Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, SEPTEMBER 4, 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. Boards/Commissions/Committee Correspondence a. June 6, 2018 Cable Commission Meeting Minutes b. July 11, 2018 Cable Commission Meeting Minutes c. July 16, 2018 PFC minutes d. July 25, 2018 PFC minutes e. March 1, 2018 CDA minutes 6. Consider and review Clay Lateral program and potential expansion 7. Consider and review bids for the Wastewater Treatment Plant Effluent Sampling Facilities Project 8. Resolution #14-18 Exemption from Columbia County Library Tax - 2019 9. Resolution #15-18 Request for Exemption from Dodge County Library Tax - 2019 10. Social Media and Website Policies revision update 11. Further discussion of Crosswalks at Dix Street 12. Downtown Beautification Task Force Report 13. CDBG – Close 14. Update on Eastern Columbia County Joint Municipal Court 15. Downtown Façade program 16. Clock Tower Care and Maintenance 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 (City Administrator evaluation process) 18. Adjourn COLUMBUS CABLE COMMISSION MEETING COLUMBUS CITY HALL June 6, 2018 6:00 p.m. 2nd Ward Room, City Hall Commissioner Traxler called the meeting to order at 6:01 p.m. Members present: Andy Traxler, Chet Bembenek, Lisa Wolf and Michael Thom. Absent: Peter Kaland, Brian Dell (excused). Also in attendance: Jesse Wilson and JT Cestkowski. It was reported that the City Clerk’s office, as required by appropriate Wisconsin Statutes, had given proper public notice of the meeting. Motion by Bembenek, second by Wolf to approve minutes of May 23. Motion carried. Motion by Wolf, second by Bembenek to approve the agenda. Motion carried. No citizens were present to make comment. OLD BUSINESS 1. Adding Internet Access to the Pavilion: There was no update. Bembenek said he would continue his efforts to get in contact with a Charter representative. 2. ADA Compliance of Channel 980 and 981: There was no update. Wilson is still waiting to hear from Wisconsin Community Media. Thom asked if the Commission had been billed for the service. 3. Policy Review: Cestkowski presented the Commission with a draft policy for their review and critique. Commissioners offered several changes designed to encourage community usage of Channel 980 and 981 resources. Several grammatical corrections were pointed out, and concerns for a robust online policy were raised. The online policy was eventually left, aside from a few points, to be addressed by the city-wide policy. There was also discussion of retaining meetings, and the general organization of the policy. NEW BUSINESS 1. Establish Regular Meeting Date: Motion by Thom, second by Bembenek, to make 6:00 p.m. on the first Wednesday of every month the regular meeting time and date for the Cable Television Commission. Motion carried. 2. Consider Cablecasting Commission Meetings: Motion by Thom, second by Bembenek, to table this discussion to the next meeting. Motion carried. 3. July Fourth Equipment Rental: Wilson said the ambitious filming schedule and challenges to cover the Fourth of July celebrations for 980 News would be better served by equipment the Commission did not own, but could be rented. Traxler asked for a price  estimate. Wilson said he would be comfortable if the Commission set a budget between $500.00 and $1500.00. Motion by Bembenek, second by Wolf, to approve an equipment rental for the purposes of facilitating the production of the July episode of 980 News not to exceed $1500.00. 4. Staff Reports & Updates: Cestkowski read an e-mail from the City Administrator informing the Commission that Charter cable service had been extended to the TIF #4 district. Charter representatives will be approaching the businesses located therein to offer service. 5. 2018 Cable Programing, Issues and Plans: Wilson presented the planned segments for the July episode of 980 News. Commissioners offered several suggestions for 980 News programming. Next scheduled meeting – June 11th, 6:00 p.m. at City Hall. Adjournment: Motion by Thom, second by Wolf to adjourn at 8:57 p.m. Respectfully Submitted, JT Cestkowski, Secretary COLUMBUS CABLE COMMISSION MEETING COLUMBUS CITY HALL July 11, 2018, 6:00 p.m. 2nd Ward Room, City Hall Vice-President Traxler called the meeting to order at 6:03 p.m. Members present: Andy Traxler, Brian Dell, Lisa Wolf and Michael Thom. Absent: Peter Kaland (excused), Chet Bembenek (excused). Also in attendance: Jesse Wilson and JT Cestkowski. It was reported that the City Clerk’s office, as required by appropriate Wisconsin Statutes, had given proper public notice of the meeting. Motion by Wolf, second by Dell to approve minutes of June 6. Motion carried. Motion by Thom, second by Dell to approve the agenda provided “Adding Internet Access to the Pavilion” be tabled to the next meeting. Motion carried. No citizens were present to make comment. OLD BUSINESS 1. Adding Internet Access to the Pavilion: Tabled to the next meeting. 2. ADA Compliance of Channel 980 and 981: City Administrator Vander Sanden received a bill from the law firm conducting the review. The bill said the process began in April and would be completed by July 31. Wilson said the bill was unexpected as he had not yet been contacted by the firm to begin the review. Wilson said he hopes to hear something before the next meeting. 3. Consider Cablecasting Commission Meetings: Traxler was in favor of streaming meetings, but acknowledged there could be logistical problems. Dell said he was also in favor. Wilson said there were options the Commission could consider that would allow him to both cablecast the meetings as well as participate in person. Thom asked that staff approach the Hillside Cemetery Association and Tourism Commission to assess their readiness to be cablecast. The Commission arrived at a consensus to test cablecast at the next meeting. They would reevaluate the viability at that time. 4. Policy Review: Cestkowski presented the Commission with a third draft policy for their review and critique. Commissioners offered several changes designed to simplify and clarify language. Other changes were also made to specific word choices. Cestkowski was asked to redraft the policy and procedures again, and bring a “redlined” version back to the next meeting so the Commission could see all of the changes that had been made. NEW BUSINESS 1. Rental Reimbursement: Wilson said he initially planned to use existing city and personal equipment to supplement camera rentals. That equipment turned out not to meet the needs of the rental gear. Without additional equipment, the rental cameras would have been unusable. Administrator Vander Sanden was out of the office, so Wilson made the decision to go over budget at his personal expense. Wilson asked the Commission to reimburse him for the additional $467.01 he spent on the camera rentals. Commissioners asked what the footage captured with the rented cameras would be used for beyond 980 News. Wilson said it could be used in future productions. Cestkowski said it could be used in City marketing. Because the video was 4K resolution, it would be of acceptable quality for many years. Several commissioners said they hoped this would be a learning experience. Motion by Dell, second by Thom, to approve a reimbursement to Wilson of $467.01 Motion carried with Thom, Traxler, Dell and Wolf unanimously voting in favor. 2. Staff Reports & Updates: Wilson and Cestkowski both reported working long days on the Fourth of July, but despite the challenging weather they were able to capture many hours of video. Wilson said, in hindsight, more efficient use of time would have led to even more video. 3. 