Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, APRIL 17, 2018 – FOLLOWING REGULAR MEETING COLUMBUS CITY HALL 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizens Comments on agenda items 5. Department Reports 6. Discussion on application to keep chickens received for 452 N. Birdsey St. 7. Continued Discussion of Clay Sewer Lateral Incentive Program 8. City Website Review 9. Review and discuss proposals for James Street Corridor Tree Planting 10. Review and Discuss a State Municipal Agreement with the Wisconsin Dept of Transportation related to the TEA Grant for Hall Road 11. Discussion of the Public Participation Plan for the Comprehensive Plan 12. Discussion of the Requested Parking Exemption for Columbus Self Storage 13. 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. 14. Reconvene to open session 15. Convene to closed session per §19.85(1)(e) deliberating or negotiating the purchase of public properties, the investment of public funds, or conducting other public business, whenever competitive or bargaining reasons require specifically to discuss TID #4 Activity 16. Reconvene to open session 17. Convene to closed session pursuant to 19.85(1)(c) considering employment, promotion, compensation or performance evaluation data for any public employee over which the governmental body has jurisdiction or exercises responsibility specifically to discuss personnel management reviews 18. Reconvene to open session 19. Adjourn  CITY COUNCIL REPORT FOR APRIL 17, 2018 MEETING LEVEL OF STAFFING - AS OF 03/31/2018 37 Paid on Call Firefighters - Non-Probationary Members 2 Paid on Call Firefighters - Probationary Members 1 Fire Chief 40 Total Active Members 0 Vacant Firefighter Positions 0 Hiring Process 0 Eligibility List Full staff level for active fire personnel is 40  INCIDENT RESPONSES March 2018 Alarm End City Rural # of Run # Alarm Date Time Time Incident Location Incident Incident Incident Type F.F. 18-029 03/03 03:37 04:37 Hwy 151/Hwy S X MVA 9 18-030 03/05 19:32 20:40 W2565 Hwy 60 X MVA 22 18-031 03/11 16:04 16:30 325 Highview Lane X EMS Assist 10 200 block S Smell of 18-032 03/11 18:32 19:00 X 11 Dickason Natural Gas 18-033 03/11 20:43 23:20 N6170 Hwy 73 X MVA 17 Alarm 18-034 03/12 22:22 22:27 100 APC Way X 4 Activation Fire Under 18-035 03/14 15:58 16:10 536 W Harrison X 13 Porch W James @ 18-036 03/14 20:07 21:20 X MVA 15 Industrial Mutual Aid to 18-037 03/15 10:52 14:07 450 Quality Court X 9 Fall River Burning 18-038 03/18 19:44 20:44 W12194 Hwy 16/60 X 12 Complaint Camper & 18-039 03/19 08:56 10:35 N607 County A X 13 Shed Fire 18-040 03/22 12:04 16:04 N6219 Hartt Rd X Grass Fire 8 Grass 18-041 03/22 15:27 15:30 Ron Del Rd/Hwy S X 8 Fire/False Call 18-042 03/22 16:25 17:15 Hwy 151 & Hwy S X Assist Police 6 18-043 03/24 12:26 15:20 7665 Columbus Rd X Field Fire 13 18-044 03/24 21:02 21:15 352 W Mill St X Trash Fire 12 Hwy 151, north of Possible Fuel 18-045 03/25 15:50 16:45 X 9 exit 118 Spill 18-046 03/27 17:13 17:34 525 Williams St X Oven Fire 21 18-047 03/29 03:29 04:19 Hwy 151/Salem Rd X MVA 15 Old F, south of Hwy 18-048 03/29 19:47 21:30 X MVA 9 60 Current Monthly Total: 20 Total Runs by Month: Jan 16 July Feb 12 Aug Mar 20 Sep Apr Oct May Nov June Dec Year to date total 48 Last Year at this time 37  TRAININGS, MEETINGS, AND COMMUNITY ACTIVITIES March 2018 03/01 Entry Level Class @ Sun Prairie – FF E. Groh Firefighter 1 Class @ Madison – FF Bohner 03/02-03 State Firefighters Conference @ Middleton – Five members 03/06 Department Extrication Training DOT Pre-construction Mtg. @ Madison - Koehn 03/07 Inspectors Class @ Oregon – FF Milburn and FF Sebal 03/08 Entry Level Class @ Sun Prairie – FF E. Groh Firefighter I Class @ Madison – FF Bohner 03/10 Firefighter I Class @ Madison – FF Bohner 03/12 Fire Department Officers Meeting 03/13 Monthly Fire Department Meeting Semi Monthly Drill Daytime – Ladders & SLICERS Semi Monthly Drill Nighttime – Tour Lyco & go over new radios 03/14 Fire Inspector I Class @ Oregon –FF Sebal 03/15 Entry Level Class @ Sun Prairie – FF E. Groh Firefighter I/Hazmat Class @ Madison – FF Bohner 03/19 Police & Fire Commission Meeting 03/20 Presentation to Lions Club – Chief Koehn 03/21 Fire Inspector I Class @ Oregon – FF Milburn and FF Sebal 03/22 Entry Level Firefighter Class @ Sun Prairie – FF E. Groh Entry Level Firefighter Class @ Sun Prairie – FF E. Groh 03/24 Entry Level Firefighter Class @ Madison – FF E. Groh 03/27 Dodge County Chiefs Meeting @ Burnett – Chief Koehn & Assistant Chief Kevevan Semi Monthly Drill – Ladders & Roof Scenarios 03/28 Fire Inspector I Class @ Oregon – FF Milburn and FF Sebal 03/29 Entry Level Firefighter Class @ Sun Prairie – FF E. Groh Firefighter I/Hazmat Class @ Madison – FF Bohner  ITEMS OF NOTE FOR MARCH The process for filling a vacant lieutenant position within the department took place during the month of March. There were three applicants. The process included a written and a practical test, and three interviews…one by our department chiefs, one by a panel of chiefs from other departments, and one by the PFC. At the end of the process, Firefighter Ryan Rostad was promoted to lieutenant. The 20 calls for the month was an unusually high number. Randy Koehn  Columbus Area Senior Center Director’s Report January 2018 Highlights We have been seeing an increase in not only new members, but members returning who have not participated in some time. The main programs that we are seen participation increases from returning members are MWF exercise class and our fitness room during the day, as well as a few new Euchre and Sheepshead participants. Visiting Physicians from Sun Prairie gave a Lunch and Learn on January 31. We had 16 attend the lunch and learn about this new in home service. CCH held 2 Lunch and Learns this month at our request. The 2nd one focused on the cold/flu/GI bugs that are going around. I felt it was a good reminder on what each is, how to prevent the spread and how to care for yourself or when to go see a MD. We have not seen a huge number Flu/Colds, but the season has not peaked yet and the hospitals are already full because of this. Our first Polka Potluck Party went well despite the threat of bad weather and the evening hours. We have 35 attend; a few couples got out and danced. This program generated $102, just under half of our music costs ($225). We are having another on Feb. 11 (just before Valentine Day).We are hoping this will be even bigger if we don’t have threats of bad weather. I will be discussing with our Program committee what we would like to do in the future. We have had a large number of inquiries and tours for rentals – this is due to our increased presence in the newspaper and the Columbus Commotion, as well as our new hours allowing for folks to drop in and take a look around. I have already booked more rentals for this year, than I did all of last year. Facility Updates/Maintenance/Technology I have ordered new CO2 and Smoke detectors to replace the smoke only detectors. This will make them more efficient and allow us to remove the two CO2 detectors that currently take up outlet space. We don’t have funds to replace the bathroom countertops, so I am looking into the possibility of painting them so they look nicer until we do. I sent a proposal to the Rotary Club asking them to consider investing funds into some additional fitness equipment for the Center. We need to replace our exercise bikes. The bikes get used quite a bit and are no longer working properly. The cost per bike is $2800.00. We hope to at least be able to replace one of them this year. Incident Report  There were no incidents in January. Budget review – Due to year end closing processes, no new information is available. Monthly Duties and Assistance Newsletter was produced and distributed for February and prepared for March. Columbus Commotion Spring issue prepped Prepared Advisory Board agenda and reports. Prepared calendars and made appointments working through to August programming and other events for 2018.  