City Council Meeting Packets

COLUMBUS COMMON COUNCIL REGULAR MEETING AGENDA TUESDAY, AUGUST 8, 2023 – 6:35 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 – 7/25/23, 7/26/23 2. Approve Operator Licenses for 2023-2025 Licensing Period 3. Approve Picnic License for Madison Association of the Deaf, August 12, 2023, Fireman's Park Pavilion New Business 1. Consider & take action to approve City Administrator employment agreement 2. Consider & take action on Ruekert Mielke bid recommendation for 2023 Street Maintenance (Base Patching) 3. Consider & take action on Task Order 2023-04 “2023 Udey Dam Inspection” 4. Consider & take action to delegate Trick or Treat date to the Recreation Director 5. Consider & take action on claims in the amount of $ 429,939.32 6. Report of City Officers – Interim City Administrator, Mayor 7. Adjourn  COLUMBUS COMMON COUNCIL REGULAR MEETING MINUTES TUESDAY, JULY 25, 2023 1. Roll Call: Mayor Hammer called the meeting to order at 6:30 pm. Present: Mayor Hammer, Council President Roelke, Alders: Finkler, Gray, Motiff, Reid, Steiner; Staff: Swartz, Goebel, Bledsoe, Atty Johnson, CE Lietha, Weiner, Hazeltine, Larson, Caine, interested citizens. 2. Pledge of Allegiance: Mayor Hammer led the Pledge of Allegiance 3. Notice of Open Meeting: Noted as posted. 4. Approve Agenda: Motion by Finkler, second by Motiff to approve the agenda with the updated to the claims in the amount of: $490,554.77. Carried voice vote. 5. Correspondence & Communications: Jason Lietha, 436 W School Street, talked about the water main break this week. Mayor Hammer read statement from Randy Koehn, 115 Greenview Dr, regarding 1149 W James St Scott Hazeltine spoke on the fire truck, fire station Presentation of Service Award – Kelly Towne: Police Chief Weiner presented Officer Kelly Towne with a plaque for her 19 ½ years of service with the City of Columbus. Good luck at new job. Consent Agenda: Motion by Motiff, second by Roelke to approve the consent agenda with updated operator license list. Carried voice vote. Council & Committee of the Whole Minutes – 7/11/23, Approve Operator Licenses for 7/1/23 – 6/30/25: Colten Miller, Anthony Larson, Lincoln Trumble, Zachary Marquardt, Leha Zobel. New Business 1. Consider & take action on Task Order #2023-03 "2024 Street & Utility Reconstruction": Motion by Gray, second by Motiff to approve Task Order 2023-03. Carried voice vote. 2. Consider & take action on Resolution #6-23 to approve the Folsom Street special assessment and final report: Motion by Gray, second by Finkler to approve Resolution #6-23 & final report. Carried voice vote. 3. Consider & take action on Chicken Permit – 443 W Prairie St: Planning & Zoning Administrator Bledsoe went to the property and there no coop to inspect. Consensus to remove from agenda. 4. Consider & take action on additional funds for Fire Dept pick up truck: Motion by Motiff, second by Steiner to postpone taking action for more information. Carried voice vote. 5. Consider & take action for Fire Dept to accept donation from American Packaging: Motion by Finkler, second by Roelke to accept donation from American Packaging in amount of $5000. Carried voice vote. 6. Consider & take action on claims: $490,554.77: Motion by Gray, second by Motiff to approve claims. Roll call vote unanimous. 7. Report of City Officers – Interim City Administrator: working on DPW Director job description, updating the comp plan, investment policy, contract for zoning services, building inspector; reviewing garbage cart analysis for one provider. Mayor: working on meet & greet for City Administrator candidates; thank you to City employees through the transition; wish Brandon Bledsoe best of luck in Marshall. 8. Adjourn: Motion by Motiff, second by Finkler to adjourn at 7:19 pm. Carried voice vote. Submitted by Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL COMMITTEE OF THE WHOLE MINUTES TUESDAY, JULY 25, 2023 1. Roll Call: Council President Roelke called the meeting to order at 7:25 pm. Present: Council President Roelke, Mayor Hammer, Alders: Finkler, Gray, Motiff, Reid, Steiner; Staff: Swartz, Goebel, Bledsoe, Atty Johnson, CE Lietha, Weiner, Hazeltine, Larson, Caine, interested citizens. 2. Notice of Open Meeting: Noted as posted 3. Approve Agenda: Motion by Finkler, second by Gray to approve the agenda. Carried voice vote. 4. Citizen Comments: Chief Weiner spoke on National Night Out August 1 5:30-8:00 - spoke on UTV received by the Police Dept, CHS parking lot available to park; 4th of July was mandatory work day and officers were busy in town; shout out to 4th of July Committee. 