Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, FRBUARY 4th – 6:45 PM COLUMBUS CITY HALL 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizen Comments 5. Committee Minutes a. Recreation – 11/11/19 b. CDA – 10/23/19, 11/18/19, 12/16/19 c. Tourism – 10/7/19, 11/4/19 d. Plan Commission – 10/17/19, 11/21/19 6. Review and discuss scheduling a special Committee of the Whole meeting for March 10th, 2020 at 6:30 pm in the Council Chambers for the purpose of conducting a Public Hearing to review the City Engineer’s report and special assessment involving the Hibbard St. construction project 7. Review and discuss bid recommendations from Ruekert Mielke for the WWTP Influent Screen project 8. Review and discuss agreement with United Liquid Waste Recycling, Inc. for the Hauling of Wastewater Treatment Sludge 9. Review and discuss CHLPC Pavilion ADA Entryway Project 10. Review and discuss 2020 Capital Projects Budget Amendment & Resolution 11. Review and discuss private sewer lateral replacement program 12. Review and discuss Wisconsin Dept. of Transportation (WDOT) Transportation Alternatives Program (TAP) Grant application 13. Review and discuss application process for use of Mae Ward fund 14. Review and discuss 2020 Haz-Mat coverage agreement between the City of Columbus and Columbia County 15. Adjourn to closed session pursuant to State Statutes 19.85 (1) ( g ) conferring with legal counsel for the governmental body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. 16. Motion to reconvene to open session. Adjourn  Recreation Advisory Committee Monday November 11, 2019 Community Center at 161 N. Dickason Blvd 6:30pm 1. Roll Call – Schwoerer, Farrington, Morschauser, Hart, Meyers, Carthew. Excused – Wallace, Ryan. 2. Notice of an Open and Posted Meeting - Posted 3. Agenda Approval – Motion Farrington, 2nd Morschauser 4. Minutes Approval – October minutes – Motion Carthew, 2nd Schwoerer 5. Public Comments - None Old Business 1. Civic Rec software – Agreed to move forward. In budget process. 2. Budget – Final run through. Share part-time assistant with Senior Center. 3. Pavilion Tables – Received tables. Received money from Tourism Committee. 4. Pavilion Price Increase – Recommend $1000 resident, $1500 non-resident New Business 1. Recreation Wrestling Program – Jesse Merfeld proposed program. Would like to begin ASAP. Amy Jo will follow up on finding facilities, time. 2. Girls Basketball Concessions for BDL – Will ask for help with Sign Up Genius, NHS, Rec Board, CGBBC email to parents 3. Discussion on possible price change for Large Park event rentals – Consider meter reading, what other cities are charging, tiered rates 4.Discuss reduced rate for off season special additional event Pavilion rentals – Table to next month 5. Consider price change in Field Rental fees - Recommend $25/hr. rate with new contracts wanting per hour use Director Report 1. Amy Jo conferences 2.Ice rink donation by At Home Again. Will be posting for ice rink attendants. 3.Holiday train December 3, need help decorating shelter with lights Adjourn – 7:36 – Motion Hart, 2nd Carthew Next meeting scheduled for December 9, 2019  MINUTES City of Columbus Community Development Authority Wednesday October 23, 2019 6:30 PM Columbus City Hall 1. Call to Order – Meeting was called to order at 6:30 PM 2. Determination of Quorum – Meyers, Collier, Nicholas, Davis, Lyons, Reid and Thom were present. Schreiber staffed the meeting. 3. Notice of Posted Meeting – The meeting was noticed in accordance with all state and local laws. 4. Approve Agenda – Motion by Meyers, second by Reid to approve the agenda as presented. Motion passed 7-0 5. Approve Minutes from 10-9-2019 Meeting – Motion by Lyons, second by Meyers top approve the 10-09-2019 minutes as presented. Motion passed 7-0 6. Citizen Comments – No Comments were received. 7. Unfinished Business a. Review and take action on the purchase of 103 N Ludington Ave for the purposes of redevelopment Staff reviewed the revised offer to purchase and provided an update on the process laid out by our city attorney after reviewing the CDA Bylaws. Motion by Meyers, second by Collier to approve the revised offer to purchase as presented. Motion passed 7-0. b. Consideration of a “Resolution of the Columbus Community Development Authority” supporting the purchase of 103 N Ludington Ave for the purposes of redevelopment Staff reviewed the process identified by the city attorney who recommended that the CDA pass a resolution to support the purchase of 103 N Ludington Ave for the purposes of redevelopment. Motion by Lyons, second by Collier to pass the Resolution of the Columbus Community Development Authority. Motion passed 7-0. 8. New Business – None 9. Adjournment – Motion by Meyers, second by Collier to adjourn the meeting at 6:58 PM  MINUTES City of Columbus Community Development Authority Monday November 18, 2019 6:30 PM Columbus City Hall 1. Call to Order – Meeting was called to order at 6:31 PM 2. Determination of Quorum – Thom, Meyers, Collier, Davis and Lyons were present. Reid and Nicholas were excused. 3. Notice of Posted Meeting – Meeting was noticed in accordance with state and local laws. 4. Approve Agenda – Motion by Meyers, second by Lyons to approve the agenda as presented. Motion passed 4-0 5. Approve Minutes from 11-18-2019 Meeting – Motion by Lyons, second by Davis to approve the 11-18- 2019 Minutes as presented. Motion passed 4-0 6. Citizen Comments – None 7. Unfinished Business a. Discussion of the project at 103 N Ludington Ave - Staff provided an update regarding the project at 103 N Ludington Ave. The CDA could not agree on terms with the property owner for the purchase of the property. The consensus was to monitor the situation and potentially revisit at a later date. b. Review proposed 2020 CDA Budget – Staff reviewed the proposed CDA budget. Staff noted that the budget has been reviewed by council. Staff noted that council will approve the budget at the Dec 2 meeting. CDA supported the budget as presented. c. Review and the City Loan Fund 2020 Budget – Staff reviewed the 2020 budget for City Loan Fund. Staff noted that the CDA will be developing guidelines and application materials at future meetings. 8. New Business - None 9. Adjournment – Motion by Lyons, second by Meyers to adjourn at 7:41pm  MINUTES City of Columbus Community Development Authority Monday December 16, 2019 6:30 PM Columbus City Hall 1. Call to Order – Meeting was called to order at 6:32 PM 2. Determination of Quorum – Thom, Meyers, Nicholas, Lyons and Reid were present. Davis was excused. Schreiber staffed the meeting. 3. Notice of Posted Meeting – The meeting was noticed in accordance with state and local laws. 4. Approve Agenda – Motion by Meyers, second by Reid to approve the agenda as presented. Motion passed 5-0. 5. Approve Minutes from 11-18-2019 Meeting – Motion by Lyons, second by Nicholas to approve the 11- 18-2019 meeting minutes as presented. Motion passed 5-0. 6. Citizen Comments – None 7. Unfinished Business -None 8. New Business a. Review and discuss City Loan Fund Program – Staff provided an overview of the City Loan Program. The Loan fund would have two different programs to encourage economic development in Columbus. The loan fund programs are micro loans to businesses and façade improvement loans to commercial property owners. The next step is to develop loan guidelines, brochure and application form. b. Review and discuss City Façade Program – Staff provided an overview of the Façade Program. The program would provide a grant to commercial property owners in town for renovations to the exterior of their property. The grant would be for 5% of the project costs up to $1,000. Staff was going to move forward with guidelines, brochures and an application form. 9. Adjournment - Motion by Meyers, second by Lyons to adjourn at 7:57 PM. Motion passed 5-0.  