Special City Council

CITY OF WEST BURLINGTON Special City Council Meeting Wednesday, May 26, 2021 - 6:30 PM West Burlington City Hall 122 Broadway Street TENTATIVE AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL PERFECTING & APPROVAL OF AGENDA CITIZEN INQUIRIES NEW BUSINESS 1. Consider renewal of Untangle Router Software - $1,620 UntangleMemo 2. Consider seeking proposals from qualified firms/providers to perform executive search services for the position of City Administrator Memo - Proposed RFP City Administrator Search 2021 Proposed RFP - City Administrator Search 2021 3. Consider accepting Retirement/Resignation from Finance Officer Sattler Retirement Letter - Sattler Memo - Accept City Finance Officer resignation 2021 4. Consider modifications and application for Voluntary Early Retirement Program Memo - Modifications to early retirement program Current Application Voluntary Early Retirement Program 5. Consider advertising for Finance Officer Position Memo - Consider Advertising for Finance Officer Position Finance Officer-Treasurer Job Description 6. Consider hiring an Interim City Administrator Municipal Solutions - Mandsager Letter 2021.05.23 Gregg Mandsager Bio 2021.05.23 Gregg Mandsager Resume 2021.03.15 MSLLC Proposed Rates 2021.05.23 Page 1 of 36  Interim City Administrator Agreement with City Attorney recommended changes 052421 Addendum - Additional Interim City Administrator Services Sample - Work Proposal Option A 2021.05.23 Additional information RE: Interim CA rates OLD BUSINESS CITIZEN INQUIRIES ADJOURN Page 2 of 36 Agenda Item #1. CITY OF WEST BURLINGTON IOWA INFORMATION TECHNOLOGY DEPARTMENT 122 BROADWAY STREET WEST BURLINGTON, IA 52655 REPLY TO ATTENTION OF City Council Thursday, May 20, 2021 MEMORANDUM FOR UNTANGLE ROUTER SAAS SUBJECT: UNTANGLE NGS 1. The amount to be paid is for our router software that contains the edge firewall and I recommend we renew this. 2. The Total Cost of $1,620.00 for this solution and was budgeted for this fiscal year. 3. -POC for this Memorandum is Bradley Newberry (319)750-9409 Bradley Newberry City of West Burlington IT Administrator/CISO City Council: Approve Disapprove Page 3 of 36 Agenda Item #2. MEMORANDUM TO: City Council FROM: Hans Trousil, Mayor DATE: May 21, 2021 SUBJECT: RFP for City Administrator Search Kelly had contacted the Finance Officer for the City of Burlington and asked what they had used as an RFD from Search Firms. They were kind enough to send us their RFP. We modified it to our needs and recommend that this will be send to Search Firms with your approval. We would need to have their proposals back by June 10, 2021 for discussion and possible decision making for the Council Meeting June16, 2021. The City of Burlington had contacted 8 Search Firms with 4 of them replying to the request. Midwest Municipal Consulting, Ankeny IA GovHr USA, Deerfield IL Hinson Consulting LLC, Washington IA Moulder and Associates LLC, Des Moines IA One other individual is starting in this field will be included We would also post this request for service on our Web-Site and the League of Cities. Recommendation: RFP’s be send out Page 4 of 36 Agenda Item #2. City of West Burlington, Iowa Request for Qualifications/Proposal RE: City Administrator Recruitment Section I The City of West Burlington is currently soliciting qualifications from consulting firms experienced in recruitment and selection of public sector management employees. A consultant is desired to assist the City in sourcing, screening, evaluating and selecting a highly qualified candidate pool for the position of City Administrator. All prospective consultants will be afforded full opportunity to submit statements of qualifications in response to this request and will not be discriminated against on the grounds of race, religion, color, national origin, age, sex, sexual orientation, gender identity, or disability in consideration for award of any contract entered into pursuant to this notice. A contract shall be entered into after all qualifications are evaluated. This Request for Qualifications/Proposal (RFQ/P) is an invitation by the City of West Burlington for consultants to submit an offer, which may be subject to subsequent discussion. It is not a request for competitive bid. Submittal of qualifications does not create any right in or expectation to a contract with the City of West Burlington. The City of West Burlington reserves the right to reject any or all consultants and the City further declares that it will incur no financial obligations for any costs by any company in preparation of their RFQ/P. Qualified firms may submit their Qualifications/Proposals responses to: Electronic submittal of proposals to fryk@westburlington.org is preferred. U.S. Postal Service, delivery service, or in person delivery are also acceptable using the address below: City of West Burlington Attn: Kelly Fry, City Clerk 122 Broadway Street West Burlington, IA 52655 Fax submittals are not acceptable. SUBMITTAL DEADLINE: Thursday, June 10, 2021 at 5:00 p.m. Page 1 of 4 Page 5 of 36 Agenda Item #2. Section II Statement of Qualifications and Approach To be considered, candidates must be a full-service consulting firm with expertise in public sector recruitment and selection searches. The consultant should be able to demonstrate the success of previous public sector job searches and provide satisfied references of same. All proposals will be evaluated using the following criteria: 1. Understanding of the desired qualifications for City Administrator and organizational goals. 2. Services to be rendered including profiling the position, developing a recruitment strategy, screening candidates, references, guiding the interview process with the Mayor and City Council, and Department Heads, presenting selection recommendations, negotiating the compensation package, and evaluating successful placement at six and twelve months. 3. Submission of a recruitment timeline with detailed action steps. 4. Qualifications of consultant’s staff assigned to recruitment. 5. Itemized costs, including actual direct reimbursable costs (examples: postage, photocopying, travels, meals, and lodging). Specifications for Qualifications /Proposal All qualifications and proposals submitted in response to this RFQ/P must contain the following information: 1. Name, address, and telephone number of firm. 2. Description of the firm and year established. 3. State of incorporation and type of ownership. 4. Names of all partners, principals, and/or owners of the firm. 5. Name and short biography of all proposed consultants/staff. 6. Name, title, and business address of person responsible for submitting the RFQ/P. 7. Description of scope of involvement of City Staff, Mayor and City Council. 8. Narrative proposal describing approach and technique consultant will use in sourcing and evaluating candidate pool. Describe the process used to identify key characteristics of city Administrator candidates. 