Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, DECEMBER 15, 2020 – 6:45 PM COLUMBUS CITY HALL AGENDA Common Council/Committee of the Whole 12-15-20 https://us02web.zoom.us/j/84386632652?pwd=ZjNiMUJzd3BmSFIrWmw3YWxyd2Z3QT09 OR Call: 312 626 6799 Meeting ID: 843 8663 2652 Passcode: 965694 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizen Comments o Due to the 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 via Zoom, please email Pat Goebel at pgoebel@columbuswi.us by Noon December 15. In your email, please include: your name, address, and the Zoom profile name or phone number you will be calling from. Citizens not signed up to comment via Zoom by Noon December 15, may still comment by appearing in person at the meeting and signing up for public comment. 5. Department Reports o November 2020 Reports: DPW, Fire, Media Coordinator, Police 6. Review & discuss Resolution for Dodge County All Hazards Mitigation Plan 7. Review & discuss Butterfly Garden Volunteer Park MOU 8. Review & discuss Wisconsin Service Award Program Revised Adoption Agreement 9. Review & discuss Hibbard Street Change Order #3 10. Adjourn  Columbus Public Works Department Report November 2020 The month of November for the Public Works department is a big changing of the seasons for us. This is where we really transition to the winter season. We wrap up leaf season and do final prep for the upcoming snow season. Below are the highlights of the month:  Leaf pickup every week in November with our last day of leaf pick up being Nov. 23 rd  Curby our street sweeper was out sweeping the streets  Setup & tear down for the Presidential Election  Installed basketball hoops at Avalon Park  Cut down plants for winter at City buildings & parks  Setup & tear down for COVID testing with the National Guard  Changed smoke detector batteries in City buildings  Prep work on snow equipment  Winterized bathrooms in the City Parks for the winter  Work with Neuman pools at the CAAC  Assisted the grinder at the Landscape Center with the grinding of the brush  Assisted W&L with decorating the downtown & the Christmas tree on the Library lawn  Christmas décor at the Library and City Hall  Cleaning at the Pavilion from Rentals  Marking of graves at Cemetery for funerals and headstones I assisted the crew with some of the above tasks along with the below tasks:  Hibbard St meetings including final walk thru  Bills  Order parts for equipment & misc. items at DPW  Schedule snow stops for Police Dept. roof  Worked with Jason Lietha on items for storm water utility  Tree list for K&B for tree removals  Monitored Udey dam during high water Submitted by Jenny Schultz Crew Leader Department of Public Works  CITY COUNCIL REPORT FOR DECEMBER 15, 2020 MEETING LEVEL OF STAFFING - AS OF 11/30/2020 33 Paid on Call Firefighters - Non-Probationary Members 1 Paid on Call Firefighters - Probationary Members 1 Fire Chief 35 Total Active Members 5 Vacant Firefighter Positions 1 Hiring Process 0 Eligibility List Full staff level for active fire personnel is 40  INCIDENT RESPONSES November 2020 Alarm End City Rural # of Run # Alarm Date Time Time Incident Location Incident Incident Incident Type F.F. 20-121 11/02 08:09 09:45 647 Charles St. X Carbon Monoxide 4 20-122 11/02 10:20 10:59 W1799 Rupnow Rd X Assist EMS 3 20-123 11/03 04:30 05:15 W12026 Lange Rd. X Assist EMS 5 20-124 11/06 15:13 15:40 137 E. School St. X CO Alarm 8 20-125 11/06 15:27 16:57 Hwy 151 @ Exit 115 X Assist Police 11 20-126 11/08 14:48 15:08 458 Waterloo St. X Smoke Alarm 2 Hwy 73, South of 20-127 11/08 16:22 17:25 X MVA 13 Dane Co. Line Odor 20-128 11/15 10:53 12:40 111 E. James St. X 9 Investigation 20-129 11/24 11:24 11:33 1550 Farnham St. X MVA 6 20-130 11/24 17;38 1810 640 Farnham St., #1 X Smoke in Apt. 11 20-131 11/25 08:48 09/07 W950 Hwy 16 X Assist EMS 7 Current Monthly Total: 11 Total Runs by Month: Jan 14 July 7 Feb 16 Aug 9 Mar 10 Sep 12 Apr 9 Oct 15 May 16 Nov 11 June 12 Dec Year to date total 131 Last Year at this time 158 TRAININGS, MEETINGS, AND COMMUNITY ACTIVITIES NOVEMBER 2020 11/02 Firefighter I class @ Pardeeville – FF Kallas 11/03 Firefighter II class @ Sun Prairie - FF S. Hoffman 11/07 Firefighter II class @ MATC - FF S. Hoffman 11/09 Department Officers Meeting via Zoom Haz-Mat class @ Pardeeville – FF Kallas 11/10 Firefighter II class @ Sun Prairie - FF S. Hoffman Semi-Monthly Drill – Bloodborne Pathogens, Lockout/Tagout, and Confined Space all online 11/11 DCARI online training – Chief Koehn & Lt. Fox 11/17 Firefighter II class @ MATC - FF S. Hoffman 11/23 Haz-Mat class @ Pardeeville – FF Kallas 11/24 Semi-Monthly Drill – Crude Oil By Rail online 11/30 Haz-Mat class @ Pardeeville – FF Kallas ITEMS OF NOTE FOR NOVEMBER Other than being shut down due to Covid, nothing to report. No in person training or in person meetings Randy Koehn  Media Coordinator Report – November  New Programming Recorded in November: o Common Council/COW: November 3, 17, 24 o Library Adult Craft – Painted signs o Library Crafternoon – Air Dry Clay! o Library STEM activity – Parade Float Balloons  November program submissions from public: o Zion Lutheran Church services: November 1, 8, 15, 22 o Faith Lutheran Church Services: 1, 8, 15, 22, 29 o United Methodist Church Service: November 8 o Columbus Community Church of the Nazarene: November 22, 29 o Library Children's Storytime – Pets! o Library Storytime – Moose o Library Storytime – Happy Dinovember!  