Capital Improvement Committee

City of West Allis 7525 W. Greenfield Ave. West Allis, WI 53214 Meeting Minutes Capital Improvement Committee Dan Devine, Mayor Gary T. Barczak and Kevin Haass, Alderpersons Yuriy Ksenidi and Sagar Tolani, Citizen Members; Ronald Rieboldt, Plan Commission Member; Rebecca Grill, City Administrator; Peggy Steeno, Finance Director/Comptroller/Treasurer; Michael Lewis, Director of Public Works/City Engineer; John Stibal, Director of Development Thursday, March 30, 2017 6:02 PM City Hall Art Gallery REGULAR MEETING A. CALL TO ORDER The meeting was called to order by Mayor Devine at 6:02 p.m. B. ROLL CALL Present 8- Mayor Dan Devine, Ald. Kevin Haass, Mr. Sagar Tolani, Mr. Ronald Rieboldt, Ms. Rebecca Grill, Ms. Peggy Steeno, Mr. Michael Lewis, and Mr. John Stibal Excused 2- Ald. Gary T. Barczak, and Mr. Yuriy Ksenidi C. APPROVAL OF MINUTES 1. 17-00045 February 16, 2017 Draft Minutes Attachments: February 16, 2017 Draft Minutes A motion was made by Ald. Haass, seconded by Mr. Tolani, to approve the minutes of the regular meeting of February 16, 2017. The motion carried unanimously. D. NEW AND PREVIOUS MATTERS 2. 17-00046 Approval of 2017 Priority Parks Projects Per the 2017 Adopted Budget - Up to $250,000 Attachments: 17-00046 Ms. Steeno reviewed the Capital Improvements: Parks & Open Spaces document with the committee. Discussion ensued within the committee regarding the Priority Projects and the 2017 Priority Projects of Klentz Park. A motion was made by Ald. Haass, seconded by Ms. Grill, to approve the 2017 Priority Project of Klentz Park in the amount of $250,000. The motion carried by the following vote: Aye: 8- Mayor Devine, Ald. Haass, Mr. Tolani, Mr. Rieboldt, Ms. Grill, Ms. Steeno, Mr. Lewis, and Mr. Stibal No: 0 City of West Allis Page 1 Printed on 8/23/2017 Capital Improvement Committee Meeting Minutes March 30, 2017 3. 17-00047 Approval of 2017 Priority Facilities Projects Per the 2017 Adopted Budget - Up to $600,000 Attachments: 17-00047 Ms. Steeno reviewed the Capital Improvements: Buildings & Facilities Document with the committee. Discussion ensued within the committee regarding the 2017 Priority Projects, with Mr. Lewis supplying details regarding the Cartegraph Budget Control Software Project. A motion was made by Ald. Haass, seconded by Mr. Stibal, to approve the 2017 Priority Projects in the amount of $600,000. The motion carried by the following vote: Aye: 8- Mayor Devine, Ald. Haass, Mr. Tolani, Mr. Rieboldt, Ms. Grill, Ms. Steeno, Mr. Lewis, and Mr. Stibal No: 0 4. 17-00049 Discussion regarding Fleet Operations and Audit Recommendations Ms. Grill opened up the discussion regarding recommendations for the equipment. Jim Leu, Fleet Services Superintendent, stated there are many questions/concerns out there regarding fleet operations/audit recommendations. He stated the audit was performed by an individual who had never done fleet audits before; resulting in pulling flawed data and inaccurate grading, which made things way off base. Mr. Leu stated we are actually doing rather well. He stated what you see is a very challenging report, so he created a more in-depth report. Discussion ensued within the committee regarding the vehicles - including use, replacement, and disposal; equipment evaluation; validity of the audit report; and disagreement with sections of the audit report. This matter was Discussed 5. 17-00028 Progress on Approved/Funded 2017 Capital Improvement Program Attachments: 17-00028 17-00028 B Ms. Steeno reviewed the 2017 Capital Funds Needed - Planned Borrowing Amounts by Purpose & Amount document with the committee. She stated this is just an informational item, as it has been all approved through the budget process. A. Timing of Funds Needed - Fire Apparatus / Plan: Ms. Steeno stated there are two pieces of Fire Apparatus - Aerial and Fire Engine, with a planned borrowing amount of $1,800,000. B. Execution/Purpose of 2017 Borrowing: Ms. Steeno reviewed the 2017 Financing Plan document with the committee. She stated the plan is to recommend this to Common Council on May 16, 2017. Discussion ensued within the committee regarding the provided information. City of West Allis Page 2 Printed on 8/23/2017 Capital Improvement Committee Meeting Minutes March 30, 2017 6. 17-00031 Expanded 2018-2022 Capital Improvement Program Attachments: 17-00031 Ms. Steeno stated the departments have been really good with submitting projects, and reviewed some key points regarding the planning. She stated there are streets projects and community development projects requested for 2018. Ms. Steeno stated these first year projects will have the Capital Request Forms attached and will need to be decided this year. She stated the years 2019 through 2022 will be considered a wish list. Ms. Steeno further discussed the Capital Request Form and evaluation of the request. She stated she will gather information on spending, as history will help with decision making. At the next meeting, Ms. Steeno suggested discussing the resources we have and to start discussing some of the individual projects. E. MATTERS FOR DISCUSSION/ACTION 7. 17-00033 Establishment of Criteria to prioritize the projects for the 2018-2022 Capital Improvement Program Attachments: 17-00033 A. Proposed Criteria Based on Level of Need / Ability to Fund / Link to the Strategic Plan / Link to the Comprehensive Plan / Link to Other Council Initiatives / Link to Other Capital Projects / Ability to Complete Timely / Others: Ms. Steeno stated there is not a canned form that we can use to evaluate all of our projects. Ms. Steeno reviewed the 2018 - 2022 Capital Improvement Program Project Evaluation and Criteria Scoring document with the committee. She stated there may have to be one evaluation system for the streets program and one evaluation system for the rest. Ms. Steeno stated this document contains ideas; possible guidelines. Discussion ensued within the committee. B. Weight Criteria / Score Criteria: Ms. Steeno suggested Finance could work with the departments on drafting a criteria score to prioritize the requested projects for 2018 and bring that to discussion at the next meeting. Discussion ensued within the committee; mainly agreeing that this will be a starting point for prioritizing the 2018 requested projects. City of West Allis Page 3 Printed on 8/23/2017 Capital Improvement Committee Meeting Minutes March 30, 2017 8. 17-00048 FUTURE DISCUSSION - Future Borrowing Amounts to be considered for 2018 and Beyond A. Streets & Related Purpose B. Alternative Funding Options C. Ordinance Change Needed? Ms. Steeno stated the 2018 - 2022 projects call for a larger amount of resources to be used for streets and underground in which the Charter Ordinance does not allow for. Ms. Steeno suggested this item will have to be discussed more in depth in the future. Discussion ensued within the committee touching upon the process of an Ordinance change. F. ADJOURNMENT A motion was made by Ald. Haass, seconded by Mr. Stibal, to adjourn the meeting at 6:50 p.m. The motion carried unanimously. City of West Allis Page 4 Printed on 8/23/2017