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Committee of the Whole Meeting Minutes. Monday, September 30, 2019; 6:00 PM

City of Medford Committee of the Whole Meeting Minutes

Monday, September 30, 2019; 6:00 PM

Council Chambers, City Hall

639 South Second Street, Medford, WI

 

{Subject to Council Approval}

 

Call to Order/Roll Call

 

Mayor Mike Wellner called the meeting to order with the following members present:  Laura Holmes, Greg Knight, Peggy Kraschnewski, Christine Weix, Dave Roiger, Mike Bub, and Clem Johnson.  Alderperson Dave J. Brandner was an excused absence.  All vote tallies will be with the exception of Alderperson Brandner's vote.

 

Pledge of Allegiance

 

Alderperson Weix began the meeting by leading the group in the reciting of the “Pledge of Allegiance”.

 

Open Meeting Law Compliance

 

Mayor Wellner announced that this was an open meeting of the Committee of the Whole. Notice of this meeting was given to the public at least 24 hours in advance of the meeting by forwarding the complete agenda to the official City newspaper, The Star News, and to all news media that have requested the same as well as posting. Copies of the complete agenda were available for inspection at the City Clerk’s Office. Anyone desiring information as to forthcoming meetings should contact the City Clerk’s Office.

 

City Personnel Present

 

The following City personnel were present: City Clerk Ginny Brost, City Coordinator/Public Director John Fales, Treasurer Kevin Doberstein, Street & Water Superintendent Joe Harris, Library Director Erica Clarkson, Building Inspector/Planner Bob Christensen, Police Chief Bryan Carey, and Incoming Treasurer Kathy Tom. City Attorney Courtney Graff was an excused absence.

 

Visitors

 

Visitors present were:  Brian Wilson-Star News, Jennifer Buskerud and Joan Dettmering-JJ Enterprises of Medford LLC, Don Liske, Mark Ruesch, John Polzin, Roger Ewan, Molly Knoll, Pat Chariton, Mike Schroeder, Lydia Sigmund, Ben Brunner, Matthew Jensen, Samuel Blair, Carter Waldhart, Colbe Bull, Jennifer Kahn, Lyza Brandner, Quinton Tlusty, Autumn Krause, Shariah Brendt, Jayden Hughes, Austin Olson, Maddie Williams, Anya Apfelbeck, Kayla Szydel, Peyton Briggs, Maddie Eckeret, Mara Buskerud, and Colton Halopka.

 

Citizens & Delegations Comments

 

No citizens or delegations addressed the Committee.

 

Introduction of New Treasurer

 

Mayor Wellner introduced new Treasurer Kathy Tom.  She began her employment with the City on September 30, 2019.

 

Parks/Recreation

 

Annual Pool Concession Stand Report

 

On December 4, 2018, Council approved JJ Enterprises of Medford LLC’s (Jennifer Bukerud and Joan Dettmering) proposal to operate a stand-alone concession stand in the City Park free of charge for three years (2019, 2020 & 2021) subject to the following: (1) The City would grant exclusive rights to sell concessions in the park except for special community events.  (2)  The City would provide electricity to the concession free of charge for three years (2019, 2020, and 2021).  (3) The City would provide trash receptacles. (4) J&J Enterprises LLC would provide a certificate of insurance to the City. (5) J&J Enterprises LLC would obtain all State and County licenses. (6) The City will review the matter at the end of each summer season. (7) JJ Enterprises would remove the concession within one week of the pool closing. (8) The agreement with JJ Enterprises of Medford LLC ends in 2021.

 

Ms. Bukerud and Ms. Dettmering gave their annual report. They noted that during a community event they were told that because the park was rented, they would have to pay a vendor fee.  The Committee responded that there was nothing in the agreement that stated they would have to pay an additional fee. No Action Taken.

