Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, JULY 7, 2020 – 6:45 PM COLUMBUS CITY HALL AGENDA https://us02web.zoom.us/j/84385606904?pwd=MzBTSTNoZExndG90QXZpZVJqWlhodz09 Meeting ID: 843 8560 6904 Password: 689671 OR 312 626 6799 Meeting ID: 843 8560 6904 Password: 689671 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizen Comments o Due to the continuing COVID-19 health crisis, City staff continue to minimize attendance at the Council meetings in City Hall until further notice. 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. Committee Minutes a. CHLPC – 6/10/20, 6/24/20 spec b. CWL – 05/21/20 6. Sale of 1991 Ford rescue truck 7. Sale of 1991 Ford rescue proceeds to equip new firetruck 8. Carrico Water Management Agreement 9. WWTP Roof Repair Expenditure Ratification 10. 2021 Budget Process 11. Consider & discuss DPW Administrative Assistant job description 12. Discuss Christopher Columbus statue Adjourn  Columbus Historic Landmarks and Preservation Commission Regular Meeting Agenda Wednesday June 10, 2020 5:00 PM Community Center Building Attendees: Carolyn Fredericks Beth Altschwager Retta Kurth Ruth Hermanson Eric Lukasavitz John Salzwedel Jan Ulrich Council Liaison: Ian Gray 1. Call meeting to order: Carolyn Fredericks 2. Properly posted meeting: Check 3. Welcome Ian Gray – Council liaison 4. Citizen comments on agenda items: None 5. Approve Agenda: Motion: Altschwager; Second: Lukasavitz; Moton carried. 6. Approve minutes from the March 11, 2020 meeting: Motion: Lukasavitz; Second: Salzwedel. Motion carried. 7. Treasurer Report-Attached: : Motion to accept February amended report: Salzwedel; Second: Kurth. Motion carried. Motion to accept April report: Lukasavitz; Second: Hermanson. Motion carried. Motion to accept May report: Kurth; Second: Lukasavitz. Motion carried. Motion to accept June report: Salzwedel; Second: Hermanson. Motion carried. 7. Old Business: A. Summer Concert Series – 2020: Cancelled 1) Bands and vendors contacted: Noted 2) Letter to businesses and return of 2020 sponsorship checks: Noted 3) Local Vocals: Not available for the 2020 season. B. Pavilion projects/planning meeting? Set for Wednesday, June 24, 2020 @ 3:30 p.m. at the Pavilion. C. CBR project and Park Avenue window estimate: Forthcoming  D. Pavilion painting – Roberts Brothers schedule and meeting to discuss details: Mike Roberts noted that the project is targeted to begin after July 4. E. 2021 Historic calendar topic: Ulrich reported on the progress of the Kurth Brewery 2021 calendar. 8. New Business: A. Bills: Kurth made a motion to pay Jan Ulrich $24.74 for petunias for the CHLPC garden. Altschwager seconded it. Motion carried. B. Discussion of Regular meeting time: Salzwedel made a motion to set regular meeting times at 3:30 p.m. Lukasavitz seconded it. Motion carried. C. Election of officers: Altschwager suggested that officers maintain their current positions. She made a motion to that effect. Salzwedel seconded it. Motion carried. D: Water tower maintenance review: As previously established, a review of the tower conditions on a 5 year increment schedule is due. Hermanson Concrete agreed to get an estimate of maintenance/repairs. Altschwager will contact the City for release of the allocated $3000 for the tower maintenance. E: Dix Street – Warner Street District walking tour book amendment – Jan: Ulrich composed an addendum to the “Columbus History and Architecture Tours” booklet to include the 4th historic district: the mid-century modern historic district. Lukasaavitz made a motion to include the addendum. Altschwager seconded it. Motion carried. Ulrich will contact Chris Proost for printing, funds coming from CHLPC City “Supplies” budget. (Acc’t # 100-511210-312) F: CHLPC garden – Jan flowers, Carolyn & Phil – new grasses & maintenance: Appreciation to Jan, Carolyn, and Phil for maintaining the CHLPC garden. G. Certificate of Appropriateness – signage – Home Expressions: Salzwedel Made a motion to approve. Hermanson seconded it. Motion carried. H. Cercis Brewing Company – possible awning grant & match with City/Matt Schreiber: Following discussion it was agreed to have Fredericks contact Schreiber and work with the CDA on setting up a fund for home & business improvements in the historic district. Lukasavitz made a motion to accept a monetary donation to start the fund. Salzwedel seconded it. Motion carried. It may be considered a “new project”.  I. Barbara Wilder – daughter of Doris Hughes – interested in CHLPC project in honor of Doris Hughes: Following discussion, Hermanson offered to update the list of future projects with $ estimates. J. Popcorn Wagon Committee – drawings for popcorn wagon at Pavilion: Drawings were distributed. Tabled until a representative can present it to the Commission. 