2018 Cable Programming, Issues and Plans: Wilson and Cestkowski presented tentatively planned segments for the August episode of 980 News. Commissioners offered several suggestions for 980 News programming including videos about the Columbus Crawdads baseball team and Columbus Country Club. Thom asked that there be a specific agenda item for 980 News programming. A list and summary of segments should then be included in the packet so commissioners could approve the list. The idea is that the commission represented community involvement. Much discussion was had about the best way for the commission to review the final edits of the various segments. Traxler suggested Cestkowski and Wilson use the feedback they received from the commission and attempt to create a better process over the next month. The Commission will provide feedback as to whether they feel properly notified. Next scheduled meeting – August 1st, 6:00 p.m. at City Hall. Adjournment: Motion by Thom, second by Wolf to adjourn at 8:10 p.m. Respectfully Submitted, JT Cestkowski, Secretary  Minutes City of Columbus Community Development Authority March 1, 2018 Columbus City Hall City Council Chambers Meeting called to order at 5:33 pm by Chair Michael Thom Members present: Lang, Thom, Kenney, Reece, and Meyers. Meyers arrived at 6:00PM Staff present: Matt Schreiber –Director of Planning and Development, Public present: Kelly Crombie, Andy Traxler Quorum determined. Notice of posted meeting was announced by Thom Motion by Lang and a second by Kenny to approved the 3-1-2018 agenda. Motion passed 4-0 Motion by Reece second by Kenny to approve the 2-19-2018 minutes motion passed 4-0 Schreiber presented the budget for the Columbus Revolving Loan Fund as of January 31, 2018. He noted that the savings accounts are readily available for lending. For the future he will verify with the finance director if the net assets are the available total for lending. Schreiber reviewed the unresolved items from the 2-19-2018 meeting. The terms for the Columbia County loan was a 3 year loan, amortized over 10 years at and interest rate of 4%. Cercis Brewing Company has requested a 10 year term for their loan application, this is the maximum length allowed by Columbus RLF guidelines for loans for equipment purchases. The applicant provided a spreadsheet title “Remaining Equipment Purchases 2017-18” which identifies equipment to be purchased with RLF funds. Schreiber noted that he spoke with the City Attorney and he is comfortable with a personal guarantee or a mortgage on personal property. Schreiber obtained the Hydro Street tax returns and verified the revenues for Hydro Street were approximately $330,000 in 2012 and 2013. Schreiber also noted that he sent out a link to the market assessment to the CDA via e-mail. Schreiber also contacted the applicants to verify what would be available for collateral. The applicants responded that the Columbus RLF would receive: 3rd position for the building at 140 Dickason Blvd, 2nd position for equipment purchased before 10-18-2017., 1st position on all equipment purchased after 10-18-2017, and personal guarantees from Tyler Walker, Keith Benzine, Kurt Benzine and Randy Sunde. Schreiber reviewed a spreadsheet that considered the value of Assets and the debt for Cercis over a 10 year period. The members of the CDA had a lengthy discussion regarding the applicant’s collateral. The general consensus was that the applicants have adequate collateral to secure the debt. Reece stated that the financial projections provided by the applicant were ambitious. He shared his concerns regarding the accuracy of projections and feared the business would not cash flow as projected. Due to the financial projections for the applicant he indicated that he would likely vote against the project. Reece also commended the partners for the investment and time they have put into the project. The CDA then discussed the merits of the project and the purpose of the Revolving Loan Fund. Schreiber noted the primary purpose of the Revolving Loan Fund was to encourage the creation or retention of jobs and leverage private investment within the City of Columbus. The CDA agreed this project would be a great fit in Downtown Columbus. Members of the CDA agreed that the applicants have adequate collateral to secure their application for $60,000 from the Columbus RLF. Motion by Kenney that the CDA recommends to City Council to lend up to $40,000 to Cercis Brewing Company for the purchase of equipment. The Loan would have a 3 year term, be amortized over 10 years and the City Council would set the interest rate for the loan. To secure the loan, Cercis Brewing Company would provide: 3rd position for the building at 140 Dickason Blvd; 2nd position for equipment purchased before 10-18-2017: 1st position on all equipment purchased after 10-18-2017; and personal guarantees from Tyler Walker, Keith Benzine, Kurt Benzine and Randy Sunde; and other documents required by the Columbus City Attorney. Seconded by Lang. After discussion a motion was made to amend the motion. Motion by Lang to amend the motion to lend up to $40,000 for the purchase of equipment and up to $20,000 for working capital. The Loan would have a 3 year term, be amortized over 10 years and the City Council would set the interest rate for the loan. To secure the loan, Cercis Brewing Company would provide: 3rd position for the building at 140 Dickason Blvd; 2nd position for equipment purchased before 10-18-2017: 1st position on all equipment purchased after 10-18-2017; and personal guarantees from Tyler Walker, Keith Benzine, Kurt Benzine and Randy Sunde; and other documents required by the Columbus City Attorney. Seconded by Kenney. The motion passed 4-1 with Reece voting no. Motion by Kenny, second by Reece to adjourn the meeting at 7:49 pm. Motion Carried Respectfully submitted by Matthew Schreiber  MINUTES of COLUMBUS POLICE AND FIRE COMMISSION July 16, 2018 Columbus Fire Department 1) Meeting called to order at 5:32 p.m. by PFC President Olson. 2) Roll Call: PFC Members present: L. Olson, J. Roche, Z. Kianovsky, R. Rule, T.Hoffman. Members absent: None Other: Dale Burke of Riseling Group Notice of compliance with Open Meeting law—Notice of Meeting and Posted Agenda by Olson. 3) Motion by Roche to approve agenda. Seconded by Rule. Motion carried unanimously. 4) Motion to approve minutes of meeting of 06/11/2018 by Hoffman. Seconded by Olson. Motion carried unanimously. 5) Motion to approve minutes of meeting of 07/10/2018 by Kianovsky. Seconded by Hoffman. Motion carried unanimously. 6) New Business. Discussion of draft Job Description for position of Chief of Columbus Police Department furnished by Riseling Group after conducting listening sessions and information gathering from various stakeholders including CPD personnel, Common Council, PFC, other city departments and community. Motion by Roche to approve and forward to City Council for approval the draft Job Description with modification to include an additional Duty and Responsibility to provide that the chief would : “Assist the City Administrator and the city’s representative or representatives with labor negotiations with the police union.” Motion seconded by Kianovsky. Motion carried unanimously. 7) Motion to adjourn PFC meeting by Hoffman, seconded by Roche. Motion carried unanimously. Meeting adjourned at 6:07 p.m. Next regular meeting tentatively scheduled for August 13, 2018 at the Fire Station. Additional Special Meetings may be called in the interim as needed. Minutes submitted by Zev Kianovsky, Secretary, Columbus Police and Fire Commission City of Columbus, Wisconsin Minutes are drafted for approval. Minutes approved by PFC on August 13, 2018. Columbus PFC Minutes, July 16, 2018 Page 1 of 1  MINUTES of COLUMBUS POLICE AND FIRE COMMISSION July 25, 2018 Columbus Fire Department 1) Meeting called to order at 5:30 p.m. by PFC President Olson. 2) Notice of compliance with Open Meeting law—Notice of Meeting and Posted Agenda by Olson. Roll Call: PFC Members present: L. Olson, J. Roche, Z. Kianovsky, R. Rule,. Members absent: T. Hoffman. Other: CPD Acting Chief D.Weiner, City Council Liaison T. Reid, Alexander Secord 3) Motion by Roche to approve agenda. Seconded by Rule. Motion carried unanimously. 4) Motion to approve minutes of meeting of 07/10/2018 by Olson, seconded by Roche. Motion carried unanimously. 5) New Business. Discussion of Officer recruitment process presented by Acting Chief Weiner, and discussion regarding current recruitment efforts and processes. Motion by Roche to convene in closed session pursuant to Sec 19.85(1)(c)Stats. To consider employment, promotion, compensation, or performance evaluation data of any public employment over which the PFC has jurisdiction or exercises responsibility, to wit, to interview a candidate for position of officer with CPD. Seconded by Kianovsky. Roll call vote: Ayes: Roche, Olson, Rule, Kianovsky; Nays: none. Motion carried. PFC convened in closed session at 5:47 p.m. Interview of candidate was conducted. Motion to reconvene in Open Session by Rule, seconded by Roche. Motion carried unanimously. PFC reconvened in Open Session at 6:15 p.m. Motion by Olson to approve placement of Alexander Secord on the eligibility list for position of Office with Columbus Police Department. Seconded by Roche. Motion carried unanimously. 