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FM20070724 CITY OF MUSKEGO Approved 8/14/2007 FINANCE COMMITTEE MINUTES Audio Recording Available Tuesday, July 24, 2007 Muskego City Hall, Aldermen’s Room Mayor Johnson called the meeting to order at 5:45 PM. In attendance: Committee Members Ald. Melcher (arrived 5:50 PM), Borgman and Werner, City Administrator Sheiffer, Finance Department Supervisor Mueller, Parks & Recreation Director Anderson, Parks & Recreation Intern Gruenberg, IS Director Sommers, Ald. Snead, Ald. Schaefer, Deputy Clerk Blenski and those per the attached sheet. Ald. Fiedler and Pavelko arrived during the meeting. Those present recited the Pledge of Allegiance. REVIEW OF MINUTES OF PREVIOUS MEETING Ald. Borgman moved for approval of minutes of 7/10/2007. Ald. Werner seconded; motion carried. LICENSE APPROVALS Ald. Borgman moved to recommend approval of an original Operator’s License for Rebecca Heinz, Nancy Hilts, Daniel Kendall, Kristi Miller and Pamela Rose subject to the licensing requirements being completed prior to issuance and to recommend approval of renewal of the following Operators’ Licenses: Dani Chic, Sally Mane, Aaron Polak and Nicole Voelkel. Ald. Werner seconded; motion carried. Ald. Werner moved to recommend approval of a Temporary Class “B” License for Bethlehem Lutheran Church for 9/16/2007. Ald. Borgman seconded; motion carried. Mr. Aaron Resar was present on behalf of the Muskego Lions Club. The Lions Club will hold its annual Lobster Boil on 9/15/2007 from 3:00 PM to 11:00 PM at Veterans Memorial Park. Ald. Borgman moved to recommend approval of a Temporary Class “B”/“Class B” License for the Muskego Lions Club for 9/15/2007. Ald. Werner seconded; motion carried. Mr. Edward Rupp was present regarding a request to amend the licensed premise of Mug-Z’s Pub & Grill, W194 S7060 Hillendale Drive. Mr. Rupp has requested to license the parking lots on 8/5/2007 from 11:00 AM to 10:00 PM. There will be no outside music. Ald. Borgman moved to recommend approval to amend the licensed premise for Edward Rupp d/b/a Mug-Z’s Pub & Grill, W194 S7060 Hillendale Drive, to include the parking lots on 8/5/2007 from 11:00 AM to 10:00 PM. Ald. Werner seconded; motion carried. PERIODIC LICENSE REVIEW The periodic reviews for Eva Ewaskowitz and Robert McGowan did not reveal any new violations. Finance Committee Meeting July 24, 2007 Page 2 NEW BUSINESS Introduction to Cities and Villages Mutual Insurance Company (CVMIC) City Administrator Sheiffer introduced Michael DeMoss of CVMIC. She stated CVMIC offers a different approach to handling the City’s insurance needs for liability and worker’s compensation coverage. Following the information presented by Mr. DeMoss, Ms. Sheiffer will ask the Committee if this concept should be pursued. Mr. DeMoss stated that CVMIC was formed 20 years ago by 25 communities in the State of Wisconsin. CVMIC is owned by its member communities and operated by a Board of Directors. CVMIC now has 42 member communities. Mr. DeMoss stated that the company provides a wide range of loss control services. CVMIC provides stable, cost effective coverage. Inflation has been kept at 2% annually. The consensus of the Committee was that the City Administrator should further pursue coverage through CVMIC. Review and Recommendation Regarding Proposal to Complete a Master Plan for Park Arthur Parks & Recreation Director Anderson stated the Parks & Recreation Board recommended acceptance of a proposal submitted by Bonestroo, Inc. to complete a Master Plan for Park Arthur. The cost of $25,750 would be paid from the Park Dedication account. Mr. Anderson stated the site is approximately 70 acres in size. Ald. Werner asked how much of the 70 acres would be used. Mr. Anderson stated that is what the Master Plan will determine. Mayor Johnson stated that constituents have told him the City has too many parks or the facilities we have should be upgraded. He believes there is a saturation of facilities in the northern part of the City and a park is needed in the southeastern portion. Ald. Werner agrees that the facilities we have should be upgraded. Ald. Borgman supports going forward with the proposal. Ald. Borgman moved to recommend acceptance of the proposal submitted by Bonestroo, Inc. to complete a Master Plan for Park Arthur at a cost of $25,750. Ald. Melcher seconded; motion carried. Review and