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Finance Committee Minutes Tuesday June 17, 2014 6:00 PM City Council Chambers Call to Order Chairman Sullivan called the meeting to order at 6:00 P.M. Roll Call Present: Teal, Sullivan, West, Richard Approval of Minutes 1) June 3, 2014 Finance Committee Meeting Minutes Moved by West, seconded by Teal, to approve the June 3, 2014 Finance Committee Meeting Minutes. Motion Passed. 4- 0. Audit Bills Moved by Teal, seconded by West, to recommend approval of the Audit of the Bills. Motion Passed. 4- 0. Old Business 1) Firemen's Park Stormwater Agreement and Resolution 2014-40 to Find a Solution for Fireman's Park Storm Water Management Problem and Middleton-Cross Plains Area School District Participation, Pending School Board Review & Approval (WRMC 3-5-14; PRFC 4-7-14; CC 5/20/14; FC 6/3/14; CC 6/3/4) Moved by Sullivan, seconded by Teal, to recommend installation of a piping system to drain storm water in the Firemen's Park rather than a more costly alternative of constructing a storm water infiltration system. Motion Failed. 2- 2 (West, Richard opposed). Resolutions 1) Resolution 2014-39 - Sewer Utility Budget Amendment for Design of Orchid Heights Lift Station and Force Main (14-117) (PWC 6/9/14) Moved by Teal, seconded by West, to recommend approval of Resolution 2014-39 - Sewer Utility Budget Amendment for Design of the Orchid Heights Lift Station and Force Main (14-117) funding the engineering costs not to exceed $48,600.. Motion Passed. 4- 0. Agreements/Contracts 1) Final Agreement Between the City of Middleton and Capital Brewery Company, Inc. (CC 6/3/14) Moved by Teal, seconded by West, to recommend deferral of a Final Agreement Between the City of Middleton and Capital Brewery Company, Inc. pending final modifications suggested by the City Attorney's Office. Motion Passed. 4- 0. 2) Lease Agreement for the Middleton Produce Market at 7432 Hubbard Avenue (Staff) Moved by Richard, seconded by West, to defer action on a Lease Agreement for the Middleton Produce Market at 7432 Hubbard Avenue due to a need for further information that is expected to be available at the Common Council meeting. Motion Passed. 4- 0. 3) Valley Ridge Rd. Reconstruction – Amendment to Agreement for Design Engineering Services (14- 117) (PWC 6/9/14) Moved by Teal, seconded by West, to recommend approval of a Valley Ridge Rd. Reconstruction – Amendment to an Agreement for Design Engineering Services (14-117) with Strand and Associates in an amount not to exceed $48,600. Motion Passed. 4- 0. 4) Traffic Control Improvements at Airport Rd. and Nursery Dr. – Agreement for Design Engineering Services (13-118) (PWC 6/9/14) Moved by Teal, seconded by Richard, to recommend approval of an Agreement for Design Engineering Services for Traffic Control Improvements at Airport Rd. and Nursery Dr. (13-118) with AECOM in an amount not to exceed $26,000. Motion Passed. 4- 0. ---PAGE BREAK--- Finance Committee Minutes June 17, 2014 Page 2 5) Chip Seal & Crack Filling Project – Bid Award (14-103) (PWC 6/9/14) Moved by Teal, seconded by Richard, to recommend approval of a Chip Seal & Crack Filling Project – Bid Award (14- 103) to Scott Construction, Inc. in an amount not to exceed $289,764.56. Motion Passed. 4- 0. 6) Agreement to Install Water Service Lateral to 6205 Elmwood Ave. (PC-2393) (PWC 6/9/14; PC 6/10/14) Moved by Teal, seconded by Richard, to recommend approval of an Agreement to Install a Water Service Lateral to 6205 Elmwood Ave. (PC-2393). Motion Passed. 4- 0. Bids and Quotes 1) Award of Quote for Middleton Wayfinding Signage (14-128) (PRFC 6/16/14) Moved by Sullivan, seconded by Richard, to recommend approval of an Award of Quote for Middleton Wayfinding Signage (14-128), Bid Items # 1 and # 2 only to Food Concepts, Inc. in an amount not to exceed $6,640. It is further recommended that bid items # 3 & # 4 be completed by City staff. Motion Passed. 4- 0. Budget 1) Request for Additional Funds for Quisling Soccer Fields #1 and #3 From Park Development Funds (PRFC 6/16/14) Moved by Sullivan, seconded by West, to recommend approval of a Request for Additional Funds for Quisling Soccer Fields #1 ($18,995) and #3 ($18,995) From Park Development Funds. The work is to be performed by Niesen & Son Landscaping. Motion Passed. 4- 0. 2) Adjustment to Public Works 2014 Approved Capital Budget for Purchase of a Used Van (Finance Director & Public Works Director) Moved by Sullivan, seconded by Richard, to recommend approval of an Adjustment to the Public Works 2014 Approved Capital Budget for Purchase of a Used Van. Specifically about $3,300 will be added to the Public Works 2014 Original Approved Capital Budget of $5,000 from an insurance settlement amount of approximately $8,300. 3) Fiber Connection Between Kromrey Middle School and the Middleton Police Department for Enhanced Security and Emergency Response (Police Chief and Middleton-Cross Plains Area School District) Moved by Richard, seconded by West, to recommend approval of funding $13,092 with the Middleton-Cross Plains Area School District (MCPASD) funding $21,592 for a Fiber Connection Between Kromrey Middle School and the Middleton Police Department for Enhanced Security and Emergency Response. Funding Option # 2 was included in the motion; namely that the MCPASD front the City's portion of the $13,092 with the City committing to budget a reimbursement to them in the 2015 budget so a repayment can be made in January 2015. Sullivan moved a substitute that funding Option # 1 be recommended for approval; namely that the City's portion of $13,092 be funded in 2014 from the General Fund Contingency account. Richard accepted the substitute funding option motion. Motion Passed. 4- 0. Miscellaneous 1) Major Fund Financial Statements - May Month End (Finance Department) The Committee acknowledged receipt of the May month end financials. Sullivan asked the Finance Department to inform the Committee when the Library County Aid will be received in Fund 212, Middleton Library Operations. Adjournment Moved by Sullivan, seconded by Richard, to adjourn at 6:50 P.M. Motion Passed. 4- 0. Respectfully submitted, John Lehman, Finance Director/Assistant City Administrator Note: These minutes were prepared by John Lehman, Finance Director/Assistant City Administrator, are based on the notes of the recorder, and are subject to change at a subsequent meeting.