Weekly news releases to the Columbus Journal, website and other sources Assisted with phone calls & drop-ins regarding programming and services Conducted facility tours Provided dining center program referrals Rental/building use: calls/questions/walk-through tours/code door Accounting: completed purchase orders and requisition for outstanding invoices, supply items purchased, completed deposits, payroll, and reviewed monthly budget. Completed Payroll Sponsors At Home Again – bingo Larson House – bingo Columbus Family Restaurant – bingo Dekora Senior Living - bingo Sentry Floral department - flowers Mike Hanousek – individual computer instruction Columbia County ADRC-benefit specialist appointment, meal site and energy services Columbus Community Hospital –exercise instruction, Lunch & Learn Generations Hospice – Exercise and Blood pressure. The Meadows Assisted Living – Bingo Rentals: Energy Services, CAE. Library, Rec Dept., Draeger Insurance Meetings & Training Attended Department Head meetings – January 10,17,31 Combined publication meeting – January 19, 23, 30 Community Group meeting – January 17 Senior Networking Meeting – January 11 Respectfully submitted, Kim Lang, Director Feb. 1, 2018  Columbus Area Senior Center Director’s Report February 2018 Highlights Due to cold and icy/snowy weather, our activities all had less than normal participation for much of February. This is normal compared to historical participation numbers during inclement weather periods.. Polka Potluck was again a large success with 38 attendees. We will plan to have one more this year, possibly in June or August. Farmer’s Almanac had a slow start in January due to weather, but in February, we had 7 participants. We are looking to find someone to come and lead the group in March with a discussion of weather. Mardi Gras was celebrated with a special bingo and everyone was able to have King Cake cupcakes. Many wore beads or other Mardi Gras appropriate accessories. Valentine’s Day fun included fun with Red Bud children, lunch with the meal site and Singing in the Rain movie. Everyone had a nice time. We also had programs regarding Medicare fraud and heart health. We plan all educational programs during Birthday, Potluck or on the days that the meal site has their baked chicken as these are days when we now folks will be here and what time they will be here to listen. We had a pizza lunch fundraiser on Friday, February 9th. We sold out of pizza and hope to do this again on Good Friday. Due to elections we were closed early on Monday, the 19th for set up, all day on the 29th ofr elections and opened late on the 21st for the DPW to put everything back and store election items back at City Hall. This will happen 3 more time this year. Facility Updates/Maintenance/Technology We have received a quote to take care of our floor removal. Removing tile and asbestos mastic in the damaged area only will be about $2000.00 and for the entire area about $6000.00. I am waiting on quotes for the new tile and installation and then will present these options to the city council. The portion of the floor would take about 3-4 days total and the entire floor would take about a week. We would need to be closed during this time, so we will have to work around elections for this year. Incident Report  There were no incidents in February. Budget review – As of 2/16/18 This Month YTD Percent of Budget MISC REVENUES 225.00 225.00 15.00 PROGRAM REV 243.00 545.00 9.08 FUNDRAISING 626.96 882.96 14.72 NUTRITION PRGM .00 85.00 8.33 DONATIONS .00 800.00 Not budgeted Expenses: CUSTODIAL SVCS 241.31 364.05 12.14 UTILITIES 291.20 291.20 6.93 HEATING .00 597.50 19.92 TELEPHONE 1.01 14.04 7.39 REPAIRS/MAINTENANC 260.68 331.50 4.74 SUPPLIES 280.78 1,036.52 25.91 MARKETING/ADVERT .00 .00 1,500.00 .00 EDUCATION & TRAVEL .00 7.50 .63 PROGRAMS 253.13 733.76 10.48 DUES & SUBSCRIPTS .00 1,709.25 113.95 CAPITAL ITEMS .00 .00 .00 COMP LICENSE/REPAIRS .00 1,331.50 44.38 Monthly Duties and Assistance Newsletter was produced and distributed for March and prepared for April. Columbus Commotion Spring issue was completed, published and distributed. Prepared Advisory Board agenda and reports. Prepared calendars and made appointments working through to August programming and other events for 2018. Met with Program committee to discuss summer and fall programs. Weekly news releases to the Columbus Journal, website and other sources Assisted with phone calls & drop-ins regarding programming and services Conducted facility tours Provided dining center program referrals Rental/building use: calls/questions/walk-through tours/code door Accounting: completed purchase orders and requisition for outstanding invoices, supply items purchased, completed deposits, payroll, and reviewed monthly budget. Completed Payroll Sponsors At Home Again – bingo Larson House – bingo Columbus Family Restaurant – bingo Dekora Senior Living - bingo Sentry Floral department - flowers Mike Hanousek – individual computer instruction Columbia County ADRC-benefit specialist appointment, meal site and energy services Columbus Community Hospital –exercise instruction, Lunch & Learn Generations Hospice – Exercise and Blood pressure. The Meadows Assisted Living – Bingo Rentals: Energy Services, CAE. Library, Rec Dept., Draeger Insurance, retirement party, baby shower Meetings & Training Attended Department Head meetings – February 7, 14, 21 Combined publication meeting – February 1, 6, 8 Community Group meeting – February 9 Senior Networking Meeting – None in Feb. Respectfully submitted, Kim Lang, Director March 1, 2018  Columbus Area Senior Center Director’s Report March 2018 Highlights Now that the weather is improving we have seen our participation numbers return to normal levels for most activities. We are still seeing an increase in new members. New programs have had some success. Our first Girl’s Night Out networking activity was well received with 5 attending on the topic of “What to do with all that paper”. Our Farmer’s Almanac group met 2 times and each time we had 2 new attendees over the precious time. The next gathering will be in the Fall of 2018 after harvest. Patrick Vander Sanden made his bi-annual visit and updated the group on city happenings and answered questions. This is always appreciated by the group. We had originally thought we would have two AARP tax days, but due to demands in Portage, we only had them here one day. We served 32 seniors. We have seen an increase in rental inquiries and are working on additional rentals coming up. Weight Watchers is working on a contract with us to use our center on Tuesdays for their meetings. This would show revenue of about $1500 per year. Facility Updates/Maintenance/Technology We have the preliminary go ahead for the partial floor replacement. The entire floor project will be looked at with other large facility maintenance items in the coming months by the City Council.. Incident Report  There were no incidents in