5. Department Reports June 2023: DPW, Fire, Library, Police, Treasurer, WWTP: Placed on file. 6. Discuss 2023 WISLR Street ratings: City Engineer Lietha recapped the 2023 street ratings. 7. Discuss bid recommendation for Street Maintenance: City Engineer Lietha received one bid for street maintenance and it was within the budget. Forward to 8/8 Regular meeting. 8. Discuss Task Order – Udey Dam Inspection: City Engineer Lietha outlined the Task Order to the Udey Dam inspection. Alder Gray asked about effectiveness of the dam and a study to remove. Will share inspection report when it's finished and check into funding for removal. Forward to 8/8 Regular meeting. 9. Discuss sidewalks for 2024 Street & Utility Reconstruction: City Engineer Lietha discussed sidewalks for the 2024 street reconstruction. Consensus to keep sidewalk on one side of the street. 10. Discuss request from Recreation Dept for maintenance items at the Scout Cabin: Uriah Monday, Scout Troop 99 discussed the condition of the scout cabin in Fireman's Park and if the scouts would be able to do some minor painting and repair work. Council discussed the concerns with the condition and consensus to get a professional inspection before spending a lot of money on repairs or maintenance. Return to COW with inspection report and estimated cost. 11. Discuss Trick or Treat date 2023: Request from Recreation Dept to move Trick or Treat to Sunday 4-7 pm. Forward to 8/8 Regular meeting and delegate choice of the Trick or Treat date to the Recreation Director. 12. Review RFP's for Tower Drive, 1400 Park Avenue, 1149 W James Street: Discussion on all the RFP's received. Interim CA Schwarz mentioned there is other interest in the 1400 Park Avenue property; the only submission for the 1400 Park Avenue property has already requested historical status on the property with the WI State Historical Society. Finkler stated more information is needed on the Tower Drive RFPs; the 1149 W James St property's RFP submitted was not a good choice for that property; as for 1400 Park Avenue property, make a decision and move on. Further discussion on the property. Consensus to have Atty Johnson draw up a developer's agreement to discuss with the interested party. 13. Adjourn: Motion by Finkler, second by Gray to adjourn at 9:26 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL COMMITTEE OF THE WHOLE SPECIAL MEETING WEDNESDAY, JULY 26, 2023 COLUMBUS CITY HALL 1. Roll Call: The meeting was called to order at 4:00 pm by Council President Roelke. Present: Council President Roelke, Mayor Hammer, Alders Finkler, Reid, Steiner; Staff: Interim Administrator Swartz, Kevin Brunner, PAA. Excused Motiff, Gray. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Roelke, second by Reid to approve the agenda. Carried voice vote. 4. 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 to determine finalists for the City Administrator position: Motion by Finkler, second by Steiner to convene to closed session. Roll call vote unanimous. 5. Reconvene to open session: Motion by Steiner, second by Finkler to reconvene to open session. Carried voice vote. 6. Adjourn: Motion by Finkler, second by Hammer to adjourn. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL SPECIAL MEETING WEDNESDAY, JULY 26, 2023 COLUMBUS CITY HALL 1. Roll Call: The meeting was called to order at 5:00 pm by Mayor Hammer. Present: Mayor Hammer, Council President Roelke, Alders: Finkler, Reid, Steiner; Staff: Interim Administrator Swartz; Kevin , PAA. Excused: Motiff, Gray 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Finkler, second by Reid to approve the agenda. Carried voice vote. 4. Consider & take action on finalists for the City Administrator position: Motion by Roelke, second by Finkler to direct PAA to reach out to the selected semi-finalist candidates to continue to proceed in the selection process. Carried voice vote. 5. Adjourn: Motion by Finkler, second by Reid to adjourn at 7:00 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  2023 AGENDA ITEM Council Meeting date: August 8, 2023 ITEM: Operator Licenses SUBMITTED BY: Pat Goebel, Clerk DETAILED DESCRIPTION OF SUBJECT MATTER: Request approval for the following operator licenses: Kyle D. Glinski Shelby L. Howe Michael G. Quamme Ted J. Trenkamp LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Request approval of operator licenses  4630 S. Biltmore Lane, Madison, WI 53718 608-819-2600 July 17, 2023 Chris Swartz Interim Administrator City of Columbus 105 S. Dickason Boulevard Columbus, WI 53925 RE: 2023 Base Patching Program Dear Chris: Bids for the above project were opened on July 7, 2023 at 2:00 p.m. virtually online and as listed on the attached bid tabulation. We reviewed the documentation submitted by the apparent low bidder and found that: 1. The Bid Form has been appropriately completed. 