City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING AGENDA TUESDAY, MARCH 1, 2022 – 6:30 PM COLUMBUS CITY HALL Join Zoom Meeting https://us02web.zoom.us/j/86489294293?pwd=T0lWb0xOV0k0ZnhNL3NvSXlOU3pQUT09 Meeting ID: 864 8929 4293 Passcode: 168186 Call: 312 626 6799 1. Roll Call 2. Pledge of Allegiance 3. Notice of Open Meeting 4. Approve Agenda 5. Correspondence & Communications • Due to the COVID-19 health crisis, City staff continue to minimize attendance at the Council meetings in City Hall. Citizens wishing to make public comment at the meeting via Zoom, please email Pat Goebel at pgoebel@columbuswi.us by Noon March 1. 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 March 1, may still comment by appearing in person at the meeting and signing up for public comment. Face coverings are still required under the Emergency Order. Consent Agenda 1. Council & Committee of the Whole Minutes – 2/16/22 2. Approve Operator Licenses for 2021-2023 Licensing Period New Business 1. Consider & take action on Ruekert Mielke Task Order #2022-01 Hwy 89 Construction Administration 2. Consider & take action on Columbus Country Club Parking Lot project 3. Consider & take action on Rotary Park Shoreline Grant 4. Consider & take action on Ordinance #766-22 "An Ordinance To Repeal & Recreate Section 104-4(h) Of The City Code of Ordinances" 5. Consider & take action on Ordinance #767-22 " An Ordinance To Repeal & Recreate Sections 104-4 (d), (e), and (f) Of The City Code Of Ordinances" 6. Consider & take action on SOP For Project Sponsors 7. Consider & take action on claims in the amount of $ 2,609,506.37 8. Report of City Officers – City Administrator, Mayor 9. Adjourn  COMMITTEE OF THE WHOLE SPECIAL MEETING MINUTES WEDNESDAY, FEBRUARY 16, 2022 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: Council President Gray called the meeting to order at 6:30 pm. Present via Zoom: Council President Gray, Mayor Arnold, Alders Albright, Clark, Motiff, Reid, Roelke; Staff: Ellefson, Goebel; Staff via Zoom: Lietha, Schreiber, Johnson, Meyers, Lentz, interested citizens. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Arnold, second by Motiff to approve agenda. Carried voice vote. 4. Citizen Comments: None. 5. Discuss calling remaining TID #3 debt: TID #3 is nearing the end of it's life, funds are on hand to pay off the debt and there are no expenditures to apply to the TID. April 1 will be the final payment to close out the bond. Documents to close the TID will be on agendas in the near future. 6. Adjourn: Motion by Albright, second by Motiff to adjourn at 6:34 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL – REGULAR MEETING MINUTES WEDNESDAY, FEBRUARY 16, 2022 – 6:35 PM COLUMBUS CITY HALL 1. Roll Call: Mayor Arnold called the meeting to order at 6:35 pm. Present via Zoom: Mayor Arnold, Council President Gray, Alders: Albright, Clark, Motiff, Reid, Roelke; Staff: Ellefson, Goebel; Staff via Zoom: Lietha, Schreiber, Johnson, Meyers, Lentz, 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 Motiff, second by Gray to approve the agenda. Carried voice vote. 5. Correspondence & Communications: None. Consent Agenda: Motion by Motiff, second by Albright to approve consent agenda with changes. Carried voice vote. Council & Committee of the Whole Minutes – 2/1/22; Approve Operator Licenses for 2021-2023 Licensing Period: Katy A Caron, Laura Paddock, Dylan Quamme; Approve Amy Boening as the New Agent for Landmark Services Co-op d/b/a Cenex Convenience Store New Business 1. Consider calling remaining TID #3 debt obligations: Motion by Motiff, second by Reid to approve calling the remaining TID #3 debt obligations. Roll call vote unanimous. 2. Consider Mayoral appointment to CAAC Board, Board of Review: Motion by Clark, second by Gray to approve Mayoral appointments. Carried voice vote. 3. Consider lease agreement for 1149 W James Street: Motion by Gray, second by Clark to approve the lease agreement with Nathan Roberts. Roll call vote unanimous. 4. Consider 2022 CBO field use agreement: Motion by Albright, second by Motiff to approve the 2022 CBO field use agreement. Carried voice vote. 5. Consider 2022 Water Management contract with Carrico: Motion by Reid, second by Motiff to approve the 2022 Water Management contract with Carrico. Roll call vote unanimous. 