March. Budget review – As of 2/16/18 This Month YTD Budget % of Budget MISC REVENUES .00 225.00 1,500.00 15.00 PROGRAM REV 265.50 810.50 6,000.00 13.51 FUNDRAISING 100.00 982.96 6,000.00 16.38 NUTRITION PRGM .00 170.00 1,020.00 16.67 DONATIONS .00 800.00 .00 .00 EXPENSES CUSTODIAL SVCS 287.49 819.51 3,000.00 27.32 UTILITIES 280.04 571.24 4,200.00 13.60 HEATING 587.71 1,185.21 3,000.00 39.51 TELEPHONE 14.34 41.87 190.00 22.04 REPAIRS/MAINTENANC 97.80 429.30 7,000.00 6.13 SUPPLIES 450.25 1,486.77 4,000.00 37.17 MARKETING/ADVERT 50.00 50.00 1,500.00 3.33 EDUCATION & TRAVEL .00 7.50 1,200.00 50 .63 PROGRAMS 533.85 1,267.61 7,000.00 18.11 DUES & SUBSCRIPTS .00 1,709.25 1,500.00 113.95 CAPITAL ITEMS .00 .00 1,500.00 .00 COMP LICENSE/REPAI .00 1,331.50 3,000.00 44.38 Monthly Duties and Assistance Newsletter was produced and distributed for April and prepared for May. Columbus Commotion Summer issue is being prepared. Prepared Advisory Board agenda and reports. Prepared calendars and made appointments working through to August programming and other events for 2018. Met with Program committee to discuss summer programs. Weekly news releases to the Columbus Journal, website and other sources Assisted with phone calls & drop-ins regarding programming and services Conducted facility tours Provided dining center program referrals Rental/building use: calls/questions/walk-through tours/code door Accounting: completed purchase orders and requisition for outstanding invoices, supply items purchased, completed deposits, payroll, and reviewed monthly budget. Completed Payroll Sponsors At Home Again – bingo Larson House – bingo Columbus Family Restaurant – bingo Dekora Senior Living - bingo Sentry Floral department - flowers Mike Hanousek – individual computer instruction Columbia County ADRC-benefit specialist appointment, meal site and energy services Columbus Community Hospital –exercise instruction, Lunch & Learn Columbus Family Restaurant - bingo Generations Hospice – Exercise and Blood pressure. The Meadows Assisted Living – Bingo Rentals: CASC, Food Share, CAE. Library, Rec Dept., Draeger Insurance. Meetings & Training Attended Department Head meetings – Mar 7, 14, 21 Combined publication meeting – Mar 1,6,19 Community Group meeting – Mar 7 Senior Networking Meeting –.Mar 8 Staff time off in April Kim will be off all day on April 13 Candace will be off all day on April 27 Respectfully submitted, Kim Lang, Director April 5, 2018  AGENDA ITEM Committee of the Whole Meeting date: __ April 17, 2018___ Council Meeting date: ___TBD________ ITEM: _ Application for Permit to House Chickens DETAILED DESCRIPTION OF SUBJECT MATTER: Mr. Broc Bussan of 452 N. Birdsey St. has submitted an application to house chickens on his property. Property owners within 200 feet of 452 N. Birdsey St. were notified of the received application as well as the item being placed on the April 17, 2018 Committee of the Whole agenda. No comments about this application have been received at this time. The City Ordinance on the keeping of chickens is also attached for your review. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Bussan Chicken Application, Section 14-19 of City Ordinance. ACTION REQUESTED OF COUNCIL: Discussion of application to house four chickens at 452 N. Birdsey St.  4001 Nakoosa Trail, Suite 200, Madison, WI 53714-1380 Tel. (608) 819-2600 MEMO TO: Patrick B. Vander Sanden – City Administrator FROM: Jason P. Lietha P.E. – City Engineer DATE: April 12, 2018 SUBJECT: Private Sewer Lateral Reimbursement Analysis The City Council has asked for a review and basis of determining the potential for a private sewer lateral replacement program within the City. General conditions that are typical for sewer laterals encountered during past street reconstructions: • The majority of sanitary sewer laterals are clay pipe in the old neighborhoods of Columbus. o Other materials encountered include, cast iron and PVC. PVC are typically encountered if a homeowner has replaced due to a past issue or construction is within the last 40 years. o Typically with clay laterals, they are located within a few feet of the water services running from the street into the home. • Approximately 50% of the sewer laterals encountered are 4-inch diameter with remaining 6-inch diameter. • All street reconstruction projects have always replaced the sanitary sewer lateral up to the property line. • Prior to 2015, the sewer lateral was owned and maintained by the homeowner from the home to the sewer main, the ordinance was updated to reflect the public / private transition is at the right-of-way (typically at the back of sidewalk). • Lateral inflow/infiltration (I/I) is hard to measure and quantify, but is thought to make up a significant portion of the I/I in the system. • Laterals can have offset joints, cracks, holes, foundation drain connections, all invisible to an inspection and can be corrected with replacement. Below is an analysis of the sanitary sewer costs and recommendations: Since 2006, the City of Columbus has taken significant measures to address I/I. These measures include televising up to ten percent of the sanitary sewer system each year, a continued maintenance program, sewer main replacement, manhole repairs, grouting, pipe lining, replacing leaky clay public laterals in the right-of-way, keeping up-to-date records in the GIS, and making 1 04/13/18 ~Columbus City 8117-00000 Miscellaneous Project Files > 100 General > Correspondence > Vander Sanden-20180412-Sewer Lateral Reimbursement Memo.docx~  4001 Nakoosa Trail, Suite 200, Madison, WI 53714-1380 Tel. (608) 819-2600 numerous inspections for sump pumps and other illicit connections. Thanks to these measures, the City has observed a noticeable decrease in the impacts from rain events at the wastewater treatment plant. Additionally, conservation measures, along with more efficient plumbing fixtures and appliances, have lowered residential per-capita water consumption by thirteen percent over the last twenty years. Lower per-capita water consumption has mitigated the impact of population growth on the average daily water volume. As the repairs to the collection system have made it harder to find contributing issues, a private lateral replacement program would be the next step to help lower I/I. The biggest potential financial benefit to reducing I/I would be delaying capital expenditures to expand the treatment facility’s capacity. Currently the wastewater treatment plant operates at approximately 76% of capacity on normal flows and up to approximately 90% capacity at high flows. R/M engineering estimates that expanding capacity would cost between two and six million dollars to pay for a revised final clarifier splitter structure, additional final clarifier and mechanism, additional RAS pump and piping, and additional yard piping. However, we project the facility has at least fourteen years before its average daily hydraulic capacity would not be sufficient to meet future growth demands. This, coupled with the high expense to replace each private lateral, means that the City could spend more than it would save if it were reimbursing residents for the full cost of replacing their laterals. This logic supports the consideration of a lateral reimbursement program for private laterals. To arrive at this conclusion, we compared the benefit of delaying a treatment facility expansion to the cost of fully funding the replacement of one percent of all private laterals per year. The one-percent estimate includes both replacements due to street projects and replacements from citizens in other areas that request this service of the City since it would be free to them. We used a cost estimate of four million dollars for the expansion based on current pricing estimates for the work described above. Based on our projected growth in volume, Columbus could postpone a treatment-facility upgrade from 2032 into 2038 due to a private lateral replacement program. For the replacement program, we assumed one percent of private laterals (23 laterals) would be replaced per year at a cost of $3,800 per lateral for an annual total of $87,400. All these costs and the benefits of delaying capital expenditure were discounted back to today’s dollars to account for the time-value of money and to make an apples-to-apples comparison. We assumed a four-percent discount rate based on prevailing economic conditions. 