9. Council Liaison Report: Comments included in minutes. 10. Adjourn: Motion: Lukasavitz Second: Altschwager; Motion carried. Meeting adjourned at 7:45. Respectfully Submitted, Retta Kurth, Sec.  Columbus Historic Landmarks and Preservation Commission Special Meeting – Pavilion Projects - Agenda Wednesday June 24, 2020 @ 3:30 pm Fireman’s Park Pavilion Attendees: John Salzwedel, Beth Altschwager, Carolyn Fredericks, Retta Kurth,, Ruth Hermanson, Jan Ulrich. Council Liaison: Ian Gray An unofficial poll was taken in response to the 4th of July Committee's request for intentions of funds contributed. Ulrich suggested we request a refund. Altschwager seconded the suggestion. All were in agreement. 1. Call meeting to order: John Salzwedel 2. Properly posted meeting: Check 3. Approve agenda: Motion: Altschwager; Second: Fredericks; Motion carried. 4. Citizen comments on agenda items: None 5. Approve minutes from the February 27 HLPC Special Meeting – Pavilion Planning Meeting: Motion: Lukasavitz; Second: Altschwager; Motion carried. 6. Treasurer’s Report: Recap from time period of 2/27/2020 – 6/24/2020: Attached: Motion: Kurth; Second: Lukasavitz; Motion carried. 7. Windows Project: Recap: HLPC can expect a quote from Community Bldg & Restoration Inc. for a bank of replacement windows on the Pavilion facing Park Ave. 8. Exterior painting details, time frame: Points of discussion: 1) City maintenance: gutters, stairs 2) Paint colors: Trim, covered windows, unused doors, siding, veranda roof. 3) Lukasavitz will explore the possibility of Aluco-bond for window spaces on the South end. 4) Fredericks will contact Crary about double door facasde on South end. 5) Fredericks was asked to oversee projects as chief design co-ordinator. 9. Next meeting date: Set for Thursday July 23, 2020 at 3:30 pm at the Pavilion. 10. Adjourn: Motion: Altschwager; Second: Lukasavitz; Motion carried. Meeting adjourned at 4:45 p.m. Respectfully Submitted, Retta Kurth, Sec.  COLUMBUS WATER & LIGHT COMMISSION MEETING MAY 21, 2020 CWL Commission President Lang called the CWL Commission meeting to order at 6:00 pm. Commissioners present: Lang, Andler, Olson, Schulze and Robbins. Commissioner Ryan attended via video conference call. Also, present at the meeting was CWL Lead Lineman David Koenig CWL Co-Superintendent Kaltenberg and CWL Co-Superintendent Hammer. Excused Mayor Thom. 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 Robbins, second by Olson. Motion carried. Visitor’s Comments and Utility Communications: Co-Sup’t Kaltenberg reported that Scott Haumersen, CPA, from Wegner CPAs requested to reschedule the 2019 CWL Audit Report presentation for the June Commission Meeting. The Consent Agenda which consisted of the April 16th CWL Commission Meeting minutes, Monthly Treasurer’s Report and the Outage Report, was approved on a motion from Olson, second by Andler. Motion carried. UNFINISHED BUSINESS: Replacement Lead Lateral Program Ordinance: Co-Sup’t Kaltenberg presented a draft Replacement Lead Lateral Program Ordinance. She also shared the DNR’s handout on New Private Lead Service Line Replacement Program Funding that is projected to be available next year. The Commission had some suggested changes to the draft ordinance. Co-Sup’t Kaltenberg will add those changes and have this item on the June agenda. NEW BUSINESS: Cash Disbursements/Accounts Payable Reports: The Commission reviewed the April Cash Disbursements Report. Checks numbered 21473-21513 and 40 wire and ACH transfers, totaled $1,077,912.51. The Commission reviewed the Accounts Payable Report and ordered paid 45 requests totaling $147,028.24. Motion by Andler, second by Olson, to approve paying the 45 requests from the AP Report. Roll call vote, Schulze aye, Ryan aye, Olson aye, Andler aye, Greg aye, and Lang aye Motion carried. The April cost per kilowatt-hour was $.06658. Reports were approved and placed on file. REPORTS: Mayor Comments: Mayor Thom was excused this evening. Co-Superintendent Kaltenberg’s Report:  The week of May 11th, Co-Sup’t Kaltenberg worked with ESR Anna Stieve and WPPI Billing Analyst Jake Kagemann on reviewing customers that have had kWh and load factor changes that either need to be moved to a different rate class or have to elect a 1-year extension to remain on their current rate class. Letters and comparisons have been sent to those customers affected. COMMISSION MEETING MAY 21, 2020 PAGE 2  On Friday, May 15th, MEUW held its Annual Business Meeting. Co-Sup’t Kaltenberg was recommended by the Board President to be the Alternate Director for District 7 on the Board of Directors.  