Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE AGENDA WEDNESDAY, FEBRUARY 16, 2022 – 6:40 PM COLUMBUS CITY HALL Join Zoom Meeting https://us02web.zoom.us/j/81770250450?pwd=dWRscjhyMlVPdDVuS3crYS92dXNPZz09 Meeting ID: 817 7025 0450 Passcode: 414942 Call : 1312 626 6799 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizen Comments o Due to the ongoing COVID-19 Pandemic, the City continues to make efforts to minimize risk, including limiting in-person attendance at meetings. The Wednesday, February 16 meeting will be held remotely, with only essential personnel in City Hall. Members of the public wishing to view the meeting can do so on Zoom, on the City of Columbus Cable Channel 980, City Hall courtyard, or by streaming the meeting live from the Columbus website. We are working to implement additional technology measures to ensure the public has the opportunity to monitor the meetings. Citizens wishing to make public comment at the meeting via Zoom, please email Pat Goebel at pgoebel@columbuswi.us by noon on Wednesday, February 16. In your email, please include your name, address, and the Zoom profile name or phone number you will be calling from. 5. Department Reports – January 2022 o DPW, Fire, Library, Lifestar, Police Dept, Treasurer 6. Review R/M Task Order for State Hwy 89 Construction Administration 7. Review Storm Water Utility Updates and Ordinance Amendment 8. Review Country Club parking lot 9. Review Standard Operating Procedures (SOP) for project sponsors 10. Review Rotary Park Shoreline Grant 11. Adjourn  CITY COUNCIL REPORT FOR FEBRUARY 15, 2022 MEETING LEVEL OF STAFFING - AS OF 01/31/2022 33 Paid on Call Firefighters - Non-Probationary Members 3 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 January 2022 Alarm End City Rural # of Run # Alarm Date Time Time Incident Location Incident Incident Incident Type F.F. 22-001 01/04 09:01 09:15 720 W James St X Fire Alarm 1 Car vs Deer 22-002 01/04 18:18 19:00 Hwy 60, West of A X 9 Accident SB 151 at 120 over 22-003 01/08 23:05 00:45 X MVA 10 pass 22-004 01/11 06:59 08:30 200 Commerce Dr X Fire Alarm 3 22-005 01/14 10:43 10:51 1515 Park Avenue X Fire Alarm 2 22-006 01/16 03:05 04:30 Hwy 60 & Old F X MVA 6 22-007 01/18 14:24 15:42 510 W Prairie St X Vehicle Fire 9 22-008 01/18 17:59 19:00 Dix St & James St X MVA 13 22-009 01/21 06:34 08:00 137 E Mill St X Natura Gas Leak 4 22-010 01/22 18:09 19:30 Hwy 151/Hwy S X MVA 12 22-011 01/23 18:47 20:47 Hwy 151 @ MM118 X MVA 9 22-012 01/25 06:25 06:35 1164 Farnham St X Fire Alarm 1 22-013 01/25 10:19 11:15 Birdsey & School St X MVA 6 22-014 01/26 08:22 08:30 1515 Park Ave X Fire Alarm 1 Smoke Detector 22-015 01/26 19:55 20:32 450 S Main St X 6 Issue 22-017 01/28 23:29 00:44 Hwy 60 & Hwy N X MVA 8 Current Monthly Total: 17 Total Runs by Month: Jan 17 July Feb Aug Mar Sep Apr Oct May Nov June Dec Year to date total 17 Last Year at this time 12 TRAININGS, MEETINGS, AND COMMUNITY ACTIVITIES JANUARY 2022 01/11 Pipeline Awareness on line class by NASFM FIRE – 26 Firefighters attended 01/15 Hazmat Ops Class – Endeavor-Moundville FD – FF Jennings 01/20 Truck Committee Meeting – 10 Firefighters attended 01/22 Hazmat Ops Class – Endeavor-Moundville FD – FF Jennings & K. Kilian 01/27 Truck Committee Meeting – 10 Firefighters attended 01/29 Ice Rescue Refresher – 7 Firefighters attended 01/31 CPR class – 8 Firefighter attended Apparatus Division Meeting – 4 Firefighters attended ITEMS OF NOTE FOR JANUARY Scott Hazeltine – Columbus Fire Chief  January 2022 DIRECTOR’S REPORT LIBRARY NEWS Due to staffing issues, the Columbus Public Library closed early on Friday, January 7 through Monday, January 10. The Library reopened for normal hours and services on Tuesday, January 11. The Friends of the Public Library decided to cancel their January meeting due to the increase in covid-19 cases locally. PROGRAMS Programs continue to be offered in person and virtually for area youth and Take-and-make kits are currently offered monthly for all ages. Beginning piano lessons have begun online with six people attending. The programming team is currently working on planning for spring and summer library programs. BUILDINGS TAS was unable to locate a radiator for the broken one in the area behind the front desk and will be purchasing the elements and building it themselves. MEETINGS The Columbia County Library Directors are meeting virtually until spring and then plan to move to in person meetings. The Columbia County Library Board has been meeting using a hybrid in-person and virtual model. They plan to meet at Columbus on May 20 for a joint meeting so that members can see the improvement project that Columbia County made a contribution to. TRAINING/ EDUCATION Drupal websites hosted by the South Central Library system will be migrating to Drupal 9 since the current version will no longer be supported. Amy and Lindsey have signed up to receive training. DIRECTOR GOALS UPDATE One of my goals is to update current policies. After Jim presented his trustee training topic of “Freedom of Expression and Inquiry,” I looked at our current Materials Selection Policy. I worked with a couple of staff members to create a draft of a Collection Development Policy to replace the Materials Selection Policy. Since this policy covers both selecting and weeding materials, it seemed appropriate to rename the policy. The South Central Library System is currently working on putting guidelines together to help libraries update policies on collection development, challenges to materials, etc. and they are willing to assist as needed.  