Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, APRIL 20, 2021 – 6:45 PM COLUMBUS CITY HALL AGENDA Topic: Common Council/COW Regular Meeting Log In Time: Apr 20, 2021 06:00 PM Join Zoom Meeting https://us02web.zoom.us/j/83880276401?pwd=YWRNUWRMSktGOUJnZVZLa3AzL0JNQT09 Meeting ID: 838 8027 6401 Passcode: 232929 One tap mobile: 3126266799 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 April 20. 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 April 20, may still comment by appearing in person at the meeting and signing up for public comment. 5. Department Reports: o March 2021: DPW, Fire, Library, Lifestar, Media Coordinator, Police 6. Review & discuss Carrico contract 7. Review & discuss Status of Emergency Order and Mask Mandate 8. Review & discuss applications, plan from 4th of July Committee 9. Review & discuss Street Closing Request by Chamber of Commerce: Red Bud Days, May 8, 2021 10. Review & discuss Amendment to Purchasing Policy 11. 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. 12. Reconvene to open session 13. Adjourn  Columbus Public Works Department Report March 2021 The month of March for the Department of Public Works was a busy transition month from winter to an early spring. DPW also assisted the Waste Water plant with operations as they were short staffed, this included flagging operations for the repair of the Gar plastics sewer line on James St. Below are some highlights of other projects that DPW staff worked on in the month of March. • Removal of trees from tree border • Removal of salt equipment - this included cleaning and prepping them for storage • Patching of pot holes • New message boards were built for City Hall • Prepping of mowers, blowers, weed eaters, etc. for summer season • Rolling & aerating of baseball, soccer fields & highly used areas in our Parks for the year • Repair of snow damage to lawns • Prep of Landscape Center for opening • Deep cleaning of the Pavilion for the upcoming rental season • Udey Dam management for high water • Curby - our sweeper was out for the first time this season and did a clean sweep for the season • Installed parts on the Kayak Launch for the season • Delivered 20 picnic tables to the High School for them to use for outside learning • Seeding of areas at Fireman’s park where dead bushes were removed • Marking of graves & headstones at Hillside Cemetery • Various work orders for other Depts. Some of my tasks included: • RFP for ash tree grant removal • RFP for ash tree planting per our grant removal • Candace and I worked on Honor Tree program • Candace and I worked on Arbor Day virtual event • Worked on Gar plastics issue • Candace and I worked on Landscape Center flyers • Work with Amy Jo on Pool prep for the season • Candace and I worked on Pavilion stair project Submitted by Jenny Schultz Crew Leader Department of Public Works  March 2021 - DPW Streets & Alleys DPW HOURS Athletic Fields Storm Sewers 5% 2% Hours Cost Street Cleaning CAAC 2% Athletic Fields 26.08 $688.54 Snow & Ice 3% 0% CAAC 2.55 $84.72 Removal Sidewalk/Curb/ 8% City Bldgs & Grounds 261.21 $8,440.20 Gutter City Bldgs & Custodial 69.5 $1,025.67 1% Grounds Forestry 181.46 $5,378.85 Recycling Center 24% Management 28.39 $1,896.00 0% PW Cemetery Municipal Garage 80.14 $2,308.73 2% Custodial Municipal Parks 236.2 $6,652.52 6% PW Cemetery 23.36 $658.84 Forestry Recycling Center 1.35 $45.99 Municipal 16% Municipal Parks Sidewalk/Curb/Gutter 4.18 $94.96 21% Garage Management Snow & Ice Removal 92.19 $3,057.85 7% 3% Storm Sewers 21.12 $700.29 Street Cleaning 32.29 $1,043.93 Streets & Alleys 57.4 $1,747.96 Udey Dam 7.2 $252.20 1124.62 $34,077.25 WW HOURS Plant Operations March 2021 -WWTP 24% Hours Cost Plant Operations 50.55 $2,398.15 Sludge Processing 32.56 $1,344.95 Treatment Plant Treatment Plant 124.23 $5,087.20 60% Sludge 207.34 $8,830.30 Processing 16%  CITY COUNCIL REPORT FOR APRIL 20, 2021 MEETING LEVEL OF STAFFING - AS OF 03/31/2021 33 Paid on Call Firefighters - Non-Probationary Members 2 Paid on Call Firefighters - Probationary Members 1 Fire Chief 36 Total Active Members 4 Vacant Firefighter Positions 0 Hiring Process 0 Eligibility List Full staff level for active fire personnel is 40  INCIDENT RESPONSES March 2021 Alarm End City Rural # of Run # Alarm Date Time TimeIncident Location Incident Incident Incident Type F.F. 361 Fox Trail in Mutual Aid to 21-027 03/06 