City Council Meeting Packets

COLUMBUS COMMON COUNCIL REGULAR MEETING AGENDA TUESDAY, MAY 3, 2022 – 6:30 PM COLUMBUS CITY HALL Join Zoom Meeting https://us02web.zoom.us/j/83462367003?pwd=bTgwKytIVHpmNVloU0hNOEFxQ3J3UT09 Meeting ID: 834 6236 7003 Passcode: 514731 312 626 6799 1. Roll Call 2. Pledge of Allegiance 3. Notice of Open Meeting 4. Approve Agenda 5. Correspondence & Communications • Council meetings are open for in-person attendance, face coverings are recommended but not required. Members of the public wishing to attend the meeting can do so in-person, on Zoom, on the City of Columbus Cable Channel 980, or by streaming the meeting live from the Columbus website. Citizens wishing to make public comment at the meeting via Zoom, please email Pat Goebel at pgoebel@columbuswi.us by noon on Tuesday, May 3. In your email, please include your name, address, and the Zoom profile name or phone number you will be calling from. Consent Agenda 1. Council & Committee of the Whole Minutes – 4/19/22 2. Approve Picnic License for Columbus 4th of July: June 30, 2022 – July 4, 2022 3. Approve Street Closing Request for Columbus 4th of July's Annual Parade July 4, 2022 New Business 1. Consider Council and Citizen Mayoral Appointments to Boards, Committees, Commissions 2. Consider CSA donation of lights to Meister Park 3. Consider Appointment of Zoning Administrator 4. Consider MOU / Contract Fireman's Park rental agreement 5. Consider Ordinance #769-22 "An Ordinance To Create Section 2-55 Of The City Of Columbus Code Of Ordinances Relating To Remote Attendance At Meetings" a. Consider and possible action to suspend the rules per section 2-46(b) of the City Code b. Consider and possible action to waive reading of the ordinance per section 2-46(a) of the City Code c. Consider and possible action to adopt Ordinance #769-22 "An Ordinance To Create Section 2-55 Of The City Of Columbus Code Of Ordinances Relating To Remote Attendance At Meetings 6. Consider Plan Commission recommendation for a Zoning Map amendment: Prairie Ridge Hospital 7. Consider Plan Commission recommendation for a CSM: Prairie Ridge Hospital 8. Consider CHLPC recommendation to select architect: Rest Haven project 9. Consider & take action on claims in the amount of $402,627.09 10. Report of City Officers – City Administrator, Mayor 11. Adjourn  REGULAR MEETING MINUTES COLUMBUS COMMON COUNCIL TUESDAY, APRIL 19, 2022 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: Mayor Arnold called the meeting to order at 6:30 pm. Present: Mayor Arnold (via Zoom), Council President Gray, Alders: Albright, Motiff, Reid, Roelke, Steiner; Staff: City Administrator Ellefson, City Clerk Goebel, Chief Weiner, DPW Director Lentz, City Engineer Lietha, CWL Koenig, Via Zoom: WWTP Anding, City Attorney Johnson, CWL Kaltenberg, City Treasurer Bledsoe, interested citizens, and the media. 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 Motiff to approve the agenda. Carried voice vote. 5. Correspondence & Communications: None. Consent Agenda: Motion by Motiff, second by Roelke to approve consent agenda with minor changes to the minutes. Carried voice vote. Council & Committee of the Whole Minutes – 4/4/22, Approve Operator Licenses for 2021-2023 Licensing Period, Approve Temporary Class "B" (Picnic) License – Red Bud Day 5/14/22 New Business 1. Elect Council President: Mayor Arnold asked for nominations for Council President. Motiff nominated Gray, seconded by Reid. Albright nominated Motiff, motion died for lack of second. Mayor Arnold asked if there were further nominations and there were none. Mayor Arnold asked for a vote and voice vote could not be determined. Roll call vote was unanimous to elect Gray as Council President. 2. Consider "Class A" Liquor & Fermented Malt Beverage License – Columbus Market, LLC: Motion by Reid, second by Motiff to approve the license for Columbus Market, LLC. Carried voice vote. 3. Consider Street Closing Request – Chamber of Commerce – Red Bud Days, May 14, 2022: Motion by Steiner, second by Gray to approve the street closing request for Red Bud Days. Carried voice vote. 4. Consider MOU for Community Gardens: Motion by Albright, second by Motiff to approve the MOU for Community Gardens. Carried voice vote. 5. Consider quote to repair the Vactor 2100 truck: Motion by Motiff, second by Roelke to approve the quote for repairs to the Vactor 2100 truck. Roll call vote unanimous. 6. Consider changes to the City's fee schedule: alcohol publication, grave staking fees: Motion by Roelke, second by Motiff to approve changes to the fee schedule. Roll call vote unanimous. 7. Consider Resolution #5-22 "Resolution Designating Officials Authorized To Declare Official Intent Under Reimbursement Bond Regulations": Motion by Gray, second by Motiff to approve Resolution #5-22. Carried voice vote. 8. Consider Mayoral Appointment to CAAC Board: Motion by Roelke, second by Albright to approve the appointment of Jerry King to the CAAC Board, filling unexpired term of Heather Stanton. Term to expire 2024. Carried voice vote. 9. Consider & take action on claims in the amount of $280,485.17: Motion by Gray, second by Reid to approve claims in the amount of $280,485.17. Roll call vote unanimous. 10. Report of City Officers – City Administrator: Reminder Hwy 89/Farnham Street construction is underway and asking residents who do not live there to avoid the area altogether; the organizational and wage assessment study is underway and about 20 staff and council members have been interviewed; CDBG walk-through will be held on May 3 with the bid opening May 12. Project must be bid and completed this fall as required by the CDBG fund requirements; Thank you to all who helped with the April election; Mayor: Welcome Adam Steiner, Amy Roelke, and Ian Gray to Council; City is still in need of crossing guards, please contact the Police Dept for details; Columbus Recreation held the annual Easter Egg hunt; Red Bud Days will be May 14; proud to be a judge for the Red Bud Prince & Princess contest. 