AGENDA FINANCE AND PERSONNEL COMMITTEE MONONA PUBLIC LIBRARY, MUNICIPAL ROOM 1000 NICHOLS ROAD MONDAY, FEBRUARY 19, :15 P.M.

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1 AGENDA FINANCE AND PERSONNEL COMMITTEE MONONA PUBLIC LIBRARY, MUNICIPAL ROOM 1000 NICHOLS ROAD MONDAY, FEBRUARY 19, :15 P.M. 1. Call to Order. 2. Roll Call. 3. Approval of Minutes from February 5, Appearances. 5. Unfinished Business. 6. New Business. A. Discussion on Hiring/Contracting for Building Inspection Services. B. Convene in Closed Session under Wisconsin Statute section 19.85(1)(e) Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session (Galway Development Agreement Amendment Riverfront Development). C. Reconvene in Open Session Under Wisconsin Statute Section 19.85(2). D. Possible Action on Matters Arising from Closed Session. 7. Acceptance of General Fund Accounts Payable Checks Dated February 2 15, (Documentation of invoices paid is available in the City Clerk s office.) 8. Adjournment. NOTE: Upon reasonable notice, the City of Monona will accommodate the needs of disabled individuals through auxiliary aids or services. For additional information or to request this service, contact Joan Andrusz at (608) (not a TDD telephone number), FAX: (608) , or through the City Police Department TDD telephone number The public is notified that any final action taken at a previous meeting may be reconsidered pursuant to the City of Monona ordinances. A suspension of the rules may allow for final action to be taken on an item of New Business. It is possible that members of and a possible quorum of members of other governmental bodies of the municipality may be in attendance at the above stated meeting to gather information or speak about a subject, over which they have decision-making responsibility. No action will be taken by any governmental body at the above stated meeting other than the governmental body specifically referred to above in this notice. S:\FINANCE\FINANCE & PERSONNEL COMMITTEE\AGENDAS\AGENDA Finance doc

2 FINANCE AND PERSONNEL COMMITTEE MINUTES February 5, 2018 The regular meeting of the Finance and Personnel Committee for the City of Monona was called to order by Mayor O Connor at 6:31 p.m. Present: Also Present: Mayor Mary K. O Connor, Alderpersons Doug Wood and Brian Holmquist (arrived late) City Administrator April Little, Finance Director Marc Houtakker, Parks & Recreation Director Jake Anderson, Police Chief Walter Ostrenga, Fire Chief Scott Sullivan, Firefighter/Paramedic Chris Virnig, Public Works Director Dan Stephany, and City Clerk Joan Andrusz APPROVAL OF MINUTES Alder Wood provided corrections to the first paragraph of Page 2, as follows: the Dispatcher starting June July 1 and the budget is already short tight. A motion by Alder Wood, seconded by Mayor O Connor to approve the Minutes of the January 16, 2018 Finance & Personnel Committee meeting as amended, was carried. APPEARANCES There were no Appearances. UNFINISHED BUSINESS Finance Director Houtakker reported he conferred with CDA Consultant Gary Becker regarding TIF #2 closing. Notification will be made to the state after April 15, and then it is considered closed. The levy limit will increase by $325,000. The budget for new staff, including the position under consideration and brush collection, totals $193,000, leaving $132,000 unencumbered. There will be some additional levy limit increase based upon new construction. The TIF #9 base was lowered to cover the value loss from teardowns at the Yahara Commons development. TIF #2 will remain open to fund the Renew Monona program. In 2019 funds will be split between the taxing districts. There will be new construction in The Recreation Administrative Assistant position, based upon the higher end of the $16 to $18 per hour rate, will increase expenses by $45,000 if there are no off-setting revenues. Recreation Director Anderson stated this job is not posted yet, but the after-school program coordinator is as a full-time position. A motion by Alder Wood, seconded by Mayor O Connor to approve Resolution Amending the 2018 Operating Budget for a Full-Time Administrative Assistant in the Parks and Recreation Department, was carried. NEW BUSINESS Police Chief Ostrenga reported $82,000 was allocated in the 2018 Capital Budget for two squad cars. Using the state bid system the cost is $66,000; the balance will be used for equipment. A motion by Alder Wood, seconded by Mayor O Connor to approve Resolution Purchase Approval of Two Police Vehicles, was carried.

