City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, JANUARY 7, 2020 – 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 & Committee of the Whole Minutes – 12/17/19 2. Applications for Operator Licenses, term 07/01/19 – 06/30/21 New Business 1. Consider & take action on IT Maintenance Agreement with Ontech 2. Consider & take action on Fortify Endpoint Security with Ontech 3. Consider moving Council meeting due to Spring Primary Election February 18, 2020 4. Consider & take action on Street Light Committee recommendation for additional street lights to the Hibbard Street reconstruction project 5. Consider & take action on City's Organizational Chart 6. Consider & take action on claims in the amount of $ 239,967.18 7. Report of City Officers – Interim City Administrator, Mayor Adjourn  COLUMBUS COMMON COUNCIL – REGULAR MEETING - MINUTES TUESDAY, DECEMBER 17, 2019 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: Present: Mayor Thom, Alders Gray, Johnson, Reid, Ryan, Traxler; City Administrator Berner, City Attorney Johnson, City Clerk Goebel, interested citizens and the media. Excused Theilen. 2. Pledge of Allegiance: Mayor Thom led the Pledge of Allegiance. 3. Notice of Open Meeting: Noted as posted. 4. Approve Agenda: Motion by Traxler, second by Reid to approve agenda. Carried voice vote. 5. Correspondence & Communications: Mark Krause, 735 Hibbard St spoke against sidewalks for the Hibbard Street reconstruction. Ryan Rodenkirch, 745 Hibbard St spoke against sidewalks for the Hibbard Street reconstruction. Doug Caldwell, 605 Hibbard St spoke against sidewalks for the Hibbard Street reconstruction. John Falk, 219 Hibbard St spoke against sidewalks for the Hibbard Street reconstruction. Betty Meeusan, 110 Greenview Dr, shared concerns with her tax bill, and leaf pick up. Consent Agenda Motion by Ryan, second by Traxler to approve consent agenda. Carried voice vote. Council & Committee of the Whole Minutes – 12/2/19, Applications for Operator Licenses, term 07/01/19 – 06/30/21 New Business 1. Consider & take action on acceptance of donation to Fire Dept: Motion by Traxler, second by Johnson to approve the donation of $4000 from Doris Dingee to the Fire Dept. Don Robbins, son of Dingee, thanked the Fire Dept for all they do. 2. Consider & take action on donation from Columbus Historic Landmarks and Preservation Commission (CHLPC) for Pavilion Exterior Painting Project: Motion by Traxler, second by Ryan to approve the donation to the CHLPC from the Merle Guenther Foundation in the amount of $49,750 to paint the exterior of the pavilion. Carried voice vote. Painting to be done by Roberts Brothers Painting. 3. Consider & take action on donation from Columbus Historic Landmarks and Preservation Commission (CHLPC) for Pavilion Window Restoration Project: Motion by Ryan, second by Gray to approve the donation to the CHLPC from the Merle Guenther Foundation in the amount of $53,580.00 for window restoration at the pavilion. Carried voice vote. Window restoration to be done by Community Build & Restoration. 4. Consider & take action to approve Memorandum of Understanding (MOU) with Kestrel Ridge to connect to City's storm sewer: Motion by Johnson, second by Traxler to approve the MOU with Kestrel Ridge to connect to City's storm sewer. Carried voice vote. 5. Consider & take possible action of Resolution #27-19 "Resolution Accepting Certain Improvements From Drexel Building Supply, Inc.": Motion by Traxler, second by Ryan to approve Resolution #27-19. Carried voice vote. 6. Consider & take action on request from Drexel for extension of certain terms of development agreement: Motion by Traxler, second by Ryan to approve the landscaping be completed by July 1, 2020. Carried voice vote. Motion by Traxler, second by Gray to approve the delay in asphalt to December 1, 2020 and Drexel must come back to the City to request further extensions if needed. Carried voice vote. 7. Consider & take action on Resolution #23-19 to Set Fees for Building Inspections: Motion by Johnson, second by Traxler to approve Resolution #23-19. Carried voice vote.  