9. Estimated recruitment timetable as described above. Page 2 of 4 Page 6 of 36 Agenda Item #2. 10. At least three references the City may contact regarding previous successful City Administrator searches for municipalities of comparable size to West Burlington, Iowa. 11. An itemized breakdown of all fees and charges for services and proposed payment schedule. Timetable for Submission The requested materials must be submitted by the consulting firm by 5:00 p.m. central standard time on Thursday, June 10, 2021 to the name and address on the first page of the RFQ/P. Evaluation and Selection Process The City Council will evaluate the submittals based on the firm’s experiences and qualifications in public sector executive searches. Selected firms will be invited to interview with the City Council in West Burlington. These meetings will be held in open session. Following the interviews, the Council will select a firm and will work with the firm to determine the terms of the contract. In the event the negotiations between the selected firm and City cannot be reached the City reserves the right to negotiate with another firm. Once an agreement has been reached, the parties shall enter a written contract. The final proposed contract will be approved by the City Council. Disposition and Disclosure of Qualifications All qualifications submitted in response to this RFQ/P will become the property of the City of West Burlington and a matter of public record. Termination Clause The City shall have the right to terminate the contract at any time upon 30 days written notice to the consultant, whenever the City determines that performance of the consultant is unsatisfactory. Page 3 of 4 Page 7 of 36 Agenda Item #2. News Releases News releases pertaining to the recruitment and selection of the City Administrator shall not be made without prior approval of the Mayor and City Council. Disputes Should any disputes arise with respect to the contract the consultant and the City both agree to act immediately to resolve said dispute. The consultant agrees that the existence of a dispute not withstanding, it will continue to carry out all its responsibilities under the contract in accomplishment of all non-disputed work, and that any additional costs incurred by the consultant or the City as a result of such failure to process shall be borne by the consultant and further, that the consultant shall not make a claim against the City for such costs. Officials not to benefit No regular employee or elected or appointed member of the City government shall be permitted to any share or part of this contract, or to any benefits that may arise from the contract. Reservation of Rights The City of West Burlington reserves the right to: • Accept or reject any and proposals received in response to this RFQ/P, and to re- advertise for new submittals. • Waive and modify any and all irregularities in proposals received after prior notification to the vendor. • Request the submission of proposal modifications at any time before the award is made, if such is in the best interest of the City. • Consider proposals or modifications received at any time before the award is made, if such is in the best interest of the City. • Request clarification and/or additional information from the consultants during the evaluation process. • In the event of contract termination, enter into contract negotiations with other qualified firms that submitted qualifications, rather than reactivating the entire RFQ/P process for the recruitment. • Negotiate with the selected consultant to include further services not identified in this RFQ/P. Page 4 of 4 Page 8 of 36 Agenda Item #3. WEST- BURLINGTON "0WA To: Mayor Trousil and City Council and Citizens of West Burlington From: Leslie Sattier, Finance Officer Retirement Date: 05/20/21 Honorable Mayor Trousil, Council, Citizens of West Burlington it is with heavy, heartfelt sadness that I write this letter. I began working for the City of West Burlington in March 1995. Through the years I progressed to a variety of roles: Accounting Clerk, City Accountant, and finally Finance Officer. I have seen a great many accomplishments and innovations throughout my career for the betterment of this City. I am proud to have been part of the changes during my tenure. So therefore, it is with deep regret that I inform you of my desire to resign effective June 30, 2021. Due to the fact that I have had to put in long hours without any overtime benefit and received low pay increases over the years I am requesting the City continue my family health and dental insurance until I am eligible for Medicare. In the past the City has offered employees who are at least 63 years old with at least 23 years of service a benefit of continuing their family health and dental insurance until they are eligible for Medicare. For example, one employee received this benefit for 27 months and another one for 12 months. I am also requesting to receive this benefit with me continuing to pay the EE portion. I look fon/vard to focusing on my health and my family. They have been my foundation through my career. I could never have accomplished all I have done without their suppon. Sincereiy, Le lie Sattler Page 9 of 36 Agenda Item #3. MEMORANDUM TO: City Council FROM: Hans Trousil, Mayor DATE: May 21, 2021 SUBJECT: Accept Finance Officer Leslie Sattler Retirement/Resignation Leslie has planned to retire and is resigning her position effective June 30, 2021. Leslie started her career with the City of West Burlington in March of 1995. A span of 26 years dedicated to the City of West Burlington and our Residence. During her time as Finance Officer many changes to the better have been made on the Financial well being of the City. Leslie’s knowledge of City Finances is exemplary and she will be missed. Recommend: Approve Resignation Page 10 of 36 Agenda Item #4. MEMORANDUM TO: City Council FROM: Hans Trousil, Mayor DATE: May 21, 2021 SUBJECT: Application for early retirement Leslie in her retirement letter is requesting that Council approve the City continue her family health and dental insurance until she reaches Medicare elgibility, approximately 18 months from her retirement date. Two employees in the past have requested this and have been approved. I am enclosing the APPLICATION FOR VOLUNTARY EARLY RETIREMENT PROGRAM for your consideration. Section A. Purpose. The last sentence should be changed to read “ This voluntary separation program is a one time limited offer that is available for enrollment from June 1 st 2021 to June 30th 2021”. Section C. Application and Resignation Change: March 3, 2011 and April 1, 2011 to May 1, 2021 and May 31, 2021 Signature Page Change: sentence to read : “ This voluntary early retirement program adopted this 26th day of May, 2021 “. Recommendation: Approve Leslie Sattler request and changes to the Application for early retirement benefits. Page 11 of 36 Agenda