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FM20050119 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Wednesday, January 19, 2005 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Slocomb called the meeting to order at 7:02 PM. In attendance were Committee Members Ald. Salentine and Ald. Schroeder, Chief John Johnson, Information Systems Director Joe Sommers, and those per attached sheet. Ald. Madden arrived at 7:07 PM. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on January 14, 2005. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the January 11, 2005 Finance Committee Meeting were reviewed. Ald. Salentine moved to approve the minutes. Seconded by Ald. Schroeder. Motion carried 3 - 0. LICENSE APPROVALS Ald. Salentine moved to recommend approval of Operator’s License for Beverly Seidl, Jennifer Wronski, and Denise Blumberg subject to receipt of fees, favorable police reports, and verification of schooling. Seconded by Ald. Schroeder. Motion carried 3 - 0. PERIODIC LICENSE REVIEW Joseph Gross (3 Month Review) – A check with the Wisconsin Crime Information Bureau and the City of Muskego Police Department Records revealed no new record of arrest since October 2, 2004, the date of last report. Review violation at Bushy’s Bar & Grill – Permitting underage persons on a licensed premise – Per the request of the Finance Committee, Ms. Kurer appeared to discuss the violation of permitting an underage person on a licensed premise (Bushy’s Bar & Grill). Ms. Kurer explained the circumstance of the violation. The committee and Ms. Kurer discussed the seriousness of the violation and that a reoccurrence could result in the loss of her license. UNFINISHED BUSINESS Continue discussion of the review and possible amendment to Business Credit Card Policy including Compliance Police – The committee reviewed the draft copy of the Compliancy Policy. It was noted the draft copy was set up assuming there will be employees other than Department Heads using a credit card. Discussion took place on disciplinary actions for non-compliance violations of credit card. Should card be taken away from employee? Normal disciplinary procedure would be first oral, then written, followed by time off without pay and/or termination of employment. Other questions asked were if the non-compliance violation procedure should be written or not and how would an employee know the expectations of the disciplinary procedure. Ald. Schroeder asked if the City currently has anything written that states any misconduct or violation of policy or procedure can involve discipline up to and including discharge? If the City has this written statement on a policy/procedure it would cover non-compliance violations of credit card. The Mayor would be responsible for enforcing any disciplinary action. Discussion continued on whether periodically notification should be given to the Finance Committee of every non-compliance violation. Ald. Salentine moved to defer to the Tuesday, January 25, 2005 Finance Committee Meeting. Seconded by Ald. Madden. Motion carried 3 – 0. Finance Committee Meeting January 19, 2005 - Page 2 NEW BUSINESS Review request of Little Muskego Yacht Club to Place Temporary Race Course Markers – Mr. Pede, Treasurer/Member, Board of Directors, Little Muskego Yacht Club, sent a letter requesting the placement of temporary racecourse makers on Little Muskego Lake May 1, 2005 through September 30, 2005. 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 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 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 request of Little Muskego Yacht Club to place temporary racecourse markers on Little Muskego Lake from May 1, 2005 through September 30, 2005. Seconded by Ald. Schroeder. Motion carried 3 – 0. Approval of 2005 fleet purchase – Chief John Johnson is requesting approval to purchase the following 2005 fleet: 3 Marked 2005 Ford Crown Victoria’s $20,639.00 each $ 61,917.00 1 Unmarked 2005 Ford Crown Victoria $20,162.00 each $ 20,162.00 1 2005 Ford Expedition $25,641.00 each $ 25,641.00 Total $107,720.00 The 2005 budget includes funds to purchase the vehicles. Ewald Automotive Group has been awarded the V.A.L.U.E. Cooperative Purchasing Program of Southeastern Wisconsin. Ald. Salentine moved to approve the purchase of the above five vehicles. Seconded by Ald. Madden. In response to Ald. Schroeder’s question, Chief Johnson stated the Police Department currently has one Expedition