Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE MONDAY, APRIL 1, 2019 – 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 a. DPW Report Feb 2019 6. Committee Minutes a. HLPC – 03/14/19 b. Library Board – 02/19/19 7. "Class A" Alcohol License Premises Description Change – Columbus Pick N Save 8. Consider Resolution #7-19: A Resolution Authorizing City of Columbus, Wisconsin Revenue Bonds, Series 2019 (Columbus Community Hospital, Inc. Project) 9. Review CDBG-Close Issue 10. Downtown Beautification Update 11. Pavilion Projects Update 12. Discuss Landscape Recycling Center Project 13. Review and discuss plan to accept appliances at DPW/Recycling Center for 2019 14. Review City Organizational Chart 15. Review list of proposed disposable assets from the Senior Center 14 Review agreement for Wastewater Treatment Hauling from the WWTP 15 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) 16. Adjourn Columbus Historic Landmarks and Preservation Commission Monthly Meeting, Community Center Building, 5:00 PM Date: March 14 , 2019 Attendees: Beth Altschwager Retta Kurth John Salzwedel Carolyn Fredericks Ruth Hermanson Eric Lukasavitz Guests: Matt McCabe, Ed Johnson, Andrew Gilles 1. Call meeting to order 2. Properly posted meeting 3. Approve Agenda of March 14, 2019 Meeting with additions “Other”: Motion: Kurth, Second: Altschwager, Motion carried 4. Approve Minutes of February 13, 2019: Motion: Lukasavitz Second: Salzwedel Motion carried 5. Treasurer Report-Attached: Motion: Salzwedel, Second: Kurth, Motion carried. 6. CHLPC City budget summary: Not available 7. Old Business: A. 2019 Calendars: Calendars still available for sale. B. Don Peachey Concert - April 7, 2019: 1) Car Show: Left as open ended; weather permitting, no judging/trophy/ all makes/models welcome. 2) Food and beverage vendors: Beer: Cercis; Food: James St. Pizza, Marine Corp, and popcorn. $20 food vendor (exception made for popcorn) and $50 beer vendor contracts to be signed. 3) Picnic license ($40) & insurance with CDDC: Lukasavitz made a motion to pay the $40 fee to the City to cover all 4 venues. Hermanson seconded it. Motion carried. Hermanson made a motion not to exceed $400 to cover additional insurance for alcohol sales through CDDC. Salzwedel seconded it. Motion carried. 4) Rescind motion from last meeting on donation: Salzwedel made a motion to rescind the motion to donate $200 to the Chamber. Kurth seconded it. Motion carried.  5) Advertising: Posters donated by Hermanson were released for distribution. 6) Set-up & Clean-up: Commissioners will meet on Saturday, 10 am April 6 for set-up. Fredericks will check on table coverings. Clean-up will follow. C. Summer Concert Series – June 27, July 25, & August 22: 1) Bands – booked! Thanks to Altschwager, Lukasavitz, & Fredericks. 2) Vendors – contracts: Fredericks will contract with vendors. 3) Sponsorship email letters – I will get updated, proof-read, & work with Eric on letterhead: Fredericks will get to Lukasavitz by the weekend. Deadline for returns April 26 (final submissions May 27). 4) Advertising – banners, posters, cards, and 4th of July ad: Lukasavitz will work with Chris P. from StickersBanners. Altschwager made a motion to purchase a $120 ad for the 4th of July booklet. Hermanson seconded it. Motion carried. Lukasavitz will create the ad using the CHLPC logo. 5) Volunteer for newspaper articles: Kurth will work with Ulrich. D. CHLPC logo/branding – marketing: Lukasavitz project. E. Look at dates to meet with Historical Society – conversation with Their next meeting on March 12: Set for Friday, March 29 @ 4:30 pm. F. Update nameplates – Beth & Carolyn-date on calendar: TBD G CHLPC garden – marker for Alice – verbiage & ordering: Kurth & Ulrich will work on it. 8, New Business: A. Bills: None . B. Jan home April 23 & new book: Welcome back! C. Other: 1) Rental Contract and Deposit: Salzwedel made a motion to put down the $200 security deposit to the City for the 4 summer events. Hermanson seconded it. Motion carried. 2) Certificate of Appropriateness: Partners Dance Studio submitted an application for approval. Salzwedel made a motion to accept it. Hermanson seconded it. Motion carried.  3) WAHPC 2019 State Conference: Information distributed. 4) Recognition Plaque: The Tourism Committee will be recognized as donor. 5) Bid for floor repairs: H/H scheduled to do repairs May 13-21. Agreement to be verified and signed by Thom & VanderSanden. Hermanson will contact Mark Crary for a bid on specific repairs. 9. Council Liaison Report: Theilen absent. 10. Adjourn: Kurth made a motion to adjourn, Salzwedel seconded it. Motion carried. Meeting adjourned at 8:00 pm. Respectfully Submitted, Retta Kurth, Sec.  Columbus Public Library Library Board Meeting Tuesday February 19, 2019 Phyllis Luchsinger Callahan Meeting Room Peter Kaland called meeting to order at 5:00 PM. Present: Trina Reid, Sara Sample, Sharon Egan, Sue Salter, Jim Schieble, Deb Haeffner, Merry Anderson, Cindy Fesemyer. Nora Vieau was absent, excused. Adoption of the Agenda: Jim moved and Sara seconded that the agenda be adopted as presented. Motion Carried Board Minutes: Jim moved and Sue seconded that the Minutes of January 15, 2019 be adopted as presented, with correction to Friends of the Library report. Motion carried. Financial Secretary’s Report:  F&M CDARS balance is $34,358.18.  F&M checking balance is $8848.95.  F&M saving balance is $7496.42  The SCLS Foundation Fund balance is $290,756.73. . Approval of Bills: Sara moved and Sharon seconded a motion to approval payment of bills in the amount of $30,507.51. Motion carried. 