City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, JANUARY 15, 2019 – 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. Council Regular Meeting Minutes – 01/03/19 2. Consider and take action on Columbus Country Club Change of Agent – Christopher G. Foraker New Business 3. Consider Mayoral Appointments to the Municipal Court Ad Hoc Committee: Ed Johnson, Regan Hendrickson and Andy Traxler 4. Review & Consider Bids and Recommendation for the WWTP Sludge Holding Tank Aeration Blower Replacement 5. Consider and take action on Change Order #2 for the Hall Road Project 6. Consider and take action on the Banner Art Contest for downtown light poles 7. Consider and take action on Resolution 26-18: A Resolution to Recognize the Creation of Fund #255; Columbus Municipal Court and to Approve Commitment and Assignment of Fund Balances for a Specific Fund Held by the City of Columbus. 8. Consider and take action on Resolution 27-18: A Resolution to Abandon Certain Sanitary Sewer Utilities within the City of Columbus 9. Consider and take action on an agreement with the Summit Court Condo Assn on Snowplowing Activities 10. Consider and take action on a job description for a Media Coordinator 11. Consider and take action on an employment separation agreement with Davis Clark 12. Consider and take action on an agreement with Russell Consulting for work associated with a 360 employment review for the City Administrator 13. Consider and take action on applications for Operator Licenses, term 07/01/18 – 06/30/20 14. Consider and take action on claims in the amount of $ 3,183,593.55 15. Report of City Officers – City Administrator, Mayor Adjourn  COLUMBUS COMMON COUNCIL – REGULAR MEETING THURSDAY, JANUARY 3, 2019 – 6:30 PM COLUMBUS CITY HALL MINUTES 1. Roll Call: Present: Mayor Thom, Alders Clark, Hendrickson, Reid (arrived at 6:45), Theilen, Traxler; City Administrator Vander Sanden, City Attorney Johnson, Interim City Clerk Goebel, 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, second by Traxler to approve. Carried voice vote. 5. Correspondence & Communications: None. Consent Agenda 1. Council Minutes – 12/20/2018 (rescheduled from 12/18/2018): Motion by Traxler, second by Hendrickson to approve. Carried voice vote. New Business 1. Consider and take action on applications for Operator Licenses, term 07/01/18 – 06/30/20: None. 2. Consider and take action on claims in the amount of $748,999.22: Motion by Traxler, second by Hendrickson to approve claims. Roll call vote unanimous. 3. Report of City Officers – City Administrator: Christmas tree pick up runs from January 7 – January 31. Please trees on tree border. Wreaths will be picked up by Columbia County only if they are in a plastic bag. Otherwise can be dropped off at DPW. Council Listening session January 22, 2019 at 6:00 pm at Library Annex. Mayor: Happy New Year to all. January 7, 2019 Roadmap 2050 will meet at Senior Center at 12:15. Appointments for Boards, Committees, Commission has some openings, please contact the Mayor. Municipal Court ad hoc committee needs members, please contact the Mayor – appointments will be made at January 18 Council meeting. The following people have filed nomination papers for City offices: Michael Thom – Mayor, Trina Reid – District 2 Alderperson, Ed Johnson – District 3 Alderperson, Michael Clark – Non Candidacy District 3, Ed Schellin – Municipal Judge. Since incumbent Regan Hendrickson did not submit papers for candidacy or non-candidacy, a 72 hour extension will be in place until the close of business January 7, 2019 for anyone, with the exception of the incumbent, to file papers to run for District 1 Alderperson. The candidate can circulate papers until Saturday, January 5, 2019 and all paperwork is due in the clerk's office by 4:30 pm January 7, 2019. Adjourn: Motion by Traxler, second by Hendrickson to adjourn at 6:37 pm. Carried voice vote. Submitted by: Pat Goebel, Interim Clerk  2019 AGENDA ITEM Council Meeting date: ____January 15, 2019 ______ ITEM: _ Municipal Court Committee Ad Hoc Appointments DETAILED DESCRIPTION OF SUBJECT MATTER: Mayor Thom is asking the Council to consider his appointments to the Columbus Municipal Court Ad Committee: Alderperson Andy Traxler, Alderperson Regan Hendrickson and Citizen Appointee Ed Johnson. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: Consider Mayoral Appointments  4001 Nakoosa Trail, Suite 200 • Madison, WI 53714-1380 • Tel. (608) 819-2600 December 21, 2018 Mr. Patrick Vander Sanden City Administrator City of Columbus 105 North Dickason Boulevard Columbus, WI 53925 RE: Change Order 2- Hall Road Extension and Intersection Improvements Mr. Vander Sanden: The change order referenced above provides a final contract price adjustment to account for the final quantities of installed work. The attached Closeout Change Order No. 2 worksheet provides a a detailed breakdown of final installed quantities, and their effect on the final contract price. This change order also incorporates the price increase from the previously executed Work Change Directive 2, which was regarding the pavement marking removal. As shown in the analysis of closeout change order worksheet, most of the original contract items are near their original estimated quantities. The increase is primarily a result of the increased restorations costs, specifically the “Erosion Mat-Class I Type A”, and “Topsoil, Seed, and Fertilizer” contract items. More land was disturbed than estimated due to the contractor’s use of on-site material for the “Import Fill” contract item. Although this increased the total restoration cost, the contractor was still able to provide the fill material at a significantly reduced rate compared to the next lowest bidder. Even with this closeout change order, the contractor was able to complete the project at a cost below the next lowest bid, in large part due to the low contract unit price of import fill. ~Columbus City 8117-10050 Hall Road Extension > 300-Construction > Correspondence > Vander Sanden-20181221-Change Order 2 Cover Letter.docx~ Mr. Patrick Vander Sanden Change Order 2- Hall Road Extension and Intersection Improvements December 21, 2018 Page 2 For the reasons mentioned above, we recommend the approval of the closeout change order. The closeout change order shall adjust the final contract price as outlined below: Current Contract Price.......................................................... $520,227.07 Final Value of Installed Work…………………………….. $545,787.54 Increase of This Change Order……………………………. $25,560.47 Very truly yours, RUEKERT & MIELKE, INC. Benjamin J. Schulte, E.I.T. Project Engineer bschulte@ruekert-mielke.com BJS:rsf Enclosures cc: File Closeout Change Order No. 2 Work Change Directive 2  ANALYSIS OF CLOSEOUT CHANGE ORDER OWNER: City of Columbus, Columbia County 4001 Nakoosa Trail, Suite 200 PROJECT: Hall Road Extension and Utility Improvements Madison, WI 53714 DATE PREPARED: 12/21/2018 Original Bid Closeout Change Order Item No. Description UNIT Approx.Quantity Unit Price Total Price New Unit Price Change Quantity New Quantity Total Price Change Total Price Hall Road Extension and Utility Improvements 1 Construct Roadway to Subgrade Hall Road L.S. 1 $51,838.00 $51,838.00 0.00 1.00 $0.00 $51,838.00 2 Construct Roadway to Subgrade STH 16 L.S. 1 $57,638.00 $57,638.00 0.00 1.00 $0.00 $57,638.00 3 Imported Fill TON 3300 $4.20 $13,860.00 -550.00 2,750.00 ($2,310.00) $11,550.00 4 Crushed Aggregate Base Course TON 5738 $12.29 $70,520.02 893.37 6,631.37 $10,979.52 $81,499.54 5 Select Crushed Material TON 1910 $11.89 $22,709.90 195.40 2,105.40 $2,323.31 $25,033.21 6 Excavation Below Subgrade (EBS) C.Y. 853 $27.20 $23,201.60 -417.88 435.12 ($11,366.34) $11,835.26 7 Geogrid Subgrade Reinforcement S.Y. 2528 $2.14 $5,409.92 -1182.98 1,345.02 ($2,531.58) $2,878.34 8 30-Inch Concrete Curb and Gutter L.F. 110 $39.00 $4,290.00 -5.00 105.00 ($195.00) $4,095.00 9 36-Inch Concrete Curb and Gutter L.F. 190 $39.00 $7,410.00 -12.00 178.00 ($468.00) $6,942.00 10 Full Depth Saw Cutting L.F. 2010 $2.40 $4,824.00 0.00 2,010.00 $0.00 $4,824.00 11 2.25-Inch Asphaltic Concrete Binder Course TON 561 $70.00 $39,270.00 26.69 587.69 $1,868.30 $41,138.30 12 3.50-Inch Asphaltic Concrete Binder Course TON 468 $72.50 $33,930.00 21.23 489.23 $1,539.18 $35,469.18 13 1.75-Inch Asphaltic Concrete Surface Course TON 437 $69.00 $30,153.00 -17.00 420.00 ($1,173.00) $28,980.00 14 2.50-Inch Asphaltic Concrete Surface Course TON 335 $69.40 $23,249.00 13.29 348.29 $922.33 $24,171.33 15 3/4-Inch Dense Crushed Aggregate Shoulders TON 385 $19.70 $7,584.50 287.04 672.04 $5,654.69 $13,239.19 16 Traffic Control-Work Zone L.S. 1 $6,650.00 $6,650.00 0.00 1.00 $0.00 $6,650.00 17 Silt Fence L.F. 407 $7.35 $2,991.45 -102.00 305.00 ($749.70) $2,241.75 18 Erosion Mat-Class I Type A S.Y. 1270 $1.60 $2,032.00 -1270.00 0.00 ($2,032.00) $0.00 19 Erosion Mat-Class I Type B S.Y. 9488 $1.90 $18,027.20 4298.88 13,786.88 $8,167.87 $26,195.07 20 Manufactured Ditch Check EA 13 $225.00 $2,925.00 1.00 14.00 $225.00 $3,150.00 21 Erosion Roll EA 2 $275.00 $550.00 -2.00 0.00 ($550.00) $0.00 22 Tracking Pad E.A. 2 $1,160.00 $2,320.00 -2.00 0.00 ($2,320.00) $0.00 23 12-Inch RCP CL IV Culvert Pipe w/ Granular Backfill L.F. 32 $58.20 $1,862.40 4.00 36.00 $232.80 $2,095.20 24 15-Inch RCP CL IV Culvert Pipe w/ Granular Backfill L.F. 80 $59.90 $4,792.00 8.00 88.00 $479.20 $5,271.20 25 18-Inch CMP Culvert Pipe w/ Spoil Backfill L.F. 60 $47.20 $2,832.00 0.00 60.00 $0.00 $2,832.00 26 72-Inch CMP Culvert Pipe w/ Granular Backfill L.F. 38 $237.00 $9,006.00 0.00 38.00 $0.00 $9,006.00 27 12-Inch RCP Apron Endwalls EA 2 $1,128.00 $2,256.00 0.00 2.00 $0.00 $2,256.00 28 15-Inch RCP Apron Endwalls EA 4 $1,190.00 $4,760.00 0.00 4.00 $0.00 $4,760.00 29 18-Inch CMP Apron Endwalls EA 2 $274.00 $548.00 0.00 2.00 $0.00 $548.00 30 72-Inch CMP Apron Endwalls EA 1 $3,480.00 $3,480.00 0.00 1.00 $0.00 $3,480.00 31 4-Inch Yellow Epoxy Lane Pavement Marking L.F. 7958 $0.32 $2,546.56 808.00 8,766.00 $258.56 $2,805.12 32 4-Inch White Epoxy Lane Pavement Marking L.F. 3584 $0.32 $1,146.88 -1739.00 1,845.00 ($556.48) $590.40 33 4-Inch White Epoxy 12.5' Dashed Lane Pavement Marking L.F. 80 $0.32 $25.60 -80.00 0.00 ($25.60) $0.00 34 Epoxy Pavement Markings-Words, Arrows, and Symbols L.S. 1 $2,600.00 $2,600.00 0.00 1.00 $0.00 $2,600.00 35 8-Inch Yellow Epxoy Diagonal Crosshatch Pavement Marking L.F. 320 $6.50 $2,080.00 -320.00 0.00 ($2,080.00) $0.00 36 Topsoil, Seed, and Fertilizer S.Y. 10758 $4.38 $47,120.04 3028.88 13,786.88 $13,266.49 $60,386.53 37 Street Signage w/ Post EA 4 $620.00 $2,480.00 1.00 5.00 $620.00 $3,100.00 SUBTOTAL OF ORIGINAL CONTRACT ITEMS $ 518,919.07 $20,179.56 $539,098.62 ADDITIONAL ITEMS CO-1 12-Inch Yellow Epxoy Diagonal Crosshatch Pavement Marking L.F. $ 8.65 482.00 482.00 $4,169.30 $4,169.30 WCD-2 Marking Removal L.F. $ 1.06 2,377.00 2,377.00 $2,519.62 $2,519.62 SUBTOTAL OF ADDITIONAL ITEMS $6,688.92 GRAND TOTAL $545,787.54 ORIGINAL CONTRACT AMOUNT $518,919.07 EXECUTED CHANGE ORDER(S) $1,308.00 CONTRACT PRICE PRIOR TO THIS CLOSE-OUT CHANGE ORDER $520,227.07 AMOUNT EARNED ON ORIGINAL CONTRACT ITEMS $539,098.62 AMOUNT EARNED ON OTHER ITEMS $6,688.92 TOTAL AMOUNT EARNED $545,787.54 TOTAL AMOUNT EARNED $545,787.54 LESS CONTRACT PRICE PRIOR TO THIS CLOSE-OUT CHANGE ORDER ($520,227.07) CLOSE OUT CHANGE ORDER AMOUNT $25,560.47  ANALYSIS OF CLOSE-OUT CHANGE ORDER OWNER: City of Columbus, Columbia County 4001 Nakoosa Trail, Suite 200 PROJECT: Hall Road Extension and Utility Improvements Madison, WI 53714 DATE PREPARED: 12/20/2018 Original Bid Closeout Change Order Item No. Description UNIT Approx.Quantity Unit Price Total Price New Unit Price Change Quantity New Quantity Total Price Change Total Price Hall Road Extension and Utility Improvements 1 Construct Roadway to Subgrade Hall Road L.S. 1 $51,838.00 $51,838.00 0.00 1.00 $0.00 $51,838.00 2 Construct Roadway to Subgrade STH 16 L.S. 1 $57,638.00 $57,638.00 0.00 1.00 $0.00 $57,638.00 3 Imported Fill TON 3300 $4.20 $13,860.00 -550.00 2,750.00 ($2,310.00) $11,550.00 4 Crushed Aggregate Base Course TON 5738 $12.29 $70,520.02 