2  4001 Nakoosa Trail, Suite 200, Madison, WI 53714-1380 Tel. (608) 819-2600 See Figure 1 below for the comparison of the present value of the benefits to the costs. The full cost to replace the private laterals would likely exceed the benefit of delaying a treatment-facility expansion. Figure 1: Full Reimbursement However, the City could reimburse residents for a portion of the expense to replace their laterals instead of the full amount. In this case, the benefit of delaying expanding the treatment facility capacity would likely outweigh the cost of reimbursing the residents. To show the impact, we ran several scenarios in which we assumed different reimbursements, ranging from $2,200 to $1,000 per lateral. We assumed that the number of residents who would choose to replace their laterals every year declines as the amount of reimbursement declines. However, all the partial-reimbursement scenarios postponed the expansion of the plant at significantly less cost than the full-reimbursement scenario. The net present value of all these partial-reimbursement scenarios is positive, indicating that offering partial reimbursement is a prudent financial move. For instance, if the City chose to reimburse residents for up to $1,800 per lateral, then fewer residents would opt to participate (0.6% per year). That means the City would need to budget only about $25,000 per year for the program. A replacement rate of 0.6% per year would allow the City to delay the sewer plant expansion by four years, resulting in a net present value of $277,000 for the City. See Figure 2 below for a summary of the scenarios. Only the first scenario, the one that shows the City paying full reimbursement, shows a negative net present value. The remaining scenarios show positive net present values. 3  4001 Nakoosa Trail, Suite 200, Madison, WI 53714-1380 Tel. (608) 819-2600 Figure 2: Present Value of Reimbursement Options City Replacement Budget Benefit of Cost of Net Present Expansion Subsidy / / Year / Year Delay Program Value Delay Lateral (Years) $ 3,800 1.00% $ 87,818 $ 1,077,239 $ (1,232,013) $ (154,774) 6 $ 2,200 0.80% $ 40,674 $ 838,742 $ (534,205) $ 304,537 6 $ 1,800 0.60% $ 24,959 $ 580,783 $ (303,640) $ 277,143 4 $ 1,400 0.40% $ 12,942 $ 444,015 $ (150,799) $ 293,215 3 $ 1,000 0.20% $ 4,622 $ 153,846 $ (48,823) $ 105,023 1 Therefore, the City of Columbus ought to consider offering partial reimbursement to its residents for replacing their private laterals. The City ought to consider the program in the context of other improvements, as other projects could significantly delay the need for expansion as well. Benefits of replacing private laterals: • Delay of capital expenditure to expand sanitary sewer treatment facility capacity (main financial benefit). • Reduced sanitary sewer treatment facility chemical and electrical costs because of lower volume (minimal financial benefit). • Reduced sanitary sewer pumping costs because of lower volume (minimal financial benefit). Cost of replacing private laterals: • Cost to Columbus of paying for replacements. • Added work of processing applications and conducting inspections. • Disruption to residents from construction. Beyond cost savings, there are other reasons to consider a private-lateral replacement program, including resident demand for such a program or conservation. Several communities in Wisconsin including Campbellsport, Oakfield, Mequon, and Fox Point have already implemented private-lateral replacement programs. If Columbus chooses to pass an ordinance creating a private-lateral replacement program, we recommend that this ordinance has the following features: • A procedure that shows how decisions are made for reimbursement and who makes the decisions, for example, can anyone regardless of condition or material type get funding? • A checklist for the City to determine which residences are eligible to be reimbursed for lateral replacements and if televising is a requirement to make the determination. • An application that must be completed and approved before the lateral is replaced if a resident would like to receive any reimbursement. JPL:cal cc: File 4  2018 AGENDA ITEM Committee of the Whole Meeting date: __ April 17, 2018 ______ Council Meeting date: _____TBD______ ITEM: _ Discuss Review of City of Columbus Website___ DETAILED DESCRIPTION OF SUBJECT MATTER: At a recent meeting of the Tourism Commission the Commissioners and Mayor Thom asked a review of the City’s website (www.cityofcolumbuswi.com) be brought before the Council. The intention of this review is twofold: 1. Recognizing the city’s website – a prominent communication tool for Columbus – has not been on the Council’s agenda since June of 2015 (JT checked), a review of all we have done in the intervening time was merited. 2. The Tourism Commission is considering building its own web presence, and one of their options is to piggyback on the city website. Before making any decision they wanted assurance that the City was committed to their current website provider: CivicPlus. No action is being requested of the Council. JT will be making a brief presentation and field any website-related questions alders may have. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: None.  AGENDA ITEM #------ 8 CITY OF COLUMBUS FOR MEETING OF: April 17, 2018 REQUEST FROM/DEPARTMENT: Public Works AGENDA ITEM/REQUEST: Award contract to Agman Inc. for James St tree planting *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: The Department of Public Works has received quotes for the purchase and installation of trees on private property as one of the last remaining parts of the James St reconstruction project. Letters were sent out to every property owner who lost a tree in the tree border offering them a replacement tree(s) from a specified selection. Once the letters were returned and the totals added up, landscape contractors were contacted and asked to submit quotes for the purchase and installation. Quotes were received from 3 vendors and are as follows along with the Request for Proposals: McKay Nursery......................................................................$20,778.00 Agman lnc............................................................................... $23,531.00 K&B Trees, Lawn and Landscaping LLC...............................