6) Motion to adjourn by Roche. Seconded by Kianovsky. Motion carried unanimously. PFC meeting adjourned at 6:18 p.m. Next regular meeting tentatively scheduled for August 13, 2018 at the Fire Station. Additional Special Meetings may be called in the interim as needed. Minutes submitted by Zev Kianovsky, Secretary, Columbus Police and Fire Commission City of Columbus, Wisconsin Minutes are drafted for approval. Minutes approved by PFC on August 13, 2018. Columbus PFC Minutes, July 25, 2018 Page 1 of 1  2018 AGENDA ITEM Committee of the Whole Meeting date: __ September 4, 2018 ______ Council Meeting date: ____TBD_ ______ ITEM: _ Clay Lateral Replacement Program DETAILED DESCRIPTION OF SUBJECT MATTER: An element to the 2018 City Street project this year includes a new program for property owners to receive a grant/reimbursement if they follow the steps to show they have replaced their old, clay sewer laterals. We had intended this to be a pilot program for now with the intent on reviewing it after the project and see what elements of the test could be utilized in a more permanent program. At this time, I’m aware of 8 properties along the project corridor that have taken advantage of the program and coupled the clay replacement program with the lead water lateral program at Columbus Water & Light. I have also had some inquiries from others in places outside of the project area regarding interest in participating as well. It is those questions that I bring the issue back to the COW for discussion, to see if the City is interested in extending the opportunity for clay lateral replacement reimbursement to those outside the 2018 City Street project limits. In terms of numbers, I believe I have had about 3 or 4 questions from property owners who have that interest. I think we still need to reassess how the pilot project went after the work is done this year, but when thinking about the handful of others who are interested in replacing their clay sewer lateral because they are also replacing their lead water lateral, I wonder what the harm would be to allow it. The goal is to assist in getting those clay laterals replaced to improve the infiltration and inflow that comes to the wastewater treatment plant and the more that we are able to do that the better it is for the system. Looking for discussion and thoughts on this potential at the meeting on Tuesday. For background information, I have included a page from a memo prepared by City Engineer Lietha on the clay lateral program from earlier this year when we were discussing it. I think this page provides some of those questions to consider when managing both the pilot program and the more permanent one. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Lietha memo excerpt ACTION REQUESTED OF COUNCIL: Discussion of clay lateral program  650 E. Jackson Street P.O. Box 100 • Oconto Falls, WI 54154 • Tel. (920) 876-6382 August 31, 2018 Mr. Patrick Vander Sanden City Administrator City of Columbus 105 North Dickason Boulevard Columbus, WI 53925 RE: Effluent Sampling Facilities Dear Mr. Vander Sanden: Bids for the Effluent Sampling Facilities were received on August 24, 2018. The bids were as follows: Bidder Bid 1. Sabel Mechanical LLC $ 27,670.00 2. Midwest General & Mechanical Contractors, Inc. $ 31,231.00 Proposals from J.F. Ahern Company and Staab Construction Corp. were solicited, but they declined to bid due to existing workload limitations. We reviewed the documentation submitted by the apparent low bidder and found that: 1. Their proposed scope does match the drawings and specifications prepare by Ruekert & Mielke, Inc. 2. Their proposed time of completion of 3 to 6 weeks meets the City’s expectations. 3. Sabel Mechanical LLC has successfully completed similar projects over the last several years. Based on these findings, we recommend that Sabel Mechanical LLC be awarded the Effluent Sampling Facilities contract in the amount of $27,670.00. If approved by the City, we recommend you prepare a requisition to serve as their authorization to proceed. The requisition should reference the attached Sabel Mechanical LLC Quote No. 7021 and proposal clarification emails. Provide any appropriate “tax exempt” status information for supplier’s use. ~Columbus City 8117-10053 Effluent Sampling Facilities > 200 Design > Bidding > Bid Award Recommendation.docx~ Mr. Patrick Vander Sanden Effluent Sampling Facilities - Bid Award Recommendation August 31, 2018 Page 2 Please advise us of your award decision. Please contact me if you have any questions or if you need additional information. Very truly yours, RUEKERT & MIELKE, INC. Taryn S. Nall, P.E. (WI, MI, MN) Project Manager tnall@ruekert-mielke.com TSN:cal Enc: Sabel Mechanical LLC Quote No. 7021 and Email Clarifications cc: Davis R. Clark, City of Columbus (w/Enc.) John Nehmer, City of Columbus Wastewater Treatment Facility (w/Enc.) Kim Manley, City of Columbus (w/Enc.) David W. Arnott, P. E., Ruekert & Mielke, Inc. Jason P. Lietha, P. E., Ruekert & Mielke, Inc. File  2018 AGENDA ITEM Committee of the Whole Meeting date: __ September 4, 2018 ______ Council Meeting date: _____September 18, 2018 ______ ITEM: _ County Library Tax Exemption – Columbia & Dodge Counties DETAILED DESCRIPTION OF SUBJECT MATTER: Each year, the City needs to request, via resolution an exemption from County Library Tax. Since the Columbus Public Library’s service area lies within both Columbia & Dodge Counties, a resolution for each county is necessary. Attached is further information on this process and the amount that the City needs to appropriate to the library above the calculated amount defined by the County. Since the Dodge County amount is $0 for the City of Columbus and the Columbia County amount is $84,294 – we will qualify for 2019. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Resolutions and information provided by Columbia & Dodge Counties on the library exemption process. ACTION REQUESTED OF COUNCIL: Consider both resolutions  RESOLUTION No. 14 - 18 Exemption from Columbia County Library Tax - 2019 The City of Columbus Common Council does hereby resolve as follows: WHEREAS, the Columbia County Board levies a county library tax; and WHEREAS, Section 43.64(2)(b) of the Wisconsin Statutes provides such units of government which levy a tax for public library service and appropriate and expend for a library fund as defined by s.43.52 (1) during the year for which the county tax levy is made a sum at least equal to the county library tax rate in the prior year multiplied by the equalized valuation of property in the city or village for the current year, may apply for exemption from this tax; and WHEREAS, the City of Columbus does levy a library tax in excess of the amount calculated in accordance with 43.64(2)(b). NOW THEREFORE BE IT RESOLVED that the City of Columbus be exempted from the payment of any county library tax as provided in Section 43.64(2)(b) inasmuch as it will expend for its own library fund for 2018 an amount in excess of that calculated in accordance with 43.64(2)(b). Exemption from the payment of said county library tax shall not preclude the City of Columbus participation in county library service in all other respects. BE IT FURTHER RESOLVED that confirmed copies of the Resolution be forwarded by the city clerk to the Portage Public Library and to the Columbia County Clerk no later than September 30, 2018. Dated this _____ day of ___________________, 2018 CITY OF COLUMBUS By: Ayes: _______ Mayor Nays: _______ Attest: City Clerk  RESOLUTION # __15-18 REQUEST FOR EXEMPTION FROM DODGE COUNTY LIBRARY TAX per WI STATUTES 43.64(2)(b) The Dodge County Board levies a county library tax and Section 43.64(2)(b) of the Wisconsin Statutes provides that such units of government which expend an amount equal to that which would be levied by the County Board for library purposes may apply for exemption for this tax. The City of Columbus hereby requests exemption from the above cited tax levy for the year 2019. This municipality supports a public library at a rate equal to or greater than the Dodge County levy for Library Services. _____________________________________________ Mayor/President/Chairman Michael Thom _____________________________________________ Acting Clerk Patricia Goebel Date:___________________ Estimated Municipal 2019 Library Appropriation $_______________________ Please submit to the