3 Finance and Personnel 2/5/2018 Page 2 Police Chief Ostrenga reported the two Dispatch work stations were purchased used in 2009 and parts are no longer available. The company chosen uses environmentally friendly materials. They will remove and dispose of the old furniture and install the new with staff help. $37,000 is allocated in the Capital Budget but the cost will be $35,000 with savings from buying direct and designing the space in-house. Quotes were reviewed. There will be no gap in service during this changeover. A motion by Alder Wood, seconded by Mayor O Connor to approve Resolution Purchase Approval of Dispatch Consoles, was carried. Fire Chief Sullivan reported the Ambulance Committee requested a single source for the new ambulance. The benefit is the vehicle is identical to what is currently used so is easier to use. Firefighter Virnig described the sliding side door which is a valuable safety feature because it doesn t open into traffic or create a blind spot. Fire Chief Sullivan reported three bids were received in the past. Going without bids saves time. This was the only vendor who met the specifications and had an aluminum box instead of wood, which can retain bodily fluids, so no one would bid. The Public Safety Committee approved this purchase. Alder Wood stated he understands the safety issue but is concerned about this large purchase not going out to bid. A motion by Alder Wood, seconded by Mayor O Connor to approve was amended to refer to the City Council without recommendation Resolution Authorization to Single Source the Purchase of a New Ambulance, was carried. Public Works Director Stephany reported only one bid was received for a street sweeper. Staff tested four different models. $230,000 was approved in the 2018 Capital Budget; the bid is for $234,000. The difference will be made up with leftover funds from other vehicles and garage improvements. A fullsized rear door is a desired feature, which saves costs in time spent dumping and in clearing material blockages. It also increases safety by reducing the possibility of staff being hit by blocked material as it s loosened. The vehicle is good for 10 to 12 years. Alder Wood stated putting our bid specifications with equipment that only one vendor has means only one bid will be received. Public Works Director Stephany described other vehicle specifications and that the costs would be close. Technically, he doesn t have to go out for bids for vehicles. Alder Holmquist arrived and Alder Wood explained that the Public Works Department has good reasons for one bid but he would like more to compare. Alder Holmquist stated when he was on the Public Works Committee bids were supposed to be broad enough to get multiple options. A motion by Alder Wood, seconded by Mayor O Connor to approve was amended to refer to the City Council with recommendation Resolution Approving a Bid for the Purchase of a Street Sweeper, was carried. Public Works Director Stephany reported Johnson Tree Care doesn t want to provide brush collection anymore. He reached out to Advanced Disposal but did not get a response. There are virtually no companies that provide this service. The Public Works Committee will review this three-year contract, starting in 2018, at its meeting on Wednesday. Brush chipping is $55,000, which includes Christmas tree pick-up; this is a good price. Additional funding is needed for storm damage. There is not City staff to do this work. The dog park could be a drop-off site. Alder Holmquist stated if that was used, City staff would still be needed to manage the brush piles. Alder Wood stated there would be a reduction of services and people might dump their brush elsewhere.

4 Finance and Personnel 2/5/2018 Page 3 Public Works Director Stephany stated there is a termination clause. Because it is an independent contractor agreement, the City could give notice and end it. There will be no schedule change with the new contractor. The Public Works Committee may add pile size limitation language to the Ordinance. In-house cost was not reviewed. Finance Director Houtakker stated this was done in-house 13 years ago but was ended due to worker s compensation concerns and then staff was reduced. A motion by Alder Wood, seconded by Alder Holmquist to approve Resolution Approving a Proposal from Barnes, Inc. for Brush Collection Services, was carried. Public Works Director Stephany stated the following is for the increase to the Operating Budget for brush collection to a total of $65,000. $6,000 is for storm damage pick-up and may not be used. The cost was calculated based upon history and staff time that would be needed if done in-house. A motion by Alder Holmquist, seconded by Alder Wood to approve Resolution Amending the 2018 Operating Budget to Fund the 2018 Curbside Brush Collection Program, was carried. Finance Director Houtakker reviewed recent Accounts Payables and answered member s questions. A motion by Alder Wood, seconded by Alder Holmquist to approve Acceptance of General Fund Accounts Payable Checks Dated November 6 through 30, 2017 and January 12 through February 1, 2018, was carried. A motion by Alder Wood, seconded by Alder Holmquist to adjourn, was carried. (7:25 p.m.) Joan Andrusz City Clerk