Item #4. Page 12 of 36 Agenda Item #4. APPLICATION FOR VOLUNTARY EARLY RETIREMENT PROGRAM The undersigned , does hereby make a (name) voluntary application to be to be included in the City of West Burlington, Iowa voluntary early retirement program as adopted by the City of West Burlington City Council on March 2, 2011. The undersigned acknowledges receiving a copy of and reading the provision of the voluntary early retirement program policy as adopted by the City Council on March 2, 2011 (a copy of which is attached to this application). The undersigned acknowledges he/she meets the requirement of the program and; (1) has been employed by City of West Burlington for a period of 23 years or more and is so employed on the date of the signing of this application and; (2) that the applicant is at least 60 years of age as of the effective date of the retirement. The effective date of applicant’s requested retirement is (must be prior to 7/1/11.) The undersigned understands that the approval of this voluntary application to retire by the City Council and the undersigned receipt of the “Family” health and dental insurance coverage as set out in the adopted policy (attached hereto) will be considered acceptance of the employee’s resignation and will constitute a voluntary termination of all the employees contracts and duties with City of West Burlington, Iowa. The employee acknowledges that he/she shall have only seven (7) days following acceptance of this application for early retirement by the City Council to revoke this retirement application. Dated this day of , 2011. (Signature of Employee) Approval by City of West Burlington City Council: Mayor Attest: City Clerk Page 13 of 36 Agenda Item #4. CITY OF WEST BURLINGTON VOLUNTARY EARLY RETIREMENT INCENTIVE PROGRAM FY 2011-2012 A. Purpose The City of West Burlington deems it appropriate to extend an incentive to employees of tenure who opt to voluntarily separate employment from the City, pursuant this program. This Voluntary Separation Program is designed to show the City’s appreciation for the services an employee has rendered to the City and to aid the employee in their transition from public service to retirement. It is also intended to reduce the cost of city government, and has been structured to reduce the long term personnel cost to the city. This voluntary separation program is a one time limited offer that is available for enrollment from March 3rd, 2011 to April 1st, 2011. . B. Eligibility This voluntary early retirement program applies to all full time City of West Burlington employees that meet the following criteria: Employee 1. Must have been employed full time by City of West Burlington for a period of 23 years or more and be so employed on the date of the election to retire early. 2. Must be at least Sixty (60) years of age by the effective date of the retirement. C. Application and Resignation An eligible employee must make application for early retirement benefits no earlier than March 3, 2011 and no later than April 1, 2011 to be considered for the voluntary early retirement program. The application shall be made on a form provided by the City and shall be submitted by an applicant to the City Administrator. The Council shall have the discretion to approve or disapprove any and all applications for early retirement benefits. If the Council limits the number of applications to be approved, applications shall be considered in order of seniority with the most senior employees granted first opportunity to participate. Seniority for purposes of this program shall be determined by date of first commencing duties with City of West Burlington. The Council retains discretion to determine how many and if any applications shall be granted, and such discretion shall be based on the estimated benefits and savings to City of West Burlington, and the impact such retirement might have on City operations and the providing of services to the residents of the City . All applications to retire early may not be granted. Department Page 14 of 36 Agenda Item #4. heads may recommend approval or disapproval of granting the request to retire early, but the City Council shall have the final decision as to the approval or disapproval. The eligible employee shall submit a resignation from all contracts with City of West Burlington, Iowa effective by the end of the fiscal year 2010-2011 (06/30/11), which resignation shall be contingent upon the Council approving the application for early retirement benefits. Approval of the request for early retirement benefits will be considered acceptance of the employee’s resignation and will constitute a voluntary termination of all the employee’s contracts and duties with City of West Burlington, Iowa. The employee’s resignation and receipt of the health insurance benefits as set out in Paragraph D, herein, shall be an acknowledgement by the employee that he/she is receiving something of value (insurance) in exchange for the employee’s voluntary resignation, and that the employee is voluntarily waiving his/her rights under the age discrimination in employment act (ADEA). The retiring employee shall have seven (7) days following the acceptance of the application for early retirement by the City Council to revoke his/her retirement application. The retiring employee is encouraged to seek legal counsel and advice in regard to his/her agreement to retire early. D. Voluntary Early Retirement Benefits City of West Burlington agrees to contribute each month towards the retiring employee’s continued participation in a health insurance and dental plans offered by City of West Burlington to its employees with “Family” coverage. Payments by the City toward health insurance for the retiring employee shall cease upon the earliest of: (1) the death of the employee or, (2) the employee becomes eligible for Medicare (now age 65), or Medicaid benefits due to the employee's age, disability, or other reason (even if he/she does not apply for such benefit). The City reserves the right to make changes to the insurance plan offered to all employees (and retiring employees) including but not limited to the carrier, coverage, deductibles, out-of-pocket maximum, and all other features of the City health insurance plan. Page 15 of 36 Agenda Item #4. E. No Vesting The adoption of this voluntary early retirement program shall not vest any right in any employee whether or not the employee is currently eligible for early retirement. The Council shall have the complete discretion to amend or repeal this program at any time and shall not be obligated to provide any benefits to any employee after the date of such amendment or repeal, except to those employees whose early retirement pursuant to this program has commenced prior to the amendment or repeal. This program may not be offered after April 1, 2011 and City of West Burlington, as the employer, retains as its option the right to extend or cancel this