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FM20051019 CITY OF MUSKEGO Approved as Corrected FINANCE COMMITTEE MINUTES Audio Recording Available Wednesday, October 19, 2005 7:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Damaske called the meeting to order at 7:03 PM. In attendance were Committee Members Ald. Melcher and Ald Salentine, City Administrator Sheiffer, Information Systems Director Sommers, Recording Secretary Warhanek, and those per attached sheet. Ald. Madden was excused from the meeting. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on October 14, 2005. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the October 11, 2005 Finance Committee Meeting were reviewed. Ald. Salentine moved to approve the minutes. Seconded by Ald. Melcher. Ald. Melcher stated the minutes should be corrected to read that he was absent and excused from the meeting. Motion carried 2 - 0. LICENSE APPROVALS Ald Salentine moved to recommend approval of Operator’s License for Beth Plummer subject to receipt of fees, favorable police report (waiting for background check from Police Department), and verification of schooling. Seconded by Ald. Melcher. Motion carried 2 – 0. Ald. Salentine moved to recommend approval of Operator’s License for Theresa Wierzba, James O’Dwyer, Christine Smith, Kelly Banach, Amanda Sopa, and Joshua Pelzek subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Melcher. Motion carried 2 – 0. Ald. Salentine moved to bring back to the floor approval of Operator’s License for Joshua Pelzek. Seconded by Ald. Melcher. Motion carried 2 – 0. The Committee continued interview with Joshua Pelzek. Ald. Salentine moved to recommend approval of Operator’s License for Joshua Pelzek subject to a three, six, nine, and twelve-month review, receipt of fees, and verification of schooling. Seconded by Ald. Melcher. Motion carried 2 – 0. PERIODIC LICENSE REVIEW Joseph J. Gross – Operator’s License – 12-month review - A check with the Wisconsin Crime Information Bureau and the City of Muskego Police Department Records revealed no new arrest since July 18, 2005 the date of last report. UNFINISHED BUSINESS Discuss purchase of telephone and/or voicemail systems – Information Systems Director Sommers reported on the pilot telephone program with DSL Internet Hosted PBX pilot that was tested by employees in the Information Systems Department. A separate physical network was created. There were quality problems (people hearing an echo or stating voices sound faint or distant, or not heard and therefore losing the call), with approximately fifty percent of the telephone calls. There are also limitations of features such as no call pickup. The City would have to upgrade the City’s data network to make this option work. This would push the payback period to five years. Security and reliability concerns also prevent Information Systems Director Sommers from pursuing this option further at this time. Information Systems Director is recommending the City keep our existing SBC Centrex telephone system and purchase an upgraded voicemail system from the current vendor, CTI, for $12,130.00. For an additional $5,600.00 a voice recognition automated attendant feature could be acquired. One limitation of the current system is there is no report for incoming calls. Information Systems Director reviewed quotes received to date on various telephone systems. Included was quote from TDS, which was the telephone systems presented to the Finance Committee on October 11, 2005. Information Systems Director Sommers listed the following reasons for not purchasing a new telephone system at this time:  A new phone system does not save money over our existing system. A new system requires a large up front capital cost, and subsequent maintenance, which eliminates most of the potential savings. This item was budgeted so we could purchase a new phone system if it would save the City money.  A new phone system does not have significant new feature that are required by City staff.  We still have to keep parts of our existing phone system for remote locations such as Parks Headquarters, Parks facilities, and Fire Departments. Adding an additional phone system adds complexity in usage and administration. We currently have a seamless telephone system with free intercom calls between numbers and locations. When we receive calls from constituents, we are able to handle their calls as a single City. Finance Committee Meeting October 19, 2005 - Page 2  The budgeted amount of $65,000.00 is only sufficient to cover a phone system for Police and City Hall.  It is unclear how a new system will work with the Dispatch center upgrade.  The existing system (purchased in the 1980’s) is automatically upgraded and maintained by our vendor. It does not have an end to life. We have no onsite telephone system to deal with. Information Systems Director Sommers stated his concern with the TDS proposal is having four different telephone systems plus the current system. Calling and transferring calls between City’s buildings would be charged as a local call instead of no cost with the current SBC Centrex system. Transferring calls between buildings with a new phone system would have to be verified. It was pointed out that New Berlin does not have this feature with their vendor. A constituent is given the department phone number and asked to call back. Mayor Damaske felt that beside the Aldermen receiving a demonstration on the TDS system, staff should also be part of the demonstration. City Administrator Sheiffer’s observation is that there seems to be some confusion among staff on what it is the City is talking about buying, they should have a comfort level with whatever product is purchased if a new system is purchased. Information Systems Director Sommers noted some of the