Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY JUNE 22, 2021 – 7:00 PM COLUMBUS CITY HALL AGENDA Topic: Common Council/COW Regular Meeting Log In Time: Jun 22, 2021 06:00 PM https://us02web.zoom.us/j/84274770299?pwd=VFlaOTcrQjRHQWE3dUN2TDJ5ZWg5Zz09 Meeting ID: 842 7477 0299; Passcode: 036603 OR Call: 312 626 6799 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 Jane Fude at jfude@columbuswi.us by Noon June 22. 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 June 22, may still comment by appearing in person at the meeting and signing up for public comment. 5. Department Reports: o April 2021: Finance; May 2021: Finance, Fire, Library, Lifestar, Police 6. Review & discuss Rotary Park donations and potential surplus equipment 7. Review & discuss Acceptance of donations – Fire Dept. 8. Review & discuss Media Coordinator Position Description 9. Convene to closed session per §19.85(1)(e) deliberating or negotiating the purchase of public properties, the investment of public funds, or conducting other public business, whenever competitive or bargaining reasons require a closed session, specifically the sale and purchase of public property in the City of Columbus. 10. Reconvene to open session 11. Adjourn  CITY OF COLUMBUS INVESTMENTS - MONTH END April 2021 FUND: April 2021 B8IE..:. '.\f; 1 #1QO > TREASURER'S CASH SUMMARY LGIP- Local Government Investment Pool $ 1,586,738.86 0.05% F&M UNION BK- SVGS $ 144,192.92 0.20% $ 1,730,931.78 f/tifJ;': #g(is · COMMUNITY DEVELOPMENT AUTHORITY LGIP- Local Government Investment Pool $ 54,357.23 0.05% F&M UNION BANK- SAVINGS PASSBOOK $ 2,065.38 0.20% $ 56,422.61 t�') #�10'/ LIBRARY/COUNTY FUND SUMMARY F&M UNION BANK- CDARS PROGRAM $ 35,436.92 0.20% $ 35,436.92 Ii!il:' f#2i�, . •• CABLE TELEVISION FUND LGIP- Local Government Investment Pool $ 104,058.58 0.05% $ 104,058.58 i':#�0.91!:·'i:>, DEBT SERVICE F&M UNION BANK- CDARS-Restricted-Gatewa $ 0.20% F&M UNION BANK- SAVINGS PASSBOOK $ 254,198.10 0.20% $ 254,198.10 CJ#41.Q.· TIF DISTRICT #3 F&M UNION BANK- SAVINGS PASSBOOK $ 84,165.33 0.20% LGIP- Local Government Investment Pool $ 258,296.91 0.05% $ 342,462.24 TIF DISTRICT #4 LGIP - Local Government Investment Pool $ 201,427.36 0.05% F&M UNION BANK- CDARS PROGRAM $ 139,897.19 0.30% F&M UNION BANK- SAVINGS PASSBOOK $ 81,663.53 0.20% $ 422,988.08 /i ?;(�:#41'5 CAPITAL PROJECTS FUND LGIP - Local Government Investment Pool- Jam $ 70,482.85 0.05% LGIP- Local Government Investment Pool - 201' $ 29,510.67 0.20% LGIP- Local Government Investment Pool- Ass1 $ 40,486.33 0.05% F&M UNION BANK- SAVINGS PASSBOOK $ 66,725.59 0.20% $ 207,205.44 �11'/�#�oo:f?i:J\'WWTP REPLACEMENT FUND SUMMARY F&M UNION BANK- CDARS PROGRAM $ 73,982,80 0.20% F&M UNION BANK- CTF OF DEPOSIT $ 1,011,147.70 0.95% MARINE CREDIT UNION-MONEY MKT $ 198,434.26 0.10% F&M UNION BANK- SAVINGS PASSBOOK $ 9,744.96 0.20% LGIP- Local Government Investment Pool $ 22,414.80 0.05% $ 1,315,724.52 #60'.0' COLLECTION MAIN SUMMARY LGIP- 2017 BOND FUNDS- TRANSIT ROAD F $ 22,507.72 0.05% LGIP- Local Government Investment Pool- 201' $ 182,301.92 0.05% LGIP- Local Government Investment Pool- 2021 $ 101,987.35 0,05% LGIP- Local Government Investment Pool- REF $ 461,984.25 0.05% Unaudited  CITY OF COLUMBUS INVESTMENTS - MONTH END April 2021 LGIP - Local Government Investment Pool - 2021 $ 0.05% 768,781.24 _$______ _ ff. :\/t#G,()0 ' SANITARY SEWER UTILITY/PUMPNEHICLE REPLACEMENT MARINE CREDIT UNION - MONEY MARKET- I $ 349,749.65 0.10% MARINE CREDIT UNION- MONEY MARKET - ' $ 198,834.76 0.10% $ 548,584.41 ·#600 SEWER · BOND REDEMPTION / RESERVE FUNDS LGIP - 2017 REVENUE BOND RESERVE FUNC $ 211,593.47 0.05% F&M UNION BK - SVGS - REDEMPTION FUND $ 117,475.46 0.20% 329,068.93 -$'------'--- ·• ".tt:#600;' . SEWER CONNECTION FEES F&M UNION BANK- SAVINGS PASSBOOK $ 272,555.52 0.20% $ 272,555.52 FUND: .MIB VARiews.F GENERAL FUND - DESIGNATED FUNDS -,-,, '.-' - - ' ,··;' Animal Rescue Fund $727.99 Beautification (Mae Ward) $5,823.18 Quincentennial Funds $3,628.04 Chaplain Program $51.95 City Hall Clock Tower Repairs (from HLPC) $1,559.84 Historic Preservation $2,615.27 Horsin' Around-Fireman's Park Playground Eq. $311.62 Police Dept. Equipment & Special Services $2,693.53 State Fire Dues - 2% Dues $32,892.82 Fire Truck Restoration Donations $21,800.00 Fire Department - Donations $7,145.85 $79,250.09 0.20% '"#2ij(f;:·· HILLSIDE CEMETERY F&M UNION BANK - CDARS PROGRAM $ 87,621.97 0.75% F&M UNION BANK - CDARS PROGRAM $ 27,889.45 0.30% F&M UNION BANK - CDARS PROGRAM - COL $.,...