$33,650.00 RFP (attached) PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account#: 415-513000-700 Department: Public Works Acct. # Approved Budget: ______ Current Balance in Acct#: _______ Remaining Balance in Acct#: _______ (after approval)  2018 AGENDA ITEM Committee of the Whole Meeting date: __April 17, 2018 ______ Council Meeting date: _____May 1, 2018 ______ ITEM: _ TEA Grant – Hall Road SMA DETAILED DESCRIPTION OF SUBJECT MATTER: The City of Columbus is pleased to learn news from the Wisconsin Dept of Transportation that we have been awarded a 2018 Transportation Economic Assistance (TEA) Grant for the construction of Hall Road this year. The total amount of the grant is for $185,000 which is determined by the economic growth tied to the project. In this case that economic growth is the Drexel Building Supply development, which has guaranteed 37 new jobs at their establishment, which is the core factor in the grant determination. The City of Columbus should be familiar with the acronym SMA, which stands for State Municipal Agreement. For each of the recent DOT infrastructure projects, the City has been required to approve an SMA, which lays out the expectations for procedures by the city and state, and the expected financial contribution from each entity in the project. This TEA Grant SMA is no different. I would like to acknowledge those who spent considerable time to put together the required information for this grant. Finance Director Kim Manley and Director of Planning & Development Matt Schreiber for the City of Columbus; City Engineer Jason Lietha and his assistant Ben Schulte from Ruekert-Mielke; Julie Korth and her colleagues at Drexel Building Supply. We also thank the Department of Transportation for the grant approval, but specifically appreciate the assistance from Tonia Rice, Mike Erickson, Art Summerfield and Valerie Payne. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Cover letter and SMA from Mike Erickson, DOT Program Manager. ACTION REQUESTED OF COUNCIL: Consider and review TEA Grant SMA.  Wisconsin Department of Transportation SW Region – Madison Office 2101 Wright Street March 26, 2018 Madison, WI 53704-2583 Telephone (608) 246-5361 FAX (608) 246-3819 Mr. Patrick Vander Sanden City Administrator City of Columbus 105 N. Dickason Blvd. Columbus, WI 53925-1565 SUBJECT: Transportation Economic Assistance (TEA) Grant – Hall roadway extension, Drexler Building Supply. Dear Mr. Vander Sanden: Enclosed for signature on behalf of City of Columbus is the detailed Project Agreement for the approved TEA Grant assisting in the construction of the extension of Hall roadway to serve Drexel Building Supply lumberyard and showroom facility. This Project Agreement is required by the terms of the TEA Grant and is the document that will authorize the programming and ultimate reimbursement of eligible costs to City of Columbus. As you know, WisDOT’s participation in your business development project will be 50% of the eligible costs for the above project, not to exceed $185,000. Please print and sign four copies of the Project Agreement and return three copies to me at the above address prior to construction of the project. The fourth copy is for your records. Also enclosed are the required Certification forms. Our office has received and is approving the Design Study Report (DSR) and Environmental Review. The Completion Certification form will be required prior to your final reimbursement for this TEA Grant. If you have any questions regarding these matters, please call Michael Erickson at (608) 246-5361, or Art Sommerfield, my Supervisor, at (608) 785-9952. Sincerely, Michael Erickson SW Region - TEA Program Manager cc: Valerie K. Payne, Statewide TEA Program Manager Toni Rice, Economic Development Section WisDOT CO DTIM Matt Schreiber, City of Columbus Director of Planning and Development Enclosures: Project Agreement Attachment #1 TEA Job Guarantee Certification forms MEE: W:\SPO\Planning\Transportation Programming\TEA Program\Project Agreements DT75  STATE/MUNICIPAL AGREEMENT Date: March 23, 2018 FOR A TRANSPORTATION ECONOMIC I.D.: 6217-00-76 ASSISTANCE GRANT (T.E.A. GRANT) Description: City of Columbus, Extension of Hall Road from STH 16 to Columbus – Fall River Road – Drexel Building Supply. The State of Wisconsin, Department of Transportation, hereinafter called the State, hereby delegates to the signatory, City of Columbus, hereinafter called the Municipality, and to the Municipality’s undersigned duly authorized officers or officials, the responsibility for the facilities development process for the road construction hereinafter described. The authority for the State of Wisconsin to delegate this responsibility to the Municipality is described in Chapter Trans. 510.09, Wisconsin Administrative Code, relating to the Transportation Facilities Economic Assistance and Development Program (TEA). The following conditions will, however, be applied (pages 1 through 6): 1. General Conditions a. Highway improvements must employ the services of a registered professional engineer to be responsible for design and construction engineering. b. Funding of project phases is subject to inclusion in an approved program. c. The Municipality must assume all responsibility for complying with all germane environmental requirements for a transportation improvement of its type, and certify that the environmental analysis was done and that all applicable environmental laws were followed. d. A design study report for highway and road improvements and a copy of the preliminary plans must be submitted to the State for approval prior to preparing final plans. e. A copy of the plans and specifications containing the engineer’s seal as prepared for bidding purposes must be provided to the State for approval prior to advertising the project for bids. f. All real estate acquisition and required relocation of persons, families, businesses, or farms must be accomplished in accordance with existing State law. A written Right of Way certification from the Municipality to this effect will be required after the real estate is acquired along with a certified plat showing the roadway as a public use roadway. 1  g. If applicable, the Municipality will apply for a permit to do work within the STH Right of Way through WisDOT SW Region Madison - Maintenance Section and abide by the conditions of the approved permit. h. All contracts must be let by competitive bid with contracts awarded to the “lowest responsible bidder”. Municipality must submit a certification of the date bids were taken, listing all bidders and bid amounts. A written explanation must accompany any certification where the contract is awarded to someone other than the low bidder. i. In general, State reimbursements will be made after the improvement is complete and sufficient “proof of payment” is sent to the State. On the more costly improvements, that is those totaling greater than $100,000, the State may reimburse based on actual costs, quarterly but no more frequently than monthly. Upon completion of the project, a final audit will be made to determine the final division of costs. j. Any contract change orders must be submitted to the State for acceptance prior to State reimbursement of these costs. k. A “D” size (11”x17”) copy of “As-Built” road improvements plans must be submitted to the State after completion of construction. The Municipality must provide a written certification that the project was completed in accordance with the approved plans and specifications as may have been amended by Contract Change Order. l. Municipality agrees to comply with the criteria established in the Direct Jobs Guarantee, attached hereto as Attachment 1 and a part of this overall Project Agreement. 