11. Adjourn: Motion by Motiff, second by Albright to adjourn at 6:59 pm. Carried voice vote. Submitted by: Pat Goebel, Clerk  COMMITTEE OF THE WHOLE MINUTES COLUMBUS COMMON COUNCIL TUESDAY APRIL 19, 2022 – 6:40 PM COLUMBUS CITY HALL 1. Roll Call: Council President Gray called the meeting to order at 7:06 pm. Present: Council President Gray, Mayor Arnold (via Zoom), Alders: Albright, Motiff, Reid, Roelke, Steiner; Staff: City Administrator Ellefson, City Clerk Goebel, Chief Weiner, DPW Director Lentz, City Engineer Lietha, CWL Koenig, Via Zoom: WWTP Anding, City Attorney Johnson, CWL Kaltenberg, City Treasurer Bledsoe, interested citizens, and the media. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Steiner, second by Albright to approve the agenda. Carried voice vote. 4. Citizen Comments: None. 5. Department Reports – March 2022: Placed on file: DPW, Fire, Library, Lifestar, Police, Treasurer 6. Review CSA donation of lights to Meister Park: Teddy Decker, CSA, was in attendance to introduce the donation of lights for Meister Park and seeking permission to fundraise for the donation. Forward to May 3 Regular meeting. 7. Review MOU / Contract Fireman's Park rental agreement: After discussion and agreement on a few changes to the MOU, forward to May 3 Regular meeting. 8. Review Remote Meeting Attendance Ordinance: After discussion of minor changes, forward to May 3 Regular meeting. 9. Review Storm Water Utility Fee Referendum Results Review: Tabled to May 3 COW. 10. Review Plan Commission recommendation for a Zoning Map amendment for Prairie Ridge Hospital: Request to rezone parcel 11211-1508.13 in order to combine with parcel 11211-1192.1. Forward to May 3 Regular meeting. 11. Review Plan Commission recommendation for CSM for Prairie Ridge Hospital: Request to combine parcels 11211-1508.13 & 11211-1192.1. Forward to May 3 Regular meeting. 12. Review CHLPC recommendation to select an architect to complete the Rest Haven project: Forward CHLPC recommendation to select Design Coalition & Roger Smith as architect for the Rest Haven project. Forward to May 3 Regular meeting. 13. 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 with respect to litigation in which it is or is likely to become involved: Motion by Motiff, second by Roelke to convene to closed session at 8:35 pm. Roll call vote unanimous. 14. Reconvene to open session: Motion by Motiff, second by Steiner to reconvene to open session at 8:58 pm. Carried voice vote. 15. Convene to closed session per § 19.85(1)(c) to consider employment, promotion, compensation, or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, specifically City Administrator's review: Motion by Roelke, second by Motiff to convene to closed session at 8:59 pm. Roll call vote unanimous. 16. Reconvene to open session: Motion by Motiff, second by Roelke to reconvene to open session at 9:31. Carried voice vote. 17. Adjourn: Motion by Roelke, second by Motiff to adjourn at 9:31 pm. Carried voice vote. Submitted by: Pat Goebel, Clerk  2022 AGENDA ITEM Committee of the Whole Meeting date: __________________________ May 3, 2022 Council Meeting date: ______________________________ Mayoral Appointments for 2022 Boards, Committees, Commissions ITEM: ______________________________________________________ SUBMITTED BY: Mayor Arnold ________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: The Council appointments to boards, committees, commissions expire each year on May 10 and the Mayor must appoint or re-appoint council members to each board. The Resident appointments also expire May 10 each year and the Mayor must appoint or re-appoint residents to each board with an expiring term. The attached list includes those requesting an appointment to the various boards, committees, commissions. The CAAC Board and the Water & Light Commission resident appointments do not expire until October; the Mayor will make these appointments at that time. The Tourism Commission resident appointments do not expire until January; the Mayor will make these appointments at that time. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: List of appointments for various boards, committees, commissions ACTION REQUESTED OF COUNCIL: Approve Mayor Arnold's appointments to the various boards, committees, commissions for 2022.  2022 Appointments to Boards, Committees, Commissions Council Appointments: CAAC: Amy Roelke and Adam Steiner Cable Commission: Amy Roelke CDA: Sarah Motiff and Adam Steiner CHLPC: Ian Gray Hillside Cemetery: Ian Gray Library Board: Trina Reid Ord Review Ad Hoc: Mayor Arnold, Shelly Albright, Trina Reid and Sarah Motiff Recreation: Adam Steiner Plan Commission: Shelly Albright and Sarah Motiff PFC: Trina Reid Senior Citizens: Mayor Arnold Columbus Area EMS: Adam Steiner Resident Appointments: CAAC: Angie Andler Cable Commission: Paul Pyfferoen CDA: Traci Rose CHLPC: Ruth Hermanson and Peter Kaland Library Board: Joanna Binsfeld and Peter Kaland Recreation: Ashley Schwoerer and Ariann Morschauser Plan: Mike Meyers PFC: Zev Kianovsky Senior Citizens: Joyce Lienke  CITY OF COLUMBUS FOR MEETING OF: May 3, 2022 REQUEST FROM/DEPARTMENT: Recreation Department AGENDA ITEM/REQUEST: Meister Park improvement from CSA *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: The CSA (Columbus Softball Association) seeks approval from City Council members to allow their association to fundraise for lights in Meister Park; specifically around diamond one. The Recreation committee discussed this project at our last meeting; all members are in support of their efforts for park improvements. The Recreation committee is thrilled for an addition such as this because it can open up opportunities for adult softball leagues for evening play. The CSA has successfully fundraised for two scoreboards, fence capping and a flagpole at Meister Park previously. Teddy Decker (CSA President) has been working with Dave from Water & Light to formulate a plan. Should council members approve the project, a light study will be organized to best determine the costs and will allow planning of electrical needs for this project. Enclosed is a map where light poles may positioned; a light study will best determine those needs. When the light study is complete, financial findings will be shared with city council members. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval) CSA FUNDRAISING PROJECT, MEISTER PARK  2022 AGENDA ITEM Committee of the Whole Meeting date: ____ _______ Council Meeting date: __May 3, 2022__________ ITEM:_ Appoint Zoning Administrator_ DETAILED DESCRIPTION OF SUBJECT MATTER: Effective Friday, May 6th, 2022, the appointed Zoning Administrator position will be vacant. Given the variety of duties and responsibilities of the Zoning Administrator, it is imperative there is coverage for this position. City Administrator Kyle Ellefson is being recommended for appointment as the Zoning Administrator effective May 6, 2022. We are evaluating other options for short-term assistance, but at this time there are no options ready for discussion. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Approve appointment of City Administrator Kyle Ellefson as Zoning Administrator, effective May 6, 2022.  CITY OF COLUMBUS FOR MEETING OF: May 3, 2022 REQUEST FROM/DEPARTMENT: DPW & Recreation AGENDA ITEM/REQUEST: MOU approval for the Fourth of July committee *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: Here is a little history on the rental contract with the Fourth of July committee. In 2018, the Recreation Committee requested of council that the Fourth of July committee have a separate park rental contract specifically for their Fourth of July celebration. Prior to this suggestion, only a Pavilion contract was submitted for approval; not only was the Pavilion being used but the open shelters and grounds were as well. Council approved the park rental contract drafted by Attorney Johnson. Prior to 2018, no monetary payment was made to the city for their use of the shelters and grounds. Instead, the committee made many large donations of picnic tables and benches to City of Columbus parks. At the same meeting, council also approved the recommendation from the Recreation committee that payment of $500 be made to the city for their use of the park. Discussions with the Fourth of July was executed before any items were brought to council. In 2020, the Recreation Committee recommended an increase in costs for use of the open shelters and grounds. The committee acknowledged that the group provides an event for our community that many people have come to love and we felt a gradual increase in costs was fair; we did recommend to council that year 2021 payment of $1,000 be paid and year 2022 payment of $1500 be made to cover the costs of utilities. At this particular meeting, council agreed to move forward (approve) the $1,000 cost increase for 2021, but wanted more information on utility costs. Amy Jo agreed to work with Water and Light to get those numbers. This was the year of COVID; agendas were long and were zoom. The agenda item was pushed back to the first of the year (2021) and for whatever reason the request of the $1500 fee was never brought back for approval. Current year 2022. Jerry from DPW has worked with the Fourth of July committee to create a MOU that specifically puts in place an understanding of the committee’s obligations and the city’s. Attorney Johnson thought combining the MOU and the approved Park rental agreement was wise. Tonight we are asking for approval of the MOU and for the rate increase of $1500 be approved for future years. Enclosed are the findings from the 2019 study. Water and Light continues to charge the same amount for usage in 2022 as they did in 2019. PREVIOUS ACTION TAKEN (IF APPLICABLE): Fireman's Park 4th of July year to year usage comparable 2020 2019 usage Total Building / Area Name usage kwh kwh Difference Rate difference Pavilion 320 360 40 0.1141 $4.56 Scout Cabin 20 56 36 0.1141 $4.10 Beer Bldg. electric 8 171 163 0.1141 $18.59 Open Shelters 82 588 506 0.1141 $57.73 Rest Haven 198 495 297 0.1141 $33.88 Beer Bldg. Water 137 724 587 0.1141 $66.97 FP green space 0 362 362 0.1141 $41.30 FP entrance 71 1334 1263 0.1141 $144.10 3254 $371.23  2022 AGENDA ITEM Committee of the Whole Meeting date: ____April 19, 2022_______ May 3, 2022 Council Meeting date: ____________ ITEM:_Remote Meeting Attendance Ordinance_ DETAILED DESCRIPTION OF SUBJECT MATTER: During the Pandemic, Zoom has become a routine way for members of the City Council to attend and participate in meetings. The League of Wisconsin Municipalities has noted that: “While communities are not legally obligated to allow governmental body members or the public to attend meetings remotely, many have chosen to do so because of positive experiences with remote attendance during the pandemic. Municipal governing bodies may adopt ordinances or policies outlining the circumstances under which governmental body members and the public may attend meetings remotely.” If the City would like to continue offering this option to the City Council, the League recommends adopting an Ordinance to formally establish this practice outside of any emergency or temporary Orders. Attorney Johnson has drafted an Ordinance for the Council’s review, and will be available to discuss any questions the Council may have. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Remote Meeting Attendance Ordinance ACTION REQUESTED OF COUNCIL: Determine if the Ordinance is appropriate, and offers the City Council sufficient flexibility to attend meetings remotely.  CITY OF COLUMBUS ORDINANCE 769-22 AN ORDINANCE TO CREATE SECTION 2-55 OF THE CITY OF COLUMBUS CODE OF ORDINANCES RELATING TO REMOTE ATTENDANCE AT MEETINGS The Common Council of the City of Columbus, Columbia County, Wisconsin does hereby ordain as follows: 1. Section 2-55 of the City Code of Ordinances is hereby created to read as follows: 2-55 Remote Attendance at Meetings. (a) In exceptional circumstances as determined by the Mayor for a Common Council meeting, the Council President for a meeting of the Committee of the Whole, or chair of the applicable board, committee or commission, meetings may be held on a case-by-case basis virtually or otherwise with remote attendance as described in this section. Virtual meetings and remote attendance are only authorized when the chair of the meeting determines that health, safety, welfare, family, or work circumstances warrant a virtual meeting or remote attendance by a member. Virtual meetings and remote attendance should not be authorized solely for convenience, or due to vacation, travel, or seasonal relocation of one or more members of the body. For meetings that include quasi-judicial action requiring due process, the chair must consult the City attorney before authorizing a virtual meeting or remote attendance. (b) If circumstances leading to one or more members of the body seeking