Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL COMMITTEE OF THE WHOLE AGENDA TUESDAY, MAY 3, 2022 – 6:40 PM COLUMBUS CITY HALL Join Zoom Meeting https://us02web.zoom.us/j/83462367003?pwd=bTgwKytIVHpmNVloU0hNOEFxQ3J3UT09 Meeting ID: 834 6236 7003 Passcode: 514731 312 626 6799 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizen Comments • Council meetings are open for in-person attendance, face coverings are recommended but not required. Members of the public wishing to attend the meeting can do so in-person, on Zoom, on the City of Columbus Cable Channel 980, or by streaming the meeting live from the Columbus website. Citizens wishing to make public comment at the meeting via Zoom, please email Pat Goebel at pgoebel@columbuswi.us by noon on Tuesday, May 3. In your email, please include your name, address, and the Zoom profile name or phone number you will be calling from. 5. Commission / Committee Minutes • CWL 3/17/22, Library 2/15/22, 3/15/22 6. Review WWTF Aeration Diffuser Upgrade 7. Review Scout Cabin agreement 8. Review Defective Sidewalk Inspection/Repair/Replacement Policy 9. Review Ruekert Mielke Task Order – 2022 Street Maintenance / 2022 County Aid / 2022 B.I.L. Grant Submittal. AMENDED 4/29/2022 at 4:00 PM 10. Review Storm Water Utility Fee Referendum Results 11. Review Personnel Manual Review update 12. Convene to closed session per §19.85(1)(e) deliberating or negotiating the purchase of public properties, the investment of public funds, or conducting other public business, whenever competitive or bargaining reasons require a closed session, specifically to discuss potential developments in the City of Columbus. 13. Reconvene to Open Session 14. Adjourn  COLUMBUS WATER & LIGHT COMMISSION MEETING MARCH 17, 2022 CWL Commission President Motiff called the CWL Commission meeting to order at 6:00 pm. Commissioners present: Andler, Lang, Schulze and Aspuro. Also, present at the meeting was Director of Planning and Development, Matthew Schreiber, City Administrator Kyle Ellefson, Lead Lineman David Koenig and Superintendent Kaltenberg. Excused Basten and Mayor Arnold. 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 Lang, second by Andler. Motion carried. Visitor’s Comments and Utility Communications: Director of Planning and Development, Matthew Schreiber gave a development update for the City of Columbus. The Consent Agenda which consisted of the February 23rd CWL Commission Meeting minutes, Monthly Treasurer’s Report, the Outage Report and the February Pre-Audit Financials, was approved on a motion from Aspuro, second by Lang with the amendment to the motion from Aspuro, second by Lang of the revision to the minutes adding that Commissioner Aspuro found and error with the 2022 STH 89 (Farnham Street) Construction Administration, Task Order 2022-CWL01. Motion carried. UNFINISHED BUSINESS: There was no unfinished business. NEW BUSINESS: Cash Disbursements/Accounts Payable Reports: The Commission reviewed the February Cash Disbursements Report. Checks numbered 22513-22554 and 39 wire and ACH transfers, totaled $901,953.62. The Commission reviewed the Accounts Payable Report and ordered paid 28 requests totaling $70,675.75. Motion by Aspuro, second by Andler to approve paying the 28 requests from the AP Report. Motion carried. Reports were approved and placed on file. Review Code of Conduct for all elected officials and volunteer board, committee and commission members. On February 16, 2022 the City Council approved a Code of Conduct Policy that applies to elected and appointed committee/commission members. Commissioner Aspuro referenced a typo in Section 4 and Commissioner Schulz referenced a grammar error in Section 7. Commissioner Aspuro also requested that Section 6 C should be changed to “Ask if the issue has been brought to the City Administrator or to the CWL Superintendent.” City Proposal Impacting CWL Governance: At the Columbus Common Council Committee of the Whole a draft personnel manual was discussed. This brought some questions from CWL employees and Commissioners. Past and current practice is that CWL would revise and update its personnel manual, using the City Revised manual as the standard. It was agreed that any policy adopted by the CWL Commission would take precedence over a City Policy. If CWL does not have a particular policy, the City’s policy would take precedence. CWL employees are concerned of the possibility of losing some of their benefits. Review Annual Sales/Statistics: Sup’t Kaltenberg reviewed the 2021 annual sales and statistics; she presented six graphs showing the annual sales and consumption statistics for years 2016 through 2021. Electric Rate Adjustment: At the February Commission meeting the topic of an electric rate adjustment was brought up. The Commission instructed Sup’t Kaltenberg to gather all the necessary information that is COMMISSION MEETING MARCH 17, 2022 PAGE 2 needed to proceed. The following day Sup’t Kaltenberg spoke with Energy Services Representative, Anna Stieve who suggested they reach out to WPPI Director of Rates, Tim Ament. He stated is takes about a year from start to finish. He suggests waiting until the 2021 PSC Annual Report is complete. Sup’t Kaltenberg will let the Commission know when the annual report is complete. Position Descriptions: Four draft position descriptions were revised and presented. At the February Commission meeting the discussion on agenda item “Superintendent’s Review”; it was the consensus of the Commission that the position descriptions needed to be updated first. Commission President Motiff and Commissioner Schulze agreed to work with Sup’t Kaltenberg on the Superintendent’s Review form and process. Both these items will be on the next Commission meeting agenda Commissioner Orientation Packet: Sup’t Kaltenberg presented a Commissioner Orientation checklist for a New Commission Orientation Packet. Currently Water and Light does not have anything put together for new Commissioners and putting a packet together will help them understand the organization. It will provide valuable information for new Commissioners on the who, what and where for them to be more informed and better prepared to serve on the Water and Light Commission. Commissioners suggested other items to be included in the packet. Sup’t Kaltenberg will update the checklist and bring this back to the Commission next month. Critical Employee Response Time: Lead Lineman Koenig advised the Commission