CITY OF COLUMBUS TOURISM COMMISSION DATE: Monday October 7, 2019 LOCATION: COUNCIL CHAMBERS, COLUMBUS CITY HALL, 105 N. DICKASON BLVD. Minutes 1.) CALL TO ORDER – Meeting was called to order at 6:31 PM 2.) ROLL CALL – Milburn, Johnson, Walcott, Thom, McCabe were present. O’Brion was excused. Schreiber staffed the meeting 3.) NOTICE OF PUBLIC MEETING – Meeting was noticed in accordance with State and local laws. 4.) APPROVE AGENDA – Motion by Milburn, second by Walcott to approve the agenda as presented 5.) APPROVE MINUTES – Motion by Thom, second by Milburn to approve the minutes from the August 26, 2019 Tourism Commission Meeting. 6.) CITIZEN COMMENTS – JD Milburn commented as a citizen to provide a progress report of the holiday decoration fundraising effort. 7.) TOURISM COMMISSION FINANCIAL REPORT – Staff reviewed the Tourism Financial Report, the commission asked to clarify what the Period Actual column represents. Motion by Milburn, second by McCabe to approve the financial report as presented. 8.) OLD BUSINESS: a. Discuss and take potential action on request for funds for the Pavilion – Staff provided an overview of the application noting that the applicant has made revisions as requested. Motion by Walcott, second by McCabe to approve the request for $5,104.50 for tables and chairs to support rentals at the pavilion. Motion passed 5-0 b. Update on Wayfinding Signage for the City of Columbus – Staff had nothing new to report and requested volunteers for a wayfinding subcommittee. Milburn and McCabe volunteered for the wayfinding subcommittee. c. Update on Wayfinding Kiosk at Davies Park – Staff had nothing new to report. 9.) NEW BUSINESS: a. Discussion on Tourism Commission involvement on the 2019 Holiday Train – Staff provided and update stating the Holiday Train will come to Columbus on Tuesday December 3rd. Since the time of the train arrival was unknown the commission felt they should wait before finalizing the budget of the marketing effort. They did support an initial budget for local print and facebook advertising. Motion by Thom, second by McCabe to fund $850 for local print ads in the Daily Citizen and Columbus Journal and $150 for Facebook advertising for the Holiday Train. Motion passed 5-0  b. Discussion and take potential action on the Greater Valley Guide - Staff reviewed the opportunity to renew our hot spot ads with the greater valley guide. The price for 2020 was $1,000. The commission requested that we received copies of the guide to distribute throughout town. Motion by Milburn, second by Walcott to approve $1,000 for the greater value guide hotspot ads. Motion passed 5-0 c. Discussion regarding Visit Columbus WI Facebook page- Staff provided an update on the Visit Columbus Wi Facebook page. The Facbeook was created when the visit Columbus wi website was created. The commission asked the monitor the activity on the page and report out to the commission in 6 months. 10.) ADJOURN – Motion by Thom, second by Milburn to adjourn the meeting at 7:37 PM  CITY OF COLUMBUS TOURISM COMMISSION DATE: Monday November 4, 2019 Minutes 1.) CALL TO ORDER – Meeting was called to order at 7:36 PM. 2.) ROLL CALL – DETERMINATION OF A QUORUM – Milburn, O’Brion, Thom, Johnson, Walcott, and McCabe were present. Schreiber staffed the meeting. 3.) NOTICE OF PUBLIC MEETING – Meeting was noticed in accordance of state and applicable laws. 4.) APPROVE AGENDA – Motion by Walcott, second by Milburn to approve the agenda as presented. Motion passed 6-0. 5.) APPROVE MINUTES – Motion by Milburn, second by Thom to approve the October 7, 2019 meeting minutes as presented. Motion passed 6-0. 6.) CITIZEN COMMENTS – None 7.) TOURISM COMMISSION FINANCIAL REPORT – Staff provided an overview of the 8.) MEDIA COORIDNATOR REPORT – Lisa Wolf was present to provide an overview of the media Coordinators report. 9.) OLD BUSINESS: a. Review and take potential action on Tourism Commission marketing of the 2019 Holiday Train – Staff provided an overview of the advertising efforts that were previously approved. Staff reviewed a proposed budget of marketing the event. Milburn suggested that staff look at using Spingo for marketing. The commission also discussed print ads, printing extra flyers for the holiday train and for more social media ads. Motion by O’Brion, second by Milburn to approve $410 for a print ad, $155 to print 5,000 extra fliers to promote the holiday train and other events, and $900 for Spingo, Facebook and Google ads for the Holiday Train. Motion passed 6-0. b. Review report from Columbus Recreation Department for the Pavilion project. – Staff provided an update stating that everything was ordered and the project came in under budget. 10.) NEW BUSINESS: a. Review of the 2020 Budget for Tourism Commission Fund #250 – Staff reviewed the proposed budget for 2020. The budget would be approved at the December meeting. b. Discussion of article from the Daily Citizen regarding the impact of Biking on Tourism – Staff provided an article provided by Commissioner McCabe about the impact bicycling has on tourism. Staff noted that at a future meeting there will be a discussion on the Columbia County Bike maps. 11.) ADJOURN – Motion by Walcott, second by Thom to adjourn the meeting at 8:30 PM. Respectfully Submitted, Matt Schreiber Director of Planning and Development  CITY OF COLUMBUS PLAN COMMISSION – REGULAR MEETING THURSDAY, OCTOBER 17, 2019 – 6:30 P.M. COLUMBUS CITY HALL - 105 N DICKASON BLVD COUNCIL CHAMBERS MINUTES 1. Call Meeting to Order – Meeting was called to order at 6:31 PM 2. Roll Call – Lewis, Basten, Parpart, Traxler and Zapotocny were present. Johnson and Monday were excused. 3. Notice of open meeting - Meeting was noticed in accordance with 4. Approve Agenda – Motion by Basten, second by Parpart to approved the agenda as presented. Motion passed 5-0. 5. Approve Minutes from 9-19-2019 Plan Commission Meeting – Motion by Zapotocny, second by Basten to approve the minutes as presented. 6. Citizens Comments 7. Unfinished Business 8. New Business a) Consider recommendation to the Common Council regarding the Certified Survey Map for Thomas Brennan at 422 W Prairie Street – Staff reviewed the CSM application for 422 Prairie Street. The CSM was requested to transfer a 30*65 parcel between neighbors. Staff stated they have requested an update to the zoning information on the CSM and recommended approval of a revised CSM. Motion by Zapotocny, second by Parpart to recommend approval of the revised CSM with the updated zoning information. Motion passed 5-0 b) Review and discussion regarding Zoning Permit Application and Certificate of Zoning Compliance – Staff reviewed the Zoning Permit Application form and process to obtain a certificate of zoning compliance. The fee schedule is in the process of being updated and the updated schedule will include a small fee for the zoning permit. The commission felt this item should return to a future meeting for review by the full commission. 9. Adjourn - Motion by Zapotocny, second by Parpart to adjourn at 6:52 PM. Respectfully Submitted, Matthew Schreiber, Director of Planning and Development  CITY OF COLUMBUS PLAN COMMISSION – REGULAR MEETING THURSDAY, NOVEMBER 21 2019 – 6:30 P.M. COLUMBUS CITY HALL - 105 N DICKASON BLVD COUNCIL CHAMBERS MINUTES 1. Call Meeting to Order – Meeting was called to order at 6:30 PM 2. Roll Call – Johnson, Lewis, Basten, Monday, and Zapotocny were present. Parpart and Traxler were excused. Schreiber staffed the meeting. 3. Notice of open meeting – Meeting was noticed in accordance with state and local laws. 4. Approve Agenda – Motion by Zapotocny, second by Basten to approve the agenda as presented. Motion passed 5-0. 