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FM20060509 CITY OF MUSKEGO Approved FINANCE COMMITTEE MINUTES Audio Recording Available Tuesday, May 9, 2006 6:00 PM Muskego City Hall, Aldermen’s Room W182 S8200 Racine Ave. Mayor Damaske called the meeting to order at 6:07 PM. In attendance were Committee Members Ald. Salentine, Ald. Madden, and Ald. Schroeder, City Administrator Sheiffer, Ald. Borgman, Ald. Melcher, Police Lt. LaTour, Recording Secretary Warhanek, and those per attached sheet. Ald. Buckmaster and Ald. Snead arrived during the meeting. Those present recited the Pledge of Allegiance. The meeting was posted in accordance with the Open Meeting Law on May 5, 2006. REVIEW OF MINUTES OF PREVIOUS MEETING The minutes of the April 25, 2006 Finance Committee Meeting were reviewed. Ald. Salentine moved to approve the minutes. Seconded by Ald. Madden. Ald. Schroeder asked for clarification of the bid from Gilbralter Construction for 2006 ADA Accessibility, Parks, minutes stated $26,980.00. The bid was $36,980.00. April 25 minutes corrected. Motion carried 3 - 0. LICENSE APPROVALS Recommend approval of Operator’s Licenses Ald. Schroeder moved to recommend approval of Operator’s License for John Krause, Heidi Kenkel, Tiffany Miller, Robert Layne, Anne Dubats, Tracy Hanson, Tracy Laney, Amy Sherrer, Dani Chic, and Robert Seefeldt (background check not completed), subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Madden. Motion carried 3 – 0. Ald Madden moved to recommend approval of Operator’s License for Elizabeth Scaffidi (interviewed by Ald. Salentine on May 5, 2006) subject to receipt of fees, favorable police report, and verification of schooling. Seconded by Ald. Salentine. Motion carried 3 – 0. Recommend approval of new agent for Pizza Hut – The new agent for Pizza Hut was not present. Ald. Salentine moved to defer to the Tuesday, May 23, 2006 Finance Committee Meeting. Seconded by Ald. Madden. Motion carried 3 – 0. Recommend approval of Outside Dance Permit for Bushy Fest – July 21, 22, & 23, 2006 – Lynn Kurer appeared before the Finance Committee to discuss the application for an Outside Dance Permit and Temporary Amendment to Licensed Premise. The Outside Dance Permit is for July 21, 22, and 23 with music until 12:00 AM on July 21 and July 22 and 10:00 PM on July 23. The request for Temporary Amendment to “Class B” Licensed Premise is an extension to include outside area until 1:30 AM on July 21 and 22. It was noted that there were no complaints on file from previous event. Ald. Madden moved to recommend approval of Outside Dance Permit for July 21, 22, and 23, 2006 and Temporary Amendment to Licensed Premise for July 21 and 22, 2006. Seconded by Ald. Schroeder. Motion carried 3 – 0. Recommend approval of Salvage and Recycling Permit – Kohne – Engineering/Building Inspection Director McMullen reviewed the property associated with Kohne Salvage, including the building file associated with compliant follow-up and incidents. There have been no calls or compliance inspections requested within the last twelve months. The operations are in accordance with the original permit and the site has a secure access gate. Engineering/Building Inspection Director McMullen is recommending approval of the permit. Ald. Salentine moved to recommend approval of Salvage and Recycling Permit for Kohne Salvage, July 1, 2006 through June 20, 2007. Seconded by Ald. Madden. Motion carried 3 – 0. PERIODIC LICENSE REVIEW Operator’s License for Katie Schell – nine-month review - In response to the Record Check Form submitted by the Clerk-Treasurer’s Office the Muskego Police Department reported no new violations. Finance Committee Meeting May 9, 2006 - Page 2 Approved UNFINISHED BUSINESS Action on request to expend approximately $4,200.00 for permanent speed bumps for Lion’s Park Drive (Non-budgeted item) – Engineering Director McMullen stated if the speed tables are approved tonight he would contact Payne & Dolan and schedule installation for the next week to two weeks. Engineering/Building Inspector Director McMullen spoke to John Bishop, one of the Maintenance Engineers for the City of Madison, in regard to Madison no longer using asphalt, instead using concrete. Most of the reasons have to do with the traffic load, the types of plowing, and the types of roads. Madison had been