6. Consider 2022 Haz Mat agreement with Columbia County: Motion by Reid, second by Gray to approve the 2022 Haz Mat agreement with Columbia County. Carried voice vote. 7. Consider Ordinance #765-22 "An Ordinance To Create Chapter 2, Article 4, Division 11 Of The City of Columbus Code of Ordinances Creating An Ethics Committee": Motion by Motiff, second by Gray to waive the required readings. Carried voice vote. Motion by Gray, second by Motiff to suspend the rules for immediate consideration. Carried voice vote. Motion by Motiff, second by Gray to adopt Ordinance #765-22. 8. Consider Code of Conduct Policy: Motion by Motiff, second by Gray to approve the code of conduct policy. Carried voice vote. 9. Consider & take action on claims in the amount of $ 135,377.88: Motion by Gray, second by Motiff to approve claims in the amount of $135,377.88. Roll call vote unanimous. 10. Report of City Officers – City Administrator: Thank you to those who have reached out to the Police Dept regarding the need for crossing guards, we still need a bit more help; Thank you to Amy Sandow and Scott Hazeltine for hosting FEMA training at the Fire Dept; the Recreation office has moved to 161 N Dickason Blvd (Community Center); received two RFPs for the compensation and organizational review and will bring forward to March 1 meeting for discussion. Mayor: City Administrator Kyle Ellefson received ICMA credential manager candidate designation, congratulations. Thanks to Clerk Goebel and Deputy Clerk Fude and all elections clerks for running a smooth election; Spring Election will be April 5 so the Council meeting will be held on Monday, April 4; final Storm Water Listening Session will be held March 8, 2022, 6:30 pm at Columbus High School, and questions can be directed to City Administrator Ellefson. Website has alot of good information regarding the proposed Storm Water utility. 11. Adjourn: Motion by Roelke, second by Motiff to adjourn at 6:59 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLEMINUTES WEDNESDAY, FEBRUARY 16, 2022 – 6:40 PM COLUMBUS CITY HALL 1. Roll Call: Council President Gray called the meeting to order at 6:30 pm. Present via Zoom: Council President Gray, Mayor Arnold, Alders Albright, Clark, Motiff, Reid, Roelke; Staff: Ellefson, Goebel; Staff via Zoom: Lietha, Schreiber, Johnson, Meyers, Lentz, interested citizens. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Albright, second by Roelke to approve agenda. Carried voice vote. 4. Citizen Comments: None. 5. Department Reports – January 2022: DPW, Fire, Library, Lifestar, Police Dept, Treasurer: placed on file. 6. Review R/M Task Order for State Hwy 89 Construction Administration: Lietha reported a May 1 start date is expected and the task Order would allow Ruekert Mielke to oversee the utilities for the project. Forward to 3/1 Regular meeting. 7. Review Storm Water Utility Updates and Ordinance Amendment: Comments from the listening sessions requested a rate freeze of five years instead of three (through 2028) and an increase in the rate more than 3% would require referendum approval. Single & two family would be billed monthly by the Columbus Water & Light; properties more than two family would be billed quarterly. Forward to 3/1 Regular meeting. 8. Review Country Club parking lot: Schreiber informed the Council all capital improvements of City owned properties must be approved by Plan Commission & City Council. The loan would be for 30 years; there would be no debt to the City if not paid off at end of the lease. Forward to 3/1 Regular meeting. 9. Review Standard Operating Procedures (SOP) for project sponsors: Schreiber presented Standard Operating Procedure as guidance for local organizations to follow. Forward to 3/1 Regular meeting. 10. Review Rotary Park Shoreline Grant: Lentz introduced a grant for the shoreline improvements at Rotary Park. The project, if approved, would be finished this spring. Forward to 3/1 Regular meeting. 11. Adjourn: Motion by Reid, second by Motiff to adjourn at 7:42 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  2022 AGENDA ITEM Committee of the Whole Meeting date: __________________________ March 1, 2022 Council Meeting date: ______________________________ Operator ITEM: ______ Licenses for Licensing Period 7/1/22 - 6/30/23 ________________________________________________ Pat Goebel, Clerk SUBMITTED BY: ________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Request approval for the following operator licenses: Jolene R. Weisensel LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Request approval of operator licenses  2022 AGENDA ITEM Committee of the Whole Meeting date: ____2/16/2022_______ Council Meeting date: __3/01/2022__ ITEM:_Task Order for Hwy 89 Construction Administration DETAILED DESCRIPTION OF SUBJECT MATTER: In the coming months the State of Wisconsin will begin the State Hwy 89 reconstruction