City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, OCTOBER 2, 2018 – 6:30 PM COLUMBUS CITY HALL AGENDA 1. Roll Call 2. Pledge of Allegiance 3. Notice of Open Meeting 4. Approve Agenda 5. Correspondence & Communications Consent Agenda 1. August 6, 2018 Council Minutes – Regular Meeting - Amended 2. September 18, 2018 Council Meeting Minutes – Regular Meeting 3. September 18, 2018 Committee of the Whole Minutes 4. New Business 1. Consider and approve Change Order from Hall Road construction project 2. Resolution #16-18 Public Power Week 3. Resolution #18-18 Fire Prevention Week 4. Consider & approve agreement with Associated Appraisal for assessment services 5. Consider & take action to move the November 6th City Council meeting to an alternate date 6. Consider and take action on applications for Operator Licenses, term 07/01/18 – 06/30/20 7. Consider and take action on claims in the amount of $453,972.60 8. Report of City Officers – City Administrator, Mayor Adjourn  MEMORANDUM 09/24/2018 TO: Mayor and City Council FROM: Kim Manley, Finance Director/Treasurer SUBJECT: Minutes 08/06/2018 In getting ready to finish the financing with Farmers & Merchants Union Bank for the purchase of the Public Works Ford pickup I was asked by the Bank to provide a copy of the minutes approving the use of Farmers & Merchants Union Bank as the financing source for the truck purchase. When I read the minutes I realized that there were a couple of corrections that needed to be made – see the highlighted areas of the minutes. In the discussion and motion the Council agreed to finance the purchase for a 3 year repayment period at 3.75%. The total price was $34,769.72 for the truck and plow package. The City would make a down payment of $14,922.13 on the purchase of the truck and the remainder would be financed through Farmers & Merchants Union Bank. I would be happy to answer any questions on these corrections. Kim Manley, Finance Director/Treasurer  COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, AUGUST 6, 2018 – 6:30 PM COLUMBUS CITY HALL MINUTES 1. Roll Call: Present: Mayor Thom, Council Members Hendrickson, Millar, Reid, Theilen, and Traxler, City Administrator Vander Sanden, City Attorney Johnson, City Clerk Meyer, City Treasurer Manley, Public Works Director Clark, Recreation Director Meyers, interested citizens, and the media. 2. Pledge of Allegiance: Mayor Thom led the pledge of allegiance. 3. Notice of Open Meeting: Noted as posted. 4. Approve Agenda: Motion by Theilen, seconded by Traxler to approve the agenda. The motion carried by unanimous voice vote. 5. Correspondence & Communications: Recreation Director Amy Jo Meyers spoke and presented an award to Kane Browskowski from the Red Cross for a safe and clean environment at the Aquatic Center. Ms. Meyers thanked Kane and the pool staff for their hard work. Consent Agenda: Motion by Hendrickson, seconded by Traxler to approve the consent agenda. The motion carried by unanimous voice vote. New Business: 1. Consider and take action on donation of playground equipment at west side park on Warner Street: Enerpac Plant Manager Josh Alwine spoke to Council to request consideration of naming the entire park, not just the playground area, after Enerpac. He indicated that Enerpac’s parent company Actuant Corp. has a program allowing the funds to be used for the playground that further expressed a desire to continue contributing funds toward the park going forward as funds become available. Council discussed the naming of the park and playground equipment without making any formal decisions and thanked Enerpac for their generous donation. Motion by Hendrickson, second by Millar to accept the donation of playground equipment from Enerpac for the west side park located on Warner Street. The motion carried by unanimous polled vote. 2. Consider and take action on bids for City Hall roof repair: Public Works Director Clark presented to Council stating staff’s recommendation was based on the lowest bid. Motion by Traxler, second by Theilen to accept the bid from Keating Construction for $3,300 to make the City Hall roof repairs. The motion carried by unanimous polled vote. 3. Consider and take action on DPW Park Truck purchase: Public Works Director Clark presented