Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE MONDAY, AUGUST 2, 2021 – 6:45 PM COLUMBUS CITY HALL AGENDA 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizen Comments 5. Committee/Commission Minutes o CHLPC 6/10/21, CWL 6/17/21, Library 6/15/21 6. Review & discuss Awarding Bids for Crack Sealing 7. Review & discuss Awarding Bids for Street Repair 8. Review & discuss Storm Water Utility 9. Review & discuss Butterfly Trails Volunteer Park 10. Review & discuss Disposal of Assets Request by DPW 11. Review & discuss Trick-or-Treating Date & Time 12. Review & discuss Amending Ordinance 98-81, Restricted Parking on Highways and in Residential Districts 13. Review & discuss Update on electronic agendas 14. 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 15. Reconvene to open session 16. Convene to closed session per § 19.85(1)(c) to consider employment, promotion, compensation, or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, specifically Finance Director recruitment 17. Reconvene to open session 18. Adjourn  Columbus Historic Landmarks and Preservation Commission Regular Meeting Minutes Thursday, June 10, 2021 3:30 PM - Community Center Building July 8, 2021 - Elling made a motion to approve minutes from the June 10, 2021 meeting. Altschwager seconded it. Motion carried. Attendees: Beth Altschwager Retta Kurth Henry Elling Ruth Hermanson Michael Thom John Salzwedel Jan Ulrich Council Liaison: Ian Gray (absent) Guests: Amy Jo Meyers, Matt Schreiber 1. Call meeting to order: John Salzwedel 2. Properly posted meeting: Check. 3. Citizen Comments on agenda items: None 4. Approve Agenda: Motion to approve: Altschwager; Second: Ulrich; Motion carried. 5. Approve minutes from the May 20,2021 Special Meeting: Motion to approve: Altschwger; Second: Hermanson; Motion carried. 6. Treasurer Report-Attached: Motion to approve: Kurth; Second: Hermanson; Motion carried. 7. Old Business: A. Pavilion Window Restoration Project – sash pulls: Salzwedel reported that the sash pulls are coming and he will be replacing them. Hermanson will forward Commissioners with progress photos of the installation of the windows. B. June 8 Council Meeting – CHLPC Façade Improvement Grant, Rest Haven Bathrooms, CLG Grant: Salzwedel & Hermanson represented CHLPC and sought approval to go ahead with the listed projects: 1) HLPC Facade Improvement Grant: City Attorney will pass a resolution for Council to delegate CHLPC authority to carry out their projects for the Façade Improvement Grant. Final approval by Council expected June 22, 2021. 2) Rest Haven Bathrooms: Salzwedel spoke about CHLPC’s intentions of seeking architectural renderings and construction estimates for renovation of the bathrooms at the Rest Haven. CHLPC believes there will be more donation potential with the City backing this project. 3) CLG grants: The CLG grant program prioritizes surveys, nominations, education, interpretation and HPC training. Work with Schreiber to develop CHLPC Design Guidelines for property owners as a reference for when obtaining a Certificate of Appropriateness or applying for a CHLPC Façade Improvement Grant. Another idea is to partner with the Tourism Commission to create a virtual tour of historic homes and buildings as well as other specific projects for the grants.  C. Standard Operating Procedures for city council items – Amy Jo Meyers: A manual with Step-by-step guideline for all City Commissions when presenting subjects to Council. 8. New Business: A. Election of Officers / Signatories for HLPC accounts: Elling made a motion to nominate Salzwedel Chairperson. Altschwager seconded it. Motion carried. Elling made a motion to nominate Hermanson Vice-Chairperson. Altschwager seconded it. Motion carried. Kurth made a motion to nominate Thom Secretery. Elling seconded it. Motion carried. Salzwedel made a motion to nominate Altschwager Treasurer. Kurth seconded it. Motion carried. Altschwager made a motion to list Kurth, Salzwedel, and Altschwager as Signatories for F&M Union Bank accounts. Elling seconded it. Motion carried. Meyers will research CHLPC bylaws and address on next month’s agenda. B. HLPC 2021 Meeting Schedule and Times: Schedule distributed. C. Bills: 1) Thoughtful Craftsman, Phase Tree Window wrap up: Altschwager made a motion to pay the balance of $19,380.00. Hermanson seconded it. Motion carried. 2) Amy Jo Meyers, HLPC Folders: Hermanson made a motion to pay the $19.98 out of the City’s CHLPC supplies account. Elling seconded it. Motion carried. 3) Receipt for Phase Three Window Project Class 2 Notification – for internal records: Given to Ulrich for filing. D. Certificate of Appropriateness Form – review: Meyers distributed packets of information regarding procedures, permits, and applications for project plans, signs, and Certificates of Appropriation for businesses in Columbus. Schreiber will review. It is his intent to include a link for COA application on the HLPC website. E. Pavilion Stairs – Discussion on Building Materials, schedule: Following discussion, Elling made a motion to approve the plans for reconstruction of the exterior South Staircase using pressure treated lumber. Altsschwager seconded it. Motion carried. Meyers will check on availability for scheduling. F. Rest Haven – Centennial Anniversary: “2023” being a goal for completion of bathroom renovations. Ulrich sought approval to include information about the bathroom renovations/donations on her letter to businesses and sponsors for the 2022 Calendar. Will address on the July agenda. 9. Council Liaison Report: Gray absent. 10. Adjourn: Motion: Elling; Second: Thom; Motion carried. Meeting adjourned at 5:15 pm Respectfully Submitted: Retta Kurth, Sec.  