early retirement program at any time. This voluntary early retirement program adopted this 2nd day of March, 2011. Mayor Attest: City Clerk Page 16 of 36 Agenda Item #5. MEMORANDUM TO: City Council FROM: Hans Trousil, Mayor DATE: May 21, 2021 SUBJECT: Ad for Finance Officer Enclosed is the job description for the position of Finance Officer-Treasurer. Council needs to decide on what means to advertise for this position. In the past we have used the Local Paper and also expanded the search with other Iowa Media outlets. The costs are dependent on how big and how long an ad would appear in the Media. Ads can be written in such a way that a link back to the job description can reduce the overall cost. The League of Cities could also be utilized. Recommendation: Allow City Staff to inquire about possible costs, not to exceed $1,000.00, in placing Advertisments. Page 17 of 36 Agenda Item #5. POSITION: Finance Officer - Treasurer DEPARTMENT: Administration REPORTS TO: City Administrator NATURE OF WORK: It is the role of the Finance Officer - Treasurer to maintain the accounts payable system, payroll preparation and records retention, prepare financial analysis and ad hoc reports as requested, assist with development of investment program, new hire orientation; provide system administration for NT Server and technical assistance with software and hardware problems. Chief accounting officer of the City: • Keep separate accounts for every appropriation, department, public improvement or undertaking, in the manner provided by law. • Keep an account of all cash investments, accounts receivable and property received by, due to, or in the custody of the City and to give a receipt immediately upon cash being received by the City specifying the data from whom, for what account, and record each transaction in the correct fund as required by law, and council direction where not specified by law. • Keep accounts for cash disbursed, purchase and contract commitments, and property disposed of or sold by the City • Maintain the budgetary accounts required by law. • Prepare and publish all financial and budgetary reports. Custody of funds: • Invest all idle funds and other funds directed by the council. • Pay all claims against the City only upon council order. • Be treasurer of all boards and commissions. ESSENTIAL FUNCTIONS: • Assist with the preparation and analysis of the budget, and prepare all financial statements, cash flow analysis, journal entries and reconciliation, preparing management reports. • Keep a register of all bonds outstanding and record all payments of interest and principal. • Conduct studies and submit recommendations to improve overall accounting operations. • Assist in the analysis, control, reconciliation, and maintenance of account balances, as appropriate. • Provide Ad Hoc analysis in support of management initiatives. • Develop a cohesive financial plan with detailed and thorough analysis. Develop and maintain key management reports to measure City progress against plans, and conduct special studies necessary to enhance success. • Responsible for monitoring compliance with accounting principles and company procedures, and reviewing and correcting errors and inconsistencies. • Recommend investment policies, procedures and investments of cash flow reserves to City Administrator and assist management to develop budget and efficient use of funds. • Willing to obtain the knowledge to perform technical support for the City’s computer system. • Perform and coordinate troubleshooting and follow-up of computer system problems and provide networking assistance. • Analyze, document and resolve software and hardware problems. • Provides system administration, planning and development. • Oversee problems regarding hardware or operating system software, and perform hardware and software installations and upgrades. • Maintain and administer NT Server and Clients. Provide implementation support for software and hardware upgrades. • Direct new hire orientation coordination, benefits questions and deal with confidential information such as employee records. F:\City\WPDOCS\ANGIE\Personnel\Job Descriptions\Finance Officer-Treasurer.doc Page 18 of 36 Agenda Item #5. • Perform administration of all benefit plans, COBRA administration and various benefit-related projects. • Must possess ability to maintain confidentiality when dealing with sensitive issues. • Will supervise accounting clerk and all clerical office staff in the absence of the City Clerk. • Attend City Council meetings as requested. • Performs a variety of related duties assigned by the City Administrator. KNOWLEDGE, ABILITIES & SKILLS: Incumbent must possess a good knowledge of modern office practices and procedures, bookkeeping, record keeping, office equipment, business correspondence, have a command of business English, and also have a command of English writing. Must have acceptable typing skills, preferably shorthand or speedwriting skills. Must exercise tact and courtesy in maintaining a harmonious relationship with public and city employees. Must demonstrate general interest in city government and its functions; have an understanding of civil engineering as it applies to subdivision application and have the ability to read drawings and interpret them to others; have necessary minimum skills in administration, law and human relations. Must have good communication skills, both oral and written. EDUCATION REQUIREMENTS: Must have a Bachelor’s degree in business, finance or accounting. Required three years experience, preferably in municipal or public accounting. Candidate should have strong computer knowledge in spreadsheets and accounting software. F:\City\WPDOCS\ANGIE\Personnel\Job Descriptions\Finance Officer-Treasurer.doc Page 19 of 36 Agenda Item #6. Municipal Solutions, L.L.C. May 23, 2021 Mayor Hans Trousil & West Burlington City Council 122 Broadway Street West Burlington, IA 52655 Re: Interim City Administrator Dear Mayor Trousil and Council Members: Please see the attached information in reference to your request. I would be honored to return to our “hometown” to provide interim city management services for the City of West Burlington. Here is my understanding of the services requested: • Interim City Administrator • Duties per the West Burlington City Code, Iowa Code and as requested by the City of West Burlington. • My assumption based on our recent discussion is that you are not looking for simply a placeholder, but someone to perform all the duties and functions of a full-time city administrator as set out by city code. • I understand an immediate priority is to address the June 30th retirement of the City’s Finance Director. Please note that I did not provide a separate agreement for search services as I believe this should be included as part of the normal duties of the (interim) City Administrator. Additionally, I understand that the City is considering when and how to