FINANCE, BUDGET AND PERSONNEL COMMITTEE MEETING TUESDAY, APRIL 18, 2017

Common Council Chambers, City Hall Plaza 5:30 p.m.

1. Call to Order – Alanna Feddick, Chairperson 2. Citizen Comments 3. Consent Agenda

a) Approval of Minutes of April 4, 2017 meeting b) Approve Bills and Payroll c) Report of Personnel Actions

Recommended Action: Approve the Consent Agenda, as presented

4. Consideration of items removed from the consent agenda, if any 5. Request to recommend approval of Budget Resolution No. 03-2017 transferring $14,250

from Fire Protection Budget – Other Capital Equipment, to Employee Overtime & Benefits ($8,300) and Staff Travel ($5,950) for HazMat IQ training. Presented by Scott Owen, Sr., Interim Fire Chief

Recommended Action: Recommend approval of Budget Resolution No. 03-2017 to

the Common Council

6. Discuss RFP review process – ambulance billing. Presented by Steve Barg, City Administrator

Recommended Action: Determine review process and timeline 7. Consider selecting firm for temporary processing of ambulance bills. Presented by Steve

Barg, City Administrator

Recommended Action: Authorize staff to secure temporary ambulance billing assistance

8. Suggested items for future agendas 9. Adjourn Posted this day, April 14, 2017 at 12:30 p.m. by Lori A. Panzer, Deputy City Clerk

CITY OF MARSHFIELD

MEETING NOTICE

FINANCE, BUDGET AND PERSONNEL COMMITTEE April 14, 2017

NOTICE It is possible that members of and possibly a quorum of other governmental bodies of the municipality may be in attendance at the above-stated meeting to gather information; 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. Upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact Deb M. Hall, City Clerk, at 630 South Central Avenue or by calling (715) 384-3636.

FINANCE, BUDGET AND PERSONNEL COMMITTEE MINUTES OF APRIL 4, 2017

Meeting called to order by Chairperson Feddick at 5:30 p.m., in the Common Council Chambers, City Hall Plaza. PRESENT: Alderpersons Alanna Feddick, Jason Zaleski, Rebecca Spiros, and Tom Witzel EXCUSED: Alderperson Peter Hendler ALSO PRESENT: Alderpersons Earll and Wagner, City Administrator Barg, and City Personnel (Jennifer Rachu, Jason Angell, Amy Van Wyhe, Justin Casperson, and Deb Hall) Citizen Comments None FBP17-050 Motion by Zaleski, second by Spiros to approve the items on the consent agenda:

1. Minutes of the March 21, 2017 meeting. 2. Payroll in the amount of $1,267,112.93 and Bills in the amount of $5,417,129.21. 3. Report of Personnel Actions of April 4, 2017. 4. Monthly Position Control Report as of March 31, 2017. 5. January 2017 Treasury Report.

Motion carried No items were removed from the consent agenda. FBP17-051 Motion by Zaleski, second by Spiros to approve the pay classification as Pay Grade E for the Grounds Specialist in the Parks & Recreation Department, and authorize the Human Resources Manager/Asst. to the City Administrator to begin the process to fill the position. Motion carried FBP17-052 Motion by Spiros, second by Zaleski to approve the pay classification as Pay Grade H for the UDC Building Inspector, and authorize the Human Resources Manager/Asst. to the City Administrator to begin the process to fill the position. Motion carried FBP17-053 Motion by Zaleski, second by Spiros to authorize staff to send out Request for Proposals for a compensation market review for non-represented employees, along with represented police officers and approve the RFP Review Team consisting of Jen Rachu, Dan Knoeck, Rick Gramza, Keith Strey and 1 or 2 Council members. FBP17-054 Motion by Zaleski, second by Witzel to amend the motion to include Alderperson Spiros on the RFP Review Team. Motion carried Vote on motion FBP17-053 as amended. Motion carried FBP17-055 Motion by Spiros, second by Zaleski to recommend approval of Budget Resolution No. 02-2017, transferring $20,000 from the 2017 General Fund Contingency Budget to the General Fund Common Council Budget to cover the reimbursement of actual costs to Gorman & Company, Inc. for a new Part 1 application for historic tax credits. Nay – 1 (Witzel) Motion carried

