City Council Meeting Packets

COLUMBUS COMMON COUNCIL REGULAR MEETING AGENDA TUESDAY, OCTOBER 4, 2022 – 6:40 PM COLUMBUS CITY HALL 1. Roll Call 2. Pledge of Allegiance 3. Notice of Open Meeting 4. Approve Agenda 5. Correspondence & Communications Consent Agenda 1. Council & Committee of the Whole Minutes – 9/6/22, 9/29/22 spec 2. Approve Operator Licenses for Licensing Period 7/1/22 – 6/30/24 3. Approve Mayoral Appointments: Zoning Board of Appeals, Columbus Utilities Commission New Business 1. Resolution #20-22 Fire Prevention Week: October 9-15, 2022 2. Consider & take action on amended CDL Reimbursement Agreement 3. Consider & take action on new Police squad 4. Consider & take action on Expense Line Policy update 5. Consider & take action on Purchasing Policy Update 6. Consider & take action on Asset Disposal Policy Update 7. Consider & take action on Overhead Allocation Policy 8. Consider & take action on claims in the amount of $ 789,072.69 9. Report of City Officers – City Administrator, Mayor 10. Adjourn  COLUMBUS COMMON COUNCIL REGULAR MEETING MINUTES TUESDAY, SEPTEMBER 20, 2022 1. Roll Call: Mayor Arnold called the meeting to order at 6:30 pm. Present: Mayor Arnold, Council President Gray, Alders: Albright, Motiff, Reid, Roelke, Steiner; Staff: City Administrator Ellefson, City Clerk Goebel, City Attorney Johnson, City Engineer Lietha, Meyers, Anding, Lentz, Weiner, Bledsoe, 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 Roelke to approve agenda. Carried voice vote. 5. Correspondence & Communications: Joe Hammer, 162 E School Street questioned an error in the memo regarding mayoral appointments; Roger Ehlers, W1958 Hwy 16 shared concerns of vehicles running stop signs near Hamilton, Dix, Fuller Streets; Amanda Bloomberg, Baker Tilly, summarized the 2021 general fund audits. Consent Agenda: Motion by Steiner, second by Motiff to approve consent agenda. Carried voice vote. Council & Committee of the Whole Minutes – 9/6/22, Approve Operator Licenses for 2022-2024 Licensing Period: Mary Fauser, Amelia Ovalle; Approve Mayoral Appointment to the Community Development Authority: Duane Gilbertson, term to expire 2024 and Plan Commission: Steve Hajewski, term to expire 2023. New Business 1. Consider & take action on Task Order #2022-10 Folsom Street Project: Motion by Motiff, second by Gray to approve Task Order #2022-10 in the amount of $972.00. Roll call vote unanimous. 2. Consider & take action on "Class B" Alcohol License application for Cardinal Lanes Columbus LLC: Motion by Reid, second by Albright to approve alcohol license for Cardinal Lanes. Carried voice vote. 3. Consider & take action on CHLPC Rest Haven Restrooms: Motion by Gray, second by Motiff to approve locking the Rest Haven except during city events, and rentals. Carried voice vote. 4. Consider & take action on CHLPC Window treatments at pavilion: Motion by Motiff, second by Gray to approve the window treatments at the pavilion. Carried voice vote. 5. Consider & take action on Resolution #18-22 Columbia County Library Tax Exemption: Motion by Albright, second by Motiff to approve Resolution #18-22. Carried voice vote. 6. Consider & take action on Resolution #19-22 Dodge County Library Tax Exemption: Motion by Motiff, second by Albright to approve Resolution #19-22. Carried voice vote. 7. Consider & take action to suspend the rules for Ordinance #773-22 "An Ordinance To Create The City Beautification Advisory Board": Motion by Gray, second by Steiner to suspend the rules and consider Ordinance #773-22. Carried voice vote. 8. Consider & take action to waive the readings for Ordinance #773-22 "An Ordinance To Create The City Beautification Advisory Board": Motion by Reid, second by Gray to waive the required readings and consider Ordinance #773-22. Carried voice vote. 9. Consider & take action to adopt Ordinance #773-22 "An Ordinance To Create The City Beautification Advisory Board": Motion by Steiner, second by Reid to adopt Ordinance #773-22. Carried voice vote. 10. Consider & take action on CDL Reimbursement Agreement: Council members expressed concern with a 5 year agreement; suggested 2 year agreement as follows: One year: 100% repayment; 15 months: 75% repayment; months: 50% repayment; 21 months: 25% repayment; 24 months – zero. Motion by Motiff, second by Gray to approve the updated CDL reimbursement agreement scheduled. Carried voice vote. 11. Consider & take action on Accounting System Upgrade: Ellefson explained the need for additional components to the upgraded accounting software and associated costs. The total upgrade will be $ $22,575. Motion by Motiff, second by Gray to approve the upgrades. Roll call vote unanimous. 12. Consider & take action on claims in the amount of $ 127,633.07: Motion by Motiff, second by Gray to approve claims in the amount of $127,633.07. Roll call vote unanimous. 13. Report of City Officers – City Administrator: Fuller Street work has been delayed slightly with the location of a gas line not identified; Columbus WWTP was awarded the Gold Peak Performance Award for 2021; there were only 2 other Gold Award recipients in Wisconsin: Madison Metropolitan Sewerage District and Milwaukee. Congratulations Katie Anding and the WWTP! Mayor: Lots of events taking place this week: Homecoming on Friday with tours of the renovated school; pedal days; enroll in 4-8 grade girls basketball; and the Library has a lot of events going on as well. 14. Adjourn: Motion by Gray, second by Steiner to adjourn at 7:34 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL COMMITTEE OF THE WHOLE MINUTES TUESDAY, SEPTEMBER 20, 2022 1. Roll Call: Council President Gray called the meeting to order at 7:42 pm. Present: Council President Gray, Mayor Arnold, Alders: Albright, Motiff, Reid, Roelke, Steiner; Staff: City Administrator Ellefson, City Clerk Goebel, City Attorney Johnson, City Engineer Lietha, Meyers, Anding, Lentz, Weiner, Bledsoe, interested citizens. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Arnold, second by Roelke to approve the agenda. Carried voice vote. 4. Citizen Comments: Joe Hammer, 162 E School Street, regarding item #12 Overhead Allocation Policy: W&L Utilities pays over half a million dollars in PILOT (payment in lieu of taxes) as a private utility. Ruth Hermanson, attended CDA meeting and hoping to get funding for pavilion upgrades: vermiculite removal, insulate the building and move forward with heating and cooling system. Email from constituent read by Steiner: Sandy Curtis, 100 Brookside Lane: It is my understanding that the City Council will be receiving a comprehensive stormwater report from the City Engineer within the next month or so. I ask that the City Council / Committee of the Whole consider dedicating a portion of the City's ARPA funds to much needed stormwater improvements within the City. Thank you. 5. Department Reports: placed on file: DPW, Fire, Library, Lifestar, Police, Treasurer, WWTP 6. Review new Police squad: Chief Weiner requested to order a new squad for 2023 and use unused wages and benefits to fund and outfit the vehicle in the amount of $58,103; won't receive the squad until 2023. Countryside Ford has agreed to match the state contract pricing. Forward to 10/4 Regular meeting. 