City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING MONDAY, JULY 12, 2021 – 5:05 PM COLUMBUS CITY HALL AGENDA Topic: Common Council/COW Regular Meeting Log In Time: Jul 12, 2021 04:30 PM https://us02web.zoom.us/j/86384549897?pwd=TjVRNG1VNG01WnlPNXpYOWphdUNWUT09 Meeting ID: 863 8454 9897, Passcode: 090118 or Call: 312 626 6799 1. Roll Call 2. Pledge of Allegiance 3. Notice of Open Meeting 4. Approve Agenda 5. Correspondence & Communications o Citizens wishing to make public comment at the meeting via Zoom, please email Pat Goebel at pgoebel@columbuswi.us by Noon July 12. 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 6, 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 – 6/22/21, regular & special meeting minutes 2. Approve Operator License Renewals for 2021-2023 Licensing Period New Business 1. Consider & take action on compensation for Fire Chief selected by Police & Fire Commission 2. Consider & take action on Acceptance of donations – Fire Dept. 3. Consider & take action on Rotary Park donations and potential surplus equipment 4. Consider & take action on Communications & Multimedia Coordinator Position Description 5. Consider & take action on claims in the amount of $ 100,534.01 6. Report of City Officers – City Administrator, Mayor 7. Adjourn  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE SPECIAL MEETING TUESDAY JUNE 22, 2021 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: Council President Gray called the meeting to order at 6:30 pm. Present: Council President Gray, Mayor Arnold, Alders Albright, McCabe, Motiff, Pyfferoen, Reid; City Administrator Ellefson, Deputy Clerk Fude, Zoning Administrator Schreiber, Rec/CAAC Director Meyers, Police Chief Weiner, and WWTP Anding 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Pyfferoen, second by Motiff to approve. Carried voice vote. 4. Citizen Comments: None 5. Review & discuss Organizational Study proposal with PAA: There has been some conversation of other offerings PAA has to assist the City. They have a variety of areas that they could look at staffing, organizational structure and the work that is actually done in the department. Albright noted they have helped Columbus four times. Ellefson said he believes these were all for administrator recruitments. Motiff thinks this would be a great opportunity for the city and would shine a light on several issues that need to be taken care of. Reid, has enjoyed working with PAA in the past, not sure if this is a good use of funds and not sure what they will be able to find in interpersonal relations with all the new positions. Not sure this is a good time. Gray stated this is an excellent time to get everyone on the same page. Pyfferoen thinks this is a lot on money however if we can find a solution to the problem and keep the people we have it is money well spent. Reid asked if we just ask the employees. Not sure if an outside group is needed. Albright asked if we have talked to the employees and if consultant makes recommendation will employees follow it? What this study will help with is looking to see what other communities are doing. Gray mentioned we have talked about doing this for all departments. There must be something other than money. McCabe wondered if DPW employees would be more comfortable talking to an outside group rather than internally and supports this study. Gray recommends moving forward with $7,800. Motion by Motiff, second by McCabe to move this forward to June 22, 2021 Regular Common Council meeting to authorize PAA to conduct an organizational/staffing review and analysis for $7,800.00. Voice vote unanimous. 6. Adjourn: Motion by Pyfferoen, second by Reid to adjourn at 6:43 PM. Carried voice vote. Submitted by: Jane Fude, Deputy Clerk  COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, JUNE 22, 2021 – 6:35 PM COLUMBUS CITY HALL 1. Roll Call: Mayor Arnold called the meeting to order at 6:45 PM. Present: Mayor Arnold, Council President Gray, Alders: Albright, McCabe, Motiff, Pyfferoen Reid; Staff: City Administrator Ellefson, Deputy Clerk Fude, City Attorney Johnson (via Zoom), Police Chief Weiner, Director of Planning & Development Schreiber, Recreation Director Meyers, Katie Anding, and interested citizens. 