an update on the purchase of a new Public Works truck. He indicated staff’s recommendation was to purchase a 2019 F-250 Truck from Countryside to be red in color and with a plow package from Madison Truck Equipment Inc. The total cost was presented as $34,769.72 and it was suggested that $14,922.13 be used as a down payment as it is the amount remaining from the remaining 2017 General Obligation Note proceeds after the Library received a $25,000 grant to put towards the $100,000 facility study. The remainder of the financing would be at 3.75% interest with three-year financing through Farmers & Merchants Union Bank. from the general obligation fund. Motion by Traxler, second by Millar to approve the purchase of a Public Works park truck as a 2019 Ford F-250 from Countryside Form and the plow package from Madison Truck Equipment Inc. for a total cost of $34,769.72 with a $14,922.13 down payment. The motion carried by unanimous polled vote. 4. Consider and take action on Fire Department Training Tower Fundraising Effort: Motion by Hendrickson, second by Theilen to approve the request to begin fundraising efforts towards building a training tower for the Fire Department. The motion carried by unanimous voice vote.  5. Consider and take action on the purchase of a computer for the CAAC: Motion by Hendrickson, second by Reid to approve exceeding purchase policy to purchase a new computer for the Aquatic Center. The motion carried by unanimous polled vote. 6. Approval of 2017 City Audit: Motion by Traxler, second by Hendrickson to approve the 2017 City Audit by Baker Tilly. The motion carried by unanimous voice vote. 7. Approval of 2017 Sewer Audit: Motion by Theilen, second by Reid to approve the 2017 Sewer Audit by Baker Tilly. The motion carried by unanimous voice vote. 8. Discuss and consider the amended Purchasing Policies and Procedures, removing the section on disposal of fixed assets: Motion by Traxler, second by Hendrickson to amend the Purchasing Policies and Procedures by removing the disposal of fixed assets section. The motion carried by unanimous voice vote. 9. Discuss and consider the Disposal of Fixed Assets policy: Motion by Hendrickson, second by Traxler to adopt the new disposal of fixed assets policy. The motion carried by unanimous voice vote. 10. Consider and take action on District 3 Alderperson vacancy: Council requested to hear from interested person Michael Clark as he did not speak at the prior Committee of the Whole meeting regarding his interest in the District 3 vacancy. Michael Clark, 230 N. Ludington St. spoke about his interested and answered questions from Council. The other interested person, Ms. Paula Steiner who had spoken at the previous Committee of the Whole meeting, chose not to speak further on her interest. Alder Traxler suggested the new member be sworn in prior to the Committee of the Whole meeting so that they could begin right away. Council agreed to use the paper ballot system to appoint the new Alderperson. There was a paper ballot given to each Alderperson. City Clerk Meyer collected the ballots and read aloud each submitted ballot to determine the majority vote. Clerk Meyer announced Michael Clark received the majority vote with four votes out of five with one vote being for Paula Steiner. 11. Consider and take action on applications for Operator Licenses, term 07/01/18 – 06/30/20: Motion by Traxler, second by Theilen to grant operator license to: Diane Ballweg, Sarah Doherty, Heather Frank, Margaret Frank, Sarah Landphier, Jessica Lange, Chris W. Roelke, Erin Smith, Kathleen Stansberry. The motion carried by unanimous voice vote. 12. Consider and take action on claims in the amount of $714,645.89: Motion by Traxler, second by Hendrickson to approve claims. The motion carried by unanimous polled vote. 13. Report of City Officers: Mayor Thom welcomed Michael Clark to City Council and thanked Paula Steiner for her interest. He also recognized the Senior Center Advisory Board for being televised as the Cable Commission has been working to televise more of City Meetings. Additionally, he announced the August 7th National Night Out event was scheduled from 5-8 p.m. and thanked the Police and Fire Departments. City Administrator Vander Sanden reported a