Cable/equipment issues: o No issues to report in November  Statistics for November: o Cable – VIMEO streaming video plays: 129  on phone: 60, desktop: 66, tablet: 3  Top Video: A Special Message From Santa (55 views) o Cable – Cablecast streaming video plays: 197  Top video: Faith Lutheran Church Service, 11-01 (51 views) o City of Columbus Facebook page – 1997 (+10)  Maximum daily page reach for November: 1601 (November 13)  Minimum daily page reach for November: 38 (November 25)  AVERAGE daily page reach for November: 398  Maximum daily engagements for November: 721 (November 15)  Minimum daily engagements for November: 0 (2 days)  AVERAGE daily engagements for November: 36 o Visit Columbus, WI Facebook page – 284 (+25)  Maximum daily page reach for November: 73 ( Nov. 23)  Minimum daily page reach for November: 0 (10 days)  AVERAGE daily page reach for November: 5.5  Maximum daily engagements for November: 6 (November 22)  Minimum daily engagements for November: 0 (10 days)  AVERAGE daily engagements for November: 1 o Columbus, WI Cable Facebook page – 648 (+1)  Maximum daily page reach for November: 465 (November 20)  Minimum daily page reach for November: 654 (November 12)  AVERAGE daily page reach for November: 30   Maximum daily engagements for November: 23 (November 20)  Minimum daily engagements for November: 0 (14 days)  AVERAGE daily engagements for November: 28  Staff Time Break down for November: o Cable Programming: 70 (40%) o Cable Meetings: 20 (11%) o City website/social media: 60 (34%) o Tourism: 26 (15%)  COLUMBUS POLICE DEPARTMENT 159 S. Ludington St. Columbus, WI. 53925 920-623-5919 (Main) 920-623-5930 (Fax) December 10, 2020 Mayor Thom, Members of the Common Council: RE: POLICE DEPARTMENT ACTIVITY REPORT, November 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 December 12, 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 Andrew Henn 12/04/2019 Officer Dillon Donahue 05/13/2020 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: The November 18, 2020 interviews of police officer applicants by the PFC was canceled in the interest of safety due to a substantial spike in Covid in our county and city. They were done on December 2, 2020 via Zoom. Four (4) applicants were interviewed. The PFC certified 3 to continue on in the process. Full depth background investigations were started and the top candidate was immediately disqualified due to a finding. Two (2) candidates remain. Background investigations are being done on both as of this writing with a hope for a conditional job offer to one of them in the next week. Conditions include passing physical, drug and psychological testing. During November we experienced some unprecedented staffing issues for several unexpected reasons. I am very proud of how the staff came together and got the job done. I also spent more time in patrol assisting than normal, which I am glad to do. Staffing is pretty much back to normal. FLEET: Both new squads are now in the fleet and have been fully equipped. The retired 2014 Ford SUV was recently online auctioned and sold for $3800. The 2nd squad, the 2005 Ford Taurus, is currently in an online auction that ends later this week. TRAFFIC ENFORCEMENT: During November 2020, officers issued 56 traffic citations, 21 municipal ordinance citations and 74 warnings. NOTABLE INCIDENTS: Scams and Frauds continue to be occurring to residents of the city. November was no exception. A person dropped her debit card at a local business and did not realize it. Within an hour or two she received a call from the card issuer about substantial charges both in Columbus and Sun Prairie. Over $1000 was charged to the card in 5 places, including 2 in Columbus and 3 in Sun Prairie. We were able to identify a suspect, a 32 year old Columbus woman. She was taken into custody on November 5 and taken to jail. A person's log in to a bank account was breached this month and $23,000 was fraudulently transferred out of it. That matter remains under investigation. A person received a call from AppleCare, purporting to be from Apple, indicating there was a problem with her computer. She allowed "AppleCare" remote access to her computer, where her financial information was stolen and purchases were made. A few months ago I wrote about a $34,000 mortgage closing fraud of a Columbus resident. A subpoena was written for bank records where the wire was sent and this month records received back have us on a solid trail of a suspect in another state. I will be working with an agency there. A local business discovered that someone had created bogus checks containing their banking information and cashed several of them. This matter is currently under investigation. A suspect from out of the area has been identified. 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) Officers responded to an opiate overdose at a residence with small children present. The female was revived with Narcan administered by paramedics. Heroin and paraphernalia were located. She was taken to jail after being checked at the hospital. Columbia County Human Services were contacted as part of their Drug Endangered Children protocol to help place the children. A substantial retail theft occurred at a business, who obtained the suspect vehicle license plate as it was leaving. We broadcast that information to Columbia, Dodge and Dane counties. A short time later the vehicle the Beaver Dam Police Department got into a high speed pursuit with it, but terminated. A short time later it was pursued by Fox Lake PD, who also terminated the pursuit. The Dodge County Sheriff's Department then pursued it into Waupun, where it crashed sideways into curbing when it lost control and popped 2 tires. The driver fled and passenger surrendered. The driver was arrested a short distance way. The driver had a warrant for weapons violations out for his arrest from the US Marshall's Service. Both men were from Milwaukee with substantial criminal histories. The vehicle was searched. Its trunk and back seat were packed full of items new in packaging, including toys, electronics, and alcohol. It was discovered they had struck other retailers, including a Walmart, prior to coming to Columbus. Both men were jailed on numerous charges and the warrant. At one of the domestic incidents the department responded to this month, a subject the officer was dealing with identified himself as his brother when the officer asked who he was, to avoid arrest for a warrant. Turns out the brother also had a warrant. Officers suspected something immediately and were able to figure out shortly who he was. The FastID fingerprint scanner at the jail confirmed the subject's identity. He was out on bail from several felony cases and missed court, resulting in a warrant. Additional charges were added from our incident. Columbus Police Department Nature of Call Total Calls Received ----------------------------- -------------------- MENTAL HEALTH COMMITMENT 2 911 HANG UP 17 ACCIDENT PROPERTY DAMAGE ONLY 1 ACCIDENT WITH PERSONAL INJURY 4 ASSIST ANOTHER AGENCY 6 BURGLAR ALARM 1 MEDICAL ALARM 1 ANIMAL COMPLAINTS 7 ANIMAL BITE 1 BATTERY 1 BOND VIOLATION 1 BURGLARY 1 BUS PASSING 1 CAR VS DEER 4 CHILD CUSTODY 1 CHILD NEGLECT 1 CIVIL 5 CONTROLLED 2 DISORDERLY CONDUCT 4 DEATH INVESTIGATION 1 DISABLED VEHICLE 14 DOMESTIC ABUSE 5 DRIVING COMPLAINT 14 ELUDING 1 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) EMS CALL 7 ESCORT 1 EXTRA PATROL 38 FIRE GAS LEAK/CARBON MONOXIDE 1 FLEET MAINTENANCE 1 FOLLOW UP 1 FOOT PATROL 1 FRAUD 6 GENERAL 10 ROAD HAZARD 1 JUVENILE INCIDENT 3 KEEP THE PEACE 1 LOST AND FOUND 6 MUTUAL AID 1 NOISE COMPLAINT 2 OUT WITH PERSON 1 OPEN DOOR 7 ORDINANCE VIOLATION 5 DRUG OVERDOSE 2 OWI 3 PARKING VIOLATION 12 PROPERTY DAMAGE 1 RADAR 9 SECURITY 103 STALKING 1 SUSPICIOUS 9 THEFT 10 THREAT 2 TIPS/LEADS 1 TRAFFIC CONTROL 2 TRAFFIC STOP 89 VANDALISM 5 WARRANT 1 WELFARE 25 ------------------------------------------------------------------------ Total Calls: 464 www.cityofcolumbuswi.com Dennis R. Weiner, Chief of Police  2020 AGENDA ITEM Committee of the Whole Meeting date: _____December 15, 2020__ Council Meeting date: ____January 5, 2021______ ___________ ITEM: __Dodge County All Hazards Mitigation Plan________ DETAILED DESCRIPTION OF SUBJECT MATTER: Hello City Council, You have already completed the Columbia County Mitigation Plan resolution. Dodge County has completed theirs and is looking for our City Council to adopt their plan as well. For the city, the Columbia County plan was the most important. However, in the past, the city has always adopted Dodge County as well. There are times I may have to utilize both plans. Example, if something happened along River Road, I would have the opportunity to seek mitigation cost from both sides. It doesn’t cost or hurt to adopt both plans. Thank you, Amy Sandow Columbus Emergency Manager LIST ALL SUPPORTING DOCUMENTATION ATTACHED: o Resolution Adopting the Dodge County All Hazards Mitigation Plan ACTION REQUESTED OF COUNCIL: o Forward to Regular meeting for formal adoption  RESOLUTION # ________ ADOPTING THE DODGE COUNTY ALL HAZARDS MITIGATION PLAN FISCAL IMPACT: 0 WHEREAS, The City of Columbus recognizes the threat that natural hazards pose to people and property, and WHEREAS, undertaking hazard mitigation actions before disasters occur will reduce the potential for harm to people and property and save tax payer dollars; and WHEREAS, an adopted all hazards mitigation plan is required by FEMA as a condition of future grant funding for mitigation projects, and WHEREAS, the City of Columbus participated jointly in the planning process with Dodge County and the other local units of government within the County to update the All Hazards Mitigation Plan, which was made available for review via a Legal Notice and a copy of which will reside permanently in the Dodge County Emergency Management Office; NOW, THEREFORE, BEIT RESOLVED, that the City of Columbus City Council hereby adopts the updated Dodge County All Hazards Mitigation Plan as an official plan, and BE IT FURTHER RESOLVED, that the Doge County Emergency Management Department will submit, on behalf of the City, the adopted All Hazards Mitigation Plan to Wisconsin Emergency Management and Federal Emergency Management Agency officials for final review and approval. Minor changes made upon advice from the Wisconsin Emergency Management and Federal Emergency Management Agency will not require re-adopting this resolution. Adopted this ____________ day of December, 2020 ________________________________ Michael Thom, Mayor City of Columbus Attest: _________________________________ Patricia Goebel, City Clerk  2020 AGENDA ITEM Committee of the Whole Meeting date: __12-15-2020________________ Council Meeting date: _____________________ ITEM: ___ Butterfly Trails Volunteer Park MOU DETAILED DESCRIPTION OF SUBJECT MATTER: The layout of Butterfly Trails Volunteer Park that was approved by council previously has been amended. Based on the changes made to the site staff suggests that council discuss the change and potentially update the MOU with oddfellows. The attached site plan was submitted recently to the city and the seeding has been completed based on the new site plan. The change in plans was not communicated with the entire Oddfellows organization or city staff. If the council chooses to update the MOU staff would like to consider the following: 1. Include a 2 week written notice to request DPW equipment or staff assistance on site. DPW can provide assistance we just ask proper notice is given so they can schedule accordingly. This has not been an issue to date, but as projects get bigger it will need to be considered. 2. Any Tree removal along the shoreline will need a Shoreland Buffer Vegetation Removal and Replacement Permit from Dodge County. 3. Any changes to the site plan need approval from council. 4. Others items as directed by council LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Revised Site Plan, Signed MOU, Previously Approved Site Plan ACTION REQUESTED OF COUNCIL: Update on site plan for Butterfly Trails Volunteer Park Revised Site Plan - Received 12-9-2020 Site Plan Submitted with MOU - April 2020  2020 AGENDA ITEM Committee of the Whole Meeting date: _____December 15, 2020____________ Council Meeting date: ____January 5, 2021______ ___________ ITEM: _Hibbard Street Change Order #3______ DETAILED DESCRIPTION OF SUBJECT MATTER: The primary portion of the Hibbard Street Reconstruction Project has been completed, with a few remaining items that will be finished in 2021. The remaining items have known costs, so there should be no further changes or additions to the project. This change order (CO) is the final CO for the project, and is essentially a project closeout process. The first portion of the CO applies the final quantities of material used in the project to the estimated costs used in the contract. There are material quantities that were under the estimate, as well as material quantities that came in greater than the estimates. The second portion of the CO clears out some of the changes that occurred during the project, and are more typical of a CO. A summary of the changes can be found on the third page of the attached CO packet, with more specific details included within the packet. The total CO is an increase of $57,317.38. Applying the actual quantities of materials added $26,321.38. Additional work for changes during the project added $30,996. The overall cost allocation for the CO is:  Water & Light $6,781  Wastewater $7,822  City/Storm Sewer $42,714.38 The additional costs to the City in this CO will be covered by contingency funds that were incorporated in the funding/financing plans. Over the course of the entire project these changes and additional costs for the City have accounted for less than half of the planned contingency. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: o Change Order #3 from R/M and Forest Landscaping & Construction Inc ACTION REQUESTED OF COUNCIL: o Approve Change Order #3  CHANGEORDER#3 City of Columbus 2020 Hibbard and Turner Street and Utility Improvements 9-Dec-20 Original Bid CHANGE ORDER 2 CHANGE ORDER 3 Approx.Qu Change Total Price Change Total Price Item No. Description UNIT Unit Price Total Price New Unit Price New Quantity Total Price New Unit Price New Quantity Total Price antity Quantity Change Quantity Change 2020 Hibbard and Turner Street and Utility Improvements 1 Traffic Control LS 1 $10,000.00$ 10,000.00 2 Silt Fence LF 350 $6.00 $ 2,100.00 -14.00 336.00 ($84.00) $2,016.00 3 Tracking Pad EA 2 $350.00 $ 700.00 4 Tree Removal LS 1 $30,000.00 $ 30,000.00 5 Inlet Protection ‐ Type D EA 49 $120.00 $ 5,880.00 6 Full Depth Saw Cutting LF 774 $4.00 $ 3,096.00 445.00 1,219.00 $1,780.00 $4,876.00 7 Excavation Below Subgrade (EBS) CY 1600 $25.00 $ 40,000.00 507.00 2,107.00 $12,675.00 $52,675.00 8 Construct Roadway to Subgrade LS 1 $195,000.00 $ 195,000.00 9 Geogrid Subgrade Reinforcement SY 6450 $5.00 $ 32,250.00 -2880.00 3,570.00 ($14,400.00) $17,850.00 10 Crushed Aggregate Base Course TON 8500 $12.00 $ 102,000.00 -239.45 8,260.55 ($2,873.40) $99,126.60 11 30‐Inch Concrete Curb and Gutter LF 5200 $12.00 $ 62,400.00 40.00 5,240.00 $480.00 $62,880.00 12 6‐Inch Concrete Driveway Apron SF 3600 $6.00 $ 21,600.00 -190.50 3,409.50 ($1,143.00) $20,457.00 13 Remove and Replace Concrete Sidewalk SF 275 $7.00 $ 1,925.00 13.00 288.00 $91.00 $2,016.00 14 New Concrete Sidewalk SF 12500 $5.00 $ 62,500.00 -45.00 12,455.00 ($225.00) $62,275.00 15 Detectable warning Field EA 16 $265.00 $ 4,240.00 $305.00 0.00 16.00 $640.00 $4,880.00 16 2.25‐Inch Asphaltic Concrete Binder Course TON 1420 $78.00 $ 110,760.00 50.55 1,470.55 $3,942.90 $114,702.90 17 1.75‐Inch Asphaltic Concrete Surface Course TON 1100 $72.00 $ 79,200.00 314.54 1,414.54 $22,646.88 $101,846.88 18 Fill Required for Terraces LS 1 $20,000.00 $ 20,000.00 19 Topsoil, Seed, Fertilze, Class 1 Type A Erosion Mat LS 1 $60,000.00 $ 60,000.00 20 Street Trees EA 22 $500.00 $ 11,000.00 -5.00 17.00 ($2,500.00) $8,500.00 21 Pavement Marking, Cross Walk, 6‐Inch White, Epoxy LF 210 $16.00 $ 3,360.00 -210.00 0.00 ($3,360.00) $0.00 22 Pavement Marking, Stop Bar, 18‐Inch White, Epoxy LF 35 $20.00 $ 700.00 -35.00 0.00 ($700.00) $0.00 23 8‐Inch PVC Sanitary Sewer w/ Granular Backfill LF 2220 $80.00 $ 177,600.00 8.00 2,228.00 $640.00 $178,240.00 24 10‐Inch PVC Sanitary Sewer w/Granular Backfill LF 420 $110.00 $ 46,200.00 7.00 427.00 $770.00 $46,970.00 25 48‐Inch Sanitary Sewer Manhole w/ Frame and Cover EA 8 $4,300.00 $ 34,400.00 26 6‐Inch PVC Sanitary Sewer Lateral EA 22 $1,600.00 $ 35,200.00 1.00 23.00 $1,600.00 $36,800.00 27 12‐Inch RCP Class V Storm Sewer w/ Granular Backfill LF 1150 $58.00 $ 66,700.00 28 15‐Inch RCP Class IV Storm Sewer w/ Granular Backfill LF 830 $64.00 $ 53,120.00 29 18‐Inch RCP Class IV Storm Sewer w/ Granular Backfill LF 610 $84.00 $ 51,240.00 30 24‐Inch RCP Class IV Storm Sewer w/ Granular Backfill LF 620 $95.00 $ 58,900.00 6.00 626.00 $570.00 $59,470.00 31 30‐Inch RCP Class IV Storm Sewer w/ Granular Backfill LF 380 $120.00 $ 45,600.00 32 48‐Inch Storm Manhole w/Frame and Cover EA 10 $2,500.00 $ 25,000.00 33 60‐Inch Storm Manhole w/Frame and Cover EA 1 $4,200.00 $ 4,200.00 34 2'x3' Standard Catch Basin Precast Box w/Frame and Grate EA 40 $2,000.00 $ 80,000.00 -1.00 39.00 ($2,000.00) $78,000.00 35 6" PVC Storm Sewer Lateral LF 55 $50.00 $ 2,750.00 45.00 100.00 $2,250.00 $5,000.00 36 Concrete Storm Sewer Removal LS 1 $1,800.00 $ 1,800.00 37 4‐Inch Ductile Iron Water Main w/Granular Backfill LF 100 $105.00 $ 10,500.00 -39.00 61.00 ($4,095.00) $6,405.00 38 6‐Inch Ductile Iron Water Main w/Granular Backfill LF 80 $100.00 $ 8,000.00 -12.00 68.00 ($1,200.00) $6,800.00 39 8‐Inch Ductile Iron Water Main w/Granular Backfill LF 2850 $88.00 $ 250,800.00 67.00 2,917.00 $5,896.00 $256,696.00 40 8‐Inch Water Main Valve EA 21 $1,950.00 $ 40,950.00 41 12‐Inch Ductile Iron Water Main w/Granular Backfill LF 10 $300.00 $ 3,000.00 -1.00 9.00 ($300.00) $2,700.00 42 Hydrant Assembly EA 9 $4,850.00 $ 43,650.00 43 6‐Inch Hydrant Lead LF 100 $100.00 $ 10,000.00 -5.00 95.00 ($500.00) $9,500.00 $45.00 $ 22,500.00 604.00 $4,680.00 $27,180.00 44 1‐Inch Copper Water Service ‐ Open Trench w/Granular Backfill LF 500 104.00 45 1‐Inch Tap and Corporation Valve EA 19 $250.00 $ 4,750.00 4.00 23.00 $1,000.00 $5,750.00 46 1‐Inch Curb Valve and Curb Box EA 19 $250.00 $ 4,750.00 4.00 23.00 $1,000.00 $5,750.00 47 Pipe Insulation LF 200 $8.00 $ 1,600.00 -120.00 80.00 ($960.00) $640.00 CO #2 CO2-01 Water Main Improvements - Hibbard and Maple TM 1.00 $18,704.00 1.00 1.00 $18,704.00 $18,704.00 CO #3 CO3-01 406 Turner Sanitary Lateral Replacement EA 1.00 $2,980.00 1.00 1.00 $2,980.00 $2,980.00 CO3-02 Inlet bases for inlet 14 and 14A EA 2.00 $725.00 2.00 2.00 $1,450.00 $1,450.00 CO3-03 HERCP storm sewer on Turner LF 72.00 $35.00 72.00 72.00 $2,520.00 $2,520.00 CO3-04 Storm Sewer Removal Turner Street LS 1.00 $2,550.00 1.00 1.00 $2,550.00 $2,550.00 CO3-05 Restoration Turner Street SY 876.00 $8.00 876.00 876.00 $7,008.00 $7,008.00 CO3-06 Maple Street water abandonment EA 1.00 $300.00 1.00 1.00 $300.00 $300.00 CO3-07 Additional Restoration 605 Hibbard for Sewer lateral SY 8.00 $8.00 229.00 229.00 $1,832.00 $1,832.00 CO3-08 Additional Restoration General SY 8.00 $8.00 532.00 532.00 $4,256.00 $4,256.00 CO3-09 Additional Street Excavation for Tie Ins LS 1.00 $8,100.00 1.00 1.00 $8,100.00 $8,100.00 TOTAL $ 1,941,921.00 $18,704.00 $18,704.00 $57,317.38 TOTAL CONTRACT $1,960,625.00 $2,017,942.38 Percent increase per change order 0.96% 2.92% Page 1 sewer restoration sewer restoration 35x11 extra 50x15 & 50x8; accounted for 8 foot x 62 foot wide restoration on each side in street tie in costs (992sf), so i cut out and only credited 158 sf based on measurements.  2020 AGENDA ITEM Committee of the Whole Meeting date: ___Tuesday, December 15, 2020______ Council Meeting date: __ _______________ ITEM: _Wisconsin Service Award Program, - Revised Agreement_____ DETAILED DESCRIPTION OF SUBJECT MATTER: What is the Service Award Program? The Service Award Program (SAP), formerly the Length Of Service Award (LOSA), for volunteer fire fighters, first responders, and emergency medical technicians was created by 1999 Wisconsin Act 105. The Service Award Program is a tax-deferred benefit program to assist municipalities in retaining volunteer firefighters, first responders, and emergency medical technicians. Participation in this program was adopted by the City of Columbus in 2003 (resolution #23-03) and covers personnel in the Columbus Fire Department. There is money budgeted each year in the fire department budget. By contract, the Rural Fire Group (RFG) also contributes. The State will match what the City and RFG contribute up to $414.90 this year. This amount varies from year to year. Within our department, there are minimum standards to meet in order for individuals to receive this benefit. What has changed? VFIS/The Horton Group is the administrator of the program in conjunction with Glatfelter Specialty Benefits (GSB). They have stated that due to several revisions to the adoption agreement, they are requesting a newly signed agreement. The current agreement is 17 years old. Revisions include: - Updated wording regarding the Annual State Match Amount (currently $414.90). - GSB will now forward all payments to the carriers. Previously, the City would have to send two checks. - Updated wording regarding prior service (years of service before implementation of the program in 2003). We no longer have anyone that falls into this category. - Years of service to be fully vested was reduced from 20 to 15 years. - The City now has until February 15 to send in payment and paperwork. The deadline was previously January 31. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Revised Service Award Program Agreement ACTION REQUESTED OF COUNCIL:  Approve the revised Adoption Agreement for the Wisconsin Defined Contribution Service Award Program.  VFIS ADOPTION AGREEMENT WISCONSIN DEFINED CONTRIBUTION SERVICE AWARD PROGRAM Execution of this Adoption Agreement by the Participating Municipality establishes a Service Award Program (SAP). The primary purpose of the SAP is to attract and retain competent volunteer firefighters, volunteer emergency medical responders, and volunteer emergency medical service practitioners (VFF-EMT) by recognizing and rewarding extended active service. The SAP is to be maintained according to the terms of This agreement is between VFIS and the Emergency Service Organization hereinafter referred to as the Participating Municipality/County as designated below: The name of the SAP shall be the City of Columbus Service Award Program (Program). The following are the provisions of the Program: ARTICLE 1 - IDENTIFICATION Sponsor - Participating Municipality: City of Columbus Address: 105 N. Dickason Blvd Columbus, WI 53925 Telephone: (920) 623-5900 - Fax: (920) 623-6043 Plan Contact: Primary and Additional Contact recorded on Service Award Program Authorization Form. Federal Employer Identification Number: 39-6005417 Name of Program if different than the Sponsor: ESO(s) covered if different than the Sponsor: The Participating Municipality shall retain in a safe place the original policies, contracts and all other legal documents relevant to the Program. Page 1 of 11 ARTICLE 2 - DESIGNATED DATES Effective Date of Program: January 1, 2003 Restated: January 1, 2020 Valuation Date: December 31 ARTICLE 3 - PLAN SPECIFICATIONS SECTION 3.1 - FORMULA FOR PRIOR SERVICE CONTRIBUTIONS (OPTIONAL) The Participating Municipality shall determine the amount, if any it will contribute on behalf of each eligible VFF-EMT it sponsors per Year of Prior Service, in a method to be determined by the plan sponsor. Contributions for Prior Service are optional and subject to a minimum of $100 per year of Prior Service. These contributions do not qualify for State matching funds. These contributions may be determined annually. SECTION 3.2 - FORMULA FOR ANNUAL CONTRIBUTION The Participating Municipality shall determine the amount it will contribute per year on behalf of each eligible VFF-EMT it sponsors under a Program. Subject to s. 16.25 (3)(d)(1), per fiscal year the Department shall provide a match equal to twice the amount of all annual municipal contributions paid for VFF-EMTs up to the maximum appropriated under s. 20.505 (4)(er). SECTION 3.3 - FORM OF BENEFIT The form of benefit shall be lump sum. ARTICLE 4 - DEFINITIONS When used herein, the following words and phrases have the following meaning unless the context clearly indicates otherwise: (a) Account means a statement or record of all state and municipal length of service award contributions, including all applicable earnings, redistributions and deductions made on behalf of a VFF-EMT maintained by a Program Administrator. Page 2 of 11  (b) Adoption Agreement shall mean the agreement executed by the Participating Municipality adopting the Program on which the Sponsor’s selection of options under the Program shall be set forth. (c) Beneficiary means a person, trust or entity designated by a VFF-EMT to receive benefits under a Program. (d) Credit means the recognition of the fulfillment of the requirements for performing service toward a length of service award under the Program. (e) Department means the Wisconsin Department of Administration as specified in s. 16.25, Stats. (f) Emergency Medical Responder means a person who is certified by the Department as an emergency medical responder under s. 256.15(8)(a) or is exempt under s. 256.15(2)(b) or (c) and who, as a condition of employment or as a member of an organization that provides emergency medical care before hospitalization, provides emergency medical care to a sick, disabled, or injured individual. (g) Emergency Medical Services means medical care that is rendered to a sick, disabled or injured individual based on signs, symptoms or complaints, prior to the individual's hospitalization or while transporting the individual between health care facilities and that is limited to the use of the knowledge, skills and techniques received from training required under s. 256.15, Stats., and chs. DHS 110, as a condition for being issued an emergency medical services practitioner license. (h) Emergency Medical Services Practitioner means an emergency medical technician, an advanced emergency medical technician, an emergency medical technician - intermediate, or a paramedic. (i) Fire Fighting Services means the organized suppression and prevention of fires. (j) Member shall mean a VFF-EMT who has been so designated by the governing board of a Participating Municipality and who is faithfully and actually performing volunteer service in that organization. Page 3 of 11  (l) Net Asset Value means the value of an individual length of service award determined by adding the municipal contributions and the state matching contributions, all earnings thereon, and any redistributions as provided in s. Adm 95.08, less investment expenses. (m) Participant shall mean a Member who is eligible for benefits under a length of service award. (n) Participating Municipality means a municipality that meets the Program eligibility requirements of s. Adm 95.04 and elects to participate in a Program. (o) Program Administrator means VFIS, a non-governmental individual or organization in the private sector that provides and administers a program or a designee. (p) State means the state of Wisconsin. (q) Terminated means the status of a VFF-EMT who has ceased to perform credible active service for 12 months or more, or fails to meet any other Program requirement established by the municipality, unless a supervisor has granted the VFF-EMT a leave of absence for that period. (r) Volunteer Fire Company means one that is organized under s. 213.05, Stats. (s) Volunteer Fire Department has the meaning specified in s. 213.08, Stats. (t) Volunteer Fire Fighter or VFF means a person that renders fire fighting or rescue services to a Participating Municipality and does not receive compensation under a contract of employment as a fire fighter. (u) VFF-EMT means a Volunteer Fire Fighter, Volunteer Emergency Medical Responder, or Volunteer Emergency Medical Services Practitioner. (v) Year of Participation shall mean a Year of Service after the Effective Date of the Program. (w) Year of Prior Service means a Year of Service performed by a VFF-EMT for a Participating Municipality before that Sponsor began participation in a Program. Page 4 of 11 ARTICLE 5 - PROGRAM PROVISIONS SECTION 5.1 - MEMBER ELIGIBILITY A VFF-EMT may have only one account for each volunteer fire department, volunteer fire company, emergency medical responder service or entity authorized to provide volunteer emergency medical services to which he or she provides services. SECTION 5.2 - ELIGIBILITY FOR CONTRIBUTION Each Participating Municipality shall develop standards for determining the service required of the VFF-EMT it sponsors under the Program in order to qualify for an annual contribution. SECTION 5.3 - DEATH BENEFIT AND DESIGNATION OF BENEFICIARY (a) DEATH BENEFIT - If a Participant dies while actively on the rolls of a Volunteer Fire Department, Volunteer Fire Company, Emergency Medical Responder Service in any municipality that authorizes emergency medical responders to provide emergency medical responder services, or an Emergency Medical Service that provides services to a Participating Municipality under a Program, his or her designated beneficiary shall be paid an amount equal to the Net Asset Value of the deceased VFF-EMT’s Account. Upon request, the Program Administrator shall make payment as soon as administratively possible. (b) DESIGNATION OF BENEFICIARY (i) Each Participant may designate any person or persons as the Beneficiary or Beneficiaries to whom benefits are to be paid if the Participant dies while entitled to benefits. Beneficiary designations shall be made on a form prescribed by the Program Administrator and shall be effective only if properly filed with the Sponsor during the Participant’s lifetime. Each Beneficiary designation filed with the Page 5 of 11  (ii) Should the Beneficiary, designated in Subsection 5.3 (b)(i) immediately above, die before the Participant or before the completion of distribution of amounts to which the Participant is entitled, the Beneficiary shall be (1) the Participant’s surviving spouse; (2) the Participant’s surviving children in equal shares (if the Participant’s spouse is not alive); or (3) the executors of the last to die of the Participant, the Beneficiary designated in Subsection 5.3(b)(i) immediately above, or the Participant’s spouse, or the executors of the Participant’s children in equal shares (if the Participant’s spouse or children are not alive). SECTION 5.4 - DISABILITY BENEFITS If a Participant becomes permanently disabled as determined by the Wisconsin Worker’s Compensation Program under ch. 102 Stats., while actively on duty performing service, he or she may apply to the Program Administrator for payment of the Net Asset Value of the disabled VFF-EMT’s Account. Upon request, the Program Administrator shall make payment as soon as administratively possible. SECTION 5.5 - VESTING & ACCOUNT DISTRIBUTION (a) FULLY VESTED - A VFF-EMT that has provided 15 Years of Service for Credit to a Participating Municipality shall be fully vested and paid a length of service award upon reaching age 60. (i) A VFF-EMT may elect to receive their length of service award under this subsection by notifying the Program Administrator and the Participating Municipality within the time period required by the Program Administrator or the applicable Program. A VFF-EMT receiving an award under this subsection shall receive the full Net Asset Value of their account. (b) PARTIALLY VESTED - A VFF-EMT that has provided a minimum of 10 years of service for Credit shall be partially vested and may elect to receive a partial length of service award under this subsection at any time after reaching age 53. A VFF-EMT may elect to receive a length of service award under this subsection by notifying the Program Administrator and the Participating Municipality within the time period required by the Program Administrator or the applicable Program. A VFF-EMT who has discontinued providing eligible service for Credit after reaching age 53 and performing a minimum of 15 years of service for Credit and who has not elected to receive a partial length of service award under this Page 6 of 11 subsection may instead elect to receive their length of service award under sub. 1 of Adm 95.04 upon reaching age 60. (i) A VFF- EMT electing to receive a partial length of service award under this subsection shall be entitled to receive the award in the next calendar year following the date of the election. The VFF-EMT shall receive 50% of the Net Asset Value of his or her Account at the time of the request for the first 10 Years of Service for Credit performed. For each Year of Service for Credit more than 10, but less than 15, performed by the VFF-EMT, 10% of the Net Asset Value of the Account at the date of the request shall be added. A VFF-EMT who has reached the age of 53 but has not reached the age of 60 and who has 15 or more years of service shall receive 95% of the Net Asset Value of the Account as of the date of the election. (ii) A Terminated, partially-vested VFF-EMT aged 60 years or more, may submit a request for distribution to receive his or her length of service award. The length of service award shall be equal to the vested Net Asset Value of his or her Account as of the valuation preceding the request. (c) The amounts not paid to a VFF-EMT under this section shall be forfeited and equally distributed among all other open VFF-EMT Accounts sponsored by that Participating Municipality at the time of the forfeiture. (d) For vesting purposes, in the event that a VFF-EMT simultaneously renders service to two or more separate and distinct municipalities, no more than one Year of Service may be credited toward any length of service award in any calendar year the VFF-EMT provided multiple service. ARTICLE 6 - CONTRIBUTIONS SECTION 6.1 - YEAR OF PARTICIPATION CONTRIBUTION A Sponsor’s contributions shall be paid at least annually to the Program Administrator on or before February 15 of the following year in order to receive a matching contribution from the Department. Subject to s. 16.25 (3)(d)(1), per fiscal year the Department shall provide a match equal to twice the amount of all annual municipal contributions paid for VFF-EMTs up to the maximum appropriated Page 7 of 11 under s. 20.505 (4)(er). SECTION 6.2 - YEAR OF PRIOR SERVICE CONTRIBUTION A Sponsor may make contributions for Prior Service. The number of Years of Prior Service for which the Sponsor may contribute shall not exceed the total number of Years of Prior Service provided by the VFF-EMT to that municipality. The minimum contribution