CITY OF HUDSON COMMON COUNCIL

SPECIAL MEETING MINUTES OF MARCH 20, 2009

Meeting called to order by Mayor Dean Knudson at 7:01 a.m.

PRESENT: Mayor Knudson and Alderpersons Randy Morrissette, Pam Brokaw, Lori Bernard, Lee Wyland and Scot O’Malley.

ABSENT: Alderperson Alan Burchill was excused.

OTHERS PRESENT: Devin Willi, Cathy Munkittrick, Tom Zeuli, Betty Caruso, and Eric Christensen.

Consider convening into Closed Session pursuant to §19.85(1)(g), Wis. Stats. to confer with legal counsel regarding possible litigation concerning ambulance billing services contract: Motion by Bernard, second by Wyland, to enter into Closed Session pursuant to §19.85(1)(g), Wis. Stats. to confer with legal counsel regarding possible litigation concerning ambulance billing services contract. Roll call vote, all ayes Motion carried 5-0 at 7:02 a.m.

Reconvene in Open Session for possible action regarding ambulance billing services contract: Motion by O’Malley, second by Wyland, to reconvene into open session. All ayes, MOTION CARRIED at 7:19 a.m.

EMS Chief Eric Christensen discussed the qualifications of the two firms that staff felt were the most qualified to perform billing services for St. Croix EMS, namely Expert T Billing Services of Farmington, Minnesota, and EMS Medical Billing Services of Milwaukee, Wisconsin. Christensen reviewed the credentials and billing methods for each firm. Christensen recommended that St. Croix EMS utilize EMS Medical Billing Services because they have an internal collection agency, are familiar with Wisconsin reporting requirements, they utilize the same software that the rescue service currently uses, and have online electronic financial reporting that City and rescue staff can use. Christensen stated that he spoke with services which currently utilize EMS Medical Billing Services, and reported that he received positive feedback.

Motion by Wyland, second by O’Malley, to accept the staff recommendation and to engage EMS Medical Billing Services, Milwaukee, WI for a one-year contract, with commencement of the contract to be coordinated with the closure of the current contract. All ayes, Motion carried.

Consider awarding 2009 Lawn Mowing Service contracts: Mayor Knudson noted that Comstock Lawn and Landscape, one of the two firms awarded the contract for lawn mowing services (at the March 16, 2009 Council meeting), had indicated that they misread the contract specifications and they would not enter into a contract with the City.

Public Works and Parks Director Tom Zeuli presented four additional options for lawn mowing services, ranging from utilizing one, two or three contractors, and a fourth alternative that would combine two contractors with the City being responsible for mowing the areas around the City buildings. Discussion ensued and included performance measurement questions, costs for the City to maintain the City’s buildings, benefits of one and/or multiple contractors, the extent of right-of-way work, and the experiences of other municipalities.

Motion by Wyland, second by O’Malley, to contract with Gruber Lawn Care for the lawn maintenance in the City’s parks at a cost of $18,600, and to contract with BMS Lawn Care for maintenance of the City’s rights-of-way and trail system at a cost of $6,982, and to have the City staff be responsible for lawn maintenance at all City-owned buildings.

The Council expressed a desire to have the costs for the City staff to be monitored closely. Willi indicated that a project code could be assigned in the payroll system to track these costs. Mayor Knudson discussed the 2010 budget, noting that it would be extremely tight. Discussion also took place concerning the disposition of the cost savings from entering into the lawn care contracts, and how much seasonal staff would still need to be hired during the summer months. Estimated cost savings were reviewed. All ayes, Motion carried.

MOTION by O’Malley, second by Bernard to adjourn. All ayes (5). MOTION CARRIED at 7:50 a.m.

Devin J. Willi, City Administrator

I hereby certify that the City Administrator has submitted the foregoing minutes to me, and I hereby by my signature approve said minutes and all acts of the Common Council as sent forth therein.

Dean R. Knudson, Mayor