2. We have no objections to the low bidder. On these bases, we recommend that Wolf Paving and Excavating of Madison, Inc. be awarded the 2023 Road Patching Program contract, in the Base Bid amount of $73,458.00. In addition, RM is recommending accepting Alternate bids A1 and D1 in the amounts $5,390.00 and $6,348.00. The total amount recommended by base bid and Alternates equals $85,196.00. This amount is based on the bid unit prices and estimated quantities. Actual quantities, and therefore the final contract price, may vary. Our review did not include an evaluation of bidder's current financial condition nor of their permanent safety program. Should you decide to accept our recommendation, we have prepared the enclosed Notice of Award for your use. After City Council approval has been received, please have the appropriate official sign where indicated and forward a signed copy of the Notice of Award to our office. We will then fill in the date at the top of page one and forward it, with contracts for execution, to the Contractor. One fully completed Notice of Award will be returned to you for your records. Please advise us of your award decision or call if there are any questions. Respectfully, RUEKERT & MIELKE, INC. Jason P. Lietha, P.E. (WI, MN, MI) Vice President/Office Manager jlietha@ruekert-mielke.com JPL:nah Encl: Notice of Award Bid Tabulation ~8117-10092 > Swartz-20230717-Recommendation of Award.docx~ Your Infrastructure Ally ruekertmielke.com  NOTICE OF AWARD Date of Issuance: August 1, 2023 Owner: City of Columbus Contract: 2023 Road Patching Program Bidder: Wolf Paving & Excavating of Madison, Inc. Engineer: Ruekert & Mielke, Inc. Address: 5423 Reiner Road Engineer's Project No.: 8117-10092 Sun Prairie, WI 53590 TO BIDDER: You are notified that your Bid dated July 7, 2023 for the above Contract has been accepted by Owner and you are the Successful Bidder and are awarded a Contract for: 2023 Road Patching Program The Base Bid Contract Price of your Contract is: $73,458.00. Alternates awarded are Alternates A1 and D1 in the amount of $5,390.00 and $6,348.00 for a contract total of $85,196.00. Two (2) copies of the proposed Contract Documents (except Drawings) accompany this Notice of Award or have been transmitted or made available to Bidder electronically. One (1) set of the Drawings will be delivered separately, or otherwise made available to Bidder electronically. Bidder must comply with the following conditions precedent within 15 days of the date of issuance of this Notice of Award: 1. Deliver to Engineer two (2) fully executed counterparts of the Contract Documents. 2. Deliver with the executed Agreement the Bid security as specified in the Instructions to Bidders (Article 21), General Conditions (Paragraph 6.01), and Supplementary Conditions (Paragraph SC-6.01). 3. Deliver with the executed Agreement certificates and other evidence of insurance as specified in the General Conditions (Article 6) and the Supplementary Conditions modifying Article 6 of the General Conditions. Within 10 days after you comply with the above conditions, Engineer will return to you one fully executed counterpart of the Agreement. Owner: City of Columbus Signature: Authorized Signature Title: Date: Copy: Engineer 00 51 00-1 07/17/23 Ruekert & Mielke, Inc. ~8117-10092 > 00 51 00 Notice of Award.docx~ 2023 Base Patching Program (8117-10092.220) (#8563272) Owner: City of Columbus Solicitor: Ruekert & Mielke, Inc - Madi 07/07/2023 02:00 PM CDT Wolf Paving Section Title Line Item Item Description UofM Quantity Unit Price Extension Base Bid $73,458.00 1 150 W. School Street Asphalt Pavement Base Patch SY 154 $63.00 $9,702.00 2 130 N. Main Street Asphalt Pavement Base Patch SY 69 $63.00 $4,347.00 3 Franklin Street and S. Birdsey Street Intersection Asphalt Pavement Base Patch SY 93 $63.00 $5,859.00 4 Hillside Lane Cul-De-Sac Asphalt Pavement Base Patch SY 587 $63.00 $36,981.00 5 498 Washington Street Asphalt Pavement Base Patch SY 211 $63.00 $13,293.00 6 139 Sunset Road Asphalt Pavement Base Patch SY 28 $63.00 $1,764.00 7 900 North Lewis street Asphalt Pavement