- 1,652.85,:-- .,--,=--=..,,.. 0.75% -$ ---111,164-.=27 s,sa4,aa2. 1a 1 Unaudited  CITY COUNCIL REPORT FOR JUNE 22, 2021 MEETING LEVEL OF STAFFING - AS OF 05/31/2021 32 Paid on Call Firefighters - Non-Probationary Members 2 Paid on Call Firefighters - Probationary Members 1 Fire Chief 35 Total Active Members 5 Vacant Firefighter Positions 0 Hiring Process 0 Eligibility List Full staff level for active fire personnel is 40  INCIDENT RESPONSES May 2021 Alarm End City Rural # of Run # Alarm Date Time TimeIncident Location Incident Incident Incident Type F.F. Hwy V & Greenway 21-056 05/01 16:15 19:00 X Grass Fire 10 Road W12000 Kirchberg 21-057 05/02 16:11 18:20 X Grass Fire 13 Rd. 21-058 05/07 15:58 16:40 W. School @ S Main X MVA 6 North Lewis & 21-059 05/07 16:47 17:25 X Line Down/Cable 5 Wisconsin Possible outlet 21-060 05/07 22:19 23:15 549 Manning Street X 5 fire 21-061 05/14 21:05 21:35 219 Industrial Drive X Sprinkler Leak 4 Hwy 16/60 east of 21-062 05/15 08:21 09:40 X EMS Assist 10 Ninabuck Road County V west of 21-063 05/15 21:41 22:15 X Unfounded 13 Hwy 73 W11719 Taylor St. in Mutual Aid 21-064 05/16 14:15 15:51 X 2 Portland Waterloo FD Hwy 16 & Johnson 21-065 05/19 09:38 11:00 X MVA 7 Rd 21-066 05/19 10:36 11:00 590 River Road, #9 X Fire Alarm Reset 1 21-067 5/19 20:45 21:05 231 Chapin Street X EMS Assist 6 21-068 05/29 22:23 03:05 Hwy T near W3623 X Assist EMS 7 Current Monthly Total: 13 Total Runs by Month: Jan 12 July Feb 14 Aug Mar 11 Sep Apr 18 Oct May 13 Nov June Dec Year to date total 68 Last Year at this time 65 TRAININGS, MEETINGS, AND COMMUNITY ACTIVITIES MAY 2021 05/03 DCARI online class – Vehicle Fires – Lt. Fox 05/04 Department Driver Training – 15 Members 05/09 DCARI online class – Intro to Evidence - Lt. Fox 05/10 Department Officer Meeting 05/11 Hose Testing – 25 Members 05/12 DCARI Collecting Evidence Class @ Madison Station 11 – Lt. Fox 05/25 Dodge County Fire Chiefs Meeting @ Mayville – Koehn, Kenevan, & Kluetzman Hose Testing – 20 members ITEMS OF NOTE FOR MAY Nothing to report. “No news is good news.” Randy Koehn DIRECTOR’S REPORT LIBRARY NEWS Clayton Brock has resigned from his position as Library Assistant 1 effective August 13, 2021 to pursue a new career. This open position will be posted the week of June 14th with the hope to have a replacement hired and trained before Clayton’s last day. The Friends of the Library donated the flowers and plants for the library landscaping this year. Plants that were removed were sold in a plant sale to recover money spent. DPW dropped off mulch and our volunteers planted, weeded, and mulched around the library. PROGRAMS The Summer Library Program has kicked off. Beanstack registration for the Summer Reading Challenge has begun and participants are beginning to sign up. As of June 11, we have 36 adults, 14 teens, 76 children, and 28 future readers registered for the program. There are already 202 badges earned for hours read and ‘reading streaks.’ We had our first in person storytime on the library lawn and first in person craft for elementary aged children. Upcoming programs for adults through the virtual project include Canning & Preserving with Master Gardener Becky Gutzman on Tuesday, June 29 at 6pm. Author Diane Amato will join us to discuss her book All The News From Home on Thursday, July 22 at 6:00 pm. BUILDINGS Latitude.43 sent a quote for replacement costs of the AC and furnace at the Library Annex and for the AC replacement at the Columbus Public Library. MEETINGS The personnel committee met to finish the final draft of the custodial position description and to update the Addendum to the City of Columbus Personnel Policies and Procedures Handbook. The SCLS All Directors Meeting was held on May 20. The agenda included service priorities, 2022 budgets, Overdrive, PDF editing software, and the building needs assessment. A library staff meeting was held in a blended in-person/virtual format on June 1st to go over Summer Library Program information for children and adults. TRAINING/ EDUCATION Lindsey continues to work through the Spanish for Libraries course. DIRECTOR GOALS UPDATE Director Goal #1: Update policies, specifically the Library Annex and Meeting Room policy. Lindsey Ganz updated the final draft of the Library Annex policy using input from the library board.  