City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, JULY 21, 2020 – 6:30 PM COLUMBUS CITY HALL AMENDED AGENDA Join Zoom Meeting https://us02web.zoom.us/j/82277193065?pwd=ZXpjS1JTUkFqekhiTjIrekVnWmhXUT09 OR Call: 312-626-6799 Meeting ID: 822 7719 3065 Password: 961398 1. Roll Call 2. Pledge of Allegiance 3. Notice of Open Meeting 4. Approve Agenda 5. Correspondence & Communications o Due to the COVID-19 health crisis, City staff continue to minimize attendance at the Council meetings in City Hall until further notice. Citizens wishing to make public comment at the meeting via Zoom, please email Pat Goebel at pgoebel@columbuswi.us by Noon July 21. In your email, please include: your name, address, and the Zoom profile name or phone number you will be calling from. Citizens not signed up to comment via Zoom by Noon July 21, may still comment by appearing in person at the meeting and signing up for public comment. Consent Agenda 1. Council & Committee of the Whole Minutes – 7/7/20 2. Applications for Operator Licenses, term 07/01/20 – 06/30/22 New Business 1. Consider & take action on Resolution #12-20 "Resolution Authorizing the Issuance and Sale of $1,160,000 General Obligation Promissory Notes, Series 2020B of the City of Columbus, Columbia County, Wisconsin" 2. Consider & take action on Mayoral Appointments of Citizens to Boards, Committees and Commissions. 3. Consider & take action on sale of 1991 Fire Dept Ford rescue truck 4. Consider & take action on sale of 1991 Fire Dept Ford rescue proceeds to equip new firetruck 5. Consider & take action on Carrico Water Management Agreement 6. Consider & take action on WWTP Roof Repair Expenditure Ratification 7. Consider & take action on 2021 Budget Process 8. Consider & take action on DPW Administrative Assistant job description 9. Consider & take action on claims in the amount of $ 132,490.06 10. Report of City Officers – City Administrator, Mayor Adjourn  COLUMBUS COMMON COUNCIL – REGULAR MEETING MINUTES TUESDAY, JULY 7, 2020 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: The meeting was called to order at 6:30 pm by Mayor Thom. Present: Mayor Thom, Alders Gray, McCabe, Pyfferoen, Reid, Ryan; City Administrator Ellefson, City Attorney Johnson, 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 Pyfferoen, second by Gray to approve the agenda. Carried voice vote. 5. Correspondence & Communications: 12 citizens were present, one citizen present via Zoom spoke about the Christopher Columbus statue. Consent Agenda: Motion by Ryan, second by Reid to approve the consent agenda. Carried voice vote. Council & Committee of the Whole Minutes – 6/16/20, 6/30/20 special, Applications for Operator Licenses, term 07/01/20 – 06/30/22 New Business 1. Take Nominations for Vacant District 3 Alderperson: McCabe nominated Peter Adams, Ryan seconded the nomination. Gray nominated JD Milburn, Reid seconded the nomination. There were no other nominations. 2. Consider & take action on Vacant District 3 Alderperson: McCabe, Ryan, Pyfferoen voted for Peter Adams; Gray, Reid voted for JD Milburn. Adams will be sworn in after the regular meeting ends. 3. Consider & take action on Mayoral Appointments: tabled to July 21 Regular meeting 4. Consider & take action on acceptance of donation to Police Dept from Countryside Ford: Motion by Gray, second by Ryan to approve accepting the donation to the Police Dept from Countryside Ford. Carried voice vote. 5. Consider & take action on Class A Liquor License for Landmark Services Cooperative d/b/a Cenex Convenience Store: Motion by Pyfferoen, second by McCabe to approve a Class A Liquor License for Landmark Services Cooperative d/b/a Cenex Convenience Store. Carried voice vote. 6. Consider & take action on Plan Commission recommendation for home occupation at 556 Waterloo Street: Motion by Gray, second by Ryan to approve the home occupation at 556 Waterloo Street with all the conditions from the Plan Commission plus an additional condition: no signs allowed. Roll call vote 5-1 with Gray, McCabe, Pyfferoen, Ryan voting Yes and Reid Voting No. Motion carried. 7. Consider & take action on Task Order #2020-07 from Ruekert Mielke for GIS services: Motion by Gray, second by Pyfferoen to approve Task Order #2020-07 for GIS services in the amount of $1500. Roll call vote unanimous. 8. Consider & take action on Delegated Municipal Authority for Building Inspection: Motion by McCabe, second by Ryan to approve the Delegated Municipal Authority for Building Inspection to General Engineering Co to review commercial building permits under 50,000 cubic feet. This will allow GEC to complete more inspections and will typically be less expensive and provide quicker review. Carried voice vote.  Page 2 – Common Council – July 7, 2020 9. Consider & take action on site plan for Butterfly Trails Volunteer Park: Motion by Ryan, second by Reid to approve the site plan for the Butterfly Trails Volunteer Park. Carried voice vote. 10. Consider & take action on Christopher Columbus statue: Motion by Gray, second by Reid to remove the statue, maintain ownership, and decide if there will be another receiver. Roll call vote 5-1 with Gray, McCabe, Reid, Ryan voting Yes, Pyfferoen voting No. Motion carried. 11. Consider & take action on claims in the amount of $ 419,392.07: Motion by Gray, second by Pyfferoen to approve the claims in the amount read. Roll call vote unanimous. 12. Report of City Officers – City Administrator: Ellefson reported new Finance Director Bob Geenen will start on July 13; WPPA has contacted the City to begin negotiations on the Police contract; was invited to speak at Rotary; met with the Columbus School District with DPW Director Navin to discuss shared use agreement; Aquatic Center has updated their plans to include a 20-mile radius. Mayor: Welcomed Peter Adams to the Council and thanked all applicants for submitting their application. Adjourn: Motion by Pyfferoen, second by Ryan to adjourn at 7:45 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE MINUTES TUESDAY, JULY 7, 2020 – 6:45 PM COLUMBUS CITY HALL 1. Roll Call: Council President Ryan called the meeting to order at 7:55 pm. Present: Council President Ryan, Alders: Adams, Gray, McCabe, Pyfferoen, Reid, Thom; City Administrator Ellefson, City Attorney Johnson, City Clerk Goebel, interested citizens, and the media. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Pyfferoen, second by McCabe to approve the agenda. Carried voice vote. 4. Citizen Comments: None 5. Committee Minutes: placed on file: CHLPC – 6/10/20, 6/24/20 spec, CWL – 05/21/20 6. Sale of 1991 Ford rescue truck: Fire Dept will sell the truck on Wisconsin Surplus with a minimum bid of $10,000. Forward to July 21 Regular meeting. 7. Sale of 1991 Ford rescue proceeds to equip new firetruck: Proceeds from the sale will be used to equip the new firetruck. Forward to July 21 Regular meeting. 8. Carrico Water Management Agreement: Forward to July 21 Regular meeting. Requested Aquatic Director Meyers to check to see if the contract will change next year. 9. WWTP Roof Repair Expenditure Ratification: Approval needed for final roof repair at WWTP in the amount of $89,430. Project has been budgeted for. Forward to July 21 Regular meeting. 10. 2021 Budget Process: Ellefson outlined his timeline for the 2021 budget process. Forward to July 21 Regular meeting. 11. Consider & discuss DPW Administrative Assistant job description: No concerns. Forward to July 21 Regular meeting. 