Shared Services Beloit - Janesville Memo
CITY MANAGER’S OFFICE MEMORANDUM
July 3, 2012
TO: Eric J. Levitt, City Manager
FROM: Tyler Burkart, City Manager Intern
SUBJECT: Shared Services Meeting Summary with Janesville and Beloit
Police Department
Mutual Aid
Already collaborate and share resources for different events
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3 SWAT teams in County: combining into one wouldn’t help due to
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management and emergency reasons
Training
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SWAT assets
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Snipers and some other equipment
Breaching
K9’s
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Detectives for sexual assault cases
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Gang unit talks
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Honor Guard
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Joint records system in place
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Animal Control
Currently being discussed
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Looking at different options
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Emergency Communication Upgrades
No major ideas at the moment
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Radio infrastructure in the long run can be a cooperative effort
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Other Areas
Shared training
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Janesville rent range out to Beloit
Crowd control
Purchasing power
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Ammunition
Radar units
Currently have similar booking and interview software
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Grants = more collaboration
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OJA
Homeland security
Crime mapping: money earmarked for Janesville
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Fire Department
Items Currently Sharing
Currently meet together periodically
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Sharing paramedic audit to standardize EMS protocol to deliver
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similar service
Partners in Stateline Technical Rescue Team
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Both members of MABAS
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Equipment grants
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Discussed the possibility of consolidating departments along with
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neighboring jurisdictions, but decided it was unfeasible
Currently share common communication frequencies
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It is possible that some administrative tasks can be shared between
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cities
Other Areas
Use same EMS billing system
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Joint purchasing and collaboration for grants
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Work on grants together: patient tracking system
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Joint training opportunities: majority of training is on duty currently
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No solutions currently for vehicle maintenance
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Both jurisdictions could use more assistance on investigations for
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fires
Communication upgrades: currently share frequencies
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Public Works
Operations
Joint purchasing of similar commodities
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Fuel and oil
Signs
Other materials
Public Works Mutual Aid Agreement Statewide; Janesville needs to
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join
Landfill expires in 2015 for Beloit: could share with Janesville
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Yard waste management sharing information
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Joint compost site: find ways to manage volume
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Other sharing could involve specialty equipment / operations
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Transit
Joint marketing
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Work toward Equalized fees: Beloit is planning on increasing their
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fees in 2012, and it would be beneficial for them to be equal to JTS.
Long term - work toward a “seamless” fare structure and perhaps
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electronic fare payment (smart cards) that would be pre-loaded with
a certain amount and useable on both systems.
Parks & Leisure
Rebrand names as Parks and Recreation
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Beloit uses volunteers to staff senior center when regular staff is
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not available; Janesville could also use volunteers when regular
staff is not available to offer more flexibility to the Recreation
Division and Golf management
Share Kemper Sports to manage golf courses
Possibly share administrative staff
Beloit currently uses city staff
Cemeteries: possibly establish a private contract to manage
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Continue to work on the connection of the bike trail
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Prairie burning: Beloit, Rock Co and Janesville could work together
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to accomplish safer burns for larger areas
Janesville could assist and teach Beloit in installing rubber
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surfacing for playgrounds, as Janesville employees are well versed
in this process
Joint purchasing for pool supplies and equipment
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Finance and Administration
Assessment Process
Beloit assessor went into private practice; City now contracts with
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assessor
Janesville completes property listings as well as assessments
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Beloit does evaluations every year while Janesville is pushing for
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every other year
Discussed the possibility of sharing assessor staff
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Potentially have assessor duties at the County level
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Clerk-Treasurer, Accounting, and Billing
Janesville has no online payment for utilities due to credit card
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transaction fees
Beloit utility bills are more expensive
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Beloit bills monthly while Janesville bills quarterly
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Cities have different software for payroll and purchasing
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No feasible options discussed
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Grant Accounting
LEAD / NSP for Beloit; Home consortium for Janesville
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Both having difficulty with federal grant security for administrative
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costs
LEAD / NSP becoming very time intensive
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Information Technology
Idea of GIS consortium
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Long term plan of fiber between Janesville, Beloit, and rest of
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County which saves storage and backup costs
Beloit trying to develop storage on alternative site
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Elections
Could possibly share backup election machines
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State statues may restrict other opportunities to share
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Possibly County-wide purchasing of election machines in the future
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Training
Could bring someone in to train both boards
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Townships may also be interested in sharing service training
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Insurance
If combined, risk pools may be lower
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Payback for state program takes approximately seven years
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Wellness Program
Joint contracts with athletic clubs to receive higher discounts
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Everyone who participated in HRA received a day off in Janesville
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and inserted in a raffle for Beloit
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Cell Phonesjoint contract to receive reduced rate and better upgrades
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Community Development
Partners on several programs
Neighborhood stabilization/ HOME / Lead Grants
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Currently share knowledge and program administration functionsMonitor
staffing levels: possibly share positions and administration
Section 8 shared staff for Family Self Sufficiency Program
Could bring in a shared employee to build Janesville’s FSS
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Program so that Janesville would be eligible to receive FSS grant
funding.
Homeless Intervention Task Force
Beloit and Janesville are members
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Currently the Homeless Education Action Team, a subcommittee of
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HITF, is working to establish a transitional living facility in each
community for homeless youth.
Outside architect putting together building reviews
Plumbing and technician inspector
Janesville possibly contracting position to cover retiree
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Pursue another individual and have joint contract
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May be some opportunities to share resources with housing construction
and code enforcement but no ideas at this time
Commercial Construction Plan Review
$10,000 to $15,000 for Beloit
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Need staff to be certified by the State
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