MAY 2021 MONTHLY PROGRAMS In-Person In-Person Virtual Virtual Take & Make (# programs) (# views) & Live Virtual & Live Virtual (# kits taken) (# programs) (# attended) Future Readers 4 162 0 0 5 Children 5 301 0 0 32 Teen 0 0 0 0 12 Adult 1 280 8 103 18 2021 2021 2020 2020 STATISTICS Month YTD YTD Total Visits (# door counts) 2911 13,855 18,018 41,581 Items Borrowed (total) 3809 18,331 18,031 49,471 % Columbus residents 51% 56% % Fall River residents 11% 10% % Other Columbia County 19% 19% % Dodge County 14% 13% % Other 5% 2% Digital Items Borrowed (# checkouts) 1,126 5,139 4,395 11,072 Books by Mail (# items sent) 42 195 275 679 Public WiFi (# sessions) 18,972 45,986 17,194 69,379 Public Computer Use (# sessions) 208 944 1,112 3,019 Wireless Printing & Faxing (# jobs) 50 224 180 618 Community Use of Rooms (# attended) 0 0 117 117 Patrons Added (# added) 13 45 66 176 TO: Columbus Area EMS District Board Members FROM: Chris Orange DATE: June 6, 2021 SUBJECT: May 2021 Lifestar responded to 83 911 calls for the month of May in the CAEMS area that were paged out via Columbia County Dispatch. Below is the monthly breakdown by municipality: • City of Columbus – 29 • Village of Fall River – 21 • Village of Lowell – 3 • Village of Reeseville - 5 • Town of Calamus – 4 • Town of Columbus – 4 • Town of Elba – 3 • Town of Fountain Prairie – 6 • Town of Hampden – 3 • Town of Otsego – 0 • Town of Portland – 4 • Town of York – 1 • Intercepts – 0 • Auto ALS – 0 • Mutual Aid Given – 0 • Mutual Aid Rec’d – 0 Lifestar failed to meet the response guidelines for one call in the month of May. On 5/5, Lifestar was requested for a call in the City of Columbus. There was a short response delay due to high call volume. All other calls were responded to within the established guidelines.  Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Calamus 3 2 3 2 4 14 Columbus, City 38 32 37 28 29 164 Columbus, Town 1 3 4 5 4 17 Elba 3 3 4 5 3 18 Fall River 16 11 9 13 21 70 Fountain Prairie 3 4 2 2 6 17 Hampden 2 1 1 0 3 7 Lowell 0 2 4 1 3 10 Otsego 1 2 0 0 0 3 Portland 0 1 2 2 4 9 Reeseville 3 6 7 7 5 28 York 2 1 1 0 1 5 TOTALS 72 68 74 65 83 362 Auto ALS 0 0 0 0 0 0 Intercepts 0 3 1 0 0 4 Mutual Aid Given 1 0 2 0 0 3 Mutual Aid Rec’d 0 1 4 2 0 7 MONTHLY TOTALS 73 72 81 67 83 376 Respectfully, Christopher Orange Critical Care Paramedic Columbus Supervisor  COLUMBUS POLICE DEPARTMENT 159 S. Ludington St. Columbus, WI. 53925 920-623-5919 (Main) 920-623-5930 (Fax) June 9, 2021 Mayor Arnold Members of the Common Council Columbus Police and Fire Commission: RE: POLICE DEPARTMENT ACTIVITY REPORT, May 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 June 15, 2021: Authorized by Budget Actual Sworn Officers Full-time sworn police positions: 10 8 (Position breakdown) Patrol Officer 6 5 Sergeant 1 0 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 Brad Konkel 06/13/2021 Sergeant 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: Lieutenant Konkel was sworn in on June 13, 2021. Mayor Arnold and Police and Fire Commission Commissioner Larry Olson attended. We are looking forward to having that vacancy filled to give us some relief in the current schedule. Our increased activity levels has resulted in calling in off duty officers or extending shifts of those working. We have been paying considerable overtime the last few months, having been working with 3 vacancies for the last couple of months, and 2 for some time prior to that. I can't stress enough how difficult in these times it is to fill a vacancy. This is a common theme nationwide. I am in continuing contact with the last remaining candidate on our eligibility list for the vacant officer position. Late this month I expect to give him a job offer and being the psychological and physical testing. Testing/hiring has been delayed due to a recent minor surgery he had. The Sergeant vacancy is posted statewide and on the city site. Applications are due on June 30, 2021. NATIONAL LAW ENFORCEMENT WEEK: May 9th through May 15 was National Law Enforcement Officers week. We received recognition, treats and cards from several citizens. I appreciate everything our officers do for this community. The last several months between activity increases and staffing we have been doing a lot more with less and they deserve an acknowledgement. TRAFFIC ENFORCEMENT: During May 2021, officers issued 87 traffic citations, 84 warnings and 22 municipal ordinance citations. The speed trailer has been deployed with the warmer weather. Anyone with location requests for it should contact the department directly with the request. The speed trailer was set up for over 2 weeks on Hibbard Street. The data did not show any alarming results. There are a lot of variables involved with the reports, but it looks consistent to other locations it has been placed. MISCELLANEOUS INCIDENTS: We assisted 2 federal and 1 local agency with a drug investigation at a Columbus residence. During the execution of a search warrant, $300,000 worth of drugs and a large sum of cash were recovered. During the month of May 2021, a few categories had a dramatic increase in calls. The nature of some of these calls involve considerable time. We responded to a record number 911 disconnects during May, that being 25. Those calls are typically accidental or misdials, but we respond regardless, by policy, to ensure there is not a need for law enforcement. On occasion, those calls are someone in need of police, fire or EMS. During May we were involved in 27 check welfare calls, also a record. These calls can vary from a mental health related check welfare, to someone who may appear in need of some type of assistance. This month, and continuing into June, the majority of these calls are mental health related, either people looking for assistance, or making concerning comments of self harm or death. 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) Driving complaints reached 26 in May, another record. A good portion of these are on USH 151, which a section of is in the city, and involves speeding and/or reckless driving. We have funds available through the countywide grant for extra enforcement and will be doing some high visibility events out there in the near future. MONTHLY CALL SUMMARIES Nature of Call Total Calls Received % of Total ----------------------------- -------------------- ---------- 911 HANG UP 25 ACCIDENT HIT AND RUN 1 ACCIDENT PROPERTY DAMAGE ONLY 7 ACCIDENT WITH PERSONAL INJURY 2 ASSIST ANOTHER AGENCY 14 BURGLAR ALARM 6 ANIMAL COMPLAINTS 11 MENTAL HEALTH COMMITMENT 1 CITIZEN ASSIST 4 CIVIL 3 CONTROLLED 3 CRIMINAL DAMAGE TO PROPERTY 4 DISORDERLY CONDUCT 6 DISABLED VEHICLE 8 DOMESTIC ABUSE 5 DRIVING COMPLAINT 26 ELUDING 1 EMS CALL 6 EXTRA PATROL 28 GENERAL FIRE 1 FLEET MAINTENANCE 1 FOOT PATROL 2 FRAUD 1 HARASSMENT 1 ROAD HAZARD 4 JUVENILE ALCOHOL 1 JUVENILE INCIDENT 12 LOST AND FOUND 7 NOISE COMPLAINT 4 OUT WITH PERSON 2 OPEN DOOR 3 ORDINANCE VIOLATION 1 OWI 5 PARKING VIOLATION 6 PROPERTY DAMAGE 2 SECURITY 223 SPEED BOARD 1 STALKING 1 SUSPICIOUS 5 THEFT 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) TIPS/LEADS 1 TRAFFIC CONTROL 8 TRAFFIC STOP 135 TRESPASS 1 UNWANTED PERSON 1 VEH LOCKOUT 4 WARRANT 4 WEAPONS VIOLATION 1 WEATHER 1 WELFARE 27 -------------------------------------------------------------------------------- Total Calls: 629 www.cityofcolumbuswi.com Dennis R. Weiner, Chief of Police  CITY OF COLUMBUS FOR MEETING OF: June 22, 2021 REQUEST FROM/DEPARTMENT: Recreation Department and DPW AGENDA ITEM/REQUEST: Rotary grant donation *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: The Rotary Club of Columbus / Fall River would like to make a monetary donation to the City of Columbus for the purchase of new picnic tables (6 – 8 tables) at the Open Shelter in Rotary Park. Four of the existing picnic tables will remain in the possession of the Rotary Club of Columbus / Fall River and the remaining wooden tables would be replaced by the generous donation received. Their hope is to purchase six, possibly eight new tables depending on the shipping costs and the discount received for a bulk order placement. At this time, the total monetary donation is unknown; what we do know is that the amount will be over $2,000. We are asking for acceptance of the donation and for approval of the Rotary Club of Columbus / Fall River receiving four of the existing wooden tables for their own use. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval) City of Columbus Monetary Donation Form Donor Information: Name: Rotary Club of Columbus-Fall River __________________________________________________ 06/07/2021 Date: ________________ Address: _______________________________________Phone PO Box 272 Columbus, WI 53925 number: 262-893-2231 __________________ kline@PrairieRidge.Health E-mail address: ________________________________________________________________ Hereby gives to the City of Columbus a monetary donation for the purchase of 6 (possibly 8) new picnic tables at Rotary Park, which is: ( ) for unrestricted use; or ( ) for the purpose of: The purchase of picnic tables for under the shelter at Rotary Park __________________________________________________________________ Four of the existing picnic tables shall remain in the possession of the Rotary Club __________________________________________________________________ The remaining wooden tables are gifted to the City to be used at other parks. __________________________________________________________________ Any funds in excess of the amount required for the above purpose (if specified): ( ) may be used for _____________________________________________________________ ( ) shall be returned to the donor ( ) may be applied to any other project or fund deemed appropriate by the City Administrator The City of Columbus will make reasonable efforts to accommodate the intended purpose of the donation but reserves the right to utilize, relocate, and/or dispose of any item funded through donated funds as the City may deem fit. If this donation is in the amount smaller than $10,000, the City will not create a separate trust account. For amounts greater than $10,000, the donor may request, and the City may establish, a separate trust account for the donated funds. This donation is subject to the City Gifts and Memorials policy. ________________________________ 06/07/2021 ________________ Donor Kristi Line, Treasurer Date ________________________________ ________________ Donor Date ________________________________ ________________ Department Head Date ________________________________ ________________ City Administrator Date 11 Blue Powder Coated Tables (6) possibly (7) Picnic Tables Blue Powder Coated Tables (1) ADA Table  2021 AGENDA ITEM Committee of the Whole Meeting date: June 22, 2021 Council Meeting date: July 6, 2021 ITEM: Acceptance of future donations for the restoration of the fire department’s antique truck. DETAILED DESCRIPTION OF SUBJECT MATTER: At the August 4, 2020, Common Council meeting, the council approved to accept a $20,000 donation from the Eugene Niehoff estate to be put toward the restoration of the fire department’s 1925 American LaFrance antique fire engine. Since this will be an on-going project to raise funds for this purpose and the council already acknowledged this project by previously accepting the initial $20,000 donation, I would ask that future donations for this project be “pre- approved” for acceptance. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Below is a portion of the minutes from the August 4, 2020, council meeting. For those council members who were not here in 2020, I’ve attached the original agenda item from last August for accepting the $20,000 donation. It gives information about the antique truck to be restored. ACTION REQUESTED OF COUNCIL: To “pre-approve” any future donations for the restoration of the fire department’s antique fire truck.  COLUMBUS COMMON COUNCIL – REGULAR MEETING MINUTES TUESDAY, AUGUST 4, 2020 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: The meeting was called to order at 6:30 pm by Mayor Thom. Present: Mayor Thom, Council President Ryan, Alders Adams, Gray (via Zoom), Pyfferoen, Reid; City Administrator Ellefson, City Attorney Johnson, City Clerk Goebel, City Engineer Lietha, DPW Director Navin (via Zoom), John Nehmer, Joe Hammer, Michelle Kaltenberg (via Zoom), interested citizens. McCabe was excused. 2. Pledge of Allegiance: Mayor Thom led the Pledge of Allegiance. 3. Notice of Open Meeting: Noted as posted. 