7. Updated Fee Schedule: Review current fee schedule. Some items will need further discussion (CUP renewal fees, Hillside Cemetery grave opening fees). Council also suggested reviewing building rental fees. Return to 10/4 COW. 8. Review CDA recommendations for ARPA expenditures: CDA presented ARPA funding recommendations to the Council for review. Some of the recommendations include pavilion insulation and HVAC, pavilion stairs, crossing light replacement, fire department air compressor, city telephone system, DPW tree nursery, and remaining funds be used to support residential development. Return to COW. 9. Review Draft Expense Line Policy update: Policy details the process to follow when any of the individual budget expense lines exceed budgeted amount. The update corrects staff titles, clarifies the police, and add flexibility at for low dollar expense lines. Forward to 10/4 Regular meeting. 10. Review Purchasing Policy Update: A significant change to the policy would adjust the dollar amount that require approvals. Currently, the administrator approves any expenditure over $1000 and Council approves expenditures over $10,000 – and only when money is available in the budget. Updates the policy would increase the dollar amounts to $1500 for department head approval, and $15,000 for Council approval, and funds must be available in the budget. Policy also updates staff titles, clarifies when charges can be made against another department's budget, and all expenses be properly coded. Forward to 10/4 Regular meeting. 11. Review Asset Disposal Policy Update: This policy is designed to ensure a consistent practice for disposing of assets the have become obsolete or no longer needed. There are corrections to staff titles, and additional language that streamlines the disposal of items; and consent of Administrator & Treasurer if the estimated value is less than $100. Forward to 10/4 Regular meeting. 12. Review Overhead Allocation Policy: This policy establishes the positions to be covered, as well as determining the share of expenses, based on a comparison between tax levy expenditures and utility expenditures with personnel costs subtracted to arrive at a comparable numbers. Forward to 10/4 Regular meeting.  Page 2 – COW – 9/20/22 13. Presentation of Draft 2023 Budget: A very rough draft budget was presented by Administrator Ellefson. There are pieces not included, as they have not been released by the state such as manufacturing assessments, DOT transportation aids, etc. Wastewater & Stormwater budgets not included as that will go to the Utility Commission first. Revenues & expenses from sidewalk fund not included as it was moved to capital fund. Total expenditures have gone up significantly due to retirement of TID 3. Insurance has increased, inflation on all lines items for services, supplies, equipment, labor, including our own. Right now a 3.5% wage adjustment is budgeted. Tax levy contributions right now are down in economic development, but up in every other category; increases in debt services (a lot of new debt), capital projects with levy and debt services, storm sewer. Capital expenditures include City Hall roof repair from one time TID 3 closeout funds, fire engine, Folsom Street reconstruction, sidewalk repair, pickup for fire dept, DPW mini-dump & lawnmower. Municipal Court's amount of taxes requested increased by almost $9000 and revenues increased by $2000. Consensus to bring this discussion back to next COW. Council emphasized everything is on the table to discuss. 14. Adjourn: Motion by Motiff, second by Albright to adjourn at 8:39 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL SPECIAL MEETING MINUTES THURSDAY, SEPTEMBER 29, 2022 1. Roll Call: Mayor Arnold called the meeting to order at 7:29 pm. Present: Mayor Arnold, Council President Gray, Alders: Albright, Reid, Roelke, Steiner; Staff: City Administrator Ellefson, City Clerk Goebel, City Attorney Johnson, Chief Wiener, Lt Ward, interested citizens, 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 Roelke to approve the agenda. Carried voice vote. 5. Correspondence & Communications: None. New Business 1. Consider & take action to suspend the rules for Ordinance #774 -22 "An Ordinance To Repeal Article X Of Chapter 2 Of The City Code Of Ordinances Concerning The Municipal Court": Motion by Gray, second by Roelke to suspend the rules to consider Ordinance #774-22. Carried voice vote. 2. Consider & take action to waive the readings for Ordinance #774 -22 "An Ordinance To Repeal Article X Of Chapter 2 Of The City Code Of Ordinances Concerning The Municipal Court": Motion by Gray, second by Albright to waive the required readings to consider Ordinance #774-22. Carried voice vote. 3. Consider & take action to adopt Ordinance #774 -22 "An Ordinance To Repeal Article X Of Chapter 2 Of The City Code Of Ordinances Concerning The Municipal Court": Motion by Gray, second by Albright to adopt Ordinance #774-22. Carried voice vote. 4. Adjourn: Motion by Gray, second by Albright to adjourn at 7:32 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL SPECIAL COMMITTEE OF THE WHOLE MINUTES THURSDAY, SEPTEMBER 29, 2022 1. Roll Call: Council President Gray called the meeting to order at 6:30 pm. Present:: Council President Gray, Mayor Arnold, Alders: Albright, Reid, Roelke, Steiner; Staff: City Administrator Ellefson, City Clerk Goebel, City Attorney Johnson, Chief Weiner, Lt Ward, interested citizens, media. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Roelke, second by Arnold to approve agenda. Carried voice vote. 4. Citizen Comments: Karl Green, business address 1132 Park Avenue spoke in favor of moving the City of Columbus back to Eastern Columbia County Joint Municipal Court to make municipal court more profitable. Edwin Schellin, 1435 Waterloo Street, requested the Council table Ordinance #774-22, which would dissolve Municipal Court in Columbus for further citizen input. He feels local court for local citizens is convenient and more cost effective than circuit court. Richard Ginkowski, President WI Municipal Judges Association, spoke against dissolving the Municipal Court as circuit court would be more expensive. 5. Discuss Continued Operation of Municipal Court: City Administrator Ellefson reported the Eastern Columbia County Joint Municipal Court would welcome the City back as it benefits everyone. He reiterated the City continues to subsidize the court when the court should be self- supporting. Police Chief Weiner has no concerns with staffing when an officer has to attend court; and was happy with the previous joint municipal court. Eastern Columbia County Joint Municipal Court does not need tax subsidy whereas the City's court does. Council members agreed that continuing to pay for the court for the convenience of a few was not cost effective. Forward to Regular meeting September 29. 