Base Patch SY 12 $63.00 $756.00 8 250 Folsom Street Asphalt Pavement Base Patch SY 12 $63.00 $756.00 Mandatory Alternate A $5,390.00 A1 122 Waterloo Street Asphalt Pavement Base Patch SY 49 $110.00 $5,390.00 Mandatory Alternate B $5,980.00 B1 119 Waterloo Street Asphalt Pavement Base Patch SY 65 $92.00 $5,980.00 Mandatory Alternate C $5,335.00 C1 947 Dix Street Asphalt Pavement Base Patch SY 48.5 $110.00 $5,335.00 Mandatory Alternate D $6,348.00 D1 710 Dix Street Asphalt Pavement Base Patch SY 69 $92.00 $6,348.00 Madatory Alternate E $7,339.00 E1 S. Main Street and W. Prairie Street Intersection Asphalt Pavement Base Patch SY 89.5 $82.00 $7,339.00 Base Bid Total: $73,458.00  TASK ORDER 2023-04 2023 Udey Dam Inspection This is Task Order No. 2023-04, consisting of 4 pages. Task Order In accordance with paragraph 1.1 of the Master Professional Service Agreement between the City of Columbus (City) and Ruekert and Mielke, Inc. (R/M) for Professional Services – Task Order Edition dated March 20, 2019 (“Agreement”), City and R/M agree as follows: 1. Specific Project Data A. This Task Order will cover the Udey Dam, located in the City of Columbus, Wisconsin, is classified as a large, high-hazard dam by the Wisconsin Department of Natural Resources (WDNR). The WDNR requires an inspection of this dam to occur every two years. The next inspection, which has been classified as an Owner Inspection, is due in 2023. The Udey Dam consists of a controlled spillway, 8 sluice gates, the upstream impoundment is the Columbus Mill Pond, and the downstream conveyance is the Crawfish River. This Task Order also includes the work to complete and submit the Emergency Action Plan (EAP), Inspection, Operation, and Maintenance Plan (IOM), and Spillway Capacity Analysis as required by the WDNR. 2. Scope of Services for R/M Per WDNR requirements, the inspection of a dam in the State of Wisconsin is split into the following components: A. Conduct File Research The required research that will be conducted will be summarized in the dam safety inspection report, some of this has been already performed, the following, still needs to be completed: 1) Obtain and review the report of the prior inspection of the Udey Dam completed in 2021. B. Dam Inspection Inspection of the dam will include the following tasks, as required by the WDNR: 1) Travel to the dam perform an inventory of all dam components. 2) Check all dam components for defects that could affect safe operations of the dam. 3) Evaluate land uses downstream of the dam to verify the hazard rating of the dam. Check to ensure downstream zoning has been adopted. 4) Complete the required Dam Inspection Checklist while performing the inspection; fill out the Inspector Certification Form. Page 1 of 4 Pages (Attachment 1 - Task Order Form) 07/21/23 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2023-04 2023 Udey Dam Inspection C. Prepare Dam Safety Inspection Report Per the requirements of the WDNR, prepare and submit two hard copies and one electronic copy (PDF) of the Dam Safety Inspection Report which includes the following components: 1) Consultant Inspection Process Form. 2) Inspection forms per each component of the dam. 3) Digital copies of all photographs taken during the inspection per the required WDNR formatting. 4) Narrative of the inspection. 5) Repair timelines, if required. 6) Description of the dam. 7) Dam Inspection Checklist. The EAP, IOM, and Spillway Capacity Analysis include the following tasks: D. Emergency Action Plan (EAP) This report has been submitted to WDNR (9/2022), the current WDNR Engineer has not reviewed this report as of yet. 1) Meet and discuss review comments with WDNR Engineer. 2) Address WDNR comments to the EAP, revise, and resubmit. E. Inspection, Operation, and Maintenance Plan (IOM) This report has been submitted to WDNR (9/2022), the current WDNR Engineer has not reviewed this report as of yet. 1) Meet and discuss review comments with WDNR Engineer. 2) Address WDNR comments to the IOM, revise, and resubmit. F. Spillway Capacity Analysis This work was started in September of 2022. 1) Meet with WDNR to discuss any questions from September 2022. 2) Finalize capacity modeling as a result of the WDNR meeting. 3) Prepare a brief Summary Memorandum describing the analysis and providing general recommendations to increase capacity. 