 

 

Public Ice Skating Agreement with the Medford Area Youth Hockey Association

 

At the request of the Public Works Department, the Medford Area Youth Hockey Association submitted a 2019-2020 lease agreement for public ice skating at the Simek Recreation Center.  The cost to the City is $4,500.00 for 100 hours of ice time.  The 2018-2019 rental fee was $4,500.00 for 100 hours of ice time.

 

The Committee requested that, at the end of the season, the Medford Area Youth Hockey Association provide the City with a list of participants during public ice skating.

 

Clem Johnson moved, Dave Roiger seconded a motion to recommend that Council approve the 2019-2020 lease agreement between the City and the Medford Area Youth Hockey Association for public ice skating at the Simek Recreation Center at a cost not-to-exceed $4,500.00 for 100 hours of ice time. All in favor:  All Aye. Motion Carried.

 

 

General

 

There were no general issues to discuss.

 

Planning

 

There were no planning issues to discuss.

 

Finance

 

Funding for the New ATV/UTV Signs

 

 

Council, at its September 17, 2019 meeting, adopted an ordinance that amended the requirements for the operation of ATVs/UTVs in the City.  In addition, Council asked Police Chief Bryan and Street & Water Superintendent Harris research the number of new signs needed along with the associated costs.

 

It has been determined that seven signs will be required for placement at the entrances into the City.  A quote was solicited from Rent-A-Flash for the seven signs. The cost per sign is $19.99 for a total estimated cost of $139.93 plus shipping.  Public Works Department labor for installing the signs is estimated $196.00.

 

The following discussion was held:  (1)  Signs be placed at the northeast and southwest corners of Allman Street informing ATV/UTV operators to exit onto Allman Street.  (2)  ATV/UTV people will solicit donations for the signs, and then turn the money over to the City.  (3)  The City will be responsible for the installation of the signs and future maintenance.

 

Michael Bub moved, Dave Roiger seconded a motion to recommend that Council approve the following:  (1)  Purchase signs of the required signs to comply with the new ATV/UTV ordinance at an estimated cost of $200.00; (2)  The money for the signs to come from private donations, and (3) The City will be responsible for the cost of installation & maintenance.  All in favor:  All Aye. Motion Carried.

 

 

Renewal Option on the Lease Agreement with the Department of Workforce Development for City Hall Office Space

 

Council, at its March 7, 2017 meeting, approved extending the City Hall office lease agreement with the Department of Workforce Development beginning March 1, 2017 through December 31, 2017 with five, one year renewal options with rent as follows:

 

Begin Date

End Date

Gross Rent

Monthly Rent

March 1, 2017

December 31, 2017

$3,240.00

$270.00

January 1, 2018

December 31, 2018

$3,360.00

$280.00

January 1, 2019

December 31, 2019

$3,480.00

$290.00

January 1, 2020

December 31, 2020

$3,600.00

$300.00

January 1, 2021

December 31, 2021

$3,720.00

$310.00

January 1, 2022

December 31, 2022

$3,840.00

$320.00

 

At least sixty days’ notice is required if either party wish to terminate the agreement.

 

On September 18, 2019, the Department of Workforce Development advised the City that they were exercising the third one-year renewal option in this lease for the period beginning January 1, 2020 through December 31, 2020 with the monthly rental rate of $300.00.

 

 

Michael Bub moved, Clem Johnson seconded a motion to recommend that Council approve the Department of Workforce Development exercising the third 1-year renewal option in the lease agreement for City Hall office space for the period beginning January 1, 2020 through December 31, 2020 with the monthly rental rate of $300.00.  All in favor:  All Aye.

 Motion Carried.

