Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, MAY 19, 2020 – 6:45 PM COLUMBUS CITY HALL Video Conference Address: https://us02web.zoom.us/j/86727248817?pwd=RzliSGhaTEdqN2NINlRJRkVUN0I0UT09 Meeting ID: 867 2724 8817 Password: 013529 OR Phone Conference Phone Number: 312-626-6799 Meeting ID: 867 2724 8817 Password: 013529 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizen Comments o Due to the COVID-19 health crisis, City staff need to minimize attendance at the Council meeting in City Hall per Governor Evers' Directive. Citizens wishing to make public comment at the meeting, please call 312-626-6799 by 6:15 pm. All comments are limited to 3 minutes in length. 5. Department Reports a. Police Report – April 2020 b. DPW Report – April 2020 c. Fire Dept. Report – April 2020 6. Consider & discuss address update for the Aquatic Center 7. Consider & discuss naming of recreation area on River Road 8. Consider & discuss financing options for Hibbard Street reconstruction project 9. Consider & discuss Draft State Municipal Agreement 10. Convene to closed session per § 19.85(1)(g) to confer 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 11. Reconvene to open session 12. Convene to closed session per §19.85(1)(e) deliberating or negotiating the purchase of public properties, the investment of public funds, or conducting other public business, whenever competitive or bargaining reasons require a closed session, specifically to discuss potential developments in the City of Columbus 13. Reconvene to open session Adjourn  COLUMBUS POLICE DEPARTMENT 159 S. Ludington St. Columbus, WI. 53925 920-623-5919 (Main) 920-623-5930 (Fax) May 13, 2020 Mayor Thom, Members of the Common Council: RE: POLICE DEPARTMENT ACTIVITY REPORT, April 2020 Attached is the monthly report for the Columbus Police Department. Please feel free to contact me at any time if you have questions. Chief Dennis Weiner www.cityofcolumbuswi.com Dennis R. Weiner, Chief of Police  COLUMBUS POLICE DEPARTMENT 159 S. Ludington St. Columbus, WI. 53925 920-623-5919 (Main) 920-623-5930 (Fax) PERSONNEL The department is not fully staffed. Current staffing as of May 13, 2020: Authorized by Budget Actual Sworn Officers Full-time sworn police positions: 10 9 (Position breakdown) Patrol Officer 6 5 Sergeant 1 1 Lieutenant 2 2 Chief 1 1 Clerical Office Manager (full-time) 1 1 Clerk (full-time) 1 1 Current personnel: Name Date of Hire Chief Dennis Weiner 2/18/2008 Lieutenant Roger Witthun 12/17/2001 Lieutenant Darrell Ward 06/30/2017 Sergeant Mark Creighton 01/06/2020 Officer Matt Schultz 12/23/2002 Officer Kelly Towne 02/02/2004 Officer Riley Vogel 05/30/2017 Officer Alexander Secord 08/13/2018 Officer Andrew Henn 12/04/2019 Office Manager Erika Kellar 02/04/1999 Public Safety Clerk Bonnie Langsdorf 09/30/2006 www.cityofcolumbuswi.com Dennis R. Weiner, Chief of Police  COLUMBUS POLICE DEPARTMENT 159 S. Ludington St. Columbus, WI. 53925 920-623-5919 (Main) 920-623-5930 (Fax) PERSONNEL: Following the resignation in March, we advertised the vacant police officer position for 1 month. We received 16 applications. Of those 16, only 8 met the minimum requirements. All 8 were invited to the test and 1 st round interview held on April 25. Only 6 attended. Of those 6, 2 were eliminated and 4 continued on. Those 4 were interviewed by the Police and Fire Commission on May 6. All were approved by the PFC and placed on eligibility list. I have made a conditional job offer to an applicant who has accepted. Once he completes all testing (drug, physical, psychological, etc) we hope to have him on board soon. NATIONAL POLICE WEEK: May 10-May 16 is National Police Week. Our officers are a very committed and hard working group. They work in very challenging times for law enforcement given the COVID19 pandemic as well as the national anti police sentiment that has been growing in recent years due to high profile national events. I expressed my appreciation to each of the officers and at our next department meeting will treat them to a meal. CORONAVIRUS: During April one of the officers had a potential exposure. While dealing with a citizen on a call the person stated he believed he had the Coronavirus and had just been tested for it. The officer and his squad were quarantined until the following day when the test for the citizen came back negative. TRAFFIC ENFORCEMENT: During March of 2020, officers issued 26 traffic citations, 7 municipal ordinance citations and 25 warnings. On April 27 at 1238 a.m. an officer attempted to stop at a vehicle that was operating at an excessive speed on W. James