12. Discuss Christopher Columbus statue: Staff will begin contacting those interested in the statue and coordinating the removal with DPW. Money given to the City with the statue will stay with the statue. Adjourn: Motion by Gray, second by Pyfferoen to adjourn at 8:43 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  2020 AGENDA ITEM Council Meeting date: _____July 21st, 2020_______ ITEM: _____New Operator Licenses for licensing period 7/1/20 – 6/30/22__ DETAILED DESCRIPTION OF SUBJECT MATTER: Recommend approval for new operator licenses: Ashley K. Guenther Rebecca A. McGee David G. Uebelacker LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: o Recommend approval for new operator license(s)  RESOLUTION NO. 12-20 RESOLUTION AUTHORIZING THE ISSUANCE AND SALE OF $1,160,000 GENERAL OBLIGATION PROMISSORY NOTES, SERIES 2020B WHEREAS, on June 16, 2020, the Common Council of the City of Columbus, Columbia County, Wisconsin (the "City") adopted a resolution (the "Set Sale Resolution"), providing for the sale of General Obligation Promissory Notes, Series 2020B (the "Notes") for public purposes, including paying the cost of street and storm water improvements (the "Project"); WHEREAS, the City is authorized by the provisions of Section 67.12(12), Wisconsin Statutes, to borrow money and issue general obligation promissory notes for such public purposes; WHEREAS, pursuant to the Set Sale Resolution, the City has directed Ehlers & Associates, Inc. ("Ehlers") to take the steps necessary to sell the Notes to pay the cost of the Project; WHEREAS, Ehlers, in consultation with the officials of the City, prepared a Notice of Sale (a copy of which is attached hereto as Exhibit A and incorporated herein by this reference) setting forth the details of and the bid requirements for the Notes and indicating that the Notes would be offered for public sale on July 21, 2020; WHEREAS, the City Clerk (in consultation with Ehlers) caused a form of notice of the sale to be published and/or announced and caused the Notice of Sale to be distributed to potential bidders offering the Notes for public sale on July 21, 2020; WHEREAS, the City has duly received bids for the Notes as described on the Bid Tabulation attached hereto as Exhibit B and incorporated herein by this reference (the "Bid Tabulation"); and WHEREAS, it has been determined that the bid proposal (the "Proposal") submitted by the financial institution listed first on the Bid Tabulation fully complies with the bid requirements set forth in the Notice of Sale and is deemed to be the most advantageous to the City. Ehlers has recommended that the City accept the Proposal. A copy of said Proposal submitted by such institution (the "Purchaser") is attached hereto as Exhibit C and incorporated herein by this reference. NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City that: Section 1. Ratification of the Notice of Sale and Offering Materials. The Common Council hereby ratifies and approves the details of the Notes set forth in Exhibit A attached hereto as and for the details of the Notes. The Notice of Sale and any other offering materials prepared and circulated by Ehlers are hereby ratified and approved in all respects. All actions taken by officers of the City and Ehlers in connection with the preparation and distribution of the Notice of Sale, and any other offering materials are hereby ratified and approved in all respects. QB\63867121.1  Section 1A. Authorization and Award of the Notes. For the purpose of paying the cost of the Project, there shall be borrowed pursuant to Section 67.12(12), Wisconsin Statutes, the principal sum of ONE MILLION ONE HUNDRED SIXTY THOUSAND DOLLARS ($1,160,000) from the Purchaser in accordance with the terms and conditions of the Proposal. The Proposal of the Purchaser offering to purchase the Notes for the sum set forth on the Proposal, plus accrued interest to the date of delivery, resulting in a true interest cost as set forth on the Proposal, is hereby accepted. The Mayor and City Clerk or other appropriate officers of the City are authorized and directed to execute an acceptance of the Proposal on behalf of the City. The good faith deposit of the Purchaser shall be applied in accordance with the Notice of Sale, and any good faith deposits submitted by unsuccessful bidders shall be promptly returned. The Notes shall bear interest at the rates set forth on the Proposal. Section 2. Terms of the Notes. The Notes shall be designated "General Obligation Promissory Notes, Series 2020B"; shall be issued in the aggregate principal amount of $1,160,000; shall be dated August 6, 2020; shall be in the denomination of $5,000 or any integral multiple thereof; shall be numbered R-1 and upward; and shall bear interest at the rates per annum and mature on April 1 of each year, in the years and principal amounts as set forth on the Pricing Summary attached hereto as Exhibit D-1 and incorporated herein by this reference. Interest shall be payable semi-annually on April 1 and October 1 of each year commencing on April 1, 2021. Interest shall be computed upon the basis of a 360-day year of twelve 30-day months and will be rounded pursuant to the rules of the Municipal Securities Rulemaking Board. The schedule of principal and interest payments due on the Notes is set forth on the Debt Service Schedule attached hereto as Exhibit D-2 and incorporated herein by this reference (the "Schedule"). Section 3. Redemption Provisions. The Notes maturing on April 1, 2029 and thereafter are subject to redemption prior to maturity, at the option of the City, on April 1, 2028 or on any date thereafter. Said Notes are redeemable as a whole or in part, and if in part, from maturities selected by the City, and within each maturity by lot, at the principal amount thereof, plus accrued interest to the date of redemption. [If the Proposal specifies that any of the Notes are subject to mandatory redemption, the terms of such mandatory redemption shall be set forth on an attachment hereto as Exhibit MRP and incorporated herein by this reference. Upon the optional redemption of any of the Notes subject to mandatory redemption, the principal amount of such Notes so redeemed shall be credited against the mandatory redemption payments established in Exhibit MRP for such Notes in such manner as the City shall direct.] Section 4. Form of the Notes. The Notes shall be issued in registered form and shall be executed and delivered in substantially the form attached hereto as Exhibit E and incorporated herein by this reference. -2- QB\63867121.1  Section 5. Tax Provisions. (A) Direct Annual Irrepealable Tax Levy. For the purpose of paying the principal of and interest on the Notes as the same becomes due, the full faith, credit and resources of the City are hereby irrevocably pledged, and there is hereby levied upon all of the taxable property of the City a direct annual irrepealable tax in the years 2020 through 2029 for the payments due in the years 2021 through 2030 in the amounts set forth on the Schedule. (B) Tax Collection. So long as any part of the principal of or interest on the Notes remains unpaid, the City shall be and continue without power to repeal such levy or obstruct the collection of said tax until all such payments have been made or provided for. After the issuance of the Notes, said tax shall be, from year to year, carried onto the tax roll of the City and collected in addition to all other taxes and in the same manner and at the same time as other taxes of the City for said years are collected, except that the amount of tax carried onto the tax roll may be reduced in any year by the amount of any surplus money in the Debt Service Fund Account created below. (C) Additional Funds. If at any time there shall be on hand insufficient funds from the aforesaid tax levy to meet principal and/or interest payments on said Notes when due, the requisite amounts shall be paid from other funds of the City then available, which sums shall be replaced upon the collection of the taxes herein levied. Section 6. Segregated Debt Service Fund Account. (A) Creation and Deposits. There be and there hereby is established in the treasury of the City, if one has not already been created, a debt service fund, separate and distinct from every other fund, which shall be maintained in accordance with generally accepted accounting principles. Debt service or sinking funds established for obligations previously issued by the City may be considered as separate and distinct accounts within the debt service fund. Within the debt service fund, there hereby is established a separate and distinct account designated as the "Debt Service Fund Account for General Obligation Promissory Notes, Series 2020B, dated August 6, 2020" (the "Debt Service Fund Account") and such account shall be maintained until the indebtedness evidenced by the Notes is fully paid or otherwise extinguished. There shall be deposited into the Debt Service Fund Account (i) all accrued interest received by the City at the time of delivery of and payment for the Notes; (ii) any premium which may be received by the City above the par value of the Notes and accrued interest thereon; (iii) all money raised by the taxes herein levied and any amounts appropriated for the specific purpose of meeting principal of and interest on the Notes when due; (iv) such other sums as may be necessary at any time to pay principal of and interest on the Notes when due; (v) surplus monies in the Borrowed Money Fund as specified below; and (vi) such further deposits