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, seconded by Pyfferoen to approve the agenda. Carried voice vote. Correspondence & Communications: None. Motiff had one potential correction Regular Council Minutes from June 8th Item #1 for the weed commission, do we need to clarify that Director Gau is only going to be interim Weed Commissioner. Ellefson state there is not a provision in the ordinances for interim vs. regular. The intent is at the next regular meeting we will bring forward the next Public Works Director as the Weed Commissioner. So, at this time he is the Weed Commissioner. Consent Agenda: Motion by Reid, seconded by Motiff to approve consent agenda. Carried voice vote. Council & Committee of the Whole Minutes – 6/8/21 New Business: 1. Consider & take action on Organizational Study with PAA: Motion by Gray, second by Motiff to approve the Organizational Study with PAA in the amount of $7,800. Roll call vote: Gray aye, McCabe aye, Motiff aye, Pyfferoen aye, Reid nay, Albright nay. Motion carried 4-2. 2. Consider & take action on assessor error as palpable error on parcel #11211 1087.02: Motion by Pyfferoen, second by Reid to approve the refund in the amount of $6,179.17 to Capital Scale. Roll call vote unanimous. 3. Consider & take action on Resolution #14-21 CMAR 2020 for WWTP: Motion by Gray, second by Reid to approve Resolution #14-21 CMAR 2020 for WWTP. Carried voice vote. 4. Consider & take action on CHLPC to remodel Rest Haven restrooms: Motion by Gray, second by Albright to approve CHLPC to remodel Rest Haven restrooms. Carried voice vote. 5. Consider & take action on CHLPC request to apply for State Grant: Motion by Motiff, second by Pyfferoen to grant permission to the CHLPC to submit a letter of intent for the CLG Grant for the development of design guidelines. Carried voice vote. 6. Consider & take action on CHLPC request to establish Facade Grant Program: Only edit was to Item #4, no individual grant to exceed $10,000 without council approval. Motion by Gray, second by Reid to approve CHLPC request to establish Façade Grant Program. Carried voice vote. The CDA grant program is a companion to this façade grant and the CDA & CHLPC will work together. 7. Consider & take action on Resolution #15-21 "A Resolution Delegating The Authority To Manage And Implement The Facade Improvement Grant Program To The Columbus Historic Landmark And Preservation Commission": Motion by Gray, second by Pyfferoen to approve Resolution #15-21 “A Resolution Delegating The Authority To Manage And Implement The Façade Improvement Grant Program To The Columbus Historic Landmark And Preservation Commission. Carried voice vote. 8. Consider & take action on 2022 Budget Procedure & Timeline: Motion by Motiff, second by Pyfferoen to approve 2022 Budget Procedure & Timeline. Carried voice vote. 9. Consider & take action on the renewal of the Class "A" licenses for Licensing Period July 1, 2021 – June 30, 2022 for the following establishment::  The Painted Crate, LLC d/b/a The Painted Crate. Gray thanked Pat for all her work in organizing. Reid also thank Pat for the very smooth process. Motion by Reid, second by Gray to approve Class "A" license for the establishment listed. Carried voice vote. 10. Consider & take action on the renewal of "Class A" licenses for Licensing Period July 1, 2021 – June 30, 2022 for the following establishments:  Landmark Services Coop, d/b/a Cenex Convenience Store  Chester Bandits Store, d/b/a Chester Bandits Store  Dolgencorp, LLC d/b/a Dollar General Store #10422  Kwik Trip, Inc d/b/a Kwik Trip #808  Ultra Mart Foods, LLC d/b/a Pick N Save #6392  Walgreen Co d/b/a Walgreens #10396 Motion by Gray, second by Pyfferoen to approve "Class A" licenses for establishment listed. Carried voice vote.  Page 2 – Common Council – Regular – 6/22/21 11. Consider & take action on the renewal of Class "B" licenses for Licensing Period July 1, 2021 – June 30, 2022 for the following establishment:  Columbus Transport Co, Inc d/b/a Kurth Brewery  Yum Yum Thai Kitchen, LLC d/b/a Yum Yum Thai Kitchen Motion by Gray, second by Pyfferoen to approve Class "B" licenses for establishments listed. Carried voice vote. 12. Consider & take action on the renewal of "Class B" licenses for Licensing Period July 1, 2021 – June 30, 2022 for the following establishment:  The Columbus Country Club d/b/a The Columbus Country Club  Columbus Family Restaurant, LLC d/b/a Columbus Family Restaurant  Columbus West Travel Center, LLC d/b/a Columbus West Travel Center  Capitol Columbus Restaurant, LLC d/b/a Fast Lanes Restaurant & Pub  Dubs Brew, LLC d/b/a Cercis Brewing Company  Kestrel Golf Properties, LLC d/b/a Kestrel Ridge Golf Course  MP's Town Tap, LLC d/b/a MP's Town Tap  Tequila's Bar & Grill, LLC d/b/a Tequila's Bar & Grill Motiff saw on line that Fast Lanes is permanently closed, could you clarify that? Fude responded that they are planning to reopen. Motion by Pyfferoen, second by Motiff to approve "Class B" licenses for establishments listed. Carried voice vote. 13. Consider & take action on the renewal of "Class B" license for Licensing Period July 1, 2021 – June 30, 2022 for the following establishment: Motion by Gray, second by Albright to approve "Class B" License for Jamesco, Inc d/b/a The Cardinal Cage. Carried voice vote. 14. Consider & take action on the renewal of Class "C" Wine license for Licensing Period July 1, 2021 – June 30, 2022 for the following establishment: Motion by Reid, second by Gray to approve Class "C" Wine license for Yum Yum Thai Kitchen, LLC d/b/a Yum Yum Thai Kitchen. Carried voice vote. 15. Consider & take action on Tobacco License Renewals for 2021-2022 Licensing Period: Motion by Gray, second by McCabe to approve Tobacco License Renewals for 2021-2022. Carried voice vote. Landmark Services Cooperator d/b/a Cenex Convenience Store Chestor Bandits Inc d/b/a Chestor Bandits Dolgencorp LLC d/b/a Dollar General Kwik Trip Inc d/b/a Kwik Trip #808 Walgreen Co d/b/a Walgreens #10396 Jamesco Inc d/b/a The Cardinal Cage Columbus West Travel Center LLC d/b/a Columbus West Travel Center Kestrel Golf Properties LLC d/b/a Kestrel Ridge Golf Course 16. Consider & take action on New Operator Licenses for 2021-2023 Licensing Period: Motiff asked what businesses these licenses are tied to. Fude explained that they are licensed for the municipality. Motion by Pyfferoen, second by Reid to approve New Operator Licenses for 2021-2023. Carried voice vote. Emma E. Dugan, Patricia M. Hoff, Kayla N. Isensee, Ryan C. Kartos, Helen E. Klock, Kristina R. Pennington, Timothy G. Pennington, Fiona A. St. John, Elizabeth A. Sullivan. 17. Consider & take action on Renewal Operator Licenses for 2021-2023 Licensing Period: Motion by McCabe, second by Pyfferoen to approve all Renewal Operator Licenses for 2021-2023 Licensing Period. Carried voice vote. Roll call vote unanimous. Joseph P Brown, Kongrat Chongcharoen, Mary L Dodd, Erick P Ehlers, Robert D Ganske, Wendy A. Goodreau, Jeffrey I. Grotjahn, Jennie R. Hamilton, Mark A. Inabnet, Kathleen N. Klahn, Nicole E. Luey, Tamara J. Lohmiller, James R. McCormick, LuAnn L. Peters, Sidney V. Smith, Natascha M. Smith, Kelly A. Stratman, Brian D. Swonia, Carly A. Weinberger, Katelyn E. Wolf, Mari R. Wolf, Miranda K. Wolf-Hein 18. Consider & take action on New Operator License application for Raven Rennhack: Chief Weiner spoke regarding concerns on criminal conduct and recommends denial of application. Memo has been mailed to applicant and a voice mail was left with applicant. Gray believes in giving second chances but agrees with Chief Weiner. Motion by Gray, second by Pyfferoen to deny New Operator License application for Raven Rennhack. Carried voice vote. 19. Consider & take action on claims in the amount of $182,695.89: Motion by Pyfferoen, second by Motiff to approve claims in the amount of $182,695.89. Roll call unanimous.  Page 3 – Common Council – Regular – 6/22/21 20. Report of City Officers: City Administrator: Small set back on Hwy. 89 Project in the process to acquire property. Process is still moving forward. Thought at first it would be put out to bid in November, now will be in February, 2022. Still looking to start project in May 2022. We have several new hires recently. Hired Lieutenant Konkel who started on June 14. DPW Maintenance worker Nick Weisensel who started yesterday. July 6th will have Finance Director Kayla Hack. July 12 our Public Works Director Jerry Lentz will be starting. Filling key positions, still working on a few. Happy to be bringing more people in. Joint Review Board met on Monday and they unanimously approved the creation of TID #6. Just a reminder that with the 4th of July falling on a Sunday that Monday, July 5th City Hall and some other departments will be closed. Mayor: Was honored to join in the swearing in of Lieutenant Konkel last Monday. Attended the Farmers Market last Wednesday for the first time and very impressed with the produce and offerings from local artist. Farmers Market is every Wednesday from 3-6 PM located at 150 N. Ludington Street. Great to have this in our city. Please support so we are able to continue having them. Friends of the Library book store will be open Saturday from 10am till 2pm. Proceeds from the Friends of the Library books sales go to support local library programming. Want to congratulate longtime resident, former Columbus high school teacher, principle and superintendent Dick Mortimore who celebrated his 100-birthday last weekend. Wishing everyone a healthy and safe 4th of July. Would also like to thank the city hall staff, the clerks and poll workers who worked the Special Primary. The Special election is on July 13th. We have two candidates from Columbus. Invited by the Odd Fellows to tour the Butterfly Gardens. 