2. The initiation and accomplishment of the improvement will be subject to the applicable Federal and State regulations. 3. It is understood that this “State/Municipal Agreement” only pertains to the TEA Grant portion of the overall development. TEA Grant financing will be limited to 50 percent (%) participation up to a maximum of $185,000 for the eligible completion costs of the following items: a. Preliminary Engineering. b. The grading, base, pavement, and shoulder. c. Manholes, storm sewer, catch basins, inlets, detention basins and box culvert extensions necessary for the surface water drainage of the improvement. d. Construction engineering incidental to inspection and supervision of actual construction work. This includes the actual cost of staff time plus overhead at the rate of 105% for the Municipality staff or their designees who provides in-field construction inspection and/or survey work under the supervision of the Consultant. 2  e. Signing, pavement marking, topsoil, seeding, mulch and associated landscaping items as shown on the plans. 4. The Municipality will pay 100% of all costs incurred relating to the improvement which exceed State financing commitments under the TEA Grant or are ineligible for State and/or Federal financing. 5. Work necessary to complete the improvement to be financed entirely by the Municipality or other utility or facility owner includes the following items: a. New installations of or alteration of sanitary sewers and connections, water, gas, electric, telephone, telegraph, fire or police alarm facilities, parking meters, and similar utilities. b. Damages to abutting property due to changes in street or sidewalk widths, grades or drainage. c. Conditioning, if required and maintenance of detour routes. d. Repair of damages to roads or streets caused by reason of their use in hauling materials incidental to the improvement. e. Administrative costs associated with the preparation of the TEA Grant application. f. All storm sewer in excess of what is required to drain TEA Grant improvements. 6. The State will, at its cost, finance State expenses of a purely administrative nature. 7. If the Municipality should withdraw the project, it will reimburse the State for any costs incurred by the State on behalf of the project. 8. The work eligible for State participation will be administered by the Municipality and under its supervision. Such work may also include items not eligible for State participation which are considered necessary to complete the project. 9. Work to be performed by the Municipality without State highway fund participation, necessary to insure a complete improvement acceptable to the Federal Highway Administration and/or the State may be done in a manner at the election of the Municipality but must be coordinated with all other work undertaken during construction. 10. It is further agreed by the Municipality that: a. It will maintain, at its own cost and expense, all portions of the project that lie within its jurisdiction, through statutory requirements, in a manner satisfactory to the State or the Federal Highway Administration or both, and will make ample provision for such maintenance each year. 3 b. All signs and traffic control devices and other protective structures erected on or in connection with the project including such of these as are installed at the sole cost and expense of the Municipality or by others, will be in conformity with such “Manual of Uniform Traffic Control Devices” as may be adopted by the American Association of State Highway and Transportation Officials, approved by the State, and concurred in by the Federal Highway Administration. c. The right-of-way available or provided for the project will be held and maintained inviolate for public highway or street purposes. Those signs prohibited under Federal aid highway regulations, posters, billboards, roadside stands, or other private installations prohibited by Federal or State highway regulations will not be permitted within the right- of-way limits of the project. The Municipality, within its jurisdictional limits, will remove or cause to be removed from the right-of-way of the project all private installations of whatever nature which may be or cause an obstruction or interfere with the free flow of traffic, or which may be or cause a hazard to traffic, or which impair the usefulness of the project and all other encroachments which may be required to be removed by the State at its own election or at the request of the Federal Highway Administration, and that no such installations will be permitted to erected or maintained in the future. d. It will assume general responsibility for all public information and public relations for the project and to make fitting announcement to the press and such outlets as would generally alert the affected property owners and the community of the nature, extent, and timing of the project and arrangements for handling traffic within and around the project. e. It will use the State Utility Accommodation Policy unless it adopts a policy which has equal or more restrictive controls. f. Regarding Federal Single Audits of Local Government Units: 1) The Municipality shall have a single organization audit performed by a qualified independent auditor if required to do so under federal law and regulations. (See Federal Circular No. A-133.) 2) This audit shall be performed in accordance with Federal Circular A-133 issued by the Federal Office of Management and Budget (OMB) and State single audit guidelines issued by the Wisconsin Department of Administration (DOA). 3) The Municipality will keep records of costs of construction, inspection tests and maintenance done by it to enable the State to review the amount and nature of the expenditures for these purposes; that the accounts and records of such expenditures, together with all supporting documents, will be kept open at all times to inspection by authorized representatives of the State; and that it will furnish copies thereof when requested. Such accounting records and any other related records shall be subject to an audit as directed by the State within eight years. 4  g. The Municipality agrees to report jobs created as a result of the project as follows: 1) The Municipality must provide, on the end of the third and seventh year following the execution of this State-Municipal Agreement, a report of the number of eligible jobs, as the term is defined in s. Trans 510.02, Wis. Adm. Code, originally created and maintained by the economic development project for which this State-Municipal Agreement was developed. 2) As required by s. 84.01(6m)(b)6., Wis. Stats. and s. Trans 510.08(1)(b), Wis. Adm. Code, if the TEA Grant award equaled or exceeded $100,000, the report required above shall be certified by a verified statement signed by both an officer of the Municipality and an independent certified public accountant licensed or certified under ch. 442, Wis. Stats. attesting to the accuracy of this verified statement, along with the certified public accountant’s supporting information. In the event of failure to comply with the requirements of this Agreement by the Municipality, the State may seek any of the remedies authorized under s. Trans 510.08(3), Wis. Adm. Code. Proposed Improvement: As Part of the City of Columbus project, the following improvements are: Project begins at the intersection of STH 16 and extends easterly approximately 1,000 linear feet - intersecting with Columbus – Fall River Road. The resulting four-way intersection will feature improvements to STH 16, including the addition of northbound and southbound left turn lanes and a dedicated right turn lane from northbound STH 16 onto the Hall Road extension. New roadway is proposed to be 40’in width, with 14’ travel lanes, and 6’ gravel shoulders. Hall Road will be designed as a rural cross section. Signage and traffic markings are included in this improvement. The Hall Road extension will provide access to the new facilities being constructed by Drexel Building Supply, which will include a lumberyard and a showroom. The following is an estimate of the total project cost. The State will contribute 50% of the eligible costs up to a maximum of $185,000. The balance of the project over the maximum eligible costs is 100% funded by the City of Columbus. 