20:42 23:00 X 8 Fall River Fall River Fire W11483 Behan 21-028 03/11 20:34 21:22 X EMS Assist 6 Road Columbus/Fall River 21-029 03/12 13:53 15:53 Road north of Rabl X MVA 6 Road 21-030 03/12 16:32 17:20 West James/Hwy 60 X MVA 9 River Road, ½ mile Police Assist – 21-031 03/13 09:14 11:35 X 16 south of Columbus Body Retrieval 21-032 03/13 17:30 18:00 W. James/Lewis St X MVA 8 21-033 03/14 19:24 20:20 928 Farnham Street X Bathroom fire 8 21-034 03/14 23:35 23:50 928 Farnham Street X Fire Alarm 2 21-035 03/15 21:56 23:15 1355 Park Avenue X CO incident 6 Mutual Aid to 5707 Oak Lane 21-036 03/17 10:48 12:30 X DeForest FD - 2 DeForest House Fire Hwy 151, .2 miles 21-037 03/25 08:57 10:35 X Car Fire 9 north of County K Current Monthly Total: 11 Total Runs by Month: Jan 12 July Feb 14 Aug Mar 11 Sep Apr Oct May Nov June Dec Year to date total 37 Last Year at this time 40 TRAININGS, MEETINGS, AND COMMUNITY ACTIVITIES MARCH 2021 3/2 Assisted with Egg Drop project @ Columbus High School 3/5 Public Education - Fire Extinguisher Training – Rhodes Bake N Service – FF Sue Groh and Milburn 3/8 Monthly Officers Meeting 3/9 Semi-monthly Department Drill - Minimum Standards Training 3/17 Training @ Fall River Fire Department - City Setup – FF Hoffman, Kilian, Quamme and Lt. Rostad 3/23 Dodge County Fire Chiefs Meeting @ Juneau – Chief Koehn, Asst Chief Kenevan, Dep. Chief Kluetzman Semi-monthly Department Drill - Minimum Standards Training 3/28 DCARI Online Fire Investigators Health and Safety – Lt. Fox & Chief Koehn 3/30 Department Ropes Training ITEMS OF NOTE FOR MARCH Firefighter Scott Hoffman received his Firefighter2 State Certification. Randy Koehn  Columbus Public Library March 16, 2021 DIRECTOR’S REPORT LIBRARY NEWS McFarland Public Library is generously giving away a used self-check machine to the Columbus Public Library. We are working out the logistics to transfer the machine to our library. The plan would be to have the self-check station downstairs in the children’s area. The library continues to be open with most of our regular services by appointment only. An intercom doorbell has been placed in the entryway to schedule appointments for walk-ins. Two additional appointments for browsing were added for a total of 16 appointments per half hour. PROGRAMS The “Let’s Plan a Vegetable Garden” virtual project program in March was well received with 40 attendees. Upcoming adult virtual presentations include: “Spirits of Earth: Ancient Native American Effigy Mounds in Wisconsin” on April 22 at 6:30 pm and “The Birdman of Koshkonong” on May 6 at 6:00 pm. We continue to provide an adult craft video per month and weekly videos for children and teens including story time, STEM activities, craft projects, and a board game spotlight. Our take-and- make kits for all ages continue to remain popular. Book clubs for adults continue to be held virtually. BUILDINGS The roofers returned to assess the roof as it was leaking again. While in the attic, a nail keg was found that may have been around since the building was built. The nail keg is currently on display at the library with a sign. The Department of Public Works installed in an outlet by front desk to allow all computers and equipment to be plugged in safely. MEETING/CONTINUING EDUCATION MEETINGS The Library programming team continues to meet virtually on a weekly basis. We are currently planning for the Summer Library Program. We are planning for some in person events to be held on the lawn with registration required to limit the number of attendees. DPW will also plan to schedule the library lawn maintenance around our outdoor summer programs. Columbia County Directors are meeting virtually once per month to plan events for the Virtual Project. All of the libraries are participating in the April event with speaker Robert Birmingham. Committee members agreed to continue the virtual project through the summer and into the fall. The city department heads continue to meet virtually twice per month. 