Finance Minutes (cont.)Page 2

FUTURE AGENDA ITEMS None There being no further business the Chairperson adjourned the meeting at 5:50 p.m. Motion carried Deb M. Hall City Clerk

REPORT OF PERSONNEL ACTIONS

FINANCE, BUDGET AND PERSONNEL COMMITTEE MEETING OF APRIL 18, 2017

NAME POSITION/DEPARTMENT EFFECTIVE DATE

HIRED Nicolas Nelson Civil Engineer I April 5, 2017 Engineering Division RETIREMENT:

None RESIGNATION: None PROMOTION: None

D/C Jody Clements D/C Craig DeGrand D/C Roy Dolens

MEMORANDUM

MEMORANDUM

TO: Police and Fire Commission; Finance, Budget, and Personnel Committee; Marshfield Common Council

FROM: Scott M. Owen, Sr., Interim Fire Chief DATE: March 31, 2017 SUBJECT: Budget Resolution #03-2017

Background

Included within the 2017 budget is $37,482 for the replacement of the air compressor used to fill air bottles for our self-contained breathing apparatus (SCBAs). Over the past couple of years we have repaired the compressor multiple times, replacing gauges, valves, seals, etc. Deputy Chief DeGrand and Deputy Chief Clements have been working on the compressor replacement and were able to work with the current manufacturer on various items. The current manufacturer has offered to completely rebuild the entire compressor and “make it right” at a fraction of the cost of a new compressor. The initial estimated amount of the entire rebuild is $9,500 which is nearly $28,000 less than the budgeted amount. Deputy Chiefs DeGrand and Clements are confident in this rebuild as the manufacturer has placed guarantees on its functionality and life expectancy. Also initially included in the 2017 budget was approximately $14,250 to host a HAZMAT IQ class here at the station for all department members. This was eliminated from the budget due to parameters set by the Common Council. This cost of the class includes tuition and overtime for all department members. In addition, we have a hazardous materials refresher class yearly to maintain skills and competencies and this course would meet that requirement.

Analysis

With the savings realized from the compressor rebuild versus installation of an entirely new SCBA compressor, this request will allow us to fulfil two needs within the department – new air compressor and a class to help department members remain proficient in hazardous materials responses and detection. The class, if approved through the budget resolution process, will also be opened up to external departments to sign up for the class, thus decreasing our total cost to the class.

This budget resolution was approved by the Marshfield Police and Fire Commission on 4/6/2017.

FIRE & RESCUE DEPARTMENT

Scott M. Owen, Sr.

Interim Fire Chief

The City in the Center

514 East Fourth Street Marshfield, WI 54449

PHONE (715) 486-2094 FAX (715) 384-8868

mfrd@ci.marshfield.wi.us

MARSHFIELD

Recommendation

I recommend approval of this budget resolution transferring $14,250 within Fire Protection

Capital (101-52210-21-58610) to Wages and Benefits in amount of $8,300 (101-52210-21-51120) and Travel-Staff in the amount of $5,950 (101-52210-21-53330) for HazMat IQ training related costs.

Concurrence:

Steven Barg, City Administrator Keith Strey, City Finance Director

BUDGET RESOLUTION NO. 03-2017 A resolution changing the 2017 budget of the City of Marshfield, Wisconsin. BE IT RESOLVED by the COMMON COUNCIL of the CITY OF MARSHFIELD as follows: 1. That the sum of $14,250 is hereby transferred within the General Fund, Fire

Protection Budget from Other Capital Equipment, a/c # 1015221021.210000 to Employee Overtime & Benefits, $8,300 and Staff Travel, $5,950 a/c # 1015221021.210000.

