Regular Meeting of the Finance Committee

Agenda for a Regular Meeting of the  Finance Committee of the Common Council of the City of Hudson  Monday, February 1, 2021 6:45 p.m.  Council Chambers of City Hall, 505 Third Street & Via Zoom     Join Zoom Meeting https://us02web.zoom.us/j/82735997990?pwd=RjdRWDBud3VzT3ZyV1JSTEFyQWNSQT09 Meeting ID: 827 3599 7990 Password: 157598 Call–In Phone Number: 312-626-6799   This meeting can also be viewed live via YouTube (River Channel) and Facebook (@hudsonriverchannel) as well as on  Community Access TV Channel 15.    AGENDA   (Click on agenda items highlighted in blue to access documents related to that item)    1. Call to Order   2. Discussion and Possible Action on Minutes from January 19, 2021  3. Discussion and Possible Action on Claims in the amount of $309,260.34.  4. Discussion and Possible Action on Operator’s Licenses for Joseph Bauer.  5. Discussion and Possible Action on City Attorney RFP.  6. Items for Future Agendas  7. Adjournment    Rich O’Connor, Mayor    Posted on City website and emailed to Hudson Star Observer on January 28, 2021. Some agenda items may be taken up earlier  in the meeting, or in a different order than listed.     FINANCE COMMITTEE MEETING OF THE COMMON COUNCIL CITY OF HUDSON, WISCONSIN Tuesday, January 19, 2021 1 UNAPPROVED Meeting called to order by Mayor Rich O’Connor at 6:45 pm. PRESENT: Mayor Rich O’Connor and Alderpersons Joyce Hall, Bill Alms, and Randy Morrissette II. ABSENT: None OTHERS PRESENT: Cathy Munkittrick and others MINUTES: MOTION by Morrissette, second by Hall, to approve the minutes of the January 4, 2021 Finance Committee meetings. Ayes (4). MOTION CARRIED. CLAIMS: MOTION by Hall, second by Alms, to recommend the payment of the following claims: COUNCIL CLAIMS – JANUARY 19, 2021 Fund A/P Amounts P/R Amounts Totals 100 General 537,780.14 127,229.67 665,009.81 235 Room Tax & Comm Sub 2,897.00 2,897.00 450 Capital Pro jects 928.82 928.82 620 Parkin g129,8 1,326.06 2,090.88 3,416.94 630 Ambulance 2,448.47 2,448.47 640 Storm Sewer 353.37 506.15 859.52 860 Tax A gency 7.629,320.01 7,629,320.01 Totals 8,175,053.87 129,826.70 8,304,880.57 Ayes (4). MOTION CARRIED. OPERATOR LICENSES: MOTION by Alms, second by Hall, to recommend approval of the issuance of (1) Operator Licenses for the period of January 20, 2021 to June 30, 2022, for Steven Von Voorhuis, contingent on payment of any outstanding debt owed to the City and successful completion of the background check. Ayes (4). MOTION CARRIED. PUBLIC WORKS DIRECTOR PAY GRADE: MOTION by Hall, second by Alms, to recommend approval of moving the Public Works Director position to the same pay grade as the Finance Director position at the Start step. Ayes (4). MOTION CARRIED. 2021 GRANDVIEW PARK CONCESSIONS AGREEMENT: MOTION by Hall, second by Morrissette, to recommend approval of the Grandview Park Concession Agreement with the Hudson Boosters. Ayes (4). MOTION CARRIED. 2021 STORMWATER PROJECT LOE: MOTION by Hall, second by Alms, to recommend approval of the Letter of Engagement with Bolton & Menk, Inc. in the amount of $20,600 for the 2021 Stormwater Project. Ayes (4). MOTION CARRIED. WEST PUBLIC WORKS FACILITY WELL ABANDONMENT: MOTION by Morrissette, second by Hall, to recommend approval of the agreement with Zappa Brothers in the amount of $4,590 to abandon the well at 1421 2nd Street (West Public Works Facility) from Contingency. Ayes (4). MOTION CARRIED. CITY HALL IMPROVEMENTS & CONSTRUCTION: MOTION by Morrissette, second by Hall, to recommend approval of the work to be done at City Hall and approve Market & Johnson as Construction Managers for the Project and move on to Council. Ayes (4). MOTION CARRIED. FINANCE COMMITTEE MEETING OF THE COMMON COUNCIL CITY OF HUDSON, WISCONSIN Tuesday, January 19, 2021 2 FUTURE AGENDA ITEMS: None ADJOURNMENT: MOTION by Alms, second by Hall, to adjourn at 6:59 p.m. Ayes (4). MOTION CARRIED. Alison Egger Finance Director SUBMITTED TO: Finance Committee DATE: February 1, 2021 SUBMITTED BY: Kathy Edwards, Accountant COUNCIL CLAIMS - February 1, 2021 Fund A/P Amounts P/R Amounts Totals 100 General 143,472.30 144,032.65 287,504.95 416 Tid 1-6 8,659.22 8,659.22 451 2017 & 2018 Cap Projects 238.00 238.00 620 Parking 9,638.48 2,209.71 11,848.19 640 Storm Sewer 1,009.98 1,009.98 Totals $163,017.98 $ 146,242.36 $ 309,260.34 SUBMITTED TO: Finance/Common Council DATE: February 1, 2021 SUBMITTED BY: Karen Duchow, Deputy Clerk REGARDING: Application(s) for Operator Licenses ISSUE: Applications for Operator Licenses are on file in the City Clerk’s office and are available for inspection upon request. If approved by Council, the licenses will be issued contingent upon successful completion of a background check and payment of any outstanding debt owed to the City. STAFF RECOMMENDATION: Approve the