installing asphalt speed tables on concrete roads and the asphalt was rubbing off. Engineering/Building Inspection Director McMullen showed City Administrator Sheiffer speed tables installed on Coldspring Road. After discussion with the City of Madison and Payne & Dolan, Engineering/Building Inspection Director McMullen is still recommending asphalt speed tables. Concrete speed tables would cost almost $17,000.00. He would recommend oil that was grade PG6422, a more brittle asphalt (cracks easier but has a higher wearing life). For the application it would have a stronger wearing surface then the City’s standard roadways. A ten to fifteen year design life can be expected for the asphalt. Ald. Schroeder spoke to Captain Brown of the Madison Police Department. Captain Brown recommended not only contacting the four houses where speed tables were to be installed but do a street long survey or notification. The Finance Committee could then review any feedback. Ald. Salentine stated a traffic study was completed and the temporary speed bumps have been successful for two years. Ald. Salentine mentioned that at Public Works Committee establishing a policy was discussed. Anyone with a Lions Park address south of the Janesville Road centerline to centerline of Pioneer Drive would be notified. Suggested was enclosing a picture so people would know what a speed table is. There will be speed table signage. Ald Schroeder stated the importance of the Fire Department knowing about the speed tables and understanding how they work, this might be a one night training session. If the Committee approves the speed tables Engineering/Building Inspection Director McMullen would send out notification on May 10, asking for a reply by May 18. Ald. Salentine moved to recommend approval of speed tables for Lion’s Park. Seconded by Ald. Madden. Ald. Schroeder stated replies to the survey could be returned by May 22 and then addressed at the May 23 Finance Committee meeting. Motion carried 3 – 0. NEW BUSINESS Review and recommend bid for Official City Newspaper – The following bid was submitted by Community Newspapers to be the Official City Newspaper: nd 1stInsertion 2 Insertion Per Line Per Line Common Council proceedings $0.53 $0.42 City’s legal notices $0.53 $0.42 Per Column Inch Per Column Inch Display ads and other matter set in a display format $4.24 $3.36 Per Affidavit Affidavit $1.00 Notification was also forwarded to The Waukesha Freeman, This Week Publications, and Hometown Publications (Express News). Ald. Salentine moved to recommend approval of bid from Community Newspapers. Seconded by Ald. Madden. Motion carried 3 – 0. Ald. Schroeder requested research in regard to when or if the City’s Website is considered legal publication of a notice. Motion carried 3 – 0. Finance Committee Meeting May 9, 2006 - Page 3 Approved Recommend approval of payment – Woods Road – The Committee reviewed the Final audited invoice for the Woods Road Reconstruction project number 2723-03-70. The Department of Transportation completed their audit in late April and the numbers reflect the final contract amounts. Project costs to date eligible for federal aid $2,158,407.09 Project costs to date not eligible for federal aid 22,045.67 Total project costs to date $2,180,452.76 Distribution of costs to date federal share $1,726,725.67 Distribution of costs to date City of Muskego $453,727.09 Previous payments and/or work credits $116,957.03 Balance due $336,770.06 Details of project costs to date are: WI/DOT delivery costs $33,802.10, construction contracts $1,922,779,71, and contracted engineering services $223,870.95 for a total of $2,180,452.76. The final payment should be funded from the Capital Budget account for Woods Road. Engineering/Building Inspection Director McMullen stated the Department of Transportation has removed the additional payments for design work that was completed by the City prior to the bidding of the project and the additional construction service charges that were not part of the original agreement for this project. The project is under budget. Ald. Salentine moved to recommend approval of final payment, $336,770.06 for Woods Road Reconstruction. Seconded by Ald. Madden. Motion carried 3 – 0. Approval of Dispatch Remodeling Project – Police Lt. LaTour reviewed the following bids: Company Name Bid