893.37 6,631.37 $10,979.52 $81,499.54 5 Select Crushed Material TON 1910 $11.89 $22,709.90 195.40 2,105.40 $2,323.31 $25,033.21 6 Excavation Below Subgrade (EBS) C.Y. 853 $27.20 $23,201.60 -417.88 435.12 ($11,366.34) $11,835.26 7 Geogrid Subgrade Reinforcement S.Y. 2528 $2.14 $5,409.92 -1182.98 1,345.02 ($2,531.58) $2,878.34 8 30-Inch Concrete Curb and Gutter L.F. 110 $39.00 $4,290.00 -11.00 99.00 ($429.00) $3,861.00 9 36-Inch Concrete Curb and Gutter L.F. 190 $39.00 $7,410.00 0.00 190.00 $0.00 $7,410.00 10 Full Depth Saw Cutting L.F. 2010 $2.40 $4,824.00 0.00 2,010.00 $0.00 $4,824.00 11 2.25-Inch Asphaltic Concrete Binder Course TON 561 $70.00 $39,270.00 26.69 587.69 $1,868.30 $41,138.30 12 3.50-Inch Asphaltic Concrete Binder Course TON 468 $72.50 $33,930.00 21.23 489.23 $1,539.18 $35,469.18 13 1.75-Inch Asphaltic Concrete Surface Course TON 437 $69.00 $30,153.00 -17.00 420.00 ($1,173.00) $28,980.00 14 2.50-Inch Asphaltic Concrete Surface Course TON 335 $69.40 $23,249.00 13.29 348.29 $922.33 $24,171.33 15 3/4-Inch Dense Crushed Aggregate Shoulders TON 385 $19.70 $7,584.50 287.04 672.04 $5,654.69 $13,239.19 16 Traffic Control-Work Zone L.S. 1 $6,650.00 $6,650.00 0.00 1.00 $0.00 $6,650.00 17 Silt Fence L.F. 407 $7.35 $2,991.45 -102.00 305.00 ($749.70) $2,241.75 18 Erosion Mat-Class I Type A S.Y. 1270 $1.60 $2,032.00 -1270.00 0.00 ($2,032.00) $0.00 19 Erosion Mat-Class I Type B S.Y. 9488 $1.90 $18,027.20 4298.88 13,786.88 $8,167.87 $26,195.07 20 Manufactured Ditch Check EA 13 $225.00 $2,925.00 1.00 14.00 $225.00 $3,150.00 21 Erosion Roll EA 2 $275.00 $550.00 -2.00 0.00 ($550.00) $0.00 22 Tracking Pad E.A. 2 $1,160.00 $2,320.00 -2.00 0.00 ($2,320.00) $0.00 23 12-Inch RCP CL IV Culvert Pipe w/ Granular Backfill L.F. 32 $58.20 $1,862.40 4.00 36.00 $232.80 $2,095.20 24 15-Inch RCP CL IV Culvert Pipe w/ Granular Backfill L.F. 80 $59.90 $4,792.00 8.00 88.00 $479.20 $5,271.20 25 18-Inch CMP Culvert Pipe w/ Spoil Backfill L.F. 60 $47.20 $2,832.00 0.00 60.00 $0.00 $2,832.00 26 72-Inch CMP Culvert Pipe w/ Granular Backfill L.F. 38 $237.00 $9,006.00 0.00 38.00 $0.00 $9,006.00 27 12-Inch RCP Apron Endwalls EA 2 $1,128.00 $2,256.00 0.00 2.00 $0.00 $2,256.00 28 15-Inch RCP Apron Endwalls EA 4 $1,190.00 $4,760.00 0.00 4.00 $0.00 $4,760.00 29 18-Inch CMP Apron Endwalls EA 2 $274.00 $548.00 0.00 2.00 $0.00 $548.00 30 72-Inch CMP Apron Endwalls EA 1 $3,480.00 $3,480.00 0.00 1.00 $0.00 $3,480.00 31 4-Inch Yellow Epoxy Lane Pavement Marking L.F. 7958 $0.32 $2,546.56 808.00 8,766.00 $258.56 $2,805.12 32 4-Inch White Epoxy Lane Pavement Marking L.F. 3584 $0.32 $1,146.88 -1734.00 1,850.00 ($554.88) $592.00 33 4-Inch White Epoxy 12.5' Dashed Lane Pavement Marking L.F. 80 $0.32 $25.60 -80.00 0.00 ($25.60) $0.00 34 Epoxy Pavement Markings-Words, Arrows, and Symbols L.S. 1 $2,600.00 $2,600.00 0.00 1.00 $0.00 $2,600.00 35 8-Inch Yellow Epxoy Diagonal Crosshatch Pavement Marking L.F. 320 $6.50 $2,080.00 -320.00 0.00 ($2,080.00) $0.00 36 Topsoil, Seed, and Fertilizer S.Y. 10758 $4.38 $47,120.04 3028.88 13,786.88 $13,266.49 $60,386.53 37 Street Signage w/ Post EA 4 $620.00 $2,480.00 1.00 5.00 $620.00 $3,100.00 SUBTOTAL OF ORIGINAL CONTRACT ITEMS $ 518,919.07 $20,415.16 $539,334.22 ADDITIONAL ITEMS 12-Inch Yellow Epxoy Diagonal Crosshatch Pavement Marking L.F. $ 8.65 482.00 482.00 $4,169.30 $4,169.30 Marking Removal L.F. $ 1.06 2,377.00 2,377.00 $2,519.62 $2,519.62 SUBTOTAL OF ADDITIONAL ITEMS $6,688.92 GRAND TOTAL $546,023.14 ORIGINAL CONTRACT AMOUNT $518,919.07 EXECUTED CHANGE ORDER(S) $1,308.00 CONTRACT PRICE PRIOR TO THIS CLOSE-OUT CHANGE ORDER $520,227.07 AMOUNT EARNED ON ORIGINAL CONTRACT ITEMS $539,334.22 AMOUNT EARNED ON OTHER ITEMS $6,688.92 TOTAL AMOUNT EARNED $546,023.14 TOTAL AMOUNT EARNED $546,023.14 LESS CONTRACT PRICE PRIOR TO THIS CLOSE-OUT CHANGE ORDER ($520,227.07) CLOSE OUT CHANGE ORDER AMOUNT $25,796.07  AGENDA ITEM Committee of the Whole Meeting date: Jan 3__ Council Meeting date: ______Jan 15___________ ITEM: _ # 6 – Consider and take action on the Banner Art Contest for downtown light