to change the critical response time for employees from 20 minutes to 30 minutes. Changing the response time does not change the customer service from CWL. CWL has lost two prior employees’ because of living too far from their families which they had relied on. If the response time would have been 30 minutes for both of these employees, CWL would have had a broader living range and they could have been closer to home. Motion was made by Schulze, second by Aspuro to change the critical response time for employees to 30 minutes. Motion carried. REPORTS: Mayor Comments: Mayor Arnold was excused this evening. Superintendent Kaltenberg’s Report:  The CWL crew has been working on the following: Hwy 89 Project – pole relocations due to road project and tree trimming. Open Point Field Inventory Electric service upgrades Tree Trimming  On Wednesday, February 23rd, Sup’t Kaltenberg attended the MEUW Federal Grants for Municipal Utilities. This was a presentation on infrastructure grant opportunities introduction discussing the recent US spending bills put on by Power System Engineering.  On Thursday, March 24th, Sup’t Kaltenberg attended the PSC Water Utility Stakeholder Roundtable. They highlighted changes to the 2021 PSC annual reports, gave updates to the rate case and construction applications, and discussed training surveys they will be sending out soon. COMMISSION MEETING MARCH 17, 2022 PAGE 3  On Tuesday, March 1st, Dave Koenig, Jake Tanner, Troy Kehoe and Sup’t Kaltenberg met with Erin Cullen, GIS Customer Success Manager from Ruekert & Mielke. She went over the water tool suite and corresponding dashboards and search portal pages. They also discussed updating maps and adding PDF maps to the Map Gallery to view and/or print.  On Tuesday, March 1st, Dave Koenig, Jake Tanner, Troy Kehoe and Sup’t Kaltenberg met with Don Heikkila, Project Manager from Ruekert & Mielke to go over the draft WDNR forms, specifications, drawings, chemical feed calculations and chemical feeder information that has been prepared for the WDNR submittal. On March 2nd Don submitted the plan with all supporting documents to the WDNR.  On Thursday, March 3rd, Sup’t Kaltenberg attended the WPPI Joint Executive Committee and Finance & Audit Committee of WPPI Energy for the presentation of the 2021 Audit and Financial Report for WPPI by Baker Tilly.  To date, 2,317 of 2,346 water meters have been converted to AMI. Motion by Aspuro, second by Andler to adjourn at 7:39 p.m. Motion carried. **Next Scheduled Meeting – Thursday, April 21st, 6:00 pm at Columbus Water and Light** Respectfully Submitted, Brook Andler CWL Commission Secretary Columbus Public Library Library Board Meeting Tuesday, February 15, 2022 Phyllis Luchsinger Callahan Meeting Room Pete Kaland called the meeting to order at 5:10 p.m. Present remotely: Lindsey Ganz, Pete Kaland, Sue Salter, Jim Schieble, Deb Haeffner, Nora Vieau, Catherine Walters, Dana Pike, Sarah Sample, Trina Reid, Merry Anderson Adoption of the Agenda: Jim moved and Deb seconded a motion to approve the agenda. Motion carried. Disposition of Minutes: Jim moved and Deb seconded a motion to approve the December minutes. Motion carried. Financial Report: Market fluctuations have resulted in a loss of $18,104.66 in our SCLS Foundation account. CDAR2 renewed on 1/20/22. CDAR1 will mature in March. Sarah moved and Deb seconded a motion to approve the financial report. Motion carried. Approval of Bills: Bills of $44,524.29 reported. As noted in the January meeting minutes some year-end 2021 bills were anticipated in January. Sarah moved and Jim seconded a motion to approve the bills. Motion carried. Director’s Report: Amy is back from family leave and the library is now fully staffed. Compared to this time last year, patron visits and items borrowed have increased. The summer reading program theme is Oceans of Possibilities. Once again CPL is collaborating with other Columbia County libraries in the Virtual Project 2022. The next event is a partnership between the libraries and master gardeners to present four speakers for an event on Saturday, March 26. Lindsey met with Jerry Lentz, director of public works, and Nations Roofing to get a new assessment and discuss repair options. Catherine reported that the Paranormal Society had a positive experience at the library and would like to return to continue their investigation at no cost to CPL (library building only, not the annex). The Board agreed approval is within Lindsey’s discretion. Director Goals--Update current collection development policy. Lindsey reviewed examples from other libraries as well as Board feedback to proceed on a working draft of a Collection Development Policy. See President’s report. President’s Report: SCLS is planning to secure their own facility as they have outgrown their current space and is currently raising funds. He asked the Board to consider a donation. He named himself, Dana, Nora and to an ad hoc committee on the Collection Development Policy. Catherine will serve as staff representative. Friends of the Library: Catherine Brick attended the Friends meeting. Linda Parpart is volunteering as interim coordinator between Friends and CPL staff. Pam Monroe continues as treasurer. Members will alternate as moderators of a quarterly meeting. Friends approved new Guidelines to replace their current bylaws. Correspondence: None Committee Reports: Personnel Committee meeting in late March. Trustee Training: None scheduled in Feb. Unfinished Business: COVID: if City Council drops mask mandate, CPL can also discontinue. New Business: Collection Development Policy: See above Director and President reports. Jim and Catherine researched and reported on 3Practices (this is correct spelling; website: 3Practices.com), an organization that teaches techniques for polite, civil, on- point conversations. The leaders offered to present to the Board. Board members were encouraged to look at the website and consider financial, staff and time commitment as well as benefits. Jim will forward a link. Approval of Annual Report: Tracy Miller assisted in the preparation of the 2021 Annual Report which also includes COVID-related data. Jim moved and Deb seconded a motion to approve and submit the Annual Report. Adjournment: Jim moved and Merry seconded a motion to adjourn. Motion carried. Next scheduled board meeting March 15, 2022. Respectfully submitted. Merry Anderson, Secretary Columbus Public Library Library Board