3. City's Responsibilities The City shall have those responsibilities as set forth in Section II of the Agreement, subject to the following: A. Attend during Dam inspection to provide access to structure. B. Review inspection report. C. Provide information from previous inspections and submittals. Page 2 of 4 Pages (Attachment 1 - Task Order Form) 07/21/23 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2023-04 2023 Udey Dam Inspection 4. Items Excluded The following items are excluded from the Scope of Services. A. Anything not specifically listed in the Scope of Services above. 5. Times for Rendering Services Schedules are subject to change due to activities beyond the control of R/M. In general, the tentative schedule is as follows: A. The work will be completed and submitted to WDNR within 60 days of the authorization to proceed. 6. Payments to R/M A. City shall pay R/M for services rendered as follows: Estimate of Compensation Category of Services Compensation for Method Services Dam Inspection Standard Hourly Rates $1,500 Prepare Dam Safety Standard Hourly Rates $1,900 Inspection Report Emergency Action Plan Standard Hourly Rates $2,000 Inspection, Operation, Standard Hourly Rates $1,800 and Maintenance Plan Spillway Capacity Standard Hourly Rates $2,700 Analysis TOTAL = $9,900 B. The terms of payment are set forth in Section III and Exhibit A of the Agreement. Page 3 of 4 Pages (Attachment 1 - Task Order Form) 07/21/23 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2023-04 2023 Udey Dam Inspection Terms and Conditions: Execution of this Task Order by City of Columbus and R/M shall make it subject to the terms and conditions of the agreement (as modified above), which Agreement is incorporated by this reference. R/M is authorized to begin performance upon its receipt of a copy of this Task Order signed by City of Columbus. The Effective Date of this Task Order is August 21, 2023. OWNER: ENGINEER: City of Columbus Ruekert & Mielke, Inc. Signature: Signature: Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Date: Date: July 21, 2023 DESIGNATED REPRESENTATIVE FOR TASK ORDER Name: Name: Ryan Kloth, P.E., CFM Title: Title: Water Resources Project Manager Address: Address: 4630 S. Biltmore Lane Madison, WI 53718 Email: Email: rkloth@ruekert-mielke.com Phone: Phone: 262-953-3078 Page 4 of 4 Pages (Attachment 1 - Task Order Form) 07/21/23 Ruekert & Mielke. Inc. 8117-00000 2023 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 $226.00 Senior SCADA Analyst $207.00 Engineer 7 214.00 SCADA Analyst 191.00 City Engineer 7 204.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 102.00 Professional Land Surveyor 160.00 Engineer 6 194.00 Crew Chief / Surveyor 145.00 Engineer 5 183.00 Surveying Technician 105.00 Engineer 4 173.00 Engineer 3 151.00 CONSTRUCTION REVIEW SERVICES Engineer 2 142.00 Construction Review Manager 152.00 Senior Construction Review Technician 121.00 Engineer Technician 3 140.00 Construction Review Technician 2 105.00 Engineer Technician 2 126.00 Construction Review Technician 1 88.00 Engineer Technician 1 115.00 ADMINISTRATIVE SERVICES Principal Ecologist 200.00 Administrative Assistant 89.00 Ecologist / Biologist 2 132.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians .625/mile PLANNING SERVICES For Construction Review Technicians .665/mile Senior Economic Consultant 222.00 For Survey Crews .835/mile Economic Consultant 2 160.00 Print reproductions .50/sq. foot Color copies .40/page IT/GIS TECHNICIAN SERVICES B&W copies .15/page IT/GIS Analyst 4 192.00 Color plots 2.50/sq. foot IT/GIS Analyst 3 174.00 Scanning .50/scan IT/GIS Analyst 2 159.00 IT/GIS Analyst 1 141.00 GPS equipment 140.00/day IT/GIS Technician 2 125.00 ATV fee 135.00/day Robotics equipment 140.00/day Manhole Scanner 200.00/day Drone 200.00/day Drone Survey 500.00/day Note: Overtime rates will be 120% of standard rate for construction review services. 02/08/23 8117-00000  CITY OF COLUMBUS FOR MEETING OF: July 25, 2023 REQUEST FROM/DEPARTMENT: Recreation Department AGENDA ITEM/REQUEST: Trick or Treat hours *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: In the past council members have traditionally set the hours and dates for Trick or Treat in Columbus to be the Saturday before Halloween. The Recreation Department is requesting Sunday October 29 be chosen as the 2023 Trick or Treat date, starting at 4pm and ending at 7pm. Knowing your decision early on, will allow enough time to place this information in the fall publication of the Columbus Commotion. Thank you for your consideration PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: Recreation Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval)