MINUTES

FINANCE COMMITTEE MEETING

Tuesday, November 28, 2006

City Hall, Room 604

5:30 p.m.

MEMBERS PRESENT: Chairman John VanderLeest, Tony Theisen, Tom Weber, and Steven Deneys

MEMBERS EXCUSED: None

OTHERS PRESENT: Doug Daul, Dawn Foeller, Jerry Hanson, Chief-designee Jim Arts, Mark Delaski, Chad Bastable, Chad Weininger, Rick Jurkanis, Bill Bongle, Linda Dupuis, Recording Secretary Ginny Mamrosh, and others

1. Roll Call.

Chairman John VanderLeest called the meeting to order at 5:30 p.m. Roll call was taken, and all were present.

2. Approval of the Agenda.

A motion was made by Ald. Theisen and seconded by Ald. Deneys to approve the agenda as amended to take Items 9 and 10-a together. Motion carried.

3. Approval of the minutes of the Finance Committee meeting of November 1, 2006.

A motion was made by Ald. Weber and seconded by Ald. Theisen to approve the minutes of the Finance Committee meeting of November 1, 2006. Motion carried.

4. Notification of transfer of funds for the purchase of protective gear for the Fire Department.

Ald. VanderLeest said that he, as Chairman, had authorized this transfer because the equipment was needed for an upcoming training session and timing was an issue.

A motion was made by Ald. Weber, seconded by Ald. Deneys and carried to approve a transfer of funds for the purchase of protective gear for the Fire Department.

5. Request by the Assessor to cancel certain personal property taxes.

Finance Director Doug Daul said approval of this request would settle a lawsuit brought by a business whose paperwork was not received by the Assessor’s office. This self-reporting listing of equipment must be submitted annually; if not received, a doomaged assessment is assigned for tax purposes. The business involved said they had submitted the paperwork in a timely fashion, and in the meantime the property was sold and is no longer on the tax rolls. City Attorney Jerry Hanson recommended approval, saying he understood the correct amount of taxes have been paid on the account.

A motion was made by Ald. Weber and seconded by Ald. Deneys to approve the request by the Assessor to cancel certain personal property taxes. Motion carried.

6. Request by the Police Chief for authorization to use 2006 funds allocated for a video enhancement and digital photo management system.

Police Chief-designee Jim Arts explained that 2006 funds had been set aside for a software system to update the digital imaging center. The system originally selected was capable of producing digital photos only. When prices fell during the year, Commander Molitor and Officer Russo investigated other systems in order to comply with a new law requiring interviews of felons and juveniles, among others, to be recorded. They recommended a system that is also capable of doing voice and DVD recordings of interviews, and media from other businesses, all at a lower cost than the original system. Each officer would be provided with a digital camera, and the recording could be loaded, copied and stored directly into Evidence, increasing productivity of the department. Carryover funds would be used for this system.

A motion was made by Ald. Deneys, seconded by Ald. Theisen and carried to approve the request by the Police Chief for authorization to use 2006 funds allocated for a video enhancement and digital photo management system.

7. Request by the Police Chief for a transfer of funds from Salaries to Building Repairs to complete Records Division renovation.

A consulting firm, Schenck, had been hired to study the Records Division. This firm recommended that the layout of the department be changed to shorten the time needed for staff to complete reports. The new layout would centralize the equipment used by everyone in the division, saving many steps and improving efficiency. Chief-designee Arts asked to use salary savings to complete the project. The $17,803 request for furniture (Agenda Item 10-b) is part of this project, and is included in this request for a transfer of $20,000. Funds will be transferred from Salaries to several different accounts to cover the renovation.

A motion was made by Ald. Weber, seconded by Ald. Deneys and carried to approve the request by the Police Chief for a transfer of funds from Salaries to other accounts, not to exceed $20,000, to complete Records Division renovation.

8. Request by the Police Chief for authorization to purchase a used pickup truck.

Chief-designee Arts said this purchase, using part of an insurance settlement from a totaled squad car, would increase the fleet by one. He asked for authority to purchase an unmarked pickup truck to be used for surveillance and other miscellaneous operations. There are 35 squad cars in the fleet at present, instead of 36, with 12 on order. Instead of rotating out 12 old squads, only 11 would go, leaving the normal contingent of 36 squad cars in the fleet, plus one pickup. The cost would not exceed $12,000.

A motion was made by Ald. Weber, seconded by Ald. Theisen and carried to approve the request by the Police Chief for authorization to purchase a used pickup truck.

Ald. VanderLeest said the next discussion would include both Items #9 and 10-a:

9. Request by the Police Chief for authorization to lease space for a temporary animal impound facility.

and

10. Report of the Purchasing Agent:

a. Animal Impound Contract to Fox Valley Humane Association for an estimated $52,487 for 2007. This is a one-year contract with two one-year extension options.