6. Adjourn: Motion by Steiner, second by Albright to adjourn at 7:24 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  2022 AGENDA ITEM Council Meeting date: October 4, 2022 ITEM: Operator Licenses for Licensing Period 7/1/22 - 6/30/24 SUBMITTED BY:____________________________________ Pat Goebel, Clerk DETAILED DESCRIPTION OF SUBJECT MATTER: Request approval for the following operator licenses: Heather L. Erickson Maria G. Pena Chris W. Roelke Amy J. Sandow LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Request approval of operator licenses  2022 AGENDA ITEM Committee of the Whole Meeting date: October 4, 2022 Council Meeting date: ________________________________________ ITEM: Appointments to Zoning Board of Appeals, Columbus Utilities SUBMITTED BY: Mayor Arnold DETAILED DESCRIPTION OF SUBJECT MATTER: Mayor to make the following appointments: Zoning Board of Appeals: Jeff Berkley, term to expire: 2025 Columbus Utilities Commission: Laura Beckman, term to expire: 2027 LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Approve appointments to the Zoning Board of Appeals and the Columbus Utilities Commission  20-22 Resolution No. __________ Fire Prevention Week: October 9 – 15, 2022 WHEREAS the City of Columbus is committed to ensuring the safety and security of all those living and visiting our City; and WHEREAS fire is a serious public safety concern, both locally and nationally, and homes are where people are at the greatest risk to fire; and WHEREAS roughly two-thirds of home fire deaths resulted from fires in which no smoke alarms or no working smoke alarms were present; and WHEREAS working smoke alarms cut the chance of dying in a reported fire in half; and WHEREAS residents who have planned and practiced a home fire escape plan are more prepared and will therefore be more likely to survive a fire; and WHEREAS the Wisconsin Fire Code requires at least one smoke alarm on every level of the home (including the basement) and outside all sleeping areas; and WHEREAS informing the public about the importance of smoke alarm installation and maintenance serves an essential step toward increasing the public’s safety from home fires; and WHEREAS Columbus residents are dedicated to public education measures and are able to take personal responsibility to increase their safety from fire, especially in their homes; and WHEREAS this year is the 100th Anniversary of Fire Prevention Week and the 2022 Fire Prevention theme for this period is “Fire Won’t Wait. Plan Your Escape.” NOW THEREFORE, I, Mary Arnold, Mayor of Columbus, do hereby proclaim October 9th to 15th, 2022 as Fire Prevention Week; and FURTHER, encourage all residents to protect their homes and families by heeding the potentially life-saving messages of Fire Prevention Week 2022 and to support the many public safety activities and efforts of the Columbus Fire Department; and FURTHER, challenge all residents to take responsibility for their fire safety and check their homes and ensure that they have a working smoke alarm on every floor of their house and outside their sleeping areas, as well as at least one working carbon monoxide alarm and have planned and practiced their home escape plan. Adopted this _______ day, October 2022 _________________________ Mary Arnold, Mayor Attest: ____________________________ Patricia Goebel, Clerk  2022 AGENDA ITEM Committee of the Whole Meeting date: ____9/6/2022_______ Council Meeting date: ___10/4/2022____________ ITEM:_CDL Repayment Agreement___ DETAILED DESCRIPTION OF SUBJECT MATTER: The City Council approved a CDL repayment agreement at the September 20th meeting. When the City Attorney drafted the revisions requested and approved by the Council, he discovered that there was some ambiguity between the discussion and approval, and he wanted to ensure the policy worked as intended. The Council approved version 1, but that may not match the expected outcome. The Attorney suggested to following options to select from: Version 1: Terms of Employment Repayment Amount Less than 12 months 100% repayment 12 months to less than 15 months 75% repayment 15 months to less than 18 months 50% repayment 18 months to less than 21 months 25% repayment 21 months to less than 24 months 0% repayment Version 2: Terms of Employment Repayment Amount Less than 15 months 100% repayment 15 months to less than 18 months 75% repayment 18 months to less than 21 months 50% repayment 21 months to less than 24 months 25% repayment More than 24 months 0% repayment Version 3: Terms of Employment Repayment Amount Less than 12 months 100% repayment 12 months to less than 15 months 80% repayment 15 months to less than 18 months 60% repayment 18 months to less than 21 months 40% repayment 21 months to than 24 months 20% repayment More than 24 months 0% repayment LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Verify which repayment schedule the Council would like incorporated into the approved CDL reimbursement agreement.  VERSION 1 CDL LICENSURE PAYMENT AGREEMENT Between the City of Columbus and ____________________________ This Agreement is entered into the last day of signature below, by and between the City of Columbus (“City”) and ________________________________ (“the Employee”). Regulations implemented by the Federal Motor Carrier Safety Administration require entry-level commercial driver’s license (CDL) applicants to satisfy new training requirements. The City will provide all costs associated with the Employee’s training and expenses in obtaining the required CDL according to the terms and conditions below. 1. Tuition Payment: The City shall pay the Employee all costs associated with obtaining the Employee’s CDL, including tuition, testing, books, and other materials related to such course work. The Employee will also be paid wages at the employee’s regular rate of pay for all hours in which the Employee attends courses paid for under this Agreement. 2. Repayment Obligation: a. Should the Employee not successfully obtain CDL licensure or complete the training course for which the Employee receives reimbursement, the Employee agrees to notify the City Administrator in writing within one week of terminating the course or failing to satisfactorily obtain CDL licensure and will reimburse the City any amounts contributed by the City towards non- wage related expenses according to Paragraph 3, below. b. The Employee shall not be responsible for repayment of any non-wage related expenses paid by the City under this Agreement, provided the Employee remains employed by the City for two (2) years after the date the Employee receives CDL licensure. In the event the Employee remains employed by the City for less than two years, the Employee shall repay the City a portion of the non-wage related expenses according to the schedule below: Terms of Employment Repayment Amount Less than 12 months 100% repayment 12 months to less than 15 months 75% repayment 15 months to less than 18 months 50% repayment 18 months to less than 21 months 25% repayment 21 months to less than 24 months 0% repayment 3. Repayment Conditions: Any repayment of tuition shall be due immediately upon the City receiving notification of failure to complete the course or obtain a CDL or the termination of the Employee’s City employment within two years of the Employee obtaining a CDL. Repayment of the reimbursement amounts shall be made, at the City’s option, as follows: a. By deduction from the Employee’s paycheck. By signing below, the Employee agrees that the City may make such deduction pursuant to §103.455, Wis. Stats.; b. In a lump sum payment within thirty days of the employee’s receipt of the City’s written demand for reimbursement under this Agreement; or, c. By means of a written installment agreement between the parties. 4. Terms of Agreement: The terms of this agreement continue for two years after the Employee receives a CDL. The obligation of the Employee under section 2 and 3, above, shall continue until amounts due to have been paid in full or upon satisfaction of the required two years. IN WITNESS WHEREOF, the parties have executed this Agreement effective as of the last date signature below. CITY OF COLUMBUS By: ___________________________ By: ___________________________ Date: ___________________________ Date: ___________________________ 2 C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\X2D8RNX4\CDL Repayment Agreement - Version 1 (A4623699x9DEB4).docx  VERSION 2 CDL LICENSURE PAYMENT AGREEMENT Between the City of Columbus and ____________________________ This Agreement is entered into the last day of signature below, by and between the City of Columbus (“City”) and ________________________________ (“the Employee”). Regulations implemented by the Federal Motor Carrier Safety Administration require entry-level commercial driver’s license (CDL) applicants to satisfy new training requirements. The City will provide all costs associated with the Employee’s training and expenses in obtaining the required CDL according to the terms and conditions below. 