2018 Budget: Very close to being finalized. See packet for full report. 2109 Budget: See packet for report. Director’s Report:  See report in packet for general information, statistics, fines and fees, lost materials and, circulations by municipalities, and e-marketing analysis. President’s report: None Friends of the Library Report: Sue reported that officers were elected at their last meeting. Book sales are going well. Correspondence: None Committee Reports:  Policy: None  Personnel: Sue reported that the committee met recently to discuss evaluations, job descriptions and the fundamental duties of the Personnel Committee. She presented a draft of a Personnel Committee Description to be considered for the Bylaws. Comments were given and recorded. The committee will edit draft and will disseminate electronically to Board members, for possible action at the April meeting. 1   Buildings and Grounds: None. Unfinished business:  Bylaws Review: See packet for draft proposal. Board members made suggestions, which were recorded. Pete will edit draft. It will then be disseminated electronically to Board members for possible action at April meeting. New Business:  Annual Report: Cindy shared report with Board members. See packet. Sharon moved that Pete sign to accept report as presented with additions of “SCLS has been a wonderful and very supportive partner.” Sara seconded. Motion passed.  Circulation Review Policy: See packet for current policy. Cindy requested that an ad hoc committee be formed to look at various items. Pete and Deb volunteered to be on that committee. Adjournment: Jim moved and Deb seconded to adjourn at 6:32. Motion carried. Next scheduled board meeting: March 19, 2019. Sharon Egan Columbus Public Library Board Secretary Columbus Public Library February 2019 Report (Distributed at March 19, 2019 library board meeting) DIRECTOR’S REPORT PLANNING -As I write this, we’re gearing up for the big Community Potluck and City Planning event at the Pavilion. Hopefully you were there to share your opinions. -Please take the community planning survey TODAY, if you haven’t already: https://www.surveymonkey.com/r/Columbus2050 -Our building run-through with MSA Consulting went well. Carter and I toured both the library and the Annex and I shared our Space Needs Worksheet from the library’s 2015-2019 Strategic Plan. Turns out we need more space.  MARKETING -We began marketing programs in the Fall River Newsletter, The Pirate Press, and will continue to do so monthly. PROGRAMS 2 -The teen lock in and Manga Making program drew in a different group of teens than we’ve seen before, with teens from St. Jerome’s and Beaver Dam in attendance. We had 13 teens locked in at the library! -Our March afterschool club STEAM Power had local kiddos building and programming robots (photo). The Columbus Public Library is all in for helping teach Science, Technology, Engineering, Art, and Math programs. -Our newest staff member, Catherine Walters Brick, continues creating wonderful programs for area adults. She singlehandedly created our two part series: Get To Work that helps people entering or re-entering the work force get their application materials polished up for 21st Century employment. Her latest idea is to bring book clubs to senior living locations. She’s starting with the Larson House. -The Summer Reading Program, A Universe of Stories, will be out of this world for 2019. We’re nearly done planning our 10 week program that promotes youth and adult reading throughout summer months. This program helps kids prevent summer slide—falling back in reading skills over the long summer vacation—and keeps adults turning those pages. STAFF -Many thanks to Heather for joining the Circulation Policy Ad Hoc Committee. We couldn’t do a go revision without her knowledge of the daily goings-on at the circ desk. -I am pleased to be implementing a 4-part community engagement curriculum for Columbia County Directors. It’s based on the program created for the staff of the Free Library of Philadelphia, for which I sat on the advisory council. -I’ll be in Calgary for the next PLA Board meeting, out April 6-9. -I continue working with the Personnel Committee, currently working on revising my job description. MATERIALS -The Children’s Nonfiction section just got a fresh batch of series books, covering topics from math to planets, Minecraft to Anne Frank and the new display containing these books has circulated much more than any display in recent memory. (“Read About It” display near the children’s desk). Thanks for your efforts, Meg! -Weeding our collection is an ongoing effort. Sue’s next target is the CD bins. Things are getting pretty tight up in there. BUILDINGS -The heat in the upper level of the Annex went on the fritz a few days in early March. With a new circuit board installed on the furnace, we should be good to go. Thanks to our local artists who put up with chilly studios for a weekend. 