1 TRAINING/ EDUCATION Lindsey attended a webinar: Service Animals: Your obligation Under the ADA. This webinar focused on the types of service animals, tips to help you identify service animals, and questions you can legally ask under ADA. DIRECTOR GOALS UPDATE One of my director goals is to collaborate with others and to establish local relationships. We just finished filming footage to create another Inspector Pig film. Lisa Wolf, media coordinator for the city, continues to help us with filming and editing. As part of the virtual project, we plan to investigate the possibility of creating a video about the history of the Columbia County Libraries and what they are currently doing. Lindsey and the programming team will be taking the lead on this project. Respectfully submitted by Lindsey Ganz 2 TO: Columbus Area EMS District Board Members FROM: Chris Orange DATE:April 3, 2021 SUBJECT:March 2021 Lifestar responded to 81 911 calls for the month of March in the CAEMS area that were paged out via Columbia County Dispatch. Lifestar was requested once by Rio EMS for a paramedic intercept. Lifestar requested mutual aid from Rio EMS to cover a call in Fountain Prairie, Beaver Dam EMS to cover a call in the City of Columbus, Beaver Dam EMS to cover a call in Lowell, and Sun Prairie EMS to cover a call in the City of Columbus. Lifestar provided mutual aid to Marshall EMS twice. Below is the monthly breakdown by municipality: • City of Columbus – 37 • Village of Fall River – 9 • Village of Lowell – 4 • Village of Reeseville - 7 • Town of Calamus –3 • Town of Columbus – 4 • Town of Elba – 4 • Town of Fountain Prairie – 2 • Town of Hampden – 1 • Town of Otsego – 0 • Town of Portland – 2 • Town of York – 1 • Intercepts – 1 • Auto ALS – 0 • Mutual Aid Given – 2 • Mutual Aid Rec’d – 4 Lifestarfailed to meet the response guidelines for one call in the month of March. Response was delayed to a call in the Town of Portland due to the distance required to travel to the scene. All other calls were within the established guidelines.  Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Calamus 3 2 3 8 Columbus, City 38 32 37 107 Columbus, Town 1 3 4 8 Elba 3 3 4 10 Fall River 16 11 9 36 Fountain Prairie 3 4 2 9 Hampden 2 1 1 4 Lowell 0 2 4 6 Otsego 1 2 0 3 Portland 0 1 2 3 Reeseville 3 6 7 16 York 2 1 1 4 TOTALS 72 68 74 214 Auto ALS 0 0 0 0 Intercepts 0 3 1 4 Mutual Aid Given 1 0 2 3 Mutual Aid Rec’d 0 1 4 5 MONTHLY TOTALS 73 72 81 226 Respectfully, Christopher Orange Critical Care Paramedic Columbus Supervisor  Media Coordinator Report – March • Highlights: o Columbus Cable and Columbus Public Library win award: Columbus Cable and the Library won an achievement award in the “Best of the Midwest Media Fest” for our joint project titled ”Inspector Pig”. Community media centers throughout the Midwest participate in this competition, including Wisconsin, Iowa, Minnesota, Illinois, and Kansas. Big kudos go to Bethany Hultgren for writing, directing, and acting, and to most of the library staff for acting as well. The motive of this program was to entertain patrons while informing them of the library’s services and highlighting the helpful staff. The program is available for viewing on Columbus Cable’s website. o 2021 Candidate Forums Successful: Columbus Cable, in cooperation with Columbus/Fall River Rotary, produced Mayoral and Aldermanic candidate forums for air in March. The forums aired live on Spectrum channel 980 and online and distributed widely to help residents familiarize themselves with the candidates. The forums ran smoothly with Mike Throndsen moderating and Andy Traxler keeping time for the candidates. • New Programming Recorded in March: o Common Council/COW: March 2, 16 o Library - March STEM Project: Surface Tension o Library - March Crafternoon: Kaleidoscope o Library - March Craft: Mini Mandala Magnets o Library – Board Game: Hoot Owl Hoot o 2021 Mayoral Forum o 2021 Aldermanic Candidates Forum • March program submissions from public: o Zion Lutheran Church services: March 14, 21, 28 o Faith Lutheran Church Services: 7, 14 o Columbus Community Church of the Nazarene: March 7, 14 o Library - Miss Susan Storytime: Puddles o Library: Bethany Storytime – Snails o Library Storytime with Miss Bethany – House o Out and About with Brad and Karen - Neenah Creek 2021 o Out and About with Brad and Karen - McKenzie Center 2021 o Out and About with Brad and Karen - Isle Royale 2018 o Out and About with Brad and Karen - Door Creek Park Madison WI 2021 • Cable/equipment issues: o No issues • Statistics for March: o Cable – TOTAL videos watched in March: 809 o City of Columbus Facebook page likes – 2042 (+24) o Visit Columbus, WI Facebook page likes – 362 (+27) o Columbus, WI Cable Facebook page likes – 718 (+64) *If you would like to see