to attend remotely are widely shared by others in the public, the chair should consider providing a similar remote attendance option for the general public. Such option must be provided to citizens in a timely manner as part of the meeting agenda notice. (c) A member of the body seeking to attend remotely shall notify the City Clerk of the request as soon as practical in advance of the meeting. The City Clerk shall as soon as practical notify the chair of the meeting. The chair shall decide whether to grant the request as soon as practical in advance of the meeting. The chair's determination shall be final. Such attendance is only permitted if systems allow the remote member to hear the proceedings and be heard in the meeting room. If visual information is presented at the meeting, the information shall be distributed, or systems must allow remote attendees to view what is presented. (d) Members of the body attending remotely shall have all powers of participation, including counting toward a quorum and having the opportunity to vote. If visual information is presented at the meeting, members appearing remotely must have C:\Users\jfude\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\OC1N1VPT\ord re remote attendance at meetings option 2 042122 (A4449269x9DEB4).docx  the opportunity before or during the meeting to view what is presented or be prohibited from voting on the matter. (e) Upon direction of the chair, a body may on a case-by-case basis conduct an entirely virtual meeting, in which no member of the body is present at City Hall, subject to the requirements of this section. The public shall be given access to the system implementing the virtual meeting platform. Information about access to the meeting shall be provided to citizens in a timely manner as part of the meeting agenda notice. Best efforts shall be used to ensure that members of the public lacking access to the virtual meeting platform are provided alternative reasonable methods to attend. 2. Severability. All Ordinances or parts of Ordinances in conflict herewith are hereby repealed. 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. Adopted this ___ day of _____________, 2022. CITY OF COLUMBUS By: __________________________ By: __________________________ Mary Arnold, Mayor Patricia Goebel, Clerk 2 C:\Users\jfude\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\OC1N1VPT\ord re remote attendance at meetings option 2 042122 (A4449269x9DEB4).docx  2022 AGENDA ITEM Committee of the Whole Meeting date: __April , 2022 19___________________ May 3, 2022 Council Meeting date: ___________________________ ITEM: _Zoning Map Amendment for parcel 11211-1508.13___________ SUBMITTED BY: __Matt Schreiber _____________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Columbus Community Hospital Inc (DBA Prairie Ridge Health) has applied for a zoning map amendment for parcel 11211-1508.13. The amendment would change the zoning from RD Rural Development to B2 Highway Commercial. Parcel 11211-1508.13 is an 8.2 acre parcel of land that is adjacent to the Prairie Ridge Hospital located at 1515 Park Ave (parcel 11211-1192.1). The applicant has applied to combine parcels 11211-1508.13 and 11211-1192.1 into one parcel via a Certified Survey Map (CSM). The zoning designations for the properties are different and before a CSM could be approved it requires a zoning map amendment. As a result the applicant has applied to change the zoning on parcel 11211-1508.13 to be consistent with the zoning designation for parcel 11211-1192.1. The plan commission has reviewed this application and recommended approval at the April 14th meeting. Please note that the applicant has no immediate plans for this property. The applicant has received a variance previously for lot coverage requirements. The completion of the zoning map amendment and CSM would allow them to meet code. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Plan Commission Materials ACTION REQUESTED OF COUNCIL: Review and consider recommendation from plan commission  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: April 14, 2022 Agenda Item: 8a, 8b, 8c Zoning Map Amendment and CSM Applicant: Columbus Community Hospital Inc Property Address: 1515 Park Ave Parcel ID: 11211-1508.13 Zoning: RD Future Land Use Map: Gateway Business Area Summary The applicant purchased an adjacent parcel to their facility in in 2019. The applicant is seeking to combine parcel 11211-1508.13 with parcel 11211-1192.1 which is home to Prairie Ridge Hospital. To allow for the lot combination parcel 11211-1508.13 needs to be rezoned to B2- Highway Commercial be consistent with the zoning for parcel 11211-1192.1. This proposal is accompanied by a CSM which will combine parcels 11211-1192.1 and 11211-1508.1. Recommendation The proposed rezoning is consistent with the Comprehensive plan and staff recommends approval of the zoning map amendment. Adjacent Land Existing Land Use Zoning Designation Future Land Use Designation North Hospital B2 Gateway Business South Vacant RD Gateway Business East Vacant Land/ Park Ridge RD Gateway Business West Vacant Land RD Gateway Business Attachments • Location Map Hello Matt, This zoning application is for combining the parcel we recently purchased (11211-1508.3) and combining it with the parcel we currently own (11211-1192.1). I have attached the proposed CSM from Grothman and Associates for your review. Thanks, Matt Yaroch Director of Support Services 1515 Park Avenue, Columbus, WI 53925 p 920.623.1225 I c 920.382.0378 I myaroch@PrairieRidge.Health  2022 AGENDA ITEM Committee of the Whole Meeting date: __April , 2022 19___________________ May 3, 2022 Council Meeting date: ___________________________ ITEM: _CSM to combine parcel 11211-1508.13_and 11211-1192.1__________ SUBMITTED BY: __Matt Schreiber _____________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Columbus Community Hospital Inc (DBA Prairie Ridge Health) has applied for a zoning map amendment for parcel 11211-1508.13. As discussed during the zoning map amendment, the applicant needed to change the zoning to allow for parcel 11211- 1508.13 and 11211-1192.1 to be combined. The plan commission has reviewed this application and recommended approval at their April 14th meeting. Please note that the applicant has no immediate plans for this property. The applicant has received a variance previously for lot coverage requirements. The completion of the zoning map amendment and CSM would allow them to meet code. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Plan Commission Materials ACTION REQUESTED OF COUNCIL: Review and consider recommendation from plan commission  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: April 14, 2022 Agenda Item: 8a, 8b, 8c Zoning Map Amendment and CSM Applicant: Columbus Community Hospital Inc Property Address: 1515 Park Ave Parcel ID: 11211-1508.13 Zoning: RD Future Land Use Map: Gateway Business Area Summary The applicant purchased an adjacent parcel to their facility in in 2019. The applicant is seeking to combine parcel 11211-1508.13 with parcel 11211-1192.1 which is home to Prairie Ridge Hospital. To allow for the lot combination parcel 11211-1508.13 needs to be rezoned to B2- Highway Commercial be consistent with the zoning for parcel 11211-1192.1. This proposal is accompanied by a CSM which will combine parcels 11211-1192.1 and 11211-1508.1. Recommendation The proposed rezoning is consistent with the Comprehensive plan and staff recommends approval of the zoning map amendment. Adjacent Land Existing Land Use Zoning Designation Future Land Use Designation North Hospital B2 Gateway Business South Vacant RD Gateway Business East Vacant Land/ Park Ridge RD Gateway Business West Vacant Land RD Gateway Business Attachments • Location Map  2022 AGENDA ITEM Committee of the Whole Meeting date: __April 19, 2022_____________________ May 3, 2022 Council Meeting date: __________________________ ITEM: __Review and approve architectural services for the Resthaven Project__ SUBMITTED BY: _Matt Schreiber__________ DETAILED DESCRIPTION OF SUBJECT MATTER: The HLPC met on March 16th and made a recommendation of Design Coalition, for the Architect work on the Rest Haven Project. Design Coalition & Roger Smith has worked for the City of Columbus and CHLPC on the Pavilion ADA project. For more information please see the proposal review packet that the HLPC used to make their final decision. For specific questions regarding the selection process members from the HLPC will be in attendance. If council moves the recommendation forward to council a draft contract for services would be included for approval. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Proposals Review Packet ACTION REQUESTED OF COUNCIL: Review the recommendation and move to council for final action.  1 of 14 Resthaven Project CHLPC Architectural Submittal Review The CHPLC has received bids from Architectural firms to develop plans for the resthaven building renovation. The bids for services were based on the scope of work that was approved by city council in October 2021. The CHLPC received four (4) bids for this project, the bids are identified below and attached to this document. Please note that after the initial submission, Melissa Destree withdrew their bid. Firm Name Bid Page Destree Architecture & Design– Melissa Destree, AIA IIDA Withdrawn 3-4 Design Coalition Inc. – Roger Smith $8,800 5-8 InSite Consulting Architects – Stephen Mar-Pohl AIA, NCARB $23,850 9-12 Paul Pyfferoen $3,145 13-14 Per the resthaven subcommittee meeting minutes from March 3, 2022 the subcommittee reviewed the proposals that were submitted for the project. Based on the review of the proposals the subcommittee unanimously recommended Roger Smith to complete the work. Please see the subcommittee recommendation on page 2.  2 of 14 March 14, 2022, The Subcommittee has worked diligently over the past few months contacting Architects, site showings, and providing a list of needed improvements. We appreciate all the time put into this by the Architects. We received all the final proposals. We had our subcommittee meeting March 3, 2022, we went through each proposal. We compared pros, cons, and figures of each Proposal. Our recommendation is Design Coalition, for the Architect work on the Rest Haven Project. Design Coalition & Roger Smith has worked for the City of Columbus and CHLPC on the Pavilion ADA project. Their Proposal was most reasonable for services rendered. Respectfully submitted, Ruth Hermanson Rest Haven Subcommittee Madam Chair CHLPC  3 of 14 December 2, 2021 City of Columbus Ruth Hermanson Columbus Historic Landmarks & Preservation Commission 105 N. Dickason Boulevard Columbus, WI 53925 Re: Rest Haven Park Shelter Toilet Room Renovation DD’s, Building CD’s, Bidding & CA Dear Ruth, Thank you for the opportunity to provide the CHLPC with this letter of proposal. This letter is intended to serve as a proposal to provide Architectural and Engineering Services to prepare Construction Drawings for the Rest Haven shelter toilet room renovation. The design drawings will be brought through Construction Drawings, Cost Estimating, Bidding, Construction Administration and As-Built services with details as follows: Project Scope and Basic Services: Destree Design Architects, Inc. and Hein Engineering Group will provide Construction Drawing Services for Architectural, Plumbing, Mechanical and Electrical for the Toilet room renovation, including Construction Drawing Set with Specifications. Project Contacts: Architect/Interior Designer Melissa Destree, AIA Destree Design Architects, Inc. Engineer Mike Hein Hein Engineering Group Scope 1 = Toilet Room Renovation Architectural Services & Project Management: Lump Sum $12,500 Design Development & Construction Drawings o City Provided Survey and Existing Shelter Building drawings o Site Visit and Field Measure existing space o Shelter Modifications • Renovate to create new ADA toilet rooms and related spaces • Trash Enclosure Phototype at this location • Outdoor Shower • Minimal Parking Lot work as it is related to accessible path to new shelter only • Clean Beach treatment equipment room – rough-in and coordination for MEP connections and piping from beach o Neighborhood meeting with presentation Drawings – o Finalize all material selections o Final Code review o Finalize elevations, plans and details o A/E generated Estimate of Probable Cost o Prepare Owner Review set for comments (electronic) • 99% Review – 1 sets of Drawings o Prepare Material Specifications (Front end specs by City of Columbus) o Two (2) Design Virtual Meetings with City