conduct a search for a full-time City Administrator for the City of West Burlington. This is a service that I provide, but it is my recommendation that this process be placed on hold for now and begun at a future date (i.e. closer to the election). As discussed with Mayor Trousil, please note that I called one of my colleagues who is interested in responding to the search RFQ and he concurs with this recommendation. We have also discussed the possibility of joining forces to provide the best search possible for the City of West Burlington. Please feel free to contract him to confirm this recommendation and discussion. Please note that the attached agreement and related information are drafts. As this is a professional services agreement, I am willing to negotiate the terms and conditions of the agreement, services to be provided, and rates. I hope to have the opportunity to work with the City of West Burlington and wish you the best of luck however you choose to proceed. Sincerely, Gregg Mandsager, President Municipal Solutions, L.L.C. Municipal Solutions, L.L.C. | 100 Eagle Watch Road, Muscatine, IA 52761 | 563.607.0199 gregg.msllc@gmail.com | www.municipalsolutionsllc.com Page 20 of 36 Agenda Item #6. Municipal Solutions, L.L.C. Strengthening Organizations and Teams, Building Cities and Communities and Providing the Tools to Get Things Done! Gregg Mandsager, J.D., ICMA-CM Gregg Mandsager, President and Owner of Municipal Solutions, L.L.C., has over 23 years of public administration experience serving four communities in Iowa and New Hampshire. Mandsager is an ICMA Credentialed City Manager (ICMA-CM) and holds a J.D. from Drake University Law School. Mandsager is a city manager continuing to work to improve cities through their built environments, community, and economic development and placemaking. Mandsager continues his passion for serving communities by providing several services or specialties, including interim management, management consulting, municipal law, and related services. For more information on Municipal Solutions, L.L.C. and its areas practice, please see the following link: https://www.municipalsolutionsllc.com/services. EDUCATION • Juris Doctorate, Drake University Law School, Des Moines, IA, 1995 • Bachelor of Arts, Iowa State University (Major/Political Science, Minor/Spanish), Ames, IA, 1991 • Associate of Arts, Iowa Central Community College, Fort Dodge, IA, 1989 PROFESSIONAL MEMBERSHIPS • Iowa League of Cities Board 2012 to 2016 • Iowa League Property Tax Committee 2012 • Iowa League Legislative Policy Committee 2011 to 2017 • International City/County Management Association, Credentialed Manager (ICMA- CM) • Iowa City/County Management Association, Member • Iowa Municipal Attorneys Association, Member • New Hampshire Municipal Management Association, Past Member • New Hampshire Municipal Association, Past Member, Municipal Advisory Committee • International Municipal Lawyers Association, Past Member • Iowa Bar Association • American Bar Association • National Public Employers Labor Relations Association, Past Member • Iowa Public Employers Labor Relations Association, Past Member ACCOMPLISHMENTS/ACKNOWLEDGEMENTS • See attached CV/resume Page 21 of 36 Agenda Item #6. RECOMMENDATIONS • https://www.municipalsolutionsllc.com/recommendations • Additional recommendations available upon request Mandsager’s education and successful tenure as a City Manager or Administrator enable him to assist clients in strengthening their organizations and teams, building cities and communities, and providing the communication and tools to get things done! CONTACT INFORMATION Gregg Mandsager, President Municipal Solutions, L.L.C. 100 Eagle Watch Road Muscatine, IA. 52761 563.607.0199 gregg.msllc@gmail.com municipalsolutionsllc.com Page 22 of 36 Agenda Item #6. Gregg Mandsager, ICMA-CM 100 Eagle Watch Road, Muscatine, IA 52761 Cell: 563.607.0199 gregg.mandsager@gmail.com OBJECTIVE A challenging career as a city or county manager or administrator in a proactive community. EDUCATION Juris Doctorate, Drake University Law School, Des Moines, IA, 1995 Bachelor of Arts, Iowa State University (Major/Political Science, Minor/Spanish), Ames, IA, 1991 Associate of Arts, Iowa Central Community College, Fort Dodge, IA, 1989 PROFESSIONAL EXPERIENCE VP of Administration, Carl A. Nelson & Company September 28, 2020 – March 10, 2021 • Responsible for managing the Company’s non-construction operations and the overall risk management of the Company, including the following areas: contracts, surety, insurance, retirement plan, information technology (IT), compliance, risk management and employee benefits. • Oversaw the accounting, human resource (HR), IT, warehouse and construction equipment departments as well as the project management assistants (PMA). • Maintained working relationship with broker and surety company • Worked with Project Managers to monitor receivables and file liens or claims as needed • Maintained stockholder records including ownership, distributions, and valuations; oversee preparation of annual stockholder performance reports • Board Member and served as secretary on the company board of directors City Administrator, City of Muscatine, Iowa (Population 23,888) November 2009 - December 2019 • Develop and manage city-wide budget • FY 2018/19 61.5M Operating & Capital Expenditures, FY 2019/20 $62.7M • FY 2018/19 $16.6M Capital Projects, FY 2019/20 $15.3M • 228 Full-Time (FTE) employees, plus seasonal Page 23 of 36 Agenda Item #6. • FY 2011/12 grants or outside funding $5.4M • FY 2012/13 grants or outside funding $3.4M • FY 2013/14 grants or outside funding $5.6M • FY 2014/15 grants or outside funding $17.8M (Transfer of Jurisdiction $13M) • FY 2015/16 grants or outside funding $7.4M (Additional $2.4M awarded) • FY 2016/17 grants or outside funding $11.1M • FY 2017/18 grants or outside funding $6.0M • FY 2018/19 grants or outside funding $5.0M ($5.4M additional awarded) • Budget savings identified through efficiencies, restructuring, and staffing changes in excess of $300,000 (annual) • Levy rate of $15.67 with no increase for 11 years • Guided General Fund Ending Balance from 13.6% in 2010/11 to an average of 21-23% • Full-service municipality, including Community Development, Public Works, Police, Fire, Airport, Finance, Human Resources, Housing, Landfill, Water Pollution Control Plant, Park & Recreation, Library & Art Center • City is an industrial center along Mississippi River - HNI (HON and Allsteel), Kent Corporation, Bridgestone-Bandag, Heinz, and MUSCO • Chief Administrative Officer appointed by Mayor and 7-member City Council • Three bargaining units represented by Teamsters and IAFF (1, 3 and 5-year contracts negotiated) • Guiding $50+ million sewer separation project and financial plan through 2028 • Comprehensive Plan adopted in 2013 • City Code adopted in 2015, City Zoning Code Adopted 2017 • Chamber Board Member and Economic