Meeting Tuesday, March 15, 2022 Phyllis Luchsinger Callahan Meeting Room Pete Kaland called the meeting to order at 5:00 p.m. Present remotely: Lindsey Ganz, Pete Kaland, Nora Vieau, Jim Schieble, Deb Haeffner, Catherine Walters, Dana Pike, Sara Sample, Trina Reid, Merry Anderson Adoption of the Agenda: Jim moved and Sara seconded a motion to approve the agenda. Motion carried. Disposition of Minutes: Nora moved and Dana seconded a motion to approve February minutes amended to note that Nora Vieau was absent. Motion carried. Financial Report: Market fluctuations continue to negatively affect our SCLS Foundation account. CDAR1 renewed. We received a $25.00 memorial donation. Merry moved and Nora seconded a motion to approve the financial report. Motion carried. Approval of Bills: Bills of $2,850.19 reported. Merry moved and Deb seconded a motion to approve the bills. Motion carried. Director’s Report: Bethany Hultgren, Youth Services Coordinator, resigned to accept a position as children’s librarian in her hometown of Prairie du Sac. She continues to work with staff on program planning pending a new hire. The position has been posted. A possible power surge caused by lightening affected the elevator, a computer, fax machine, wireless access point and several printers. Apparently other Columbus businesses were affected. An insurance claim has been filed and future preventive measures are being looked at. UW-Madison asked to place a summer practicum student at CPL. Countryside Ford donated $1,000 to CPL for the renovation project. Upcoming programs include “Let’s Get Green and Growing”-March 26 and “Seeking the Lord, the Search for the Jarvis Lord Shipwreck”-May 13. The roof continues to leak. Lindsey met with Kyle Ellefson to discuss new roof funding. Lindsey attended a meeting for the technology cost formula work group to determine if our current formula is working. The recommendation is to keep as is. Columbia County Library Directors met to share information on SCLS committee service. Lindsey attended “A Time to Dream” webinar on assessing library space and service needs. Bethany attended a webinar series on management and youth services. Catherine and Susan are now both notaries. Director Goals: Lindsey will work with Dana Pike, Columbus School Librarian, to share summer library program information. President’s Report: Pete explained the goal of the city-passed Code of Conduct is to promote professional and polite discourse and behavior. CPL board members must sign by the end of March or will not be permitted to attend meetings. Re: meetings. CPL board will continue to meet via zoom with hybrid meetings an option going forward. Staff will get the library meeting room ready for meetings. Friends of the Library: Book Sales continue; Friends now charge for bags to encourage recycling. They are considering a new coordinator. Correspondence: Memorial donation as noted in Financial Report. Donation from Countryside Ford as noted in the Director’s Report. Committee Reports: Personnel Committee meeting in early April. Ad Hoc Collection Development Policy Committee has not met yet. Lindsey is meeting with SCLS to gather additional information before moving forward. Trustee Training: None scheduled in March. Unfinished Business: COVID: Preparing to bring the stored toys back to the Children’s area with appropriate cleaning protocols. The meeting room may be used by the public at Lindsey’s discretion. Collection Development Policy: See Committee Reports above. New Business: Literacy Council: Merry reported that the Columbus Literacy Council (CLC) has been on hiatus for the past two years due to COVID. Some tutors have been meeting off site or working with clients online. At CLC’s last annual meeting in May 2020, elected officers included Mary Lou Sharpee, president; Kim Hiney, vice president; Merry Anderson, secretary/treasurer. Merry has maintained checking account, website, WI Literacy Inc. (CLC parent organization) annual membership. The office was cleaned and reorganized for reopening. Last fall, Merry was notified that CLC’s federal tax-exempt status had been revoked. She contacted attorney Al Stroscheim who, in turn contacted Beaver Dam accountant Dan Stern for guidance. They provided valuable assistance pro bono. Reinstating tax-exempt status would take several months of filings and an estimated $600-1,000 from CLC funds. They recommended requesting help from WI Literacy Inc. Ultimately, WI Literacy Inc. determined that if CPL would act as fiscal agent for CLC, no separate tax-exempt filing would be needed. Sara moved and Jim seconded a motion for CPL to act as fiscal agent for CLC. Motion carried. Meeting Room Policy: Tabled to April; proposal emailed to Board 3Practices: Tabled for further discussion Youth Services interim Director: Susan Waters will assume duties. Merry moved and Jim seconded a motion that she be compensated at the lower end of the Youth Services Coordinator pay range and return to previous pay rate upon hiring of new Coordinator. Motion carried. Furnishings for Library: Lindsey received an estimate of $2500 from Black Woodworks to complete the renovation. We have $2000 in donations which can be allocated to this project. Pete moved and Jim seconded a motion to accept the estimate using gift funds accordingly. Motion carried. Adjournment: Deb moved and Dana seconded a motion to adjourn. Motion carried. Next scheduled board meeting April 19, 2022. Respectfully submitted. Merry Anderson, Secretary  2022 AGENDA ITEM Committee of the Whole Meeting Date: 5/3/2022 Council Meeting Date: 5/17/2022 ITEM: WWTF Aeration Diffuser Upgrade SUBMITTED BY: Dave Arnott (R/M) on behalf of Katie Anding, WWTF Lead Operator The Wastewater Treatment Facility (WWTF) had its last upgrade for the aeration basin diffusers in 2014. At that time, a newer type of fine‐bubble membrane was used. Membranes in wastewater treatment typically last for 7‐8 years. The WWTF is presently due for an aeration diffuser membrane replacement for its three aeration basins. This project in is the City wastewater CIP. As part of the 2014 project, two membrane suppliers were named in the specification. The City accepted the proposal from Sanitaire. A part of that proposal, Sanitaire promised to provide the first replacement material for the membranes when needed in 7‐8 years (at this time). Because of this arrangement, the materials for this project will be provided by Sanitaire and be of no