FINANCE, BUDGET AND PERSONNEL COMMITTEE MEETING TUESDAY, NOVEMBER 21, 2017 Council Chambers, City Hall Plaza 5:30 p.m.

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1 CITY OF MARSHFIELD MEETING NOTICE FINANCE, BUDGET AND PERSONNEL COMMITTEE MEETING TUESDAY, NOVEMBER 21, 2017 Council Chambers, City Hall Plaza 5:30 p.m. 1. Call to Order Peter O. Hendler, Chairman 2. Citizen Comments 3. Consent Agenda a) Approve Minutes of November 7, 2017 meeting b) Approve Bills and Payroll c) Report of Personnel Actions d) October 2017 Treasury Report 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 , transferring $4,890 from the K9 Fund to Protective Services Operating Supplies for the purchase of stuffed animals to be used as a fundraiser. Presented by Rick Gramza, Police Chief Recommended Action: Recommend approval of Budget Resolution No Request to recommend approval of Budget Resolution No , transferring $7,000 from the Funding Assistance Program and $5,329 of Unassigned Fund Balance to the Emergency Medical Services budget to purchase Image Trend software. Presented by Scott Bakos, Deputy Chief Recommended Action: Recommend approval of Budget Resolution No Request to recommend approval of Budget Resolution No , transferring $2,700 to cover 2017 Unemployment Compensation Claims. Presented by Keith Strey, Finance Director Recommended Action: Recommend approval of Budget Resolution No Request to recommend approval of Budget Resolution No , transferring $15,383 from the General Fund Contingency Budget to the Cemetery Perpetual Care Fund for the 2018 scheduled payment. Presented by Keith Strey, Finance Director Recommended Action: Recommend approval of Budget Resolution No

2 FINANCE, BUDGET AND PERSONNEL COMMITTEE November 21, Request to approve Budget Resolution No , transferring $2,016 within the Public Facilities Capital Projects Fund for purchase of furniture and equipment for the 2 nd Street Community Center. Presented by Justin Casperson, Director of Parks and Recreation Recommended Action: Recommend approval of Budget Resolution No Request to approve Budget Resolution No , transferring $22,910 within the Economic Development Fund to fulfill obligations within the development agreement for Complete Filtration. Presented by Keith Strey, Finance Director Recommended Action: Recommend approval of Budget Resolution No Request to recommend approval of Resolution No , approving the taxi contract with Running, Inc. for calendar year Presented Keith Strey, Finance Director Recommended Action: Recommend approval of Resolution No Suggested items for future agendas 13. Adjourn Posted this day, November 17, 2017 at 2:30 p.m. by Deb M. Hall, City Clerk 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)

3 FINANCE, BUDGET AND PERSONNEL COMMITTEE MINUTES OF NOVEMBER 7, 2017 Meeting called to order by Vice-Chairperson Zaleski at 5:40 p.m., in the Common Council Chambers, City Hall Plaza. PRESENT: Alderpersons Jason Zaleski, Tom Buttke, Nick Poeschel and Rebecca Spiros EXCUSED: Alderperson Peter Hendler ALSO PRESENT: Alderperson Earll, City Administrator Barg, and City Personnel (Jennifer Rachu, Keith Strey, Amy VanWyhe, Rick Gramza and Deb Hall) Citizen Comments None FBP Motion by Buttke, second by Poeschel to approve the items on the consent agenda: 1. Minutes of the October 17, 2017 meeting. 2. Payroll in the amount of $875, and Bills in the amount of $1,216, Report of Personnel Actions of November 7, Monthly Position Control Report as of October 31, September 2017 Treasury Report Motion carried No items were removed from the consent agenda. Jen Rachu, Human Resources Manager/Asst. to the City Administrator, presented information on refilling of the Director of Development Services position. Jen Rachu explained the possible creation of Policy Volunteer Time Off. The committee directed staff to look at ways that this policy could be implemented without having to pay the employees for their loss time. Flex time, comp time, time-off without pay, or other creative ideas could be used as a way to allow people the opportunity to volunteer during work hours. Finance Director Strey explained that no action is needed on joining the VALUE in local government cooperative purchasing program to participate in their purchase card program because he was notified that the VALUE group went out for bid this year and this time around they were not able to receive a bid that outperformed the State contract. At this time he is not ready to make a recommendation to the committee on the State program. He has asked for more information about the program and will come back to the committee with a recommendation within 2-4 weeks. The committee was in agreement at looking at the State program and if it looks to be the best to have the Finance Director make that recommendation and not go out for an RFP. FBP Motion by Buttke, second by Spiros to go into closed session pursuant to Wisconsin Statute (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. - Wood County Lease Extension Roll call vote, all ayes. (Time: 6:01 p.m.) Motion carried Present in closed session: Alderpersons Zaleski, Buttke, Poeschel, Spiros and Earll, City Administrator Barg and staff (Keith Strey and Deb Hall)