poles DETAILED DESCRIPTION OF SUBJECT MATTER: The Downtown Beautification Task Force has met most recently on December 13, 2018. The HLPC has received a $10,000 donation from Bob and Janet Groh specifically for banners in the downtown area. Due the generous donation the priority of the task group is to purchase banners to hang from the city light poles. The plan is to hang the banners on 35 light poles in the downtown area. Columbus Water and Light has provided the specs for the light poles to assist in the research for types of brackets needed for the banners. To date we have contacted 3 different companies in Wisconsin to receive a preliminary quote for banners and brackets. The task force has decided they would like to run a contest to generate artwork that would go on the banners. Included in your packet are the rules for the contest. The task force is requesting to use the city website to take online submissions for the contest. The contest would run through March 1st. The February 4th meeting will have an update from the most recent Task Force meeting. This packet includes the current banner contest information and the preferred banner layout. ACTION REQUESTED OF COUNCIL: Consider and take action on the Banner Art Contest for downtown light poles  Columbus Street Banner Design Contest The Columbus Downtown Beautification Task Force will be partnering with the City of Columbus to create and install street pole banners in the downtown featuring artwork produced by Columbus students, residents, and business owners. Guidelines for Submittals: The banner theme will be “What does Columbus mean to you?”. Artists are encouraged to create works of art that reflect this theme. Works can be created in any medium (i.e. paint, chalk, stained glass, ceramics, fiber art, print making, photography, etc.), but will need to be sufficiently large enough to be enlarged for printing on the 60” banners. Artists should keep the following in mind: • Any artwork submitted must be original. • Designs should be suitable bold as to be visable from a distance. • Avoid including too much or any text. • Text included should be visible from a distance. • Designs should be in good taste and appropriate for all ages. • All image submission are recommended to be high resolution (300dpi or minimum 2.5MB) to allow the judges an accurate assessment of your work. Some modifications to your design may need to be made to assure it displays well on the banners. • To avoid cropping or modifications consider a vertical/portrait layout to better fit the vertical banners. Please complete the below submission form. A copy will be emailed to members of the Beautification Task Force for consideration. The deadline for submission is March 1, 2019. Selection Process: Submittals will be evaluated by a committee included City Representatives, the Columbus Downtown Beautification Task Force and members of the Columbus HLPC. Some of the criteria the Task Force will use in considering artwork are as follows: • Banners should relate to the “What does Columbus mean to you?” theme • Banner originality and creativity • Neatness and artistic presentation • Suitability for banner display and viewing.  1st Annual Columbus Downtown Street Banner Art Contest Seeking Local Artwork Open to all Your artwork could be featured in the Columbus residents, business owners, downtown on one of the light pole and K-12 Columbus banners. school children. All you have to do is submit an original piece of artwork with the theme ''What does Columbus mean to you?'' Artworks may be done in a variety of mediums: paint, photography, collage, printmaking, fiber arts, etc. Prizes will be given out to the For more details and for the online artists of the submission form, please visit selected artwork. www.CityOfColumbusWi.com. Deadline for En tries: March 1, 2019 Preferred Banner Layout  AGENDA ITEM #____________ CITY OF COLUMBUS FOR MEETING OF: Committee of the Whole REQUEST FROM/DEPARTMENT: Finance Director AGENDA ITEM: TO ADOPT RESOLUTION #26-18; A