5. Approve Minutes from 10-17-2019 Plan Commission Meeting – Motion by Zapotocny, second by Lewis to approve the 10-17-2019 minutes as presented. Motion passed 5-0 6. Citizens Comments - None 7. Unfinished Business - None 8. New Business a) Review and Discuss Draft Chapter(s) of the Columbus Comprehensive Plan – Staff reviewed the draft Transportation chapter for the comprehensive plan. The commission made several suggestions that will be incorporated into the final draft. b) Review and take potential action Zoning Permit Application and Certificate of Zoning Compliance – Staff reviewed the Zoning Permit Application Process and indicated this will be fully implemented when the city fee schedule is updated. 9. Adjourn – Motion by Zapotocny, second by Johnson to adjourn the meeting at 7:27 PM. Motion passed 5-0.  2020 AGENDA ITEM Committee of the Whole Meeting date: ___February 4, 2020 Council Meeting date: ___February 18, 2020_____________ ITEM: ___Wastewater Treatment Plant Project Bids________ DETAILED DESCRIPTION OF SUBJECT MATTER: Review of bids received and recommendation letter from Ruekert-Mielke regarding Wastewater Treatment Facility influent screen project. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: • Ruekert – Mielke letter discussing recommendation of award for influent screen project. ACTION REQUESTED OF COUNCIL: • Review and forward recommendation for approval of award for influent screen project.  W233 N2080 Ridgeview Parkway, Waukesha, WI 53188-1020 262-542-5733 January 28, 2020 Mr. Dave Berner Administrator City of Columbus 105 N Dickason Blvd. Columbus WI 53925 RE: WWTF Influent Screen Replacement Dear Mr. Berner: Bids for the above project were opened on January 22, 2020 at 10:30 a.m. at City Hall, 105 N. Dickason Blvd., Columbus, WI 53925, and were as follows: Contract Price Including Contract Price Bidder Screen and Washer from Including Base Bid Alternate Bid 1. Staab Construction Corporation $ 837,000.00 $ 798,000.00 2. August Winter & Sons, Inc. $1,007,500.00 $ 974,500.00 We reviewed the documentation submitted by the apparent low bidder and found that: 1. The Bid Form has been appropriately completed. 2. We have no objections to the low bidder, nor to the proposed major subcontractors and suppliers. 3. Low bidder has successfully completed similar projects over the last 40 years. On these bases, we recommend that Staab Construction Corporation be awarded the WWTF Influent Screen Replacement contract, in the amount of $798,000.00, including the alternate manufacturer for the screen and washer. On all construction projects, and especially complex ones like this, unpredictable factors may increase the final contract amount. For this reason we recommend that the City include a 15 percent contingency when preparing the financial plan for this work. Our review did not include an evaluation of bidder's current financial condition nor of their permanent safety program. Should you decide to accept our recommendation, we have prepared the enclosed Notice of Award for your use. Please have the appropriate official sign where indicated and forward all three signed copies of the Notice of Award to our office. We will then fill in the date at the top of page one and forward it, with contracts for execution, to the Contractor. One fully completed Notice of Award will be returned to you for your records. ~ City 8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > Berner-20200128-Recommendation of Award.docx~ Your Infrastructure Ally ruekertmielke.com Mr. Dave Berner City of Columbus January 28, 2020 Page 2 Bids remain subject to acceptance until March 22, 2020, unless Bidder agrees to an extension. Please advise us of your award decision, or call if there are any questions. Also, please see the attached financial plan requested by the City. Respectfully, RUEKERT & MIELKE, INC. David W. Arnott, P.E. (WI, IL, OK) Team Leader/Senior Project Manager darnott@ruekert-mielke.com DWA:sjs Encl: Notice of Award Bid Summary cc: John Nehmer, City of Columbus Jason P. Lietha, P.E., Ruekert & Mielke, Inc. Alan J. Labisch, E.I.T., Ruekert & Mielke, Inc. ~ City 8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > Berner-20200128-Recommendation of Award.docx~ Your Infrastructure Ally ruekertmielke.com  NOTICE OF AWARD Date of Issuance: _____________________ Contract: WWTF Influent Screen Replacement Owner: City of Columbus Bidder: Staab Construction Corporation Engineer: Ruekert & Mielke, Inc. Address: 1800 Laemle Avenue Engineer's Project No.: 8117-10029.200 Marshfield, WI 54449 TO BIDDER: You are notified that your Bid dated January 22, 2020 for the above Contract has been accepted by Owner and you are the Successful Bidder and are awarded a Contract for: WWTF Influent Screen Replacement with Mandatory Alternate Bid The Contract Price of your Contract is: $ 798,000.00 Two (2) copies of the proposed Contract Documents (except Drawings) accompany this Notice of Award, or have been transmitted or made available to Bidder electronically. A set of the Drawings will be delivered separately, or otherwise made available to Bidder electronically. Bidder must comply with the following conditions precedent within 15 days of the date of issuance of this Notice of Award: 1. Deliver to Engineer one (1) fully executed counterparts of the Contract Documents. 2. Deliver with the executed Agreement the Bid security as specified in the Instructions to Bidders (Article 21), General Conditions (Paragraph 6.01), and Supplementary Conditions (Paragraph SC-6.01). 3. Deliver with the executed Agreement certificates and other evidence of insurance as specified in the General Conditions (Article 6) and the Supplementary Conditions modifying Article 6 of the General Conditions. Failure to comply with these conditions within the time specified will entitle Owner to consider you in default, annul this Notice of Award, and declare your Bid security forfeited. Within 10 days after you comply with the above conditions, Engineer will return to you one fully executed counterpart of the Agreement. Owner: CITY OF COLUMBUS By: Authorized Signature Title: Date: Copy: Engineer 00 51 00-1 01/28/20 Ruekert & Mielke, Inc. ~8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > 00 51 00 Notice of Award~7.doc~ BID SUMMARY WWTF Influent Screen Replacement City of Columbus, Columbia County, Wisconsin Bids Open: January 22, 2020 / 10:30 a.m. Contract Price Including Bid Addendum Contract Price CONTRACTOR Screen and Washer from Bond 1 Including Base Bid Alternate Bid Staab Construction Corporation √ √ $837,000 $798,000 August Winter & Sons, Inc. √ √ $1,007,500 $974,500 APPARENT LOW BID: $837,000 APPARENT LOW BIDDER: Staab Construction Corporation RUEKERT & MIELKE, INC. W233 N2080 Ridgeview Parkway Waukesha, WI 53188-1020 01/28/20 Ruekert & Mielke, Inc. ~8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > Bid Summary~7.doc~  W233 N2080 Ridgeview Parkway, Waukesha, WI 53188-1020 262-542-5733 January 28, 2020 John Nehmer Wastewater Director Columbus Public Works 537 River Road Columbus, WI 53925 RE: WWTF Influent Screen Replacement Financial Plan Dear John: With bids now received and a recommendation of award made to the City, here is a financial breakdown for the remainder of the project: Item Cost Bid Cost with Alternate Screen and Washer $798,000.00 15% Construction Contingency $119,700.00 Remaining Balance on R/M Task Order 2019-03 $ 44,422.00 Total $962,122.00 If you have any questions or comments regarding this financial breakdown, please contact me directly at (262) 953-3080. Respectfully, RUEKERT & MIELKE, INC. David W. Arnott, P.E. (WI, IL, OK) Team Leader/Senior Project Manager darnott@ruekert-mielke.com DWA:sjs Enclosure(s) cc: Dave Berner, Administrator, City of Columbus Kim Manley, Finance Director, City of Columbus Michael Thom, Mayor, City of Columbus City Council Jason P. Lietha, P.E., Ruekert & Mielke, Inc. ~8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > Nehmer-20200128-Financial Plan.docx~ Your Infrastructure Ally ruekertmielke.com  W233 N2080 Ridgeview Parkway, Waukesha, WI 53188-1020 262-542-5733 January 28, 2020 Mr. Dave Berner Administrator City of Columbus 105 N Dickason Blvd. Columbus WI 53925 RE: WWTF Influent Screen Replacement Dear Mr. Berner: Bids for the above project were opened on January 22, 2020 at 10:30 a.m. at City Hall, 105 N. Dickason Blvd., Columbus, WI 53925, and were as follows: Contract Price Including Contract Price Bidder Screen and Washer from Including Base Bid Alternate Bid 1. Staab Construction Corporation $ 837,000.00 $ 798,000.00 2. August Winter & Sons, Inc. $1,007,500.00 $ 974,500.00 We reviewed the documentation submitted by the apparent low bidder and found that: 1. The Bid Form has been appropriately completed. 