4 Finance Minutes (cont.) Page 2 FBP Motion by Buttke, second by Spiros to return to open session. Roll call vote, all ayes. (Time: 6:03 p.m.) Motion carried FBP Motion by Poeschel, second by Spiros to extend the lease with Wood County for the 4 th floor of City Hall Plaza through August 31, 2018 at the same terms and conditions except for a 2.1% lease rate increase. Motion carried FUTURE AGENDA ITEMS None There being no further business Vice-Chairperson Zaleski adjourned the meeting at 6:05 p.m. Deb M. Hall City Clerk

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10 REPORT OF PERSONNEL ACTIONS FINANCE, BUDGET AND PERSONNEL COMMITTEE MEETING OF NOVEMBER 21, 2017 NAME POSITION/DEPARTMENT EFFECTIVE DATE HIRED/PROMOTION Pam Neises Accountant November 20, 2017 Finance Department RETIREMENT/RESIGNATION/TERMINATION

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12 Date: 11/01/2016 Marshfield Police Department Memorandum To: Police and Fire Commission, Finance, Budget, and Personnel Committee, & Marshfield Common Council From: Police Chief Rick Gramza Ref: Budget Resolution # Fundraising investment for K9 History: The Marshfield Police Department K9 program has historically been funded by community donations and various fundraising opportunities. The Marshfield PD has two K9 s working each day or night of the week. The current K9 fund has enough funds to purchase one K9 for the next retirement, estimated to be in the next 2 years. A similar sale was conducted by the Marshfield Police Department in 2016 and all K9 stuffed animals were sold within 5 days around the Christmas Holiday. Analysis: Through a company out of California, we are looking at purchasing 600 stuffed animals, 300 resembling each of our K9 s. We would purchase the stuffed animals at a cost of $8.15 each, totaling $4,890. We plan to sell the stuffed animals to the general public at a cost of $15 each, totaling $4,110 in revenue once the animals are sold to the public. This budget resolution was approved by the Marshfield Police and Fire Commission on 11/9/2017. Recommendation: I recommend that the budget resolution be passed allowing for the transfer of $4,890 within the K9 Fund to Protective Services Operating Supplies Concurrence: Steven Barg, City Administrator Keith Strey, City Finance Director

13 BUDGET RESOLUTION NO 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 $4,890 is hereby transferred from General Fund Canine Program Donations to Law Enforcement Budget 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

14 DETAIL OF BUDGET RESOLUTION NO BY OBJECT NUMBER TRANSFERRED FROM: General Fund, Miscellaneous Revenue, a/c# : Law Enforcement Donations / Contributions (1) $ 4,890 TRANSFERRED TO: General Fund, Law Enforcement Budget, a/c# : Operating Supplies $ 4,890 * * * * (1) Donations received held in Canine Program Donations account until use is approved by the Police/Fire Commission and Common Council.