December 2021 MONTHLY PROGRAMS In-Person In-Person Virtual Virtual Take & Make (# programs) (# views) & Live Virtual & Live Virtual (# kits taken) (# programs) (# attended) Future Readers 1 42 4 52 20 Children 2 155 3 13 75 Teen 0 0 0 0 12 Adult 1 355 7 65 29 2021 2021 2020 2020 STATISTICS Month YTD YTD Total Visits (# door counts) 3,666 43,108 41,581 41,581 Items Borrowed (total) 3,649 49,282 49,471 49,471 % Columbus residents 53% 56% % Fall River residents 12% 10% % Other Columbia County 19% 19% % Dodge County 12% 13% % Other 5% 2% Digital Items Borrowed (# checkouts) 1,054 12,853 11,072 11,072 Books by Mail (# items sent) 49 436 679 679 Public WiFi (# sessions) 6,937 100,671 69,379 69,379 Public Computer Use (# sessions) 162 2,264 3,019 3,019 Wireless Printing & Faxing (# jobs) 54 673 618 618 Community Use of Rooms (# attended) 15 73 117 117 Patrons Added (# added) 14 185 176 176 TO: Columbus Area EMS District Board Members FROM: Chris Orange DATE: February 2, 2022 SUBJECT: January 2022 Lifestar responded to 89 911 calls for the month of January in the CAEMS area that were paged out via Columbia County Dispatch. Lifestar was requested for mutual aid once by Rio EMS and once by Randolph EMS. Below is the monthly breakdown by municipality: • City of Columbus – 50 • Village of Fall River – 12 • Village of Lowell – 4 • Village of Reeseville - 5 • Town of Calamus – 1 • Town of Columbus – 5 • Town of Elba – 6 • Town of Fountain Prairie – 0 • Town of Hampden – 3 • Town of Otsego – 0 • Town of Portland – 1 • Town of York – 0 • Intercepts – 0 • Auto ALS – 0 • Mutual Aid Given – 2 • Mutual Aid Rec’d - 0 Lifestar failed to meet the response guidelines for two calls for the month of January. On 1/13 there was a delay for a call in the City of Columbus due to high call volume and on 1/16 there was a delay for a call in the Town of Hampden due to poor road conditions. All other calls were within the established guidelines.  Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Calamus 1 1 Columbus, City 50 50 Columbus, Town 5 5 Elba 6 6 Fall River 12 12 Fountain Prairie 0 0 Hampden 3 3 Lowell 4 4 Otsego 0 0 Portland 1 1 Reeseville 5 5 York 0 0 TOTALS 87 87 Auto ALS 0 0 Intercepts 0 0 Mutual Aid Given 2 2 Mutual Aid Rec’d 0 0 MONTHLY TOTALS 89 89 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) February 9, 2022 Mayor Arnold Members of the Common Council Columbus Police and Fire Commission: RE: POLICE DEPARTMENT ACTIVITY REPORT, JANUARY 2022 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 February 9, 2022: Authorized by Budget Actual Sworn Officers Full-time sworn police positions: 10 9* (Position breakdown) Patrol Officer 6 5 Sergeant 1 1 Lieutenant 2 2 Chief 1 1 Clerical Office Manager (full-time) 1 1 Clerk (full-time) 1 1 * Includes 2 recent hires who have not completed training 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 Riley Vogel 05/30/2017 Officer Matt Schultz 12/23/2002 Officer Kelly Towne 02/02/2004 Officer Dillon Donahue 05/13/2020 Officer Julia Knoll 01/03/2022 Officer Brian Johnson 01/07/2022 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: I have posted the remaining police officer vacancy. Applications are due March 7. We have found ourselves short of crossing guards again. Officers have been filling in due to the fact we currently have no substitutes. We are advertising for regular and substitute crossing guards at this time. FLEET: The new squad was produced in late January and as I tracked it, noted it to be marked 'shipped' on January 28. Customers who order vehicles are able to track online the process with Ford, right up to delivery to the dealer. Shortly after I discovered the status has been changed to 'shipping delay' and noted shipping is now on hold awaiting a microchip. Estimated delivery has now been changed to late April. I have been told the April date is purely a guesstimate. TRAINING: I attended week 3 of 6 at Law Enforcement Command College at the State Patrol Academy in Tomah. This week we discussed Ethics, Leaderships, FMLA, FLSA, Human Resources, Budgeting and Measuring Organizational Success. All sworn staff attended 2 days of county wide in-service, held in 2 cycles during the month. This year's topics included crowd control, legal update, crisis communication, critical incident debriefing, officer involved shootings, trauma wound care for officers and human trafficking. All agencies in the county attend. Day 1 was held in Poynette and day 2 in Portage. It is an economical and outstanding way for all of us in this county to have the same training. Police officers are required to have 24 hours annual training to maintain certification. Our officers easily exceed that with the other internal or specialized training we attend during the year. TRAFFIC ENFORCEMENT: During January 2022, officers issued 77 traffic citations, 91 warnings and 17 municipal ordinance citations. NOTABLE INCIDENTS: We assisted the Wisconsin Department of Justice with the execution of a search warrant. An officer stopped