charge to the City. R/M Engineering Cost: $10,300 Construction Cost (Labor): $38,400 LIST ALL SUPPORTING DOCUMENTATION ATTACHED Name of Documents 1. R/M Task Order 2022‐04 2. Xylem Sanitaire Quotation No 13‐7960 dated April 21, 2022 ACTION REQUESTED OF COUNCIL 1. Approve R/M Task Order 2022‐04 2. Approve Xylem Sanitaire Quotation No 13‐7960 dated April 21, 2022 Number of Attached Pages: R/M Task Order – 5 pages, Sanitaire Quotation ‐ 2 pages Is Funding Required? _____X____ YES __________NO Funding Source: Sewer Fund Department: Wastewater Account Number: In CIP  TASK ORDER 2022-04 2022 WWTF Aeration Diffuser Upgrade This is Task Order No. 2022- 04, consisting of 4 pages. Task Order In accordance with Paragraph 1.1 of the Master Professional Service Agreement between the City of Columbus (City) and Ruekert & 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 The Wastewater Treatment Facility (WWTF) had its last upgrade for the aeration basin diffusers in 2014. At that time, a newer type of fine-bubble membrane was used. Membranes in wastewater treatment typically last for 7-8 years. The WWTF is presently due for an aeration diffuser membrane replacement for its three aeration basins. This project in is the City wastewater CIP. As part of the 2014 project, two membrane suppliers were named in the specification. The City accepted the proposal from Sanitaire. A part of that proposal, Sanitaire promised to provide the first replacement material for the membranes when needed in 7-8 years (at this time). Because of this arrangement, the materials for this project will be provided by Sanitaire and be of no charge to the City. Since 2019, Sanitaire has started phasing out the membranes used at the City due to lack of larger scale use at other wastewater plants around the United States and the world. Because of this discontinuation of the present diffuser and membrane type, we are proposing to use a different membrane and diffuser type. This type of membrane and diffuser are widely used in the wastewater industry. The design of the new system will be done by the manufacturer, Sanitaire. In addition, Sanitaire, as part of this arrangement, will supply the contractor to conduct the replacement work. It is estimated the installation labor is approximately $38,400 which would be charged to the City. The total construction cost for this project without the Sanitaire arrangement for free materials would be approximately $95,000. Because this is considered maintenance work, involves proprietary aeration equipment, and is being done as an extended warranty, public bidding will not be used. The project design and construction will be streamlined and provided as a turnkey project by Sanitaire with oversight from R/M. 2. Scope of Services for R/M Our scope includes the following items: A. Review air flow rates and existing / proposed diffuser configurations. B. Coordinate with diffuser manufacturer representative for design. C. Submit WDNR approval package. Receive approval. D. Attend Preconstruction meeting. E. Answer contractor questions during construction. Page 1 of 4 Pages (Attachment 1 - Task Order Form) 4/27/2022 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-04 2022 WWTF Aeration Diffuser Upgrade F. Provide three inspection trips. G. Provide three start-up trips. H. Assist the City in reviewing Contractor Pay Requests. 3. City's Responsibilities The City shall have those responsibilities as set forth in Section II of the Agreement, subject to the following: A. Attend internal City meetings, participate in conference calls, visit existing equipment installation, and provide feedback. 4. Items Excluded The following items are excluded from the Scope of Services: A. Anything not included in the Scope of Services. B. Detailed design of facilities. C. Public bidding administration. 5. Times for Rendering Services Schedules are subject to change due to activities beyond the control of R/M. In general, the tentative schedule is as follows: A. Work will be completed by November 15, 2022. 6. Payments to R/M A. City shall pay R/M for services rendered as follows: Estimate of Category of Services Compensation Method Compensation for Services WWTF Aeration Diffuser Upgrade Lump Sum $10,300 TOTAL = $10,300 B. The terms of payment are set forth in Section III and Exhibit A of the Agreement. Page 2 of 4 Pages (Attachment 1 - Task Order Form) 4/27/2022 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-04 2022 WWTF Aeration Diffuser Upgrade 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 May 17, 2022. OWNER: ENGINEER: City of Columbus Ruekert & Mielke, Inc. Signature: Signature: Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Date: Date: April 27, 2022 DESIGNATED REPRESENTATIVE FOR TASK ORDER Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Address: Address: 4001 Nakoosa Trail, Suite 200 Madison, WI 53714 Email: Email: jlietha@ruekert-mielke.com Phone: Phone: 608-819-2600 Page 3 of 4 Pages (Attachment 1 - Task Order Form) 4/27/2022 Ruekert & Mielke. Inc. 8117-00000 PROFESSIONAL FEE ESTIMATE CLIENT: City of Columbus WWTF Diffuser Replacement 27-Apr-2022 TASK ORDER: 2022-04 PREPARED BY: DWA SCOPE OF SERVICES $201 $162 $133 $118 $130 $84 TOTAL TOTAL DWA E7 E4 E2 ENG SURVEY ENGR. PM PM ENG TECH TECH AA HRS COST PROJECT FEES 68 $10,300 Engineering Services Review air flow rates and existing and proposed diffuser con 6 6 $1,206 Coordinate with diffuser manufacturer representative for design. 5 5 $1,005 Submit WDNR approval package. Receive approval. 2 5 2 9 $1,235 Attend preconstruction meeting. 1 4 5 $733 Answer contractor questions during construction. 2 6 8 $1,200 Provide three inspection trips. 14 14 $1,862 Provide three start-up trips. 14 14 $1,862 Assist the City in reviewing Contractor Pay Requests. 