Street. The vehicle would not stop and the officer pursued the vehicle for several miles before disengaging. SPEED TRAILER: With the warmer weather on the horizon, we will begin deploying the department speed trailer. Last year it failed at the end of the season and required the electronic brain be replaced. The unit was a few months out of warranty, however the manufacturer agreed to cover the cost, which would have been around $1500. We already have a few locations requested, but citizens are encouraged to request it. Placement is in the order requests are received. FLEET: Ford confirmed the factory shut down due to the COVID19 pandemic. They hope to be building squads again soon, but we will not see our new squads until this fall. They were expected early this month. TRAINING: I have applied for a 6 week in residence law enforcement Management and Leadership training called Command College, which is ran by UW Madison and the Wisconsin Department of Justice. It is held at the Wisconsin State Patrol Academy in Sparta, 1 week per month, over 8 months (2 months skipped during program) starting in September. Completion of this class will designate me as a Certified Public Manager in the State of Wisconsin by UW Madison. This specific class is subsidized by a grant and is a fraction of its normal cost. It includes lodging and meals and affordable within our budget. The class is posted statewide and is competitive, with only 25-30 being chosen. I will be notified later this month if I have been selected. www.cityofcolumbuswi.com Dennis R. Weiner, Chief of Police  COLUMBUS POLICE DEPARTMENT 159 S. Ludington St. Columbus, WI. 53925 920-623-5919 (Main) 920-623-5930 (Fax) Columbus Police Department Total CAD Calls Received, by Nature of Call 1 Nature of Call Total Calls Received ----------------------------- -------------------- TEN DAY SIGN OFF 1 911 HANG UP 20 ACCIDENT PROPERTY DAMAGE ONLY 2 ACCIDENT WITH PERSONAL INJURY 1 ASSIST ANOTHER AGENCY 3 BURGLAR ALARM 2 FIRE ALARM 1 ANIMAL COMPLAINTS 4 ANIMAL BITE 1 CIVIL 1 CONTROLLED 3 DISORDERLY CONDUCT 3 DEATH INVESTIGATION 2 DISABLED VEHICLE 5 DOMESTIC ABUSE 2 DOMESTIC WITH INJURY 1 DRIVING COMPLAINT 11 ELUDING 1 EMS CALL 9 EXTRA PATROL 5 STRUCTURE FIRE 1 FLEET MAINTENANCE 3 FOOT PATROL 10 FRAUD 2 GENERAL 9 HARASSMENT 2 ROAD HAZARD 3 JUVENILE INCIDENT 1 KEEP THE PEACE 2 LOST AND FOUND 3 NOISE COMPLAINT 4 OUT WITH PERSON 2 OPEN DOOR 9 ORDINANCE VIOLATION 4 PARKING VIOLATION 1 RADAR 26 SECURITY 198 STATE ORDER VIOLATIONS 4 SUSPICIOUS 15 THEFT 10 THREAT 1 TIPS/LEADS 2 TRAFFIC STOP 42 TRESPASS 1 VANDALISM 6 WELFARE 16 ------------------------------------------------------------------------- Total Calls: 455 www.cityofcolumbuswi.com Dennis R. Weiner, Chief of Police  Columbus Public Works Department Directors Report April 2020 April proved to be another interesting month as the department did its best to navigate COVID-19 and the implications that have come along with it. The department has shifted to working 4 – 10 hour days with alternating shifts to ensure we still have coverage Monday-Friday and have put several safety precautions in place as recommended by the CDC. Some highlights from DPW include:  Assisting with preparation and execution of the Spring Primary election.  Street sweeping, the new street sweeper was delivered and staff was trained on its operation. After working out a few kinks the sweeper is up and running on its normal schedule.  Brush Pickup, April was the first brush pickup of the year, which is always a heavy round. Especially with everyone being stuck at home and doing yard work to keep busy. Overall residents did a good job of following the Brush pickup guidelines.  Senior Center improvements, with the Senior Center being closed for the Month of April due to COVID-19 staff was able to help the Senior center prepare for new flooring to be installed and complete some painting projects.  Library Work Order, with the library also being closed due to COVID-19 staff was able to complete a bathroom remodel/improvement in the Men’s and Women’s restrooms downstairs as well as touch up some landscaping.  Winter cleanup, vehicle maintence is a great social distancing project for staff to get all the winter equipment cleaned up and put away for the summer. Taking time to do this correctly, helps extend the life of our equipment.  Spring Park preparation, with spring sports canceled and parks being closed it has given staff time to do ball diamond work at Kiwanis Park as well as numerous park bathroom improvements to ensure that City parks are ready to go when we are able to open them up.  