Development Committee • Developed Economic Development brochure for the City of Muscatine • City worked with the University of Iowa Institute for Sustainable Communities on 13 Student projects • Blue Zones Certified Community 2014, Healthy Hometown Founder Award 2016 • City Hall was named a Blue Zones Designated Worksite in 2014 • Implementing several built environment changes in the Community (round-a-bout, safe routes to schools, trails, and presently downtown streetscape) • Partnered with Municipal Power and Water (MPW) and the CP Railroad on a $13M placemaking and street reconstruction project that will create a gateway into our community and reconnect the downtown and riverfront (Mississippi Drive) • Developed a $3.5M 2nd Street placemaking project along our downtown main street • Riverfront Master Plan Completed in 2017 • Redeveloped website to engage and communicate with residents • Hired Communications Manager to increase community engagement • $18 million Water Pollution Control Plant Upgrade, next phase will receive organic waste and convert it to renewable natural gas that can be sold on the market or used by Compressed Natural Gas vehicles • Significant infrastructure construction experience - facilities, streets, trails, and related infrastructure • Coordinated applications of Community Attraction and Tourism Grants Page 24 of 36 Agenda Item #6. • Voluntary annexation of 560 acres • Voluntary annexation and sewer extension to service 850 plus person mobile home community • Significant Tax Increment Financing (TIF) experience - commercial, industrial, housing related, including 567,000 Sq Ft warehouse and distribution center, Fridley Theatre 10- Plex and 90 job Heinz retention, $24M and 106 job Heinz expansion, $21M Downtown Hotel with $10M Iowa Reinvestment District Award and TIF Agreement • Since 2009, negotiated TIF agreements totaling nearly $28M, since 2014 alone over $22M • Updated Urban Renewal Plan to include entire city and provide maximum flexibility • Targeted Housing and Commercial Tax Abatement programs • City awarded a $100,000 Linking Iowa’s Freight Transportation System (LIFTS) Grant in 2016. Teamed with Kent Corp. and completed a feasibility study to support the establishment of a multi-modal container terminal port facility on the Mississippi River in Muscatine. The port would allow for the sending, receiving and trans-loading of intermodal container freight and smaller bulk items utilizing the river, highway, warehousing or rail • Applied for Marine Highway Grant to assist with the planning of the above noted multi- modal container port along the Mississippi River (Public/Private Venture) • Created targeted Small Business Forgivable Loan and Business Improvement Loan Programs - $399,302 in SBFLs, $2,425,347 in Private Financing (runner-up for the FHLB Strong Communities Award). Working to add a new downtown facade program. • Working with staff committee to implement “LEAN” for government program with corporate partner HNI • EPA Complete and Green Streets Program • EPA Greening America’s Communities Technical Assistance Grant (1 of 6 Nationwide) • Completed Bike and Pedestrian Master Plan 2015 • National Complete Streets Coalition designated Muscatine as having one of the top ten complete Streets policies in 2013 City Manager, City of Lebanon, New Hampshire (Population 13,511), November 2005 – November 2009 • 2007 Budget $45M, 2008 $40M, 2009 $43M • 2007 Capital Budget $14.5M, 2008 $7.7M, 2009 $9M • 178 full-time employees, 15 part-time employees, numerous seasonal employees • Day time population estimated at 35,000 • 2007 grants $340,000 (November 1, 2007) • Full-service municipality (13 departments), including Airport, Assessing, City Clerk, Finance (IT, Budget and Tax Collection) Fire, Human Resources, Human Services, Planning, Police, Public Works, Recreation, Zoning • Core community of the Lebanon NH/VT Micropolitan Area along with Hanover, NH; Hartford, VT; and Norwich, VT • Regional technology, education, healthcare, and commercial center Page 25 of 36 Agenda Item #6. • City Manager serves as chief executive/administrative officer for city appointed by 9- member city council • Four bargaining units – AFSCME, IAFF, IBPO, LPASE/Teamsters • Submitted 2007 pre-application for $1.2 million EDA grant to fund business park infrastructure • Instituted employee health insurance committee to educate employees and review insurance policies/programs in an effort to maintain quality services and identify savings • Implemented strategic planning process that concluded with the city council adopting the community strategic plan in 2006, Master Plan/Zoning 2008-2010 • Preparing/refining proactive economic development strategic plan • Planning development of second phase of airport business park • Convened regional city/town managers to facilitate discussion and cooperation • Developed city website and city manager blog to facilitate communication, public use and education • Identified site for new public works facility and secured funding • Guiding comprehensive zoning review and public education process • Conducted comprehensive review of municipal airport operations – economic benefit analysis, marketing, route development, airline recruitment • Presented landfill business plan for city council adoption • Concluding wastewater and water business plans • Convening diverse group to begin transportation master planning process • Forbes named Lebanon, NH the #1 least vulnerable City to recession in the country, October 2008 City Administrator, City of West Burlington, Iowa, (Population 3,161), June 2000 – October 2005 • 2005 Budget $9.4M, 2005 Capital Budget $2.8M • 24 full-time employees, 28 part-time fire fighters, 14 seasonal and 2 part-time employees • Significant economic development, housing development, and budgetary and finance experience, including Tax Increment Financing (TIF) • Significant experience with infrastructure repair, replacement, and extension – streets, water, sewer, storm water • Experience with planning and zoning issues, building and zoning codes, and enforcement • Strong background in municipal facilities construction, including City Hall renovation/construction, wastewater treatment facilities, and public works facilities • Background in union issues, including conflict resolution and contract negotiation • Experience in park and trail planning and improvements • Understanding of GIS systems and implementation • Experience with strategic planning, short range/long range planning, including capital planning • Successful grant writing and coordination experience Page 26 of 36 Agenda Item #6. • Ensured that city council policies were properly administered and that the laws of the city were enforced • Advised the mayor and council on matters of efficient government and the general welfare of the city • General responsibility for the supervision of all city services, including police, fire, public works, and