COLUMBUS WATER & LIGHT COMMISSION MEETING JUNE 17, 2021 CWL Commission President Lang called the CWL Commission meeting to order at 6:00 pm. Commissioners present: Lang, Andler, Olson, Schulze, Mayor Arnold and Motiff. Also, present at the meeting was CWL Lead Lineman David Koenig, Co-Superintendent Hammer and Co-Superintendent Kaltenberg. Excused Basten It was reported that the City Clerk, as required by appropriate Wisconsin Statutes, had given proper public notice of the meeting. The Agenda for the meeting was approved on a motion by Olson, second by Andler. Motion carried. Visitor’s Comments and Utility Communications: Included in the packet was a summary of the current typical bill comparison for Columbus. It compares the utility’s current electric rates to comparable rates of the investor-owned utilities for standard usage of residential, commercial and large power/industrial customers. Jodi Dobson, CPA Partner, from Baker Tilly presented and reviewed the 2020 audit report. The Consent Agenda which consisted of the May 20th CWL Commission Meeting minutes, Monthly Treasurer’s Report and the Outage Report, was approved on a motion from Olson, second by Motiff. Motion carried. UNFINISHED BUSINESS: Advocacy Campaign for PFAS Testing: Co-Sup’t Hammer found that Wisconsin has two labs that can test for PFAS. He was also informed by CWL’s DNR Water Engineer, Sophia Stevenson, that the DNR is looking at selecting “sites” throughout Wisconsin to sample for PFAS, and that funding would be available to cover the costs. She will keep him updated. NEW BUSINESS: Cash Disbursements/Accounts Payable Reports: The Commission reviewed the May Cash Disbursements Report. Checks numbered 22124-22162 and 36 wire and ACH transfers, totaled $757,900.17. The Commission reviewed the Accounts Payable Report and ordered paid 34 requests totaling $85,740.83. Motion by Arnold, second by Andler, to approve paying the 34 requests from the AP Report. Roll call vote, Schulze aye, Lang aye, Andler aye, Motiff aye, Arnold aye and Olson aye. Motion carried. Reports were approved and placed on file. Farnham Street Water Main Relay Bids: Bid process was advertised on May 29th and June 5th. Bid opening was June 16th at 1:00 p.m. The bid recommendation to be awarded to Wood Sewer & Excavating Inc. for $280,979.25. Motion by Olson, second by Arnold to approve the recommendation that the bid for the Farnham Street (STH89) Water Main Replacement be awarded to Wood Sewer & Excavating, Inc. for $280,979.25. Roll call vote, Olson aye, Andler aye, Motiff aye, Arnold aye, Lang aye and Schulze aye. Motion carried. Salt/Brine Tank Repairs at Water Plant #1: Co-Sup’t Hammer explained that years ago the salt tanks were covered at Water Plant #1, with the intent of protecting the tanks from the elements. This proved to be a disastrous decision. It has had the opposite effect and the salt tanks are deteriorating substantially. He contacted Staab Construction who does concrete repairs and was quoted from $275,000 to $300,000. He also contacted August Winter and Sons which are quoting a fiberglass reinforced plastic or XLPE-cross linked polyethylene above ground tank system. He has not received that quote yet. Once he received that quote he will bring this topic back to the Commission. COMMISSION MEETING JUNE 17, 2021 PAGE 2 REPORTS: Financial Report was given by Co-Sup’t Kaltenberg and placed on file. Mayor Comments: The Mayor had no comments this evening. Co-Superintendent Kaltenberg’s Report:  On May 21st, Co-Sup’t Kaltenberg attended the WPPI Board of Directors Meeting. The agenda included the Financial Report, Power Supply Report, Emission Reduction Targets Discussion, Service & Business Strategy Report and Legal & Government Relations Report.  On May 25th, Co-Sup’t attended the second session of the Joint Action Leadership Certification entitled About WPPI. This session included: power supply overview, support services overview, advocacy and government relations.  On June 7th, Accounting Clerk Koenig-Fry and Co-Sup’t Kaltenberg worked with Jill Frank from OpenPoint on inventory accounts. On June 10th, Co-Sup’t Hammer, Lead Lineman Koenig, Accounting Clerk Koenig-Fry and Co-Sup’t Kaltenberg did an OpenPoint Web Walk-Thru with Jill.  On Friday June 11th, Lead Lineman Koenig and Co-Sup’t Kaltenberg met with Bruce Beth and Eric Anthon from Forster Engineering and John Taylor from Terminal Andrea to discuss the equipment purchases and electrical installation services needed from Terminal Andrea.  CWL’s crew is progressing on the AMI Water Meter Project. To date, 2,250 of 2,337 water meters have been converted to AMI. Co-Superintendent Hammer’s Report The CWL crew has been working on the following for the past 4 weeks; Open Point – Field Work Farnham St conversion work General electric maintenance in various locations throughout city Parkview Cr. Apartments, - conversion Electric SCADA – Install mule tape in conduit from Admin to Sub 3 Anticipated work for next 4 weeks; Electric SCADA – Conduit installation within Sub 2 Farnham St conversion work Parkview Cr. Apartments, Faith Dr., Hillside Ln, Tower Dr. – conversion work Motion by Andler, second by Schulze to adjourn at 7:19 p.m. Motion carried. **Next Scheduled Meeting – Thursday, July 15th, 6:00 pm at Columbus Water and Light** Respectfully Submitted, Brook Andler CWL Commission Secretary Columbus Public Library Library Board Meeting Tuesday, June 15, 2021 Phyllis Luchsinger Callahan Meeting Room Pete Kaland called the meeting to order at 5:03 p.m. Present remotely: Lindsey Ganz, Pete Kaland, Sharon Eagan, Deb Haeffner, Nora Vieau, Jim Schieble, Sue Salter, Sara Sample, Trina Reid, Merry Anderson Adoption of the Agenda: Jim moved and Nora seconded a motion to approve the agenda. Motion carried. Disposition of Minutes: Jim moved and Sue seconded a motion to approve the minutes as corrected. Motion carried. Financial Report: Finance Report: CD1 renewed 6/3/21. We received a $2000 donation for the new main floor layout from Stephen & Evelyn Baus. The plan is to place a small recognition plaque in the area Nora moved and Sue seconded a motion to approve the financial report. Motion carried. Approval of Bills: Bills of $3,279.77 reported. Nora moved and Sara seconded a motion to approve bills. Motion carried. CPL was paying monthly the monthly Zoom fee until joining the Bridges Library System cooperative license—See May report. We are now paid through year end. Director’s Report: Clayton Brock, library assistant 1, resigned effective 9/13/21. Open position posted 6/14 with hope to have replacement hired and trained by Clayton’s last day. Summer Library Program has kicked off with Beanstalk registration. As of 6/11: 36 adults, 14 teens, 76 children and 28 future readers (new category). There was no big kick-off as usual but people signed up & helped others sign up. First in- person events--storytime on library