Page 2 – Common Council – 12/17/19 8. Consider & take action on Ordinance #752-19 "An Ordinance To Create Sections 18-31 Through 18-36 Of The City Of Columbus Code Of Ordinances Concerning Building Regulations": Motion by Traxler, second by Ryan to suspend the rules for immediate consideration. Carried voice vote. Motion by Traxler, second by Gray to waive required readings. Carried voice vote. Motion by Traxler, second by Gray to adopt Ordinance #752-19 "An Ordinance To Create Sections 18-31 Through 18-36 Of The City Of Columbus Code Of Ordinances Concerning Building Regulations". Roll call vote unanimous. 9. Consider & take action on Municipal Pool slide restoration and cement decking repairs: Motion by Reid, second by Ryan to approve the restoration of the slide and cement decking repairs at the pool. Roll call vote unanimous. 10. Consider & take action on Functional Classification Update for Columbus Urban Area: Motion by Johnson, second by Ryan to approve the Functional Classification Update for the City of Columbus only. Carried voice vote. 11. Appoint Election Clerks for the 2020-2021 Election cycle: Motion by Traxler, second by Johnson to appoint election clerks for the 2020-2021 election cycle. Carried voice vote. 12. Consider & take action on Senior Center Director wage: Motion by Traxler, second by Ryan to approve the wage modification for the Senior Center Director in the amount of $994.00. Roll call vote unanimous. 13. Consider & take action on process for preparation of agendas & council packets: Motion by Johnson, second by Traxler to approve the process for agenda/packet preparation. Carried voice vote. 14. Consider & take action on claims in the amount of $ 954,092.56: Motion by Traxler, second by Ryan to approve claims. Roll call vote unanimous. 15. Report of City Officers – Interim City Administrator: The position announcement for the City Administrator has been posted; working with Administrative Assistant on job description; reviewing Capital Projects for 2020 funding with Finance Director Manley. Mayor: Wrap up of the Holiday Train – several thousand people showed up on a Tuesday night to see the train and donation food to the Columbus/Fall River Food Pantry and the City accepted a check in the amount of $4500 for the food pantry; Thank you to staff and community who worked to pull the event together and to Amy Jo Meyers for coordinating; Happy Holidays to all. Gray thanked Hibbard St residents for attending and that he opposes sidewalks for the project. Adjourn: Motion by Ryan, second by Gray to adjourn at 7:18 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE MINUTES TUESDAY, DECEMBER 17, 2019 – 6:45 PM COLUMBUS CITY HALL 1. Roll Call: Present: Council President Traxler, Alders Gray, Johnson, Reid, Ryan, Thom; City Administrator Berner, City Attorney Johnson, City Clerk Goebel, interested citizens and the media. Theilen excused. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Council President Traxler requested to move item #7 after item #10. Motion by Reid, second by Gray to approve the amended agenda. Carried voice vote. 4. Citizen Comments: None. 5. Department Reports: placed on file: Police Report – November 2019, DPW Report – November 2019, Treasurer's Report – November 2019, Fire Dept. Report – November 2019 6. Committee Minutes: placed on file: Recreation – 10/14/2019, Library – 4/16/19, 5/21/19, 6/18/19, 7/16/19, 8/20/19, 9/17/19, Street Light Committee – 12/11/19 8. Discuss Street Light Committee recommendation for additional street lights to the Hibbard St. reconstruction project: Street Light Committee recommended 5 additional street lights for the Hibbard Street project. Forward to 1/7/20 Regular meeting. 9. Discuss City's Organizational Chart: Mayor Thom suggested memorializing the organization chart as it currently is and allow the new administrator to adjust as needed. Suggestions to include the Municipal Court, shared p/t position with Senior Center/Recreation. Forward to 1/7/20 Regular meeting with changes. 10. Continue discussion of the possible addition of the Village of Lowell and Reesville to the Columbus Area Emergency Services (CAEMS) area: The agreement currently in place will remain the same. Council encouraged to review the monthly report from Lifestar for the next year prior to new contract for 2021. No action taken. 