1 4 2 7 $901 TOTAL HOURS/FEE 17 0 47 0 0 4 68 $10,004 REIMBURSABLES $296 HALF SIZE PLAN REPRODUCTION $50.00 MILEAGE - ENGINEERS $246.00  Xylem Water Solutions USA, Inc. Sanitaire Products 247 W Freshwater Way, Suite 200 Milwaukee WI 53204 Tel 414-207-5465 francis.pastors@xylem.com April 21,2022 ATTN: City of Columbus, WI RE: Columbus, WI WWTP : Gold Series Diffuser Retrofit with 7” Membrane Disc Diffusers Sanitaire Reference Number: 13-7960 Xylem is pleased to provide this quote for replacement of the Gold Series Diffusers in the (3) Aeraiton Tanks at the Columbes WWTP with 7” membrane disc diffusers. With this offer, material (pipe, supports, diffusers) will be provided at NO charge to the city, with the price below reflective of demo, install and startup services. The scope and services inlcude the following: Demo & Installation: $38,400 - All Gold Series Diffusers will be removed from each Grid. The Droplegs, Manifolds and Supports will be reused where feasible. - Install and estimated (13) New Air Distributors (13 per Grid) in each tank, installed with new supports where needed and connections to the existing Manifolds. - (910) 7” Membrane Diffusers will be mounted on the Air Distributors. Silicone grease will be applied for sealing. - Manual Purge Systems will be reused and not removed. - After work described above is completed, water will be pumped into the Basin (by Plant Staff) and the air turned on for a Leak Test. This will be done immediately after work completion. - Fixed Joints will be inspected for leakage. Leakage will be corrected by replacing the Fixed Joint “O” Ring. - Headers will be inspected for leaking cracks or glue joints. Corrections will be made by either replacing the leaking Header sections or adding underwater solvent cement. - All Grid accessories (Manifold Saddles, Purge Sumps, End Caps, etc.) will be checked for leaks and corrected as needed. - Field Service Report detailing the work and any problems encountered with the existing Aeration Grids will be submitted within 2 weeks of Aeration Grid rehab. Notes 1. Plant personnel will cooperate in providing water to the Basins and air to the aeration grids for the leak / level testing. Other areas of cooperation will also be requested and anticipated. 2. Some service personnel and lifting equipment (cranes, forklifts, etc.) to remove or place equipment within the Aeration Basins will be furnished by the City. 3. Disposal of removed equipment and related debris by others. 4. Draining and cleaning of the Aeration Basins will be by others. 5. Access ladders for crew work in the Aeration Basins to be by others. 6. All Confined Space hoist equipment, etc. (if required) by others. Confined Space Forms to be provided if required, a gas meter and safety harnesses if required. 7. We anticipate tanks being taken out of service for the retorift one at a time, with multiple trips required. If multiple tanks can be taken down at one time and trips can be combined, a deduct can be considered. Columbus, WI – Gold Series Retrofit P a g e |1 Terms & Conditions: The Xylem Water Solutions USA, Inc. North American Terms & Conditions of Sale apply to this offer. Freight Terms: Freight to jobsite included. Lead Time & Shipping: Current lead time for Engineering and Submittal informatin prior to fabrication is the Week of July 18, 2022. Fabrication lead time is currently estimated at 12-14 weeks. Lead time will be conifrmed at the time of order. Taxes: The prices quoted above do not include any state, federal, or local sales or use taxes. Terms of payment: 100% Net 30 days from invoice date. Thank you for the opportunity to provide this quotation. Please contact us if you have any questions. Francis Pastors, PE Xylem Territory Manager – Sanitaire Products 414-207-5465 francis.pastors@xylem.com To place an order, please send a purchase order or signed quote, including or accompanied by the following information, unless previously provided under existing contact and unchanged: Purchase Order Number Billing Address Shipping Address Any applicable tax exemption certificates Contact person and phone number Accepted By (Authorized Signature): Printed name: Date: PO #: Billing Address: Shipping Address: Tax exemption #: OR % Sales Tax Applicable: ________________ Contact person: Phone number: This order is subject to the Standard Terms and Conditions of Sale – Xylem Americas effective on the date the order is accepted which terms are available at http://www.xyleminc.com/en-us/Pages/terms-conditions- of-sale.aspx and incorporated herein by reference and made a part of the agreement between the parties. C: David Arnott, PE – Ruekert Mielke Mulcahy Shaw Water Columbus, WI – Gold Series Retrofit P a g e |2  CITY OF COLUMBUS FOR MEETING OF: May 3, 2022 REQUEST FROM/DEPARTMENT: Recreation AGENDA ITEM/REQUEST: Change on MOU Cub Scout Pack 99 *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: Pack 99 Chairman Anne Raeder has requested a new agreement be created with the following changes:  Added wording on line item #6, see enclosure.  Have the agreement read CUB SCOUT PACK 99, not just Scout Pack throughout the agreement.  Remove the word maintenance in #3; line item #5 spells out our intention of the groups cleaning their area when done with their meeting. Creating changes to the new agreement made sense rather than amending the one approved earlier this year. Thank you for your consideration. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval)  MEMORANDUM OF AGREEMENT This Agreement is entered into between the City of Columbus (hereinafter “City”) and the ______________________ (hereinafter “Scout Pack”). Cub Scout Pack 99 1. This Agreement is intended to memorialize the understanding between the City and the Scout Pack Cub Scout Pack 99 for use of the property located at 1049A Park Avenue in Fireman’s Park located within the City of Columbus, Columbia County, Wisconsin, otherwise known as the Scout Cabin. 2. The City is the owner of the Scout Cabin and will be responsible for payment of all utilities connected with its use. 3. The Scout Pack Cub Scout Pack 99 currently uses the Scout Cabin, along with the other Scout Packs or Scout Troops, and is responsible for all contents, maintenance, (remove) proper usage and security of the Scout Cabin. 4. The City and the Scout Pack Cub Scout Pack 99 will create a Google calendar in order to maintain a schedule of the dates in which the Scout Pack Cub Scout Pack 99 will be using the Scout Cabin. 5. The Scout Pack Cub Scout Pack 99 is responsible for cleaning the Scout Cabin after each meeting. This shall include removal of garbage, cleaning the kitchen and cleaning the bathroom. 6. Keys to the Scout Cabin shall be maintained and controlled by the City. The leader of each Scout Pack Cub Scout Pack 99 shall be given a key to the Scout Cabin for each den leader and the cubmaster. The leader of each Scout Pack Cub Scout Pack 99 represents that it will not make additional copies of the key to the Scout Cabin. If it is found that additional keys have been made, the City reserves the right to terminate this Agreement without notice to the Scout Pack. Cub Scout Pack 99 The Scout Pack Cub Scout Pack 99 shall provide the City with a name, address and phone number of the Scout Pack Cub Scout Pack 99 leader and shall keep this information up to date with the City in the event the Scout Pack Cub Scout Pack 99 Leader changes. 