WASHINGTON COUNTY PUBLIC SAFETY COMMITTEE. Government Center May 18, 2015

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1 WASHINGTON COUNTY PUBLIC SAFETY COMMITTEE Government Center May 18, 2015 West Bend, WI 8:30 a.m. Present: Joseph Gonnering, Ralph Hensel, Philip Laubenheimer, Dennis Myers, and Thomas Niebler. Also present: Sheriff Dale Schmidt, County Clerk Brenda Jaszewski, Clerk of Circuit and Juvenile Courts Theresa Russell, Corrections Administrator Captain Scott Lehman, Corrections Lieutenant Rick Miller, Radio Systems Administrator John Schrader, and County Clerk Assistant Mary Schlitt. Chairperson Gonnering called the meeting to order and read the Affidavit of Posting. MINUTES Moved by Mr. Myers, seconded by Mr. Laubenheimer to approve the minutes of April 20, 2015, as presented. Motion carried. RESOLUTUTION: AMEND CAPITAL IMPROVEMENT PLAN (CIP) SHERIFF S DEPARTMENT OUTDOOR FIRING RANGE PROJECT Sheriff Schmidt presented a draft resolution for up to an additional $100,000 for the firing range project, and noted that the construction cost estimate from the County Highway Department for the berm excavation is $9,890.48, which brings the additional funds needed for completion to $62, If needed, the additional funds would be used for contingencies. Moved by Mr. Niebler, seconded by Mr. Myers to approve a resolution to amend the Sheriff s Department Capital Improvement Plan, requesting up to an additional $100,000 to complete the range project, and forward to the County Board. Motion carried. SHOOTING RANGE PROJECT UPDATE Appearance: County Engineer/County Surveyor Scott Schmidt and Purchasing Manager Bill Kurer. Mr. Schmidt reported that H.I.S. Corporation received the award letter for the project and has signed and returned the contract, which has been routed internally for signatures. There is an onsite pre-construction meeting with the contractor later today, and the target date for completion is July 31, SHERIFF S REPORTS Sheriff Schmidt reported on staffing, courthouse security, fatalities, overtime, and communications. Jail Population For the month of April, the average daily adult inmate population was , the Huber daily average was 138, the electronic monitoring daily average was 1.47, and the juvenile daily average was 7.57, with 6.77 of those being borders.

2 Public Safety Committee May 18, 2015 Page 2 of Mr. Schrader reported to the committee on the International Harris Users Conference and Training Symposium in San Antonio, Texas, which he attended in April. Sheriff Schmidt gave an update on the 911 phone equipment replacement project that went out for bid. The contract has been completed and is awaiting signatures. Installation should begin mid-summer. COURT AND FINANCIAL ACTIVITY - CLERK OF COURTS Ms. Russell reviewed the Clerk of Courts monthly report through April of NEXT TENTATIVE MEETING DATE The next Public Safety Committee meeting is tentatively scheduled for Tuesday, June 16, 2015, at 8:30 a.m. ADJOURNMENT Moved by Mr. Hensel, seconded by Mr. Niebler to adjourn the meeting at 9:06 a.m. Motion carried. Brenda J. Jaszewski, County Clerk

3 COURT To-Date 2015 Jan-15 Feb-15 Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 FILINGS 14,812 12,806 12,132 5, , SUCCESSFUL VIDEO UNSUCCESSFUL VIDEO JURY TRIALS HELD FINANCIAL RECEIPTS $ 5,225,338 $ 6,165,913 $ 5,638,215 $ 2,751,284 $ 394,633 $ 503,325 $ 419,103 $ 668,298 $ 356,386 $ 409,539 COUNTY RETAINED* $ 1,330,034 $ 1,282,080 $ 1,280,503 $ 676,880 $ 86,960 $ 138,522 $ 133,283 $ 110,827 $ 96,870 $ 110,418 OT - PROJECT n/a $ 1,243 $ 16,620 $ 7,802 $ 1,549 $ 1,384 $ 1,842 $ 1,191 $ 1,836 *These amounts are subject to change pursuant to court order or journal entries. CLERK OF COURTS MONTHLY REPORT TO PUBLIC SAFETY 2015