successful state health inspection for the pool and thanked the staff for their work on that. He added a note about the Columbia County Administration Building’s open house scheduled for August 19th at Noon in Portage. He also reported that 911 was down but was back up and running. Adjourn: Motion by Hendrickson, second by Theilen to adjourn at 7:06 pm. The motion carried by unanimous voice vote. Submitted by: Megan Meyer, City Clerk Amended by: Kim Manley, Finance Director  COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, SEPTEMBER 18, 2018 – 6:30 PM COLUMBUS CITY HALL MINUTES 1. Roll Call: Present: Clark, Hendrickson, Millar, Reid, Theilen, Traxler, City Administrator Vander Sanden, City Attorney Johnson, Acting City Clerk Goebel. Mayor Thom excused. 2. Pledge of Allegiance: Council President Traxler led the pledge of allegiance. 3. Notice of Open Meeting: noted 4. Approve Agenda: Motion by Clark, second by Millar to approve. Carried voice vote. 5. Correspondence & Communications: No comments. Consent Agenda: Motion by Reid, second by Hendrickson to approve. Carried voice vote. Following items were approved: August 31, 2018 Special Council Meeting Minutes, September 12, 2018 Special Council Meeting Committee of the Whole Minutes, September 4, 2018 Council Minutes, September 4, 2018 Committee of the Whole Minutes; Picnic License: Friends of the Library, Library Annex, October 4 & November 3, 2018, Picnic License: St. Jerome Parish, St. Jerome Gym, School Building, October 20, 2018, Street Closing Request: Oddfellows Tri County Lodge #40 5k & 1 mile walk – September 29, 2018 New Business 1. Consider and take action for the Wastewater Treatment Plant Effluent Sampling Facilities Project bid: Motion by Clark, second by Millar to approve. Carried voice vote. 2. Consider and take action on Resolution #14-18 Exemption from Columbia County Library Tax – 2019: Motion by Hendrickson, second by Reid to approve. Carried voice vote. 3. Consider and take action on Resolution #15-18 Exemption from Dodge County Library Tax – 2019: Motion by Clark, second by Hendrickson to approve. Carried voice vote. 4. Consider and take action on Resolution 17-18 amending the General Investment Policy for the City of Columbus and City of Columbus Sewer Utility Funds to Include Approved Collateral Types: Motion by Hendrickson, second by Clark to approve. Carried voice vote. 5. Consider and take action on request from Farmers & Merchants Union Bank to use a letter of credit for collateral for the City’s invested funds: Motion by Hendrickson, second by Millar to approve. Carried voice vote. 6. Consider and take action on the creation of new crosswalks on Dix Street: Dix Street & Chapin and Dix Street & Brevity. Motion by Clark, second by Reid to approve. Carried voice vote. 7. Consider and take action on applications for Operator Licenses, term 07/01/18 – 06/30/20: No licenses. 8. Consider and take action on claims in the amount of $649,592.82: Motion by Hendrickson, second by Clark to approve. Roll call vote unanimous. 9. Report of City Officers – City Administrator: 2018 Street Project paving was delayed due to rain. Tiling project at Kiwanis Park has begun. Wisconsin Historical Society & Wisconsin Economic Development Corp will hold an informational meeting Wednesday, September 25 at 6:00 pm in Council Chambers. There being no further business, motion by Hendrickson, second by Theilen to adjourn at 6:42 pm. Carried voice vote. Submitted by: Pat Goebel, Acting City Clerk  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, SEPTEMBER 18, 2018 – FOLLOWING REGULAR MEETING COLUMBUS CITY HALL MINUTES 1. Roll Call: Present: Clark, Hendrickson, Millar, Reid, Theilen, Traxler; City Administrator Vander Sanden, City Attorney Johnson, Acting City Clerk Goebel. Mayor Thom excued. 2. Notice of Open Meeting: noted 3. Approve Agenda: Motion by Hendrickson, second by Millar to approve. Carried voice vote. 4. Citizens Comments on agenda items: None present. 