as may be required by Section 67.11, Wisconsin Statutes. (B) Use and Investment. No money shall be withdrawn from the Debt Service Fund Account and appropriated for any purpose other than the payment of principal of and interest on the Notes until all such principal and interest has been paid in full and the Notes -3- QB\63867121.1 canceled; provided (i) the funds to provide for each payment of principal of and interest on the Notes prior to the scheduled receipt of taxes from the next succeeding tax collection may be invested in direct obligations of the United States of America maturing in time to make such payments when they are due or in other investments permitted by law; and (ii) any funds over and above the amount of such principal and interest payments on the Notes may be used to reduce the next succeeding tax levy, or may, at the option of the City, be invested by purchasing the Notes as permitted by and subject to Section 67.11(2)(a), Wisconsin Statutes, or in permitted municipal investments under the pertinent provisions of the Wisconsin Statutes ("Permitted Investments"), which investments shall continue to be a part of the Debt Service Fund Account. Any investment of the Debt Service Fund Account shall at all times conform with the provisions of the Internal Revenue Code of 1986, as amended (the "Code") and any applicable Treasury Regulations (the "Regulations"). (C) Remaining Monies. When all of the Notes have been paid in full and canceled, and all Permitted Investments disposed of, any money remaining in the Debt Service Fund Account shall be transferred and deposited in the general fund of the City, unless the Common Council directs otherwise. Section 7. Proceeds of the Notes; Segregated Borrowed Money Fund. The proceeds of the Notes (the "Note Proceeds") (other than any premium and accrued interest which must be paid at the time of the delivery of the Notes into the Debt Service Fund Account created above) shall be deposited into a special fund (the "Borrowed Money Fund") separate and distinct from all other funds of the City and disbursed solely for the purpose or purposes for which borrowed. Monies in the Borrowed Money Fund may be temporarily invested in Permitted Investments. Any monies, including any income from Permitted Investments, remaining in the Borrowed Money Fund after the purpose or purposes for which the Notes have been issued have been accomplished, and, at any time, any monies as are not needed and which obviously thereafter cannot be needed for such purpose(s) shall be deposited in the Debt Service Fund Account. Section 8. No Arbitrage. All investments made pursuant to this Resolution shall be Permitted Investments, but no such investment shall be made in such a manner as would cause the Notes to be "arbitrage bonds" within the meaning of Section 148 of the Code or the Regulations and an officer of the City, charged with the responsibility for issuing the Notes, shall certify as to facts, estimates, circumstances and reasonable expectations in existence on the date of delivery of the Notes to the Purchaser which will permit the conclusion that the Notes are not "arbitrage bonds," within the meaning of the Code or Regulations. Section 9. Compliance with Federal Tax Laws. (a) The City represents and covenants that the projects financed by the Notes and the ownership, management and use of the projects will not cause the Notes to be "private activity bonds" within the meaning of Section 141 of the Code. The City further covenants that it shall comply with the provisions of the Code to the extent necessary to maintain the tax-exempt status of the interest on the Notes including, if applicable, the rebate requirements of Section 148(f) of the Code. The City further covenants that it will not take any action, omit to take any action or permit the taking or omission of any action within its control (including, without limitation, making or permitting any use of the proceeds of the Notes) if taking, permitting or omitting to take such action would cause any of the Notes to be an arbitrage bond or a private activity bond within the meaning of the Code or -4- QB\63867121.1 would otherwise cause interest on the Notes to be included in the gross income of the recipients thereof for federal income tax purposes. The City Clerk or other officer of the City charged with the responsibility of issuing the Notes shall provide an appropriate certificate of the City certifying that the City can and covenanting that it will comply with the provisions of the Code and Regulations. (b) The City also covenants to use its best efforts to meet the requirements and restrictions of any different or additional federal legislation which may be made applicable to the Notes provided that in meeting such requirements the City will do so only to the extent consistent with the proceedings authorizing the Notes and the laws of the State of Wisconsin and to the extent that there is a reasonable period of time in which to comply. Section 10. Designation as Qualified Tax-Exempt Obligations. The Notes are hereby designated as "qualified tax-exempt obligations" for purposes of Section 265 of the Code, relating to the ability of financial institutions to deduct from income for federal income tax purposes, interest expense that is allocable to carrying and acquiring tax-exempt obligations. Section 11. Execution of the Notes; Closing; Professional Services. The Notes shall be issued in printed form, executed on behalf of the City by the manual or facsimile signatures of the Mayor and City Clerk, authenticated, if required, by the Fiscal Agent (defined below), sealed with its official or corporate seal, if any, or a facsimile thereof, and delivered to the Purchaser upon payment to the City of the purchase price thereof, plus accrued interest to the date of delivery (the "Closing"). The facsimile signature of either of the officers executing the Notes may be imprinted on the Notes in lieu of the manual signature of the officer but, unless the City has contracted with a fiscal agent to authenticate the Notes, at least one of the signatures appearing on each Note shall be a manual signature. In the event that either of the officers whose signatures appear on the Notes shall cease to be such officers before the Closing, such signatures shall, nevertheless, be valid and sufficient for all purposes to the same extent as if they had remained in office until the Closing. The aforesaid officers are hereby authorized and directed to do all acts and execute and deliver the Notes and all such documents, certificates and acknowledgements as may be necessary and convenient to effectuate the Closing. The City hereby authorizes the officers and agents of the City to enter into, on its behalf, agreements and contracts in conjunction with the Notes, including but not limited to agreements and contracts for legal, trust, fiscal agency, disclosure and continuing disclosure, and rebate calculation services. Any such contract heretofore entered into in conjunction with the issuance of the Notes is hereby ratified and approved in all respects. Section 12. Payment of the Notes; Fiscal Agent. The principal of and interest on the Notes shall be paid by Bond Trust Services Corporation, Roseville, Minnesota, which is hereby appointed as the City's registrar and fiscal agent pursuant to the provisions of Section 67.10(2), Wisconsin Statutes (the "Fiscal Agent"). The City hereby authorizes the Mayor and City Clerk or other appropriate officers of the City to enter a Fiscal Agency Agreement between the City and the Fiscal Agent. Such contract may provide, among other things, for the performance by the Fiscal Agent of the functions listed in Wis. Stats. Sec. 67.10(2)(a) to (j), where applicable, with respect to the Notes. -5- QB\63867121.1  Section 13. Persons Treated as Owners; Transfer of Notes. The City shall cause books for the registration and for the transfer of the Notes to be kept by the Fiscal Agent. The person in whose name any Note shall be registered shall be deemed and regarded as the absolute owner thereof for all purposes and payment of either principal or interest on any Note shall be made only to the registered owner thereof. All such payments shall be valid and effectual to satisfy and discharge the liability upon such Note to the extent of the sum or sums so paid. Any Note may be transferred by the registered owner thereof by surrender of the Note at the office of the Fiscal Agent, duly endorsed for the transfer or