that will be used less to keep the miles down (it has over 100,000 miles on it). Motion carried 3 – 0. Review and approve request for additions to 2005 budget – Chief Johnson stated the Police Department 2005 Personnel Management account (a/c 100.02.20.01.5845) would be short $3,200.00. The $3,200.00 is needed to do drug screens, physicals, hepatitis shots, and psychological exams for the police candidates’ employment. In addition the Police Department 2005 uniform account (a/c 100.02.20.01.5151) will be short $3,000.00. Chief Johnson is requesting the appropriation of funds from contingency (a/c 100.09.81.00.6601). Mayor Slocomb stated the actual transfer of funds would not be made until August or September when other contingency transfers are made. Ald. Schroeder moved to approve the appropriation of contingency money and requested a memorandum be sent to the Finance Committee when the final numbers are available for the personnel management and uniform costs for the six new officers. Seconded by Ald. Salentine. Motion carried 3 – 0. Review request to automate Police evidence property – Information Systems Director Joe Sommers and Police Chief Johnson are requesting $19,088.00 for software and training for the use of barcoding evidence. This will reduce the time required to run the evidence room and increase the accuracy of the data. It is estimated the time to do an inventory will be reduced from three days to approximately half a day. The current system is basically a manual system. Barcoding would have been part of the automation program requests for future years. Funds are available from the balance in the 2004 replace police software budget. Discussion continued on the vendor, HTE, noting property will be imported on the incident report. The system used by the Franklin Police Department was also discussed. Chief Johnson will send Steve Kukowski to view their system. Ald. Salentine moved to approve $19,088.00 for the automation of Police evidence property. Seconded by Ald. Madden. Motion carried 3 – 0. Review PC and laptop purchases – Information Systems Director Sommers presented information on the 2005 PC replacement program. There will be twenty-one replacement PC’s, one new PC, and two replacement laptops. The operating system will be Windows XP Professional. The PCs will have eighty GB hard drives. Ald. Schroeder asked about the monitor replacement. The monitors currently being replaced are CRT’s. When it comes time to replace the newer LCD monitors there is a possibility that only the CPUs will be replaced due to the longer life of the LCD monitors. A review of the LCD monitors would be done at replacement time looking at the condition and quote to replace. Ald. Salentine moved to approve $31,539.00 for PC replacement. Seconded by Ald. Madden. Motion carried 3 – 0. Finance Committee Meeting January 19, 2005 - Page 3 Review request to amend hiring date for new/replacement officers – Chief Johnson is requesting changing the 2005 Police Department personnel budget starting date for two new recruits from March 1, 2005 to January 31, 2005. This would allow the two officers to attend the WCTC Recruit Academy thirteen weeks certification school that begins January 31, 2005. This would graduate them the first week of May enabling the Police Department, after their field-training period, to benefit by mid-summer. There are sufficient funds in the Police Department personnel budget to cover the additional month of employment. Ald. Salentine moved to approve amending the hiring date to January 31, 2005. Seconded by Ald. Madden. Motion carried 3 – 0. Approval of ASCAP Local Government Music Licensing Agreement – The City has had an annual agreement with the American Society of Composers, Authors & Publishers (ASCAP) for music played during dance, fitness, and water aerobic classes. The cost of the agreement, $324.59, covered only those classes. The new agreement for $268.00 will cover the City in a lot of different ways. The cost will only increase by the Consumer Price Index. Ald. Salentine moved to recommend approval of the ASCAP Local Government Music Licensing Agreement. Seconded by Ald. Schroeder. Motion carried 3 – 0. Review and approve clothing reimbursement – Maintenance Personnel/Parks – In a memorandum, Executive Assistant/Human Resource Coordinator Cathie Anderson noted that a request had been made for the maintenance personnel to obtain a clothing reimbursement the same as the public works/public