4 COMMITTEE REPORT To: Public Safety Committee From: Robert Schafer Date: Re: Request for Proposal for Cremation Services POLICY QUESTION: Should the Washington County Medical Examiner s Office develop an RFP and accept proposals for providing cremation services of unclaimed bodies in Washington County. DISCUSSION: Wisconsin State Statute requires that the medical examiner coordinate and pay for the final disposition of an unclaimed body. There are two options available for final disposition: burial and cremation. Currently the cost for burial is approximately $3,000.00; making that option cost prohibitive. The most efficient method for final disposition is cremation. Our current provider, JLB Services LLC has given written notice that they will not provide services after the current contract expiration date of December 31, Since the Medical Examiner s Office has the statutory responsibility to provide for the final disposition of unclaimed bodies within our jurisdiction a new provider of cremation services must be selected. FISCAL EFFECT: There is no fiscal effect in developing an RFP and accepting bids. ATTACHMENTS: Letter from JLB Services, LLC Memo regarding Disposition of Human Remains RECOMMENDATION: Approve a motion to develop an RFP and accept bids for cremation services provided to the Washington County Medical Examiner's Office.

5 J.L.B. Services, LLC Jim Beine Funeral Director 637 Green Tree Rd. Kohler, WI Pager Phone FAX (920) (920) (920) July 1, 2015 Washington Co. Medical Examiner P.O. Box 1986 West Bend, WI Rob, This letter is to put into writing what we have been discussing over the past several months. That is, effective January 1, 2016, I will not be renewing my contract to provide removal and transportation services for the Medical Examiner's Office. Over the past several years, my removal and embalming service has steadily increased, taking me out of the local service area for extended periods of time. I can no longer guarantee an immediate response. After January 1, 2016, I am more than willing to help out when my availability permits, I simply cannot be completely responsible. Also, my charges will be based on my current fee schedule. Enclosed is a copy for your review. Another contract that I have with Washington County is providing cremation services for indigent/unclaimed individuals. That is a three year contract which is expiring at the end of this year. I am willing to extend this contract at the County's discretion. I will continue to pursue all means of reimbursement for my services, but when the individual is completely the responsibility of Washington County, the fee for my services will be $ I appreciate the opportunity to have served Washington County in the past and look forward to continuing our relationship, just on a more limited basis. Sincerely, ~rl~ James L. Beine

6 MEDICAL EXAMINER S OFFICE Washington County Date: July 21, 2015 To: Public Safety Committee RE: Disposition of Human Remains There are some specific instances in which the Medical Examiner s Office bears the responsibility for final disposition of decedents. Wisconsin State Statute requires that the medical examiner coordinate and pay for the final disposition of an unclaimed body. The most efficient method for final disposition is cremation. In 2013, a Request for Proposal (RFP) was created and bids accepted for the cremation of unclaimed bodies in Washington County. The accepted bid was submitted by Jim Beine of JBL Services. He has provided cremation services for 5 unclaimed bodies since On July 7 th, 2015 I received written notification that Mr. Beine will not be able to renew the contract to provide cremation services at $ per cremation. While he is happy to continue to provide cremation services of unclaimed individuals to Washington County he must raise the cost to $ per cremation. I am asking the Public Safety Committee to endorse the following action: 1. Create a Request for Proposal (RFP) and accept bids for providing cremation services of unclaimed bodies in Washington County. The RFP will be developed by the county purchasing department and will be similar in scope to the most recent RFP developed in Respectfully submitted, Robert A. Schafer Sr. Lead Investigator 500 N. Schmidt Rd. Room 1130 West Bend, WI Phone (262) Fax (262)