County Clerk prior to November 1, 2018. Karen J. Gibson Dodge County Clerk 127 E. Oak Street Juneau WI 53039 920-386-3605 kgibson@co.dodge.wi.us  Dodge County Library Exemption Minimum 2018 for 2019 Min. amt. in 2018 Equal. order to be 2017 Equal. Value Exempt in 2019 Value Village of Brownsville 70,537,900 20,223 91,166,200 Village of Hustisford 71,174,200 20,406 68,552,900 Village of Iron Ridge 51,990,200 14,906 50,149,400 Village of Lomira 149,742,500 42,932 141,674,600 Village of Lowell 13,032,600 3,736 12,627,200 Village of Randolph** 54,286,600 15,564 51,340,500 Village of Reeseville 29,160,900 8,361 27,642,100 Village of Theresa 56,759,000 16,273 55,193,600 Town of Hustisford 151,618,100 43,469 146,718,100 Town of Theresa 95,225,500 27,302 93,625,800 City of Beaver Dam 1,061,844,800 304,435 1,024,571,400 City of Columbus 0 0 0 City of Fox Lake 82,720,700 23,716 80,436,600 City of Hartford** 51,203,700 14,680 49,365,000 City of Horicon 209,537,500 60,075 237,385,100 City of Juneau 89,501,500 25,660 88,748,700 City of Mayville 310,547,200 89,035 294,398,600 City of Watertown** 501,582,000 143,805 469,075,500 City of Waupun** 209,581,000 60,088 205,279,400 3,260,045,900 3,187,950,700 **These municipalities have residents in multiple Counties. County Total Equal. Value: 6,302,273,200 6,148,663,100 Less: Libr Munic total 3,260,045,900 3,187,950,700 Total co. less Libr. Munic 3,042,227,300 2,960,712,400 (Amount budgeted County Libr. Levy 848,847 for 2018) 0.000286704  AGENDA ITEM Committee of the Whole Meeting date: __September 4, 2018______ Council Meeting date: _____TBD_______ ITEM: Social Media and Website Policies Revision Update DETAILED DESCRIPTION OF SUBJECT MATTER: The Website Content and Social Media Policy, while a good foundation for the City to dip its toe into social media, is ready for its next iteration. After looking at many other similar policies, consulting with departments and identifying areas for improvement, revised policies have been developed over the last several months. Drafts of these policies are attached. While many changes were made, the largest and likely most impactful are: 1. Separate policies governing the website and social media were created. 2. The language was broadened to apply to an ever-changing social media landscape. 3. A comment policy was added to keep public discussions civil and on topic. 4. Rules were added to increase oversight and accountability. Attached are the two new draft policies. ACTION REQUESTED OF COUNCIL: Review changes made thus far, and recommend further emendations.  CITY OF COLUMBUS Website Administration Policy 1.0 PURPOSE: The purpose of this policy is to provide guidelines and procedures for the distribution of information via electronic means (city website/social media) 2.0 ORGANIZATIONS AFFECTED: All departments and staff of the City of Columbus. 3.0 POLICY: This policy directs city staff on how to provide information to the public via the use of the City website. 4.0 PROCEDURE: As information dissemination requires accurate and useful information on city activities to the public, it is important to ensure that the information provided through these venues is both functional for the Columbus community, but also portrays the City in a positive manner. Posting on City website: Postings for the Home Page – all content requested to be placed upon the City website homepage needs prior approval by the Mayor or City Administrator. Posts on the home page of the website are reserved for the following: • Links to other Departmental pages and the City meeting/event calendar. Design graphics and photos will be present and continually reviewed for appearance • Posts of a positive nature, highlighting a city achievement or accolade • Informational or instructional posts – directing users on how to complete a city transaction or participate in a community event or process • Links directing users to a departmental page, where more information on a program or activity is displayed 1 Postings to Departmental Page – content on various departmental pages are designed to assist community members with achieving a government action via electronic means (program sign up, payment of a tax or fee, register a question or concern). Departmental pages should also keep in the spirit of showcasing a positive image to the City and their respective department. • Postings that highlight an upcoming program/event/deadline can be added to the Department Head without prior approval • Postings/content that provides information on a particular activity or service provided by a department need approval by the Mayor or City Administrator Postings to Community Calendar – It will be the intent of the City to offer a community calendar through the City website to advertise events in and around the Columbus area not organized by the local government. • There will be a submission form available on the website at all times for any Columbus stakeholder to submit an event for posting on the community calendar. • The City reserves the right to review or deny any event submitted to the community calendar for any reason. Continual Review – • Generally, all city employees with access to the internet should visit the City website to review posted information for any incorrect or outdated content or subject matter that should be updated or changed. Any known issues should be forwarded to their Department Head or Supervisor so they can be addressed. • The content of the entire website will be monitored on a daily basis by the City Administrator and the Community Outreach Coordinator. Postings that are not consistent with the spirit of the Website Policy will be removed immediately, and steps will be taken to prevent repeated similar problems. 2  CITY OF COLUMBUS Social Media Policy 1.0 PURPOSE: The purpose of this policy is to provide guidelines and procedures for the distribution of information via electronic means (social media platforms). The City of Columbus uses these social media avenues in order to reach out to the public and educate individuals on certain events, activities, and service information offered by the community. Social media helps the City and its departments connect with the public. This policy outlines the proper content and uses for social media in order to protect the City’s best interest and maximize the purpose as described. 2.0 ORGANIZATIONS AFFECTED: All departments and staff of the City of Columbus. 3.0 POLICY: This policy directs city staff on how to provide information to the public via the use of the City’s social media outlets. 1. In order for any city department to establish a social media site, the request must first be provided to the City Administrator and approved by the City Council. Requests for social media sites must include a plan that assigns certain individuals (department head or designees) to update and monitor the sites. The request must also include ways that the department plans to utilize their social media site. 2. All social media sites must be monitored on a daily basis. 3. Each site must clearly state that it is city-operated and maintained by city staff. The site must also include the City of Columbus logo that identifies it as such. 4. All social media sites, when possible, should include a link back to the City of Columbus website: www.cityofcolumbuswi.com, or a subdomain thereof. 5. The City reserves the right to take down any abusive or inappropriate posts that violate this policy. Any post that is taken down from the site must be documented by the department responsible for the social media site. Documentation must include a copy of the post, time of the post, date of the post, name of the individual responsible for the content, and any other relevant information. 6. City of Columbus social media sites are subject to State of Wisconsin public record laws. Any content on these sites related to City business is considered a public 1  record. Content can range from messages, lists of subscribers, images and other content that exists. The department responsible for their social media site is responsible for following the City’s public record request process. If possible, all social media sites from the City should remind its viewers through a disclaimer that content on its site is considered public record. 