 It is five o'clock. I will call this meeting of the finance and personnel committee to order We will begin with the role. Oh, they're Ackley Oh, they're Perala. Oh, they're Feldy Yeah And all their flicky Paneski is excused Will you all please join me and stand for the blotch All right barring any objections will jump over for for introducing committee members and staff and Move on to item number five, which is approval of the minutes from the July 24th 2023 meeting Do we have any discussion on the minutes from the last meeting? If not, we'd be looking for a motion to approve I move to approve second right we have a motion in a second on the minutes from the July 24th meeting seeing no further discussion all in favor I All opposed Chair votes. I the eyes have it in the motion passes With that we will move on to item number six, which is arrow number two of 23 24 Submitting a claim from Turkey coffee company incorporated for alleged damages to a vehicle when it was hit by a city garbage truck So this is here in front of you for filing, but just to report. We this was a claim that we did pay Questions or comments on this one Not we would be looking for a motion to file We have motion a second then seeing no further discussion all in favor All opposed chair votes. I the eyes have it in the motion passes that one is filed Next up is item number seven, which is arrow number 129 of 22 23 Submitting a claim from yang pao chang for alleged damages to the driveway and sidewalk due to a broken water main Similarly, this one is in front of your filing. This is one where we denied Questions comments on this one. Oh, they're parrilla. Yes, would you please explain why it was denied? there was no Liability on the part of the city for this so there was no negligence or anything like that that would allow for payment That's because there was no evidence that what they reported was Reflective of the truth of what happened. Yeah, basically, I'm gonna have to think back because this is a fairly old one but they were Alleging that there was sort of a piece of metal that was that was sticking up out of the roadway But it was there were a couple of issues one there was there was insufficient evidence that that Was handled improperly because it's in the street right-of-way and so under the statute Damage in the street right-of-way is only payable if we're grossly negligent and gross negligent means that We were aware that there was a problem and we chose to do nothing about it the fact that Something might as a result of wear and tear might suddenly start appearing out of there That's not that's not something we would pay a claim on until such time as we ignored it So it's similar to a pothole type of claim additionally in this case the the claim actually didn't Entirely represent what had actually occurred there It was actually not it was in the right-of-way. It was not on the person's property Okay, and finally how come it took so long to take care of this one. This is I think October 22 do Yeah, the the letter has been out for a while. I'm not sure why it took till now to get to you But the the denial is has happened that happened quite some time ago Thank you Any other discussion on this one if not we would be looking for a motion to file So moved Do we have a second second all right, we have a motion a second then seeing no further discussion All in favor All opposed chair votes aye the eyes have it the motion passes Next up we have item number eight, which is resolution number 33 of 23 24 Resolution authorizing the city attorney's office to settle the matter of Christie Murray versus city of Sheboygan and Mark a pollock So this is a settlement that I've worked out excuse me with Her attorney mrs. Murray's attorney normally we wouldn't have to come in front of you the administrator would have the authority To but because we don't have that authority because you didn't pass that Resolution I have to come to you to get your permission to settle it Basically, this is a claim was filed the claim was incomplete. We could not pay the claim based on the information that was provided So we had to deny the claim to avoid the problems with timing because if you don't deny a claim within X period of time It extends out the time for them to sue us to two years or three years Rather than the shorter period of time. So we had to deny it Then when she hired a lawyer to sue us in small claims I just simply asked the lawyer for the same information that we had asked for as part of the claim they provided it And nine hundred dollars is a good settlement on this one So so we're just requesting your authority to to settle it in that amount Questions comments on this one if not we would be looking for a motion to approve So moved second All right, we have a motion in a second then seeing no discussion All in favor hi Hi All opposed chair both side the eyes have it the motion passes. Thank you. Thank you That brings us to item number nine, which is resolution number 34 of 23 24 Resolution authorizing the appropriate city officials to execute an agreement with Hague of incorporated To implement forms licenses and applications software for the Department of Public Works and city clerk All right. Thank you Just a brief update on this this application will take care of the park rentals for DPW as well as the clerk's Business licenses both of those Applications are just in legacy applications on the AS 400 or IBM. I was you're trying to get rid of so this is a great step forward and continuing to reduce or Replace legacy applications Holder flaky Panasky. Thank you Am I understanding that this is yet another application that we're Putting on top of the stuff that we already have It will be replacing The applications the legacy applications that exist on the AS 400. This will be a