1. Tuition Payment: The City shall pay the Employee all costs associated with obtaining the Employee’s CDL, including tuition, testing, books, and other materials related to such course work. The Employee will also be paid wages at the employee’s regular rate of pay for all hours in which the Employee attends courses paid for under this Agreement. 2. Repayment Obligation: a. Should the Employee not successfully obtain CDL licensure or complete the training course for which the Employee receives reimbursement, the Employee agrees to notify the City Administrator in writing within one week of terminating the course or failing to satisfactorily obtain CDL licensure and will reimburse the City any amounts contributed by the City towards non- wage related expenses according to Paragraph 3, below. b. The Employee shall not be responsible for repayment of any non-wage related expenses paid by the City under this Agreement, provided the Employee remains employed by the City for two (2) years after the date the Employee receives CDL licensure. In the event the Employee remains employed by the City for less than two years, the Employee shall repay the City a portion of the non-wage related expenses according to the schedule below: Terms of Employment Repayment Amount Less than 15 months 100% repayment 15 months to less than 18 months 75% repayment 18 months to less than 21 months 50% repayment 21 months to less than 24 months 25% repayment More than 24 months 0% repayment 3. Repayment Conditions: Any repayment of tuition shall be due immediately upon the City receiving notification of failure to complete the course or obtain a CDL or the termination of the Employee’s City employment within two years of the Employee obtaining a CDL. Repayment of the reimbursement amounts shall be made, at the City’s option, as follows: a. By deduction from the Employee’s paycheck. By signing below, the Employee agrees that the City may make such deduction pursuant to §103.455, Wis. Stats.; b. In a lump sum payment within thirty days of the employee’s receipt of the City’s written demand for reimbursement under this Agreement; or, c. By means of a written installment agreement between the parties. 4. Terms of Agreement: The terms of this agreement continue for two years after the Employee receives a CDL. The obligation of the Employee under section 2 and 3, above, shall continue until amounts due to have been paid in full or upon satisfaction of the required five years. IN WITNESS WHEREOF, the parties have executed this Agreement effective as of the last date signature below. CITY OF COLUMBUS By: ___________________________ By: ___________________________ Date: ___________________________ Date: ___________________________ 2 C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\X2D8RNX4\CDL Repayment Agreement - Version 2 (A4660322x9DEB4).docx  VERSION 3 CDL LICENSURE PAYMENT AGREEMENT Between the City of Columbus and ____________________________ This Agreement is entered into the last day of signature below, by and between the City of Columbus (“City”) and ________________________________ (“the Employee”). Regulations implemented by the Federal Motor Carrier Safety Administration require entry-level commercial driver’s license (CDL) applicants to satisfy new training requirements. The City will provide all costs associated with the Employee’s training and expenses in obtaining the required CDL according to the terms and conditions below. 1. Tuition Payment: The City shall pay the Employee all costs associated with obtaining the Employee’s CDL, including tuition, testing, books, and other materials related to such course work. The Employee will also be paid wages at the employee’s regular rate of pay for all hours in which the Employee attends courses paid for under this Agreement. 2. Repayment Obligation: a. Should the Employee not successfully obtain CDL licensure or complete the training course for which the Employee receives reimbursement, the Employee agrees to notify the City Administrator in writing within one week of terminating the course or failing to satisfactorily obtain CDL licensure and will reimburse the City any amounts contributed by the City towards non- wage related expenses according to Paragraph 3, below. b. The Employee shall not be responsible for repayment of any non-wage related expenses paid by the City under this Agreement, provided the Employee remains employed by the City for two (2) years after the date the Employee receives CDL licensure. In the event the Employee remains employed by the City for less than two years, the Employee shall repay the City a portion of the non-wage related expenses according to the schedule below: Terms of Employment Repayment Amount Less than 12 months 100% repayment 12 months to less than 15 months 80% repayment 15 months to less than 18 months 60% repayment 18 months to less than 21 months 40% repayment 21 months to than 24 months 20% repayment More than 24 months 0% repayment 3. Repayment Conditions: Any repayment of tuition shall be due immediately upon the City receiving notification of failure to complete the course or obtain a CDL or the termination of the Employee’s City employment within two years of the Employee obtaining a CDL. Repayment of the reimbursement amounts shall be made, at the City’s option, as follows: a. By deduction from the Employee’s paycheck. By signing below, the Employee agrees that the City may make such deduction pursuant to §103.455, Wis. Stats.; b. In a lump sum payment within thirty days of the employee’s receipt of the City’s written demand for reimbursement under this Agreement; or, c. By means of a written installment agreement between the parties. 4. Terms of Agreement: The terms of this agreement continue for two years after the Employee receives a CDL. The obligation of the Employee under section 2 and 3, above, shall continue until amounts due to have been paid in full or upon satisfaction of the required five years. IN WITNESS WHEREOF, the parties have executed this Agreement effective as of the last date signature below. CITY OF COLUMBUS By: ___________________________ By: ___________________________ Date: ___________________________ Date: ___________________________ 2 C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\X2D8RNX4\CDL Repayment Agreement - Version 3 (A4660328x9DEB4).docx  2022 AGENDA ITEM Committee of the Whole Meeting date: September 20, 2022 Council Meeting date: October 4, 2022 ITEM: Request repurposing of 2022 budget funds for purchase/set up of new squad. DETAILED DESCRIPTION OF SUBJECT MATTER: We have operated 2022 with multiple vacancies, creating a substantial amount of unused wage and benefit monies. I am requesting those monies be used to order a new squad car, setup, and replacement of some of its equipment at the end of its useful life. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: See attached memo. ACTION REQUESTED OF COUNCIL: Request unused funds in the 2022 budget in the amount of $58,103 be repurposed to order and set up a new squad car.  