Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, FEBRUARY 20, 2018 – FOLLOWING REGULAR MEETING COLUMBUS CITY HALL AGENDA 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizens Comments on agenda items 5. Review Bid Results for the 2018 City Street Project and consider bid award 6. Review City Athletic Field Use Agreement with the Columbus Baseball Organization (CBO) 7. Review City Athletic Field Use Agreement with the Columbus Softball Association (CSA) 8. Discuss potential Ordinance regarding Poll Worker scheduling on Election Day 9. Discuss potential lease with GD Roberts for space at 1149 W. James Street 10. Continue discussion on the location of the Eastern Columbia County Joint Municipal Court 11. Discuss Rescheduling the April 3, 2018 City Council meeting 12. Convene to closed session per §19.85(1)(g) to confer with legal counsel for the governing 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. 13. Adjourn  4001 Nakoosa Trail, Suite 200 • Madison, WI 53714-1380 • Tel. (608) 819-2600 February 15, 2018 Mr. Patrick Vander Sanden City Administrator City of Columbus 105 North Dickason Boulevard Columbus, WI 53925 RE: City of Columbus 2018 S. Water and E. School Street and Utility Improvements Dear Mr. Vander Sanden: Bids for the above project were opened on February 14, 2018, 4:00 p.m. at City Hall and are summarized below. CONTRACTOR BASE BID A BASE BID B BID TOTAL Forest Landscaping and Construction, Inc. $580,399,00 $327,900.00 $908,299.00 Maddrell Excavating, LLC $679,965.05 $403,121.80 $1,038,086.85 Advance Construction, Inc. $701,394.60 $379,458.63 $1,080,853.23 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. 3. Low bidder has successfully completed similar projects within the City of Columbus. On these bases, we recommend that Forest Landscaping and Construction, Inc. be awarded the 2018 S. Water and E. School Street and Utility Improvements contract in the amount of $908,299.00. This total includes Base Bid A along with Base Bid B. This amount is based on the bid unit prices and estimated quantities; final contract price may vary. Our review did not include an evaluation of bidder's current financial condition or their permanent safety program. ~Columbus City 8117-10052 2018 Street Reconstruction > 200 Design > Bidding > Vander Sanden-20180215-Recommendation of Award.docx~ Mr. Patrick Vander Sanden 2018 S. Water and E. School Street and Utility Improvements February 15, 2018 Page 2 Should you decide to accept our recommendation, we will promptly prepare a Notice of Award and forward to you for signature. We will then forward it, with contracts for execution, to the Contractor. One fully completed Notice of Award will be returned to you for your records. Bids remain subject to acceptance until April 15, 2018, unless Bidder agrees to an extension. Please advise us of your award decision, or call if there are any questions. Very truly yours, RUEKERT & MIELKE, INC. Jason P. Lietha, P.E. (WI, MN) Vice President/Office Manager jlietha@ruekert-mielke.com JPL:cal cc: File  AGENDA ITEM # ____6 and 7_______ CITY OF COLUMBUS FOR MEETING OF: February 20, 2018 REQUEST FROM/DEPARTMENT: Recreation AGENDA ITEM/REQUEST: Agreements between the City and CSA / CBO *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: It was requested of council members to have a more uniform contract with organizations utilizing our outdoor facilities; both the CBO and the CSA have reviewed the language and agreed to the changes. In addition, individual addendums have been added to meet the organization needs. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval)  CITY OF COLUMBUS – ATHLETIC FIELD USE AND FACILITY AGREEMENT This Agreement is entered into between the City of Columbus,( herein called “City”), and the Columbus Baseball Organization ,( herein called “Organization”). City of Columbus Recreation Mission Statement “The City of Columbus seeks to provide recreational activities and facilities that will build strong families and a community quality of life.” The term of this Agreement shall begin on the ______ day of ___________, 2018 and shall conclude on the _________ day of __________ 2020. During the term of this Agreement, Organization agrees to: 1, Obtain and maintain 3rd party liability insurance with a $1,000,000 per injury coverage, naming the City as an additional insured or co-insured with the original certification certificates delivered to the City Clerk. 2. Provide to City a copy of the Organization’s Articles of Organization showing the Organization is a Non-Profit Non- Stock Corporation and provide proof that the Organization is in good standing with the Wisconsin Department of Financial Institutions 3. Provide to City Recreation Director and Director of Public Works a schedule of field use, practices and game times a minimum of 30 days prior to the start of the upcoming season. All final facility and field scheduling shall be approved by the Recreation Director. 4. Notify the City Recreation Director of the number of participants in the Organization’s program for the upcoming season and provide funds to the City in the amount equivalent to $5 per participant. 5. All requests for general field improvements and maintenance must be reviewed and approved by the Public Works Director prior to the commencement of any work. Any proposals to make substantial changes or alterations to any athletic field or facility are to be forwarded for approval by the Columbus City Council, prior to the commencement of work. 6. The Organization shall comply with all applicable federal and state laws and regulations related to the organizations activities and use of the City’s facilities. 