7 COMMITTEE REPORT To: Public Safety Committee From: Robert Schafer Date: Re: Request for Proposal for Livery Services POLICY QUESTION: Should the Washington County Medical Examiner s Office develop an RFP and accept proposals for providing livery services. DISCUSSION: When the circumstances surrounding a death require an autopsy or an external examination be performed, the body must be transported from the scene to the morgue. Currently, a livery service is used to transport the decedent to the morgue. Our current provider, JLB Services LLC has given written notice that they will not provide services after the current contract expiration date of December 31, A new livery service must be selected since the Medical Examiner s Office does not have the vehicle or equipment necessary to perform removals of decedents. FISCAL EFFECT: There is no fiscal effect in developing an RFP and accepting bids. ATTACHMENTS: Letter from JLB Services, LLC Memo regarding Livery Service for 2016 RECOMMENDATION: Approve a motion to develop an RFP and accept bids for livery services provided to the Washington County Medical Examiner's Office.

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9 MEDICAL EXAMINER S OFFICE Washington County Date: July 7, 2015 To: Public Safety Committee RE: Livery Service for 2016 The Washington County Medical Examiner s Office performs death investigations in the field. When the circumstances surrounding the death require an autopsy or an external examination be performed, the body must be transported from the scene to the morgue. Currently, a livery service is used to transport the decedent to the morgue. Since 2012, Jim Beine, of JLB Services, has been providing livery service for a flat fee of $ per transport. In 2014, he performed 95 transports at a total cost of $16, Mr. Beine is currently under a one year extension of his contract. This contract extension ends December 31, In June, Mr. Beine contacted me to advise that he would not be continuing to provide livery services beyond his contract expiration date. Following this notification, I contacted all of the local funeral homes to determine if they had any interest in being involved, on a rotating schedule, to provide livery services for the Medical Examiner s Office. While all funeral home managers indicated that they would be happy to help in case of emergency none were interested in committing to providing livery service. There are two other options available for transporting bodies from the scene to the morgue. The Medical Examiner s Office can continue to use a livery service or purchase the equipment necessary to allow the investigators to perform their own removals. I am asking the Public Safety Committee to endorse the following actions: 1. Create a Request for Proposal (RFP) and accept bids for livery service. The RFP will be developed by the county purchasing department and will be similar in scope to the most recent livery services RFP developed in Develop a cost analysis of purchasing a vehicle and outfitting it with the equipment necessary to allow investigators to perform body removals from the scene. Creating the RFP and cost analysis will allow for accurate comparison of the actual costs associated with each option. This accurate comparison of actual costs will allow the medical examiner s office to make a decision that is in the best interest of Washington County. Respectfully submitted, Robert A. Schafer Sr. Lead Investigator 500 N. Schmidt Rd. Room 1130 West Bend, WI Phone (262) Fax (262)

10 COMMITTEE REPORT To: Public Safety Committee From: Robert Schafer Date: Re: Cost analysis of purchasing equipment necessary to perform removals of decedents from scenes. POLICY QUESTION: Should the Washington County Medical Examiner s Office develop a detailed cost analysis for the purchase of necessary equipment to allow the Medical Examiner s Office staff to perform removals of decedents from scenes? DISCUSSION: The Washington County Medical Examiner s Office performs death investigations in the field. When the circumstances surrounding the death require an autopsy or an external examination be performed, the body must be transported from the scene to the morgue. Currently, a livery service is used to transport the decedent to the morgue. Our current provider, JLB Services LLC has given written notice that they will not provide services after the current contract expiration date of December 31, In 2013, an RFP was created for livery services. JLB Services LLC was the only bidder. There is a possibility that using a livery service to perform removals will not be an option in If using a livery service is not a feasible option the Medical Examiner s Office must be prepared to perform removals. In order to perform removals, a suitable vehicle and specific equipment must be purchased. Creating a cost analysis will allow for accurate budgeting. Additionally, it will allow for a cost comparison between performing removals using a livery service and performing removals with staff. FISCAL EFFECT: There is no fiscal effect in developing a detailed cost analysis. ATTACHMENTS: None RECOMMENDATION: Approve a motion to develop a detailed cost analysis for purchasing equipment necessary to perform removal of decedents from scenes.