lawn & children’s craft project. Upcoming: Canning and Preserving 6/29 and author Diane Amato 7/22. Looking at how in- person programming will impact virtual as we move forward. Received Latitude 43 quote of $7500 total for Library and Annex HVAC repairs. See Unfinished Business. The Personnel Committee met to finish draft of custodial job description and to update the Addendum to City of Columbus Personnel Policies and Procedures Handbook relative to vacation/holiday/sick time. See Unfinished Business. SCLS All Directors Meeting held 5/20. On the agenda service priorities, 2022 budgets, Overdrive, PDF editing software, building needs assessment. Library Staff meeting held 6/1 with blended in-person/virtual format to go over Summer Library Program. After the successful Chad Lewis program last year, the Wausau Paranormal Research Society proposed an October event paranormal investigation of the library building. This is a legitimate organization. CPL could choose to remain anonymous. Monthly and YTD stats presented in new simplified format. President’s Report: None Friends of the Library: Pete asked that the Board express its appreciation for weeding, mulching and planting on the Library grounds. The Friends sold some of the removed plants which recovered the cost of the new plants. Book sales continue successfully. The Friends plans an in-person meeting in August. Correspondence: See donation received in Financial Report. Acknowledgement sent. Committee Reports: See Unfinished Business Unfinished Business: COVID-19 Procedures—Masks are now optional as tolerated, including staff; patrons are mostly masked; a few families are returning; staff accommodating requests. Sue moved and Sara seconded a motion to post signage that masks are highly recommended for unvaccinated patrons and staff. Motion carried. Annex/Meeting Space—Draft of procedures presented and discussed; tabled to July Fall programming—Tabled to July Job Descriptions—Custodial position draft presented. Jim moved to approve. Sara seconded. Motion carried. Library Employee Addendum—The proposed addendum, effective 7/1/21, applies to part-time benefit changes, specifically, paid time off becomes earned vacation, increased vacation hours based on years of service, paid sick leave and paid holidays. These policies differ from other city policies because CPL has year- round part-time employees. This benefit is important for recruitment and retention. Pete moved to approve the update to the Addendum to the City of Columbus Personnel Policies and Procedured Handbook. Deb seconded. Motion carried. HVAC Maintenance—In response to question re: selection of Latitude 43, the City has designated the company as vendor. Two quotes received for Library, $3,000, and Annex, $4500. Lindsey will look at budget to determine if we have unused funds to allocate to the total $7500 for both buildings. Nora moved to accept the proposals from Latitude 43. Jim seconded. Motion carried. New Business: Election of Officers-- Sue nominated the current board officers to be reelected. The chair called for additional nominations. Motion by Jim Schieble seconded by Deb to close nominations and have the secretary cast a unanimous voice ballot. Motion carried. 2021 Officers President: Pete Kaland Vice President: Nora Vieau Secretary: Merry Anderson Financial Secretary: Jim Schieble Adjournment: Jim moved and Nora seconded a motion to adjourn. Motion carried. Next scheduled board meeting July 20, 2021. Respectfully submitted. Merry Anderson, Secretary  2021 AGENDA ITEM Committee of the Whole Meeting Date: August 2, 2021 Council Meeting Date: August 17, 2021 ITEM: 2021 Crack Sealing Contract Award DETAILED DESCRIPTION OF SUBJECT MATTER The City of Columbus / Street - Crack Sealing Contract 1. Bids for the 2021 Crack Sealing Contract for the City of Columbus were received. 2. The City received three sealed bids. - American Pavement Solutions - Fahrner Asphalt Sealers, LLC - Thunder Road LLC 3. Bids for the project were opened on July 27, 2021 (virtually). 4. All bid forms were appropriately completed. 5. There were no objections to the low bidder. Review of the bids was performed by Jason Lietha representing Ruekert * Mielke with Kyle Ellefson (City Administrator) and Jerry Lentz (DPW Director) present. SUPPORTING DOCUMENTATION - Letter of Recommendation of Contract Award to low bidder from Ruekert * Mielke (2 pgs) IS FUNDING REQUIRED: YES FUNDING SOURCE: GENERAL FUND DEPARTMENT: PUBLIC WORKS ACCOUNT: STREETS / CONTRACTED MAINTENANCE MOTION REQUESTED OF COUNCIL Accept recommendation and Award 2021 Street Sealing contract to American Pavement Solutions Inc.  4001 Nakoosa Trail, Suite 200, Madison, WI 53714 608-819-2600 July 28, 2021 Kyle Ellefson City Administrator City of Columbus 105 North Dickason Boulevard Columbus, WI 53925-1565 RE: 2021 Crack Sealing Program Dear Kyle: Bids for the above project were opened on July 27, 2021, at 2:00 p.m. virtually and were as follows: BIDDER BASE BID 1. American Pavement Solutions Inc. $9,470.00 2. Fahrner Asphalt Sealers, LLC $13,738.00 3. Thunder Road LLC $20,225.00 We reviewed the documentation submitted by the apparent low bidder and found that: 1. The Bid Form has been appropriately completed. 2. We have no objections to the low bidder. 3. Low bidder has successfully completed similar projects. On these bases, we recommend that American Pavement Solutions Inc. be awarded the 2021 Crack Sealing Program contract, in the amount of $9,470.00. The engineer’s estimate was $11,776 for this work. Our review did not include an evaluation of bidder's current financial condition nor of their permanent safety program. Should you decide to accept our recommendation, we will prepare a Notice of Award for your use. Bids remain subject to acceptance for 60 days unless Bidder agrees to an extension. Please advise us of your award decision or call if there are any questions. Respectfully, RUEKERT & MIELKE, INC. Jason P. Lietha, P.E. (WI, MN) Vice President/Office Manager jlietha@ruekert-mielke.com JPL:nah Enclosure(s) Bid Tabulation cc: Jerry Lentz, City of Columbus DPW 8117-10070 Your Infrastructure Ally ruekertmielke.com 2021 Crack Sealing Program (8117-10070.220) (#7929856) Owner: City of Columbus Solicitor: Ruekert & Mielke, Inc. - Madison 07/27/2021 02:00 PM CDT