7. In November of each year, the Scout Pack Cub Scout Pack 99 shall provide the City Recreation Director with a roster of participants for the Scout Pack’s program and provide funds to the City in an amount equivalent to $10 per each participant. This payment is due from the Scout Pack Cub Scout Pack 99 top the City by November 30 of each calendar year. 8. The Scout Pack Cub Scout Pack 99 will agree to participate in mutually developed work projects throughout the City. Said projects may include beautification, painting, clean up, tree plantings and similar tasks that coincide with the Scout Pack’s Cub Scout Pack 99 programming. 9. This Agreement will remain in place until December 31,2022 and then automatically renew for successive one-year periods unless terminated by either party pursuant to the terms of this paragraph. City and the Scout Pack Cub Scout Pack 99 agree to meet at least 8 weeks prior to the conclusion of the current term of this Agreement to determine the future business relationship between the City and the Scout Pack Cub Scout Pack 99 which may include different financial arrangements and adjustments to this Memorandum of Agreement. This Agreement may be terminated by either party by the giving of notice to the other party of its intent to terminate the Agreement at least six weeks before the conclusion of the current term of the Agreement. 10. The parties may agree to additional terms and conditions of this Agreement by executing a separate amendment from time to time. We, the undersigned, as representatives of the City of Columbus and the Scout Pack Cub Scout Pack 99 agree to terms listed above. __________________________ __________________________ Mary Arnold, Mayor Patricia Goebel, Clerk __________________________ __________________________ Authorized Representative of Scout Pack Cub Scout Pack 99 Address: __________________________ __________________________ Phone: ___________________ 2 G:\Recreation\Scout Cabin\2022\scout pack MOU05032022.docx  2022 AGENDA ITEM Committee of the Whole Meeting date: May 3rd , 2022__________ Council Meeting date: May 17th , 2022_________ ITEM: 2022 Ruekert Mielke Task Order - 2022 Street Maintenance Program & 2022 B.I.L DETAILED DESCRIPTION OF SUBJECT MATTER: Attached is a Task Order with Ruekert-Mielke for the 2022 Street Maintenance Program including the 2022 County Aid Project and for Grant Application submittal under the Bipartisan Infrastructure Law. 1. Specific Project Data A. Phase 1 - Street Maintenance • Phase 1 will include design, bidding, and construction services for the 2022 Street Maintenance Program for the City of Columbus. Roadway patching and seal coating will be included in this project. • The work described above will be separated into two distinct construction contracts to obtain the most reasonable pricing from contractors. The two contracts are as follows: base patching and seal coating. • The base patching and seal coating are estimated to exceed $25,000, and therefore is required to be publicly bid and awarded to the lowest responsible bidder. • Assist with the County Aid Project, coordination and construction related items. B. Phase 2 – B.I.L. Grant Application – WisDOT STP-Urban project This grant is for the FFY 2023-2026 Solicitation, eligible project types include design, construction and more. The grant provides up to 80% Federal funding for local roads. This money can only be applied to collector street classifications. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Ruekert-Mielke Task Order # 2022-06 ACTION REQUESTED OF COUNCIL: To approve the attached Task Order with Ruekert Mielke to provide design, bidding and construction services for FFY 2022 Annual Street Maintenance Program and preparation and filing for the FFY 2023-2026 B.I.L. – WisDOT STP – Urban project. Budget and Financing Information: Account #: Public Works; Professional Svcs; Engineering #100-533200-215 Department: Public Works Approval Requests: $11,767 and $4,483 respectively  TASK ORDER 2022-06 2022 Columbus Street Maintenance This is Task Order No. 2022- 06, consisting of 5 pages. Task Order In accordance with Paragraph 1.1 of the Master Professional Service Agreement between the City of Columbus (City) and Ruekert & 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. Phase 1 - Street Maintenance • Phase 1 will include design, bidding, and construction services for the 2022 Street Maintenance Program for the City of Columbus. Roadway patching and seal coating will be included in this project. • The work described above will be separated into two distinct construction contracts to obtain the most reasonable pricing from contractors. The two contracts are as follows: base patching and seal coating. • The base patching and seal coating are estimated to exceed $25,000, and therefore is required to be publicly bid and awarded to the lowest responsible bidder. • Assist with the County Aid Project, coordination and construction related items. B. Phase 2 – B.I.L. Grant Application – WisDOT STP-Urban project This grant is for the FFY 2023-2026 Solicitation, eligible project types include design, construction and more. The grant provides up to 80% Federal funding for local roads. This money can only be applied to collector street classifications. • Preparation of the grant document. • Assist with selection of project for submittal. • File Grant Application. 