2. We have no objections to the low bidder, nor to the proposed major subcontractors and suppliers. 3. Low bidder has successfully completed similar projects over the last 40 years. On these bases, we recommend that Staab Construction Corporation be awarded the WWTF Influent Screen Replacement contract, in the amount of $798,000.00, including the alternate manufacturer for the screen and washer. On all construction projects, and especially complex ones like this, unpredictable factors may increase the final contract amount. For this reason we recommend that the City include a 15 percent contingency when preparing the financial plan for this work. Our review did not include an evaluation of bidder's current financial condition nor of their permanent safety program. Should you decide to accept our recommendation, we have prepared the enclosed Notice of Award for your use. Please have the appropriate official sign where indicated and forward all three signed copies of the Notice of Award to our office. We will then fill in the date at the top of page one and forward it, with contracts for execution, to the Contractor. One fully completed Notice of Award will be returned to you for your records. ~ City 8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > Berner-20200128-Recommendation of Award.docx~ Your Infrastructure Ally ruekertmielke.com Mr. Dave Berner City of Columbus January 28, 2020 Page 2 Bids remain subject to acceptance until March 22, 2020, unless Bidder agrees to an extension. Please advise us of your award decision, or call if there are any questions. Also, please see the attached financial plan requested by the City. Respectfully, RUEKERT & MIELKE, INC. David W. Arnott, P.E. (WI, IL, OK) Team Leader/Senior Project Manager darnott@ruekert-mielke.com DWA:sjs Encl: Notice of Award Bid Summary cc: John Nehmer, City of Columbus Jason P. Lietha, P.E., Ruekert & Mielke, Inc. Alan J. Labisch, E.I.T., Ruekert & Mielke, Inc. ~ City 8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > Berner-20200128-Recommendation of Award.docx~ Your Infrastructure Ally ruekertmielke.com  NOTICE OF AWARD Date of Issuance: _____________________ Contract: WWTF Influent Screen Replacement Owner: City of Columbus Bidder: Staab Construction Corporation Engineer: Ruekert & Mielke, Inc. Address: 1800 Laemle Avenue Engineer's Project No.: 8117-10029.200 Marshfield, WI 54449 TO BIDDER: You are notified that your Bid dated January 22, 2020 for the above Contract has been accepted by Owner and you are the Successful Bidder and are awarded a Contract for: WWTF Influent Screen Replacement with Mandatory Alternate Bid The Contract Price of your Contract is: $ 798,000.00 Two (2) copies of the proposed Contract Documents (except Drawings) accompany this Notice of Award, or have been transmitted or made available to Bidder electronically. A set of the Drawings will be delivered separately, or otherwise made available to Bidder electronically. Bidder must comply with the following conditions precedent within 15 days of the date of issuance of this Notice of Award: 1. Deliver to Engineer one (1) fully executed counterparts of the Contract Documents. 2. Deliver with the executed Agreement the Bid security as specified in the Instructions to Bidders (Article 21), General Conditions (Paragraph 6.01), and Supplementary Conditions (Paragraph SC-6.01). 3. Deliver with the executed Agreement certificates and other evidence of insurance as specified in the General Conditions (Article 6) and the Supplementary Conditions modifying Article 6 of the General Conditions. Failure to comply with these conditions within the time specified will entitle Owner to consider you in default, annul this Notice of Award, and declare your Bid security forfeited. Within 10 days after you comply with the above conditions, Engineer will return to you one fully executed counterpart of the Agreement. Owner: CITY OF COLUMBUS By: Authorized Signature Title: Date: Copy: Engineer 00 51 00-1 01/28/20 Ruekert & Mielke, Inc. ~8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > 00 51 00 Notice of Award~7.doc~ BID SUMMARY WWTF Influent Screen Replacement City of Columbus, Columbia County, Wisconsin Bids Open: January 22, 2020 / 10:30 a.m. Contract Price Including Bid Addendum Contract Price CONTRACTOR Screen and Washer from Bond 1 Including Base Bid Alternate Bid Staab Construction Corporation √ √ $837,000 $798,000 August Winter & Sons, Inc. √ √ $1,007,500 $974,500 APPARENT LOW BID: $837,000 APPARENT LOW BIDDER: Staab Construction Corporation RUEKERT & MIELKE, INC. W233 N2080 Ridgeview Parkway Waukesha, WI 53188-1020 01/28/20 Ruekert & Mielke, Inc. ~8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > Bid Summary~7.doc~  W233 N2080 Ridgeview Parkway, Waukesha, WI 53188-1020 262-542-5733 January 28, 2020 John Nehmer Wastewater Director Columbus Public Works 537 River Road Columbus, WI 53925 RE: WWTF Influent Screen Replacement Financial Plan Dear John: With bids now received and a recommendation of award made to the City, here is a financial breakdown for the remainder of the project: Item Cost Bid Cost with Alternate Screen and Washer $798,000.00 15% Construction Contingency $119,700.00 Remaining Balance on R/M Task Order 2019-03 $ 44,422.00 Total $962,122.00 If you have any questions or comments regarding this financial breakdown, please contact me directly at (262) 953-3080. Respectfully, RUEKERT & MIELKE, INC. David W. Arnott, P.E. (WI, IL, OK) Team Leader/Senior Project Manager darnott@ruekert-mielke.com DWA:sjs Enclosure(s) cc: Dave Berner, Administrator, City of Columbus Kim Manley, Finance Director, City of Columbus Michael Thom, Mayor, City of Columbus City Council Jason P. Lietha, P.E., Ruekert & Mielke, Inc. ~8117-10029 WWTF Influent Screen Replacement > 200 Design > Bidding > Nehmer-20200128-Financial Plan.docx~ Your Infrastructure Ally ruekertmielke.com  2020 AGENDA ITEM Committee of the Whole Meeting date: February 4, 2020 Council Meeting date: February 17, 2020 ITEM: United Liquid Waste Recycling, Inc. Sludge Contract DETAILED DESCRIPTION OF SUBJECT MATTER: WWTP Foreman John Nehmer has identified a lack of sludge storage space at WWTP and difficulty finding neighboring municipal waste systems to take the City’s waste material. It may be necessary to hire a third party Vendor to assist the City with sludge storage and removal in the future. John is recommending that the City continue the option of having a third party available to haul away and store the City’s excess waste sludge if necessary. United Liquid Waste Recycling is a Vendor the City has worked with in the past and the City has a good relationship with them. John and the City Attorney have been working with United Waste since April 2019 on an agreement for the removal and storage of the City’s excess sludge. The City Attorney is comfortable with the terms of the agreement with two exceptions. First, in Section 2, the contract indicates that at the end of the initial two-year term, the option for an additional two-year term, with price review, shall be offered to the City. The City Attorney has requested that the option be on the same terms and conditions as the original contract except for price review, and the Vendor has refused to include that additional language. Second, in Section 4.H. there is a hold harmless clause in which the City agrees to indemnify and hold harmless the Vendor against any claims that arise out of the City’s failure to perform its obligations under this agreement. This City has requested that this language run both ways so that the Vendor agrees to indemnify and hold harmless for any claims the City may have against the Vendor for its failure to perform. The Vendor has refused to give the City the same assurance that it demands from the City. With the exception of these two issues, the City Attorney is ok with the form and terms of the contract. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Contract from United Liquid Waste Recycling, Inc. ACTION REQUESTED OF COUNCIL: Consider at February 4 COW meeting. Take action and approve contract at February 17 Common Council meeting. C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\XTOFS4V5\council memo 012120 (A3677779x9DEB4).docx  UNITED LIQUID WASTE RECYLCING, INC. Agreement for the Hauling of Wastewater Treatment Sludge THIS AGREEMENT is made and entered into this 18th day of February, 2020, between United Liquid Waste Recycling, Inc., a Wisconsin corporation (“Contractor”) and The City of Columbus (“Client”). WITNESSETH WHEREAS, Client owns and operates a wastewater treatment facility that produced certain cake waste sludge which requires offsite storage and land application (collectively, “Waste”) at the following location; 527 River Rd, Columbus, Wisconsin. WHEREAS, Contractor operates a waste removal, transport, storage, recycling and waste disposal business with its principle office located at 715 Morgan Street, Clyman, Wisconsin 53016; WHEREAS, Client desires to retain Contractor as a contract carrier to transport Client’s Waste to specific offsite locations for land application and Contractor desires to do; NOW, THEREFORE, in consideration of the mutual promises contained herein, it is hereby agreed by and between the parties hereto as follows: 1. Effective Date. The effective date of this Agreement shall be the date first shown above. 2. Term. The term of this Agreement shall begin on the Effective Date and ending on December 31st, 2021 but subject to the termination provisions set forth herein. During the term of this Agreement, Contractor will provide sludge hauling services to Client during the entire term on a weekly basis or as otherwise needed and mutually agreed upon. The option for an additional two (2) year term, with price review, shall be offered at the end of the contract term. 3. Contractor’s Obligations. During the term of this Agreement, and in addition to any other requirements under this Agreement, Contractor agrees that it will: a. Provide sufficient trucks with dump trailers to evacuate and recycle Client’s Waste for land application at the location(s) listed above. Such service shall be provided on an as needed basis during the term of this Agreement (as indicated in Paragraph 2 above; or as otherwise mutually agreed upon.) b. Provide Waste pick-up on normal business days and to the extent possible such pick-ups will be between the hours of 7:30 a.m. and 4 p.m. This schedule may vary according to the needs of the parties, as agreed upon in writing. It shall be understood no pick-ups are to be done prior to 7:30 a.m. unless mutually agreed upon. c. Contractor shall store and land apply the collected Waste on sites approved under applicable Federal, State and local laws, and such disposition shall be at Contractor’s sole expense and direction. d. Obtain all permits and do all the necessary leg work involved in gaining site approval for third party disposal sites so that disposal at such sites is properly authorized. Contractor shall also notify Client of the storage locations of its Waste. e. Each load will be verified as being a full load prior to United Liquid Waste Recycling, Inc. leaving the City of Columbus location. f. Provide Client with all reports and documentation required to be obtained by Contractor, and that are not otherwise the obligation of Client under this Agreement, and that are necessary for Client to comply with applicable local, state and federal regulations.  g. Comply with all applicable regulations governing the transport and spreading of cake wastes, including 40 CFR Part 503 and Wisconsin Administrative Code NR 204. h. Upon request, provide Client with proof of adequate bonding and insurance. Client, by signing this Agreement, acknowledges that it has had the opportunity to review Contractor’s bonding and insurance and is satisfied with the amount and type of Contractor’s bonding and insurance. 4. Client’s obligations: During the term of this Agreement, and in addition to any other requirements under this Agreement, Client agrees that it will: a. Pay Contractor the sum of $25.00/ cubic yard for a full load of Cake Waste evacuated from Client’s facility, stored and applied to land by Contractor in year one of the contract and $26.50/ cubic yard in year two of the contract. Client shall pay Contractor within thirty (30) days of receipt of invoice. In the event Client fails to pay on time, Client agrees to pay a late fee equal to 1.5% per month (18% per annum) on all such unpaid amounts until such amounts are paid. Loads which are less than full will be charged for a minimum load of 15 cubic yards. b. Agree to add a fuel surcharge to the hauling price, in the event that Contractor’s fuel cost increases by 10% increments or more beyond the cost in effect on the effective date of this Agreement. Contractor’s diesel fuel cost as of the effective date of this Agreement is $3.00 per gallon. (To be entered at time of contract signature date.) A fuel usage basis of 7 gallons per event/load will be utilized for the full recycling of the cake sludge. Client shall accept as satisfactory evidence of a 10% increment or more, price quotes from Contractor from no less than two (2) fuel suppliers that show an increase in diesel fuel cost of 10% or more, as well as two of their own from similar sources. (For example; if the diesel fuel base on date of signature is $3.00/gal. and price increased by 10%, or $0.30 /gal., the $0.30cents/gal. would be multiplied by the 7 gal. of diesel fuel usage for a total of $2.10 added to the cost of the load/event.) As fuel prices drop below the effective fuel cost trigger, the fuel surcharge shall be removed in the same increment in which it was added. c. Obtain all necessary permits to legally operate the wastewater treatment facility and to prepare Waste for land application by Contractor, and to provide Contractor with copies of all such permits and related documents upon request. d. Throughout the term of this Agreement and, if necessary, after the expiration of the term or after the termination of this Agreement, provide to all appropriate parties all records and results of Waste monitoring as required by the EPA and WDNR, and any other applicable authority, including, but not limited to, the records and results covering the following areas: i. Pollutant concentrations, ii. Nitrogen concentration (TKN, ammonia and nitrate), iii. Pathogen reduction level achieved (Class A or B), and iv. Vector attraction reduction option used. e. Provide Waste that is compliant with the minimum land application