American Pavement Fahrner Asphalt Thunder Engineer Estimate Solutions Inc. Sealers, LLC Road LLC Section Title Line Item Item Code Item Description UofM Quantity Unit Price Extension Unit Price Extension Unit Price Extension Unit Price Extension Crack Seal Projects 2021 $0.00 $9,470.00 $13,738.00 $20,225.00 1 1 Pavement Crack Seal W Avalon Road L.S. 1 2950.00 2950.00 $2,030.00 $2,030.00 $2,988.00 $2,988.00 $4,600.00 $4,600.00 2 2 Pavement Crack Seal Red Bud Trail L.S. 1 2832.00 2832.00 $1,865.00 $1,865.00 $2,780.00 $2,780.00 $5,100.00 $5,100.00 3 3 Pavement Crack Seal Hamilton Street (Center Street to Dix Street) L.S. 1 156.40 156.40 $1,680.00 $1,680.00 $1,755.00 $1,755.00 $2,700.00 $2,700.00 4 4 Pavement Crack Seal Center Street (Fuller Street to Hamilton) L.S. 1 944.00 944.00 $1,065.00 $1,065.00 $1,325.00 $1,325.00 $1,800.00 $1,800.00 5 5 Pavement Crack Seal S. Birdsey Street (Washington Street to Franklin Street) L.S. 1 295.00 295.00 $350.00 $350.00 $450.00 $450.00 $850.00 $850.00 6 6 Pavement Crack Seal Washington Street (S. Lewis Street to S. Birdsey Street) L.S. 1 590.00 590.00 $410.00 $410.00 $750.00 $750.00 $850.00 $850.00 7 7 Pavement Crack Seal W. Mill Street/Dickason Blvd Intersection L.S. 1 743.00 743.00 $205.00 $205.00 $450.00 $450.00 $850.00 $850.00 8 8 Pavement Crack Seal Manning Street (Waterloo Street to E. James Street) L.S. 1 1321.60 1321.60 $1,435.00 $1,435.00 $2,260.00 $2,260.00 $2,325.00 $2,325.00 9 9 Pavement Crack Seal Hillcrest Court cul-de-sac L.S. 1 944.00 944.00 $430.00 $430.00 $980.00 $980.00 $1,150.00 $1,150.00 Base Bid Total: $0.00 $9,470.00 $13,738.00 $20,225.00  2021 AGENDA ITEM Committee of the Whole Meeting Date: August 2, 2021 Council Meeting Date: August 17, 2021 ITEM: 2021 Street Repair Program Contract Award DETAILED DESCRIPTION OF SUBJECT MATTER The City of Columbus / Street Repair Program Contract Award 1. Bids for the 2021 Street Repair Program Contract for the City of Columbus were received. 2. The City received two sealed bids. - Northeast Asphalt Inc. - Wolf Paving 3. Bids for the project were opened on July 27, 2021 (virtually). 4. All bid forms were appropriately completed. 5. There were no objections to the low bidder. Review of the bids was performed by Jason Lietha representing Ruekert * Mielke with Kyle Ellefson (City Administrator) and Jerry Lentz (DPW Director) present. SUPPORTING DOCUMENTATION - Letter of Recommendation of Contract Award to low bidder from Ruekert * Mielke (2 pgs) IS FUNDING REQUIRED: YES FUNDING SOURCE: GENERAL FUND DEPARTMENT: PUBLIC WORKS ACCOUNT: STREETS / CONTRACTED MAINTENANCE MOTION REQUESTED OF COUNCIL Accept recommendation and Award 2021 Street Sealing contract to Northeast Asphalt Inc.  4001 Nakoosa Trail, Suite 200, Madison, WI 53714 608-819-2600 July 28, 2021 Kyle Ellefson City Administrator City of Columbus 105 North Dickason Boulevard Columbus, WI 53925-1565 RE: 2021 Street Repair Program Dear Kyle: Bids for the above project were opened on July 27, 2021, at 2:30 p.m. virtually and were as follows: BIDDER BASE BID ALTERNATE 1 ALTERNATE 2 ALTERNATE 3 1. Northeast Asphalt, $46,046.00 $20,774.40 $31,756.70 $15,580.80 Inc. 2. Wolf Paving $88,791.00 $29,952.00 $45,786.00 $27,360.00 We reviewed the documentation submitted by the apparent low bidder and found that: 1. The Bid Form has been appropriately completed. 2. We have no objections to the low bidder. 3. Low bidder has successfully completed similar projects with City of Columbus. On these bases, we recommend that Northeast Asphalt, Inc. be awarded the 2021 Street Repair Program contract, base bid in the amount of $46,046. This amount is based on the bid unit prices and estimated quantities. Actual quantities, and therefore the final contract price, may vary. The engineer’s estimate was $44,800 for the base bid. We also recommend not accepting any of the mandatory alternate bids based on the available budget for this project. Our review did not include an evaluation of bidder's current financial condition nor of their permanent safety program. Should you decide to accept our recommendation, we will prepare the Notice of Award for your use. Bids remain subject to acceptance for 60 days unless Bidder agrees to an extension. Please advise us of your award decision or call if there are any questions. Respectfully, RUEKERT & MIELKE, INC. Jason P. Lietha, P.E. (WI, MN) Vice President/Office Manager jlietha@ruekert-mielke.com JPL:nah Enclosure Bid Tabulation cc: Jerry Lentz, City of Columbus DPW 8117-10070 Your Infrastructure Ally ruekertmielke.com 2021 Street Repair Program (8117-10070.220) (#7929883) Owner: City of Columbus Solicitor: Ruekert & Mielke, Inc. - Madison 07/27/2021 02:30 PM CDT Engineer Estimate Northeast Asphalt,Inc. Wolf Paving Section Title Line Item Item Code Item Description UofM Quantity Unit Price Extension Unit Price Extension Unit Price Extension Base Patching Projects 2021 $46,046.10 $88,791.00 1 1 Fuller St (West of Dix Street) Asphalt Pavement Base Patch SY 157 $7,788.00 $1,225,312.00 $55.70 $8,744.90 $105.00 $16,485.00 2 2 Lewis Bridge Approaches Asphalt Pavement Base Patch SY 158 $9,982.00 $1,581,592.44 $55.70 $8,800.60 $121.00 $19,118.00 3 3 Oak Street Dead End Asphalt Pavement Base Patch SY 196 $9,702.00 $1,901,592.00 $55.70 $10,917.20 $98.00 $19,208.00 4 4 Oak Street (N Spring St. Intersection) Asphalt Pavement Base Patch SY 129 $6,984.00 $903,264.00 $55.70 $7,185.30 $105.00 $13,545.00 5 5 Blackhawk Dr Asphalt Pavement Base Patch SY 133 $6,600.00 $880,000.00 $55.70 $7,408.10 $95.00 $12,635.00 6 6 Charles/Narrow Intersection Asphalt Pavement Base Patch SY 52 $3,744.00 $194,688.00 $57.50 $2,990.00 $150.00 $7,800.00 Base Patching Alternates - $68,111.90 $103,098.00 A1 A1 Tower Drive Patch Asphalt Pavement Base Patch SY 384 $10,368.00 $3,981,312.00 $54.10 $20,774.40 $78.00 $29,952.00 A2 A2 Hillside cul-de-sac Asphalt Pavement Base Patch SY 587 $9,241.78 $5,422,886.70 $54.10 $31,756.70 $78.00 $45,786.00 A3 A3 Commercial Drive Patch Asphalt Pavement Base Patch SY 288 $14,245.00 $4,099,394.44 $54.10 $15,580.80 $95.00 $27,360.00 Base Bid Total: $46,046.10 $88,791.00  2021 AGENDA ITEM Committee of the Whole Meeting date: ____August 2, 2021_______ Council Meeting date: ____________ ITEM: _Storm Water Utility Description and Update_ DETAILED DESCRIPTION OF SUBJECT