o Prepare CD’s for site  4 of 14 o Coordinate and Submit to CHLPC and State Historic Preservation Office (SHPO) o Coordinate MEP Bidding/Construction Admin o Assist City with additional information during Bidding o Submit drawings for review to DSPS or equal o Construction Administration o Shop Drawings o Site Meetings (4 site visits, estimated every 3 weeks during active construction) o Compliance statement MEP services Hein Engineering Group: Lump Sum $5,500 • Design Development Drawings • Construction Documents with MEP Specifications • 2 site visits • Shop drawings • CA services with submittal to State Reimbursables: (4%+/-) $ 800 • Review sets and submittal printing • Does not include municipal or submittal fees Total Services Scope 1: Lump Sum $18,800 (Reimbursable expenses are included in the Lump Sum) Scope 2 = Master Planning Services: (building Interior overall/ exterior maintenance) Lump Sum $6,000 Architectural services Destree Design Architects: ($3,500) • Schematic Design scope narrative to address CHLPC additional renovation and preservation items for the structure. MEP services Hein Engineering Group: ($2,500) • Schematic Design recommendations for the Meeting Hall and related spaces Mechanical/Electrical, preliminary plan, cost estimate Additional services: Additional work is based on hourly rates as approved by the Client in writing. Including but not limited to the following: • Change in Scope of Project • Front End Specifications • Site or Landscape modifications • Owner approved additional requested meetings • Fire Sprinkler System • Additional Neighborhood Meetings (Hourly) • Renderings Approval: If you find this proposal to be acceptable, provide a contract and return to Destree Design Architects, Inc. Contact me if you have questions or are requesting a revision to the proposal. We look forward to working with you. Regards, Melissa Destree, AIA, IIDA Destree Design Architects, Inc.  5 of 14 Design Coalition, Inc. 2088 Atwood Avenue Madison, WI 53704 (608) 246-8846 (voice) (608) 246-8670 (fax) contact@designcoalition.org www.designcoalition.org Jan 11, 2022 PROPOSAL FOR ARCHITECTURAL SERVICES Remodeling for RestHaven Facility 1049B Park Avenue Columbus, Wisconsin Carolyn Fredericks and Ruth Hermanson CHLPC Columbus, Wi Carolyn and Ruth, Thank you for inviting us to provide you with a proposal for architectural services for the RestHaven project. I enjoyed meeting with you, and discussing ideas for the project. We would certainly welcome the chance to work with you and CHLPC again. Below we provide descriptions for our architectural services based on our on-site meeting and our understanding of the project scope. To summarize what I understand to be the scope of service you require: architectural design and planning services for accomplishing the project scope we discussed on site and which you describe in your 4/8/21 list (not repeated here), for remodeling the existing toilet/shower rooms and aspects of the other existing spaces at the RestHaven facility, with provision of stamped architectural drawings and specifications for obtaining a building permit and executing construction of the work. Also included will be a formal bidding process with all of the relevant City of Columbus guidelines, the selection of a builder with the architect’s assistance, and construction administration services through to the project’s completion. In more detail... We’re understanding that this scope includes these architectural services: • Investigation and measuring of existing conditions, and preparation of to-scale base drawings of the existing building for design work; Proposal to CHLPC Remodeling for RestHaven Facility Jan 11, 2022 Design Coalition Architects, Madison, WI !1 of !4  6 of 14 • Research and analysis of applicable zoning and building codes, and communications with government officials on your behalf to identify the relevant issues that will impact your project; • Preparation of design level drawings and outline specifications with material selections for review with you and for your feedback, prior to proceeding; • Preparation of construction drawings and specifications, to be the basis of the construction contract with a general contractor; • Preparation of the bidding packet, including a sample Owner-Contractor Agreement, and conducting the formal bid process (advertising, coordination with plan services, distribution of materials, issuing addenda if needed, coordinating bid opening, etc). Process also anticipates a City Council review process similar to the Fireman’s Park Pavillion project; • Submittal and communications necessary to secure a building permit from the State of Wisconsin. We understand that the building is on the National Historic Register, and as the proposed scope of work is interior, we anticipate a straightforward review and approval process similar to that for the Fireman’s Park Pavilion. Our proposed fee does provide limited time for review and approval of new windows if necessary; • Communications with you, other CHLPC folks who you identify, construction team members, and City officials. 9 hours of meeting/communication time is included in our proposed fee; • Structural design and consulting is not anticipated to be required, and therefore is not included in the architectural fee; • Construction-phase administration & observation by a registered architect during the construction phase of the project. This includes services such as: -regular communication/meetings with you and construction team members (e.g. the general contractor, vendors/suppliers, etc.); -observation of the construction via regular site visits (frequency to be determined, based on stage of the construction progress); -coordination of shop drawings and other submittals; processing of change orders (if any), and payment requests from the General Contractor; -submittal of completion/compliance statements to the City. Proposed Fee: $8,800 Proposal to CHLPC Remodeling for RestHaven Facility Jan 11, 2022 Design Coalition Architects, Madison, WI !2 of !4  7 of 14 Assumptions and some services not included in Proposed Fee: Our description above of the project scope and our estimate of fees follow the assumptions as we discussed them together in mid-December. The estimate above also includes the following assumptions: • Existing kitchen is to remain as is and is not part of the scope of work. • Alterations to existing roof cavity (insulation and ventilation) is not part of the of project scope. Services to analyze and design improvements to existing conditions will considered as additional service. • Heating/Ventilating/Air Conditioning, electrical, plumbing, and other systems will be designed, specified and submitted for permits by the installing subcontractors in communication with you and us. Design costs for those systems are therefore not included in the architectural fee. We’ve assumed that subcontractors with knowledge, integrity and experience will be selected, and we have accordingly included in our fee reasonable coordination and communication time with the subcontractors and general contractor to facilitate this. Concept descriptions of one or more heating systems, as well as specific plumbing and lighting fixtures will be included in our specifications for bid, and is part of our proposed fee. This common process —usually dubbed “design-build”— means that detailed planning for portions of the project is actually started only after the builder is identified and under contract, and is appropriate for straightforward and limited projects such as this one. • Evaluation of the existing heating, cooling and ventilating equipment and requirements, and all energy calculations, submittals and permits will be handled by the HVAC subcontractor as part of their design-build responsibilities. Therefore these services are not included in the architectural fee. • We understand that it is only building contractors, not architects, who have a daily, working knowledge of current construction costs; this is especially the case in design-build situations. Accordingly, we do not provide preliminary construction cost estimates. • Unforseen and unknown issues outside of the basic project scope as presented above, which present themselves during the course of the project and involve significant re-designing, additional meetings and so on would be handled as additional services. • We anticipate using the Standard Owner-Architect Agreement form (AIA B104), and for construction, the Standard Owner-Contractor Agreement form (A105) and General Conditions (A205), which are appropriate for this scale of project. Proposal to CHLPC Remodeling for RestHaven Facility Jan 11, 2022 Design Coalition Architects, Madison, WI !3 of !4  8 of 14 Services following are not included in the proposed fee, and if you need them from us they would be handled as additional services, billed on the normal hourly fee basis: • Services made necessary by re-designs due to the requirements of governing regulations, or changes in your requirements due to budget or other constraints, or modifications proposed by building contractor(s); multiple bidding processes and/or negotiations with building contractor(s). • Assistance to you in applying for additional zoning and other entitlement permits, including preparation of submittal materials, communications/meetings with government staff, revision of materials, etc,. • Preparation of 3D computer and other models. • Site design, playground design and/or landscape architecture, land surveying, geotechnical, civil engineering, utility coordination, and similar services. • Such special systems as building security systems, communications/intercoms/AV/ computers as required, will be designed and specified by the installing subcontractor(s) in communication with you and us. • Presentations to and meetings with regulatory bodies, citizen groups, etc. Our current hourly fees are: $108 for Registered Architect, $80 for Draftsperson; direct costs such as postage and drawing reproductions are billed as reimbursable expenses, with 10% added to direct costs for bookkeeping. Mileage will be billed at $0.55 per mile, with travel time billed at half rate. Agreement Form If this proposal seems acceptable to you, please let me know and we can proceed to draft an Owner-Architect agreement form for you to look over. Carolyn and Ruth, I would very much look forward to the opportunity to work again with you and CHLPC. Please let me know if you have any questions or concerns about this proposal or the attached materials. Respectfully submitted, Roger Smith, Architect Proposal to CHLPC Remodeling for RestHaven Facility Jan 11, 2022 Design Coalition Architects, Madison, WI !4 of !4  February 16, 2022 9 of 14 Ms. Ruth Hermanson – CHLPC Chairperson 105 N. Dickason Blvd. Columbus, WI 53925 RE: Proposal for Architectural Services for the Design Phase of the Resthaven Renovation Project Dear Ms. Hermanson, We thank you for the opportunity to provide the following proposal for architectural services for the design of the Resthaven Renovation Project. InSite Consulting Architects (ICA) proposes to perform the following design phase services. Engineering services that may be required once the process begins will follow once the scope is fully defined: PROPOSED SCOPE OF WORK This proposed scope of work is intended to illustrate the architectural design work that will be required to properly complete the design of the Resthaven Renovation Project. 1. Predesign/Scope Verification: Review all proposed project scope items: • Historic Restoration of Building Enclosure and Character Defining interior elements • MEP Upgrades • Accessibility Upgrades • Renovated Toilet Facilities Deliverables ❖ Scope Report ❖ Program Budget Time Frame ➢ 6 weeks +/- depending on final scope 2. Historical Research: Perform essential research required to properly inform the renovation process. This research may include the following items: • Review of existing drawings, specifications, shop drawings, or other documentation relating to the original construction and alterations completed after the building was first occupied Deliverables ❖ Historic Brief Time Frame ➢ This work will be completed concurrently with Item 3 below ➢ 6 weeks +/-  10 of 14 3. Existing Condition Survey (detailed): ICA will perform all field work necessary to form a complete understanding of the physical condition of the existing historic Structure. Invasive and noninvasive methods may be used during this portion of the work. • Building Enclosure o Roofing o Walls o Windows o Doors o Ornamental Detailing • MEP o Mechanical