project. The Department of Transportation has already received bids for the work, and they will manage the overall project. Because there are City utilities involved in the reconstruction, and a variety of other areas of city interest and responsibility, we will need to have some level of professional engineering support and oversight on our behalf during the construction. There are also costs included to update our GIS system with the new utilities as constructed so our maps remain current and accurate. Costs allocated entirely to the City are $17,503, and costs allocated entirely to the Wastewater Utility are $59,679. There will be a split cost of $4,224 for the GIS update, shared between Sanitary and Storm Sewer infrastructure. Revenues for the City and Wastewater project costs are included in the 2022 budget, and will be funded by issuing General Obligation Debt alone, or in conjunction with a Revenue Bond. Columbus Water & Light has an independent Task Order for the engineering oversight of their utilities. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: R/M Task Order 2022-01 ACTION REQUESTED OF COUNCIL: Approve Task Order 2022-01  TASK ORDER 2022-01 2022 STH 89 (Farnham Street) WisDOT Coordination & Construction Administration This is Task Order No. 2022- 01, consisting of 4 pages. Task Order In accordance with Paragraph 1.1 of the Master Professional Service Agreement between City of Columbus (City) and Ruekert and Mielke Inc. (R/M) for Professional Services – Task Order Edition, dated March 19, 2019 ("Agreement"), City and R/M agree as follows: 1. Specific Project Data A. This task order includes engineering support during construction for the WisDOT STH 89 (Farnham Street) Reconstruction project. WisDOT staff and other project consultants require coordination with City information and staff that is not directly related the construction activities that will take place. Support for this project includes, but is not limited to, gathering data, providing information, attending meetings, bidding support, and DNR approvals. B. This task order includes the scope of services and associated cost for efforts to provide construction administration and review services related to the sanitary sewer improvements and related miscellaneous appurtenances. C. The task order also includes updating the sanitary sewer system attribute information in the City’s GIS system. As-built drawings will be linked to the attributes for future reference by City staff. This project is a component of the Wisconsin Department of Transportation (WisDOT) project which will reconstruct Farnham Street (STH 89) from Park Avenue to Avalon Road (0.32 miles). 2. Scope of Services for R/M PHASE 1 - DOT Administration and Coordination A. WisDOT coordination. B. Meetings. C. DNR approvals and bidding support. PHASE 2 – Sanitary Construction Administration A. Shop Drawing review and maintain Submittal Log. B. Sanitary construction review-full time (Assume 50 hours/week). C. Weekly on-site progress meetings (Assume seven meetings). D. Pay Request coordination (Assume four pay requests). E. Technical support, administration, and coordination with City related to sanitary sewer construction. Page 1 of 4 Pages (Attachment 1 - Task Order Form) 02/07/22 Ruekert & Mielke, Inc. 8117-00000  TASK ORDER 2022-01 2022 STH 89 (Farnham Street) WisDOT Coordination & Construction Administration F. Substantial Completion inspection. G. Develop Punch List and facilitate completion. H. Final Completion inspection. I. Project Closeout documentation. PHASE 3 – GIS Updates A. Update sanitary and storm sewer attribute information and link as-builts. 3. Columbus Responsibilities A. City shall have those responsibilities set forth in Section II of Agreement, subject to the following: • Review and respond to construction progress related matters in a timely manner. • Attend meetings. 4. Times for Rendering Services A. Schedules are subject to change due to activities beyond the control of R/M. In general, the tentative schedule is as follows: • Schedule will be in accordance with the contract between WisDOT and the general contractor. Bid opening is scheduled for February 8, 2022, and the anticipated start date is May 1, 2022. Project completion is estimated to be August 31, 2022. 