a vehicle for driving without taillights illuminated at night and arrested the driver for Operating While Intoxicated, 1st offense. There was a child under 16 also in the vehicle, making this a crime. A pistol and 3 full magazines were found in the console of the vehicle. Charges are pending. In late October we served a drug related search warrant at a Columbus residence. We had received information that this residence was a haven for kids in their mid-teens to use drugs and drink alcohol. The parent was aware of this and participated. Our subsequent investigation supported that, allowing us to get a search warrant. At the time of the search warrant the house contained at least 10 kids who were drinking alcohol. Drugs were present. In mid-January the parent was charged in circuit court with Maintaining a Drug Trafficking Place, Contributing to Juvenile Delinquency, Possession of THC and Possession of Drug Paraphernalia. 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) JANUARY 2022 CALL SUMMARY Columbus Police Department Nature of Call Total Calls Received ----------------------------- -------------------- 911 HANG UP 16 ACCIDENT PROPERTY DAMAGE ONLY 10 ACCIDENT WITH PERSONAL INJURY 3 ASSIST ANOTHER AGENCY 10 BURGLAR ALARM 4 FIRE ALARM 5 MEDICAL ALARM 2 ANIMAL COMPLAINTS 5 CAR VS DEER 1 CITIZEN ASSIST 3 CIVIL 2 CONTROLLED 9 DISORDERLY CONDUCT 7 DEATH INVESTIGATION 1 DISABLED VEHICLE 9 DOMESTIC ABUSE 3 DRIVING COMPLAINT 11 ELUDING 1 EMS CALL 11 EXTRA PATROL 31 FIRE GAS LEAK/CARBON MONOXIDE 1 VEHICLE FIRE 1 FLEET MAINTENANCE 4 FOOT PATROL 3 FRAUD 2 HARASSMENT 2 ROAD HAZARD 2 HOUSE WATCH 2 JUVENILE INCIDENT 3 KEEP THE PEACE 2 LOST AND FOUND 3 NOISE COMPLAINT 6 OUT WITH PERSON 4 OPEN DOOR 5 ORDINANCE VIOLATION 1 DRUG OVERDOSE 1 OWI 3 PARKING VIOLATION 13 SEARCH WARRANT 1 SECURITY 122 SEX OFFENSE 1 SLIDE OFF 3 SUSPICIOUS 5 THEFT 1 TRAFFIC CONTROL 5 TRAFFIC STOP 127 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) VEH LOCKOUT 8 VEH THEFT 2 WARRANT 2 WELFARE 13 -------------------------------------------------------------------------------- Total Calls: 492 www.cityofcolumbuswi.com Dennis R. Weiner, Chief of Police  2022 AGENDA ITEM Committee of the Whole Meeting date: ____2/16/2022_______ Council Meeting date: __3/01/2022__ ITEM:_Task Order for Hwy 89 Construction Administration DETAILED DESCRIPTION OF SUBJECT MATTER: In the coming months the State of Wisconsin will begin the State Hwy 89 reconstruction project. The Department of Transportation has already received bids for the work, and they will manage the overall project. Because there are City utilities involved in the reconstruction, and a variety of other areas of city interest and responsibility, we will need to have some level of professional engineering support and oversight on our behalf during the construction. There are also costs included to update our GIS system with the new utilities as constructed so our maps remain current and accurate. Costs allocated entirely to the City are $17,503, and costs allocated entirely to the Wastewater Utility are $59,679. There will be a split cost of $4,224 for the GIS update, shared between Sanitary and Storm Sewer infrastructure. Revenues for the City and Wastewater project costs are included in the 2022 budget, and will be funded by issuing General Obligation Debt alone, or in conjunction with a Revenue Bond. Columbus Water & Light has an independent Task Order for the engineering oversight of their utilities. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: R/M Task Order 2022-01 ACTION REQUESTED OF COUNCIL: Approve Task Order 2022-01  TASK ORDER 2022-01 2022 STH 89 (Farnham Street) WisDOT Coordination & Construction Administration This is Task Order No. 2022- 01, consisting of 4 pages. Task Order In accordance with Paragraph 1.1 of the Master Professional Service Agreement between City of Columbus (City) and Ruekert and Mielke Inc. (R/M) for Professional Services – Task Order Edition, dated March 19, 2019 ("Agreement"), City and R/M agree as follows: 1. Specific Project Data A. This task order includes engineering support during construction for the WisDOT STH 89 (Farnham Street) Reconstruction project. WisDOT staff and other project consultants require coordination with City information and staff that is not directly related the construction activities that will take place. Support for this project includes, but is not limited to, gathering data, providing information, attending meetings, bidding support, and DNR approvals. B. This task order includes the scope of services and associated cost for efforts to provide construction administration and review services related to the sanitary sewer improvements and related miscellaneous appurtenances. C. The task order also includes updating the sanitary sewer system attribute information in the City’s GIS system. As-built drawings will be linked to the attributes for future reference by City staff. This project is a component of the Wisconsin Department of Transportation (WisDOT) project which will reconstruct Farnham Street (STH 89) from Park Avenue to Avalon Road (0.32 miles). 