payable by a Sponsor for each Year of Prior Service credited to a VFF-EMT shall be $100. The Department shall not match prior service contributions made by a Sponsor. ARTICLE 7 - NON-VESTED ACCOUNT CLOSURE AND LEAVES OF ABSENCE (a) The Account of a VFF-EMT that has performed less than 10 Years of Service under a Program shall be closed if the VFF-EMT ceases to perform creditable service for a period of 12 months or more, or fails to meet any other Program requirement established by the municipality, unless a supervisor has granted the VFF-EMT a leave of absence for that period. (b) A Participating Municipality may determine the conditions under which a leave of absence shall be granted. A Participating Municipality shall grant a leave of absence in writing on or before December 31 of the calendar year in which it is to take effect. (c) A forfeited Account shall be equally distributed among all other open VFF-EMT accounts sponsored by a Participating Municipality at the time of the forfeiture. Forfeitures may not be distributed to an Account frozen under s. Adm 95.09(1). (d) For vesting purposes, upon joining this Program, a VFF-EMT with service earned in a previous Program shall notify VFIS before forfeiture is to occur in order to qualify for transfer of their credited service years. ARTICLE 8 - TRANSFER OF SERVICE TO A DIFFERENT PROGRAM (a) When a VFF-EMT ceases performing service for one Participating Municipality and begins performing service for another, their Account shall be frozen. No contributions or forfeiture distributions may be made to a frozen Account, but a frozen Account shall continue to accrue earnings. Page 8 of 11  (b) Any service credited to a VFF-EMT associated with a frozen Account shall count toward vesting if the Sponsor has placed the VFF-EMT with less than 10 Years of Service on a leave of absence. (c) Any serviced credited to a VFF-EMT associated with a frozen Account shall count toward vesting if the VFF-EMT begins performing creditable service for a subsequent Participating Municipality within 12 months of ceasing to perform creditable service for the former Sponsor. (d) For purposes of vesting and payment of a length of service award, all service credited to a VFF-EMT by this Sponsor or any other Participating Municipality shall be accepted providing VFIS has received notice from the VFF-EMT as stated in the Explanation of Benefits Section B1. and meets the requirements of this Article 8. ARTICLE 9 - PROGRAM AMENDMENT A Sponsor may amend this Adoption Agreement in compliance with all applicable statutes and rules, and the requirements of the Department and VFIS. ARTICLE 10 - PROGRAM TERMINATION (a) The Sponsor may terminate the Program by adopting and filing a resolution to that effect with the Department. The Department shall promptly submit a copy of such resolution to VFIS. A termination must comply with all applicable statutes and rules, and the requirements of VFIS and the Department. The Program shall be terminated at any time with 60 days written notice from the Board to VFIS at 183 Leader Heights Road, P O Box 2726, York, PA 17405 in keeping with applicable law. (b) All accounts of VFF-EMT participants in a terminated Program shall be treated in the same manner as accounts in a Program in which the Participating Municipality ceased to exist as set forth in s. VFF-EMT 1.06 (1) (e). ARTICLE 11 -APPLICABLE LAW This Program shall be construed and enforced in accordance with the laws of the state of Wisconsin. This Program is subject to the Wisconsin Administrative Code, Chapter Adm 95, promulgated pursuant to W.S.A. 16.25, which Rules and Statutes are made a part hereof. Page 9 of 11 ARTICLE 12 - LIMITATION OF RIGHTS Participation hereunder shall not grant any Participant the right to remain a member or any other rights or interest in the Program or assets of the Sponsor other than those specifically herein set forth. ARTICLE 13 - PRONOUNS When necessary to the meaning hereof, either the masculine or the neuter pronoun shall be deemed to include the masculine, the feminine, and the neuter, and the singular shall be deemed to include the plural. ARTICLE 14 - PROTECTION OF VFIS VFIS shall not be responsible for the validity of the Sponsor’s Program and shall not have responsibility for actions taken or not taken by the Sponsor for determining the propriety of accepting contributions, for making payments in accordance with direction of the Sponsor, or for the application of such payments. VFIS shall be fully protected by the Sponsor in dealing with any officer, partner, or principal of the Sponsor. [SIGNATURE PAGE FOLLOWS] Page 10 of 11 ************************************************************************************ As a duly authorized representative of the Participating Municipality, I hereby make application for a Service Award Program (SAP) on behalf of City of Columbus. The Participating Municipality has received a copy of both the VFIS Explanation of Benefits Wisconsin Defined Contribution Service Award Program and the VFIS/The Horton Group Questions and Answers for the Service Award Program (SAP) from the undersigned representative of VFIS/The Horton Group, read and understand the terms of the Program, and hereby accept the provisions thereof. The Participating Municipality also has received sample copies of, read and understood the terms of the Annuity Contracts and hereby accepts same. Executed as of the _________ day of _________________________________, ________. Sponsor: ______________________________ Witness: ______________________________ Signature Signature Sponsor: ______________________________ Print Name Title: _________________________________ ________________________________________ The Horton Group Representative Signature Page 11 of 11