Pursuant to Section 19.85(1)(e) Wis. Stats., the committee may go into closed session for competitive and bargaining reasons to deliberate the investing of public funds, or the committee’s negotiation strategy as it relates to the animal impound RFP. Pursuant to Section 19.85(2) Wis. Stats., the committee may thereafter reconvene in open session.

Lt. Bill Bongle said it became evident earlier in the year that the Bay Area Humane Society was considering the possibility of no longer doing business with the City. The department began looking for alternative impound facilities, the nearest being the Fox Valley Humane Association in Appleton. A temporary housing facility in Green Bay would be necessary to avoid daily trips to that location. He distributed a handout of a Humane Substation Proposal and explained that this facility, located in the City, would be a drop-off point where a small number of animals at a time could be housed temporarily. Council had approved a Humane Intern program earlier in the year, and those interns would pick up stray animals, take them there, and also take care of the substation as part of their regular duties. No additional hours would be necessary. Coverage would be from 7:30 a.m. until 10 p.m., and staff would be in and out of the facility two or three times daily, depending on the number of animals housed.

Lt. Bongle said the department saw there were other benefits to such a step, such as giving the City more control over the handling of stray animals, as well as financial benefits. Expenses, and possibly revenues, could be realized by collecting reclaim and transport fees, and there would be an opportunity to increase the number of pets licensed. This move would reduce the number of strays and increase license revenues. It was decided that the facility should be set up regardless of which contract would be entered into, and both shelters were requested to submit a new bid based on impound fees only.

Funding would come from fees to be assessed. Lt. Bongle’s handout showed estimated costs of operating the facility, such as lease, utilities, food and supplies. Leasing either of the two locations identified would cost $1,000 per month, utilities were estimated at $200/month, and food and supplies $1,500 annually. In addition, a one-time purchase of cages, etc. for setup of the facility would be necessary. Total substation costs were estimated at $18,400. Lt. Bongle said one facility is ideally located, being appropriately zoned and in the same building as a Community Policing Center. Setup costs would be minimal, and it could hook into the City’s computer network. The heated garage is large enough to allow storage of a vehicle and trailer requiring such protection.

Analysis showed that 368 of the 1,445 animals picked up in 2005 were reclaimed by their owners, or about 25%. Using that number, a chart of fees was established, beginning with $30 for reclaim and transport fees, on up to $50, which would offset the estimated costs. Lt. Bongle said another potential savings pertaining to the number of animals being handled would be discussed later. Purchasing Agent Linda Dupuis said persons reclaiming their animals are charged $48.10 for a one-day stay, under the current contract structure. Some also incur a $43.50 transport fee. As of the first of next year, the transport function will be handled by the Humane Interns.

Lt. Bongle next addressed how pets would be retrieved. He had met with Brown County Communications Center staff and found this center already maintains a database of lost and found pets and would work with the Humane Officer, Police Dept., and interns in that regard. Persons looking for their animals would call the Center, and staff would meet them at the facility so they could pick up their pets. Ald. Theisen said the Humane Society asks people to come down and look at the animals, rather than telling them over the phone whether or not a pet may be there. Lt. Bongle said there are many procedures yet to be put into place to make sure people get the right pet back, and that there would probably be no more than six or eight animals at this facility at any one time. When that number is reached, they will be transported to whichever facility has the contract. Ald. VanderLeest asked to ensure that the fee charged by the impound facility would be appropriate, and Ms. Dupuis replied that charges would not be more than they are at present, and would probably be less.

Ald. Weber asked if the City’s fee would be collected at the substation, and Lt. Bongle said it would. They felt 90% or more of the pets being held would be reclaimed by their owners as reclaiming generally occurs within 48 hours, and the animals would be kept there for three days. They would still be held for seven days as mandated by the State, but would be at the substation for only three days.

Mr. Daul asked if this analysis represents a savings to the City; Lt. Bongle replied that this move will allow other procedures to take place that will represent a savings to the City. Ms. Dupuis said that information for Item 10a will show how this affects our savings.

Ald. Weber remarked that the $48.10 the Humane Society charges is a reclaim fee only; transport is not included. He suggested charging $50 for the reclaim fee and also collecting a transport fee from the owner at the same time he is picking up his pet. Lt. Bongle said there are many options and that a separate fee could be considered. As of now, we collect about 50% of the $43.50 transport fees due.

10a was discussed next, to be followed by opening the floor to let interested parties speak.