5. Items not Included in Task Order A. The following items are excluded from the Scope of Services and considered to be additional services which require authorization in writing for approval: • Any items not specifically identified in task order scope. • Construction staking. Staking will be part of contractor’s contract. • Flow monitoring. • Contaminated soils testing, monitoring, and/or services related to removal, disposal, or mitigation. • Sewer televising or cleaning coordination. • Easement, certified survey map (CSM), or plat preparation. • Title reports required to create legal documents. • Environmental, archeological, or historical research. • Any permit application or submittal not already obtained for this project. Page 2 of 4 Pages (Attachment 1 - Task Order Form) 02/07/22 Ruekert & Mielke, Inc. 8117-00000  TASK ORDER 2022-01 2022 STH 89 (Farnham Street) WisDOT Coordination & Construction Administration • Construction administration related to roadway, water main, and storm sewer. 6. Payments to R/M A. Columbus shall pay R/M for services rendered as follows on an hourly rate not to exceed without authorization included as Exhibit A and based on an estimate of man hours included as Exhibit B: Estimate of Category of Services Compensation Method Compensation for Services Phase 1 – DOT Administration Standard Hourly Rates $17,503 and Coordination Phase 2 – Sanitary Construction Standard Hourly Rates $59,679 Administration Phase 3 – GIS Updates Standard Hourly Rates $4,224 B. 2022 Standard Rates for Columbus is attached as Exhibit A. C. Detailed breakdown of hours is attached as Exhibit B. D. The terms of payment are set forth in Section III and Exhibit A of the Agreement. Page 3 of 4 Pages (Attachment 1 - Task Order Form) 02/07/22 Ruekert & Mielke, Inc. 8117-00000  TASK ORDER 2022-01 2022 STH 89 (Farnham Street) WisDOT Coordination & Construction Administration Terms and Conditions: Execution of this Task Order by City and R/M shall make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. R/M is authorized to begin performance upon its receipt of a copy of this Task Order signed by City. The Effective Date of this Task Order is April 1, 2022. OWNER: ENGINEER: City of Columbus Ruekert & Mielke, Inc. Signature: Signature: Name: Name: .Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Date: Date: February 7, 2022 DESIGNATED REPRESENTATIVE FOR TASK ORDER Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Address: Address: 4001 Nakoosa Trail, Suite 200 Madison, WI 53714 Email: Email: jlietha@ruekert-mielke.com Phone: Phone: 608-819-2600 Page 4 of 4 Pages (Attachment 1 - Task Order Form) 02/07/22 Ruekert & Mielke, Inc. 8117-00000 2022 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 $212.00 Senior SCADA Analyst $194.00 Engineer 7 201.00 SCADA Analyst 179.00 City Engineer 7 191.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 96.00 Professional Land Surveyor 150.00 Engineer 6 182.00 Crew Chief / Surveyor 136.00 Engineer 5 172.00 Surveying Technician 99.00 Engineer 4 162.00 Engineer 3 142.00 CONSTRUCTION REVIEW SERVICES Engineer 2 133.00 Construction Review Manager 143.00 Senior Construction Review Technician 114.00 Engineer Technician 3 131.00 Construction Review Technician 2 99.00 Engineer Technician 2 118.00 Engineer Technician 1 108.00 ADMINISTRATIVE SERVICES Principal Ecologist 188.00 Certified Public Accountant (Company 200.00 CFO) Project Assistant 85.00 Environmental Scientist 2 124.00 Administrative Assistant 84.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians 0.585/mile PLANNING SERVICES For Construction Review Technicians 0.625/mile Senior Economic Consultant 208.00 For Survey Crews 0.795/mile Economic Consultant 2 150.00 Print reproductions 0.50/sq. foot Color copies 0.40/page IT/GIS TECHNICIAN SERVICES B&W copies 0.15/page Asset Management Consultant 196.00 Color plots 2.50/sq. foot IT/GIS Analyst 4 180.00 Scanning 0.50/scan IT/GIS Analyst 3 163.00 IT/GIS Analyst 2 149.00 GPS equipment 132.00/day IT/GIS Analyst 1 132.00 ATV fee 125.00/day IT/GIS Technician 2 117.00 Robotics equipment 132.00/day Manhole Scanner 200.00/day Drone (MAVIC) 200.00/day Drone Survey 500.00/day Road Tube Traffic Counter – day 50.00/day Road Tube Traffic Counter – week 150.00/week Turning Movement Traffic Counter 10.00/day Note: Overtime rates will be 120% of standard rate for construction review services. 