2. Scope of Services for R/M PHASE 1 - DOT Administration and Coordination A. WisDOT coordination. B. Meetings. C. DNR approvals and bidding support. PHASE 2 – Sanitary Construction Administration A. Shop Drawing review and maintain Submittal Log. B. Sanitary construction review-full time (Assume 50 hours/week). C. Weekly on-site progress meetings (Assume seven meetings). D. Pay Request coordination (Assume four pay requests). E. Technical support, administration, and coordination with City related to sanitary sewer construction. Page 1 of 4 Pages (Attachment 1 - Task Order Form) 02/07/22 Ruekert & Mielke, Inc. 8117-00000  TASK ORDER 2022-01 2022 STH 89 (Farnham Street) WisDOT Coordination & Construction Administration F. Substantial Completion inspection. G. Develop Punch List and facilitate completion. H. Final Completion inspection. I. Project Closeout documentation. PHASE 3 – GIS Updates A. Update sanitary and storm sewer attribute information and link as-builts. 3. Columbus Responsibilities A. City shall have those responsibilities set forth in Section II of Agreement, subject to the following: • Review and respond to construction progress related matters in a timely manner. • Attend meetings. 4. Times for Rendering Services A. Schedules are subject to change due to activities beyond the control of R/M. In general, the tentative schedule is as follows: • Schedule will be in accordance with the contract between WisDOT and the general contractor. Bid opening is scheduled for February 8, 2022, and the anticipated start date is May 1, 2022. Project completion is estimated to be August 31, 2022. 5. Items not Included in Task Order A. The following items are excluded from the Scope of Services and considered to be additional services which require authorization in writing for approval: • Any items not specifically identified in task order scope. • Construction staking. Staking will be part of contractor’s contract. • Flow monitoring. • Contaminated soils testing, monitoring, and/or services related to removal, disposal, or mitigation. • Sewer televising or cleaning coordination. • Easement, certified survey map (CSM), or plat preparation. • Title reports required to create legal documents. • Environmental, archeological, or historical research. • Any permit application or submittal not already obtained for this project. Page 2 of 4 Pages (Attachment 1 - Task Order Form) 02/07/22 Ruekert & Mielke, Inc. 8117-00000  TASK ORDER 2022-01 2022 STH 89 (Farnham Street) WisDOT Coordination & Construction Administration • Construction administration related to roadway, water main, and storm sewer. 6. Payments to R/M A. Columbus shall pay R/M for services rendered as follows on an hourly rate not to exceed without authorization included as Exhibit A and based on an estimate of man hours included as Exhibit B: Estimate of Category of Services Compensation Method Compensation for Services Phase 1 – DOT Administration Standard Hourly Rates $17,503 and Coordination Phase 2 – Sanitary Construction Standard Hourly Rates $59,679 Administration Phase 3 – GIS Updates Standard Hourly Rates $4,224 B. 2022 Standard Rates for Columbus is attached as Exhibit A. C. Detailed breakdown of hours is attached as Exhibit B. D. The terms of payment are set forth in Section III and Exhibit A of the Agreement. Page 3 of 4 Pages (Attachment 1 - Task Order Form) 02/07/22 Ruekert & Mielke, Inc. 8117-00000  TASK ORDER 2022-01 2022 STH 89 (Farnham Street) WisDOT Coordination & Construction Administration Terms and Conditions: Execution of this Task Order by City and R/M shall make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. R/M is authorized to begin performance upon its receipt of a copy of this Task Order signed by City. The Effective Date of this Task Order is April 1, 2022. OWNER: ENGINEER: City of Columbus Ruekert & Mielke, Inc. Signature: Signature: Name: Kyle Ellefson Name: .Jason P. Lietha, P.E. Title: City Administrator Title: Vice President/Madison Office Manager Date: Date: February 7, 2022 DESIGNATED REPRESENTATIVE FOR TASK ORDER Name: Kyle Ellefson Name: Jason P. Lietha, P.E. Title: City Administrator Title: Vice President/Madison Office Manager Address: 105 N Dickason Blvd Address: 4001 Nakoosa Trail, Suite 200 Columbus WI 53925 Madison, WI 53714 cityadministrator@columbuswi.us Email: Email: jlietha@ruekert-mielke.com Phone: 920-623-5900 Phone: 608-819-2600 Page 4 of 4 Pages (Attachment 1 - Task Order Form) 02/07/22 Ruekert & Mielke, Inc. 8117-00000 2022 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 $212.00 Senior SCADA Analyst $194.00 Engineer 7 201.00 SCADA Analyst 179.00 City Engineer 7 191.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 96.00 Professional Land Surveyor 150.00 Engineer 6 182.00 Crew Chief / Surveyor 136.00 Engineer 5 172.00 Surveying Technician 99.00 Engineer 4 162.00 Engineer 3 142.00 CONSTRUCTION REVIEW SERVICES Engineer 2 133.00 Construction Review Manager 143.00 Senior Construction Review Technician 114.00 Engineer Technician 3 131.00 Construction Review Technician 2 99.00 Engineer Technician 2 118.00 Engineer Technician 1 108.00 ADMINISTRATIVE SERVICES Principal Ecologist 188.00 Certified Public Accountant (Company 200.00 CFO) Project Assistant 85.00 Environmental Scientist 2 124.00 Administrative Assistant 84.