Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, JANUARY 7 – 6:45 PM COLUMBUS CITY HALL 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizen Comments 5. Department Reports a. 6. Committee Minutes a. HLPC Minutes – 12/12/19, 12/19/19 b. CWL Minutes – 11/14/19 7. Review and discuss Amended Capital Improvement Policy Amendment 8. Review and discuss market revaluation by Associated Appraisal Adjourn  Columbus Historic Landmarks and Preservation Commission Regular Meeting Agenda Thursday, December 12, 2019 6:00 PM Community Center Building Attendees: Carolyn Fredericks Beth Altschwager Retta Kurth Ruth Hermanson Eric Lukasavitz John Salzwedel Andy Traxler - Liaison ; Excused 1. Call meeting to order: Carolyn Fredericks 2. Properly posted meeting: Check 3. Citizen comments on agenda items: None 4. Approve Agenda: Motion: Lukasavitz; Second: Altschwager; Moton carried. 5. Approve Minutes of May 9, 2019: Correction under New Business A-4: “annual membership fee paid to WAHPC” – cancel “SHPO’. Motion: Altschwager; Second: Hermanson; Motion carried. 6. Treasurer Report-Attached: Motion: Salzwedel; Second: Lukasaviz; Motion carried. 7. Old Business: A. Summer Concert Series – 2020 – Funky Chunky? Other bands? – Get working on booking in January, along with food and beverage vendors: Loco Vocals booked: Fredericks will follow up with Funky Chunky; Hermanson will check with Tech Noir. Follow up in January. B. Pavilion projects/planning meeting – Thursday, December 19, 2019 – 4:00 p.m. at the Kurth Brewery: Noted C. 2020 calendars: All deliveries made. D. CHLPC City City budget Water Tower monies put into a designated City fund: It was agreed to set up a maintenance inspection of the Tower in 2020. An annual report of City funds available for Tower maintenance will be requested and included in our Treasurer’s report. 8, New Business: A. Bills: None B. Certificate of Appropriateness – CHLPC Exterior Painting Project – Fireman’s Park Pavilion: Hermanson made a motion to approve the certificate; Altschwager seconded it; Motion carried. C. John & Carolyn to attend the December 17th regualr council meeting on the window restoration and the exterior painting project: Noted D. Council liaison request on clarification on voting at the special Pavilion projects meetings: All CHLPC members given a vote at all scheduled meetings. 9. Council Liaison Report: None 10. Adjourn: Altschwager made a motion to adjourn, Lukasavitz seconded it. Motion carried. Meeting adjourned at 7:15 pm. Respectfully Submitted, Retta Kurth, Sec.  Columbus Historic Landmarks and Preservation Commission Special Meeting - Pavilion Projects Meeting Agenda Thursday, December 19, 2019 @ 4:00 pm Kurth Brewery Attendees: John Salzwedel, Beth Altschwager, Carolyn Fredericks, Eric Lukasavitz, Retta Kurth, Ruth Hermanson. 1. Call meeting to order: John Salzwedel 2. Properly posted meeting: Check 3. Approve agenda: Motion: Lukasavitz; Second: Altschwager; Motion carried. 4. Citizen comments on agenda items: None 5. Approve minutes from the November 28, 2019 Pavilion Planning meeting: Motion: Fredericks; Second, Altschwager; Motion carried. 6. Windows Project: Approved by City Council. Fredericks & Salzwedel will be in contact with Sheskey regarding funding. .7. Exterior painting: Approved by City Council. The window project & the exterior painting project will coordinate their efforts for the finished project. 8. First floor entryway: Waiting for SHPO response. . 9. Next meeting date: Set for January 30, 4 pm at the Brewery. 10. Adjourn: Motion: Lukasvitz; Second: Altschwager; Motion carried. Meeting adjourned at 5:55 p.m. Respectfully Submitted, Retta Kurth, Sec.  COLUMBUS WATER & LIGHT COMMISSION MEETING NOVEMBER 14, 2019 CWL Commission President Lang called the CWL Commission meeting to order at 6:00 pm. Commissioners present: Lang, Andler, Olson, Schulze, Thom and Theilen. Also, present at the meeting was Matt Schreiber-City of Columbus-Director of Planning & Development, CWL Co-Superintendent Hammer, CWL Co-Superintendent Kaltenberg and CWL Lineman Forman Koenig. Excused Greg Robbins. It was reported that the City Clerk, as required by appropriate Wisconsin Statutes, had given proper public notice of the meeting. The Agenda for the meeting was approved on a motion by Olson, second by Andler. Motion carried. Visitor’s Comments and Utility Communications: Included in the packet was an article from NBC News contributor Paul A. Eisenstein on “Is it just as easy to own an electric