2. Scope of Services for R/M A. Phase 1 – Street Maintenance Field Inventory • Site investigation to confirm street condition and determine project limits. • Photograph streets and surfaces scheduled for maintenance. • Develop scope of work for each street and surface. Plan Design • Prepare project drawings. • Prepare project specifications. • Determine quantities and develop opinion of probable construction cost. Page 1 of 5 Pages (Attachment 1 - Task Order Form) 4/21/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-06 2022 Columbus Street Maintenance • Prepare project summary tables, including project limits and estimated lengths and widths. • Prepare project limits descriptions. Bidding Patching • Project administration. • General coordination with potential Bidders. • Attend Bid Opening. • Review Bids and prepare Bid Tabulation. • Make formal Award Recommendation to City. • Review contractor info. (insurance, agreement, bonding, etc,.). • Draft Pre-construction Agenda/Meeting Minutes. • Contract coordination with contractor and client. • Attend Pre-construction meeting. Seal Coating • Project administration. • General coordination with potential Bidders. • Attend Bid Opening. • Review bids and prepare Bid Tabulation. • Make formal Award Recommendation to City. • Issue Notice of Award to contractor. • Review contractor info. (Insurance, agreement, bonding, etc,.). • Issue Notice to Proceed. • Draft Pre-construction Agenda/Meeting Minutes. • Contract coordination with contractor and client. • Attend Pre-construction meeting. Construction Administration • Identify project limits with paint on the streets and surfaces. • Periodic construction review. • Pay request review and recommendation. • Technical support and administration. • Substantial Completion inspection. • Develop Punch List/review Punch List. • Final Completion inspection. • Project Closeout documentation. B. Phase 2 – B.I.L. Grant Application – WisDOT STP-Urban project • Meet with City staff to identify the project location. • Prepare a project location map showing the project location. • Answer questions from City staff during the application process. Page 2 of 5 Pages (Attachment 1 - Task Order Form) 4/21/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-06 2022 Columbus Street Maintenance • Document existing facility design and prepare project description. • Prepare project location map and identify average daily/year traffic. • Prepare project justification for incorporation into Application. • Identify project improvements and prepare technical information for the Application. • Review and determine if any environmental or cultural issues are present in project area. • Identify any miscellaneous issues of concern to note in Application. • Prepare cost estimate, project priority, and scheduling for the “Confidential Information” section of the Application. • Assist City in completing the Application and submission to the WisDOT. • Assist City in addressing any requests from the WisDOT for revised or additional information needed to resolve any eligibility issues. 3. City’s Responsibilities City shall have those responsibilities set forth in Section II of Agreement, subject to the following: A. City shall confirm attendance to meetings prior to attendance. B. Provide approval of selected maintenance methods and locations. C. Provide existing maps or drawings with information for the project. D. Provide timely review of plans. E. Review grant applications and approve. F. Provide necessary Council action for Grant as required. 4. Items Excluded The following items are excluded from the Scope of Services. A. The following items are excluded from the Scope of Services: • Follow-up site visits, meetings, and certifications not included in the above scope. • Creation or update of any street plan or spreadsheet ranking that consider utility conditions. • Contaminated site investigations, coordination, and/or remediation design. • Historical, environmental, or archeological investigations, coordination, and/or mitigation. • Alternatives analysis. • Environmental impact statements or site assessments. • Title searches. • Record drawings. • Boundary survey or property survey. • Real estate appraisal/acquisition. • Easement preparation or CSM. • Permitting. • Public hearings. Page 3 of 5 Pages (Attachment 1 - Task Order Form) 4/21/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-06 2022 Columbus Street Maintenance 5. Times for Rendering Services A. Schedules are subject to change due to activities beyond the control of R/M. In general, the tentative schedule Phase 1 – Street Maintenance is as follows: Authorization to Proceed 5/17/22 Preliminary Design 5/30/22 Final Design and Advertise 6/18/22 Bids Due on Project 7/10/22 Start Construction 8/01/22 Final Completion 9/15/25 Project Closeout 10/01/22 B. Phase 2 will be completed by June 3, 2022 6. Payments to R/M A. City shall pay R/M for services rendered as follows: Estimate of Compensation Category of Services Compensation Method for Services Street Maintenance Standard Hourly Rates $11,767 Grant Preparation Standard Hourly Rates $4,483 TOTAL = $16,250 B. The terms of payment are set forth in Section III and Exhibit A of the Agreement. C. 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. Page 4 of 5 Pages (Attachment 1 - Task Order Form) 4/21/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-06 2022 Columbus Street Maintenance The Effective Date of this Task Order is May 17, 2022. OWNER: ENGINEER: City of Columbus Ruekert & Mielke, Inc. Signature: Signature: Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Date: Date: April 21, 2022 DESIGNATED REPRESENTATIVE FOR TASK ORDER Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Address: Address: 4630 S. Biltmore Lane Madison, WI 53718 Email: Email: jlietha@ruekert-mielke.com Phone: Phone: 608-819-2600 Page 5 of 5 Pages (Attachment 1 - Task Order Form) 4/21/22 Ruekert & Mielke. Inc. 8117-00000  RUEKERT & MIELKE, INC. 2022 RATE SCHEDULE – Effective 1/1/22 2022 Rate ENGINEERING SERVICES Engineer 1 $ 114.00 Engineer 2 $ 133.00 Engineer 3 $ 142.00 Engineer 4 (Proj Engineer) $ 162.00 Engineer 5 (PM) $ 172.00 Engineer 6 (Senior PM) $ 182.00 Engineer 7 (Team Leader) $ 201.00 Engineer 8 (President/VP’s) $ 212.00 Engineer 9 (Company CEO) $ 268.00 Engineer Technician 1 $ 108.00 Engineer Technician 2 $ 118.00 Engineer Technician 3 $ 131.00 Senior Engineer Technician $ 155.00 PROFESSIONAL CONSULTING SERVICES Hydraulic Modeler $ 145.00 Senior Hydraulic Modeler $ 190.00 Environmental Technician 1 $ 84.00 Environmental Technician 2 $ 92.00 Environmental Technician 3 $ 100.00 Environmental Scientist 1 $ 116.00 Environmental Scientist 2 $ 124.00 Environmental Scientist 3 $ 132.00 Environmental Scientist 4 $ 140.00 Environmental Scientist 5 $ 150.00 Principal Environmental Professional $ 188.00 Economic Consultant 2 $ 150.00 Economic Consultant 3 $ 160.00 Senior Economic Consultant $ 208.00 IT/GIS Technician 1 $ 106.00 IT/GIS Technician 2 $ 117.00 IT/GIS Analyst 1 $ 132.00 IT/GIS Analyst 2 $ 149.00 IT/GIS Analyst 3 $ 163.00 IT/GIS Analyst 4 $ 180.00 Asset Management Consultant $ 196.00 SCADA Analyst $ 179.00 Senior SCADA Analyst $ 194.00 Ag Sector Practice Leader $ 182.00 SURVEYING