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians 0.585/mile PLANNING SERVICES For Construction Review Technicians 0.625/mile Senior Economic Consultant 208.00 For Survey Crews 0.795/mile Economic Consultant 2 150.00 Print reproductions 0.50/sq. foot Color copies 0.40/page IT/GIS TECHNICIAN SERVICES B&W copies 0.15/page Asset Management Consultant 196.00 Color plots 2.50/sq. foot IT/GIS Analyst 4 180.00 Scanning 0.50/scan IT/GIS Analyst 3 163.00 IT/GIS Analyst 2 149.00 GPS equipment 132.00/day IT/GIS Analyst 1 132.00 ATV fee 125.00/day IT/GIS Technician 2 117.00 Robotics equipment 132.00/day Manhole Scanner 200.00/day Drone (MAVIC) 200.00/day Drone Survey 500.00/day Road Tube Traffic Counter – day 50.00/day Road Tube Traffic Counter – week 150.00/week Turning Movement Traffic Counter 10.00/day Note: Overtime rates will be 120% of standard rate for construction review services. 01/21/22 8117-00000  EXHIBIT B PROFESSIONAL FEE ESTIMATE CLIENT: COLUMBUS, WI PROJECT: FARNHAM STREET (STH 89) SANITARY SEWER - 2022 CONSTRUCTION SERVICES 28-Jan-2022 CATEGORY OF PERSONNEL TASK ORDER: 2022-01 PREPARED BY: SCOPE OF SERVICES 2022 RATES $212 $201 $191 $182 $172 $162 $142 $133 $155 $118 $108 $84 $150 $136 $99 $114 $99 $132 TOTAL TOTAL E8 E7 CITY E6 E5 E4 E3 E2 SENIOR T2 T1 ADMIN PLS S2 SURVEY SENIOR IT/GIS LABOR PM PM ENG ENG ENG ENG ENG ENG TECH TECH TECH ASSIST SUR Crew Chief TECH CRT CRT2 Analyst1 HRS COST 2022 CONSTRUCTION FEES $81,406 PHASE 1 - DOT ADMINISTRATION AND COORDINATION $17,503 WisDOT Coordination 40 16 2 8 66 $11,674.00 Meetings 12 4 2 18 $3,283.60 DNR Approvals and Bidding Support 2 4 4 4 4 18 $2,545.60 TOTAL HOURS 0 0 54 24 0 0 4 8 0 0 8 4 0 0 0 0 0 0 102 PHASE 2 - SANITARY CONSTRUCTION ADMINISTRATION $58,043 Shop Drawing Review and Maintain Submittal Log 4 16 20 $2,856.00 Sanitary Construction Review-Full Time (Assume 50 hours per week)* 8 8 385 401 $46,410.00 Weekly Onsite Progress Meetings (Assume 7 Meetings) 4 10 14 $2,093.20 Pay Request Coordination (Assume 4 pay requests) 2 4 6 $913.60 Technical Support, Administration, and Coordination with City Related to Sanitary 4 12 16 $2,359.20 Substantial Completion Inspection 2 4 4 10 $1,369.60 Develop Punchlist and Facilitate Completion 2 1 3 $350.00 Final Completion Inspection 2 2 4 $647.60 Project Closeout Documentation 2 2 2 2 8 $1,043.60 TOTAL HOURS 0 16 0 0 0 60 0 0 0 3 0 0 0 391 0 482 PHASE 3 - GIS UPDATES $4,224 Update Sanitary and Storm Sewer Attribute Information and Link As-Builts 32 32 $4,224.00 TOTAL HOURS 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 32 32 CONSTRUCTION REIMBURSABLE $1,636 MISC. REIMBURSABLES DURING CONSTRUCTION $250.00 MILEAGE - ENGINEERS 500 MILEAGE 0.585 PER MILE $292.50 MILEAGE - CONSTRUCTION REVIEW TECHNICIANS 1750 MILEAGE 0.625 PER MILE $1,093.75 * Estimated hours for construction observation are based on an assumed installation efficiency by the contractor of 175 linear feet of sanitary sewer main per day,150 linear feet of sanitary sewer laterals. This number may be higher or lower depending on actual efficiency of the utility contractor and weather. 8220-10021 Ruekert Mielke, Inc.  2022 AGENDA ITEM Committee of the Whole Meeting date: ____February 16, 2022_______ Council Meeting date: _March 1, 2022___________ ITEM:_Stormwater Utility Ordinance Update _ DETAILED DESCRIPTION OF SUBJECT MATTER: At the February 1, 2022 meeting, the Committee of the Whole recommended amending the Storm Water Utility Ordinance, adding a 3-year rate freeze as well as a 3% cap on annual increases after the freeze expires. After further discussion and considering potential project and maintenance costs, the subcommittee would like the COW to discuss the option of extending the rate freeze proposed in the previous meeting. The new proposal would be to freeze or lock the initial rate for a period of more than 5 years, allowing no increases to occur before 1/1/2028. The annual rate cap of 3% would remain as previously proposed. Additionally, several residents questioned how the Storm Water Utility fees would be billed in properties with multiple utility meters. The preliminary planning and estimates for the fees by Ruekert Mielke anticipated collecting the fees based on the total number of ERUs each parcel of property generated, not billing multiple utility users for the same ERUs. To ensure that is clearly how the utility will function, the subcommittee has proposed an amendment to the Stormwater Utility Ordinance. The amendment will clarify that single and two-family properties will be billed monthly by Columbus Water & Light. The current Ordinance will allocate one ERU charge for each single family parcel, and 0.6 for each unit of a two family residence, for a total ERU charge of 1.2 for the overall two family parcel. All other property types will be billed by the City at least quarterly for the total ERUs of the entire parcel, with a single bill sent to either the owner or responsible entity, depending on the property type. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: • Proposed Amendments to the Stormwater Utility Ordinance ACTION REQUESTED OF COUNCIL: Advise if there are any questions or comments regarding the draft amendments to the Ordinance, and recommend the Ordinance move forward if acceptable.  