criteria set forth in either 40 CFR Part 503 and/or Wis. Admin. Code NR204, as applicable. f. Negotiate, in good faith, with Contractor, an equitable unit price for the acceptance and subsequent recycling in accordance with applicable laws and regulations, if the Waste does not meet minimum land application criteria under applicable laws and regulations. h. Hold Contractor harmless and indemnify Contractor against claims of any sort against Contractor, costs of any sort incurred or suffered by Contractor, and/or damages of any sort incurred or suffered by Contractor, including but not limited to Contractor’s reasonable attorneys’ fees and lost profits, provided, however, that Client shall so hold Contractor harmless and indemnify Contractor only for those claims, costs, and/or damages that arise out of Client’s failure to perform its obligations 2 under this Agreement or that arise out of any acts or omissions by Client, including but not limited to, Client’s failure to maintain adequate Waste stabilization and/or maintain Waste so that it is in compliance with the characteristics of wastewater/cake sludge as provided under applicable federal, state, and local laws and regulations. Notwithstanding any language in this Agreement to the contrary, this paragraph 5(h) shall survive the term of this Agreement. 6. Dispute Resolution. a. Non-Binding Mediation. Any material dispute arising with respect to this Agreement, including but not limited to its making or validity, its interpretation, or its breach, or any dispute arising out of the renegotiation of a provision, (such as a price), (hereinafter, a “dispute”) that cannot otherwise be resolved within 15 days of any party to this Agreement raising the issue in writing to the other party shall be submitted to mediation (unless a party otherwise elects to proceed directly with binding arbitration as described in 6(b) below). The parties shall mutually agree upon a mediator within 10 days of the end of the 15 day period. The cost of that mediator shall be shared equally between the parties. If the parties cannot agree upon a mediator, then they shall each select their own mediator, at their own expense, and those two mediators shall, within 10 days, agree upon a third mediator (the cost of which will be shared equally between the parties) who shall then mediate the dispute. Unless otherwise agreed, any mediator shall be independent and knowledgeable in cake waste storage, hauling, and application methods and related regulations. Notwithstanding any provisions in this paragraph 6(a) to the contrary, in the event the dispute involves Client’s failure to pay under this Agreement, Contractor shall not be required to mediate, but may proceed directly with binding arbitration or a lawsuit, at Contractor’s option. b. Binding Arbitration. Notwithstanding any requirements under section 6(a) above to the contrary, if either party believes, in good faith, that a dispute cannot be resolved by mediation, or if either party disagrees with a mediation result, then that party shall have the absolute right to give the other party written notice that the dispute be turned over to binding arbitration. Such arbitration notice may be given at any time, provided, however, that if a party has commenced a lawsuit to resolve the dispute, then neither party may elect to submit the issue to binding arbitration unless the parties otherwise agree, in which case, the provisions of this paragraph 6 shall apply. Within 15 days of the written notice, the parties shall mutually agree upon an arbitrator. If the parties cannot agree upon an arbitrator, then they shall each select their own arbitrator, at their own expense, and those two arbitrators shall, within 10 days, agree upon a third arbitrator who shall then arbitrate the dispute. Unless otherwise agreed, any arbitrator shall be independent and knowledgeable in cake waste storage, hauling, and application methods and related regulations. Such arbitration shall be the sole and exclusive remedy for such disputes. Any award rendered shall be final and conclusive upon the parties, and a judgment may be entered in any court having jurisdiction. c. Costs of Arbitrators. If any arbitration proceedings (not mediation proceedings) are commenced by any party pursuant to this section 6 of the Agreement, the prevailing party in the proceedings shall be entitled to recover from the other party, all of its costs of the proceedings, including its reasonable attorneys’ fees, and including the cost of the arbitrator. However, the parties shall equally share the ongoing costs of the arbitrator until judgment is rendered. Notwithstanding the above, the parties shall be responsible for the cost of their own arbitrator that may be retained for purposes of selecting a third arbitrator, as described above. d. Lawsuit. Notwithstanding any requirements under section 6(a) above to the contrary, if either party believes, in good faith, that a dispute cannot be resolved by mediation, or if either party disagrees with a mediation result, and if arbitration has not already been commenced, then either party may file a lawsuit to resolve the dispute. 7. Termination. Unless otherwise agreed upon in writing, this Agreement may be terminated only in the event a party commits a material breach of the Agreement, provided, however, that the non- breaching party must first give the breaching party written notice of the material breach and then termination shall be allowed only if such breach is not reasonably cured by the breaching party within 30 3 days of receipt of such written notice. Client shall remain liable for all amounts due through the date of termination. 8. Severability. If any portion of this Agreement is held to be invalid or unenforceable for any reason, it is agreed that this invalidity or unenforceability shall not affect the other portions of this Agreement, and that the remaining covenants, terms, and conditions or portions thereof shall remain in full force. 9. Amendment. This Agreement may be amended, modified, superseded, or canceled only by a written instrument executed by all of the parties to the Agreement. 10. Waiver. The failure of any party at any time or times to require performance of any provision of this Agreement shall in no manner affect the right at a later time to enforce that provision. No waiver by any party of any breach of any term contained in this Agreement, whether by conduct or otherwise, in any one or more instances, shall be deemed to be or construed as a further or continuing waiver of any such breach or a waiver of any other term contained in this Agreement. 11. Binding Effect. This Agreement shall be binding on and be enforceable by the parties to the Agreement and their respective personal representatives, administrators, heirs, successors, and assigns. 12. Governing Law. This Agreement shall be governed by, enforced and construed in accordance with the laws of the State of Wisconsin. 13. Titles/Headings. All section/paragraph titles or headings in this Agreement are meant for convenience only and do not affect the intent of any such section or paragraph. 