vehicle as a traditional gas-powered one?” Matt Schreiber, City of Columbus Director of Planning & Development discussed a request for a contribution to support Columbus economic development efforts. The Consent Agenda which consisted of the October 10th CWL Commission Meeting minutes, Monthly Treasurer’s Report and Outage Report, was approved on a motion from Olson, second by Andler. Motion carried. UNFINISHED BUSINESS: There was no unfinished business. NEW BUSINESS: Election of CWL Commission Officers: Motion by Olson, second by Schulze to table the election of CWL Commission Officers until the next Commission meeting. Motion carried. Cash Disbursements/Accounts Payable Reports: The Commission reviewed the October Cash Disbursements Report. Checks numbered 21161-21215 and 34 wire and ACH transfers, totaled $1,003,960.62. The Commission reviewed the Accounts Payable Report and ordered paid 38 requests totaling $215,490.43. Motion by Andler, second by Thom, to approve paying the 38 requests from the AP Report. Roll call vote, Theilen aye, Schulze aye, Olson aye, Lang aye, Andler aye and Thom aye. Motion carried. The September cost per kilowatt-hour was $0.07673. Reports were approved and placed on file. 2020 CWL Commission Meeting Dates: Motion by Olson, second by Thom for the 2020 CWL Commission Meeting dates to be scheduled on the second Thursday of each month and the meetings will begin at 6:00 pm at the CWL Administrative Building at 950 Maple Avenue. Motion carried. Motion by Olson, second by Andler to adjourn to closed session under Wis. Stat. § 19.85(1) (c) to consider the employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility. (Report from Negotiations Committee and CWL Employee wage adjustments for 2020) Roll call vote, Schulze aye, Olson aye, Lang aye, Andler aye and Thom aye, motion carried and the meeting convened to closed session at 6:24 pm. COMMISSION MEETING NOVEMBER 14, 2019 PAGE 2 Motion by Olson, second by Thom to reconvene to open session. Motion carried. The meeting reconvened to open session at 7:17 pm. Approve CWL Employee wage adjustments for 2020: Motion by Olson, second by Thom to approve the 2020 CWL Employee Wages and Benefits proposal as presented. Roll call vote, Olson aye, Lang aye, Andler aye, Thom aye and Schulze aye. Motion carried. Discussion/Approval of 2020 CWL Budget: Co-Sup’t Kaltenberg discussed the proposed 2020 CWL budget. Debt Service coverage for 2020 is projected to be 4.90%. Electric Department Revenue is expected to be approximately 1.66% higher or $7.63 million dollars versus expected 2019 total revenues of $7.50 million dollars. 2020 Revenue for the water department is expected to be at approximately 13.28% increase versus expected 2019 revenues. There being no further discussion, motion by Olson, second by Andler to approve the 2020 Budget. Motion carried. REPORTS: Financial Report was given by Co-Sup’t Kaltenberg and placed on file. Mayor Comments: Mayor Thom reported that the City has hired a consulting firm to help with the hiring of a new city administrator and that there will be interim until the position is filled. Co-Superintendent Kaltenberg’s Report:  On October 17th, Co-Sup’t Kaltenberg participated in a MyAccount Feedback Session Webinar held by Beth Carlson from WPPI. Topics discussed were Recent updates/fixes; Changes to Auto Pay configuration; Work in Progress and Enhancements in the Queue.  On October 22nd, Accountant Becky Stark and Co-Sup’t Kaltenberg had a conference call with Stephanie and Alex from WPPI as part of the utilization review follow up discussion. They discussed and went through the process on implementing rebates through NorthStar instead of printing a check to the customer. This is now implemented.  On October 30th, Co-Sup’t Kaltenberg attended the MEUW Cybersecurity Summit. Doug Westlund, a recognized expert on the topic who has trained utility boards and executive teams at municipal and cooperative utilities across the county led the forum. He understands the electric industry and offered advice to help develop a utility’s cybersecurity program.  On October 31st, Billing Clerk Vicky Lietha, Co-Sup’t Kaltenberg and other city employees attended first aid, CPR, AED and blood borne pathogens training held at Columbus Water and Light by MEUW Safety Director Andrew Paulson.  On October 30th, the wreaths, snowflakes and other holiday decorations arrived. The shipments are being delivered to CWL; an area has been designated for the CDDC & Columbus, WI Chamber of Commerce to come inspect and organize these products.  