SERVICES Surveying Technician $ 99.00 Crew Chief / Surveyor $ 136.00 Professional Land Surveyor $ 150.00  RUEKERT & MIELKE, INC. 2022 RATE SCHEDULE – Effective 1/1/22 2022 Rate CONSTRUCTION REVIEW SERVICES Construction Review Technician 1 $ 83.00 Construction Review Technician 2 $ 99.00 Senior Construction Review Technician $ 114.00 Erosion Control Specialist $ 114.00 Construction Review Manager $ 143.00 Note: Overtime rates will be 120% of standard rate for construction review services OUTLAND DESIGN SERVICES (non‐RNG type projects) Engineer Tech 1 $ 98.00 Engineer Tech 2 $ 108.00 Engineer Tech 3 $ 125.00 Engineer 2 $ 128.00 Engineer 3 $ 136.00 Engineer 4 $ 142.00 Engineer 5 $ 152.00 Engineer 6 $ 162.00 Ag Sector Practice Lead $ 162.00 ADMINISTRATIVE SERVICES Technical Assistant $ 85.00 Administrative Assistant $ 84.00 Marketing Manager $ 147.00 Certified Public Accountant (Company CFO) $ 200.00 2022 Rate MISCELLANEOUS Mileage For Engineers and Technicians .585/mile For Construction Review Technicians .625/mile For Survey Crews .795/mile Print reproductions .50/sq. foot Color copies .40/page B&W copies .15/page Color plots 2.50/sq. foot Scanning .50/scan GPS equipment 132.00/day Manhole scanner 200.00/day ATV fee 125.00/day Robotics equipment 132.00/day Drone (MAVIC) 200.00/day Drone (P4RTK) / survey 500.00/day Drone (M300 RTK) / 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  2022 AGENDA ITEM Committee of the Whole Meeting date: May 3, 2022 __________________________ Council Meeting date: ____________ ITEM:_Stormwater Utility Update _ DETAILED DESCRIPTION OF SUBJECT MATTER: On Tuesday, April 5th, the Stormwater Utility Fee Referendum failed 409 Yes to 603 No. The Stormwater Utility still exists as created previously, but any fees collected to address stormwater would reduce our property tax levy limit by the same amount, reducing or eliminating most benefits of a stormwater utility. With stormwater remaining a significant issue for the community, the Council has nearly every option available to them at this time, and staff are prepared to move in whatever direction is decided. Several of the options are listed below:  Do nothing. Address stormwater at the same level we have for the past few decades.  Pursue the referendum again this fall  Collect the Stormwater Utility Fee and incur the levy penalty, requiring the elimination of approximately $150,000 in current expenditures.  Eliminate approximately $150,000 in current expenditures and redirect those funds to stormwater improvements.  Prioritize stormwater funding in future borrowings, reducing the debt available for street, building and other capital projects. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  List of potential projects and roughly estimated costs ACTION REQUESTED OF COUNCIL: Determine what actions or information, if any, the Council would like to see regarding this issue. City of Columbus Storm water 4/12/2022 Project Scope Est. Costs Repair, mowing, inspection, spot Annual ‐ Storm water basin maintenance removal of sediment $35,000 4 year rotational includes cleaning Annual ‐ Inlet cleaning and repairs to inlets $35,000 remove sediment, restore drainage, Annual ‐ Repair endwalls repair damage to endwalls $15,000 Upgrade and replacement of storm Capital ‐ Reoccuring Street Reconstruction sewer system every two years $100,000 Remove 48 inch CMP and install open rock lined channel with pedestrian Capital ‐ Firemans Park Culvert Removal bridge $715,000 Capital ‐ Creek Dredging Upper Reach of 2nd Ward Creek $250,000 Remove sediment, improve drainage Capital ‐ Ditch dredging Commercial and repair driveway culverts $50,000 Capital ‐ Flood area Nina Drive Improve drainage to lessen flooding $30,000 Remove material in remaining areas Capital ‐ Maple Ave ditch dredging of the ditch $25,000 Reconfigure inlets, structures and Capital ‐ Repair storm sewer on Commercial pipes to correct drainage $75,000 Remove sediment, improve drainage Capital ‐ Contenential Drive ditch dredging and repair driveway culverts $50,000 Improve ditch line, drainage, replace Capital ‐ Lewis Street Drainage driveway culverts $50,000 Repair discharge pipe from end of N. Capital ‐ North Water Street Drainage water street to River $100,000 Capital ‐ Replace James Street Box Culvert Increase capacity under James Street $350,000 Replace aged pipe from Waterloo Capital ‐ Replace storm Sewer Waterloo Street to River $600,000 Retrofit ponds on Kestrel phase 2 to Capital ‐ Upgrade Kestrel ponds increase flood storage $150,000 Capital ‐ 2nd Ward Creek Bypass At Avalon Road $150,000 Capital ‐ Create flood storage West of Priarie Ridge Health $1,000,000  2022 AGENDA ITEM Committee of the Whole Meeting date: ____May 3, 2022_______ Council Meeting date: ____________ ITEM:_Update on Draft Personnel Manual Review _ DETAILED DESCRIPTION OF SUBJECT MATTER: The Committee has had an initial review of the Personnel Manual, and the work will continue in the coming weeks. Several questions and ideas have come up, and we want to make sure the Committee proceeds according to the expectations of the Council as the review continues. Among the preliminary ideas, it has been proposed to break the current employee manual into two separate manuals, with one containing personnel policies and rules, while the other document would present employee benefits. Several other proposals involve changes to the manual that would have some financial impact, although none of them have been fully evaluated to determine an accurate budgetary impact. The Committee will need some direction on evaluating and incorporating these financial items, including whether the Committee should remain focused primarily on language, or make broad changes that might have financial ramifications. With the Organizational and Compensation Assessment currently underway, it may be premature to suggest changes impacting the overall compensation of employees, which would include several components like salary, leave, and related benefits. Items previously suggested for particular review after receiving feedback from employees and elected officials include:  Recognizing Holidays in specific situations,  Carryover of vacation  Overtime  Flex Time for Salaried Employees  Sick time accrual and conversion  Leave structure (PTO, vacation accrual vs. annual allotment, etc.) LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Provide feedback on areas the Committee should focus on or prioritize.