5 BUILDING INSPECTION SERVICE COMPARISON Background Note: McFarland would like to bring Marty Pilger on full time as soon as possible, but no later than April 1. Our current commercial electrical inspector is interested in staying on. His rate is $42.17/hour (flat). OPTION COST PROPOSAL PROS CONS COMMENTS $70 dollars an hour plus RECOMMENDED OPTION mileage for normal building inspection services. Travel Could start April 1 or sooner time negotiable (have local inspectors). General Engineering (GEC) Retain an independent inspector in a relationship with another community. Pay only for the time needed. Allows us to retain permit revenue, which is substantial for large projects (e.g. Riverfront). Flexible with ebb and flow of activity. Backup coverage if dedicated inspector moves on/is unavailable. They provide some clerical assistance. Allows us to keep more revenue Less control over employee retainage, company service, etc. Hourly inspection fees could cost more than permit revenue for small projects. Likely more expensive than inhouse staff. Will have the same issues as with McFarland - balancing workload between the communities, which will vary with building activity. No built-in backup. Cottage Grove, Middleton, Windsor, and Monroe responded but it doesn t look like viable partnership possible at this time at least (Cottage Grove timing; Windsor balance; Monroe distance, have not responded further). F:\PACKETS\ \Building Inspection Service Comparison.docx 2/15/2018 Page 1

6 BUILDING INSPECTION SERVICE COMPARISON OPTION COST PROPOSAL PROS CONS COMMENTS Met with Mike Kleisch. He is Start time: flexible. Inspection fees are potentially a a certified inspector and has No cost sharing agreements big-ticket revenue item when done work for Fitchburg and with other cities. Riverfront comes online (see 2014 Oregon, and his small data); fee-splitting would result in handyman company is a great deal of revenue diverted looking to branch out into from the general fund. inspection services. Retain an independently contracted PT employee on our own. Safebuilt Paul Scott City of Middleton 80 / 20 split of permit fees. We could counter with a 70 / 30 split of commercial fees or some other figure. 75/25 split (Village of Oregon) Already on contract with McFarland (WRS employee). Currently provides backup service. Willing to provide back-up help if needed. Same benefits as GEC Flexibility based on activity level and backup coverage available Experienced professional Lives in Monona They haven t responded to multiple attempts for information. Sounds like contacts may be centralized out-of-state. Loss of possibly substantial permit revenue Monona resident may be some conflicts. Office hours would not be feasible. Limited hours with existing fulltime position. Back up? Considerations: Plan Review and zoning (limited but available). Vehicle: they could use their own, with a city magnet. They would not conduct permitted work in Monona (just handyman/no permit work) with their core business. Oregon had some issues in the past, but have overcome them and are satisfied with their service. Is FT inspector in Fitchburg. Would need an agreement with city. F:\PACKETS\ \Building Inspection Service Comparison.docx 2/15/2018 Page 2

7 INSPECTIONS ACTUAL ACTUAL ACTUAL ACTUAL SALARIES 8,667 15,558 14,928 17, FICA 1,413 1,890 1,142 1, INSPECTION SERVICES 52,921 50,373 45,496 46, CODE ENFORCEMENT SERVICES 9,832 9, TOTAL EXPENDITURES 72,833 76,967 61,566 65,227 PERMIT REVENUES* 213,931 77,869 84,029 75,576 DIFFERENCE (Cost Recovery) 141, ,463 10,349 COST RECOVERY 294% 101% 136% 116% *Does not include zoning permit revenue. COST UNDER DIFFERENT SCENARIOS 80 / 20 - CITY SHARE 42,786 15,574 16,806 / hour, hours / week 139,051 17,965 24,125 15,672 F:\PACKETS\ \Building permit historysheet1 2/15/2018