7. The Organization shall comply with its requirements as set forth on the attached Exhibit A. The City agrees to: 1. The City will supply the needed supplies to the Organization necessary to assist the Organization with its activities. A list of the supplies to be supplied by City is attached to this Agreement as Exhibit A. 2. The City will regularly provide basic maintenance of the fields/facility to support a safe and enjoyable environment for the upcoming season. The City shall also provide a storage area at each field facility. The basic maintenance to be provided by City is listed on the attached Exhibit B. 3. The City shall place practice schedules, game and tournament schedules on the Recreation Department website. We, the undersigned, as representatives of the City of Columbus and the Organization agree to the terms listed above. _______________________________________ _____________ Michael Thom, Mayor Date ______________________________________ _____________ Megan Moen, Clerk Date _______________________________________ ____________ Authorized Representative of Organization Date XHIBIT “A” to AGREEMENT FOR: Columbus Baseball Organization Name of Organization  City of Columbus agrees to: 1. Supply storage space and key for the Kiwanis Park building to store equipment. 2. Purchase bases as needed. Columbus Baseball Organization agrees to: 1. CBO will contract with a private business to adequately drag, dress and line baseball fields #1, #2, #3 and #4 at Kiwanis Park and the baseball diamond in Fireman’s Park in preparation for all of its games during the duration of the contract. Confirmation of any private liability insurance for any private landscape contractor including $1,000,000 minimum liability will be provided to the City in the form of a proof of insurance certificate. 2. CBO will be responsible for the registration of all its participants and the hiring and scheduling of all umpires for all games at Kiwanis and Fireman’s Park This Agreement is in effect for two years ending __________, 2020  CITY OF COLUMBUS – ATHLETIC FIELD USE AND FACILITY AGREEMENT This Agreement is entered into between the City of Columbus,( herein called “City”), and the Columbus Softball Organization,( herein called “Organization”). City of Columbus Recreation Mission Statement “The City of Columbus seeks to provide recreational activities and facilities that will build strong families and a community quality of life.” The term of this Agreement shall begin on the ______ day of ___________, 2018 and shall conclude on the _________ day of __________ 2020. During the term of this Agreement, Organization agrees to: 1, Obtain and maintain 3rd party liability insurance with a $1,000,000 per injury coverage, naming the City as an additional insured or co-insured with the original certification certificates delivered to the City Clerk. 2. Provide to City a copy of the Organization’s Articles of Organization showing the Organization is a Non-Profit Non- Stock Corporation and provide proof that the Organization is in good standing with the Wisconsin Department of Financial Institutions 3. Provide to City Recreation Director and Director of Public Works a schedule of field use, practices and game times a minimum of 30 days prior to the start of the upcoming season. All final facility and field scheduling shall be approved by the Recreation Director. 4. Notify the City Recreation Director of the number of participants in the Organization’s program for the upcoming season and provide funds to the City in the amount equivalent to $5 per participant. 5. All requests for general field improvements and maintenance must be reviewed and approved by the Public Works Director prior to the commencement of any work. Any proposals to make substantial changes or alterations to any athletic field or facility are to be forwarded for approval by the Columbus City Council, prior to the commencement of work. 6. The Organization shall comply with all applicable federal and state laws and regulations related to the organizations activities and use of the City’s facilities. The City agrees to: 1. The City will supply the needed supplies to the Organization necessary to assist the Organization with its activities. A list of the supplies to be supplied by City is attached to this Agreement as Exhibit A. 2. The City will regularly provide basic maintenance of the fields/facility to support a safe and enjoyable environment for the upcoming season. The City shall also provide a storage area at each field facility. The basic maintenance to be provided by City is listed on the attached Exhibit B. 3. The City shall place practice schedules, game and tournament schedules on the Recreation Department website. We, the undersigned, as representatives of the City of Columbus and the Organization agree to the terms listed above. _______________________________________ _____________ Michael Thom, Mayor Date ______________________________________ _____________ Megan Moen, Clerk Date _______________________________________ ____________ Authorized Representative of Organization Date EXHIBIT “A” to AGREEMENT FOR: Columbus Softball Organization Name of Organization City of Columbus agrees to:  1. The City will be responsible for collecting any NSF checks and or fees that may occur. 2. Maintain athletic fields at Meister Park. This includes placement and removal of bases, dragging and lining the fields before each game. 3. Supply storage space and key for the Meister Park building to store equipment. 