recreation • Keep the mayor and council fully advised of the financial conditions of the city and prepare an annual budget • Responsible for overseeing contracts for work and services done for the city • Direct the purchase of all supplies and services for all city departments • Supervise the management of all buildings and city-owned property • Responsible for the supervision of all employees, including team building and discipline of all employees and hiring with final council approval Administrative Assistant to the Mayor, City of Fort Dodge, Iowa (Population 25,000), April 1998 – June 2000 • 2000 Budget $25M, 200 full-time employees • Managed the city affairs of a full-service municipality (Team effort with mayor) • Researched and advised mayor on a variety of issues, including community and economic development, environmental issues, short-range/long-range planning, community interaction, and code enforcement • Consulted and worked with the city attorney on city legal issues • Supervised the purchasing of materials and supplies, monitored all city contracts • Prepared annual budget of $29.5 million, monitored financial condition of the city • Union negotiation team member • Monitored the city’s capital improvements program and all city property • Represented the mayor and council and various public functions Registered Representative, The Principal Financial Group, Fort Dodge, Iowa, 1997-1998 • Consulted with clients to determine their insurance and financial needs/priorities • Designed financial strategies for individuals, families, and businesses • Designed a retirement planning seminar for employees of nonprofit organizations • Participated in a small business seminar Legal Intern, Iowa Department of Natural Resources, Des Moines, Iowa, Summer 1993 • Compiled a policy and procedure manual • Researched the current laws relating to administrative search warrants Page 27 of 36 Agenda Item #6. Intern, Iowa Department of Inspections and Appeals, Des Moines, Iowa, 1991 • Intern for department deputy director • Developed department’s employee handbook • Conducted efficiency study on the flow of work • Authored committee reports Legislative Intern, Iowa House of Representatives, Des Moines, Iowa, 1991 • Coordinated effort to return USS Iowa silver service to Iowa State House • Researched legislative proposals • Researched and responded to constituent requests/inquiries • Coordinated responses to constituent requests for interpretation of Iowa laws • Calculated budget data PROFESSIONAL MEMBERSHIPS • Iowa League of Cities Board 2012 to 2016 • Iowa League Property Tax Committee 2012 • Iowa League Legislative Policy Committee 2011 to 2017 • International City/County Management Association, Credentialed Manager (ICMA-CM) • Iowa City/County Management Association, Member • Iowa Municipal Attorneys Association, Member • New Hampshire Municipal Management Association, Past Member • New Hampshire Municipal Association, Past Member, Municipal Advisory Committee • International Municipal Lawyers Association, Past Member • Iowa Bar Association • American Bar Association • Delta Theta Law Fraternity (Law School) • National Public Employers Labor Relations Association, Past Member • Iowa Public Employers Labor Relations Association, Past Member COMMUNITY ACTIVITIES • Muscatine Chamber of Commerce - Board and Committee Member • Rotary Club of Muscatine 2012, Member • Bi-State Managers Group, Member • United Way Board Member 2010 to 2015 • Leadership New Hampshire Class of 2010 (Accepted into program) • Leadership Upper Valley Class of 2008 • Lebanon, NH & VT Micropolitan Area – Regional Managers Group, Convener • Lebanon Chamber of Commerce, Past Board Member • Lebanon Cable Television Committee, Past Chair • Southeast Iowa Regional Airport Authority, Past Board Member Page 28 of 36 Agenda Item #6. • Des Moines County Solid Waste Commission, Past Board Member • Southeast Iowa Safety and Support Organization, Past Board Member/Treasurer • Grow Greater Burlington, Past Board Member • Des Moines County GIS Commission, Past Board Member/Vice Chair • Southeast Iowa Regional Planning Commission, Technical Advisory Committee • Burlington/West Burlington Optimist Club, Past President • Grade-A-Plus, Past Board Member • Burlington YMCA, Past Committee Member • Bethany Lutheran Church Council, Past Treasurer and Finance Committee • Daybreak Rotary, Past Member SKILLS • Proficient computer skills, including Microsoft Office • Proficient social media skills, including LinkedIn, Facebook, Twitter, Wordpress, etc. INTERESTS • Family and outdoor activities • Our children’s many activities • Hiking, tennis, golf, disc golf, and snow shoeing REFERENCES Available Upon Request Page 29 of 36 Agenda Item #6. Municipal Solutions, L.L.C. May 23, 2021 Mayor Hans Trousil & West Burlington City Council 122 Broadway Street West Burlington, IA 52655 Re: Interim City Administrator Rates Dear Mayor Trousil and Council Members: It was recently reported at a recent meeting of the West Burlington City Council that interim rates are ranging between $85 and $125 per hour. Depending on the community’s size, complexity of the community and workload, this rate may be higher. To be upfront and clear, my current rate is $115 plus expenses. This is based upon my total compensation for 2019 increase for inflation. I have proposed $100.00 per hour in the draft agreement. This is based upon my experience, previous total compensation, and expenses. As noted in the email/letter, I have provided a draft agreement for your review and consideration. As this is a professional services agreement, I am willing to negotiate the terms and conditions of the agreement, services, and hourly rate, etc. I am happy to provide additional information. Please let me know how you would like to proceed. Sincerely, Gregg Mandsager, President Municipal Solutions, L.L.C. Municipal Solutions, L.L.C. | 100 Eagle Watch Road, Muscatine, IA 52761 | 563-607-0199 gregg.msllc@gmail.com | www.municipalsolutionsllc.com Page 30 of 36 Agenda Item #6. INTERIM CITY MANAGER/ADMINISTRATOR PROFESSIONAL SERVICES AGREEMENT This agreement is entered into on the _______day of May 2021, by and between the City of West Burlington, Iowa, hereinafter referred to as the “City”, and Municipal Solutions, L.LC., hereinafter referred to as “Contractor.” WHEREAS, the City has a need to have certain services performed; and WHEREAS, the City desires to have the contractor perform such services pursuant to certain terms and conditions; NOW, THEREFORE, in consideration of the mutual benefits and conditions set forth below, the parties hereto agree as follows: 1. Scope of Services to be performed by Contractor. The Contractor agrees to begin performing services on Date & Year and perform the functions of City Administrator in accordance with the ordinances of the City, as authorized by the City Council, and to perform such other legally permissible and proper duties as the Council shall from time- to-time assign. In performing such services, the Contractor shall at all times comply with all federal, state and local statutes, rules and ordinances applicable to the performance of such services. (Please note: Services may be further qualified by addendum) 2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered the sum of $100.00 per hour. a. The Contractor shall submit an invoice the Friday before each Council meeting. Payment shall be made by the City within five (5) days of Council approval. b. The Contractor shall not be considered an employee of the City and therefore is not entitled to receive benefits provided to regular employees. c. Attendance at regularly scheduled council meetings and attendance at any required City Committee meetings or other meetings which include consideration of issues relevant to the City of West Burlington will be considered hours worked and compensated at the hourly rate set forth above. d. Contractor will be reimbursed for all meetings or conferences attended on behalf of the City. Additional expenses incurred working on behalf of the City will be submitted and approved by the City Council prior to payment. Mileage for city meetings outside of 30 miles will be reimbursed at the current IRS rate. Page 31 of 36 Agenda Item #6. 3. Work Schedule. The Contractor shall work 40 hours per week (typically 8a.m. to 5 p.m.). The contractor may have to adjust (flex) weekly work hours (i.e. medical appointment) as long as the contractor is performing the required services. OR The Contractor’s work schedule shall be as described in Work Proposal Addendum attached to this Agreement. (If required) 4. Duration of Agreement. This Agreement shall be in full force and effect from the date of execution until services are no longer needed. 5. Independent Contractor. The Contractor and City agree that the Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. The City shall not be responsible for paying, withholding, or otherwise deducting any customary state or federal payroll deductions, or otherwise assuming the duties of an employer with respect to the Contractor or any employee of the Contractor. 6. Indemnification. The Contractor shall be defended and indemnified in his actions undertaken in his official capacity pursuant to all insurance coverages maintained by the City. The City shall defend, save harmless and indemnify the Contractor against any tort, professional liability claim or demand or other action, whether groundless or otherwise, arising out of an alleged act or omission occurring in the performance of duties or resulting from the exercise of judgement or discretion in connection with the performance of duties. The Contractor shall, however, not be indemnified for any act or omission that is willful or wanton. 7. Termination. This Agreement may be terminated by written mutual agreement of the parties, or by one party giving to the other at least thirty (30) days advanced written notice of intent to terminate. 8. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the prior consent of the City. 9. Entire Agreement. This Agreement contains the entire agreement between the parties and no other agreements, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind either party. 10. Applicable Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Iowa. In the event any claim is brought by either party, mediation and/or binding arbitration shall be used to enforce any terms of this Agreement. The mediator or arbitrator shall be mutually agreed upon by the parties and the costs shared equally (50/50). Page 32 of 36 Agenda Item #6. CONTRACTOR ________________________________________ __________________________ By: Gregg Mandsager, Municipal Solutions, L.L.C. Date ________________________________________ Tax ID Number CITY ________________________________________ __________________________ By: Name & Title Date ________________________________________ Attest: Name & Tile Page 33 of 36 Agenda Item #6. Addendum : Interim City Administrator Services Gregg Mandsager, Municipal Solutions, L.L.C. May 23, 2021 (Alternate if required or city desires further clarification) The Consultant shall provide the additional Interim City Administrator Services: • • • Page 34 of 36 Agenda Item #6. PROPOSAL FOR INTERIM CITY ADMINISTRATOR SERVICES Municipal Solutions, L.L.C. May 23, 2021 Work Proposal Option A (Sample, if required, i.e. less then 40 hours) 1. No cost to the City of Muscatine for health insurance, IPERS, mileage, sick pay, holiday pay or vacation pay. 2. Municipal Solutions, L.L.C. will be responsible for paying all Federal and State income taxes and employer/employee share of FICA. Payment of these obligations costs LGC approximately 50% of the hourly rate. 3. Mark Arentsen will attempt to attend all regular City Council meetings. 4. The proposed work schedule is as follows; • Mondays – No work hours Tuesdays – 1:00PM – 5:00PM work from home including communication with • City officials by phone or video conferencing Wednesdays – 1:00PM – 5:00PM work from home including communication with • City officials by phone or video conferencing • Thursdays – 1:00PM approx. – Leave home to drive to West Burlington, arrive at Muscatine by 4:00PM (approximately), perform office or other work until City Council meeting, attend City Council meetings Perform office or other work on non-City Council meeting days (stay overnight in West Burlington) • Fridays – Arrive at office no later than 8:00AM Leave West Burlington at 4:00PM 5. Work will be paid at $100.00/hr. for all hours worked including travel time to and from City Hall. The City will not be responsible for any mileage costs. 6. Mandsager will make his best effort to be present in West Burlington at the times described above, however, if inclement weather is forecasted, Gregg reserves the right to not travel to Muscatine, but work remotely from home including phone calls or video conferencing. 7. The City will make its best effort to end the need for Interim City Administrator services by DATE. Page 35 of 36 Agenda Item #6. May 24, 2021 Mayor Trousil: I thought that I would do a little research regarding some recent interim management rates. Please note that this is not a comprehensive survey. Interim Management Rates West Liberty $85/hour, 2020-2021 Muscatine $100/hour (proposals up to $225 per hour), 2020 Windsor Heights $80/hour, 2019 Grimes $85/hour, 2018 Mitchellville $50/hour, Date? Mitchellville $60/hour 2017 Total compensation is another way of looking at this issue. The 2020 average base wage for cities from 3000 to 15000 is $114,000, total compensation (x35%) would average around $154,000. $154,000/2080 = $74 per hour. I thought this might provide some additional insight or information as we discuss potential interim management services and hourly rates. If I find any additional information, I will forward it to you. Thanks, Gregg Page 36 of 36