utilities employees. The public works/utility contract states “Work clothing and Shoe Reimbursement shall be up to $300.00 annually. The City currently rents uniforms for Parks’ personnel from American Industrial. Per correspondence from Parks and Recreation Director Craig Anderson the amount for the rental of uniforms is the same as the Public Works/Utilities contract, $300.00. Parks’ personnel would be receptive to being under the same reimbursement policy as Public Works/Utilities. Ald. Schroeder requested copies of American Industrial invoices. Ald. Schroeder moved to defer to the Tuesday, January 25, 2005 Finance Committee Meeting. Seconded by Ald. Salentine. Motion carried 3 – 0. MAINTENANCE AGREEMENTS Review computer maintenance agreements – Information Systems Director Sommers presented the 2005 computer maintenance agreements. Overall maintenance has a six percent reduction. This is primarily due to maintenance no longer being carried on the A/S400 and voter registration printer, having Cityserver maintenance for six months, and waiting on voice mail maintenance until after the phone system/unified messaging is addressed. Ald. Madden moved to approve $67,300.25 for 2005 maintenance agreements. Seconded by Ald. Salentine. Ald. Schroeder asked about comparison of time and material to maintenance contracts. It was noted that software updates are included as part of the maintenance. Information Systems Director Sommers does review comparison, especially on hardware. Motion carried 3 – 0. Review and approve copier maintenance agreement, $72.00, same rate as 2004 – Ald. Salentine moved to approve the Public Works/Utility 2005 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. Schroeder. Motion carried 3 – 0. RELEASE OF FUNDS--None REDUCTION IN LETTER OF CREDIT Approve reduction in Letter of Credit for Quietwood East II, $53,920.00 – Ald. Salentine moved to approve reduction in Letter of Credit for Quietwood East II in the amount of $53,920.00 as recommended by Engineering/Building Inspection Director Sean McMullen. Seconded by Ald. Schroeder. Motion carried 3 – 0. Approve reduction in Letter of Credit for Stonebridge $89,637.00 – Ald. Salentine moved to approve reduction in Letter of Credit for Stonebridge in the amount of $89,637.00 as recommended by Engineering/Building Inspection Director Sean McMullen. Seconded by Ald. Schroeder. Motion carried 3 – 0. Approve reduction in Letter of Credit for MRED-Condos (Candlewood Village), $321,286.02 – Ald. Salentine moved to approve reduction in Letter of Credit for MRED – Condos (Candlewood Village) in the amount of $321,286.02 as recommended by Engineering/Building Inspection Director Sean McMullen. Seconded by Ald. Schroeder. Motion carried 3 – 0. Finance Committee Meeting January 19, 2005 - Page 4 Approve reduction in Letter of Credit for Northfield Green, $110,000.00 – Ald. Salentine moved to approve reduction in Letter of Credit for Northfield Green in the amount of $110,000.00 as recommended by Engineering/Building Inspection Director Sean McMullen. Seconded by Ald. Schroeder. Motion carried 3 – 0. Approve reduction in Letter of Credit for Prairie Meadows, $55,425.00 – Ald. Salentine moved to approve reduction in Letter of Credit for Prairie Meadows in the amount of $55,425.00 as recommended by Engineering/Building Inspection Director Sean McMullen. Seconded by Ald. Schroeder. Motion carried 3 – 0. Approve reduction in Letter of Credit for St. Andrews Village, $489,402.24 – Ald. Salentine moved to approve reduction in Letter of Credit for St. Andrews Village in the amount of $489,402.24 as recommended by Engineering/Building Inspection Director Sean McMullen. Seconded by Ald. Schroeder. Motion carried 3 – 0. VOUCHER APPROVAL – None FINANCE DIRECTOR’S REPORT - None COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW Discuss starting time for the January 25, 2005 Finance Meeting – The Finance Committee changed the starting time for the January 25, 2005 meeting from 7:00 PM to 6:30 PM. Mayor Slocomb will notify Alderman not on the Finance Committee requesting their presence at 6:45 PM for the presentation by Ehlers & Associates on the two borrowing resolutions and the discussion on the Business Credit Card Policy including Compliance Policy. ADJOURNMENT – Being no further business to discuss, Ald. Schroeder moved to adjourn the meeting at 9:08 PM. Seconded by Ald. Madden. Motion carried 3 - 0. Respectfully Submitted, Carolyn Warhanek Recording Secretary