On Wednesday, May 13th, CWL received an email from Mike Peters, WPPI on the Community Recharge initiative that will provide additional funding to support local pandemic relief efforts. CWL’s Community Recharge fund allocation equals $7,400. CWL will be working with ESR Stieve on this and some of the potential items could be donations to non-profit and charitable organizations, partnering with local schools, nursing homes/assisted living facilities to support unmet needs, support local restaurants, additional love-income energy assistance or working with the Chamber of Commerce.  On Monday, May 11th CWL received the contracts for the Solar PV Array Project. The contracts are currently being reviewed by the City’s Legal Counsel. Once they are approved; CWL will sign them and get them sent out.  CWL’s crew is progressing on the AMI Water Meter Project. To date, 2,031 of 2,337 water meters have been converted to AMI. Co-Superintendent Hammer’s Report: The CWL crew has been working on the following for the past 4 weeks; Install electrical service to new US Cellular cell tower Tree trimming – back lot of S Water St - line clearance Attend MEUW Safety Session via Zoom Clean & Wax booms on bucket trucks Attend DOT Flagger Certification Training Hibbard St – tree removals, pole relocations Parkview Phase 3 – electrical upgrade Anticipated work for next 4 weeks; Wrap up Parkview Phase 3 electrical upgrade Electrical upgrade @ Frisch Dr. (commercial & industrial) Electrical conversion work as part of Hwy 89 project Motion by Robbins, second by Schulze to adjourn at 6:55 p.m. Motion carried. **Next Scheduled Meeting – Thursday, June 18th, 6:00 pm at Columbus Water and Light** Respectfully Submitted, Brook Andler CWL Commission Secretary  2020 AGENDA ITEM Committee of the Whole Meeting date: _July 7, 2020_________________ Council Meeting date: _July 21, 2020______________________________ ITEM: Disposal of the fire department’s old rescue truck that has been recently replaced with a new truck. DETAILED DESCRIPTION OF SUBJECT MATTER: With the recent acquisition of our new rescue truck, the old truck, which is 29 years old, is no longer needed and can be sold. As per city policy, I contacted the department heads at the police department, public works, wastewater, and water & light to see if there was any interest in it. There was none. I propose to sell the truck on Wisconsin Surplus Online Auction. We have previously sold three vehicles on this site as well as other items, and it has worked well. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Their website can be viewed at www.WisconsinSurplus.com ACTION REQUESTED OF COUNCIL: To approve the fire department’s sale of their 1991 rescue truck via Wisconsin Surplus Online Auction of Mt. Horeb, WI.  2020 AGENDA ITEM Committee of the Whole Meeting date: __July 7, 2020________________ Council Meeting date: __July 21, 2020_____________________________ ITEM: Use proceeds from the sale of the fire department’s old rescue truck to fund items needed to equip the new rescue truck. DETAILED DESCRIPTION OF SUBJECT MATTER: As was mentioned at the time of the approval to purchase the new truck, we would be asking to use some of the proceeds from the sale of the old truck towards equipping the new truck which is described as “loose goods”. The vast majority of the equipment for the new truck will be transferred from the old truck. However, there are expenses to cover hardware for mounting tools and equipment in addition to purchasing other pieces of equipment. While the new truck is a 50/50 purchase with the Rural Fire Group (RFG), the old truck was purchased solely by the City. Therefore, upon the sale of the old truck, 100% of the proceeds will go to the City. The RFG will pay for half of the loose goods. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: o An inventory of these items, including costs, is attached. ACTION REQUESTED OF COUNCIL: o To allocate $5,146.21 from the sale of the old rescue truck to cover 50% of the loose goods for the new rescue truck.  “Loose Goods” for the new Fire Department Rescue Truck Item Cost_____ Toughbook for command center $ 4,233.00 Dri-Dek installed in compartments 2,200.00 Assorted mounts, clamps, & hardware for mounting tools and equipment 1,971.21 Shelf liners and totes 284.75 Plexiglas & hinge 65.49 First aid kit 91.00 Little Giant ladder 530.00 CO2 fire extinguisher 247.87 Leaf blower 169.95 Radio installation, speakers, and microphone 329.65 License & registration 169.50 TOTAL $ 10,292.42 Half will be paid by the Rural Fire Group $ 5,146.21 City’s share $ 5,146.21 Mid-State Equipment donated a water fire extinguisher and a dry chem extinguisher with a total value of $272.10. Columbus True Value donated $300 worth of equipment and supplies. The Firemen’s Service Corporation paid for $4336 in equipment and supplies.  