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Home My WebLink About2004 [05] May 26 I I I May 26, 2004 Page 1 Of 3 I I Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in special sessiori Wednesday, May 26, 2004 at 5:00 PM in the St. Joseph City Hall. Members Present: Acting Mayor Gary Utsch. Councilors AI Rassier, Dale Wick, Ross Rieke. Administrator Judy Weyrens. Citv Representatives Present: Public Works Director Dick Taufen, Wastewater Operator Jim Marthaler: Police Chief Pete Jansky. I Acting Mayor Utsch called the meeting to order and stated the purpose of the meeting is to review capital purchases for the year 2004. Weyrens stated that when the budget was prepared for the tax year 2004', the levy limits restricted the City from budgeting for capital equipment. Therefore, the Council agreed td review annually capital equipment needs and purchase the same through equipment certificates. The re- payment of the certificates are outside of levy limits and the City would have the ability to levy the annual payment. With that in mind the Council agreed to discuss the needs of each department. I Maintenance Department Dick Taufen, Public Works Director requested authorization to purchase a new % ton 4 door pick up at ~ cost of $ 20,377. Taufen clarified that the estimate is based on the State Contract of which Cities are I allowed to participate. Since the State Contract prices are a result of competitive bidding, the trucks can be purchased directly from the distributor without soliciting additional quotes. Taufen stated his truck is' ten years old and needs to be replaced. He is requesting to purchase an extended cab so that he has the ability to carry maps and other documents as well as having the ability to transport more than one person. Weyrens stated the truck would be financed through the water fund and capital rollover funds with each paying one-half. I Jim Marthaler, Wastewater Operator stated that he too is seeking authorization to purchase a truck, i however he is requesting a 1 ton duly, F350 at a cost of $ 21 ,625.00. Marthaler stated that the City does not have a vehicle that can effectively transport the two generators, as a one-ton is needed. Marthaler I stated that he is also requesting authorization to purchase the following: ' High pressure Sewer Flushing Machine Trailer Mounted Air Conveyance Unit Self Propelled Easement Machine Tandem Axle Dump Trailer $ 128,095.00 67,143.00 17 ,924.54 7,998.80 221,162.33 i Total $ Marthaler stated that the one-ton vehicle would also be used for the dump trailer and conveyance unit. i Utsch questioned Marthaler if he could use the truck that is part of the fiushing machine rather than I purchasing an additional truck. Utsch stated it is his understanding that trucks that are not utilized are i prone to mechanical problems and using the truck as a multi purpose truck would alleviate this concerp. Marthaler responded that the flushing machine will be a multi purpose truck as it will replace the tanker and will be used year round. ! Rassier questioned if Marthaler couldn't pass his truck to Taufen, thereby only purchasing one new tru'ck. Marthaler clarified that the two requests before the Council are from different departments and requested the Council consider each as such. Marthaler stated that he is also requesting authorization to purchase a snow plow blade that could be mounted to the front of the new truck. Weyrens stated that the truck I proposed by Marthaler would be funded half from the sewer fund and half from the capital rollover fund. ; I Rassier made a motion authorizing the purchase of a Chevrolet Siverado 2500 at a cost of $ 20,377 and a Ford F350 at a cost of $ 21,625.00. Both vehicles will be purchased through the State I Contract and the expenditure will be divided equally between the water, sewer and capital project fund. The motion was seconded by Rieke and passed unanimously. May 26, 2004 Page 2 of 3 Before making a decision on the purchase of the Sewer Flushing Machine, the Council agreed to review the other capital equipment requests. POLICE DEPARTMENT I Police Chief Jansky presented the Council with the following requests for purchase: Tasers (2) - The police department currently has two tasers which are non-lethal weapons and Jansky is requesting to purchase an additional two (2). Total cost estimate: $ 2,000.00 Portable Radios (8) - The current portable radios that are being used are approximately 10 years old and the parts are expensive if they need to be repaired. The current radios are not reliable and could compromise police officer safety. Total cost estimate: $ 8,400.00 Trunk Vaults (3) - With the addition of the new weapons and equipment, it has become important to make sure the police cars are secure at all times. The trunk vault would store the shotgun, M- 16, extra ammunition and other miscellaneous equipment. Locking the weapons in the trunk will assure that they will not be stolen and end up in the wrong hands. Total cost estimate: $ 3,200.00. Hand Guns and Leather (10) - The current weapons that the officers carry were purchased in approximately 1990. Currently the City does not have enough weapons for all the Officers, so two carry their own weapon which is a .40 caliber. Jansky is requesting authorization to purchase ten (10) .40 caliber weapons to update the department and provide consistency with area departments. Total cost estimate is $ 4,700.00, including trade-in. Mobile Radios - The mobile radio is the main method of communicating with other departments. Like the portable radios, the mobile radios are outdated and unreliable. Total cost estimate: $ 2,600.00. I Radar - When the new squad car arrives in 2004, it would be ideal to update the radar with a moving and stationary Doppler radar. The radar has a life expectancy of 10 years. Total Cost Estimate: $ 2,000.00. Video Camera - Jansky requested to purchase an additional camera for the new squad car that is scheduled to arrive in 2004. The St. Joseph Lions donated one camera to the City and agreed to purchase the third camera if the City purchased the second camera. Due to a decline in gambling, the Lions are unable to contribute the third camera at this time. Jansky stated that he will budget for that camera when the next squad car is ordered. Total cost estimate: $ 4,000.00. The Council agreed that it is important to update equipment and provide adequate equipment to assure Officer safety. After considerable discussion the Council agreed to wait on funding two trunk vaults and the Tasers. The trunk vaults are fitted to a specific vehicle and it seems appropriate to fit the cars with equipment as the cars are updated. Therefore, the trunk vaults can be added as the current squad cars are repiaced. With regard to the Tasers, it was the understanding of the Council that the current Tasers have some mechanicai issues and they agreed to wait until 2005. ADMINISTRATION Weyrens requested the Council consider converting the existing filing system from paper to an electronic version. As the City grows so do the permanent records that the City is required to maintain. An electronic filing system would allow the information to be cataloged and scanned. Once scanned, the data can be retrieved by word search and documents can be retrieved with ease. The scanned files I would be cataloged, boxed and stored, freeing up the space where the filing cabinets sit. The estimated cost to begin the process is $ 17,000.00 I I I I May 26, 2004 I Page 3 of3 Rassier made a motion authorizing the purchase of the following equipment: High pressure Sewer Flushing Machine $ 128,095.00 Trailer Mounted Air Conveyance Unit 67,143.00 The equipment will be financed with an equipment certificate with repayment of the bond to be a combination of levy and rates. " I Discussion: As the need to purchase the flushing machine at this time is created by the I expiration of the State Bid prices on May 31, 2004, the Council requested that Marthaler receiv~d competitive quotes for the equipment that is not under the State contract price. The Council will then reconsider the equipment when the financing alternatives are presented on June 3, 2004. After reviewing the needs of the Departments, the Council was in general agreement to move forward with the following purchases and review the financial impact of such purchases on June 3, 2004.. QTY Item Description Estimate Total I 8 Portable Radios $ 8,400.00 1 Trunk Vault $ 1,000.00 10 .40 Caliber Hand guns and Leather $ 4,700.00 1 Mobile Radio $ 2,600.00 1 Radar $ 2,000.00 1 Video Camera $ 4,000.00 1 Electronic Filing $ 20,000.00 $ 42,700.00 I I I Adiourn: Wick made a motion to adjourn at 6:45 PM; seconded by Rieke and passed unanimously. ~..<~, I THIS PAGE INTENTIONALLY LEFT BLANK I I