RESOLUTION TO RECOGNIZE THE CREATION OF FUND #255; COLUMBUS MUNICIPAL COURT AND APPROVE COMMITMENT AND ASSIGNMENT OF FUND BALANCES FOR A SPECIFIC FUND HELD BY THE CITY OF COLUMBUS. *************************************************** OVERVIEW OF THE REQUEST: In June of 2010, the Governmental Accounting Standards Board created GASB #54. GASB #54 established a method to report the set up and creation of individual funds, their activity (revenues & expenditures) and most importantly each separate fund’s related fund balance – whether it is undesignated, designated, and unspendable, etc. GASB #54 noted that reporting the creation of a fund and its fund balance separately more accurately reflects the overall financial information of a governmental body as well as provides more consistency in its reporting (audits). BACKGROUND OF REQUEST: Since the inception of GASB #54, the City Council has adopted a resolution for all its existing funds and then as new funds are added. DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: n/a BUDGET AND/OR FINANCING INFORMATION: No budget impact in approval of this resolution. No money will be expended as a result of approval.  2019 AGENDA ITEM Committee of the Whole Meeting date: __ January 3, 2019 ______ Council Meeting date: _____January 15, 2019 ______ ITEM: _ Resolution 27-18: A Resolution to Abandon Certain Sewer Utilities within the City of Columbus DETAILED DESCRIPTION OF SUBJECT MATTER: This resolution is a housekeeping measure that addressed an issue the goes back many years. There is an existing sewer main line that runs underneath the plant at American Packaging Corp (APC) that was functional up until the James St project last year. The new sewer design now diverts material through the system in other ways as to avoid that line. This resolution states the City abandons this line so it is no longer a part of the City system. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Draft Resolution ACTION REQUESTED OF COUNCIL: Consider Resolution 27-18  2018 AGENDA ITEM Committee of the Whole Meeting date: __ December 18, 2018 ______ Council Meeting date: _____TBD ______ ITEM: _ Agreement with Summit Ct for Snow Plowing Services DETAILED DESCRIPTION OF SUBJECT MATTER: For the past several winters, the City has worked with the Summit Court Condo Association on assisting each other with snow plowing efforts. The basics of the agreement include snow plowing by the Condo Association for the whole cul de sac. The Public Works Department has opted to go in this direction due to the difficulty in plowing snow along this long and narrow street. In the agreement, the contractor (for 2018-19, John Schwartz) is the recommended contractor) will provide snow and ice removal services for the entirety of Summit Court, to which they will move material to the end of Summit Court where it meets Avalon Road. The City will manage the material at that point. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Proposed Agreement ACTION REQUESTED OF COUNCIL: Review Agreement  AGREEMENT TO PROVIDE SNOW PLOWING SERVICE This agreement is made between the City of Columbus, a municipal corporation, herein called “City” and John Scwartz herein called “Contractor”. RECITALS 1. The City desires to contract for snow plowing services on Summit Court for the City of Columbus. 2. Contractor desires to provide said services on the terms and conditions set forth herein. AGREEMENT 1. TERM: The term of this agreement begins on January 15, 2019 and terminates on March 31, 2019, unless sooner as set forth below. 2. SERVICES: Contractor shall provide all services as specified, including the following: a. Contractor will coordinate his/her work with the Department of Public Works. b. Contactor services will be required primarily between January 4, 2019 and March 31, 2019. c. Contractor must have at his/her disposal the following equipment to perform the work. (a) pickup truck with snow plow attachment. d. Response time of 1 hour after notification by the City to proceed. 