7. Employees entrusted with maintaining social media sites on behalf of the City of Columbus must conduct themselves as representatives of the City. All posts by employees must be completed in a professional manner that is strictly used for informative purposes related to the City. Employees who fail to conduct themselves in an appropriate manner can be subject to disciplinary action. 8. The City of Columbus encourages all departments and staff to use the following disclaimer for their social media sites, where possible: i. “The City of Columbus encourages all viewers to use proper content. Any abusive or inappropriate content that violates the City of Columbus social media policy will be removed from the site. All information posted on the site is subject to public record.” 9. All City-sponsored social media sites must have one or more staff assigned to update content on the site, respond to requests or questions asked by the public, and monitor content posted. Posting administration: city staff must provide any planned text and get approval prior to posting information on the City Facebook page. 10. Page type: the City of Columbus Facebook pages will be an organizational-type page, which will allow for singular postings of information, and allow for comments by followers. Those posts will be closely monitored per the Comment policy listed. Postings will frequently refer followers to follow up with the City website or particular city departments if there are specific questions or concerns about any post. 11. Any social media presence partially or totally controlled by City staff for work purposes must provide access to the City Administrator with the most administrative privileges possible. 4.0 COMMENT POLICY 1. Any comment posted by a member of the public is solely an individual’s opinion. No posts should imply the views or opinions of the City of Columbus. Comments and posts created by the City of Columbus will only provide information regarding City business. 2. The City of Columbus reserves the right to remove any inappropriate or abusive content. This content is not limited to but includes: a. Content that discriminates against others based on race, creed, color, sex, gender, national origin, religion, sexual orientation, marital status or mental or physical disability; 2  b. Threats made towards an individual or organization; c. Comments that support or oppose a political campaign or ballot measure; d. Solicitation of commerce; e. Conduct that violates any federal, state or local law; f. Encouragement of illegal activity; g. Sexual content (including links); h. Profane or abusive language (including images); i. Content that violates legal ownership interest (such as copyright) or any party; j. Any other comments that do not relate to the original topic 3. The City reserves the right to remove or block any repeated violators of this policy. 4. The City will hold a standard practice of allowing comments on a particular subject to remain visible on a social media post for a minimum of 7 days. However, the City reserves the right to close any posting at any time. 3  2018 AGENDA ITEM Committee of the Whole Meeting date: __ September 4, 2018 ______ Council Meeting date: _____ TBD______ ITEM: _ Crosswalks on Dix Street DETAILED DESCRIPTION OF SUBJECT MATTER: This item returns to the City Council COW for further review and discussion. At the last meeting, I stated that in Sgt. Todd Horn’s report to the Columbus School District on the School’s Hazardous Transportation Report, a recommendation to place crosswalks across Dix Street was included. It was thought that there had be crosswalks across Dix Street in the past, but a recent slurry seal treatment to the roadway may have covered the crosswalk lines. Upon further review, there has not been any crosswalks across Dix, with the exception of Maple Ave and both ends of Fuller Street. The crosswalks at these location are installed and visible right now. The issue remains regarding putting in another crosswalk between the Maple Ave and Brevity Lane intersections. In looking at Google Earth, which has aerial photographs from back in 2013, there were not crosswalks at that time. I have engaged Jason Lietha to have a closer look at the needs for installing crosswalks along this stretch. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: Further review of this issue.  AGENDA ITEM Committee of the Whole Meeting date: September 4__ Council Meeting date: ______N/A___________ ITEM: Update from the Columbus Downtown Beautification Task Force DETAILED DESCRIPTION OF SUBJECT MATTER: The Columbus Downtown Beautification Task Force has met twice to date. The purpose of the group is to identify improvements to the public spaces in downtown. The task force members consist of downtown business owners, residents and other interested stakeholders. Through two meetings the following items have been identified: • Raise funds to help pay for improvements o Private Donations o Apply for Grant Funds • Working with local metal fabricators to produce more trash/recycling cans for the downtown • Hang banners and flowering baskets from the light poles in the downtown o Potential partnership with the FFA to provide the flowers for the baskets • Place bollard style bike racks on sidewalks throughout the downtown • Place additional park benches in downtown The group also has expressed interest in the First Impressions program through UW Extension. This a free program where volunteers from two similar communities visit each other and detail their experience. The purpose of the program is to provide community feedback through the eyes of a visitor. City Staff has a meeting scheduled with the Columbia County Extension Agent to discuss this program on September 6th. For more information please see your packet. ACTION REQUESTED OF COUNCIL: Review and Discuss Update from the Columbus Downtown Beautification Task Force  Meeting Minutes City of Columbus Downtown Beautification Task Force July 31, 2018 9:00 AM Columbus Community Center The First Downtown Beautification Task Force meeting was called to order at 9:00 AM. In Attendance were: JD Milburn, Kassia Millar, Kevin Damask, Sara Hanna, Becky Weidner, Darvin Frey, Carolyn Fredericks, Liz Davis, Trina Reid and Matt Schreiber. Darvin Frey expressed that the buildings downtown are in disrepair and that the city should develop and enforce a blight ordinance to improve the appearance of the buildings in the downtown. Matt Schreiber reminded the task force that the purpose of the task force is to identify improvements to the public spaces within the downtown. The Task force will consider planters, bike racks, benches, garbage cans, and other amenities in the public areas within the downtown. Schreiber indicated that he thought the flowering baskets from the light poles have looked nice in other communities and suggested the task force consider them. Sara Hanna recommended that staff contact the Columbus FFA to see if they have any interest and are capable of providing some or all of the flowers for the downtown beautification effort. Schreiber said he would follow up with the High School FFA program. Schreiber shared that the City of Mosinee had success partnering with their FFA to hang flowering baskets in downtown Mosinee. Trina Reid asked if there was any interest in having an art contest potential banners for the downtown. The task force identified concern with litter in downtown Columbus. They discussed methods in which to encourage the city and business owners to address litter in the downtown area. Schreiber suggested adding a few more garbage cans in the downtown area to make it easier for people to dispose of their refuse. Schreiber indicated that the trash cans that are downtown right now look nice but they are expensive. Frey suggested working with local metal fabricators to see if they would be interested in building trash cans for the downtown. Frey suggested that city work with Wall Dogs to paint a mural in the downtown area. Schreiber noted a group was working on a proposal for a sculpture in the downtown area and they are looking for other art projects in the future. Becky Widener indicated that she would be in support of more bike racks in the downtown area. Schreiber indicated that the sidewalk width is approximately eight feet throughout the downtown. The city would need to consider bike racks that leave a minimum of five feet of sidewalk width to meet city code. Next meeting was set for August 21st at 9:00AM  EXISTING DOWNTOWN AMENITIES Trash Can, Bench and plater near Cardinal Emroidery Trash Can By Police Station Bench and Bulletin Board by City Owned Lot