cloud-based solution So it's sass or software as a service It'll be there's a one-time set up fee of $5,000 and then a reoccurring annual expense of $15,000 So I'm so used to hearing about mu-ness does mu-ness not have an application on its platform that would Suffice they they do they have a parks and recs module which we Did own the issue we ran into at the park and recs ma module is the it was very heavily Written for the recreational side which the School system has the parks and recs if you will we were just using a very small piece of That soft words was the rental side and it It Didn't fit DPW's needs to fulfill the rentals in a manner in which they wanted to we looked at a number of software solutions after that and It's not it who directs which applications Departments are going to use, you know, we will support their decisions As they Analyze the applications to meet their business needs and this is the solution they chose So I'm hearing that every department gets to pick their own application Ultimately, I will say yes, but we provide guidance and when looking at this Solutions more more particularly for the clerks. We looked at applications from To say five or six thousand dollars up to eighty five thousand dollars a year So there was a wide range there and obviously They did like some of the features that were in the much more expensive applications, but We as it came back and said that's not affordable for us So ultimately they yes, they they pick their applications because at the end of the day They're the ones that have to use them day in and day out. We will you know if they come back and say we want to run an application on some platform that we don't support or Some technology that we won't support we will say we that will not be supported by us and typically we would say no in that case So the the dollar this is the one where The transfer for the dollars for this came out of six or seven different categories. No, that'll be the next one Okay, I believe I believe that is correct. This one was coming out of the IT software budget. Yes. Okay. All right. This is coming. Yes, we have Each year in our capital plan we set aside 25 or 35 thousand dollars of money to Replace legacy application so that's where this money is coming out of for this year We'll be out of that fund to replace legacy applications Okay. All right. Thank you. You're welcome. Oh there Perala Yeah, I was wondering So it because in the in the documentation it said For applications Licenses, so it's what is that is going to be used for exactly for by DPW the Rentals of the parks and what else other things other uses to We're starting with the park rentals After that we are going to look at the boat slip rentals Which rentals again boat? Oh Both slips, okay, and then after that they do issue some permits from DPW, I believe like dumpster permits and those types of permits and We are also going to consider potentially moving those permits over to this solution as well Which means that the public can apply? Online for this when you say replacing legacy Applications you mean the for legacy application you mean the paper application What is the up the legacy application the legacy applications are? applications that were developed internally by the city IT department back in the 80s probably written in a language called cool ball They're just the green screen applications this new application. Yes is a very you know, it's a web-based I Smartphone-based application it will allow the residents from a park rental perspective to go out there Severe nice imagery of the parks as well as See what dates are available For the park rentals as well as pay via credit card all online But today they typically call up the parks. I'm sorry DPW and talk to them on the phone So it's a huge, you know time-saving as well as I think a significant convenience for the citizens and and the The fees then for future years would be 15,000 Yes This is right now. We're going year by year. I believe after This year if the application is meeting our needs, which we anticipate will we'll probably look at engaging in To like a three-year contract and at that point we'd see you know Some savings whether that's 10 or 12 percent of the savings. Okay? All right. Thank you. You're welcome Oh, they're flaky panacea. Thank you. I Think the biggest benefit is that it allows payment online The police department has an application to do that. Do they not right? We implemented parking ticket payment online parking ticket payments beginning of January this year and that has been a significant success. I Don't have the numbers in front of me, but I know like after four months out 85 90 percent of all tickets were then being paid via online payments So what I'm looking at is Would that application accommodate park applications? I'm looking at the duplication and numbers The the credit card payment is a basically a separate piece the credit card application we're using for the parking tickets Was written by Tyler or Munis so that integrates well with that that solution each We are also looking at taking payments for the Building inspection licenses and those type of things through the Munis credit card payment system But this other will be a it's a different credit card payment system that interfaces with Hague of So why if I can yes, thank you jump in quick I guess I'll stay off of the IT side of the question for the most part, but would you qualify the greatest advantage of moving to the system being that Residents who want to fill out these applications for their licenses permits and so on they're able to do that online Instead of coming in and having it on paper and I'm assuming if it was cobalt, it's being entered by hand after those paper applications are filled out Yes, I mean everything is yes, it