CWL’s crew is progressing on the AMI Water Meter Project. To date, 1,538 of 2,337 water meters have been converted to AMI. COMMISSION MEETING NOVEMBER 14, 2019 PAGE 3 Co-Superintendent Hammer’s Report: The CWL crew has been working on the following for the past 4 weeks; Continue to change out water meters to AMI system Parkview Phase 3 Conversion Work Prairie Ridge Clinic conduit installation Water Plant 1 Reservoir Maintenance Curb box repairs at Black Kettle & Tremont Hotel Work related with new Christmas Decorations Dalton attended Apprenticeship School in Green Bay Repaired newer Street Light Pole at 548 Manning St (Hit & Run) Anticipated work for next 4 weeks; Install new Christmas Decorations Parkview – Phase 3 of conversion project Continue to change out water meters to AMI system Motion by Andler, second by Schulze to adjourn at 7:49p.m. Motion carried. **Next Scheduled Meeting – Thursday, December 12th, 6:00 pm at Columbus Water and Light** Respectfully Submitted, Brook Andler CWL Commission Secretary  CITY OF COLUMBUS FOR MEETING OF: Committee of the Whole 01/07/2020 FROM: Finance Director AGENDA ITEM: Review and Discuss the list of amended Capital Improvement Plan. *************************************************** OVERVIEW OF THE REQUEST: The City Council adopted a Capital Improvement Plan which helped to outline and define capital projects or purchases. This plan was shared with the City’s auditors who noted that a piece of the plan was missing. The missing piece was to outline asset recognition. Years ago, GASB 34 was created to set requirements for municipalities to define a capital item and one part of that was to recognize capital items based on value. The City had at that time chosen $5,000 as a minimum cost for an individual item to be listed a capital purchase. This was not originally mentioned in the plan nor was there a description of how deprecation was calculated on these items nor who maintained this listing. In the past (prior to 2012) the auditor’s maintained all the capital asset listings for the City (streets, equipment, library book inventory, playground equipment, pool, trucks, squads, computers, etc.). The Finance Director took over the capital assets lists for everything but streets, curb/gutter, storm sewer and like infrastructure in 2012. The last piece of was to determine depreciation and how to apply. Depreciation is calculated based on like pieces of equipment and then applied in a straight-line method (meaning equal amounts over each year of life). The revision as shown has been reviewed by Baker Tilly and approved of. ACTION: To review and approve the addition of the Capital Asset Recognition section of the plan. Version: 06/09/2017 Adopted: 07/18/2017 Revised: 09-11-2019 PROJECT DESCRIPTIONS OR SCHEDULES A CIP is a plan for investments into major public building, equipment or other infrastructure projects or purchases. It should ensure there is coordination between capital and operating budgets between all departments of the city, should increase transparency and oversight and ensure that assets of the City are and will be properly maintained. With this in mind because of the size and scope of many of the projects or purchases a detailed description by the department head or requesting party is required. Information is critical in being able to determine if a project goes forward or not. CAPITAL ASSET RECOGNITION As capital assets are being purchased the asset shall be capitalized if the acquisition costs are more than $5,000 for an individual item. Exception to this rule is the purchase of book stock at the Library – historically the entire purchase is recorded for each year which exceeds the $5,000 minimum. The purchase shall be reported to the Finance Director/Treasurer using the appropriate form and the invoice for purchase shall be included. Likewise, if a capital asset is being retired or disposed of the information shall be reported using the appropriate form. The Finance Director/Treasurer shall document the purchase or retirement and include either in the capital asset schedule. Depreciation will be determined using historical data (like pieces of equipment having been purchased before), experience (items currently owned useful life) or online research. The Finance Director will use a straight-line depreciation method for calculating the purchase year along with the amount of depreciation for subsequent years. 4|Page