01/21/22 8117-00000  EXHIBIT B PROFESSIONAL FEE ESTIMATE CLIENT: COLUMBUS, WI PROJECT: FARNHAM STREET (STH 89) SANITARY SEWER - 2022 CONSTRUCTION SERVICES 28-Jan-2022 CATEGORY OF PERSONNEL TASK ORDER: 2022-01 PREPARED BY: SCOPE OF SERVICES 2022 RATES $212 $201 $191 $182 $172 $162 $142 $133 $155 $118 $108 $84 $150 $136 $99 $114 $99 $132 TOTAL TOTAL E8 E7 CITY E6 E5 E4 E3 E2 SENIOR T2 T1 ADMIN PLS S2 SURVEY SENIOR IT/GIS LABOR PM PM ENG ENG ENG ENG ENG ENG TECH TECH TECH ASSIST SUR Crew Chief TECH CRT CRT2 Analyst1 HRS COST 2022 CONSTRUCTION FEES $81,406 PHASE 1 - DOT ADMINISTRATION AND COORDINATION $17,503 WisDOT Coordination 40 16 2 8 66 $11,674.00 Meetings 12 4 2 18 $3,283.60 DNR Approvals and Bidding Support 2 4 4 4 4 18 $2,545.60 TOTAL HOURS 0 0 54 24 0 0 4 8 0 0 8 4 0 0 0 0 0 0 102 PHASE 2 - SANITARY CONSTRUCTION ADMINISTRATION $58,043 Shop Drawing Review and Maintain Submittal Log 4 16 20 $2,856.00 Sanitary Construction Review-Full Time (Assume 50 hours per week)* 8 8 385 401 $46,410.00 Weekly Onsite Progress Meetings (Assume 7 Meetings) 4 10 14 $2,093.20 Pay Request Coordination (Assume 4 pay requests) 2 4 6 $913.60 Technical Support, Administration, and Coordination with City Related to Sanitary 4 12 16 $2,359.20 Substantial Completion Inspection 2 4 4 10 $1,369.60 Develop Punchlist and Facilitate Completion 2 1 3 $350.00 Final Completion Inspection 2 2 4 $647.60 Project Closeout Documentation 2 2 2 2 8 $1,043.60 TOTAL HOURS 0 16 0 0 0 60 0 0 0 3 0 0 0 391 0 482 PHASE 3 - GIS UPDATES $4,224 Update Sanitary and Storm Sewer Attribute Information and Link As-Builts 32 32 $4,224.00 TOTAL HOURS 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 32 32 CONSTRUCTION REIMBURSABLE $1,636 MISC. REIMBURSABLES DURING CONSTRUCTION $250.00 MILEAGE - ENGINEERS 500 MILEAGE 0.585 PER MILE $292.50 MILEAGE - CONSTRUCTION REVIEW TECHNICIANS 1750 MILEAGE 0.625 PER MILE $1,093.75 * Estimated hours for construction observation are based on an assumed installation efficiency by the contractor of 175 linear feet of sanitary sewer main per day,150 linear feet of sanitary sewer laterals. This number may be higher or lower depending on actual efficiency of the utility contractor and weather. 8220-10021 Ruekert Mielke, Inc.  2022 AGENDA ITEM Committee of the Whole Meeting date: __February 16_____________________ Council Meeting date: March 1, 2022 ______________________________ ITEM: _Review and discuss Country Club Parking lot proposal______________ SUBMITTED BY: _Matt Schreiber______________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Per the terms of the lease with the Columbus Country Club, they need plan commission and council approval for any capital project that exceeds $10,000. The Country Club plans to mill and overlay their parking lot 2022 and they need council approval to complete the project. The Country Club has indicated they will be solely responsible to pay for this project. The plan commission meets on February 10th and it is likely that the project will be moved forward to council for consideration. Please see the plan commission staff report for more background information on the design. In review of the lease there is an item of note regarding this project. The lease will expire in 2041, under the Capital Improvements section it states: “Any outstanding balance on any capital improvement project or loan therefore which may remain at the end of the term of this lease, said project having been approved by the City of Columbus Common Council, and all said payments required by the lessee in accordance with the terms of this lease having been paid, said balance shall become the responsibility of the City of Columbus.” According the Country Club the proceeds to pay for the improvement would come from an EIDL loan that has a 30 year term. The 30 year term means the debt will extend past term of the lease and the city could be responsible for any debt after 2041. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Plan Commission Staff report ACTION REQUESTED OF COUNCIL: Review and discuss proposal and consider moving forward to council for final action.  CITY OF COLUMBUS 105 N. DICKASON BOULEVARD COLUMBUS, WISCONSIN 53925-1565 PHONE: 920.623.5900 FAX 920.623.5901 www.cityofcolumbuswi.com Plan Commission Staff Report Plan Commission Date: February 10 , 2022 Agenda Item: 8a and 8b Applicant: Columbus Country Club Property Address: 301 Ingalsbe St Parcel ID: 11211-814 Zoning: Recreation Future Land Use Map: Recreational Summary The Columbus Country Club is proposing to repave their parking lot at 301 Ingalsbe Street. The terms of the lease require that the plan commission and common council approve any plans related to capital projects which exceed of $10,000. Due to that requirement, the Columbus Country Club is seeking approval from plan commission to complete a mill an overlay of their parking lot. The proposed parking lot would provide 74 parking stalls. The current configuration provides approximately 90 stalls. The reduction of stalls is due to the removal of stalls near the second ward creek and the elimination of the middle row in the area