5  ESTIMATED COSTS Total State TEA Municipal Estimated Grant Funds Cost Preliminary Engineering $51,569.00 $11,708.56 $39,860.44 Construction $663,689.00 $150,688.21 $513,000.79 Engineering & Contingencies $99,553.35 $22,603.23 $76,950.12 (E&C) Total: $814,811.35 $185,000 (max.) $629,811.35 This agreement is made by the undersigned under proper authority to make such agreements for the above designated Municipality, and upon acceptance by the State shall constitute agreement between the Municipality and the State. Signed for and in behalf of the City of Columbus: ___________________________ ___________________________ ____________________ Signature Title Date Signed for and in behalf of the STATE: ___________________________ ___________________________ ____________________ Signature Title Date 6  AGENDA ITEM Committee of the Whole Meeting date: __ April 17, 2018______ Council Meeting date: _____TBD_______ ITEM: Discussion of the Public Participation Plan for the Comprehensive Plan DETAILED DESCRIPTION OF SUBJECT MATTER: This memo covers Item # for the April 17th COW Meeting. The City of Columbus has started the process to update the city’s Comprehensive Plan. Per section Section 66.1001(4)(a) of State Statute a Public Participation Plan is a required during the development of the Comprehensive Plan. The Plan Commission has reviewed the Public Participation Plan and recommended approval to the Council. The intent of the Public Participation Plan is to define the methods by which interested stakeholders will be informed and involved in every stage of the planning process. This includes open discussion, communication programs, information services, and public meetings for which advance notice has been provided. A copy of the Public Participation plan has been included in your packets. ACTION REQUESTED OF COUNCIL: Discussion of the Public Participation Plan.  City of Columbus Public Participation Plan 2040 Comprehensive Plan Purpose The City of Columbus seeks the involvement of residents, business owners, property owners and other stakeholders in the development of its comprehensive plan. The intent of this Public Participation Plan is to define the methods by which interested stakeholders will be informed and involved in every stage of the planning process, including open discussion, communication programs, information services, and public meetings for which advance notice has been provided. The city is adopting this Public Participation Plan to satisfy the requirements of the state’s Comprehensive Planning statute (Section 66.1001(4)(a), Stats.). City of Columbus staff will develop the Comprehensive Plan 2040. The Plan Commission will have the responsibility for developing the Comprehensive Plan and will recommend the plan for adoption. The City Council shall have the authority to adopt the Comprehensive Plan. Objectives The objective of the Public Participation Plan is as follows: • Provide opportunities for stakeholders of the City of Columbus to participate in the Comprehensive Planning Process. • Inform all stakeholders interested in Columbus of the importance of participating in the creation of Columbus Comprehensive Plan. • Provide for public involvement that strengthens the sense of community. • Establish the framework for public participation in the development of the City of Columbus Comprehensive Plan. • Allow public access to all Columbus Comprehensive Plan chapters and maps created throughout the planning process. • Solicit public input from a broad range of perspectives and interests within the community through a variety of means (electronic, printed, and oral) so that it may be carefully considered and incorporated into the comprehensive planning process. • Meet the standards set forth in Section 66.1001(4)(a), Wisconsin Statutes. Public Outreach The City of Columbus will engage stakeholders throughout the development of the Comprehensive Plan. During each phase of plan development stakeholders will have ample opportunity to provide feedback on the plan. City staff will utilize a variety of methods to elicit public feedback, these methods will be selected based on the timeframe and number or participants. • Pre-Draft Plan Phase – During this portion of the Comprehensive plan public outreach will identify key issues and refine the vision for City of Columbus. To accomplish this city staff may: o Attend local business and civic organizations to obtain feedback o Complete a survey of city stakeholders o Host a public information meeting Page 1 of 4  City of Columbus Public Participation Plan 2040 Comprehensive Plan • Draft Plan Phase – During the Draft Plan Phase city staff will engage stakeholders to review and comment on the Draft Comprehensive plan. To accomplish this they city will: o Review draft plan materials at public meetings that have been properly noticed o Place copies of draft plan materials on the city website for review o Attend local business and civic organizations to obtain feedback o Accept public comments via writing or e-mail o Use social media to notify stakeholders that draft plan documents are available for review. • Final Draft Phase - During the Final Draft Phase city staff will engage stakeholders to review and comment on the Final Draft Comprehensive plan. To accomplish this they city will: o Host an open house o Hold a Public Hearing o Place copies of Final Draft materials on the city website for review o Accept public comments via writing or e-mail o Use social media to make the public aware that final draft documents are available for review. Plan Oversight The City of Columbus Plan Commission is responsible for the oversight of the plan development and will make a recommendation to the City Council to adopt the final plan. The Plan Commission will review and approve all documents and maps for the comprehensive plan. All meetings on the comprehensive plan and/or amendment shall be open to the public and the City of Columbus shall post a notice of all meetings in accordance with Columbus Municipal Code and Wisconsin Statutes. A meeting agenda shall be posted at the Columbus City Hall located at 105 N Dickason Blvd Columbus, WI 53925 and the City of Columbus website at www.columbuswi.us. Notice of the comprehensive planning process will be sent to owners of property, or to persons who have a leasehold interest in property pursuant to which the persons may extract non-metallic mineral resources in or on a property, in which the allowable use or intensity of use of the property is changed by the comprehensive plan and/or amendment (Chapter 66.1001 (4)(a) of the Wisconsin State Statutes). Notification to these