Recommendation Regarding Proposal to Complete a Grading Plan for Moorland Park Mr. Anderson stated that the Parks & Recreation Board recommended acceptance of a proposal submitted by Bonestroo, Inc. to complete a Grading Plan for Moorland Park. Nothing has been done at this site since the skateboard facility was constructed. The proposal includes the development of two soccer fields. The cost of $13,000 would be paid from the Park Dedication account. The Mayor stated he does not oppose the soccer fields but does not believe the entire 37-acre site should be developed. This is prime real estate. He believes some of the land should be sold and the proceeds used to acquire property in the southern portion of the City for a park. Ald. Borgman moved to recommend acceptance of the proposal submitted by Bonestroo, Inc. to complete a Grading Plan for Moorland Park at a cost of $13,000. Ald. Melcher seconded; motion carried. Finance Committee Meeting July 24, 2007 Page 3 Review and Recommendation Regarding Approval of Skateboard Park Fencing at Moorland Park Parks & Recreation Intern Gruenberg stated over the past few years, there have been ongoing problems at the skateboard park, which include vandalism and litter. Mr. Gruenberg distributed a series of photos that depicted some of the problems. The Parks staff has spent time removing graffiti and cleaning up the area. The Parks & Recreation Department determined that fencing the skateboard area could be a solution to the problems. The Parks & Recreation Board has recommended the installation of a 12’ chain link fence around the skateboard area at Moorland Park. Mr. Gruenberg distributed a revised quote from Century Fence for material and labor in the amount of $12,676. The proposed fencing will serve as a buffer or safety zone for spectators. In addition, it can be used to close the park for periods of time as a deterrent to the negative behavior. The cost of the fencing will be paid from Park Dedication funds. Ald. Werner stated he was not in favor of the fencing. He would like to see if something else could be done to curb the behavior. Mr. Anderson stated the fencing was a last resort as various remedies have been initiated with little success. The site is becoming unmanageable. The Mayor suggested use of a camera, which has been successful in the other park facilities. Mr. Anderson stated there currently isn’t any electricity at the site. Ald. Borgman stated the money might be better spent on that. Ald. Werner moved to table the issue at this time to research other alternatives, such as the installation of electricity, a camera and storage unit. Ald. Borgman seconded; motion carried. Mr. Anderson stated he would bring the issue back in the future. Once school is back in session, the problems typically decrease. So, he may not bring it back until next year. Review and Approval of Cost for Automated External Defibrillators (AED) Mr. Anderson stated that the purchase of three defibrillators was discussed during the budget cycle. The defibrillators were not in the 2007 budget. The proposal is for a new AED unit for the Old Town Hall Building and two replacements units, one for City Hall and one for the Library. Mr. Anderson stated that the unit for the Town Hall was needed as the facility serves a diverse age group of individuals. Funding for the Town Hall unit would be taken from Contracted Services. Ald. Werner moved to accept the proposal for three Automated External Defibrillators for an estimated cost of $5,534. Ald. Borgman seconded; motion carried. Recommendation for Implementation of E-Mail Archiving System IS Director Sommers appeared before the Committee regarding e-mail archiving. He obtained three quotes for archiving solutions and is recommending acceptance of the one submitted by Meridian IT for $18,429. Mr. Sommers stated that the product that would be purchased is the Intradyn ComplianceVault, which is the most cost effective and would best fit the City’s needs. Implementation could take place this fall. Funding has not been budgeted but capital improvement dollars are available. Mr. Sommers stated that a more practical approach would be to wait until the e-mail server is upgraded. He is concerned that the archiving system would not run on the existing server. He recommends that the City wait until next year when the server is upgraded so further research could be done on the