COLUMBUS POLICE DEPARTMENT 159 S. Ludington St. Columbus, WI. 53925 920-623-5919 (Main) 920-623-5930 (Fax) TO: City Administrator Ellefson FROM: Chief Dennis Weiner REF: Budget amendment to purchase 2023 squad DATE: September 14, 2022 I have a 2017 squad car that in the coming months will be at the end of its useful life and put at the bottom of our rotation, ready for retirement. I am aware that the 2023 budget is going to be challenging and potentially could not absorb this cost with other sacrifices. I am requesting to purchase and set up a new squad with unused 2022 wage and benefit monies. Unfortunately we have operated with several vacancies this year which have resulted in a substantial amount of those monies that will fund this purchase with no effect on this or the 2023 budget. The squad, pending council approval in October, would be ordered from Countryside Ford at state contract pricing. It would likely arrive in March or April. The emergency equipment would be installed by our vendor in Poynette. Two years ago Ford redesigned their squads which makes re‐using/transferring most of the equipment from the soon to be retired 2017 not possible. For that reason a good portion of the equipment has to be purchased new and cannot be re‐used. I am requesting the unused 2022 budget funds be repurposed as outlined below. Here is the cost breakdown: $34,362 – Purchase of 2023 Ford Police Interceptor, including title fee $15,039 – Needed equipment and installation costs $5266 ‐ Squad video camera system, software license $2436 ‐Radar unit to replace 10+ year old unit $1000_ ‐contingency funds available to address any unforeseen issues during setup $58,103 Please let me know if you have any questions. www.cityofcolumbuswi.com Dennis R. Weiner – Chief of Police  2022 AGENDA ITEM September 20, 2022 Committee of the Whole Meeting date: ________________________ Council Meeting date: ______________________________________ October 4, 2022 ITEM: Budget Expense Line Policy Update _______________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: In 2016, the City Council adopted a City Budget Expense Line Policy which was updated in 2020. This policy details the process to follow when any of the hundreds of individual budget expense lines exceed the budgeted amount. While staff try to anticipate their needs, it is nearly impossible to have the extra resources available at all times in all departments to address equipment failures or changing priorities during the year. Staff incorporate strong fiscal management practices in the work they do, and work diligently to complete their work within budget. Based on my experience and past practice, I have found that managing to the departmental or functional budget area produces a more workable method of controlling expenditures, captures actual expenses more accurately, and achieves greater operational capacity while maintaining overall budget adherence. It is worth noting that the overall budget authority is set when the budget is adopted. While individual expense lines may exceed the amount allocated in the budget book after authorization, the overall spending authorized in the annual budget cannot be exceeded without Council authorization of a budget amendment. This update corrects staff titles, clarifies the policy, adds flexibility at for low dollar expense lines, and updates the funds that are reported on the Treasurer’s report. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: • Clean copy of policy ACTION REQUESTED OF COUNCIL: Determine if the updated policy language meets Council expectations and consider adopting the amended policy as presented.  CITY OF COLUMBUS City Budget Expense Line Policy October 2022 1.0 PURPOSE: The annual City Budget, as adopted by the City Council, sets the expectation for expenses required to provide necessary public services to the residents of Columbus. A thorough and deliberative process is implemented each year in the effort to accurately assess the cost of delivering said services. The purpose of this document is to provide clarification for the communication and accountability between City staff and the City Council on the ongoing expenditures within the annual “City Budget” meaning any Fund in which a budget is adopted. It shall also serve as a guide along with the current Purchasing Policies and Procedures to city staff to strive to adhere to the budget initiatives and priorities to the best of their abilities as stewards of the tax levy. 2.0 ORGANIZATIONS AFFECTED: All City Departments, particularly the City Administrator. 3.0 INTENT: THE INTENT OF THIS DOCUMENT IS TO IDENTIFY SPECIFIC EXPENDITURE TYPES AND THE PROCESS FOR WHICH INFORMATION IS DISEMMINATED TO THE CITY COUNCIL ON REQUESTS TO EXPEND FUNDS TO GO OVER BUDGET LINE- ITEMS OR TO PROVIDE REASONING FOR WHY LINE ITEMS HAVE GONE OVER BUDGET FOR THE CURRENT YEAR. 4.0 EXPENDITURE TYPES: As stewards of these public resources, the City Council and City staff are partners in ensuring that expenses made throughout each year stay within the parameters set by the budget as adopted.The City Council and City staff recognize that circumstances, like emergencies, may cause certain budget lines to exceed the set budget, but in so doing must provide documented reasoning behind it and accommodate the expenditure within the overall budget available to that Department. The City Council and City Staff also realize that there may be a need or opportunity for future spending efficiencies which may cause certain budget lines items to exceed the adopted budget. These items should be brought before City Council for review and approval prior to the expenditure. 1. NON-EMERGENCY EXPENSES EXCEEDING A BUDGET LINE: The City Council adopted a Purchasing Policies and Procedures guideline which established “uniform standards and procedures to be followed by the City Departments, Boards, Commissions and the City Council in the purchase of supplies, materials, equipment and contractual services.” The Purchasing Policies and Procedures identifies the requirement to ensure funds are available prior to a current purchase/service but there are times when a Department Head recognizes that a future expense will exceed a budget line item. In accordance with the Purchasing Policies and Procedures prior to any action the Department Head must consult with the City Administrator beforehand. The City Administrator may approve the expense line exceedance if all of the following circumstances are applicable:  The overall expense account groups for the Department will not exceed the annual budgeted amount, considering remaining expenditures for the year.  The amount of expense line exceedance falls within the Administrator’s level of purchase approval according to the purchasing policy.  