 

 

Employee Luncheon & Funding for the Same

 

On December 6, 2018, an Employee Recognition Luncheon was held. Service awards were presented to employees.  Should the Council wish to once again host a luncheon, the following items need to be addressed: (1) Date & Time – Wednesday, December 11, 2019 at Noon. (2) Food - Marilyn’s Go Go Catering catered the 2018 luncheon at a cost of $748.00.  The cost of the soda, cookies, etc. was approximately $35.00. Total 2018 food cost was $783.00. (3)  Service Awards – Estimated cost is $650.00 (General Fund @ $475.00; Electric Utility @ $25.00; Library @ $25.00; and Wastewater Utility @ $125.00).  Employees scheduled to receive awards are: John Fales @ $175.00 for 35 years, Ben Brooks @ $125.00 for 25 years, Mike Schroeder @ $125.00 for 25 years, Bob Christensen @ $100.00 for 20 years, Matt Hoops @ 10 years @ $50.00, Jared Hartl @ $25.00 for 5 years, Ariel Rinehart @ $25.00 for 5 years, and Jason Viergutz @ $25.00 for 5 years. (4) Funding – Money has been budgeted in the Sunshine Account (#10-51320-39910) to cover the cost of this year’s luncheon.

 

Dave Roiger moved, Christine Weix seconded a motion to recommend that Council approve the following relative to an Employee Recognition Luncheon: (1) Schedule the luncheon for noon on Wednesday, December 11, 2019 at noon. (2) Authorize Alderperson Holmes to spend up to $1,500 (Food @ ($850 and Service Awards @ $650) for the luncheon and service awards with funds allocated from the Sunshine Account (#10-51320-39910).  All in favor:  All Aye.

 Motion Carried.

 

 

New Election Equipment

 

Current Election Equipment

 

The City currently uses the Election Systems & Software (ES&S) M100 precinct counter, and an ES&S iVotronic touchscreen which meets the requirements of the American’s with Disability Act.  The M100 precinct counter was purchased by the City in 2015 at a cost of $3,795.00.  The iVotronic touchscreen was obtained in 2006 using Federal grant money.  It is estimated that the voting booths were purchase sometime prior to 2006.

 

The Wisconsin Election certifies all election equipment used in Wisconsin.  The State considers the M100 precinct counter and the iVotronic touchscreen as one system as the firmware/software are compatible. 

 

Taylor County

 

Taylor County currently provides the programming, ballots, and supplies for the M100 precinct counter and the iVotronic touchscreen.  Because of this support, Taylor County is facilitating the purchase of new equipment.

 

Taylor County hosted two election equipment demonstrations.  The first was ES&S on their DS200 precinct scanner and tabulator and the ADA compliant Express Vote.  The second was Command Central on their ICX Touch Screen Tabulator.

 

Because Taylor County provides the support, it is now asking each municipality on which equipment they preferred. Responses are to be submitted to the County Clerk by October 15th. Once the equipment is determined, Taylor County will assist the municipalities in the purchase.  Should a municipality decide to purchase equipment from the other supplier, it will be responsible for the support.

 

New Equipment

 

After viewing both demonstrations, it would be my recommendation that the City inform the County that it wishes to purchase the ES&S’s DS200 and Express Vote Marker.  Both pieces are considered compatible by the State.

 

Equipment Cost

 

The total purchase price, with discount, for one DS200 and one Express Vote Marker is $8,199.00.  It would be my recommendation that the City purchase a second Express Vote Marker for an estimated cost of $3,690.  Total estimated cost is $11,889.00.

 

In addition, it would be my recommendation that the City purchase 10 lighted voting booths at a cost of $2,450.00, and 1 ADA lighted voting at a cost of $270.00.  Total cost of $2,720.00

 

Maintenance Cost

 

The maintenance cost for the DS200 is $147.50, and for the Express Vote Marker it is $195.00.  Total maintenance cost is $342.50. The maintenance on the equipment is done every two years.

 

Training

 

The estimated cost for training is $300.00.

 

Funding

 

The total cost of the purchase of new election equipment, voting booths, and training is $14,909.00. 

 

As of December 31, 2018, the City Designated Reserve Account – Election Equipment had a balance of $17,205.00 which would cover the cost of the purchase of new election equipment as well as voting booths.  The annual maintenance would be included in future Election Budgets.