purchase of an archiving system. Ald. Melcher did not feel the City should wait until next year. Ald. Werner suggested buying both the new server and the archiving software/hardware this year. He prefers that Finance Committee Meeting July 24, 2007 Page 4 implementation take place by November. Ald. Werner moved to recommend the purchase of the new e-mail server ($14,000), Intradyn ComplianceVault 500 GB Appliance ($18,429) and necessary consulting fees for a total not to exceed $35,000. Ald. Melcher seconded; motion carried. Mr. Sommers noted that the cost of the Intradyn includes 3-year software maintenance/support. Recommendation to Common Council Regarding General Fund Reserve Levels Mayor Johnson stated he is recommending a general fund reserve balance of 24.97% versus 28.06%, which was originally proposed. This would include funding the 2006 accrued compensation liability at 85% versus 100%. By doing so, approximately $400,000 would be available. The Mayor is looking at ways to save money now for the Janesville Road project so that the City will not have to borrow as much in the future. Finance Department Supervisor Mueller is in agreement. Ald. Pavelko expressed concern that money is being taken out of the general fund without being designating for a specific purpose. Ald. Borgman moved to recommend a general fund reserve balance of 24.97% with $1,070,735 for accrued compensation liability. Ald. Werner seconded; motion carried. Recommendation to Common Council Regarding Fund Balance Policy The policy as presented came forward from the last Committee of the Whole meeting. Ald. Werner moved to recommend approval. Ald. Borgman seconded; motion carried. Review and Recommendation Regarding Subdivider’s Agreement for McIntyre City Administrator Sheiffer stated the agreement contained standard language and covers the extension of sewer to one lot. Ald. Werner moved to recommend approval. Ald. Melcher seconded; motion carried. Discuss Update of Chapter 22 - Fair Housing Code Ald. Fiedler requested this item be placed on the agenda. He requested deferral until the next meeting because of time constraints. Ald. Werner moved to defer. Ald. Melcher seconded; motion carried. Review Request to Increase the City’s Contribution to the 2007 Muskego Festival Committee As the Council liaison to the Festival Committee, Ald. Snead was present to request an increase in the City’s contribution to the 2007 festival. She stated that the City’s contribution has not increased in several years while the costs of the festival and parade continue to rise. In addition, this year the Festival Committee had to purchase its own insurance at a cost of $1,900. Ald. Snead is requesting that the City’s contribution be increased by $1,500. Ald. Werner moved to contribute an additional $1,500 to the 2007 Festival Committee with the money coming from contingency. Ald. Borgman seconded; motion carried. Ald. Snead thanked the Committee. Discussion and Recommendation Regarding Issuance of a Summons as to Complaint and Stipulation and Determination Regarding “Class B” Retailers’ Finance Committee Meeting July 24, 2007 Page 5 License for the Sale of Fermented Malt Beverages and Intoxicating Liquors of Richard Lucht d/b/a The Lakeview Tavern The Mayor stated that the license holder, Richard Lucht, has agreed to a 10-day suspension beginning Monday, August 20. City Attorney Molter was present and noted that Captain La Tour is in agreement with the 10-day suspension. This will proceed to the Council following a recommendation by the Finance Committee. Ald. Melcher moved to recommend the issuance of a Summons as to Complaint and to recommend a 10-day suspension of the “Class B” Retailers’ License of Richard Lucht d/b/a The Lakeview Tavern to begin on August 20. Ald. Werner seconded; motion carried. VOUCHER APPROVAL Ald. Borgman moved to recommend approval of General Vouchers in the amount of $519,944.78. Ald. Werner seconded; motion carried. Ald. Borgman moved to recommend approval of Utility Vouchers in the amount of $222,902.67. Ald. Werner seconded; motion carried. FINANCE SUPERVISOR’S REPORT Ms. Mueller distributed a memo and worksheets, which review the 2007 second quarter operating results. She asked that any questions be directed to her. ADJOURNMENT Ald. Werner moved to adjourn the meeting at 7:39 PM. Seconded by Ald. Borgman; motion carried. Jill Blenski, CMC Deputy Clerk