more information on statistics, please let me know! I pull full statistics from our Facebook pages monthly and evaluate them to determine how we can effectively communicate with the public. • Staff Time Break down for March: o Cable Programming: 73.5 (40%) o Cable Meetings: 16.5 (9%) o City website/social media: 61 (33%) o Tourism: 23 (18%)  COLUMBUS POLICE DEPARTMENT 159 S. Ludington St. Columbus, WI. 53925 920-623-5919 (Main) 920-623-5930 (Fax) April 14, 2021 Mayor Arnold Members of the Common Council: RE: POLICE DEPARTMENT ACTIVITY REPORT, March 2021 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 April 14, 2021: Authorized by Budget Actual Sworn Officers Full-time sworn police positions: 10 8 (Position breakdown) Patrol Officer 6 5 Sergeant 1 1 Lieutenant 2 1 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 vacant 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 Officer vacant 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: Officer vacancy: I made a conditional job offer to a candidate several weeks ago who is still in the police academy. He recently was not able to fulfill one of the conditions of the job offer and it was rescinded. Only 2 candidates remain on the current list and we are assessing their suitability for the position. Lieutenant vacancy: We were down to 3 applicants after the written test, however 1 pulled out as he received a Chief's position in another part of the state. The Police and Fire Commission interviewed the 2 remaining candidates on April 13. Following those background investigations and Chief interviews will be done before a job offer is made. TRAINING: All officers attended firearms training in Portage. Last year I applied and was selected to attend a 6 week in residence Executive Management training course at the State Patrol Academy at Fort McCoy, called Law Enforcement Command College, through UW Madison. It is 1 week for per month for a 6 month period. A large Department of Justice grant for most of the program cost made my attendance possible. It was canceled last year due to Covid. I was recently notified it is on for this fall and due to last year was given first rights to a spot in the class. As of right now, I will be gone 1 week per month in September, November, January, February, May and June. I will earn a Certified Public Manager designation upon completion. TRAFFIC ENFORCEMENT: During March 2021, officers issued 61 traffic citations, 4 municipal ordinance citations and 74 warnings. MISCELLANEOUS INCIDENTS: Officers administered Narcan to 2 people who overdosed on Opiates during the month of March. Both survived. A resident was contacted by phone and told they won a sweepstakes and needed to send $5000 to someone in another state to start the processing. She sent a personal check, however others learned about it, it was reported to us and a stop payment was put on the check in time. We contacted the person the check was sent to. He is a man in his 80's who was also scammed. He was contacted by phone by someone who informed him the check was coming, to cash it, keep some of the money and to Western Union the rest somewhere. The man tried to cash the check but it was declined due to the stop payment. A resident received a letter from the Wisconsin Department of Workforce Development regarding his unemployment claim. This person did not have a claim. Someone had filed one using his name. A car dealership sold a $30,000 used vehicle, with everything being done online, including the financing. They delivered it to a Chicago suburb and met a person in front of a townhouse. He drove away in the car. Turns out the purchase and financing information used, including a fraudulent photo driver's license was from a stolen identity of someone from St Louis, MO. Chicago PD recovered the vehicle 2 weeks later when an automatic license plate reader mounted on their squads captured the temporary paper plate from the dealership and it came up stolen. 