that is east of the clubhouse. In addition the proposed layout provides reserved location for delivery trucks. City staff has reviewed the parking lot replacement and has identified that project will meet code with one exception, the minimum number of parking spaces. Per 114-126 a golf course should provide eight (8) spaces per hole, plus any spaces required for other uses which are a part of the facility. This means by code they should have approximately 112 parking stalls. In addition to the site plan approval to complete the project, the applicant needs an exemption from plan commission per114-125(12)(b). Staff has looked at other zoning codes and 8 spaces per hole is high compared to other municipalities. Also staff is preparing a zoning code update, the current draft would require a golf course to provide 36 spaces per nine holes, plus one space per employee on the largest work shift, plus 50 percent of spaces otherwise required for any accessory uses (e.g., bars, restaurant). Under the proposed code 74 stalls would likely meet code. The County Club Board of Directors have approved this site plan and is satisfied that this plan will provide enough parking for their customers and staff. Recommendation Staff recommends plan commission approval of the applicants request for a new parking lot and for the parking exemption. Attachments • Proposed Site Plan COLUMBUS COUNTRY CLUB Parking Resurfacing Project JANUARY 26, 2022 - Concept (74 spaces)  2022 AGENDA ITEM ______________ February 16, Committee of the Whole Meeting date: ____________ 2022 Council Meeting date: March 1, 2022 ______________________________ ________________________________________________ Rotary Park Shoreline Stabilization ITEM: ______ Grant #DG2229650-1 Jerry Lentz, DPW Director SUBMITTED BY: ________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: The Rotary Club of Columbus applied for and received a grant to perform minor stabilization shoreline work near the dock / boat launch in Rotary Park. This project is intended to reduce erosion into the adjoining Crawfish River and Udey Dam Mill Pond. The grant is designed and the Rotary Club has requested to have the city of Columbus Public Works Department provide machine operators, labor and the necessary equipment to remove, haul, dispose of and regrade the shoreline on both sides of the dock at Rotary Park. The Rotary Club will be responsible to install shoreline erosion material and native plants as per an approved DNR plan. This Rotary Club grant will fund all other necessary materials, plants and supplies associated with this work. The shoreline stabilization work is intended to make this area at Rotary Park safer, reduce erosion, and beautify the area for years to come. All Grant paperwork and submissions will be the responsibility of the Rotary Club. All work and materials are donated back to the City of Columbus. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: PDF - Initial Grant application PDF – Financial Details ACTION REQUESTED OF COUNCIL: Respectfully request approvals to perform the necessary work requested of Columbus Public Works for this Shoreline Stabilization Grant at Rotary Park in the City of Columbus, WI.  CITY OF COLUMBUS 766-22 ORDINANCE _________ AN ORDINANCE TO REPEAL and RECREATE SECTION 104-4(h) OF THE CITY CODE OF ORDINANCES The Common Council of the City of Columbus, Columbia County, Wisconsin does hereby ordain as follows: 1. Section 104-4(h) concerning Base Charges for the stormwater utility is repealed and recreated to read as follows: (h) The initial Base Charge for the stormwater utility as established by City Council Resolution shall remain in effect until December 31, 2027. Beginning January 1, 2028, the annual Base Charge may be increased by no more than 3% annually. The City may exceed the 3% rate increase to the Base Charge only by an affirmative vote of the electors at a referendum held during a regularly scheduled spring or fall election. 2. Severability. If any portion of this Ordinance or its application on any person or circumstances is held invalid, the validity of this Ordinance as a whole or any other provision herein or its application shall not be affected. 