Trash Can, Bench and plater near Sharrows  Meeting Minutes City of Columbus Downtown Beautification Task Force August 21, 2018 9:00 AM Columbus Community Center The Downtown Beautification Task Force meeting was called to order at 9:00 AM. In Attendance were: JD Milburn, Kassia Millar, Winfield MacDonald, Rich Luey, Becky Weidner, Darvin Frey, Carolyn Fredericks, Liz Davis, Rebecca Billey, JT Cestkowski, Paula Steiner and Matt Schreiber. Matt Schreiber provided an update that the FFA would have interest in partnering with the task force to provide flowers for the project. He also asked for clarification if the task force wanted banners and flowers. Consensus from the group was they would like both. Darvin Frey recommended the task force reach out to Cardinal Embroidery to see if they can make the banners. Carolyn Fredericks informed that task force that Bob Groh has pledged $5,000 for banners in the downtown. Schreiber also updated that group that Todd Frey would consider manufacturing trash/recycling cans for the downtown area. Winfield MacDonald expressed concern over weeds growing through the sidewalks and within the right of way. The task force agreed that this was an issue and discussed methods to address problem. Frey shared that some property owners do not remove snow within 24 hours in accordance with city code. He suggested considering methods to improve the process for snow removal in the downtown area. JD Milburn disagreed saying the snow removal ordinance for the downtown area has worked well over the past 10 years. The group agreed to consider alternatives for enforcement to urge property owners to remove snow within 24 hours after a snow event. The task force agreed that the benches in the downtown should have a similar look and feel. Becky Weidner like the idea of providing more benches in the downtown because it invited people to visit the downtown. The task force suggested reaching out to local metal fabricators to see if they can produce they can produce park benches. Schreiber provided a presentation showing styles of bike racks that could be implemented in the downtown. The task force preferred the Bollard Style bike rack largely because it would help maintain a 5 foot walkway on the side walk. The draft site plan showed 16 bollard style bike racks, the task force thought that was too many and wanted to phase in the bike racks. Schreiber indicated that he will be applying to the WEA Trust Spark grant. As part of the proposal he would be drafting a budget based on 8 bollard style bike racks, 6 trash/recycling cans, 28 banners and 28 flowering baskets with brackets. Frey suggested that each task force member should complete a homework assignment to help move the project along.  • Liz Davis was going to reach out to UW Extension to request that Columbus participate in the First Impressions Program • Becky Weidner, Paula Steiner and Kassia Millar were going to look at incorporating art in the design of banners and bike racks • Winfield MacDonald was going to look at the ordinances for weed removal and consider how other communities have addressed the issue. • Darvin Frey will look at the snow removal ordinance and consider how other communities have addressed the issue. • Rich Luey will reach out to Cardinal Embroidery to see if they were capable of producing the banners • Members of the group expressed interest in going on a field trip to local communities who have recently experienced downtown revitalization. Next meeting was set for September 27 at 6:00 PM The Workshop - Wednesday 8/22/2018 @ 900 a.m. Present: Becky Weidner, Paula Steiner & Kassia Millar At the Main downtown beautification task force, held on Tuesday 8/21/2018 at 9 am, it was discussed that our group, consisting of Becky, Paula and Kassia, would meet as a subcommittee to discuss banners and bike rack art. This is the results of our brainstorming process. Becky and Paula, please add anything I may have missed or clarify anything I may have misunderstood. Matt, please advise if there is other direction you would like to see from our group or if we are duplicating efforts. Issues determined in our sub group are as follows: POLES • Find out what are the DOT regulations for banners and baskets on the poles. • Find out what the poles can support and what could be appropriate. • Find out what is appropriate for the historic downtown area. • Find out how this affects and can be supported by W&L and DPW • Identification of others that can help us with this task is needed: Matt Schreiber, Eric Anton, Davis Clark, JD and possibly Matt Kenney? I have CC'd Caroline at DPW (in relation to DPW and Historic issues) and would defer to Matt before we send to Davis, Eric and JD • This information will be necessary so we are able to determine design criteria. • Can these be purchased or fabricated & what will the funding or maintenance source be? BANNER ART (PROJECT #1) • The design process should have community involvement. We would like to ask the schools for involvement in addition to the community. We determined we would like the submissions to be only from residents of Columbus, students of Columbus or Columbus business owners. We would like to relay this information to the Art teachers, Jolene Schwoerer, Bonnie McDanniel, St Jerome’s and Zion Schools. • Communication to the community is essential: Methods of communication to the community is thru the commotion, newspapers, the city web site and facebook, the chamber of commerce web site and facebook, Cable channel news with Jesse and JT, Peachjar at school and flyers. • Will the concept on the banners change or not? We determined currently we would not change the basic concept but will move towards that in the future (seasonal). • We felt 4-6 different pieces of art could go on the banners. • There should be a theme or brand. How will we identify that? Suggestions are a Red Bud Tree, Historic Places or Cardinal. We are open to other suggestions. • We need to create a form or instructions with details and information related to criteria or specifics for the design or process. (Becky) • The committee should choose a variety of items from the submissions. • We feel there should be a banner and basket on every light pole. BIKE ART (PROJECT #2) • We feel that this is a project that should be commissioned to an artist or metal fabricator. • We also feel that whoever is working on the sculpture (library) or benches and trashcans should be involved to maintain the same concept or theme to represent our city. • Tree, Cardinal, Clocktower, Popcorn Wagon are all items we felt were representative of our city. These are just suggestions. • We feel there should be possibly up to 4 different designs of single bike poles with art. • We also think we need to have some larger bike racks and would need to place them with consideration of where the trashcans and benches go.  High School Partnership  Local Metal Fabricators for Garbage Cans  Consider locations Bike Racks and Garbage Cans  Bollard  Wave  Traditional Grid  Blue Circle = Bike Rack  Green Diamond = New Trash Cans  Red Diamond = Current Trash Cans  AGENDA ITEM Committee of the Whole Meeting date: September 4__ Council Meeting date: _______N/A_______ ITEM: Review and Discuss the CDBG Close Program Summary DETAILED DESCRIPTION OF SUBJECT MATTER: The Community Development Block Grant (CDBG) CLOSE program is a proposal from the Wisconsin Department of Administration (DOA) to Department of Housing and Urban Development (HUD). The purpose of the CDBG CLOSE program is to better utilize the CDBG funds throughout Wisconsin. The primary target for the CLOSE program is the CDBG Revolving Loan Fund (RLF) programs because there are a large number of inactive programs/funds. The CDA has reviewed the CDBG CLOSE summary at the 8-20-2018 Meeting. They moved this forward to the COW for review and discussion. For more information please see the CDBG CLOSE program summary in your packet. ACTION REQUESTED OF COUNCIL: Review and Discuss the CDBG Close Program Summary  CDBG CLOSE Program Summary Background Community Development Block Grant - CLOSE (CDBG-CLOSE) is designed to provide the necessary regulatory and financial flexibility for communities to address local needs while simultaneously addressing the U.S. Department of Housing and Urban Development’s (HUD) concerns regarding Revolving Loan Funds. The Department, in consultation with HUD, has determined that the best course of action is to liquidate the remaining