15 514 East Fourth Street Marshfield, WI PHONE (715) FAX (715) TO: Finance, Budget & Personnel Committee FROM: Scott M. Owen, Sr., Fire Chief DATE: November 17, 2017 MEMORANDUM SUBJECT: Budget Resolution to purchase Image Trend Software Background Included in the 2018 budget was a request to purchase Image Trend software for the purpose of documenting fire and EMS (ambulance) calls as well as completing fire inspections. With the fiscal constraints the City is under for 2018 Administrator Steve Barg asked if it was possible to purchase the software in After reviewing the financials it was determined we could fund and purchase the program in The 2018 budget request for the Stryker cot purchase was funded 100% with EMS fund accumulated funds. Subsequent to budget submission, the City was provided the opportunity to utilize a matching safety grant to partially offset this 2018 budget request in the amount of $5,329. This request is to transfer $7,000 from available EMS Funding Assistance Program funds and utilize the freed up cot purchase funds to cover the remaining balance to purchase the Image Trend software upgrade in Analysis We currently use FireRMS and ZOLL epcr for all of our day-to-day reporting of incidents and completion of fire inspections. While the program has been used for many years it was only within the past couple of years that we have noticed several issues completing fire inspections within this program, specifically when using tablets to complete them. Currently we are restricted on the number of licenses we can have for the ZOLL products as they are specific to a program/tablet. Image Trend does not have this restriction as it is a site license. This is a benefit to the organization as there is no limit on how many department members can use the system at the same time. This is becoming especially important with the increasing number of EMS calls we are experiencing. In addition the ability to have more than two fire inspectors out at one time will be possible, whereas right now it is not. Summary/Recommendation MARSHFIELD The City in the Center FIRE & RESCUE DEPARTMENT Scott M. Owen, Sr. Fire Chief I recommend approval of Budget Resolution approving the transfer of $7, from the Funding Assistance Program and $5,329 from Unassigned Fund Balance to the Emergency Medical Services budget to purchase Image Trend software. Concurrence: Steve Barg, City Administrator Keith Strey, Finance Director D/C Steve Bakos D/C Jody Clements D/C Craig DeGrand D/C Jon Lucareli D/C Troy Weiland

16 City of Marshfield Memorandum To: Finance, Budget and Personnel Committee From: Keith Strey, Finance Director Subject: Budget Resolution No Date: November 16, 2017 SUMMARY: The attached budget resolution, if approved, transfers $2,700 from the General Fund Contingency budget to the identified budgets to cover costs of unemployment compensation claims for 2017 paid by the City. The contingency account has $10,000 specifically allocated for this purpose in RECOMMENDATION: I recommend approval of Budget Resolution No Concurrence: Steve Barg, City Administrator

17 BUDGET RESOLUTION NO 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 $2,700 is hereby transferred from the Contingency Fund, a/c # to the following accounts: a. Park Operations/Maint., a/c # $ 1,800 b. Aging/Senior Center, a/c # c. Recreation Programs, a/c # 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

18 DETAIL OF BUDGET RESOLUTION NO BY OBJECT NUMBER TRANSFERRED FROM: General Fund Contingency, a/c# : Unemployment Compensation $ 2,700 TRANSFERRED TO: General Fund (101): 1. Park Operations/Maintenance, a/c# : Unemployment Compensation $ 1, Aging/Senior Center, a/c# : Unemployment Compensation $ Recreation Programs, a/c# : Unemployment Compensation $ 400 * * * *

19 City of Marshfield Memorandum To: Finance, Budget & Personnel Committee and Common Council From: Keith Strey, Finance Director Subject: Budget Resolution No Cemetery Perpetual Care Fund Repayment Date: November 16, 2017 SUMMARY: During the 2016 budget process, staff presented various changes and options to allow the City to meet the Expenditure Restraint Program (ERP) requirements related to the 2016 general operating fund budget. One of those options was to remove this internal payment from the 2016 budget and fund future payments from contingency if enough remains at the end of the year. This same option was utilized for the 2017 and 2018 budgets to meet ERP limits. As an internal loan to the City, this was a viable option to the Common Council to meet ERP requirements as well as keep on track with repayment of the loan approved to build a Cemetery Mausoleum in The 2016 payment was made in late 2015 by approved Budget Resolution and the 2017 payment was made in late 2016 by approved Budget Resolution The attached budget resolution, if approved, transfers $15,383 from General Fund Contingency to the Cemetery Perpetual Fund for the 2018 scheduled payment not included in the 2018 General Fund budget due to ERP limitations. RECOMMENDATION: I recommend approval of Budget Resolution No Concurrence: Steve Barg, City Administrator

20 BUDGET RESOLUTION NO 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 $15,383 is hereby transferred from the General Fund Contingency Budget, a/c # to the Cemetery Perpetual Care Fund Other Financing Sources, a/c # 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

21 DETAIL OF BUDGET RESOLUTION NO BY OBJECT NUMBER TRANSFERRED FROM: General Fund Contingency, a/c# : Reserved for Contingency (Decrease) $ 15,383 General Fund Other Financing Uses, a/c# : Cemetery Perpetual Fund Transfers (Increase) $ 15,383 TRANSFERRED TO: Cemetery Perpetual Fund Other Financing Sources, a/c# : Transfer From General Fund (Increase) $ 15,383 Cemetery Perpetual Fund Assets, a/c# 801 (MEMO ONLY): Advance to General Fund (Decrease) $ 15,383 * * * *

