Committee authorizes MFD to bill UW events at actual overtime cost under new contract
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Summary
The Finance Committee unanimously approved Legistar 25015 authorizing a contract between UW–Madison Athletics and the City of Madison for MFD to provide emergency‑medical services at special events; MFD will charge actual overtime plus benefits rather than a flat special‑duty rate.
The Madison Finance Committee on Nov. 17 approved Legistar 25015, a contract authorizing the Madison Fire Department to provide emergency‑medical services for special events hosted by the University of Wisconsin–Madison Department of Intercollegiate Athletics.
Council President Bittiver asked how the city determines reimbursement amounts. MFD staff explained that contracts with UW and the AEC are billed at actual overtime cost for the specific employees who work the event (overtime rate plus required city benefits), rather than a separate flat special‑duty rate. "We don't profit from the work but we really recover 100% of the costs associated with those," a city staff member said.
Chief Thomas described the approach as cost‑neutral: "It's really cost even," he said, adding that event staffing levels are developed in consultation with event management and vary by event type and expected attendance. The committee discussed other agreements that include set maximums — for example, a county hazardous‑materials agreement and a previously expired Truax five‑year agreement that had defined annual payments — and staff said those contracts reflect the funding arrangements or historical set amounts.
President Bittiver raised concern about contracts that contain maximums and whether the city would absorb costs when demand exceeds allocated funds; MFD staff said some agreements are structured as fixed annual amounts (Truax) or dollar allocations (county), while UW/AEC reimbursements are for actual overtime. Staff also said the city has begun using outside paramedic services to help staff events when internal availability is limited.
President Bittiver moved to adopt the contract; the motion was seconded. With no further discussion, the committee recorded a unanimous vote in favor. The committee adjourned after the vote.
The contract text and any maximums for other items (15–17 referenced by committee members) were not read into the record in detail during this meeting; the committee's discussion focused on billing methodology and staffing practices.