accompanied by an assignment duly executed by the registered owner or his attorney duly authorized in writing. Upon such transfer, the Mayor and City Clerk shall execute and deliver in the name of the transferee or transferees a new Note or Notes of a like aggregate principal amount, series and maturity and the Fiscal Agent shall record the name of each transferee in the registration book. No registration shall be made to bearer. The Fiscal Agent shall cancel any Note surrendered for transfer. The City shall cooperate in any such transfer, and the Mayor and City Clerk are authorized to execute any new Note or Notes necessary to effect any such transfer. Section 14. Record Date. The 15th day of the calendar month next preceding each interest payment date shall be the record date for the Notes (the "Record Date"). Payment of interest on the Notes on any interest payment date shall be made to the registered owners of the Notes as they appear on the registration book of the City at the close of business on the Record Date. Section 15. Utilization of The Depository Trust Company Book-Entry-Only System. In order to make the Notes eligible for the services provided by The Depository Trust Company, New York, New York ("DTC"), the City agrees to the applicable provisions set forth in the Blanket Issuer Letter of Representations, which the City Clerk or other authorized representative of the City is authorized and directed to execute and deliver to DTC on behalf of the City to the extent an effective Blanket Issuer Letter of Representations is not presently on file in the City Clerk's office. Section 16. Payment of Issuance Expenses. The City authorizes the Purchaser to forward the amount of the proceeds of the Notes allocable to the payment of issuance expenses to Old National Bank at Closing for further distribution as directed by Ehlers. Section 17. Official Statement. The Common Council hereby approves the Preliminary Official Statement with respect to the Notes and deems the Preliminary Official Statement as "final" as of its date for purposes of SEC Rule 15c2-12 promulgated by the Securities and Exchange Commission pursuant to the Securities and Exchange Act of 1934 (the "Rule"). All actions taken by officers of the City in connection with the preparation of such Preliminary Official Statement and any addenda to it or final Official Statement are hereby ratified and approved. In connection with the Closing, the appropriate City official shall certify the Preliminary Official Statement and any addenda or final Official Statement. The City Clerk shall cause copies of the Preliminary Official Statement and any addenda or final Official Statement to be distributed to the Purchaser. -6- QB\63867121.1  Section 18. Undertaking to Provide Continuing Disclosure. The City hereby covenants and agrees, for the benefit of the owners of the Notes, to enter into a written undertaking (the "Undertaking") if required by the Rule to provide continuing disclosure of certain financial information and operating data and timely notices of the occurrence of certain events in accordance with the Rule. The Undertaking shall be enforceable by the owners of the Notes or by the Purchaser on behalf of such owners (provided that the rights of the owners and the Purchaser to enforce the Undertaking shall be limited to a right to obtain specific performance of the obligations thereunder and any failure by the City to comply with the provisions of the Undertaking shall not be an event of default with respect to the Notes). To the extent required under the Rule, the Mayor and City Clerk, or other officer of the City charged with the responsibility for issuing the Notes, shall provide a Continuing Disclosure Certificate for inclusion in the transcript of proceedings, setting forth the details and terms of the City's Undertaking. Section 19. Record Book. The City Clerk shall provide and keep the transcript of proceedings as a separate record book (the "Record Book") and shall record a full and correct statement of every step or proceeding had or taken in the course of authorizing and issuing the Notes in the Record Book. Section 20. Bond Insurance. If the Purchaser determines to obtain municipal bond insurance with respect to the Notes, the officers of the City are authorized to take all actions necessary to obtain such municipal bond insurance. The Mayor and City Clerk are authorized to agree to such additional provisions as the bond insurer may reasonably request and which are acceptable to the Mayor and City Clerk including provisions regarding restrictions on investment of Note proceeds, the payment procedure under the municipal bond insurance policy, the rights of the bond insurer in the event of default and payment of the Notes by the bond insurer and notices to be given to the bond insurer. In addition, any reference required by the bond insurer to the municipal bond insurance policy shall be made in the form of Note provided herein. -7- QB\63867121.1  Section 21. Conflicting Resolutions; Severability; Effective Date. All prior resolutions, rules or other actions of the Common Council or any parts thereof in conflict with the provisions hereof shall be, and the same are, hereby rescinded insofar as the same may so conflict. In the event that any one or more provisions hereof shall for any reason be held to be illegal or invalid, such illegality or invalidity shall not affect any other provisions hereof. The foregoing shall take effect immediately upon adoption and approval in the manner provided by law. Adopted, approved and recorded July 21, 2020. _____________________________ Michael Thom Mayor ATTEST: ____________________________ Patricia Goebel City Clerk (SEAL) -8- QB\63867121.1  EXHIBIT A Notice of Sale To be provided by Ehlers & Associates, Inc. and incorporated into the Resolution. (See Attached) QB\63867121.1  EXHIBIT B Bid Tabulation To be provided by Ehlers & Associates, Inc. and incorporated into the Resolution. (See Attached) QB\63867121.1  EXHIBIT C Winning Bid To be provided by Ehlers & Associates, Inc. and incorporated into the Resolution. (See Attached) QB\63867121.1  EXHIBIT D-1 Pricing Summary To be provided by Ehlers & Associates, Inc. and incorporated into the Resolution. (See Attached) QB\63867121.1  EXHIBIT D-2 Debt Service Schedule and Irrepealable Tax Levies To be provided by Ehlers & Associates, Inc. and incorporated into the Resolution. (See Attached) QB\63867121.1  [EXHIBIT MRP Mandatory Redemption Provision The Notes due on April 1, ____, ____ and ____ (the "Term Bonds") are subject to mandatory redemption prior to maturity by lot (as selected by the Depository) at a redemption price equal to One Hundred Percent (100%) of the principal amount to be redeemed plus accrued interest to the date of redemption, from debt service fund deposits which are required to be made in amounts sufficient to redeem on April 1 of each year the respective amount of Term Bonds specified below: For the Term Bonds Maturing on April 1, Redemption Date Amount ____ $______ ____ ______ ____ ______ (maturity) For the Term Bonds Maturing on April 1, Redemption Date Amount ____ $______ ____ ______ ____ ______ (maturity) For the Term Bonds Maturing on April 1, Redemption Date Amount ____ $______ ____ ______ ____ ______ (maturity) For the Term Bonds Maturing on April 1, Redemption Date Amount ____ $______ ____ ______ ____ ______ (maturity)] QB\63867121.1  EXHIBIT E (Form of Note) UNITED STATES OF AMERICA REGISTERED STATE OF WISCONSIN DOLLARS COLUMBIA COUNTY NO. R-___ CITY OF COLUMBUS $_______ GENERAL OBLIGATION PROMISSORY NOTE, SERIES 2020B MATURITY DATE: ORIGINAL DATE OF ISSUE: INTEREST RATE: CUSIP: April 1, _____ August 6, 2020 ____% ______ DEPOSITORY OR ITS NOMINEE NAME: CEDE & CO. PRINCIPAL AMOUNT: _______________________ THOUSAND DOLLARS ($__________) FOR VALUE RECEIVED, the City of Columbus, Columbia County, Wisconsin (the "City"), hereby acknowledges itself to owe and promises to pay to the Depository or its Nominee Name (the "Depository") identified above (or to registered assigns), on the maturity date identified above, the principal amount identified above, and to pay interest thereon at the rate of interest per annum identified above, all subject to the provisions set forth herein regarding redemption prior to maturity. Interest shall be payable semi-annually on April 1 and October 1 of each year commencing on April 1, 2021 until the aforesaid principal amount is paid in full. Both the principal of and interest on