CITY OF COLUMBUS FOR MEETING OF: July 7, 2020 REQUEST FROM/DEPARTMENT: CAAC AGENDA ITEM/REQUEST: Renewal of Water Management Program with Carrico Aquatics *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: Enclosed please find the 2020 Water Management Assistance Program Renewal with Carrico Aquatic Resources, Inc. The contract price has remained the same with Carrico since 2015; the price does fall within our budgeted expense of $27,000. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: CAAC, Recreation and possibly others Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval) April 1, 2020 Mrs. Amy Jo Meyer Columbus Recreation Director City of Columbus 161 North Dickason Boulevard Columbus, Wisconsin 53925 RE: Water Management Assistance Program Renewal Dear Amy Jo, Thank you for giving Carrico Aquatic Resources, Inc. the opportunity to provide you with water management services for the the last 6 years and we look forward to doing so again in 2020. As always, Carrico Aquatic Resources, Inc. utilizes expert knowledge from professional engineers, certified Aquatic operator instructors, chemical engineers, microbiologists and seasoned pool operators to solve pool and spa challenges and to ensure efficient operation in compliance with federal and state regulations. Please review the enclosed information that outlines the terms of the water management program for your aquatic facility. To move forward, we will need the enclosed documents filled out and a purchase order number provided. If you have any questions, please contact me at 800.832.7147. Thank you, Matt Carrico President Carrico Aquatic Resources, Inc.  OPERATION AND MAINTENANCE ASSISTANCE AGREEMENT This Operation and Maintenance Assistance Agreement (the “Agreement”) dated as of April 1, 2020 is between the City of Columbus (the “Owner”), whose address is 161 North Dickason Boulevard, Columbus, Wisconsin 53925 and Carrico Aquatic Resources, Inc. (“Carrico”), whose address is 720 N. Parkway, Jefferson, Wisconsin 53549 RECITALS Whereas, Owner is the Owner of an aquatic facilities as describe in Exhibit A of this Agreement (the “Facilities”); and Whereas, Owner desired to engage Carrico to assist Owner to operate and maintain the Facilities and Carrico desires to accept such engagement, all upon the terms and conditions hereafter set forth; and Whereas, Owner is authorized by law to enter into this Agreement; Now, therefore, in the consideration of the premises and the mutual covenants herein contained, the parties agree as follows: ASSUMPTIONS In our proposal we have assumed the following: • Scope of services as outlined in the next section is the primary basis of Carrico’s proposal. • As contractor to Owner, Carrico will provide management assistance and consultation for Owner to achieve optimum performance and to maintain related equipment for system integrity within budgeted resources. • Carrico will interpret all meters and gauge readings as designated by code and provide Owner with recommendations and evaluation. • Carrico in consultation with Owner, has the authority to close the Facilities to swimmers should unsafe conditions exist and keep Facilities closed until corrective actions have been successful. • Carrico believes in continuing education of its employees, which translates into Owner receiving the advantages of the latest proven technology programs to provide the safest pools, to reduce liability and increase life expectancy of equipment and structure. • Carrico does not formulate policy nor assume any ownership of the system, unless other wise stated. The Owner is responsible for all capital outlay items unless otherwise stated.  • Terms of this Agreement will be self-perpetuating unless either party, for whatever reason, wishes to terminate and follows the termination procedures set forth herein. ARTICLE I: SCOPE OF SERVICES Carrico agrees to provide the following equipment, chemicals and services: 1.1 Water treatment equipment needed to maintain pool chemical levels per Wisconsin state code 1.2 All chemicals needed to maintain the pool as required per Wisconsin state code 1.3 Installation support and start-up 1.4 Operator training 1.5 Routine visits to check equipment and chemical inventory 1.6 14-point water analysis ARTICLE II: OWNERS’ RESPONSIBILITIES 2.1 Operate facilities according to State of Wisconsin’s Department of Health Swimming Pool Code, in a safe and healthy manner, consistent with education and training provided by Carrico. 