5. Department Reports: Noted as accepted: Treasurer’s Report, Senior Center Director’s Reports, Fire Department; Board/Committees/Commissions Reports: Cable Commission – 09/05/18, HLPC – 08/09/18, PFC – 08/13/18, Ad Hoc Committee of Financial Polices Minutes 7/25/2018, Senior Center – 7/12/18, 8/2/2018, Library Board – 7/17/2018 6. Update on E. James Street railing project: Nate Roberts presented a concept of the railings he is designing for E James Street. He asked council for suggestions for cut-outs. Concensus was redbud tree, cardinal, clocktower. He will present detailed design at October 2, 2018 Committee of the Whole meeting. 7. Review and consider Change Order from Hall Road Construction project: connection permit & sign in the amount of $1308.00. Forward to next regular meeting October 2, 2018. 8. Resolution for Public Power Week: Forward to next regular meeting October 2, 2018 9. Resolution for Fire Prevention Week: Forward to next regular meeting October 2, 2018 10. Consider implementing no parking on the north side of Avalon Road, first block to the east: Ride share participants parking along Avalon Road. Will contact Rideshare for different pick up location. Return to COW October 2, 2018. 11. DPW Traffic Signage Changes/Additions: Change Yield sign to Stop sign on Water Street facing School Street; wayfinding sign for Library. Motion by Hendrickson, second by Millar to approve. Carried. 12. Social Media/Website Policy: Further discussion on policy. Return to COW October 2, 2018. 13. Review of agreement with Associated Appraisal for assessment services: Auto-renewal for 2019, expected $1000 increase. Forward to next regular meeting October 2, 2018. 14. Municipal Court Update and initial review of Ordinance to establish a municipal court: draft ordinance was reviewed by Council. Revisions will return to COW October 2, 2018. 15. Convene to closed session pursuant to 19.85(1)(c) considering employment, promotion, compensation or performance evaluation data for any public employee over which the governmental body has jurisdiction or exercises responsibility (City Employee evaluation process). Motion by Theilen, second by Hendrickson to convene to closed session per to 19.85(1)(c) considering employment, promotion, compensation or performance evaluation data for any public employee over which the governmental body has jurisdiction or exercises responsibility (City Employee evaluation process). Roll call vote unanimous. Motion by Clark, second by Theilen to return to open session at 9:16 pm. Roll call vote unanimous. 16. Convene to closed session per ss19.85(1)(g) to confer with legal counsel for the governing body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. Motion by Theilen, second by Hendrickson to convene to closed session per ss19.85(1)(g) to confer with legal counsel for the governing body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved at 9:16 pm. Roll call vote unanimous. Motion by Hendrickson, second by Millar to reconvene to open session at 9:40 pm. Roll call vote unanimous. Motion by Theilen, second by Clark to adjourn at 9:40 pm. Carried voice vote. Submitted by Pat Goebel, Acting City Clerk  4001 Nakoosa Trail, Suite 200 • Madison, WI 53714-1380 • Tel. (608) 819-2600 September 13, 2018 Mr. Patrick Vander Sanden City Administrator City of Columbus 105 North Dickason Boulevard Columbus, WI 53925 RE: Work Change Order No. 1 Mr. Vander Sanden: The change order reverenced above addresses changes required by the Wisconsin Department of Transportation. These changes were covered in the Work Change Directive 1, which is referenced below. This change order also adjusts the Contract times to provide the Contractor a 12 working day extension. Please see below for reasoning and summary of changes. 1) Work Change Directive 1: The addition of one (1) street sign at the intersection of Hall Road and STH 16; changing approximately 300-feet of pavement marking from an 8-inch width to a 12-inch width. a. Price Increase: $1,308.00 2) There was a delay in obtaining the WisDoT State Highway connection permit, pushing the start date back two weeks later than originally anticipated. Additionally, higher-than-average precipitation in August prevented work in the ditch along STH 16. a. Increase: 20 Working Days for Substantial Completion. 