features of a new system were nice telephone sets with multiple line occurrences and call accounting. Ald. Melcher asked the reasons for the price reduction between the TDS quote presented on October 11 and the current quote presented with the TDS Master Equipment Purchase Agreement presented to the Committee at the start of the meeting. City Administrator Sheiffer stated that in the last paragraph of the Scope of Work – Telecom it states: The price reduction from the BCM proposals presented on October 11 is due to two main factors. The first is a combination of quantity and type of phones used at the various locations. The second is the removal of the VPIM voice messaging software. This software will be required when the City is ready to network the facilities together. Ald. Salentine moved to defer to the Tuesday, October 25, 2005 Finance Committee meeting. Seconded by Ald. Melcher. Information Systems Director Sommers stated that the City has automated attendant with the current voice mail system. The voicemail systems could be set up so a number could be pressed for the most frequently call departments. There would also be a directory to search for a name. The automated attendant can be used instead of hiring staff for the receptionist position. Motion carried 2 – 0. NEW BUSINESS Recommend approval of salaries for elected officials – The Committee reviewed draft copy of Ordinance #1206 titled “Establishing Salaries for Certain Elected Officials”. Ald. Salentine moved to recommend approval of biweekly salaries remaining at the current rate of $293.79 for Alderman – Districts 1, 3, and 5, $423.08 for Municipal Judge, and Council President an additional $23.08. Seconded by Ald. Melcher. Motion carried 2 – 0. Recommend denial of claim from Time Warner Cable – Clerk/Treasurer Janice Moyer forwarded letter received from Midwest Claims Service, the claim administrator for the League of Wisconsin Municipalities Mutual Insurance who provides the insurance coverage for the City of Muskego. Midwest Claims Service received notice of claim in which the City accidentally damaged a line owned by Time Warner Cable while performing construction activities. Midwest Claims Service has completed their investigation and recommends that the City of Muskego deny this claim pursuant to the Wisconsin statute for disallowance of claim 893.80(1g). The disallowance of the claim in this manner will allow Midwest Claims Service to shorten the statute of limitations period to six months. The basis of this denial should be that there was no negligence on behalf of the City of Muskego. Their investigation has revealed that the City located the Time Warner cable properly, but the cable was only several inches deep into the ground, located between two layers of asphalt. This was far too shallow and the City damaged the wire while removing the asphalt. Ald. Salentine moved to recommend disallowance of claim. Seconded by Ald. Melcher. Motion carried 2 – 0. Approve Town Hall Change Order Amounts – In a letter to the Finance Committee, Parks and Recreation Director Craig Anderson noted the Parks and Recreation Board approved the additional amount needed to finish the Town Hall improvements to gain occupancy. To help reduce the total cost to $7,645.62 cosmetic items were removed from the lower level (painting and minor tile work). The additional money will come from the Parks Dedication account. This amount should not upset the eight year six month payback to the Parks Dedication account from new/expanded program net revenue. Ald. Salentine moved to approve $7,645.62 to finish the Town Hall improvements to gain occupancy. Seconded by Ald. Melcher. It was noted that the cosmetic items removed from the lower level could be completed at a later date. Motion carried 2 – 0. Finance Committee Meeting October 19, 2005 - Page 3 Recommendation of award of bid – Kelsey Dr. Water Quality Pond – The following bids were received for the Kelsey Drive Water Quality Pond: A.W. Oaks & Co. $129,706.00 Willkomm Excavating & Grading $137,100.00 Sunny Slope Grading, Inc. $136,207.00 Schneider Excavating, Inc. $129,020.70 C.W. Purpero, Inc. $162,250.00 Super Excavators, Inc. $177,295.00 Musson Brothers, Inc. $206,845.00 Ald. Salentine moved to recommend approval of the bid from Schneider Excavating, Inc. for $129,020.70. Seconded by Ald. Melcher. Motion carried 2 – 0. MAINTENANCE AGREEMENTS Approve annual maintenance for Library sprinkler system, $395.00, same as last year – Library Director Sanhuber submitted for approval the annual maintenance agreement for the Library Sprinkler system. Ald. Melcher moved to approve annual sprinkler system maintenance agreement, $395.00, with Automatic Fire Protection. Seconded by Ald. Salentine. Motion carried 2 – 0. Approve maintenance agreement for heating and ventilation equipment, Library & City Hall, $2,645.00 – 2005/2006, (agreement for 2004/2005 was $2,559.00) – George Wolwark, Maintenance, received the following quote for preventive maintenance for the heating and ventilation equipment: Fall Service 2005 Spring Service 2006 City Hall $440.00 $ 360.00 Library $615.00 $1,230.00 Ald. Melcher moved to approve $2,645.00 for the maintenance agreement for heating and ventilation equipment with JM Brennan. 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 – None COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW – Mayor Damaske and George Wolwark, Maintenance, will be looking into and comparing the cost of hiring part time employees to clean City buildings instead of contracting the cleaning out, which is done currently. ADJOURNMENT – Being no further business to discuss, Ald. Melcher moved to adjourn the meeting at 8:08 PM. Seconded by Ald. Salentine. Motion carried 2 - 0. Respectfully Submitted, Carolyn Warhanek, Recording Secretary