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) An officer was involved in a pursuit for a traffic violation. The pursuit concluded when the suspect turned down a dead end street. Drugs were located in the vehicle and a bag was located that we believe were thrown out of the vehicle prior to stopping. Heroin, cocaine and methamphetamine was located. We investigated 3 sensitive crimes during the month. These cases typically involve a great deal of time and resources to investigate. They often lead to witnesses or suspects in other communities and require investigation outside of the city. Columbus Police Department Nature of Call Total Calls Received ----------------------------- -------------------- 911 HANG UP 11 ACCIDENT HIT AND RUN 3 ACCIDENT PROPERTY DAMAGE ONLY 4 ACCIDENT WITH PERSONAL INJURY 2 ASSIST ANOTHER AGENCY 4 BURGLAR ALARM 3 FIRE ALARM 2 MEDICAL ALARM 1 PANIC ALARM 2 ANIMAL COMPLAINTS 4 ANIMAL BITE 2 BOND VIOLATION 3 MENTAL HEALTH COMMITMENT 3 CHILD SEXUAL ASSAULT 1 CITIZEN ASSIST 4 CIVIL 6 CONTROLLED 5 CRIMINAL DAMAGE TO PROPERTY 4 DISORDERLY CONDUCT 6 DEATH INVESTIGATION 1 DISABLED VEHICLE 11 DOMESTIC ABUSE 3 DRIVING COMPLAINT 19 ELUDING 1 EMS CALL 7 EXTRA PATROL 56 FIRE GAS LEAK/CARBON MONOXIDE 1 VEHICLE FIRE 1 FLEET MAINTENANCE 4 FOOT PATROL 4 FRAUD 5 ROAD HAZARD 5 JUVENILE INCIDENT 9 KEEP THE PEACE 1 LITTERING 1 LOST AND FOUND 5 NOISE COMPLAINT 2 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) OUT WITH PERSON 6 OPEN DOOR 6 ORDINANCE VIOLATION 1 DRUG OVERDOSE 1 OWI 4 PARKING VIOLATION 5 PROPERTY DAMAGE 1 SECURITY 119 SEX OFFENSE 2 SUSPICIOUS 15 THEFT 1 THREAT 2 TRAFFIC CONTROL 3 TRAFFIC STOP 107 TRESPASS 1 WARRANT 1 WELFARE 21 ------------------------------------------------------------------------- Total Calls: 502 www.cityofcolumbuswi.com Dennis R. Weiner, Chief of Police  CITY OF COLUMBUS FOR MEETING OF: April 20, 2021 REQUEST FROM/DEPARTMENT: Columbus Area Aquatic Center (CAAC) AGENDA ITEM/REQUEST: Renewal of Water Management Contract with Carrico Aquatics *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: Enclosed you will find the 2021 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 $26,900. Attorney Johnson has suggested changes on some key areas of the contract, Carrico has agreed to those. There remains two items are up for discussion:  The way the current contract reads: ARTICLE IV: COMPENSATION  Owner’s guaranteed yearly investment for all items listed in Article IV: Scope of Services is twenty-six thousand six hundred and 00/100 dollars ($26,600.00) for the 2021 pool season. All chemicals in excess of $26,600.00 will be purchased by the City of Columbus at current commercial wholesale trade price.  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 2021 pool season.  There will be a one- time charge per season of three hundred and no/100 dollars ($300.00) to cover all deliveries. Attorney Johnson recommends the following:  Owner has guaranteed investment for all items listed in Article III is $26,600.00 for the 2021 pool season. If the cost of chemicals alone exceeds $26,600 for the pool season, all chemicals purchased in excess of $26,600.00 will be purchased by the City of Columbus at current commercial wholesale trade price. Article III outlines the responsibilities of Carrico so that would make sense. We are waiting on actual chemical usage from Carrico from the past four years to have a better understanding on what we use and spend. I hope to have by Tuesday’s meeting.  Assumptions: The way the contract currently reads: Carrico in consultation with the Owner, has the authority to close the Facilities to swimmers should unsafe conditions exist and keep Facilities closed until corrective actions have been successful. Attorney Johnson is requesting that the wording be reversed so that the Owner, in consultation with Carrico has the authority to close, rather than Carrico in consultation with the Owner. As to the assumption, the paragraph clearly says that the two entities will CONSULT before the decision is made. The question is who has the final call? If there is an issue like this that comes up, both parties are going to be named and there will be no language to prevent that. If the city disregarded Carrico’s advice, that would seem like a good defense for Carrico. Agreed it is up to the Council as to their comfort level, and the final decision to close the pool should be up to the Council or City administration as well.  2021 AGENDA ITEM Committee of the Whole Meeting date: ___April 20, 2021 ______ Council Meeting date: _______ ITEM: _Consider & Discuss Status of Emergency Order and Mask Mandate___ DETAILED DESCRIPTION OF SUBJECT MATTER: In October 2020, the City of Columbus authorized an Emergency Declaration related to COVID- 19, which remains in effect until midnight on May 5, 2021. The