funding and to ultimately close all Revolving Loan Funds (RLF). Under the CLOSE program, all locally held Economic Development Revolving Loan Funds as well as current Economic Development RLF accounts receivable will be held for communities to have non- competitive access to as grants for up to two (2) projects totaling the amount of their RLF Closeout Account. In addition, UGLG’s may submit an application for up to one (1) additional Planning project. Depending upon the RLF Closeout Account balance, some communities may be eligible to apply for more than two projects. Eligible Applicants Existing Units of General Local Government (UGLG) that hold a CDBG RLF-ED fund may apply for funding. The City of Columbus is a recipient of the CDBG RLF-ED program. Closeout Account Funds The amount available to a community in its RLF Closeout Account will be determined by taking the local Revolving Loan Fund bank balance and adding any current RLF accounts receivable. The City will have two options to consider for the CDBG CLOSE program. To calculate the CLOSE program total you the RLF Bank Balance and Current RLF Receivables. Please see the estimated Closeout totals below (totals as of July 31, 2018). • Option 1 - The City would turn over the RLF Bank Balance and write a check to DOA to purchase the receivables from the State. As the loans are paid back to the city the money is de- federalized, once the money is de-federalized the City spend the money as they see fit. RLF Bank Balance RLF Accounts Receivable CLOSEOUT Total $262,172.75 $157,335.27 $419,508.02 • Option 2 - The City would turn over the RLF Bank Balance and assign the receivables to the State. RLF Bank Balance RLF Accounts Receivable CLOSEOUT Total $262,172.75 Assigned to DOA $262,172.75 Page 1 of 3  CDBG CLOSE Program Summary Eligible Activities Eligible recipients may utilize their RLF Closeout grant award for the currently authorized programs as outlined in the State of Wisconsin 2015-2019 Consolidated Plan without the matching funds requirement. Please note that projects will need to meet 1. Public Facilities: $3,000,000 Project Limit These funds help support infrastructure and facility projects for communities. Examples of eligible projects include improvements, repairs, or expansions of streets, drainage systems, water and sewer systems, sidewalks, and community centers. 2. Housing Rehabilitation Conversion: Existing CDBG H Costs Apply The Wisconsin Community Development Block Grant (CDBG) program, administered by the Wisconsin Department of Administration, Division of Energy, Housing, and Community Resources (DEHCR), provides grants to general purpose units of local government for housing programs which principally benefit low to moderate income (LMI) households. These funds are primarily used for rehabilitation of housing units, homebuyer assistance, and small neighborhood public facility projects. 3. Economic Development projects: $3,000,000 Project Limit CDBG-ED grant funds are awarded to local governments to assist businesses to create or retain jobs for individuals with low and moderate incomes. Examples of eligible projects include: business loans to expand facilities or purchase equipment, specialized employee training, or business infrastructure projects. When funds from this program are repaid by the business to the local government, the funds are deposited into a Community Development Block Grant Revolving Loan Fund for Economic Development (CDBG-RLF-ED) to be loaned to other businesses. 4. Public Facilities for Economic Development projects: $3,000,000 Project Limit CDBG-PFED grant funds are awarded to local governments for public infrastructure projects that support business expansion or retention. Examples of eligible applications include: new or improved water & sewer service and streets that result in business expansion and job opportunities for low- and moderate-income individuals. 5. Planning projects: $75,000 Project Limit These grant funds support community efforts to address improving community opportunities and vitality. Examples of eligible projects include the development of comprehensive plans, community development plans, and small area and neighborhood plans. Grants are limited to projects that, if implemented, meet a CDBG National Objective. Page 2 of 3  CDBG CLOSE Program Summary In addition to the programs identified above, the RLF Closeout Account can be used for the following special purposes: 6. Broadband/high speed internet access for low and moderate income (LMI) residents. grant funds can be used by the Unit of General Local Government (UGLG) for public infrastructure projects to expand broadband internet access. Examples of eligible expenses include the purchase of materials and installation. $3,000,000 Project Limit 7. Mitigation measures specifically those that address natural hazard risks; must connect the mitigation development or action to address impacts on LMI residents. $3,000,000 Project Limit 8. Public services. $300,000 Project Limit For more information see: HUD Public Services The CDBG regulations allow the use of grant funds for a wide range of public service activities, including, but not limited to: Employment services (e.g., job training); Crime prevention and public safety; Child care; Health services; Substance abuse services (e.g., counseling and treatment); Fair housing counseling; Education programs; Energy conservation; Services for senior citizens; Services for homeless persons; Welfare services (excluding income payments); Down payment assistance (also refer to Chapter 4); and Recreational services. Time Frame • October 1, 2018 CDBG Close Program is officially adopted • October 1, 2020 – Within Two years of the CDBG CLOSE program adoption, any UGLG with CDBG RLF Accounts must complete the CDBG CLOSE application process. The UGLG can submit their CLOSE application to Wisconsin DOA any time within the 2 year window. • Within 2 years of the approval of the CDBG CLOSE application, the UGLG shall apply for an Eligible Activity for the CDBG CLOSE program. Page 3 of 3  AGENDA ITEM Committee of the Whole Meeting date: September 4__ Council Meeting date: ______N/A___________ ITEM: _Review and discuss Draft Proposal for a Façade Improvement Program DETAILED DESCRIPTION OF SUBJECT MATTER: The CDA has reviewed a draft proposal for a Façade Improvement Program. The program is intended to assist commercial property owners by providing a low interest loan program to make façade improvements. The CDA recommended at the 8/20/2018 meeting to move this forward to the COW for review and discussion. For more information please the Columbus Façade Improvement Program outline in your packet. ACTION REQUESTED OF COUNCIL: Review and discuss Draft Proposal for a Façade Improvement Program  Columbus Façade Improvement Program Background Providing tools to encourage property owners to renovate and restore their property was a goal identified in the Columbus Comprehensive Plan 2020, which was adopted in 2003. Since that plan was adopted, revitalization of downtown Columbus has remained a priority for the City of Columbus. The Columbus Historic Commercial District was listed on the National Register of Historic Places on March 5, 1992. The designation on the national register is advantageous because most properties in the downtown area are eligible for Federal and State Historic Tax Credits. The development of a Façade Improvement Program, partnered with the Historic Tax Credits, will provide the means to spur downtown investment. The Façade Improvement Program will also assist businesses outside of the downtown district by providing low-interest loans. Purpose the Façade Improvement Program • Preserve and enhance the Columbus Downtown Historic District • Provide means for businesses and property owners to enhance the appearance of their property Eligible Properties • Any Commercial Property within the City of Columbus. The use of funds will be targeted for areas zoned CBD-1, B-2 and B-3. • The proposed Façade Improvements must be visible from the public right of way. Downtown Historic District Standards • The HLPC will review all projects within the Columbus Downtown Historic District. Eligible Activities • Repair/replacement of the original building’s materials and decorative details. • Cleaning of exterior building surfaces. • Tuck pointing and masonry repair. • Painting of exterior building surfaces (In downtown that is limited to re-painting brick buildings