City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, MAY 4, 2021 – 6:45 PM COLUMBUS CITY HALL AGENDA Topic: Common Council/COW Regular Meeting Log In Time: May 4, 2021 6:00 PM Join Zoom Meeting https://us02web.zoom.us/j/84578314836?pwd=V1luWEoxSUVieGVmUk9jZklPZ1Z2QT09 Meeting ID: 845 7831 4836 Passcode: 716553 One tap mobile: 13126266799 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 May 4. 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 May 4, 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 – 4/20/21 2. Applications for Operator Licenses, term 07/01/20 – 06/30/22 3. Street Closing: Chamber of Commerce; Red Bud Days May 8, 2021 New Business 1. Consider & take action to ratify Mayoral Appointments of Council Members and Citizens to Committees, Commission, and Boards. 2. Consider & take action on June Meeting Dates 3. Consider & take action on Carrico contract 4. Consider & take action on Emergency Order and Mask Mandate 5. Consider & take action on Amendment to Purchasing Policy 6. Consider & take action on purchasing public property 7. Consider & take action on claims in the amount of $ 331,418.40 8. Report of City Officers – City Administrator, Mayor 9. Adjourn  COLUMBUS COMMON COUNCIL – REGULAR MEETING MINUES TUESDAY, APRIL 20, 2021 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: The meeting was called to order at 6:30 pm by Mary Arnold. Present: (in person) Mayor Arnold, Council Alders: Gray, Motiff, Reid, Pyfferoen, McCabe, Albright. Staff: (in person) City Administrator Ellefson, Deputy Clerk Fude, Rec Director Meyers, Media Coordinator Wolf, City Attorney Johnson (Zoom), City Engineer Lietha (Zoom), Dir Planning/Development Schreiber, (Zoom) 2. Pledge of Allegiance: Mayor Arnold led the Pledge of Allegiance. 3. Notice of Open Meeting: Noted as posted. 4. Approve Agenda: Motion by Gray, second by Reid to approve the agenda. Carried voice vote. 5. Correspondence & Communications: Police Chief Weiner (Zoom) regarding no contact drug take back day on Saturday, April 24th at Prairie Ridge Health from 9am-noon. You may see the city’s website for more information. Consent Agenda: Motion by Gray, second by Pyfferoen to approve the amended consent agenda to reflect 4/5/2021 COW being called to order at 7:27 PM and #3 changing picnic license for Columbus Chamber, Inc., not the Kiwanis Club picnic license. Carried voice vote. Placed on file Council & Committee of the Whole Minute 4/5/21, Applications for Operators Licenses, term 7/1/20-6/30/22 and Picnic License: Chamber of Commerce, May 8, 2021 Red Bud Days. New Business: 1. Take nominations and Elect a City Council President: Pyfferoen nominated Gray for Council President. No other nominations. Motion by Pyfferoen, second by Motiff to approve Gray as City Council President. Gray accepted the position. 2. Consider & take action on donation from Columbus Countryside Vet Clinic for stray animal chip reader for Police Dept. The reason for the donation was to identify stray animals after hours. Motion by Gray, second by McCabe to approve donation from Columbus Countryside Vet Clinic for stray animal chip reader for Police Dept. Carried voice vote. Roll call vote unanimous. 3. Consider & take action on Stormwater Management Measures Maintenance Agreement for Columbus Elementary School. Motion by Pyfferoen, second by Gray to approve Stormwater Management Measures Maintenance Agreement for Columbus Elementary School. Roll call vote unanimous. 4. Consider & take action on DPW recruitment & hiring range. Ellefson explained that this incorporates the changes discussed at COW to increase the high end of the hiring range for a highly qualified candidate and also the reason to recruit. Motion by McCabe, second by Gray to approve DPW recruitment and hiring range. Roll call vote unanimous. 5. Consider & take action on DPW interim staffing: Received proposals from Public Administration Associates and McMahon. Motion by Reid, second by Gray to accept proposal from Public Administration Associates. Roll call vote unanimous. 6. Consider & take action on renewal of Athletic Field contracts: Gray recommended to reword this as extending the contracts. Motion by Gray, seconded by Pyfferoen to extend Athletic Field contracts till December 31, 2021. Roll call vote unanimous. 7. Consider & take action on EV Charging Station: Motiff asked and Schreiber explained how location was chosen. Motion by McCabe, second by Pyfferoen. Roll call vote unanimous. 8. Consider & take action on Developer's Agreement CDI Grant: Schreiber gave brief description on this being the final step to clarify the roll of the city and the developer if the grant is awarded. Concerns were raised. Attorney Johnson outlined #10 stating the city will review plans. Motion by Motiff, second by Reid to approve Developer’s Agreement CDI Grant with change to paragraph 10 as noted by Attorney Johnson. Roll call vote unanimous. 