The expense line exceedance is no greater than $2,000, or 200% above the annual budgeted amount, whichever amount is greater. In instances where the expense line exceedances do not fall within all of the above criteria, City Council or governing body approval will be required. The City Administrator and the Department will provide the necessary information and reasoning for why the proposed expense is necessary and was not anticipated when the annual budget was approved for the current year. 2. EMERGENCY EXPENSES: For hazards that pose a threat to the lives, property or environment in the City of Columbus and that would create unexpected expenses causing an expense line to exceed the approved budget deemed an “Emergency” are defined as: DECLARED STATE OF EMERGENCY: Depending on the scope of the natural disaster the Mayor declares whether or not the event creates a local state of emergency. If a local state of emergency is declared the City’s Emergency Management Plan shall be activated. NOT DECLARED STATE OF EMERGENCY: If a local state of emergency is not declared, the City Administrator shall work with the appropriate Departments to address any public safety or health issue/concern, which would require immediate action to repair or response to prevent further public safety issues, health issues, damages or financial loss to the City or its residents. These actions shall be dealt with in a timely manner – immediate if deemed necessary for public safety – regardless of the adopted budget within a particular expense line. When any type of emergency situation occurs the City Administrator or designated individual shall contact the City Council as soon as practical and provide them with a summary of the event and the current and potential expenses regarding the event. Updated reports shall be provided at each subsequent Council meeting or as often as necessary to keep the City Council informed and up to date. Not more than 90 days after the event the City Administrator, Emergency Management Director or appropriate individual shall bring a full report to the Council on the effect of the event and the costs associated with the event. OTHER EMERGENCY TYPE EVENTS: Events may arise where the situation does not pose an imminent public safety or health issue/concern or life threatening situation to the residents or staff of the City of Columbus, but the event or situation still needs to be dealt with in an immediate manner. The affected Department Head shall contact the City Administrator to request permission to correct the problem as soon as possible being mindful of the amount budgeted. Once the scope of the “emergency” and the costs are better known the City Administrator will contact the City Council to provide them with information on the situation and the anticipated costs. If the expenditure would cause an expense line to go over budget the City Council would be required to approve said expense via a special emergency meeting, if determined necessary. These types of events or situations shall be determined on a case by case basis by the City Administrator and the current Purchasing Policies and Procedures shall be referred to in regard to the dollar amount of the purchases as determined necessary. 5.0 REVIEW & APPROVAL COUNCIL REVIEW & ACTION: The City Council shall be provided at each regular meeting of the Council with a list a/k/a the claims packet by department of invoices for services/purchases incurred by each Department Head and approved by the Treasurer in accordance with the current Purchasing Policies and Procedures for review and action. Capital projects costs, purchases or other expenses shall always be recorded in its own departmental report. BUDGETARY REVIEW: In addition, the Council shall be provided with a Treasurer’s Report at the second regular meeting of each month. The Treasurer’s Report shall include the activity reported through the prior month end and shall compare budget to actual by departmental levels along with providing cash and asset balances for the prior month end. The report will also, for the General Fund, provide a list of any and all expense accounts that have gone over the budgeted amount along with an explanation. The report is intended to provide an overview of the financial status of the major City Funds, Utility Departments and Tax Incremental Financing Districts. The Funds listed below have been requested by the Council to be included in the monthly Treasurer’s Report but at any time the Council may request additional Funds be added to this list: General Fund #100 Community & Economic Development Fund #205 Aquatic Center Fund #215 Room Tax Fund/Tourism #225 Hillside Cemetery Fund #235 Municipal Court Fund #255 City Loan Fund #260 Tax Incremental Financing District #4 - Fund #412 Tax Incremental Financing District #5 – Fund #413 Tax Incremental Financing District #6 – Fund #414 Capital Projects Fund #415 Sewer Utility Fund #600  2022 AGENDA ITEM Committee of the Whole Meeting date: September 20, 2022 _______________________ Council Meeting date: __________________________________ October 4, 2022 ITEM:_Purchasing Policy Amendment_ DETAILED DESCRIPTION OF SUBJECT MATTER: In April 2021, the City Council approved the current purchasing policy. This update corrects staff titles, clarifies when charges can be made against another Department’s budget, and requires all expenses to be properly coded. The language regarding repetitive purchases has also been updated for clarity. A significant change in this policy is an adjustment to the dollar amounts that require approvals. The past several versions of this policy established a requirement for the Administrator to approve any expenditures over $1,000, and the Council to approve expenditures over $10,000. Regardless of the level of approval required, the money had to be available in the budget in order to make the purchase. This policy suggests an increase in the dollar amounts to match years of increasing prices for materials, supplies and services. Department Heads could make purchases up to $1,500 without Administrator approval, and the City Council would need to approve purchases of $15,000 or more. As in the current policy, the appropriate funds must be available in the budget to make any purchase. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: • Clean Draft Policy ACTION REQUESTED OF COUNCIL: Review the proposed language and determine if the changes are acceptable.  Purchasing Policies and Procedures OCTOBER 2022 Purpose: The purpose of this policy is to establish uniform standards and procedures to be followed by all City Departments, Boards, Commissions, and the City Council in the purchase of all supplies, materials, equipment, and contractual services. Policy: The purchasing standards and procedures set forth herein are designed to: 1. Attain maximum economy in municipal operations to ultimate advantage of local taxpayers. 2. Provide equal opportunity for qualified vendors to serve the City’s needs. 3. Use local businesses when practical and competitive. 4. Adhere to relevant Ordinances and Statutes A. Purchase Authority In general, all supplies, materials, equipment and contractual services should be included in the annual budget authority approved by the City Council or governing body.. B. Authorization Policies and Limits Although included in the annual budget, certain supplies, materials, equipment, and contractual services may require additional approvals before actual purchase. Staff purchasing supplies, materials, equipment, or contractual services must receive the following approvals prior to purchase: 1. Department Head may authorize purchases that do not exceed $1,500 if the source of funding has been identified in the budget. The City Administrator must approve all purchases in excess of $1,500 but less than $15,000. Purchases in excess of $15,000 require City Council or governing body approval. 2. Purchasing for public construction projects shall follow requirements of State Statutes (62.15(1)). 3. Each department head of the City shall be responsible for its own department’s purchasing needs in strict compliance with the procedures set forth herein. Department heads must provide accurate budget and expenditure information to the City Administrator to ensure the effective administration of this policy. No department may make charges against budget accounts of other departments without prior authorization. 4. The City Administrator is responsible for determining if an item is budgeted, adequate funds are available, and that proper purchasing procedures are followed. C. Purchase Orders A Purchase Order must be prepared for the following purchases: 1. Any purchase of goods or services. 