14. Notices. Where notice is required under this Agreement, it shall be made by personal delivery; certified mail, return receipt requested to the agent listed below, or via facsimile. Notice via personal delivery shall be effective upon such delivery. Notice by certified mail, return receipt requested shall be effective as of the date of receipt indicated on the return receipt. Notice by facsimile shall be effective upon receipt of the facsimile. The following addresses and facsimile numbers shall be deemed valid unless and until a party notifies the other party of a different address or facsimile number: Contractor’s Agent: Robert Tracy, Jr. Contractor’s Address: 715 Morgan St. – P.O. Box 247 Clyman, WI 53106 Contractor’s Facsimile: (920) 349-1500 Client’s Agent: Mayor Michael Thom Client’s Agent: City Clerk: Patricia Goebel Client’s Address: 105 Dickason Blvd Columbus WI 53925 Client’s Facsimile: 920-623-5901 15. Counterparts, Copies, and Facsimiles. This Agreement may be executed in counterparts, each signed by one or more parties hereto, which, collectively, shall constitute an entire Agreement. Copies, including facsimile copies of this Agreement, including signatures, as well as 4 copies of any other documents related to this Agreement shall be deemed valid and have the same force and effect as an original. 16. Negotiation. The parties acknowledge that this Agreement has been fairly negotiated and that the parties hereto have had adequate time to review this Agreement and to consult with their advisors. 17. Independent Contractor. The parties acknowledge that Contractor is entering into this Agreement and performing under it as an independent contractor. 18. Confidentiality. Except as may be necessary to carry out its obligations under this Agreement, and except as required by the Wisconsin Open Records law, Client agrees that it, and its agents and employees, will keep the terms of this Agreement strictly confidential during the term of this Agreement and for a period of two years after the end of the term of the Agreement. CONTRACTOR: United Liquid Waste Recycling, Inc., a Wisconsin corporation By: ___________________________ Date:_______________ Robert Tracy, Jr., President CLIENT: By: ___________________________ Date:_______________ Title: ___________________________ 5  CITY OF COLUMBUS FOR MEETING OF: Council Meeting – February 4, 2020 REQUEST FROM/DEPARTMENT: Sewer Utility AGENDA ITEM/REQUEST: Discuss and consider Sewer Utility’s lateral replacement program. *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: In the past street reconstruction projects, the Sewer Utility offered a lateral replacement program. The program was set up so that substandard or failing laterals could be replaced during the street reconstruction projects. To encourage residents to participate the Utility, with Council approval, offered a reimbursement up to $1,800 for the lateral replacement. The funding comes from two sources – funds were budgeted in the 2020 for lateral replacements plus funds from the lateral connection fees paid to the Utility. Residents received a letter from the City Administrator about the program. They then filled out the attached application if they were interested in participating in the program and when all was completed turned everything into the Treasurer’s office for reimbursement. Any requests for reimbursements were reviewed by the Administrator prior to payment. BUDGET AND FINANCING INFORMATION: Account #: 600-577210-800 Department/Title: Collection System; Lateral Replacement Program Current Budget: $18,000 Other Funds Available in Connection Fees: $270,060.12 LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Application for Lateral Replacement Reimbursement ACTION REQUESTED: To reconfirm the use of the program and the funding level.  2020 AGENDA ITEM Committee of the Whole Meeting date: ______February 4_________________ Council Meeting date: ________________________ ITEM: ____Review and discuss Wisconsin Dept. of Transportation (WDOT) Transportation Alternatives Program (TAP) Grant application DETAILED DESCRIPTION OF SUBJECT MATTER: The city recently submitted a grant application to the Multimodal Local Supplement (MLS) program for a bike and pedestrian trail project. The city was willing to accept up to 50% of the cost for the MLS grant to increase the appeal of the project. Staff identified the Transportation Alternatives Program (TAP) as a different grant opportunity for the bike and pedestrian trail project. Typical activities funded by TAP grants include pedestrian and bicycle facilities, recreational trails, safe routes to school projects, and community improvements. Staff submitted a grant application for TAP funding on 1-23-2020. Here are the critical items moving forward. • Council needs to pass a resolution of support for the project by April 17, 2020 • The local match for the grant is 20% of the project costs. Estimated construction costs are $442,405, the local share would be $88,481 for construction. • Engineering costs are $66,360.75 and the city is responsible for those costs. • The project would be scheduled in State Fiscal Year 2023 or 2024 • Real Estate acquisitions would be completed in 2021 and 2022 for the project. These costs are not included in the project total. The city would acquire permanent limited easements for trail segments crossing private property. Approximately 80% of the proposed trails would be on city owned property. Contact Matt Schreiber if you would like a copy of the entire Grant Application. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Proposed Trail Map, Estimated Project Costs ACTION REQUESTED OF COUNCIL: Review and discuss Wisconsin Dept. of Transportation (WDOT) Transportation Alternatives Program (TAP) Grant application  Estimated Construction Cost City of Columbus Paved Bicycle/Pedestrian Trail Network Project Transportation Alternative Program 1/21/2019 Eligible Item Description Unit Quantity Unit Price Cost Asphaltic Concrete Pavement - Binder Course 2 1/2" TON 1355 $100.00 $135,500.00 Topsoil, Seed, Fertilizer, and Mulch SY 9410 $5.50 $51,755.00 Trail Construction (Base Course, Excavation, Grading) SY 9410 $15.00 $141,150.00 Clearing and Grubbing LS 1 $42,500.00 $42,500.00 Tree Removal ID 550 $50.00 $27,500.00 Storm Sewer - 48" RCP LF 120 $300.00 $36,000.00 Storm Sewer - 48" RCP Endwalls w/ Riprap EA 4 $2,000.00 $8,000.00 Subtotal $442,405.00 Engineering (15%) (Local Cost Only) $66,360.75 Grand Total $508,765.75  AGENDA ITEM Committee of the Whole Meeting date: February 4 __ Council Meeting date: _________________ ITEM: _Review and discuss application process for use of Mae Ward fund DETAILED DESCRIPTION OF SUBJECT MATTER: Enclosed in your packet is the overview of the Mae Ward Fund. The intent of the document is to identify how the program will be administered and to provide transparency for operation of the fund. Also enclosed with the packet, is a project application form and donation form for your review. Please review these draft forms. Please note the donation form uses the same format as the monetary donation form that the city currently uses. Council has made a commitment to the Mae Ward Fund by allocating $500 from the general fund to the Mae Ward Fund in the 2020 budget. Staff is seeking approval of the Mae Ward Fund Guidelines, Project Application Form and the Donation Form by the end of March so projects can be completed in 2020. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Mae Ward Fund Overview ACTION REQUESTED OF COUNCIL: Review and discuss application process for use of Mae Ward fund  Mae Ward Fund Guidelines Purpose The Mae Ward Fund was established to fund projects that enhance the beauty of public places in Columbus. Completing projects that beautify Columbus will make our community a better place to live, work and play. Research shows a visually appealing community increases property values, attracts businesses, and improves the community’s image. This document was created to provide a transparent framework regarding how Mae Ward Fund will raise funds and identify projects. Background The fund was established due to the generosity of Mae Ward, who donated money to the City of Columbus for projects that beautify Columbus. These funds are held in trust and are specifically meant to be used for beautification of the city. Currently each request for use of these funds is heard on a case by case basis with the Council as the approving body. Eligible Activities Eligible Projects for the Mae Ward Beautification Fund include: • Purchase of plants and flowers for parks and public areas • Enhancement of the streetscape throughout Columbus • Encourage litter control by providing trash and recycling receptacles in parks and public areas • Develop and update Gateway signage near entrances of the city • Other items identified by City Council Education and Fundraising The city will complete an educational and fundraising effort for the fund in May of each year. This effort will be held in May to coincide with the Redbud trees being in full bloom throughout the city. The purpose of the educational effort is to inform the public of the purpose of the fund and to highlight recent and upcoming projects funded by the Mae Ward Fund. To kickoff of the fundraising effort the City of Columbus should make a contribution to the Mae Ward fund. The city will utilize the city webpage, social media and local print media to inform the public of upcoming projects and the benefits of donating to the fund. Donations made to the fund are tax deductible. The city will issue a letter to each donor thanking them for the donation and letter should be kept for tax purposes. Annual Report The city shall complete an annual report that will review all program activities for the previous year. The report will identify the total amount of money raised by the fund and will recognize donors that contribute to the fund. If a donor wishes to remain anonymous, they will not be included in the report. Also, the report will recognize individuals and organizations that volunteered time to complete a project. The annual report shall be provided to the COW each spring. Last Updated: 1/28/2020 Page 1 of 4  Mae Ward Fund Guidelines Budget Process The city will identify projects in the fall of each year to develop the program budget. Projects will selected for the program budget based on the availability of funding and the level of commitment by a project sponsor. A program budget will be completed annually to identify projects in the upcoming year. The program budget would identify projects and their projected costs to complete the project. In addition, the budget will identify the source of materials and who will install the project. In addition, the budget should consider any ongoing maintenance or storage of materials that might be needed as a result of the project. The COW shall review the draft program budget before the city budget is adopted. Project Completion If DPW assistance is needed to complete a project, it shall be scheduled at a time convenient for DPW. The program will consider projects sponsored and completed by non-profit groups. To the maximum extent practical, the program should collaborate with civic groups or individuals for installation or maintenance of projects. Disbursement of Funds An invoice or receipt shall be provided before funds will be disbursed to project sponsors. The fund will not reimburse the project sponsor for any expenditures made before project approval. Examples of Ongoing Projects • Street Banners as needed • Order Flowers for hanging baskets and planters and installation (work with FFA for flowers) Examples of Potential Projects • New Garbage/Recycling Cans in Public Spaces • New or Improved Gateway Signage on Highway 73 and 89 • Design and Install Flowering Boxes for Manning Street Bridge as you enter Columbus on 16/60 • Landscaping Projects at City Parks Last Updated: 1/28/2020 Page 2 of 4  Mae Ward Fund Guidelines MAE WARD PROJECT APPLICATION FORM Project Sponsor: ____________________________________________________________________ Project Name: _______________________________________________________________________ Please describe the project completed with these funds. Include a description of how the funds will be used, where the project is located and how the project will enhance beauty in the City of Columbus? _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Project Budget Activity Requested Mae Ward Funds Other Funding Sources* TOTAL $ $ TOTAL $ $ $ *If applicable, please identify the other funding sources: ____________________________ Will the project sponsor donate time for the completion of the project? Yes __ No __ If yes, please provide an estimate of volunteer hours donated towards the project? _______ Hours Will there be ongoing maintenance because of this project? Yes __ No __ If yes, will the sponsor volunteer time to in future years for ongoing maintenance? Yes __ No __ Please identify other projects that your organization has completed: ____________________________ _____________________________________________________________________________________ Does the city need to contribute staff time for completion or maintenance of the project? Yes __ No __ If yes, please provide an estimate of staff time needed for the project? _______ Hours If available, Please include the following information: • Bids or Estimates of Project Costs • Landscaping or Site Plan • Other documents that may be requested by the City Last Updated: 1/28/2020 Page 3 of 4  Mae Ward Fund Guidelines MAE WARD FUND DONATION FORM Donor Information: NAME ADDRESS PHONE E-MAIL Donation Amount: $________________ Are their restrictions to the use of the donation? Yes_____ No_____ If yes, please state what the donation shall be used for? ______________________________ ______________________________________________________________________________ If yes, any funds in excess of the amount required for the above purpose: _____ May be returned to the Mae Ward Fund for General Use _____ Shall be returned to the donor _____________________________ ___________________ Donor Signature Date _____________________________ ___________________ Donor Signature Date The City of Columbus will provide a letter to each donor. The letter will formally thank each donor and provide a receipt for the donation to the fund. Donations to the Mae Ward Fund are tax deductible and the donor should keep the letter for tax records. THANK YOU FOR DONATING TO THE MAE WARD FUND! Last Updated: 1/28/2020 Page 4 of 4  2020 AGENDA ITEM Committee of the Whole Meeting date: _____February 4, 2020______ Council Meeting date: __ __February 17, 2020____________________ ITEM: _____2020 Haz Mat Agreement with Columbia County________ DETAILED DESCRIPTION OF SUBJECT MATTER: Annual agreement with Columbia County to provide Haz Mat coverage for 2020. Once the signature page and payment is made, the agreement will be sent to all participating municipalities. Money has been budgeted in 2020, account #100-522410-249 LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Billing & Signature page for 2020 Haz Mat agreement with Columbia County ACTION REQUESTED OF COUNCIL:  Review and forward to regular council meeting for approval.  City of Columbus, referred to herein as a Local Unit, hereby consents to and agrees to be bound by the terms and conditions of this Agreement for HAZ- MAT Response Services between the City of Portage and County of Columbia, dated January 15, 2020, as a party hereto, a copy of said Agreement having been attached at the time of execution, and by this reference City of Columbus is made a party to said Agreement upon acceptance at the Clerks' offices for the City of Portage and County of Columbia. CITY of Columbus By: Mayor Date  · · ·•. COLUMBIA 608-742-9645 ) COUNTY FAX: 608-742-9846 Email: accounting@co.columbia.wi.us Website: www.co.columbia.wi.us INVOICE 2020 HAZ MAT Remit To: Columbia County Accounting Department P.O. Box 473 Portage, WI 53901 January 16, 2020 Michael Thom, Mayor City of Columbus 105 N. Dickason Blvd. Columbus, WI 53925 DATE CHARGES AND CREDITS BALANCE 1/16/2020 2020 Haz Mat Costs $1,013.00