation Coordinator/Forester were going to start the end of April going out once a week for a visual count of the population of geese at Idle Isle. Finance Committee Meeting April 21, 2004 - Page 4 MAINTENANCE AGREEMENTS Approve maintenance agreement for staff use copier, $38.73/mo (2003 $33.57/mo) – Library Director Holly Sanhuber sent request for approval of the maintenance agreement for the staff copier. This is a one- year, toner-inclusive contract, which allows for 4,000 copies a month. At the April 7, 2004 Finance Meeting the Committee deferred, requesting the following information from Library Director Holly Sanhuber: 1. What is the monthly click history? Although there are seasonal fluctuations, the staff copier use has averaged 7,445 copies a month. At the new rate the Library will pay .00968 each for the first 4,000 copies. That is what the account representative describes as the basic amount on the state-buy contract, under which the machine was purchases in 2000. There have been twenty service calls in four years. 2. What is overcharge for copies over the monthly agreement allowance? Overages are charged at .0093 per copy. It is to the Library’s benefit not to raise the monthly base rate from 4,000 to 6,000 or 8,000, as the “overage” copies are cheaper than the base rate copies. Ald. Schroeder moved to approve the maintenance agreement with Gordon Flesch for the staff use copier. Seconded by Ald. Salentine. Motion carried 2 – 0. Approve maintenance agreement for desk top copiers, $99.04 ea/year (2003 $94.41 ea/yr) – Library Director Holly Sanhuber sent request for approval of the maintenance agreement for two desk top copiers. These are one-year, toner-inclusive contracts, which allow for 10,000 copies yearly, per machine. At the April 7, 2004 Finance Meeting the Committee deferred, requesting the following information from Library Director Holly Sanhuber: 1. What is the monthly click history? Each copier averages 4,000 copies annually. The fee is based on a 10,000 yearly minimum. According to the account representative, making a lesser number of copies doesn’t lower the price. At the new rate of $99.04/year, that’s .0247 per copy, per machine. There have been five service calls in four years. 2. What is overcharge for copies over the monthly agreement allowance? Each copy would cost .0095, but the Library is a long way from going over. 3. Are the two desktop copiers for staff or public use? In 2000, the Friends of the Library purchased the two desktop copiers for the two “outpost” offices on the far corners of the library. Those offices were designed quite deliberately to be located where they are, as eyes-and-ears in the Library’s far corners, but they are not convenient to a copier. For $200.00 per year, the Library saves staff time and increases efficiency because the Librarian II and Librarian III who tenant those offices, and who need a-copy-here-a-copy-there, can keep their work flowing without walking the length and breadth of the library every time they need a copy. Ald. Schroeder moved to approve the maintenance agreement with Gordon Flesch for the two desktop staff copiers. Seconded by Ald. Salentine. Motion carried 2 – 0. Approve maintenance agreement for heating and ventilation equipment, $2,559.00 (2003 $2,438.00) – George Wolwark, Maintenance, received the following quote for preventative maintenance projects from J.M. Brennan, Inc.: Fall 2003 Fall 2004 Spring 2004 Spring 2005 City Hall $407.00 $427.00 $ 326.00 $ 342.00 Library $569.00 $597.00 $1,136.00 $1,193.00 J.M. Brennan has proven to be responsive, reliable, safe, and efficient. Ald. Schroeder moved to approve the maintenance agreement quote for heating and ventilation equipment with J.M. Brennan, Inc. Seconded by Ald. Salentine. Motion carried 2 – 0. RELEASE OF FUNDS – None REDUCTION IN LETTER OF CREDIT - None VOUCHER APPROVAL – None FINANCE DIRECTOR’S REPORT – Finance Director Gunderson distributed her Finance Director Report (see attached) for the Finance Committee to read. COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – None ADJOURNMENT – Being no further business to discuss, Ald. Schroeder moved to adjourn the meeting at 9:27 PM. Seconded by Ald. Salentine. Motion carried 2 - 0. Respectfully Submitted, Carolyn Warhanek, Recording Secretary