4. Purchases bases as needed. Columbus Softball organization agrees to: 1. Accept responsibility to conduct player registration, collect fees, and remit to Columbus Recreation Department within one week of registration date player participant fee as specified in #4. This Agreement is in effect for two years ending __________, 2020  AGENDA ITEM Committee of the Whole Meeting date: __February 20, 2018 ______ Council Meeting date: _____March 6, 2018______ ITEM: _ Discuss Potential Ordinance Regarding Poll Worker Scheduling on Election Day DETAILED DESCRIPTION OF SUBJECT MATTER: Election Inspectors working on Election Day are currently working from 6:30 a.m. until the Election Day processing is complete (sometime after Polls close at 8:00 p.m.; it can vary based on the Election). We would like to offer “A.M.” and “P.M.” shifts to our clerks to break up the day. This will allow more flexibility so that more people could work at the polls and would be more appealing as a roughly eight-hour shift instead of a 14+ hour shift. Wis. Stats. 7.30(1)(a) allows the governing body to authorize the City Clerk to establish different working hours by Ordinance. The Ordinance is required before we can offer the split shifts on Election Day so we would like to review this now so it could potentially be in place for the upcoming April 3, 2018 Election. ACTION REQUESTED OF COUNCIL: Review and consider approval of Ordinance allowing the City Clerk to establish different shifts for Election Inspectors on Election Day.  ORDINANCE NO. _______ AN ORDINANCE TO REPEAL AND RECREATE ARTICLE II OF CHAPTER 34 GOVERNING THE MEMBERSHIP AND DUTIES OF THE ELECTION BOARD The Common Council of the City of Columbus, Columbia County, Wisconsin does hereby ordain as follows: 1. ARTICLE II, ELECTION BOARD, of Chapter 34 of the City Code of Ordinances is repealed in its entirety and replaced with the following: ARTICLE II – ELECTION OFFICIALS Sec. 34-31. - Membership. There shall be 5 election inspectors at each poll at each election. Additional election inspectors may be appointed to serve at any poll where Election Day registration makes it necessary. Pursuant to Wis. Stats. §7.30(1), the City of Columbus shall allow for the selection of two or more sets of officials to work at different times on election day and permit the clerk or his/her designee to establish different working hours for different election officials assigned at the same polling place. Sec. 34-32. - Appointment. Pursuant to §7.30(4), Stats., the Mayor shall nominate no later than their last regular meeting in December of each odd-numbered year the necessary election officials for each polling place and any other election officials required. All mayoral appointments are subject to Common Council confirmation. 2. 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. This Ordinance shall take effect immediately upon its passage and publication. Adopted this ____ day of _________________, 2018. CITY OF COLUMBUS ___________________________________ Michael Thom, Mayor Attest: ___________________________________ Megan Moen, City Clerk \\coc-hv1\users$\MMoen\Desktop\Election Clerk Ordinance.docx  2018 AGENDA ITEM Committee of the Whole Meeting date: __ February 20, 2018 ______ Council Meeting date: _____March 6, 2018 ______ ITEM: _ Lease of the space at 1149 W. James St DETAILED DESCRIPTION OF SUBJECT MATTER: The City was approached by Nathan Roberts, owner and operator of GD Roberts/Fisk in Columbus about using the currently vacant space at 1149 W. James (Old Countryside Ford). Nathan and I have had a number of conversations over the past 6 months or so about his increased business and his need to expand his operation in the future. Because he understands the importance of careful planning in his expansion, I believe Nathan is looking toward some temporary space solutions in the interim, and thought the Old Countryside space could be that option. Director of Planning & Development Matt Schreiber and I have had more direct discussions about what a lease of that space would mean. The best measure of a market rate for manufacturing space in Columbus is around $2.25-2.30 per square foot. After considering all factors and working through issues with Nathan, below are the main parameters of a tentative agreement with GD Roberts to lease space in the building. - Space to be leased: We discussed the potential for having him lease the whole building space, which is about 25,000 square feet. Nathan said he doesn’t need it, and after discussing the issue with staff, it would still be useful for the City to hold onto control of the southeast showroom area for storage.  Roberts would lease about 20,000 of the 25,000 square feet  The City would hold on to the showroom, or about 5,000 square feet - Lease cost: Nathan made a case to put the lease rate at $1.50 per square feet. His argument that resonated with me is that he will be furnishing the space with his own lighting fixtures and heating equipment. He will also be responsible for all utility costs during the length of the lease. He pointed out that other spaces with higher lease costs come with workable lighting and heat. He also offered to perform snow removal operations at the site, including maintaining access to areas where the City equipment would remain. - Lease length: As we had discussed in closed session, the length of this lease would be for 2 years, with an option for a third. - Roof: It was brought out during our discussion on the building that there are areas of the building that have roof issues (leaking). Nathan raised the issue and I contacted representatives from Countryside Ford to confirm. Nathan requested that the roof be repaired to the point where it no longer leaks before he would occupy the space. At this point a cost to repair the roof is  