2. That upon the adoption of this resolution by a two-thirds vote of the entire membership of the COMMON COUNCIL, and within ten (10) days thereafter, the CITY CLERK publish notice of this change in the official newspaper. ADOPTED _______________ ______________________________________ Mayor APPROVED ______________ ______________________________________ Attest – City Clerk PUBLISHED ___________________

C:\Users\amy\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\JN2M0Y19\BRES2017-03 Fire

Protection transfer from compressor to HM IQ training.doc

DETAIL OF BUDGET RESOLUTION NO. 03-2017 BY OBJECT NUMBER TRANSFERRED FROM: General Fund, Fire Protection a/c # 1015221021.210000: 1. 58610 – Other Capital Equipment – Fire Protection $ 14,250 TRANSFERRED TO: General Fund, Fire Protection a/c # 1015221021.210000: 1. 51000 Series – Employee Overtime and Benefits $ 8,300 2. 53330 – Travel – Staff $ 5,950

* * * *

DATE: April 14, 2017

TO: Finance, Budget & Personnel Committee

FROM: Steve Barg, City Administrator

RE: Review process – ambulance billing proposals and “in-house” option

Background

Last month, the Council authorized staff to seek proposals for ambulance billing services.

Staff recommended appointing a team to review the proposals and compare them with the

option of hiring ambulance billing staff, and make a recommendation to the Committee.

Instead, the Council voted to have the Committee review proposals at a regular meeting.

Since having the Committee conduct the review process is somewhat new territory, staff

wants to have a discussion with the Committee on how this might best be accomplished.

Review process

The deadline for proposals was April 7th

, and 5 were received. Staff has not opened them,

nor have we seen bid prices, which are supposed to be in separate sealed envelopes. Here

is what staff would suggest as a plan for your review and consideration on Tuesday night:

• Tuesday, April 18th

Finalize review process/timeline

• By Friday, April 21st Full proposals are sent to the FBP

• Week of April 24th

Staff conducts a high-level review and drafts a comparison,

based on a few key factors (qualifications/experience, client

list, compliance methods, etc.)

• Week of May 1st Special FBP meeting (review proposals, “in-house” option)

• Week of May 8th

Interview(s) with top candidates & another special meeting

• Tuesday, May 16th

FBP opens price quotes and discusses proposals along with

with the “in-house” option, and makes its recommendation

to the City Council

• Tuesday, May 23rd

Council review FBP recommendation/makes final decision

Open vs closed session In directing that proposals be reviewed by FBP, Council expressed its desire for openness

and transparency. Staff respects this viewpoint, but we believe that the Committee should

review the proposals in closed session. Unlike bids for construction projects, the City can

pursue any proposal that looks best suited to our needs, and we have the right to negotiate

with our preferred firm to address concerns, or to request any changes that we may want.

By having this discussion in open session, we would compromise that opportunity.

City of Marshfield

Memorandum

Recommendation

Staff recommends that Committee members review this issue before Tuesday’s meeting,

so that we can have a good discussion and finalize the review process at that time.

DATE: April 13, 2017 TO: Finance, Budget & Personnel Committee FROM: Steve Barg, City Administrator RE: Selecting firm for temporary ambulance billing services

Background

As you know, due to one recent retirement and one resignation, the City has been without its ambulance staff since March 7th. During the first 3 weeks of this time period (through April 6th), we’ve accrued nearly $100,000 in unbilled charges. Regardless of whether the City Council chooses to re-hire staff or contract with a qualified company for this service, it will likely be several weeks after a final decision before anything can be put into place. As a result, staff believes that the City should secure temporary assistance for the interim period, so that bills are sent to those who receive ambulance services. The City received 5 proposals in response to its recent RFP, and for obvious reasons, staff suggests that we do not pick one of these companies for this temporary assignment, as that could be perceived as giving them an advantage, if the Council ultimately decides to contract for this service.

Recommendation

Staff recommends that the FBP Committee recommend that the Council authorize staff to enter into a contract with a qualified firm for temporary ambulance billing service during this interim period.

City of Marshfield

Memorandum