that have already been painted.) • Repair/replacement or addition of entrances, doors, display windows, transoms, or windows. • Removal, repair/replacement of existing signs and awnings. • New signage and awnings. • Permanent exterior lighting. • Other activities as designated by the Community Development Authority. Page 1 of 7 Draft 8/10/2018  Columbus Façade Improvement Program Ineligible Activities • In Kind Labor Costs • Interior improvements. • Purchase of property. • Construction of a new building. • Fixtures and equipment. • Removal without replacement of architecturally significant features and design elements. • Correction of code violations. • Any roof repair or replacements. • Other activities as designated by the Community Development Authority Terms • Loans from $5,000 to $20,000 • Applicant required to leverage $1 of private investment for every $1 of public money borrowed. Improvements to building interiors that are eligible for Historic Tax Credits shall be considered leveraged funds. • Applicant is required to contribute a minimum of 10% of the total project. • Maximum of 5 Year Term • Interest Rate: 2% • A promissory note shall be executed by and between the City and the borrower to detail the terms of the loan. • The City requires a mortgage on the real estate and a personal guarantee from the applicant to secure the loan. Program Requirements 1. Applicants must include detailed drawings and specifications with application. A drawings and or design plan must be submitted. The CDA may require drawings to be submitted by an architect. The plans must include: a. Detailed site plan using adequate scale to be easily and clearly understood. Ideally, said plan shall be drawn to a minimum scale of 1”= 100’. b. Elevations of any façade proposed to be altered, ideally drawn to scale at least 1/8”=1’; each elevation drawing should include notations of proposed materials, color, finishes and details. The drawing should clearly show proposed signage (if any). Perspective renderings of the proposed project and / or photos of similar structures may be submitted, but not in lieu of adequate drawings showing the actual intended appearance of the buildings. c. Current condition photos to provide adequate “before and after” shots. d. Construction / reconstruction time schedule, noting start and completion date. Page 2 of 7 Draft 8/10/2018  Columbus Façade Improvement Program 2. Applicants MUST submit at least two (2) contractor proposals. The CDA-approved contractor proposal must be used for completion of the project. Any change in contractor does require additional approval by the City. Proposals must include a contractor’s certificate of liability insurance. The CDA retains the right to request additional proposals. 3. No funding will be provided for purchased materials or labor provided personally by the applicant or any other party besides the contractor approved to complete the work. 4. Applicants must take out the appropriate building or sign permits. 5. Projects must commence and be diligently pursued to completion within six (6) months of the approval date, with project completion within (1) year of approval. 6. Minor changes to the project will require submittal and approval by city staff. Significant project changes, as determined by city staff, will require approval of the CDA. 7. The CDA reserves the right to cancel any loan agreement if conditions of the program guidelines and agreement are not met in any way, shape or form. 8. Applicants shall provide a Certificate of Insurance with their application showing proof of property insurance. Buy Local Applicants are strongly encouraged to use local contractors to complete all tasks associated with their renovation. Using local contractors will help garner support for this program and help boost our local economy. Page 3 of 7 Draft 8/10/2018  Columbus Façade Improvement Program Recent Examples Frey Carriage Company Show Room 152 W James. Project won an award from WEDC in 2003. BEFORE AFTER Page 4 of 7 Draft 8/10/2018  Columbus Façade Improvement Program Redbud Homes 154 N Dickason Blvd BEFORE Rendering CURRENT Page 5 of 7 Draft 8/10/2018  Columbus Façade Improvement Program WEDC Renderings WEDC provided staff with renderings of properties in downtown. These renderings are included for informational purposes only and there is not an active proposal for any of these properties. Page 6 of 7 Draft 8/10/2018  Columbus Façade Improvement Program Next Steps 1. CDA and Council Approval of Guidelines a. Development of Application form 2. Council Approval of Funding for Program (See Funding Options below) 3. Market the Loan funds to commercial property owners a. Meet and Greet Property Owners/Building Owners b. Develop Brochure c. Post on City Website, Facebook, Etc. d. Local Press Release Funding Options 1. The City of Columbus would designate a minimum of $20,000 for façade improvement loans. The allocation of this money would be a one-time set aside. 2. The City of Columbus would designate $10,000 for façade improvement loans. The allocation of this money would be $10,000 per year over a 2 year period. 3. The City of Columbus could designate the downtown area as a TIF district for Rehabilitation/Conservation. The City could use the TIF funds to create a Façade grant program within the TIF District. 4. The City of Columbus could designate funds each year for a façade grant program. Approval Process 1. Application is submitted form is submitted to the Director of Planning and Development. When a complete application is received it will be considered at next CDA meeting. The CDA is scheduled to meet in the 1st Monday of the month at 6:00PM. The CDA would make a recommendation to the Common Council. 2. If a Historic Property, The HLPC will review the application to provide a certificate of appropriateness. The HLPC meets on the 2nd Wednesday of each month. 3. Columbus Common Council would review and approve application and set the terms of the loan. 4. Loan Closing Page 7 of 7 Draft 8/10/2018  2018 AGENDA ITEM Committee of the Whole Meeting date: __September 4, 2018 ______ Council Meeting date: _____TBD ______ ITEM: _ Clock Tower Care & Maintenance DETAILED DESCRIPTION OF SUBJECT MATTER: When I first started in my position with the City in 2013, it was explained to me that over the years, the City has had a local individual assist with keeping the clock in the City Hall clock tower working properly. Tom Maier took care of the clock when I was there, and he told me that he learned about the mechanics and maintenance needs from another gentleman, whose last name was Tiedt but I cannot remember his first name. Either way Tom treated the clock with much care until his passing in early 2017. When I first worked with Tom, the understanding between he and the City on the work he was to do was in my opinion rather loose. Over the next few years we worked together on an arrangement to where Tom would document the time he worked on the clock and provide a proof of insurance. Tom was compensated for his work as well. Since Tom left us, DPW took over the duties, but even before that, I had a few conversations with another local citizen who said he would like to learn more about the clock and had a true sense of care for it. John Salzwedel, a local craftsman and individual who has put in considerable efforts into the history of Columbus through his work on the HLPC and via his efforts to restore homes in the City. John would like to work with the City and be the person who is the caretaker of the Clock Tower. I have no concerns with his know-how or desire to keep it in the best shape possible. However, before moving forward I want to proceed more carefully than I understand was done in the past. I have told John we would need to have a proof of insurance for him and likely work via a contractor-type arrangement. He understands that. I would view this arrangement as similar to our local contractors that handle plumbing or HVAC issues with the City. As such, technically we should be seeking other bids for the work. Have done research in the past on the maintenance of historic clock towers, I could not find any suitable entities that would provide that service. As such, I would propose that I work with John on an agreement that would provide protection for him and the City going forward, but wanted your input first. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: Consideration of Clock Tower Clock care and maintenance.