Received Telephony: Positron/AT&T $131,665.57 Radio: Waukesha County Tower Service $140,797.37 General Communications Inc. $ 94,349.00 Milwaukee 2-Way Inc Bid A: Zetron Radio Equipment $ 95,491.10 Bid B: Vega Radio Equipment $ 70,243.12 Positron Public Safety Systems $ 38,081.40 Console Furniture Xybix Systems Inc. $ 30,701.00 Watson Furniture (Dick Buss & Assoc) $ 29,700.00 The telephony system requires a two position telecommunications center with both consoles being active at all times. One is primary with the second designated as a live backup. Lt. LaTour conducted a site inspection of the West Milwaukee Police Department and also spoke with several other police agencies. The bid from Positron includes all E-911 equipment to bring the department up to national standards, installation, cutover assistance, and training. The 800Mhz radios would not need to be upgraded; however, the interface system in the telecommunications center would have to be upgraded. The upgrade would have to be capable of handling all the police dispatching, the toning of both Muskego Volunteer fire Department and Tess Corner’s Fire and Rescue, and be capable of activating the eleven tornado sirens. The bid provided by Positron includes infrastructure hardware, installation and removal of old consoles. The bid received from Dick Buss & Associates is for two telecommunication consoles and additional storage cabinets for the servers, files, catalogues and other items. The bid includes all shipping, full installation, and warranty. In addition to the recommended quotes from Positron for telephony and radio and the quote from Dick Buss & Associates for console furniture, additional expenses are anticipated for the replacement of the carpeting on the floor and walls for approximately $3,000.00, miscellaneous electrical wiring costs for approximately $2,000.00 and $2,000.00 for anticipated core drilling of the communication center’s floor. The total cost for the project is $206,446.97. In regard to Ald. Schroeder’s question about the life expectancy of the remodeling project, Lt. LaTour stated the life expectancy for the furniture should be ten years. The Police Department has gotten eleven years out of the equipment they have now but Lt. LaTour does not expect that again. Technology would dictate the other equipment. Ald. Madden stated she thought an upgrade could be expected in four or five year’s maximum. Lt. LaTour agreed. Ald. Salentine moved to recommend approval of $206,446.97 for dispatch remodeling project. Seconded by Ald. Madden. Motion carried 3 – 0. Finance Committee Meeting May 9, 2006 - Page 4 Approved Recommend approval of authorizing part-time help – Clerk/Telecommunicator to July 1, 2006 – Common Council approved extending the part-time position of Clerk/Telecommunicator until April 30, 2006. Police Lt. LaTour stated the Police Department is requesting an extension to July 1, 2006. The Clerk/Telecommunicator position is now up to full staff for this position with a person being hired two weeks ago. The new employee is in training and does not account for manpower. The part-time Clerk/Telecommunciator position is not on a work schedule but is used on an as needed basis to avert overtime. She receives regular pay. Ald. Madden moved to recommend approval of extending the part- time position of Clerk/Telecommunicator to July 1, 2006. Seconded by Ald. Schroeder. Motion carried 3 – 0. Recommend approval of funding support for certain Library Positions – The 2006 Library budget provided funding for two Librarian III positions and one part-time Librarian I position (hire date December 1, 2006). One of the Librarian III positions became vacant in January and a new position of Assistant Library Director was created to replace the vacant position. Common Council approved shifting the funds allocated for the vacant Librarian III position to provide funding support for the new position of Assistant Library Director. Therefore, the Resolution eliminates the vacant Librarian III position and states that should the Waukesha County Federated Library System standards be frozen by the Waukesha County Board and local Library Boards acceptance of the Act 150 Planning Committee Report recommending such freeze, Common Council’s support for funding the Librarian I position intended to meet new staffing standards going into effect would be withdrawn. Ald. Schroeder moved to recommend approval of Resolution regarding funding support for certain Library positions. Seconded by Ald. Salentine. Motion carried 3 – 0. Feedback and recommendations in regard to Performance Evaluation Form and Performance Incentive Program for Non-rep Group – City Administrator Sheiffer stated we’re ready for the Finance Committee’s feedback on the Employee Evaluation and Performance Incentive Committee’s work done to date. The feedback the Finance Committee gives will not change the Employee Evaluation Committee’s recommendations. Discussion took place in regard to a letter received from Police Chief Johnson that addressed an issue that Ald. Schroeder had, the Employee Evaluation Committee’s spreadsheet showing estimated cost savings for the years 2007 through 2011. Ald. Schroeder’s question was, what does all the merit days add up to? On an average how many days would a non-rep get, then multiply it by the number of non-reps, and then multiply it by the non-rep average hourly wage. Is the City at a deficit at this point instead of a savings? Ald. Melcher stated he agreed with Chief Johnson in regard to days off. If you have the incentive pay by itself he sees no need for merit days (days off). Ald. Madden stated days off are a huge benefit. In regard to Ald. Salentine’s question, City Administrator Sheiffer stated the City has longevity pay; it is not a huge dollar amount. Ald. Salentine stated she would like to have a day off. Ald. Borgman thought non-rep employees would enjoy the comp time opportunity. Ald. Schroeder felt the current pay for performance was very liberal. He stated that if they proceed and you figure out what the average days off are and what that equals in pay, he thought it would come out to exactly where it is currently and that was felt to be too liberal. If they proceed with the Employee Evaluation Committees recommendation it probably is a better program as a whole but doubts if there is a penny savings. Ald. Borgman didn’t know if the idea was about savings but to get an understandable and fair evaluation. Ald. Schroeder felt it was that but they had to keep in mind what was an acceptable amount of pay for performance, whether pay or days off, to the taxpayers. Mayor Damaske mentioned the problems with the current evaluation tool including difficulty understanding. Ald. Schroeder stated this is a two-part program: A. The proposed Performance Evaluation Form and Performance Incentive Program is better program. B. Are you satisfied, comfortable with the compensation rate? Ald. Schroeder sees part B as a wash with the program the City had before and he is not comfortable with that. City Administrator Sheiffer felt what Ald. Schroeder is saying and what Chief Johnson has raised in his letter is accurate. If you assign a dollar amount to the days off and you look at a combination of the two things verses the pay increases reported before in terms of compensation benefit they will be close if not a little more. She thinks the Committee was looking at the fact that the day off concept doesn’t build the way the other increase did. The proposed procedure wasn’t just a flat dollar amount, something else was being offered that has value. It comes down to philosophy and how much and how far the Finance Committee wants to go for an incentive plan. Ald. Salentine stated the Finance Committee needed to see the dollar amount for days off. Ald. Schroeder stated the committee figured out the pay difference and what the average persons evaluation would be. He would like to see what the average day off would be and multiplied by the average wage to see what the days off would cost the City. City Administrator Sheiffer was asked to prepare information and email it to the Finance Committee. Ald. Salentine moved to defer. Seconded by Ald. Madden. Motion carried 3 – 0. Finance Committee Meeting May 9, 2006 - Page 5 Approved Recommend approval of Agreement for Access and Groundwater Monitoring – The Finance Committee received the Access Agreement for the installation of groundwater monitoring wells at the tennis courts along Parkland Drive and site map with proposed boring and monitoring well locations. The adjacent property, Jill’s Dry Cleaners, has been ordered by the Department of Natural Resources to monitor