issuance for 1 Regular Operator Licenses for the period of February 2, 2021 to June 30, 2022 to: Joseph Bauer SUBMITTED TO: Mayor and Common Council DATE: February 1, 2021 SUBMITTED BY: Aaron S. Reeves, City Administrator REGARDING: City Attorney RFP BACKGROUND: The City Attorney has notified the Council of her intent to retire on April 30, 2021. First, staff would like to thank Cathy for her years of service to the City, her advice and counsel will be missed. With Cathy’s pending retirement the City will need to issue an RFP for City Attorney services. STAFF RECOMMENDATION: A motion to approve the City Attorney RFP as presented. CITY OF HUDSON REQUEST FOR PROPOSALS FOR LEGAL SERVICES I. STATEMENT OF PURPOSE The City of Hudson invites law firms and attorneys qualified to practice law in the State of Wisconsin to submit a proposal to provide general legal services for the City. This RFP and the interview process will be operated by the City of Hudson Finance & Personnel Committee, subject to approval by the Common Council. II. GENERAL INFORMATION The City of Hudson is need of legal services as the result of the retirement of the current City Attorney. The City of Hudson has an estimated population of around 14,000 and is served by a Mayor and six Council members. The City of Hudson is a full-service City with professional staff working in the areas clerk, human resources, finance, engineering, community development, parks, public work, utilities, public safety, and administration. III. SERVICES TO BE PROVIDED A. Provide general legal counsel for the City, the Mayor and Common Council and other department heads and officials of the City. When requested by authorized personnel, the attorney shall give written legal opinions, which are to be filed with the City Administrator. B. Function as legal advisor to all Departments of the City government and represent the City in legal matters as requested. C. Draft ordinances, resolutions, contracts, and other documents as may be required by the City. D. Represent the City and advise the Board of Review during meetings. E. Apprise City officials as needed about changing laws and other legal matters that may be of interest and/or concern to the City. F. Render oral advice to the City Council and City Staff. G. Assist as necessary in the processing of insurance claims and coordinate with the various insurance carriers and defense counsel as required. H. Attend meetings of the City bodies as requested. I. Provide storage of existing files. IV. PROPOSAL REQUIREMENTS Submittals should include responses to each of the following items. Include other information as appropriate to address the services the City can expect from the attorney. A. Profile and history of yourself and your firm including attorneys in the firm and a list of the principals. Indicate the attorney(s) who will be responsible for work performed for the City. B. A listing of all current and past municipal government clients including the name and telephone number of the client contact. C. Current fee schedule. Indicate whether the fee schedule varies for different types of legal work or by attorney. Be sure to include travel fees as well. V. EVALUATION CRITERIA Submittals will be evaluated based on the following criteria: A. Qualifications and experience of the attorney and/or firm in working with Wisconsin municipal government. B. Experience and availability of staff assigned to serve the City. C. Scope and cost of services. D. References. VI. TERMS AND CONDITIONS A. The City reserves the right to accept or reject any or all proposals. The City reserves the right to award a contract to the next most qualified attorney/firm if the successful attorney/firm does not execute a contract within forty-five (45) days after award of the proposal. B. The City reserves the right to request clarification of the information submitted and to request additional information of one or more applicants. C. The attorney's/firm's proposal must be received at the address below by 4:00 p.m. on March 1, 2021: City of Hudson Attn: Aaron Reeves , City Administrator 505 Third St. Hudson, Wisconsin 54016 Or via email to areeves@hudsonwi.gov D. All questions regarding this request for proposals should go to Aaron Reeves , City Administrator, at 715-716-5741 or areeves@hudsonwi.gov TENTATIVE SELECTION SCHEDULE The following tentative schedule will be followed for selection of an attorney: A. February 2, 2021-RFP advertised and mailed to attorneys B. March 1, 2021 -Proposals due C. March 15, 2021 - Selection of firms for interviews and scheduling D. March 22 - 25 -Interviews with selected attorneys/firms by Finance & Personnel Committee E. April 12, 2021 –Common Council reviews recommendation for appointment and makes final decision. F. May 1, 2021 - Term of appointment commences