3 MEETING/CONTINUING EDUCATION SUMMARY REPORTS MEETINGS -Rotary -City Department Head meetings -Columbus Literacy Council -Road Map to 2050 meetings -Columbia County Library Board -SCLS Admin Council -Library Board 2019 GOALS legend Columbus Road Map 2050 Library Strategic Plan New personnel evaluation system Respectfully submitted by Cindy Fesemyer 4  2019 AGENDA ITEM Committee of the Whole Meeting date: __ April 1, 2019 ______ Council Meeting date: ____April 16, 2019 ITEM: _ Res 7-19: Final Resolution Authorizing Bonding for the Columbus Community Hospital Project DETAILED DESCRIPTION OF SUBJECT MATTER: Following the Council’s approval of the initial resolution (Res 5-19) on March 5th, which granted initial approval to Columbus Community Hospital to utilize $10million of the City’s tax-exempt bonding authority, we move onto the next step, which is to review and potentially approve the final authorizing resolution, which is attached for you as Resolution 7-19. Along with the resolution document, I have included again the timetable for the borrowing to remind you of the process for the borrowing. The extension of the tax-exempt bonding does have minor impact on the City’s ability to bond this year if need be. At this time there are no plans for any bonding for the City. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Final Resolution and bonding timetable. ACTION REQUESTED OF COUNCIL: Consider and review Resolution  RESOLUTION 7-19 RESOLUTION AUTHORIZING CITY OF COLUMBUS, WISCONSIN REVENUE BONDS, SERIES 2019 (COLUMBUS COMMUNITY HOSPITAL, INC. PROJECT) (THE “BONDS”) WHEREAS, in a resolution adopted March 5, 2019 (the “Initial Resolution”) by the City Council of the City of Columbus, Wisconsin (the “City Council”), the City of Columbus, Wisconsin (herein referred to as the “City” or “Issuer”) expressed its intent, and authorized and directed its officers, to consummate a financing pursuant to which the City would issue bonds, pursuant to Section 66.1103, Wisconsin Statutes, as amended (the “Act”), in an amount not to exceed $10,000,000 to finance, on behalf of Columbus Community Hospital, Inc., a Wisconsin nonstock corporation (the “Borrower”) costs associated with the acquisition, construction, renovation, remodeling, furnishing, equipping and expanding of the Borrower’s hospital facilities located in the City (collectively, the “Project”); and WHEREAS, the Project is and will be owned and operated by the Borrower and is located on the Borrower’s hospital campus at 1515 Park Avenue, Columbus, Wisconsin; WHEREAS, the Borrower has agreed that the Bonds will be issued in an aggregate principal amount of $10,000,000; WHEREAS, a public hearing concerning the issuance of the Bonds and the financing of the Project and certain issuance costs related to the Bonds has been held by this City Council; WHEREAS, notice of such hearing, in the form attached hereto as Exhibit A (the “Notice”) which is incorporated herein, was published in the City’s official newspaper, which is a newspaper of general circulation throughout the City, at least 7 days prior to the date of such public hearing; WHEREAS, the Borrower has commenced the construction, installation and equipping of the Project and the payment of related costs, has entered into negotiations for the sale of the Bonds to be so issued and has caused to be herewith submitted to the City Council forms of the following documents: (a) Bond Indenture and Loan Agreement among the Issuer, the Borrower and Associated Bank, N.A. (the “Purchaser”) related to the Bonds (the “Indenture”), pursuant to which the Issuer will agree to loan the proceeds of the Bonds to the Borrower to finance the Project and related costs, including without limitation certain issuance costs related to the Bonds, and pursuant to which the Issuer agrees to issue the Bonds and the Purchaser agrees to purchase the Bonds; (b) Tax Exemption Certificate and Agreement among the Issuer, the Purchaser and the Borrower (the “Tax Agreement”); QB\56631677.1  WHEREAS, the issuance of the Bonds by the Issuer and the pledge of the revenues to the Purchaser under the Indenture, as herein recited and provided, in the judgment of the City Council, will serve the intended accomplishments and in all respects conform to the provisions and requirements of the Act; WHEREAS, the Borrower has made representations to the Issuer, supported by appropriate documentation, that the estimated cost of the Project, together with related costs, including without limitation issuance costs related to the Bonds, is an amount which will be greater than $10,000,000; WHEREAS, pursuant to the Act, the Issuer may finance hospital facilities; and WHEREAS, the Borrower has represented that it will enter into the Indenture with respect to the Project as described above, issue its Promissory Note, Series 2019 pursuant to which the Borrower agrees to pay to the Issuer funds sufficient for the Issuer to pay the principal of, premium, if any, and interest on the Bonds (the “Note”), pay or provide for the payment of all expenses with respect to the Project and the Bonds, and comply with all the terms and provisions of the Note and the Indenture so that the full debt service will be provided in order to meet payments of principal of, premium, if any, and interest on the Bonds, and the Borrower has acknowledged and agreed that its representations have been expressly relied upon by the Issuer in the adoption of this Resolution. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL, THAT: 1. Determination. Based on the representations hereinbefore described, the City Council hereby finds and determines that: (a) the estimated cost of the Project, as more particularly defined in the Indenture, including all costs in connection therewith permitted to be financed with the Bonds under the Act, including without limitation issuance costs related to the Bonds, is greater than $10,000,000; (b) the payments to be made in each year as specified in the Indenture are sufficient to pay the principal of, premium, if any, and interest on the Bonds; (c) no reserve fund need be established in connection with the retirement of the Bonds or maintenance of the Project; (d) the Borrower is obligated to cause the Project to be adequately insured as specified in the Indenture; and (e) all conditions set forth in the Initial Resolution have been satisfactorily met. 2. Issue of Bonds. The Issuer shall issue its Bonds in the aggregate principal amount of Ten Million Dollars ($10,000,000) for the purpose of financing the Project and other authorized costs, including without limitation issuance costs related to the Bonds and interest on the Bonds. The Bonds shall be sold in accordance with the terms and conditions set forth in the -2- QB\56631677.1 Indenture and Section 6 of this Resolution. The Bonds shall be issued pursuant to the Act. The Bonds shall be designated, dated, in the form, and have the maturities and bear interest as provided in the Indenture. All details pertaining to the Bonds as provided in the Indenture are hereby adopted as and for the details approved by the City Council. The Bonds shall not be an obligation or indebtedness of the Issuer within the meaning of any State constitutional provision or statutory limitation and shall not constitute nor give rise to a pecuniary liability of the Issuer or its officers or a charge against its general credit or taxing powers. The Bonds shall be payable solely from the payments and other revenues that may be available therefor from the Indenture and the Note or in the event of default thereon as otherwise provided herein or in the Indenture and permitted by law, and in no event shall the Bonds or the interest thereon or any other costs or expenses in connection therewith or with the Project ever be payable from any funds of the Issuer other than the payments and other revenues to be received by the Issuer under the Indenture and the Note. The payments when paid by or on behalf of the Borrower pursuant to the Indenture and the Note shall be paid directly to the Purchaser or, if applicable, directly to the Bondholder for the account of the Issuer so long as any of the Bonds shall be outstanding and unpaid. The Bonds shall be executed on behalf of the Issuer by its Mayor and City Clerk or their authorized deputies in their absence, and shall have its corporate seal impressed or imprinted thereon. Facsimile signatures and seals may be used as permitted by law. 3. Approval and Execution of Documents. Subject to such changes or revisions therein as Quarles & Brady LLP as Bond Counsel (“Bond Counsel”) and Issuer’s Counsel may approve the Indenture and the Tax Agreement, in substantially their respective forms presented to this meeting, are hereby approved. The Mayor and the City Clerk, or any of their authorized deputies if necessary, are authorized on behalf of the Issuer to execute and deliver such Indenture and the Tax Agreement with such revisions, changes or deletions as may be approved by the signatories thereto, which approval shall be conclusively proved by their execution of such documents. Said Mayor and City Clerk and their authorized deputies and other officials of the Issuer are hereby authorized to prepare or to have prepared and to execute, file and deliver, as appropriate, all such documents, certificates, assignment of the Note, financing statements, assignments of collateral documents, opinions, certificates, assignments, affidavits, Form 8038 and such other filings required in connection with the Bonds, and closing or post-closing instruments (including but not limited to amendments of the Indenture as requested by the applicable Bondholder or deemed necessary by said officials or as may be required in connection with the issuance of any security for the Bonds as provided in the Indenture. In the event that the Mayor or City Clerk shall be unable by reason of death, disability, absence or vacancy of office to perform in a timely fashion any of the duties specified herein such duties shall be performed by the officer or official succeeding to such duties in accordance with law. 4. Interest Rate Reset Periods and Interest Rates. This City Council hereby approves the interest rates for the Bonds and any additional interest rate reset periods from time to time in effect in accordance with the terms of the Indenture. The Mayor and the City Clerk and their authorized deputies in their absence are hereby authorized and directed for and in the name of the City to do any and all things and to execute and deliver any and all documents which they may deem necessary or advisable in order to consummate any change in interest rates or reset of interest rate periods as set forth in the Indenture, including without limitation documents in -3- QB\56631677.1 connection with any reoffering or remarketing of the Bonds as provided in the Indenture and all agreements, certificates, bond purchase agreements and related agreements related to any change in interest rate periods or interest rate reset periods or interest rates for the Bonds as provided in the Indenture, and any and all documents necessary or advisable to ensure that interest on the Bonds is excluded from gross income for federal income tax purposes. 