22 City of Marshfield Memorandum TO: Mayor Meyer & Commmon Council FROM: Justin Casperson, Parks and Recreation Director DATE: November 21, 2017 RE: Budget Resolution No (funds for Community Center F&E) Background This budget resolution is related to financial donations toward furniture and equipment for the 2 nd Street Community Center. Analysis The 2 nd Street Community Center will have ten rooms and a lounge for the community to use. When some of the rooms are finished they will need furniture and equipment. The furniture left behind by the Library will be used in many of the rooms. However, to accommodate rentals and generate revenue, the building will need the proper amount of furniture and equipment. Ruth Katzenberger and Butch and Shirley Walsh have agreed to make donations toward the 2 nd Street Community Center for the purchase of furniture and equipment. The Katzenberger donation is in the amount of $1,016 and the Walsh donation is in the amount of $1,000. Staff Recommendations To accept the donations and approve Budget Resolution No , adding $2,016 to the Second Street Community Center project fund. Concurrence: Steve Barg, City Administrator Keith Strey, Finance Director

23 BUDGET RESOLUTION NO 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 $2,016 is hereby transferred within the Public Facilities Capital Projects Fund from Donations, a/c # to Proceeds of Long Term Debt, a/c # 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

24 DETAIL OF BUDGET RESOLUTION NO BY OBJECT NUMBER TRANSFERRED FROM: Public Facilities Capital Projects Fund, a/c# : Donations (Increase) $ 2,016 TRANSFERRED TO: Public Facilities Capital Projects Fund, a/c# : Proceeds of Long-Term Debt (Decrease) $ 2,016 * * * *

25 City of Marshfield Memorandum TO: Finance, Budget and Personnel Committee FROM: Keith Strey, Finance Director DATE: November 16, 2017 RE: Budget Resolution On Tuesday, September 26, 2017, the Common Council approved entering into a development agreement with John Park (Complete Filtration) to sell acres of City land for construction of a new 8,500 square foot facility. As part of the development agreement the City agreed to refund the land purchase price totaling $22,910 upon full completion of this new facility. In order for the City to fulfill their obligations within the development agreement, the attached budget resolution is necessary. The specific accounts involved are presented in the attached budget resolution for your review and consideration. Recommendation I recommend approval of Budget Resolution as presented. Concurrence: Steve Barg, City Administrator

26 BUDGET RESOLUTION NO 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 $22,910 is hereby transferred within the Economic Development Fund, from Sale of Land, a/c# to the Economic Development Board budget, a/c# 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 Deputy City Clerk PUBLISHED

27 DETAIL OF BUDGET RESOLUTION NO BY OBJECT NUMBER TRANSFERRED FROM: Economic Development Fnd Other Financing Sources, a/c# : Sales of General Fixed Assets $ 22,910 TRANSFERRED TO: Economic Development Fund EDB Budget, a/c# : Financial Incentives $ 22,910 * * * *

28 City of Marshfield City Hall Plaza 630 S. Central Avenue Marshfield, WI Keith R. Strey, CPA Finance Director (715) Fax (715) TO: FINANCE, BUDGET & PERSONNEL COMMITTEE FROM: KEITH R. STREY, FINANCE DIRECTOR SUBJECT: RESOLUTION SHARED-RIDE TAXI SERVICE CONTRACT APPROVAL FOR 2018 DATE: 11/17/2017 BACKGROUND In fall of 2013, the City of Marshfield completed an RFP process soliciting bids for providing Shared-ride and shuttle bus service. The Common Council, following WI DOT grant guidelines and requirements, awarded a 5-year contract, renewed annually, to Running Inc starting January 1, These services are required to be bid out a minimum of once every five years to meet Federal and State grant requirements and the City is in compliance with these requirements with the 2013 RFP process. On September 26, 2017, the Common Council approved exercising the option year for 2018 with Running, Inc. and directed staff to prepare the 2018 contract for approval. Due to increased ridership volume leading to greater wait times, the City contacted WI DOT to determine the amount of hours the City could increase the contract by within grant restrictions without going out for RFP s. WI DOT staff indicated the City would be fine increasing the total contracted hours by 2,224 (over 40 hours per week) to 31,500 hours annually. The 2018 contract presented for your approval reflects these additional service hours. Attached is Resolution and 2018 contact for review and approval. RECOMMENDATION Staff recommends approval of Resolution authorizing execution of contract between the City of Marshfield and Running Inc. to provide Shared-ride Taxi Service for Concurrence Steve Barg, City Administrator