Order was initially issued for a defined period, and has been re-authorized and extended several times. Under the Emergency Order, the City also issued a face-covering requirement for City owned buildings and properties that remains in effect. Other operational changes that have occurred during the pandemic include limiting access to public buildings, encouraging alternate or remote methods of doing business with the City, limiting capacity of public buildings or events held on City property, limiting or eliminating some programs and offerings, and utilizing Zoom to attend meetings without being physically present. With the availability of vaccines becoming more widespread, and the infection rates significantly lower than fall of 2020, the conditions and circumstances have changed since the Order was first authorized. However, given the ongoing nature of the pandemic, the new variants that have emerged, and the proportion of the general population immunized, there remains some level of risk for disruption of critical systems within the city. Given those circumstances, the Council will need to determine if they would like to extend the Emergency Order, extend the Order but change operational accommodations made under the Order, or allow the Order and operational accommodations to lapse. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: • Determine if the State of Emergency should be extended in its current form, extended with changes to the operational accommodations, or allowed to expire at midnight on May 5, 2021.  2021 AGENDA ITEM Committee of the Whole Meeting date: April 20, 2021 ___________________________ Council Meeting date: ______________________________ ITEM: Discuss 4th of July applications, plan for celebration _______________________________________________________ Pat Goebel, Clerk SUBMITTED BY: ______________________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: As we all know, the 4th of July celebration was cancelled in 2020 due to the pandemic. The Columbus 4th of July Committee are asking the Council to review their applications and their plan in the hopes the July 4th festivities would resume in 2021. Included for discussion is a street closing request, temporary alcohol license application, with a supplemental public event information form for each. The Committee understands the applications will not be approved until the City Council decides whether or not to move forward with the festivities; the committee would then submit their applications at a future meeting for approval. Members of the 4th of July Committee will be present to answer questions. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: street closing request, temporary alcohol license application, supplemental public event information for each. ACTION REQUESTED OF COUNCIL: review and discuss 4th of July applications and plan  https://www.columbuswichamber.com/ https://www.facebook.com/columbuswichamber https://www.linkedin.com/company/columbus-wisconsin-area-chamber-of-commerce/?viewAsMember=true PO Box 362 Columbus, WI 53925 MEMO TO: Columbus, Wisconsin City Council FROM: Columbus Chamber, Inc. Paula Steiner, President DATE: 4/12/2021 RE: Redbud Days Message We and the business community are excited to celebrate the blooming of the Redbud Trees one of our City Brands with Redbud Days. We will follow all prescribed wearing of Face Masks, Social Distancing, and safety measures to mitigate spread of the Coronavirus. Activities starting at 10:00 AM should be done by 6:30 PM. 1. Redbud Pageant, located in the senior center. 2. Music in the are by the side doors at City Hall, we will need electric plug in, and the stage. 3. Redbud Beer, provided by Cercis with special coloring. 4. Kiwanis Brats and Hotdogs, and beverages, soda water etc. 5. Vendor Fair in the Middle of Dickason, we will allow for other service clubs to provide food, as long as no repeats. 6. Vendors can sell items but must have valid sellers permit, and insurance. 7. Badger Auto Club car show second half of Dickason Boulevard. 8. Starting Wednesday that week Citywide Garage Sales, some will last to Sunday.  