Committee of the Whole

Committee-Of-The-Whole Meeting Minutes February 20, 2018 Mayor Nold called the Committee-of-the-Whole meeting to order at 7:00 PM. Members Present: Aldermen Strey, Kowieski, Miller, Rosek, Shaw, Ellis, Schmidt and Zwart Staff Present: Mayor Nold, Kitsembel, Buerger, Frye, Gallo, Sullivan, Kelliher, Osborn and Coenen Others Present: Atty. Riffle 2. Consider/recommend Awarding Contract for a Strategic Planning Consultant - 2018 Sullivan reported the City sent out Request for Proposals for a Strategic Planning Consultant and nine firms asked for information. Responses were sent to all nine so they all had the same information about the project. The City received four proposals which were evaluated by the Mayor, Council President, City Administrator, Finance Director and Director of Tourism and Economic Development using the City’s QBS process. Better, Dash, Faster Consulting (BDFC) out of Madison scored the highest in the technical requirements/qualifications as well as provided the lowest contract cost in the amount of $5,995. The 2018 budget for this project is $8,000. Strategic planning will be done in two phases, starting with BDFC gathering data, surveying Council and Department Heads, and assessing the information gathered, then facilitating workshops which will take several meetings to develop the strategic plan. Sullivan also stated BDFC’s timeframe fits into the City’s (February/March) for this process, the report will be in a dashboard format that we can keep in front of us to check on our progress and she encouraged the Committee to look at the examples on the firm’s website. The Committee discussed the importance of using this document to help identify decisions made by Council and also as we develop the City’s Comprehensive Master Plan through 2050, questioned the discrepancy on the contract cost between the vendors (two on the low end and two on the high end), doing the process in-house and strategies changing as elected officials change. Sullivan stated the cost difference has to do with travel expenses as two are out of state and projecting a longer process. Kitsembel added that the workshops will narrow down priorities and the document created will be a living breathing document that will change as the City’s vision changes. The strategic plan will also be a tool used as part of the yearly budgeting process to help keep us on track. Motion by Kowieski to recommend awarding the contract for a strategic planning consultant to Better, Dash, Faster Consulting in the amount of $5,995; second by Schmidt. Motion carried 7-1. Rosek voted no. Motion by Miller to adjourn the Committee-of-the-Whole meeting; second by Kowieski. Motion carried 8-0. The meeting adjourned at 7:13 PM. Minutes taken by Diane Coenen, City Clerk S:\Committees - Commissions\Committee-of-the-Whole\Minutes\2018\C-O-T-W Min 2-20-18.doc