7. Continue review of Ordinance to Create Chapter 20 Of The City of Columbus Code Concerning Property Maintenance: This is the first version after meeting with staff. Will return Weed Commissioner to the ordinance. Return to COW but should move along with the changes to the Building Code. 11. Convene to closed session per §19.85(1)(c) considering employment, promotion, compensation, performance evaluation data for any public employee over which the governmental body has jurisdiction or exercises responsibility (Administrative Assistant): Motion by Ryan, second by Johnson to convene to closed session per §19.85(1)(c) considering employment, promotion, compensation, performance evaluation data for any public employee over which the governmental body has jurisdiction or exercises responsibility (Administrative Assistant) at 8:13 pm. Roll call vote unanimous. 12. Reconvene to open session: Motion by Ryan, second by Gray to reconvene to open session. Roll call vote unanimous. Adjourn: Motion by Gray, second by Ryan to adjourn at 8:39 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  2019 AGENDA ITEM Committee of the Whole Meeting date: _ _ ____ ______ Council Meeting date: _____January 7, 2020__________ ITEM: _____New Operator Licenses for licensing period 7/1/19 – 6/30/21__ DETAILED DESCRIPTION OF SUBJECT MATTER: Recommend approval for new operator licenses: • Lacie M. Borde • Michele M. Dent • Devyn E. Hawley LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Recommend approval for new operator license(s)  CITY OF COLUMBUS FOR MEETING OF: Regular Meeting – January 7, 2020 REQUEST FROM/DEPARTMENT: Administration AGENDA ITEM/REQUEST: Discuss and consider the maintenance agreement with Ontech Systems, Inc. *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: Consider maintenance proposal Option #1 (recommended by Council to bring forward) – 2-year term/24 months presented by Keegan Bolstad with Ontech Systems. This provides services for the following: MyGlue $ 30.00 Network Care $ 260.00 Desktop Care $ 423.00 Host Care $ 35.00 Elite Server Care $ 400.00 Labor $ 735.00 Total: $1,883.00 per month Total: $22,596.00 per year BUDGET AND FINANCING INFORMATION: Account #: 100-511800-250 Department/Title: Technology; Maintenance Current Budget: $18,000.00 BUDGET IMPACT: The proposed maintenance Option #1 cost per year will exceed the 2020 budget by $4,596. We recommend using contingency funds to cover the overage. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: 1) Maintenance Proposal – Information is provided by department for cost estimates for future budgeting purposes. 2) Spreadsheet Option 1 – 2 Year Commitment - All Devices Managed W/Visit Subtotal = $1,833 per month. 3) Fortify for Endpoint and Barracuda Email Essentials considered as next agenda item. ACTION REQUESTED: Consider and take action on Ontech Maintenance Agreement – Option #1: Recommend 2-year Commitment (Subtotal = $1,833 per month). Maintenance Proposal Quote # KB004342 Version 6 Prepared for: City of Columbus Cailin Lueders CLueders@columbuswi.us Prepared by: Ontech Systems Inc. Keegan Bolstad keegan@ontech.com  N85W16186 Appleton Ave Suite A Menomonee Falls, Wisconsin 53051 www.ontech.com (262) 522-8560 Managed Services Setup Description Price Qty Ext. Price Managed Services Setup: 4-6 Hours (TBD) $140.00 6 $840.00 Note: this is a time estimate that will be invoiced separately during our semi-monthly billing for actual time of service. Subtotal: $840.00 Support Option 1: All Devices Managed W/ Visit Description Recurring Qty Ext. Recurring 2 Year Commitment Pricing Rate: $135/ Hour Device Counts: • Network Devices: 10 Devices o 3 SonicWALL & 7 Switches • Servers o 1 Shared Host o City: 2 Virtual Machines o PD: 2 Virtual Machines • Desktops/Laptops/Workstations: 47 Total o City: 11 o PD: 13 (includes squad laptops) o Court: 2 o FD: 5 o DPW: 4 o WWTP: 4 o Pool: 3 o Senior Center: 5 • Fortify: 51 - 47 Desktops & 4 Servers MyGlue Network Documentation Portal $30.00 1 $30.00 Network Device Care $26.00 10 $260.00 Desktop Care $9.00 47 $423.00 Virtual Host Care $35.00 1 $35.00 Ontech Elite Care $100.00 4 $400.00 Page: 2 of 5  N85W16186 Appleton Ave Suite A Menomonee Falls, Wisconsin 53051 www.ontech.com (262) 522-8560 Support Option 1: All Devices Managed W/ Visit Description Recurring Qty Ext. Recurring Onsite Maintenance: 4 Hour Monthly Visit $135.00 5 $675.00 • Travel: 1 Hour • Maintenance Visit: 4 Hours • Mileage Trip Charge $60 • Other Notes o Visits are not contractual o Ontech bills in 15 minute increments o No Onsite Minimums Travel Mileage $60.00 1 $60.00 Fortify for Endpoint Security $8.00 51 $408.00 If choosing a contract option. I understand the services I am approving on this proposal is a contract between our business entity and Ontech Systems, Inc. for Managed Services only. These services differ from hourly time and materials charges. The terms available for Managed Services are month to monthly, 1 year, or 2 year. All Managed Services products purchased through Ontech must be on the same term length. Cancellation prior to the termination date will result in full payment of contracted Managed Services through the last day of contract. Contract starts when agents are installed and “live and active”, not accepted proposal date, and these dates will be reflected on your invoice. Agreement terms will auto renew unless a 60-day notice is provided by end client. The monthly fees do not include set up or cancellation service fees to install or uninstall the Managed Services agents(s) Monthly Subtotal: $2,291.00 Barracuda Email Essentials Description Recurring Qty Ext. Recurring Barracuda Email Essentials Security Account $2.50 55 $137.50 Monthly Subtotal: $137.50 Page: 3 of 5  N85W16186 Appleton Ave Suite A Menomonee Falls, Wisconsin 53051 www.ontech.com (262) 522-8560 Maintenance Proposal Quote Information: Prepared for: Prepared by: Quote #: KB004342 City of Columbus Ontech Systems Inc. Version: 6 105 N. Dickason Boulevard Keegan Bolstad Delivery Date: 01/02/2020 Columbus, WI 53925 (262) 522-8560 Expiration Date: 12/31/2019 Cailin Lueders keegan@ontech.com (920) 623-5900 CLueders@columbuswi.us Quote Summary Description Amount Managed Services Setup $840.00 Total: $840.00 Monthly Expenses Summary Description Amount Support Option 1: All Devices Managed W/ Visit $2,291.00 Barracuda Email Essentials $137.50 Monthly Subtotal: $2,428.50 Estimated Tax: $3.06 Monthly Total: $2,431.56 Payment Options Description Payments Interval Amount Managed Service Commitments 24 Monthly $2,431.56 24 Month 1 One-Time $840.00 Summary of Selected Payment Options Description Amount Managed Service Commitments: 24 Month Selected Recurring Payment $2,431.56 Total of Recurring Payments $58,357.44 Total of Payments $840.00 Page: 4 of 5  N85W16186 Appleton Ave Suite A Menomonee Falls, Wisconsin 53051 www.ontech.com (262) 522-8560 Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors. Invoice to follow, please do not pay from quote. Ontech Systems Inc. City of Columbus Signature: Signature: Name: Keegan Bolstad Name: Cailin Lueders Title: Sales Manager Date: Date: 01/02/2020 Page: 5 of 5 Option 1 - All Devices Managed W/ Visit Monthly Commitment 1 Year Commitment 2 Year Commitment Notes for 2 Year Commitment MyGlue $ 30.00 $ 30.00 $ 30.00 1 user x $30 per month Network Care - 3 Firewalls & 7 Switches $ 320.00 $ 280.00 $ 260.00 10 devices x $26 per month Desktop Care - Qty 47 confirmed $ 611.00 $ 564.00 $ 423.00 47 devices x $9 per month Host Care $ 40.00 $ 37.50 $ 35.00 1 VMware Host x $35 per month Elite Server Care Qty 4 virtual machines $ 500.00 $ 480.00 $ 400.00 4 servers x $100 per month Standard rate would be $140 x 5 (1 hour Labor: 4 Hour Monthly Onsite Visit (Travel Time & Mileage Wrapped In) $ 760.00 $ 735.00 $ 735.00 travel) + $63.22 in mileage = $763.22 Subtotal $ 2,261.00 $ 2,126.50 $ 1,883.00 Fortify for Endpoint - Qty 51 - 47 Workstations & 4 Servers $ 408.00 $ 408.00 $ 408.00 51 Devices x $8 per month Total $ 2,669.00 $ 2,534.50 $ 2,291.00 Annual Services Annual Cost Barracuda Email Essentials Security Account -1 Year Subscription for 55 email accounts $ 1,540.00 55 email accounts x $28 per year All Services Total Annual Cost $ 29,032.00 Notes: All Ontech Services can be consumed via month to month or long term commitments, we do offer discounts on 1 & 2 year terms Labor is always billed as used, we recommend having some form of maintenance internal (suggested monthly) in this case, can only bill for time spent Ontech has no onsite minimums, bills in 15 minute increments Standard Rate $140, 1 &2 Year Commitment $135 Package Includes Webroot Anti-Virus License, Webroot Security Awareness Training, LogMeIn Enterprise, O365 billing management (moved to Ontech CSP