2021 AGENDA ITEM Committee of the Whole Meeting date: ____April 20, 2021_______ Council Meeting date: _May 4, 2021______ ITEM:_Purchasing Policy Amendment_ DETAILED DESCRIPTION OF SUBJECT MATTER: On 4/5/2021, the City Council approved the purchasing policy. During deliberation, there was a desire to add language regarding contract approval that would limit the length of contracts that could approved by staff according to policy. The additional language proposed for Section 9 of the Purchasing Policy is shown underlined below: 9. Minor Contracts: The City Administrator may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the City Administrator’s purchasing authority limit established in Section B of this policy. Department Heads may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the Department Head’s purchasing authority limit established in Section B of this policy. The City Administrator may delegate authority for Department Heads to sign a contract that exceeds the Department Head’s purchasing authority limits in Section B of this policy, as long as the contract falls within the City Administrator’s purchasing authority. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Marked up Purchasing Policy with changes shown on page 3 ACTION REQUESTED OF COUNCIL: Review the proposed language and determine if the additional language is acceptable.  Purchasing Policies and Procedures APRIL 2021 Purpose: The purpose of this policy is to establish uniform standards and procedures to be followed by all City Departments, Boards, Commissions, and the City Council in the purchase of all supplies, materials, equipment, and contractual services. Policy: The purchasing standards and procedures set forth herein are designed to: 1. Attain maximum economy in municipal operations to ultimate advantage of local taxpayers. 2. Provide equal opportunity for qualified vendors to serve the City’s needs. 3. Use local businesses when practical and competitive. 4. Adhere to relevant Ordinances and Statutes A. Purchase Authority In general, all supplies, materials, equipment and contractual services shall be included in the budget. When approval of the City Administrator is specified in this policy, the term means City Administrator/Treasurer for all departments. B. Authorization Policies and Limits Although included in the annual budget, certain supplies, materials, equipment, and contractual services may require additional approvals before actual purchase. Staff purchasing supplies, materials, equipment, or contractual services must receive the following approvals prior to purchase: 1. Department Head may authorize purchases that do not exceed $1,000 if the source of funding has been identified in the budget. The City Administrator must approve all purchases in excess of $1,000 but less than $10,000. Purchases in excess of $10,000 require City Council approval. 2. Purchasing for public construction projects shall follow requirements of State Statutes (62.15(1)). 3. Each department head of the City shall be responsible for its own department’s purchasing needs in strict compliance with the procedures set forth herein. Department heads must provide accurate budget and expenditure information to the City Administrator to ensure the effective administration of this policy. No department may make charges against budget accounts of other departments. 4. The City Administrator is responsible for determining if an item is budgeted, adequate funds are available, and that proper purchasing procedures are followed. C. Purchase Orders A Purchase Order must be prepared for the following purchases: 1. Any purchase of goods or services. 2. Any purchase from a source determined by formal bid, bid waiver or formal quotation. 3. Any capital outlay item. 4. When a vendor requires a purchase order. Exclusive of the above requirement, a department head may request a purchase order be prepared at any time they feel it is best or prudent to do so. D. Vendor Payments The department ordering goods or services is responsible for the accuracy of expense accounts used and that the purchases are within budget parameters. All applicable quotation forms, vender invoices, purchase requisitions and purchase orders, approved by the department head or designee must be forwarded to the Finance Director’s office for payment and processing. E. Purchasing Procedures 1. Construction Projects: a. Purchases for construction projects in excess of $15,000. For public construction projects, the City shall follow statutory bidding procedures. b. Purchases for construction projects in excess of $5,000. Expenditures within the range of $5,000 and $15,000 for public construction projects and the purchase of construction goods require a class 1 notice under Chapter 985. c. For public construction projects that have been properly bid and formally awarded by the City Council, the City Administrator may fulfill legitimate pay requests within the approved project amount if recommended for payment by the City Engineer. Change Orders for public construction projects require City Council approval, unless authority is otherwise delegated by the City Council on a project-by-project basis. 