CITY OF COLUMBUS ORDINANCE _________-___ AN ORDINANCE TO REPEAL and RECREATE SECTION 104-4(h) OF THE CITY CODE OF ORDINANCES The Common Council of the City of Columbus, Columbia County, Wisconsin does hereby ordain as follows: 1. Section 104-4(h) concerning Base Charges for the stormwater utility is repealed and recreated to read as follows: (h) The initial Base Charge for the stormwater utility as established by City Council Resolution shall remain in effect until December 31, 2027. Beginning January 1, 2028, the annual Base Charge may be increased by no more than 3% annually. The City may exceed the 3% rate increase to the Base Charge only by an affirmative vote of the electors at a referendum held during a regularly scheduled spring or fall election. 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 _____________, 2022. CITY OF COLUMBUS By: __________________________ By: __________________________ Mary Arnold, Mayor Patricia Goebel, Clerk C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\X2D8RNX4\ord re stormwater utility rate increase freeze 021122 (A4426479x9DEB4).docx  CITY OF COLUMBUS ORDINANCE _________-___ AN ORDINANCE TO REPEAL AND RECREATE SECTIONS 104-4(d), (e) and (f) OF THE CITY CODE OF ORDINANCES The Common Council of the City of Columbus, Columbia County, Wisconsin does hereby ordain as follows: 1. Sections 104-4(d), (e) and (f) of the City Code are hereby repealed and recreated to now read as follows: (d) Columbus Water & Light (CWL) is hereby appointed as the collection agency for the City of Columbus Stormwater Utility for all Residential- Single-Family and Residential-Two-Family customer classifications. Bills shall be prepared monthly by CWL and shall be mailed to the individual dwelling unit as shown on the water utility bill. (e) For Residential-Multi-Family classifications and Non-Residential classifications, bills shall be prepared quarterly by the City or its agent and sent to the owner of the property as listed on the tax bill for that property. Stormwater Utility charges for Public Authorities shall be mailed by the City or its agent quarterly to the address of the entity designated as the water bill recipient for the parcel. For the classifications referenced in this paragraph, failure to pay the billing statement in a timely manner may allow the utility to place the delinquent charges on the owner’s property tax bill as a special charge pursuant to Section 66.0627 of the Wisconsin Statutes. (f) This billing shall not relieve the owner of the property from liability for any form of rental property in the event payment is not made as required in this section. The owner of any property served by the Utility 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. The City shall allocate among the properties served the actual cost of billing and collecting. C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\X2D8RNX4\ord re stormwater billing 021122 (A4426223x9DEB4).docx 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 _____________, 2022. CITY OF COLUMBUS By: __________________________ By: __________________________ Mary Arnold, Mayor Patricia Goebel, Clerk 2 C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\X2D8RNX4\ord re stormwater billing 021122 (A4426223x9DEB4).docx  2022 AGENDA ITEM Committee of the Whole Meeting date: __February 16_____________________ Council Meeting date: ______________________________ ITEM: _Review and discuss Country Club Parking lot proposal______________ SUBMITTED BY: _Matt Schreiber______________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Per the terms of the lease with the Columbus Country Club, they need plan commission and council approval for any capital project that exceeds $10,000. The Country Club plans to mill and overlay their parking lot 2022 and they need council approval to complete the project. The Country Club has indicated they will be solely responsible to pay for this project. The plan commission meets on February 10th and it is likely that the project will be moved forward to council for consideration. Please see the plan commission staff report for more background information on the design. In review of the lease there is an item of note regarding this project. The lease will expire in 2041, under the Capital Improvements section it states: “Any outstanding balance on any capital improvement project or loan therefore which may remain at the end of the term of this lease, said project having been approved by the City of Columbus Common Council, and all said payments required by the lessee in accordance with the terms of this lease having been paid, said balance shall become the responsibility of the City of Columbus.” According the Country Club the proceeds to pay for the improvement would come from an EIDL loan that has a 30 year term. The 30 year term means the debt will extend past term of the lease and the city could be responsible for any debt after 2041. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Plan Commission Staff report ACTION REQUESTED OF COUNCIL: Review and discuss proposal and consider moving forward to council for final action.  