3. Effective Date. This Ordinance shall take effect immediately upon its passage and posting as required by law. 1 day of Adopted this ___ March _____________, 2022. CITY OF COLUMBUS By: __________________________ By: __________________________ Mary Arnold, Mayor Patricia Goebel, Clerk  CITY OF COLUMBUS 767-22 ORDINANCE _________ AN ORDINANCE TO REPEAL AND RECREATE SECTIONS 104-4(d), (e) and (f) OF THE CITY CODE OF ORDINANCES The Common Council of the City of Columbus, Columbia County, Wisconsin does hereby ordain as follows: 1. Sections 104-4(d), (e) and (f) of the City Code are hereby repealed and recreated to now read as follows: (d) Columbus Water & Light (CWL) is hereby appointed as the collection agency for the City of Columbus Stormwater Utility for all Residential- Single-Family and Residential-Two-Family customer classifications. Bills shall be prepared monthly by CWL and shall be mailed to the individual dwelling unit as shown on the water utility bill. (e) For Residential-Multi-Family classifications and Non-Residential classifications, bills shall be prepared at least quarterly by the City or its agent and sent to the owner of the property as listed on the tax bill for that property. Stormwater Utility charges for Public Authorities shall be mailed by the City or its agent at least quarterly to the address of the entity designated as the water bill recipient for the parcel. For the classifications referenced in this paragraph, failure to pay the billing statement in a timely manner may allow the utility to place the delinquent charges on the owner’s property tax bill as a special charge pursuant to Section 66.0627 of the Wisconsin Statutes. (f) This billing shall not relieve the owner of the property from liability for any form of rental property in the event payment is not made as required in this section. The owner of any property served by the Utility which is occupied by tenants shall have the right to examine collection records of the City for the purpose of determining whether such rates and charges have been paid for such tenants, provided that such examination shall be made at the office at which the records are kept and during the hours that such office is open for business. The City shall allocate among the properties served the actual cost of billing and collecting. 2. Severability. If any portion of this Ordinance or its application on any person or circumstances is held invalid, the validity of this Ordinance as a whole or any other provision herein or its application shall not be affected. 3. Effective Date. This Ordinance shall take effect immediately upon its passage and posting as required by law. 1 day of Adopted this ___ March _____________, 2022. CITY OF COLUMBUS By: __________________________ By: __________________________ Mary Arnold, Mayor Patricia Goebel, Clerk 2  2022 AGENDA ITEM Committee of the Whole Meeting date: __Feb , 2022 16_____________________ March 1, 2022 Council Meeting date: ______________________________ ITEM: __SOP Project Sponsors____________________________________ SUBMITTED BY: ____Matt Schreiber_______________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Staff has developed a Standard Operating Procedure to provide guidance for local civic organizations or city commissions (project sponsors) who are seeking to complete a project that would need council approval. The SOP documents steps needed to earn council consideration and potential approval. The document also helps project understand local procedures and will ensure that public construction bidding procedures are met. Once approved a copy of the SOP will be shared with relevant organizations. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Draft SOP Project Sponsor Guidance ACTION REQUESTED OF COUNCIL:  Standard Operating Procedures City of Columbus Common Council Project Guidance for Local Project Sponsors In the interest of further promoting best practices in the City of Columbus, the following Standard Operating Procedure is provided as a guide to address operational procedures, policies and practices for Local Project Sponsors. A project sponsor is defined as a City Commission, a Local Civic organization or local Non-Profit organization that seeks to complete a project for the betterment of the City of Columbus. These standard operating procedures are to assist project sponsors with the completion of a project in the City of Columbus. These standard operating procedures are supplemental to the Common Council governing rules and regulations. This will serve as a quick reference to address routine policies and procedural questions, so that if an issue may arise that each may be timely and reasonably addressed. Conceptual Review A project sponsor may request time on a Committee of the Whole (COW) agenda to discuss a conceptual project. The request shall be made from a project sponsor to the Mayor, Council President and City Administrator. At the discretion of the Mayor and Council President the project could be placed on an upcoming COW agenda for discussion. The review of the conceptual project would provide project sponsor with council feedback that could be incorporated into the project narrative. Council shall review and support the project before a project sponsor begins fundraising for the proposed project.  