portal) Fortify Requires 1 year commitment  CITY OF COLUMBUS FOR MEETING OF: Regular Meeting – January 7, 2020 REQUEST FROM/DEPARTMENT: Administration AGENDA ITEM/REQUEST: Discuss and consider Fortify for Endpoint Security and Barracuda Email Essentials *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: Consider maintenance proposal Option #1 (recommended by Council to bring forward) – 2-year term/24 months presented by Keegan Bolstad with Ontech Systems. This provides services for the following: Fortify for Endpoint Total: $4,896.00 per year Barracuda Email Essentials Total: $1,540.00 per year BUDGET AND FINANCING INFORMATION: Account #: 100-511800-251 Department/Title: Technology; Software Licenses Current Budget: $17,000.00 Committed Dollars: $19,142.76 Over Budget: ($2,142.76) Breakdown of Committed Dollars: Civic Systems (Caselle Software) $11,992.00 (annual fee) Civic Plus (Website) $ 947.00 (annual fee) Adobe Plus $ 443.76 (annual fee) Ontech (Email/Office 365) $ 5,760.00 (annual fee) $19,142.76 Total Committed BUDGET IMPACT: The proposed use of Fortify for Endpoint and the Barracuda Email Essentials will exceed budgeted funds by $8,578.76. We recommend using contingency funds for this expense. CONTINGENCY FUNDS: Remaining contingency funds after both maintenance agreement Option #1, Fortify & Barracuda, if approved, is: $6,825.24. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: 1) Maintenance Proposal – Information is provided by department for cost estimates for future budgeting purposes. 2) Spreadsheet Option 1 – 2 Year Commitment - All Devices Managed W/Visit Subtotal = $1,833 per month. ACTION REQUESTED: Consider and take action on Fortify for Endpoint - $4,896.00 per year Consider and take action on Barracuda Email Essentials - $1,540.00 per year  2020 AGENDA ITEM Committee of the Whole Meeting date: ______________________ _ Council Meeting date: ___January 7, 2019_______ ITEM: ___Consider Changing Council meeting due to Spring Primary____ _ DETAILED DESCRIPTION OF SUBJECT MATTER: Request to change the February 18, 2020 Council meeting date due to the Spring Primary. In the past, the Council has move the meeting to the Monday before the election. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: o Request to change the date of the February 18, 2020 Council meeting due to the Spring Primary  2019 AGENDA ITEM Committee of the Whole Meeting date: December 17th, 2019 Council Meeting date: January 7th, 2020 ITEM: Additional Street Lights on Hibbard DETAILED DESCRIPTION OF SUBJECT MATTER: Issue Through the Hibbard St. reconstruction project the Street Light committee met to review current street lights and any need for additional. *Update- Memo edited to correct directional location of lights. East & West locations were flipped around on COW memo. Background Columbus Water & Light made recommendation that street lights be considered at each intersection of Hibbard St. to be in uniform with the rest of the City. The Street Light committee reviewed the recommendation and made the recommendation to move forward with 5 of the 6 street lights that were brought forward by Columbus Water & Light. These lights will not only be uniform with the rest of the City but also add a safety factor to intersections along Hibbard street. Fiscal Impact The 5 additional lights will have no initial installation costs to the City. They are lights that were taken off of James street and can be repurposed on Hibbard St. and the lighting will match the current lights on Hibbard st.. There is a monthly cost for every street light in the City and the cost for 5 additional street lights is $800 per year or approximately $13.33 per month per pole. This covers the investment charge and usage. Recommendation The Street Light Committee is recommending that these five new Street Lights be installed on Hibbard Street; - Intersection of Narrow St. & Hibbard (Eastt side of street) - Intersection of Sunset & Hibbard (East side of street) - Intersection of Chapin & Hibbard (East side of street) - Intersection of Turner & Hibbard (West side of street) - Intersection of Brevity & Hibbard (East side of street) LIST ALL SUPPORTING DOCUMENTATION ATTACHED: - Hibbard Street Light Pole diagram ACTION REQUESTED OF COUNCIL: Review the recommendation as submitted.