2.2 Designate in writing, the employees to be trained by Carrico. Designated individuals will be available for training on the agreed upon date and time. Additional training for individuals not in attendance or for new employees will be billed outside of this agreement, at the rate of $115.00 per hour. 2.3 Routine maintenance; cleaning and filling chemical feed equipment, when needed; vacuuming pool(s); backwashing filter(s). 2.4 Notifying Carrico minimum of 14 days in advance of the need for additional chemical inventory. Carrico provides delivery of chemicals F.O.B. from closest location. 2.5 Chemicals needed to rebalance pool after emergency draining and refilling due to Acts of God, vandalism, glass breakage, or for other reasons beyond control of Carrico are not covered in this agreement. These chemicals will be billed outside of this agreement. 2.6 Owner assumes and shall bare the entire risk of loss, theft, damage, destruction, storage, handling and feeding of the equipment and chemicals provided from any cause whatsoever, except losses resulting from the defective design or manufacture of the equipment or chemicals and except losses from the time place and manner of the performance of maintenance that is Carrico’s responsibility under this agreement. Owner shall at Owner’s expense keep the equipment and chemicals insured against theft, damage, spills and/or destruction. Said insurance shall provide a provision naming Carrico as an additional insured for Carrico’s interest in such equipment and chemicals. ARTICLE III: CARRICO AQUATIC RESOURCES, INC. RESPONSIBILITIES 3.1 Provide chemicals and services as described in Article I. 3.2 Provide sanitizer and balancing chemicals needed to maintain the pool water chemistry within State of Wisconsin’s Department of Public Health Guidelines. 3.3 Routine visits to the Facilities to check equipment and water chemistry.  ARTICLE IV: COMPENSATION 4.1 Owner’s guaranteed yearly investment for chemicals, operator training, and monthly visits is twenty-six thousand six hundred and 00/100 dollars ($26,600.00) for the 2020 pool season. All chemicals in excess of $26,600.00 will be purchased by the City of Columbus at current commercial whole sale trade price. 4.2 Owner shall pay Carrico six thousand six hundred fifty and 00/100 dollars ($6,650.00) due on the first day of May, June, July and August for the 2020 pool season. 4.3 There will be a one time charge per season of three hundred and no/100 dollars ($300.00) to cover all deliveries. ARTICLE V: TERM 5.1 Terms of this Agreement are a guaranteed yearly investment.This is a one year minimum agreement and will be self-perpetuating unless either party for whatever reason, wishes to terminate. 5.2 This agreement time period is for the 2020 pool season. ARTICLE VI: TERMINATION 6.1 Either party wishing to terminate agreement, must do so in writing no later than thirty days from the anniversary of the original signing of the agreement, of any given year. 6.2 If Owner terminates agreement within the first year or between anniversary dates in subsequent years, a Five Hundred Dollar ($500.00) fee, per pool and or spa as designed in Exhibit A, will be assessed for removal of equipment and/or chemicals. 6.3 Owner agrees to allow Carrico access to Facilities within thirty days of termination of agreement to remove Carrico’s equipment and/or chemicals. 6.4 Owner may terminate this agreement without penalty if Carrico fails to: • Supply chemicals as outlined in this agreement in a timely manner; • Perform routine visits to named Facilities • Provide routine water analysis report. 6.5 If the Owner terminates this Agreement pursuant to Section 6.4, the Owner agrees to give one written notice to Carrico of Owner’s reason for potential termination and agrees to allow Carrico three weeks to correct any deficiencies before giving a final written notice of termination without penalty for removal of equipment and/or chemicals. ARTICLE VII: MISCELLANEOUS 7.1 Any equipment which is provided by Carrico during the term of this Agreement and which is not deemed part of the Facilities shall remain the property of Carrico upon termination of this Agreement. Carrico shall not make any capital replacement of the Facilities equipment or any component hereof without the written approval of the Owner unless there is an emergency. If there is an emergency, Carrico shall provide the Owner with verbal notice of the capital replacement as soon as possible. 