would be entered by hand You know when you say what is the biggest benefit? I assume a couple a couple different perspectives I think from the citizens perspective. There's two one is it gives them very improved visibility to what shelter is available to rent Also gives them very good imagery or pictures of the shelters And then the other big benefit is they can pay online with a credit card where today they they need to come into The municipal service building and pay cash or check. I'm sorry. They don't take cash Or I think that they credit cards, but yes, so from DP DPW's Internal processing perspective, you know, they're not gonna have to take All those phone calls that come in and try to help people Find shelters this should make it much more of a self a citizen self-service portal for them Additionally, we get the clerk side of this which today all the clerks once again is a very paper-based Licensing process and this is now going to move that from a paper-based processing system to a online type system Once again supporting the payment of the license fees via credit card Thank you Other flick been asking thank you So This particular application will be used in the clerks department too. Yes, it's gonna fulfill the clerk's licensing needs as well as DPW's needs for Park rentals and potentially both slips and some of their licensing requirements Okay, the clerks use munis for a whole bunch of other stuff Um The clerks don't use very much of munis today their main application that they're using would be the legacy Permit legacy as for a hundred business licensing application for permitting for permitting, right? That's legacy application So the clerks really don't use munis for very much at all a lot of their Also from the election side, that's all state provided a software from the you know the duties they do for elections We get all our documents through munis. So My observation is they use it a lot You mean like mini code, yeah, they're different. That's not munis. That is a separate application again Any other discussion on this one if not we would be looking for a motion to approve I move to approve We have a motion. Do we have a second second? All right, we have motion a second then I guess Just a little bit more discussion from my end. I this seems incredibly worthwhile. I Anything that is a cobalt system is a screen of text There is no external facing Part of that application that is going to help Improve the customer experience that Is going to be internal? So I'm assuming it's paper applications that are then being retyped into this It seems like this would be moving the entire process forward pretty far Being able to have people actually fill out forms online and have it go right into that new system Additionally as you mentioned the cobalt cobalt side of things our analyst that supports that today is is nearing retirement age so We're going to lose at some point our Capability to support that system without Additional expenses of probably going on finding a consultant to support that Thank you All right, if we have no further discussion on this one, we have a motion to approve and a second All those in favor, please indicate by saying aye All opposed Chair votes aye the ayes have it the motion passes Next up is item number 10, which is resolution number 39 of 23 24 Resolution transferring budgeted funds so as to pay for additional cybersecurity products provided by ACP creative ID LLC doing business as camera corner connecting point and Obligating American Rescue Plan Act funds to pay for the associated cost Okay, thank you. Once again, this is requesting ARPA funds ARPA some of the purposes of ARPA was to help Organizations tighten their cyber security. This is a request to use ARPA funds to to once again continue on our journey of Strengthening our cyber security Oh, they're proud. Thank you chair Where is that? So these are cameras, right? I'm sorry these the system you are referring to is cameras installation of cameras What is the safety measure that will this Resolution will enhance it will and in this particular case. This is going to enhance our email security so it will Allow us to Take I guess much more detailed look at emails and continue to improve I guess what we'll say is the false positives So we're already struggling that we're you know We we could hold every email and nothing could get through or we cannot not hold everything and all the bad stuff gets through This is trying to find that balance between not holding too many emails But holding the appropriate emails and this allows us to get into the granular detail of the emails In in-house additionally One of the processes we have today is is what we call sandboxing and that's when an email comes it up puts it in the sandbox and then Analyzes the links and attachments and whatnot that actually Currently goes outside to the cloud and then comes back and that can take up to 30 minutes to process This by bringing this part of the solution is we're going to bring that process internally and it should Make our email turn around time a couple of minutes versus that potentially 30 minutes Very good. Thank you. I think I was Sightracked by the cccp The camera connecting point of the name here. Yeah The company yeah, I it's not the company's name is I think it's Well, it is the company name. You're right. It's dba camera connecting point cccp cccp is the vendor that will be selling us the products And the products are from for the for the net and just one more thing. This is all our performance, right? Yes, okay. Yes. Yes. Thank you Any other discussion on this one if not just my two quick sense that it seems like with an it you're always fighting between user convenience and security Getting this product in house is going to be a pretty strong way to bring those