Finance Committee

CITY OF VERONA MINUTES FINANCE COMMITTEE SEPTEMBER 9, 2013 VERONA CITY HALL 1. The meeting was called to order by Scott Manley at 6:20 p.m. 2 Roll Call: Elizabeth Doyle, Scott Manley. Absent (excused): Mac McGilvray. Also present: Jon Hochkammer, Bill Burns, City Administrator; Joe Giver, Fire Chief. 3. Approval of the 8/26/2013 Finance Committee Minutes: Motion by Doyle, seconded by Manley, to approve the 8/26/2013 Finance Committee Minutes. Motion carried 2-0. 4. Payment of Bills: Motion by Manley, seconded by Doyle, to approve the payment of bills in the amount of $505,669.91. Motion carried 2-0. 5. Payment of Out-of-Office Checks: Motion by Doyle, seconded by Manley, to approve the payment of bills in the amount of $108,702.55. Motion carried 2-0. 6. Resolution R-13-040 Approving a Memorandum of Understanding with the City of Fitchburg Regarding the Placement of Analog Tactical Radio Communication Equipment for Use by Emergency Service Providers at a Verona Site and Subsequent Use of Such Equipment: Mr. Burns presented a resolution approving a Memorandum of Understanding with the City of Fitchburg to include a Verona site within Fitchburg’s analog tactical radio system. Under the terms of the agreement, the City of Verona would pay for the cost to install equipment for the system at Verona southeast water tower at a cost of $149,985. Funding for this installation was included in the City’s 2013 borrowing. In addition, Verona would be responsible for paying the annual maintenance and repair costs for this site which are estimated at $480 in 2013 and $4,423 in 2014. The City of Fitchburg agrees to support the system for a period of at least ten years and to allow Verona emergency providers to utilize the system and City of Fitchburg analog radio channels for appropriate emergency responses. Motion by Doyle, seconded by Manley, to recommend that the Common Council approve resolution R-13-040. Motion carried 2-0. 7. Approving a Professional Services Agreement with Architectural Design Group, LLC (Five Bugles Design) for Architectural Services for a New Fire and EMS Facility: Mr. Burns provided a summary of a professional services agreement with Architectural Design Group, LLC (Five Bugles Design). At the August 12, 2013 City Council meeting, the Council approved the selection of Five Bugles Design (Architectural Design Group, LLC) as the architect for the Fire and EMS facility project. The City Administrator and City Attorney have reviewed the draft professional services agreement identified several requested modifications. Five Bugles Design has agreed to all of the requested changes. As specified in Five Bugles Design’s proposal, compensation for base services will be 4.9% of construction cost with a not to exceed limit of $348,000.  This agreement anticipates that the City will be selecting a construction manager to serve as the City’s representative for this project as recommended by the Ad Hoc Public Safety Committee. Motion by Doyle, seconded by Manley, to recommend that the Common Council approve the professional services agreement. Motion carried 2-0. 8. Review of a Draft Needs Assessment for a Fire Facility Impact Fee: Mr. Burns provided an update on the draft Needs Assessment for a Fire Facility Impact Fee. The Needs Assessment was prepared by Baker Tilly and calculates the maximum allowable fire impact fee at:  $310 per single family home  $213 per multi-family unit  $2.10 per $1,000 of valuation for non-residential property. If the City is interested in proceeding, the next step would be to schedule a public hearing on the proposed fee. The Needs Assessment Report needs to be on file with the City Clerk for at least 20 days prior to the public hearing. Following the public hearing, the City Council could take action on an ordinance to establish the fee. Motion by Doyle, seconded by Manley, to recommend that the City Council proceed with scheduling a public hearing on the proposed Fire Facility Impact Fee. Motion carried 2-0. 9. Adjournment: Motion by Doyle, seconded by Manley, to adjourn the Finance Committee Meeting at 6:44 p.m. Motion carried 2-0. Respectfully submitted, Bill Burns, City Administrator