7.2 This Agreement represents the entire Agreement of the parties and may only be modified or amended in writing and signed by both parties. 7.3 Written notices required to be given under this Agreement shall be deemed given when mailed by registered mail to Carrico, attention: President, and to Owner, attention _______, at the address set forth for each in the opening paragraph of this Agreement. 7.4 This Agreement shall be governed by, and construed in accordance with, the laws of the State of Wisconsin. 7.5 Neither party shall assign, in whole or in part, any of the rights, obligations, or benefits of this Agreement without the prior written consent of the other party, which consent shall not be unreasonably withheld. 7.6 Service Calls that are the result of the Owner or the Owner’s Operator created by neglect for routine housekeeping responsibilities are billable at a rate of $115.00 per hour while on site. Routine housekeeping is defined as, but not limited to the following: maintaining correct water level, backwashing filter(s), keeping chemical feed equipment supplied with chemicals, performing daily preventive maintenance on chemical feed equipment, vacuuming pool, cleaning hair/lint basket(s), and skimmer baskets, removing oily buildup at waterline, daily testing of chemical levels and logging said results, as required by code, recording all gauge readings and cleaning sensors and restandardization of controller, adding of chemicals per Carrico directions. 7.7 Service Calls resulting from equipment failure, not related to routine housekeeping as defined in 7.6, are the expenses of Carrico. 7.8 Chemicals needed to rebalance pool after emergency draining and refilling due to Acts of God, vandalism, glass breakage, or other reasons beyond control of Carrico are not covered in this agreement. These chemicals will be billed outside of this agreement. 7.9 All chemicals used will be only those approved by and purchased from Carrico. ARTICLE VIII: AUTHORIZATION 8.1 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the date of _________________________________, 20_____. CARRICO AQUATIC RESOURCES, INC. CITY OF COLUMBUS - OWNER By: By: Tom Carrico Owner P.O._______________________ Exhibit A “Facilities” as referred to in this document consist of the following: • 260,000 gallon main pool  2020 AGENDA ITEM Committee of the Whole Meeting date: ____7/7/2020_______ Council Meeting date: ___7/21/2020__________ ITEM: _Ratify WWTF Roof Repair Expenses_ DETAILED DESCRIPTION OF SUBJECT MATTER: On October 1, 2019, Staff presented the Committee of the Whole with two options for repairing the roofs of 4 buildings at the Wastewater Treatment Facility. The difference between the options was in which budget year the improvements should be grouped in order to use existing budget authority to complete some work in 2019, and leave the remaining work to be budgeted in 2020. The contract that staff presented for consideration amounted to a total cost ranging from $162,200 to $179,910, with the overall cost depending on which roofs were completed in 2019 and which were left until 2020, which would result in a higher cost. The consensus was to choose the first option presented by staff, repairing three roofs at a cost of $80,600, and leaving the remaining roof for completion during 2020. The repair of $80,600 was approved by the Council on October 15, 2019. As staff have processed the bills for the roof repairs completed in 2020, we discovered that while the 2019 work was authorized by the Council, we do not have a record of the Council’s approval for the work completed in 2020, at a cost of $89,430. Since the work for all 4 buildings proposed to be improved between 2019 and 2020 was included on a single contract, that staff presented for approval and signature, the contract for all of the work was signed, however the work to be completed in 2020 was never authorized by the Council. While the 2020 roof repair should not have been completed without explicit approval of the Council, it was planned for and included in the budget, and I believe the Council’s ultimate intent was to complete all of the repairs. The Council’s ratification of the funds to cover the 2020 roof repair expenditures of $89,430 is important to ensure these expenditures are clearly presented to the Council, to acknowledge procedural errors, and to ensure there are no issues in later audits or financing efforts. Moving forward, in order to eliminate staff errors in this regard, it will be mandatory that contracts presented for signature represent the specific Council authorization. If there are contracts that represent multiple phases or buildings that will be done at different times, the Council authorization must give full authorization for the entire contract, or an amended contract must be presented which contains only the specific work authorized by the City Council. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Staff memo presented on October 1, 2019  Northern Metal & Roofing Proposal for roof repairs  Committee of the Whole Minutes from October 1, 2019  City Council Minutes from October 15, 2019 ACTION REQUESTED OF COUNCIL: Ratify the expenditure of $89,430 to Northern Metal & Roofing for the building 1 roof repairs completed in 2020, to be charged to the Wastewater Treatment Facility – Repairs & Maintenance expense line.  2020 AGENDA ITEM Committee of the Whole Meeting date: ____7/7/2020_______ Council Meeting date: ___7/21/2020____________ ITEM:_2021 Budget Procedure and Schedule_ DETAILED DESCRIPTION OF SUBJECT MATTER: Over time different methods have been used to compile and present the Annual Budget. It is critical for staff and members of the City Council to understand how the budget will be completed, as well as the timeframe over which it will be completed. The City Administrator’s Position Description instructs me to “Direct the preparation of the annual city budget and Capital Improvement Plan in accordance with guidelines as may be provided by the city council, and pursuant to the state statutes, for review and approval by the mayor and the council.” Ordinance 2-220(b)(3) also directs me to “develop, in coordination with department heads, a proposed yearly operating budget for submittal to the mayor and common council.” I am proposing the following schedule to efficiently guide the process and timeframe for presenting a proposed budget to the Mayor and City Council:  July 21,2020 – City Council provides feedback to Administrator regarding budget goals and priorities, and approves the 2021 Budget Procedure and Timeline  August 20, 2020 – Department Head’s Requested Budgets due to Administrator  September 15, 2020 – City Administrator presents Draft Budget for discussion with Mayor and Council  October 6, 2020 – City Administrator’s Proposed Budget is presented to Mayor and Council  October 20, 2020 – City Council and Mayor consider the Proposed 2021 Budget, incorporate any changes, and approve for publishing (Must be published at least 15 days ahead of Public Hearing on Budget)   November 17, 2020 – 2021 Public Budget Hearing and Consider Budget Approval  December 1, 2020 - Back-up date to incorporate any changes after Public Budget hearing on 11/17/20, and present 2021 budget for approval. [Optional] LIST ALL SUPPORTING DOCUMENTATION ATTACHED: N/A ACTION REQUESTED OF COUNCIL: Approve, or modify, 2021 budget procedure and schedule.  2020 AGENDA ITEM Committee of the Whole Meeting date: ___Tuesday, July 7, 2020______ Council Meeting date: ______ ___________ ITEM: __DPW Admin Asst Job Description_______ DETAILED DESCRIPTION OF SUBJECT MATTER: The employee holding this position resigned in late May. The position is currently vacant as we felt the need to update the position description for the new Administrative Assistant for DPW. Attached is an updated job description for the position of Administrative Assistant for your review. Pending approval, we are ready to begin the recruitment for this position, we would like to have someone in the position by mid September. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Administrative Assistant Job Description ACTION REQUESTED OF COUNCIL: Review and discuss and forward to next regular meeting for approval.  POSITION DESCRIPTION Title: Administrative Assistant Department: Department of Public Works FLSA Status: Non-Exempt Wage Range: $15.00-$19.00 per hour Date: August 10, 2010 Revised: Dec. 6, 2011 Council Approved Revised: May 15, 2012 Council Approved Revised: July 2020 GENERAL PURPOSE: Performs a variety of routine clerical, administrative and technical work, including keeping official records in support of the Department of Public Works. The employee exercises judgment and establishes and maintains support services for the entire Public Works Department. SUPERVISION RECEIVED: Works under the direct supervision of the Director of Public Works. ESSENTIAL DUTIES AND RESPONSIBILITIES  Answers and directs incoming phone calls.  Handle citizen requests for city services or information in a courteous and efficient manner and properly records all pertinent information following written procedures.  Prepares Requests for Proposals for contractual services with the City.  