29 RESOLUTION NO A resolution authorizing the execution of a contract between the City of Marshfield and Running Inc. WHEREAS, the City of Marshfield operates, through a third party provider, a door-to-door, demand-responsive, advanced reservation, shared-ride taxi service (the service) available to the general public and disabled patrons throughout the City; and WHEREAS, these services are subsidized with state and federal transit operating funds; and WHEREAS, Running Inc. a taxi service operator, is willing to provide such service if a subsidy is granted; and WHEREAS, the Common Council, has determined that the proposal of Running Inc. is in the best interest of the City. NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Marshfield, Wisconsin, as follows: 1. That the proposed contract between the City of Marshfield and Running Inc. in substantially the form attached hereto, for the year 2018 is hereby approved. 2. That the Mayor, City Clerk and Finance Director are hereby authorized and directed, to execute said contract in its final form, as approved by the Wisconsin Department of Transportation. ADOPTED Chris L. Meyer, Mayor ADOPTED ATTEST: Deb M. Hall, City Clerk

30 2018 SHARED RIDE TAXI OPERATING CONTRACT BETWEEN THE CITY OF MARSHFIELD AND RUNNING INC. This Contract is made by and between City of Marshfield, hereinafter referred to as "City " and Running Inc. hereinafter referred to as Contractor." PRELIMINARY STATEMENT The City sponsors a Shard-Ride Taxi Service as a public transportation program to serve its residents. On September 26, 2017, the City approved exercising the option year for 2018 per terms of the awarded RFP proposal from Running Inc. following WI DOT requirements for operation of this service from the period commencing January 1, 2018 and ending on December 31, This contract shall include all the necessary performance standards outlined in the RFP and the Contractor s response to that RFP by reference, including, but not limited to, service area, service standards, hours of service, service levels, fares schedule, handling of revenues, reservation policies, maintenance, insurance, licensing, complaint handling, promotion and publicity and other requirements. CONTRACT CONDITIONS The contractor shall, throughout the term of this contract, be responsible for maintaining proper licensing for operation as a taxicab company in the service area described in the RFP. All revenues collected by the provider, shall belong to the City and shall be shown as a separate line item on each invoice. The Contractor shall submit invoices for the total number of hours of service provided to the City no more frequently than monthly, and the City shall review said invoice and reimburse the Contractor within 20 working days after receipt of a properly submitted invoice. Additionally, the Contractor shall provide to the City within 25 days of the conclusion of any calendar month, the following reports as detailed in the RFP: A monthly report showing total passenger trips, passenger revenue, package delivery revenue, total miles operated and total driver hours worked. The Contractor is also responsible for preparing and submitting to the City quarterly and annual reports required by the Wisconsin Department of Transportation. The Contractor shall maintain and retain for a period of three years driver logs and dispatch records to allow the City or the Wisconsin Department of Transportation to verify any data reported or billed to the City. The City reserves the right to discontinue the contract s remaining option years at any time and may elect to re-bid the contract in whole or in part when changes in scheduled hours or hourly

31 costs are not mutually acceptable between the Contractor and the City. Any such discontinuation of the contract shall have at least 120 days written notice to the Contractor, including the decision to not exercise an option year. The City may terminate this contract with 120 days written notice to the Contractor. This contract shall not be assigned, transferred or encumbered in any manner without the prior written consent of the City, which consent shall not be unreasonably withheld. The maximum amount of funding for this contract shall be $779,625 based on 31,500 hours of service at the rate of $24.75 per hour as agreed to by City and Contractor documented in the signed Exercise of Option for This maximum contract amount is calculated based on the hours to be submitted to WI DOT for 2018 operating assistance grant funding. If these hours are reduced in the final grant funding awards, the City and Contractor will adjust this maximum amount to align with total grant funded hours for 2018 when provided by WI DOT. All Federal Certifications, Assurances and Clauses included in the RFP document and certified by the Contractor shall be included in this contract by reference. Dated this 28th day of November, 2017, CITY OF MARSHFIELD RUNNING INC. Chris L. Meyer, Mayor Authorized Representative Deb M. Hall, City Clerk Authorized Representative Keith R. Strey, Finance Director 2