Standard Operating Procedures City of Columbus Common Council Project Guidance for Local Project Sponsors Pre-Project Process 1. Develop Project Narrative The project narrative should clearly explain your project to the public. The narrative is required by the Columbus Common Council to review each project. At a minimum, the project narrative should provide the following information: • Identify the projects benefit to the City of Columbus • Detailed project description including all activities being completed • Project budget include uses and sources of all funds for the project, please include any estimates received for the project • Proposed project timeline • Site Plan, Building Plans or Specifications to complete a project. • Review of potential long term responsibility and maintenance activities resulting from the project. • Any other relevant information to help council review the project. • If the project leads to a donation to the City of Columbus, please complete the appropriate Donation form. This information should be directed to an authorized city staff member and they will work closely with you in regards to the date of the meeting. 2. Project Sponsor Approval The Project Sponsor shall provide meeting minutes or resolution that shows the project as defined by narrative was approved by the sponsor. When the item is approved by the organization it must have a quorum of members present and meet local ordinances or organization bylaws. 3. Committee of Whole (COW) and Common Council Review of Project Narrative When Steps 1 and 2 of pre-project process has been completed the Columbus Common Council could review the project. The project narrative and project sponsor approval should be shared with appropriate city staff who will complete a memo for the council member packets and agenda. Providing detailed information will alleviate any potential questions or concerns from council members and will speed up the process to move forward to a regular meeting if approved. Once approved at the COW, it would go to the Council for final approval. No work is to be completed until council approval is granted. 4. Post Approval Amendments If an approved project narrative is amended after council approval an Amended Project Narrative shall be submitted and reviewed by the COW before the project commences.  Standard Operating Procedures City of Columbus Common Council Project Guidance for Local Project Sponsors Project Completion Process The project completion process will vary depending on the source of funding. If a portion of the project is funded with funds from the City of Columbus the project is considered to be publically funded. Projects completed with private funds will be considered privately funded projects. If you are not sure if public funds will be spent on a project or if public funds might become available you should follow the publically funded process. Step Publically Funded Privately Funded Request bids Receive Bids on approved Receive Bids on approved project Narrative. The process project Narrative. The process shall follow the City of should follow the City of Columbus purchasing policy. Columbus purchasing policy. If an anticipated capital project exceeds $25,000 three (3) bids are required for the project to move forward. The City of Columbus Clerk, can provide sponsors with background information to meet public construction requirements. COW Review of When bids are received, they Sponsor should provide the Bids must now be provided to COW with a status update once council for discussion at the a bid for services has been COW. selected. Council Approval The recommendation from the N/A of Bids COW would be moved forward to council for final action. With council approval the Mayor or designee may sign Obtain Necessary The project sponsor will be solely responsible for obtaining all Permits permits and approvals to complete the proposed project. Project timeline Provide a project timeline to all applicable city staff. Please and scheduling identify time city staff will need to dedicate to the project or to grant access for the project. Project Completion When the project has been complete the City Council should and Acceptance take action at the COW then council to formally accept the work and closeout the project.