11 COMMITTEE REPORT To: From: Date: Re: PUBLIC SAFETY COMMITTEE / FINANCE CAPTAIN GONWA JULY 21, PUBLIC SAFETY COMMITTEE JULY 29, FINANCE COMMITTEE TOWER REPAIRS FROM GENERAL FUND POLICY QUESTION: Should the county approve an expenditure from the 2015 General Fund for tower repairs? DISCUSSION: Washington County maintains and operates a P25 VHF Simulcast Radio System utilizing seven transmit / receive sites and one receive-only site. In 2015, the county approved a resolution authorizing the transfer of not to exceed $20,000 from the General Fund to the Sheriff's Department Radio System budget center to conduct tower inspections of the Washington County radio system. In June 2015, the tower inspections were completed and an inspection report was completed and submitted to the Radio Administrator. The inspection report outlined eleven (11) repairs at four (4) county owned tower sites that need to be performed to correct deficiencies to tower components. The cost of these identified repairs has been estimated to be $10,620. The Sheriff believes that these repairs are part of the ongoing maintenance responsibilities of the county to maximize radio system performance and reliability. FISCAL EFFECT: Transfer from the General Fund to Outlay in an amount of $10,620. ATTACHMENTS: Quote from General Communications dated RECOMMENDATION: Motion to approve the resolution authorizing the transfer of $10,620 from the General Fund to the Sheriff's Department Radio System budget center to conduct tower repairs to the Washington County radio system.

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13 WASHINGTON COUNTY, WISCONSIN Date of enactment: Date of publication: 2015 RESOLUTION Transfer from the General Fund Sheriff s Department Radio Tower Repairs WHEREAS, Washington County maintains and operates a P25 VHF Simulcast Radio System utilizing seven transmit/receive sites and one receive-only site; and WHEREAS, the Washington County Board of Supervisors enacted 2014 Resolution 65 which authorized the transfer of up to $20,000 from the General Fund to the Sheriff s Department Radio System budget to conduct tower inspections; and WHEREAS, the tower inspections were completed in June 2015 and an inspection report was submitted to the Radio Administrator; and WHEREAS, the inspection report outlined eleven (11) repairs at four (4) County-owned tower sites that need to be performed to correct deficiencies to tower components; and WHEREAS, the cost of the identified repairs is estimated to be $10,620; and WHEREAS, the Sheriff believes that these repairs are part of the ongoing maintenance responsibilities of the County to maximize radio system performance and reliability; NOW, THEREFORE, BE IT RESOLVED by the Washington County Board of Supervisors that an amount of $10,620 is hereby transferred from the General Fund Account No to the Sheriff s Department Radio System account to conduct the necessary repairs to correct the deficiencies to the tower components identified in the inspection report for the specified Washington County Radio System towers. VOTE REQUIREMENT FOR PASSAGE: 2/3 of the members elect RESOLUTION SUMMARY: Resolution authorizing transfer from the General Fund to Sheriff s Department Radio System account to conduct repairs to the Washington County Radio System towers. Page 1 of 2

14 APPROVED: Kimberly A. Nass, County Attorney Dated Considered Adopted Ayes Noes Absent Voice Vote Introduced by members of the PUBLIC SAFETY and FINANCE COMMITTEES as filed with the County Clerk. Joseph C. Gonnering, Chairperson Public Safety Committee Raymond W. Heidtke, Chairperson Finance Committee (Upon posting the budget entry, undesignated fund balance will be reduced by $10,620. The final effect on year-end fund balance will depend on the actual amount spent.) Page 2 of 2