Assist in handling citizen requests for park rentals, completion of necessary forms and collection of all fees associated with said rental. Assist with maintaining schedule and inform Department Manager of rentals and any necessary actions associated with the rental.  Review and code all payments received for various services or rentals with appropriate account numbers and prepare the necessary report for input into the accounting software.  Composes, types, and edits correspondence, memoranda’s, and other material requiring judgment as to content, accuracy, and completeness. These reports can be confidential and sensitive in nature.  Inputs data to standard office and department forms, both manual and automated; makes postings to various reports; compiles and tabulates data, such as payroll and purchasing information.  Maintain the department’s filing system according to departmental policy.  Review existing processes and procedures for efficiencies and report any findings to the Director of Public Works.  Works with Secretary for Hillside Cemetery to coordinate lot sales, burials, and maintain data base.  Processes invoices for Department of Public Works and Sewer Utility operations, coding invoices for input into the Accounts Payable system.  Assist Waste Water Treatment /Sewer Utility in any other manner as deemed necessary.  Track hours through use of Timescape to identify locations and hours worked for each crew member for payroll and budgetary purposes.  Input payroll activity for the crew members and track all vacation, sick and time off request for crew members.  Perform job costing studies for work performed.  Operates office machines, such as fax, copier, computer, Geographic Information System, telephone system, and in- house computer system.  Observe and maintain the confidentiality of department information and activities.  Maintain work area and equipment in clean and working condition.  Other duties as assigned. Page | 1 DESIRED MINIMUM QUALIFICATIONS Education and Experience:  Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting, or bookkeeping, and  Two (2) years of increasingly responsible related experiences, or any equivalent combination of related education and experience. Necessary Knowledge, Skills, and Abilities:  Ability to communicate orally in a concise and precise manner.  Ability to understand and follow written and verbal instructions.  Ability to provide information or to explain department procedures, ordinances, laws, and regulations in an accurate, tactful, and polite manner.  Ability to deal with a variety of individuals who are making requests for services, inquiries, and complaints in a courteous, tactful, and calm manner.  Knowledge of the City of Columbus streets, locations, parks, businesses, and other important landmarks and features.  Ability to operate office equipment to include, calculators, computers, fax machines and printers.  Ability to work cooperatively within department and with other city employees.  Working knowledge of the organization functions, policies, and procedures of the City of Columbus in general and within the Department of Public Works.  Working knowledge of the organization functions, powers, of the various governmental agencies such as applicable, county and state agencies.  Strong working knowledge of Microsoft Office programs, modern office practices, procedures and programs. TOOLS AND EQUIPMENT USED Personal computer, local area computer network, word processing and spreadsheet software, telephone, copy machine, fax machine, optical scanner, and all other equipment required to perform the duties and responsibilities of this position. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit or stand, talk or listen for extended periods of time. The employee is frequently required to use hands to finger, handle, or feel objects, tools or controls and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT The hours of work are set by the Director of Public Works and may include occasional nights and weekends. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet to moderate. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and background check; job related tests may be required. Page | 2 The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. I acknowledge that I have read the job description for my employment position with the City of Columbus and I certify that I can perform these functions. ____________________________________________ ___________________________________________ Employee Name – Please print Employee Signature ____________________________________________ Date Page | 3