5. Certain Indenture Provisions and Security. The Bonds shall be secured as provided in the Indenture. The Indenture provides that: (a) The maintenance and repair costs of the Project, taxes in connection therewith, and other charges and insurance with respect to the Project will be taken out, assumed and paid by the Borrower. The Issuer has no obligation with respect thereto. The proceeds of any recovery under the foregoing insurance policies shall be used and disposed of in the manner provided in the Indenture to the extent provided for therein. (b) The Borrower shall arrange for payments to be made pursuant to the Note and the Indenture directly to the Purchaser and for the account of the Issuer, in the amounts sufficient for payment when due of the principal of, premium, if any, and interest on the Bonds. 6. Award of Bonds The Borrower has negotiated for the sale of the Bonds to Associated Bank, N.A., the Purchaser set forth in the Indenture at a price equal to 100% of the principal amount of the Bonds plus the fee set forth in a Credit Agreement between the Borrower and the Purchaser. Given the purposes of the financing and the involvement of the Issuer therewith, it is the determination of this body that the Bonds shall be hereby sold to the Purchaser at such price. 7. Covenants Binding Upon Issuer. All covenants, stipulations, obligations and agreements of the Issuer contained in this Resolution and in the Bonds and the Indenture shall be deemed to be the covenants, stipulations, obligations and agreements of the Issuer to the full extent authorized or permitted by law, and such covenants, stipulations, obligations and agreements shall be binding upon the Issuer and its successors from time to time and upon any body to which any powers or duties affecting such covenants, stipulations, obligations and agreements shall be transferred by or in accordance with law. Except as otherwise provided in this Resolution, all rights, powers and privileges conferred and duties and liabilities imposed upon the Issuer or the officers thereof by the provisions of this Resolution, the Bonds or the Indenture shall be exercised or performed by the Issuer or by such officers, board or body as may be required by law to exercise such powers and to perform such duties. No covenant, stipulation, obligation or agreement herein contained or contained in the Bonds or the Indenture shall be deemed to be a covenant, stipulation, obligation or agreement of any officer, agent or employee of the Issuer or of the City Council in his or her individual capacity and neither the members of the City Council nor any officer executing the Bonds nor any other officer or employee of the Issuer shall be liable personally on the Bonds or be subject to any personal liability or accountability for any act or omission related to the authorization or issuance thereof. -4- QB\56631677.1  8. Qualified Tax-Exempt Obligations. The City hereby designates the Bonds as “qualified tax-exempt obligations” within the meaning of Section 265(b)(3)(B) of the Code. The aggregate amount of “tax-exempt obligations” issued in calendar year 2019 for which the City or a subordinate entity of the City is the issuer pursuant to Section 265(b)(3)(G)(ii) of the Code is not reasonably expected to exceed $10,000,000. The City agrees that it will not designate more than $10,000,000 of obligations as “qualified tax-exempt obligations” in calendar year 2019. 9. Persons Responsible for Issuing the Bonds. The Mayor and the City Clerk and their authorized deputies are hereby designated as the officers responsible for issuing the Bonds within the meaning of the Income Tax Regulations for the Internal Revenue Code of 1986, as amended (the “Code”). 10. Approval. This Resolution is our approval as required by Section 147(f) of the Code and the regulations thereunder. This Resolution was adopted after a public hearing was held pursuant to reasonable public notice. The Project and the location of the Project, the maximum aggregate face amount of the Bonds and the initial owner and operator of the Project will be as described in the attached Notice. Adopted: April 16, 2019. City Clerk Approved: April 16, 2019. Mayor -5- QB\56631677.1  EXHIBIT A [See Attached] QB\56631677.1  Columbus Community Hospital Project Financing Timeline March 28, 2019 Organizational conference call @ 9:00 (CST) X Thursday February 7, 2019 ALL Borrower Board Meeting approving Bond Financing X Thursday February 7, 2019 CCH Bond Counsel distributes Initial Resolution, Waiver Resolution and X Thursday February 14, 2019 Q&B related Notices Committee of the Whole of the Issuer meets to consider / advance X Tuesday February 19, 2019 Issuer (Committee of Initial Resolution, Waiver Resolution the Whole) Bond Counsel and Bank Counsel distribute first draft of documents X Wednesday February 20, 2019 Q&B, HB Comments on first drafts of Bond Documents and Bank Documents X Wednesday February 27, 2019 ALL due Second Conference call @ 11:00 am (CST). 1-855-604-8758; X Thursday February 28, 2019 ALL 119-212-283 Issuer meets to consider / approve Initial Resolution, Waiver X Tuesday March 5, 2019 Issuer (City Counsel) Resolution Bond Counsel, Bank Counsel, distribute second draft of documents X Wednesday March 6, 2019 Q&B, HB Issuer provides minutes of March 5th meeting to publisher X Wednesday March 6, 2019 Issuer (City Clerk) Minutes of March 5th meeting published in local paper (must be 30 X Saturday March 9, 2019 N/A days prior to Closing) Third Conference call @ 2:00 pm (CST). 1-855-604-8758; X Thursday March 14, 2019 ALL 119-212-283 Bond Counsel delivers Notice of Intent to Obtain Municipal Revenue X Tuesday March 19, 2019 Q&B Bond to WEDC Comments on revised drafts of Bond Documents and Bank Wednesday March 27, 2019 ALL Documents due Fourth Conference call @ 11:00 am (CST). 