this Note are payable to the registered owner in lawful money of the United States. Interest payable on any interest payment date shall be paid by wire transfer to the Depository in whose name this Note is registered on the Bond Register maintained by Bond Trust Services Corporation, Roseville, Minnesota (the "Fiscal Agent") or any successor thereto at the close of business on the 15th day of the calendar month next preceding each interest payment date (the "Record Date"). This Note is payable as to principal upon presentation and surrender hereof at the office of the Fiscal Agent. For the prompt payment of this Note together with interest hereon as aforesaid and for the levy of taxes sufficient for that purpose, the full faith, credit and resources of the City are hereby irrevocably pledged. This Note is one of an issue of Notes aggregating the principal amount of $1,160,000, all of which are of like tenor, except as to denomination, interest rate, maturity date and redemption provision, issued by the City pursuant to the provisions of Section 67.12(12), Wisconsin Statutes, for public purposes, including paying the cost of street and storm water improvements, as authorized by a resolution adopted on July 21, 2020. Said resolution is recorded in the official minutes of the Common Council for said date. QB\63867121.1  The Notes maturing on April 1, 2029 and thereafter are subject to redemption prior to maturity, at the option of the City, on April 1, 2028 or on any date thereafter. Said Notes are redeemable as a whole or in part, and if in part, from maturities selected by the City, and within each maturity by lot (as selected by the Depository), at the principal amount thereof, plus accrued interest to the date of redemption. [The Notes maturing in the years ________ are subject to mandatory redemption by lot as provided in the resolution referred to above, at the redemption price of par plus accrued interest to the date of redemption and without premium.] In the event the Notes are redeemed prior to maturity, as long as the Notes are in book-entry-only form, official notice of the redemption will be given by mailing a notice by registered or certified mail, overnight express delivery, facsimile transmission, electronic transmission or in any other manner required by the Depository, to the Depository not less than thirty (30) days nor more than sixty (60) days prior to the redemption date. If less than all of the Notes of a maturity are to be called for redemption, the Notes of such maturity to be redeemed will be selected by lot. Such notice will include but not be limited to the following: the designation, date and maturities of the Notes called for redemption, CUSIP numbers, and the date of redemption. Any notice provided as described herein shall be conclusively presumed to have been duly given, whether or not the registered owner receives the notice. The Notes shall cease to bear interest on the specified redemption date provided that federal or other immediately available funds sufficient for such redemption are on deposit at the office of the Depository at that time. Upon such deposit of funds for redemption the Notes shall no longer be deemed to be outstanding. It is hereby certified and recited that all conditions, things and acts required by law to exist or to be done prior to and in connection with the issuance of this Note have been done, have existed and have been performed in due form and time; that the aggregate indebtedness of the City, including this Note and others issued simultaneously herewith, does not exceed any limitation imposed by law or the Constitution of the State of Wisconsin; and that a direct annual irrepealable tax has been levied sufficient to pay this Note, together with the interest thereon, when and as payable. This Note has been designated by the Common Council as a "qualified tax-exempt obligation" pursuant to the provisions of Section 265(b)(3) of the Internal Revenue Code of 1986, as amended. This Note is transferable only upon the books of the City kept for that purpose at the office of the Fiscal Agent, only in the event that the Depository does not continue to act as depository for the Notes, and the City appoints another depository, upon surrender of the Note to the Fiscal Agent, by the registered owner in person or his duly authorized attorney, together with a written instrument of transfer (which may be endorsed hereon) satisfactory to the Fiscal Agent duly executed by the registered owner or his duly authorized attorney. Thereupon a new fully registered Note in the same aggregate principal amount shall be issued to the new depository in exchange therefor and upon the payment of a charge sufficient to reimburse the City for any tax, fee or other governmental charge required to be paid with respect to such registration. The -2- QB\63867121.1 Fiscal Agent shall not be obliged to make any transfer of the Notes (i) after the Record Date, (ii) during the fifteen (15) calendar days preceding the date of any publication of notice of any proposed redemption of the Notes, or (iii) with respect to any particular Note, after such Note has been called for redemption. The Fiscal Agent and City may treat and consider the Depository in whose name this Note is registered as the absolute owner hereof for the purpose of receiving payment of, or on account of, the principal or redemption price hereof and interest due hereon and for all other purposes whatsoever. The Notes are issuable solely as negotiable, fully- registered Notes without coupons in the denomination of $5,000 or any integral multiple thereof. This Note shall not be valid or obligatory for any purpose until the Certificate of Authentication hereon shall have been signed by the Fiscal Agent. No delay or omission on the part of the owner hereof to exercise any right hereunder shall impair such right or be considered as a waiver thereof or as a waiver of or acquiescence in any default hereunder. -3- QB\63867121.1  IN WITNESS WHEREOF, the City of Columbus, Columbia County, Wisconsin, by its governing body, has caused this Note to be executed for it and in its name by the manual or facsimile signatures of its duly qualified Mayor and City Clerk; and to be sealed with its official or corporate seal, if any, all as of the original date of issue specified above. CITY OF COLUMBUS COLUMBIA COUNTY, WISCONSIN By: ______________________________ Michael Thom Mayor (SEAL) By: ______________________________ Patricia Goebel City Clerk -4- QB\63867121.1 Date of Authentication: _______________, ______ CERTIFICATE OF AUTHENTICATION This Note is one of the Notes of the issue authorized by the within-mentioned resolution of the City of Columbus, Columbia County, Wisconsin. BOND TRUST SERVICES CORPORATION, ROSEVILLE, MINNESOTA By____________________________ Authorized Signatory -5- QB\63867121.1  ASSIGNMENT FOR VALUE RECEIVED, the undersigned sells, assigns and transfers unto ____________________________________________________________________________ (Name and Address of Assignee) ____________________________________________________________________________ (Social Security or other Identifying Number of Assignee) the within Note and all rights thereunder and hereby irrevocably constitutes and appoints ______________________________________, Legal Representative, to transfer said Note on the books kept for registration thereof, with full power of substitution in the premises. Dated: _____________________ Signature Guaranteed: _____________________________ ________________________________ (e.g. Bank, Trust Company (Depository or Nominee Name) or Securities Firm) NOTICE: This signature must correspond with the name of the Depository or Nominee Name as it appears upon the face of the within Note in every particular, without alteration or enlargement or any change whatever. ____________________________ (Authorized Officer) -6- QB\63867121.1  Mayoral Appointments of Citizens to Boards, Committees and Commissions July 21, 2020 Appoint: Andrew Traxler - Zoning Board of Appeals (3 yr. term) Reappoint: Michelle Wallace - Parks and Recreation Advisory Board (3 yr. term) Appoint: Jason Theilen - Plan Commission (3 yr. term) Appoint: Lori Hackman - Community Development Authority (fill vacated seat expiring 2023) Appoint: Andrew Traxler - Columbus Cable Commission (3 yr. term)  2020 AGENDA ITEM Committee of the Whole Meeting date: _July 7, 2020_________________ Council Meeting date: _July 21, 2020______________________________ ITEM: Disposal of the fire department’s old rescue truck that has been recently replaced with a new truck. DETAILED DESCRIPTION OF SUBJECT MATTER: With the recent acquisition of our new rescue truck, the old truck, which is 29 years old, is no longer needed and can be sold. As per city policy, I contacted the department heads at the police department, public works, wastewater, and water & light to see if there was any interest in it. There was none. I propose to sell the truck on Wisconsin Surplus Online Auction. We have previously sold three vehicles on this site as well as other items, and it has worked well. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Their website can be viewed at www.WisconsinSurplus.com ACTION REQUESTED OF COUNCIL: To approve the fire department’s sale of their 1991 rescue truck via Wisconsin Surplus Online Auction of Mt. Horeb, WI.  2020 AGENDA ITEM Committee of the Whole Meeting date: __July 7, 2020________________ Council Meeting date: __July 21, 2020_____________________________ ITEM: Use proceeds from the sale of the fire department’s old rescue truck to fund items needed to equip the new rescue truck. DETAILED DESCRIPTION OF SUBJECT MATTER: As was mentioned at the time of the approval to purchase the new truck, we would be asking to use some of the proceeds from the sale of the old truck towards equipping the new truck which is described as “loose goods”. The vast majority of the equipment for the new truck will be transferred from the old truck. However, there are expenses to cover hardware for mounting tools and equipment in addition to purchasing other pieces of equipment. While the new truck is a 50/50 purchase with the Rural Fire Group (RFG), the old truck was purchased solely by the City. Therefore, upon the sale of the old truck, 100% of the proceeds will go to the City. The RFG will pay for half of the loose goods. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: o An inventory of these items, including costs, is attached. ACTION REQUESTED OF COUNCIL: o To allocate $5,146.21 from the sale of the old rescue truck to cover 50% of the loose goods for the new rescue truck.  “Loose Goods” for the new Fire Department Rescue Truck Item Cost_____ Toughbook for command center $ 4,233.00 Dri-Dek installed in compartments 2,200.00 Assorted mounts, clamps, & hardware for mounting tools and equipment 1,971.21 Shelf liners and totes 284.75 Plexiglas & hinge 65.49 First aid kit 91.00 Little Giant ladder 530.00 CO2 fire extinguisher 247.87 Leaf blower 169.95 Radio installation, speakers, and microphone 329.65 License & registration 169.50 TOTAL $ 10,292.42 Half will be paid by the Rural Fire Group $ 5,146.21 City’s share $ 5,146.21 Mid-State Equipment donated a water fire extinguisher and a dry chem extinguisher with a total value of $272.10. Columbus True Value donated $300 worth of equipment and supplies. The Firemen’s Service Corporation paid for $4336 in equipment and supplies.  CITY OF COLUMBUS FOR MEETING OF: July 21, 2020 REQUEST FROM/DEPARTMENT: CAAC AGENDA ITEM/REQUEST: Renewal of Water Management Program with Carrico Aquatics *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: Enclosed please find the 2020 Water Management Assistance Program Renewal with Carrico Aquatic Resources, Inc. The contract price has remained the same with Carrico since 2015; the price does fall within our budgeted expense of $27,000. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: CAAC, Recreation and possibly others Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval) April 1, 2020 Mrs. Amy Jo Meyer Columbus Recreation Director City of Columbus 161 North Dickason Boulevard Columbus, Wisconsin 53925 RE: Water Management Assistance Program Renewal Dear Amy Jo, Thank you for giving Carrico Aquatic Resources, Inc. the opportunity to provide you with water management services for the the last 6 years and we look forward to doing so again in 2020. As always, Carrico Aquatic Resources, Inc. utilizes expert knowledge from professional engineers, certified Aquatic operator instructors, chemical engineers, microbiologists and seasoned pool operators to solve pool and spa challenges and to ensure efficient operation in compliance with federal and state regulations. Please review the enclosed information that outlines the terms of the water management program for your aquatic facility. To move forward, we will need the enclosed documents filled out and a purchase order number provided. If you have any questions, please contact me at 800.832.7147. Thank you, Matt Carrico President Carrico Aquatic Resources, Inc.  OPERATION AND MAINTENANCE ASSISTANCE AGREEMENT This Operation and Maintenance Assistance Agreement (the “Agreement”) dated as of April 1, 2020 is between the City of Columbus (the “Owner”), whose address is 161 North Dickason Boulevard, Columbus, Wisconsin 53925 and Carrico Aquatic Resources, Inc. (“Carrico”), whose address is 720 N. Parkway, Jefferson, Wisconsin 53549 RECITALS Whereas, Owner is the Owner of an aquatic facilities as describe in Exhibit A of this Agreement (the “Facilities”); and Whereas, Owner desired to engage Carrico to assist Owner to operate and maintain the Facilities and Carrico desires to accept such engagement, all upon the terms and conditions hereafter set forth; and Whereas, Owner is authorized by law to enter into this Agreement; Now, therefore, in the consideration of the premises and the mutual covenants herein contained, the parties agree as follows: ASSUMPTIONS In our proposal we have assumed the following: • Scope of services as outlined in the next section is the primary basis of Carrico’s proposal. • As contractor to Owner, Carrico will provide management assistance and consultation for Owner to achieve optimum performance and to maintain related equipment for system integrity within budgeted resources. • Carrico will interpret all meters and gauge readings as designated by code and provide Owner with recommendations and evaluation. • Carrico in consultation with Owner, has the authority to close the Facilities to swimmers should unsafe conditions exist and keep Facilities closed until corrective actions have been successful. • Carrico believes in continuing education of its employees, which translates into Owner receiving the advantages of the latest proven technology programs to provide the safest pools, to reduce liability and increase life expectancy of equipment and structure. • Carrico does not formulate policy nor assume any ownership of the system, unless other wise stated. The Owner is responsible for all capital outlay items unless otherwise stated.  • Terms of this Agreement will be self-perpetuating unless either party, for whatever reason, wishes to terminate and follows the termination procedures set forth herein. ARTICLE I: SCOPE OF SERVICES Carrico agrees to provide the following equipment, chemicals and services: 1.1 Water treatment equipment needed to maintain pool chemical levels per Wisconsin state code 1.2 All chemicals needed to maintain the pool as required per Wisconsin state code 1.3 Installation support and start-up 1.4 Operator training 1.5 Routine visits to check equipment and chemical inventory 1.6 14-point water analysis ARTICLE II: OWNERS’ RESPONSIBILITIES 2.1 Operate facilities according to State of Wisconsin’s Department of Health Swimming Pool Code, in a safe and healthy manner, consistent with education and training provided by Carrico. 2.2 Designate in writing, the employees to be trained by Carrico. Designated individuals will be available for training on the agreed upon date and time. Additional training for individuals not in attendance or for new employees will be billed outside of this agreement, at the rate of $115.00 per hour. 2.3 Routine maintenance; cleaning and filling chemical feed equipment, when needed; vacuuming pool(s); backwashing filter(s). 2.4 Notifying Carrico minimum of 14 days in advance of the need for additional chemical inventory. Carrico provides delivery of chemicals F.O.B. from closest location. 2.5 Chemicals needed to rebalance pool after emergency draining and refilling due to Acts of God, vandalism, glass breakage, or for other reasons beyond control of Carrico are not covered in this agreement. These chemicals will be billed outside of this agreement. 