21. Adjourn: Motion by Pyfferoen, second by Gray to adjourn at 7:41 PM. Carried voice vote. Submitted by Jane Fude, Deputy Clerk  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY JUNE 22, 2021 – 7:00 PM COLUMBUS CITY HALL 1. Roll Call: Council President Gray called the meeting to order at 7:48 pm. Present: Council President Gray, Mayor Arnold, Alders Albright, McCabe, Motiff, Pyfferoen Reid; Staff: City Administrator Ellefson, Deputy Clerk Fude, Director of Planning & Development Schreiber, Recreation Director Meyers, HLPC Salzwedel, Police Chief Weiner, Fire Chief Koehn and interested citizens. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Pyfferoen, second by Motiff to approve the agenda. Carried voice vote. 4. Citizen Comments: None. 5. Department Reports: placed on file: April 2021: Finance; May 2021: Finance, Fire, Library, Lifestar, Police 6. Review & discuss Rotary Park donations and potential surplus equipment: Recreation Director Meyers stated Rotary would like to donate 6-8 picnic tables, with one being ADA compliant. Donation will be for $2,000. so, the number of tables donated will depend on the cost of shipping. Rotary asked if they could keep 4 of the tables for their own use. Forward to July 6th Regular meeting. 7. Review & discuss Acceptance of donations – Fire Dept.: Fire Chief Koehn accepted a $20.000 donation in August 2020 and this is to accept future donations for fire truck restoration. Chief Koehn gave a history on the fire department. The three windows in the council chambers where the three bays for the original Fire Department. Forward to July 6 Regular meeting. 8. Review & discuss Media Coordinator Position Description: Cable Commission is interested in someone to manage the web site and resources, cover and broadcast city news and events, broadcast useful information for residents, and increase content for the channel, and video editing. The City is looking to enhance the media coordinator's role in communicating information to the public across platforms to make sure the information was more timely, accurate and relevant. A suggestion was to change Media Coordinator to Communications and Multi Media Coordinator highlighting the importance of communications across many platforms. Motiff asked about salary. Salary range is $44,000 to $48,000. Reid and Gray in favor of including salary range. Forward to July 6 Regular meeting. 9. Convene into closed session per §19.85(1)(e) deliberating or negotiating the purchase of public properties, the investment of public funds, or conducting other public business, whenever competitive or bargaining reasons require a closed session, specifically the sale and purchase of public property in the City of Columbus. Motion by Motiff, second by Pyfferoen to convene to closed session at 8:02 PM. Roll call unanimous. 10. Reconvene to open session: Motion by Pyfferoen, second by McCabe to reconvene to open session at 8:37 pm. Carried voice vote. 11. Adjourn: Motion by Motiff, second by Arnold to adjourn at 8:37 pm. Carried voice vote. Submitted By: Jane Fude, Deputy Clerk  2021 AGENDA ITEM Committee of the Whole Meeting date: ___________________________ July 12, 2021 Council Meeting date: ______________________________ New Operator Licenses for Licensing Period 7/1/21 - 6/30/23 ITEM: _______________________________________________________ SUBMITTED BY: Pat Goebel ______________________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Request approval for the following operator licenses: Susan J. Baron Valerie L. Beard Makayla A. Beeler Stephen W. Bright Kari L. Burke Kathleen M. Burns Audra C. Dates Sally J. Ebert Elizabeth E. Giese Denise A. Huson Debora L. Perry Thomas E. Rehfeldt Leila A. Smith Michael K. Wilson LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Request approval of new operator licenses  2021 AGENDA ITEM Committee of the Whole Meeting date: June 22, 2021 Council Meeting date: July 6, 2021 ITEM: Acceptance of future donations for the restoration of the fire department’s antique truck. DETAILED DESCRIPTION OF SUBJECT MATTER: At the August 4, 2020, Common Council meeting, the council approved to accept a $20,000 donation from the Eugene Niehoff estate to be put toward the restoration of the fire department’s 1925 American LaFrance antique fire engine. Since this will be an on-going project to raise funds for this purpose and the council already acknowledged this project by previously accepting the initial $20,000 donation, I would ask that future donations for this project be “pre- approved” for acceptance. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Below is a portion of the minutes from the August 4, 2020, council meeting. For those council members who were not here in 2020, I’ve attached the original agenda item from last August for accepting the $20,000 donation. It gives information about the antique truck to be restored. ACTION REQUESTED OF COUNCIL: To “pre-approve” any future donations for the restoration of the fire department’s antique fire truck.  COLUMBUS COMMON COUNCIL – REGULAR MEETING MINUTES TUESDAY, AUGUST 4, 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, Council President Ryan, Alders Adams, Gray (via Zoom), Pyfferoen, Reid; City Administrator Ellefson, City Attorney Johnson, City Clerk Goebel, City Engineer Lietha, DPW Director Navin (via Zoom), John Nehmer, Joe Hammer, Michelle Kaltenberg (via Zoom), interested citizens. McCabe was excused. 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 Adams to approve. Carried voice vote. 5. Correspondence & Communications: None Consent Agenda: Motioin by Adams, second by Pyfferoen to approve. Carried voice vote. Council & Committee of the Whole Minutes – 7/21/20, Applications for Operator Licenses, term 07/01/20 – 06/30/22 New Business 1. Consider & take action on acceptance of donation from Eugene Niehoff Estate to Fire Department: Motion by Reid, second by Pyfferoen to approve the acceptance of donation from the Eugene Niehoff estate in the amount of $20,000 to restore the 1925 LePlante pumper. Roll call vote unanimous. ==================================================================  Previous Agenda Item from 2020 Committee of the Whole Meeting date: ___July 21, 2020______________ Council Meeting date: ____August 4, 2020__________________________ ITEM: ___Acceptance of a gift from the Eugene Niehoff estate_________ DETAILED DESCRIPTION OF SUBJECT MATTER: The estate of Eugene Niehoff has left a gift of $20,000 to the fire department. After speaking with Gene’s daughter, Judith Mann, who is the representative of the estate, the money is to be earmarked for refurbishing the department’s antique 1925 American LaFrance pumper. Our truck is currently sitting in storage at the old Countryside building. With a new fire station being built in Columbus in the next few years, this would be a golden opportunity to refurbish the truck and be ready to display a piece of our heritage when the new station is built. Many new fire stations are being built with an area to display their antique apparatus which is a part of their history. With the City of Columbus being rich in historical treasures such as city hall and the park pavilion to name just two, the fire department’s historical treasures should be saved, too. I’ve attached photos from several area communities where they have new fire stations with their antique apparatus on display as well as photos of our truck. I would like use this monetary gift for a purpose like this for these reasons… 1.) It’s a way of refurbishing the truck without the use of tax dollars. 2.) I would rather see a significant donation like this be utilized as a lasting tribute to the donors as opposed to purchasing “nuts and bolts” which would greatly reduce the memory of this gift. 3.) The donors would be remembered with a plaque being displayed by the truck commemorating their contribution to refurbishing it. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Please see the following photos. ACTION REQUESTED OF COUNCIL: To accept the $20,000 gift from the Eugene Niehoff estate for the purpose of refurbishing the fire department’s antique 1925 American LaFrance pumper. This is our 1925 American LaFrance pumper. The photo was taken outside city hall which is also where the fire station was located in the early 1900s until 1946. The fire station was located where the council chambers are today. The floor was lower than today. There were three bays in the station which line up with the three banks of windows in the current council chambers. I believe this photo was taken in either 1925, the year the truck was purchased, or 1927 for the 50th anniversary of the department. END  CITY OF COLUMBUS FOR MEETING OF: June 22, 2021 REQUEST FROM/DEPARTMENT: Recreation Department and DPW AGENDA ITEM/REQUEST: Rotary grant donation *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: The Rotary Club of Columbus / Fall River would like to make a monetary donation to the City of Columbus for the purchase of new picnic tables (6 – 8 tables) at the Open Shelter in Rotary Park. Four of the existing picnic tables will remain in the possession of the Rotary Club of Columbus / Fall River and the remaining wooden tables would be replaced by the generous donation received. Their hope is to purchase six, possibly eight new tables depending on the shipping costs and the discount received for a bulk order placement. At this time, the total monetary donation is unknown; what we do know is that the amount will be over $2,000. We are asking for acceptance of the donation and for approval of the Rotary Club of Columbus / Fall River receiving four of the existing wooden tables for their own use. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval) City of Columbus Monetary Donation Form Donor Information: Name: Rotary Club of Columbus-Fall River __________________________________________________ 06/07/2021 Date: ________________ Address: _______________________________________Phone PO Box 272 Columbus, WI 53925 number: 262-893-2231 __________________ kline@PrairieRidge.Health E-mail address: ________________________________________________________________ Hereby gives to the City of Columbus a monetary donation for the purchase of 6 (possibly 8) new picnic tables at Rotary Park, which is: ( ) for unrestricted use; or ( ) for the purpose of: The purchase of picnic tables for under the shelter at Rotary Park __________________________________________________________________ Four of the existing picnic tables shall remain in the possession of the Rotary Club __________________________________________________________________ The remaining wooden tables are gifted to the City to be used at other parks. __________________________________________________________________ Any funds in excess of the amount required for the above purpose (if specified): ( ) may be used for _____________________________________________________________ ( ) shall be returned to the donor ( ) may be applied to any other project or fund deemed appropriate by the City Administrator The City of Columbus will make reasonable efforts to accommodate the intended purpose of the donation but reserves the right to utilize, relocate, and/or dispose of any item funded through donated funds as the City may deem fit. If this donation is in the amount smaller than $10,000, the City will not create a separate trust account. For amounts greater than $10,000, the donor may request, and the City may establish, a separate trust account for the donated funds. This donation is subject to the City Gifts and Memorials policy. ________________________________ 06/07/2021 ________________ Donor Kristi Line, Treasurer Date ________________________________ ________________ Donor Date ________________________________ ________________ Department Head Date ________________________________ ________________ City Administrator Date 11 Blue Powder Coated Tables (6) possibly (7) Picnic Tables Blue Powder Coated Tables (1) ADA Table  2021 AGENDA ITEM Committee of the Whole Meeting date: ____6/22/2021_______ Council Meeting date: ___7/6/2021____________ ITEM:_Communications & Multimedia Coordinator Position Description_ DETAILED DESCRIPTION OF SUBJECT MATTER: In preparation for the Media Coordinator recruitment, a revised Position Description has been developed after consultation with the Cable Commission. Initial feedback from the Cable Commission was that they wanted to see the Media Coordinator “manage the cable website and resources so they are regularly updated; cover and broadcast City news and events; broadcast useful information for residents; and create content for the Channel. Experience with video editing was highlighted as something that should be added to the qualifications, and there was an interest in explaining the relationship between the Media Coordinator and the Cable Commission within the job description. Traxler indicated he was interested in keeping a fair balance between the funding from the Cable Commission and the duties of the position.” City staff identified enhancing the Media Coordinator’s role in communicating information to the public across platforms to ensure there was more timely, relevant and accurate information disseminated regarding the City. The draft Position Description was scheduled for review by the Commission on Wednesday June 16th, but the meeting was not held when they failed to achieve a quorum. A rescheduled meeting is likely within the next week. *** UPDATE FOR 7/6/2021*** Based on feedback from the Cable Commission on June 21st, and consensus of the Committee of the Whole on June 22nd, the revised position description with the new position title of Communications & Multimedia Coordinator is attached. Once approved, recruitment will begin with a goal of hiring within the next two months. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Existing Media Coordinator Position Description  Clean Final Draft Communications & Multimedia Coordinator Position Description ACTION REQUESTED OF COUNCIL: Approve revised Communications & Multimedia Coordinator Position Description.  POSITION DESCRIPTION Title: Media Coordinator Department: Administration Date: 1/15/2019 FLSA: Exempt GENERAL PURPOSE The Media Coordinator is a full-time position with the City of Columbus. This position supports the City’s efforts to communicate and promote its activities by leading the effort to convey messages via the City website, social media platforms and the City’s public access television channel. SUPERVISION RECEIVED Works under the supervision of the City Administrator. SUPERVISION EXERCISED None. ESSENTIAL DUTIES AND RESPONSIBILITIES The Media Coordinator may be called upon to perform any or all of the following:  Responsible for the filming and broadcasting of all applicable City government meetings to public access and approved web formats. (25%)  Film, produce and broadcast programming of educational benefit & promotion of the community (20%)  Develop and assist others in appropriate social media communications for the City (20%)  Help shape & grow the City’s brand identity, across key channels  General administrative and clerical duties  Staff the Columbus Cable Commission, and assist the Director of Planning & Development in staffing the Tourism Commission (15%)  Assess current social media platforms and make recommendations of additional social media platforms that would be beneficial to the City. (10%)  Maintain and keep records of inventory related to Cable television production, provide reviews of equipment needs and work with the Cable Commission on addressing those needs. (10%) Page | 1 PERIPHERAL DUTIES  Operates office machines as required.  Attends meetings, seminars and workshops related to duties and responsibilities.  Operates a motor vehicle to attend meetings, seminars and workshops.  Any other duties as assigned. DESIRED MINIMUM QUALIFICATIONS Minimum Education and Experience: (A) Associate’s degree in a field related to marketing, information technology or communications, or related field or, (B) Demonstrated professional work experience in film. Experience in social media, web development, marketing or promotions is a plus. Necessary Knowledge, Skills and Abilities: (A) Working knowledge of web site design and development, communications, audio/visual communications. (B) Ability to communicate effectively; orally and in writing. (C) An understanding of work in a public sector environment. SPECIAL REQUIREMENTS Valid state driver's license or ability to obtain one. TOOLS AND EQUIPMENT USED Computer and relevant software used by the City to facilitate duties; equipment generally associated with filming and broadcast production; other general office equipment PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Page | 2 The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. I acknowledge that I have read the job description for my employment position with the City of Columbus and I certify that I can perform these functions. ____________________________________________ ___________________________________________ Employee Name – Please print Employee Signature ____________________________________________Date Page | 3  POSITION DESCRIPTION Class Title: Communications & Multimedia Coordinator Department: Administration Location: City Hall Date: 2021 Salary: $44,000-$48,000 FLSA: Exempt GENERAL PURPOSE The Communications & Multimedia Coordinator is a full-time, FLSA exempt position with the City of Columbus. The Coordinator is responsible for managing the day-to-day operations of the Columbus Cable Channel, as well as communicating important City information to staff, residents, property owners, businesses, and visitors alike. This position requires creativity and insight to leverage our programming assets, enhancing the City’s brand while also communicating important news and updates across multiple platforms. The Coordinator will have the opportunity to create and facilitate programming that educates, entertains, informs, and promotes the City of Columbus. The Communications & Multimedia Coordinator will serve as a communications advisor for other City Departments, assisting with planning and creation of press releases, reports, presentations, flyers, and other content for internal and external customers. SUPERVISION RECEIVED Works under the direction of the City Administrator. The Communications & Multimedia Coordinator also receives guidance from the Cable Commission, although it is advisory in nature. SUPERVISION EXERCISED Provides direct supervision to a part-time Production Specialist, assigns their work and evaluates their work performance. ESSENTIAL DUTIES AND RESPONSIBILITIES  Film and broadcast City government meetings to the public access channel, as well as other approved electronic formats.  