The 2nd Ward Creek project was completed with help from Columbia County. This was completed due to a failing culvert in the Deer Pen. Now with the creek opened up and the culverts being removed we expect to see fewer flood events in that area. My month highlights included:  Working with or safety consultant, Municipal Electric Utilities of Wisconsin (MEUW) and the City’s insurance company League of Wisconsin Municipalities Mutual Insurance to review and update our Safety programs where needed. COVID-19 has been a great time for staff to review safety policies and procedures when they have downtime.  Going to bid and finalizing the 2020 Noxious weed contract.  Working with HLPC and contractors to plan the Fireman’s Park Pavilion improvements that are planned out for this summer. These projects include; wrapping up in the window restoration, painting the pavilion, and installing new gutters.  Reviewing storm water needs and concerns throughout the City.  DPW ACTIVITY REPORT April 2020 - DPW Street Cleaning Snow & Ice Hours Cost 6% Removal Traffic Control DPW City Buildings & Grounds 280.27 $8,521.29 2% Streets 2% Athletic Fields/Rec 0.35 $12.25 0% Storm Sewers CAAC 5.29 $174.80 3% Forestry 145.20 $4,228.76 Udey Dam Muncipal Garage 16.53 $501.43 0% Emergency Management 3.40 $90.42 Cemetery City Buildings & Management 8.38 $572.90 2% Grounds Parks 323.16 $8,933.77 30% Athletic Cemetery 14.56 $289.49 Fields/Rec Udey Dam 0.33 $18.84 Parks 0% 35% Storm Sewers 30.28 $1,014.58 CAAC Forestry Snow & Ice Removal 20.16 $559.12 1% 16% Streets 0.01 $0.51 Street Cleaning 54.02 $1,690.48 Traffic Control 23.16 $693.04 Muncipal Garage Totals 925.1 $27,301.68 2% Emergency Management Management 1% 0% 3% Buildings & Collection Grounds System WWTP April 2020 - WWTP 4% Lift Stations Hours Cost 0% Buildings & Grounds 12.47 $544.54 Collection System 12.01 $524.64 Lift Stations 0 $0.00 Treatment Plant Plant Operation 153.55 $6,995.98 40% Plant Operation 42% Sludge Processing 40.56 $1,778.45 Treatment Plant 144.56 $6,283.76 Totals 363.15 $16,127.37 Sludge Processing 11%  CITY COUNCIL REPORT FOR MAY 19, 2020 MEETING LEVEL OF STAFFING - AS OF 04/30/2020 36 Paid on Call Firefighters - Non-Probationary Members 3 Paid on Call Firefighters - Probationary Members 1 Fire Chief 40 Total Active Members 0 Vacant Firefighter Positions 0 Hiring Process 0 Eligibility List Full staff level for active fire personnel is 40  INCIDENT RESPONSES April 2020 Alarm End City Rural # of Run # Alarm Date Time Time Incident Location Incident Incident Incident Type F.F. 20-041 04/03 07:05 07:20 110 Stuart Street X Fire Alarm 9 20-042 04/03 18:20 18:32 Hwy 151 @ MM 115 X MVA 11 20-043 04/05 14:06 15:06 108 Red Bud Trail X Kitchen Fire 15 20-044 04/07 16:27 17:15 N5566 Hwy 73 X Lift Assist 4 Hwy TT & Behan 20-045 04/15 20:14 21:14 X MVA 18 Road East of Baden St. Brush Fire/Grass 20-046 04/18 14:47 17:45 X 16 near RR tracks Fire Hwy 151 NB @ exit 20-047 04/21 13:50 14:09 X MVA 12 #118 False Report of a 20-048 04/24 20:32 20:40 1441 Muller Road X 12 Wildland Fire 1540 West James Rescue from 20-049 04/29 14:27 15:30 X 10 Street Roof Current Monthly Total: 9 Total Runs by Month: Jan 14 July Feb 16 Aug Mar 10 Sep Apr 9 Oct May Nov June Dec Year to date total 49 Last Year at this time 59 TRAININGS, MEETINGS, AND COMMUNITY ACTIVITIES April 2020 04/01 Department Officers Meeting via Zoom 04/01 Online training – Thermal Imaging Review 04/02 Online training – Rope Rescue Training 04/07 Online training – Extrication and Struts 04/15 Online via Zoom – DCARI – Chief Koehn & Lt. Fox 04/29 Online via Zoom – DCARI – Chief Koehn & Lt. Fox ITEMS OF NOTE FOR APRIL We are continuing with the adjusted procedures due to COVID-19 as outlined in last month’s report. On the positive side, our new truck is nearing completion. We expect to pick it up sometime this month. The photo below was taken May 11. Randy Koehn  CITY OF COLUMBUS FOR MEETING OF: May 19, 2020 REQUEST FROM/DEPARTMENT: Aquatic Department AGENDA ITEM/REQUEST: Address Change for the CAAC *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: I would like to recommend that the CAAC have its own address, not within Fireman’s Park. The pool has had deliveries left at the Rest Haven and Pavilion gone unnoticed as well as guests arrive at the pool for an event that is taking place at the Pavilion. I have been working closely with Pat Goebel on this subject; a suggested address of 250 Folsom be used for the CAAC. Thank you for your consideration. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval)  2020 AGENDA ITEM Committee of the Whole Meeting date: __5-19-2020________________ Council Meeting date: __________ ___________ ITEM: ___ Consider & discuss naming of recreation area on River Road DETAILED DESCRIPTION OF SUBJECT MATTER: The results from the poll of council members regarding the naming of recreation area on River Road can be seen below. These are in alphabetical order, not by ranking. The list includes the 5 options with the highest vote tally, as well as the most times they were selected by Council members. Butterfly Trails Discovery Park Nina Park River Run Volunteer Park Site Plan Update – After the past meeting, staff spoke with the Winfield MacDonald from the Oddfellows. He indicated that swtichgrass was one of three prairie grasses recommend to them by the DNR. The switchgrass was selected based on the DNR input and the price for the seed. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: o Consider & discuss naming of recreation area on River Road  2020 AGENDA ITEM Committee of the Whole Meeting date: ____5/19/2020_______ Council Meeting date: ______________ ITEM:_State-Municipal Agreement_ DETAILED DESCRIPTION OF SUBJECT MATTER: The City was recently awarded a Local Roads Improvement Program (LRIP) grant of $450,000 for the Hibbard Street project. As a key step in the grant process, the City will need to finalize a State-Municipal Agreement (SMA) prior to awarding the construction project. The SMA is likely to detail the scope of the project and estimated project costs, as well as identify the costs to be covered by the LRIP Grant and costs to be paid by the City or City Departments. The agreement will also establish program requirements, as well as the responsibilities of each party to the agreement. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Draft SMA (if available at publishing) ACTION REQUESTED OF COUNCIL: Review draft SMA if available prior to meeting, and discuss the impact SMA approval is likely to have on the overall project schedule.  2020 - 2021 Local Roads Improvement Program (LRIP) State Municipal Project Agreement Date: May 14, 2020 Program Type: MSID LRIP Project Number: 16772 Project ID: 39508802107 County: Columbia Appropriation: 27800 Recipient: City of Columbus Account: 8700140 The signatory city, village, town or county, hereinafter called the MUNICIPALITY, through its duly authorized officers or officials via the signed LRIP application form and terms and conditions, and the State of Wisconsin Department of Transportation, hereinafter called the STATE, enter into this agreement to accomplish the described project. The authority for the MUNICIPALITY and the STATE to enter into this agreement is provided by the Wisconsin Administrative Code TRANS 206.03(12). Improvement Type: Reconstruction Surface Type: 70 - Hot Mix Asphalt Pavement (HMAC) On Route 1: Hibbard St Additional Locations are displayed on Page 2 At Route: Maple Ave (1) Toward Route: Dix St Need for Improvement: Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration, Narrow Traveled Way With Deterioration Other Work: Adjust manholes, Establish drainage, Geotextile grid fabric, Lighting*, Realign roadway (vertically and/or horizontally), Reconstruct Intersection, Re-establish crown, Sanitary sewer*, Sidewalk, Storm sewer, Street signs*, Undercutting, Water main*, Widening roadway Thickness Travel Width (Per Lane) Left Shoulder Curb & Gutter Right Shoulder Curb & Gutter 4.00 in 14 ft 0 in 0 ft 0 in Y 0 ft 0 in Y Project Cost Summary Estimated Costs LRIP/State Funds Municipal Funds (includes ineligible costs) Engineering: $149,788.00 Right-of-Way Acquisition: $0.00 Construction: $1,078,936.25 Total Eligible Costs: $1,228,724.25 Total Ineligible Costs $686,900.00 Total Improvement Costs: $1,915,624.25 $450,000.00 $1,465,624.25 This request is subject to the terms and conditions agreed to at the time of application for the designated MUNICIPALITY and upon acceptance by the STATE, per signature below, shall constitute agreement between the MUNICIPALITY and the STATE. Accepted for the State of Wisconsin, Department of Transportation: By: Merrill Mechler-Hickson May 14, 2020 Local Transportation Programs and Finance Date Page 1 of 3  2020 - 2021 Local Roads Improvement Program (LRIP) State Municipal Project Agreement Project Funding Funding Type From Project Program Type Biennium Sunset Date Approved Amount Date New Biennium Project Request N/A MSID 2020 - 2021 June 30, 2025 $450,000.00 May 14, 2020 Total $450,000.00 Page 2 of 3  2020 - 2021 Local Roads Improvement Program (LRIP) State Municipal Project Agreement Terms and Conditions 1. The initiation and accomplishment of the improvement will be subject to the applicable federal, state and local laws, administrative policy and program rules, ordinances, standards, and contract bidding requirements. Please note that if any portion of an improvement is funded using federal funds (including design, real estate, or other related work activities), the entire improvement will be subject to federal requirements. All components of the improvement must be defined in the environmental document if any portion of the project is federally funded. 