1-855-604-8758; Friday March 29, 2019 ALL 119-212-283 Bond Counsel, Bank Counsel, distribute third draft of documents Friday March 29, 2019 Q&B, HB Committee of the Whole of the Issuer considers/advances Final Monday April 1, 2019 Issuer (Committee of Resolution the Whole) QB\55734201.1 Publish TEFRA notice (at least 7 days prior to Issuer’s Second Tuesday April 2, 2019 Q&B Meeting) Fifth Conference call @ 11:00 am (CST). 1-855-604-8758; Thursday April 11, 2019 ALL 119-212-283 Bond counsel provides Issuer with Final Resolution and final Bond Friday April 12, 2019 Q&B documents Bond Counsel, Bank Counsel, distribute final documents Friday April 12, 2019 Q&B, HB Issuer holds TEFRA hearing - considers/approves Final Resolution Tuesday April 16, 2019 Issuer (City Counsel) and approves final Bond documents (“Second Meeting”) Pre-closing @ __ a.m. @ Quarles & Brady. Wednesday April 17, 2019 ALL Closing Thursday April 18, 2019 ALL Abbreviations Institution Role Issuer City of Columbus, Wisconsin Issuer CCH Columbus Community Hospital, Inc. Borrower Q&B Quarles & Brady LLP Bond and Issuers Counsel Q&B Quarles & Brady LLP Borrower’s Counsel AB Associated Bank Purchaser HB Husch Blackwell LLP Bank Counsel WF Wells Fargo Bank, N.A. Master Trustee QB\55734201.1  AGENDA ITEM Committee of the Whole Meeting date: March 20 and April 1 __ Council Meeting date: ______________ ITEM: Review and Consider CDA recommendation regarding the CDBG CLOSE program. DETAILED DESCRIPTION OF SUBJECT MATTER: Review and Consider CDA recommendation regarding the CDBG CLOSE program. 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. DOA 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. Communities that buy out all outstanding loans may apply for up to three (3) projects totaling the amount of their RLF Closeout Account. The CDA has been monitoring the CDBG CLOSE program to help determine the best course of action for Columbus. Enclosed with your packet is the summary that CDA reviewed at the March 4th meeting. The summary outlines both options that were offered by the CLOSE program. The summary also includes the 8 CDBG Activities that are eligible under the CLOSE program. The CDA has recommended that the City buy out the RLF receivables (option 1 in the summary) to complete the CDBG CLOSE program. The City would need to pay DOA $36,630.41 to buyout the RLF Receivables. The only loan outstanding is with Dubs Brewing LLC (Cercis). The preference at the 3-20 COW meeting was to move forward with option 1. After more discussion with Kim I would suggest funding the receivable buyout from the general reserve. The CDA reserve will give us better flexibility for budgeting purposes. Also the CDA could use reserve fund could be used to make loans when the revised loan program is approved. ACTION REQUESTED OF COUNCIL: Review and Consider CDA recommendation regarding the CDBG CLOSE program.  CDBG CLOSE Program Summary 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. The loan to Kestrel Ridge Golf Management was paid in full on 2-22-2019. • 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 (Cash on Hand) RLF Accounts Receivable CLOSEOUT Total Current (3-21-2019) $387,190.20 $36,275.58 $423,820.61 As of 12/31/2019 $391,959.20 $33,028.44 $424,987.64 As of 12/31/2020 $397,682.36 $28,544.82 $426,227.18 • Option 2 - The City would turn over the RLF Bank Balance and assign the receivables to the State. The Closeout total for option 2 would be equal to the Cash on hand column. Under this option the city would be required to service all loans until they are paid in full. RLF Bank Balance (Cash on Hand) RLF Accounts Receivable CLOSEOUT Total Current $387,190.20 Assigned to DOA $387,190.20 As of 12/31/2019 $391,959.20 Assigned to DOA $391,959.20 As of 12/31/2020 $397,682.36 Assigned to DOA $397,682.36  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.  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.  2019 AGENDA ITEM Committee of the Whole Meeting date: __ April 1, 2019 ______ ITEM: _ Downtown Beautification Update DETAILED DESCRIPTION OF SUBJECT MATTER: Matt Schreiber will be at the Council meeting to report on the last meeting of the Downtown Beautification Task Force and provide an update on the downtown banner contest/project. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL:  2019 AGENDA ITEM Committee of the Whole Meeting date: __ April 1 2019 ______ Council Meeting date: _____TBD____ ITEM: _ Landscape Recycling Center Project – updates DETAILED DESCRIPTION OF SUBJECT MATTER: We return the item related to the project to update the Columbus Landscape Recycling Center. The main question and concern raised at the last Council meeting was the proximity of proposed bunkers for various material drop-offs to the Crawfish River. I discussed this issue further with Interim DPW Director Dan Elsass and Crew Leader Jenny Schultz. The thought here was because the deposit areas that are closest to the river are reserved for heavier items (rock, heavy dirt and bulk wood) it would be harder for these materials to be taken away by a flood). The lighter items (grass clippings and lighter brush) would be situated further away. All of these items would be contained by the concrete barriers as proposed in the plan. During our most recent flooding event, the recycling center area did not see flooding. It did flood in 2008. I have asked Jenny Schultz to attend the Committee of the Whole meeting on Monday night for more in-depth discussion on the plan. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Concept plan ACTION REQUESTED OF COUNCIL: Further discussion on the Landscape Recycling Center project  2019 AGENDA ITEM Committee of the Whole Meeting date: __April 1, 2019 ______ Council Meeting date: ____TBD___ ITEM: _ Recycling of TV’s and Appliances DETAILED DESCRIPTION OF SUBJECT MATTER: I am hoping to have a discussion on the approach the City should take going forward relative to the collection of appliances and TV’s. In the past, these items have been collected and accepted (with a cost to City residents) at a couple of places – at the Public Works Department, and at the Recycling Center. The Recycling Center had been a collection point for these items going back a number of years, there was considerable dissatisfaction of how that process had taken place recently it terms of items being loosely left at the recycling center creating a mess. This prompted staff to look at about how much impact this was having relative to resources in having the items collected by our vendor or by having our DPW crew transport items to the Columbia County Recycling Facility. The Public Works dumpsters have been in place for a couple of years at the conclusion of the relationship we had with Badger Disposal for waste management. Badger had a very popular program for city residents to have unwanted items collected at curbside or to drop off in their former facility in Columbus. To try and continue that system, dumpster was placed at DPW for residents to drop off appliances at a $15 cost, or to have DPW collect items at curbside for $30. In order to avoid the mess and to create a workable program for the City, I have spoken to DPW about this process. One solution that we would like to propose is instead of having a continuous and unrestricted program to which items can be collected, that we contain the opportunities for residents to rid of these items at regulated and select times of the year. We would set up the opportunity for this 3 times during the year at the Recycling Center, and residents wishing to dispose of TV and appliances can bring them for disposal provided they pre-pay for the item ($30) and bring it during those designated periods (May 18th, July 20th and October 19th). That way we would see more manageable amounts of items to process instead of a constant collection all season long. The 2019 Arbor Day Event (April 27th) will also provide the electronics recycling opportunity for residents, as well as the first of two curbside “clean ups” in conjunction with Columbia County Solid Waste. In the past, we have had collection on items with varying costs, I am hoping we can discuss a way to keep disposal costs for residents consistent through all these potential events. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: DPW Analysis ACTION REQUESTED OF COUNCIL: Consider approaches to appliance collection in Columbus Recycling Center: Analysis of Potential New Revenues & Expenses from Adding Appliance and TV drop-off for 3 Saturdays in 2019 Background on Bulk Appliance Disposal Changes: There are two major changes in the way bulk appliance and TV items will be collected by the City and the amount citizens will be charged for the collections. Starting in May of this year, after Arbor Day on April 27, the Public Works Facility on School Street will no longer be accepting these items as an option. All such items can only be dropped-off at dumpsters at the Landscape Recycling Center on N3642 River Road and there, only on three Saturdays throughout the year from 8:00 AM to 3:00 PM (May 18, July 20, and October 19). Residents who wish to dispose of items more frequently will need to take them to the Columbia County Recycling Center. The second major change pertains to the dollar disposal fee that residents must pay in advance at either DPW office or at City Hall to buy a pre-paid tag to place on the item before it will be accepted at the City Recycling Center. The old fee was $15 per item, except for items with Freon which were $30. The new tag fee will now go to $30 for each item. This increase is necessary to pay rising Columbia County hauling and processing fees as outlined below. Known Increases in Operational Expenses:  Rental & delivery of a 30 yard dumpster from Columbia County for a Saturday. $125 per delivery x 3 = $375  300 prepaid stickers for appliances & TVs = $194  Estimated charges from Columbia County on the contents collected $600 x 3 Saturdays = $1,800  Wages for additional employee to be there on the 3 collection dates to monitor items are tagged and legal before they are unloaded at the dumpster. Seasonal wages @ $11.49 per hour x 7 hours X 3 Saturdays. $80.43 x 3 = $241.29 Note: there may be some additional time needed on Monday morning by DPW staff using an endloader or toolcat to load all items in the dumpster before the afternoon pick up by Columbia County personnel. Assumed Increases in Revenue:  Most appliances manufactured in the last twenty years do not contain Freon, so the vast majority of those being disposed will require a $30, pre-paid sticker, or double the $15 tag fee for each item charged in 2018.  