 

In addition, a resolution will be presented to the Taylor County Board on October 30, 2019, that if approved, would provide $3,000 to each municipality in the County to be used towards the purchase of election equipment.

 

Recommendation

 

The following is my recommendation regarding the purchase of new election equipment:  (1) The City informed Taylor County that it wishes to purchase the following from ES&S: 1 DS200 and 2 Express Vote Markers.  (2) Authorize the purchase of 1 DS200, 2 Express Vote Markers, 10 lighted voting booths, and 1 ADA lighted voting form ES&S at a cost not-to-exceed $16,000.  (3)  Allocate the cost of $16,000 from the City’s Designated Reserve Account – Election Equipment.

 

Implementation

 

The new equipment is tentatively planned to be used at the February 18, 2020 Spring Primary Election.

 

 

Greg Knight moved, Clem Johnson seconded a motion to recommend that Council approve the following regarding the purchase of new election equipment:  (1) The City informed Taylor County that it wishes to purchase the following from ES&S: 1 DS200 and 2 Express Vote Markers.  (2) Authorize the purchase of 1 DS200, 2 Express Vote Markers, 10 lighted voting booths, and 1 ADA lighted voting form ES&S at a cost not-to-exceed $16,000.  (3)  Allocate the cost of $16,000 from the City’s Designated Reserve Account – Election Equipment.  All in favor:  All Aye. Motion Carried.

 

 

Investment Policy Review

 

Council, at its November 3, 2010 meeting, adopted an Investment Policy.  As part of the policy, the Council must reviewed the policy at least every three years.  The last review was October 24, 2016.  Coordinator/Public Works Director Fales and Treasurer Doberstein informed the Council that there were no changes needed to the policy.  No Action Taken.

 

Finance Update(s)

 

August 2019 Financial Report - The Committee reviewed the August 2019 Financial Report.

 

Personnel

 

There were no personnel issues to discuss.

 

Public Safety

 

There were no public safety issues to discuss.

 

Electric Utility

 

There were no Electric Utility issues to discuss.

 

Landfill/Refuse/Recycling

 

There were no landfill, refuse, or recycling issues to discuss.

 

Wastewater Utilit

 

There were no Wastewater Utility issues to discuss.

 

Water Utility

 

There were no Water Utility issues to discuss.

 

Public Work

 

There were no public works issues to discuss.

 

Tree Board

 

There were no tree issues to discuss.

 

Pool Committee

 

There were no pool issues to discuss.

 

Coordinator's Report - John Fales

 

The Coordinator's report was as follows:  (1)  An update on Electric Utility projects was given.  (2)  An update on Public Works projects was given.  (3)  An update on Wastewater Utility issues was given.  (4)  Governor Tony Evers has ordered a Special Election for the 7th Congressional District to fill the vacancy created by U.S. Representative Sean Duffy’s resignation.  The Special Election will be held on January 27, 2020.  Should a Primary Election be needed, it will be held on December 30, 2019.  As these are unscheduled elections, they were not included in the budget.

 

Communications from the Mayor

 

Upcoming Meeting Schedule - The upcoming meeting schedule was distributed.

 

Disabilities Appreciation Luncheon - City officials have been invited to the Disabilities Appreciation Luncheon on Wednesday, October 16, 2019 from 10:30 AM to 12:30 PM.  The luncheon will be held at the Our Village Playground in the City Park.  Interested member should contact Joseph Greget at gregejo@medford.k12.wi.us or 715-748-2316 ext 324.

 

Adjourn to Budget Review Session

 

Laura Holmes moved, Dave Roiger seconded a motion to adjourn the Committee of the Whole to the Budget Review session at 6:30 PM.  All in favor:  All Aye.  Motion Carried.  Meeting Adjourned.

 

Respectfully Submitted,

 

Virginia Brost

City Clerk, WCPC/MMC

 

Council Approval:  _______________

 

 

© 2019 City of Medford

639 S. Second Street, Medford, WI 54451

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