MATTER: Storm water utilities are essentially a financial tool that would enable the City to invest in storm water improvements across the community and effectively manage the risks of flooding in the community. The City Council would be able to adopt short and long- term storm water management goals and implement real solutions without competing against other important priorities funded by the general property tax levy, such as roads, parks, and emergency services. Additionally, the fees collected would be based on the relative amount of stormwater runoff each site produces, so sites that have significant runoff (large paved areas or large buildings) would pay higher fees, and sites with less runoff (single-family homes, duplexes) would generally pay less. There is also the flexibility to provide credits for property owners that take additional measures to reduce their storm water impact. Preliminary planning in 2020 revealed that most storm water utilities charge between $3-5 each month, or $36-60 annually. Conservatively, based only on the number of developed parcels in the City, a storm water utility could collect a minimum of $70,000 to $117,000 annually. Once actual measurements of the equivalent runoff units is complete, the amount collected will be larger than the estimate. It is important to note that these funds could only be spent on storm water management, so the money cannot be diverted to buy unrelated equipment or to fund other departments. The City could also consider undertaking several important projects in the early years of the utility, spreading the financial impact over time through strategic borrowing, but realizing the benefits of the improvements within a few years. Because state levy restrictions would reduce our property tax levy by every dollar collected by the utility, the City would need residents to approve a referendum to avoid the levy penalty. Without an approved referendum, a utility is not viable, and there will not be sufficient funding to make substantial storm water improvements in the near term. A preliminary Draft of a Storm Water Ordinance is attached to this memo, and provides the general details about how the utility would function, including how expenditures would be restricted to stormwater management purposes. If there is continued interest in considering a storm water utility, some of the next steps include developing a detailed plan for the proposed utility, including: • Stormwater Management Plan • Projected Operating Budget • Proposed Fee Structure • Proposed Credit Structure LIST ALL SUPPORTING DOCUMENTATION ATTACHED: • DRAFT Storm Water Ordinance ACTION REQUESTED OF COUNCIL: Consider the additional information presented, and determine if there is continuing merit in establishing a Storm Water Utility. If there is interest in pursuing the storm water utility concept further, the Committee will need to give staff direction on the next steps, which would include incurring engineering expenses to develop the detailed storm water utility plan.  CHAPTER XX Stormwater Utility 9-5-1 Establishment 9-5-2 Authority 9-5-3 Definitions 9-5-4 Rate Charges 9-5-5 Customer Classification 9-5-6 New Construction 9-5-7 Method of Appeal 9-5-8 Special Assessment Authority 9-5-9 Budget Excess Revenues 9-1 SEC. 9-5-1 ESTABLISHMENT. The City of Columbus finds that the management of stormwater and other surface water discharge within and beyond the Crawfish River, Columbus Mill Pond, Robbins Creek, Meadow Creek and Second Ward Creek (the “City’s Waterways”) is a matter that affects the health, safety and welfare of the City, its citizens and businesses, and others in the surrounding area. Failure to effectively manage stormwater affects the wastewater utility operations of the City by, among other things, increasing the likelihood of infiltration and inflow in the sanitary sewer or providing a more restrictive phosphorus effluent limit for the wastewater treatment plant’s discharge into the Crawfish River. In addition, surface water runoff may create erosion of lands, threaten businesses and residences with water damage, and create sedimentation and other environmental damage in the City’s Waterways. Those elements of the City surface and stormwater management system (“the System”) that provide for the collection of and dispose of stormwater, reduction of sediment and nutrients in the City’s Waterways, and regulation of groundwater are of benefit and provide services to all properties within the City of Columbus, including property not presently served by the storm elements of the System. The cost of operating and maintaining the System and financing necessary repairs, replacements, improvements and extensions thereof should, to the extent practicable, be allocated in relationship to the benefits enjoyed and services received therefrom. There is hereby established a City of Columbus Stormwater Utility. The operation of the Stormwater Utility shall be under the supervision of the Common Council. The City Administrator shall be the Director of the Stormwater Utility. SEC. 9-5-2 AUTHORITY. The City, through the Stormwater Utility, may acquire, construct, lease, own, operate, maintain, extend, expand, replace, clean, dredge, repair, conduct, manage and finance such real estate and facilities as are deemed by the City to be proper and reasonably necessary for the creation and maintenance of a system of storm and surface water management. These facilities may include, without limitation by enumeration, surface and underground drainage facilities, storm sewers, ditching, water courses, retaining walls, berms, and ponds, best management practices, and such other facilities as will support the System. SEC. 9-5-3 DEFINITIONS. For the purpose of this chapter, the following definitions shall apply: Words used in the singular shall include the plural, and the plural, the singular; words used in the present tense shall include the future tense; the word “shall” is mandatory and not discretionary; the word “may” is permissive. Terms not specifically defined herein shall have the meaning defined in Wis. Admin. Code § NR 216.002 and as the same may be amended from time to time, if defined therein; or if not therein 9-2 defined, shall be construed to have the meaning given by common and ordinary use, as defined