CITY OF COLUMBUS 105 N. DICKASON BOULEVARD COLUMBUS, WISCONSIN 53925-1565 PHONE: 920.623.5900 FAX 920.623.5901 www.cityofcolumbuswi.com Plan Commission Staff Report Plan Commission Date: February 10 , 2022 Agenda Item: 8a and 8b Applicant: Columbus Country Club Property Address: 301 Ingalsbe St Parcel ID: 11211-814 Zoning: Recreation Future Land Use Map: Recreational Summary The Columbus Country Club is proposing to repave their parking lot at 301 Ingalsbe Street. The terms of the lease require that the plan commission and common council approve any plans related to capital projects which exceed of $10,000. Due to that requirement, the Columbus Country Club is seeking approval from plan commission to complete a mill an overlay of their parking lot. The proposed parking lot would provide 74 parking stalls. The current configuration provides approximately 90 stalls. The reduction of stalls is due to the removal of stalls near the second ward creek and the elimination of the middle row in the area that is east of the clubhouse. In addition the proposed layout provides reserved location for delivery trucks. City staff has reviewed the parking lot replacement and has identified that project will meet code with one exception, the minimum number of parking spaces. Per 114-126 a golf course should provide eight (8) spaces per hole, plus any spaces required for other uses which are a part of the facility. This means by code they should have approximately 112 parking stalls. In addition to the site plan approval to complete the project, the applicant needs an exemption from plan commission per114-125(12)(b). Staff has looked at other zoning codes and 8 spaces per hole is high compared to other municipalities. Also staff is preparing a zoning code update, the current draft would require a golf course to provide 36 spaces per nine holes, plus one space per employee on the largest work shift, plus 50 percent of spaces otherwise required for any accessory uses (e.g., bars, restaurant). Under the proposed code 74 stalls would likely meet code. The County Club Board of Directors have approved this site plan and is satisfied that this plan will provide enough parking for their customers and staff. Recommendation Staff recommends plan commission approval of the applicants request for a new parking lot and for the parking exemption. Attachments • Proposed Site Plan COLUMBUS COUNTRY CLUB Parking Resurfacing Project JANUARY 26, 2022 - Concept (74 spaces)  2022 AGENDA ITEM Committee of the Whole Meeting date: __Feb 16_____________________ Council Meeting date: ______________________________ ITEM: __SOP Project Sponsors____________________________________ SUBMITTED BY: ____Matt Schreiber_______________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Staff has developed a Standard Operating Procedure to provide guidance for local civic organizations or city commissions (project sponsors) who are seeking to complete a project that would need council approval. The SOP documents steps needed to earn council consideration and potential approval. The document also helps project understand local procedures and will ensure that public construction bidding procedures are met. Once approved a copy of the SOP will be shared with relevant organizations. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Draft SOP Project Sponsor Guidance ACTION REQUESTED OF COUNCIL:  Standard Operating Procedures City of Columbus Common Council Project Guidance for Local Project Sponsors In the interest of further promoting best practices in the City of Columbus, the following Standard Operating Procedure is provided as a guide to address operational procedures, policies and practices for Local Project Sponsors. A project sponsor is defined as a City Commission, a Local Civic organization or local Non-Profit organization that seeks to complete a project for the betterment of the City of Columbus. These standard operating procedures are to assist project sponsors with the completion of a project in the City of Columbus. These standard operating procedures are supplemental to the Common Council governing rules and regulations. This will serve as a quick reference to address routine policies and procedural questions, so that if an issue may arise that each may be timely and reasonably addressed. Conceptual Review A project sponsor may request time on a Committee of the Whole (COW) agenda to discuss a conceptual project. The request shall be made from a project sponsor to the Mayor, Council President and City Administrator. At the discretion of the Mayor and Council President the project could be placed on an upcoming COW agenda for discussion. The review of the conceptual project would provide project sponsor with council feedback that could be incorporated into the project narrative. Council shall review and support the project before a project sponsor begins fundraising for the proposed project.  Standard Operating Procedures City of Columbus Common Council Project Guidance for Local Project Sponsors Pre-Project Process 1. Develop Project Narrative The project narrative should clearly explain your project to the public. The narrative is required by the Columbus Common Council to review each project. At a minimum, the project narrative should provide the following information: • Identify the projects benefit to the City of Columbus • Detailed project description including all activities being completed • Project budget include uses and sources of all funds for the project, please include any estimates received for the project • Proposed project timeline • Site Plan, Building Plans or Specifications to complete a project. • Review of potential long term responsibility and maintenance activities resulting from the project. • Any other relevant information to help council review the project. • If the project leads to a donation to the City of Columbus, please complete the appropriate Donation form. This information should be directed to an authorized city staff member and they will work closely with you in regards to the date of the meeting. 