Ms. Dupuis said earlier numbers sent in the Committee’s packet had been updated to consider the whole picture, including veterinarian fees, rather than just impound services. The 2005 cost for animal control was $129,500. The present Bay Area Humane Society contract expires at the end of 2006 and the possibility existed that the agency would not do business with the City in 2007. This, along with other Police Department concerns, resulted in issuing a Request for Proposals. Ms. Dupuis stated that City staff considers doing business with the Bay Area Humane Society to be in the City’s best interest. Their proposal, however, would cost $220,000, not including separate costs such as pickup. Factoring in these costs would bring that amount to about $253,700. The City Council rejected the offer from the Bay Area Humane Society and asked that negotiations occur with any and all facilities that would be qualified to do the work. Local animal hospitals were interested but declined because they could not handle the business at this time.

Ms. Dupuis distributed copies of a bar graph, the first bar showing actual 2005 costs, the second being Bay Area Humane Society proposed costs, and the 3rd the Fox Valley Humane Association costs. The most important factor is the cost of impound service, since that is the contract being discussed. In 2005, $102,000 of the $126,000 went for impound, with $16,858 for pickup, and $10,300 for vet services. The $10,300 vet expense was unusually high; she expects 2006 costs will be about $5,150. The cost structure of the Fox Valley Humane Association is different in that they charge $83 per animal, and small animals are half price. There is only one charge for a litter of up to five animals. The Bay Area Humane Society charges $90 for each animal, large or small, and for each of the animals in a litter.

A motion was made by Ald. Weber, seconded by Ald. Deneys and carried to suspend the rules to let interested parties speak.

Peter Nugent, 3495 Glen Abbey Dr., President of the Bay Area Humane Society Board of Directors, introduced Executive Director Roger Messick, 2288 Oliver St., Howard; Dawn Eggert, Treasurer, 3391 Hawkeye Ct., Suamico; and Becky Buffo, 2709 Shorewood Terrace. Mr. Nugent said he appreciated the opportunity to discuss the proposal brought today, and distributed a sheet of discussion points.

Mr. Nugent said one of the largest concerns of the Society is for the care, welfare, and treatment of animals in the community, and that his organization has served that purpose since 1958. They believe what is being proposed would not provide the best care for the animals, the taxpayers, or the community in general and believe the City is significantly underestimating the number of animals that would be handled through this temporary staging facility. 1,400 to 1,500 animals are being discussed, but he said several hundred more are dropped off at their facility that cannot be billed to the City because of not knowing who owns the animal. 27% of the overall animals taken in by Bay Area are from the City, and using that as a basis, a good portion of those animals would be going through the proposed City facility at an added cost.

Mr. Nugent stated that minimum requirements are another major concern for the Society and for City residents in general, and some assumptions being made do not match with historical evidence the Society has seen over the years. Bay Area routinely gives health exams to all animals that come into their facility, as well as administering medications and shots. They also perform euthanasia when necessary, and Mr. Nugent stressed it is very important that whoever performs that procedure at the City’s facility be properly trained and receive continuing education. Another issue is disposal of euthanized animals. The Bay Area Humane Society, at their cost, cremates these animals, and they did not see that cost considered in the calculations. Not having the facility staffed at all times may be an issue because of people wanting to walk through and look for their lost animal. He said they are concerned from the animal welfare standpoint, as well as from the economic standpoint, because taxpayer dollars would go out of Green Bay and to the Fox Valley.

Mr. Messick said one of the reasons the City’s vet costs had gone down this past year is because of a change in management at the Humane Society, this management now providing routine medical care that the City was formerly billed for. He said he hopes the City considers putting together a regional housing facility for animal control, something being done more and more throughout the United States. Cost of construction of such a facility is $90 to $200 per sq ft., and once constructed, the animals could be housed and cared for in an appropriate manner. He said they are very concerned about housing the animals with limited or no care throughout the day.

Mr. Messick said housing animals in crates or cages is not desirable and may cause problems from residents and possibly animal welfare agencies. He urged the City to reconsider housing the animals themelves, at least until an animal care facility could be built. He would work with the City and give input in planning such a project, and Bay Area would take any adoptable animals from such a facility at no charge. That was one of the proposals offered to the City.

Ms. Eggert said the second proposal submitted to the City included four options and said they strongly recommend, whether going through them or through Fox Valley, taking the animals directly to either facility. She did not see how a temporary staging facility could work.

Mr. Messick said that, assuming they do not get the contract, they will probably become a limited intake facility. They would not euthanise animals, but once full, could take no more and would have to refer pet owners wanting to surrender their animals back to the City. Another consideration is that someone could potentially have to look for their pet in three different locations – Bay Area, the City substation, and Fox Valley. He said the City would have to keep very accurate records of animals transferred to Fox Valley, but that Bay Area would refer people to whichever facility gets the contract to ensure all locations are checked. His facility would take animals brought to them if they’re not full. Mr. Messick said Bay Area has an after-hours drop off open 24/7 that allows people finding an animal to drop it off in self-locking cages supplied with food and water. These cages are checked when staff arrive at 7 a.m. Ald. Theisen asked if the owner of a dog left in that drop off would be charged if it were a City resident, based on the current contract. Mr. Messick replied that if the owner is identified, the City isn’t billed if the animal is reclaimed. The City was invoiced for 1,456 animals last year, and there were 220 that were not invoiced because they were reclaims. Ms. Dupuis and Lt. Bongle disputed that figure, saying the 1,456 was correct, but that there had been 368 reclaims, based on documents received from Bay Area that had been checked several times.