2. Any purchase from a source determined by formal bid, bid waiver or formal quotation. 3. Any capital outlay item. 4. When a vendor requires a purchase order. Exclusive of the above requirement, a department head may request a purchase order be prepared at any time they feel it is best or prudent to do so. D. Vendor Payments The department ordering goods or services is responsible for the accuracy of expense accounts used and that the purchases are within budget parameters. All expenses must be coded to the appropriate expense category/expense line. All applicable quotation forms, vender invoices, purchase requisitions and purchase orders, approved by the department head or designee must be forwarded to the Treasurer’s office for payment and processing. E. Purchasing Procedures 1. Construction Projects: a. Purchases for construction projects in excess of $20,000. For public construction projects, the City shall follow statutory bidding procedures. b. Purchases for construction projects in excess of $10,000. Expenditures within the range of $5,000 and $20,000 for public construction projects and the purchase of construction goods require a class 1 notice under Chapter 985. c. For public construction projects that have been properly bid and formally awarded by the City Council, the City Administrator may fulfill legitimate pay requests within the approved project amount if recommended for payment by the City Engineer. Change Orders for public construction projects require City Council approval, unless authority is otherwise delegated by the City Council on a project-by-project basis. 2. Purchases in excess of $15,000 (for non-construction projects): All purchases of non-construction goods or services in excess of $15,000 require formal bidding procedures and approval of the City Council. Purchases for professional services in excess of $10,000 require the approval of the City Council. 3. Purchases in excess of $1,500 but less than $15,000: If item is budgeted the City Administrator may authorize purchase subsequent to a request from the Department head. Department heads must follow the purchasing procedures identified in paragraph 4 of this section. 4. Purchases in excess of $500 but less than $1,500: a. The department head shall secure at least three written quotes or proposals from perspective vendors for the item or service. When possible local vendors/businesses should be offered the opportunity to provide a quote. Quotes must be documented.  b. In the event a department head feels that a purchase should be made from a specific vendor due to proprietary equipment requirements, the item or service is only available from a single supplier, or it is impractical to receive multiple quotes, a recommendation to deviate from normal practices should be directed to the City Administrator who may waive this requirement. In the case of a documented emergency, see the current City Budget Expense Line Policy. 5. Purchases less than $500: Purchases in this category can best be described as day to day purchases needed to perform a job or service, however, they should still meet the goals and intent of this policy. Department heads are responsible for the purchases made by personnel within their department. They may delegate this purchasing authority to subordinates, but they still bear responsibility for these purchases. 6. Petty Cash: Petty cash funds are established to pay for infrequent purchases that require immediate payment. The City Hall, Police Department, Fire Department, Senior Center, Aquatic Center (while in season) and Public Works/Recreation Department are authorized to maintain a petty cash fund in an amount not to exceed $250. Receipts are required for all expenditures of these funds. Each Department utilizing petty cash shall submit a formal policy detailing the handling of daily deposits and the reconciling of the petty cash funds. This policy shall be submitted to and approved by the Treasurer and City Administrator. Deposits shall be made on a regular basis, with deposit frequency addressed in the approved petty cash policy. The Treasurer will maintain a record of the policies and assist, when necessary, in the testing and auditing of these procedures. 7. Purchases of a repetitive nature: It is not always practical to obtain competitive quotations for purchases that are repetitive in nature, such as bulk specialty chemicals. In order to determine which supplier is the most economical, the Department Head should test the market annually, including local businesses and vendors when possible. 8. Joint Purchasing: These requirements may be waived by the City Administrator when purchasing items through State or joint purchasing systems is beneficial to the City. 9. Minor Contracts: The City Administrator may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the City Administrator’s purchasing authority limit established in Section B of this policy. Department Heads may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the Department Head’s purchasing authority limit established in Section B of this policy. The City Administrator may delegate authority for Department Heads to sign a contract that exceeds the Department Head’s purchasing authority limits in Section B of this policy, as long as the contract falls within the City Administrator’s purchasing authority.  2022 AGENDA ITEM Committee of the Whole Meeting date: ____September 20, 2022_______ Council Meeting date: ___October 4, 2022_________ ITEM:_Disposal of Assets Policy Update_ DETAILED DESCRIPTION OF SUBJECT MATTER: Over time, vehicles, equipment, and materials used by City Departments may become obsolete or may no longer be needed. The Disposal of Assets policy is designed to ensure a consistent practice for disposing of assets across Departments, maximize the proceeds from asset disposal, incorporate City Council approval in the disposal process, detail where proceeds are deposited, and how they can be used in the future. The draft policy, which is attached to this memo, is an update from the current version that was adopted in March 2021. In the proposed draft policy, there are corrections to staff titles, and additional language that streamlines the disposal of items that are low value and broken, unusable or unserviceable. **The Council requested a minor change to the value of an item that can be disposed of administratively from $50 to $100. That change is incorporated in this policy. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Final Draft of Asset Disposal Policy for consideration ACTION REQUESTED OF COUNCIL: Adopt the Draft Asset Disposal Policy  DISPOSAL OF ASSETS POLICY October 2022 The purpose of this policy is to insure that assets such as vehicles, equipment, and supplies are disposed of in a uniform and systematic manner. This process guarantees the taxpayers of Columbus that the City has taken reasonable steps to maximize any return for the original investment. It is the responsibility of the City Administrator to document this procedure and provide the information as described to the City Council. STEPS FOR DISPOSAL: 1. When a Department Head identifies an asset that is no longer needed, they will submit a written report to the City Administrator detailing the specifics of the item(s) to be liquidated. Such information shall include the make, model, year built, condition, accessories, etc., and estimated value of the item. The report shall also include the reason why the item should be disposed of, or why it is no longer of any use to the department. If the City Administrator approves the initial request, the department head will then contact the other City Departments, including each City owned utility, to determine if there is use for the asset by any other Department. Items that are broken, unserviceable or no longer usable may be recycled or disposed of with consent of the Administrator and Treasurer if the estimated value is less than $100, with proceeds being allocated according to this policy. 