individuals will be sent at the beginning of the process and during public comment and review prior to the plan adoption. Written Comments Written comments will be collected both electronically and on paper throughout the comprehensive planning process. Electronic comments should be emailed to the City of Columbus Director of Planning and Development at mschreiber@columbuswi.us. Written comments should be directed to the Director of Planning and Development at 105 N Dickason Blvd Columbus, WI 53925. Copies of the comments will be routed to the City of Columbus Plan Commission. The Director of Planning and Development will respond to the written comments to acknowledge receipt of the comment and that their comments have been shared with those noted above for consideration in the final plan and/or amendment. Page 2 of 4  City of Columbus Public Participation Plan 2040 Comprehensive Plan Website and Technology The City of Columbus website (https://wi-columbus.civicplus.com/) will host all documents and maps developed during for the Comprehensive Planning process. The City of Columbus Facebook page will be used to notify the public of upcoming meetings and the availability of plan documents and maps for review. The Planning and Development Director will also partner with Channel 980 news to provide updates on the Comprehensive Planning Process. Open House The City of Columbus will host an open house for informal review of the final draft plan and a presentation summarizing the plan. The Director of Planning and Development will develop all materials needed for the open house, including the preparation the presentation. The open house will be held after the final draft plan has been developed and occur before the public hearing is held. Public Hearing A Public Hearing shall be held before the Plan Commission makes a recommendation to the City Council for adoption of the Comprehensive Plan, and the following actions will be completed no less than 30 days before the day of the public hearing: o A class 1 notice will be published, including the following: the date, time, and place of the hearing; a summary of the plan; a contact person at the City who can provide additional information; and information about how the plan draft can be accessed and inspected before the hearing o A copy of the class 1 notice and a copy of the proposed adoption ordinance shall be sent directly to the following: → Any known owners, operators, or leaseholders of nonmetallic mineral deposits (e.g. gravel pits) located within the City’s mapped extraterritorial planning area → Any individual that has submitted a written request to receive notification of the proposed ordinance o Paper copies of the draft plan will be made available at City Hall and the Columbus Public Library. o Digital PDF copy of the draft plan will be made available on the City web site. o Digital PDF copy of the draft plan will be provided, on CD, to the following to provide opportunity for written or verbal comment before adoption: → Clerks in the Village of Fall River and the Towns of Elba and Columbus → Administrator of the Columbus School District → The Wisconsin Department of Administration → Planning Directors in Dodge and Columbia Counties Any written comments submitted prior to the public hearing will be read into the minutes during the Public Hearing, evaluated, and incorporated as necessary by the City Council into the Adopted Comprehensive Plan. Page 3 of 4  City of Columbus Public Participation Plan 2040 Comprehensive Plan Plan Adoption/Amendment Procedures The City will use the following procedures to meet the requirements of state statute and to be sure that interested stakeholders are able to review the draft plan and communicate any comments or concerns to Plan Commission and/or City Council before it is adopted or amended.  Any interested stakeholder may submit a written request to the Director of Planning and Development to receive notice of the proposed Comprehensive Plan at least 30 days prior to public hearing and adoption. The Director of Planning and Development will maintain a list of any such requests.  Residents will be encouraged to provide verbal or written comments before the Plan Commission recommends adoption or amending the plan. Verbal comments will be heard by Plan Commission, and written comments, which should be forwarded to the Director of Planning and Development at least 24 hours before the scheduled meeting, will be consolidated and presented to the Plan Commission prior to the vote on the resolution recommending adoption.  The Plan Commission shall, by majority vote, adopt a resolution recommending that the City Council pass an ordinance to adopt or amend the Comprehensive Plan. Prior to this vote the draft plan will be made available for review and the City of Columbus will host an open house. Printed copies will be made available at City Hall, Columbus Senior Center, Columbus High School, Columbus Middle School and the Columbus Public Library. A digital copy will be posted on the City website at least two weeks prior to the open house and Plan Commission vote to recommend the plan. Public announcements about this meeting will be posted and published at least two weeks prior to the meeting and will note where drafts can be viewed. Other public participation activities may be added as deemed necessary by the Plan Commission with approval of the City Council. Vote: Yes_____ No_____ Abstain_____ Absent_____ Adopted this __________ day of ____________________, 2018. Attest: _________________________ _________________________ Mayor City Clerk Page 4 of 4  AGENDA ITEM Committee of the Whole Meeting date: _ April 17, 2018____ Council Meeting date: _____TBD______ ITEM: _Discussion of Requested Parking Exemption for Columbus Self Storage DETAILED DESCRIPTION OF SUBJECT MATTER: This memo covers Item # for the April 17th Committee of the Whole Meeting. Columbus Self Storage has requested a reduction in parking from what is required under section 114-126, which states Mini-warehouse (self-storage) facility shall have one parking stall per ten storage cubicles. Columbus Self Storage was previously approved for 155 storage units. The current proposal will add 122 storage units to the property for a total of 277 Storage units. The Zoning code would require the applicant provide 28 parking stalls after the completion of the project. The applicant has provided 4 parking stalls near the office. The Board of Zoning Appeals inadvertently reviewed the applicants request at the November 8, 2017 meeting. The Board of Zoning Appeals approved the request for a variance. During review by the board of zoning appeals the applicant gave the following reason for a reduction of parking: • The number of parking spaces required are not reasonable nor needed for our business model. New clients meet with a manager to complete a short rental agreement. At that time, a parking space near the facility entrance is used. Existing clients typically park adjacent to their exterior access storage unit or nearest hallway door when loading/unloading their belongings. Per Section 114-125(12)(b) the Plan Commission and common council may authorize a reduction in parking. The purpose of this item is to ensure the proper procedure was followed for the applicants request for a reduction of parking. The plan commission has recommended that the parking exemption be granted to Columbus Self Storage. ACTION REQUESTED OF COUNCIL: Discussion on these items.