Ald. Theisen thanked Mr. Messick for his information and said there are many things to consider. He commented that one of the discussion points should not be considered, however – that loss of the contract would mean a loss of jobs at the Humane Society, and City money being spent outside the City. He said they must look instead for the best deal for the City.

Ms. Eggert said Committee discussion would cover other non-financial issues. They all agreed there had been relationship concerns over the last year or two, but she said the Humane Society and the Board are both committed to mending these relationships and building a positive relationship.

Mr. Messick reiterated that this is a new adventure for the City. There is no history on which to base assumptions. Every animal coming through their door costs them $184.25. Of the four alternatives they offered, the high end would be for Bay Area to handle the animals directly, with the City dropping the animals off at that facility. This cost would amount to $110 per animal, or a 10% increase over last year’s $94. He said that whether going with Bay Area or Fox Valley, the animals should be taken directly to the facility. They could do a far superior job to what the City could do. Mr. Messick said he has done this for 16 years and that it is not an easy chore. Bay Area charges the same fee for each animal, large or small, because they lose money caring for a Great Dane, but make it up on the guinea pigs. This balances out and makes invoicing and billing much easier.

A motion was made by Ald. Weber to return to the regular order of business. It was seconded by Ald. Deneys and carried.

A motion was made by Ald. Weber, seconded by Ald. Theisen and carried to go into closed session.

Closed session followed.

The Committee returned to regular order.

Chairman VanderLeest reminded the Committee they had combined Items 9 and 10a.

Ald. Theisen made a motion for Item #9 to approve the request by the Police Chief for authorization to lease space for a temporary animal impound facility and staff to develop a fee schedule to recover the cost of operation. It was seconded by Ald. Weber.

Under discussion, Ald. Theisen said this would include 10a also – to make sure that all material the Committee gets copies of be provided to the entire City Council.

A vote was taken and the motion carried.

A motion was made by Ald. Weber to approve the Animal Impound Contract to Fox Valley Humane Association for an estimated $55,839 for 2007. This is a one-year contract with two one-year extension options at the option of the City, with a nominal escalator. It was seconded by Ald. Deneys and carried unanimously.

b. Furniture for Police Records area from Emmons Business Interiors for $17,803.

This was related to the earlier request for the Records Dept. renovation. A motion was made by Ald. Theisen, seconded by Ald. Weber, and carried to approve Furniture for Police Records area from Emmons Business Interiors for $17,803.

c. Printer equipment for Police Department from Baycom for $16,168.

Ms. Dupuis said this is for the GERP project at Police. $12,900 will come out of New Equipment and $3,258 from Asset Forfeiture.

A motion was made by Ald. Weber, seconded by Ald. Deneys, and carried to approve Printer equipment for Police Department from Baycom for $16,168.

d. Resch Pool equipment purchase for Parks Department from Carrico Aquatic Resources for $53,594.

Ms. Dupuis said they are not recommending the low quote for two of the lower-cost items.

Supt. of Parks Keith Wilhelm explained that the big item in question is the controller. This is the brain that runs the pool, testing the water and letting them know when it needs acid or chlorine. The other vendor is located in Texas, and if problems were to arise, the pool may have to be closed until the controller could be repaired. Mr. Wilhelm said the department has worked with Carrico for three years and that they have people on the road in Wisconsin who carry parts with them. This company also will be on site when the controller is installed.

A motion was made by Ald. Deneys, seconded by Ald. Weber, and carried to approve Resch Pool equipment purchase for Parks Dept. from Carrico Aquatic Resources for $53,594.

e. Three-year agreement for petroleum products from Plymouth Lubricants for $41,486, Halron Oil for $14,849 and US Oil for $8,264; total first year costs projected at $674,599.

Ms. Dupuis said these prices are locked in for six months, rather than one year as they had been previously. At the end of the six months, her department will watch the market to see if increases are appropriate and if not, they will requote. The employees using this contract had asked that only one or two vendors be approved to simplify ordering and billing. Splitting the agreement three ways is the most cost effective.

A motion to approve a three-year agreement for petroleum products from Plymouth Lubricants for $41,486, Halron Oil for $14,849 and US Oil for $8,264; total first year costs projected at $674,599 was made by Ald. Weber, seconded by Ald. Theisen, and carried.

A motion to adjourn was made by Ald. Weber, seconded by Ald. Deneys, and carried. The meeting was adjourned at 8:25 p.m.

2006 CONTINGENCY FUND

$180,778.00