4. Approve Agenda: Motion by Pyfferoen, second by Adams to approve. Carried voice vote. 5. Correspondence & Communications: None Consent Agenda: Motioin by Adams, second by Pyfferoen to approve. Carried voice vote. Council & Committee of the Whole Minutes – 7/21/20, Applications for Operator Licenses, term 07/01/20 – 06/30/22 New Business 1. Consider & take action on acceptance of donation from Eugene Niehoff Estate to Fire Department: Motion by Reid, second by Pyfferoen to approve the acceptance of donation from the Eugene Niehoff estate in the amount of $20,000 to restore the 1925 LePlante pumper. Roll call vote unanimous. ==================================================================  Previous Agenda Item from 2020 Committee of the Whole Meeting date: ___July 21, 2020______________ Council Meeting date: ____August 4, 2020__________________________ ITEM: ___Acceptance of a gift from the Eugene Niehoff estate_________ DETAILED DESCRIPTION OF SUBJECT MATTER: The estate of Eugene Niehoff has left a gift of $20,000 to the fire department. After speaking with Gene’s daughter, Judith Mann, who is the representative of the estate, the money is to be earmarked for refurbishing the department’s antique 1925 American LaFrance pumper. Our truck is currently sitting in storage at the old Countryside building. With a new fire station being built in Columbus in the next few years, this would be a golden opportunity to refurbish the truck and be ready to display a piece of our heritage when the new station is built. Many new fire stations are being built with an area to display their antique apparatus which is a part of their history. With the City of Columbus being rich in historical treasures such as city hall and the park pavilion to name just two, the fire department’s historical treasures should be saved, too. I’ve attached photos from several area communities where they have new fire stations with their antique apparatus on display as well as photos of our truck. I would like use this monetary gift for a purpose like this for these reasons… 1.) It’s a way of refurbishing the truck without the use of tax dollars. 2.) I would rather see a significant donation like this be utilized as a lasting tribute to the donors as opposed to purchasing “nuts and bolts” which would greatly reduce the memory of this gift. 3.) The donors would be remembered with a plaque being displayed by the truck commemorating their contribution to refurbishing it. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Please see the following photos. ACTION REQUESTED OF COUNCIL: To accept the $20,000 gift from the Eugene Niehoff estate for the purpose of refurbishing the fire department’s antique 1925 American LaFrance pumper. This is our 1925 American LaFrance pumper. The photo was taken outside city hall which is also where the fire station was located in the early 1900s until 1946. The fire station was located where the council chambers are today. The floor was lower than today. There were three bays in the station which line up with the three banks of windows in the current council chambers. I believe this photo was taken in either 1925, the year the truck was purchased, or 1927 for the 50th anniversary of the department. END  2021 AGENDA ITEM Committee of the Whole Meeting date: ____6/22/2021_______ Council Meeting date: ___7/6/2021____________ ITEM:_Media Coordinator Position Description_ DETAILED DESCRIPTION OF SUBJECT MATTER: In preparation for the Media Coordinator recruitment, a revised Position Description has been developed after consultation with the Cable Commission. Initial feedback from the Cable Commission was that they wanted to see the Media Coordinator “manage the cable website and resources so they are regularly updated; cover and broadcast City news and events; broadcast useful information for residents; and create content for the Channel. Experience with video editing was highlighted as something that should be added to the qualifications, and there was an interest in explaining the relationship between the Media Coordinator and the Cable Commission within the job description. Traxler indicated he was interested in keeping a fair balance between the funding from the Cable Commission and the duties of the position.” City staff identified enhancing the Media Coordinator’s role in communicating information to the public across platforms to ensure there was more timely, relevant and accurate information disseminated regarding the City. The draft Position Description was scheduled for review by the Commission on Wednesday June 16th, but the meeting was not held when they failed to achieve a quorum. A rescheduled meeting is likely within the next week. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Existing Media Coordinator Position Description  Draft Media Coordinator Position Description ACTION REQUESTED OF COUNCIL: Review Draft Position Description and provide feedback on any desired changes to incorporate.  