for any potential groundwater contamination associated with their site. The agreement is the same agreement that was used for Waste Management for monitoring wells around Well No. 7 in the County Park. The agreement allows entry onto the City’s property, borings to be taken, and water samples to be submitted. Once case closure is received from DNR the casing will be removed, restored to DNR standards, and the area restored. Ald. Salentine moved to recommend approval of the Agreement for Access and Groundwater Monitoring between the City of Muskego and Jill’s Dry Cleaners. Seconded by Ald. Schroeder. In regard to Ald. Schroeder’s question if there is damage to the grass, etc. they will repair. Motion carried 3 – 0. Discussion and direction – Leave Donation Policy – City Administrator Sheiffer stated the City currently has a leave donation policy. She had concerns with the generosity of the policy and felt it left the City open to abuse (not that anyone has abused). The committee was provided a copy of the present and proposed leave donation policy. In her memorandum she outlined examples. The present policy states “All employees who have worked for the City of Muskego for a minimum of three months, and who by contract or resolution, qualify for sick time benefits, shall be eligible to request a donation of leave….”. One interpretation of this is that an employee could work for the City for as little as three months, not be eligible for sick leave because he/she is on probation, but could apply for leave donation (which could be sick leave), be out on paid leave for up to twelve weeks, and then could quit. All occurring before he/she has been with the City for one year. Another interpretation could mean that employees must be off probation (which is when an employee becomes eligible for sick leave) prior to being eligible for leave donation. This then means that City employees become eligible for the leave donation policy at different times depending on what employee group they are in. There are other communities that limit leave that employees have to that which the City is going to be obligated to pay, such as vacation, holiday time, and comp time. City Administrator Sheiffer stated one thing that has changed is communities falling under new rules in regard to how they report what their liabilities are. Sick leave is now a liability that has to be reported. Ald. Schroeder recommended that City Administrator Sheiffer take the proposed policy and work in other ideas she has. Ald. Salentine moved to defer. Seconded by Ald. Schroeder. Motion carried 3 – 0. Recommend approval of Subdivider’s Agreement and Letter of Credit for Woodland Creek Estates Subdivision – Ald. Salentine moved to recommend approval of Subdivider’s Agreement and Letter of Credit for Woodland Creek Estates Subdivision. Seconded by Ald. Madden. Motion carried 3 – 0. Recommend approval of Subdivider’s Agreement and Letter of Credit for Woodland Creek Estates Addition #1 Subdivision – Ald. Salentine moved to recommend approval of Subdivider’s Agreement and Letter of Credit for Woodland Creek Estates Addition #1 Subdivision. Seconded by Ald. Madden. Motion carried 3 – 0. MAINTENANCE AGREEMENTS - None RELEASE OF FUNDS - None REDUCTION IN LETTER OF CREDIT - None VOUCHER APPROVAL Recommend approval of voucher report – The Finance Committee reviewed General Vouchers of $719,978.72 and Utility Vouchers of $17,991.38. Ald. Salentine moved for approval of payment of vouchers. Seconded by Ald. Schroeder. In regard to voucher questions it was noted that Eagle Media Inc. expenses included 300 City label pins and decals for Public Works Department trucks. Southern Wisconsin Appraisal, appraisal for property/TID #8 district is for the property by the Mobile Station the City is doing an RFP on. Noted was that the majority of the Office Max vouchers state supplies. Ald. Schroeder would like to see more detail. Motion carried 3 – 0. Finance Committee Meeting May 9, 2006 - Page 6 Approved CITY ADMINISTRATOR’S - None FINANCE SUPERVISOR’S REPORT - None COMMUNICATIONS AND ANY OTHER BUSINESS AS AUTHORIZED BY LAW - None ADJOURNMENT – Being no further business to discuss, Ald. Salentine moved to adjourn the meeting at 7:13 PM. Seconded by Ald. Madden. Motion carried 3 - 0. Respectfully Submitted, Carolyn Warhanek Recording Secretary