in the latest edition of Webster’s Dictionary. (a) Director. The term “Director” means the City Administrator, or his/her designee. (b) Developed Property. The term “developed property” means the real property that has been altered from its natural state by the addition of any improvements that may include a building, structure, impervious surface, and change in grade or landscaping. (c) Equivalent Runoff Unit (ERU). The term “ERU” means the statistical average impervious area of “single family homes” within the City of Columbus on the date of adoption of this ordinance. (d) Impervious Area or Impervious Surface. The term “impervious area or impervious surface” means areas that have been paved, covered or compacted to inhibit the natural infiltration of water into the soil or cause water to run off the area in greater quantities or at an increased rate of flow from the present under natural conditions as undeveloped property. Such areas may include, but are not limited to, roofs, roof extensions, patios, porches, driveways, sidewalks, pavement, gravel parking or storage areas, athletic courts and compacted surfaces. Excluded from this definition are undisturbed land, lawn and fields. (e) Duplex Unit. The term “duplex unit” means any residential space identified for habitation by members of the same household attached to only one other residential space or as classified by the City Building and Zoning Codes. (f) Dwelling Unit. The term “dwelling unit” means any residential space identified for habitation by members of the same household or as classified by the City Building and Zoning Codes. A dwelling unit includes, but is not limited to, single family homes, manufactured homes, duplexes, multi-family apartments, residential condominiums and townhouse living units. (g) Residential Property. The term “residential property” means any lot or parcel developed exclusively for residential purposes including, but not limited to, single-family homes, manufactured homes, duplexes, multi-family apartments, residential condominiums and townhouse living units. (h) Non-Residential Property. The term “non-residential property” means any developed lot or parcel not exclusively residential as defined herein, but not limited to, transient rentals (such as hotels and motels), mobile home park, commercial, industrial, institutional, governmental property and parking lots. 9-3 (i) Runoff. The term “runoff” means the surface water, including all types of precipitation to include but not limited to rain and snow melt, which is inhibited by impervious surfaces from naturally infiltrating into soil. (j) Stormwater Facilities. The term “stormwater facilities” means all constructed facilities or natural features used for collecting, storing and conducting stormwater to, through and from drainage areas to the point of final outlet. Stormwater facilities collectively constitute a stormwater system. (k) Undeveloped Property. The term “undeveloped property” means that which has not been altered from its natural state by the addition of any improvements, such as a building, structure, impervious surface, change of grade or landscaping. Agriculture cropland is classified as undeveloped property. For new construction, a property shall be considered developed pursuant to this ordinance at the time of installation of the first roof on a structure SEC. 9-5-4 RATE CHARGES. (a) By this ordinance, the Common Council is establishing the rate charge upon each lot and parcel within the City of Columbus for services and facilities provided by the Stormwater Utility. The actual charges to be imposed, the establishment of formulas for calculations of the charges, the establishment of specific customer classifications and any future changes in those rates, formulas, rate charges and customer classifications, may be made by resolution of the Common Council. All rates established pursuant to this ordinance will be fair and reasonable in accordance with the decision and judgment of the Common Council. The current rates will be on file with the City Clerk. (b) Rate charges shall be used to share the costs of the Stormwater Utility. These rate charges may include: (1) Base Charge (BC). The Base Charge may be imposed on all property in the City. The Base Charge will be designed to reflect the fact that all properties benefit from the stormwater management activities of the City and that all property contribute in some way to the stormwater discharge that must be managed by the City. The BC will be designed to collect the administrative costs of the stormwater utility and the portion of the capital costs not covered by special assessment. The BC may be based upon the size of a parcel of property. (2) Equivalent Runoff Unity Charge (ERU). This charge shall be imposed on all property that has any developed impervious area. The ERU will be designed on the basis of a typical residential unit of property. Other units of property will be charged multiples of the ERU, based upon the impervious area contributing to surface water runoff. 9-4  (3) Special Charge (SC). This charge may be imposed on property that is in an area specially benefited by a particular stormwater management facility. The SC will be developed to reflect the benefits/services in a particular area that may not be appropriate to spread to property throughout the City. The SC will be calculated on an ERU basis. (c) The Common Council may make such other and customer classifications as will be likely to provide reasonable and fair distribution of the costs of the Stormwater Utility. In so doing, the Council may provide credits against certain of the charges set forth above for facilities installed and maintained by the property owner for the purpose of lessening the stormwater flow or pollutant load from that given property. (d) Columbus Water & Light is hereby appointed as the collection agency for the City of Columbus Stormwater Utility. Bills shall be prepared monthly by the City or its agent and sent to the owner of each property served. The City shall allocate among the properties served the actual cost of billing and collecting. (e) The bills for Stormwater Utility charges shall be mailed to the designated utility bill recipient, but this mailing shall not relieve the owner of the property from