HVAC (None) o Electrical o Plumbing • Interiors o Ceilings o Floors o Walls o Windows o Doors o Cabinetry/Millwork o Trim and other Historically Pertinent Finishes Deliverables ❖ Existing Condition Survey Report Time Frame ➢ This work will be completed concurrently with Item 2 above ➢ 6 weeks +/- 4. Schematic Design/Design Development • Schematic Design/Best Course of Action • Design Development/finalize base system design criteria Deliverables ❖ SD/DD Design Report Time Frame ➢ Work begins after work included above ➢ 4 weeks +/- 5. Bidding Documents • Develop a comprehensive set of bidding documents based on the findings in items above Deliverables ❖ Bidding Documents: one printed copy (1/2 size), one e-copy Time Frame ➢ Work begins upon approval of DD Documents ➢ 6 weeks +/-  11 of 14 6. Regulatory • Historical Jurisdiction (as required) • State Historical Society Review Deliverables ❖ Approval Letters (COA) by others Time Frame ➢ Work begins After CDs are complete ➢ 60 Days are expected for Regulatory Review 7. Bidding/Negotiation • Bid the Scope of Work Deliverables ❖ Bid Tabulation Time Frame ➢ TBD 8. Contract Negotiation • Assist Owner with Contract Negotiation Deliverables ❖ Review Owner’s drafted Contract Time Frame ➢ TBD NOTE: No Contract Administration (CA) services are included in this proposal. It is our practice to develop a CA proposal once the contractor has been selected and all Contracts fully executed. We do this because the resources of contractors are highly variable and it is impossible to determine what the project needs will be at this time. PROPOSAL Resthaven Renovation Project – Columbus, Wisconsin Phase Terms Cost Design Lump Sum** $23,850 Subtotal $23,850 Total Fee Estimate $23,850* * Reimbursable expenses are not included in the Total Fee Estimate. The recommended budget for reimbursable costs on this project is $1,325. **We can provide a T&M NTE (Time and Materials Not-to-Exceed) proposal if you wish We believe that this proposal is comprehensive. In our experience the project will follow along a path as we have described. Minor deviations in scope and time should be expected. We will keep you informed as required regarding project scope.  12 of 14 If you have any questions, please do not hesitate to contact me directly. Best regards, InSite Consulting Architects Stephen E. Mar-Pohl, AIA, NCARB President Accepted By: ___________________________ Date: ______________________ Owner  13 of 14 Paul andrew Pyfferoen Architect Paul Andrew Pyfferoen, AIA 435 South Main Street Columbus, Wisconsin 53925 paulandrewpyfferoenaia@gmail.com _____________________________________________________________________________________________ Proposal Form This Proposal is made on: 17 February 2022. Between the Owner: and the Architect: CHLPC c/o City of Columbus Paul A. Pyfferoen, AIA Fireman’s Park Arts and Crafts Rest Haven 435 South Main Street Columbus, WI 53925 Columbus, Wisconsin 53925 I am pleased to have the opportunity to put in a proposal to design an ADA upgrade to the bathrooms which are located within the 1923 Fireman’s Park Arts and Crafts Rest Haven, along with other required updates. I propose a fixed-fee of $3,145.00 (three-thousand one hundred and forty-five dollars). Please find the following detailed proposal for your consideration. Description of Project: It is understood that the project is as follows: Developing “As-Built” drawings for base drawings of Fireman’s Park Arts and Crafts Rest Haven: Creating Construction Documents (Drawings and Specifications) for ADA updates, to both interior and exterior – of the 1923 Fireman’s Park Arts and Crafts Rest Haven. Interior:  Updates to existing toilet rooms: o Re-design/re-configure toilet room/s layout, to facilitate both ADA (Americans with Disability Act) compliance, and functionality for “family-assisted” stalls; o Upgrade plumbing fixtures to be ADA compliant; o Employ long-lived toilet room partitions, which require low levels of maintenance (i.e., stainless- steel materiality); o Remove, salvage, and safely store existing hand dryers for reinstallation;  Design for existing windows (of unknown materials), which are covered, to be exposed; consider methods for keeping glass free from vandalism;  Design considerations for new lighting fixtures (in the style of “Arts and Crafts”) to be implemented in keeping with the original design of the building, and considering methods to keep them free of vandalism;  Design considerations for “Auto-on/Auto-off” lighting fixtures;  Re-design/re-configure existing storage room;  Design considerations for new electrical outlet locations;  Design considerations for ADA (electric powered doors);  Prepare construction documents outlining possible methods to repair: o Great Room Ceiling;  As unknowns occur, there may be miscellaneous items that need to be addressed – and the nature of “unknown”, they are not able to be precisely planned/designed for (i.e. any replacement door that is in poor shape, or wood structure under soffit areas, etc…)  14 of 14 Paul andrew Pyfferoen Architect, LLC Paul Andrew Pyfferoen, AIA 586 River Rd. No. 8 Columbus, Wisconsin 53925 paulandrewpyfferoenaia@gmail.com _____________________________________________________________________________________________ Exterior:  Prepare construction documents outlining possible methods to: o Cleaning and filling of exterior joints between concrete sidewalk and building and design considerations for repairing and painting soffits. Perimeter Wall:  Perimeter Wall repairs (at base/floor) may require the analysis of a professional engineer, as the damage/repairs may need to be exploratory demolition to ascertain what is causing its “heaving”. HVAC design is not included herein; Construction Administration shall be considered an extra cost and will be an hourly rate of $75.00. Site Visits: (2) site visit meetings will be included: excess meetings will be an extra cost of $75.00 per meeting. Staff/City/CHLPC Meetings: (2) meetings will be included: excess meetings will be an extra cost of $75.00 per meeting. Renderings will be included, (3) 24x36 rendered drawings will be included; any additional will be paid for by CHLPC at printer’s cost (BPI Madison). Engineering Services: Shall be anticipated for “Great Room” perimeter, to be hired and selected by CHLPC.