13 Working Days for Final Completion. Very truly yours, RUEKERT & MIELKE, INC. Ben J. Schulte, E.I.T. Project Engineer BJS:rsf bschulte@ruekert-mielke.com Enclosures cc: File Change Order No. 1 ~Columbus City 8117-10050 Hall Road Extension > 300-Construction > Correspondence > Vander Sanden-20180913-Change Order 1 Cover Letter.docx.docx~  Change Order No. 1 Date of Issuance: Effective Date: Owner: City of Columbus Contract: Hall Road Extension and Intersection Improvements Contractor: Kopplin & Kinas Co., Inc. Engineer: Ruekert & Mielke, Inc. Address: W1266 Lawson Dr. Engineer's Project No.: 8117-10050 Green Lake, WI 54941 Effective Date of Contract: June 22, 2018 The Contract is modified as follows upon execution of this Change Order: Description: Change in contract price and contract times. Reason for Change Order: Contract price is increased due to work outlined in the attached Work Change Directive 1. Contract times are increased to reflect a delayed start. WisDoT state highway connection permitting and high levels of precipitation pushed back the original start date and delayed work. Attachments: Executed Work Change Directive 1, Request for Extension CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES Original Contract Price Original Contract Times: Substantial Completion: September 21, 2018 $ 518,919.07 Ready for Final Payment: October 12, 2018 days or dates Increase/Decrease from previously approved Change Increase from previously approved Change Orders No. Orders: to No. : Substantial Completion: N/A $ 0.00 Ready for Final Payment: N/A days Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial Completion: September 21, 2018 $ 518,919.07 Ready for Final Payment: October 12, 2018 days or dates Increase/Decrease of this Change Order: Increase of this Change Order: Substantial Completion: October 19, 2018 $ 1,308.00 Ready for Final Payment: October 31, 2018 days or dates Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial Completion: October 19, 2018 $ 520,227.07 Ready for Final Payment: October 31, 2018 days or dates RECOMMENDED: ACCEPTED: ACCEPTED: By: By: By: Engineer (Authorized Signature) Owner (Authorized Signature) Contractor (Authorized Signature) Date: Date: Date: 00 63 63-1 09/13/18 Ruekert & Mielke, Inc. ~ Columbus City 8117-10050 Hall Road Extension > 300-Construction > Changes > 00 63 63-1 Change Order No. 1.docx From: Kopplin & Kinas To: Schulte, Ben Subject: Hall Road Extension, Columbus, WI Date: Thursday, August 23, 2018 2:31:17 PM Ben, There has been an unforeseen delay in starting the Hall Road Extension project due to the weather and wet site conditions, along with the delay on receiving the DOT permit. Kopplin & Kinas Co., Inc. is requesting a contract extension. We will be onsite (weather permitting) 8/27/18 to resume work. We are requesting an extension of the substantial completion date to October 19th and final completion date to October 31st. Please let me know if this is acceptable and I will forward you a revised schedule reflecting this change. Thank you, Mike Myers Kopplin & Kinas Co., Inc. W1266 N Lawson Drive Green Lake, WI 54941 Phone 920-294-6451 Fax 920-294-6489  RESOLUTION NO. _ _16-18____ Resolution Recognizing Pubic Power Week October 7-13, 2018 and How Columbus Water & Light Makes Our Lives Powerful All Year WHEREAS, we, the citizens of Columbus, place a high value on local control over community services and therefore have chosen to operate a community-owned, locally controlled, not-for-profit electric utility and, as consumers and owners of our electric utility, have a direct say in utility operations and policies; and WHEREAS, Columbus Water & Light has provided our homes, businesses, farms, social service, and local government agencies with reliable, efficient, and cost-effective electricity for over 100 years, employing sound business practices designed to ensure the best possible service at not-for-profit rates; and WHEREAS, Columbus Water & Light is a valuable community asset that contributes substantially to the well-being of local citizens through energy efficiency, customer service, environmental protection, economic development, and safety awareness; and; WHEREAS, Columbus Water & Light is a dependable and trustworthy institution whose local operation provides many consumer protections and continues to make our community a better place in which to live and work, as well as contributes to protecting the global environment; NOW, THEREFORE BE IT RESOLVED: that Columbus Water & Light will continue to work to bring lower-cost, safe, reliable electricity to community homes and businesses just as it has since 1898, the year when the utility began to serve all the citizens of Columbus; and BE IT FURTHER RESOLVED: that the week of October 7-13, 2018, be designated Annual Public Power Week in order to honor Columbus Water & Light for its contributions to the community and to make its consumer-owners, policy makers, and employees more aware of Columbus Water & Light’s overall contributions to their well-being and how it makes their lives powerful: and BE IT FURTHER RESOLVED: that our community joins hands with more than 2,000 other public power systems in the United States in this celebration of public power recognition that Columbus Water & Light is good for consumers, business, the community, and the nation. Dated this 18 day of September, 2018. ___________________________________ Michael Thom, Mayor Attest: Patricia Goebel, Acting City Clerk  18-18 Resolution No. -------- Fire Prevention Week - October 7-13, 2018 WHEREAS, the City of Columbus is committed to ensuring the safety and security of all those living in and visiting Columbus; and WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are the locations where people are at greatest risk from fire; and WHEREAS, home fires killed 2,735 people in the United States in 2016, according to the National Fire Protection Association (NFPA), and fire departments in the United States responded to 352,000 home fires; and WHEREAS, the majority of U.S. fire deaths (4 out of 5) occur at home each year; and WHEREAS, the fire death rate per 1000 home fires reported to U.S. fire departments was 10 percent higher in 2016 than in 1980; and WHEREAS, Columbus' residents should identify places in their home where fires can start and eliminate those hazards; and WHEREAS, working smoke alarms cut the risk of dying in reported home fires in half; and WHEREAS, Columbus residents should install smoke alarms in every sleeping room, outside each separate sleeping area, and on every level of the home; and WHEREAS, Columbus residents should listen for the sound of the smoke alarm and when it sounds respond by going outside immediately to the designated meeting place; WHEREAS, Columbus residents who have planned and practiced a home fire escape plan are more prepared and will therefore be more likely to survive a fire; and WHEREAS, Columbus first responders are dedicated to reducing the occurrence of home fires and home fire injuries through prevention and protection education; and WHEREAS, Columbus residents are responsive to public education measures and are able to take action to increase their safety from fire, especially in their homes; and WHEREAS, the 2018 Fire Prevention Week theme, "Look. Listen. Learn. Be aware -fire can happen anywhere" effectively serves to remind us that we need to take personal steps to increase our safety from fire. THEREFORE, I Michael Thom, Mayor of Columbus, do hereby proclaim October 7-13, 2018, as Fire Prevention Week throughout this city, and I urge all the people of Columbus to be aware of their surroundings, look for available ways out in the event of a fire or other emergency, respond when the smoke alarm sounds by exiting the building immediately, and to support the many public safety activities and efforts of the Columbus Fire Department during Fire Prevention Week 2018. Dated this ___ day of October, 2018 Michael Thom, Mayor Attest: ___________ Pat Goebel, Acting City Clerk  2018 AGENDA ITEM Council Meeting date: _____October 2, 2018 ______ ITEM: _ Consider reschedule of November 6, 2018 meeting DETAILED DESCRIPTION OF SUBJECT MATTER: The City Council traditionally reschedules its first meeting in November when Election Day conflicts with it. November 6th is the General Election and given the responsibilities of the City Clerk’s office, staff would request that the November 6th Council meeting be rescheduled. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: Consider Reschedule of November 6th Council meeting.  2018 AGENDA ITEM COMMON COUNCIL MEETING Meeting date: October 2, 2018__ Recommended for Approval: New Operator Licenses for licensing period 7/1/18 – 6/30/20: • Amanda C Niles