3. INDEPENDENT CONTRACTOR STATUS: Contractor acknowledges that he/she is not an agent or employee of the City and is responsible for all costs and taxes related to the provision of services under this agreement, including without limitation, furnish all required labor, tools and equipment to perform said services. 4. COMPENSATION: Contactor and the City agree there is no compensation to either party for the services provided herein. 5. PROOF OF INSURANCE: Contractor shall provide to City a certificate of insurance of all required insurance coverage and naming the City of Columbus as an additional insured for services performed.  6. HOLD HARMLESS AND INDEMNIFICATION: Contractor shall hold harmless and indemnify City against all claims for personal injury or property damage that is caused by negligence of Contractor, its agents or employees. 7. ASSIGNMENT: Contractor shall not assign its rights and obligations under this agreement without prior receipt of written consent of City. CITY OF COLUMBUS ___________________________ ________________ Date CONTRACTOR ____________________________ ________________ Date  POSITION DESCRIPTION Title: Media Coordinator Department: Administration Date: 1/15/2019 FLSA: Non - Exempt GENERAL PURPOSE The Media Coordinator is a full-time position with the City of Columbus. This position supports the City’s efforts to communicate and promote its activities by leading the effort to convey messages via the City website, social media platforms and the City’s public access television channel. SUPERVISION RECEIVED Works under the supervision of the City Administrator. SUPERVISION EXERCISED None. ESSENTIAL DUTIES AND RESPONSIBILITIES The Media Coordinator may be called upon to perform any or all of the following:  Responsible for the filming and broadcasting of all applicable City government meetings to public access and approved web formats. (25%)  Film, produce and broadcast programming of educational benefit & promotion of the community (20%)  Develop and assist others in appropriate social media communications for the City (20%)  Help shape & grow the City’s brand identity, across key channels  General administrative and clerical duties  Staff the Columbus Cable Commission, and assist the Director of Planning & Development in staffing the Tourism Commission (15%)  Assess current social media platforms and make recommendations of additional social media platforms that would be beneficial to the City. (10%)  Maintain and keep records of inventory related to Cable television production, provide reviews of equipment needs and work with the Cable Commission on addressing those needs. (10%) Page | 1 PERIPHERAL DUTIES  Operates office machines as required.  Attends meetings, seminars and workshops related to duties and responsibilities.  Operates a motor vehicle to attend meetings, seminars and workshops.  Any other duties as assigned. DESIRED MINIMUM QUALIFICATIONS Minimum Education and Experience: (A) Associate’s degree in a field related to marketing, information technology or communications, or related field or, (B) Demonstrated professional work experience in film. Experience in social media, web development, marketing or promotions is a plus. Necessary Knowledge, Skills and Abilities: (A) Working knowledge of web site design and development, communications, audio/visual communications. (B) Ability to communicate effectively; orally and in writing. (C) An understanding of work in a public sector environment. SPECIAL REQUIREMENTS Valid state driver's license or ability to obtain one. TOOLS AND EQUIPMENT USED Computer and relevant software used by the City to facilitate duties; equipment generally associated with filming and broadcast production; other general office equipment PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Page | 2 The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. I acknowledge that I have read the job description for my employment position with the City of Columbus and I certify that I can perform these functions. ____________________________________________ ___________________________________________ Employee Name – Please print Employee Signature ____________________________________________Date Page | 3 360 Leadership Assessment for the City of Columbus City Administrator Desired Outcomes The City of Columbus has contracted with Russell Consulting, Inc. to conduct a 360° leadership assessment of the City Administrator. The desired outcomes of this assessment include: 1. Provide 360° behavioral feedback to the City Administrator on his effectiveness at fulfilling his core responsibilities to the Mayor’s office, the Council, to City staff, and other key stakeholders. 2. Provide coaching to the City Administrator based upon the feedback to guide his developing a plan to enhance his effectiveness. 3. Provide feedback to the Mayor and Council on the City Administrator’s effectiveness and suggest strategies for supporting the City Administrator in maintaining/strengthening his working relationship with key stakeholders. 4. Establish a benchmark rating of the City Administrator’s effectiveness that can be used in the future to chart his leadership progress. Recommended Steps and Estimated Costs to Achieve Outcomes RCI recommends the following steps and offers the associated estimated costs to support this 360° leadership assessment and achieve the desired outcomes: 1. Develop the 360 Leadership Assessment Instrument – RCI will work with the Mayor and City Council to develop a 360° assessment tool that captures the array of competencies and behaviors required for success in the City Administrator position and which reflects issues and areas for improvement from previous assessments as appropriate. RCI estimates a total of 3 hours of meetings with the Mayor/Council (or a subcommittee of the Council) to finalize the assessment instrument. Cost: 3 hours @ $125/hour ........................................... $375.00 2. Building and Deploying the 360° Leadership Assessment Survey – RCI will build and deploy the 360° leadership assessment survey. RCI estimates a total of 3 hours for building the survey site, deploying the assessment, managing e-mail communications with raters. Cost: 3 hours @ $125/hour ................................................................................................. $375.00 3. 360° Assessment and Reporting – RCI’s fixed licensing costs for the 360° assessment tool and for generating the 360° report at $200 per leader being assessed .......................................................................................... $200.00 360 Leadership Assessment for the City of Columbus City Administrator 1  4. Feedback and Coaching Session – RCI will provide a 90-minute feedback and coaching session to the City Administrator where leadership strengths and areas for improvement are highlighted and a preliminary development plan is initiated. RCI will also provide a 90-minute feedback session the Mayor and Council (or a subcommittee of the Council) that informs the Mayor and Council about the City Administrator’s strengths and areas for improvement and suggests actions that the Mayor and Council can take to support the City Administrator’s leadership development. Cost: 3 hours @ $125/hour ................................................................................................. $375.00 Total Estimated Costs ................................................................................................ $1,325.00* *These estimated costs do not include costs for duplicating copies of the 360° assessment report or any costs associated with travel between Madison and Columbus that may be requested by the Mayor and Council. These travel-related costs may include $50/hour for drive time and mileage costs. RCI does not anticipate any costs for meals/accommodation. Jeffrey and Linda Russell, co-directors 1134 Winston Drive Madison, WI 53711-3161 tel 608.274.4482 website: www.RussellConsultingInc.com e-mail: RCI@RussellConsultingInc.com 360 Leadership Assessment for the City of Columbus City Administrator 2