liability for rental property in the event payment is not made as required in this chapter. The owner of any property served which is occupied by tenants shall have the right to examine collection records of the City for the purpose of determining whether such rates and charges have been paid for such tenants, provided that such examination shall be made at the office at which the records are kept and during the hours that such office is open for business. (f) Stormwater Utility charges shall not be payable in installments. If Stormwater Utility charges remain unpaid after a period of twenty (20) days from the date of the monthly utility bill, such bill shall become delinquent and shall incur late payment charges. Late payment charges shall be applied consistent with current Columbus Water & Light policy. Unpaid charges shall be assessed the same as the water utility bills. SEC. 9-5-5 CUSTOMER CLASSIFICATION. (a) For purposes of imposing the stormwater charges, all lots and parcels within the City are classified into the following five (5) customer classes: (1) Residential – Single-Family. (2) Residential – Duplex. (3) Residential – Multi-Family and Condominium. (4) Non-Residential. (5) Undeveloped. 9-5 (b) The Director shall prepare a list of lots and parcels within the City of Columbus, and assign a classification of residential, non-residential or undeveloped to each lot or parcel. (c) The average square footage of impervious area of the ERU is established to be equivalent to XXXX square feet. (d) The charges imposed for single-family residential properties shall be the rate for one (1) ERU. (e) The charges imposed for duplex residential properties shall be the rate for six-tenths (0.6) of one (1) ERU per each individual dwelling unit existing on the property (ERU rate multiplied by the number of dwelling units). The charges imposed for residential condominium plats with a maximum of two dwelling units shall be the rate for six-tenths (0.6) of one (1) ERU per each individual dwelling unit. (f) The charges imposed for multi-family apartment, condominium and townhouse residential properties shall be the same as non-residential properties, except residential condominium plats with a maximum of two dwelling units shall be the same as duplex residential properties. (g) The charges imposed for non-residential properties shall be the rate for one (1) ERU, multiplied by the numerical factor obtained by dividing the total impervious area of a non-residential property by the square footage of one (1) ERU. The numerical factor shall be rounded down to the nearest one-tenth (0.1), i.e.: ERU rate multiplied by impervious area (square feet) divided by 3,850 square feet (h) No charge is imposed for undeveloped properties. The Director shall be responsible for determining the impervious area, based upon the best available information, including but not limited to aerial photography, the property owner, tenant or developer. The Director may require additional information, as necessary, to make the determination. The billing amount shall be updated by the Director on any additions to the impervious area. Upon property owner’s written notification and request, the Director shall review impervious area for possible reductions. SEC. 9-5-6 NEW CONSTRUCTION. The owner shall also be liable for stormwater charges, under this ordinance, for the improvement from the date the first roof is installed on a structure or upon review of the actual impervious area by January 1. 9-6 SEC. 9-5-7 METHOD OF APPEAL. (a) The Stormwater Utility charge may be appealed, as follows: (1) A written appeal shall be filed with the Director (2) Within thirty (30) days of payment, a written challenge to the stormwater charge must be filed with the Director on behalf of the customer, specifying all bases for the challenge, any supporting documentation, and the amount of the stormwater charge the customer asserts is appropriate. Failure to file a challenge within thirty (30) days of payment waives all right to later challenge the charge. A property owner not satisfied with the Director’s decision can appeal to the City Council for their review and action within thirty (30) days from the date of the Director’s written decision. Both the property owner and Director may supply additional written information to the Council. The Council may affirm, reverse or modify the Director’s decision. The Council’s written decision shall be provided to the Director and property owner. The Council’s determination is final. Within thirty (30) days of the date of the Council’s written decision, the property owner may appeal the decision to circuit court through a certiorari action. (b) Any refunds are going forward into the future and not the past. SEC. 9-5-8 SPECIAL CHARGE AUTHORITY. In addition to any other method for collection of the charges established pursuant to this ordinance for stormwater utility costs, the Common Council finds that these charges may be levied on property as a special charge pursuant to Wis. Stat. § 66.0627. The charges established hereunder reasonably reflect the benefits conferred on property and may be assessed as special charges. The mailing of the bill for such charges to the owner will serve as notice to the owner that failure to pay the charges when due may result in them being charged pursuant to the authority of Wis. Stat. § 66.0627. In addition, the City may provide notice each October of any unpaid charges to the Stormwater Utility, which charges, if not paid by November 15, may be placed on the tax roll under Wis. Stat. § 66.0627. SEC. 9-5-9 BUDGET EXCESS REVENUES. The Stormwater Utility finances shall be accounted for in a separate Stormwater Management Fund by the City. The Utility shall prepare an annual budget, which is to include all operation and maintenance costs, administrative costs, depreciation costs, debt serve and other costs related to the operation of the 9-7 Stormwater Utility. The budget is subject to approval by the Common Council. The costs shall be spread over the rate classifications as determined by the Council. Any excess of revenues over expenditures in a year will be retained by the Stormwater Management Fund for subsequent years’ needs. 