2. If any other City Department is interested in obtaining the asset, they should make that request to the City Administrator, detailing how the asset would benefit their Department and why it is necessary. All requests should be forwarded to the City Council for consideration. If approved, the assets shall be transferred to the requesting department. The asset description shall be provided to the Treasurer and transferred from one department to the other departments fixed capital asset list. A monetary sale of any item from one department to another must be approved by City Council. 3. If no other department has use of the asset(s), or the City Council does not approve a transfer among City departments, the Department head shall submit a proposed disposal plan to the City Administrator. The disposal plan shall include a recommendation regarding how the item could be disposed of. The recommendation may include advertising the item for sale with a posted price, listing the item on an online auction with or without a “reserve price,” or utilizing other free or low-cost methods. All assets being disposed of shall be sold in ‘as is’ condition with no guarantees as to working condition or any other expressed or implied warranties. This disposal plan shall be presented to the City Council for consideration ahead of implementation. 4. If the assets are not disposed of according to the Council approved plan in step 3, an amended disposal plan should be presented to the City Council for further consideration. If repeating the effort to market the asset is reasonably likely to have similar results as the initial attempt, the City Council may decide to post the asset and entertain written offers from area organizations, businesses or private persons to obtain what value can be achieved. 5. If the asset does not sell the City Council may authorize the City Administrator to offer to, or accept offers from, community non-profit organizations to receive the asset from the city at no cost. Such offers must be official requests approved by the leadership and/or membership of the community non-profit organization. The request must be made in writing and should state the intended purpose of the item and the community use. 6. If there is no interest in the item(s) being disposed of, the Department Head originally submitting the request shall dispose of the item as appropriate. Regardless of disposal method, any proceeds from the disposal shall be considered sale proceeds. Any costs to dispose of the item shall be borne by the separate expenditure account –Disposal of Fixed Assets. RECEIPTING AND USE OF PROCEEDS: The proceeds from any and all sales (excluding assets related to Revolving Loan Funds) shall be placed in a separate revenue account – Disposal of Fixed Assets. The proceeds shall be held until such time as the City Council approves the use of the funds to make other capital purchases. Proceeds from non-utility assets are combined with others assets available for future capital expenditures, and are not restricted by department. Typically, requests for capital expenditures are addressed as part of the annual budget process, and must meet purchasing policy requirements. REPORTING REQUIREMENTS In addition to the action items listed above, quarterly, the City Administrator shall prepare a report for the City Council of all activity regarding the disposal of assets including item, sale price or disposal method, if not sold. Monthly the Treasurer will report the balance in the revenue account – Disposal of Fixed Assets – created for the sale proceeds to the Council as part of the monthly Financial report.  2022 AGENDA ITEM Committee of the Whole Meeting date: ____September 20, 2022_______ October 4, 2022 Council Meeting date: ____________________________ ITEM:_Overhead Allocation Policy_ DETAILED DESCRIPTION OF SUBJECT MATTER: Historically, personnel costs for several positions have been allocated across City Departments, including the municipally owned utilities. Unfortunately, the allocation practices were never formalized, and there was not a consistent method to determine which positions should be included or how the proportional expenses should be allocated, even between utilities. This policy establishes the positions to be covered, as well as the methodology for determining the share of expenses. The allocation will be determined based on a comparison between tax levy expenditures and utility expenditures, with personnel costs and several other expense being subtracted in order to arrive at a comparable numbers. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: • Overhead Allocation Policy ACTION REQUESTED OF COUNCIL: Review the draft policy and determine if this is an acceptable method for allocating overhead expenses.  CITY OF COLUMBUS City Overhead Allocation Policy October, 2022 1.0 PURPOSE: The City of Columbus funds a variety of programs and services for residents, businesses and visitors. Many of these programs like parks, streets, and emergency are funded by property taxes and other revenue. The City has several Statutory positions and obligations such the City Clerk, Treasurer, Mayor and City Council that facilitate the operation of the City and all Departments. Additionally, the City has Administrative positions such as the City Administrator, Human Resources Director and Economic Development Director that provide assistance, oversight or benefit for all City Departments. Historically, the Wastewater Utility funded a portion of these salaries, and the Electric and Water Utilities funded a portion of the City Administrator and City Treasurer positions. The purpose of this document is to identify positions that are required by Statute and provide for the general operation of the City as an organization, as well as positions that provide broad oversight and service to the entire City. This policy will also establish a fair, consistent method for allocating the expenses for these positions amongst funds and Departments based on a common methodology. 2.0 ORGANIZATIONS AFFECTED: All City Departments. 3.0 STATUTORY POSITIONS: The following positions are based in Statute and/or Ordinance, and facilitate the common operations of the entire City as an organization.  Mayor  City Council Members  City Clerk  Deputy City Clerk  City Treasurer  Deputy City Treasurer 4.0 ADMINISTRATIVE POSITIONS: The following positions provide service and oversight to the entire City as an Organization:  City Administrator  Assistant City Administrator  Human Resources Administrator  Economic Development Director 5.0 ALLOCATION METHODOLOGY: To allocate these overhead expenses fairly and consistently, the City will consider the operating expenses of each fund from the most recent audited financials (i.e. use 2021 actual audited expenses to determine 2023 allocations), and allocate the overhead expenses according to that ratio. The general fund allocation shall include all general fund expenses, minus personnel costs. Utility fund calculations shall include all expenses, minus any depreciation, payments to the City, personnel costs, and 90% of the cost of purchased power for the electric utility.