With all appliance disposal shifting to a better monitored recycling site, the City should have more items being legally pre-paid than currently exists at the largely unmonitored Public Works facility dumpster  Scrap Iron and metal prices were already anticipated to rise about 10% this year Summary: Additional costs upfront for this program may be near $2,600. The $30 prepaid fee to residents should offset these costs, with the collection of 87 or more appliances or TVs throughout the season. Washers, dryers, dishwashers, hot water heaters, and stoves are disposed of in the metal dumpster, so we will be paid for the metal on those items as well. DPW will keep track of all appliances and TVs brought in on those 3 Saturdays with a tally sheet on what type of appliance and size of TV. This will allow us to compare totals against 2018 drop-offs at DPW site. It will also allow the City to deduct the costs from Columbia County, and assess how the change in service is working out for the City and its residents in this shake-out year for the re-designed Recycling Center. Analysis prepared by Dan Elsass, Interim PWD and Carolyn Fredericks, PWD Administrative Assistant 2012 2019 CITY MAYOR COUNCIL CITY ATTORNEY CITY ADMINISTRATOR Conf Adm Asst WATER & LIGHT POLICE CHIEF City Clerk Finance Director Senior Center Public Works Recreation Waste Water Planning & Dev. Media Coordinator FIRE CHIEF PLAN City Engineer Building Inspector COMMISSION COMMISSION Admin CAAC WWTP PFC Asst Manager Operators (2) Deputy Deputy Assistant Clerk Treasurer LIEUTENANT ADM PUBLIC DEPUTY CHIEF Co-Superintendent Co-Superintendent EDUCATION ASSISTANT Business Operations (2) OFFICER CABLE Crew Leader CAAC Seasonal COMMISSION Head Guards Maintenance Election (2) Clerks SARGEANT PUBLIC SAFETY ENGINEER Lifeguards TOURISM ACCOUNTANT MAINTENANCE SAFETY CLERK OFFICER Maint Front Desk COMM Worker I (4) WORKERS (3) ZONING BRD Maint. OF APPEALS Recreation PATROL SCHOOL Worker II (2) BILLING CLERK TRAINING DRIVER/MPOS OFFICERS (6) CROSSING GUARDS Seasonal - OFFICER Day Camp CDA Ice Rink Seasonals Permanent Program (3) PT METER READERS Instructors (2) FIRE CAPTAINS (3) INSPECTOR BOARD OF REVIEW CUSTODIAN HLPC LIEUTENANTS (3) REC ADVISORY BOARD LIBRARY FIRE- FIGHTERS (37) BOARD SENIOR CEN ADV. BOARD CITY OF COLUMBUS Hillside Library Director Cemetery Assn. Organizational Flowchart FULL TIME EMPLOYEE Library Library Children’s Page (3) Assistant (6) Librarian PART TIME EMPLOYEE CONTRACTOR Direct Report & Accountability Advise & Coordination Activity  2019 AGENDA ITEM Committee of the Whole Meeting date: __ April 1, 2019 ______ Council Meeting date: _____TBD____ ITEM: _ Proposed Items for disposal from Senior Center DETAILED DESCRIPTION OF SUBJECT MATTER: Senior Center Director Kim Lang came to me a time ago asking about procedures to dispose of some items that her department no longer had any use for. The City’s revised Asset Disposal Policy was finalized last fall and the first step as prescribed in the policy is to report the items to the City Council. Attached is the list from the Senior Center. There isn’t anything on the list of any expected high value but our policy does not specify a minimum value for which to follow the set process. If approved, I will work with Kim on the succeeding steps which will include offering the items to other departments and attempting to dispose of the items in the best manner possible. Proceeds from the sale of these items would be deposited in the disposal of assets funds for use on a future City Council approved expense. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Senior Center disposal list ACTION REQUESTED OF COUNCIL: Consider and review list. Item Description Qty On-line value/each Serving baskets Brown diner style plastic baskets 100 $0.83 Debonaire Melmac Dinner plates White with floral border, hard plastic 100 $5.00 Debonaire Melmac Dessert plates White with floral border, hard plastic 100 $3.00 Punch bowls and cups 2 $25.00 Wedding card box Ligh colored mesh 1 Unknown Coffee Carafe White, Black 2 $7.00 Electric Cord Real 1 $7.00 Octoganal coffee table 1 Unknown Rubber made bin with lid Used for sidewalk salt 1 $5.00 Wired keyboards $13.00 Wired mouse $7.00 Rubber maid storage containers with lids Various colors and sizes Unknown Weather radio 1 $29.00 Shredder with garbage can 1 $27.00 Dumb Bells changeable with weights - 1 set $30.00 Dumb Bells handmade - cement and steal 1 set Unknown TV Stand Tan wicker with pink and green border 1 Unknown Air popcorn popper 1 $25.00 Soap dispensors 3 $13.00 Large metal dust pan 1 $14.00 Upright Piano We attempted to sell both of these in 1 Unknown Organ the past without success. The cost to 1 Unknown maintain is more than they are worth, in light of use. No one used them for over 5 years before we put them in storage.  2019 AGENDA ITEM Committee of the Whole Meeting date: __ April 1, 2019 ______ Council Meeting date: _____TBD____ ITEM: _ Agreement with vendor to haul wastewater treatment sludge DETAILED DESCRIPTION OF SUBJECT MATTER: WWTP Lead Foreman John Nehmer presented me with a revised agreement with an area vendor to manage the removal of waste sludge from the WWTP. John and our engineers at Ruekert-Mielke have made reviewed our approach to sludge storage removal, and those efforts continue. However, the storage remains a concern and one of our tools to alleviate the issue at the present time is to work with the haulers when necessary. With that lack of storage space and the difficulty in finding neighboring municipal waste systems to take our material, John is recommending we continue the option of having the haulers when needed. United Liquid Waste Recycling is a vendor we have worked with in the past and we maintain a good relationship with them. As we are looking at a 3 year agreement, I wanted the City Council to review the agreement and the issue. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Proposed agreement for sludge hauling at the WWTP ACTION REQUESTED OF COUNCIL: Consider proposed agreement