2.6 Owner assumes and shall bare the entire risk of loss, theft, damage, destruction, storage, handling and feeding of the equipment and chemicals provided from any cause whatsoever, except losses resulting from the defective design or manufacture of the equipment or chemicals and except losses from the time place and manner of the performance of maintenance that is Carrico’s responsibility under this agreement. Owner shall at Owner’s expense keep the equipment and chemicals insured against theft, damage, spills and/or destruction. Said insurance shall provide a provision naming Carrico as an additional insured for Carrico’s interest in such equipment and chemicals. ARTICLE III: CARRICO AQUATIC RESOURCES, INC. RESPONSIBILITIES 3.1 Provide chemicals and services as described in Article I. 3.2 Provide sanitizer and balancing chemicals needed to maintain the pool water chemistry within State of Wisconsin’s Department of Public Health Guidelines. 3.3 Routine visits to the Facilities to check equipment and water chemistry.  ARTICLE IV: COMPENSATION 4.1 Owner’s guaranteed yearly investment for chemicals, operator training, and monthly visits is twenty-six thousand six hundred and 00/100 dollars ($26,600.00) for the 2020 pool season. All chemicals in excess of $26,600.00 will be purchased by the City of Columbus at current commercial whole sale trade price. 4.2 Owner shall pay Carrico six thousand six hundred fifty and 00/100 dollars ($6,650.00) due on the first day of May, June, July and August for the 2020 pool season. 4.3 There will be a one time charge per season of three hundred and no/100 dollars ($300.00) to cover all deliveries. ARTICLE V: TERM 5.1 Terms of this Agreement are a guaranteed yearly investment.This is a one year minimum agreement and will be self-perpetuating unless either party for whatever reason, wishes to terminate. 5.2 This agreement time period is for the 2020 pool season. ARTICLE VI: TERMINATION 6.1 Either party wishing to terminate agreement, must do so in writing no later than thirty days from the anniversary of the original signing of the agreement, of any given year. 6.2 If Owner terminates agreement within the first year or between anniversary dates in subsequent years, a Five Hundred Dollar ($500.00) fee, per pool and or spa as designed in Exhibit A, will be assessed for removal of equipment and/or chemicals. 6.3 Owner agrees to allow Carrico access to Facilities within thirty days of termination of agreement to remove Carrico’s equipment and/or chemicals. 6.4 Owner may terminate this agreement without penalty if Carrico fails to: • Supply chemicals as outlined in this agreement in a timely manner; • Perform routine visits to named Facilities • Provide routine water analysis report. 6.5 If the Owner terminates this Agreement pursuant to Section 6.4, the Owner agrees to give one written notice to Carrico of Owner’s reason for potential termination and agrees to allow Carrico three weeks to correct any deficiencies before giving a final written notice of termination without penalty for removal of equipment and/or chemicals. ARTICLE VII: MISCELLANEOUS 7.1 Any equipment which is provided by Carrico during the term of this Agreement and which is not deemed part of the Facilities shall remain the property of Carrico upon termination of this Agreement. Carrico shall not make any capital replacement of the Facilities equipment or any component hereof without the written approval of the Owner unless there is an emergency. If there is an emergency, Carrico shall provide the Owner with verbal notice of the capital replacement as soon as possible. 7.2 This Agreement represents the entire Agreement of the parties and may only be modified or amended in writing and signed by both parties. 7.3 Written notices required to be given under this Agreement shall be deemed given when mailed by registered mail to Carrico, attention: President, and to Owner, attention _______, at the address set forth for each in the opening paragraph of this Agreement. 7.4 This Agreement shall be governed by, and construed in accordance with, the laws of the State of Wisconsin. 7.5 Neither party shall assign, in whole or in part, any of the rights, obligations, or benefits of this Agreement without the prior written consent of the other party, which consent shall not be unreasonably withheld. 7.6 Service Calls that are the result of the Owner or the Owner’s Operator created by neglect for routine housekeeping responsibilities are billable at a rate of $115.00 per hour while on site. Routine housekeeping is defined as, but not limited to the following: maintaining correct water level, backwashing filter(s), keeping chemical feed equipment supplied with chemicals, performing daily preventive maintenance on chemical feed equipment, vacuuming pool, cleaning hair/lint basket(s), and skimmer baskets, removing oily buildup at waterline, daily testing of chemical levels and logging said results, as required by code, recording all gauge readings and cleaning sensors and restandardization of controller, adding of chemicals per Carrico directions. 7.7 Service Calls resulting from equipment failure, not related to routine housekeeping as defined in 7.6, are the expenses of Carrico. 7.8 Chemicals needed to rebalance pool after emergency draining and refilling due to Acts of God, vandalism, glass breakage, or other reasons beyond control of Carrico are not covered in this agreement. These chemicals will be billed outside of this agreement. 7.9 All chemicals used will be only those approved by and purchased from Carrico. ARTICLE VIII: AUTHORIZATION 8.1 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the date of _________________________________, 20_____. CARRICO AQUATIC RESOURCES, INC. CITY OF COLUMBUS - OWNER By: By: Tom Carrico Owner P.O._______________________ Exhibit A “Facilities” as referred to in this document consist of the following: • 260,000 gallon main pool  2020 AGENDA ITEM Committee of the Whole Meeting date: ____7/7/2020_______ Council Meeting date: ___7/21/2020__________ ITEM: _Ratify WWTF Roof Repair Expenses_ DETAILED DESCRIPTION OF SUBJECT MATTER: On October 1, 2019, Staff presented the Committee of the Whole with two options for repairing the roofs of 4 buildings at the Wastewater Treatment Facility. The difference between the options was in which budget year the improvements should be grouped in order to use existing budget authority to complete some work in 2019, and leave the remaining work to be budgeted in 2020. The contract that staff presented for consideration amounted to a total cost ranging from $162,200 to $179,910, with the overall cost depending on which roofs were completed in 2019 and which were left until 2020, which would result in a higher cost. The consensus was to choose the first option presented by staff, repairing three roofs at a cost of $80,600, and leaving the remaining roof for completion during 2020. The repair of $80,600 was approved by the Council on October 15, 2019. As staff have processed the bills for the roof repairs completed in 2020, we discovered that while the 2019 work was authorized by the Council, we do not have a record of the Council’s approval for the work completed in 2020, at a cost of $89,430. Since the work for all 4 buildings proposed to be improved between 2019 and 2020 was included on a single contract, that staff presented for approval and signature, the contract for all of the work was signed, however the work to be completed in 2020 was never authorized by the Council. While the 2020 roof repair should not have been completed without explicit approval of the Council, it was planned for and included in the budget, and I believe the Council’s ultimate intent was to complete all of the repairs. The Council’s ratification of the funds to cover the 2020 roof repair expenditures of $89,430 is important to ensure these expenditures are clearly presented to the Council, to acknowledge procedural errors, and to ensure there are no issues in later audits or financing efforts. Moving forward, in order to eliminate staff errors in this regard, it will be mandatory that contracts presented for signature represent the specific Council authorization. If there are contracts that represent multiple phases or buildings that will be done at different times, the Council authorization must give full authorization for the entire contract, or an amended contract must be presented which contains only the specific work authorized by the City Council. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Staff memo presented on October 1, 2019  Northern Metal & Roofing Proposal for roof repairs  Committee of the Whole Minutes from October 1, 2019  City Council Minutes from October 15, 2019 ACTION REQUESTED OF COUNCIL: Ratify the expenditure of $89,430 to Northern Metal & Roofing for the building 1 roof repairs completed in 2020, to be charged to the Wastewater Treatment Facility – Repairs & Maintenance expense line.  2020 AGENDA ITEM Committee of the Whole Meeting date: ____7/7/2020_______ Council Meeting date: ___7/21/2020____________ ITEM:_2021 Budget Procedure and Schedule_ DETAILED DESCRIPTION OF SUBJECT MATTER: Over time different methods have been used to compile and present the Annual Budget. It is critical for staff and members of the City Council to understand how the budget will be completed, as well as the timeframe over which it will be completed. The City Administrator’s Position Description instructs me to “Direct the preparation of the annual city budget and Capital Improvement Plan in accordance with guidelines as may be provided by the city council, and pursuant to the state statutes, for review and approval by the mayor and the council.” Ordinance 2-220(b)(3) also directs me to “develop, in coordination with department heads, a proposed yearly operating budget for submittal to the mayor and common council.” I am proposing the following schedule to efficiently guide the process and timeframe for presenting a proposed budget to the Mayor and City Council:  July 21,2020 – City Council provides feedback to Administrator regarding budget goals and priorities, and approves the 2021 Budget Procedure and Timeline  August 20, 2020 – Department Head’s Requested Budgets due to Administrator  September 15, 2020 – City Administrator presents Draft Budget for discussion with Mayor and Council  October 6, 2020 – City Administrator’s Proposed Budget is presented to Mayor and Council  October 20, 2020 – City Council and Mayor consider the Proposed 2021 Budget, incorporate any changes, and approve for publishing (Must be published at least 15 days ahead of Public Hearing on Budget)   November 17, 2020 – 2021 Public Budget Hearing and Consider Budget Approval  December 1, 2020 - Back-up date to incorporate any changes after Public Budget hearing on 11/17/20, and present 2021 budget for approval. [Optional] LIST ALL SUPPORTING DOCUMENTATION ATTACHED: N/A ACTION REQUESTED OF COUNCIL: Approve, or modify, 2021 budget procedure and schedule.  2020 AGENDA ITEM Committee of the Whole Meeting date: ___Tuesday, July 7, 2020______ Council Meeting date: __July 21, 2020 ___________ ITEM: __DPW Admin Asst Job Description_______ DETAILED DESCRIPTION OF SUBJECT MATTER: The employee holding this position resigned in late May. The position is currently vacant as we felt the need to update the position description for the new Administrative Assistant for DPW. Attached is an updated job description for the position of Administrative Assistant for your review. Pending approval, we are ready to begin the recruitment for this position, we would like to have someone in the position by mid September. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Administrative Assistant Job Description ACTION REQUESTED OF COUNCIL: Review and discuss and forward to next regular meeting for approval.  POSITION DESCRIPTION Title: Administrative Assistant Department: Department of Public Works FLSA Status: Non-Exempt Wage Range: $15.00-$19.00 per hour Date: August 10, 2010 Revised: Dec. 6, 2011 Council Approved Revised: May 15, 2012 Council Approved Revised: July 2020 GENERAL PURPOSE: Performs a variety of routine clerical, administrative and technical work, including keeping official records in support of the Department of Public Works. The employee exercises judgment and establishes and maintains support services for the entire Public Works Department. SUPERVISION RECEIVED: Works under the direct supervision of the Director of Public Works. ESSENTIAL DUTIES AND RESPONSIBILITIES  Answers and directs incoming phone calls.  Handle citizen requests for city services or information in a courteous and efficient manner and properly records all pertinent information following written procedures.  Prepares Requests for Proposals for contractual services with the City.  Assist in handling citizen requests for park rentals, completion of necessary forms and collection of all fees associated with said rental. Assist with maintaining schedule and inform Department Manager of rentals and any necessary actions associated with the rental.  Review and code all payments received for various services or rentals with appropriate account numbers and prepare the necessary report for input into the accounting software.  Composes, types, and edits correspondence, memoranda’s, and other material requiring judgment as to content, accuracy, and completeness. These reports can be confidential and sensitive in nature.  Inputs data to standard office and department forms, both manual and automated; makes postings to various reports; compiles and tabulates data, such as payroll and purchasing information.  Maintain the department’s filing system according to departmental policy.  Review existing processes and procedures for efficiencies and report any findings to the Director of Public Works.  Works with Secretary for Hillside Cemetery to coordinate lot sales, burials, and maintain data base.  Processes invoices for Department of Public Works and Sewer Utility operations, coding invoices for input into the Accounts Payable system.  Assist Waste Water Treatment /Sewer Utility in any other manner as deemed necessary.  Track hours through use of Timescape to identify locations and hours worked for each crew member for payroll and budgetary purposes.  Input payroll activity for the crew members and track all vacation, sick and time off request for crew members.  Perform job costing studies for work performed.  Operates office machines, such as fax, copier, computer, Geographic Information System, telephone system, and in- house computer system.  Observe and maintain the confidentiality of department information and activities.  Maintain work area and equipment in clean and working condition.  Other duties as assigned. Page | 1 DESIRED MINIMUM QUALIFICATIONS Education and Experience:  Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting, or bookkeeping, and  Two (2) years of increasingly responsible related experiences, or any equivalent combination of related education and experience. Necessary Knowledge, Skills, and Abilities:  Ability to communicate orally in a concise and precise manner.  Ability to understand and follow written and verbal instructions.  Ability to provide information or to explain department procedures, ordinances, laws, and regulations in an accurate, tactful, and polite manner.  Ability to deal with a variety of individuals who are making requests for services, inquiries, and complaints in a courteous, tactful, and calm manner.  Knowledge of the City of Columbus streets, locations, parks, businesses, and other important landmarks and features.  Ability to operate office equipment to include, calculators, computers, fax machines and printers.  Ability to work cooperatively within department and with other city employees.  Working knowledge of the organization functions, policies, and procedures of the City of Columbus in general and within the Department of Public Works.  Working knowledge of the organization functions, powers, of the various governmental agencies such as applicable, county and state agencies.  Strong working knowledge of Microsoft Office programs, modern office practices, procedures and programs. TOOLS AND EQUIPMENT USED Personal computer, local area computer network, word processing and spreadsheet software, telephone, copy machine, fax machine, optical scanner, and all other equipment required to perform the duties and responsibilities of this position. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function 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 or stand, talk or listen for extended periods of time. The employee is frequently required to use hands to finger, handle, or feel objects, tools or controls and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT The hours of work are set by the Director of Public Works and may include occasional nights and weekends. 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 essential functions. The noise level in the work environment is usually quiet to moderate. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and background check; job related tests may be required. Page | 2 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