two closer together when it comes to the email system without sacrificing any of the security that we have agreed If there is no further discussion We would be looking for a motion to approve So moved second All right, we have a motion a second then seeing no further discussion All in favor All opposed chair votes. I the eyes have it the motion passes. Thank you. Thank you Next up we have item number 11, which was a direct referral of resolution number 41 of 23 24 uh By all the persons michael and flicky panoski to appoint kasey bradley as the new city administrator effective act over 23 2023 And authorizing appropriate city officials to enter into an employment agreement with kasey bradley Thank you chair. Uh, so in front of you you have both a resolution and a contract I just want to make a few comments before I entertain any questions First this appointment is a little bit different than what you typically see because this appointment is a council appointment As opposed to a mayoral appointment, which has to be held over to give the council the opportunity to Review and vet those candidates that the mayor is putting forward because the council has already had the opportunity to review and vet the candidates The council appointment doesn't go through the same process that a mayoral appointment does For example, when the last city administrator was hired The interview and the hiring all happened in one meeting So there was no two readings. There wasn't even two meetings. It just happened all in the same meeting The reason this is coming forward here today is twofold. Um, one we feel like it is appropriate For it to have a first review before it goes to council For any questions to be answered Additionally, I will not be at the council meeting next week. So I wanted to make sure that I was able to provide The details of the contract to all of you secondly the contract Follows the terms that were discussed in closed session after the interviews when council indicated Who they wanted a leave from gov hr and myself to move forward with and the terms by which that contract should be Written that's the terms here in this contract. So I'm happy to go through any of the terms that you have questions on Or answer any of the questions that you may have regarding this contract Questions Other flaky panasky, um, I recognize that The salary was at the upper end of the scale And then in addition there were moving expenses This was all negotiated out as we had Determined in closed session. I'm assuming Yeah, so in the closed session Council directed what the salary range could be that we could negotiate up to And then the same thing with moving expenses council indicated the threshold For moving expenses. So both of those specifically were Directly directed by council. I will say the two items in here That were loosely directed by council Would be the term of the agreement. So as you will see in this contract, there is no term The contract the contract is ongoing. So it's not like a three-year contract So that was one thing and then the other thing was the severance package Which in this contract It is one Month salary for every year completed. So if in six months the council decides to part ways There would be there no severance or one month severance that would get into later You would have to we'd have to have that conversation But if it was five years in there would be five months of severance The most it could possibly be is six months, which is in line with what The past two city administrator contracts for the city had. So again, those were loosely Formed by council, but not directly spoken about in closed session Any other discussion on this one? Also, just so you know, mr. Bradley is planning on attending The council meeting next monday. Um, so he will be here if you want to We'll look forward to seeing him Farb, did you have a question? No Okay Looking at you, but I'm reading the name Oh, they're parella Yeah, so I wasn't at the meeting unfortunately. Um, how does this salary compare with comparable cities So, uh, we unfortunately have two Cities that recently Settled contracts or not settled agreed to contracts that significantly higher than this This is in line with what mr. Bradley was requesting on his application And is in line With what we would have expected to have I will tell you we are lower than Other municipalities that are of a similar size. It's it's kind of difficult because there aren't too many Municipalities that are that 50,000 range, but when we look at like we're seeing Jamesville Those types of communities We are lower than that So you did compare with some comparable cities correct and you concluded that this is lower correct and this is This is midpoint of the pay reign the salary schedule that council approved last year which is Typically what people are being brought in at at every level now if you're coming in with significant experience midpoint which is the control point is Is generally where people are being brought in for for any position And mr. Bradley has significant experience in this role So it it was not surprising at all to come in At midpoint Thank you. Yeah Any other questions comments If not, we'd be looking for a motion to approve So moved second Second time that I've been beat on the chair seconds today But all right, we have a motion and a second time this one then Seeing no further discussion All in favor All opposed chair votes aye the ayes have it the motion passes Our next meeting date will be August 28th And with that we have exhausted our agenda and are looking for a motion to adjourn Second we have a motion and a second. There's still no discussion on adjournment all in favor All opposed chair votes aye the ayes have it and the motion passes. We are adjourned. Thank you. Thank you everybody