2. Purchases in excess of $10,000 (for non-construction projects): All purchases of non-construction goods or services in excess of $10,000 require formal bidding procedures and approval of the City Council. Purchases for professional services in excess of $10,000 require the approval of the City Council. 3. Purchases in excess of $1,000 but less than $10,000: If item is budgeted the City Administrator may authorize purchase subsequent to a request from the Department head. Department heads must follow the purchasing procedures identified in paragraph 4 of this section. 4. Purchases in excess of $500 but less than $1,000: a. The department head shall secure at least three written quotes or proposals from perspective vendors for the item or service. When possible local vendors/businesses should be offered the opportunity to provide a quote. Quotes must be documented.  b. In the event a department head feels that a purchase should be made from a specific vendor due to proprietary equipment requirements, the item or service is only available from a single supplier, or it is impractical to receive multiple quotes, a recommendation to deviate from normal practices should be directed to the City Administrator who may waive this requirement. In the case of a documented emergency, see the current City Budget Expense Line Policy. 5. Purchases less than $500: Purchases in this category can best be described as day to day purchases needed to perform a job or service, however, they should still meet the goals and intent of this policy. Department heads are responsible for the purchases made by personnel within their department. They may delegate this purchasing authority to subordinates, but they still bear responsibility for these purchases. 6. Petty Cash: Petty cash funds are established to pay for infrequent purchases that require immediate payment. The City Hall, Police Department, Fire Department, Senior Center, Aquatic Center (while in season) and Public Works/Recreation Department are authorized to maintain a petty cash fund in an amount not to exceed $250. Receipts are required for all expenditures of these funds. Each Department utilizing petty cash shall submit a formal policy detailing the handling of daily deposits and the reconciling of the petty cash funds. This policy shall be submitted to and approved by the Finance Director and City Administrator. Deposits shall be made on a regular basis, with deposit frequency addressed in the approved petty cash policy. The Finance Director will maintain a record of the policies and assist, when necessary, in the testing and auditing of these procedures. 7. Purchases of a repetitive nature: It is not always practical to obtain competitive quotations for purchases that are repetitive in nature. The market should be annually tested including local vendors/businesses by the department head to determine if the current supplier is the most economically. 8. Joint Purchasing: These requirements may be waived by the City Administrator when purchasing items through State or joint purchasing systems is beneficial to the City. 9. Minor Contracts: The City Administrator may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the City Administrator’s purchasing authority limit established in Section B of this policy. Department Heads may approve and sign routine contracts and service agreements with a term not to exceed two years, provided the expenses are budgeted and may be approved within the Department Head’s purchasing authority limit established in Section B of this policy. The City Administrator may delegate authority for Department Heads to sign a contract that exceeds Formatted: Indent: Left: 0.5" the Department Head’s purchasing authority limits in Section B of this policy, as long as the contract falls within the City Administrator’s purchasing authority.