unknown, but I have engaged a reliable contractor to review the roof before the meeting on Tuesday. In our discussion, I explained to Nathan that the City does not have available funds to repair the roof. He offered to prepay the lease to which those funds could be used on that cost. I am hoping that we will have that amount ready to review at the meeting. - Timing: What Nathan expressed as optimal was to work through the agreement soon with an execution of the agreement in early March so that he would be able to mobilize his equipment and prepare for operations to begin in early April. Other issues: Noise - In discussions with Nathan about his operations, he said the work is not noisy. If the manufacturing operations that are ongoing at his current plant are an indicator, the work is not loud at all. He was able to conduct a tour for Matt and I last week. I could understand his explanation of things at a normal voice level while operations were ongoing in the plant. Environmental Concerns – that also doesn’t appear to be an issue, GD Roberts would need to follow all disposal/management regulations of the DNR. Hydro St Collateral Items – currently the building is being used as storage for the items collected as collateral with the Hydro Street Revolving Loan default. The plan for these items was to put them up for sale with a rummage sale approach during the 2018 Citywide Garage Sale weekend. If the timeline proposed for the building comes to fruition, another plan would need to be developed. The rummage sale could take place sooner, or we could look at the use of an auctioneer to auction off the items in a more rapid fashion. This is a minor issue but one to consider. I have engaged Atty. Johnson on the drafting of the lease documents but they are not available at this time. They will be distributed to you as soon as they are ready. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Proposed lease agreement with GD Roberts/Fisk ACTION REQUESTED OF COUNCIL: Discussion of the lease potential.  2018 AGENDA ITEM Committee of the Whole Meeting date: __ February 20, 2018 ______ Council Meeting date: _____ TBD______ ITEM: _ Location of Municipal Court DETAILED DESCRIPTION OF SUBJECT MATTER: At the Committee of the Whole meeting on February 6th, we continued to discuss the situation surrounding the future location of the Eastern Columbia County Joint Municipal Court. I mentioned in that meeting that the next step for the City is to review our options for workable court and clerk space. After reviewing City facilities, it appears that the most workable areas for a Court are the Community Building at 161 N. Dickason, and the City Hall Council Chambers. The practical spaces for a Court Clerk workspace are located in City Hall. Court location: Below is a list of both possible locations and their “pros and cons”. COMMUNITY BUILDING Pros: Cons -Utilize a little-used City Facility -Separation between Court and Clerk’s office -Separation from City Hall alleviates noise -Could draw parking away from City Hall & other businesses CITY HALL Pros: Cons: -Convenient space if Clerks’ office -Noisy when Court is in session is located in City Hall -Parking spaces taken up when Court in session Court Clerk’s office: In reviewing our potential areas for the location of the Court Clerk, one place emerged as the most ideal space - that would be to set up a desk behind the window (currently blocked) within the Emergency Management office. That space is big enough to hold both the Court Clerk and the Emergency Management Director. The “window” can be removed in favor of a glass window or some sort of door to which individuals could come and pay fines and keep separation from the clerk. City Hall is populated with other working individuals which provides security. The space of the Emergency Management Director can be use in the same office (currently used 5 hours per week). If the EOC (Emergency Operations Committee) were to be enacted, personnel can utilize the chambers for meetings and to undertake other response operations – the chambers were largely used during the 2015 Wind Storm. One of the thoughts that are associated with the planning for a new Fire Station in the coming years is to include a space within that future building for Emergency Management and EOC operations. The current space, even with the potential for a Court Clerk, is adequate until such planning for the future takes place.  Cost: Throughout the discussion, there has been questions regarding what, if any, cost we would impose on the Eastern Columbia County Joint Municipal Court for use of City spaces. My thought all along was that no fee would be needed because the activities of the court are an essential municipal operation. One thing I would propose is if we do determine that using the portions of the Emergency Management space for the Clerk is the right way to go, that the ECCJMC be asked to fund any costs related to office set up, including the repurposing of the window in the manner that is useful for the Clerk. Something to consider. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Continued discussion of Municipal Court Location.  2018 AGENDA ITEM Committee of the Whole Meeting date: __ February 20, 2018 ______ Council Meeting date: _____None ______ ITEM: _ Possible Reschedule of April 3rd Council Meeting DETAILED DESCRIPTION OF SUBJECT MATTER: In keeping with our general course of action, I have placed this item on the COW to consider changing the date of the April 3rd City Council meeting. April 3rd is the date of the Spring General Election. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: Consider changing the meeting date.