Film, produce, and/or broadcast programming that support the goals of the Columbus Cable Commission’s master plan for public access programming.  Manage the Media and Cable Commission assets, maintain an accurate inventory of cable supplies and equipment, and develop plans for replacing and upgrading cable equipment in consultation with the Cable Commission.  Market and promote City events, City Departments, projects, and programs (including Cable) using multiple methods and platforms to maximize the message penetration.  Ability to prepare accurate and professional documents, records, reports, and correspondence.  Ensure the City’s website and other digital platforms are current and accurate by evaluating data and informing appropriate staff to review, update, or correct information as necessary.   Advise and assist City staff in communicating important information to the public leveraging multiple methods and platforms as appropriate.  Staff the Columbus Cable Commission meetings, and assist the Director of Planning & Development in staffing the Tourism Commission.  Assist in the development of the Media and Cable Commission budgets, and administer them according to the annual budget authorization and related policies.  Assist in the development, enhancement, and strengthening of the City’s brand identity.  Supervise, direct, and evaluate part-time Production Specialist.  Other duties as assigned. REQUIRED KNOWLEDGE, SKILLS, ABILITIES  Ability to establish effective working relationships, use good judgment, initiative, and resourcefulness when dealing with the public, community leaders, and other employees.  Experience with video production, video editing, and graphic design methods and techniques, including software packages like the Adobe Creative Suite adopted by the Cable Commission or City Council.  Effective use of existing and emerging social media platforms, websites, and other digital outlets to communicate.  Principles and techniques of communications, public information, public relations, advertising, and marketing.  Communicate clearly and concisely, both orally and in writing, using proper grammar, vocabulary, spelling, and punctuation.  Respond to questions or concerns from residents, property owners, businesses, visitors, or elected officials using tact and diplomacy, with an exceptional level of customer service.  Run wires or cables to equipment, receivers, and other electronic devices.  Valid Wisconsin Driver’s License. TOOLS & EQUIPMENT USED Video and still cameras; digital recorders; personal computer; broadcast and recording equipment, video processing and editing software; word processing, spreadsheet, database and internet browsers; phone; copy machine; city vehicles and equipment. EDUCATION AND EXPERIENCE GUIDELINES Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Associates Degree in a field related to communication, marketing, journalism, graphic design, information technology, or other relevant field. OR Two years combined professional experience in broadcast or video production, marketing, communication, media relations, graphic design, information technology, or a related field. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office setting. Occasional exposure to extreme hot or cold temperatures is possible. The noise level in the work environment is usually moderately quiet, although the environment may be loud or noisy while filming special events or performances. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull up to 40 pounds of weight; to operate office equipment requiring repetitive and movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; ability to distinguish colors. Hearing: Hear in the normal audio range with or without correction SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference/background checks; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the position. The 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. ACKNOWLEDGEMENT I acknowledge that I have read the job description and requirements for the Communications & Multimedia Coordinator position and I certify that I can perform these functions. ____________________________________ ______________ Applicant Signature Date Management has the right to add or change these duties of the position at any time.