POSITION DESCRIPTION Class Title: Media Coordinator Department: Administration Location: City Hall Date: 2021 Salary: $44,000 - $48,000 FLSA: Exempt GENERAL PURPOSE The Media Coordinator is a full-time, FLSA exempt position with the City of Columbus. The Coordinator is responsible for managing the day-to-day operations of the Columbus Cable Channel, as well as communicating important City information to staff, residents, property owners, businesses and visitors alike. This position requires creativity and insight to leverage our programming assets, enhancing the City’s brand while also communicating important news and updates across multiple platforms. The Coordinator will have the opportunity to create and facilitate programming that educates, entertains, informs and promotes the City of Columbus. The Media Coordinator will serve as a communications advisor for other City Departments, assisting with planning and creation of press releases, reports, presentations, flyers and other content for internal and external customers. D SUPERVISION RECEIVED Works under the direction of the City Administrator. R The Media Coordinator also receives guidance from the Cable Commission, although it is advisory in nature. SUPERVISION EXERCISED AF Provides direct supervision to a part-time Production Specialist, assigns their work and evaluates their performance. ESSENTIAL DUTIES AND RESPONSIBILITIES x Film and broadcast City government meetings to the public access channel, as well as other approved electronic formats. x x T Film, produce, and/or broadcast programming that support the goals of the Columbus Cable Commission’s master plan for public access programming. Manage the Media and Cable Commission budgets, maintain an accurate inventory of cable supplies and equipment, and develop plans for replacing and upgrading cable equipment in consultation with the Cable Commission. x Market and promote City events, City Departments, projects, and programs (including Cable) using multiple methods and platforms to maximize the message penetration. x Ability to prepare accurate and professional documents, records, reports, and correspondence. x Ensure the City’s website and other digital platforms are current and accurate by evaluating data and informing appropriate staff to review, update, or correct information as necessary. x Advise and assist City staff in communicating important information to the public leveraging multiple methods and platforms as appropriate.  x Staff the Columbus Cable Commission meetings, and assist the Director of Planning & Development in staffing the Tourism Commission. x Assist in the development of the Media and Cable Commission budgets, and administer them according to the annual budget authorization and related policies. x Assist in the development, enhancement, and strengthening of the City’s brand identity. x Supervise, direct, and evaluate part-time Production Specialist. x Other duties as assigned. REQUIRED KNOWLEDGE, SKILLS, ABILITIES x Ability to establish effective working relationships, use good judgment, initiative, and resourcefulness when dealing with the public, community leaders, and other employees. x Experience with video production, video editing, graphic design, and Photoshop methods and techniques. x D Effective use of existing and emerging social media platforms, websites, and other digital outlets to communicate. x x R Principles and techniques of communications, public information, public relations, advertising, and marketing. Communicate clearly and concisely, both orally and in writing, using proper grammar, vocabulary, spelling and punctuation. x x x AF Respond to questions or concerns from residents, property owners, businesses, visitors, or elected officials using tact and diplomacy, with an exceptional level of customer service Run wires or cables to equipment, receivers, and other electronic devices. Valid Wisconsin Driver’s License. T TOOLS & EQUIPMENT USED Video and still cameras; digital recorders; personal computer; broadcast and recording equipment, video processing and editing software; word processing, spreadsheet, database and internet browsers; phone; copy machine; city vehicles and equipment. EDUCATION AND EXPERIENCE GUIDELINES Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Associates Degree in a field related to communication, marketing, journalism, graphic design, information technology, or other relevant field. OR Two years combined professional experience in broadcast or video production, marketing, communication, media relations, graphic design, information technology, or a related field. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office setting. Occasional exposure to extreme hot or cold temperatures is possible. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull up to 40 pounds of weight; to operate office equipment requiring repetitive and movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; ability to distinguish colors. Hearing: Hear in the normal audio range with or without correction SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference/background checks; job D related tests may be required. 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 logical assignment to the position. R The 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. AF ACKNOWLEDGEMENT I acknowledge that I have read the job description and requirements for the Media Coordinator position and I certify that I can perform these functions. ____________________________________ ______________ Applicant Signature Date T Management has the right to add or change these duties of the position at any time.  POSITION DESCRIPTION Title: Media Coordinator Department: Administration Date: 1/15/2019 FLSA: Exempt GENERAL PURPOSE The Media Coordinator is a full-time position with the City of Columbus. This position supports the City’s efforts to communicate and promote its activities by leading the effort to convey messages via the City website, social media platforms and the City’s public access television channel. SUPERVISION RECEIVED Works under the supervision of the City Administrator. SUPERVISION EXERCISED None. ESSENTIAL DUTIES AND RESPONSIBILITIES The Media Coordinator may be called upon to perform any or all of the following:  Responsible for the filming and broadcasting of all applicable City government meetings to public access and approved web formats. (25%)  Film, produce and broadcast programming of educational benefit & promotion of the community (20%)  Develop and assist others in appropriate social media communications for the City (20%)  Help shape & grow the City’s brand identity, across key channels  General administrative and clerical duties  Staff the Columbus Cable Commission, and assist the Director of Planning & Development in staffing the Tourism Commission (15%)  Assess current social media platforms and make recommendations of additional social media platforms that would be beneficial to the City. (10%)  Maintain and keep records of inventory related to Cable television production, provide reviews of equipment needs and work with the Cable Commission on addressing those needs. (10%) Page | 1 PERIPHERAL DUTIES  Operates office machines as required.  Attends meetings, seminars and workshops related to duties and responsibilities.  Operates a motor vehicle to attend meetings, seminars and workshops.  Any other duties as assigned. DESIRED MINIMUM QUALIFICATIONS Minimum Education and Experience: (A) Associate’s degree in a field related to marketing, information technology or communications, or related field or, (B) Demonstrated professional work experience in film. Experience in social media, web development, marketing or promotions is a plus. Necessary Knowledge, Skills and Abilities: (A) Working knowledge of web site design and development, communications, audio/visual communications. (B) Ability to communicate effectively; orally and in writing. (C) An understanding of work in a public sector environment. SPECIAL REQUIREMENTS Valid state driver's license or ability to obtain one. TOOLS AND EQUIPMENT USED Computer and relevant software used by the City to facilitate duties; equipment generally associated with filming and broadcast production; other general office equipment PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions 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 and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Page | 2 The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT 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 the essential functions. The noise level in the work environment is usually moderately quiet. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. 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