9-8  2021 AGENDA ITEM Committee of the Whole Meeting date: ____August 2, 2021_______ Council Meeting date: __August 17, 2021__________ ITEM:_Disposal of Assets – Public Works _ DETAILED DESCRIPTION OF SUBJECT MATTER: The Public Works Department has accumulated certain equipment and supplies that are no longer needed, and may be disposed of. In accordance with the Asset Disposal Policy, DPW offered the items to other City Departments, but we received no requests. We are seeking approval of our proposed asset disposal plan found below. Proposed Asset Disposal Plan The following items will be listed on the auction site www.wisconsinsurplus.com, in an “as- is condition” to be sold “without warranty.” The tires and basketball poles will not have a reserve price at auction. Because they are more valuable, the tractor plow & wing set will have a reserve price set for the auction. 1. (6) Used Goodyear tires. / C182 11R22.5 / Tire tread range from 3/16” to 7/16” 2. (2) Basketball poles / 13’ in height / 3” X ¼” pipe 3. (1) Tractor Plow & Wing Set • 12’ main blade w / trip edge • 9’ wing blade w / trip edge. Includes paraglide wind post • Includes tractor under mount w / all hydraulic hoses & plates to mount to an 8000 series JD tractor. The City will receive all proceeds from the auction of these items, while the buyer pays the auction fees. Proceeds will be deposited in the Disposal of Fixed Assets account. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Consider the Asset Disposal Plan and authorize staff to proceed with auctioning the items off as presented.  CITY OF COLUMBUS FOR MEETING OF: August 2, 2021 REQUEST FROM/DEPARTMENT: Recreation Department AGENDA ITEM/REQUEST: Trick or Treat *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: In the past council members have set the date for Halloween Trick or Treat hours in the city of Columbus. If Halloween fell on a weeknight, Columbus traditionally celebrates Trick or Treat on the Saturday the weekend before the holiday. In 2020, Halloween fell on a Saturday and Trick or Treat in Columbus was held on the date of 10.31.2021 from 4pm – 7pm. This year with Halloween on a Sunday, will Columbus celebrate Trick or Treat on 10.31.2021 from 4pm – 7pm? Having a date and time would be helpful for departments to place this information in the Fall Commotion Publication; we are set to send to print on August 16, 2021. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval)  2021 AGENDA ITEM Committee of the Whole Meeting date: ____August 2, 2021___________________ Council Meeting date: _____August 17, 2021_____ ___________ ITEM: Wording Revisions to City of Columbus ordinance 98-81(a). DETAILED DESCRIPTION OF SUBJECT MATTER: During the issuance of a citation for this violation, and a subsequent municipal court trial, we identified areas we feel need revision and clarification to prevent future challenges to the current wording. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: See attached document from City Attorney Paul Johnson. ACTION REQUESTED OF COUNCIL: Request the city council review, consider and approve the suggested changes to this ordinance.  CITY OF COLUMBUS ORDINANCE _________-___ AN ORDINANCE TO REPEAL AND RECREATE SECTION 98-81 OF THE CITY CODE OF ORDINANCES CONCERNING RESTRICTED PARKING ON HIGHWAYS AND IN RESIDENTIAL DISTRICTS The Common Council of the City of Columbus, Columbia County, Wisconsin does hereby ordain as follows: 1. Section 98-81 of the City Code of Ordinances is repealed in its entirety and recreated to now read as follows: SECTION 98-81 Restricted Parking on Highways and in Residential Districts. (a) Except for such time as is reasonably necessary to load or unload, no owner or operator of a motor truck, truck tractor, motor bus, trailer, travel trailer, camper, motorhome, or semi-trailer weighing more than 20,000 lbs. or exceeding 30 feet in length, shall park or leave standing such vehicle on any state trunk highway or on any highway, street, alley, or public parking lot within the City without first obtaining a permit from the Police Department. Any violation of the terms of any permit issued by the Police Department under this Section shall be deemed a violation of this Section. 2. Severability. If any portion of this Ordinance or its application on any person or circumstances is held invalid, the validity of this Ordinance as a whole or any other provision herein or its application shall not be affected. 3. Effective Date. This Ordinance shall take effect immediately upon its passage and posting as required by law. Adopted this ___ day of _____________, 2021. CITY OF COLUMBUS By: __________________________ Mary Arnold, Mayor By: __________________________ Patricia Goebel, City Clerk C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\X2D8RNX4\ord re restricted parking 072821 (A4177262x9DEB4).docx  2021 AGENDA ITEM Committee of the Whole Meeting date: ____8/2/2021_______ Council Meeting date: _______________ ITEM:_Electronic/Paperless Agendas Update_ DETAILED DESCRIPTION OF SUBJECT MATTER: The Committee of the Whole recently discussed transitioning to an electronic agenda and packet system. We have participated in one demonstration with an electronic agenda system provider, but there are two others we are working to set up appointments with. Costs for each computer would range from $500-$900 depending on the type of computer and vendor. If we chose to have each computer protected and serviced by our IT provider that would add approximately $17 each month per device. IPads would range from $400-$800, but would not be actively supported by our IT provider. Current expenses related to the agenda process include the costs of printing more than 35,000 sheets of paper for the agendas in a single year, and the lease for maintaining a copy machine that can handle that volume. However, the larger impact is likely to be the staff time that goes into compiling the agenda memos and attachments, changing the packet order as the agenda is drafted and changed, and the time printing, assembling and distributing the agenda packets. Staff have estimated that it takes approximately 3-4 hours per meeting cycle for these tasks, which results several thousands of dollars annually. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: N/A ACTION REQUESTED OF COUNCIL: Discuss questions regarding agenda automation or technology needs.