2. Project Sponsor Approval The Project Sponsor shall provide meeting minutes or resolution that shows the project as defined by narrative was approved by the sponsor. When the item is approved by the organization it must have a quorum of members present and meet local ordinances or organization bylaws. 3. Committee of Whole (COW) and Common Council Review of Project Narrative When Steps 1 and 2 of pre-project process has been completed the Columbus Common Council could review the project. The project narrative and project sponsor approval should be shared with appropriate city staff who will complete a memo for the council member packets and agenda. Providing detailed information will alleviate any potential questions or concerns from council members and will speed up the process to move forward to a regular meeting if approved. Once approved at the COW, it would go to the Council for final approval. No work is to be completed until council approval is granted. 4. Post Approval Amendments If an approved project narrative is amended after council approval an Amended Project Narrative shall be submitted and reviewed by the COW before the project commences.  Standard Operating Procedures City of Columbus Common Council Project Guidance for Local Project Sponsors Project Completion Process The project completion process will vary depending on the source of funding. If a portion of the project is funded with funds from the City of Columbus the project is considered to be publically funded. Projects completed with private funds will be considered privately funded projects. If you are not sure if public funds will be spent on a project or if public funds might become available you should follow the publically funded process. Step Publically Funded Privately Funded Request bids Receive Bids on approved Receive Bids on approved project Narrative. The process project Narrative. The process shall follow the City of should follow the City of Columbus purchasing policy. Columbus purchasing policy. If an anticipated capital project exceeds $25,000 three (3) bids are required for the project to move forward. The City of Columbus Clerk, can provide sponsors with background information to meet public construction requirements. COW Review of When bids are received, they Sponsor should provide the Bids must now be provided to COW with a status update once council for discussion at the a bid for services has been COW. selected. Council Approval The recommendation from the N/A of Bids COW would be moved forward to council for final action. With council approval the Mayor or designee may sign Obtain Necessary The project sponsor will be solely responsible for obtaining all Permits permits and approvals to complete the proposed project. Project timeline Provide a project timeline to all applicable city staff. Please and scheduling identify time city staff will need to dedicate to the project or to grant access for the project. Project Completion When the project has been complete the City Council should and Acceptance take action at the COW then council to formally accept the work and closeout the project.  2022 AGENDA ITEM February 16, Committee of the Whole Meeting date: ____________ 2022 ______________ Council Meeting date: March 1, 2022 ______________________________ Rotary Park Shoreline Stabilization ITEM: ______ Grant #DG2229650-1 ________________________________________________ Jerry Lentz, DPW Director SUBMITTED BY: ________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: The Rotary Club of Columbus applied for and received a grant to perform minor stabilization shoreline work near the dock / boat launch in Rotary Park. This project is intended to reduce erosion into the adjoining Crawfish River and Udey Dam Mill Pond. The grant is designed and the Rotary Club has requested to have the city of Columbus Public Works Department provide machine operators, labor and the necessary equipment to remove, haul, dispose of and regrade the shoreline on both sides of the dock at Rotary Park. The Rotary Club will be responsible to install shoreline erosion material and native plants as per an approved DNR plan. This Rotary Club grant will fund all other necessary materials, plants and supplies associated with this work. The shoreline stabilization work is intended to make this area at Rotary Park safer, reduce erosion, and beautify the area for years to come. All Grant paperwork and submissions will be the responsibility of the Rotary Club. All work and materials are donated back to the City of Columbus. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: PDF - Initial Grant application PDF – Financial Details ACTION REQUESTED OF COUNCIL: Respectfully request approvals to perform the necessary work requested of Columbus Public Works for this Shoreline Stabilization Grant at Rotary Park in the City of Columbus, WI.