9. Consider & take action on claims in the amount of $711,392.83: Ellefson reviewed claims. Motion by Pyfferoen, second by Gray to approve claims in the amount of $711,392.83. Roll call vote unanimous. Page 2 – Regular Common Council – 4/20/2021 10. Report of City Officers – City Administrator: Finance Director recruitment is underway with deadline being Monday, April 26. Bid process was approved for Pavilion stairs project and review of bid timeline. Wastewater continues their land spreading. Small amount of land inventory available and short time to be able to spread and the spreader also broke. May contract with to complete spreading. Mayor: Randy Koehn with mixed emotions will be retiring on July 30, 2021. It is with mixed emotions his resignation is accepted on July 30, 2021. City Council members have been invited to a tree planting on Arbor Day, April 30. Trina announced that the library is now open. No appointments required. 11. Adjourn: Motion by Pyfferoen, second by Gray to adjourn at 7:18 PM. Carried voice vote. Submitted by: Jane Fude, Deputy Clerk  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE MINUTES TUESDAY, APRIL 20, 2021 AT 6:45 PM COLUMBUS CITY HALL 1. Roll Call: The meeting was called to order at 7:25 pm by Council President Gray. Present: (in person) Council President Gray, Mayor Arnold, Alders: Motiff, Reid, Pyfferoen, McCabe, Albright; Staff: (in person) City Administrator Ellefson, Deputy Clerk Fude, Media Coordinator Wolf; City Attorney Johnson (Zoom), City Engineer Lietha (Zoom), Dir Planning/Development Schreiber (Zoom), Rec Director Meyers (in person) 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: Tory Weidmann representing the 4th of July Committee. He has heard that many other venues are opening. Would like to know what the Common Council thoughts are if we can proceed with booking the bands and entertainment. 5. Department Reports: March 2021: DPW, Fire, Library, Lifestar, Media Coordinator, Police 6. Review & discuss Carrico Contract: Amy reviewed that we have contracted with Carrico Aquatic Resources for the past 8 years. Attorney Johnson recommended two changes: 1. Under Assumptions, item #4 to change to Carrico Aquatic Resources in consultation with the City of Columbus has the authority to close the Facilities, etc. 2. Under Article IV: Compensation first item to remove “All chemicals in excess of $26,600 will be purchased by the City of Columbus at current commercial wholesale trade price.” Consensus of the committee was to stay with the flat fee amount. Recreation Director Meyers will follow up with Carrico. Forward to 5/4/2021 Regular meeting with changes. 7. Review & discuss Status of Emergency Order and Mask Mandate: Ellefson reviewed mandate options. Gray asked if any funds would not be available if emergency order was not in place. Reid, library is open but staff will continue to wear masks. Many alderpersons believe in a comprise of opening City Hall but to have staff continue to wear masks. Mandate can be revisited. Forward to 5/4/2021 Regular Meeting extending mandate for two months to open city buildings while still wearing masks. 8. Review & discuss applications, plan from 4th of July Committee: Tory Weidemann, 4th of July Committee said they are planning to proceed with putting out hand sanitizer and putting up signs to wear masks. Council comfortable having the event being that it is outside. They plan to have fireworks and music. Each day rides will be sanitized. Consensus was to move forward with plans. 9. Review & discuss Street Closing Request by Chamber of Commerce-Red Bud Days, May 8, 2021: Paula Steiner, Chamber, looking to have street closure for music, vendors, prince & princess contest. Will have Red Bud beer. Will also have garage sales. Looking for street closure for food on the boulevard, have the vendor/ fair available and segregate between the music. Friends of the Library book store will be open. Music will be provided by a spin off from Funky Chunky. Forward to 5/4/2021 Regular Meeting. 10. Review & discuss Amendment to Purchasing Policy: Ellefson explained the change to limit the length of contracts to two years. Forward to 5/4/2021 Regular Meeting. 11. Convene to closed session per § 19.85(1)(g) to confer with legal counsel for the governmental body who is rendering oral or written advice concerning strategy to be adopted by the body withrespect to litigation in which it is or is likely to become involved. Motion by Pyfferoen, second by McCabe to adjourn into closed session at 8:01 pm. Roll call vote unanimous. 12. Reconvene to open session: Motion by Pyfferoen, second by McCabe to reconvene to open session at 8:53 pm. Carried voice vote. 13. Adjourn: Motion by Motiff, second by Pyfferoen to adjourn at 8:54 pm. Carried voice vote. Submitted by: Jane Fude, Deputy Clerk  2021 AGENDA ITEM Committee of the Whole Meeting date: ___________________________ May 4, 2021 Council Meeting date: ______________________________ New Operator Licenses for Licensing Period 7/1/20 - 6/30/22 ITEM: _______________________________________________________ SUBMITTED BY: Pat Goebel ______________________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Request approval for the following operator licenses: Camille Q. Baker Rebecca M. Baus Sophia J. Booker Kelsey A. Bortz Brittany L. Cook Livia R. Erdmann Chelsea M. Hoveland Serina A. Jorgensen Tami M Kanouse Robin L. Kempfer Olivia D. Minning Kevin J. Schick LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Request approval of operator licenses  https://www.columbuswichamber.com/ https://www.facebook.com/columbuswichamber https://www.linkedin.com/company/columbus-wisconsin-area-chamber-of-commerce/?viewAsMember=true PO Box 362 Columbus, WI 53925 MEMO TO: Columbus, Wisconsin City Council FROM: Columbus Chamber, Inc. Paula Steiner, President DATE: 4/12/2021 RE: Redbud Days Message We and the business community are excited to celebrate the blooming of the Redbud Trees one of our City Brands with Redbud Days. We will follow all prescribed wearing of Face Masks, Social Distancing, and safety measures to mitigate spread of the Coronavirus. Activities starting at 10:00 AM should be done by 6:30 PM. 1. Redbud Pageant, located in the senior center. 2. Music in the are by the side doors at City Hall, we will need electric plug in, and the stage. 3. Redbud Beer, provided by Cercis with special coloring. 4. Kiwanis Brats and Hotdogs, and beverages, soda water etc. 5. Vendor Fair in the Middle of Dickason, we will allow for other service clubs to provide food, as long as no repeats. 6. Vendors can sell items but must have valid sellers permit, and insurance. 7. Badger Auto Club car show second half of Dickason Boulevard. 8. Starting Wednesday that week Citywide Garage Sales, some will last to Sunday.  2021 AGENDA ITEM Committee of the Whole Meeting date: _________ Council Meeting date: __ Tuesday, May 4, 2021__________ ITEM: _ Scheduling of Regular June Meeting Dates______ DETAILED DESCRIPTION OF SUBJECT MATTER: Interim Staffing The normal June meeting dates fall on Tuesday June 1st, and Tuesday June 15th. The Mayor is traveling out of state on June 1st, and there is a special primary election for State Assembly scheduled for June 15th that could cause a conflict for the City Clerk. Additionally, with multiple annual licenses expiring at the end of June, staff are concerned that licensed establishments may struggle to submit all of their paperwork and complete any follow up by June 15th. Scheduling the meetings on Tuesday June 8th and Tuesday June 22nd would avoid the scheduling conflicts and allow additional time for licensed establishments to submit paperwork and satisfy any outstanding requests. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Consider rescheduling the June Meetings to Tuesday June 8th and Tuesday June 22nd.  CITY OF COLUMBUS FOR MEETING OF: May 4, 2021 REQUEST FROM/DEPARTMENT: Columbus Area Aquatic Center (CAAC) AGENDA ITEM/REQUEST: Renewal of Water Management Contract with Carrico Aquatics *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: Enclosed are the recommended changes to the 2021 Carrico Water Management Assistance Program Renewal with Carrico Aquatic Resources, Inc. from the April COW meeting. Attorney Johnson has suggested changes on some key areas of the contract; Carrico has agreed to those changes but suggested that verbiage be added to show that the City of Columbus agrees to pay for chemicals above the $26,600 wholesale trade price due to the unknown status of the fixed leak. The way the current contract reads: ARTICLE IV: COMPENSATION  Owner’s guaranteed yearly investment for all items listed in Article IV: Scope of Services is twenty-six thousand six hundred and 00/100 dollars ($26,600.00) for the 2021 pool season. All chemicals in excess of $26,600.00 will be purchased by the City of Columbus at current commercial wholesale trade price.  Now reads: 4.1 Owner’s guaranteed yearly investment for all items listed in Article IV: Scope of  Services is twenty-six thousand six hundred and 00/100 dollars ($26,600.00) for the  2021 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 due to unknown  status of the fixed leak. Attorney Johnson recommends the following:  Owner has guaranteed investment for all items listed in Article III is $26,600.00 for the 2021 pool season. If the cost of chemicals alone exceeds $26,600 for the pool season, all chemicals purchased in excess of $26,600.00 will be purchased by the City of Columbus at current commercial wholesale trade price. Article III outlines the responsibilities of Carrico so that would make sense.  Assumptions: The way the contract currently reads: Carrico in consultation with the Owner, has the authority to close the Facilities to swimmers should unsafe conditions exist and keep Facilities closed until corrective actions have been successful. Attorney Johnson is requesting that the wording be reversed so that the Owner, in consultation with Carrico has the authority to close, rather than Carrico in consultation with the Owner. This has been changed, see enclosure. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: 215-555210-342 Department: CAAC / Pool Acct. # Approved Budget: ______________ Current Balance in Acct #: $26,900 Remaining Balance in Acct #: _______________ (after approval) May 4, 2021 Mr. Kyle Ellefson City Administrator City of Columbus 105 North Dickason Boulevard Columbus, Wisconsin 53925 RE: Water Management Assistance Program Renewal Dear Kyle, Thank you for giving Carrico Aquatic Resources, Inc. the opportunity to provide you with water management services for the the last 7 years and we look forward to doing so again in 2021. 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 May 4, 2021 is between the City of Columbus (the “Owner”), whose address is 105 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. • The City of Columbus in consolation with Carrico, 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 every 4-6 weeks 1.6 14-point water analysis every 4-6 weeks ARTICLE II: OWNERS’ RESPONSIBILITIES 2.1 Operate facilities according to State of Wisconsin’s Department of Health Swimming Pool Code § ATCP 76 which is Safety, Maintenance and Operation of Public Swimming Pools, 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 every 4-6 weeks.  ARTICLE IV: COMPENSATION 4.1 Owner’s guaranteed yearly investment for all items listed in Article IV: Scope of Services is twenty-six thousand six hundred and 00/100 dollars ($26,600.00) for the 2021 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 due to unknown status of the fixed leak. 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 2021 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 This agreement time period is for the 2021 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: Matt Carrico, President Owner P.O._______________________ Exhibit A “Facilities” as referred to in this document consist of the following: • 260,000 gallon main pool  2021 AGENDA ITEM Committee of the Whole Meeting date: ___April 20, 2021 ______ Council Meeting date: __May 4, 2021_____ ITEM: _Consider & Discuss Status of Emergency Order and Mask Mandate___ DETAILED DESCRIPTION OF SUBJECT MATTER: In October 2020, the City of Columbus authorized an Emergency Declaration related to COVID- 19, which remains in effect until midnight on May 5, 2021. Under the Emergency Order, the City also issued a face-covering requirement for City owned buildings and properties that remains in effect. Other operational changes that have occurred during the pandemic include limiting access to public buildings, encouraging alternate or remote methods of doing business with the City, limiting capacity of public buildings or events held on City property, limiting or eliminating some programs and offerings, and utilizing Zoom to attend meetings without being physically present. With the availability of vaccines becoming more widespread, and the infection rates significantly lower than fall of 2020, the conditions and circumstances have changed since the Order was first authorized. However, given the ongoing nature of the pandemic, the new variants that have emerged, and the proportion of the general population immunized, there remains some level of risk for disruption of critical systems within the city. Given those circumstances, the Committee of the Whole recommended extending the Emergency Order and face-covering requirement for City owned buildings. The Committee of the Whole also recommended resuming normal public access to City Hall and other City buildings that have been closed due to the pandemic. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: • Resolution #11-21 Declaring a Continued State of Emergency ACTION REQUESTED OF COUNCIL: • Approve the Resolution extending the Emergency Order and face covering requirement for City buildings, but eliminating the restrictions limiting normal public access to City buildings.  RESOLUTION #11-21 RESOLUTION DECLARING A CONTINUED STATE OF EMERGENCY The City of Columbus Common Council does hereby resolve as follows: WHEREAS, the 2019 novel strain of coronavirus, known as COVID-19 is a respiratory virus that is extremely contagious and can be fatal; WHEREAS, COVID-19 continues to spread throughout the United States and numerous cases and hot spots have been identified in Wisconsin; WHEREAS, the President of the United States has declared a national emergency, the Governor of Wisconsin has declared a public health emergency in the State of Wisconsin, the County Government of Columbia County has declared a Local State of Emergency, and the City of Columbus has previously declared a State of Emergency because of the spread of COVID-19; WHEREAS, the spread of COVID-19 in the City of Columbus continues to present an imminent threat of a disaster that may impact medical care and other critical systems within the City; WHEREAS, a multi-agency, multi-jurisdictional response is necessary to undertake efforts to prevent the spread of COVID-19; WHEREAS, by Resolution adopted December 15, 2020, the City of Columbus declared a State of Emergency in order to undertake efforts to prevent the spread of COVID-19; NOW THEREFORE, IT IS HEREBY RESOLVED, that pursuant to Wis. Stat. § 323 .11, in order to protect the public peace, health and safety, preserve lives and property, economic stability, and ensure cooperation and coordination, a Declaration of Local State of Emergency is imposed until midnight on July 7, 2021, subject to further extension authorized by the City of Columbus Common Council; BE IT FURTHER RESOLVED, that the full allocation of City resources be available to ensure the continuation of core City services in the midst of the pandemic, and to provide whatever is necessary and expedient for the health, safety, welfare of persons and property within the City, which shall include but not be limited to the power to bar, restrict or remove all unnecessary traffic, both vehicular and pedestrian from the streets of the City, and to enforce all government orders; BE IT FURTHER RESOLVED, that the City of Columbus Common Council does hereby authorize the City Administrator to issue temporary orders to further the purpose of this Declaration. If the Administrator is not available to issue an order, then the Mayor and Council President, in that order shall be authorized to issue such orders. The orders made pursuant to this Emergency Declaration shall remain in effect until the next meeting of the Common Council, at which time the order shall be continued, amended or terminated. BE IT FURTHER RESOLVED, that in anticipation of federal relief and reimbursement becoming available, all City departments shall track expenses related to efforts to protect the public and prevent the spread of COVID-19, and other public sector entities are encouraged to do the same. BE IT FINALLY RESOLVED that the City of Columbus Common Council does hereby authorize and direct the Mayor of Columbus to execute this Resolution immediately. This Resolution approved by the City of Columbus Common Council this 4 _____ day of May, 2021. ______________________________ Mary Arnold, Mayor ______________________________ Patricia Goebel, Clerk C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\X2D8RNX4\emergency declaration january 2021 (A4018047x9DEB4).docx  2021 AGENDA ITEM Committee of the Whole Meeting date: ____April 20, 2021_______ Council Meeting date: _May 4, 2021______ ITEM:_Purchasing Policy Amendment_ DETAILED DESCRIPTION OF SUBJECT MATTER: On 4/5/2021, the City Council approved the purchasing policy. During deliberation, there was a desire to add language regarding contract approval that would limit the length of contracts that could approved by staff according to policy. The additional language proposed for Section 9 of the Purchasing Policy is shown underlined below: 9. Minor Contracts: The City Administrator may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the City Administrator’s purchasing authority limit established in Section B of this policy. Department Heads may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the Department Head’s purchasing authority limit established in Section B of this policy. The City Administrator may delegate authority for Department Heads to sign a contract that exceeds the Department Head’s purchasing authority limits in Section B of this policy, as long as the contract falls within the City Administrator’s purchasing authority. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Marked up Purchasing Policy with changes shown on page 3 ACTION REQUESTED OF COUNCIL: Review the proposed language and determine if the additional language is acceptable.  Purchasing Policies and Procedures APRIL 2021 Purpose: The purpose of this policy is to establish uniform standards and procedures to be followed by all City Departments, Boards, Commissions, and the City Council in the purchase of all supplies, materials, equipment, and contractual services. Policy: The purchasing standards and procedures set forth herein are designed to: 1. Attain maximum economy in municipal operations to ultimate advantage of local taxpayers. 2. Provide equal opportunity for qualified vendors to serve the City’s needs. 3. Use local businesses when practical and competitive. 4. Adhere to relevant Ordinances and Statutes A. Purchase Authority In general, all supplies, materials, equipment and contractual services shall be included in the budget. When approval of the City Administrator is specified in this policy, the term means City Administrator/Treasurer for all departments. B. Authorization Policies and Limits Although included in the annual budget, certain supplies, materials, equipment, and contractual services may require additional approvals before actual purchase. Staff purchasing supplies, materials, equipment, or contractual services must receive the following approvals prior to purchase: 1. Department Head may authorize purchases that do not exceed $1,000 if the source of funding has been identified in the budget. The City Administrator must approve all purchases in excess of $1,000 but less than $10,000. Purchases in excess of $10,000 require City Council approval. 2. Purchasing for public construction projects shall follow requirements of State Statutes (62.15(1)). 3. Each department head of the City shall be responsible for its own department’s purchasing needs in strict compliance with the procedures set forth herein. Department heads must provide accurate budget and expenditure information to the City Administrator to ensure the effective administration of this policy. No department may make charges against budget accounts of other departments. 4. The City Administrator is responsible for determining if an item is budgeted, adequate funds are available, and that proper purchasing procedures are followed. C. Purchase Orders A Purchase Order must be prepared for the following purchases: 1. Any purchase of goods or services. 2. Any purchase from a source determined by formal bid, bid waiver or formal quotation. 3. Any capital outlay item. 4. When a vendor requires a purchase order. Exclusive of the above requirement, a department head may request a purchase order be prepared at any time they feel it is best or prudent to do so. D. Vendor Payments The department ordering goods or services is responsible for the accuracy of expense accounts used and that the purchases are within budget parameters. All applicable quotation forms, vender invoices, purchase requisitions and purchase orders, approved by the department head or designee must be forwarded to the Finance Director’s office for payment and processing. E. Purchasing Procedures 1. Construction Projects: a. Purchases for construction projects in excess of $15,000. For public construction projects, the City shall follow statutory bidding procedures. b. Purchases for construction projects in excess of $5,000. Expenditures within the range of $5,000 and $15,000 for public construction projects and the purchase of construction goods require a class 1 notice under Chapter 985. c. For public construction projects that have been properly bid and formally awarded by the City Council, the City Administrator may fulfill legitimate pay requests within the approved project amount if recommended for payment by the City Engineer. Change Orders for public construction projects require City Council approval, unless authority is otherwise delegated by the City Council on a project-by-project basis. 2. Purchases in excess of $10,000 (for non-construction projects): All purchases of non-construction goods or services in excess of $10,000 require formal bidding procedures and approval of the City Council. Purchases for professional services in excess of $10,000 require the approval of the City Council. 3. Purchases in excess of $1,000 but less than $10,000: If item is budgeted the City Administrator may authorize purchase subsequent to a request from the Department head. Department heads must follow the purchasing procedures identified in paragraph 4 of this section. 4. Purchases in excess of $500 but less than $1,000: a. The department head shall secure at least three written quotes or proposals from perspective vendors for the item or service. When possible local vendors/businesses should be offered the opportunity to provide a quote. Quotes must be documented.  b. In the event a department head feels that a purchase should be made from a specific vendor due to proprietary equipment requirements, the item or service is only available from a single supplier, or it is impractical to receive multiple quotes, a recommendation to deviate from normal practices should be directed to the City Administrator who may waive this requirement. In the case of a documented emergency, see the current City Budget Expense Line Policy. 5. Purchases less than $500: Purchases in this category can best be described as day to day purchases needed to perform a job or service, however, they should still meet the goals and intent of this policy. Department heads are responsible for the purchases made by personnel within their department. They may delegate this purchasing authority to subordinates, but they still bear responsibility for these purchases. 6. Petty Cash: Petty cash funds are established to pay for infrequent purchases that require immediate payment. The City Hall, Police Department, Fire Department, Senior Center, Aquatic Center (while in season) and Public Works/Recreation Department are authorized to maintain a petty cash fund in an amount not to exceed $250. Receipts are required for all expenditures of these funds. Each Department utilizing petty cash shall submit a formal policy detailing the handling of daily deposits and the reconciling of the petty cash funds. This policy shall be submitted to and approved by the Finance Director and City Administrator. Deposits shall be made on a regular basis, with deposit frequency addressed in the approved petty cash policy. The Finance Director will maintain a record of the policies and assist, when necessary, in the testing and auditing of these procedures. 7. Purchases of a repetitive nature: It is not always practical to obtain competitive quotations for purchases that are repetitive in nature. The market should be annually tested including local vendors/businesses by the department head to determine if the current supplier is the most economically. 8. Joint Purchasing: These requirements may be waived by the City Administrator when purchasing items through State or joint purchasing systems is beneficial to the City. 9. Minor Contracts: The City Administrator may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the City Administrator’s purchasing authority limit established in Section B of this policy. Department Heads may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the Department Head’s purchasing authority limit established in Section B of this policy. The City Administrator may delegate authority for Department Heads to sign a contract that exceeds Formatted: Indent: Left: 0.5" the Department Head’s purchasing authority limits in Section B of this policy, as long as the contract falls within the City Administrator’s purchasing authority.