2. The construction of the improvement will be in accordance with the appropriate standards unless an exception to standards is granted by the state prior to construction. The entire cost of the improvement not constructed to standards will be the responsibility of the Municipality/County unless such exception is granted. 3. The Municipality/County will assume all responsibility for complying with all applicable environmental requirements for the improvement. 4. The work, which is eligible for state participation will be administered by the Municipality/County. The authority for the state to delegate this responsibility is described in ch. Trans 206. 5. All contracts will be let by competitive bid and awarded to the lowest responsible bidder in accordance with the provisions of s.86.31 Wis. Stats. and all other municipal/county bidding requirements. 6. State financing will be limited to up to 50 percent (%) participation in eligible items or to the limit approved for the improvement - whichever is less 7. Payments to the Municipality/County will be made after the improvement is completed, and the contractor(s) fully reimbursed. 8. In order to guarantee the Municipality's foregoing agreements to pay the State, the Municipality, through its above duly authorized officers or officials, agrees and authorizes the State to set off and withhold the required reimbursement amount as determined by the State from any moneys otherwise due and payable by the State to the Municipality. 9. The Municipality/County will keep records of the cost of the improvement together with letting documents and will have them available for inspection by representatives of the state and will furnish copies when requested. 10. The design and construction of the improvement must be certified by a registered professional engineer, if the cost of the improvement exceeds $65,000. 11. Federal Single Audits of Local Government Units: a. The Municipality/County shall have a single organization audit performed by a qualified independent auditor if required to do so under federal law and regulations. (See Federal Circular No. A-133) b. This audit shall be performed in accordance with Federal Circular A-133 issued by the Federal Office of Management and Budget (OMB) and state single audit guidelines issued by the Wisconsin Department of Administration (DOA). c. The Municipality/County will keep records of costs of construction, inspection tests and maintenance done by it to enable the State to review the amount and nature of the expenditure for those purposes. Such accounting records and any other related records shall be subject to a project review or audit as directed by the Department within ten (10) years of project closing. 12. The Municipality/County will maintain, at its own cost and expense, all portions of the project that lie within its jurisdiction and will make ample provision of such maintenance as long as the road remains open to traffic. 13. This agreement is subject to the availability of State funds appropriated for this program. The continuance of this agreement beyond the limits of funds already available to the Wisconsin Department of Transportation is contingent upon appropriation of the necessary funds by the Wisconsin Legislature and the Governor. (Reference 66 OAG 408; State ex rel. LaFollette v. Reuter, 36 Wis. 2d 96, 119 [1967]) 14. In accordance with the State's sunset policy for LRIP projects, the subject improvement must be constructed and submitted for reimbursement within three biennium. X Checking this box indicates that the Preparer is authorized to conduct official business for the Municipality/County identified below and upon acceptance by the State shall constitute agreement between the Municipality/County and the State, subject to the terms and conditions above. Recipient: City of Columbus County: Columbia Head of Government: MICHAEL THOM Title: Mayor Preparer: Ben Schulte Title: Administrative/Finance Date: 10/31/2019 Reviewer: Chris Hardy Title: County Highway Commissioner Date: 01/08/2020 Page 3 of 3